Microsoft Outlook 2011 The Essentials

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1 Microsoft Outlook 2011 The Essentials Training User Guide Sue Pejic Training Coordinator Information Technology Services Mobile :

2 Table of Contents Overview Outlook Conversation View in Outlook Using Conversation View... 5 Conversation Settings... 6 Managing your Mail... 7 Explore the Outlook user interface... 7 Compose and send an message... 8 Explore the Inbox and other folders Add a signature to a message Add a signature automatically to all messages Add signatures randomly to messages Managing your Calendar Add an appointment to your calendar Quick Reference Card Meeting Invitations Create a meeting Create an appointment Contacts Add a contact Mark a contact as "private Mark an event as "private" Managing Folders Share a folder Stop sharing a folder About sharing and delegation Options for sharing a folder Options for delegating a folder Open a shared calendar, address book, or folder Add and manage your delegates Add a delegate MAC Outlook The Essentials Swinburne University of Technology Version 1.0

3 Manage delegate permissions for multiple item types Manage delegate permissions for a single folder Remove a delegate Create additional folders in the navigation pane Create a rule Quickly create a rule based upon a message's sender or recipient Create a rule based on an existing message Create a custom rule If you don't know what type of account you have If you want to have multiple criteria separated by "or" Turn on or off Out of Office replies Turn on the Out of Office Assistant for an Exchange account Turn off the Out of Office Assistant for an Exchange account Create a mail rule to automatically reply to incoming mail messages If you don't know what type of account you have Turn off a mail rule If you don't know what type of account you have MAC Outlook The Essentials Swinburne University of Technology Version 1.0

4 Overview Outlook 2011 Outlook is a powerful tool for managing your , contacts, calendars, and tasks. To use it most effectively, you first have to understand the basics. This user guide introduces some of the tasks and features that you will use most often Outlook in Conversation View Screen 4 MAC Outlook The Essentials Swinburne University of Technology Version 1.0

5 Conversation View in Outlook 2011 The conversation feature shows all messages with the same Subject together, arranged by date with the most recent message on top. Grouping all of the messages in one conversation can help you manage your mail. Using Conversation View To turn on conversation view, with Mail selected in the navigation pane, select the Organize tab, and click the Conversations button. (To subsequently turn off Conversation view, click the Arrange By. button and make a selection, usually Date Received.) When you arrange messages by conversation, messages that have the same subject will appear together in the message list no matter which folder they occur in. For any which does share the same Subject with other mail, then you will see the Subject of the conversation and an expand button (a triangle). Click on the expand button to see the conversation. 5 MAC Outlook The Essentials Swinburne University of Technology Version 1.0

6 As you click on the topmost message in the conversation, the entire conversation will appear in the Reading Pane (unless you have turned the Reading Pane off). If you click on a less recent message in the conversation you will see that message. Conversation Settings From the Outlook menu select Preferences. Under select Reading. Under Conversations you can make additional settings. 6 MAC Outlook The Essentials Swinburne University of Technology Version 1.0

7 Managing your Mail Explore the Outlook user interface Before you begin to use the account that you set up, you should familiarize yourself with some of the user interface elements in Outlook. Let's explore the Outlook user interface. Search box: A way to find items in the current folder. As you type keywords into the search box, the Search tab appears on the ribbon and provides additional search options (for example, the option to expand the search to All Items). Ribbon: The tabbed command bar at the top of a window or work area that organizes features into logical groups. The current view (for example, mail, calendar, or contacts view) determines which options appear on the ribbon. Reading pane: The area where you can read messages or see details about items such as contacts and tasks. To change the location of the reading pane, on the View menu, point to Reading Pane, and then select an option (for example, Below). Navigation pane: In mail view, the navigation pane displays the folder list. In calendar, contacts, tasks, and notes views, the navigation pane lets you show and hide items in categories. If you don't see the navigation pane, click View > Navigation Pane. View switcher: Buttons to switch between the five main Outlook views mail, calendar, contacts, tasks, and notes 7 MAC Outlook The Essentials Swinburne University of Technology Version 1.0

8 Compose and send an message messages are the most common way that people communicate online. You can compose and send messages to any contact in your address book or to anyone whose address you know. Let's compose a message to the contact that you added in the previous lesson. On the view switcher, click Mail. On the Home tab, click . In the To box, begin typing the name of the contact that you added earlier. Possible matches appear in the Contacts and Recent Addresses list. Press RETURN. The contact is added to the To box. Tip To delete a contact from the To box, click the contact name, and then press DELETE. 8 MAC Outlook The Essentials Swinburne University of Technology Version 1.0

