Outlook 2013 ~ Advanced

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1 Mail Using Categories 1. Select the message that for the category. 2. Select the appropriate category. 3. The category color displays next to the message. Renaming Categories 1. Select a message. 2. Select Categories from the tool bar. 3. Select the Category color. 4. The option displays to rename the category to something meaningful. 5. Enter the new name in the Name box. 6. Click Yes. Follow up: Follow up allows a user to flag an Outlook item ( , meeting, task, and more) with a request for follow up. You can choose a preset follow up flag or create your own custom flag. You can also set reminders for yourself, or others, to follow up on an item. Any item you mark for a follow up is also turned into a Task. Once a follow up is completed you can mark it as complete or clear the flag. Follow up on an inbox or folder item: 1. Select the item. 2. On the Home tab, select the appropriate follow up, create your own, and add a reminder if needed. 3. When done, Mark Complete. Send a request for follow up in an 1. Create a New Message. 2. Make sure you are on the Message tab. 3. After adding all recipients and finishing the message select the appropriate follow up or create your own. 4. Set a Reminder if it is needed for the recipients. 1

2 Auto reply: 1. Click the File tab on the Ribbon. 2. Click Automatic Replies. 3. Select a time frame if needed, leave unchecked if auto reply is to be always on until turned off. 4. Enter the message you want internal NIU users to receive in the Inside My Organization tab. 5. Click the Outside My Organization tab. 6. Uncheck the Auto-reply to people outside my organization box to exclude non-niu s from getting replies. 7. If you wish to send auto replies outside the organization, mark the check box. 8. You can chose to only auto-reply to outside people in your contacts list or to anyone. 9. Click OK when finished. 10. You can turn automatic replies off in your inbox or by clicking on File and selecting turn off in the automatic reply area. Attachments Select Attach File from the Include area on your message. 1. Click Browse to find the file you want to attach. 2. Select the file and click Open to attach it to the message. Or You can drag and drop a file from a folder into your message. People Pane The people pane opens a collapsible area at the bottom of messages where you can find information about previous contacts with those people involved in the . 2

3 Requesting Delivery and Read Receipts: In Outlook, you can request a delivery and read receipt from those you send items to. The delivery receipt notifies you that the message has been to the user s inbox. The read receipt sends you a message once the user reads the item**. This is the only way to know if a person has read a message. **Note: The recipient can choose to not send a read receipt. This is also something they can make a default choice and they will no longer to be prompted to send the receipt. If you are concerned a person has not read a message be sure to follow up with them. 1. Create and type your new message. 2. Click the Options tab on the Ribbon. 3. Select the checkbox for delivery receipt and/or read receipt. 4. Finish and send your message. Remember, Receipts will by default show up as messages in your inbox. If you frequently use this feature you may want to explore creating a rule to place them in their own folder. 3

4 Rules Rules can be used to help organize your inbox and folders. For example, a rule can be created to move all read receipts or messages with certain subjects can be moved to topical folders to prevent inbox clutter. 1. Select Rules on the Home tab. 2. Select Manage Rules & Alerts. 3. Click on New Rule. 4. Select a rule template from Step 1 of the Rules wizard. 5. Click on the links in Step 2 of the wizard to edit the rule description. The rule description sets the criteria to activate the Rule and what the Rule does when the criteria are met. 6. Click Finish. 7. Review active rules and their description then click Apply. Calendars Sharing a Calendar 1. On the Home tab, in the Share group, click the Share Calendar. 2. In the To field, enter the name(s) of individual you wish to share the calendar with. 3. Select the Allow Recipients to view your calendar option. You can also Request permission to view recipient s calendar. 4. Enter additional information in the message body Click Send. 7. In the Confirmation box, click Yes. 4

5 Accessing a Shared Calendar 1. Click the Calendar from the navigation pane. 2. Select the calendar from the list. 3. View the calendar. Merging Calendars 1. After accessing a shared calendar, click the arrow (pointing to the left of the name). 2. The calendars were merge and display appointments in different colors to display the overlapping of appointments. Note: More than 5 calendars in a view, will default to a vertical view, similar to the Scheduling Assistant. 5

6 People Contacts Note: Contacts from NIU will contain name, phone number, office location, department, and job title information automatically. To View Your Contacts: Click the People button in the Navigation bar. To Create a New Contact: Click the New button on the ribbon. To Edit a Contact: Double-click the contact. To Find a Contact: Type words to search for in the Search Contacts box. To Delete a Contact: Select the contact and press the delete key. To Change Views: Select the appropriate view in the Current View section of the Contact Navigation pane. Adding Contacts 1. On the Home tab, in the People View, click New Contact. 2. In the New Window, enter the contact s information. If it is an NIU contact most of the information will appear by default. Note: you can do this directly from an message. Simply right-click the name and select Add to Outlook contacts. Creating a Contact Group (Distribution List) 1. On the Home tab, in the Contact view, in the New group, click New Contact Group. 2. Provide a name for the Group. 3. In the New Contact Group window, click Add members. 4. Choose to add members from Outlook or insert them manually. 5. Click Save & Close. 6

7 Tasks Create a New Task Tasks can be created from s, meetings, or individually to keep track of projects, due dates, status of completion and more. 1. Click New Task on the home tab of the Ribbon. 2. Enter a Subject. 3. Enter Start and End dates. 4. Set the Status and Priority. 5. Add a Reminder if one is needed. 6. Fill in task details. 7. Categorize or add a Follow Up if needed. 8. Click Save & Close. Update/Edit a Task Note: You can only edit tasks that you created for yourself or that were assigned to you. You cannot edit a task you have assigned to someone else (except a completion date in the details). Completed tasks will leave your To-Do List by default and can be found in your Tasks List. 1. Open a Task that is assigned to you (by yourself or someone else) from the list. 2. Edit the Task as needed. 3. Click Save & Close when finished. 7

8 Assign a Task to another Person 1. Create a New Task. 2. Click Assign Task. 3. Add a Contact to the To: line just like in an Fill in the task dates, status, priority, and details in the message window. 5. By default an updated copy of the Task will be kept on your task list and you will receive a status report when it is completed. These can be turned off by unchecking the appropriate checkboxes. 6. Click Save & Close to send the assigned Task. Mark a Task Complete There are several ways to mark a task complete. 1. Right click the Task and select complete. 2. Click the red flag next to a task to complete it. 3. Select complete from the ribbon. 4. Open the task and select complete from the ribbon. 8

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