MS Word MS Outlook Level 1

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1 MS Word 2007 MS Outlook 2013 Level 1

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3 Table of Contents MS Outlook Outlook 2013 Interface... 1 The Ribbon in Outlook Sneak a Peek... 2 Pin a Peek... 3 Managing the Size of the Outlook Mailbox... 3 The Outlook Mailbox Cleanup Tool... 4 View Mailbox Size Tool... 5 Find Large or Old s... 5 AutoArchive Tool... 6 View Deleted Items Size Tool... 7 View Conflicts Size Tool Ways to Organize Group Similar s in Folders... 8 Sort Message Quickly... 9 Manage by Using Mailbox Rules... 9 Use Junk Filters to Reduce the Junk...11 Adding Addresses to Filter Lists Messages Create a New Message Start a New Message...14 Add Recipients...15 Add Attachments...16 Enter the Body of the Message...16 Sending the Message...17 Reading Messages To Open an Message...17 Reply to and Forward a Message Reply Options...18 Forwarding a Message...18 Handling Attachments Preview an Attachment...19 Open the Attachment...19 MS Outlook 2013: Level 1 Page i Office of Information Technology December, 2014

4 Save the Attachment...19 Delete or Remove an Attachment...20 Working with the Calendar The Calendar Window The Appointment Pane...22 Calendar Functions Schedule an Appointment...23 Schedule a Meeting...24 Scheduling Assistant...25 Schedule an Event...27 Create a Task...28 Managing Contacts (People) Create a New Contact Create a new contact from a blank contact form Create a contact from the Global Address List...31 Create a contact from an Create a contact from a Business Card...33 MS Outlook 2013: Level 1 Page ii

5 MS Outlook 2013 MS Outlook 2013 is part of the MS Office 2013 Suite of Applications. It is used to electronically communicate with others via and to manage personal information. It includes , Calendar, Contacts, Tasks, Notes, and To-Do Bar. Outlook 2013 Interface After logging on to Outlook, the Outlook 2013 window is displayed. The Outlook 2013 Window and Its Components File Tab: Click to access actions like Print, Save As, etc. Also to set Outlook options. Ribbon: Logically organizes Command Buttons onto Tabs and Groups to facilitate finding commands. New In 2013, you can customize the ribbon. Quick Access Toolbar: Add your mostused tool buttons to this customizable toolbar and make it your own. Quick Steps: Executes several actions with one click. Quick Steps can be customized. Help Button: Use the Help button to search for answers to many questions. Hide Ribbon Button: Click the Hide Ribbon button to make more room for the display area. Navigation Pane: Provides quick navigation to the selected folder s contents. Folder Contents Pane: Displays the contents of the folder selected in the Navigation Pane. Hint: You can drag-anddrop s from here to a Navigation Pane folder. Preview Pane: Displays a preview of the item selected in the Folder Contents Pane. Folder Buttons: Select Mail, Calendar, Contacts, or Tasks folders. Mailbox Button: Displays amount of free space left in your Outlook Mailbox. Configure Buttons: Reposition and add or delete Folder buttons or customize the Navigation Pane options. Status Bar: Right click on a blank area of the Status Bar to add or remove features. View Buttons: Switch between Normal and Reading views. Reading view minimizes the Ribbon and Navigation Pane. Zoom Controls: Use to zoom the view in or out. MS Outlook 2013: Level 1 Page 1

6 The Ribbon in Outlook 2013 The Ribbon is the user interface in the Outlook 2013 application. The Ribbon brings the most popular commands to the forefront, making them easier to find and working with the application is faster. It organizes the tools you need in a logical system of Tabs, Groups, and Tool Buttons. You can customize the Ribbon to meet your personal needs. Change existing tabs or create your own tabs and populate them with the groups and tools you want. For a more in depth understanding of the ribbon and the other Office 2013 user interface components, attend the Word 2013: Level 1 training class. Sneak a Peek Grab a quick peek at your calendar, upcoming tasks, or details about people you re ing without switching from to calendar, contacts, or tasks. Use the Calendar, People, or Tasks Peek. A Peek appears when you hover your mouse pointer over a folder name or button. For example, hovering the pointer over Calendar the Calendar Peek appears. Hovering the pointer over People or Tasks will cause those Peeks to appear. MS Outlook 2013: Level 1 Page 2

