1 MS Visio Org Charts and Diagrams 2 Outlook Desktop: The Essentials Janet W. Lee Technology Training Coordinator Loyola Marymount University, Los Angeles February 2014 Compiled by Janet W Lee October
2 Table of Contents Send messages to the right recipients... 1 Include attachments... 1 Create a signature... 2 Preview attachments... 2 Save all attachments from a message... 3 Turn on or off the Reading Pane... 3 Insert a screenshot or screen clipping... 4 View messages by Conversations... 5 Flag a message for follow-up... 6 Add reminder to a message... 6 Find that message: searching effectively... 7 Add frequently accessed folder to Favorites... 7 Quick glance of your day with To-Do Bar... 8 Turn on or Notifications (Desktop Alert)... 8 Create a folder... 9 Move messages to a folder... 9 Empty the Junk folder... 9 Empty the Deleted Items folder What is an Archive and what does it do? How do I set Archiving to run automatically? How do I open an Archive file? How to choose a time to meet Accept or decline a meeting request Make an appointment or meeting private Create a Contact Group... 13
3 Send messages to the right recipients Use Check Name: to make sure you have the correct recipient Type part of the name > click Check Name > a list of possible matches appears as a list > click the name or click More for more matches. The red, wavy line; or Type portion of the name > click Check Name on the Ribbon. Include attachments 1. To attach a file to a message, select > Attachment. To attach a file to a calendar item, select > Insert > Attachment. 2. Browse to find the file you want to attach. 3. Select the file you want to attach, and then select Open to add it to your message or calendar item. NOTE: Another way to attach files On the Ribbon, Insert tab, Include group, click the Attach File button. Compiled by Janet W Lee February
4 Create a signature 1. Open a new message. On the Message tab, in the Include group, click Signature, and then click Signatures. 2. On the Signature tab, click New. 3. Type a name for the signature, and then click OK. 4. In the Edit signature box, type the text that you want to include in the signature. 5. To format the text, select the text, and then use the style and formatting buttons to select the options that you want. Preview attachments Click the "Preview file" button for non-microsoft Office files Compiled by Janet W Lee February
5 Outlook automatically display contents from other Microsoft Office files. Save all attachments from a message 1. In the Reading Pane or the open message, click an attachment. 2. On the Attachments tab, in the Actions group, click Save All Attachments 3. In the Save All Attachments dialog box, click OK. 4. Click a folder location, and then click OK. Turn on or off the Reading Pane Preview items without opening them by using the Reading Pane just click the item to display its contents. In the Reading Pane, you can view or open attachments, follow a hyperlink, use voting buttons, view the follow-up information in the InfoBar (Banner near the top of an open message, appointment, contact, or task. Tells you if a message has been replied to or forwarded, along with the online status of a contact who is using Instant Messaging, and so on), and respond to meeting requests. NOTE: Messages viewed in the in the Reading Pane are safe. Potentially malicious scripts or attachments are not activated or opened automatically in the Reading Pane. On the View tab, in the Layout group, click Reading Pane, and then click Right, Bottom, or Off. Compiled by Janet W Lee February
6 Insert a screenshot or screen clipping You can use it to take a picture of all or part of the windows open on your computer. When you click the Screenshot button, you can insert the whole program window or use the Screen Clipping tool to select part of a window. Only windows that have not been minimized to the taskbar can be captured. When you choose Screen Clipping, your entire window will temporarily become opaque or frosted over. After you select the part of the window that you want, your selection will show through this opaqueness. 1. Make sure the application you want to capture is open, not minimized. 1. Create a new message. 2. Click on the body of the message. 3. On the Insert tab, under Illustrations group, click Screenshot button. Compiled by Janet W Lee February
7 View messages by Conversations When Conversations is turned on, messages that share the same subject appear as Conversations that can be viewed expanded or collapsed. You can quickly review and act on messages or complete Conversations. The messages within each Conversation are sorted with the newest message on top. When you click a Conversation header in the message list, the Conversation shows in the Reading Pane, with the newest message on top. If you receive many messages that go back and forth among several different people, change to Conversations view. Turn on or off Conversations 1. On the View tab, in the Conversations group, select or clear the Show as Conversations check box. 2. Click All Folders or This folder. NOTE: You can keep Conversations that are unimportant to you out of your Inbox. On the Home tab, in the Delete group, click Ignore. All previous and future messages of the selected Conversation are moved directly to the Deleted Items folder. Compiled by Janet W Lee February
