Outlook 2016 Guide A Complete Overview for Connect Users
Chapter 1: Introduction...8 Chapter 2: Getting Around Outlook...8 Quick Access Toolbar... 8 The Ribbon... 8 Backstage View... 9 Dialog Box Launcher... 9 Keyboard Shortcuts... 10 Show or hide folder list view in Outlook... 11 Chapter 3: Learning the Ribbon... 12 Mail Tabs... 12 Home Tab... 12 Send/Receive Tab... 12 Folder Tab... 13 View Tab... 13 New Email Tabs... 13 Message Tab... 13 Insert Tab... 13 Options Tab... 14 Format Text Tab... 14 Review Tab... 14 Calendar Tabs... 14 Home Tab... 14 Send/Receive Tab... 15 Folder Tab... 15 View Tab... 15 New Appointment Tabs... 15 Appointment Tab... 15 Insert Tab... 16 Format Text Tab... 16 Review Tab... 16 People Tabs... 16 Home Tab... 16 Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 2
Send/Receive Tab... 17 Folder Tab... 17 View Tab... 17 New Contact Tabs... 17 Contact Tab... 17 Insert Tab... 18 Format Text Tab... 18 Review Tab... 18 Task Tabs... 18 Home Tab... 18 Send/Receive Tab... 19 Folder Tab... 19 View Tab... 19 New Task Tabs... 19 Task Tab... 19 Insert Tab... 20 Format Text Tab... 20 Review Tab... 20 Customizing the Ribbon... 21 Chapter 4: New in Outlook 2016... 22 Slightly New Look... 22 Tell Me... 23 Smart Lookup... 23 Chapter 5: Diving Deeper into Outlook 2016... 25 How-To: Using Outlook in Your Office... 25 Fundamentals... 25 Auto-hide Ribbon... 25 Delete Messages Permanently... 25 Customize the Quick Access Toolbar... 26 Searching... 27 File-Backstage View... 28 Set Automatic Reply... 28 Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 3
Print Email... 29 Print Contacts... 30 Print Calendar... 30 Import Contacts... 30 Export Contacts into Excel... 31 Customize the Ribbon... 33 Mail... 37 Home Tab... 37 Send an Email... 37 Customize Categories... 38 Apply a Category... 39 Filter Messages by Categories... 39 Apply a Flag... 39 Ignore a Conversation... 40 Stop Ignoring a Conversation... 40 Clean Up a Conversation... 41 Delete a Message... 41 Reply to a Message... 41 Forward a Message... 41 Forward Email as an Attachment... 42 Save Message Attachment... 42 Create a New Rule... 43 Quick Steps... 44 Mark as Read/Unread... 45 Move a Message to a Different Folder... 45 Clean Up a Folder... 46 Send/Receive Tab... 46 Create a Send/Receive Group... 46 Edit a Send/Receive Group... 47 Rename a Send/Receive Group... 47 Remove a Send/Receive Group... 47 Folder Tab... 48 Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 4
Create New Folder... 48 Copy Folder... 48 View Tab... 49 Change Views... 49 People Pane... 49 New Email Tabs... 51 Message Tab... 51 Using Cut, Copy, and Paste... 51 Text Formatting... 52 Using the Address Book... 54 Attaching Files in a Message... 55 Create an Email Signature... 55 Insert Tab... 57 Insert a Table... 57 Inserting a Picture... 57 Inserting a Shape... 58 Inserting a Screenshot... 58 Insert a Hyperlink... 59 Options Tab... 60 Using Themes... 60 Show Fields... 63 Use Voting Buttons... 63 Request a Receipt... 63 Delay Message Delivery Time and Date... 64 Format Text Tab... 64 Review Tab... 67 Check Spelling... 67 Calendar... 68 Home Tab... 68 Create a New Appointment... 68 Create a New Meeting... 69 Accept a Meeting Request... 69 Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 5
Show a Different Range of the Calendar... 70 Email a Calendar... 70 Share a Calendar... 71 View Tab... 71 Arrangement... 71 Color... 72 Layout... 72 Reminders Window... 73 New Appointment... 74 Appointment Tab... 74 Create an Appointment Reminder... 74 Using the Scheduling Assistant... 74 Invite Attendees... 75 People... 76 Home Tab... 76 Create a New Contact... 76 Share a Contact... 77 New Contacts... 78 Contact Tab... 78 Contact from same Company... 78 Email Contact... 78 Create Meeting Request... 78 Assign Task... 78 Assigning Tasks to Multiple People... 79 Business Cards... 80 Picture... 80 Notes... 81 Tasks... 83 Home Tab... 83 Create a New Task... 83 Mark a Task Complete... 84 Remove a Task from a List... 84 Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 6
New Tasks... 85 Task Tab... 85 Assign a Task to Someone... 85 Create a Task Recurrence... 86 Office Online... 87 Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 7
Chapter 1: Introduction Microsoft Outlook 2016 is your go to resource for email, calendar, contacts, and tasks. Outlook has clean look that's been designed to help you focus on what's important. With easily accessible tools included, you can work smarter, communicate effectively, manage schedules, and find what you need quickly and simply. Chapter 2: Getting Around Outlook The Outlook 2016 program window is easy to navigate and simple to use. It has been designed to help you quickly find the commands and tools that you need to complete many tasks within Outlook. The interface of Outlook 2016 is not as dramatic compared to past versions. The minor changes introduced are easy to learn and will improve your work within Outlook. Below are some of the features introduced in Microsoft s Outlook 2013. For what s new in Outlook 2016, see chapter 4 of this guide. Quick Access Toolbar Quick Access Toolbar The Quick Access Toolbar displays a small selection of the more commonly used commands in Outlook in the top left hand corner of the application window. It is displayed independently of what tab or module you are currently working in, so you can always see those popular commands and always have them ready for use. The Quick Access Toolbar is also customizable so you can add commands that you use most frequently. We will address how to customize the Quick Access Toolbar in a later chapter. The Ribbon Microsoft Office displays commands in a series of icons stored on different tabs. This combination of icons and tabs is known as the Ribbon interface. The following tables show the commands grouped under each ribbon tab for each of the five programs. The Ribbon contains all the commands related to managing documents and working with documents. One of the biggest differences between old-fashioned toolbars and the Ribbon is that the Ribbon is divided into tabs. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 8
In Outlook, different tabs display depending on the Outlook application you are working in. In addition, you can display the Developer tab, and you might see an Add-Ins tab. We will discuss the different tabs in the Ribbon in a later chapter. Backstage View The Backstage view contains all the commands related to managing the documents and customizing the program. It provides an easy way to create, open, save, print, share, and close files; find recently used files; view and update document properties; set permissions; set program options; get help; and exit the program. Dialog Box Launcher For additional formatting, there are dialog box launchers located at the bottom of the ribbon that are indicated by small arrows in the right-hand corners. When these are clicked a dialog box will open providing more options for editing and formatting the document. Dialog Box Launcher Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 9
Keyboard Shortcuts There are a bunch of keyboard shortcuts you can use to get around faster. Here are a few that are commonly used. Action Keyboard Shortcut Copy Cut Paste Undo Move Up/Down a Paragraph Bold Text Italic Text Underline Text Save Document Print Document Go to Top/End of Document Select Paragraph Select All of Document Page Break Select Text Ctrl + C Ctrl + X Ctrl + V Ctrl + Z Ctrl + Up/Down Arrow Ctrl + B Ctrl + I Ctrl + U Ctrl + S Ctrl + P Ctrl + Home/End Triple Click Left Mouse Button Ctrl + A Ctrl + Enter Shift + Left/Right Arrow Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 10
Show or hide folder list view in Outlook In the folder list view, all folders are listed including the mail folder, calendar folder, contacts folder and so on. You can switch among these Outlook folders easily inside the Folder List View in the Navigation Pane. In this section, we will show you how to show or hide the Folder List View in detail. You can show or hide the folder list view in Outlook as follows. Step 1: In Outlook 2016, for showing the folder list, click the button in the Navigation Pane, then select Folders from the list. See screenshot: Note: You can also press the Ctrl + 6 keys on the keyboard to enable the Folder List View. Step 2: Then the Folder List View is displayed. For hiding the Folder List View, just shift to another view such as the Mail view in the Navigation Pane. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 11
Chapter 3: Learning the Ribbon The Ribbon was designed to help make the Office applications easier to work with, and help users discover the rich features and capabilities of Office. The menus and toolbars have expanded over the years making it difficult for users to find the commands they needed quickly and easily. With that in mind, the Ribbon was developed allowing for better usability. Understanding the Ribbon is a great way to help understand what can be done in Outlook. The ribbon holds all the information in previous versions of Microsoft Office in a more visual stream line manner through a series of tabs that include an immense variety of program features. Outlook is broken up into modules labeled Mail, Calendar, People, Tasks, Notes, Folders and Shortcuts. Each of these modules have a Ribbon with tools specific to its needs. Mail Tabs Home Tab The Home tab in the Mail section contains all the tools you need for daily e-mail messaging tasks as well as managing the messages you accumulate and retain for reference. Send/Receive Tab The Send/Receive tab in the Mail section allows you to specify behaviors for each Send/Receive group. You can specify if mail can be sent or received from an account, size limits on messages to be downloaded, folders to include when you send and receive, settings when Outlook is offline, and more. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 12
Folder Tab The Folder tab in the Mail section allows you to create, move, and organize folders in your mail box which will help you keep track of an abundance of messages more efficiently. This tab is also where you set folder permissions, archive folders, and control folder properties. View Tab The View tab in the Mail section allows you to change your current view, how messages are arranged, the layout of panes, the ability to show or hide the people pane, and control the window. The View tab gives you full control over how detailed or simplified your screen will be. New Email Tabs When you select New Email under the Home tab in the Mail Module, the Message box that appears has its own unique set of tabs. The following explains the capabilities of these tabs. Message Tab The Message tab appears after choosing New Email in the Home tab and gives you access to formatting tools, your address book, attachments, and tags to perfect your message before sending it to your contacts. Insert Tab The Insert tab appears after choosing New Email in the Home tab and allows you to insert files, pictures, tables, shapes, business cards, links and more to your email which can help you communicate information visually in your message. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 13
