Outlook And Outlook Web App For. Trent University

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1 Outlook 2013 And Outlook Web App For Trent University

2 Outlook 2013 and Outlook Web App for Trent University Page 2 of 127 Copyright 2013 Shaw Computer Systems

3 Introduction to Outlook 2013 TABLE OF CONTENTS 1 Toolbars vs. the Ribbon The Ribbon Toggling the Ribbon Using Ribbon Tabs and Groups Other Tabs Where Have all the Tools Gone? The File Ribbon Tab How do I change my Options? Mail Group The Quick Access Toolbar Removing an Icon from the Quick Access Toolbar Additional Modifications to the Quick Access Toolbar Overview of Electronic Mail Using Outlook Today Where to Find Your Changing the Inbox View The View Ribbon The Reading Pane Creating a New Item Creating a Draft Responding to Sent to You Replying to an Forwarding an Message Deleting an Message Organizing Items Manually Organizing Items by Using a Rule Organizing Your Using a Rule Automatic Rules Other Features Attachments and Printing Using Attachments Receiving an Attachment from an Item Printing Messages Copyright 2013 Shaw Computer Systems Page 3 of 127

4 Outlook 2013 and Outlook Web App for Trent University Table of Contents (Continued) 4 Flags, Tracking and Voting Options Flagging Your for a Follow up Activity Tracking the Progress of your Seeing the Results Sharing Your Inbox with a Colleague Contact Groups (Distribution Lists) Creating a Contact Group Modifying a Contact Group by Adding or Removing Members Using a Contact Group Creating and Using a Simple Signature File Creating a Signature File Using a Signature File Adding and Modifying People (Contacts) Creating a Contact Editing Contact Information Other Contacts Features Sending an to a Contact Sending a Meeting Request Directly from Contacts Attaching Other Information to a Contact Printing Contact Information Working with the Calendar Starting the Outlook Calendar Customizing the Calendar Window Adjusting for Daily, Weekly, or Monthly Display Adjusting the Number of Months Showing Navigating Through Months and Showing a Date Creating an Appointment Entering Appointment Details Editing Appointment Details Adjusting and Moving Scheduled Appointments Adjusting the Length of an Appointment Moving an Appointment Deleting an Appointment Page 4 of 127 Copyright 2013 Shaw Computer Systems

5 Introduction to Outlook 2013 Table of Contents (Continued) 8.7 Recurring Appointments Creating a Recurring Appointment Removing a Recurring Appointment Sharing a Calendar Sharing Your Calendar Deleting a Shared Calendar Working with Multiple Calendars Overlaying Multiple Calendars Deleting an Extra or Shared Calendar Scheduling and Tracking a Meeting Request Scheduling a Meeting Tracking Your Meeting Request A Brief Visit to Office Web App Overview of Office 365 and Outlook and Mail Web Apps Logging On to Your Office 365 Account Connecting to the Outlook Web App Changing the Settings for your Web App Creating a New Mail Item Categorizing Mail in your Inbox Accessing your Calendar Online to Manage Your Appointments Accessing your Contacts Online Using the People App Creating a New Contact Creating a New Contact Group Using a Group Name to Address Mail Logging Off from Office Appendix A: GroupWise vs Outlook Terminology Copyright 2013 Shaw Computer Systems Page 5 of 127

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7 Outlook 2013 and Outlook Web App for Trent University 1 Toolbars vs. the Ribbon 1.1 The Ribbon If you ve even just seen an Office 2013 window, you have encountered the ribbon. It houses tabs with functional groupings of buttons and drop-down lists that are supposed to be relevant to particular tasks. Some icons are bigger than others, and have been engineered that way to add prominence to the most commonly used items. Below is the ribbon that appears when a user has just opened Outlook Toggling the Ribbon If you find the ribbon distracting or too space-consuming, toggle it out of sight using one of these methods: Press CTRL-F1. Or Double-click on the current ribbon tab. Or Right-click on the row of tab labels or any item within a tab and choose Collapse the Ribbon from the shortcut menu. Or Copyright 2013 Shaw Computer Systems Page 7 of 127

8 Introduction to Outlook 2013 and Outlook Web App Use the Ribbon Display Options icon to control the way tabs are displayed and managed. Use the reverse of any of the previously described methods to show the ribbon again Using Ribbon Tabs and Groups Instead of utilizing drop-down menus and dialogue boxes, the ribbon offers various ribbon faces that are divided into activity groups. In the Home Ribbon tab, for instance, users will find many of the familiar activities such as controls managing messages that are in the Inbox without even opening the message. Click a ribbon tab to change the ribbon face to see other ribbons. Copyright 2013 Shaw Computer Systems Page 8 of 127

9 Outlook 2013 and Outlook Web App for Trent University On each ribbon face, users will find groups of activities. Microsoft has replaced many of the dialogue boxes that users would normally see with ribbon groups. For example the View Ribbon Layout group, circled below, contains the icons to arrange the objects on your Outlook window so you can work more to your liking Other Tabs When a user is performing some specialized activity such as inserting an AutoShape, other contextual tabs will be displayed to assist the user with the work at hand. In the graphic below, the user is working on a graphic and Outlook is now displaying the Drawing Tools tab. The Drawing Tools tab has many tools to format shapes such as ovals, rectangles and others. Users will also encounter galleries of choices and a new feature called Live Preview to assist them in creating professional looking documents. Example of a gallery. Copyright 2013 Shaw Computer Systems Page 9 of 127