9 In the Subject box, type a subject, and then press TAB. The subject of the message appears above the message toolbar. In the message window, type the text of the message. Tip To send a file (for example, a Word document) with the message, on the Message tab, click Attach, and then select the file that you want to include. On the Message tab, click Send. Tip When you send a message, if you are connected to the Internet, your message is sent immediately. If you are having trouble sending messages, on the Outlook menu, make sure that a check mark does not appear next to Work Offline. 9 MAC Outlook The Essentials Swinburne University of Technology Version 1.0

10 Explore the Inbox and other folders The Inbox is the main folder where messages arrive when they are sent to you. You can also create other folders to help organize your messages. Let's view a message in your inbox, create a new folder, and then move and delete the message. In the folder list, click a folder that contains a message. Note The type of accounts that you add determine how folders appear in the folder list. To make changes to the folder list appearance, on the Outlook menu, click Preferences, and then click General. In the message list, click an message. The contents of the message appear in the reading pane. In the folder list, under Inbox, click the folder for the account that you added earlier. 10 MAC Outlook The Essentials Swinburne University of Technology Version 1.0

11 On the Home tab, click New, and then click Folder. Type a name for the new folder (for example, Temp), and then press RETURN. 11 MAC Outlook The Essentials Swinburne University of Technology Version 1.0

12 Click Inbox, and then drag a message to the new folder. Tip To set up rules for moving messages to folders automatically, click Tools > Rules. In the new folder, click the message, and then click Delete. Tip To undo the deletion, click Edit > Undo. Hold down CONTROL, click the Deleted Items folder, and then click Empty Folder When you empty the Deleted Items folder, those items are deleted permanently and cannot be recovered. 12 MAC Outlook The Essentials Swinburne University of Technology Version 1.0

13 Add a signature to a message 1. Open a new message, and then click in the message body. 2. On the Message tab, click Signatures, and then choose a signature from the list. Add a signature automatically to all messages You can set a default signature for each of your mail accounts. 1. On the Outlook menu, click Preferences. 2. Under , click Signatures. 3. Click Default Signatures. 4. Under Account, select the account for which you want to set a default signature. 5. Under Default signature, click the pop-up menu in the selected row, and then click a signature name. Tip If you have multiple accounts, you must set the default signature separately for each account. Add signatures randomly to messages If you have created multiple signatures, you can have Outlook pick one at random for each message. 1. On the Outlook menu, click Preferences. 2. Under , click Signatures. 3. Under Random, select the check box for each signature that you want to be included in the pool of random signatures. 4. Click Default Signatures. 5. Under Account, select the account for which you want to set a default signature. 6. Under Default signature, click the pop-up menu in the selected row, and then click Random. Note If you have multiple accounts, you must set the default signature separately for each account. 13 MAC Outlook The Essentials Swinburne University of Technology Version 1.0

14 Attaching Files You can send files and folders by attaching them to an message. When you attach a folder, Outlook compresses the contents of the folder into a single.zip file. 1. In your message, on the Message tab, click Attach. 2. Locate the item or folder that you want to attach, select it, and then click Choose. If you are attaching a folder, on the confirmation dialog box, click Compress. Notes A list of the attachments to the message appears below the Subject box. To remove an attachment from a message, hold down CONTROL and click the attachment, and then click Remove. You can also add attachments by dragging a file or folder from the desktop or Finder into the body of the message. 14 MAC Outlook The Essentials Swinburne University of Technology Version 1.0

15 Managing your Calendar Add an appointment to your calendar In Outlook, an appointment is a calendar item that has a specific start date and end date and a specific start time and end time. If you invite other people to an appointment, it is considered a meeting. Let's add an appointment to the calendar. On the view switcher, click Calendar. On the Home tab, click Work, and then click Appointment. Tip To create a new appointment directly from the calendar, double-click the date and time of the appointment on the calendar. Type a subject and location for the appointment, and then select a start and end date and start and end time. 15 MAC Outlook The Essentials Swinburne University of Technology Version 1.0

16 Note To invite others and make the appointment a meeting, on the Appointment tab, click Invite. On the Appointment tab, select how far in advance that you want a reminder and whether the appointment recurs. On the Appointment tab, click Save & Close. Notice that the appointment appears on your calendar on the date and time that you specified. 16 MAC Outlook The Essentials Swinburne University of Technology Version 1.0

