Microsoft Office Outlook 101
Open Outlook Find the Outlook icon on your desktop and double-click (If there is no icon, go to the start menu, All Programs, folder named Microsoft Office, double-click Outlook) Outlook should open with your mail inbox as the first screen you see
Settings
Background 1. Click File, Office Account 2. From the drop-down menu, choose the background you wish to use
Signatures 1. Click File, Options 2. Click Mail, Signatures 3. Click New, then enter a name for your new signature. Click OK
Signatures Cont. 4. Type in your signature and format as desired 5. Use dropdown menu(s) to choose when you want to use this new signature 6. Click OK once you have completed your new signature
Automatic Replies 1. Click File from the top menu, then click Automatic Replies (Out of Office) 2. Click Send automatic replies and Only send during this time range:, then choose the Start and End time for your automatic replies 3. Create your away message including a greeting, return date, and alternate contact employee 4. Choose whether you want this message sent to only internal recipients or external as well. You can copy and paste the same away message for both or create two separate messages. Click OK
Mail Notifications 1. Click File, Options 2. Click Mail, then find the Message arrival subheading (in grey) 3. Select options by checking (or unchecking) the box(es) to the left of the option 4. Click Desktop Alert Settings for more options specifically related to desktop alerts. Adjust with dials as desired, then press OK
E-mail basics
Reading an Email 1. Double-click the e-mail you wish to read 2. The e-mail will open in a separate window 3. Use the icons to Reply, Reply All, Forward, or Delete the e- mail
Creating a New Email Click New Email
Adding Recipients to Email 1. Click To 2. Search for the name of whom you wish to send an email, click their name and then click To -> 3. Click OK
Adding Content to Email UTPB has security parameters in place to decrease the creation of fraud and sensitive information being released so it is important to be cautious when sending sensitive material. If you have a 9 digit number in an email, it will be sent to a queue for review by the CISO prior to it being sent completely. If a student sends their sensitive information (SSN, student ID number, etc.) to you via email, be sure to remove it from your reply back to them. If you need to send an email or document that contains sensitive information, please encrypt the email. Refer to your Annual Compliance training Information Security module for encryption instructions and more detail regarding this subject.
Attaching Documents to Email - Button 1. Choose Insert from the menu at the top 2. Click Attach File 3. Find the file you wish to attach and click Insert
Attaching Documents to Email Copy/Paste 1. Open the folder you have your document saved in 2. Right-click the file you wish to attach and choose Copy 3. Right-click the email template and choose Paste
Attaching Documents to Email Drag/Drop 1. Open the folder you have your document saved in 2. Using your mouse, drag and drop the file into your email template
Recalling an Email This feature s purpose is to recall a message sent by you in the event of error. A message can only be recalled successfully when the recipient has not yet read the email. 1. In your Sent Items folder, find the email you wish to recall and double-click to open 2. In the Move menu section click Actions, then Recall This Message 3. A box will appear informing you of your options. Choose what action you want to take on unread copies of the email, then click OK
Email organization
Searching Emails 1. From your inbox, enter a word, name, or phrase in the search bar 2. Choose where you want to search by using the drop down menu a. Note: choosing All Outlook Items will allow for results from all folders and your current inbox 3. All results will appear under the search box, sorted by location of the item
Flagging Emails 1. In your inbox, find the email you wish to flag. Hover over the right side of the email and click the flag icon 2. Once flagged, the email will have a red flag icon in the right corner and will also show up in your To-Do List under Tasks, which can be viewed by clicking Tasks at the bottom of the home screen 3. Right-click the flag icon for more options including Add Reminder (to your calendar)
Tasks To-Do List includes emails previously flagged by you New Task Manage item Change priority of item Change view Tasks can be added to by typing in a task description Current view (defaults to To-Do List as seen above)
Categorize - Setup 1. Click Categorize, then All Categories 2. Highlight the colored category you wish to use, then click Rename to add your own categorical name a. You can also assign a shortcut key if desired 3. Once you have renamed all categories you want to use, click OK
