Introduction to Microsoft Outlook 2011 for Mac Date: November 15, 2013 Time: 10:00 AM to 11:00 AM Location: Serra Hall 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 University of San Diego Academic Tech Services iTeam - ext 7400

The Ribbon

Outlook Help University of San Diego Academic Tech Services iTeam - ext 7400 Button pops up help window.

Parts of your Outlook screen University of San Diego Academic Tech Services iTeam - ext 7400

Using Signatures University of San Diego Academic Tech Services iTeam - ext 7400

Creating a signature University of San Diego Academic Tech Services iTeam - ext 7400

Writing an with Attachments University of San Diego Academic Tech Services iTeam - ext 7400

Writing an with Attachments University of San Diego Academic Tech Services iTeam - ext 7400 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 University of San Diego Academic Tech Services iTeam - ext 7400

Adding Contacts to your Address Book University of San Diego Academic Tech Services iTeam - ext 7400

Creating a Distribution List University of San Diego Academic Tech Services iTeam - ext 7400

Creating a Distribution List University of San Diego Academic Tech Services iTeam - ext 7400 Shows up in your Contacts list different than a person

Using your Outlook Calendar University of San Diego Academic Tech Services iTeam - ext 7400 Appointments Meetings View Categories Reminders Shared Calendars

Adding an appointment to your calendar University of San Diego Academic Tech Services iTeam - ext 7400

Adding a meeting to your calendar University of San Diego Academic Tech Services iTeam - ext 7400

Adding a meeting from your directly University of San Diego Academic Tech Services iTeam - ext 7400

Using color coded Categories University of San Diego Academic Tech Services iTeam - ext 7400 You can assign a category from multiple locations.

Setting up color coded Categories University of San Diego Academic Tech Services iTeam - ext 7400 New category Rename existing Shortcut key Meaningful names You can have overlapping categories

Using Reminders University of San Diego Academic Tech Services iTeam - ext 7400 You can set the reminder for any interval from 5 min to 2 weeks

Searching your Outlook account University of San Diego Academic Tech Services iTeam - ext 7400 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 University of San Diego Academic Tech Services iTeam - ext 7400 Click on the Organize tab to see different Folder options When you create New Folder, make sure you’ve selected your Mailbox first instead of the Inbox Smart Folder – dynamically filled with the results of a particular search query (e.g. all s that are flagged)

Setting up Rules in Outlook University of San Diego Academic Tech Services iTeam - ext 7400 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 University of San Diego Academic Tech Services iTeam - ext 7400

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 University of San Diego Academic Tech Services iTeam - ext 7400