Quick Start Guide for Outlook Mac 2011

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1 Outlook 2011 for Mac is the client for Microsoft Exchange. It is a comprehensive collaboration tool for organizing all your , calendars, contacts and appointments The Outlook 2011 for Mac Default Window Toolbar - contains shortcuts for some of the most commonly used commands in Outlook: Mac Ribbon - contains related command functions that are organized into logical groups. Navigation Pane - displays the folder list in the mail view. In calendar, contacts, tasks, and notes views, the Navigation Pane allows users to show and hide items in categories. List Pane - lists all the items from the selected view. View Switcher - allows you to switch between the five main Outlook views and is located within the Navigation Pane. Search Box - finds items in the selected folder. Reading Pane - displays the contents of the selected item within a view. 02/2014

2 Ribbon The Ribbon for Outlook Mac 2011 contains options grouped together by use and like items. Reply/Forward an Customizing Outlook Mac 2011 Toolbar The Toolbar can be customized to show icons and text, icons only, or text only. 1. On the View menu, click Customize Toolbar. 2. Customize the toolbar by dragging items on or off the toolbar. 3. On the Show pop up menu, click the display option of Icon and Text, Text Only, or Icon Only. 4. Click Done. Compose and Send an 1. In the View Switcher, click Mail. 2. Select the icon in the Ribbon. 3. In the window, enter the name or address in the To field. 4. Enter the Subject in the Subject field. 5. Enter the message text in the Message field. To check spelling in the message, select the Options tab in the window and click Spelling. Close Spelling and Grammar window and click the Message tab in the window. 6. Click Send. A copy of each message you send appears in the Sent Items folder in the folder list. 1. With an open or selected, click the Reply, Reply All, or Forward icon in the Ribbon. The To field is automatically populated with the person or persons included in the original message. 2. Enter the text in the Message body. 3. Click Send. Attach a File/Item to an 1. With an open, click the Attach icon in the Ribbon. 2. Navigate to the location of the file you want to attach. 3. Select the file/item. 4. Click Choose. Open an Attachment 1. With the open, double click the attachment name. 2. For other options, press the Control key and click the attachment name in the header. You see a list that contains the following options: Open Save As Preview Remove Save All Preview All Remove All 3. If there are multiple attachments included in the message, look next to the attachment name for a blue link that says more, and click the link. 2

3 Create a Signature Block 1. Go to the Outlook pull down menu and select Preferences. 2. In the Outlook Preferences window, select the Signatures icon. Contacts Add a Contact 1. In the View Switcher, click Contacts. 2. On the Home tab, click the Contact icon in the Ribbon. 3. Enter information for the contact. At a minimum, include the contact s name and address. 4. Click the Save & Close icon. 5. The contact appears in the contact list. 3. Click Standard and it will be highlighted. Click inside the Signature box and type the information you want to appear in your Signature Block. 4. Click the Default Signatures... button in the lower right corner of the window. 5. Click the double arrows and in the pop up menu, choose Standard. 6. Click OK. 7. Close the Signature window. Create a Contact Group 1. In the View Switcher, click Contacts. 2. In the Home tab, select Contact Group icon in the Ribbon. 3. Enter a name for the new group. 4. To add a contact, click the Add icon, type the contact s name or address. Select the correct contact by clicking their name. Repeat this action to continue adding contacts to the group. 5. Click the Save & Close icon. 3