Options Tab The Options Tab appears after choosing New Email in the Home tab and allows you to change themes, permissions, voting, delivery controls, and more so you can further customize how you message looks, when it gets delivered, and also has tracking mechanisms. Format Text Tab The Format Text tab appears after choosing New Email in the Home tab and gives you control over how the text in your message will appear by changing the font, paragraph settings, styles, and more. Review Tab The Review tab appears after choosing New Email in the Home tab and provides the tools to check over your message before sending it. This tab is where you will find all your proofing tools such as Spelling & Grammar check, Research, Thesaurus and more. Calendar Tabs Home Tab The Calendar Home tab allows you to create appointments, set up meetings, change your schedule view, open calendars and create groups, and share your calendar. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 14
Send/Receive Tab The Send/Receive tab allows you to send/receive folders and manage groups, control downloads, and set preferences. Folder Tab The Folder tab allows you to create a new calendar and complete actions regarding the calendar, share and open calendars, and control calendar properties and permissions. View Tab The Calendar View tab allows you to change your current view, how the calendars are arranged, the layout of panes, the ability to show or hide the people pane, and control the window. The View tab gives you full control over how detailed or simplified your screen will be. New Appointment Tabs When you select New Appointment under the Home tab in the Calendar Module the Appointment box that appears has its own unique set of tabs. The following explains the capabilities of these tabs. Appointment Tab The Appointment tab allows you to schedule appointment, utilize the Scheduling Assistant, set up meetings, take notes via OneNote, add reminders to your calendar, and add tags to meetings. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 15
Insert Tab The Insert tab allows you to attach files, business cards, and signatures to a meeting. You can also add tables, screenshots, smart art and other illustrations, links, text, and symbols into the meeting. Format Text Tab The Format Text tab allows you to edit font, paragraph settings, styles, and use find and replace for the text in your appointment. Review Tab Review tab provides the tools to check over your appointment before sending it. This tab is where you will find proofing tools such as Spelling & Grammar check, Research, Thesaurus and more. People Tabs Home Tab The People Home tab allows you to create new contacts and contact groups, assign meetings and tasks, change how you view your contacts, share contacts with others, apply tags, and search your address book. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 16
Send/Receive Tab The Send/Receive tab allows you to send/receive folders and manage groups, control downloads, and set preferences. Folder Tab The Folder tab allows you to create a new folder and complete actions regarding the folder, share and open shared contacts, and control folder properties and permissions. View Tab The View tab allows you to change your current view, how your calendars are arranged, the layout of your panes, the ability to show or hide the people pane, and control the window. The View tab gives you full control over how detailed or simplified your screen will be. New Contact Tabs When you select New Contact under the Home tab in the People Module, the Contact box that appears has its own unique set of tabs. The following explains the capabilities of these tabs. Contact Tab The Contact tab allows you to save and forward contacts as well as save them to OneNote. You can also determine what fields you would like to show, share contacts via email and meetings, view and edit your address book, create business cards, and add tags. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 17
Insert Tab The Insert tab allows you to attach files, business cards, and signatures to a contact. You can also add tables, screenshots, smart art and other illustrations, links, text, and symbols into the contacts notes. Format Text Tab The Format Text tab allows you to edit font, paragraph settings, styles, and use find and replace for the text in your contacts information. Review Tab The Review tab provides the tools to check over your contact before sending or saving it. This tab is where you will find all your proofing tools such as Spelling & Grammar check, Research, Thesaurus and more. Task Tabs Home Tab The Home allows you to create new tasks, respond to tasks via email, manage the status of tasks, move tasks to a folder or OneNote, apply tags, and search your address book. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 18
Send/Receive Tab The Send/Receive tab allows you to send/receive folders and manage groups, control downloads, and set preferences. Folder Tab The Folder tab allows you to create a new folder and complete actions regarding the folder, share and open shared contacts, and control folder properties and permissions. View Tab View tab allows you to change your current view, how your tasks are arranged, the layout of your panes, the ability to show or hide the people pane, and control the window. The View tab gives you full control over how detailed or simplified your screen will be. New Task Tabs Task Tab The Task tab allows you to change how you want to view your task, manage tasks by marking them complete and assigning them, make a task recurring, and add tags to categorize and prioritize tasks. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 19
Insert Tab The Insert tab allows you to attach files, business cards, and signatures to a task. You can also add tables, screenshots, smart art and other illustrations, links, text, and symbols into the task. Format Text Tab The Format Text tab allows you to edit font, paragraph settings, styles, and use find and replace for the text in your task. Review Tab The Review tab provides the tools to check over your contact before sending or saving it. This tab is where you will find all your proofing tools such as Spelling & Grammar check, Research, Thesaurus and more. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 20
Customizing the Ribbon Use customizations to personalize the ribbon the way that you want it. For example, you can create custom tabs and custom groups to contain your frequently used commands. This can be done by selecting Options in the Backstage view and then clicking Customize Ribbon. From there you can create new Tabs and Groups selecting the commands you would like to use within them. IMPORTANT Ribbon customization is specific to the Microsoft Office program you are working in at the time. Ribbon customization does not apply across all Office programs. You can rename and change the order of the default tabs and groups that are built-into Microsoft Office 2010. However, you cannot rename the default commands, change the icons associated with these default commands, or change the order of these commands. The default commands appear in gray text. To add commands to a group, you must add a custom group to a default tab or to a new, custom tab. To help you identify a custom tab or group and to distinguish from a default tab or group, the custom tabs and groups in the Customize the Ribbon list have (Custom) after the name, but the word (Custom) does not appear in the ribbon. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 21
Chapter 4: New in Outlook 2016 This chapter provides a brief look at some of the changes you will find in Outlook 2016. Those changes include the new look of Outlook Slightly New Look Outlook 2016 still has a simplified and clean look along with the Ribbon to make navigating through various commands easy, which in turn will make you more efficient. You ll notice the blue band at the top as opposed to the mostly white screen from 2013. In the bottom, left corner, you still have the capability to switch between your Mail, Calendar, People and Tasks. You can also access Notes, Shortcuts and Folders here by clicking on the 3 horizontal dots and choosing an option from the list. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 22
Tell Me The Tell Me feature is a brand new for Microsoft Office 2016 and is located to the right of the View tab. Sometimes it can be tricky to remember where commands reside on the ribbon, especially if you don t use them often. The Tell Me feature acts as a search bar where you can type in what you are looking for and it will give you a list of commands to choose from. Tell Me saves you from searching through the many ribbon tabs and directs you to the exact command you re searching for. Smart Lookup Smart Lookup is available in all Office 2016 programs, including Word 2016. Think of this new feature as a digital research assistant. It can pull information from the web to enhance your work or assist with unfamiliar content. Simply highlight a word or phrase that you wish to research, then right-click and select Smart Lookup. A pane will appear on the left of the screen with links of information to choose from with more information on the selected text. Step 1: Highlight word/phrase Step 2: Right-click the selected text Step 3: Choose Smart Lookup from the dropdown menu. A pane will appear on the left with web research relating to the selected word or phrase. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 23
Recent Attachments One of the most useful new features in Outlook 2016 is the option to easily access recently opened files to attach to an email. Whether you are sending a new email or replying to an existing email thread, you can access the Attach File drop-down found in the Include group on the Message tab. Simply click the Attach File drop-down and click on the recently viewed item you would like to attach. This saves you time digging through folders to find an item you recently viewed that you d like to share. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 24
Chapter 5: Diving Deeper into Outlook 2016 How-To: Using Outlook in Your Office Fundamentals Auto-hide Ribbon The Ribbon is designed to respond to your current task, but you can choose to Auto-hide the Ribbon if you find that it takes up too much screen space. Step 1: Click the boxed arrow in the upper-right corner of the Ribbon. Auto-hide the Ribbon Button Step 2: The Ribbon will be minimized. To maximize the Ribbon, click the bar at the top of the page. Delete Messages Permanently When you delete messages from your inbox, they are first moved to the Deleted Items folder, which is similar to the Recycle Bin on your computer. To delete messages permanently, you will need to empty the Deleted Items folder. Step 1: Locate and right-click the Deleted Items folder in the Navigation pane, then select Empty Folder from the drop-down menu. Step 2: A confirmation dialog box will appear. Click Yes to continue. Step 3: The messages will be permanently deleted. Empty Folder Option Deleted Items Folder Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 25
Customize the Quick Access Toolbar The Quick Access Toolbar is a customizable toolbar that contains a set of commands that are independent of the tab on the ribbon that is currently displayed. You can move the Quick Access Toolbar from one of the two possible locations, and you can add buttons that represent commands to the Quick Access Toolbar. Note that you can only customize the toolbar so much as indicated by the list below. You cannot increase the size of the buttons representing the commands by an option in Microsoft Office. The only way to increase the size of the buttons is to lower the screen resolution you use. You cannot display the Quick Access Toolbar on multiple lines. Only commands can be added to the Quick Access Toolbar. The contents of most lists, such as indent and spacing values and individual styles, which also appear on the ribbon, cannot be added to the Quick Access Toolbar. However, you can customize the ribbon to personalize it the way that you want. For example, you can create custom tabs and custom groups that contain your frequently used commands. Adding a Command from the Ribbon Step 1: On the ribbon, click the appropriate tab or group to display the command that you want to add to the Quick Access Toolbar. Add to Quick Access Toolbar Option Step 2: Right-click the command, and then click Add to Quick Access Toolbar on the shortcut menu. Adding a Command from the Quick Access Toolbar Some commands cannot be found on the Ribbon. That is why there is also the option to add commands to the Quick Access Toolbar from the toolbar itself. Step 1: Click the Customize the Quick Access Toolbar button. Step 2: Find the command in the appropriate list, and then click Add. If the command cannot be found, then click on More Commands. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 26
