TRAINING MATERIALS FOR IT PROFESSIONALS

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1 AL U ed riz ho ut na U EV TRAINING MATERIALS FOR IT PROFESSIONALS AT n IO tio uc d ro ep R n O C tio bu tri is N D or te bi PY i oh Pr Introduction to Microsoft Outlook 2019 d

2 Introducton to Microsoft Outlook 2019 (OUT version 1.0.0) Copyright Information Copyright 2018 Webucator. All rights reserved. The Author Margaux Judge Margaux Judge has worked as an e-learning editor and instructional designer for over ten years, writing and editing a wide variety of courses, from technical topics to soft skills. She has a Bachelor's degree in English and Textual Studies from Syracuse University and a Master's degree in Television Writing from Boston University.

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4 Table of Contents Table of Contents Overview of the Outlook Interface...1 More Features of the Outlook Interface...2 The Ribbon...4 Tabs, Groups, and Commands on the Ribbon...5 Tabs on the Mail Ribbon...5 Groups on the Mail Ribbon...6 Tell Me...7 Configure Views...8 Commands on the Mail Ribbon...8 Exercise 1: Exploring the Ribbon...10 The Backstage View (File Menu)...13 The Info Tab...13 The Open & Export Tab...16 The Save As Tab...17 The Print Tab...17 Office Account...18 Options...18 Exercise 2: Exploring the Backstage View Performing Popular Tasks in Outlook Setting Up an Account...25 Exercise 3: Setting Up an Account...29 Open Messages...32 Reply to and Forward Messages...32 Include Original Messages with All Replies...35 Change Quoted Text Color...38 Using Cc and Bcc...41 Redirect Replies...42 Preview and Save an Attachment...43 Exercise 4: Opening and Replying to a Message...48 Print a Message...52 Delete a Message...54 Save a Message in an Alternate Format...57 Delegate Access...59 Exercise 5: Printing a Message...60 Customize the Navigation Pane...64 Version: Printed: i

5 Table of Contents 3. Working with Messages...67 Compose a Message...67 Set a Priority...70 Mark as Private...71 Quick Parts...73 Change Text Formats...75 Add Visuals...80 Add an Attachment...81 Set an Attachment Reminder...84 Improvements to Attachments...84 Add Voting Options...85 Check Spelling and Grammar...87 Format Text...89 Use the Format Painter...89 Apply a Style...90 Check Accessibility...91 Listen to and Dictate Your Use Microsoft Word to Edit Messages...93 Insert a Hyperlink or Image in a Message...94 Send a Message...97 Request a Read Receipt...98 Exercise 6: Creating and Sending a New Message...99 ii Copyright 2018 Webucator. All rights reserved.

6 Table of Contents 4. Working with the Calendar Change Your Calendar View Set Up Availability Status Change the Calendar's Time Zone Local Weather Forecast Exercise 7: Setting Up Your Calendar Print Your Schedule Share Your Calendar Schedule a Meeting Set Reminders Schedule Resources Set Calendar Item Importance Schedule a Meeting from a Message Make Updates to Meetings Add Participants Cancel a Meeting Reply to a Meeting Invitation Schedule an Appointment Make Updates to an Appointment Create Calendar Groups Delete a Calendar Work with Calendar Items Forward an Item Add Color to Your Calendar Set Item Importance Configure a Reminder Search Your Calendar Share Meeting Notes Create and Add Calendars Exercise 8: Scheduling a Meeting Organizing Contacts Add, Delete, Import, and Print a Contact Update a Contact Share a Contact Attach Notes to Contacts Exercise 9: Adding and Updating a Contact Locate a Contact Sort Contacts Work with Contact Groups Add a Contact to a Group Update or Delete a Contact within a Group Add Notes to a Group Delete a Group Manage Multiple Address Books Perform a Mail Merge Exercise 10: Performing a Mail Merge Version: Printed: iii

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8 1. In this lesson, you will learn About the Microsoft Outlook interface. 2. About the Outlook Ribbon. 3. About the tabs, groups, and commands on the Ribbon. 4. About the Backstage view. Microsoft Outlook is an program that you can use to manage messages, schedule meetings, manage your calendar, and save and work with contacts. 1.1 Overview of the Outlook Interface The Outlook interface can be customized based on your preferences and needs. First, however, it is important to understand the different sections that show up by default in Outlook. They are highlighted in the following graphic: The highlighted areas are as follows: 1. Quick Access Toolbar. The Quick Access Toolbar is a small toolbar which includes commonly used commands and is always accessible. By default, the Quick Access Toolbar is located in the upper-left corner of Outlook. 2. Ribbon. The Ribbon contains frequently used commands, organized for easy access. 3. Navigation Pane. The Navigation Pane allows easy navigation of Outlook items, and changes depending on what view you are in. For example, when in your Calendar, you will see a different Navigation Pane than when you are in the Mail view. 4. Message list. The message list lists your messages. Version: Printed: Page 1 of 190