10 Introduction to Outlook 2013 and Outlook Web App 1.2 Where Have all the Tools Gone? The File Ribbon Tab In this version of Outlook most of the familiar and most commonly used tools have disappeared from the working screen. Users are often confused by the lack of a Print, Save, Open, New and other regularly used icons. Many of these can be found under the File ribbon tab. There really isn t a file ribbon, however. Microsoft calls this the Backstage View. In the backstage view, users can save, print, change account settings and so on. Copyright 2013 Shaw Computer Systems Page 10 of 127

11 Outlook 2013 and Outlook Web App for Trent University 1.3 How do I change my Options? In the old Outlook, we could click the Tools menu choice to find the Options dialogue box control. To perform the same types of activities, and more, in the new Outlook, click the File tab and then Options choice as indicated below. The Outlook Options dialogue box contains the functionality we were used to in the previous version. We will explore some features from the group of choices below. Copyright 2013 Shaw Computer Systems Page 11 of 127

12 Introduction to Outlook 2013 and Outlook Web App Setting New Outlook Defaults Use the General Group to set the Outlook colour scheme and the User Name information Mail Group By using the choices in the Mail group, Outlook users can configure their copy of Outlook to work in a manner that more closely fits the way they want to work. The graphic below shows some of the choices to change the way messages are created and how the Spell Checker works and so on. Copyright 2013 Shaw Computer Systems Page 12 of 127

13 Outlook 2013 and Outlook Web App for Trent University The Quick Access Toolbar To facilitate even more efficiency, Office 2013 products have a feature called the Quick Access toolbar as illustrated below. The default components of the Outlook Quick Access toolbar are the Send and Receive and, Undo controls. To add additional controls such as Save As, Print, and others, users can add more icons in a number of ways. For example, at times, we would like to print an or other document. This can be accomplished by using the File ribbon Print Print selections, but this is time consuming. If we intend to do this on a regular basis we should customize the Quick Access toolbar to add the Print icon to it. 1) Click the drop-down at the right end of the Quick Access toolbar. 2) Click Print. Copyright 2013 Shaw Computer Systems Page 13 of 127

14 Introduction to Outlook 2013 and Outlook Web App The Print icon will be added to your Quick Access toolbar Removing an Icon from the Quick Access Toolbar To remove an unwanted icon from the Quick Access toolbar, right-click on the icon and click Remove from Quick Access Toolbar Additional Modifications to the Quick Access Toolbar If the activity you need to add to the Quick Access toolbar is not shown on the quick access list, it likely can be added from the Customize choices. 1) Click the drop-down at the right end of the Quick Access toolbar. Copyright 2013 Shaw Computer Systems Page 14 of 127

15 Outlook 2013 and Outlook Web App for Trent University 2) Click More Commands. 3) Locate and double-click the command you wish to add. 4) Use the Move Up or Move Down arrow to adjust an entry s position left to right on the toolbar. 5) Click OK to close the window and see the result of your work. Copyright 2013 Shaw Computer Systems Page 15 of 127

16 Introduction to Outlook 2013 and Outlook Web App 2 Overview of Electronic Mail Electronic Mail ( ) gives users a fast, cheap way to exchange electronic information such as messages and files. Message Items may be sent to a user in the same office, or to other Internet users all over the world. To send and receive users need an account. accounts are usually provided by an Internet service provider such as Sympatico or Nexicom or an online service provider such as Hotmail or Gmail. A Local Area Network connection provides this service through the corporate connection to the Internet. You may also need an client ( software) on your computer. Part of Microsoft Outlook is an client. 2.1 Using Outlook Today Outlook Today is a single screen display that has been designed to give users a quick snapshot of the most pressing issues related to Microsoft Outlook. In the Outlook Today window, users can display a list of critical calendar entries, see the number of unopened e- mail items in the Inbox, and other Outlook entries. Many of the display groups are customizable. 1) Start Microsoft Outlook 2013 on your computer. 2) If your copy of Outlook is not showing the Outlook Today screen automatically, click the domain entry as shown below (your domain entry will have different content). 3) To customize Outlook Today, click Customize Outlook Today. Copyright 2013 Shaw Computer Systems Page 16 of 127

17 Outlook 2013 and Outlook Web App for Trent University 4) Use the drop-downs and spinners to customize any part of the window. 5) Click Save Changes. 6) Close Outlook and start it again to see your changes. 2.2 Where to Find Your Outlook 2013 has an Inbox that has been designed to receive any sent to a user s e- mail address. When the user checks his/her account (or when Outlook does it automatically) new messages are downloaded into the Inbox. To see the Inbox on the computer you are using: 1) Start Microsoft Outlook 2013 on your computer. 2) Click the Mail icon in the lower left corner of the window. Your Inbox may look different from the graphic on the following page. The difference is likely that you have a different view than the computer that produced the graphic below. We will examine how to change your view shortly. Copyright 2013 Shaw Computer Systems Page 17 of 127

