Microsoft Outlook: Windows Client

Transcription

1 Microsoft Outlook: Windows Client To open Microsoft Outlook on your PC: 1. Click the Start button and in the search bar, type Outlook. 2. Click Microsoft Outlook Navigation and Appearance Navigating through Microsoft Outlook Once you open Outlook, you will see the main window. Its components consist of: 1. Navigation Pane on the Left From the navigation pane you can access all of your in your Inbox and in folders in your Cabinet. You can also access your Mail, Calendar, Contacts, and Tasks using the links in the bottom- left corner. 2. The Quick Access Toolbar The Quick Access toolbar is a customizable toolbar that contains a set of commands that are independent of the tab that is currently displayed. 3. Microsoft Ribbon Toward the top of the Outlook window, you will see the File tab and the Home, Send/Receive, Folder, and View Ribbons. The File tab allows you access to your general settings and preferences for Outlook as well as settings for Mailbox Cleanup, Rules and Alerts, and Automatic Replies.

2 4. List of Messages in the Middle There is a condensed list of messages showing the subject line, sender, and date the message was sent. 5. Reading Pane on the Right The reading pane shows the full details of any message you have selected in the list of messages. Any message highlighted in your message list will appear in the reading pane. You can remove the reading pane by: 1. Go to the View ribbon. 2. Click the Reading Pane drop- down menu and select Off. 6 To- Do Bar on the Far Right The To- Do bar will display a small calendar, your daily meetings and any tasks you have created for today. You can remove the To- Do bar by: 1. Go to the View ribbon. 2. Click the To- Do Bar drop- down menu and select Off. Altering the Appearance of the Inbox By default, your Outlook mailbox will appear in the order the messages were received with the most recent on top. You will also notice that messages are grouped together under headings such as Today, Yesterday, etc. To alter the order of your messages follow the steps below. Altering the Arrangement of your List 1. Be sure your Outlook window is small enough on- screen so you can see your desktop 2. Go to the View ribbon 3. Under the Arrangement section, click on Arrange By 4. From the drop- down menu, you can choose to arrange your by any of the options (e.g., Date, To, Size, etc.).

3 Turning On/Off Conversations The Conversations view is helpful for grouping together multiple related s into one conversation. By default Conversations will be turned on. To turn Conversations off: 1. Go to the View ribbon 2. Under the Conversations section, check Show as Conversations. Mail Creating and Sending a Message 1. Click the New icon at the left hand side of the Home ribbon. 2. Fill in the To field. a. This can be done by typing in the person s name, , or by clicking on the Address Book icon in the Names section of the Message ribbon. b. You can use the Check Names icon to make sure you have the right person. Outlook will automatically search the BVU address book. You may change it to your contacts if the person(s) is not a BVU employee. 3. Type in the Subject. 4. Type the body of your . Attaching a File to a Message 1. Drag-and-drop the file into the message area to attach it. 2. OR, click the Attach icon in the Message tab. a. Locate and select the file, and then click the Insert button. b. Note: You may attach multiple files by selecting more than one file. Hold down the Ctrl key and single-click on the files. Once you have selected the files you wish to attach, click Insert. Using a Signature with s 1. Place your cursor where you want the signature (e.g., at the end of the body of the ). 2. Click the Signature icon in the Message tab. 3. From the drop-down menu select the desired signature. If you need help creating a new signature, see the Creating Signatures section. Changing the Priority Level of an 1. After creating an , click on the High Importance or Low Importance buttons in the Message ribbon.

4 Saving Attachment(s) Save One Attachment 1. Open the Click the attachment and then a new Attachments ribbon will appear. Click the Save As button. OR, right-click on the attachment you wish to save and select Save As. 3. Find the desired saving location and (optionally) change the name. 4. Click Save. Save Multiple Attachments 1. Open the Click on one of the attachments and then a new Attachments ribbon will appear. Click the Save All Attachments button. OR, right-click on one of the attachment and select Save All Attachments. 3. Select the attachments you wish to save. To select multiple attachments hold down the Ctrl key and single-click on the attachments you wish to save. 4. Click OK. 5. Find the desired saving location and click OK. Save All Attachments 1. Open the Click on one of the attachments and then a new Attachments ribbon will appear. Click the Save All Attachments button. OR, right-click on one of the attachment and select Save All Attachments. 3. Click OK. 4. Find the desired saving location and click OK. Deleting Attachments You can delete the attachment without deleting the , which helps you conserve mailbox space. 1. Open the .

5 2. Click on the attachment you wish to delete and then a new Attachments ribbon will appear. Click the Remove Attachment button. OR, right-click on the attachment you wish to delete and select Remove Attachment. Managing s Sorting and Grouping s For help sorting and adjusting the view of your s, please see the Navigation and Appearance section. Creating Sub- Folders 1. Select the Inbox. On the Folder ribbon click the New Folder button. 2. A new window will open. Type the desired name for the new folder and press the Enter key (or click on something else to save the name changes). 3. Click on the desired location of the new folder. 4. Click OK. Note: Folders are arranged alphabetically within the cabinet. Emptying Deleted Items 1. Right-click on the Deleted Items in the list. 2. Select Empty Folder. Creating Signatures To create a signature: 1. Go to the File menu > Options on the left > select Mail on the left > on the right side click the Signatures button. OR, open a new , click the Signature drop- down menu in the Include area of the Message ribbon, and then select Signatures.

