Getting Started Outlook 2013 Quick Start Guide File Tab: Click to access actions like Print, Save As, etc. Also to set Outlook Options. Quick Access Toolbar: Add your mostused tool buttons to this customizable toolbar and make it your own. Quick Steps: Executes several actions with one click. Quick Steps can be customized. Help Button: Use the Help button to search for answers to many questions. Ribbon: Logically organizes Command Buttons onto Tabs and Groups to facilitate finding commands. You can customize the ribbon. Navigation Pane: Provides quick navigation to the selected folder s contents. Folder Buttons: Used to select the folder to be displayed in the Navigation Pane. Folder Contents Pane: Displays the contents of the folder selected in the Navigation Pane. Hint: You can drag-anddrop emails from here to a Navigation Pane folder. Preview Pane: Displays a preview of the item selected in the Folder Contents Pane. Hide Ribbon Button: Click this button to make more display area. Tip: Double click on any tab to hide the ribbon, double click again to un-hide. Mailbox Button: Displays amount of free space left in your Outlook Mailbox. Must be turned on. Configure Button: Set Navigation Options and add or delete Folder buttons or customize the. Status Bar: Right click on the Status Bar to add or remove features. View Buttons: Switch between Normal and Reading views. Reading view minimizes the Ribbon and Navigation Pane. Zoom Controls: Use to zoom the view in or out. The Ribbon The Ribbon organizes the tools you need in a logical system of Tabs, Groups, and Tool Buttons. The features, tools, and commands are selected from the Ribbon and many only display when you need them. A Customizable Ribbon: You can customize the Ribbon to meet your personal needs. Change existing Tabs or create your own Tabs and populate them with the Groups and Tool Buttons you want. (See Making the Ribbon Your Own on the next page.) Keyboard Shortcuts Description Shortcut Keys Description Shortcut Keys Mail Folder Ctrl + 1 Forward Ctrl + F Calendar Folder Ctrl + 2 Send Alt + S Contacts Folder Ctrl + 3 New Email Ctrl + Shift + M Tasks Folder Ctrl + 4 New Appointment Ctrl + Shift + A Move to Folder Ctrl + Shift + V New Contact Ctrl + Shift + C Reply Ctrl + R Inbox Ctrl + Shift + I Reply All Ctrl + Shift + R Outbox Ctrl + Shift + O
Making the Ribbon Your Own Increase your efficiency. Personalize the Ribbon with your most frequently used commands. Add your own tab, add your own groups to your tab, and add favorite command buttons to the groups. You can also export and import customizations to share with others. To customize the Ribbon: 1. Click the File tab. 2. Click Options. The Outlook Options window opens. 3. Click the Customize Ribbon button on the left. 4. The Customize Ribbon tool opens on the right. The left pane contains a list of commands you can add to a group. The right pane contains a list of current tabs, groups, and commands you can change, move, or remove. Expand tabs and groups to view the commands they contain. Click the Arrow buttons to reorder selected items. Your Quick Access Toolbar The Quick Access Toolbar is yours. By default it contains just three tool buttons; Save, Undo, and Redo. You can personalize it quickly and easily. To personalize the Quick Access Toolbar: 1. Click the File tab. 2. Click Options. The Outlook Options window opens. 3. Click the Quick Access Toolbar button on the left. 4. The Customize the Quick Access Toolbar tool opens. The left pane contains a list of command buttons you can add to the toolbar. Click the List arrow to see more button choices. The right pane contains a list of current command buttons and their order on the toolbar. Click the Arrows to reorder selected items. Click Add to add a selected button from the left pane or Remove to remove the selected button from the right pane. Click New Tab to add a tab. The word Custom appears after the tab name. Click New Group to add a group to a tab. The new group appears under the selected tab. Click Rename to name a new or existing tab or group. Click Reset to return to the default Ribbon settings. Click Import/Export to share your ribbon with others. 5. Click OK when finished to save your customization. Click Add to add a selected button in the left list to the right list or Remove to remove the selected button from the right list. Click Modify to change the icon or name for a selected button. Click Reset to return to the default Ribbon settings. Click Import/Export to share your ribbon with others. 5. Click OK when finished to save your customization. Tip: Many tool buttons, i.e. Save, Save As, Quick Print, etc., can be used in all MS Office applications. Increase efficiency by setting them up the same in each application. The Outlook Window s Status Bar At the bottom of Outlook s window is the Status Bar. Understanding the Status Bar, its features, and the options it provides will make you more productive and make Outlook easier to use. The Status Bar Displays the available storage space in your virtual mailbox. This feature must be added from right click menu. Displays the number of items in the selected folder. Right click in a blank area of the status bar to access the Customize Status Bar menu. Notification area displays synchronization status and connectivity with the Exchange server. Click a View button to switch between Normal & Reading view. Use the Zoom Slider to zoom in or out. Clicking plus or minus zooms view in or out in 10% increments.
