OUTLOOK 2013 Southern Oregon Head Start Guide
INTRODUCTION TO OUTLOOK 2013 Outlook is one of the most important pieces of software you will use. It provides you: E-mail Personal and group calendars with pop-up reminders Personal and group task lists with pop-up reminders
OUTLOOK MAIN WINDOW The Outlook 2013 main window is divided into multiple areas designed to organize the functions you ll be using on a day-to-day basis. When you open the program, this is likely what you will see. We ll go over each area of the screen in a broad sense, then break down the most important functions you are likely to need.
OUTLOOK MAIN WINDOW Mail: Box Selection Panel - Allows selection of e-mail boxes to be viewed in the Listing Panel. - Default box is usually the Inbox. - Custom boxes can be created you can sort your mail this way. - Other functions are available that most staff members are not likely to need (RSS feeds, etc)
OUTLOOK MAIN WINDOW Mail: E-mail Listing Panel - Shows contents of e-mail boxes selected from the Box Selection Panel - Can be sorted by date, manually searched, and can also be filtered to show only unread e-mails. - By default, will be sorted by date and time of arriving mail. Unread messages will show up in bold.
OUTLOOK MAIN WINDOW Mail: Mail Preview Pane - Shows the e-mail selected in the Listing Panel for easy reading and replying. - This pane may automatically omit pictures or other media in an attempt to keep malicious data from reaching your computer.
OUTLOOK MAIN WINDOW Mail: Primary Menu Bar - Create new e-mails, reply, delete, sort, and control most aspects of the Outlook software here.
OUTLOOK MAIN WINDOW Mail: Mode Bar - Change modes in Outlook. Switch to Mail, Calendar, Task list, or People (address book).
OUTLOOK MODE BAR Switch between modes here. The screen will change dramatically when you do this. If this does not say connected, there may be a problem with your network connection. The main bar at the bottom of the Outlook window is used to switch modes among the Mail, Calendar, Tasks and address book functions. It also has a few other controls and shows the status of your connection to the e-mail server. These two buttons allow a switch in the layout, one giving more room for the Mail Preview Pane. Choose what works for you. This adjusts the zoom level of the text in the Mail Preview Pane. Great for if the text is too small.
MAIL MODE: BOX SELECTION This is where you control which e- mail box is displayed in the E-mail Listing Panel. Always check this panel first if the list of e-mails you have looks unfamiliar. Your primary inbox. Mail you have sent. Mail you ve typed, but not sent yet You can right-click and create your own folders here to further sort your e-mails to meet your own needs. Numbers in blue will show you how many e-mails in that folder you have not looked at yet. Not important. RSS feeds are not used by the agency.
CREATING E-MAIL BOXES Right-clicking on your Inbox in the Box Selection Pane and hitting New Folder will allow you to create subfolders within it. This can be useful for sorting the messages that arrive in your Inbox. After a folder is available, it will show up under the Move button on the top bar when an e-mail has been selected. This is a quick way to sort your e-mail into a folder you ve created.
MAIL MODE: E-MAIL LISTING Search here. This panel allows you to scroll through the selected e-mail box, typically your inbox. There are many ways to sort and filter this display, so check your settings at the top of the panel if you believe you re missing some e- mail messages that should be there. Change sorting here. Show all, or just unread messages. This message has an attachment. The system separates mail by day, week, and so on. This message has been replied to.
MAIL: PREVIEW PANE The Preview Pane shows a quick display of the selected message. For security reasons, many times pictures and other media are not displayed this is normal. To open a message in its own window, double-click it instead of single-clicking it in the E-mail Listing panel. Reply, forward, etc. Note these controls are also in the top menu bar. This message s attachments.
MAIL: MENU BAR Flag the currently displayed message for sorting your inbox. Set a personal reminder To return to this message Menu bar tabs. Changes the entire bar. Move mail to another folder or box. Create rules for auto-sorting. Access or search the address book. Create new mail. Controls for the mail currently displayed in the Preview pane. The main menu bar changes depending on what mode and What tab you have active, so if it looks different, check those tabs. Most of Outlook s most important functions can be found here in one form or another.
MAIL RULE SETUP Rules are a way to tell the system how to automatically trigger notifications and sorting on messages with content that you specify. The Create Rule box allows you to specify what e-mails trigger the rule, and what you want the system to do when the rule activates. This can include popping up alerts, playing sounds, and automatically moving the message to a folder. There are also many other more advanced options that can be set to further customize what rules do and when they trigger.
The New Email button will open a new message window for sending new messages and attachments. You will also get this window when replying. NEW E-MAIL WINDOW
NEW E-MAIL WINDOW Naturally, the New E-mail Window is where messages will be typed. Much like the main Outlook window, it has tabbed controls that change the appearance of its main bar. You can format your text, mark the message as important, attach files, and get quick access to the address book. This is also the only place where the e-mail Signature window can be accessed. Quick text formatting options. Attach files. Access the Signature window. Quick clipboard access. Mark your message as high or low importance. Quick access to the address book for choosing who to send to.
E-MAIL SIGNATURE WINDOW An E-mail Signature is automatically-inserted footer text and images you can define in this window that will be inserted in all of your e-mails. This window is accessed through the New Mail window. Create and manage signatures. Select default signatures. Insert web links. Insert pictures.