9 5. Reading Pane. The Reading Pane shows a preview of the selected message. 6. To-Do Bar. The To-Do Bar shows your Calendar and items flagged for follow-up. 7. Peek. Peek is a newer feature of Outlook (introduced in Outlook 2016), and it allows you to quickly preview the different Outlook elements by hovering your mouse over each element. Page 2 of 190 Copyright 2018 Webucator. All rights reserved.

10 More Features of the Outlook Interface Newer versions of Outlook introduced some new features to the interface: You can quickly view all or only unread messages in your message list. You can see a preview of your messages in your message list. Hover over any of the Peek text at the bottom of the message list to see a quick view of that element. Version: Printed: Page 3 of 190

11 1.2 The Ribbon The Outlook Ribbon is part of the Office interface designed to help you quickly access commands you frequently use. The Ribbon is in place of the menus that appeared in previous versions of Outlook, such as Outlook The Ribbon comprises tabs, which contain groups, which in turn contain commands. In Outlook, the Ribbon changes, depending on what view you are in. The following are the Outlook Ribbons: 1. Mail 2. Calendar 3. Contacts 4. Tasks 5. Notes Page 4 of 190 Copyright 2018 Webucator. All rights reserved.

12 1.3 Tabs, Groups, and Commands on the Ribbon The main Outlook Ribbon you will use when working in Outlook is the Mail Ribbon, which contains tabs, groups, and commands related to sending, receiving, and managing your . Tabs on the Mail Ribbon There are five main tabs on the Mail Ribbon: 1. Home. The Home tab contains commands for common tasks including: A. Sending and receiving messages. B. Deleting messages. C. Organizing messages using folders, rules, tags, and filters. D. Finding contacts. 2. Send/Receive. The Send/Receive includes commands for: A. Viewing the progress of sending and receiving folder items. B. Viewing the status of downloads. C. Managing issues related to your server. D. Working offline. 3. Folder. The Folder tab includes commands for managing your using folders, including: A. Creating folders. B. Renaming folders. C. Deleting folders. Version: Printed: Page 5 of 190

13 4. View. The View tab includes commands for: A. Customizing the view of your Outlook interface. B. Organizing messages by conversation. C. Categorizing your messages. D. Changing your Outlook layout. 5. Help. The Help tab includes commands for: A. Getting help. B. Contacting Microsoft Support. C. Suggesting a feature. D. Showing training options. E. Using support tools. F. Using diagnostic tools. Groups on the Mail Ribbon Related commands in Outlook are organized in groups on each tab. The following table lists the groups found on each Mail Ribbon tab: Page 6 of 190 Copyright 2018 Webucator. All rights reserved.

14 Tab Group Home 1. New 2. Delete 3. McAfee Anti-Spam 4. Respond 5. Quick Steps 6. Move 7. Tags 8. Find 9. Speech 10. Send/Receive Send/Receive 1. Send & Receive 2. Download 3. Server 4. Preferences Folder 1. New 2. Actions 3. Clean Up 4. Favorites 5. IMAP 6. Properties View 1. Current View 2. Messages 3. Arrangement 4. Layout 5. Window Help 1. Help 2. Tools In some groups you will see a button in the lower right corner, next to the group name. This is the Dialog Box Launcher. Opening the group's dialog box will give you access to additional commands associated with that group: Version: Printed: Page 7 of 190

15 Tell Me In Outlook 2016 and 2019, the Ribbon contains the text "Tell me what you want to do..." If you click this text, it becomes a text box where you can enter text to search on to quickly perform actions. Just clicking the box pops up some possible ideas. For example, "Show calendar" brings up options related to viewing your Outlook calendar. Configure Views You can use the View tab in Outlook to configure Outlook's view to suit your needs. 1. Use the Current View group to select a view option and reset the view. 2. The options in the Messages group allow you to show conversations. 3. In the Arrangement group, you can set how messages display, such as by date or by sender. 4. Use the Layout group to configure how the various Outlook panes are displayed. 5. Use the Window group to open a new window or open reminders in a separate window. Commands on the Mail Ribbon Commands are contained within groups on the Outlook Ribbons. For example, on the Mail Ribbon, on the Home tab, within the Respond group, you will find options Page 8 of 190 Copyright 2018 Webucator. All rights reserved.

