Sharing. Microsoft Office. Outlook University of Salford

Transcription

1 Sharing Microsoft Office Outlook 2016 University of Salford

2 Table of Contents Table of Contents... 2 Introducing CustomGuide Training Manuals... 9 How it Works The Fundamentals Understand the Screen Navigating Outlook Using the Navigation Bar Customize the Navigation Bar Items Searching Search Items Refine Search Results Delete and Restore Items Deleting an Item Restoring an Item Using the View Tab Change Views Folder Pane Reading Pane To-Do Bar People Pane The Quick Access Toolbar Customize the Quick Access Toolbar Printing Getting Help The Tell Me Box The Fundamentals Quiz Mail Retrieving CustomGuide 2015

3 Retrieve Manually Change Automatic Retrieval Settings Reading View in the Reading Pane Open in an Window Pictures and Download Settings Read and Unread Mail Sorting Sort by Read Status Sort Advanced Sort Understanding the Message Window Composing Replying and Forwarding Reply to an Forward an Checking Your Spelling Formatting Change Message Format Change the Font Change the Font Size Change the Font Color Font Styles and Text Effects Remove Message Formatting Working with Pictures Insert a Picture Format a Picture Working with Attachments Attach a file Receive an Attachment Dealing with Junk Mark a Message as Junk CustomGuide

4 View Junk Mail Mark a Message as Not Junk Conversations Turn on Conversation View Expand a Conversation Optimize Conversation View Ignore a Conversation Sending Automatic Replies Signatures Create a Signature Enter a Signature Manually Set Signature Defaults Drafts Save a draft Open a draft Sent Items View Sent Items View the Outbox Mail Quiz Advanced Mail Quick Steps Set Up Quick Steps Add a New Quick Step Edit Quick Steps Creating a Rule Create a Rule Based on an Create a Rule Managing Rules Edit a Rule Delete a Rule Sharing Your Delegate Mail Folders CustomGuide 2015

5 Access Shared Folders Themes and Stationery Use a Theme or Stationery Once Use Theme Styles Set Defaults Settings Advanced Mail Quiz People Using the Address Book View the Address Book Address Book Actions Viewing and Searching Contacts Switch to People View Change Contact Views View a Contact Search Contacts Adding Contacts Add a New Contact Add a Contact from the Address Book Add a Contact from an Editing Contacts Sorting Contacts Sort Contacts in List View Sort Contacts in Groups Sharing Contacts Share a Single Contact Share All of your Contacts Working with Contact Groups Create a Contact Group Communicate with a Contact Group Working with Social Networks Connect a Social Network Account CustomGuide

6 View Social Network Contacts People Quiz Calendar View Your Calendar Switch to Calendar View Change Views Jump to Today View the Next 7 Days Navigate the Calendar Scroll through Dates Scroll through Appointments Jump to a Specific Date Search Appointments Create an Appointment Edit an Appointment Reschedule an Appointment Delete an Appointment Appointment Options Create an All Day Event Change Availability Set a Reminder Privacy Set Priority Scheduling Meetings Create a Meeting Track Responses Edit a Meeting Recurring Appointments Create a Recurring Appointment Edit a Recurring Appointment Delete a Recurring Appointment CustomGuide 2015

7 Sharing Your Calendar Send a Sharing Invitation Advanced Sharing Permissions Open a Shared Calendar Sending Your Calendar Use Multiple Calendars Add New Calendars View Multiple Calendars Overlay Calendars Separate Overlaid Calendars Calendar Settings Calendar Quiz Tasks Following Up with s Flag a Message Change flags Set a Reminder Date Remove a Flag Create and Complete Tasks Add a Task Mark as Complete Viewing Tasks View Tasks in the To-Do Bar View Tasks in Tasks Sort Tasks Change Views Recurring Tasks Assigning Tasks Assign a Task Accept or Decline an Assigned Task Tasks Quiz Managing Information CustomGuide

8 Using Categories Categorize an Item Rename a Category Create a New Category Sort by a Category Folders Create a Folder Move Items to a Folder Edit a Folder Delete a Folder Search Folders Create a Search Folder Use a Search Folder Viewing Old Mail View Old Mail Cached Exchange Mode Archiving Information Run Archive Manually Set up Auto Archive Adjust Folder Settings Access Archived Items Exporting Information Importing Information Managing Information Quiz CustomGuide 2015

9 Introducing CustomGuide Training Manuals A proven leader in the computer training industry, CustomGuide has been the key to successful training for thousands of students and instructors across the globe. This manual is designed for computer users of all experience levels. Novice users can use it to learn skills such as formatting text, while advanced users can learn more advanced skills, such as how to create their own templates. All this information is quickly accessible. Lessons are broken down into basic step-by-step instructions that answer how-to questions in minutes. Print a complete training manual or a single page of instructions. Here s how a CustomGuide manual is organized: Chapters Each manual is divided into several chapters. Not sure what s in a chapter? Look at the table of contents at the beginning of the manual. It lists each lesson and its subtopics, so you can find exactly what you need. Lessons Each chapter contains lessons on related topics. Each lesson explains a new skill or topic and contains an exercise to provide hands-on-experience. These skills can also be practiced using CustomGuide s Online Training. Review A review is included at the end of the manual. Use these quiz questions and answers to assess the user s learning. Interactive quizzes are also available online for a more real-life skills assessment with CustomGuide s software simulation by CustomGuide, Inc Brownlow Avenue; St. Louis Park, MN This material is copyrighted and all rights are reserved by CustomGuide, Inc. No part of this publication may be reproduced, transmitted, transcribed, stored in a retrieval system, or translated into any language or computer language, in any form or by any means, electronic, mechanical, magnetic, optical, chemical, manual, or otherwise, without the prior written permission of CustomGuide, Inc. We make a sincere effort to ensure the accuracy of the material described herein; however, CustomGuide makes no warranty, expressed or implied, with respect to the quality, correctness, reliability, accuracy, or freedom from error of this document or the products it describes. Data used in examples and sample data files are intended to be fictional. Any resemblance to real persons or companies is entirely coincidental. The names of software products referred to in this manual are claimed as trademarks of their respective companies. CustomGuide is a registered trademark of CustomGuide, Inc. CustomGuide

10 How it Works 1. Open Microsoft Word Customizable courseware is provided as simpleto-use, editable Microsoft Word documents. You can use Microsoft Word to create personalized training materials in minutes! 2. Select Topics Select the content needed from CustomGuide s award-winning training manual library. Mix and match topics between titles, such as Microsoft Outlook and SharePoint, to create exactly what you need. 3. Customize Arrange topics in the order desired the courseware automatically updates (click inside the Table of Contents > Click the References Tab > Select Update Table in the Table of Contents group) to reflect changes. Add the organization s name and logo for a professional in-house look. 4. Print and Distribute Print as many copies as needed at the site, without paying any per-unit royalties or maintaining physical inventories. Print single-page handouts, a group of related lessons, or a complete manual. It s fast, convenient, and very affordable. 5. Teach and Learn Customized training materials are wonderful, and users will appreciate the colorful illustrations, down-to-earth writing style, and the convenience of having a reference guide that is useable in or out of the classroom. 10 CustomGuide 2015

11 The Fundamentals Welcome to Microsoft Outlook 2016! Microsoft Outlook lets you send and receive messages, schedule appointments, keep track of tasks, and organize your contacts and addresses. This chapter introduces the Outlook fundamentals. You will learn how to find your way around the Outlook screen and item windows. You will also learn how to search for things, delete items, and access Outlook s help features. Let s get started! CustomGuide

12 Understand the Screen The Outlook Program Screen 1 File tab: Contains basic file management commands. 2 Quick Access Toolbar: Contains the commands Send/Receive and Undo. 3 Title bar: Displays the program and the name of the current item. 7 Search: Searches for keywords in the current file or location. 8 Reading Pane: Displays the contents of the selected messages 9 Inbox: Lists all of your s and can be arranged according to your specifications 4 Close button: Closes Outlook. 10 Navigation Bar: Contains links to other parts of Outlook, and the current screen appears in blue. 5 Ribbon: Holds buttons used to execute commands. 6 Help button: Opens the Outlook Help window. 11 Folder pane: Contains links to different folders and views. 12 Status bar: Displays information and reminders about items. Right-click to change what is shown. 12 CustomGuide 2015

13 Navigating Outlook While Outlook displays just your mail at first, you can switch the view over to other information easily. Using the Navigation Bar The Navigation bar at the bottom of the screen links to the other parts of Outlook, and the current screen appears in blue. Click a link on the Navigation bar to switch views. Mail: View your inbox. Read and compose s. Calendar: View your current calendar. Create and edit events. People: Search, view, and edit your contacts. Tasks: View your to-do list. Create and manage tasks. Customize the Navigation Bar The Navigation bar normally displays large text buttons for Mail, Calendar, People, and Tasks, but you can customize it to make it work for you. Click the ellipsis button. Select Navigation Options. Make changes to the Navigation bar. Change how many links appear. Reorder the links. Choose to compact the Navigation bar. Click OK. CustomGuide

