2015 TECHNOLOGY SESSION: ADVANCING YOUR OUTLOOK 2013 SKILLS

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1 2015 TECHNOLOGY SESSION: ADVANCING YOUR OUTLOOK 2013 SKILLS Here s what you will learn in this session: Creating a professional signature Sort and organize your using folders Attachments Identifying s for special attention Formatting s Working with Contacts Appointments, Events and Meetings To-Do Lists Reminders Creating a professional signature A professional signature can provide the recipient of your with key information. The recommended signature for Hennepin Technical College should include: your name, your title, your department, phone number, campus and campus address, as well as your address. 1. Go to File Options Mail. 2. Under the Compose messages header, you will see the Signatures button. 3. Click the Signatures button to open Signatures and Stationary dialog box. 4. Click the New button below the Select signature to edit field. 5. When the New Signature window pops up, assign this signature a name. 6. Began entering your signature information in the Edit signature field below. 7. Once you ve added your information, you may use the tools above the field to format it to your preferences. 8. If you have created a Business card for yourself, you can add that to your signature as well. 9. If you are using multiple mailboxes, be sure to check which account you ve associated this signature with under the Choose default signature area in the upper right corner of the dialog box. Page 1

2 Appendix 1: Conditional Formatting 10. Once you ve clicked OK to accept the signature, you will be able to create more signature options for New messages and Replies. When you are done, click OK to exit the dialog box. 1. Once you have logged into OWA, click on the Options drop-down menu in the upper right corner of your OWA account. 2. Select See All Options from the menu. 3. In the Navigation Pane on the left side of your OWA account, click on Settings. That should open directly to the Mail tab and the Signature field. 4. Enter your information just as you would do for your Outlook account. Once finished, you can use the tools above the field to format your signature. 5. When it is completed, click Save at the bottom of the page. Sort and organize your using Folders Creating folders to sort and organize your Inbox provides you with the opportunity to save items and messages you may need at a later date. By moving messages into appropriate folders, it frees up your Inbox so that you will see only the newest or unopened messages and items you ve received. Here s how in Outlook and Outlook Web Access: 1. If you are adding folders to your Inbox, right-click on your address and select New Folder. You may also create sub-folders by right-clicking on the original folder and choosing New Folder from the shortcut menu. 2. Assign the folder a meaningful name so that you will recognize which folder you wish to save a message to. 3. Once you have created your folder, you can begin moving items from your Message List pane into your Folder pane. To move one at a time, click on the item, hold down your left mouse button and drag the item to the appropriate folder. 4. If you have several items you d like to move to a folder, click on the Search field at the top of your Message List pane, type in a name, topic or keyword and Outlook will search and filter for items that match your criteria. Once you ve verified that the list of items are those that you wish to file, click on the first item in the list, hold down your Shift key and click on the last item in the list. That should select all of the items, which you can now click and drag to drop in your folder. Page 2

3 Attachments You can attach any type of file to an message or you can create an message while in an application that will automatically attach the file to the message for you. 1. Create a new mail message. 2. On the Message ribbon, in the Include group, click on Attach File. 3. Select the file you wish to attach from those available to you. Click Insert. The attachment will appear in the Attached box under the Subject box. 4. You can attach multiple files to an by holding down the Ctrl key and clicking on those files you wish to attach. 1. Create a new mail message in OWA. 2. Click on the Paperclip icon above the To field. That will launch the Include Attachments dialog box. Click on the Browse button to select the file(s) you wish to attach. 3. When finished, click on Send. Sending an attachment from within an application: 1. Once the item is completed, click File Share. 2. Choose from the center pane. 3. Select Send as Attachment from the list of options. 4. Your item will appear, with the icon of the application used to create it, in the Attached box of a new blank message. You will need to fill in the recipient address(es), the Subject line and any message. 5. Once finished with the message, click on Send. The message will appear in the recipient s Inbox with a paperclip icon indicating that there is an attachment. Identifying s for special attention There are several ways for you to identify s that need additional attention. You can flag messages in your Inbox and that will move them to Tasks, where they will appear in your To-Do Bar or your Task pane until you ve taken action. Or you can create a folder, name it something to indicate its contents are to be dealt with sooner rather than later, and move the message to that folder. Another option is to create a Rule to determine how the items arriving in your Inbox should be handled. Page 3

