Microsoft Office Outlook 2013

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1 Microsoft Office Outlook 2013 Navigating the Outlook Interface The Components of the Outlook 2013 Interface Component Title bar Quick Access Toolbar The ribbon Ribbon tabs Folder pane Content pane Sort bar Instant Search box Reading pane To-Do Bar Navigation bar Status bar Description Displays the title of the folder where you are currently located, the name of the account you are viewing, and the name of the application. Displays a number of commands that are commonly used within the interface, providing easy access to these tools. Displays and provides access to all of the commands needed to perform actions within the Outlook interface. Each tab contains commands buttons that perform specific Outlook functions. Displays and provides access to all of the folders available in the Outlook environment for the account you are viewing, including the Inbox for the account. You can customize what folders appear and in what order they appear. Displays all of the individual items within the specific folder where you are located. Displays the titles of all the columns that are currently being shown for your Outlook items, and can be used to arrange or sort how the items are displayed in the pane (sorted by subject, sorted by size, and more). Used to enter a term or keyword, and searches your Outlook items for instances of that term. It then displays the resulting items that contain that term somewhere in their contents. Displays the contents of the Outlook item you have currently selected, such as the contents of a selected message. If enabled, displays a high-level view of the Calendar, People, and Tasks workspaces. By default, the To-Do Bar does not display. Displays launch buttons for the other Outlook workspaces like the Calendar, People, and Tasks workspaces. Displays information related to the folder you are currently in, such as the number of items in the folder, if the folder is up-to-date or is currently sending or receiving information, and more. 1

2 Working in the Mail Workspace The Mail Workspace The Mail workspace is the default view in the Outlook environment, where you will work with all of the messages you send and receive. The Message Form The message form is the window that is launched in Outlook when you create a new or respond to an . In the message form, you will add your primary recipients in the To field and any secondary recipients to be copied on the message in the Cc field, add the subject matter or purpose of the in the Subject field, and add the content of your message in the message body. Creating and Sending Messages To create and send a new message: 1. In the Mail workspace, select New In the To field, type the addresses of your primary recipient or recipients. 3. In the Cc field, type the addresses of the recipient or recipients to be copied on the message. 4. In the Subject field, type a subject line for your Place the cursor in the body of the and compose your message. 6. When your has been composed, select Send. Checking Spelling and Grammar in a Message To check the spelling and grammar in a message: 1. In your draft message form, select the REVIEW tab. 2. In the Proofing command group, select Spelling & Grammar. 3. If there are any spelling or grammatical errors, the Spelling and Grammar dialog box will appear. 4. Use the suggestions and corrective actions found in the Spelling and Grammar dialog box for each error that was detected in your message. Managing Attachments To attach a file to an message: 1. In the message form where you want to attach a file, select the INSERT tab on the ribbon. 2. Select Attach File. 3. In the Insert File dialog box, browse to where your file is located. 4. Select the file and select Insert. Attachment Reminder Outlook 2013 can detect if an attachment was omitted from a message and notify you that the attachment is missing. Outlook will scan messages before they are sent and look for any indications that you intended to attach a document, such as the word attachment in the subject or message text. When Outlook detects that you may have forgotten an attachment, it will display the Attachment Reminder dialog box before sending the message. Checking Spelling and Grammar in a Message To add a personal signature to your messages: 1. In any open Outlook window, select FILE Options. 2. In the Outlook Options dialog box, select Mail. 3. Select Signatures. The Signatures and Stationery dialog box will open, with the Signature tab displayed. 4. In the Select signature to edit section, select New. 5. In the New Signature dialog box, type a name for your signature and select OK. 6. In the Edit Signature box, type and format your signature text to your preferences. 7. In the Select signature to edit section, select Save to save the signature. 8. In the Choose default signature section, in the New messages drop-down, select the signature that you created from the list. This signature will be appended to all new messages you create. 9. In the Choose default signature section, in the Replies/forwards drop-down, select the signature that you created from the list. This signature will be appended to all new messages that you reply to or forward. 10. Select OK in the Signatures and Stationery dialog box. 11. Select OK in the Outlook Options dialog box. To disable Attachment Reminder when a warning is received: 1. In the Attachment Reminder dialog box that appears in the message that may be missing an attachment, select Don t show this message again. To disable Attachment Reminder using Outlook Options: 1. Select FILE Options. 2. In the Outlook Options dialog box, select the Mail tab. 3. In the Send messages section, uncheck the Warn me when I send a message that may be missing an attachment check box. 4. Select OK in the Outlook Options dialog box. To enable Attachment Reminder: 1. Select FILE Options. 2. In the Outlook Options dialog box, select the Mail tab. 3. In the Send messages section, check the Warn me when I send a message that may be missing an attachment check box. 4. Select OK in the Outlook Options dialog box. 2