Categorize Using Categories, Option 1 1. Highlight the email you wish to categorize, then click Categorize 2. Click the category you wish to use 3. The email will now be categorized and show a colored square that corresponds to the chosen category
Categorize Using Categories, Option 2 1. Open the email (or calendar appointment) by double-clicking 2. Click Categorize, then click the category you wish to use 3. The email will now be categorized and show a colored rectangle to correspond to the chosen category
Creating Folders 1. Right-click on Inbox 2. Click New Folder 3. Type the name of the new folder 4. Press Enter Right-click the new folder for more Options for that folder
Creating Rules for Email 1. Select the email you wish to set up a rule for by clicking the email (this will highlight the email, shown in blue) 2. On the Home menu click Rules a. Option 1: Always Move Messages From: The Chronicle this option will create a rule that always moves messages from that particular sender to a folder of your choice automatically b. Option 2: Create Rule - this option will allow you to create a rule with more conditions and options than just who the sender is
Creating Rules for Email Option 1 Always Move Messages From: The Chronicle 1. Once you click Always Move Messages From: The Chronicle, a box will appear with all of the folders you may choose from for the messages 2. Click on the folder you wish to automatically move the message to and click OK
Creating Rules for Email Option 2 Create Rule 1. Once you click Create Rule, a box will appear with all of the conditions and options available for your new rule 2. Click the box next to all conditions and options you wish to use for your rule a. In this example, I chose to have the email sent to my Test folder when it is from The Chronicle and sent to me 3. Click OK a. You may choose to run the rule on messages already in your inbox or to begin on the next message that meets all of your conditions
Edit/Delete Rules 1. Click Rules, then Manage Rules & Alerts 2. Highlight the rule that you wish to edit or delete 3. Click Change Rule for an expanded list of options OR 4. Click Delete to delete the rule completely
Calendar basics
Accessing the Calendar Click Calendar at the bottom of your home screen to open the calendar
View by Today Next 7 Days Day Work Week Week Month
Creating a New Appointment/Meeting 1. Choose New Appointment from the menu at the top 2. Fill in required information (Subject, Location, Start time, End time, etc.) 3. Attach any items as needed by clicking Insert, Attach (same methods for email apply here for calendar appointments/meetings) 4. Invite attendees if needed by clicking Invite Attendees at the top 5. Click Save and Close
Sharing calendars
Invitation to Share 1. To share calendars, first click Share Calendar (top). A new window will open to create an invitation for sharing calendars 2. Enter the name of the individual with whom you wish to share calendars, and click the box next to Request permission to view recipient s Calendar (this will allow you to see their calendar as well as them see yours) 3. Choose what level of access you want them to have in the Details drop-down menu, then click Send Access Options Availability Only Limited details availability & subject of calendar items Full details availability & full details of calendar items
Editing Calendar Permissions 1. Right-click Calendar under My Calendars then select Properties 2. Click the Permissions tab. In the top box, highlight the person you are sharing with and choose their Permission Level from the drop-down menu below 3. Choose how they can read, write, and delete items 4. Click OK Notes: The individual will receive an email notifying them that you have edited the permissions If they do not see the changes take effect, they will need to restart Outlook
Permission Levels Owner grants FULL permission and changes the owner Publishing Editor grants FULL permission but does not change the owner Editor grants full editing permission Publishing Author same as publishing editor but cannot delete items that the owner has created Author same as editor but cannot delete items that the owner has created Nonediting Author user can create items but cannot edit anything Reviewer user can see the calendar Contributor user can create items Free/Busy time, subject, location provides user with these details only Free/Busy time provides user with these details only
Viewing Multiple Calendars You may view one or multiple calendars by checking or un-checking the box to the left of the calendar name under My Calendars, etc. If you are viewing 2 or more, it will overlay with your calendar in a different color In the example below, the owner of the Outlook account has blue calendar appointments and the shared calendar has green