18 Introduction to Outlook 2013 and Outlook Web App 2.3 Changing the Inbox View What we think of as our Inbox may have several views. A terse list of some of the possibilities is shown below: The View Ribbon The View ribbon allows users to change the way their copy of Outlook appears on the screen. There are a number of options: Copyright 2013 Shaw Computer Systems Page 18 of 127

19 Outlook 2013 and Outlook Web App for Trent University The Reading Pane The Inbox pane is the location where any mail items that have been received through the account(s) will be listed. The Inbox pane is shown as the center part of the graphic below. The Reading pane may be shown as an area to the right or below the Inbox pane. You can turn the Reading Pane off also. To adjust the position of your Reading Pane click View Ribbon Layout group Reading Pane Bottom. Copyright 2013 Shaw Computer Systems Page 19 of 127

20 Introduction to Outlook 2013 and Outlook Web App In the Reading Pane you can read the contents of an item that has been clicked in the Inbox without actually opening the item in a window of its own. In many cases, especially when the content of an item is small, you can read the mail very efficiently. To preview the content of another mail item, simply click the item in the Inbox and the Reading Pane will show you the content of the new mail item. Users can scroll in the Reading Pane to see more content. Double-clicking an item in the Inbox list will open it in a new window. In many instances, a folder will show a number beside the folder name as shown in the graphic below. This indicates that there is 1 unread item in the Inbox. Copyright 2013 Shaw Computer Systems Page 20 of 127

21 Outlook 2013 and Outlook Web App for Trent University 2.4 Creating a New Item 1) Click on the Mail menu choice at the bottom of the screen. 2) Click Home Ribbon New Group New . The Untitled Message window is opened In many instances, instead of taking the time to locate the new icon as in the instruction above, users can simply double-click a blank area of the Inbox (if there is any) to launch a new message window. Copyright 2013 Shaw Computer Systems Page 21 of 127

22 Introduction to Outlook 2013 and Outlook Web App The text areas labeled To:, CC:, and BCC (not shown in the graphic above) are designed to allow users to enter the address of the person to whom the is to be sent. It is possible to enter multiple addresses in each of the To: CC: and BCC areas if there is more than a single intended recipient address for each of those areas. The use of each area is listed below: To: is the text area that receives the addresses of those intended recipients of the e- mail that will receive the directly. This means that the mail goes to their Inbox and it is your intention for the recipient to open, read, and act upon the contents of the mail. addresses are composed of the user name followed by symbol (use Shift + 2 to get it) and the domain name of the account at which the user has been granted privileges. Below are some examples of addresses: CC: is the text area that receives the addresses of those intended recipients of the e- mail that are being informed of the activity or information contained in the . It is generally thought that CC: recipients are not expected to take action regarding the content of the unless they are motivated to do so. Recipients in the To: area and recipients in the CC: area all know who is receiving the item. The CC: stands for Carbon Copy. The BCC: is the text area that receives the addresses of those intended recipients of the that are also being informed of the activity or information contained in the e- mail. BCC: recipients do not generally get involved in the content of the either. The difference between a CC: recipient and a BCC: recipient is that all BCC: recipients remain anonymous to all other receivers of the . The BCC: stands for Blind Carbon Copy. If your copy of Outlook is not showing the BCC: text area, you can turn it on by clicking Options Ribbon Show Fields group BCC. Copyright 2013 Shaw Computer Systems Page 22 of 127

23 Outlook 2013 and Outlook Web App for Trent University 3) For this exercise, add the address of the computer you are using and a similar one for a colleague in the training session in the To: area. 4) After entering addresses in the To:, CC:, or BCC: fields, type a short phrase about the content of the in the Subject: text area. Avoid using Subject content such as Hi or It s just me again or other personal phrases. Not only are these not professional but electronic filters called SPAM filters look for these phrases and many others in the subject of every . When identified phrases are detected, the e- mail may be rejected or treated as SPAM which could result in nondelivery. Copyright 2013 Shaw Computer Systems Page 23 of 127

24 Introduction to Outlook 2013 and Outlook Web App 5) Click into the body of the message window and type your message. 6) There is no need to sign your mail by typing your name. The recipient can determine who the mail originated from by looking at the return address. You may add a courtesy closing that includes your name if you wish. There may also be a signature file associated with your that automatically adds the required information to the bottom of each of your outgoing items. 7) Click the Send button in the upper left corner of the new mail message window. When you send a message, the message is sent to the Outbox folder until a connection with the Internet or your local area network is established. Once a connection is established, the message is sent to the mail server. In most corporate environments, the connection is always there. Consequently most is sent immediately. If you see a number beside the Outbox of your system, there may be a connection issue. Your may be delayed or perhaps not sent at all. Copyright 2013 Shaw Computer Systems Page 24 of 127

