Learning Sessions: Microsoft Outlook

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1 Learning Sessions: Microsoft Outlook

2 You Will Learn To: Different searching techniques: Address book, Personal Distribution/Contact Lists When to use TO, CC, BCC Meetings Setup, Acceptance, Scheduling Assistant, Recurring, Skype Shared Calendars

3 What version of Outlook do I have? Outlook 2013 and 2016 Outlook 2010 Outlook 2007

4 Search Techniques - Address book Find the address book in the menu bar Name only vs More Columns

5 Search Techniques - Address book Name Only More Columns

6 Search Techniques - Address book Address book Lists Global Address List vs Contacts vs SaskPolytech Custom

7 Search Techniques - Contacts Check Names Hotkey -> Ctrl + k Searches all contacts columns if only one match, auto fills in the To, CC or Bcc field. if more than one match, pops up the option to select the correct contact from address book.

8 Personal distribution lists - Creating 1) Open your Address Book 3) Select the entry type, click New Contact Group. OR 2) Select New Items -> More Items -> Contact Group 2) On the File menu, click New Entry 4) Put this Entry should say Contacts - username@saskpolytech.ca

9 Personal distribution lists - Adding Contacts Once the Contact Group is created Click on Add Members 1) From Outlook Contacts Defaults to your personal contacts 2) From Address Book Defaults to the GAL

10 Search Techniques - Inside of Outlook Outlook comes with a built-in search tool at the very top of your Inbox You can narrow your results even further by changing your search. Here are some common examples: Use quotes around the word to find an exact phrase expense reports Use AND or OR to find both words in an expense AND report Use NOT to exclude a word expense NOT report

11 Search Techniques - Search for s by sorting

12 Search Techniques - Inside of Outlook Search Ribbon Enabled by clicking in the Search Current field

13 Search Techniques - Inside of Outlook Search Tools -> Advanced Find

14 When to use - TO: CC: and BCC: TO: recipients are the audience of the message CC: recipients are others whom you wish to publicly inform of the message (Carbon copy) BCC: recipients are those being discreetly informed of the communication and cannot be seen by any of the other addressees. (Blind carbon copy)

15 When to use - How to show Bcc and From Open a new Go to Options and Click on Bcc and From From: Useful if you have to manage multiple boxes and you need to specify who the message is from

16 Meetings - Schedule a meeting 1) On the Home tab, in the New group, do one of the following: From the Inbox, choose New Items > New Meeting 2) In Calendar, click New Meeting 3) On the Calendar when you want the meeting (Day/Time), Right click and Select -> New Meeting Request

17 Meetings - Schedule a meeting In the To box, you can add attendees. In the Subject box, tell your recipients what the meeting is about. In the Location box, tell your recipients where this meeting will be held. In the Body, enter any information recipients may require.

18 Meetings - Accept a meeting request If you ve been invited to a meeting you will get an that looks like this from the organizer Click on Accept, Send the Response Now and the organizer will be notified and an appointment automatically added to your calendar.

19 Meetings - Propose a new time for a meeting request If you are not available for the meeting time suggested, you can propose a new time. You can either tentatively accept and propose a new time or decline and propose a new time. Either option will bring up the Scheduling Assistant to help you find a time that works for all attendees.

20 Meetings - Scheduling Assistant Open a new meeting, click Scheduling Assistant

21 Meetings - Scheduling Assistant Adding Recipients 1) Click under All Attendees and type the persons name OR 2) Click Add Attendees on bottom left Select Attendees from Address Book Click on Required or Optional to add

22 Meetings - Scheduling Assistant Verify if everyone will be available for the meeting at that date and time. Options -> AutoPick

23 Meetings - Scheduling Assistant After your attendees are added and a date/time set, to switch back to the meeting request, on the ribbon, click Appointment. Review the details of your meeting and Click Send

24 Meetings - Recurring Appointments 1) Click Meeting > Recurrence 2) Choose the options and click OK. NOTE:

25 Meetings - Setup a Meeting with Skype From the Inbox, choose New Items > Skype Meeting OR In Calendar, click New Skype Meeting

26 Meetings - Setup a Meeting with Skype

27 Calendars - Sharing Your Calendar Select Calendar Share tab on the Ribbon 1) Calendar Allows you to your calendar to an external colleague 2) Share Calendar Allows you to Share your calendar with an internal colleague as well as request permission to view theirs 3) Publish Online We currently do not support this option today 4) Calendar Permissions Allows you to view the permissions you have in place for your calendar today

28 Calendars - Sharing Calendar External Colleague Click on Calendar -> Home -> Calendar 1) Choose the calendar 2) Select the Date 3) Select the type of detail information NOTE: If you select Limited or Full details You will also be able to select if you want to include private items or attachments

29 Calendars - Sharing Calendar External Colleague Calendar will embed in a new message

30 Calendars - Sharing Calendar Internal Colleague Click on Calendar -> Share Calendar

31 Calendars - Sharing Calendar Internal Colleague Recipient will receive the following to either Allow or Deny the request to share their calendar

32 Calendars - View a co-workers calendar 1) In Calendar, click Home. In the Manage Calendars group, click Open Calendar, and then click Open Shared Calendar. 2) Type a name in the Name box, or click Name to select a name from the Address Book.

33 Calendars - View a co-workers calendar The shared Calendar appears next to any calendar that is already in the view. As well it will be listed on the left under Shared Calendars

34 Q & A

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