August 17, 2015 J. Boles, J.Burnias and M.Garcia Office 2013 Outlook Training August 17, 2015 J. Boles, J.Burnias and M.Garcia Office 2013

Objectives What is Outlook Creating an email signature Web-based Outlook vs Outlook Create a Calendar appointment Setting up an Email account Schedule a meeting and set a reminder Create a new email message Create a Task Search for or Create a contact Printing an email, contact, calendar item, or task Forward or Reply to an email Create a folder or move a folder Adding an attachment to an email If time allows Archiving and rules Opening or Saving an attachment

What is Outlook Microsoft Outlook 2013 organizes your emails, calendars, contacts, tasks, and to-do lists, all in one place. It all starts with your email account. From there you can start working with emails, turning them into tasks or appointments, and storing the people you interact with in your contacts, so you never have to remember an email address or phone number. Let’s take a quick walk-through of those basic steps.

Outlook Web App or Outlook Outlook Web App is a browser-based version of Outlook that supports much of the desktop installation functionality. You can perform many of the same functions in Outlook Web App that you can in a desktop installation of Outlook, from within a web browser window. Outlook Outlook is a program in the Microsoft suite that add many extra features to your email experience.

Setting up an email account The first step is setting up your account. After that, you’ll be ready to start receiving and sending email, use the calendar, create contacts, and work with tasks.   Setup gets taken care of automatically if you used an earlier version of Outlook on the same computer. If you didn’t, the Auto Account Setup will start the first time you start Outlook and step you through the process. It’ll ask for your name, email address, and a password. That’s usually enough, but if automatic setup fails, Outlook will ask for a few more pieces of information, such as your mail server name. Our Server name is mail.lfcisd.net

Setting up an email account Start Outlook by using one of the following methods: On a computer that runs Windows 8, display the Start screen, enter Outlook, and then click the Microsoft Outlook 2013 icon. On a computer that runs Windows 7, click the Start button, click All Programs, click Microsoft Office, and then click Microsoft Outlook 2013. You should be logged in at your campus or inside the network in the District..

Setting up an email account

Setting up an email account

Setting up an email account

Setting up an email account If the account does not setup automatically then please contact the your tech through the work order system.

Default page and Ribbon

Ribbon

Send and Receive Ribbon

Create a new email message In Mail, click New Email.

Create a new email message The email body in Outlook will have most of the features that your word program uses.

Create a new email message Creating an email message is a relatively simple process. You will usually provide information in the following fields: To Enter the email address of the primary message recipient(s) in this field. This is the only field that is absolutely required to send a message. Subject Enter a brief description of the message contents or purpose in this field. The subject is not required, but it is important to provide information in this field, both so that you and the recipient can identify the message and so that the message isn’t blocked as suspected junk mail by a recipient’s email program. Outlook will warn you if you try to send a message with no subject. Message body Enter your message to the recipient in this field, which is a large text box. You can include many types of information, including formatted text, hyperlinks, and graphics in the message body.

Addressing messages To Use for primary message recipients. Usually, these are the people you want to respond to the message. Each message must have at least one address in the To box. Cc Use for “courtesy copy” recipients. These are usually people you want to keep informed about the subject of the email message but from whom you don’t require a response. Bcc Use for “blind courtesy copy” recipients. These are people you want to keep informed, but whom you want to keep hidden from other message recipients. Bcc recipients are not visible to any other message recipients and therefore aren’t included in message responses unless specifically added to one of the address boxes in the response message.

Search for a contact On the people tab click on the search contacts and put in the name click the search glass.

Create a contact Contacts can be as simple as a name and email address, or can include info and details such as street addresses, multiple phone numbers, a picture, birthdays, etc. for the contact. In People, click New Contact.

Create a contact

Replying or Forwarding emails In the Reading Pane or on the ribbon, click Reply, Reply All, or Forward. To remove a name from the To and Cc lines, click the name, and then press Delete. To add a recipient, click in the To, Cc, or Bcc box and enter the recipient.