25 Outlook 2013 and Outlook Web App for Trent University The mail server forwards the message to the recipient s mail server where it is stored until the recipient establishes a connection and requests their messages. In many corporate environments this series of activities may take only a few seconds. In other cases it may take several minutes or longer. When a message is sent, a copy of it is usually placed in the Sent Items folder. This means only that you have successfully sent the . It does not mean that your intended recipient will receive it. If your mail server is unable to deliver the message it will be returned to you as a new message in your Inbox folder. The returned message will be clearly identified as an that was not delivered. We would say that your message has bounced back. 2.5 Creating a Draft Sometimes, you may not have time to finish an that you have started. At other times you may require information that you do not have to finish the you have started. In both of these cases, you would like to save the work you have done so that you can complete it later. The steps below outline this activity. 1) If it is not already open, open your copy of Outlook ) Click Inbox. 3) Click New . 4) Address the to yourself. 5) Click into the Subject text area and type: New project information. Copyright 2013 Shaw Computer Systems Page 25 of 127

26 Introduction to Outlook 2013 and Outlook Web App 6) We do not have some of the critical information to send to our colleagues at this time, so we cannot complete the . Click Save. 7) Click Close. 8) Examine the Drafts folder to ensure that at least 1 draft is being retained. 9) Click Drafts. 10) Double-click the reference to the draft that we recently saved. The draft will open for editing. At this point we would finish the content of our and then send it. 11) Click Send. Copyright 2013 Shaw Computer Systems Page 26 of 127

27 Outlook 2013 and Outlook Web App for Trent University 12) Notice that the reference to our has disappeared from the Drafts folder. 2.6 Responding to Sent to You There are several activities that can be performed after an message has been received into your Inbox. We will explore four of them; Reply, Forward, Delete, and Organize Replying to an A Reply to an creates a new mail item that contains the original sender s address in the To: area, a reference to the original subject in the Subject: area, and none, some, or the entire original message. You can add your remarks, include additional recipient addresses, and remove any content before you send the message. 1) Click on the message to which you intend to Reply (there is no need to actually open the .) 2) Click Reply in the ribbon. (You can also double-click the message in the Inbox to open the message in a new window and then click Reply in the toolbar.) The Reply All selection shown in the ribbon above will send your reply to all the original recipients of the . This can generate a lot of e- mail and additional replies. Some managers would rather you didn t reply to all recipients. They would prefer you share your comments with them and allow them to decide whether to distribute your comments or not. Copyright 2013 Shaw Computer Systems Page 27 of 127

28 Introduction to Outlook 2013 and Outlook Web App 3) Add any additional recipient addresses in the To:, CC:, or BCC: text areas. 4) Change the content of the Subject if you wish. Notice the RE: reference in the Subject. 5) Add your reply remarks to the body of the . 6) If you wish, you may remove any of the previous content that you don t want to include in the reply by first selecting the content and then deleting it from the body of the . 7) Click Send. Copyright 2013 Shaw Computer Systems Page 28 of 127

29 Outlook 2013 and Outlook Web App for Trent University Forwarding an Message Occasionally, someone will send you to which you cannot adequately respond for a number of reasons. You would prefer that a colleague respond to the mail instead. As an alternative to replying to the original sender informing them that they should be corresponding with your colleague, it is more expedient to send the directly to your colleague yourself. This is known as forwarding the . 1) Click on the message that you intend to Forward. 2) Click Forward in the ribbon. (You can also double-click the message in the Inbox to open it in a new window and then click Forward in the toolbar.) 3) Notice that there is no address in the To: area. Outlook does not know to whom you wish to send the mail. Treat a forward as if it was a new mail item that you are creating and add any recipient addresses in the To:, CC:, or BCC: text areas. 4) Change the content of the Subject if you wish. Notice the FW: instead of the RE: 5) Add your reply remarks to the body of the . 6) Remove any of the previous content by first selecting the unwanted content and then deleting it from the body of the . Copyright 2013 Shaw Computer Systems Page 29 of 127

30 Introduction to Outlook 2013 and Outlook Web App 7) When the message details are complete, click Send Deleting an Message When you have one or more messages that you no longer want to keep you can delete them. There are a number of methods that can be used to delete one or more items. 1) In your Outlook Inbox, click the reference to the that you wish to delete. 2) Click Delete in the Home ribbon (or press the Delete key on your keyboard.) Copyright 2013 Shaw Computer Systems Page 30 of 127

31 Outlook 2013 and Outlook Web App for Trent University Other Methods of Deleting Items Instead of pressing the Delete key on your keyboard, you can also right-click on an item and click Delete from the menu. In addition, you can also drag an item into the Deleted Items folder to delete it. You can delete multiple items simultaneously if you select them by using the CTRL + click activity supported by Windows first and then drag the selected items into the Deleted Items folder The Deleted Items Folder When you delete an item in Outlook it is not removed by the program. Instead, it is moved into the Deleted Items folder. This is true not only for items but also for calendar appointments, tasks, contact details and so on. Items can stay in the Deleted Items folder until they are manually removed or removed by some automated process. Items in the Deleted Items folder can be recovered by dragging them from the Deleted Items folder and back into the appropriate Outlook module/folder. Sometimes, there may be a large number of items in the deleted items folder. Some mail items may not have even been opened. They will be indicated by the number beside the Deleted Items folder name. The total number of items that have been opened and deleted from various folders within Outlook is not indicated. Copyright 2013 Shaw Computer Systems Page 31 of 127