7 Pin a Peek Peeks can be pinned or docked to the right of the Preview Pane. They will stay there until you close them. You can dock the Calendar, People, and Task Peeks. All three can be docked at once. To Pin a Peek do the following: 1. Hover the mouse pointer over the folder icon or name. 2. When the Peek appears click on the Dock the Peek button. 3. The Peek will now be docked to the right of the Preview Pane. 4. To close or undock the Peek, click the Close button. Managing the Size of the Outlook Mailbox At SLCC, Outlook is setup on the MS Exchange Server. Each employee with an Outlook account is allocated storage space on an exchange server. o That storage space is your virtual Mailbox. o A user s allocated Mailbox space is 368mb. Contents of an employee s Outlook folders; mail, calendar, contacts, tasks, etc., are in the Mailbox. Not on their computer s hard drive. It is important to manage the Mailbox size so as not to exceed the allocated amount. o Exceeding storage space limits can mean inability to receive and send . MS Outlook 2013: Level 1 Page 3

8 The Outlook Mailbox Cleanup Tool Outlook 2013 contains several tools to help users manage their mailbox size. One of these is the Mailbox Cleanup tool. To open Mailbox Cleanup, do the following: Select the File tab on the Ribbon. The Account Information window opens with the Info link selected. Here you can: 1. See how much space your mailbox is using. 2. Click the Cleanup Tools button to access: A. The Mailbox Cleanup dialog box. B. Empty the Deleted Items Folder. C. Manually run Archive. Mailbox Cleanup With the Mailbox Cleanup dialog box open, you have access to 5 tools for managing the mailbox: View Mailbox Size Find AutoArchive Empty Deleted Items Folder View Conflicts Size Following is an explanation and instructions for each of these tools. MS Outlook 2013: Level 1 Page 4

9 View Mailbox Size Tool With the View Mail Box Size tool users can check of the total size of their mailbox as well as checking the size of the individual folders in the mailbox. To view mailbox size do the following: Click the View Mailbox Size button. This opens the Folder Size dialog box. Click the Server Data tab to check: 1. Total size of your mailbox 2. Size of individual folders in your mail box. Note: The Local Data tab displays information items archived on your computer. Find Large or Old s The Find tool searches for s that are more than a certain number of days old. Or it can search for s that are larger than a certain size To use the Find tool do the following: 1. Select the desired search option. 2. Enter a search parameter value. 3. Click Find to start the search. MS Outlook 2013: Level 1 Page 5

10 The Messages: Advanced Advanced Find window displays a list of the messages meeting the parameters and also contains advanced search options AutoArchive Tool To use the AutoArchive Tool do the following: Clicking the AutoArchive button runs AutoArchive manually, one time. It will use default setting s for Archiving. For more information on AutoArchive click here or go to the web address on the right. AutoArchive is a system that moves items from the Exchange Server mailbox to the hard drive on the user s computer. The items are still accessible in Outlook in the Archive Folders. More information on how AutoArchive works and advanced setup instructions are found in the Mailbox Maintenance manual. Click here or online at MS Outlook 2013: Level 1 Page 6

11 View Deleted Items Size Tool When an in Outlook is deleted it is simply moved to the Deleted Items Folder. It is not deleted from the mailbox. The View Deleted Items Size Tool displays the amount of storage the Deleted Items Folder is using and an option for deleting the contents of the folder. To use the View Deleted Items Size Tool do the following: To display the amount of Mailbox storage space the Deleted Items Folder is using, click the View Deleted Items Size button. To empty the contents of the Deleted Items Folder, click the Empty button. Note: Clicking the Empty button will permanently delete all items in the Deleted Items Folder. View Conflicts Size Tool This tool displays all the multiple copies of conflicting items in your Mailbox. The conflicting item is stored in the Conflicts folder. It provides the ability to resolve the conflict by determining which version of the item to keep and which to delete. To use the View Conflicts Size Tool do the following: Click the View Conflicts Size button to see the list of conflicting items Or Click the Delete button to delete them. Note: They will be moved to Deleted Items Folder which will need to be emptied so the items are deleted from the mailbox MS Outlook 2013: Level 1 Page 7

