Introduction to Microsoft Outlook Date: November 15, 2013 Time: 10:00 AM to 11:00 AM Location: Serra 156A Computer Lab Instructor: Amber Stokes

Learning Objectives Navigate the “Ribbon” and Outlook Interface Create and use signatures Attach files to your Create contacts and distribution lists in your Address Book Create simple appointments and meetings on your Calendar Color code Categories for your different appointments Search your folders more effectively Use filters and rules to manage your better Introduction to Outlook

The Ribbon 3

Introduction to Outlook 2010 Tabs, Groups, Commands Tabs: The Ribbon is made up of different tabs, each related to specific kinds of work you do in Excel. Groups: Each tab has several groups that show related items together. Commands: A command is a button or a menu. 4

Outlook 2007 vs Outlook 2007 Office Button Outlook 2010 File Tab Introduction to Outlook 20105

Outlook Help Introduction to Outlook 2010 Button pops up help window. 6

Parts of your Outlook screen Introduction to Outlook Navigation bar Taskbar Preview pane

Using Signatures Introduction to Outlook

Creating a signature Introduction to Outlook 20109

Writing an with Attachments Introduction to Outlook

Writing an with Attachments Introduction to Outlook Your attachments show up in the Attached box, where you can click and Delete to remove them, if necessary. You will see the file size next to the attached file’s name. You can attach multiple files but make sure you’re not sending too many large files in a single .

Adding Contacts to your Address Book Introduction to Outlook

Adding Contacts to your Address Book Introduction to Outlook

Creating a Distribution List Introduction to Outlook

Creating a Distribution List Introduction to Outlook Shows up in your Contacts list as a Group, not a person

Using your Outlook Calendar Introduction to Outlook Appointments Meetings View Categories Reminders Shared Calendars

Adding an appointment to your calendar Introduction to Outlook

Adding a meeting to your calendar Introduction to Outlook

Adding a meeting from your directly Introduction to Outlook

Using color coded Categories Introduction to Outlook Tables Pictures/graphics Special characters Header/footer Footnotes You can assign a category from multiple locations.

Setting up color coded Categories Introduction to Outlook New category Rename existing Shortcut key Meaningful names You can have overlapping categories

Using Reminders Introduction to Outlook You can set the reminder for any interval from 5 min to 2 weeks You can customize the sound Outlook makes for each reminder

Searching your Outlook account Introduction to Outlook You can search one folder or All Mail Items Use quotes to look for any “particular phrase” You can search by who sent you (From), subject, or if has attachments Return count is always at the bottom of the screen Also known as filtering

Using File Folders in Outlook Introduction to Outlook Click on the Folder tab to see different Folder commands When you create New Folder, make sure you’ve selected your Mailbox first instead of the Inbox Search Folder – dynamically filled with the results of a particular search query (e.g. all s requiring followup)

Setting up Rules in Outlook Introduction to Outlook Rules allow you to tell Outlook to do the same set of commands for a given situation, e.g. Move all s from X to folder Y Create an alert when X s you Divert group e- mails to folder Y

What kind of rules can I implement? Alert you to s from your boss, dean, co-workers or even family members Divert any non-critical s (or s with a particular keyword in the subject) to a folder that you can read later Send an alert when high importance s are received Automatically archive, delete, forward or reply to certain types of messages Categorize all sorts of incoming for you Introduction to Outlook

Organizing Tasks and your To-Do list Build tasks from e- mails, calendar items, or from scratch Assign due dates, or follow-up dates Assign high, normal or low priority importance Set reminders before a task is due Introduction to Outlook