17 Hints To change the date or time for an appointment, drag the appointment to a new location on the calendar. Or double-click the appointment and make the changes that you want. To delete an appointment, select the appointment on the calendar, and then press DELETE. Or, double-click the appointment, and then on the Appointment tab, click Delete. To show or hide the mini calendar, in the upper-left corner of the navigation pane, click the border above the category list. When the pointer becomes Small icons appear on appointments to indicate that :, drag the border down or up. o a reminder is set ( ), o other people are invited ( ), and o the appointment recurs ( ). 17 MAC Outlook The Essentials Swinburne University of Technology Version 1.0

18 Quick Reference Card To Add a new account Change the location of the reading pane Add a contact group to the Address Book Add a picture for a contact Compose a new message Do this Click Tools > Accounts. On the view switcher, click Mail. Click View > Reading Pane, and then select an option (for example, Below). On the view switcher, click Contacts. Then, on the Home tab, click Contact Group. When adding a contact to the Address Book, double-click the thumbnail placeholder image that appears in the contact window. Or, you can drag a picture from your desktop or folder on to the placeholder image. On the view switcher, click Mail. Then, On the Home tab, click . Check the spelling of a message before sending Send a file (for example, a Word document) with an e- mail message When composing a message, on the Options tab, click Spelling. Or, click Edit > Spelling and Grammar > Check Document Now. When composing a message, on the Message tab, click Attach, and then select the file that you want to include. Add a new mail folder Empty the Deleted Items folder Create a new appointment directly from the calendar On the view switcher, click Mail. On the Home tab, click New, and then click Folder. Hold down CONTROL, click the Deleted Items folder, and then click Empty Folder. Double-click the appointment date and time on the calendar. Change the date or time of an appointment Set user preferences, such as default fonts or signatures Drag the appointment to a new location on the calendar. Or, double-click the appointment and make the changes that you want. Click Outlook > Preferences. 18 MAC Outlook The Essentials Swinburne University of Technology Version 1.0

19 Meeting Invitations In Outlook, a meeting is an event that includes other people and can include resources such as conference rooms. To schedule a meeting in Outlook, you create a meeting invitation that you send to the invitees. Responses to your meeting invitations appear in your Inbox. Appointments in Outlook are events that do not involve inviting other people or reserving resources. Create a meeting 1. At the bottom of the navigation panethe left pane of the main Outlook window. In Mail view, the navigation pane displays the folder list. In Calendar, Contacts, Tasks, and Notes views, the navigation pane lets you show and hide items from your category list., click Calendar. 2. On the Home tab, click Meeting. Tip You can also double-click 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. Then, to convert the appointment to a meeting, on the Appointment tab, click Invite. 3. To send the invitation from an account that isn't your default account, click an account on the From pop-up menu. 4. In the To box, enter the names of people or resources to include for the meeting. To search for additional contacts, on the right side of the To box, click. 5. In the Location box, type a description or location. Tips To choose from a list of recently used rooms, click on the right side of the Location box. If you have a Microsoft Exchange account, to search for rooms in your organization's directory, on the right side of the Location box, click. 6. Enter the details about the event, and then do any of the following: 19 MAC Outlook The Essentials Swinburne University of Technology Version 1.0

20 To Display the Time zone menu for the event Do this On the Meeting tab, click Time Zone. Add attachments to the meeting Make the meeting a recurring event On the Meeting menu, click Attachments, and then click Add. On the Meeting tab, click Recurrence, and then select a recurrence pattern. See whether your invitees are available (Exchange accounts only) On the Meeting tab, click Scheduling. The Scheduling button displays the Scheduling Assistant pane at the bottom of the invitation. If you don't see free/busy information in the Scheduling Assistant pane, make sure that your Exchange account is selected on the From pop-up menu at the top of the invitation. 1. When you complete your invitation, on the Meeting tab, click Send. Notes default, new meetings have the Request Responses feature turned on. If you have a Microsoft Exchange account, responses from the attendees are tallied when you open the meeting from the calendar and view the Scheduling Assistant information. If you have a Microsoft Exchange account, the status you select for an event affects how the event appears to other people when they view your calendar. If you don't change the status, Outlook shows you as "Busy" during the event. To select a status such as "Free" or "Out of the office," on the Meeting tab, click the Status pop-up menu. 20 MAC Outlook The Essentials Swinburne University of Technology Version 1.0