12 5 Ways to Organize An unorganized mailbox can make it difficult to manage Mailbox size. A little organization can make it easier to find a needed , quickly delete unneeded s, and know where to start if cleanup is necessary. Following are 5 ways to organize for easier management of Mailbox size. Group Similar s in Folders By creating new mail folders, messages can be grouped as they relate to each other. For example, group messages by topic, project, contact, or other categories that makes sense. A folder can even be created for all the messages from a manager or that include assigned tasks. Start by Creating Folders: Select the folder where the new folder will be added. For example the Inbox folder. Right click on that folder and from the drop down select New Folder. A New Folder name field opens. Enter the name for the new folder in the field then press Enter. Now, drag and drop s to this folder as they are received. Tip: To order your folders the way you want them, start the folder name with a number. Tip: Right click to drag and drop and you will be given the option to Move or Copy the to the new folder. MS Outlook 2013: Level 1 Page 8

13 Sort Message Quickly Quickly find messages in mailbox folders by changing how they're sorted. For example, arrange e- mails by date, sender, file size, or even by subject line. To change sorting: The Sort options are at the top of the Folder Contents Pane. These are: 1. Choose to display All s in the folder or just the Unread s. 2. Click the By Date area to select a Sorting option from the menu. 3. Choose to display s Newest to Oldest or Oldest to Newest. Manage by Using Mailbox Rules By creating rules for Outlook, actions can be performed on incoming and outgoing based on pre-determined criteria set by you. For example, automatically move messages to a certain folder as soon as they arrive or forward messages to another individual. New Outlook users can quickly set up a rule using the Rules and Alerts Wizard and the Rules Templates. From the Folder Selection buttons select Mail. Depending on your settings, the buttons could be displayed one of two ways. OR MS Outlook 2013: Level 1 Page 9

14 From the Ribbon, Move group, click Rules then select Manage Rules and Alerts from the menu. This opens the Rules and Alerts dialog box. On the Rules tab, click the New Rule button. This opens the Rules Wizard dialog box. Follow the instructions in the wizard to create the rule. Note: Make sure to complete both Steps 1 and 2 where necessary on each page of the wizard. MS Outlook 2013: Level 1 Page 10

15 Use Junk Filters to Reduce the Junk Using Junk Filters, distracting and unwanted s can be sent to the Junk Mail Folder. This folder should be reviewed periodically to ensure no legitimate s have been sent there. Filters can be adjusted to avoid flagging legitimate messages as junk in the future. Adjustments are made by adjusting Junk Options and adding senders to Filter Lists. To use Junk Options: 1. Select the Home tab on the Ribbon. 2. In the Delete group, select Junk. 3. From the menu select Junk Options. This opens the Junk Options dialog box. On the Options tab, under Choose the level of junk protection you want: select the desired filtering option. Then check the check boxes for the desired handling options. Note: Default settings are shown on in the screen shot to the right. If unsure as to changes, leave the default settings and make no changes. MS Outlook 2013: Level 1 Page 11

16 The other 3 tabs in the Junk Options dialog box represent the 3 Filter Lists; Safe Senders, Safe Recipients, and Blocked Senders. Each tab provides the ability to Add, Edit, or Remove addresses from a specific list. To use the Filter Lists: Select an Filter List by clicking on its tab; Safe Senders, Safe Recipients, or Blocked Senders. The Safe Senders list contains addresses that are never treated as junk . All addresses in the Contacts folder and addresses that have been sent are automatically included in the list by leaving the corresponding check boxes checked. Note: Go to Adding Addresses to Filter Lists, page 12, to learn how to quickly add an address to the list. Add the names of distribution lists which include you to your Safe Recipients List. Then, any messages sent to those distribution list names will never be treated as junk Note: Go to Adding Addresses to Filter Lists, page 12, to learn how to quickly add an address to the list. MS Outlook 2013: Level 1 Page 12

17 The Blocked Senders list contains e- mail addresses that are always sent to the junk folder. Note: Go to Adding Addresses to Filter Lists, to learn how to quickly add an address to the list. Adding Addresses to Filter Lists To quickly add an address to a Filter List, do the following: Select the Inbox Folder. From the list of s in the Folder Contents pane, Right Click on the to be added to a Filter List. From the drop down menu: 1. Select Junk 2. Then select from the Filter List where the address is to be added. The sender s address is now added to that list. MS Outlook 2013: Level 1 Page 13