3 Using Inline Replies Inline Replies You can respond to a message you are viewing in the Reading pane using the inline replies feature. When you select any of the message response options within a message that you are viewing in the Reading pane, Outlook automatically opens the response form directly in the Reading pane, where you can type your response. Responding to Messages Message Response Options When you receive an in Outlook and need to respond to the message, there are number of reply options that you can choose from when responding. Reply options are located in the Respond command group of the MESSAGE tab of the ribbon within an message. These options include: Reply: Creates a response where the recipient is only the sender of the initial . Reply All: Creates a response where the recipients include the sender and everyone who was a recipient of the initial . Forward: Creates a new that contains the message content from the initial and can be sent to a new recipient, not including the sender of the initial . If you would rather type your response in a message form rather than using the inline replies option, you can select the Pop Out command from the message response in the Reading pane to open a message form where you can continue to compose your response. To reply to an message: 1. Select the message in the message list that you want to respond to. 2. Choose how to reply to the message: To respond using the inline replies feature, in the Reading pane where the selected message content displays, select the desired reply option: Reply to reply only to the sender of the original message, or Reply All to reply to the sender and all recipients of the original message. To respond in a message form, in the Reading pane where the selected message content displays, select POP OUT. On the MESSAGE tab on the ribbon, select the desired reply option from the Respond command group: Reply to reply only to the sender of the original message, or Reply All to reply to the sender and all recipients of the original message. 3. The To field is automatically populated with the recipient(s). You can add other recipients to the list either by typing in the address or selecting the contact from an address book. 4. The Subject field is automatically populated with RE: and the subject line from the previous message. You can change the subject line if desired or necessary. 5. Any original message content is automatically inserted in the message body of the reply message. If necessary, you can delete the previous message content from the message body. 6. In the message body, type your response. 7. Select Send. Forwarding an Message To forward an message: 1. Select the message in the message list that you want to respond to. 2. Choose how to forward the message: To respond using the inline replies feature, in the Reading pane where the selected message content displays, select Forward. To respond in a message form, in the Reading pane where the selected message content displays, select POP OUT. On the MESSAGE tab on the ribbon, from the Respond command group, select Forward. 3. In the To field, add the desired recipient(s) by typing in the address or selecting the contact from an address book. 4. The Subject field is automatically populated with FW: and the subject line from the previous message. You can change the subject line if desired or necessary. 5. Any original message content is automatically inserted in the message body of the reply message. If necessary, you can delete the previous message content from the message body. 6. In the message body, type your response. 3

4 Creating and Adding a Signature Signatures A signature is a standard closing element that can be created, personalized, and then added to the end of your messages. The signature identifies the sender of the message. To create and append a personal signature to your messages: 1. In any open Outlook window, select FILE and select Options. 2. In the Outlook Options dialog box, select Mail. 3. Select Signatures. The Signatures and Stationery dialog box will open, with the Signature tab displayed. 4. In the Select signature to edit section, select New. 5. In the New Signature dialog box, type a name for your signature and select OK. 6. In the Edit Signature box, type and format your signature text to your preferences. 7. In the Select signature to edit section, select Save to save the signature. 8. In the Choose default signature section, in the New messages drop-down, select the signature that you created from the list. 9. In the Choose default signature sections, in the Replies/forwards drop-down, select the signature that you created from the list. 10. Select OK in the Signatures and Stationery dialog box. 11. Select OK in the Outlook Options dialog box. Sorting Messages To sort your messages by using a single sort criterion: 1. Select the folder where you want to sort messages. 