32 Introduction to Outlook 2013 and Outlook Web App Organizing Items Manually If you have items that you wish to keep you will soon realize realize that you should be organizing them better. To organize your inbox items, you can create additional folders in the Folder List and move any of your items into any folder simply by using the Windows drag-and-drop technique. 1) Right-click on the Inbox icon. 2) Click New Folder in the menu. 3) Type a name for the new folder. 4) Click at any other location or press Enter to finish the activity. 5) Drag an item from the Inbox to your new folder. Copyright 2013 Shaw Computer Systems Page 32 of 127

33 Outlook 2013 and Outlook Web App for Trent University 6) Click the new folder name to open it to view the contents. 7) Drag the item from your new folder back to the Inbox folder again 8) Click the Inbox folder 9) Drag the new folder name into the Deleted Items folder. 10) Click the icon beside the Deleted Items icon to reveal the subfolders within the Deleted Items folder. 11) Click the icon beside the Deleted Items folder to collapse the subfolder list. Copyright 2013 Shaw Computer Systems Page 33 of 127

34 Introduction to Outlook 2013 and Outlook Web App 2.7 Organizing Items by Using a Rule There are several methods of controlling the flow of information that comes into and leaves your Inbox. In most commercial installations, some of this is done automatically for you at the mail server level. The mail server is a special computer that has been dedicated to managing the communications activities of the organization s members. Server-based activities include corporate SPAM filtering, automatic rejection of mis-addressed and so on. We will explore two additional concepts; how to have Outlook automatically organize your incoming mail into folders and how to send an automatic message when you are not in your office. These activities fall into the general category of setting up a rule Organizing Your Using a Rule Note: In order to use the Out-of-Office feature, your copy of Outlook 2013 must be running in conjunction with a set of programs on the mail server called Microsoft Exchange Server. Many corporate mail servers run the Microsoft Exchange server software but it is not likely that your home computer will be able to use the Out-of-Office feature. If your organization is subscribed to Microsoft Office 365, it is likely that you will be using Exchange Online supported by Microsoft. 1) If it is not already running open Outlook ) Right-click on Inbox and click New Folder. 3) Type the folder name: Project. We will make Outlook automatically organize some of our in the Project folder by setting up a rule. Copyright 2013 Shaw Computer Systems Page 34 of 127

35 Outlook 2013 and Outlook Web App for Trent University 4) Click Home Ribbon Move group Rules Manage Rules and Alerts. 5) Click New Rule. Copyright 2013 Shaw Computer Systems Page 35 of 127

36 Introduction to Outlook 2013 and Outlook Web App 6) Click Start from a blank rule and ensure that Apply rule on messages I receive has been selected. 7) Click Next. 8) Click the checkbox for with specific words in the subject or body. Scroll through the list to note other possible selections for our test. 9) In the lower portion of the dialogue box, click the link labelled specific words. Copyright 2013 Shaw Computer Systems Page 36 of 127

37 Outlook 2013 and Outlook Web App for Trent University 10) In the Search Text dialogue box type: project. 11) Click Add. Some correspondents may use other words to describe the same thing. It is possible to use a number of different keywords/phrases for a single rule. Add the phrases below. 12) Click OK. 13) Click Next. Copyright 2013 Shaw Computer Systems Page 37 of 127

38 Introduction to Outlook 2013 and Outlook Web App 14) Click the checkbox for move it to the specified folder. Notice we could also choose to delete unwanted mail items by using this method too. 15) In the lower portion of the dialogue box, click the specified folder link. 16) Click Project. (You might need to click the expand icon beside Inbox first.) 17) Click OK to close the selection window and then click Next. Copyright 2013 Shaw Computer Systems Page 38 of 127

39 Outlook 2013 and Outlook Web App for Trent University 18) There will be no exceptions to our rule. An exception would be an that contains one of the keywords, but should not be managed by the rule. An example in our case would be an that contains the phrase Projected cost of the new product. Click Next. 19) The last step in the wizard offers you an opportunity to create a name for the new rule. We will use the one that is showing. 20) Ensure that the checkbox for Turn on this rule is checked. 21) Click Finish. Copyright 2013 Shaw Computer Systems Page 39 of 127

40 Introduction to Outlook 2013 and Outlook Web App 22) Click OK. 23) Send a new mail message to yourself. It can contain any text in the body, but you must ensure that the subject line or body contain the text project, packaging project or Anderson project. 24) After your mail has been delivered to your Inbox, click the Project folder to see if your rule has worked correctly. 2.8 Automatic Rules A feature that has been in many personal communication programs such as Groupwise and Outlook is a rule that applies when the user is away from his/her desk/office and can t reply to an incoming in a timely manner. This is commonly known as an Out of Office Reply. Follow the steps below to establish an Out of Office Reply in your Outlook account. 1) Click File Ribbon Options Copyright 2013 Shaw Computer Systems Page 40 of 127

