1. Microsoft Office Outlook 2013 Microsoft Office Outlook 2013 Courseware # 3252 Lesson 6: Organizing Information

2. Microsoft Office Outlook 2013 Lesson Objectives use Search Folders use Rules use Automatic Replies work with data files set Outlook options © CCI Learning Solutions Inc. 2

3. Microsoft Office Outlook 2013 Using Search Folders Virtual folders contain views of items matching specific search criteria – Folders created based on search criteria selected – Can keep as many folders as needed – Only contain copies of original messages – When you delete Search Folder, messages shown in Search Folder not deleted – If you open or select one or more messages shown in Search Folder and then delete them, messages are deleted from existing Outlook folder where stored Once search activated, Search Tools ribbon displays © CCI Learning Solutions Inc. 3

4. Microsoft Office Outlook 2013 Using Search Folders Creating a Search Folder To create search folder: – In Navigation Pane, click Search Folders and then click New Search Folder, or – on Folder tab, in New group, click New Search Folder © CCI Learning Solutions Inc. 4

5. Microsoft Office Outlook 2013 Using Search Folders Using the Search Feature Each module of Outlook has search field to enter search criteria To activate search, go to module to search and then: – type search criteria in Search field and click or press ENTER, or – press CTRL+E, type search criteria in Search field and press ENTER or click When search results display, can then open item to view contents Can also choose to start new search, or return to full display by clicking Close at right of Search field © CCI Learning Solutions Inc. 5

6. Microsoft Office Outlook 2013 Using Search Folders Can narrow search results by choosing options from Search Tools ribbon – Commands similar for each element with exception of Refine group where commands vary to match element Search field in Mail also includes location field at right side to choose specific location to search for item To exit Search option, click at right of field © CCI Learning Solutions Inc. 6

7. Microsoft Office Outlook 2013 Using Search Folders Using Advanced Find To activate Advanced Find command, under Search Tools, on Search tab and in Options group, click Search Tools and click Advanced Find © CCI Learning Solutions Inc. 7

8. Microsoft Office Outlook 2013 Using Search Folders Look Click arrow to display type of information to search for. InSelect element where Outlook will search; can click Browse to choose another folder or element. © CCI Learning Solutions Inc. 8

9. Microsoft Office Outlook 2013 Using Search Folders Appointments and Meetings Enter criteria Outlook to use in search; can fill out as many fields as needed. More ChoicesSelect or enter more criteria for Outlook to search. © CCI Learning Solutions Inc. 9

10. Microsoft Office Outlook 2013 Using Search Folders AdvancedUse fields to specify search criteria to be entered in Define more criteria area; can specify different types of criteria to display individually in Find items. © CCI Learning Solutions Inc. 10

11. Microsoft Office Outlook 2013 Using Search Folders Results appear in new area below search criteria where you can then open each item to view its contents To clear the search to change to another search criteria: – click New Search, or – click field to change and choose another item To exit Advanced Find option, click Close button at top right corner of Advanced Find window © CCI Learning Solutions Inc. 11

12. Microsoft Office Outlook 2013 Using Rules Actions Outlook can apply automatically to incoming or outgoing messages according to specified criteria Can run one or more rules at any time Before creating rule, may want to plan rule so you can duplicate it when creating it in Outlook No limit for type or number of rules, or for simple or complicated actions © CCI Learning Solutions Inc. 12

13. Microsoft Office Outlook 2013 Using Rules Creating Rules To create rule: – With Inbox displayed, on Home tab, in Move group, click Rules, and click Create Rule, or © CCI Learning Solutions Inc. 13

14. Microsoft Office Outlook 2013 Using Rules On Home tab, in Move group, click Rules, click Manage Rules & Alert, and click New Rule © CCI Learning Solutions Inc. 14

15. Microsoft Office Outlook 2013 Using Rules Rules Wizard offers step by step guidance on how to create rule – Choose rule in top box and specify actions using underlined words to select details First method displays Create Rule window if message selected in Inbox when chose to create new rule – Outlook provides options to set for this sender or type of information found in message – If different purpose for rule, click Advanced Options Use first method to set up simple rule Use second method to set up rule that may require more conditions © CCI Learning Solutions Inc. 15

