Contents Customize Quick Access Tool Bar...2 File Tab.. Open/Create Archive file..2 Turn on Out of Office...3 Create Signature 4 Mail Home Tab Junk Mail Options..5 Turning a message into meeting.6 Moving Messages...6 Creating a Rule...7 Send / Receive Tab... Update all folders...8 Update Global Address Book 9 Folder Tab Recover Delete Items.9 Add folder to Favorites Section.....10 View. Turn Conversation View Off /On..11 Change Layout...11 Calendar Home Tab.. Share Calendar...11 Open Shared Calendar...12 Provide/ Edit Calendar Permissions...12 Create Group Calendar..13 Contacts Home Tab. Open Shared Contacts...14 Share Contacts...14 Provide/ Edit Contact Permissions.15 1 P age
Customize Quick Access Tool Bar 1. Open Outlook 2. Click on down arrow in the top left corner above the Home Tab 3. Here you will have a list of options to check off to add to your Quick Access Toolbar that will be accessible from all tabs and folders 4. Check off or uncheck the features that you want to display in the QAT and you can also click on more commands to see other features that maybe available to add. File Tab Open/ Create Archive file 1. Click on File Tab > then Info 2. Click Account Setting> Account Setting 2 P age
3. Click on Data Files Tab> select Add 4. Select Ok for Outlook data file(pst) 5. To create New PST File, browse to the location that you want to save the file> Name the file> Select Ok 6. To Open an Existing PST File, browse to the location of the saved file> select that file> select OK 7. Repeat steps 3-6 to add more archive folders or select Close once finished adding archive files Turn on Out of Office 1. Click on File Tab> Automatic Replies(Out of Office) 2. Select the option to Send automatic replies and set time range if desired 3 P age
3. Input an Out of Office for both Inside and Outside My Organization and select OK Create Signature 1. Click on File Tab> Options 2. Select Mail> Signatures 3. Select New> name the signature> select Ok 4 P age
4. Input Signature>Set signature for New Messages and Replies and Forwards if desired Mail- Home Tab Junk Mail Options 1. Click on Home Tab> Click arrow next to Junk Here you will have options to Block Sender, Never Block Sender or Sender s Domain. For more advanced Options go to Junk Email Options 2. Select Junk Email Options to make changes to Blocked Senders or Safe Senders 5 P age
Turning a message into meeting 1. Highlight message that you want to turn into a meeting> Select Meeting under Home Tab 2. Fill out meeting request and send to attendees desired Moving Messages 1. Highlight message or messages you would like to move > Right click on message and select Move> Select Other Folder 2. Select Folder you would like to move message to and select OK 6 P age
Creating a Rule 1. Under Home Tab> Select Rules> Create Rule 2. Select Advanced Options> Select how you want to classify the Email> Select Next Note: to change the person who it comes from or subject click on the highlighted blue area 7 P age
3. Select the action you would like to take with the message> Select Next 4. Make exceptions if necessary> Select Next> Name Rule and set Rule Options> Select Finished Mail- Send / Receive Tab Update all folders 1. Select Send/ Receive Tab> Select end/receive All folders 8 P age
Update Global Address Book 1. Select Send/ Receive Tab> Select Send/ Receive Groups > Download Address Book Mail- Folder Tab Recover Delete Items 1. Click on Deleted Items Folder 2. Select Folder Tab> Recover Deleted Items 9 P age
3. Select the message that you would like to recover> Select Recover Message (this will place message into folder it was deleted from) Note: messages are only stored here for 14 days Add folder to Favorites Section 1. Right Click on Folder that you would like to see in Favorites> Select Show in Favorites 10 P age
Mail- View Tab Turn Conversation View Off /On 1. Select View Tab> Check or Uncheck Show as Conversations Change Layout 1. Select View Tab> Select Navigation Pane, Reading Pane or To-Do Bar> Make changes that suit your needs Calendar- Home Tab Share Calendar 1. Right click on Calendar you would like to share> Share> Share Calendar 11 P age
2. Input the name of the user who you would like to share the Calendar with > Select what detail you would like for the user to see> Select Send Open Shared Calendar 1. Click on Home Tab> Open Calendar> Open Shared Calendar 2. Type the name of the user or the account/ Search name by selecting Name and select Ok Provide/ Edit Calendar Permissions 1. Right click on Calendar you would like edit permissions> Share>Calendar Permissions 12 P age
2. Here you can add/edit permissions for a user or group allowing them to only make changes you allow Create Group Calendar 1. Select Home tab> Group Calendar> Create New Group Calendar 2. Name the Calendar> select OK 3. Add the name of the group or users you would like to give access to the calendar> select OK 13 P age
Contacts- Home Tab Open Shared Contacts 1. Click on Home Tab> Open Shared Contacts 2. Type the name of the user or the account/ Search name by selecting Name and select Ok Share Contacts 1. Right click on Contacts folder you would like to share> Share> Share Contacts 2. Input the name of the user who you would like to share the Contacts with > Select Send 14 P age
Provide/ Edit Contacts Permissions 1. Right click on Contacts folder you would like edit permissions> Share>Folder Permissions 2. Here you can add/edit permissions for a user or group allowing them to only make changes you allow 15 P age