BEFORE WE GET STARTED

BEFORE WE GET STARTED Teri Rhodes Administrative Technology Trainer Teri.Rhodes@gccisd.net Web page - http://gccisdadministrativetraining.weebly.com Please log into your workstation with your GCCISD username and password Open Microsoft Outlook Log in to Outlook with your GCCISD username and password

TIPS AND TRICKS TO GET THE MOST OUT OF OUTLOOK 2016

1. QUICK PARTS Use the Quick Parts Gallery to create, store, and find reusable pieces of content, including AutoText, document properties such as title and author, and fields.

1. QUICK PARTS AutoText AutoText is reusable content that you can store and access again and again. Click AutoText to access the AutoText gallery Save AutoText to the AutoText gallery by selecting the text you want to reuse, clicking AutoText, and then clicking Save Selection to AutoText Gallery By filling in the new building block information you store the content you save to use again and again.

1. QUICK PARTS Quick Part Gallery Select or highlight a phrase, sentence, or other portion of your document. On the Insert tab, in the Text group, click Quick Parts, and then click Save Selection to Quick Part Gallery. After you save a selection to the Quick Part Gallery, you can reuse the selection by clicking Quick Parts and choosing the selection from the gallery.

2. E-MAIL SIGNATURE In Outlook, you can create one or more personalized signatures for your email messages. Your signature can include: Text Images Electronic Business Card Logo

2. E-MAIL SIGNATURE Create your signature and choose when Outlook adds a signature to your messages Open a new email message. Select Signature > Signatures from the Message menu. Depending on the size of your Outlook window and whether you're composing a new email message or a reply or forward, the Message menu and the Signature button might be in two different locations.

2. E-MAIL SIGNATURE Under Select signature to edit, choose New, and in the New Signature dialog box, type a name for the signature. Under Edit signature, compose your signature. You can change fonts, font colors, and sizes, as well as text alignment. If you want to create a more robust signature with bullets, tables, or borders, use Word to format your text, then copy and paste the signature into the Edit signature box. You can also add social media icons and links in your signature. For more information, see Insert hyperlinks to Facebook and Twitter in your email signature. To add images to your signature, see Add a logo or image to your signature. Under Choose default signature, set the following options for your signature: New Messages Replies/Forwards

3. QUICK STEPS Quick Steps applies multiple actions at the same time to email messages. This helps you quickly manage your mailbox Can be used as distribution lists Forward messages to your manager or peers One-click Quick Step can simplify the task Can be customized or create your own

3. QUICK STEPS DEFAULT QUICK STEPS To configure or change existing Quick Steps, do the following: In Mail, on the Home tab, in the Quick Steps group, click the More arrow at the side of the Quick Steps box, and then click Manage Quick Steps. In the Quick Step box, click the Quick Step that you want to change, and then click Edit. Under Actions, change or add the actions that you want this Quick Step to do. If you want, in the Shortcut key box, click a keyboard shortcut that you want to assign to that Quick Step. If you want to change the icon for a Quick Step, click an icon next to the Name box, click an icon, and then click OK.

3. QUICK STEPS CREATE A QUICK STEP In Mail, on the Home tab, in the Quick Steps group, in the Quick Steps gallery, click the Create New Quick Step. Click an action type from the list or click Custom. In the Name box, type a name for the new Quick Step. Click the icon button next to the Name box, click an icon, and then click OK. Under Actions, choose an action that you want the Quick Step to do. Click Add Action for any additional actions. To create a keyboard shortcut, in the Shortcut key box, click the keyboard shortcut that you want to assign.

4. USE SHORTCUTS TO NAVIGATE OUTLOOK

5. STATUS REPORT The status bar at the bottom of the screen can be tweaked to show exactly what you need to see. If you never use the zoom control, for example, it can be completely removed and you can add a look at your remaining email quota if you're using an account with limited space. Just right click it to bring up the customize menu, and deactivate or activate the information you need.

5. STATUS REPORT Right click it and select Customize Status Bar Click Quota Information to view email stats as seen below Uncheck any features you don t want displayed

6. HIGHLIGHT SPECIFIC EMAIL IN YOUR INBOX To do this go to View>View Settings>Conditional Formatting Click Add and enter Name rule (this one is From Lori Roberts) Click Font and select color Click Condition>From and search the address book for name Click OK back to initial screen All previous and future email from Lori Roberts will appear in red text

7. QUICK SEARCH FIND ALL EMAIL WITH ATTACHMENTS While in Outlook, click in the search bar Type hasattachment: yes Outlook will deliver a list of emails that include attachments.

