and calendar on the go with Outlook 2016

Transcription

1 and calendar on the go with Outlook 2016 Published September 2015 Use Microsoft Outlook 2016 to keep your world in sync and stay more connected. Microsoft Outlook helps you manage everything you do, no matter where you are. Get your s, calendars, contacts, tasks, and to-do lists all in one place, in a clear, unified view. Because Outlook is built into Microsoft Office 365, you can sign in from any browser, tablet, or phone and of course, you can always use the full version on your desktop. Topics in this guide include: What s new Getting started Working with your Working with your calendar and tasks Working with your contacts Sharing your documents with others Using Outlook on a phone or tablet For more information

2 Page 2 or calendar on the go with Outlook 2016 What s new Outlook 2016 for the desktop contains some improvements and new features to help you stay on task, find information easily, plan your calendar, and keep in touch with your contacts. Tell Me You do not need to be a power user to use the power of Outlook. Tell Me will guide you to the feature you need, to get the results you want. This built-in search saves time that you would spend looking for a specific feature. Using Tell Me 1. At the top of the ribbon, type what you are looking for in the Tell Me box. As you type, possible results are shown. 2. Select the result that applies to your task. For example, when you want to switch from the Mail view to the Calendar view, type calendar, and Tell Me will bring back the Calendar command. Viewing previous commands Click or tap in the Tell Me box. The Recently Used drop-down list appears and displays the last five commands you executed from Tell Me. Smart Lookup Smart Lookup, powered by Bing, uses the term you highlight and other contextual information from within your mail to deliver search results from the web while you read or work on it. With information from a variety of sources, you can find anything from a quick definition to a detailed exploration without leaving Outlook. Accessing Smart Lookup 1. In a new message, or a message you are replying to or forwarding, select the word or phrase you want to find information on.

3 Page 3 or calendar on the go with Outlook Do one of the following: Right-click the word or phrase, and then select Smart Lookup on the menu that appears. On a touchscreen device, press and hold the word or phrase, and select the arrow at the right edge of the floating formatting toolbar. On the menu that appears, select Smart Lookup. On the ribbon, on the Review tab, select Smart Lookup. The Insights pane opens, displaying information relevant to your selection. Note: If you are just looking up Insights for one word, you can skip selecting and simply right-click or press and hold on the word. Right-click the word or phrase, and then select Smart Lookup. Figure 1. Contextual search results from Insights Easier document sharing With Outlook sharing, it is now easier to attach files when you send your coworkers a new message or appointment. Select Attach File, and you get a list of recent items that you have opened in other Microsoft Office programs, like Microsoft Word, Excel, or PowerPoint. Attach files from OneDrive or SharePoint and automatically configure permission for the recipients. Recipients receive a link to the document, but cloud-based attachments behave like traditional attachments so that the experience is natural to users they still have a paper clip icon and can be filtered as attachments, interop gracefully with other clients, and recipients are automatically permissioned to make collaboration seamless. Weather forecasts Check the Weather Bar in Calendar view, and let the forecast inform how you plan your daily schedule or your next trip.

4 Page 4 or calendar on the go with Outlook 2016 Figure 2. The Weather Bar Group your contacts Sort multiple contacts into a single view that includes all their contact information and even social network updates. You will see social context quickly and remove needless duplication. Updates to Office themes New Office User Experience Themes let you choose the Office experience that is right for you. The Dark and Dark Gray themes provide a high-contrast look and feel that is easier on the eyes great for working at night or with a small tablet or phone. Or choose the new Colorful theme for a modern, fresh look that is consistent across your devices. Clutter manages your low-priority messages Clutter moves low-priority messages out of your Inbox and into their own folder, saving you time when you scan for important messages. Clutter looks at what you have done in the past to determine the messages you are most likely to ignore. It then moves those messages to a folder in your inbox called Clutter. The Clutter folder is available regardless of how you access your account. In the Outlook desktop program and in Outlook on the web, you can access your Clutter folder and move an back to the inbox if you decide it is not clutter after all. You configure your clutter preferences through Microsoft Outlook Online note that in Outlook for the desktop, if you select Manage Clutter, it takes you to the settings page in Mail in Outlook Online. Turn Clutter on You need to turn on Clutter in Outlook on the web before you can use it in the Outlook desktop program. 1. In a browser, go to and sign in with your Microsoft account. 2. Select the app launcher, and then select Mail. 3. At the top of the page, select Settings > Options. 4. In the Options sidebar, select Mail. 5. Select Clutter, select the Separate items identified as clutter button, and then Save. When you return to the Outlook desktop program, you will see a new folder named Clutter. How Clutter works and learns It might take Clutter a few days to fully adapt to your preference, as the system records your choices and uses the information to identify similar messages in the future. But you can help Clutter learn your choices faster: If you see a message that was sent to Clutter by mistake, move it from the Clutter folder to your Inbox. If you see a low priority in your Inbox, move it to the Clutter folder. Messages from certain people will never be identified as clutter: You Anyone in your management chain