Attaching a file To share a file, you can attach it to your message. You can also attach other Outlook items, such as messages, contacts, or tasks. Create a message, or for an existing message, click Reply, Reply All, or Forward. In the message window, click Message > Attach File. Size limited to 10mb

Open or Save an attachment Double-click the attachment. For more information, see Open attachments. Save an attachment Click the attachment in the Reading Pane or the open message. On the Attachments tab, in the Actions group, click Save As. You can also right-click the attachment, and then click Save As.

Adding a signature Create personalized signatures that appear at the bottom of your messages. Signatures can include text, images, your Electronic Business Card, a logo, or even an image of your handwritten signature. Create a signature In a new message, click Signature >Signatures.

Creating a Signature

Create a calendar appointment In Outlook, appointments aren’t the same as meetings. Appointments are activities that you schedule in your calendar that don’t involve inviting other people or reserving resources, such a conference room. In Calendar, click New Appointment. You can also right-click a time block in your calendar grid, and then click New Appointment.

Schedule a meeting In Outlook, a meeting includes other people and can include resources, such as conference rooms. You’ll get responses to your meeting requests in your Inbox. In Calendar, click New Meeting.

Set a reminder Reminders pop-up an alert window so you don’t miss an important deadline. You can add or remove reminders for almost anything in Outlook, including email messages, appointments, and contacts. For appointments or meetings Open an Appointment or Meeting, and then in the Reminder drop-down list, select the amount of time before the appointment or meeting when you want the reminder to appear. To turn a reminder off, select None.

Create a task Many people keep To Do lists — on paper, in a spreadsheet, or with a combination of paper and electronic methods. In Outlook, you can combine various lists into one, get reminders, and track task progress. In Tasks, click New Task.

Print an email message, contact, calendar item, or task Under File > Print, you can print items such as email messages, contacts, or calendar items, or larger views, such as calendars, address books, or content lists for Mail folders. Click an item or folder in Outlook that you want to print. Click File > Print.

Default folders: Your account starts with these default folders: Inbox Incoming messages arrive in your Inbox unless you've created an Inbox rule to redirect them to another folder, or they're identified as junk email. Drafts If you create or respond to a message, but can't finish it right away, it will automatically be saved to your Drafts folder. You can come back to the message later to continue editing it, and then send it. Sent Items By default, a copy of every message you send is put in your Sent Items folder. Deleted Items When you delete a message, it's moved to the Deleted Items folder. Junk Email Messages that have junk email characteristics but that aren't blocked by a spam filter before they reach your mailbox will automatically be moved to this folder. Learn about junk email and phishing has more information about your Junk Email folder. Notes You must use Outlook to create or edit items in this folder.

Right-click menu for folders: Most of what you can do with a folder will be found in the right-click menu. Actions you can take include: New Folder Use this to create a new sub-folder in the folder you right-clicked. Rename Folder Rename the folder. You can't rename the default folders, such as the Inbox folder. Delete Folder Delete the entire folder. Delete will move the folder to the Deleted Items folder. Empty Folder Deletes everything in the folder, including any sub-folders. Show in Favorites Adds the current folder to your Favorites. Move Opens a window where you can select a folder to move this folder to. You can also move a folder by clicking it and dragging it to where you want it. Mark all as read Marks every item in the folder as read. Properties Allows you to manage your auto archive, permissions, and other settings related to your account

Right Click Folders Menu

Creating Folders To create a new folder, right-click the parent folder you want to create the new folder in. If you want a top-level folder (a folder at the same level as your Inbox), you would use your mailbox as the parent folder. To create a folder within your account: Right-click your account. Click New folder. Type the name you want to use for this folder. Press Enter or click away.

Moving folders There are two ways to move a folder. Click the folder you want to move and drag it to where you want it. Right-click the folder you want to move and click Move. A window will pop up that you can use to choose what folder to move the folder into. Click the folder you want to move to and click Move. Or click Cancel to close the move folder window without moving the folder

The Deleted Items folder When you delete a message, it's first moved to the Deleted Items folder. You can either let messages stay there, or you can set Outlook to automatically empty your Deleted Items folder when you sign out. Your administrator may have set up a policy to empty items from your Deleted Items folder after they've been there for a preset number of days. For example, there may be a policy that removes anything that's been in your Deleted Items folder for 30 days.