41 Outlook 2013 and Outlook Web App for Trent University 2) Click Automatic Replies 3) Click Send automatic replies. You may wish to adjust the date settings or leave the global settings the way they appear. 4) Click Inside My Organization (or Outside My Organization) and type a suitable message in the body area. 5) Click OK to turn on the reply. 6) Outlook provides a number of ways to turn the message off. The banner shown below is one of them. Copyright 2013 Shaw Computer Systems Page 41 of 127

42 Introduction to Outlook 2013 and Outlook Web App 2.9 Other Features We all make typing errors either because we are rushed for time or we just don t know how to spell a particular word. Outlook has a spelling checker but we often forget it or get in a hurry and send our s without using it. Why not have Outlook run the spelling checker automatically? 1) Click File Ribbon Options. 7) In the Mail group, place a checkmark into the box labeled Always check spelling before sending. 8) Click OK. Copyright 2013 Shaw Computer Systems Page 42 of 127

43 Outlook 2013 and Outlook Web App for Trent University 9) Crate a new . Make sure that create a spelling error while you are composing the body of the . 10) Click Send. Outlook will detect the misspelled word and pop up the spell check dialogue box. 11) Fix the error by double-clicking on the correct word in the suggestion list. Copyright 2013 Shaw Computer Systems Page 43 of 127

44 Introduction to Outlook 2013 and Outlook Web App 3 Attachments and Printing 3.1 Using Attachments Even though users have a large degree of flexibility in the format of the they send, the programs we use can really only send enhanced messages. In many instances, we wish to send additional information along with our message. Examples of this would be the inclusion of an Excel workbook or a report created in Microsoft Word. Our goal is to transfer files such as these to our recipients in a form that they can utilize in the intended program. Workbooks need to be in Excel, reports in Word and presentations in PowerPoint and so on. This need is satisfied by sending the required files as attachments to our . The information is kept completely separate from the and is simply dragged along with our mail and can be used by our recipient. The steps below illustrate the procedure to send an with an attachment and to receive an with an attachment. The final phase is to receive the attachment too. 1) If it is not already running, open your copy of Outlook ) Click Inbox. 3) Click New . 4) Place your own address in the To: text area. 5) As a Subject: type: Sending mail with an attachment. 6) Type a short message as the body of your . You could use the sample graphic below as a guide. Copyright 2013 Shaw Computer Systems Page 44 of 127

45 Outlook 2013 and Outlook Web App for Trent University 7) Click Message Ribbon Include group Attach File. 8) Navigate to the folder in which the sample files to accompany this module have been saved. Ask your instructor for assistance if required. 9) Double-click the filename for the sample file. The author has selected a file called Employees 2. 10) The file attachment will be indicated in the Attached area. In the graphic above, the has been formatted as Plain Text so the attachment is placed in the Attached field. If your formatting is different, your attachment may be inserted in the body of the instead. If this is the case then you need to be careful where the insertion point is located in your message when you attach the file. Copyright 2013 Shaw Computer Systems Page 45 of 127

46 Introduction to Outlook 2013 and Outlook Web App 11) Click Send. 3.2 Receiving an Attachment from an Item When an with an attachment is delivered to your Inbox, you have a number of options. You can open the to read its contents and receive the attachment. You can Preview the and receive its attachment, or you can delete the and its attachment without examining either. Note: The following exercises assume that the sent earlier has been delivered to your Inbox. 1) In your Inbox, click the reference to the you sent that had an attachment. 2) Method 1: Double-click the attachment name to open it. Copyright 2013 Shaw Computer Systems Page 46 of 127

47 Outlook 2013 and Outlook Web App for Trent University a. In the some program windows, as shown in the Excel window below, you may be shown a warning banner to prevent malicious software from infecting your computer. Click Enable Editing if you are sure that the file is safe. b. Click Save in the Quick Access toolbar. c. Navigate to a suitable location to save the file. Your instructor may guide you for this step. d. Click Save. e. Close the Excel window by clicking Close. f. If you opened the window, click Close. 3) Method 2: Right-click on the attachment name and choose Save As from the menu. Follow steps c, d, e and f above. Copyright 2013 Shaw Computer Systems Page 47 of 127

48 Introduction to Outlook 2013 and Outlook Web App 3.3 Printing Messages Printing an message is not much different from printing any other document on your computer. Many users take the default print settings for granted and routinely print their e- mail simply by clicking the Print icon that they have added to their Quick Access toolbar. There are a number of alternatives to explore. 1) Click an existing in the Inbox, Draft, or any other folder. You don t even need to open the item. 2) Click File Print Table Style or Memo Style. You can also choose a printer if more than one is available. A Table Style printout will list all the items in the Inbox. The Memo Style will print the currently selected as a memo. Copyright 2013 Shaw Computer Systems Page 48 of 127

49 Outlook 2013 and Outlook Web App for Trent University 3) To leave the Backstage view, click the Back button. Copyright 2013 Shaw Computer Systems Page 49 of 127