14 Items In Outlook, an item is the basic element that holds information. Items are used to send and view s, and also to organize information like tasks and contacts. Outlook Items Mail Merge Appointment Compose a message to be sent by . Add an appointment to your calendar. Meeting Request Contact Contact Group Task Set up an appointment to which you invite other people, or reserve resources such as a conference room. Enter information about a person including their name, company, job title, and address. Create a collection of contacts that allows you to quickly send mass s. Enter To-Do items that can be tracked until completion. Task Request Note Inform someone else of a task you would like them to perform. Jot something quickly in a note. Then sort them using color categories. 14 CustomGuide 2015

15 Searching If you have a lot of items in Outlook and want to find something specific, you can search for it. This feature works the same everywhere in Outlook: Mail, Calendar, People, Tasks, or Notes. Search Items Click the Search field. Type your search. Outlook starts searching automatically, and highlights your search word in the results. Tip: To edit the search options, click the Options button on the Search tab, click Search Tools, and then select Search Options. Refine Search Results Notice that the Search tab on the Ribbon appears once you start searching, which gives you some options to adjust the search. Select a search scope in the Scope group on the Search tab. Current Folder: Restricts the search to only the currently selected folder. Subfolders: Searches the selected folder as well as any of its subfolders. All Outlook Items: Searches all Outlook Items, including Mail, Calendar, Contacts, and Tasks. Click a button in the Refine group on the Search tab. The options available here depend on which view you are in. Usually you will be able to sort by Subject, Category, Attachments, or Status. Tip: You may need to select additional information or text depending on how you refine your search. CustomGuide

16 Delete and Restore Items Many organizations limit how much space Outlook can take up. Deleting an object as soon as you re finished with it helps keep you within that limit. Deleting an Item Select an item. Click Delete. The item is deleted and moved to the Deleted Items folder. Restoring an Item If you realize that you accidentally deleted something, you can usually retrieve it. Click the Deleted Items folder. Here you'll see deleted messages, calendar events, contacts, and tasks. Select an item to restore. Click and drag the item back to its original location. Tip: To permanently delete all of the messages in your Trash folder, right-click the Deleted Items folder in the Navigation Pane and select Empty Folder. 16 CustomGuide 2015

17 Using the View Tab Whether you're working with your Mail, Calendar, Contacts, or Tasks, you'll always have several views to choose from. Change Views Click the View tab on the Ribbon. The commands available on the View tab will change, depending on what you're working with, but you'll always have the ability to change views. Click Change View. Like the buttons on the Ribbon, these options will vary. Select a view. Folder Pane The Folder pane usually appears on the left, displaying a list of folders. Click the Folder Pane button. Select a Folder Pane option. Normal Minimized Off Favorites Options CustomGuide

18 Reading Pane You can also adjust where the Reading Pane appears. Click the Reading Pane button. Select a Reading Pane option. To-Do Bar Right Bottom Off There is also a To-Do Bar that you can choose to turn on. Click the To-Do Bar button. You can choose to display the Calendar, your contacts, or your Tasks list. Select a To-Do Bar option. Calendar People Tasks Off People Pane You can also turn on the People Pane, which displays information about the contacts you're dealing with. Click the People Pane button. The People Pane is available in two sizes. Select a People Pane option. Normal Minimized Off Account Settings 18 CustomGuide 2015

19 The Quick Access Toolbar The Quick Access Toolbar holds a few buttons for commands that you'll use often, such as save, undo, redo, and repeat. Click a button on the Quick Access Toolbar to execute the command. Customize the Quick Access Toolbar If the Quick Access Toolbar doesn t contain enough of your frequently used commands, you can customize it by adding or deleting commands. Click the Customize Quick Access Toolbar button. This list displays some commands you can add. Tip: You can find all the available commands you can add by selecting More Commands, which opens the Outlook Options dialog box. Tip: To remove a command, select a command with a checkmark to deselect it. Select the command you want to add. The button is added to the toolbar. Tip: To reorder your commands, select More Commands to open the Outlook Options dialog box, then use the Move Up or Move Down arrows on the right. Tip: To change where the Quick Access Toolbar appears in the program window, click the Customize Quick Access Toolbar button at the end of the Quick Access Toolbar. Select Show Below the Ribbon or Show Above the Ribbon. CustomGuide

20 Printing You can print your Outlook items, including messages, contacts, or calendars. From the item you d like to print, click the File tab. Select Print. The Print tab is also where you find the print preview. Shortcut: Press Ctrl + P. Ensure the print preview looks OK. Tip: Use the scroll bar or the page navigation controls below the preview to view other pages. (Optional) Click the Printer List arrow and select the correct printer. (Optional) Adjust your print settings. (Optional) Click Print Options and select the number of copies you want to print. Tip: You can also use the Print Options button to access some more advanced choices, such as printing multiple copies or specific page ranges. Click the Print button. The item is sent to the printer. 20 CustomGuide 2015

21 Getting Help If you don't know how to do something in Outlook, you can consult Outlook's Help files to find the answers. Help can answer your questions, offer tips, and provide help for all of Outlook s features. The Tell Me Box Click the File tab. Shortcut: Press F1. Click the Help icon. In the Help dialog box you see some popular topics. Click one of these if you see what you're looking for. (Optional) If you re using the Search box, type a topic and click the Search Icon. Select a related help topic. Tip: Just like a web browser, Help has Back, Forward, and Home buttons at the top of the screen that you can use to navigate. CustomGuide

22 The Fundamentals Quiz 1. What is the Inbox? a. A folder that displays messages you have sent. b. A place where you can view your tasks. c. A pane used for viewing the complete text of messages. d. A folder that displays your incoming messages. 2. Which of the following is NOT an item found in Outlook? a. Mail Message b. Worksheet c. Appointment d. Contact 3. What is the Ribbon? a. A string of code that enables XML compatibility. b. The path name that refers to where a command is located in the program. c. Another name for the title bar. d. The menu at the top of the screen that contains buttons to execute commands. 4. The File tab contains basic file management commands. (True or False?) 5. What is the Quick Access Toolbar? a. There are no toolbars in Outlook b. What appears when you select text in an item window. c. A customizable toolbar of common commands that appears above or below the Ribbon. d. An extension of the Windows taskbar. 6. Which of the following is NOT a Navigation bar button? a. Mail b. People c. Calendar d. To-Do 7. The Reading Pane can only be viewed on the right side of the program window. (True or False?) 22 CustomGuide 2015

23 8. Which of these is NOT an element you can add or remove from the To-Do Bar? a. Calendar b. People c. Task List d. Saved Drafts 9. What key can you press to get help in Outlook? a. Esc b. Ctrl + H c. F1 d. F11 CustomGuide

24 Quiz Answers 1. D. The Inbox is a folder that displays your incoming messages. 2. B. A worksheet is not an item found in Outlook 3. D. The Ribbon is the command center that contains buttons to execute commands. 4. True. The File tab contains basic file commands, similar to the File menu of previous versions. 5. C. The Quick Access Toolbar is a customizable toolbar of common commands that appears above or below the Ribbon. 6. D. To-Do is not a Navigation bar button. 7. False. The Reading Pane can be viewed at the bottom of the window, or turned off altogether. 8. D. Saved drafts are not something you can view in the To-Do Bar. 9. C. Press F1 to access help in Outlook. 24 CustomGuide 2015

25 Mail Sending and receiving s is by far the most used aspect of Outlook. This chapter will show you how to read, send, sort, and forward . You ll also learn how to personalize your messages with different formatting options, pictures, attachments, and signatures. There are several ways to view your incoming messages and conversations, so you ll learn how to understand the message window and manage your conversation threads. CustomGuide

26 Retrieving Outlook automatically checks for new messages and displays them in your Inbox every 30 minutes. But you can manually check for messages anytime or change how often Outlook checks for mail. Retrieve Manually Click the Send/Receive button on the Quick Access Toolbar. Change Automatic Retrieval Settings Click the File tab on the Ribbon Click the Options button. Click the Advanced tab. Click the Send/Receive button. Make sure the Schedule an automatic send/receive check box is selected under Setting for group All Accounts. Enter the number of minutes you want to elapse between downloads. Click Close. Click OK. Tip: If you want to work in Outlook without it Sending/Receiving, click the Work Offline button on the Send/Receive tab of the Ribbon. Tip: If you have Outlook configured to check multiple accounts, you can manually check a specific account. Click the Send/Receive tab and click the Send/Receive Groups button in the Send & Receive group. Point to the account you wish to check and select Inbox from the list. 26 CustomGuide 2015

27 Reading First and foremost, Outlook is a program for reading and managing your . View in the Reading Pane Select an . The appears in the Reading pane. Tip: You can use the buttons right above the to Reply, Reply All, or Forward the message. Open in an Window If you prefer, you can open the in its own window. Double-click an . The appears in its own window. Tip: The basic commands used to manage appear on the Message tab of the Ribbon. Click the Close button to close the window. CustomGuide

28 Pictures and Download Settings If there are pictures or graphics in an , they may not appear until you download them. Click the Click here to download pictures message. Select an option. Download Pictures: See the pictures in this only. Change Automatic Download Settings: Jump to the Automatic Download settings to make changes. Add this sender to the Safe Sender s list: Pictures in s from this sender will always be downloaded. Add this domain to the Safe Sender s list: Pictures from this domain will always be downloaded. Read and Unread Mail Unread mail appears in bold along with a blue indicator bar on the left. Outlook automatically marks messages as Read once you ve opened them, but you can also change the status yourself. Select an . Click the Unread/Read button on the Home tab. Shortcut: Click the Indicator bar to the left of the message to toggle between Read and Unread. 28 CustomGuide 2015