21 Create an appointment 1. At the bottom of the navigation pane. The left pane of the main Outlook window. In Mail view, the navigation pane displays the folder list. In Calendar, Contacts, Tasks, and Notes views, the navigation pane lets you show and hide items from your category list., click Calendar. 2. On the Home tab, click Appointment. Tip You can 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 event window. 3. Enter the details about the event, and then do any of the following: To Display the Time zone menu for the event Do this On the Appointment tab, click Time Zone. Make the appointment recurring On the Appointment tab, click Recurrence, and then select a recurrence pattern. Change the appointment into a meeting by inviting other people On the Appointment tab, click Invite. 4. On the Appointment tab, click Save and Close. 21 MAC Outlook The Essentials Swinburne University of Technology Version 1.0

22 Contacts You can store addresses, home and work addresses, phone and fax numbers, and other information for your Outlook contacts. Each contact can include information that is important to you, including birthdays, children's names, notes, and more. 1. At the bottom of the navigation pane. The left pane of the main Outlook window. In Mail view, the navigation pane displays the folder list. In Calendar, Contacts, Tasks, and Notes views, the navigation pane lets you show and hide items from your category list., click Contacts. 2. On the Home tab, click Contact. 3. Enter the person's name and any other information that you want, such as job title, office, department, and company. 4. To edit information in the categories on the General tab (Phone, Internet, Address, and Personal), do any of the following: To Change the label for a field (for example, to change the label Mobile to Home in the Phone category) Add a field in a category Delete a field 5. On the Home tab, click Save & Close. Do this Under the category name, click the field label, and then click the label that you want. Click the (+) button next to the category name, and then click a field type. Click the field, and then to the left of the field, click the (-) button. Notes Add a photo for the contact, drag a photo from anywhere on your computer onto the photo icon next to the contact's name. Your Outlook contacts are shared with other Office for Mac 2011 applications, such as Word. If you make changes to a contact while you are working in another Office application, your changes also appear in Outlook. If you have a Microsoft Exchange account, you can share or delegate your contacts folder with other users on the same Exchange server. 22 MAC Outlook The Essentials Swinburne University of Technology Version 1.0

23 Add a contact You can use the Address Book to manage both professional and personal information for all contacts. After a contact is in your address book, you can use it across Outlook. For example, you can send an message or a meeting invitation without having to remember the person s address. Let's add a contact to the Address Book. On the view switcher, click Contacts. On the Home tab, click Contact. Enter information for the contact. At a minimum, include the contact s name and address. 23 MAC Outlook The Essentials Swinburne University of Technology Version 1.0

24 Tip To add a picture for the contact, double-click the placeholder thumbnail that appears in the contact window. On the Contact tab, click Save & Close. Notice that the contact appears in the contact list. Hints To add a group of contacts (for example, the members of a Project group) so that you can send to all members of the group at once, on the Home tab, click New, and then click Contact Group. 24 MAC Outlook The Essentials Swinburne University of Technology Version 1.0

25 Mark a contact as "private You can mark contacts and events as private only if you are working in a Microsoft Exchange account. An account managed by Microsoft Exchange Server. Microsoft Exchange accounts are used by organizations with many users. They make it possible to synchronize , calendars, and contacts between multiple computers. address book or calendar. 1. Open the contact that you want to mark as "private." 2. On the Contact tab, click Private. Notes A person with delegate access or permission to read your shared folders could view the contents of your private contacts and events by using other applications. To help protect your privacy, put private items in a separate, non-shared address book or calendar. When you synchronize your contacts and events with Sync Services, private items are synchronized and are visible to other people with whom you are sharing your contacts and events through MobileMe or another application. Mark an event as "private" You can mark contacts and events as private only if you are working in a Microsoft Exchange account address book or calendar. 1. Open the calendar event that you want to mark as "private." 2. On the Meeting tab or Appointment tab, click Private. Notes A person with delegate access or permission to read your shared folders could view the contents of your private contacts and events by using other applications. To help protect your privacy, put private items in a separate, non-shared address book or calendar. When you synchronize your contacts and events with Sync Services, private items are synchronized and are visible to other people with whom you are sharing your contacts and events through MobileMe or another application. 25 MAC Outlook The Essentials Swinburne University of Technology Version 1.0

