Office 365 Employee San Jac Outlook 2013

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1 Office 365 Employee San Jac Outlook 2013 Interface Overview 1. Quick Access Toolbar contains shortcuts for the most commonly used tools. 2. File tab (Backstage View) contains tools to manage account and settings. 3. Ribbon contains groups of tools for use with Outlook 2013 such as New Message, Reply, Follow- Up, etc. 4. Messages move, flag, categorize, or delete messages within the message list. 5. Reading Pane displays the contents of the selected message. 6. Navigation Pane gives access to Inbox folders, sent and deleted items, calendar, and tasks. Page 1

2 Mail Messages Create New Message 1. In Mail, on the Home tab, in the New group, click New Address and type the message. To add an attachment, click Attach File on the Message tab. Please note: Total message size is limited to 25 MB including attachments. 3. Click Send when you are ready. Open or Save an Attachment 1. Select the with the attachment. 2. Double-click the attachment to view the file. 3. If you wish to save the file, right-click on the attachment s icon in the Reading Pane. 4. Select Save As and choose where to save the file. Page 2

3 Create and add a Signature 1. Go to the File menu and select Options, then click Mail. 2. Within the compose messages area, click Signatures 3. Click New to add a new signature, type a name for the signature and continue to enter the necessary information within the Edit Signature section. 4. Repeat step 3 to create additional signatures. You can also set default signatures for new messages, replies, or forwards. 5. When creating a new message or replying to an existing one, on the Message tab, click Signatures and select the signature you want. Page 3

4 Out of Office 1. Click File and then Automatic Replies. 2. Select Send automatic replies. 3. Select the Only send during this time range checkbox to schedule your out of office replies. If you do not specify a start and end time, auto-replies are sent until you select Do not send automatic replies. 4. You can specify messages for Inside My Organization (San Jacinto College) and Outside My Organization. 5. Click OK when finished. Page 4

5 Calendar New Appointment Go to your calendar. On the Home tab, within the New group, click New Appointment or right-click a time block in your calendar grid, then click New Appointment. Add the appointment details (time, location, etc.). When finished, click Save & Close. New Meeting 1. On the Home tab, within the Calendar, click New Meeting or right-click a time block in your calendar grid, then click New Meeting Request. 2. Invite attendees using the To: field. 3. Click on the Scheduling Assistant button to view attendees availability. 4. Add the appointment details (time, locations, etc.) 5. When finished, click Send. Track Meeting Responses Meeting organizers can track accepted and declined responses. 1. Double-click on the Meeting/Appointment. 2. Click the Tracking button to view responses. Page 5

6 Manage Appointments Change drag the appointment to a new location on the calendar. Delete select the appointment on the calendar view and then press Delete. Edit double-click the appointment to open it. Amend the necessary changes needed and then click Send Update. Cancel double-click the appointment to open it. Click Cancel Meeting. Choose options for notifying attendees. Change Calendar Permissions 1. On the Home tab within the Share group, click Calendar Permissions. 2. To change the default view, select Default and then select the desired read level access. 3. To give others more detail or other permissions, click Add. 4. Select an individual from the Address book and click OK. You will be returned to the Permissions tab of your Calendar Properties and those individual(s) you just added will be selected. 5. Select the desired permissions and click OK. Page 6

7 Contacts Create a New Contact 1. Click on the People icon in the Navigation bar. 2. On the Home tab, within the New group, click New Contact. 4. On the Contact Group tab, in the Members group, click Add Members and then select From Outlook Contacts, From Address Book, or New Contact. 5. Find the individual you would like to add. 3. Enter your contacts details. 4. When finished, click Save & Close. Edit Contact 1. Double-click the contact name of the contact you wish to make changes to. 2. Edit and make changes. 3. When finished, click Save & Close. Contact Groups 1. Click on the People icon in the Navigation bar. 2. On the Home tab, within the New group, click New Contact Group. 6. Follow steps 4-5 for each individual whom you want to add to the Contact Group. 7. When finished, click Save & Close. Additional Online Documentation: 365/training-resources/ 3. Type in a name for the Contact group in the Name box. Tech Support Contact Information: x6137 or Page 7

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