5 Page 5 or calendar on the go with Outlook 2016 Your direct reports You can turn Clutter off or back on at any time in Outlook Online. Getting started Your first step is to set up your account. After that, you will be ready to start receiving and sending , working with your calendar, creating contacts, and working with tasks. Set up your account Setting up the Outlook desktop program is a snap it is taken care of automatically if you have used an earlier version of Outlook on the same computer. If you have not, Auto Account setup runs the first time you start Outlook and guides you through the process. Setup will ask for your name, address, and password. That is usually enough, but if automatic setup fails, Outlook will ask for a few more pieces of information, such as your mail server name. With Outlook in a browser, setup is taken care of automatically just sign in to your Office 365 account, and your existing messages, appointments, contacts, and tasks are available right away. Start using Outlook on the web 1. In a browser, go to and sign in with your Microsoft account. 2. Select the app launcher, and you will see all the Office apps you can use in the browser. The Outlook apps you will be using are Mail, Calendar, People, and Tasks which are highlighted in the following screenshot. 3. Select the tile for the app you want to use, to start mailing, scheduling, and connecting! Working with your So much of modern life revolves around . When you open Outlook, the first thing you will see is your inbox. This is where your s arrive, and where you can view and respond to them. Create a new 1. Do one of the following:

6 Page 6 or calendar on the go with Outlook 2016 In Outlook for the desktop, select New . In Outlook in a browser, select + New. 2. Fill in the To and Subject lines, and then write your message. You can also enter names on the Cc line to copy the message to additional people. 3. When you are done, select Send. Forward or reply to an 1. In the Reading pane, select Reply, Reply All, or Forward. 2. To remove a name from the To and Cc lines, select the name and then select Delete (desktop), or select the X next to the name (browser). 3. To add more recipients, select the To, Cc, or Bcc box or line, and enter the recipient s name. If you cannot find the Bcc box or line, do one of the following: In Outlook for the desktop, on the Options tab on the ribbon, select Bcc. Note: In Outlook for the desktop, the Cc box is always shown. In Outlook in a browser, select the ellipsis ( ) above your message and then select Show Bcc. Add an attachment to an To share a file with others, you can attach it to your message. 1. Create a message; or, for an existing message, select Reply, Reply All, or Forward. 2. In the message window, select Message > Attach File (desktop) or Attach (browser). In addition to files, you can attach other Outlook items: Other messages a good way to provide information for an FYI instead of copying text or forwarding a message. Contacts easily send information about a contact to another person. Tasks delegate or otherwise share your workload. Work with or meeting attachments Without leaving Outlook, you can open an attachment either in the Reading pane or from an open message. After opening and viewing an attachment, you can decide if you want to save it. If a message has more than one attachment, you can either save them all at once to a single location, or save one at a time to different locations. Open (view) an attachment In your message, double-click the attachment. If you are using Outlook for the desktop, the attachment opens in the desktop program associated with the file type, such as Excel or PowerPoint. If you are using Outlook in a browser, the attachment opens in the Office 365 online version of the program, such as Microsoft Word Online or PowerPoint Online.

7 Page 7 or calendar on the go with Outlook 2016 Save an attachment 1. Select the attachment in the Reading pane or in the open message. 2. Do one of the following: In Outlook for the desktop, on the Attachments tab, select Save As. You can also rightclick the attachment, and then select Save As. In Outlook in a browser, select the arrow next to the attachment, select Download, and save the attachment as you would normally save a download from the web. And in Outlook in a browser, you can save an attachment directly to your Microsoft OneDrive for Business document library select the arrow next to the attachment, and then select Save to OneDrive. Personalizing your and calendar Out of town or taking the day off? Or just swamped with work? Use automatic replies whenever you want to let people who send you know that you will not be responding to their messages right away. You can also give Outlook a personal touch by changing the Office theme. Set up automatic replies Automatic replies in Outlook are very versatile. You can set up separate automatic replies for people inside and outside your organization. And, if you have multiple Microsoft Exchange accounts set up in Outlook, you can set up automatic replies for each of those accounts. After automatic replies are turned on for an account, an Out of Office message is sent to each person who sends you Do one of the following: In Outlook for the desktop, select File > Info > Automatic Replies. In Outlook in a browser, select Settings, and then, under Mail settings, select Automatic replies. 2. Select Send automatic replies, type your message, and then choose the options you want (such as whether to automatically reply only to internal senders or also to external senders). 3. When you are done, select OK. Create and add an signature A personalized signature lets you add key information (such as your alias, title, or company name) or some flourish to the end of your messages. You can create a personalized signature that is automatically added to all outgoing messages, or you can add it only to specific messages. Figure 3. An signature