26 Managing Folders Share a folder 1. In the navigation pane. The left pane of the main Outlook window. In Mail view, the navigation pane displays the folder list. In Calendar, Contacts, Tasks, and Notes views, the navigation pane lets you show and hide items from your category list., click the folder that you want to share. 2. On the Organize tab, click Permissions. 3. Click Add User, type the name of the user, and then click Find. 4. In the search results, click the user's name, and then click OK. 5. In the Name list, click the user's name, and then on the Permission Level pop-up menu, click the access level that you want. To customize the user's permission levels, select or clear the check boxes. You can also change the options for Edit Items and Delete Items. Notes When you delegate or share an address book, calendar, or mail folder, delegates or users who share those folders could view your private contacts, events, or messages by using other software applications. To help protect your privacy, put private items in a separate, non-shared address book, calendar, or mail folder. Sharing a folder does not automatically share any subfolders. To share a subfolder, the primary folder must be shared first, and then you can set sharing permissions for the subfolder. Stop sharing a folder 1. In the navigation pane. The left pane of the main Outlook window. In Mail view, the navigation pane displays the folder list. In Calendar, Contacts, Tasks, and Notes views, the navigation pane lets you show and hide items from your category list., click the folder that you want to stop sharing. 2. On the Organize tab, click Permissions. 3. On the Permissions tab, click the name of the user who you want to stop sharing with. 4. To temporarily suspend access, on the Permission Level pop-up menu, click None. Or, to permanently stop sharing with the person, click Remove. Tip If you change the permission level to None, the user remains on the list, which allows you to quickly reinstate permissions later. If the calendar, address book, or mail folder has Folder Visible permissions assigned, the folder is still visible to the user when you suspend access. 26 MAC Outlook The Essentials Swinburne University of Technology Version 1.0

27 About sharing and delegation Sharing is most often used by peers who are working on the same project. The shared folder appears under a separate account in the other user's navigation pane. Depending on the sharing permissions, the person may be able to read, create, edit, or delete items in the shared folder. Delegation involves granting permission to another person, known as a delegate, to receive and respond to messages and meeting requests on your behalf. You can also grant additional permissions that allow your delegate to read, create, or edit items in your Exchange account. Note When you delegate or share an address book, calendar, or mail folder, delegates or users who share those folders could view your private contacts, events, or messages by using other software applications. To help protect your privacy, put private items in a separate, non-shared address book, calendar, or mail folder. Options for sharing a folder When you share a folder, you can set permissions that define what each user who accesses the folder can do: Permission level Owner Publishing Editor Editor Publishing Author Author Non editing Author Reviewer Contributor Custom Free/Busy time, subject, location Free/Busy time None Activities that a sharing user can perform Create, read, modify, and delete all items in the shared folder. As an owner, a user can change the permission levels that others have for the folder. Create, read, modify, and delete all items, and create subfolders. Create, read, modify, and delete all items. Create and read items, create subfolders, and modify and delete items that you create. Create and read items, and modify and delete items that you create. Create and read items, and delete items that you create. Read items only. Create items only. Perform activities defined by the folder owner. For calendar sharing only, read the free/busy information, subject, and location of calendar events For calendar sharing only, read the free/busy information of calendar events Not perform any activity. The user remains on the permissions list but has no permission and cannot open the folder. 27 MAC Outlook The Essentials Swinburne University of Technology Version 1.0

28 Options for delegating a folder When you add a delegate, you can give the delegate separate permission levels for your calendar, inbox, address book, tasks, and notes folders: Permission level Editor Author Reviewer Activities that a delegate can perform Read, create, and modify items, including modifying and deleting items that the account owner created. For example, a delegate with Editor permissions can create meeting requests directly in the account owner's calendar and respond to meeting requests on the account owner's behalf. Read and create items, and modify and delete items that he or she creates. Read items only. For example, the delegate can read messages in the account owner's inbox. Open a shared calendar, address book, or folder Important To open another person's address book, calendar, or mail folder, both you and the other person must have Microsoft Exchange accounts. and the account owner must grant you permission. 1. On the File menu, point to Open, and then click Other User's Folder. 2. Click Find User. 3. Type the name of the person who granted you access, click Find, click the person's name, and then click OK. 4. If you have multiple Microsoft Exchange accounts, on the Account pop-up menu, click the account that you want to use to open the other user's folder. 5. On the Type pop-up menu, click Calendar, Address Book, or Inbox, and then click OK. 6. The shared folder appears in the navigation pane under the Shared heading. Notes If you have a shared folder selected in the navigation pane, new items that you create are saved in that shared folder. To remove another user's shared folder from your navigation pane, hold down CONTROL, click the folder, and then click Remove from View. 28 MAC Outlook The Essentials Swinburne University of Technology Version 1.0