29 Sorting When you have a lot of s in your Inbox, it can be helpful to use Outlook's sorting options to quickly find what you need. Sort by Read Status Click Unread to view only unread mail. Now only unread mail appears. Click All to view all mail. All your mail appears once again. Tip: Remember that you can mark an Read or Unread by clicking the Unread/Read button on the Home tab. Sort You can also sort by other settings such as date, sender, category, attachments or importance. Click the list arrow next to the sort criteria. Tip: The blue checkmark indicates the current sorting method. Select a sort option. CustomGuide

30 Advanced Sort You can further refine your sort options by adding more sort criteria so that you can quickly find exactly what you are looking for. Click the list arrow next to the sort criteria. Click View Settings. Click Sort. The Sort dialog box appears. From here, you can choose multiple sort criteria and select either Ascending or Descending order. Change the sort settings. Click OK to close the Sort dialog box. Click OK again to apply the sort settings. 30 CustomGuide 2015

31 Understanding the Message Window The Message Window 1 Quick Access Toolbar Access common commands such as Save, Undo, and Redo. 2 Ribbon: Use the buttons contained here to execute commands. 3 Recipients: Enter the addresses of recipients in the To, CC and BCC fields. 4 Subject Line: Enter a title here so that recipients quickly know the reason for your . 5 Message Area: Type your message here as you would using a word processor. 6 People Pane: View information about the person associated with the message. 7 Send button: Click the Send button to send an once you ve finished composing your message. 8 File tab: Click here to access Save, Print, Permissions, Properties, and other options. CustomGuide

32 Composing This lesson explains how to perform the most basic task of all: how to compose and send a message. Click the New button on the Home tab. Shortcut: Press Ctrl + N. Enter a recipient s address. To: Contains the primary recipient s address. CC (Carbon Copy): Sends a copy of the to an additional address. BCC (Blind Carbon Copy): Sends an additional copy to someone without anyone else knowing - except you of course. Turn this feature on by clicking the BCC button on the Options tab of the message. Tip: If you don t know a recipient s address, but he or she is located in your Address Book, click the To, Cc, or Bcc button to open the Select Names dialog box. Tip: If you want to send the message to more than one person, insert a semicolon (;) between each address. Enter a subject in the Subject line. Enter the message text in the body of the . Click the Send button. The message is sent. Shortcut: Press Alt + S. 32 CustomGuide 2015

33 Options Before sending a message, you can add message options to communicate information to a recipient beyond the content of the subject and message body. For example, they are a good way to bring a message to someone s attention. From the message window, click an option in the Tags group on the Ribbon. High Importance: Tells the recipient to look at it right away. Low Importance: Tells the recipient that it isn t time sensitive. Click the Options tab. Select some options. Request a Delivery Receipt: Sends you a message once the has been delivered to the recipient. Request Read Receipt: Sends you a message once the has been read. Use Voting Buttons: Creates a survey with interactive buttons. Save Sent Item To: Saves the sent item to a folder other than the Sent folder. Delay Delivery: Schedule when you would like the to be sent. Direct Replies To: Sends any replies to the message to a different address. Tip: Some of these options will not work with different providers, so use them wisely. When you re done, click Send. CustomGuide

34 Replying and Forwarding Rather than creating a brand new to respond to an you ve received, you can just click Reply to respond to the sender with an using the same subject. Reply to an With an selected, click the Reply or Reply All button. Tip: The Reply All button will send your response to the original sender and everyone else who received the message. Enter a reply. Click Send. Forward an Once you ve received an , you can forward it on to someone else. From within an , click the Forward button. Enter a recipient s address in the To field. (Optional) Enter your own message above the original. Click Send. 34 CustomGuide 2015

35 Checking Your Spelling Spelling mistakes are embarrassing! So after you've composed an , it would be a good idea to check for spelling errors. Once you ve written an , click the Review tab. Click Spelling & Grammar. Shortcut: Press F7. Select a Spelling and Grammar option. Click Ignore or Ignore All to ignore instances of the misspelled word. With the replacement word selected, click Change or Change All to replace the misspelling with the selected word. Click Add to add the word to the dictionary if you know a word is correct and you don't want it to come up in spell check in the future in any documents. Click Close to stop spell check. Shortcut: You can also rightclick an underlined error and select a spelling correction. Click OK. CustomGuide

36 Formatting You can format text in an , just like you would in a word processor program. But first you should make sure that you re using a message format that will allow you to format the text. Change Message Format Click the Format Text tab. Choose a format. HTML: Allows formatting and works with most software. Plain Text: Does not allow formatting, but works with all software. Rich Text: Allows for complex formatting but isn t always compatible with some software. Change the Font One way to emphasize text in an is by changing its font type. A font type is a set of characters with the same design and shape. Select the text you want to change. Click the Font list arrow. Tip: When text is selected, you can also click the Font list arrow on the Mini Toolbar. Select a new font. 36 CustomGuide 2015

37 Change the Font Size Select the text you want to change. Click the Font Size list arrow. Tip: You can also click the Size list arrow on the Mini Toolbar. Select a font size. Shortcut: Click the Increase Font Size ( ) or Decrease Font Size ( ) buttons to increase or decrease by one point at a time. Tip: Font size is measured in points (pt.) that are 1/72 of an inch. The larger the number of points, the larger the font. Change the Font Color Changing font color makes text stand out against the white background of the . Select the text you want to change. Click the Font Color list arrow. Select a new color. CustomGuide

38 Font Styles and Text Effects In addition to changing font type, size, and color, you can also emphasize the text in an by changing the font style and adding font effect, such as bold, italic, underline, shadow and strikethrough. Select the text you want to format. Select a font style or text effect. Shortcuts: To bold, Ctrl + B. To italicize, Ctrl + I. To underline, Ctrl + U. Remove Message Formatting Click the Clear All Formatting button. The formatting is removed. 38 CustomGuide 2015

39 Working with Pictures Insert a Picture If you want, you can insert a picture directly into an . Click where you want to put the picture in the body of the . Click the Insert tab on the Ribbon. Click the Pictures button. Navigate to and select a picture. Click the Insert button. The picture is inserted into the . Format a Picture Any time you add an image you are automatically brought to the Picture Tools Format tab. Use the tools on the Format tab to format the picture. Adjust: Remove Background, Corrections, Color, Artistic Effects, Compress Pictures, Change Pictures, Reset Pictures. Picture Styles: Quick Styles, Picture Borders, Picture Effects, Convert to SmartArt Graphic. Arrange: Wrap Text, Bring Forward, Send Backward, Selection Pane, Align Objects, Group Objects, Rotate Objects. Size: Crop, Shape Height, Shape Width. When you re done, click outside the picture. CustomGuide

40 Working with Attachments You can send someone a file along with your , such as a Word doc, PDF, or spreadsheet. Attach a file From an , click the Attach File button. Navigate to the file and select it. Click Insert. Click Send. When you send the message, the file will go with it. Receive an Attachment Other people can send you attachments as well. Double-click the message. Click the Attachment name. This opens a preview of the file without actually downloading it to your computer. Click Open, Quick Print, or Save As. 40 CustomGuide 2015

41 Dealing with Junk Outlook has a built in filter that helps you separate your important mail from the seemingly endless stream of advertisements and potential security threats. Mark a Message as Junk If a message manages to sneak through the filter, you can teach Outlook to recognize it as junk and prevent similar messages from appearing in your inbox in the future. Select the message. Click Junk. Select Block Sender. Now when you receive a message from this sender, it will go right to your Junk folder. Tip: To avoid receiving spam, make sure to opt out of newsletter offers, use antispam software, and avoid publishing your address online as a link. You also may want to consider using a disposable address for online purchases and accounts. View Junk Mail It s a good idea to occasionally check the Junk folder to make sure nothing important has been sent there by mistake. Click the Junk folder. Now you can see all the messages that have been caught by the junk filter. Tip: Never reply to spam. Unless you are removing yourself from a Mailing list that you personally signed up for, any response will only tell spammers that your address is valid, making you a target for more spam. CustomGuide

42 Mark a Message as Not Junk If a message does mistakenly end up in the Junk folder, you can move it back to the Inbox where it belongs. From the Junk folder, select the message. Click the Junk button. Select an option. Not Junk: Mark a single message as not junk. Never Block Sender: Mark all messages from this sender as not junk. Never Block Sender s Domain: Mark all messages from this sender s domain as not junk. Never Block this Group or Mailing List: Mark all messages from this group or mailing list as not junk. Junk Options: Edit the lists of safe senders, safe recipients, and blocked senders. Tip: To edit the filter settings, click the Junk button on the Home tab and select Junk E- Mail Options. Then, select the level of protection you would like and adjust the settings. 42 CustomGuide 2015

43 Conversations It can be hard to keep track of long conversations in your inbox. Luckily, Conversation view groups threads with the same subject together to make it easier to follow along. Turn on Conversation View Outlook doesn t automatically use Conversation view, you have to turn it on. Click the View tab. Check the Show as Conversations checkbox. Tip: If the Show Conversations check box is inactive, make sure that you have sorted your messages by Date (Conversation). Select All Mailboxes or This Folder. Expand a Conversation Conversation view collapses multiple messages under one more manageable header. To view all the messages, you have to expand the conversation. Select the conversation. Click the list arrow. The conversation expands and you can see all the messages. Tip: Conversations are grouped by subject. If any message recipient changes the subject of a message, then that message becomes a new conversation. CustomGuide