6 2. Click the New button and give the signature a name (e.g., your name). 3. In the Edit signature textbox type and format your signature. 4. Optional: To have your signature automatically appear on new s and/or replies: a. Click the New messages and/or Replies/forwards drop- down menu(s). b. Select your signature. 5. Click the OK button. Click OK again. Calendar Viewing the Calendar Meetings and appointments are created and edited using the calendar in Outlook. The calendar is viewed by clicking on Calendar in the lower left- hand corner of the Outlook window. Once in the Calendar, the ribbon at the top of the window will display options to change the view of the Calendar, as well as create new meetings and appointments. The Calendar may be viewed by Day, Work Week (Mon- Fri), Week (Sun- Sat), or Month. Simply click the ribbon button corresponding to the display method you prefer.

7 Creating a New Meeting or Appointment There are multiple ways to create a new meeting or appointment. Click the New Meeting or New Appointment buttons on the Home ribbon. Click the New Items button on the Home ribbon and select the item from the list of options. This is a handy tool if you would like to create a new while viewing the calendar, or if you would like to create a new meeting or appointment while viewing Mail. Right- click on a specific day and select New Meeting Request or New Appointment. The main difference between an appointment and a meeting is that an appointment is only for your calendar and a meeting is between other users and yourself, which will require inviting others to attend. An appointment can be converted into a meeting by clicking the Invite Attendees button.

8 Tips for Making a New Meeting 1. Enter names of invitees in the To field. 2. Include a subject in the Subject field since this is what is displayed on the calendar. 3. Don t forget to give a Location! 4. Select the time of the meeting by manually entering the times in the Start time and End time fields. If it is an all- day event, simply check the All day event checkbox. 5. Use the Scheduling Assistant! This feature can show you the schedules of all of your invitees and can save a big headache down the road. 6. Set the Show As box. By default the status is set to Busy for a normal meeting and Free for an all- day meeting. 7. Use Check Names to ensure you are sending invitations to the right people. 8. If you d like to set a recurring meeting, us the Recurrence button. 9. When you re finished setting up your meeting, click the Send button. If you re creating an appointment, click Save & Close. Managing Meetings and Appointments A handy tool on the Calendar is the Categories feature, which color- codes events on your Calendar. By clicking on Categories on the Appointment ribbon, you can create new categories or edit existing categories. Meetings and appointments, which you have created, may be edited by: Double- clicking on the event to open and edit; Dragging the event to a new day to change the event date; Right- clicking on the event and selecting an option from the list; or Clicking on an event and pressing the delete key on your keyboard.

9 Attachments Attachments can be sent with meeting requests. Simply drag the file you would like to attach into the message area. If you would like to save an attachment from an event, right- click on the attached file and select Save as. If you want to delete an event from your calendar, select the meeting or appointment by clicking it once, then press the Delete key on your keyboard. An event may also be deleted by right- clicking on it and selecting Delete from the displayed options. Contacts Your contacts can be found under the Contacts area on the left. Once you send a person an , s/he will be added to your Auto- Complete List so you can find the person quicker. Contact To create a new, personal contact: 1. Make sure you have Contacts selected on the left for your name. Click the New Contact button on the Home ribbon. 2. Type in the person s Full Name, E- mail, and any other fields you would like. 3. Click the Save & Close button. Group To create a new group: 1. Make sure you have Contacts selected on the left for your name. 2. Click the New Contact Group button on the Home ribbon.

10 3. Type a name in the Name textbox. 4. Click the Add Members button and then either From Outlook Contacts (if you want to use your personal contacts you ve added) or From Address Book (if you want to add people from the BVU community). a. In the Search textbox type in the person s full name or part of the name and click Go. b. Double click the person s name in the list below so s/he is added to the Members textbox at the bottom. c. When you ve finished adding all the members, click OK. 5. Click the Save & Close button. Out of Office If you will be out of the office for an extended period of time, it is helpful to set up an automatic Out of Office reply to s you receive.

11 1. Go to the File tab and click the Automatic Replies button. 2. Click the Send automatic replies radio button. 3. Select the Only send during this time range checkbox and adjust the Start time and End time. This way you don t have to remember to disable the reply message when you return! 4. In the Inside My Organization tab type and format your reply message in the textbox. For example, you might want to write something like I am out of the office from to. I will respond to your as soon as possible upon my return. 5. Optional: To enable Outlook to send your reply to any received outside of the organization, switch to the Outside My Organization tab. Note: One reason you might

12 not want this option is if you subscribe to a lot of listservs. a. Select the Auto reply to people outside my organization checkbox. b. Enter your reply message. You can copy-and-paste the same message or write a different one. 6. When you are done, click OK. Getting Help For help using Outlook, please contact the TLTC at tltc@bvu.edu, , or Video Tutorials There are hundreds of short, video tutorials to help you learn Outlook and other programs. 1. Log in to ANGEL ( with your BVU username and password. 2. Click Go to Atomic Learning on the right. 3. Use the Applications, Versions, and/or Platforms drop- down menus to find video tutorials for Outlook 2010.