OUTLOOK Desktop App INTERFACE OVERVIEW MAIL MESSAGES QUICK START GUIDE. 1 Quick Access Toolbar - contains shortcuts for the most commonly used tools.
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1 OUTLOOK Desktop App QUICK START GUIDE INTERFACE OVERVIEW 1 Quick Access Toolbar - contains shortcuts for the most commonly used tools. 2 File tab (Backstage View) - contains tools to manage account and settings Ribbon - contains groups of tools for use with Outlook 2013 such as New Message, Reply, Follow-Up, etc. Messages- move, flag, categorize or delete messages within the message list. Reading Pane - displays the contents of the selected message. Navigation Pane- gives access to Inbox folders, sent and deleted items and the ability to toggle to calendar and tasks. 4 5 Panes can be removed or minimized from the View Tab - Layout. 6 MAIL MESSAGES Create New Message 1. In Mail, on the Home tab, in the New group, click New Address and type the message. To add an attachment, click Attach File on the Message tab. 3. On the Address tab, click Send. Open or Save an Attachment 1. Select the with the attachment. 2. Right-click on the attachments icon in the Reading Pane. 3. Select Save Attachments and choose where to save the file. The same right click menu gives you an option to remove the attachment from the . Create and add a Signature 1. Go to the File menu and select Options, then click Mail. 2. Within the settings area, click Signatures Click New to add a new signature, type the name of the signature and continue to enter the necessary information within the Edit Signature section. 4. Repeat step 3 to create additional signatures. You can also set default signatures for new messages, replies, and forwards. 5. When creating a new message or replying to an existing one, on the Message tab, click Signatures and select the signature you want. Signatures are not maintained across clients. A new signature will need to be created when using another client (e.g. Outlook Web App). Out of Office 1. Click File - Automatic Replies. 2. Select Send automatic replies. 3. If you want, select Only Send During this time range checkbox to schedule your out of office replies. If you don t specify a start and end time, auto-replies are sent until you select the Do Not Send Autoreplies checkbox. 4. You can specify messages for Inside My Organization (UW-Madison) and Outside My Organization.
2 OUTLOOK 2013 QUICK START GUIDE CALENDAR New Appointment On the Home tab, within the New group, click New Appointment or right-click a time block in your calendar grid, then click New Appointment. New Meeting 1. On the Home tab, within the Calendar, click New Meeting or right-click a time block in your calendar grid, then click New Meeting Request. 2. Invite attendees using the To: field. 3. Click on the Scheduling Assistant button to view attendees availability. 4. Add the appointment details (time, locations, etc. 5. When finished, click Send. Track Meeting Responses Meeting organizers can track accepted and declined responses. 1. Double-click on the Meeting/ Appointment. 2. Click the Tracking button to view responses. Manage Appointments Change - drag the appointment to a new location on the calendar. Delete - select the appointment on the calendar view and then press Delete. Edit - double-click the appointment to open it. Amend any dates, times, etc and then click Send Update. Cancel - double-click the appointment to open it. Click on the Cancel Meeting. Choose options for notifing attendees. Change Calendar Permissions 1. On the Home tab, within the Share group, click Calendar Permissions. 2. To change the default view, select Default and then select the desired read level access. 3. To give others more detail or other permissions, click Add. 4. Select an individual from the Address book and click OK. You will be returned to the Permissions tab of your Calendar Properties and those individuals(s) just added will be selected. 5. Select the desired permissions and click OK. CONTACTS Create a New Contact 1. Click on the People icon in the Navigation bar. 2. On the Home tab, within the New group, click New Contact. 3. Enter your contacts details. 4. When finished, click Save & Close. Edit Contact 1. Double click the contact name of the contact you wish to make changes to. 2. Edit and make changes. 3. When finished, click Save & Close. Contact Groups 1. Click on the People icon in the Navigation bar. 2. On the Home tab, within the New group, click New Contact Group. 3. Type in a name for the Contact Group in the Name box. 4. On the Contact Group tab, in the Members group, click Add Members and then select From Outlook Contacts or New Contact. 5. Find the individual you would like to add. 6. Follow steps 4-5 for each individual whom you want to add to the Contact Group. 7. When finsihed, click Save & Close. OPTIONS Add a Flag to a Message, Task or Contact 1. In an open message, on the Home tab, within the Tags group, click Follow Up, then click a flag. 2. Select Add Reminder from the Follow Up menu. 3. In a Message list, such as in your inbox, click the Flag icon to the right of item to set your default flag. 4. Right-click the flagged item and select Add Reminder. Categorize a Message, Contact or Calendar On the Home tab, in the Tags group, click Categorize and select a color category. To see more categorizes, click All Categories. Outlook Web App (OWA) Online Documentation ITS Help Desk HeatWebUI/hss/HSS.html