44 Optimize Conversation View Conversation view is useful but there are settings that could make it more helpful. Click Conversation Settings. Edit the settings. Show Messages from Other Folders: You can also see the messages that you sent. Show Senders Above the Subject: The sender appears above the subject line. Always Expand Selected Conversation: When you select a conversation, it will automatically expand. Use Classic Indented View: Uses the classic indented view from previous versions of Outlook. Ignore a Conversation If you don t want to see a conversation anymore, you can ignore it. With a conversation selected, click Ignore. Shortcut: Right-click the conversation you wish to ignore and select Ignore. Select Ignore Conversation. All the messages in the ignored conversation have been moved to the deleted items folder, and any new messages in the thread will be sent there as well. Tip: Ignoring or cleaning up a conversation only moves the conversation and any related messages to the Deleted Items folder. 44 CustomGuide 2015

45 Sending Automatic Replies If you re going to be out of the office, it s nice to let people who you know that you are away with Automatic Replies. That way they won t expect a timely response. Click File. Click the Automatic Replies button. Click the Send automatic Replies option. Enter your message and set the parameters. Click OK. Now when someone sends you an , they ll automatically get a message explaining that you re away. CustomGuide

46 Signatures Mail signatures are reusable text or images that you can include in outgoing mail. Signatures typically provide additional methods of contacting the sender, such as website links, phone numbers, or addresses. Create a Signature Click the New button. Click the Signature button in the include group. Click Signatures. The Signatures and Stationery dialog box appears. Click New. Type a name for this signature and click OK. Enter the signature in the Edit signature area. Tip: Font & formatting options let you customize your signature the way you want. You can also add pictures and hyperlinks. Click OK. Enter a Signature Manually Once a signature has been created, you can insert it into an . From an , click Signature. Select the signature. Tip: Manually entering a signature allows you to choose between multiple premade signatures. 46 CustomGuide 2015

47 Set Signature Defaults Rather than manually inserting a signature in every , make it appear by default each time you compose a new . From within an , click Signature. Select Signatures. Shortcut: You can also access the Signatures dialog box by clicking the File tab, selecting Options and clicking the Signatures button on the Mail tab. Fill out the Choose default signature area. Tip: You can choose a signature for each account, new messages, or replies and forwards. Click OK. Now each time you create a new , the signature will be used. CustomGuide

48 Drafts If you are not ready to send an , you can save it for later by creating a draft. Save a draft From within an , click the Save button on the Quick Access Toolbar. A draft is saved to your Drafts folder. Now you can close the message. Shortcut: Press Ctrl + S. Open a draft When you need to edit a draft before sending it, find it in your Drafts folder. Click the Drafts folder. From here, you can make quick edits to your drafts in the Preview pane, or you can open each draft in its own window. Tip: Click the Pop Out button to view the draft in its own window. Edit the draft. Click the Send button. The message is sent. Notice that the draft has disappeared from your drafts folder. 48 CustomGuide 2015

49 Sent Items The messages you send are automatically moved to the Sent Items folder. You can go there to view the messages that you sent. View Sent Items Click Sent Items. Tip: To resend a message, open it and click the Actions button on the Message tab of the Ribbon. Then select Resend This Message. View the Outbox If you're working offline and try to send an or if an doesn t go through, it will go to your Outbox. Click Outbox. The mail in your Outbox should be sent as soon as you connect yourself back to the internet. CustomGuide

50 Mail Quiz 1. When you want to send a blind carbon copy of an to someone, which field must you use? a. Address b. To c. Bcc d. Cc 2. You want to send a carbon copy of an to your boss. Where should you enter your boss's address? a. In the To: field b. In the Bcc: field c. In the Address: field d. In the Cc: field 3. Read receipts are supported by all programs. (True or False?) 4. Which of the following is NOT a way to format text in an message? a. Use the commands on the Mini Toolbar. b. Use the commands found on the Standard toolbar. c. Use a keyboard shortcut, such as Ctrl + B. d. Use the commands located on the Format Text tab on the Ribbon. 5. What should you do if a word is marked as misspelled, but is actually correct? a. Click Change. b. Click Add to Dictionary. c. Click Correct. d. Click Correct All. 6. Which of the following items can you attach to an message? a. Pictures b. PDFs c. Word documents d. All of the above 50 CustomGuide 2015

51 7. Outlook checks for new messages every minutes by default. a. 10 b. 30 c. 5 d Clicking a message in the Inbox opens it in its own window. (True or False?) 9. If you want to reply to the author of a message and everyone else who received the message, which button should you click? a. Forward b. Reply c. Reply All d. You can only send an to one recipient. 10. Conversation View groups s with the same. a. Sender b. Recipient c. Attachment d. Subject 11. When you ignore a conversation, all current and future messages are moved to the Junk folder. (True or False?) 12. Which of the following statements is NOT true? a. You can sort your messages by the date they were sent, who sent them, and more. b. Sorting your messages simply arranges them in different ways, making information easier to find. c. Sorting your messages saves them in different folders. d. You can sort messages using the Arrange By button in the Inbox. CustomGuide

52 Quiz Answers 1. D. When you want to send a blind carbon copy of an to someone, use the Cc field. 2. D. Entering an address in the Cc: field sends that person a carbon copy of the message. 3. False. Read receipts are only supported by select programs. 4. B. The Standard toolbar is not available in the Outlook 2016 message window. 5. B. Click Add to Dictionary to add the word to the dictionary. Click Ignore Once or Ignore All to simply ignore the word and move on to the next. 6. D. You can attach pictures, PDFs, documents and more to a message in Outlook. 7. B. Outlook checks for new messages every 30 minutes by default. 8. False. Double-clicking a message in the Inbox opens the message in its own window. 9. C. Click Reply All to send your reply to the author of the message as well as anyone who received the message. 10. Conversation View groups s with the same subject. 11. False. When you ignore a conversation, all current and future messages are moved to the Deleted Items folder. 12. C. Sorting your messages simply rearranges them; it doesn t save them in different folders. 52 CustomGuide 2015

53 Advanced Mail If you ve gotten this far, you undoubtedly know how to send and receive s, reply to and forward s, and probably even how to attach files to an . So, what else is there? This chapter is all about Outlook s more advanced features. In this chapter, you will learn how to use Quick Steps to create your own custom shortcuts. You ll also learn how to create and manage Rules. Sometimes it s great to be able to share your with others, so you ll figure that out here as well. Finally, you ll learn all about how to format your messages by using different message themes and stationery. CustomGuide

54 Quick Steps Quick Steps are customizable shortcuts that you can use for simple tasks or groups of tasks, such as easily sending a message to a group, or marking an as read while also moving it to another folder. Set Up Quick Steps Before you can use the built-in quick steps, you'll need to configure them. Click a Quick Step. Different quick steps will require different information to run the first time. Fill out the First Time Setup dialog box. Click Save. The Quick Step is created, and now when it is clicked an action is performed. Add a New Quick Step If none of the built-in Quick Steps do what you want, you can create a new one. Click the More button in the Quick Steps group. Select Create New. A new blank Quick Step is started. Choose the settings for your Quick Step. Tip: You can add more actions by clicking the Add Actions button. Click Finish. 54 CustomGuide 2015

55 Edit Quick Steps You can also change a Quick Step after it's been set up. Click the More button in the Quick Steps group. Select Manage Quick Steps. The Manage Quick Steps dialog box displays all of your quick steps. Select a Quick Step. Click Edit. Edit the Quick Step. Click Save. Click OK. Tip: You can restore your default Quick Steps by clicking the Reset to Defaults button in the Manage Quick Steps dialog box. CustomGuide

56 Creating a Rule Rules are automated actions that are triggered whenever incoming mail meets specific criteria. Create a Rule Based on an Select a message. Click the Rules button. Select Create Rule. From here you can create a rule that will perform any of these actions whenever an is received that fits any of these conditions. Choose the conditions for the rule. Choose the action for the rule. Click OK to close the dialog boxes. Create a Rule You can also create a rule from the ground up with the Rules Wizard. Click the Rules button. Select Manage Rules & Alerts. From this dialog box, you can manage your existing rules, or create new rules from scratch. Click New Rule. The Rules Wizard appears. Use the Rules Wizard to create a new rule. Select a template or start from a blank rule. Click Next. Set conditions. Click Next. Set the actions. Click Next. Set the exceptions. Click Next. Add a name for your rule and choose the setup options. Click Finish. 56 CustomGuide 2015

57 Managing Rules Edit a Rule Once you have rules created, it's easy to fine-tune them by editing either their conditions, actions, or exceptions. Click the Rules button on the Ribbon. Select Manage Rules and Alerts. Each rule you've created appears. Select a rule. Click Change Rule. Select Edit Rule Settings. The Rules Wizard appears. From here you can enable and disable options, or change their description. Edit the rule as necessary. Click Finish. The Rule Wizard closes and the changes are saved. Delete a Rule When a rule becomes unnecessary, you can easily delete it. Click the Rules button on the Ribbon. Select Manage Rules and Alerts. Select a rule. Click Delete. Click Yes. CustomGuide