4 Appendix 1: Conditional Formatting 1. Click on the Flag icon that appears above the Day/Time information of your message. That moves the message to your Task List which appears in the Task pane or on the To-Do bar until you take action. 2. Review the Sort and organize your s using Folders section above. 3. To create a rule to deal with messages needing special attention, click on File. That will take you to the Info screen. 4. In the right pane, click Manage Rules & Alerts. 5. In the Rules and Alerts box, on the Rules tab, click New Rule. 6. Under Step 1: Select a template, select the template that you want from the Stay Organized or Stay Up to Date list of templates. 7. Under Step 2: Edit the rule description, click an underlined value. For example, if you click the people or public group link, the Address Book opens. 8. Click Next. 9. Under Step 1: Select condition(s), select the conditions that you want the messages to meet for the rule to apply. 10. Under Step 2: Edit the rule description, click an underlined value for any condition that you added, and then specify the value. 11. Click Next. 12. Under Step 1: Select action(s), select the action that you want the rule to take when the specified conditions are met. 13. Under Step 2: Edit the rule description, click an underlined value for any action that you added, and then specify the value. 14. Click Next. 15. Under Step 1: Select exception(s), select any exceptions to the rule, and then click Next. 16. Under Step 2: Edit the rule description, click an underlined value for any exception that you added, and then specify the value. 17. Click Next. 18. Under Step 1: Specify a name for this rule, enter a name. 19. Under Step 2: Setup rule options, select the check boxes for the options you want. 20. If you want to run this rule on messages that already are in the Inbox, select the Run this rule now on messages already in Inbox" check box. 21. The new rule is now automatically turned on. To turn off the rule, clear the Turn on this rule check box. 22. To apply this rule to all accounts set up in Outlook, select the Create this rule on all accounts check box. 23. Click Finish. Page 4

5 Note: There are no flags associated with in the Inbox in Outlook Web Access, so you will not be able to flag and move those needing special attention to your task list in that manner nor can you move it to the Task Folder using the shortcut menu or drag-and-drop. 1. Review the Sort and organize your s using Folders in the Here s how in Outlook Web Access section. 2. To create a new blank rule, click on the Options menu in the upper right corner of your OWA screen. a. Click on Create an Inbox Rules tab. Then click on New. b. Select from one of the five rule types and then follow the directions to identify the parameters for your rule. c. You can create more complex rules by clicking More Options. After you click More Options: d. You can set more than one condition for your rule. e. You can set more than one action for your rule. f. You can add exceptions by clicking Add Exception. g. You can turn on or turn off Stop processing more rules. By default, the option to stop processing more rules is turned on. With this option on, when a message comes in that meets the criteria for more than one rule, only the first rule will be applied. Without this setting, all rules that the message met the criteria for would be applied. 3. You don't have to use the Inbox Rules tab to create a rule. You can also create rules directly from messages. To create a rule directly from a message: a. Right-click the message in the message list pane. b. Click Create Rule, or open the message and then click Create Rule on the toolbar. c. Follow the steps as you would to create a rule from the Options menu. Formatting s Outlook 2013 uses Word 2013 as its word processing application, so you will be able to use the same tools and techniques to format your messages. 1. Open a new mail message in Outlook. 2. Begin entering information in the Message field. Page 5

6 Appendix 1: Conditional Formatting 3. There are limited formatting tools on the Message ribbon or click on the Format Text tab to open the more fully featured formatting ribbon. Use either as you would for any other formatting task. 1. Open a new mail message in OWA. 2. The formatting tools appear below the Subject box in your message form. 3. Use them as you would for any other formatting task. Working with Contacts There are a number of ways to create new contacts in Outlook and OWA. Here are two of the easier methods to do so. 1. Click on People in the Navigation bar. 2. Click on New Contact to open a new contact window. 3. Enter the information you know about that contact. 4. When finished, click Save & Close button in the Actions group. 5. To add a contact from a received message: 6. Open or preview the message in the Reading pane. 7. Right-click the sender s address and choose Add to Outlook Contacts from the shortcut menu. 8. The address will automatically populate and you will need to fill in any additional information. 9. Click Save & Close. 1. In the Navigation pane on the left, click on Contacts. 2. Click on New Contact to open the Untitled Contact window. 3. Enter the information you know about that contact. 4. When finished, click Save & Close. 5. To add a contact from a received mail message, follow the same procedure as you would in Outlook. Appointments, Events and Meetings The Calendar capability in Outlook and Outlook Web Access provides you with the tools to set up appointments, events or meetings and to track and organize your schedule. While all three use essentially the same process to set up, they are different in that an Page 6