Customize the Quick Access Toolbar Button Popular Commands More Commands Searching Step 1: In the Navigation Pane, click the folder that you want to search. Step 2: In the Instant Search box, type your search text. o o Items that contain the text that you typed appear with the search text highlighted. To narrow your search, type more characters. Step 3: To widen your search to include all folders, at the end of the search results, click Try searching again. To return the insertion point to the Instant Search box, press CTRL+E. When you are finished with the search, you can clear the search by clicking Close Search next to the Instant Search box. Attachments are searched, but search results from attachments are not highlighted. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 27
File-Backstage View Set Automatic Reply If you won't be able to answer your messages for several days, it's easy to set an automatic reply (also known as a vacation reply), which will automatically reply to any messages you receive. A vacation reply typically includes the date you plan to return and contact information while you're unavailable. Step 1: Click the File tab on the Ribbon. Step 2: Backstage view will appear. Select Info and then select Automatic Replies. Automatic Replies Option Step 3: The Automatic Replies dialog box will appear. From here, you can choose several options for your reply, including a time range, rules, and more. Step 4: Include a message for the reply, then click OK. You can set separate messages for those inside your organization and those outside the organization, by just entering in the Automatic Reply Message box the message for each one under appropriate tabs. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 28
Time Range Option Send Automatic Replies Option Inside/Outside Organization Tabs Add Rules Button Automatic Reply Message Step 5: Your reply will be automatically sent to any messages you receive. Step 6: To turn off automatic replies, navigate to Backstage view and then select Turn off. Print Email Step 1: Click the Mail category Step 2: Click the File tab on the Ribbon. Step 3: Backstage view will appear. Locate and select Print. Print Button Print Option Step 4: The Print pane will appear. Choose your settings, then click Print. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 29
Print Contacts Step 1: Click the People module. Step 2: Click the File tab on the Ribbon. Step 3: Backstage view will appear. Locate and select Print. Step 4: The Print pane will appear. Choose your desired layout, including business card, phone list, and more, then click Print. Print Calendar Step 1: Click the Calendar module. Step 2: Click the File tab on the Ribbon. Step 3: Backstage view will appear. Locate and select Print. Step 4: The Print pane will appear. Choose your desired layout, including daily, weekly, and monthly summaries of your appointments and meetings, then click Print. Import Contacts To import contacts into Outlook, you must first export those contacts to a file, most commonly a Comma Separated Value file, also known as CSV. Most email applications will provide instructions on how to export your existing contacts. Once you've exported your contacts, you're ready to import them to Outlook. Step 1: Click the File tab on the Ribbon. Step 2: Backstage view will appear. Select Open. Step 3: The Open options will appear. Select Import. Import Option Step 4: The Import and Export Wizard will appear. Follow the instructions to import contacts into Outlook. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 30
Export Contacts into Excel Step 1: Choose File. Step 2: Choose Open & Export > Import/Export. Step 3: Choose Export to a file. Step 4: Choose Comma Separated Values. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 31
Step 5: Under Select folder to export from scroll to the top if needed, and select the Contacts folder under your account. Choose Next. Step 6: Choose Browse, name your file, and choose OK. Step 7: Confirm where your new contacts file will be saved on your computer, and choose Next. Step 8: Choose Finish to start exporting your contacts immediately. Outlook doesn't display any message when the export process is complete but the Import and Export Progress box goes away. Step 9: Locate the new.csv file on your computer and open it with Excel to verify your contacts are there. You'll likely have a lot of empty cells. That's normal. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 32
Customize the Ribbon Use customizations to personalize the ribbon the way that you want it. For example, you can create custom tabs and custom groups to contain your frequently used commands. You can rename and change the order of the default tabs and groups that are built-into Microsoft Office 2016. However, you cannot rename the default commands, change the icons associated with these default commands, or change the order of these commands. The default commands appear in gray text. Get to the Customize the Ribbon Window Step 1: Click the File tab. Step 2: Under Help, click Options. Step 3: Click Customize Ribbon. List of Tabs and Groups Customize Ribbon Option Add/Remove Buttons New Group Button Rename Button New Tab Button Reset Button Import/Export Button Customize Ribbon Window Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 33
Add a Custom Tab When you click New Tab, you add a custom tab and custom group. You can only add commands to custom groups. Step 1: In the Customize the Ribbon window under the Customize the Ribbon list, click New Tab. Step 2: To see and save your customizations, click OK. Rename a default or custom tab Step 1: In the Customize the Ribbon window under the Customize the Ribbon list, click the tab that you want to rename. Step 2: Click Rename, and then type a new name. Step 3: To see and save your customizations, click OK. Hide a default or custom tab Step 1: You can hide both custom and default tabs, but you can only remove custom tabs. Note: In the Customize the Ribbon list, the custom tabs and groups have (Custom) after the name, but the word (Custom) does not appear in the ribbon. Step 2: In the Customize the Ribbon window under the Customize the Ribbon list, clear the check box next to the default tab or custom tab that you want to hide. Step 3: To see and save your customizations, click OK. Change the order of default or custom tabs Step 1: In the Customize the Ribbon window under the Customize the Ribbon list, click the tab that you want to move. Step 2: Click the Move Up or Move Down arrow until you have the order you want. Step 3: To see and save your customizations, click OK. Remove a Custom Tab Step 1: In the Customize the Ribbon window under the Customize the Ribbon list, click the tab that you want to remove. Step 2: Click Remove. Step 3: To see and save your customizations, click OK. Add a custom group to a tab You can add a custom group to either a custom tab or a default tab. Step 1: In the Customize the Ribbon window, under the Customize the Ribbon list, click the tab that you want to add a group to. Step 2: Click New Group. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 34
Step 3: To rename the New Group (Custom) group, right-click the group, click Rename, and then type a new name. Step 4: To see and save your customizations, click OK. Change the order of the default and custom groups Step 1: In the Customize the Ribbon window under the Customize the Ribbon list, click the group that you want to move. Step 2: Click the Move Up or Move Down arrow until you have the order you want. Step 3: To see and save your customizations, click OK. Remove a default or custom group Step 1: In the Customize the Ribbon window under the Customize the Ribbon list, click the group that you want to remove. Step 2: Click Remove. Step 3: To see and save your customizations, click OK. Replace a default group with a custom group You can t remove a command from a default group, a group built-into Microsoft Office. However, you can make a custom group with only the commands that you want to replace the default group. Step 1: In the Customize the Ribbon window under the Customize the Ribbon list, click the default tab where you want to add the custom group. Step 2: Click New Group. Step 3: Right-click the new group, and then click Rename. Step 4: Type a name for the new group and select an icon to represent the new group when the ribbon is resized. Step 5: In the Choose Commands from list, click Main Tabs. Step 6: Click the plus sign (+) next to the default tab that contains the group that you want to customize. Step 7: Click the plus sign (+) next to the default group that you want to customize. Step 8: Click the command that you want to add to the custom group, and then click Add. Note: You don t have to add all the commands. Instead you can add the ones that you want. Step 9: Right-click the default group, and click Remove. Add commands to a custom group Step 1: In the Customize the Ribbon window under the Customize the Ribbon list, click the custom group that you want to add a command to. Step 2: In the Choose commands from list, click the list you want to add commands from, for example, Popular Commands or All Commands. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 35
Step 3: Click a command in the list that you choose. Step 4: Click Add. Step 5: To see and save your customizations, click OK. Remove a command from a custom group Step 1: In the Customize the Ribbon window, under the Customize the Ribbon list, click the command that you want to remove. Step 2: Click Remove. Step 3: To see and save your customizations, click OK. Change the order of the commands in custom groups Step 1: In the Customize the Ribbon window under the Customize the Ribbon list, click the command that you want to move. Step 2: Click the Move Up or Move Down arrow until you have the order you want. Step 3: To see and save your customizations, click OK. Reset the ribbon to the default settings Important: When you click Reset all customizations, you reset both the ribbon and the Quick Access Toolbar to the default settings. Step 1: In the Customize the Ribbon window, click Reset. Step 2: Click Reset all customizations. Reset only the selected tab You can reset individual tabs to their default settings. Step 1: In the Customize the Ribbon window, select the default tab that you want to reset to the default settings. Step 2: Click Reset, and then click Reset only selected Ribbon tab. Import a customized ribbon You can import customization files to replace the current layout of the ribbon and Quick Access Toolbar. By being able to import the customization, you can keep Microsoft Office programs looking the same as your coworkers or from computer to computer. Note: When you import a ribbon customization file, you lose all prior ribbon and Quick Access Toolbar customizations. If you think that you might want to revert to the customization you currently have, you should export them before importing any new customizations. Step 1: In the Customize the Ribbon window, click Import/Export. Step 2: Click Import customization file. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 36