2. On the ribbon, select the VIEW tab. 3. In the Current View command group, select View Settings. 4. In the Advanced View Settings dialog box, select Sort. 5. In the Sort dialog box, from the Sort items by drop-down list, select the column field by which you want to sort. 6. Select the sort order for your items, either Ascending or Descending. 7. In the Sort dialog box, select OK. 8. In the Advanced View Settings dialog box, select OK. To sort your messages by using multiple sort criteria: 1. Select the folder where you want to sort messages. 2. On the ribbon, select the VIEW tab. 3. In the Current View command group, select View Settings. 4. In the Advanced View Settings dialog box, select Sort. 5. In the Sort dialog box, from the Sort items by drop-down list, select the column field by which you want to sort first. 6. Select the sort order for the first sort criterion, Ascending or Descending. 7. From the Then by drop-down list, select the column field by which you want to sort next, and select the sort order for the secondlevel criterion. 8. If necessary, select a third or fourth sort criterion by using the remaining Then by drop-down lists and the sort order for each additional criterion. 9. In the Sort dialog box, select OK. 10. In the Advanced View Settings dialog box, select OK. Managing Junk Mail To configure junk filter options: 1. On the HOME tab, in the Delete command group, select the Junk drop-down arrow and select Junk Options. 2. In the Junk Options dialog box, on the Options tab, select the option for the level of filtering you want for your junk mail. 3. If desired, check the Permanently delete suspected junk instead of moving it to the Junk folder check box to automatically delete filtered s. 4. If desired, check the Disable links and other functionality in phishing messages (recommended) check box to disable links in filtered messages. 5. If desired, check the Warn me about suspicious domain names in address check box (recommended) to be notified of addresses or domains that Outlook finds suspicious. 6. In the Junk Options dialog box, select OK. To mark a message as not junk: 1. In the Navigation pane, select Junk In the message list, select the message that is not junk mail. 3. On the HOME tab, in the Delete command group, select the Junk drop-down arrow and select Not Junk. 4. If you want to add the sender to your Safe Senders list, in the Mark as Not Junk dialog box, check the check boxes by any addresses or domain names to be trusted. 5. Select OK to move the message to your Inbox. To add a sender to the Blocked Senders list: 1. On the HOME tab, in the Delete command group, select the Junk drop-down arrow and select Junk Options. 2. In the Junk Options dialog box, select the Blocked Senders tab. 3. Select Add. 4. In the Add address or domain dialog box, type an address or domain name and select OK. 5. In the Junk Options dialog box, select OK. Using Peeks The Peeks Feature The Peeks feature in Outlook allows you to see a preview of your other workspaces without having to leave the workspace in which you are currently working. For instance, if you are in the Mail workspace, but want to get a quick idea of any upcoming calendar events, you can hover over the Calendar button on the Navigation bar and Outlook will display a peek of your calendar information. 4

5 Managing Appointments The Appointment Form Appointments are scheduled in Outlook using the Appointment form. When you select New Appointment from the New command group, a blank Appointment form opens. The Appointment form has a number of fields where you enter the details and information about your appointment and select any necessary options to schedule the appointment on the calendar. Scheduling Meetings The Meeting Form Meetings are scheduled in Outlook using the Meeting form. When you select New Meeting from the New command group, a blank Meeting form opens. The Meeting form has a number of fields where you enter the details and information about your meeting, select your attendees, and select the necessary options to schedule the meeting. To schedule an appointment: 1. On the HOME tab, in the New command group, select New Appointment to open a new Appointment form. 2. In the Subject field, type a brief description of the event. 3. In the Location field, type the location. 4. If the appointment is an all day event, with no specific start or end time, check the All day event check box. 5. In the Start time fields, select the date and time that the appointment begins. 6. In the End time fields, select the date and time that the appointment ends. 7. If necessary, type any details about the appointment in the body of the appointment form. 8. If necessary, in the Options command group, from the Show As drop-down, select how your availability will appear to others on your calendar for the event. 9. To change the reminder time for the appointment, in the Options command group, from the Reminder drop-down, select the time when you would like to receive a reminder notification for the appointment. 10. If the appointment is a recurring event, in the Options command group, select Recurrence and configure the recurrence settings in the Appointment Recurrence dialog box. 11. Select Save & Close. To schedule a meeting: 1. In the Calendar workspace, on the HOME tab, in the New command group, select New Meeting to open a new Meeting form. 2. In the Subject field, type a brief description of the event. 