18 Messages Creating an message is the most frequent task performed in Outlook. This task also offers the most options and configurations of any Outlook feature. Message Window: File Tab Quick Access Tool Bar Ribbon Address Area Message Body Create a New Message Start a New Message To start a new message, click the New button on the Home tab s New group. Keyboard shortcut To create a new message, press CTRL+SHIFT+m MS Outlook 2013: Level 1 Page 14

19 A new message window will open. In the Subject: field, type the subject of the message. Add Recipients To add recipients, enter each recipient s name or address in the To, Cc, or Bcc fields. Note: Cc stands for Carbon Copy and Bcc stands for Blind Carbon Copy. Use Blind carbon copy and other recipients won t see the recipients listed there. Recipients can also be added from the Global Directory or Address Book. To use the directory, click the To, Cc, or Bcc button. Bcc Button Missing? By default the Bcc button is not displayed. To turn it on for this message and all future messages, on a new message s Options tab, in the Fields group, click the Show Bcc button. MS Outlook 2013: Level 1 Page 15

20 Add Attachments To add attachments to the message: On the Message tab, in the Include group, click Attach File. This opens the Insert File Navigation window. Browse to and select the file to attach and then click Insert. Tip: Files may be quickly attached by dragging and dropping them to the body of the . Enter the Body of the Message Outlook uses MS Word as the editor. Therefore, familiarity with Word will facilitate creating messages with Outlook. For example, changing fonts, formatting, etc. are the same in Outlook as in Word. The Format Text tab contains the most commonly used commands for editing a message. The Message Body area is like a blank Word document. Click at the start and begin entering text. MS Outlook 2013: Level 1 Page 16

21 Sending the Message To send the message, click the Send button. Note: By default, Spell Check will run before the message is sent. Reading Messages Your Outlook Mailbox Navigation Pane displays Folders in the Mailbox, the Folder Contents of a selected Folder, and a Preview of a selected in the Preview Pane. Navigation Pane Folder Contents Pane Preview Pane Click a Folder in the Navigation Pane Selected folder s contents displayed in Folder Contents Selected shown in Preview Pane To Open an Message There are several ways to open an message in its own window: In Folder Contents double click on the message to be opened. MS Outlook 2013: Level 1 Page 17

22 In Folder Contents select the message to open. From the menu bar select File, then Open, then Selected Items. Right-click on the to open, then select Open from the menu. Select the message to open and press Enter on the keyboard. Reply to and Forward a Message Once you receive an , you can use Reply to respond to the sender or Reply All to respond to all recipients. You can also use Forward to send the on to one or more people. Reply Options Open the as described previously. From the Ribbon, Message tab, Respond group, select Reply or Reply All. Reply sends a message back to the sender of the . Reply All sends a message to all recipients of the Forwarding a Message Open the as described previously. From the Ribbon, Message tab, Respond group, select Forward. A new message window opens with the contents of the to be forwarded. Add recipient(s), Subject, and a message and press Send. The received is forwarded to the recipients. Handling Attachments When you receive an that contains an attachment, its best to handle the attachment rather than letting it take up space in your mailbox. To handle the attachment there are four options available; Preview the attachment without opening it. Open the attachment. Save the attachment. Delete or Remove the attachment keeping the . MS Outlook 2013: Level 1 Page 18

23 Preview an Attachment Preview allows you to view an attachment without opening it. Note: Good computer security recommends you never open an attachment if you re not sure of the sender or the attachment contents. To Preview an attachment without opening the Click on the containing the attachment in the Folder Contents pane. Single Click on the attachment. Caution Double clicking the attachment here will open it. In the Preview Pane, the text of the will clear and be replaced by the attachment preview. Previewing an attachment in an open is the same. Open the first then single click on the attachment. Open the Attachment Caution: Never open an attachment to an from an unknown sender or an e- mail that appears suspicious. The Attachment could contain computer viruses, spyware, or other forms of malicious software. These can cause serious damage to your computer or allow someone access to your personal information. To open an attachment from the Preview pane view of an or an attachment in an opened Double click on the attachment. Note: To open an attachment, the application that created the attachment or its reader must be installed on your computer. Save the Attachment There are several ways to save an attachment. Two common ways are explained: MS Outlook 2013: Level 1 Page 19