7 Appointment is something you schedule for yourself on your calendar; an Event is generally lasts for a day or longer (such as a leave or vacation) or may be used to designate a birthday/anniversary; a Meeting is an appointment that you schedule with at least one other person. 1. There are several ways to create a new appointment in Outlook. 2. From any view (Mail, Calendar, Contacts, Tasks), click New Items Appointment on the Home tab. 3. Click on Calendar in the Navigation Bar, then click on New Appointment. 4. On your calendar, click the day and time the appointment should be scheduled for and begin typing. You may also right-click the day and select Appointment. 5. From an existing , click and drag the onto your Calendar. An Appointment window will open for you to enter the pertinent information. 6. Enter the appropriate information: Subject, Location, Start and End times. Click Save & Close and the appointment will appear in your calendar. 7. There are several ways to create an event in Outlook. 8. Open a new Appointment window and instead of selecting a Start and End time, check the Event box. This will set the event for that day. If it is a multiple-day event, use the Start and End date field to identify the first and last dates of the events. 9. In the Day, Week, or Work Week Calendar views, you can double-click in the Date area of the calendar to open a new, blank Event window. 10. There are several ways to create a new meeting in Outlook. 11. From any view (Mail, Calendar, Contacts, Tasks), click New Items Meeting. 12. Click on Calendar in the Navigation Bar. In any Calendar view, click the New Meeting button on the Home tab. You can also right-click on a date in any Calendar view and choose New Meeting Request from the shortcut menu. 13. You may also drag-and-drop an existing onto your Calendar. Using the Appointment window, invite attendees. This will convert the appointment to a meeting. a. Open a New Meeting Request. i. Select the attendees from your Contact groups or Address Books or you may type in their address if they are not in either. ii. Enter the appropriate information: Subject, Location, Start and End times. iii. If you need additional information to determine a date or time that most (if not all) attendees can be present, click on the Scheduling Assistant in the Show group on the Home tab in your meeting window. This will show you the availability of those invited (who keep their calendars up-to-date) and will Page 7

8 Appendix 1: Conditional Formatting allow you to determine what date and time will work best for all. You can also check the Suggested Times field in the lower right corner of your Meeting window. Select one of those listed by clicking on it and the Meeting Request will update to reflect the new information. iv. On the Scheduling Assistant, click into the All Attendees at the top of the scheduling grid. That will set a date and time for you. If you have not changed the default meeting length, Outlook will automatically set the meeting for one-half hour. To expand the meeting, place your cursor on either border of the schedule column and when your cursor changes to a double-line/double-headed arrow, click and drag to increase or decrease the length of time. You can also click and drag in the All Attendees area to determine the date, time and length of the proposed meeting. v. When you have completed the Meeting Request, click Send and the meeting will appear in your calendar and it will be sent to the Inbox of all invitees. 1. To create a new Appointment, click on the Calendar view in the Navigation Pane and select New Appointment. 2. Enter the Subject, Location, and Start and End time for the appointment. Below the Start and End time field, you can also set a Reminder to alert you for the appointment. 3. When you have finished, click Save & Close and your appointment will appear on your calendar. 4. To create an Event, simply follow the same steps as creating an Appointment in OWA but instead of setting a Start or End time, click the Event box and select the Start and End dates of the event. You can also open a new Event window by double-clicking a date on your calendar. 5. You can schedule a meeting by clicking on the New menu in either your Mail or Calendar view in OWA and selecting Meeting Request. 6. The Meeting Request will look similar to the Appointment window but has the added fields to invite attendees, copy to other interested parties, and invite resources such as rooms or audio-visual equipment if your OWA is set up for such. 7. Fill in the necessary information to share with attendees. By default, the Request a Response to this invitation should be checked. 8. If you need additional information to determine a date or time that most (if not all) attendees can be present, click on the Scheduling Assistant tab. It Page 8