Using the File Tab The Outlook Options Menu Clicking the File tab opens the Backstage view where frequently used commands and personalization options are found. Clicking the Options button opens the Outlook Options window. Here you can set many preferences to configure Outlook the way you want it to work. To use the Outlook Options menu: From the ribbon, select the File tab. In the Quick Launch bar on the left, select Options. This opens the Outlook Options window. The window opens with the General button selected in the Quick Launch Bar. Selecting an item s button opens a different Options Pane on the right. Saving and the Info Button Click Save As to save a selected email. Click Save Attachments to save attachments to your computer. Click Info to: Modify Account Settings or add an account. Setup the Out of Office Assistant. Check your Mailbox size and do Cleanup. Create and manage Rules and Alerts. 3 Options Pane. Quick Launch bar. The Open & Export Button The Open & Export button provides options to: Open Calendar Files (.ics,.vcs) in Outlook. Open Outlook Data Files (.pst). Import/Export files, settings, and RSS Feeds into or from Outlook. Get Access to an Outlook folder of another person. Just click the option you want. The Print Button Preview and Print Outlook items without leaving the File tab. Click the Print button to send the item to the selected printer. Select the Printer and set Printer Options. Settings will change based on the Outlook Folder selected... Print Preview View buttons provide print preview viewing options. Print Preview of the item as it will appear when printed. Here are some Option items to get you started: Mail Button Click the Signatures button to create signature blocks to use in emails and set one of the signatures to be your default. Calendar Button Use the Calendar options section to set your default reminder time. People Button Use the Names and filing section to set default Full Name and File as order. Tasks Button Use the Task options section to set Default reminder time and to manage tasks you have assigned to others or that have been assigned to you. Advanced Button The Advanced button contains many beneficial options. For example: In the Outlook start and exit section customize the Folder that opens by default. Also, turn on the Empty Deleted Items feature. Click the AutoArchive Settings button in the AutoArchive section to turn on AutoArchive and change the way individual folders archive.
Your Outlook Mailbox Understanding your Mailbox At SLCC, Outlook is setup on the MS Exchange Server. Each employee with an Outlook account is allocated storage space on an exchange server. o That storage space is your virtual Mailbox. o A user s allocated Mailbox space is 368mb. Contents of an employee s Outlook folders; mail, calendar, contacts, tasks, etc., are in the Mailbox. Not on their computer s hard drive. It is important to manage the Mailbox size so as not to exceed the allocated amount. o Exceeding storage space limits results in the following: Approaching 340 mb Exceeding 360 mb Exceeding 400 mb User receives a Warning email that Mailbox size must be reduced. User will not be able to Send emails using Outlook. User will not be able to Send or Receive emails using Outlook. Mailbox Maintenance Determining how much space the Mailbox is using is the first step of Mailbox Maintenance. There are several tools that make this easy. Mailbox Free Space Button Located on the bottom right corner of Outlook s Status Bar. Displays the amount of free space in your mailbox. Turned off by default, to turn it on do the following: 1. Right click a blank area on the Status Bar. 2. From the menu select Quota Information. 3. The Free Space button will now display. Mailbox Cleanup This utility offers several mailbox maintenance tools. To access select the File tab and then the Info button. Bar graph of mailbox size. Graphic depiction of your mailboxes free vs. used space Cleanup Tools button. Click this to: o Access the Mailbox Cleanup dialog box. o Empty Deleted Items folder. o Archive An explanation of each follows. Mailbox Cleanup dialog box Use this to: 5. View your mailbox size by folder on the server (Server Data tab) and your computer (Local Data tab). 6. Find items in your mailbox that are a certain number of days old. Find items that are larger than a certain size. 7. Click the AutoArchive button to turn on and set default AutoArchive parameters for all mailbox folders 8. Empty the Deleted Items folder. Empty Deleted Items folder Clicking this button will empty your Deleted Items folder. Items in this folder, even though deleted, are taking up space in your mailbox. Archive Run Archive manually one time. (An explanation of Archiving is in the Mailbox Maintenance tutorial which can be found on the OIT Support Site.) Auto Delete Auto Delete is a feature that will automatically delete the contents of the Deleted Items folder each time you shut down Outlook. By default Auto Delete is turned off. To turn it on: 1. From the ribbon, select the File tab. 2. From the Launch pane select Advanced. 3. In the Outlook start and exit section, check the Empty Deleted Items folders when exiting Outlook check box. Recover Deleted Items Items deleted from the Deleted Items folder can be recovered up to 30 days after deletion. To recover an item: 1. From the ribbon, select the Folder tab. 2. In the Clean Up group, select Recover Deleted Items. 3. This opens the Recover Deleted Items dialog box. 4. Find and select the item/s from the list. 5. Click on the Recover Selected Items button. 6. The item/s will be moved back to the folder from which it was deleted.