58 Sharing Your If you have someone in your organization that you trust enough, you can give them access to your inbox. Delegate Mail Folders Click the File tab. Click Account Settings. Select Delegate Access. Click Add. Double-click a contact. Click OK. Choose what the delegated user will have access to. Reviewer: Read items and files only, cannot edit or create. Author: Create and read items and files, and modify and delete items and files they create. Editor: Create, read, modify, and delete all items and files. Click OK. The user is added to the delegates list. Tip: If you want to revoke access later, you can remove delegates from here in the Delegates dialog box by selecting them and clicking Remove. Click OK. 58 CustomGuide 2015

59 Access Shared Folders Once someone has shared a folder with you, you can manage another user s mail. Click the File tab. Click Open & Export. Select Other User s Folder. Shortcut: From the sharing invitation that you receive from the individual sharing their folder with you, click the Open this folder button. Enter the sharing user s name and click OK. Now you can manage the other user s mail. Tip: If you have not received permission to view a folder, a dialog box asking if you would like to request permission to view the folder appears. Click Yes, then complete the permissions request, and click Send. If you are granted permission to view the folder, you will receive an from the contact. CustomGuide

60 Themes and Stationery You can jazz up your outgoing mail by using one of Outlook's built-in themes or stationery. Themes include a background and text formatting, while stationeries contain only a background. Use a Theme or Stationery Once From within a message, click the New Items button on the Home tab. Select Message Using. Click More Stationery. Select a theme or stationery. Click OK. A new window appears using the new theme or stationery. Use Theme Styles As you compose your message, you can use the text styles assigned to your theme simply by selecting them as you go. Click the Format Text tab. Click the Styles button. Every theme will use the same style names, but will use its own set of colors and fonts. Select a style. Now just enter the text. 60 CustomGuide 2015

61 Set Defaults If you want to use a theme, stationery, or a particular font with every , you can change your default settings. Click File. Select Options. Click Mail. Your default mail options appear. Click Stationery and Fonts. From here you can set the default look for all your outgoing s. Click Theme. Choose a default theme or stationery and click OK. (Optional) Customize the font settings. Click OK to save these settings. Click OK to close the Options window. CustomGuide

62 Settings Outlook's Mail Options screen is where you'll find a variety of mail settings that don't have a place anywhere else. Click the File tab. Click Options. Click Mail. Configure mail settings. When you re done, click OK. The Outlook Options dialog box closes and you're returned to the Inbox. 62 CustomGuide 2015

63 Advanced Mail Quiz 1. You cannot create custom Quick Steps. (True or False?) 2. What should you do if you want to restore your Quick Step defaults? a. Delete all the Quick Steps you created and recreate the default Quick Steps. b. Click the Reset to Defaults button in the Manage Quick Steps dialog box. c. You cannot reset Quick Steps to defaults. d. Download an add-in from Office.com. 3. The only way to create a rule is using the Rules Wizard. (True or False?) 4. You can use the Rules Wizard to create a rule using a template or from scratch. (True or False?) 5. You can disable a rule without deleting it. (True or False?) 6. You can manage rules using the dialog box. a. Rule Manager b. Manage Rules c. Rules and Alerts d. Rule Options 7. Themes include a background and text formatting, while stationeries contain only a background. (True or False?) CustomGuide

64 Quiz Answers 1. False. You can create custom Quick Steps. 2. B. You can restore your default quick steps by clicking the Reset to Defaults button in the Manage Quick Steps dialog box. 3. False. You can create rules by example using the Create Rule dialog box, or you can create a rule based on a template using the Rules Wizard. 4. True. You can use the Rules Wizard to create a rule using a template or from scratch. 5. True. You can disable a rule without deleting it. 6. C. You can manage rules using the Rules and Alerts dialog box. 7. True. Themes include a background and text formatting, while stationeries contain only a background. 64 CustomGuide 2015

65 People As you may recall, people used to keep track of their contacts in a Rolodex or an address book. Contact information was typed or scribbled on each card or page, and the contacts were arranged alphabetically by name. A Rolodex or address book seem like primitive ways to manage contact information, but this was the best option until computers came along. Outlook 2016 s Contacts list is a technological Rolodex database that keeps track of names, addresses, phone numbers, and lots of other information in the new People menu. Once you have entered a person s name and details into Outlook, the possibilities are endless. You can instantly find, share, edit, and sort contact information or even connect your list with social networks. CustomGuide

66 Using the Address Book Whether you re in Mail, Calendar, People, or Tasks view, the Address Book is where you can access all of your contact sources. Most people work with the Global Address List that is tied to their organization s server and the Outlook Address Book that is tied to their personal account. View the Address Book Click the Address Book button on the Ribbon. Tip: The Address Book window displays one group of contacts at a time. To view another, click the Address Book list arrow in the upper right corner and select a different contact source. Address Book Actions You can communicate with your contacts directly from the address book. From the Address Book, double-click a contact. The contact information, which was saved on the server, is displayed. Click Actions. A small contact card appears, with links to communicate with the contact. Select an action.

67 Viewing and Searching Contacts Outlook s People hub is where you can access your contacts, which store information such as addresses and phone numbers for your friends and colleagues. Switch to People View Click the People button on the Navigation Bar. Change Contact Views While the default People view can be useful for quickly seeing information, you have several other views you can use to browse your contacts. Click the Change View button. Select the view. People: Shows a list of your contacts with the selected contact s information displayed in the Reading pane. Business Card: Displays contacts as electronic business cards. Card: Displays all the information about a contact on a card. This is the most detailed view of the Contacts list. Phone: Displays contacts in a list with a company name, business phone number, business fax number, and home phone number. Shows more contacts on the screen at one time but has less detailed information. List: Displays your contacts in a table and sorts them alphabetically. CustomGuide

68 View a Contact Click the contact. The contact appears in the Reading pane, displaying the information that's been added to the contact. Tip: If the contact has extra information included, such as a Notes field, extra headers will appear at the top of the contact. Tip: If you are in Business Card or Card view, most of the information will already be visible but you may need to double-click the contact to see more. From Phone or List view you must double-click the contact to see the details. Search Contacts No matter which view you're in, you can search your contacts from the Search field. Click within the Search Contacts field. Type your search phrase. Now, only the contacts that include what you searched for are displayed. Tip: The Search tab automatically appears on the Ribbon as soon as you search for something. You can use it to further refine your search. 68 CustomGuide 2015

69 Adding Contacts Having a contact list isn't any good if you can't add new contacts as you connect with more people. If you have someone's information handy you can easily create a new contact for them. Add a New Contact Click the New Contact button. A new blank contact window opens. Shortcut: Press Ctrl + N. Enter the contact s information in the form. Click Save & Close. The new contact is created. Tip: If you create a contact with the same name as another contact, the Duplicate Contact Detected dialog box appears. Choose to either add a new record or update the existing contact s record. Add a Contact from the Address Book If you get your through your company's Microsoft Exchange server, you can also add contacts from the global Address Book. This is like looking someone up in a company directory. Click the Address Book button. The address book window opens, showing a list of everyone on the organization's list. Double-click a contact. Click the Add to Contacts button. A new contact window appears, with some fields already filled in with data from the server. Add any extra information, then click Save & Close. A copy of the contact is saved to your personal contacts. CustomGuide

70 Add a Contact from an You can also create a new contact from within an . From an , double-click the sender s name. A contact preview window appears. Click Add. Shortcut: Right-click the name in the From line and select Add to Outlook Contacts. Fill in any additional information, and then click Save. The info is saved and shows up in your contact list. 70 CustomGuide 2015

71 Editing Contacts If you find out about some new or updated information for someone you know, you can edit their contact information. Double-click a contact. Shortcut: If you are viewing your contacts in People view, you can also just click Edit in the Reading pane. Enter the information. Tip: Several of the fields in the Contact window have buttons and list arrows next to them. The buttons display dialog boxes to assist you with the fields, while the arrows are used if a contact has multiple phone numbers, accounts, or addresses. Click Save & Close. Tip: You can also attach files or other Outlook items to contact records. Open a contact s window, click the Insert tab on the Ribbon, and click the Attach File or Outlook Item button in the Include group. Tip: To delete a contact, open it and then click the Delete button on the Contact tab of the Ribbon and it s sent to the Deleted Items folder. CustomGuide

72 Sorting Contacts Most of the views display your contacts sorted alphabetically by last name, but from List view you can also sort by other information. Sort Contacts in List View Click Change View and select List to switch to List view. Click a column header. Tip: Click the column header again to sort by the reverse order. Sort Contacts in Groups Some fields will also group your contacts together when you sort by them. Click the View tab on the Ribbon. Click the Arrange By button. Select an arrange option. Tip: While the contacts are grouped, you can collapse a group to hide its contacts. 72 CustomGuide 2015

73 Sharing Contacts You can easily share a contact's information with someone else who needs it. Share a Single Contact Select a contact. Click the Share button. Click Forward Contact. Select a format. Outlook Contact: Sent in a format that can be easily read by Outlook Exchange users but not by other programs. Business Card File: Sent in a format that can be read by Outlook or appear as an image in other programs. Address and compose the , then click Send. Share All of your Contacts You can also share your entire contacts folder with someone. Click the Share button. Click Share Contacts. A new is created, ready to send an invite to your contacts folder. Address and compose the , then click Send. Outlook will confirm that you're sure you want to share your entire contacts folder with everyone you invited. Click Yes. Now, everyone you sent that to will be able to view your entire Contacts folder. CustomGuide