3. In the Start time fields, select the date and time that the meeting begins. 4. In the End time fields, select the date and time that the meeting ends. 5. In the Meeting form, select To. 6. In the Select Attendees and Resources dialog box, select your attendees. Select the name of a participant and select the Required button for required attendees or the Optional button for optional attendees. Repeat as necessary to select all of your participants, and select OK. 7. In the Location field, select the location of the meeting. 8. If necessary, type any details about the appointment in the body of the appointment form. 9. If necessary, select the reminder time of your choice from the Reminder drop-down. 10. If the meeting is a recurring event, in the Options command group, select Recurrence and configure the recurrence settings in the Appointment Recurrence dialog box. 11. Select Send to send the meeting request. Responding to Meeting Requests To respond to a meeting request: 1. Select or open the meeting request in the messages list in the Mail workspace. 2. Select the drop-down arrow for the appropriate response type: Accept, Tentative or Decline. 3. Then choose how to send your response: Select Edit the Response Before Sending to open a new message form with your response and include text in the message body. You will have to select Send in the message form to send both your meeting response and the message content. Select Send the Response Now to tentatively accept the meeting and place it on your calendar, and send a message with your response option to the meeting organizer. Select Do Not Send a Response to tentatively accept the meeting and place it on your calendar, without sending your response to the meeting organizer. 5

6 Managing Multiple Calendars To add an additional calendar: 1. In the Calendar workspace, select the FOLDER tab. 2. In the New command group, select New Calendar. 3. In the Create New Folder dialog box, in the Name field, type a name for the additional calendar. 4. In the Folder contains field, verify that Calendar Items is selected. 5. Under Select where to place the folder, verify Calendar is selected. 6. Select OK. To overlay calendars: 1. If necessary, check the check box for one of the additional calendars under My Calendars in the Folder pane to display the calendar. 2. Select the VIEW tab. Creating New Contacts The Contact Form Your contacts are created and managed using the Contact form. When you select New Contact from the New command group, a blank Contact form opens. The Contact form has a number of fields where you enter the contact information and details for the person you are creating a contact record for. Viewing Contacts in the People Hub The People Hub The People Hub is the new default view for your contacts in Outlook In the People Hub, all of the contacts you have saved or added appear, even contacts you have added from your social networks. Your contacts now display using an updated People Card, which aggregates information about that contact from multiple sources into a single location. Updating Contacts To update contact information using the People Card: 1. Open the People Card for the contact that you want to edit. 2. Modify the information for the contact as needed: To change information already added, select the appropriate field and make the necessary changes to the text. To add another field, select the plus icon next to the field title. If necessary, select the appropriate subtitle from the drop-down that displays. In the text field, type the necessary text. 3. Select Save at the bottom right of the Reading pane. To edit contact information using the Contact form: 1. In your contacts list, open the Contact form for the contact that you want to update in one of the following ways: In the default People view, in the Reading pane on the CONTACT tab, under View Source, select Outlook (Contacts). In the People workspace, filter the Current View to the Business Card, Card, Phone, or List view and double-click the contact to open the Contact form. 2. Make any changes or updates to their contact information. 3. On the CONTACT tab, in the Actions command group, select Save & Close. To create a new contact: 1. In the People workspace, on the HOME tab, in the New command group, select New Contact to open a new Contact form. 2. In the Full name text box, enter the name of the contact. 3. If necessary, in the Company text box, enter the name of the company. 4. If necessary, in the Job title text box, specify the title. 5. If necessary, from the File as drop-down list, select the way in which you want to file the contact. 6. In the field, enter contact s primary address. 7. If necessary, in the Display as field, enter how you want the contact to display in the To field for a new Outlook item. 8. If necessary, in the Web page address field, enter the URL of the contact s website. 9. If necessary, in the IM address field, enter the contact s instant messaging name. 10. In the Phone numbers section, enter the contact s business, home, business fax, and mobile phone numbers in their respective fields, as necessary. 11. In the Addresses section, in the Business field, enter the contact s business address. If necessary, to add other addresses, select the drop-down next to the Business field, select the appropriate location, and enter the address. 12. If necessary, check the This is the mailing address check box for the address that will be used as the contact s mailing address. 13. If necessary, in the Notes field, type any additional information about the contact that will be useful to you. 14. On the CONTACT tab, in the Actions command group, select Save & Close. Creating Secondary Address Books To create a secondary address book: 1. In the People workspace, on the ribbon, on the Folder tab, in the New command group, select New Folder. 2. In the Create New Folder dialog box, in the Name field, type a name for the address book. 3. Leave the Folder contains field with Contact Items selected. 4. In the Select where to place the folder list, select Contacts. 5. Select OK in the Create New Folder dialog box. 6