4 Calendars View Calendar 1. In the View switcher, click Calendar. 2. You have a variety of view options which allows you to do any of the following: To display by day, work week, full week, or month. To go to the current day, week, or month, on the Home tab, click the Today icon. To view a specific date, on the Home tab, click View Date, and then select a day. To display your events in a list, on the Organize tab, click List. To change the viewable hours in day or week, on the Organize tab, with the Grid icon selected, slide the Scale slider on the ribbon. To show or hide entire calendars, in the Navigation pane under Shared Calendars, select or clear the check boxes that are next to each calendar name. Share Calendar 1. Select Calendar in the View switcher. 2. If you have multiple calendars, select the Calendar you want to share. 3. Click the Permissions icon. 4. On the Folder Properties:Calendar window, click the Permissions tab. 5. Click Add User. 6. In the field at the top of the Select User window, type all or part of the user s name, then click Find. 7. Select a user from the search results. 8. Click OK. 9. In the Folder Properties:Calendar window, select the person s name. Choose from the Permission Level pop up menu the user s appropriate role. 10. Click OK. 11. An with the subject Sharing request:calendar is automatically generated to the user(s) with whom you are sharing your calendar. 12. When you receive a request to share a calendar, do the following: with the message selected, go to the File pulldown menu, select Open, and Other User s Folder... In the Open Other User s Folder window, type the name of the person who granted you access. In the Type pop up menu, select Calendar. Click OK. Select the user s name in the Select User window and click Select. The shared calendar appears in the Navigation pane under the Shared Calendars heading. 4

5 Schedule a Meeting 1. To schedule a meeting, click the Calendar icon in the View switcher. 2. In the Home tab, click the Meeting icon. 3. Enter the name or address of each person you are including in the meeting. 4. Enter the Subject, Location, and Starting/Ending Dates and Times. Enter details in the Message box. 5. By default, a reminder is set at 15 minutes. To change a reminder for an appointment, click the arrow on the Reminder box and select a time from the menu. 6. Click Send. If you want the meeting to recur: 1. Click the Recurrence icon in the Ribbon. 2. In the Recurrence popup menu choose the appropriate predefined recurrence pattern. 3. If one of the predefined recurrence patterns is not valid for your needs, select Custom... in the popup menu. Choose the appropriate recurrence parameters. Click OK. Schedule an Appointment 1. To schedule an appointment, click the Calendar icon in the View switcher. 2. In the Home tab, click the Appointment icon. You may also create an appointment in the calendar by double-clicking a time period in the day, week, or month view. The date and time of your selection are automatically entered in a new appointment window. 3. Enter the details of the appointment. - To display the time zone menu for the appointment click the Time Zone icon. - To make the appointment recurring click the Recurrence icon, and then select a recurrence pattern. - To invite someone to the appointment, click the Invite icon. Use Calendar Scheduling 1. When scheduling a meeting, you may verify the availability of the attendees and/or meeting resources by clicking the Scheduling icon in the Meeting window Ribbon. 2. The attendees and/or resources availability are displayed with their schedules represented by colored bars. The proposed meeting time is shown in the calendar. 3. After confirming the availability of attendees, click Send. 5

6 Folders Change Default Settings 1. In the View switcher, choose any icon except the Calendar icon. 2. Select the Organize tab in the Ribbon. 3. Click the New Folder icon to create a new folder. 4. In the Navigation pane, type the name for the new folder. 5. Click, hold, and drag the folder to the move it to the desired location in the Navigation pane. Manage Rules 1. To create a Rule, click the Mail icon in the View switcher. 2. In the Home tab, click the Rules icon and choose Create Rule In the Rules window, enter the name for the rule you are creating. 4. Choose and/or enter the criteria and parameters for the rule. 5. Verify the Enable button is selected. 6. Click OK. 7. Exit out of the Rules window. Be cautious, an incorrect rule set up may cause unexpected results. You may change the initial default settings to personalize the behavior and/or appearance of Outlook. 1. In the Outlook pulldown menu, choose Preferences. 2. In the Outlook Preferences window, select the appropriate preference to change. 3. In the selected preference window, make the desired changes. 4. Close the window when you have completed the changes. Set Out of Office Reply Access the Out of Office tool from the Tools tab through any selection in the View switcher. 1. Click the Out of Office icon. 2. In the Out of Office Assistant window, enter the parameters of how you want your message to be handled. 3. When all the necessary parameters are in place, click OK. Quick Start Guide for Outlook Mac 2011 is an independent (publication) and is not affiliated with, nor has it been authorized, sponsored, or otherwise approved by Microsoft Corporation. Visit its.msstate.edu for more Outlook information.

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