16. Microsoft Office Outlook 2013 Using Rules Modifying Rules Once rule set, it appears in Rules and Alerts window – On Home tab, in Move group, click Rules, and click Manage Rules & Alerts – From this window, can manage rules for specific purpose, or make copy of rule to add or remove extra action from original rule © CCI Learning Solutions Inc. 16

17. Microsoft Office Outlook 2013 Using Rules Use Change Rule to make quick changes: Each rule takes time to complete and may slow Outlook down – Always evaluate rules to see whether still necessary and remove those that are not To delete rule, select rule and then: – Click Delete in Rules and Alerts window, or – press DELETE © CCI Learning Solutions Inc. 17

18. Microsoft Office Outlook 2013 Using Rules Use Run Rules Now to choose which rule to apply Can also run rule by using Run Rules Now from Clean Up group in Folder tab – Use this feature whenever you add or change rule © CCI Learning Solutions Inc. 18

19. Microsoft Office Outlook 2013 Sending Automatic Replies If going to be away from computer for more than few days, it is good idea to let people know that you will not be responding to messages – Create automatic reply to provide details Use Automatic Replies feature to set up auto-reply whenever away from computer for extended period of time – Can be set for internal and external senders, and to occur at specific time To turn Automatic Replies option on or off, click File and click Automatic Replies © CCI Learning Solutions Inc. 19

20. Microsoft Office Outlook 2013 Sending Automatic Replies © CCI Learning Solutions Inc. 20

21. Microsoft Office Outlook 2013 Working with Data Files All Outlook items stored in single data file called Personal Folders file – If working on stand-alone computer, this is saved on local hard drive - Outlook.pst – If working with Microsoft Exchange account, file is located on e-mail server and called Offline Folder.ost file – If archive folders, Outlook automatically creates data file named Archive Folders Can create new data file when another e-mail account set up in Outlook – Can be imported from another e-mail program or set up as new account Can set up profile using Mail category in Control Panel to set up data file within Outlook – Data file then added and set as default or additional account so messages can be retrieved into central location © CCI Learning Solutions Inc. 21

22. Microsoft Office Outlook 2013 Working with Data Files 1.Click File and then click Add Account. © CCI Learning Solutions Inc. 22

23. Microsoft Office Outlook 2013 Working with Data Files 2.Enter information for account and then click Next. Outlook begins configuration process to set up mail account. Once complete, you are returned to Backstage. 3.Click to exit Backstage. © CCI Learning Solutions Inc. 23

24. Microsoft Office Outlook 2013 Managing Multiple Accounts Multiple accounts appear in the Navigation Pane Use arrows to expand or collapse data files – If subfolders exist in that folder, can collapse or expand folders Can also choose to add or remove different data files in Navigation Pane (right-click account and click Remove [account name]) © CCI Learning Solutions Inc. 24

25. Microsoft Office Outlook 2013 Managing Multiple Accounts To verify accounts set up in Outlook: – Click File, click Account Settings, and click Account Settings, or – Click File and, with Info category selected, click arrow for account field © CCI Learning Solutions Inc. 25

26. Microsoft Office Outlook 2013 Managing Multiple Accounts To send message from different account than default data account, click From to select account from which to send message Can also click Other E-mail Address to enter different name while still using this account to send message © CCI Learning Solutions Inc. 26

27. Microsoft Office Outlook 2013 Customizing Outlook Can customize Outlook to handle tasks automatically or to enhance feature To customize options in Outlook, click File and click Options © CCI Learning Solutions Inc. 27

28. Microsoft Office Outlook 2013 Customizing Outlook General Set default options for how Outlook appears when it starts and which options should always appear. MailSet options for how Mail items work. CalendarSet options for how Calendar items work. PeopleSet options for how Contact items work. TasksSet options for how Task items work. Search Set options for Search to find results based on search criteria. LanguageSet options for language to be used in Outlook. © CCI Learning Solutions Inc. 28