Export a customized ribbon You can export your ribbon and Quick Access Toolbar customizations into a file that can be imported and used by a coworker or on another computer. Once exported you can save this customization and send it to others in your office. Step 1: Make your customizations to the ribbon Step 2: In the Customize the Ribbon window, click Import/Export. Step 3: Click Export all customizations. Mail Home Tab Send an Email Step 1: Click the New Email command on the Ribbon. The Compose window will appear. New Email Button Step 2: Enter the recipient s email address in to the To field. Step 3: Type the email subject into the Subject field. Step 4: Type the body of the message in the body pane Step 5: When finished composing the message hit the Send button. The Send Button The to Field The Subject Field The Body Pane Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 37
Customize Categories Outlook 2016 offers six default categories. You may want to customize these categories before you start using them to organize your messages, as the default categories may not prove to be especially helpful in sorting your mail. Step 1: Locate and select the Categorize command on the Home tab, then select All Categories... from the drop-down menu. Step 2: The Color Categories dialog box will appear. Step 3: Select the desired category and then click the Rename button. In this example, we'll rename one of the default categories to help organize messages about upcoming staff meetings. New Category Button Rename Category Button Delete Category Button Category Color Button Step 4: Type the new name for the category. You can also select a new color if you prefer. Once you're satisfied with the changes, click OK. Step 5: The customized category will appear in the categories list. Category in List Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 38
Apply a Category Step 1: Select the desired message, then click the Categorize command on the Ribbon. Step 2: Select the desired category from the drop-down menu. Step 3: The category will be applied to the message and visible in both the View and Reading panes. Applied Applied Category Category Filter Messages by Categories Once you've applied categories to some of your messages, you can easily view all the messages in any given category by using a filter. For example, you may wish to view messages in the Meetings category so that you can see everything that pertains to an upcoming meeting. Step 1: Locate and select the Filter E-mail command on the Ribbon, hover over Categorized, and then select the desired category from the drop-down menu. Filter Email Button Step 2: Messages matching the selected category will appear in the View pane. Apply a Flag As you respond to different messages throughout the day, some may prove to be more time-sensitive than others. If you want to make sure you respond to urgent messages quickly, you can use flags. Flags create a task associated with the message, which will prompt you with reminders until the task is complete. Step 1: Select the desired message and then click the Follow Up command on the Ribbon. Follow Up Button Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 39
Step 2: Choose the deadline for the task from the drop-down menu. Deadline List Step 3: The flag will be applied. To mark the task as complete, click the flag and then select Mark Complete from the drop-down menu. Ignore a Conversation You can keep unwanted conversations out of your Inbox by using the Ignore Conversation feature. Ignore Conversation removes all messages related to the conversation that you select, and moves future messages in the conversation directly to your Deleted Items folder. Step 1: In the message list, click the conversation or any message within the conversation that you want to ignore. Step 2: On the Home tab, in the Delete group, click Ignore. Ignore Conversation Button Step 3: Click Ignore Conversation. Stop Ignoring a Conversation Step 1: In the Deleted Items folder, click the conversation that you want to recover, or any message within that conversation. By default, the Deleted Items folder is arranged by date. To change to Conversation view, click Arrange By, and then click Conversation. Step 2: On the Home tab, in the Delete group, click Ignore. Step 3: Click Stop Ignoring Conversation. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 40
Clean Up a Conversation You can reduce the number of messages in your mail folders by using the new Conversation Clean Up feature in Microsoft Outlook 2010. Redundant messages throughout a Conversation are moved to the Deleted Items folder. Step 1: On the Home tab, in the Delete group, click Clean Up. Step 2: Clean Up command on the ribbon Step 3: Click one of the following: o Clean Up Conversation - The current Conversation is reviewed, and redundant messages are deleted. o Clean Up Folder - All Conversations in the selected folder are reviewed, and redundant messages are deleted. o Clean Up Folder & Subfolders - All Conversations in the selected folder and any folder that it contains are reviewed, and redundant messages are deleted. Delete a Message Step 1: Select the message you would like to delete. Step 2: Click the Delete button on the Home tab under the Delete group. Delete Message Button Reply to a Message Step 1: Select the message you want to reply to. Step 2: Click the Reply button on the Home tab. Reply Button Step 3: The message window will open already addressed to the sender of the original message and with a default reply subject in the subject field. Fill out the body of your message above the original message and hit Send when complete. Forward a Message Step 1: Select the message you want to reply to. Step 2: Click the Forward button on the Home tab. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 41
Forward Button Step 3: Enter the email address of the person you want to forward the message to in the To: field and click send. Forward Email as an Attachment Step 1: Open a mail folder in the Navigation Pane, and click to select the email message that you will forward later. Step 2: Forward it as an attachment: Click the More > Forward as Attachment in the Respond group on the Home tab; Step 3: Compose the forwarding message, and click the Send button Save Message Attachment Attachments are Office documents, photos or PDF s that are packaged along with an email. Attachments are completely separate from the body of text that makes up the actual content of email and can take up a lot of room in your email. Saving attachments to your computer or OneDrive keeps Outlook accounts small. Attachment Step 1: In the Reading Pane or the open message, click an attachment. To select multiple attachments, hold down the Ctrl key while clicking the attachments. Step 2: Click Attachments. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 42
Step 3: In the Actions group, click Save As. You can also right-click the attachment, and then click Save As. Step 4: Click a folder location, and then click Save. To Save All Message Attachments If a message contains multiple attachments, you can save time by saving all the attachments at the same time. Step 1: In the Reading Pane or the open message, click an attachment. Step 2: Click Attachments. Step 3: In the Actions group, click Save All Attachments Step 4: In the Save All Attachments dialog box, click OK. Step 5: Click a folder location, and then click OK. Create a New Rule Rules can save you a lot of time by automatically performing commands like moving or deleting messages as they arrive. For example, if you always move emails from a certain person to a folder, you could create a rule to do this automatically. You can create rules that look for a specific sender, recipient, subject, or specific words that are contained in the body of the email. Step 1: Locate and select the Rules command on the Home tab and then select Manage Rules & Alerts... from the drop-down menu. Rules Button Step 2: The Rules and Alerts dialog box will appear. Step 3: Click the Create Rule... button. Step 4: The Rules Wizard will appear. Follow the instructions to create a new rule. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 43
Quick Steps Quick Steps is a feature in Microsoft Outlook that applies multiple actions at the same time to email messages. This helps you quickly manage your mailbox. For example, if you frequently move messages to a specific folder, you can use a Quick Step to move the message in one click. Or, if you forward messages to your manager or peers, a one-click Quick Step can simplify the task. The Quick Steps included with Outlook 2010 can be customized. You can also create your own to make a Quick Steps gallery of mail actions that you take most often. QUICK STEP Move to: To Manager Team E- mail Done Reply & Delete Create New ACTION Moves the selected message to a mail folder that you specify and marks the message as read. Forwards the message to your manager. If your organization uses Microsoft Exchange Server, your manager's name is detected in the Global Address List and inserted in the "To" box, or you can specify the recipient. Forwards the message to others in your team. If your organization uses Microsoft Exchange Server, your team member s names are detected in the Global Address List and inserted in the "To" box. Moves the message to a specified mail folder, marks the message complete, and then marks it as read. Opens a reply to the selected message, and then deletes the original message. Create your own Quick Step to execute any sequence of commands, name it, and then apply an icon to help you identify it. To Use a Quick Step Step 1: Select message Step 2: Select Quick Step to perform and the action will immediately happen To Create a Quick Step Step 1: Click CREATE NEW in the Quick Steps window. This will launch the Manage Quick Steps window Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 44
Step 2: In the Manage Quick Steps window, click the New button to create a new Quick Step. Step 3: In the drop-down that appears, select the action that you would like to perform in this Quick Step. Step 4: Continue following the prompts for what action you would like this Quick Step to perform. Step 5: Click OK when complete. Mark as Read/Unread Step 1: Select the message you want to mark read or unread. Step 2: Click the Unread/Read button on the Home tab and the message will switch from being read or unread. Unread/Read Button Move a Message to a Different Folder Step 1: Select the message you want to reply to. Step 2: Click the Move button on the Home tab and a drop-down box will appear with a list of folders. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 45