3 Quick Start Guide Microsoft Outlook 2013 looks different from previous versions, so we created this guide to help you minimize the learning curve. Make it yours Customize Outlook. Choose different color schemes and different backgrounds, and synchronize them with your other computers. Search You can search a folder, subfolders, even other mailboxes. Manage message tasks in the Message List Categorize, Flag, or Delete messages right where they live in the Message List. Backstage view Click the File tab to open the Backstage view, where you add account and change settings. Do more in the To-Do Bar The To-Do Bar displays the date navigator, your appointments, people, and your task list. Reply from the reading pane Reply and Forward right from the reading pane. Write a reply in the reading pane, too. Peek See a quick view of your Calendar, People, and Tasks. Even see upcoming appointments. People pane See details about everyone in the To, From, or Cc lines for each message.
4 First things first: Add your account Before you can send or receive messages, you have to connect your account. If your company uses Microsoft Exchange, Outlook 2013 will attempt to set up your account for you. Change the Office Theme We ve redesigned Office 2013 to provide a clean, uncluttered experience like a blank piece of paper. If you want to see the different areas of Outlook more distinctly, you can change the Office Theme. Use your File > Office Account settings to change the Office 2013 color scheme for all of your computers, or use the Outlook Options to change the color scheme on just this computer. You can choose from White, Light Gray, or Dark Gray.
5 Things you might be looking for Use the list below to find some of the more common tools and commands in Outlook To... Click... And then look in the... Apply stationery or backgrounds to a message File Click File > Options > Mail > Stationery and Fonts. On the Personal Stationery tab, click Theme. Send automatic replies when you re out of the office File Under Account Information, click Automatic Replies > Send automatic replies, and then choose your options (this feature requires a Microsoft Exchange Server account). Insert a picture or clip art Insert From a new mail message, click Illustrations, and then click one of the following: Pictures, Online Picture, Shapes, Smart Art, Chart, or Screenshot. Manage messages by assigning rules Home In Mail view, click Move > Rules. Insert a symbol or special character Insert From a new mail message, click Symbols > Symbol. Add holidays to your calendar File Click Options > Calendar. Under Calendar options, click Add Holidays. Share a calendar Home From the Calendar view, in the Share group, click Calendar > Share Calendar (this feature requires a Microsoft Exchange Server account), or Publish Online.
6 Mail isn t the half of it Communication is important, but your time is important, too. Outlook 2013 has updated how you manage your time, your people, and your tasks. Schedule a Lync Meeting Meet face-to-face or save yourself a trip by meeting online with Lync Plan for the weather Glance at the forecast for your city and up to four others. When you plan an out-of-town meeting, you ll know what to pack. View other people s calendars Quickly see the best times to schedule a meeting with others. Peek Mouse over a meeting or an appointment to see its details.
7 Create an signature To create a new signature, do the following: 1. Click File > Options > Mail. Under Compose messages, click Signatures. 2. In the Signature tab, click New, and then type a name for the signature. 3. In the Edit signature box, type the text that you want to include in the signature, then use the built-in tools to format it. Automatically add a signature to messages To automatically add a signature to new messages, do the following: 1. From any view, click File > Options > Mail. Under Compose messages, click Signatures. 2. Under Choose default signature, choose the signature to add to New Messages. If you want, choose a different signature for Replies/forwards. 3. To manually add a signature to a new message, from a new message, on the Message tab, in the Include group, click Signature, and then click the signature that you want. If you ve already created a signature, you can copy it from one of your sent messages and then paste it here.
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