Working with Email Working with Folders Outlook Email comes with some pre-programmed folders, for example, the Inbox, Drafts, Sent Items, and Deleted Items folders. Outlook existing folders Your Mailbox folder User created folders If you receive many emails, your Inbox folder will quickly fill and become harder to manage. Organize your email by creating new folders in existing folders, setting up a filing system for your email. You can also create new folders within folders you created. To create a new folder: 1. Select the folder you want to create a new folder in by right clicking on it. 2. In the menu that opens, select New Folder. 3. In the field that opens enter the name for the new folder. 4. Your New Folder is displayed below the parent folder in alphabetical order. 5. The Expand icon now displays to the left of the parent folder. Click it to expand or open the folder displaying its contents. The Expand button changes to the Collapse icon. Clicking it will collapse or close the folder. Tip: To order the folders differently, use a number in front of the folder name. Outlook will first order folders by number then alphabetically. To Move or Copy an Email to a Folder: In the Folder Contents Pane, Right Click on the email to be moved and hold the mouse button down. Drag the email to the destination folder in the Navigation Pane. Tip: Hovering over a folder will open the folder to display its contents. When the destination folder is highlighted, release the right mouse button. From the small menu, select Move or Copy to move or copy the email to the selected folder. Creating an Email 1. Select the Email Folder 2. On the Home tab - New group, select New Email. 3. Enter recipient email addresses or click the To button to open the directory and use it to select recipients. Note: Recipients must be separated by a semi-colon. 4. If desired, enter recipients in the Cc (carbon copy) field. 5. Optional: Recipients can also be entered in the Bcc field (blind carbon copy - other recipients won t see people who are entered here). To turn it on select The Options tab and in the Show Fields group, click the Bcc button. 6. Enter a brief subject in the Subject field. 7. Enter the text for the email message. 8. Click the Send button to send the email. Attaching a File to an Email 1. Create the email that will contain the attached file. 2. Click the Attach File button on the Message tab Include group. 3. Browse to and select the file to attach. 4. Click the Insert button. 5. Click the Send button when finished. Reply to, Reply All, or Forward an Email With Reply, you are replying to the sender of the email. Reply All means your reply goes to the sender and all recipients. Forward means you re sending the email on to another recipient(s). 1. Open the email to be replied to or forwarded. 2. From the Message tab Respond group, select Reply, Reply All, or Forward. 3. A new email opens with the original email in the body. Enter the email address/s of the recipient(s). 4. Enter text in the body as needed. 5. Click Send. Hint: To receive a copy of the email for your files, enter your email address in the Bcc field. Previewing an Attachment You can preview many attachments in the Preview Pane without opening the email or the attachment. 1. Click on the email in the Folder Contents pane (a single click). 2. In the Preview Pane, SINGLE click (a double click will open the attachment) on the attachment s file name. If there is a preview reader for the attachment a preview of the attachment displays.
Working with Calendars Using Outlook s Calendar, you can quickly and easily manage your appointments, meetings, and tasks. Open a new Appointment or Meeting Compare your co-workers calendars with your own. Move or Copy an event by Right Clicking and dragging it to the desired date Select a Calendar View Double click on a date to open a New Event file See Weather Info for your location Scheduling an Appointment 1. In the Calendar Folder s Navigation Pane, navigate to and click on the date of the appointment. 2. In the Folder Content pane, double click on the date to open a New Appointment. 3. In Subject, enter the Appointment Name or Description. 4. Enter the appointment Location. 5. Enter the Start Time. 6. Enter the End Time. 7. If this is an all-day or several days event, check the All day event checkbox. This allows only setting the Start and End dates. 8. Optional: In the Options group you can set a reminder for the appointment. 9. Click the Save & Close button when finished. Creating an Additional Calendar You may want to have a separate calendar for personal events, a project, etc. Add more Calendars by doing the following: 1. Open the Calendar folder to view the Navigation Pane. 2. Under My Calendars, right click on Calendar. 3. From the menu, select New Calendar. 4. In the Create New Folder dialog box, enter a Name for the new calendar. 5. Click OK. Overlaying Multiple Calendars Once you ve created multiple calendars, you can view them side-by-side or overlay them so events from both calendars are displayed on one. 1. In the Calendar Navigation Pane, check the calendars to display. 2. The selected calendars will display side-by-side. 3. Click the Overlay Mode button on the calendar to overlay. 4. To return to the side-by-side view, click the Overlay Mode button again. 5. Click the Close button to close a calendar. Working with Tasks Tasks provides tools to manage your To-Do list, prioritize your projects, and set reminders for your important tasks. Click to create New Task Tasks Folder Tasks are shown in the Folder Contents pane Change how Tasks are displayed Preview pane displays detail of selected task. Creating a New Task 1. In the Navigation pane, select the Tasks folder. 2. Select New Task from New group on the Home tab. 3. This opens a new Tasks file labeled Untitled. 4. Enter the Subject. 5. Set the Start and Due dates. 6. Set a Reminder Date and Time if desired. 7. Choose other actions as needed, such as Recurrence or Categorize. 8. When finished, click Save & Close. Tip: Drag the Task into the calendar to schedule time for it.