9 will show you the availability of those invited (who keep their calendars upto-date). 9. Clicking on the calendar grid will allow you to set a meeting date and time. By default, it is set for a one hour duration but you can adjust that by clicking and dragging either border of the column to the start and end time you desire. There is also a list of available dates and times for the meeting attendees in the lower right corner of the Scheduling Assistant tab. Select one of those listed by clicking on it and the Meeting Request will update to reflect the new information. 10. When you have completed your Meeting Request, click on Send and the meeting will appear on your calendar and it will be sent to the Inbox of all invitees. Here are some general tips for working with your calendar in either Outlook or Outlook Web Access. 1. When in your Calendar view, pressing Ctrl+N will open a new, blank Appointment. 2. If you have created Categories, you can assign them to your appointments, events or meetings by clicking on Categories on your Appointment ribbon or in the menu bar in OWA. This lets you know, at a glance, information about the who/what/where of your calendar items. 3. To create Recurring Appointments, Events, or Meetings, click on the clockwise arrows in the Options group on the ribbon for Outlook or in the menu bar in OWA. A dialog box will open, allowing you determine how the Recurrence/Repeat pattern and the Recurrence/Repeat range of the appointment, event or meeting. This tool can be particularly handy when entering birthdays, anniversaries or service anniversaries to your calendar. To-Do Lists In Outlook, Tasks are activities that you ve identified as needing to be completed within a certain period of time. The Task List allows you to track your tasks and to indicate their priority and status. Tasks may also be assigned to others by you or you may be assigned a task by someone else. 1. Click on Tasks in the Navigation bar. Then click on New Task on the Home tab. A new Task window will open. 2. With the Tasks open, enter the task title, Start and Due Date and any other pertinent information relating to the task. Page 9

10 Appendix 1: Conditional Formatting 3. You may also create a new task by clicking on the Flag symbol of an message. This will add that message as a Task in your To-Do Bar s Task list. To open the task, you will double-click it. 1. Click on Tasks in the Navigation pane on the left side of your OWA. 2. Click on New and select Task from the drop-down menu. A new Task window will open. 3. Fill in the appropriate information and when finished, click on Save & Close. 4. Your new task will appear in the Tasks view of OWA. In both Outlook and Outlook Web Access, you may update your tasks as you work through them by double-clicking on the task in the To-Do Bar in Outlook or selecting Tasks from the Navigation pane in OWA. When the task opens, you can then modify the information. Reminders The Reminders window provides you with the opportunity to be alerted about upcoming appointments or tasks that are about to expire. You can set a reminder at the time you create your appointment or task. Once a reminder is activated, you can elect to snooze that reminder for anywhere from 5 minutes to 2 weeks out. 1. Click on Calendar in the Navigation bar. Open a new Appointment, Event or Meeting. After entering the information, click on the Reminder drop-down menu in the Options group and select the amount of time you d like to be alerted in advance. You may also set a sound to be activated as well. (If you choose this option, make sure the volume on your computer has been set so that you might hear it.) 2. To set a reminder for a Task, click on Tasks in the Navigation bar. Open a New Task window and fill in the appropriate information. Below the Due Date field you will see a check box to indicate that you want to set a reminder. Once checked, you will be able to set the date and time for the Reminders window to open, as well as set a sound to play if you choose. 1. Click on Calendar in the Navigation pane. Click on New and choose Appointment or Meeting from the drop-down menu. When the new window appears, fill in the appropriate information. Beneath the End Time field, you will see the Reminder checkbox. Check to set a reminder. The next Page 10

11 field will allow you set the time prior to the appointment or meeting for the Reminders window to open. 2. To set a reminder for a Task, click on Tasks in the Navigation pane. Open a new Task window and fill in the information. You will see the Reminder checkbox beneath the Date Completed field. Click to set the reminder. For a task, you will set both a date and time for when the Reminders window should open. Page 11