74 Working with Contact Groups Contact groups let you group several people together, so that you can them all at once. Create a Contact Group Click the New Contact Group button. Name the contact group. Click Add Members. Select a contact source. Double-click the contacts you want to add. The names and addresses you add are shown in the Members field. Click OK. Click Save & Close. The new contact group is saved, and will appear within your contacts list. 74 CustomGuide 2015

75 Communicate with a Contact Group Communicating with a contact group is just as easy as communicating with a single person. Select the contact group. Click . The name of the contact group appears in the To field, just like a single contact's name would. Compose the message, then click Send. The is sent to everyone in the contact group at once. Shortcut: When creating an , just enter the group name in the To field like you would with a single contact. CustomGuide

76 Working with Social Networks Connect a Social Network Account If you have a social network account with many contacts, you can connect it to Outlook so that those contacts will appear in the People hub. Click the Connect to a social network link in the folder pane. The dialog box that appears lets you connect to Facebook, LinkedIn, and SharePoint. Tip: You can also download the Outlook Social Connector plugin to connect to more social networks. Select a social network. Enter your login information. Click Connect. Click Finish. Click Close. View Social Network Contacts Notice that a new folder appears in the Folders pane for this account. Click a social network account in the Folders pane. Select a contact. The Preview pane displays some basic information from that contact. Click What s New. Some recent items from their news feed appear. 76 CustomGuide 2015

77 People Quiz 1. To edit a contact, you must add the contact again with the updated information. (True or False?) 2. When you delete a contact, it is sent to. a. The Deleted Items folder in your Mailbox b. Your Windows desktop c. The Recycle Bin d. An online Outlook folder 3. Which of the following is NOT a Contacts list view. a. Business Card b. Cards c. Phone d. Message 4. Which of the following is NOT a way to search for a contact? a. Click the Find tab on the Ribbon b. Search address books c. Use the Search Contacts box d. Use the alphabetical index 5. If you have a social network account with lots of contacts, you can connect it to Outlook. (True or False?) 6. You regularly send s to your department. To make this quicker, you can create a? a. Meeting request b. Contact group c. Contact d. There is no way to make this quicker. CustomGuide

78 Quiz Answers 1. False. You can easily edit existing contact information - you don't need to add the contact again. 2. A. When you delete a contact, it is sent to the Deleted Items folder. 3. D. Message is not one of the views available for the Contacts list. 4. A. There is no Find tab on the Ribbon. 5. True. You can connect your social network contacts to Outlook. 6. B. You can create a contact group to group multiple addresses in one entry. 78 CustomGuide 2015

79 Calendar Other than , the Calendar is one of the most-used tools in Microsoft Outlook. The Calendar lets you keep track of appointments, such as a visit to the dentist; and events, such as a vacation. It s easy to add or reschedule an appointment or event in the Calendar. After you ve entered your schedule into the Calendar, you can display it in a variety of different views. In this chapter, you ll learn how to create and reschedule appointments and events, how to add a reminder to your appointments so that you don t forget about them, and how to view your schedule using the various Calendar views. You will also learn how to create a recurring appointment, such as a weekly staff meeting. CustomGuide

80 View Your Calendar Long gone are the days of wall calendars and personal planners, nowadays Outlook keeps track of your calendar for you. Switch to Calendar View Click the Calendar button on the Navigation bar. Change Views Select a view from the Arrange group on the Home tab. Shortcut: Use the keyboard shortcuts to switch views. Day: Ctrl + Alt + 1. Work Week: Ctrl + Alt + 2. Week: Ctrl + Alt + 3. Month: Ctrl + Alt + 4. Schedule: Ctrl + Alt + 5. Jump to Today Click the Today button. View the Next 7 Days Click the Next 7 days button. Tip: The mini calendar at the top of the Navigation Pane displays which days are currently displayed by adding blue shading to each date. 80 CustomGuide 2015

81 Navigate the Calendar Scroll through Dates To switch days, weeks, or months, just use the arrows. Click the Forward arrow or Backward arrow. Outlook goes ahead or back one day, week, or month, depending on the arrangement currently being viewed. Scroll through Appointments Click Next Appointment or Previous Appointment. Tip: These buttons only appear if the current view does not contain any appointments. CustomGuide

82 Jump to a Specific Date To see what is happening on a specific date, you can quickly jump to that date and see if anything is planned. Click a date in the mini calendar. Shortcut: Click the Go To dialog box launcher, enter the date you want to jump to, and then click OK. Search If you still can't find what you're looking for, remember that you can always use the search function. Enter a search term in the Search Calendar field. Shortcut: Press Ctrl + E. 82 CustomGuide 2015

83 Appointments An appointment is any scheduled activity that takes place within a one-day time period. Create an Appointment Click the New Appointment button. Shortcut: Press Ctrl + N. Enter the appointment details. Subject Location Start and End time Notes Click Save & Close. The new appointment is added to the calendar. Edit an Appointment To edit an appointment or event, open it in its own window. Double-click the Appointment. Edit the appointment details. Click Save & Close. The appointment is updated. CustomGuide

84 Reschedule an Appointment Having to edit and reschedule appointments and events is an unavoidable task in today s busy world. Coworkers cancel at the last minute, meeting locations change, etc. Click and drag the appointment to a new day or time. Delete an Appointment If an appointment or event has been canceled indefinitely, delete it. Select the Appointment. Click Delete. 84 CustomGuide 2015

85 Appointment Options Once an appointment has been created, you have many different options you can use. Create an All Day Event An all day event is an appointment that lasts for a day or more, such as a conference or vacation. It has no start or end time. From within an appointment window, check the All day event checkbox. Shortcut: Click the New Items button on the Ribbon and select All Day Event. Click Save & Close. Change Availability Adding free/busy information to your appointments helps people know when you are available. When you make an appointment, the schedule is automatically set to Busy unless it is an all day event. You can change your status so that it correctly reflects your availability for those who can view your calendar. From within an appointment window, click the Show As list arrow. Select an option. Free: Shows that you are available. Working Elsewhere: Indicates that you are working from another location. Tentative: Shows that you have tentative plans and may not be available. Busy: Indicates that you are busy and not available. Out of Office: Shows that you are out of the office and are not available. Click Save & Close. CustomGuide

86 Set a Reminder By default, a reminder will appear 15 minutes before a scheduled appointment or meeting, and 18 hours before an all-day event. However, you can change when a reminder appears. Privacy From within an appointment window, click the Reminder list arrow. Tip: Click Sound to choose what sound will play as a Reminder. Select an option. Tip: To change the default Reminder settings, click the File tab, select Options, click Calendar and then adjust the Default reminder and Default time settings. When you re done, click OK. Click Save & Close. You can mark appointments as private so the time is shown as busy on your calendar, but others cannot see extra details such as the subject, location, or meeting organizer. Set Priority From within an appointment window, click Private. Click Save & Close. Tip: To make an appointment or meeting public again, select the appointment or meeting you wish to make public, click the Appointment tab on the Ribbon, and click the Private button in the Tags group. From within an appointment window, click High Importance or Low Importance. Click Save & Close. 86 CustomGuide 2015

87 Scheduling Meetings Organizing meetings can be difficult when dealing with many different schedules. Using Outlook, you can check invitee schedules before picking a meeting time. You can also track responses to your meeting request. Create a Meeting Click New Meeting button on the Home tab. Click the To button. Select contact(s) and then click Required or Optional. Click OK. Enter a subject, location, and notes. Enter a date and time or click Scheduling Assistant. The Scheduling Assistant displays the availability for everyone invited to the meeting. (Optional) If using the Scheduling Assistant, review the attendees availability and select a time. Tip: Instead of scrolling through the Scheduling Assistant, you can find suggested meeting times at the bottom of the Room Finder pane. Click Send. CustomGuide

88 Track Responses The meeting is created, invites are sent to the attendees, and now you can check to see if anyone is planning to come. Select the meeting. Click Tracking button on the Meeting tab of the Ribbon. Review the responses. Click Close or select Scheduling Assistant or Appointment to edit the meeting. Edit a Meeting You can edit a meeting just like any other appointment, but when you re done you need to send an update to the invitees. Double-click the meeting to open it. Shortcut: Select the meeting and then click the Open button on the Meeting tab on the Ribbon. Make the necessary changes. Click Send Update. 88 CustomGuide 2015

89 Recurring Appointments Create a Recurring Appointment A recurring appointment is an appointment that occurs at regular intervals; for example, a conference call every Friday at 10 a.m., an annual event like a birthday, or a meeting held every other week on the same day. Open or create an appointment. Click the Recurrence button. Set the appointment time. Choose the recurrence pattern. Select the time range. Click OK. Click Save & Close. The appointment is added to the calendar. CustomGuide

90 Edit a Recurring Appointment You can edit a recurring appointment just like you would a normal appointment, except you need to clarify whether you d like to edit all the appointments, or just one occurrence. Double-click the appointment. Select what you d like to edit. Just this one: Edit just this particular appointment. The entire series: Edit this appointment and all future instances as well. Click OK. Edit the appointment as necessary. Click Save & Close. Delete a Recurring Appointment Select the appointment. Click Delete. Select either Delete Occurrence or Delete Series. Shortcut: Right-click the appointment you want to delete and select Delete. Select the appropriate option and click OK. 90 CustomGuide 2015