Move Button Step 3: Select the folder you would like the message to be moved to. Clean Up a Folder Clean up Folder moves all redundant messages in the current folder to the designated "Cleanup" folder. These messages aren't deleted, just moved. Redundant messages are early messages in email exchanges, which quote the previous message, which quotes the previous message so, in a long thread, you may end up with 6 or more copies of the early messages. After running Clean Up folder, the early messages are moved to the cleanup folder. Step 1: Click the Clean up command on the Home tab. You can clean up only the selected conversation, all mail in the folder, or all mail within the selected folder and its subfolders. Clean Up Button Step 2: A dialog box will open alerting you as to where the redundant messages will be moved. Select Ok and all redundant messages will be removed. Send/Receive Tab Create a Send/Receive Group Step 1: Click the Send/Receive tab Step 2: Click the Send/Receive Groups drop down and select Define Send/Receive Groups Step 3: Click New on the Send/Receive Groups dialog box Step 4: Type in a name for the group and click OK. Step 5: The Accounts pane will list all the available accounts. Select the accounts you would like to include and check the Include the selected account in this group box at the top of the dialog box. Step 6: After checking that box the Account Options will be available. Set your preferences and click OK. Create a Send/Receive Group from an Existing Group s Settings Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 46
Step 1: Click the Send/Receive tab and click the Send/Receive Groups drop down menu. Step 2: Click Define Send/Receive Group. Step 3: Select the group that you want to copy and click Copy. Step 4: Type a name for the new group and click OK. Step 5: Select the copy of the group you created and click Edit. Step 6: Use the Accounts pane to select accounts you want to add to the group. Then check the Include the selected account in this group box. Step 7: After checking that box the Account Options will be available. Set your preferences and click OK. Edit a Send/Receive Group Step 1: Click the Send/Receive tab and click the Send/Receive Groups drop down menu. Step 2: Click Define Send/Receive Groups. Step 3: The Send/Receive Groups dialog box will appear; Click the group you want to make changes to. Step 4: Use the Setting for group options below to make changes or click Edit to make account changes. Rename a Send/Receive Group Step 1: Click the Send/Receive tab and click the Send/Receive Groups drop down menu. Step 2: Click Define Send/Receive Groups. Step 3: The Send/Receive Groups dialog box will appear. Click the group that you want to change and click Rename Step 4: Type the new name in the space provided and click OK. Remove a Send/Receive Group Step 1: Click the Send/Receive tab and click the Send/Receive Groups drop down menu. Step 2: Click Define Send/Receive Groups. Step 3: Select the group you want to remove and click Remove. Your account information will not be deleted by removing a Send/Receive group. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 47
Folder Tab Create New Folder Step 1: Locate and select the Folder tab on the Ribbon. The Folder tab will appear. Step 2: Select the desired location for the folder and then click the New Folder command. New Folder Button Step 3: The Create New Folder dialog box will appear. Type the name for the folder and click OK. Step 4: The folder will be created in the selected location. New Folder Copy Folder Step 1: Click the Folder tab and in the Actions group click Copy Folder Step 2: In the Copy Folder dialog box select where you want to copy your folder to and click OK. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 48
View Tab Change Views Step 1: Click the Change View button on the View tab. A drop-down box will appear with a list of views and other viewing options. Step 2: Select Manage Views More View Options People Pane The Outlook Social Connector connects Microsoft Outlook 2010 to your business and personal social networks. Within Outlook, you can stay up to date on the status and activities of your contacts, whether they are from your organization s network, or from social networking sites on the Internet. To Set Up Social Connection Step 1: In the View tab, select People Pane and Account Settings Change View Button View List People Pane Step 2: From account settings, select the account you want to connect to your outlook by check marking the box. Step 3: The box selected will expand, allowing you fields to input the User Name and Password to connect the account. Step 4: Click CONNECT Step 5: The Account Setting dialog box will not sure accounts linked to, with a green check mark in front and the option to edit the sign in information or delete the account link. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 49
Step 6: Click Finish when complete. To Change or Delete Social Connection Step 1: In the View tab, select People Pane and Account Settings Step 2: From account settings, select the account you want to connect to your outlook by check marking the box. Settings Delete Step 3: The settings option always you to change passwords, along with management of what data is shared between the social network and office. Click OK when complete the settings option. Step 4: The delete option will disconnect the social connection from office completely. The option will still be there to still connect an account if you decide to reconnect one. Step 5: Click FINISH when complete. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 50
New Email Tabs Message Tab Using Cut, Copy, and Paste To use copy and paste or cut and paste operations, Outlook makes use of a temporary memory called the clipboard. When you copy or cut the text then it will temporarily stay in the clipboard and in the second step you can paste this content in a desired location. Copy Button Cut Button Paste Button Copy & Paste Operation: Copy operation will copy the content from its original place and create a duplicate copy of the content at the desired location without deleting the text from its original location. Step 1: Select a portion of the text using any of the text selection methods. Step 2: At the second step, you have various options available to copy the selected text in the clipboard. Just use the one you like most: o Using Mouse Right Click: If you right click on the selected text, it will display a copy option, just click this option to copy the selected content in clipboard. o Using Ribbon Copy Button: After selecting a text, you can use the copy button available at the ribbon to copy the selected content in clipboard. o Using <Ctrl> + C: After selecting the text, just press <Ctrl> + C to copy the selected content in clipboard. Step 3: Finally click the place where you want to paste the selected text and use either of these two simple options: o Using Ribbon Paste Button: Click the paste button available on the ribbon to paste the copied content at the desired location. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 51
o Using <Ctrl> + V: This is simplest way of pasting the content. Just press <Ctrl> + V to paste the content at the new location. Note: You can repeat the paste operation as many times as you like to paste the same content. Cut & Paste Operation: Cut operation will cut the content from its original place and move the content to a new desired location Step 1: Select a portion of the text using any of the text selection methods. Step 2: You have various options available to cut the selected text and put it in the clipboard. Use the one you like most: o Using Mouse Right Click: If you right click on the selected text, it will display a cut option, click this option to cut the selected content and keep it in the clipboard. o Using Ribbon Cut Button: After selecting the text, you can use the cut button available on the ribbon to cut the selected content and keep it in the clipboard. o Using <Ctrl> + X: After selecting the text, just press <Ctrl> + X to cut the selected content and keep it in the clipboard. Step 3: Finally click where you want to move the selected text and use either of these two simple options: o Using Ribbon Paste Button: Click the paste button available on the ribbon to paste the content at the new location. o Using <Ctrl> + V: This is the simplest way of pasting the content. Just press <Ctrl> +V to paste the content at the new location. Text Formatting To Change the Font Step 1: Select the cells you want to modify. Step 2: Click the drop-down arrow next to the font command on the Message tab. The font drop-down menu appears. Step 3: Move your mouse over the various fonts. A live preview of the font will appear in the message. Font Button Step 4: Select the font you want to use. To Change the Font Size Step 1: Select the cells you want to modify. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 52
Step 2: Click the drop-down arrow next to the font size command on the Message tab. The font size drop-down menu appears. Step 3: Move your mouse over the various font sizes. A live preview of the font size will appear in the message. Font Grow Button Font Size Button Font Shrink Button Step 4: Select the font size you want to use. Note: You can also use the Grow Font and Shrink Font commands to change the size. Use the Bold, Italic, and Underline Commands Step 1: Select the cells you want to modify. Step 2: Click the Bold (B), Italic (I), or Underline (U) command on the Message tab. Italic Button Bold Button Underline Button To Change the Font Color Step 1: Select the cells you want to modify. Step 2: Click the drop-down arrow next to the font color command on the Message tab. The color menu appears. Step 3: Move your mouse over the various font colors. A live preview of the color will appear in the worksheet. Step 4: Select the font color you want to use. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 53
Font Color Button Font Color List More Colors Option Note: Your color choices are not limited to the drop-down menu that appears. Select More Colors at the bottom of the menu to access additional color options. To Change Horizontal Text Alignment Step 1: Select the cells you want to modify. Step 2: Select one of the three horizontal Alignment commands on the Message tab. o Align Text Left: Aligns text to the left of the cell. o Center: Aligns text to the center of the cell. o Align Text Right: Aligns text to the right of the cell. Align Center Align Left Align Right Using the Address Book Step 1: Click the Address Book button on the Message tab. A dialog box will open showing a list of your contacts. Address Book Button Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 54
Step 2: Search for a contact using the search bar or browse through the contacts. Select a contact and click the To, CC. or BCC button to enter that contact s email address in the corresponding field of the message. Search Bar Contact List To Button CC Button BCC Button Step 3: Click Ok when finished and complete your message. Attaching Files in a Message Files can be attached to an e-mail message. Also, other Outlook items, such as messages, contacts, or tasks can be included with messages that you send. Step 1: Create a message, or for an existing message, click Reply, Reply All, or Forward. Step 2: In the message window, on the Message tab, in the Include group, click Attach File. Attach File Button Step 3: A window will open with all the files. Find the file you would like to attach and select it. Step 4: Click Insert to insert the file into the message. Create an Email Signature A signature is an optional block of text that appears at the end of every email you send. If you send a lot of email messages, signatures can save you a lot of time. They're also a good way to share your title and additional contact information, such as a phone number, with new contacts. Step 1: From the Compose window, locate and the select Signature command on the Ribbon, then select Signatures... from the drop-down menu. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 55