8 Page 8 or calendar on the go with Outlook 2016 In Outlook for the desktop: 1. In a new message, select Signature > Signatures on the ribbon. 2. On the Signature tab, select New to create a new signature. 3. Choose an account to use. 4. Type a name for the signature. 5. Choose whether to use the signature for New messages only, for Replies/forwards, or for all messages. If you do not set this option, you can manually add your signature to a message while you are composing it. 6. Type your signature in the text box. You can apply text formatting, and insert a business card, pictures, or links. 7. When you are done, select OK. In Outlook in a browser: 1. Select Settings > Options. 2. In the left pane, under Mail > Layout, select signature. 3. Type your signature in the text box. You can use the formatting bar to format the font as you want it to appear. 4. If you want your signature to appear at the bottom of all outgoing s, including replies and forwards, select the Automatically include my signature on messages I send check box. If you do not select this option, you can manually add your signature to a message while you are composing it. 5. When you are done, select Save. Choose an Office theme New Office User Experience Themes let you choose the Office 2016 experience that is right for you. The Dark Gray themes provide a high contrast look and feel that is easier on the eyes. Or, choose the new Colorful theme for a modern and fresh look that is consistent across your devices. Figure 4. The Dark theme

9 Page 9 or calendar on the go with Outlook 2016 Figure 5. The Dark Gray theme Note: The Dark theme might not be available to all users at the time of release. To choose an Office theme, do one of the following: In Outlook for the desktop, select File > Account, and then choose a theme under Office Theme. In Outlook in a browser, select Settings and then, select Change theme. Working with your calendar and tasks In Outlook, you organize your time through meetings and appointments. Meetings are activities that involve other people or resources, such a conference room, but appointments usually involve only you. You can view your calendar by Day, Work Week, Week, or Month. Many people keep to-do lists on paper, in a spreadsheet, or through a combination of paper and electronic methods. In Outlook, you can combine various lists into one, get reminders, and track the progress of tasks.

10 Page 10 or calendar on the go with Outlook 2016 View your calendar 1. Do one of the following: In Outlook for the desktop, select the Calendar button in the lower-left corner. In Outlook in a browser, select the app launcher, and then select Calendar. 2. Select Day, Work Week, Week, or Month to change your calendar view. Any meeting that you have been invited to shows the organizer s name and includes links to respond to the invitation. Schedule a meeting with others 1. Do one of the following: In Outlook for the desktop, on the Home tab, select New Meeting. In Outlook in a browser, select + New. 2. Type a meeting subject in the Subject box (desktop) or on the Event line (browser). 3. Add a location, such as a conference room or an office. Select Rooms (desktop) or Add Room (browser) to choose one. 4. If some attendees might not be able to meet with you in person, you can add a Skype for Business link to your meeting invitation. Do the following: In Outlook for the desktop, on the Meeting tab, select Skype Meeting.

11 Page 11 or calendar on the go with Outlook 2016 In Outlook in the browser, select Skype Meeting > Add Skype Meeting on the ribbon. Outlook inserts a Join Skype Meeting link in the body of the message. 5. To add attendees, do one of the following: In Outlook for the desktop, select the To button. In Outlook in a browser, select + in the People box to open your list of contacts. Select contact names to add them to the list of attendees. If someone is not in your list of contacts, you can start typing their name and select Search Directory. 6. Specify a start time and an end time. 7. Select Scheduling Assistant to view the attendees' calendars and free/busy time, and then adjust the time as appropriate. When you are done, select OK. 8. In the Reminder list, choose how long before the meeting you want people to get a reminder. (The default time is 15 minutes.) 9. Select Send. Schedule an appointment for yourself Need a quick reminder? Or want to make sure you do not miss next week s visit to the dentist? You can create an appointment for yourself the same way you create a meeting, except you do not add attendees or a conference room. To mark an appointment as private, so others see you are busy but no details are shown about your appointment, do one of the following: In Outlook for the desktop, on the ribbon (Home tab, in the Tags group), select Private. In Outlook in a browser, select the Private box. Change the calendar color (desktop only) 1. Select the calendar you want to customize. 2. On the View tab, select Color. 3. Select the color you want. Important: Changing the color in the calendar does not affect how your schedule is displayed in the To-Do bar. Change the calendar font (desktop only) 1. Select the calendar you want to customize. 2. On the View tab, in the Current View group, select View Settings. 3. Select Other Settings, and then, in the Format Calendar dialog box, choose the font you want.