24 Quickly save an attachment to the computer s desk top: Drag, and drop the attachment to the desk top. A copy of the attachment is now saved on the desk top. You can now delete the . To save an attachment without opening it: Right click on the attachment. From the menu select Save As and save to the desired location. Delete or Remove an Attachment Attachments can be removed or deleted from any without deleting the . This includes s in the Sent Items folder that you sent with an attachment. Find and open the with the attachment to be removed. Right click on the attachment. Select Remove from the menu. An alert box opens asking you to confirm removing the attachment. Click Remove Attachment. The is saved with the attachment removed. Note: There is no Undo after removing an attachment. MS Outlook 2013: Level 1 Page 20

25 Working with the Calendar The Outlook Calendar is the calendaring and scheduling component of Outlook 2013 and is fully integrated with , contacts, and other features. The Calendar Window The Outlook Calendar consists of three main components: 1. Date Navigator 2. Appointment Section 3. Calendar Selector Date Navigator Use the calendar to navigate to a particular day, month, and year. Click on a date to change the appointment section to that date. Tip: See more calendars by clicking on and dragging the border between the Date Navigator and the Calendar Selector (see arrow). Appointment Pane (See the next page.) Calendar Selector Used to select different calendars. More than one calendar can be opened at the same time. MS Outlook 2013: Level 1 Page 21

26 The Appointment Pane Click Day, Week, Month, etc. to quickly switch views. 2. Forward and Back buttons allow you to easily move through your calendar. 3. More buttons let you show or hide days or detail, depending on your view. Calendar Functions Activities can be scheduled in Outlook Calendar as appointments, meetings, events, or tasks. Choice of entry type will depend on who else is involved and how the entry is to appear. By selecting entries in your calendar correctly, you'll know at a glance what's going on, when, and with whom. Appointment Meeting Event Task An appointment is an activity that involves only you, at a scheduled time. A meeting occurs at a scheduled time and place and involves one or more other people. An event is an activity that lasts all one day or more. Unlike an appointment or meeting, an event doesn't block out time in your calendar. With an event, you can still have other entries appear in your schedule for that day. A task is an activity that involves only you. It probably doesn t need a scheduled time. Tasks can be displayed by pinning the Task Peek to the right of the Appointment Pane. MS Outlook 2013: Level 1 Page 22

27 Schedule an Appointment An appointment is an activity that involves only you, at a scheduled time. To quickly create an appointment, do the following: Click on the desired date and time for your appointment. Now just start typing the name of the appointment. A text field appears for entering and editing the name. Need more time for your appointment? Simply click and drag the text box sizing handle to set the appointment start and end time. To add more detail or edit the appointment, do the following: To open an appointment s Appointment File, double click on the appointment. The Appointment File will open allowing access to more appointment features. For example, to make the appointment a recurring appointment. MS Outlook 2013: Level 1 Page 23

28 Schedule a Meeting A meeting occurs at a scheduled time and place. The meeting organizer invites other people using a meeting request that's sent via . In your calendar, you can tell the difference between a meeting and an appointment by the information in the meeting entry. In a meeting you'll see: The location of the meeting The meeting organizer's name A meeting in Outlook is set up with the help of a Meeting Invitation, which is delivered to participants via . To schedule a meeting: On the Home tab, New group, click on New Meeting. This opens a new Meeting file. (See image below.) MS Outlook 2013: Level 1 Page 24

29 1. Click on the To button and from the Global Address List, select the people to attend the meeting. Note: People can be entered as Required or Optional. 2. In the Subject field, type a meeting description or name. 3. In the Location field, type the location of the meeting. 4. If the date and time have been determined, set the Start time: and End time: now. If date and time need to be determined, go to Scheduling Assistant instructions. 5. Enter any information about the meeting to be conveyed to the participants. Scheduling Assistant To use the Scheduling Assistant, select the Scheduling Assistant button. The Scheduling Assistant window opens. MS Outlook 2013: Level 1 Page 25