16 to reply to your messages, including replying to the sender, replying to all, and forwarding a message. Version: Printed: Page 9 of 190

17 Exercise 1 15 to 25 minutes Exploring the Ribbon In this exercise, you will explore the Ribbon to answer the following questions. 1. How many tabs are there? 2. How many groups are there on the View tab? 3. Which tab contains the most commonly used groups and commands? 4. On what tabs are the following groups found? A. Clean Up B. Server C. New D. Arrangement 5. On what tabs and groups are the following commands found? A. Reply All B. Conversation Settings C. Forward D. Work Offline E. New Folder Solution: Page 10 of 190 Copyright 2018 Webucator. All rights reserved.

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19 Exercise Solution If your installation of Microsoft Outlook has been customized, some of your answers may differ. 1. How many tabs are there? 5 2. How many groups are there on the View tab? 5 3. Which tab contains the most commonly used groups and commands? Home 4. On what tabs are the following groups found? A. Clean Up - Folder B. Server - Send/Receive C. New - Home D. Arrangement - View 5. On what tabs and groups are the following commands found? A. Reply All - Home > Respond B. Conversation Settings - View > Messages C. Forward - Home > Respond D. Work Offline - Send/Receive > Preferences E. New Folder - Folder > New Page 12 of 190 Copyright 2018 Webucator. All rights reserved.

20 1.4 The Backstage View (File Menu) At the upper-left corner of the Ribbon, you will see the File menu. This was a feature new to Outlook 2010, so it is not available in versions previous to Selecting File will bring you to the Backstage view, where you can manage your Outlook account, as well as print items, get help, and alter your Outlook settings. The Info Tab You can use the Info tab in the Backstage view to: 1. Manage your account settings. Version: Printed: Page 13 of 190

21 2. Clean up your mailbox. 3. Manage rules and alerts. Set Outlook Options You can configure Outlook options using the Info tab in Backstage view. Page 14 of 190 Copyright 2018 Webucator. All rights reserved.

22 1. In Info, select Account Settings, and then select Account Settings again. 2. On the tab, double-click an account to set options. 3. In the Change Account dialog box, you can change your user name, change your password, and so on. Version: Printed: Page 15 of 190

23 The Open & Export Tab The Open & Export tab contains options to (this is the Open tab in Outlook 2010): 1. Open calendar and data files. Page 16 of 190 Copyright 2018 Webucator. All rights reserved.

24 2. Import and export files, settings, and RSS feeds into Outlook. 3. Open a folder shared by another user. The Save As Tab Use the Save As tab to open the Save As dialog box, to save a file. The Print Tab Use the Print tab to: 1. Select a printer and print options Version: Printed: Page 17 of 190

25 2. Set print options. 3. Set print settings. 4. Preview the item you are printing. Office Account Click Office Account to log in to your OneDrive (formerly called SkyDrive) account and see a list of connected services. This tab was new to Outlook Options Clicking Options in the Backstage view launches the Outlook Options dialog box. You can use this dialog box to customize Outlook, including: Page 18 of 190 Copyright 2018 Webucator. All rights reserved.

26 1. Setting mail options. 2. Setting calendar options. 3. Setting language preferences. 4. Managing add-ins. 5. Personalizing your copy of Office. Version: Printed: Page 19 of 190

27 Exercise 2 15 to 25 minutes Exploring the Backstage View In this exercise, you will use the Outlook Backstage view to perform some tasks in Outlook View the printer information. 2. Customize your Outlook environment by specifying your name and initials. Solution: Page 20 of 190 Copyright 2018 Webucator. All rights reserved.

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29 Exercise Solution 1. To view printer information: A. Enter the Backstage view by selecting the File tab. B. Select Print. C. Look at the Printer section to see the printer that is configured with Outlook. 2. To customize your Outlook environment by specifying your name and initials: Page 22 of 190 Copyright 2018 Webucator. All rights reserved.

30 A. Return to the Backstage view, and select Options. B. In the Outlook Options dialog box, on the General tab, in the Personalize your copy of Microsoft Office section, enter or confirm your name and initials. C. Click OK to save your changes. Version: Printed: Page 23 of 190

31 1.5 Conclusion In this lesson, you have learned: 1. About the Microsoft Outlook interface. 2. About the Outlook Ribbon. 3. About the tabs, groups, and commands on the Ribbon. 4. About the Backstage view. Page 24 of 190 Copyright 2018 Webucator. All rights reserved.

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