Microsoft Outlook By: Phuong Nguyen

Table of Contents Menu Bar Options Contacts Electronic Business Card Distribution List Calendar Attachment Personal Folder Signature Mailbox Cleanup Out of Office Assistant *Note: You can click on any of the above links to learn more about that topic and you can click on the table of contents image to return to this slide. Knowledge is Power

Menu Bar Options File: New ► / Open ► / Close All Items / Save As… / Save Attachments ► / Folder ► / Data File Management… / Import and Export… / Archive… / Page Setup ► / Print Preview / Print… / Cached Exchange Mode ► / Work Offline / Exit Edit: Undo/Redo / Cut / Copy / Office Clipboard… / Paste / Select All / Delete / Move to Folder… / Copy to Folder… / Mark as Read / Mark as Unread / Mark All as Read / Categorize ► View: Arrange By ► / Current View ► / Expand/Collapse Groups ► / Navigation Pane ► / To-Do Bar ► / Reading Pane ► / Reminders Window / Toolbars ► / Status Bar / Refresh Go: Mail / Calendar / Contacts / Tasks / Notes / Folder List / Shortcuts / Journal / Folder…

Menu Bar Options Tools: Send/Receive ► / Instant Search / Address Book… / Organize / Rules and Alerts… / Out of Office Assistant… / Mailbox Cleanup… / Empty “Deleted Items” Folder / Recover Deleted Items / Forms ► / Macro ► / Account Settings… / Trust Center… / Customize… / Options… / E-mail Scan Properties… / Scan for Threats… Actions: New Mail Message / New Mail Message Using ► / Follow Up ► / Categorize ► / Junk Email ► / Reply / Reply to All / Forward / Forward as Attachment / Copy Shortcut Help: Microsoft Office Outlook Help / Microsoft Office Online / Contact Us / Check for Updates / Disabled Items… / Office Diagnostics… / Activate Product… / Privacy Options… / About Microsoft Office Outlook Nuance PDF: PDF Converter 6.0 / Create PDF from attachments / Archive Folder / Archive Mail / Nuance PDF Settings

Contacts Add New Contact: Click ‘File’ Click Here Add New Contact: Click ‘File’ Select ‘New’ and select ‘Contact’ Enter contact information Click ‘Save & Close’ *Note: Click on the drop-down arrow for more options.

Electronic Business Card

Electronic Business Card Create and Customize Electronic Business Card: Follow steps from ‘Add New Contact’ Click ‘Business Card’ Add/remove ‘Fields’ Customize placement of ‘Fields’ by clicking Up/Down arrow Select ‘Field’ name to ‘Edit’ its look and feel Select options for ‘Card Design’ Click ‘OK’ Click ‘Save & Close’ *Note: You can add your own image.

Distribution List Create New Distribution List: Click ‘File’ Select ‘New’ and select ‘Distribution List’ Click ‘Select Members’ Search for employees within the organization (Last Name, First Name) Click ‘Members - >’ Repeat Steps 4-5 to select additional members for the distribution list To add members with external email addresses: Click ‘Add New’ Enter ‘Display name’ Enter ‘Email address’ Click ‘OK’ *Note: ‘Add to Contacts’ is optional.

Calendar – Calendar Entry Types Types of calendar entry: Appointment – An activity that involves only you at a scheduled time. Meeting – An activity (also at a scheduled time) where you invite others by using a meeting request that’s sent via e-mail. Event – An activity that lasts all day; does not block out time. Task – An activity that involves only you that does not need a scheduled time. *Note: Double-click to view the information in the calendar entry. *Note: Click on ‘File’ and select ‘New’. Then, select the calendar entry type.

Calendar – Appointment/Event Schedule an Appointment: Click ‘File’ Select ‘New’ Select ‘Appointment’ Fill in the information Click ‘Save & Close’ *Comment: Explore the various options located in the tabs at the top. Schedule an Event: Follow the same steps as ‘Schedule an Appointment’ Click to activate the ‘All day event’ box

Calendar – Meeting Set up a meeting via Meeting Request: Click ‘Action’ and select ‘New Meeting Request’ Fill in the information and click ‘Send’ *Comment: Explore the various options located in the tabs at the top.

Calendar –Task Set up a new Task: Click ‘File’ Select ‘New’ Select ‘Task’ Fill in the information Click ‘Save & Close’ *Comment: Explore the various options located in the tabs at the top.