8 Flag a message for follow-up When you decide that you don't have time to deal with a message right away, you can flag it. On the message list, right-click the Flag column, click a flag; or Select an , on Home tab on the Ribbon, under Tags group, click Follow up button, and select an option. Add reminder to a message In Microsoft Outlook, you can set or remove reminders for different items, such as messages, appointments, and contacts. 1. On the Home tab, in the Tags group, click Follow Up, and then click Add Reminder. 2. In the Custom dialog box, select or clear the Reminder check box. If you select the check box, enter the date and time when you want the reminder to appear. 3. Click OK. Compiled by Janet W Lee February
9 Find that message: searching effectively Find a message from a particular person Click in the Search box in the folder > on the Search tab, click From > Type the person s name or, start by typing the name, and then press the down arrow key to select From to narrow the results. Find messages across your whole mailbox Sometimes you can t find a message by only searching in a folder alone it could be a message that you sent or it could have been misfiled. In these cases, start by searching in any folder and then click Try searching again in All Mail Items. Use Search folders Search folders are useful for gathering information from across different mail and RSS folders. Search folders can be especially useful when you need to gather information that is saved in different folders for example, when preparing for a quarterly meeting. If you receive a large volume of messages (more than 200 messages a day), search folders might be a good way for you to parse mail from different senders. Add frequently accessed folder to Favorites Favorites is a subset of your mail folders, appear at the top of the Navigation Pane. Favorites give visibility to folders that are otherwise buried in your mail folder list. To add folders to the Favorites: Right-click on any folder or subfolder > select Show in Favorites To remove a folder from the Favorites: Right-click the folder > select Remove from Favorites Compiled by Janet W Lee February
10 Quick glance of your day with To-Do Bar The To-Do Bar is the panel on the right side of Outlook It shows you a calendar, your upcoming appointments, and your unified task list, which contains: Messages you need to respond to (flagged messages). Contacts you need to call (flagged contacts). Tasks that come up spontaneously. Turn on or off To-Do Bar On the Ribbon, select View tab, Layout group, and click the downpointing arrow on the To-Do Bar button. Decide what to show on the To-Do-Bar Make sure To-Do Bar is turned or or minimized (follow steps above) Click Options on the drop-down list Place a checkmark for the items you want to see Turn on or Notifications (Desktop Alert) If you receive a lot of messages or are easily distracted by the notification sound that plays for incoming messages, we recommend turning off the Desktop Alerts A Desktop Alert is a notification that appears on your desktop when you receive a new message, meeting request, or task request. By default, Desktop Alerts are turned on. To turn on or off Desktop Alerts, do the following: 1. Click the File tab. 2. Click Options. 3. Click Mail. 4. Under Message arrival, select or clear the Display a Desktop Alert check box. 5. You can also turn off Desktop Alert when one appears on your screen. Click the down arrow on the alert, and then click Disable New Mail Desktop Alert. 6. To change the transparency of Desktop Alerts or how long they are visible, click Desktop Alert Settings. Compiled by Janet W Lee February
11 Create a folder Folders provide a way to organize messages, contacts, and tasks in Outlook. To add a folder to the Navigation Pane, do the following: 1. On the Folder tab, in the New group, click New Folder. 2. In the Name box, enter a name for the folder. 3. In the Select where to place the folder list, click the location for the new folder. The new folder will become a sub folder of the folder you select. 4. Click OK. NOTE: You can also right-click a folder and select New Folder. Follow similar step to create a new calendar. Move messages to a folder 1. Select the or a group of s you want to move. 2. On the Ribbon, in the Home tab, in the Move group, click the Move button. 3. Select the folder on the list or click Other Folder. NOTE: You can always drag and drop to a folder on the left navigation pane; but it is easy to accidentally drag to a wrong folder. You can click Undo immediate to revert this action. Empty the Junk folder Before you empty the folder, you might want to review messages, to ensure that no messages you want to keep were mistakenly labeled as junk. To empty the Junk folder, do the following: In Mail, in the Navigation Pane, click the Junk folder. On the Folder tab, in the Clean Up group, click Empty Folder. NOTE: You can right-click over the Junk and select Empty Folder. Compiled by Janet W Lee February