Signature Button Step 2: The Signatures and Stationary dialog box will appear. Click New. New Button Step 3: The New Signature Dialog Box will appear. Enter a name for the signature and click OK. Step 4: Enter the desired signature. A signature typically includes your name and some contact information, like your phone number or email address. You can also include basic formatting and hyperlinks. Step 5: When you're satisfied with the signature, click OK. Email Signature Step 6: The Compose window will appear. Locate and select the Signature command, then select the newly created signature from the drop-down menu. Step 7: The signature will appear in the body of the compose window. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 56
Insert Tab Insert a Table Step 1: From the Insert tab, click the Table button. This will display a simple grid shown below. When you move your mouse over the grid cells, it makes a table which appears in the document. Table Button Table Grid Step 2: Click the square representing the lower-right corner of your table, which will create an actual table in your document and Outlook goes in table design mode giving lots of options to work with as shown below. Table Styles Table Style Options Table Styles Button Step 3: This is the optional step if you want to have a fancy table. Click the Table Styles button to display a gallery of table styles. When you move your mouse over any of the styles, it shows a real time preview of your actual table. Step 4: To select any of the styles, just click over the built-in table style and you will see that selected style has been applied on your table. Inserting a Picture To insert a picture from your scanner or camera, use the software that came with your scanner or camera to transfer the picture to your computer. Save the picture, and then insert it by following these steps. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 57
Step 1: Click where you want to insert the picture in your message. Step 2: On the Insert tab, in the Illustrations group, click the Picture button. Picture Button Step 3: Locate the picture that you want to insert. For example, you might have a picture file located in My Documents. Step 4: Double-click the picture that you want to insert. Inserting a Shape Shapes are great for adding common graphics to your message. You can insert shapes by following these simple steps. Step 1: On the Insert tab, in the Illustrations group, click Shapes. Shapes Button Step 2: Click the shape that you want, click anywhere in the document, and then drag to place the shape. Step 3: To create a perfect square or circle (or constrain the dimensions of other shapes), press and hold SHIFT while you drag. Inserting a Screenshot Screenshots are useful for capturing snapshots of information that might change or expire, such as a breaking news story or a time-sensitive list of available flights and rates on a travel Web site. Screenshots are also helpful for copying from Web pages and other sources whose formatting might not successfully transfer into the file by any other method. Screenshots are static images. When you take a screenshot of something (for example, a web page), and the information changes at the source, the screenshot is not updated. Listed below are the simple steps to add a screenshot. Step 1: On the Insert tab, in the Illustrations group, click Screenshot. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 58
Screenshot Button Available Windows Gallery Step 2: Do one of the following: o To add the whole window, click the thumbnail in the Available Windows gallery. o To add part of the window, click Screen Clipping, and when the pointer becomes a cross, press and hold the left mouse button to select the area of your screen that you want to capture. Step 3: If you have multiple windows open, click the window you want to clip from before clicking Screen Clipping. When you click Screen Clipping, the program you are working in is minimized and only the window behind it is available for clipping. Note: After you add the screenshot, you can use the tools on the Picture Tools tab to edit and enhance the screenshot. Insert a Hyperlink Step 1: Select the text or picture that you want to display as the link. Step 2: On the Insert tab, in the Links group, click Hyperlink Button image. Screen Clipping Option Hyperlink Button Step 3: You can also right-click the text or picture and then click Hyperlink. Step 4: Do one of the following: o To link to an existing file or Web page, click Existing File or Web Page under Link to, and then type the address that you want to link to in the Address box. If you don't know the address for a file, click the arrow in the Look in list, and then navigate to the file that you want. o To link to a file that you haven't created yet, click Create New Document under Link to, type the name of the new file in the Name of new document box, and then, under When to edit, click Edit the new document later or Edit the new document now. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 59
Options Tab Using Themes A theme is a set of colors, fonts and effects that determine the overall look of your message. Themes are a great way to change the tone of your entire message quickly and easily. All documents in Outlook 2010 use a theme. You've already been using a theme, even if you didn't know it: the default Office theme. Every theme, including the Office theme, has its own theme elements: Theme Colors The color scheme that will be assigned to the message. Theme Fonts The different fonts used throughout the message. Theme Effects The style of shapes and graphics assigned throughout the message. To Change the Theme: Step 1: Select the Options tab. Step 2: Click the Themes command. A drop-down menu will appear. Themes Button List of Themes Step 3: Hover the mouse over a theme to see a live preview of it. Step 4: Select the desired theme. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 60
To Change the Theme Colors: Step 1: From the Options tab, click the Theme Colors command. A drop-down menu will appear. List of Theme Colors Theme Colors Button Customize Colors Option Step 2: Hover the mouse over the different sets of Theme Colors to see a live preview. Step 3: Select the set of Theme Colors you desire, or select Create New Theme Colors to customize each color individually. To Change the Theme Fonts: Step 1: From the Options tab, click the Theme Fonts command. A drop-down menu will appear. Theme Fonts Button List of Theme Fonts Customize Fonts Option Step 2: Hover the mouse over the different sets of Theme Fonts to see a live preview. Step 3: Select the set of Theme Fonts you desire, or select Create New Theme Fonts to customize each font individually. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 61
To Change the Theme Effects: Step 1: From the Options tab, click the Theme Effects command. A drop-down menu will appear. Theme Effects Button List of Theme Effects Step 2: Hover the mouse over the different sets of Theme Effects to see a live preview. Step 3: Select the set of Theme Effects you desire. Note: Some themes can add a Picture Fill to shapes, depending on which Shape Styles are used. For example, the Paper theme can add a paper-like texture to shapes. Try exploring some of the different Shape Styles after changing the theme. Save Your Theme: Once you've found settings that you like, you may want to save the theme so that you can use it in other documents. Step 1: From the Options tab, click the Themes command. A drop-down menu will appear. Step 2: Select Save Current Theme. Step 3: Type a file name for your theme and the click Save. Save Current Theme Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 62
Show Fields You can display the From and BCC field inside the message window. Step 1: From the Options tab, click the BCC or From command in the Show Fields group. Step 2: The selected fields will show up in the message window. Bcc Button From Button From Field Bcc Field Use Voting Buttons It is easy to create a poll in Microsoft Outlook by including voting buttons in an email message that you are sending. Recipients' votes are delivered to your Inbox. Step 1: Create a new email message, or open a message that you want to reply to or forward. Step 2: On the Options tab, in the Tracking group, click Use Voting Buttons. Step 3: Use Voting Buttons command on the ribbon Use Voting Buttons Command Step 4: Click one of the following: o Yes; No - When you want only a definite yes or a no, this is the best choice. o Yes; No; Maybe - This voting option offers recipients a third option. o Custom - Click this command to create your own custom voting button names. For example, you can ask your colleagues to choose among restaurants for a lunch meeting. Request a Receipt A delivery receipt confirms delivery of your email message to the recipient's mailbox, but not that the recipient has seen it or read it. A read receipt confirms that your message was opened. Step 1: In the message, on the Options tab, in the Tracking group, select the Request a Delivery Receipt or the Request a Read Receipt check box. Request Receipt Options Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 63
Delay Message Delivery Time and Date Email messages are sent immediately when you click Send. In Microsoft Outlook 2016, you can delay sending a single email message or use rules to delay the delivery of all messages. These messages are held in the Outbox for a specified time after you click Send. Step 1: In the message, on the Options tab, in the More Options group, click Delay Delivery. Delay Delivery Command Step 2: Click Message Options. Step 3: Under Delivery options, select the Do not deliver before check box, and then click the delivery date and time that you want. Step 4: Click SEND, the message will remain in the Outlook Outbox until the delivery time. Format Text Tab Clipboard The Office Clipboard stores text and graphics that you copy or cut from anywhere, and it lets you paste the stored items into any other Office file. Here's how it works in Word 2016. Cut & Copy Operation: Step 1: If you're not already there, click Home, then click the launcher in the lower-right corner of the Clipboard group. Step 2: Select the text or graphics you want to copy, and press Ctrl+C. You can also press Ctrl+X to cut the text or graphics. Each selection appears in the Clipboard, with the latest at the top. You can copy (or cut) 24 items, and they stay in the Clipboard until you close all your Office programs. Step 3: Optionally, repeat step 2 until you've copied all the items you want to use. TIP After you open the Clipboard, it stores content that you copy or cut from anywhere. The same thing happens when you set the Clipboard to store content but remain closed, if you have an Office program running. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 64