Calendar - Recurrence *Note: This can be used for all calendar entry types: Appointment, Event, Meeting, and Task. After filling out the information, click ‘Recurrence’ In the ‘Appointment Recurrence’ box, fill out the information Click ‘OK’ *Note: This will bring you back to the calendar entry type box that you were working on.

Calendar – Request to View Someone Else’s Calendar Request to View Others’ Calendar: Click ‘Calendar’ on the navigation pane or click ‘Go’ and select ‘Calendar’ Click ‘File’, select ‘Open’, and select ‘Other User’s Folder…’ Click ‘Name…’ Search name and click ‘OK’ Click ‘OK’ *Note: You will get the following message: “You do not have permission to view this calendar. Do you want to ask _________ to share his or her Calendar with you?” Click ‘Yes’ Enter email message and click ‘Send’ *Note: An email will be sent which requires a response (accept, decline, etc.)

View Multiple Calendars Click ‘Calendar’ on the navigation pane or click ‘Go’ and select ‘Calendar’ Under ‘All Calendar Items’, select the calendars you want to view *Note: As always, you have view options (Day, Week, or Month)

Attachment (Include) File Item Business Card Calendar Signature

Attachments – Message/Calendar Entry Attach File: Click ‘Attach File’ Locate file(s) and click ‘Insert’ *Note: This will bring you back to the calendar entry type box that you were working on. *Note: To select multiple files, use Shift key or Ctrl key on your keyboard.

Attachments – Message/Calendar Entry Attach Item: Click ‘Attach Item’ Select ‘Insert as’ option (Text only, Attachment, or Shortcut) Locate Outlook item and click ‘OK’ *Note: This will bring you back to the calendar entry type box that you were working on.

Attachment (Include) Include Business Card: Click ‘Business Card’ drop-down arrow and select ‘Other Business Cards…’ Locate and select business card *Note: Created in Outlook Contacts Include Signature: Click ‘Signature’ drop-down arrow and select signature *Note: See Slides 5-6 to Add and Edit Signatures

Personal Folder Add Personal Folder: Click ‘File’ and select ‘Data File Management…’ Click ‘Data Files’ tab Click ‘Add…’ Make sure that ‘Office Outlook Personal Folders File (.pst)’ is highlighted and click ‘OK’ Navigate to ‘My Documents’ Make sure ‘Save as type’ displays ‘Personal Folders Files’ and enter a name in the ‘File name’ block Click ‘OK’ and click ‘Close’ *Note: It should appear under ‘Mail Folders’ in the navigation pane.

Personal Folder - Management Managing Personal Folder: Click ‘File’ and select ‘New and then select ‘Folder’ or Right-click ‘Personal Folders’ and select ‘New Folder…’ Enter folder name Select where to place the folder and click ‘OK’ *Note: This is file management where you organize your files and folders.

Signatures Add Signature(s) Click ‘Tools’ and select ‘Options’ Click ‘Mail Format’ tab and click ‘Signatures…’ Click ‘New’ Enter a name and click ‘OK’ Click in the big empty box under ‘Edit signature’ Enter information to be included in the signature block Format (if desired) and click ‘Save’ *Note: To add a new signature, repeat Steps 3 through 6.

Signatures – Editing Edit Signature(s): Click ‘Tools’ and select ‘Options’ Click ‘Mail Format’ tab and click ‘Signatures…’ Click on the signature name under ‘Select signature to edit’ Click in the big box under ‘Edit signature’ Edit information in the signature block and click ‘Save’ *Note: Select signature name to be used for ‘New messages’ and ‘Replies/forwards’ under the ‘Choose default signature’ section. Remember to click ‘Save’ and then click ‘OK’.

Mailbox Cleanup Mailbox Cleanup How-to: Click ‘Tools’ and select ‘Mailbox Cleanup…’ Click ‘View Mailbox Size…’ to get an idea of how much information is in what folder Click ‘Close’ Delete items or move to ‘Personal Folders’ Move to ‘Personal Folders’: Drag and drop or Select message, click ‘Edit’ and select ‘Move to Folder…’ Select Folder and click ‘OK’ *Note: Everything counts!

Out of Office Assistant Set up Out of Office Assistant: Click ‘Tools’ and select ‘Out of Office Assistant…’ Select ‘Send Out of Office auto-replies’ Select ‘Only send during this time range:’ Select date and time information for ‘Start time’ and ‘End time’ Enter out of office message for both tabs, if applicable: ‘Inside My Organization’ and ‘Outside My Organization’ *Optional Click ‘Rules…’ Click ‘Add Rule…’ Create rule(s) and click ‘OK’ Click ‘OK’