OUTLOOK 2016 TIPS. Outlook 2016 Tips

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1 Outlk 2016 Tips Tpics cvered: 1. Respnd t messages inline by default Custmize yur view f Outlk Send a Blind Carbn Cpy Create Rules Delegate access t yur calendar Mark an item n yur calendar as private Respnd t messages inline by default By default, when yu reply t a message, yu reply with inline cmments within the riginal message. Click r tap Pp ut t pen a new windw fr the reply. T set the default t use the regular Message editr windw instead f in-line reply: Click r tap File > Optins > Mail and under Replies and Frwards. Click r tap Open replies and frwards in a new windw. Click r tap OK t save. 2. Custmize yur view f Outlk Outlk helps yu fcus n what s imprtant with a clear view f , calendars, and cntacts. It displays a large amunt f infrmatin in a small space. Organize this space by minimizing r turning ff the Flder Pane, the T-d bar and the Reading pane. Custmize the tlbar buttns s that the buttns yu use frequently will shw. T custmize yur view f Outlk, pen the Inbx and click r tap the View tab. Click r tap the dwn arrw fr the Flder Pane and make a selectin fr viewing this and then d the same fr the Reading Pane. Custmize the quick Access tlbar by click r taping the dwn arrw and checking a cmmand that is listed t make it visible r click r tap Mre Cmmands t find cmmands nt listed. Use the navigatin bar, bttm left, t switch between the main Outlk elements by clicking r tapping the Mail, Calendar, Peple, Tasks icns fr easy navigatin at the bttm left abve the task bar. Hver ver the Calendar icn t glimpse at yur upcming appintments. T keep yur calendar details always in view in a pane n the right, click r tap when the peek windw pens.

2 Click r tap fr details abut cntacts (e.g. phne number, address, ffice lcatin, availability) in the Peple pane. T change what appears n the navigatin bar, click r tap and select Navigatin ptins Change hw many items are visible and change the rder. In the message list, click r tap All t view all yur messages. Click r tap Unread t fcus n messages yu haven t read yet. In the Flder Pane (left), right-click a flder name t rename it. Drag flders t mve them t supprt the way yu wrk. Bing Maps, Suggested Meetings, Unsubscribe and Actin Items are Outlk apps that are installed by default and they are enabled. These autmatically appear in a gray bar near the tp f the message, when yu pen an message where the app is activated. They allw yu t d and see mre withut leaving yur mailbx. Fr example, click r tap Bing Maps in the gray bar n an message when an address is listed in an and it will generate a map f the area in the address. Page 2 f 7

3 T disable an app: Lg int emarq/outlk n the Web. Open a brwser and navigate t Click r tap the Mail icn shwn right t access emarq. Click r tap the gear icn (tp right), then click r tap Mail. Click r tap General > Message add-ins. Click r tap the name f the app, and then uncheck Turned n. Change the weather bar in the calendar t shw the weather in the lcatin f yur chice. Open yur calendar and click r tap the dwn arrw next t the Weather Bar city. Page 3 f 7

4 Click r tap the city yu want. Or select Add lcatin and search fr the city. 3. Send a Blind Carbn Cpy Use Bcc t prevent the persn wh receives the frm seeing the ther recipients f the message. When yu send a message t a large grup f peple, yu may want t keep the recipient list private by sending the message t yurself with a blind carbn cpy t each f the recipients. That way the recipients addresses are nt shared with every member f the grup. This helps t curb the unnecessary use f Reply All and reduces the risk f the list f addresses being used fr spam. Open the message yu want t send with a blind carbn cpy. Or, t create a new message, click r tap the Hme tab n the ribbn> New . Click r tap the Optins tab n the ribbn > Bcc in the Shw Fields grup. Enter the address f the persn yu want t send a blind carbn cpy t in the Bcc text field and recipients n the T r CC line will nt be able t see that a blind cpy was sent. The address(es) entered in the BCC field will be hidden frm the ther message recipients 4. Create Rules Use rules t mve messages with a particular subject line int a specified flder, r t have Outlk alert yu when yu receive mail frm a particular persn r cncerning a particular tpic. Click r tap File > Inf > Manage Rules and Alerts, and New Rule. Select the type f rule yu want t make in Step 1. Click r tap Next. Page 4 f 7

5 Specify the criteria in Step 2, and click r tap Next. Select the cnditins yu want t apply and prceed with the wizard. Click r tap Finish and the rule will be applied. Use PrfPint t blck spam and malicius links. Page 5 f 7

6 5. Use Autcmplete As yu begin typing an address in the T bx, AutCmplete finds a match and suggests names r addresses as yu begin t type them. This allws yu t quickly enter an address yu use frequently. All names beginning with that letter will appear. Yu may want t remve a name that yu used nce, but n lnger want t shw as an ptin n the list f suggested names. When the shrtcut menu displays, use the arrw key t select the name yu want and press Enter n the keybard. Use the arrw key t select a name yu want t delete. Press Delete n the keybard t delete an entry frm the AutCmplete Cache. 6. Delegate access t yur calendar Yu can share yur default Outlk calendar with ther peple, r yu can create a calendar flder with additinal calendars yu want t share. Yu can give ther users permissin t mdify events and appintments in the calendar. Under My Calendars in the Navigatin pane, click r tap t select the calendar yu want t share. Select Share. Right-click and > Calendar Permissins. T add r remve users, and determine their permissin level: T add a delegate, click r tap Add. A glbal address listing will appear. Type in the persn s name, click r tap Add. Click r tap OK. Select the permissin level yu wuld like the individual t have. Click r tap OK t save Page 6 f 7

7 7. Mark an item n yur calendar as private Yu can mark an item n yur calendar as private s that ther peple wh have permissin t access the calendar cannt see the details f a particular event. 1. Open yur calendar in Outlk. 2. Duble-click r tap an event r meeting n the calendar t pen it. 3. Click r tap the Meeting tab n the ribbn and click r tap Private n in the Tags grup. Page 7 f 7