Format Painter If you already have a well formatted text and you want to apply similar formatting to another text, then Microsoft Word provides a feature to copy and apply a format from one text to another text. This is very useful and a time saving operation. Copy and Apply of text formatting works for various text attributes, for example text fonts, text colors, margins, headings etc. Copy and Apply Text Formatting: The following are the simple steps to copy and apply text formatting from one portion of your document to another portion of your document. Step 1: Select the text containing the formatting that you want to copy. Format Painter Button Step 2: click the Home tab and click the Format Painter button to copy the format of the selected text. As soon as you click the format painter button, the mouse pointer changes to a paintbrush when you move the mouse over your document. Step 3: Now you are ready to apply the copied text format to any of the selected text. Select a text using the mouse where you want to apply the copied text format. While selecting a text, you must make sure that your mouse pointer is still in the paint brush shape. After selecting the text, just release the right click button of your mouse and you will see that the newly selected text is changed to the format used for the original selection. You can click anywhere outside the selection to continue working on your document for further editing. Copy and Apply Text Formatting multiple times: Step 1: If you want to apply formatting in multiple places, then you would have to double click the Format Painter button while copying text format. Then you just keep selecting text where you want to apply the text formatting. Step 2: When you are done with applying formatting at all the places, again click once on the Format Painter to come out of the format applying operation. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 65
Styles Style sets include a combination of title, heading, and paragraph styles. Style sets allow you to format all the elements of your document at once, rather than formatting your title and headings separately. Select a Style Step 1: Select the text that you want to format. Step 2: In the Style group on the Home tab, hover over each style to see a live preview in the document. Click the More drop-down arrow to see additional styles. More Styles Button Styles Step 3: Select the style you desire. Now the selected text appears formatted in the style. Styles List Paste Operation: You can paste items into any Office file that you have open, individually or all at once. Step 1: In your document, click where you want to paste the item. Step 2: In the Clipboard, click the item you want to paste or, to paste everything, click Paste All. Delete items from the Clipboard: Do any of the following: Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 66
Step 1: Click the arrow on the right side of the item and click Delete. Step 2: Right-click the item you want to delete and click Delete. Step 3: Click Clear All to clear everything out of the Clipboard. Close the Clipboard Do any of the following: Step 1: Click the X in the upper-right corner of the Clipboard pane. Step 2: Click the arrow next to the X and click Close. Review Tab Check Spelling Outlook provides a decent Spelling and Grammar Checker which enables you to search for and correct all spelling and grammar mistakes in your document. Outlook is intelligent enough to identify misspelled or misused, as well as grammar errors and underlines them as follows. A red underline beneath spelling errors. A green underline beneath grammar errors. A blue line under correctly spelled but misused words. Check Spelling and Grammar using Review tab: Here is the simple procedure to find spelling mistakes and fix them: Step 1: Click the Review tab and then click the Spelling & Grammar button. Spelling & Grammar Button Step 2: A Spelling and Grammar dialog box will appear and will display wrong spellings or grammar mistakes and correct suggestions as shown below: Step 3: Select one of the given suggestions you want to use and click Change option to fix the spelling or grammar mistake and repeat the step to fix all the spelling or grammar mistakes. Step 4: Word displays a dialog box when it finishes checking for spelling and grammar mistakes, finally Click OK. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 67
Calendar Home Tab Create a New Appointment Step 1: Locate and select the New Appointment command on the Home tab under the Calendar category. New Appointment Button Step 2: The New Appointment dialog box will appear. Enter the desired information for the appointment. At the very least, you should include a subject, time, and location but you can also include lots of other information, such as reminder preferences, detailed notes, and more. Save & Close Button Step 3: When you are done entering the appointment information, click Save & Close. Step 4: The appointment will be saved and added to your calendar. Note: You can also schedule a new appointment by selecting the desired time on your calendar. The New Appointment dialog box will appear with the selected time. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 68
Create a New Meeting Step 1: A meeting is just like an appointment on your calendar, but with other attendees. To schedule a meeting, you must first send a meeting request. Step 2: Locate and select the New Meeting command on the Ribbon. New Meeting Button Step 3: The New Meeting dialog box will appear. Whenever you request a meeting, you'll be sending an email message to the attendees. Enter attendees for the meeting into the To: field as you would enter recipients in the Compose window of an email. Step 4: Enter the information for the meeting. At the very least, you should include a subject, time, and location. You can also include a message as you would in an email. Step 5: When you've finished entering meeting information, click Send. Step 6: The meeting request will be sent to the selected attendees and the meeting will appear on your calendar. When your attendees accept the meeting request, the meeting will appear on their calendars as well. Accept a Meeting Request When someone wants to schedule a meeting with you, you will receive a meeting request as an email message. Step 1: Navigate to Mail view. Locate and select the meeting request. Step 2: Click Accept at the top of the message, and then choose your desired option from the drop-down menu. You can choose to either edit your reply or simply accept the meeting. Step 3: The meeting will be added to your calendar. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 69
Show a Different Range of the Calendar Step 1: In Calendar, on the Home tab, in the Arrange group, click Day, Work Week, Month, or Schedule View. Calendar Ranges Step 2: To change the amount of information that appears in the month view, click the bottom half of the Month button, and then click a detail level. o Show Low Detail - Only holidays appear on a blank calendar. o Show Medium Detail - Holidays and color bars appear that indicate days on which you have calendar items. o Show High Detail - Time and header information, including category colors for calendar items appear. Email a Calendar Step 1: In Calendar, on the Home tab, in the Share group, click E-mail Calendar. Email Calendar Command Step 2: A dialog box will appear. In the Calendar list, choose the calendar to send. By default, the default Calendar is chosen. This is the Outlook calendar that is used to display your free/busy information to others and where meeting requests are accepted. Step 3: In the Date Range list, choose the amount of calendar data to include in your message, or click Specify dates to enter a custom date range. Note: If you choose a large date range or select Whole calendar, you might create a large message. Step 4: In the Detail list, choose the amount of detail to show the recipients. By default, the Availability only option is selected. None of the options include your items marked private unless you change the privacy option in Advanced options. Step 5: Optionally, you can restrict the information included in the message to your working hours by selecting the Only show time within my working hours check box. To change your working hours, click Set working hours. Step 6: Optionally, to see advanced options, click Show. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 70
o o o Step 7: Click OK. Include details of items marked private - This option requires Detail to be set to Limited Details or Full Details. The existence of private items is included, but no further information is shared. Include attachments within calendar items - This option requires Detail to be set to Full Details. All attachments on calendar items, such as spreadsheets, are included. E-mail Layout - You can include your Daily schedule or a List of events. Step 8: In the To box, enter the name of the person to whom you want to send the subscription information. Step 9: In the message body, enter any information you want to include. Step 10: Click Send. Share a Calendar Step 1: From the Home tab, locate and select the Share Calendar command on the Ribbon. The Sharing invitation dialog box will appear. Share Calendar Button View Tab Arrangement View In the Arrangement section of the View tab you will see a series of options that you can click on to change how your calendars are displayed. You can view the current day, the work week (Monday- Friday), the entire week, the month, or schedule view. Time Scale The Time Scale button in the Arrangement group allows you to choose how much space and details you see in your calendar. The more amount of time the least amount of details you will see. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 71
Overlay The Overlay button will combine multiple calendars together separating the appointments by colors. This way you can view multiple calendars in one space. This makes it easier to see what multiple people have going on during a particular period of time. Color The Color button is found on the View tab in the Color section. This is where you can change the color of your calendars. Step 1: Select the calendar that you want to apply a color to by clicking into it. Step 2: Click Color and choose a color from the menu that appears. Layout The Layout section of the View tab is where you can change the way the panes are organized. Folder Pane Reading Pane When the Folder Pane is Normal it will show the current and following months calendars as well as the calendars that you have access to in the left pane. When minimized you will see a bar marked All Folders and an arrow that allows you to expand and minimize the pane. When you mark Off you will see nothing on the right side where the pane usually exists. The Reading Pane allows you to see the details of an appointment you have selected in a calendar without opening the appointment in a new window. The reading pane can be viewed from the Right or the Bottom of the screen. If you select off, you will not see the Reading Pane. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 72
To-Do Bar The To-Do Bar allows you to see a full calendar, favorite people, and tasks in a pane on the right. Reminders Window The reminders window will pop up to remind you of upcoming appointments. You can set these pop ups to appear at a specific time before the appointment. This window is also where you will dismiss the appointment pop up or dismiss all appointment reminders. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 73
New Appointment Appointment Tab Create an Appointment Reminder You can create reminders for your most important appointments, which can be especially helpful if you keep a busy schedule. For example, you might schedule a reminder for an important lunch date that would appear thirty minutes before the appointment. Step 1: To create a reminder, simply set a reminder time on the Ribbon when creating a new appointment. Reminder Button Step 2: The reminder will appear in a pop-up dialog box at the scheduled time. Using the Scheduling Assistant Step 1: On the Meeting tab, in the Show group, click Scheduling Assistant. The Scheduling Assistant helps to find the best time for your meeting. Scheduling Assistant Command Step 2: Click Add Others, and then click Add from Address Book. Step 3: In the Select Attendees and Resources dialog box, in the Search box, enter the name of a person or resource that you want to invite to the meeting. If you are searching with the More Columns option, then click Go. Step 4: Select the name from the results list, and click Required, Optional, or Resources, and then click OK. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 74