91 Sharing Your Calendar Working around other people's schedules can be cumbersome. Luckily, Outlook allows you to share calendars so that you can view and, possibly even edit, other people's calendars. Send a Sharing Invitation Click Share Calendar. A sharing invitation appears. This looks a lot like an , except for details about sharing information. Click the To button. Choose a contact. (Optional) Request they share their calendar. Specify the details the Invitee will see. Availability only: Only shows your availability. Limited details: Shows the availability and subjects of calendar items. Full details: Shows a full description of calendar items. Click Send. Advanced Sharing Permissions Click the Share button on the Ribbon. Select a contact s permissions to change. Customize the permissions. Click Apply. Click OK. CustomGuide

92 Open a Shared Calendar If someone has already given you permission to view their calendar, all you need to do is open it. Click Open Calendar. Select Open Shared Calendars. Click Name. Double-click to select a contact. Click OK. If you have been given permission to view the calendar, it now appears in the Outlook window. Also, the contact s name appears in the Shared Calendars area of the Navigation Pane. Tip: If you have not received permission to view a calendar, a dialog box asks if you would like to request permission. Click Yes, then complete the permissions request and click Send. If you are granted permission, you will receive an . Display or hide shared calendars by clicking the check boxes. 92 CustomGuide 2015

93 Sending Your Calendar You can t set Outlook to continuously share your calendar with people outside of your exchange network. But you can them a summary of your schedule. Click Calendar. Select the calendar and information to include. Tip: To view more options and change the format of the , click Show. Click OK. A summary of your schedule is inserted into your . Add a recipient. Click Send. CustomGuide

94 Use Multiple Calendars Many people prefer to keep multiple calendars, such as one for work and one for personal appointments. Add New Calendars Click the Open Calendar button. Select a calendar source or select Create New Blank Calendar. Enter a name for the new calendar and click OK. A new calendar appears in the Folders pane. View Multiple Calendars Once you have multiple calendars, you can choose to toggle calendars on or off in any combination and they ll appear side-by-side. Select an additional calendar s checkbox. The calendars are displayed side-by-side. Click a calendar tab. Now new appointments will be created on the selected calendar. 94 CustomGuide 2015

95 Overlay Calendars Viewing calendars side-by-side is nice, but there's not quite enough screen space to see everything clearly. Luckily, you can choose to overlay calendars to see multiple calendars at once, all in one place. With multiple calendars selected, click the Overlay arrow on a calendar tab. Separate Overlaid Calendars If you want, you can switch back to side-by-side view. Click the Overlay arrow. Shortcut: You can also just turn off one of the calendars in the Navigation pane. CustomGuide

96 Calendar Settings You can easily adjust the Calendar settings like work hours, time zone, and default reminder settings so that they better fit your needs. Click the File tab. Click Options. Click Calendar. Customize the calendar settings. Click OK. The Outlook Options dialog box closes and you're returned to the Inbox. 96 CustomGuide 2015

97 Calendar Quiz 1. An appointment is any scheduled activity that takes place within a one-day time period. (True or False?) 2. At what time of the day do events start? a. Events do not have a start or end time. An event is a day-long affair b. 8 a.m., or the start of the work day c. At the time of the first appointment scheduled for the same day d. None of these 3. The fastest way to reschedule an appointment is by clicking and dragging. (True or False?) 4. Which of the following appointments could NOT be scheduled using Outlook s recurring appointment feature? a. An appointment held on the first Monday of every month b. A mystical ceremony that occurs during each full moon c. A status meeting held every other Thursday d. A birthday that falls on April 7th of every year 5. You cannot edit a single occurrence of a recurring appointment; you have to edit the entire series. (True or False?) 6. Appointment reminders are set at 15 minutes by default. (True or False?) 7. You can only have one calendar at a time in Outlook. (True or False?) 8. What happens when you click the check box of another calendar in the Navigation Pane? a. The calendar is displayed on top of the current calendar b. The calendars are overlaid c. The calendar is displayed and the current calendar is closed d. The calendar appears next to the current calendar CustomGuide

98 Quiz Answers 1. True. An appointment is any scheduled activity that takes place within a one-day time period. 2. A. Events do not have a start or end time. They last the entire day. 3. True. The fastest way to reschedule an appointment is by clicking and dragging, but you can also reschedule an appointment using the Appointment window. 4. B. The current version of Outlook does not support recurring appointments based on lunar cycles. 5. False. You can edit a single occurrence or the entire series of a recurring appointment. 6. True. Appointment reminders are set at 15 minutes by default, and event reminders are set at 18 hours by default. 7. False. You can create additional calendars in Outlook. 8. D. When more than one calendar check box is selected, the calendars are displayed next to each other, side by side. 98 CustomGuide 2015

99 Tasks Even if you re not an organized person, you ve probably scrawled a to-do list on a piece of paper to help you remember everything that you have to do. The problem with paper to-do lists is that they re easy to misplace and often not in front of you when you need them. You can throw away your paper to-do lists, because Outlook s Task List and To-Do List are difficult to misplace (when was last time you couldn t find your computer?) and are always right in front of you. Creating and completing tasks in Outlook is better for keeping organized than writing them on paper. In this chapter, you will learn skills like how to create a task, view tasks in different ways, mark a task as complete once it s finished, and assign tasks to someone else. You will also learn how to create a recurring task that appears at a specified interval, such as a reminder to get a weekly report in to your boss. CustomGuide

100 Following Up with s When you need to remind yourself to follow up on an you can flag it, which creates an item in your To- Do List. Flag a Message Select a message. Tip: You can also flag contacts and tasks. Click the Follow Up button on the Ribbon. Shortcut: Click the Flag area of the message you want to flag to assign the Today flag. Select a flag. A flag icon appears over the , indicating that an item has been created in your To-Do List. Change flags Once an item has been flagged for follow up, you can easily change it if you need to. With the item selected, click Follow Up. Select a different flag. The due date is changed. Shortcut: Right-click the flag and select a new flag from the menu. 100 CustomGuide 2015

101 Set a Reminder Date If a visual flag icon isn't enough, you can add an audible reminder and alert message. With the selected, click Follow Up. Select Add Reminder. From here, you can tweak the flag's properties even further, or add a reminder. Click the Reminder check box. Choose a date, time, and sound. Click OK. A bell icon appears over the . Tip: When the reminder alert appears you can request another reminder, or click the Dismiss button. Remove a Flag If you realize that you don't need a reminder to follow up on an , just remove the flag. Select a message. Click Follow Up. Select Clear Flag. The flag icon is removed from the and the item is deleted from your To-Do List. Shortcut: Click the flag icon on the item to remove the flag. CustomGuide

102 Create and Complete Tasks If you have something that you need to remember to do, but that isn t associated with a specific , or contact, you can create a task. Add a Task Click the Tasks button on the Navigation bar. Your To-Do List appears. Click New Task. An untitled task is created. Tip: The Ribbon provides different options that you can use to make tasks more specific, such as flags, categories, or recurring items. Enter a subject. Enter task options. Start date Due date Status Priority Percent Complete Reminder Owner Tip: Just like with an , you can attach an item or file to the task from the Insert tab. Click Save & Close. The task is created. Mark as Complete When you finish a project, you can check them off your task list by marking them as complete. Click the task s checkbox. The task is completed, as indicated by a strikethrough and a checkmark next to the task. 102 CustomGuide 2015

103 Viewing Tasks Outlook makes it quick and easy to view and organize your tasks. View Tasks in the To-Do Bar You can view tasks and other items flagged for follow-up, from within your Mail folder by turning on the To- Do Bar. Click the View tab on the Ribbon. Click To-Do Bar button. Select Tasks. A list of tasks and flagged items appear, organized by the date they are due. Tip: To close the To-Do Bar, click the To-Do Bar button on the View tab and select Off. View Tasks in Tasks Click Tasks on the Navigation Bar. This is your To-Do List. From here you can see all your tasks and flagged items. Under My Tasks, click Tasks. Now, a list of just your task items appears. The s and contacts that have been flagged for follow-up are no longer shown. Tip: To view a task s details, double-click it. CustomGuide

104 Sort Tasks An easy way to sort your tasks is by clicking one of the column headers to sort by that field. Click a column header. Tip: Click the column header again to view the list in reverse order. Change Views You can quickly filter out any tasks that you don't need to see by changing the current view. Click Change View on the Home tab. Each of the different views will display task items by their relevant fields, such as only tasks that are prioritized, completed, or overdue. Select a view. Tip: You can also use the Search bar to quickly find tasks and other items. Task View Options Detailed Displays many details about each task. Today Displays a list of all tasks due today. Simple List Displays a few details so you can see your tasks at glance. Next 7 Days Displays tasks that are due in the next seven days. To-Do List Displays all tasks and to-do items with very little detail. Also displays the Reading Pane. Overdue Displays tasks that are overdue. Prioritized Displays all tasks in order of priority in a list. Assigned Shows only the tasks that have been assigned to others, sorted by the task owner s name and due date. Active Displays all tasks that are incomplete. Server Tasks Displays a list of tasks stored on the server. Completed Lists all tasks that have been marked complete. 104 CustomGuide 2015