7 Using Tasks in Outlook Tasks A task in Outlook is an action item, activity, or piece of work that is assigned to you and that must be completed within a certain time frame. You can assign a task to yourself or to other people, and other people can assign a task to you. The Task Form Tasks are created and managed using the Task form. When you select New Task from the New command group, a blank Task form opens. Assigning Tasks to Yourself To create and assign a task to yourself: 1. In the Tasks workspace, on the HOME tab, in the New command group, select New Task to open a new Task form. 2. In the Subject field, type a brief description of the assigned task. 3. In the Start date field, select the calendar icon and from the calendar, select the date when the task is scheduled to begin. 4. In the Due date field, select the calendar icon and from the calendar, select the date by which the task must be completed. 5. If necessary, from the Status drop-down, select the current status of the assignment. 6. If necessary, from the Priority drop-down, select a priority level for the assignment. 7. If necessary, in the % Complete field, use the spin box to select a percentage of completion for the assignment. 8. If necessary, check the Reminder check box, and from the drop-downs, select a date and time for the reminder notification. 9. If the task is a recurring task, in the Recurrence command group, select Recurrence and configure the recurrence settings in the Task Recurrence dialog box. 10. On the Task tab, in the Actions command group, select Save & Close. Replying to a Task Request Assigning Tasks to Others To assign a task to another user: 1. If necessary, open the Tasks workspace. 2. On the HOME tab, in the New command group, select the New Items command drop-down arrow and select Task. 3. In the Task form, select To. 4. In the Select Task Recipient dialog box, select your recipient and select To. 5. Repeat as necessary until all recipients have been added, and select OK. 6. In the Subject field, type a brief description of the task. 7. From the Start date drop-down calendar, select the date when the task should be started. 8. From the Due date drop-down calendar, select the date by which the task must be completed. 9. If necessary, from the Priority drop-down list, select the priority level for the task. 10. As desired, check or uncheck the Keep an updated copy of this task on my task list check box. 11. As desired, check or uncheck the Send me a status report when this task is complete check box. 12. If needed, type any message content in the body. 13. If needed, use the commands in the Tags command group to select any tags, flags, or categorization. 14. Select Send. To reply to a task request: 1. In the Mail workspace, in the message list in the Inbox, open the task request message. 2. On the TASK tab, in the Respond command group, select the appropriate response option: Accept or Decline. 3. To respond to the task without comments, in the Accepting Task or Declining Task dialog box, select Send the response now and select OK. 4. To respond to the task with comments, in the Accepting Task or Declining Task dialog box, select Edit the response before sending and select OK. To reassign a task assigned to you to someone else: 1. In the Mail workspace, in the message list in the Inbox, open the task request message. 2. On the TASK tab, in the Manage Tasks command group, select Assign Task. 3. In the Task Request form, select To. 4. In the Select Task Recipient dialog box, select the person you want to assign the task to, select To, and select OK. 5. As desired, check or uncheck the Keep an updated copy of this task on my task list check box. 6. As desired, check or uncheck the Send me a status report when this task is complete check box. 7. In the Task Request form, select Send. Sending Status Updates for Tasks To send a status update: 1. In your To-Do List or Tasks list in the Tasks workspace, open the task you want to update. 2. In the Task form, add any new information or make the necessary updates to the task information and details. 3. On the TASK tab, in the Manage Task command group, select Send Status Report. 4. A Task Status Report Message form will open, with the task requester automatically populated as a recipient and with your updated status information in the body of the message. 5. If necessary, select any additional recipients to be sent the status update. 6. If necessary, type any pertinent information in the message body. 7. Select Send. 7