Working with Contacts The Contacts folder provides tools to manage and organize information for professional and personal contacts. You can collect phone numbers, addresses, and much, much more. Create Contacts and Groups (Distribution Lists). Add New Contact folders under your Contacts folder. Double click on a contact to open the Contact File. Change how you View your contacts Use Search or Address Book to find a contact. The Contact File 1. Open a New Contact File by clicking on Contacts folder button and on the Home tab, Items group, and then New Contact 2. Name section: enter name, job title, etc. 3. Internet section: enter Email addresses, Web address, etc. 4. Phone section: enter Phone numbers. 5. Addresses section: enter Addresses (up to 3). 6. A Business Card is created as contact information is entered. 7. Enter Notes as desired such as birthday, family information, etc. 8. Click Save & Close when finished. 9. Optional: Click on Business Card to customize the contact s business card (see next column). 10. Optional: Click Categorize to group Contacts by categories. Creating a Distribution List If you consistently send emails to the same group of contacts, don t enter their addresses in each new message. Save time by putting them in a Distribution List. 1. On the Home tab, New group, click on New Contact Group. 2. Give the list a name. 3. In the Members group, click Add Members. 4. Click Save & Close. Working with Contact Business Cards Outlook automatically creates a Business Card for each new contact. Business Cards are a way to organize and share contact information. Tip: Create a contact file for yourself, edit your Business Card, and then use it in place of a signature block. To Edit a Business Card 1. In the Contacts folder, find the contact and double click on the contact s name to open the contact s Contact File. 2. In the Contact File, select Business Card from the Options group to open the Edit Business Card window. The window is divided into 4 sections: A. Business Card: Displays changes as they are made. B. Fields: Select the fields to be displayed on card, order them, and insert Blank Lines for spacing. C. Card Design: Change the Image, Image Layout, Image Area (size), Image Alignment, and the card s Background color. D. Edit: Here you can edit the text of a field. Note: Font for text can t be changed. 3. Click OK to save changes. Click Reset Card to revert back to the default card. To Send a Business Card Send a card to someone and you send them the contact s file. 1. In a new email select Business Card from the Insert tab, Include group. 2. Select a name from the list or select from Other Business Cards. 3. Find and select your contact by clicking on their name then on OK. 4. The contact s business card is inserted into the email. 5. The contact s file is inserted as an email attachment. To Save a Received Business Card 1. Open the email message. 2. Right click on the attached Contact File (<contact name>.vcf). 3. On the right click menu, select Add to Contacts. 4. This opens the contact s Contact File. Edit or add to the contact data as needed. 5. Click Save & Close when finished. Tip: Quickly add a contact from a received email. Open the email, right click on the name or email address, and from the menu, select Add to Contacts.
See Your Calendar, Contacts, or Tasks The new Navigation Bar in Outlook 2013 is how you switch between the different folders. Click the folder you want to see. The new Navigation Bar replaces the buttons in Outlook 2003-2010. When you start Outlook, the Mail view appears. The Navigation Bar displays four views Mail, Calendar, People, and Tasks. To see the Folders displayed as icons. 1. Click. 2. From the menu, select Navigation Options. 3. In the Navigation Options dialog box check Compact Navigation. 4. Click OK Pin a Peek Peeks can be pinned or docked to the right of the Preview Pane. They will stay there until you close them. You can dock the Calendar, People, and Task Peeks. You can also dock all three at once. To Pin a Peek do the following: 1. Hover the mouse pointer over the folder icon or name. 2. When the Peek appears click on the Dock the Peek button. 3. The Peek will now be docked to the right of the Preview Pane. The folder names are now replaced with Icons. Sneak a Peek Grab a quick peek at your calendar, upcoming tasks, or details about someone you re emailing without switching from email to calendar, contacts, or tasks. Use the Calendar, People, or Tasks Peek. A Peek appears when you hover your mouse pointer over a folder name or button. For example, hovering the pointer over Calendar the Calendar Peek appears. 4. To close or undock the Peek, click the Close button. Hovering the pointer over People or Tasks will cause those Peeks to appear.