Note: Required and Optional attendees appear in the To box on the Meeting tab, and Resources appear in the Location box. Step 5: Check the free/busy grid shows the availability of attendees. A green vertical line represents the start of the meeting. A red vertical line represents the end of the meeting. Meeting Attendees Visual Calendar Suggested Times Pane Add Attendees Meeting Time Step 6: Use the Suggested Times pane locates to find the best time for your meeting, which is defined as the time when most attendees are available. The best meeting time appears at the top of the pane. To select any of the suggested times, click the time suggestion in the Suggested Times pane. You can also manually pick a time on the free/busy grid. Invite Attendees Step 1: Click the Invite Attendees command on the Appointment tab. Invite Attendees Command Step 2: Enter the attendees by email address or from your address book in the To field to invite them to the meeting. Step 3: Finish the invite by choosing a date, time, place, and a description in the body. Step 4: Click send when finished. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 75
People Home Tab Create a New Contact Step 1: From Contacts view, locate and select the New Contact command on the Ribbon. New Contact Button Step 2: The Contact dialog box will appear. Save & Close Button New Contact Dialog Box Step 3: Enter the contact information. At the very least, you should enter a first and last name, as well as an email address. However, you can also enter other information, like phone numbers, alternate email addresses, and more. Step 4: When you are finished filling out the contact information, click Save & Close. Step 5: The contact will be added to your contacts list. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 76
Share a Contact Step 1: Create a message, or for an existing message, click Reply, Reply All, or Forward. Step 2: In the message window, click Message. Step 3: In the Include group, click Attach Item. Step 4: Point to Business Card, and then click Other Business Cards. Click a contact, and then click OK. To select multiple contacts, press and hold Ctrl as you click each contact Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 77
New Contacts Contact Tab Contact from same Company Step 1: Click People at the bottom of the screen Step 2: In the New group click New Contact (or Ctrl+N) Step 3: Enter the information you have in the available fields Step 4: Click the Save & New drop down menu in the Actions group. Step 5: Click Contact from the Same Company then Save & Close. Email Contact After creating a new contact, you may want to email them right away. Click Email in the Communicate section of the Contact tab to send your new contact an email. Create Meeting Request After creating a new contact, you may want to request a meeting with them right away. Click Meeting in the Communicate section of the Contact tab to send your new contact a Meeting invite. Assign Task To assign a task to a newly created contact, click the More button in the Communicate group. From the menu click Assign Task. Then fill out the task fields as you normally would. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 78
Tasks help track things you need to do. You can assign tasks to other people as well. Step 1: On the navigation bar, click Tasks, and then click New Task, or open an existing task. o Keyboard shortcut To create a task, press Ctrl+Shift+K. Step 2: Click Assign Task. Step 3: In the To box, enter a name or an email address. Step 4: Enter Subject, Start date, and Due date. Step 5: If you want the task to repeat, click Recurrence, select the options you want, and then click OK. Step 6: Click Send. NOTE: If you assign a recurring task, a copy of the task remains in your task list, but it never updates. If you check the Send me a status report when this task is complete box, you receive status reports for each completed occurrence of the task. People can send you status updates which you can track in your Tasks view. When you open a task you assigned, you can review the progress of assigned tasks with the % Complete box which either you or the recipient can update when they send you an assigned task status report. Assigning Tasks to Multiple People Outlook can track the progress of a task assigned to one person. If you want to multiple people to work on a task, it s a good idea to divide the task into smaller pieces or assign each task individually. For example, to track a report to be written by three writers, create three separate tasks named Write Report: Anne, Write Report: Carlos, and Write Report: Michiyo, and assign each individual task to the appropriate writer. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 79
Business Cards When creating a contact, you can also create a business card for them. Step 1: Click on Business Card in the Options group. Step 2: Under Card Design choose the Layout from the drop-down menu. Step 3: Select an image for your card. You can use any image you have previously saved to your computer. Step 4: Go through the Fields and provide information in the Edit section for each one. Step 5: When you are finished and happy with the results click OK. Picture If you have a picture of the contact, you can add it so it appears in the contacts information and on their business card. Step 1: Click Picture in the Options section of the Contact tab. Step 2: Click Add Picture Step 3: Double Click the picture you want to use and the picture will now appear with the rest of the contacts information. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 80
Notes Notes are the electronic equivalent of paper sticky notes. Use notes to jot down questions, ideas, reminders, and anything you would write on paper. You can leave notes open on the screen while you work. This is convenient when you are using notes for saving information that you might need later, such as directions or text you want to reuse in other items or documents. You can create a note from any Outlook folder. Step 1: Click New Contact Group then select Notes in the Show group. Keyboard shortcut To create a note, press CTRL+SHIFT+N. Step 1: Type the text of the note. The note saves automatically. Step 2: To close the note, click the note icon in the upper-left corner of the note window, and then click Close. You can leave the note open while you work, and drag it to any location on your screen for easier viewing. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 81
To read or change a note, in the Notes folder, double-click the note to open it. You can customize notes to make it easier to find and organize them. Under the Home Tab in Current View, you re able to change the view options of your notes. Here we have it set to Notes List so we can easily see the contents of the note and other detailed info. If you have them displaying as icons, you can hover the mouse over the note and see a preview of its contents. You can also sort your notes alphabetically in Icon View. Right click an empty area in the window and select Sort from the Context Menu. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 82
In the Sort screen select Sort items by Subject and if you want it to be Ascending or Descending and click OK. There you go! Your notes are then sorted alphabetically. You can also sort them by Color, Contact, Icon etc. Tasks In Outlook, you can create tasks, get reminders, and track your progress all in one place. Similar to keeping a list of things to do on paper or in a spreadsheet. You can use the Tasks window in Outlook to see what you need to do, when you need to do it, and whether you should have done it a while ago. On the Tasks window list, due dates clearly show and how close you are to meeting or missing deadlines. A gray line appears across tasks that you complete. Tasks that are overdue appear in red. The difference between tasks and appointments is that tasks are not shown on your calendar; so they are private, just for you. Home Tab Create a New Task Step 1: In Tasks, on the Home tab, in the New group, click New Task. New Task Command Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 83
Step 2: In the Subject box, type a name for the task. You can add more detail in the task body. Step 3: On the Task tab, in the Actions group, click Save & Close. Mark a Task Complete Step 1: Select the task you want to mark as complete. Step 2: Click the Mark Complete command on the Home tab. Mark Complete Command Remove a Task from a List Step 1: Select the task you want to remove from the list. Step 2: Click the Remove from List command on the Home tab. Remove from List Command Change View It s very simple to change the view of your tasks and there are many different options available. On the Home tab in the Current View group click Change view and you will be presented with all the options. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 84
New Tasks Task Tab Assign a Task to Someone Step 1: Create a new task or open an existing task. Step 2: On the Task tab, in the Manage Task group, click Assign Task. Assign Task Command Step 3: In the To box, enter the name or e-mail address of the person to whom you want to assign the task. Recurrence Command To Field Subject Field Priority List Step 4: To select the name from a list, click the To button. Step 5: In the Subject box, type a name for the task. Note: For an existing task, the task name appears in the Subject box. Step 6: Enter the Start date and Due date. Step 7: Option controls for an assigned task Step 8: In the Priority list, you can change Normal to High or Low if you want. Step 9: Select or clear the Keep an updated copy of this task on my task list check box and the Send me a status report when this task is complete check box. Step 10: If you want the task to repeat, on the Task tab, in the Recurrence group, click Recurrence, select the options that you want, and then click OK. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 85
Step 11: In the body of the recurring task, type any information that you want to include about the task. Step 12: Click Send Button image. Create a Task Recurrence You can make a task appear daily, weekly, monthly, or yearly by applying a Recurrence pattern. This can last as long as you specify. Step 1: Click the Recurrence button and the Task Recurrence dialog box will appear. Step 2: Determine how often you want the task to appear and when you want it to end. Step 3: Click OK. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 86
Office Online Sign In Type www.office.com into your web browser. The upper right corner has a space to sign in with your Microsoft email. (The name you use to sign in to Outlook) Simply click on a tile to enter that program. In this example I choose Mail to access outlook. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 87
To switch programs simply click on the tiles on the left of your screen. Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 88
A box will appear that gives you access to all the other programs. Click on the program you want to open next and it will open in a new window. You can have multiple windows open with different programs in each window. If you have any additional questions, make sure to check out our other trainings and guides at the Nemsys Training Website or contact us at 419.243.3603 Nemsys LLC : 122 S. St Clair, Toledo, Ohio 43604 : 419-243-3603 : www.nemsys.com 89