8 Using Notes and Journal Workspaces The Notes Workspace The Notes workspace in Outlook is where you can create and manage the notes that you take for yourself using the Notes feature. To access the Notes workspace: 1. On the Navigation bar, select the More Options icon. 2. From the list, select Notes. The Journal Workspace: The Journal workspace allows you to track and record actions for Outlook items that are associated with a specific contact. To access the Journal workspace: 1. On the Navigation bar, select the More Options icon. 2. From the list, select Folders. The Journal will appear as a folder in the Folder pane. Organizing Outlook Items To create folders: 1. In the appropriate Outlook workspace, select the FOLDER tab on the ribbon. 2. To create a folder in the Mail, People, or Tasks workspaces, in the New command group, select New Folder. To create a calendar (folder) in the Calendar workspace, select New Calendar. 3. In the Create New Folder dialog box, in the Name field, type the name of the folder. 4. In the Select where to place the folder section, select the location where you want to place the folder. 5. Select OK to create the folder and close the Create New Folder dialog box. To move or copy items to folders: 1. In the Content pane, select the item that you want to move to one of your folders. 2. Move or copy the item: To move the item, on the HOME tab, select Move. Select the folder where you want to move the items. If the folder does not appear in the list, select Other Folder and in the Move Items dialog box, select the appropriate folder. To copy the item, on the HOME tab, select the Move drop-down and select Copy to Folder. In the Copy Items dialog box, select the folder where you want to save a copy of the items. 3. Select OK. Customizing the Outlook Interface To change the background for the Outlook interface: 1. From any Outlook workspace, select FILE Options. 2. In the Outlook Options dialog box, on the General tab, in the Personalize your copy of Microsoft Office section, from the Office Background drop-down, select the background that you want to apply to the Outlook interface. 3. Select OK in the Outlook Options dialog box. To change the theme for the Outlook interface: 1. From any Outlook workspace, select FILE Options. 2. In the Outlook Options dialog box, on the General tab, in the Personalize your copy of Microsoft Office section, from the Office Theme drop-down, select the theme that you want to apply to the Outlook interface: White Light Gray Dark Gray Deleting Outlook Items To delete an item in the message list using the Delete command in the ribbon: 1. In the message list, select the message or item that you want to delete. 2. On the HOME tab on the ribbon, select Delete in the Delete command group. 3. The deleted item will be moved to the Deleted Items folder. To delete an item in the message list using the Delete command within the message list: 1. In the message list, hover over or select the message or item that you want to delete. 2. Select the Delete command that appears at the far right of the item in the message list. 3. The deleted message will be moved to the Deleted Items folder. To delete an item that you have opened: 1. Open the message or item that you want to delete. 2. On the main item tab on the ribbon, select Delete in the Delete command group. 3. The deleted message will be moved to the Deleted Items folder. Searching Outlook Items To search for an item using Instant Search: 1. Select the appropriate workspace that you want to search. 2. In the Folder pane, select the folder where you want to perform the search. 3. At the top-right corner of the Content pane, in the Instant Search box, type the keyword or text you want to search for. 4. The Content pane will display only the items in that folder that contain the search term. To search for an item using Instant Search and the SEARCH TOOLS contextual tab commands: 1. Select the appropriate workspace that you want to search. 2. In the Folder pane, select the folder where you want to perform the search. 3. Place the cursor in the Instant Search box to display the SEARCH TOOLS contextual tab. 4. If necessary, in the Scope command group, select the appropriate command for the parameters of the scope of the search. 5. If necessary, in the Refine command group, select search criteria to help filter your search. If you don t see your criteria displayed, select More to view more criteria options. 6. If necessary, from the Search Tools drop-down list, select an option to use advanced search tools. 7. In the Instant Search box, type the keyword or text you want to search for. 8. The Content pane will display only the items in that folder that contain the search term. Printing Outlook Items To print an Outlook item: 1. Open the item that you want to print. 2. Select the FILE tab and select Print. 3. In the Settings section, select the style available for the item you are printing that meets your needs or preferences. 4. If needed, you can verify how your item will look when printed in the preview pane. 5. Select Print. 8 Copyright 2013 Logical Operations, Inc. All rights reserved. Reproduction in whole or in part in any form or medium without the express written permission of Logical Operations is prohibited. Logical Operations is an independent provider of integrated training solutions for individuals, businesses, educational institutions and government agencies. No use of another parties name, product name or screen shots should be construed to imply sponsorship or endorsement of our products or services by, nor any affiliation of such entity with, Logical Operations. Logical Operations and the Logical Operations logo are trademarks of Logical Operations, Inc. All other product and service names used may be common law or registered trademarks of their respective holders LG rev 1.0

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