29. Microsoft Office Outlook 2013 Customizing Outlook Advanced Set additional options for various items shared between Outlook items. Customize Ribbon Add or remove buttons from ribbon, tabs and groups. Quick Access Toolbar Add or remove buttons from Quick Access Toolbar. Add-Ins Displays list of add-in programs installed along with Outlook to perform particular task. Trust CenterSet options to manage security and privacy settings for incoming or outgoing messages. © CCI Learning Solutions Inc. 29

30. Microsoft Office Outlook 2013 Customizing Outlook Customizing Mail Will mainly use Mail element Can customize to help create or respond to messages To customize options for messages, click File, click Options, click Mail and then click option to change © CCI Learning Solutions Inc. 30

31. Microsoft Office Outlook 2013 Customizing Outlook Compose messages Select which editor and mail format will be used for new messages, as well as other default options to include or modify in new messages. Outlook panes Set options to mark message if using Reading Pane to open and read messages. © CCI Learning Solutions Inc. 31

32. Microsoft Office Outlook 2013 Customizing Outlook Message arrivalChoose options to notify you when new message arrives. Conversation Clean Up Select options when cleaning up conversations including choosing folder you can read and delete later. © CCI Learning Solutions Inc. 32

33. Microsoft Office Outlook 2013 Customizing Outlook Replies and forwards Set up how original message appears when you reply or forward message. Save messages Set how unfinished messages go to Drafts folder to complete message later. © CCI Learning Solutions Inc. 33

34. Microsoft Office Outlook 2013 Customizing Outlook Send messages Choose options to determine how messages sent. TrackingDetermine which options active when requesting delivery receipts; options occur with every message sent. © CCI Learning Solutions Inc. 34

35. Microsoft Office Outlook 2013 Customizing Outlook Message format Choose options to determine message format when messages arrive. OtherSelect other options when working with messages. © CCI Learning Solutions Inc. 35

36. Microsoft Office Outlook 2013 Customizing Outlook Delegating Access When you are away from computer for a length of time or want someone else to access items on your behalf Both need to be connected to Exchange server and be existing members of Global Address List Usually delegated to someone who expects it and understands access rights given during your absence © CCI Learning Solutions Inc. 36

37. Microsoft Office Outlook 2013 Customizing Outlook 1.To delegate access, click File, click Account Settings, and click Delegate Access. © CCI Learning Solutions Inc. 37

38. Microsoft Office Outlook 2013 Customizing Outlook 2.Click Add and select person to delegate access to. Click Add and click OK. 3.Determine type of access to give to this person. 4.Click OK. © CCI Learning Solutions Inc. 38

39. Microsoft Office Outlook 2013 Customizing Outlook If you are made delegate, will receive message from person listing what access you have been given © CCI Learning Solutions Inc. 39

40. Microsoft Office Outlook 2013 Customizing Outlook 1.To open other person’s folder, click File, click Open & Export, and click Other User’s Folder. 2.Click Name to select person from Address Book or type name directly, and click OK. To change delegate access, click File, click Account Settings, click Delegate Access and, in the Delegates window, select delegate’s name and click Permissions. To remove delegate access, click File, click Account Settings, click Delegate Access and, in the Delegates window, select delegate’s name and click Remove. © CCI Learning Solutions Inc. 40

41. Microsoft Office Outlook 2013 Lesson Summary use Search Folders use Rules use Automatic Replies work with data files set Outlook options © CCI Learning Solutions Inc. 41

42. Microsoft Office Outlook 2013 Review Questions 1.Why use Search Folders to organize messages? 2.How can you display the Advanced Find command? 3.How does the Rules Wizard work? 4.When might you activate the Run Rules Now feature? 5.Why is it important to set up an automatic response for both the Inside My Organization and the Outside My Organization tabs? © CCI Learning Solutions Inc. 42

43. Microsoft Office Outlook 2013 Review Questions 6.What’s the difference between the Outlook.pst and an Outlook.ost file? 7.Why might you want to change the display of the Navigation Pane? 8.Why should you be careful about the option to empty the Deleted Items folder each time you exit Outlook? 9.What is an Add-in? 10.When you delegate access to someone, what are you actually doing? © CCI Learning Solutions Inc. 43