7. QUICK SEARCH How to Use Outlook.com Search Operators To search for emails in Outlook.com precisely using search operators, click in the Search mail field. Employ the following search operators to construct a query: subject: searches email subjects. Example: "subject:test" finds emails with "test" in the Subject: line. from: searches email senders in the From: line. Example: "from:@example.com" finds emails from sender@example.com as well as those from newsletter@example.com, and other emails that include "@example.com" in the From: line. to: searches email recipients in the To: line. Example: "to:me@outlook.com" finds emails addressed to me@outlook.com directly in the To: line. cc: searches email recipients in the Cc: line. Example: "cc:me@outlook.com" finds emails that have me@outlook.com in the Cc: line. before: searches for emails sent or received before the given date. after: searches for mail sent or received after the given date. date: searches for mail sent or received on the given date. Using <, <=, >= and &gt, you can search for dates less than (before) and greater than (following) the given date. For before:, after:, and date, specify the date in the form mm/dd/yyyy. Examples: "after:12/31/1997 before:1/1/1999" finds messages sent and received through 1998. folder: searches mail in the given folder. Example: "folder:archive" finds emails in the archive folder. has:attachment: searches only mail that has at least one file attached. Examples: "hasattachment:true" and "has:attachment" on its own return all messages containing attachments. hasattachment:false searches only messages that have no files attached. AND (uppercase) combines terms in your search so that both must be present. This is the default if no combination operator is present. OR (uppercase) combines search terms so that either of them or both suffice.

8. VIEW EMAIL MESSAGES BY CONVERSATION By default, when you add most account types to Outlook 2013, 2016, or Outlook for Office 365, your messages are displayed in Conversations. A conversation includes all messages in the same thread with the same subject line. Older versions of Outlook may not show conversation view enabled by default.

8. VIEW EMAIL MESSAGES BY CONVERSATION From any email folder, click View > Show as Conversations to toggle Conversation view on or off. Click All mailboxes or This folder. Conversation that include multiple messages are identified in the message list by Click to expand the Conversation. Messages are sorted with the newest message on top. You cannot change this sort order. When you receive a new message that s part of a Conversation, the whole Conversation moves to the top of your message list.

8. VIEW EMAIL MESSAGES BY CONVERSATION CHANGE CONVERSATION OPTIONS From any email folder, such as your inbox, click View > Conversation Settings Select any of the available options. CONVERSATION OPTIONS Show Messages from Other Folders Use this option to display messages in the conversation that have been moved to other folders as well as messages you've sent that are stored in your Sent Items folder. Show Senders Above the Subject Selecting this option shows the sender names at the top of the conversation rather than the conversation subject. Always Expand Selected Conversation This option applies only to the currently selected conversation. The conversation selected when you check this box will always appear expanded. Use Classic Indented View Classic indented view shows messages in the conversation indented based on their position within the conversation.

9. RECALL A MESSAGE AFTER IT IS SENT Go to Sent Items and double click into the sent email Go to Message>Actions>Recall This Message The dialogue box will give you two options: Delete unread copies of this message and Delete unread copies of this message and replace with a new message. Remember to tick the box option Tell me if recall succeeds and fails for each recipient Messages that have not been read will be Recalled.

10. MOVE EMAIL MESSAGES TO A CALENDAR APPOINTMENT Click on the relevant email and drag to the Calendar at the bottom of the navigation pane and drop it into the calendar. This will open up a new appointment in your diary containing the relevant email. Set the correct day and time for the event and then Save and close Alternatively, Right click on the relevant email message Select Move and then Calendar This will open up a new appointment in your diary containing the relevant email. Set the correct day and time then Save and Close.

11. FOCUSED INBOX FOR OUTLOOK Turn Focused Inbox on In Outlook 2016, select the View tab. Select Show Focused Inbox. The Focused and Other tabs will appear at the top of your mailbox. You ll be informed about email flowing to Other, and you can switch between tabs any time to take a quick look.

11. FOCUSED INBOX FOR OUTLOOK CHANGE HOW YOUR MESSAGES GET ORGANIZED From your inbox, select the Focused or Other tab, and then right-click the message you want to move. To move a message from Focused to Other: Choose Move to Other if you want only the selected message moved. Choose Always Move to Other if you want all future messages from the sender to be delivered to the Other tab. If moving from Other to Focused, choose Move to Focused if you want only the selected message moved. Choose Always Move to Focused if you want all future messages from the sender to be delivered to the Focused tab.