50 Introduction to Outlook 2013 and Outlook Web App 4 Flags, Tracking and Voting Options When sending an item you can include some additional activities that will impact upon the receiver of your mail. For instance, you can identify your mail with a flag so that your recipient knows what kind of a response you expect your mail to invoke from the recipient. You can also cause Outlook to attempt to keep track of the disposition of your mail. This means that you can get notified when your mail is delivered to your recipient s Inbox and also when your recipient opened the mail item. Finally, you can design an and distribute it to your colleagues so that they can read your and reply by voting on the content. Choices such as Yes/No and Accept/Reject are available. The exercises below introduce you to these options. In an effort to work efficiently, we will apply all three skills to a single Flagging Your for a Follow up Activity 1) If it is not already running, open Outlook ) Click Inbox. 3) Click New . 4) Put several addresses in the To: text area. 5) Type Do you like Microsoft Outlook? as the Subject text. Copyright 2013 Shaw Computer Systems Page 50 of 127

51 Outlook 2013 and Outlook Web App for Trent University 6) Click the Options Ribbon tab. 7) Click the Tracking group dialogue box launcher. 8) Click the drop-down for Importance. Click High Importance. 9) Click the drop-down for Sensitivity. 10) Click Confidential. Copyright 2013 Shaw Computer Systems Page 51 of 127

52 Introduction to Outlook 2013 and Outlook Web App 11) The flags for importance and sensitivity are evident when the receiver opens the mail. 12) Place a check in the checkbox for Use voting buttons. 13) Click the drop-down for the voting button choices and click Yes; No. 14) The voting activity takes place when the receiver opens the mail. Alternate Activity: When the Properties dialogue box is not open, you can click the Use Voting Buttons icon on the Options Ribbon and select Yes; No from the choices. 4.2 Tracking the Progress of your 1) Place a check in the checkbox for Request a delivery receipt. This means that you will receive an in your Inbox informing you that your mail has reached your recipient s Inbox. This does not imply that it has been or will be read by the recipient. Copyright 2013 Shaw Computer Systems Page 52 of 127

53 Outlook 2013 and Outlook Web App for Trent University 2) Place a check in the checkbox for Request a read receipt. This means that you will receive an in your Inbox informing you that your has been opened by someone who has access to your recipient s Inbox. Be aware that recipients can suppress this notification. The tracking activity takes place during the delivery process and when the receiver opens the mail. 3) Change the Delivery options to cause Outlook to route replies to this to your Admin. Assistant or alternate account. 4) Click Close and send the mail. Copyright 2013 Shaw Computer Systems Page 53 of 127

54 Introduction to Outlook 2013 and Outlook Web App 5) After the message has been delivered to your recipient s inbox, you will be able to see the follow-up messages and other options you chose when composing your Seeing the Results After your mail has been delivered to your Inbox, examine the Subject listings for your mail items in the Inbox list. Notice the high importance flag for the latest . High importance flag Copyright 2013 Shaw Computer Systems Page 54 of 127

55 Outlook 2013 and Outlook Web App for Trent University 1) Click the item with the subject that you sent to select it. If you have the Reading Pane turned on you can see that Outlook is alerting you to the fact that you will need to use the Voting buttons when you open this . 2) Double-click the message to open it. You will likely see an example of a Read receipt alert box. Click Yes to send the receipt without commenting. 3) Notice first that the banner across the indicates several pieces of information: a. This has voting buttons and we need to respond by using them. b. This should be treated as Confidential. c. Your may have other options activated such as the High Importance setting noted earlier. Copyright 2013 Shaw Computer Systems Page 55 of 127

56 Introduction to Outlook 2013 and Outlook Web App 4) Click the Vote icon in the upper part of the window. 5) Respond by clicking the appropriate choice. 6) Accept the default of sending the back without comment. You could also add your own remarks to the before it gets sent by selecting the Edit the response before sending choice. 7) Click OK. 8) Click Close. 9) After a short delay for the technology to deliver your , you will notice that a response has been delivered to your Inbox. Copyright 2013 Shaw Computer Systems Page 56 of 127

57 Outlook 2013 and Outlook Web App for Trent University 10) Double-click on the reference to the original (the one you responded to). 11) Notice the banner now indicates that you responded (either negatively or positively to the question posed in the original ). 4.4 Sharing Your Inbox with a Colleague Allowing a colleague to share your inbox is a common practice. In many cases, an administrative assistant needs to monitor a manager s to as part of the assistant s duties. In Outlook this is called Creating a Delegate. The activity would be performed by the manager to share her/his Inbox with an assistant or colleague. 1) Log on to the correct account and open Outlook ) Click File Account Settings Delegate Access. Copyright 2013 Shaw Computer Systems Page 57 of 127

58 Introduction to Outlook 2013 and Outlook Web App 3) Click Add. 4) Enter the address of the user that will be sharing the account. Only users in the Global Address List can be named as delegates. 5) Click OK. Copyright 2013 Shaw Computer Systems Page 58 of 127

59 Outlook 2013 and Outlook Web App for Trent University 6) In the Delegate Permissions window, select suitable permissions for the new delegate. 7) You may wish to add a checkmark to send a message to the delegate advising him/her of their permissions regarding your account. Click OK. 8) Click OK. 9) Click Back to return to the Outlook Inbox. Copyright 2013 Shaw Computer Systems Page 59 of 127

