1. 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

2. Learning Objectives Navigate the “Ribbon” and Outlook e-mail Interface Create and use e-mail signatures Attach files to your e-mail 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 e-mail folders more effectively Use filters and rules to manage your e-mail better University of San Diego Academic Tech Services iTeam - iteam@sandiego.edu, ext 7400

3. The Ribbon

4. Outlook Help University of San Diego Academic Tech Services iTeam - iteam@sandiego.edu, ext 7400 Button pops up help window.

5. Parts of your Outlook screen University of San Diego Academic Tech Services iTeam - iteam@sandiego.edu, ext 7400

6. Using Signatures University of San Diego Academic Tech Services iTeam - iteam@sandiego.edu, ext 7400

7. Creating a signature University of San Diego Academic Tech Services iTeam - iteam@sandiego.edu, ext 7400

8. Writing an e-mail with Attachments University of San Diego Academic Tech Services iTeam - iteam@sandiego.edu, ext 7400

9. Writing an e-mail with Attachments University of San Diego Academic Tech Services iTeam - iteam@sandiego.edu, 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 e-mail.

10. Adding Contacts to your Address Book University of San Diego Academic Tech Services iTeam - iteam@sandiego.edu, ext 7400

11. Adding Contacts to your Address Book University of San Diego Academic Tech Services iTeam - iteam@sandiego.edu, ext 7400

12. Creating a Distribution List University of San Diego Academic Tech Services iTeam - iteam@sandiego.edu, ext 7400

13. Creating a Distribution List University of San Diego Academic Tech Services iTeam - iteam@sandiego.edu, ext 7400 Shows up in your Contacts list different than a person

14. Using your Outlook Calendar University of San Diego Academic Tech Services iTeam - iteam@sandiego.edu, ext 7400 Appointments Meetings View Categories Reminders Shared Calendars

15. Adding an appointment to your calendar University of San Diego Academic Tech Services iTeam - iteam@sandiego.edu, ext 7400

16. Adding a meeting to your calendar University of San Diego Academic Tech Services iTeam - iteam@sandiego.edu, ext 7400

17. Adding a meeting from your e-mail directly University of San Diego Academic Tech Services iTeam - iteam@sandiego.edu, ext 7400

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

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

20. Using Reminders University of San Diego Academic Tech Services iTeam - iteam@sandiego.edu, ext 7400 You can set the reminder for any interval from 5 min to 2 weeks

21. Searching your Outlook account University of San Diego Academic Tech Services iTeam - iteam@sandiego.edu, 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 e-mail (From), subject, or if e-mail has attachments Return count is always at the bottom of the screen Also known as filtering

22. Using File Folders in Outlook University of San Diego Academic Tech Services iTeam - iteam@sandiego.edu, 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 e-mails that are flagged)

23. Setting up Rules in Outlook University of San Diego Academic Tech Services iTeam - iteam@sandiego.edu, ext 7400 Rules allow you to tell Outlook to do the same set of commands for a given situation, e.g. Move all e-mails from X to folder Y Create an alert when X e-mails you Divert group e- mails to folder Y

24. What kind of rules can I implement? Alert you to e-mails from your boss, dean, co-workers or even family members Divert any non-critical e-mails (or e-mails with a particular keyword in the subject) to a folder that you can read later Send an alert when high importance e-mails are received Automatically archive, delete, forward or reply to certain types of messages Categorize all sorts of incoming e-mail for you University of San Diego Academic Tech Services iTeam - iteam@sandiego.edu, ext 7400

25. 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 - iteam@sandiego.edu, ext 7400