29 Add and manage your delegates You can give a delegate access to your Microsoft Exchange calendar, address book, and inbox, and you can set permissions that define the activities that delegates can carry out for you. Add a delegate Important To use delegation, you and your delegate must have Microsoft Exchange accounts. 1. On the Tools menu, click Accounts. 2. Click the account that you want to add a delegate to, click Advanced, and then click the Delegates tab. 3. Under Delegates who can act on my behalf, click Add. 4. Type the name of the person that you want to add as a delegate, and then click Find. 5. Click the delegate's name, and then click OK. 6. For each item type, use the pop-up menu to select the permission level that you want to set for the delegate. For more information about the permission levels for delegates, see About sharing and delegation. Note Before a delegate can access your items, he or she must add you to the People I am a delegate for list in his or her Microsoft Exchange account. For information about how to become a delegate for someone else, see Become a delegate or stop being a delegate. Manage delegate permissions for multiple item types 1. On the Tools menu, click Accounts. 2. Click the account that you want to change permissions for, click Advanced, and then click the Delegates tab. 3. Under Delegates who can act on my behalf, click the delegate. 4. Click the Action button, click Set Permissions, and then make the changes that you want. Note: If you set the permission level to None, the delegate remains on the list, which allows you to quickly reinstate permissions later. For information about the permission levels, see About sharing and delegation. 29 MAC Outlook The Essentials Swinburne University of Technology Version 1.0

30 Manage delegate permissions for a single folder 1. In the navigation pane. The left pane of the main Outlook window. In Mail view, the navigation pane displays the folder list. In Calendar, Contacts, Tasks, and Notes views, the navigation pane lets you show and hide items from your category list., click the folder that you want to change. 2. On the Organize tab, click Permissions. 3. Click the name of the person that you want to change the permissions for. 4. On the Permission Level pop-up menu, click the access level that you want. To customize the permission levels, select the check boxes for the items that you want, and then under Edit Items and Delete Items, click the permission level that you want. Note If you set the permission level to None, the delegate remains on the list, which allows you to quickly reinstate permissions later. For information about the permission levels, see About sharing and delegation. Remove a delegate 1. On the Tools menu, click Accounts. 2. Click the account that you want to change permissions for, click Advanced, and then click the Delegates tab. 3. Under Delegates who can act on my behalf, click the delegate. 4. Click Delete. 30 MAC Outlook The Essentials Swinburne University of Technology Version 1.0

31 Create additional folders in the navigation pane Outlook lets you create additional folders to help you organize your messages, contacts, tasks, and notes. For example, you can create a folder for personal messages that you keep separate from your work messages. Important If you create a new folder under a Microsoft Exchange account folder, the new folder will also sync with the Exchange server. 1. In the navigation pane. The left pane of the main Outlook window. In Mail view, the navigation pane displays the folder list. In Calendar, Contacts, Tasks, and Notes views, the navigation pane lets you show and hide items from your category list., click Mail, Contacts, Tasks, or Notes. 2. In the navigation pane, select the folder under which the new folder will be saved. 3. On the Organize tab, click New Folder. 4. In the navigation pane, type a name for the new folder. Notes As an alternative to having multiple folders, you can organize your items with categories. Not only are categorized events displayed in different colours in the item list, category filters let you show events, contacts, tasks, and notes only in the categories that you want. The above procedure explains how to create a subfolder of an existing folder. To create a folder on the same level in the hierarchy, select a folder, and then press SHIFT+OPTION+ +N. 31 MAC Outlook The Essentials Swinburne University of Technology Version 1.0