Delegate Access This option might be ideal for Administrative Assistants because it grants them permissions such as creating email messages or responding to meeting requests on behalf of the account owner (supervisor, in this case). 1. The account owner will go to File, Account Settings, Delegate Access
Delegate Access Cont. 2. Click Add and search for the person you are wishing to delegate access to. Highlight their name, Click Add - > and then click OK
Delegate Access Cont. 3. Use the drop-down menus to choose the desired permission for each item type (the menus include descriptions of the access for each permission level) 4. Click OK, then OK on the next screen
Outlook online
Logging In Access your e-mail online from anywhere! Go to www.utpb.edu, then click UTPB Email at the bottom of the home screen under Useful Links Enter your login information and click Sign in Your email@utpb.edu Your password
Navigation Click the grid icon for more options Choose which option you would like to use from the menu
Navigation - Cont. Other options may be seen by clicking the icons in the top right-hand corner
Mail Tips I. Viewing your folders - the homepage will have a view of the inbox. To see an expanded folder listing, click More > on the left II. Changing email view click then View as Messages. This will remove the Conversation view that is a default setting II III III. IV. Viewing more email message options when you are viewing an email message, click Attaching documents to an email same methods we learned earlier V. Searching emails same methods we learned earlier
Calendar Tips I. Creating appointments & meetings same method we learned earlier II. Viewing multiple calendars same overlay view as seen before IV III. IV. Sharing calendars same method of sending an invite and choosing the recipient s permission level as seen earlier Editing calendar permissions similar to previously learned method. Right-click your calendar on the left, then click Permissions. A new window will open with a drop-down menu containing permission options. See permission definitions on the next slide. IV
Calendar Permissions There are less permission options in Outlook online. If the option you are looking for is not listed below, you will need to set up the permissions in the desktop version instead. Online Options: Availability only only shows the appointment times on the shared calendar but no details of where, when, etc. Limited details - availability and subject of calendar items Full details availability, subject, details, and attachments of appointment Editor - grants full editing permission Delegate - grants full editing permissions as well as the ability to create email messages or respond to meeting requests on behalf of the account owner
Bonus: skype for business
Open Skype 1. Find the Skype icon on your desktop and double-click a. If there is no icon, go to the start menu, All Programs, folder named Microsoft Office, double-click Skype for Business 2. Sign in using your UTPB email address and password Your password here
Statuses Automatic Statuses Inactive when computer is idle for 5 minutes (can change in settings) Away when keyboard is locked Away after 5 minutes of inactivity (can change in settings) Active when keyboard is unlocked Active upon sign in Do Not Disturb when holding a Skype meeting with your computer (can change in settings) Manual Statuses Change status Options include: Available, Busy, Do Not Disturb, Be Right Back, Off Work, or Appear Away Set location Give more detail about what you are doing, add a quote, etc.
Changing Automatic Statuses 1. Click the settings button (dial, not arrow), then click Status 2. Change any settings you wish to, then click OK
Changing Manual Statuses Status - Click the status dropdown menu then click the status you wish to use Location - click Set Your Location (not arrow) and type in your location More detail click What s happening today? and type in what you re working on, a quote, a comment, etc.
Adding Contacts 1. In the search box (Find someone), type in the name of the person whom you are looking for a. Some people might have two accounts because they were/are a student. If this is the case, try to pick the active account if you can. 2. Right-click their name for more options. Click Add to Favorites or Add to Contacts List
Adding Groups 1. Click the then Create a New Group 2. Type in the name of your new group and press Enter
Chatting 1. Double-click the name of the person with whom you want to chat 2. A new window will appear with a text box and more options. Chat away! 3. You can also present your screen, programs, etc. to your co-worker by clicking the monitor button (as seen to the right)