30 The Scheduling Assistant helps to identify the best date and time for the meeting. It displays and allows for: 1. Invited participants 2. Their unavailable times each day. (This feature is dependent on their use of the calendar to schedule their appointments and events.) 3. Select a date and time when everyone is available. 4. As you make changes to date and time, the Start Time and End Time is automatically updated. 5. The Room Finder feature is not used at SLCC. Close it to increase display area. 6. Click Send. An invitation is sent to each participant via . They can accept or reject the invitation. If they accept the invitation, Outlook adds the meeting to their calendar. You receive an back notifying you if they have accepted or rejected to attend. MS Outlook 2013: Level 1 Page 26

31 Schedule an Event An Event is an activity that lasts one or more days; for example, a birthday or a 3 day conference. An Event doesn't block out time in your calendar so you can have other entries on your schedule for that day. To schedule an Event do the following: In the calendar, go to the day of the Event or the start date of the Event. Double click anywhere in the day. This opens a new Appointment file. 1. Enter the name and location of the Event in the Subject and Location fields. 2. Check the All day event check box. This deactivates the time fields and changes an appointment to an Event. 3. If the Event is to last all 1 day or more, set the last day of the event in the End time: field. 4. Add any information for the event. 5. Click the Save & Close button. The Event is displayed at the top of the calendar and extends across to the last day of the event. MS Outlook 2013: Level 1 Page 27

32 Create a Task A Task is an activity that involves only you and have a scheduled time. Tasks can also be assigned to others or assigned to you by others. To create a Task, do the following: At the bottom of the Navigation pane, click the Tasks button. On the Ribbon, click the New Task button. This opens a new Task window. 1. In the Subject field, enter the Task subject or name. 2. From the Start date: drop down, select a start date. 3. From the Due date: drop down, select the Task s due date. 4. Check the Reminder check box and set Time if you want Outlook to remind you. 5. Status: of the Task can be set and tracked. 6. If necessary, Task completeness can be tracked by percentage in the %Complete field. 7. Click Save & Close to close the Task window and save the Task. MS Outlook 2013: Level 1 Page 28

33 Managing Contacts (People) A contact is a person you communicate with on a business or personal level. At SLCC, Outlook users have two contact lists. First, the Global Address List contains the contact information of everyone who works at SLCC. Second, the Contacts Folder contains your personal contacts. Clicking the Contacts button displays your contacts list. The following section deals primarily with your contacts list. Create a New Contact Outlook provides several ways to create a new contact in your Contact List. Create a new contact from a blank contact form. Select the Contacts button. From the Ribbon click New Contact. This opens the Contact window. See below for a screen shot of the window. MS Outlook 2013: Level 1 Page 29

34 Enter as much information about the contact as needed in the fields. Note: As contact information is entered, the business card is automatically filled in. Click the Save & Close button on the Contact tab, Actions group. MS Outlook 2013: Level 1 Page 30

35 Create a contact from the Global Address List Any contact found in the Global Address List can be automatically added to your Contact List with just a few clicks. First, access the Global Address List. On the Ribbon, Home Tab, Find Group, click the Address Book tool button. This opens the Global Address List. Find the person you wish to add to your Contacts List. Right click on their name and from the drop down, select Add to Contacts. The Contact window with their information is opened. Add any additional information and click Save & Close. The individual s contact information is added to your Contact List. MS Outlook 2013: Level 1 Page 31

36 Create a contact from an . Contacts can be created from the sender or any recipient listed on an you receive. Open or preview the message that contains the name(s) to be added to the contact list. Right click on the name to add to the Contact List. Click Add to Outlook Contacts from the option menu. A Contact window with their information is opened. Add any additional information and click Save. The individual s name and are added to your Contacts list. MS Outlook 2013: Level 1 Page 32

37 Create a contact from a Business Card Electronic Business Cards can be used in an instead of a signature block. An advantage of the Electronic Business Card is that it is attached to the as a file. The information in that file can then be used to automatically create a new contact in the recipients Contacts List. People who receive a Business Card can quickly add it to their Contacts List. To create a contact from an electronic business card, do the following: Open the message that contains the electronic business card. Note: The will have a.vcf file as an attachment. This is the person s contact file. It Double Click on the business card s.vcf file attachment. This opens the file which is the individuals Contact File. In the Contact s file, add any other information as necessary. On the Contact form ribbon, Contact tab, the Save group, select Save & Close. MS Outlook 2013: Level 1 Page 33

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