32 Create a rule A rule is an action that is performed automatically on incoming or outgoing messages, based on conditions that you specify. You can create rules to help you stay organized. For example, you can create rules to automatically file messages into folders or assign messages to categories. Quickly create a rule based upon a message's sender or recipient A common type of rule directs Outlook to move messages to a folder based on the sender or recipient. For example, you can create a rule that moves all messages from "Toni Poe" to a folder called "Mail from Toni". Outlook has a shortcut to create these types of rules from an existing message. Tip If you receive messages from a contact group (also known as a distribution list), you can create a rule that automatically moves messages that are sent to the group into a folder. 1. In the message list, click a message with the sender or recipient that you want to create a rule for. 2. On the Home tab, click Rules, and then click Move Messages from (sender's name) or Move Messages to (recipient's name). 3. In the folder search box, start typing the name of the folder that you want to move messages to. 4. When the folder you want appears, click the folder name, click Choose, and then click OK. Notes If you create multiple rules, Outlook runs the rules in the order in which they are listed in the Rules window. For information about changing the order, see Edit a rule. Before it runs rules on messages, Outlook first applies the Mailing List Manager rules and then the junk protection rules. Regular rules are applied last. However, they are applied to messages even if they are in the Junk category. For more information about Mailing List Manager rules, see Organize mailing list messages. Create a rule based on an existing message When you create a rule from an existing message, the sender, recipient, and subject are automatically pre-populated in the rules instructions. 1. In the message list, click the message from which you want to create a rule. 2. On the Home tab, click Rules, and then click Create Rule. 32 MAC Outlook The Essentials Swinburne University of Technology Version 1.0

33 1. Under When a new message arrives, edit the criteria to suit your needs. To remove one of the criteria, click. To add additional criteria, click. 2. Under Do the following, specify the actions that you want to be performed. 3. Click OK. Notes If you create multiple rules, Outlook runs the rules in the order in which they are listed in the Rules window. For information about changing the order, see Edit a rule. Before it runs rules on messages, Outlook first applies the Mailing List Manager rules and then the junk e- mail protection rules. Regular rules are applied last. However, they are applied to messages even if they are in the Junk category. For more information about Mailing List Manager rules, see Organize mailing list messages. Create a custom rule Instead of creating a rule from an existing message, you create a custom rule based on any criteria you want. Creating a custom rule is necessary if you have an account managed by Microsoft Exchange Server 2010 or later and you want to save the rule on your computer. (If you create the rule based on an existing message, rules for an account managed by Microsoft Exchange Server 2010 or later are saved on the Exchange server, not on your computer.) 1. On the Tools menu, click Rules. 2. In the left pane of the Rules dialog box, do one of the following: To Create a rule that runs on your computer while Outlook is open Create a rule that runs on the Exchange server (this option is only available for accounts managed by Microsoft Exchange Server 2010 or later) Do this Under ON MY COMPUTER, click the account type. Under EXCHANGE SERVERS, click the account name. 33 MAC Outlook The Essentials Swinburne University of Technology Version 1.0

34 If you don't know what type of account you have 1. In the Rules dialog box, click Show All, and then under Personal Settings, click Accounts. 2. In the left pane of the Accounts dialog box, click the account. The account type appears under the account description. In this example, the account is a POP account. 1. To return to the Rules dialog box, click Show All, and then under , click Rules. 2. Click Add. 3. In the Rule name box, type a name for the rule. 4. Under When a new message arrives, on the leftmost pop-up menu, click the type of information that you want to identify. For most criteria, you move from left to right to use more pop-up menus or text boxes. For example, to identify all messages sent from co-workers, the criterion could be "From" "Contains" If you want to have multiple criteria separated by "or" For rules saved on the Exchange server, follow this procedure: 1. In the leftmost pop-up menu of the criteria, select a field that contains text, such as From, Recipients, or Subject. 2. Moving to the right, in the second pop-up menu, select Contains. 3. Click Add search terms, and then in the search list, click Add for each term that you want to add. Note For rules saved on your computer, you can use the pop-up menu above the criteria to select If Any Criteria Are Met or other options. 1. To remove one of the criteria, click. To add additional criteria, click. 2. Under Do the following, specify the actions that you want to be performed. 3. Click OK. 34 MAC Outlook The Essentials Swinburne University of Technology Version 1.0

