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Advanced User Guide to Outlook and all its features.

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Presentation on theme: "Advanced User Guide to Outlook and all its features."— Presentation transcript:

1 Advanced User Guide to Outlook and all its features.

2 Ribbon Bar Quick Access Tool Bar: Quickly find your most used commands on the customizable Quick Access Tool Bar Quick Steps: Execute several actions with just one click Backstage View: Click the File tab for easy access to vital functions such as Print and Save As. The Ribbon: Displays the features associated with an item and organizes the features on context sensitive jobs

3 Using the File Tab Info: Manage account settings, create automatic replies to s, clean up your mailbox, and create Rules and Alerts Print: Preview and print without ever leaving the File Tab Options: Customize the Ribbon, Quick Access Toolbar, and more

4 Outlook Options Take advantage of all the custom options of Outlook by clicking File then clicking on Options

5 Outlook Options Cont. Mail Tab
Click Mail tab to customize how is sent and received Turn Spell Check on or off Message arrival notifications: Play a sound or have a desktop alert Customize your replies and forwarded s

6 Outlook Options Cont. Mail Tab
Choose how and when sent messages are saved Track messages and meeting requests by turning on or off read receipts

7 Outlook Options Cont. Advanced Tab
Click the Advanced tab for more options Turn reminders on or off or play a sound Keep your mailbox clean by emptying deleted items when exiting

8 Main View Expand and Collapse Views: You can hide the Navigation plane and Calendar by clicking these arrows Navigation Pane: Organizes your by folders and conversations. Right-click a folder to Move, Rename, or create a New Folder To-Do Bar: Presents Outlook’s calendar and scheduling features in a consolidated view Section Button: Provide quick navigation between the various sections of Outlook Configure Buttons: Reposition and add or delete Section Buttons or customize the Navigation Pane options

9 Main View Cont. Allows you to drag and drop into folders or your calendar. Right-click to Print, Assign Categories, and more. Expand and Collapse: Click either button to expand or collapse your Navigational Pane

10 Working with E-Mail Messages
Press “Review” tab for spell checker and Thesaurus Creating an From the Home tab, click New button Enter the recipients address OR navigate to it in your address book using the To…button Separate multiple names with semicolons To attach a file to an , click the Attach File button Complete your and click Send

11 E-Mail Messages Cont. Spell Checker, Language Preference and Thesaurus
Change Language preference or translate Take advantage of Outlooks Research and Thesaurus by highlighting a word and clicking Research Check Spelling prior to sending

12 Creating a Signature From the Home tab, click the New E-mail button.
On the Message tab, in the Include group, click the Signature button. Click Signatures. In the Signature tab, click the New button and enter a signature name, such as “Work”. In the Edit Signature window, enter your name and the information you want to include in your signature: your phone number, job title, and address Click OK. Your signature is now included when you create new s.

13 Organizing Your E-Mail Arrange By
With Arrange By, you decide how folders are organized, whether it’s by the sender’s name, the type of company announcement, or the date received. Click Arrange By Click a folder you want to organize Right Click the Arrange by bar Choose how you want your message arranged

14 Organizing Your E-Mail Cont. Flagging Messages
Select the you want to flag and right-click the flag outline at the end of the title. In the dropdown menu click the flag that applies to your message. You can also set a custom flag by clicking Custom and entering your personalized information in the dialog box. Right Click

15 Organizing Your E-Mail Cont. Categorizing
Use Categories to mark all of the s, contacts, and messages that are related to a project. Then you can use Arrange By to find and display those items together On the Home tab, in the Tags group, click the Categorize and All Categories button to set up your categories. Edit, Rename, Delete, and select the categorize you want to personalize

16 Organizing Your E-Mail Cont. Creating Folders
Create folders for announcements, personal correspondence, meetings, or whatever suits your style best Click the Folder tab Click New Folder Give the folder a name Create New Folder dialog box will appear Choose the location of the folder then click OK Choose the Folder Contains drop down to create folders for Notes, Journals, Contacts, Tasks, and Calendars

17 Applying Rules to E-Mail
Create rules to automatically sort mail, set up and Out Of Office reply, and much more. For example, you can use Rules to automatically move messages received from a colleague to corresponding folder. With “no” s highlighted from the Home tab click Rules Click Manage Rules and Alerts rules box will appear Click New Rule, the Rules Wizard box will appear Highlight an option how to handle Click the specified folder hyperlink then click Next, follow on screen instructions

18 Manage Your Tasks Tasks are shown in the center pane
Select how tasks are displayed Tasks can be assigned a color coded category Flags prioritize tasks Click Tasks to get started The To-Do list shows a list of pending tasks

19 Manage Your Tasks Cont. Creating a Task
New Task Type a subject for your task Set start and end dates for your task Choose additional actions from the Ribbon, such as categorizing the task or setting a Follow Up When you’ve completed the task form, click the Save & Close button Drag the task into the calendar to schedule time for it Click Tasks

20 Manage Your Tasks Cont. Customize Task
status reports to keep colleagues updated Assign a task Set up a recurring task for a project you do on a regular basis Mark your task to indicate it needs follow-up Assign a task a category for easier tracking

21 Manage Your Tasks Cont. Delegating a Task
1. Click “Assign Task 2. Complete the Fields and include a message to explain the task Click either place to Start a new Task Click To Button to find the person your assigning the task too Click Send

22 Working With Calendars
Add color to visually display how your time is allocated Select a view Click View Change view of tasks and appointments Reschedule appointment by dragging it to free calendar space Double-click free space to open a new event window

23 Sharing Calendar In the “To” field type the name of people you want to share with. Allow recipient to view your Calendar or Request permission to view recipient’s Calendar Click Send Click Share Calendar


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