12 Empty the Deleted Items folder Items that you delete are moved to the Deleted Items folder, but aren t permanently deleted until that folder is emptied. Over time, the contents of the Deleted Items folder can consume a large amount of your data file or server storage quota. Automatically empty the Deleted Items folder 1. Click the File tab. 2. Click Options. 3. On the Advanced tab, under Outlook Start and Exit, select the Empty the Deleted Items folder upon exiting check box. 4. To be notified before the Deleted Items folder is emptied automatically, on the Advanced tab, under Other, select the Prompt for confirmation before permanently deleting items check box. Manually empty the Deleted Items folder 1. Right-click the Deleted Items folder and then click Empty Folder. What is an Archive and what does it do? In most cases Outlook keeps all your in a file called the Outlook Data File (sometimes called the.pst file) locally on your PC. The Personal Folders and all the sub folders listed on the left side of the Outlook screen are a snapshot of what is in the Outlook Data File. So if you take into consideration all the pictures, documents, videos and music you might have in your , the file can become quite large. Outlook can only use the computer resources available to it. An Archive is a way to reduce the size of your Outlook Data File when the amount of you keep starts to tax your computers resources, causing it to slow down. Unlike a traditional backup in which a copy is made, archived items are moved to a separate Outlook Data File and set aside to be accessed when needed. How do I set Archiving to run automatically? 1. Go to: File > Options > Advanced. 2. Scroll down until you find AutoArchive and click on AutoArchive Settings. 3. In the window that opens you can set the following options. o Run AutoArchive every XX days. Compiled by Janet W Lee February
13 o o o o o o Prompt before running AutoArchive. Delete expired items ( folders only). Archive or delete old items. Show archive folder in folder list. Set Archive to clean out older than XX months. Pick the Archive folder to send the old to (Leave at default). How do I open an Archive file? 1. Go to: File > Open > Open Outlook Data File. 2. Select the Archive file you want to open and click OK. The Archive file will appear underneath your regular file. By default, all archive file displayed as Archive. You can rename to something more meaningful to you. Right-click the archive folder on the list > select Data File Properties > click the Advanced button > type a new name in the Name box > click OK or Apply Compiled by Janet W Lee February
14 How to choose a time to meet Choose a time when everyone can meet by looking at the invitees free/busy information in Calendar. Use the Scheduling Assistant to view all meeting attendees availability. The free/busy grid shows the availability of attendees. A green vertical line represents the start of the meeting. A red vertical line represents the end of the meeting. To view the Scheduling Assistant when composing a meeting request, do the following: On the Meeting tab, in the Show group, click Scheduling Assistant. Accept or decline a meeting request 1. Open the meeting request On the Ribbon, in the Respond group, click the Accept or Decline button. NOTE: By default, meeting requests are displayed on your calendar as tentative meetings. Make an appointment or meeting private When an appointment or meeting is marked private, other people cannot see details of the item. This includes people who have delegate access rights or other people who you have granted read permissions to your calendar. Details of a private item can also be blocked from appearing when your calendar is printed. 1. Create or open the appointment or meeting that you want to mark as private. 2. On the Appointment or Meeting tab, in the Tags group, click Private. Compiled by Janet W Lee February
15 Create a Contact Group Create Contact Groups (formerly known as personal distribution lists) in Outlook 2010 when you want to make it easier to send messages to a group of people. 1. Go to the Contacts folder. 2. On the Ribbon, make sure Home tab is selected 3. In the New group, click New Contact Group button 4. Type a name for the group. 5. Click the Add Members button 6. Double-click the names you want to include 7. Click OK. 8. Click Save & Close. NOTE: The group is displayed with the name of the group and the word Group under it. Compiled by Janet W Lee February
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