Outlook Navigation

Transcription

1 Outlook Navigation Reading Pane Navigation Pane Inbox Navigation Pane Access your mail folders, view your calendar(s), and more. Inbox Browse through s and meeting invites that have not yet been sorted into folders. Reading Pane Read s from your inbox or any other folder without opening a new window.

2 1. Make sure you are in the Mail Module. Creating a New 2. On the Home tab, in the New group, click New . Note: Keyboard shortcut, press CTRL+SHIFT+M 3. In the Subject Box, type the subject of the message. 4. Enter the recipients address or names in the To, Cc, or Bcc box. To select recipients names from the Address Book, click on the To, Cc or Bcc, then click on the desired names. Note: If you do not see the Bcc field, click the Options tab, then Select 'Bcc'. 5. After you have composed the message, click Send.

3 Attaching a File or Outlook Item File Any type of file Outlook item other messages, tasks, contacts or calendar items Replying to or Forwarding an In the Message tab, click on Reply, Reply All, or Forward.

4 Address Book/Contact List Creating a New Contact 1 In the Contacts module on the Home tab, click New Contact. 2 Fill in any information that you want to include for the contact. 3 When done, click Save & Close. To create a contact based on the sender of an while you are viewing the message that contains the name that you want to add, right-click the name of the person and then click Add to Contacts.

5 Calendar The Calendar module helps you keep track of meetings, appointments, and special events. 1. From the Navigation Pane, click the Calendar module button. The default view in Calendar is the Day view. This view displays the current date. 2. In the Arrange group, you can choose to display your calendar in Work Week, Week, and Month mode. 3. From the Arrange group, click the Schedule view button. This is where you would see any appointments or meetings on your calendar. 4. From the Arrange group, click the Day button to return to today s date. 5. Click the right and left arrows to advance to the next and previous months

6 Meetings A meeting is an appointment that includes other people and can include resources such as conference rooms. Responses to your meeting requests appear in your Inbox. When you create a meeting, you can check peoples schedules to find the best time for everyone to get together. 1. On the Home tab, click New Meeting. 2. In the Subject box, type a description. 3. In the Location box, type a description or location. You can also click Rooms if you have set up conference rooms as resources. 4. In the Start Time and End Time lists, click the start and end time for the meeting. If you select the All Day event check box, the event shows as a full 24-hour even, lasting from midnight to midnight. 5. In the meeting request body, type any information that you want to share with the recipients. You can also attach files. 6. On the Meeting tab, click Scheduling Assistant. The Scheduling Assistant helps you find the best time for your meeting. 7. Click Add Other, and then click Add from Address Book. 8. In the Select Attendees and Resources dialog box, in the Search box, enter the name of the person or resource to include at the meeting.

7 9. Click the name from the results list, then click Required, Optional, or Resources, and then click OK. Required and Optional attendees appear in the To box on the Meeting tab, and Resources appear in the Location box. The Free/Busy Grid shows the availability of attendees. A green vertical line represents the start of the meeting. A red vertical line represents the end of the meeting. The Room Finder pane contains suggested times for the best time for your meeting (when most attendees are available). To select a meeting time, click a time suggestion in the Room Finder pane in the Suggested Times section, or pick a time on the Free/Busy Grid. 10. To setup a recurring meeting, click on Recurrence in the Options group. Choose the options for the recurrence pattern you want, and then click OK. When you add a recurrence pattern to the meeting request, the meeting tab changes to Recurring Meeting.

8 Appointments An appointment is an activity that involves only you. Use an appointment when you want to show that you are busy but no one else in your organization is involved. You might enter an appointment to block out time in your Calendar when you need to meet with a client, visit the dentist, or research a project you are working on. The appoint portion is similar to the meeting portion. The only difference is you cannot invite people to your appointment. Meeting Invites As a meeting attendee, you can Accept, Tentatively Accept, Decline and Propose a New Time. However, the meeting organizer must accept the new time. Note: Meeting organizers can send meeting requests that restrict the ability to propose alternate meeting times. If the meeting organizer has restricted meeting proposals, the Propose New Time command is not available. To Propose a New Time 1. In the open meeting request, on the Meeting tab, click Propose New Time. 2. By default, when you propose a new time, you tentatively accept the meeting. However, you have the additional options to click Tentative and Propose New Time or Decline and Propose New Time. 3. Click a time when all invitees are available. 4. Click Propose Time. 5. Click Send.

9 Change the Default Response When you propose a new meeting time, an message is sent to the meeting organizer. This message includes your meeting request response accept, tentative, or decline. By default, when you propose a new time, your meeting request response is tentative. However, you can change the default response for all meetings requests that you reply with proposed new time. 1. Click the File tab. 2. Click Options. 3. Click Calendar. Under Calendar options, click Accept, Tentative, or Decline.

10 Creating a Signature 1. Open a new message. On the Message tab, click Signature, and then click Signatures. 2. On the Signature tab, click New. 3. Type a name for the signature, and then click OK. 4. In the Edit Signature box, type the text that you want to include in the signature. To format the text, select the text, and then use the style and formatting buttons to select the options that you want. To add elements besides text, click where you want the element to appear, and then do any of the following: Options To add an electronic business card To add a hyperlink To add a picture How To Click on Business Card, and then click on a contact in the Filed As list. Click OK. Click Insert Hyperlink, then type in the information or browse to a hyperlink and click to select it. Then, click OK. Click Picture. Then, browse to a picture file, select it, and then click OK. To finish creating the signature, click OK. Note: The signature that you just created or modified won't appear in the open message. It must be inserted into the message.

11 Add a Signature to All Messages Signatures can be added automatically to all outgoing messages, or you can choose which messages include a signature. Note: Each message can contain only one signature. 1. On the Message tab, in the Include group, click Signature, and then click Signatures. 2. Under Choose default signature, in the account list, click an account with which you want to associate the signature. 3. In the New messages list, select the signature that you want to include. 4. If you want a signature to be included when you reply to or forward messages, in the Replies/forwards list, select the signature. Otherwise, click (none).