12 Page 12 or calendar on the go with Outlook 2016 Change the default background color for all calendars 1. Select File > Options > Calendar. 2. Under Display Options, select Default calendar color, select the color that you want, and then select the Use this color on all calendars check box. Work with tasks in Outlook desktop 1. Select... > Tasks in the lower-left corner. 2. On the ribbon, select New Task. 3. Fill out the details the subject, start and due dates, status, priority, and reminder information. As work progresses on your task, you can change status and dates, and eventually mark the task as complete. Work with tasks in Outlook in a browser 1. Select the app launcher, and then select Tasks. 2. Select + New task to create a task. 3. Fill out the Subject box, assign a due date, and enter any relevant information in the text box. 4. Select Show more details to see additional boxes for more detailed information, such as the status, priority, percentage complete, and work hours. As work progresses on your task, you can change the status and dates, and eventually mark the task as complete. Working with your contacts These days, most of us work and communicate with more people than we can easily keep track of. Stay connected by finding people in your organization or adding new contacts that you can access across all your devices. Find or add contacts by using Outlook for the desktop 1. Select the People button in the-lower left corner. 2. To find existing contacts that you have already added, start typing in the Search Contacts box.

13 Page 13 or calendar on the go with Outlook To find new contacts that you would like to add, do one of the following: Under My Contacts, select Skype for Business Contacts or Suggested Contacts to find people that Outlook recognizes from previous messages or meetings. On the ribbon, select Home > Address Book to search for someone else in your organization. After you select a person, you can then add him or her as a contact. Find or add contacts by using Outlook in a browser 1. Select the app launcher, and then select People. 2. To find new contacts that you would like to add, do one of the following: To find someone in your organization, select Directory > All Users in the left pane. You can also search for someone by typing his or her name in the Search all users box and pressing Enter. Add the person by selecting Add to Contacts on the ribbon. To add someone from outside your organization, select + New, and then fill in the person s information. When you are done, select Save. Sharing your documents with others Sometimes, the best way to keep your coworkers in the loop is to attach a file when you send them a new message or appointment. With the new modern attachments feature in the desktop version of Outlook, this is now easier than ever Office remembers your most recently used documents, so they are always at your fingertips in Outlook. Or, to keep your documents under control and in one place, you can instead send a link to a file from within a Microsoft SharePoint Online or OneDrive for Business document library. Recipients receive a link to the document, but cloud-based attachments behave like traditional attachments so that the experience is natural to users they still have a paper clip and can be filtered as attachments, interop gracefully with other clients, and recipients are automatically permissioned to make collaboration seamless. Files attached from OneDrive or SharePoint are automatically configured with permissions for the recipients.

14 Page 14 or calendar on the go with Outlook 2016 Outlook modern attachments Attach files in Outlook for the desktop 1. In your new or appointment message, select Attach File. 2. In the Recent Items list, select a file to attach to your message. You can attach one file at a time from the list, or you can browse to a location to attach multiple files at once. 3. To attach more files, select Attach File again. 4. After you have attached the files you want, send your message. Attach files in Outlook in a browser 1. In your new or appointment message, select Attach. 2. You will see a Recent list that shows documents you have worked with recently. You can select multiple documents to attach. 3. Select Next, and then choose between Share with OneDrive (inserts a link to the Microsoft OneDrive folder) or Send as attachment (attaches the documents to the message or appointment). 4. After you have attached or linked to the files you want, send your message. Share by sending a link invitation to a file from OneDrive for Business or SharePoint Online Avoid the pitfalls of ing documents around by keeping one copy in a centralized location. A document library in OneDrive for Business or SharePoint Online always has the latest version available and can keep a version history for you. You do not need to go through Outlook to share a link. Do the following: 1. In your SharePoint Online or OneDrive for Business document library, right-click the file you want to send as a link, and then select Share.

15 Page 15 or calendar on the go with Outlook Type the names of the people you want to receive the invitation. As you type a name, matches appear and are refined as you continue typing. 3. Select a person s name to add it, and then continue typing to search for and add more people. 4. In the Can edit/can view box, choose whether to make the file editable or read-only. 5. Select Share. Behind the scenes, Outlook sends a message to the recipients you chose. Using Outlook on a phone or tablet In addition to working with Outlook in the desktop program or in Office 365 in a browser, you can access s and meeting appointments from a Microsoft Windows phone, an ios tablet or phone, or an Android tablet or phone. Follow these links to download set up the Outlook app for your device: Set up on a Windows phone Set up on an iphone, ipad, or ipod Touch Set up on an Android phone or tablet For more information For more great productivity guidance, visit Microsoft IT Showcase For more information about Microsoft products or services, call the Microsoft Sales Information Center at (800) In Canada, call the Microsoft Canada Order Centre at (800) Outside the 50 United States and Canada, please contact your local Microsoft subsidiary. To access information via the web, go to: Microsoft Corporation. All rights reserved. Microsoft and Windows are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. The names of actual companies and products mentioned herein may be the trademarks of their respective owners. This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS SUMMARY.