35 Turn on or off Out of Office replies You can send an out of office message to people while you are out of the office. If your mail account is a Microsoft Exchange account, you can use the Out of Office Assistant. For POP or IMAP accounts, you can set up a mail rule to automatically reply to new messages. Turn on the Out of Office Assistant for an Exchange account The Out of Office Assistant works with the server that is running Microsoft Exchange Server to automatically reply to messages while you are out of the office. Because the Exchange server sends the messages (not Outlook), Outlook does not need to be open for the reply messages to be sent. 1. At the bottom of the navigation pane The left pane of the main Outlook window. In Mail view, the navigation pane displays the folder list. In Calendar, Contacts, Tasks, and Notes views, the navigation pane lets you show and hide items from your category list., click Mail. Note: If you have multiple Exchange accounts, you must turn the Out of Office Assistant on or off for each account separately. To choose an account for which you want to turn on the Out of Office Assistant, select a folder in the account in the folder list before you continue to the next step. 1. On the Tools tab, click Out of Office. 2. Click Send Out of Office messages. 3. In the Reply to message with box, type the text that you want to include in your automatic reply. 4. Do any of the following: 35 MAC Outlook The Essentials Swinburne University of Technology Version 1.0

36 To Set start and end dates for an Out of Office message Set options for replying outside your organization (if enabled by your Microsoft Exchange administrator) Do this Select the I am out of the office between check box, and then set your Start date and End date. Select the Send replies outside my company to check box, and then complete the information. Note Your delegate cannot turn on or turn off the Out of Office Assistant for you. Turn off the Out of Office Assistant for an Exchange account 1. At the bottom of the navigation pane. The left pane of the main Outlook window. In Mail view, the navigation pane displays the folder list. In Calendar, Contacts, Tasks, and Notes views, the navigation pane lets you show and hide items from your category list., click Mail. Note If you have multiple Exchange accounts, you must turn the Out of Office Assistant on or off for each account separately. To choose an account for which you want to turn off the Out of Office Assistant, select a folder in the account in the folder list before you continue to the next step. 2. On the Tools tab, click Out of Office. 3. Click Do not send Out of Office messages. Tip If you set a start and end date for your Out of Office message, it will turn off automatically when it reaches the end date. If you want to turn off the Out of Office message before the end date, click Do not send Out of Office messages. 36 MAC Outlook The Essentials Swinburne University of Technology Version 1.0

37 Create a mail rule to automatically reply to incoming mail messages You can set up a mail rule in Outlook to automatically reply to new messages. Mail rules can be set up for all account types in Outlook, including POP and IMAP accounts. Because mail rules are run by Outlook and not the mail server, your computer must be on and Outlook must be open for automatic reply messages to be sent. 1. At the bottom of the navigation pane. The left pane of the main Outlook window. In Mail view, the navigation pane displays the folder list. In Calendar, Contacts, Tasks, and Notes views, the navigation pane lets you show and hide items from your category list., click Mail. 2. On the Organize tab, click Rules, and then click Edit Rules. 3. In the left pane of the Rules dialog box, click the account type for which you want to create the rule. If you don't know what type of account you have 1. In the Rules dialog box, click Show All, and then under Personal Settings, click Accounts. 2. In the left pane of the Accounts dialog box, click the account. The account type appears under the account description. In this example, the account is a POP account. 1. To return to the Rules dialog box, click Show All, and then under , click Rules. 2. Click Add. 3. In the Rule name box, type a name for the rule, such as Vacation response. 4. Under the Add Action button, on the Change status pop-up menu, click Reply. 5. Click Reply Text, type the automated reply that you want Outlook to send, and then click OK. 6. Make sure that the Enabled check box is selected, and then click OK. 7. To turn off the automatic reply messages, double-click the rule to open it, and then clear the Enabled check box. Tip You can also turn off a rule by clearing the check box next to the name of the rule in the Rules dialog box 37 MAC Outlook The Essentials Swinburne University of Technology Version 1.0

38 Turn off a mail rule 1. At the bottom of the navigation pane. The left pane of the main Outlook window. In Mail view, the navigation pane displays the folder list. In Calendar, Contacts, Tasks, and Notes views, the navigation pane lets you show and hide items from your category list., click Mail. 2. On the Organize tab, click Rules, and then click Edit Rules. 3. In the left pane of the Rules dialog box, click the account type for which you want to create the rule. If you don't know what type of account you have 1. In the Rules dialog box, click Show All, and then under Personal Settings, click Accounts. 2. In the left pane of the Accounts dialog box, click the account. The account type appears under the account description. In this example, the account is a POP account. 1. To return to the Rules dialog box, click Show All, and then under , click Rules. 2. Double-click the rule to open it, and then clear the Enabled check box. Tip You can also turn off a rule by clearing the check box next to the name of the rule in the Rules dialog box. 38 MAC Outlook The Essentials Swinburne University of Technology Version 1.0

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