Master Microsoft Outlook!

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1 Master Microsoft Outlook! A Smarter Way to Use , Calendars and More Outlook Topics The Ideal Outlook Environment Management a New Level Calendar Quick Tips Use Outlook for Project Management Using Tasks, Contacts, and Notes Integrate Outlook and OneNote for Ultimate Organization 2 1

2 THE IDEAL OUTLOOK ENVIRONMENT 3 Outlook Today Summary 2

3 Outlook Environment Quick Access Toolbar Tabs Title Bar Command Groups View Pane Navigation Pane Quick Launch Item Buttons 5 Outlook Environment Quick Access Toolbar Tabs Title Bar Command Groups Help View Pane Navigation Pane Quick Launch Item Buttons To-Do Bar Status Bar 3

4 with Reading Pane On View > Layout group > Reading Pane Backstage View 2013 File > Info 4

5 Backstage View 2010 File > Info File > Info > Mailbox Cleanup Outlook Preference Settings File > Options > Mail 5

6 Signatures Sounds Conversations MANAGEMENT TAKE IT TO A NEW LEVEL! 12 6

7 Three Types of Messages New Ctrl+N Shift+Ctrl+M Alt+S Send ESC to Close Incoming/Open Ctrl+R Reply Ctrl+F Forward Alt+S Send ESC to Close Incoming/Closed Ctrl+O Open Press Enter Next/Previous Ctrl+> Ctrl+< ESC to Close 13 -New Click the To button, enter address in the To white box, or click the address book. 14 7

8 Signatures 15 Attachments Message Tab > Include Group > Attach File Use paperclip icon to attach document to message Browse to locate the file to attach Double-click the file 16 8

9 Options Options Tab > Tracking Group Use Voting buttons to give recipients a choice Use Receipts to receive notifications 17 Incoming / Open Shortcuts (Incoming/Open) Right-click inside address to add to People Send a meeting invitation Assign Quick Steps for management Categorize and / or flag messages Zoom in for larger reading display 18 9

10 Incoming / Closed Shortcuts (Incoming/Closed) Click any heading to sort Drag headings to rearrange Right-click heading > Field Chooser to add columns Enter name or topic to search in Search box. F9 refreshes Send and Receive commands Create folders for storing Searching Mail Search box on upper right in all tabs Type search data (name or topic) and press Enter Click x to clear search and return all mail 20 10

11 Storing Mail Select Mail to Move to Folders Shift+click to select multiple contiguous messages Ctrl-click to select multiple noncontiguous messages Ctrl+drag moves a copy of message(s) 21 CALENDAR QUICK TIPS 22 11

12 Schedule It Quickly! 23 Appointments - Details Use Invite Attendees button to convert an appointment into a meeting

13 Meetings - Details Use Invite Attendees button to convert an appointment to a meeting. 25 a Calendar Home > Share > Calendar 26 13

14 Grouping Calendars Home > Manage Calendars > Calendar Groups Creates a Calendar Group in the Navigation Pane Name the group and add members whose calendars are shared for viewing availability 27 Viewing Multiple Calendars Click the arrows on the left of the calendar tabs to view side-by-side or overlapped 28 14

15 Viewing Calendars as List View > Current View > Change View List shows all activities in list style Active shows list of activities today and future 29 Calendar Peek in Mail In Mail view, hover over Calendar; a peek appears of today s schedule Click button on upper right of peek calendar, to Dock the peek

16 OUTLOOK PEOPLE (CONTACTS) 31 General Contact Window Click the New Contact button or Ctrl+N 32 16

17 Creating a Business Card Contact > Options > Business Card Select design and fields to display on card Card as signature Forward cards 33 Contact Integration Suggested contacts within contacts Add to contacts from

18 Contact Groups Home > New > New Contact Group Name group Add Members 35 Organizing Contacts View > Current View > Change View > List Click on field column headings to sort Use Arrange buttons to group Add/remove fields as needed 36 18

19 Organizing Contacts View > Current View > Change View > List Click on field column headings to sort Use Arrange buttons to group Add/remove fields as needed 37 Import/Export Contacts Import and Export Wizard appears Click Next to follow prompts File > Open > Import 38 19

20 Import/Export Contacts File > Open & Export > Import/Export Import and Export Wizard appears Click Next to follow prompts 39 Favorite People -Peek in Mail In Mail view, hover over People; a peek appears of favorite people. Click button on upper right of peek favorite people list, to Dock the peek

21 USING TASKS AND NOTES IN MANAGING PROJECTS 41 Task Options My Tasks > To-Do List My Tasks > Tasks Right-click on any Header > Field Chooser 42 21

22 Task Detail Screen Click the Assign Task button to activate an To: line to forward the details 43 Tasks -Peek in Mail In Mail view, hover over Tasks; a peek appears of items flagged with due Today Category markings show in this view Click button on upper right of peek tasks list to Dock the peek

23 Notes Notes can be viewed as icons or in a list Click Forward to send the note in an message Notice that notes can be categorized. 45 INTEGRATE OUTLOOK AND ONENOTE FOR ULTIMATE ORGANIZATION 46 23

24 Outlook Integration Consistency among Outlook components New Items button OneNote button / Send to OneNote Print 47 OneNote Integration A close connection between Outlook and OneNote Outlook buttons on Home tab in OneNote Outlook Tasks Page button Meeting Details 48 24

25 OneNote Outlook Tasks Create Outlook Task within OneNote and it appears in Outlook. Create Outlook Task within Outlook, Send to OneNote Checkmark in Outlook, marks in OneNote Delete Outlook Task Open Task in Outlook 49 OneNote Outlook Contact & Send contacts related to a project to OneNote Send messages related to a project to OneNote Microsoft Project sends to OneNote, too! 50 25

26 OneNote Outlook Meetings 51 OneNote Meeting Template 52 26

27 Mitzi Katz Gibson Computer Associates I welcome your questions! THANK YOU FOR PARTICIPATING! 53 27

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