105 Recurring Tasks If you can foresee using the same task again and again, you can add a recurring task that will clone itself as you complete each occurrence. From within a task, click Recurrence. Enter the recurrence pattern. Daily: Tasks that recur every day or every workday. Weekly: Tasks that recur on the same day(s) of the week, such as a report due every Friday or a payroll due every other Thursday. Monthly: Tasks that recur on every month, such as an inventory audit that occurs on the 5th of every month. Yearly: Tasks that recur annually, such as tax filing days. Specify range of recurrence. Click OK. Click Save & Close. The recurring task is created and appears in your To-Do list. Notice the recurring icon indicating that when this task is complete, a new instance will be created. Tip: To stop the task from recurring, open the task, click the Recurrence button in the Recurrence group on the Ribbon, and select Remove Recurrence. CustomGuide

106 Assigning Tasks Assign a Task If it's up to you to designate job responsibilities, use Outlook to assign tasks to other people. From within a task, click Assign Task. The task window changes and now includes an address bar and a send button. Shortcut: Click the New Items list arrow on the Home tab and select Task Request. Enter the desired task information. Click Send. The task assignment is sent. Tip: The icon next to the task has a little green figure to remind you that you've assigned it to someone else. Accept or Decline an Assigned Task Task requests that are assigned to you appear in your Mail folder with a special little icon. Select the task assignment request. Click Accept or Decline. Choose how to respond to the request. Click OK. The task appears in your Tasks folder. Tip: Once you have accepted a task, you are able to reassign it to someone else using the Assign button, or simply send someone else a copy by using the Forward button. 106 CustomGuide 2015

107 Tasks Quiz 1. You can add a new task in all of the following places except the. a. To-Do Bar b. To-Do List c. Tasks list d. New Task Pane 2. Which of the following types of items can be added to the To-Do List? a. Contact item b. message item c. Task item d. All of the above. 3. Which of the following is NOT a place you can view tasks in Outlook? a. Tasks b. Calendar c. To-Do dialog box d. To-Do Bar 4. Once you create a task, you cannot update it. (True or False?) 5. Which of the following is not a recurrence pattern option? a. Daily b. Hourly c. Weekly d. Monthly 6. To attach an item or file to a task, use the commands on the tab in the task's item window. a. Insert b. Attach c. Item d. File 7. When you mark a task as Complete, a line appears through the task. (True or False?) CustomGuide

108 Quiz Answers 1. D. There isn't a New Task Pane, so you can't add a task there. 2. D. All of these items can be added to the To-Do List. Tasks are added by default, while the others must be flagged for follow-up. 3. C. You can t view tasks in a To-Do dialog box. 4. False. You can always update a task. 5. B. Hourly is not a recurrence option. 6. A. Use the commands on the Insert tab to attach an item or file to a task. 7. True. When you mark a task as Complete, a line appears through the task. 108 CustomGuide 2015

109 Managing Information When you work at your desk for a while, papers and files can pile up into a mess. The same thing happens after you ve worked with Outlook for a while your s become disorganized and harder to find. In this chapter, you ll learn how to take control and organize your Outlook items. You ll learn how to manage data with categories and folders. You ll also learn how to archive your mail, and how to import or export your Outlook information as an Outlook Data File (.pst). CustomGuide

110 Using Categories Color categories let you organize your Outlook items into specific groups, making their subject easier to distinguish at a glance. You can choose from the default categories, or you can create your own. Categorize an Item Select an item. Tip: Categories work across all areas of Outlook. This means that you can give s, meetings, contacts, and tasks the same category designation to keep track of different responsibilities. Click Categorize. Choose a category. The category is assigned. Tip: You can assign multiple categories to an item. Shortcut: You can also rightclick the item, select Categorize and then select a category. Rename a Category The default color categories aren t particularly descriptive. Luckily you can change the name to something more meaningful. Click Categorize. Select All Categories. Select a category. Click Rename. Enter a new name. Click OK. Tip: To delete a category, select it and then click Delete. Then click Yes to confirm the deletion. 110 CustomGuide 2015

111 Create a New Category You can also create your own custom categories. Click Categorize. Select All Categories. Click New. Enter a name. Select a color. (Optional) Select a shortcut key. Click OK twice to close the dialog boxes. The category is added to the list. Sort by a Category The great thing about categorizing items is that it helps you organize everything about a certain topic. Click the Sort By list arrow. Select Categories. And all the items in the category are displayed together. CustomGuide

112 Folders Folders are a great way to keep your Outlook items organized. Create a Folder Click the Folder tab. Click New Folder. Shortcut: Right-click the Folder List and select New Folder. Enter a name. Select a type of item. Select the folder s location. Click OK. The folder is created. Move Items to a Folder Click and drag the item. The item is put into the new folder. Shortcut: You can also select the item, click the Move button on the Home tab, and then select a new location. Tip: You can use rules and quick steps to automatically move items in to certain folders. 112 CustomGuide 2015

113 Edit a Folder You can always edit a folder after it has been created. Select the folder. On the Folder tab, click Rename Folder. Enter a new name. Click Move Folder. Select a new location. Click OK. The folder is moved. Delete a Folder With a folder selected, click Delete Folder on the Folder tab of the Ribbon. Shortcut: Right-click the folder and select Delete Folder. Click Yes. The folder and all of its contents are deleted. CustomGuide

114 Search Folders If you find yourself frequently searching for the same thing, creating a search folder can save you some time. Search folders automatically find any items fitting the criteria you set. The items themselves are still stored in other Outlook folders, such as the Inbox. Create a Search Folder Click the Folder tab. Click New Search Folder. Select a predefined search folder or select Create A Custom Search Folder. (Optional) Enter or edit the search criteria. Click OK to close the dialog boxes. The folder has been created. Tip: To edit a search folder, select it in the Navigation Pane and click the Customize this Search Folder button on the Folder tab of the Ribbon. Use a Search Folder Click the search folder. The search folder locates and displays all the relevant items, without actually moving them. Tip: To delete a search folder, right-click it and select Delete Folder. Since the folder doesn t actually store items, no content will be deleted, just the folder itself. 114 CustomGuide 2015

115 Viewing Old Mail Outlook doesn t automatically store all of your on your computer. If you re trying to view an old and find that you can t see messages that old, you may need to tell Outlook to download them. View Old Mail Click the Click here to view more on Microsoft Exchange link. More of your mailbox is loaded. Cached Exchange Mode If you find you often need to see older or that Outlook is taking up too much room on your computer, you can change the amount of mail stored on your computer. Click the File tab. On the info tab, click Account Settings. Select Account Settings. Your account settings dialog box appears. With your account selected, click Change. Check or uncheck Use Cached Exchange Mode. Use the slider to indicate how much to cache offline. Tip: If you have a ton of , it may take more time to fully sync to your computer each time you start Outlook. Click Next. You will need to restart Outlook before these changes will take effect. Click OK. Click Finish. Now the next time you use Outlook, your entire mailbox will download and remain synced to your computer. CustomGuide

116 Archiving Information Old s take up unnecessary space on your server and can slow down outlook. Archiving compresses old s into a separate file that is more efficient. Run Archive Manually Click File. Click the Cleanup Tools button. Click Archive. Adjust the settings. Click OK. The archive system runs in the background and the s from last year are removed. Set up Auto Archive You can also set it up so that Outlook automatically archives items older than a certain time period. Click File. Click Options. Click Advanced. Click the Auto Archive Settings button. Adjust the settings. Click OK twice. Now every so often, Auto Archive will automatically remove any s older than the designated time period and add them to the Archived Inbox file. 116 CustomGuide 2015

117 Adjust Folder Settings You can also adjust individual folders archive settings. Select the folder. Click the Folder tab. Click Auto Archive Settings. Adjust the settings. Click OK. Access Archived Items If you need to see something that has already been archived, you can easily access it. Click File. Click Open & Export. Select Open Outlook Data File. Select a file. Click OK. Click the Archives folder. Now you can access the files just like you normally would. CustomGuide

118 Exporting Information You may occasionally want to back up the important information saved in your Outlook. One of the best ways to do this is to export your important folders to a file you save to your computer. You can also import your exported Outlook information into other programs. Click File. Click Open & Export. Click Import/Export. This launches the import and export tool. Select Export to a File. Click Next. Select Outlook Data File (.pst). Tip: If you are trying to export data to be read by a program other than Outlook, you will need to choose Comma Separated Values. Click Next. Select the folder to export from. Click Next. Specify the save location. Select how you want to deal with duplicate items. Click Finish. (Optional) Enter a password and click OK. All the information in your folder is saved in a file on your computer. If you ever need to recover that information, you just need to import that file into Outlook. 118 CustomGuide 2015

119 Importing Information If you have Outlook data saved in a file on your computer, you can easily import it back into your Outlook. For example, if you want to import contacts from another program, importing the file is the easiest way to do it. Click File. Click Open & Export. Click Import/Export. Select Import From Another Program or File. Click Next. Select Outlook Data File (.pst). Tip: If you are importing contacts from a file that didn t come from Outlook, you will need to select Comma Separated Values. Click Next. Select a file. Select how you would like to deal with duplicate items. Click Next. Select a folder. (Optional) Click Filter and specify filter options. Click Finish. The file s contents are added to your inbox. CustomGuide