60 Introduction to Outlook 2013 and Outlook Web App 5 Contact Groups (Distribution Lists) Instead of manually selecting a number of mail recipients that receive regular mailings, such as members of a project team, you can create a distribution list that contains the addresses of the intended recipients. Outlook refers to these lists as Contact Groups. After the list has been created you simply choose the list name as the recipient of the and Outlook will send the mail to each member of the list. You can modify the list after it has been created by adding or removing members as necessary. 5.1 Creating a Contact Group 1) Click the Home Ribbon New group New Items More Items Contact Group. 2) Type a name for your list. We will use the name Project Group. Copyright 2013 Shaw Computer Systems Page 60 of 127

61 Outlook 2013 and Outlook Web App for Trent University 3) From the Members group, click Add Members From Address Book. 4) Hold down a CTRL key with your finger and then click on two or three names in the list to select multiple members for your list. (You may have to use the drop-down to see the list of lists to see the contacts you want to include.) 5) Click Members to place your choices in the Add to distribution list. 6) Click OK to create the member list. Copyright 2013 Shaw Computer Systems Page 61 of 127

62 Introduction to Outlook 2013 and Outlook Web App 7) Click Save and Close to create the contact group. Note: Contact Groups are created as part of the Contacts information. To find and modify a distribution list, click People and double-click the name of the contact group you want to modify. 5.2 Modifying a Contact Group by Adding or Removing Members 1) Locate the contact group you wish to modify in the People area of Outlook and doubleclick its name. Copyright 2013 Shaw Computer Systems Page 62 of 127

63 Outlook 2013 and Outlook Web App for Trent University 2) To remove a member, click the member s name in the list and then click Remove Member. 3) To add a new member to the list, click Add Members and follow the procedures listed above to add members to a new list. 4) After adding or removing members from the distribution list, click Save and Close. 5.3 Using a Contact Group 1) Click Mail in the Outlook Menu. Copyright 2013 Shaw Computer Systems Page 63 of 127

64 Introduction to Outlook 2013 and Outlook Web App 2) Click Inbox. 3) Click New . (Hint: Double-click any clear space in the Inbox to open a new window.) 4) If you can remember the name of the Contact Group you wish to use, you can start typing the group name and then select it from the pop-up list. Alternatively, click the To: button and locate your Contact Group in the Address book. Double-click the name to select it then click OK. 5) The name of your Contact Group is now in the To: address area. This means that all members of the Project Group list will receive the mail. Copyright 2013 Shaw Computer Systems Page 64 of 127

65 Outlook 2013 and Outlook Web App for Trent University 6) If you click the plus sign to the left of your Contact Group name, you will be able to see the members of the list and remove one or two from the mailing. Outlook warns you about this action. Click OK. 7) Click Close. We are not actually going to send the mail. 8) When Outlook offers an Alert box about saving or keeping a draft, click No. Copyright 2013 Shaw Computer Systems Page 65 of 127

66 Introduction to Outlook 2013 and Outlook Web App 6 Creating and Using a Simple Signature File A signature is a small text file that you can create that inserts content into your outgoing e- mail either automatically or when you manually insert the information. The content of a signature file is usually your name, job title, telephone number and extension and other jobrelated information. It is usually a good policy to avoid including personal references such as Have a nice day or Be Happy, and the like. 6.1 Creating a Signature File The steps below outline the procedure to create a simple signature file and have it inserted automatically in all of your outgoing mail. 1) If it is not already running open Outlook Close any mail or other Outlook windows you may have open. 2) Click File tab Options. 3) Click Mail Group Signatures. Copyright 2013 Shaw Computer Systems Page 66 of 127

67 Outlook 2013 and Outlook Web App for Trent University 4) Click New. 5) Type a name for your new signature file. Use the graphic below as a guide. 6) Click into the Edit signature space and type the content for your own signature file. Press the Enter key at the end of a line to move your insertion point to the next line down. Use the graphic below as a guide. 7) If your Outlook has been configured to use Rich Text or HTML features, you can format the signature using the formatting tools provided. In the graphic above, the author is adjusting the font size for her name. 8) When you have completed your work, click OK. Copyright 2013 Shaw Computer Systems Page 67 of 127

68 Introduction to Outlook 2013 and Outlook Web App 9) Click OK to close the Options dialogue box. To change from Plain Text to Rich Text or HTML, you must close the signature file window and make the File Options choice shown in the graphic below. 6.2 Using a Signature File 1) Click New to open a new message and see your signature file in place. 2) Click Close. Copyright 2013 Shaw Computer Systems Page 68 of 127

69 Outlook 2013 and Outlook Web App for Trent University 7 Adding and Modifying People (Contacts) The People portion of Outlook 2013 allows you to manage the names, addresses, telephone numbers, addresses and other information associated with the people and companies with whom you correspond and do business. We will briefly examine the method of adding a contact to your contact list, changing the details being kept for a particular contact, and then we will create a distribution list that will enable you to send the same to a large number of recipients very efficiently. 7.1 Creating a Contact 1) If it is not already running, open Outlook ) Click People in the new Outlook menu. 3) Click Home Ribbon New group New Contact. You can also double-click any empty space in the Contacts window to launch a new contact window. Bonus: As we saw earlier, this works for all of the Outlook objects! Copyright 2013 Shaw Computer Systems Page 69 of 127

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