ODLC Training and Documentation University of Toronto GETTING STARTED IN OUTLOOK 2010

Transcription

1 ODLC Training and Documentation University of Toronto GETTING STARTED IN OUTLOOK 2010

2 Table of Contents Outlook Mail... 4 Outlook Mail Window Elements... 5 Reading Pane... 6 Inbox Pane... 6 Receiving Mail... 8 Composing a Message... 8 Subject Area... 9 Recipient Options Using the UofTs Directory and Your Contacts to Address Mail Looking up Addresses Changing the Sort order of your Address Lists Sending Replies Placement of Reply Text Forwarding Messages Forwarding a message as an attachment Categories Attaching a Signature Sending Attachments Handling Incoming Attachments Disabling full screen reading view Spell Check Creating Templates Saving Drafts Sending Options Sensitivity Delivery Receipts (Tracking options) Other Options Mail Formatting Printing Messages Organizing Messages in Folders To create a new folder: Personal Folders Renaming a Folder Deleting Folders Filtering Outlook Mail Using Rules Creating the Mail Rule (Filter) Editing and Deleting Rules Fighting Spam: Junk E- mail Options Searching Messages Checking your Mail Quota Usage Deleting Messages Using Automatic Replies Outlook Calendar Outlook Calendar Calendar Layout Types of Activities Creating an Appointment Scheduling a Meeting with Others Recurring Appointments Creating an Event Sharing a Calendar Opening a Shared Calendar... 73

3 Viewing Calendars in Side- by- side or Overlay mode Creating a Group Calendar to be Shared Printing the Calendar Outlook Contacts Outlook Contacts Using Contacts Organizing Contacts Viewing Contacts Creating a Contact Group (Distribution List) Outlook Tasks Outlook Tasks To view the Tasks: Creating a New Task Creating a Recurring Task Editing a Task Sorting and Viewing Tasks Outlook Appendix Granting Create or Create and Modify Permission Keyboard Shortcuts... 95

4 Outlook Mail In this module, you will learn how to: Navigate in the Outlook Environment Sort Messages Composing Messages Flag Messages Attach a Signature Handle Mail Attachments Use the Spell Checker Create Templates Save Drafts Organize your Mail Messages into Folders Filter Incoming Messages Fight Spam with Outlook s Junk Mail Controls Find Messages 4

5 O utlook is UofTs University's client. Besides its functionality, you may also use Outlook as an organizer: to schedule appointments, meetings and tasks. This manual will guide you through the process of handling incoming messages, composing outgoing messages, organizing your messages, setting personal mail preferences, and working offline. Outlook Mail Window Elements The Outlook mail window is comprised of four vertically oriented panes: the Navigation Pane, the Inbox Pane, the Reading Pane, and on the far right, the To-Do Bar. Ribbon Navigation Pane with Mail Folders Inbox Pane Reading Pane To-Do Bar 5

6 Reading Pane The Reading Pane is much like the Preview Pane option of most clients. Outlook has oriented the pane vertically for ease of use. If you would like the Reading Pane to sit at the bottom of the window, like other clients, you can rearrange it. You may also remove the Reading Pane as well. To adjust or remove the Reading Pane: 1. On the Ribbon, click the View tab > Reading Pane tool. 2. Select Bottom or Off. The pane is adjusted or removed. Inbox Pane The Inbox Pane displays a two-line presentation of received messages: the sender and subject line are displayed. By default, the messages are sorted by date, with the newest messages at the top of the list. You may change both the sort and the chronological order. The messages are also sorted into groups such as Today and Yesterday by default. You have the option of removing the grouping. The Inbox also sports a flagging feature, Quick Flag, to mark messages. 6

7 If the Reading Pane is positioned on the right side, the Inbox can simply be sorted by right-clicking in the Arranged By header; but if the Reading Pane was moved to the bottom of the window, it is easiest to adjust the sort in this manner: 1. From the View tab, navigate to the Arrangement group. 2. Select a sort. Your Inbox messages are resorted. To adjust the chronological order: Depending on where the Reading Pane is located, either: 1. Click the Newest on top bar. The oldest messages are ordered on top. or 2. Click the Received section of the header bar. The messages are adjusted. To remove the grouping option: 1. From the View tab, in the Arrangement group, in the lower right corner of the gallery, click the More arrow. The gallery opens. 2. At the base of the gallery, uncheck the Show in Groups option. The groups are removed. 7

8 Receiving Mail Your mail is stored for you on the incoming mail server, until you retrieve it. Once you have read it, you can decide where the message will reside, either on your hard or network drive, or on the server. When you log-on to your account, new messages will appear in your Inbox in the Navigation Pane, as well as in the Inbox, formatted with bold text. Throughout the day, Outlook will check the server for new incoming messages. By default, it will check every 5 minutes. If you need to retrieve new messages immediately from the server, click the Send/Receive tab > Send/Receive All Folders tool. Composing a Message You may compose a new mail message from anywhere in Outlook. If you are in the Inbox: 1. On the Home tab, click the first tool, the New tool.. The Mail Composition window opens. or: Press Ctrl + N. The Mail Composition window opens. If you are in another folder in Outlook, such as the Calendar: 2. From the Home tab, click the New Items tool down-arrow. 3. Select Message. The Mail Composition window opens. or: Press Ctrl + Shift + M. The Mail Composition window opens. 8

9 Addressing Subject Message Area The composition window has three main areas. Addressing Area: This area supplies information about where the message is going and what file - if any - is being attached when sending the message. Subject Line: This line records the message subject. Message Area: This area is used to enter and edit your message. Like other windows, the Composition Window has the ribbon and corresponding mail tools at the top of the window. Subject Area The subject can only be one line long, and should reflect the message s content. Remember, Outlook (and most other mail programs) shows the subject to the recipient before he opens the message, so you may want to choose something that will encourage the recipient to open the message. Also, if your subject contains too many words, it will be cut off in the Message List window. 9

10 Recipient Options Although many messages are sent to just one recipient, frequently we need to send messages to several people or groups, like committee members, as well as copies of messages to others, perhaps the boss. To: Cc: Bcc: Primary recipients of your message (You may enter multiple recipients in the same field, separated by semicolons.) To send a copy to someone, use the Cc header. Since the recipient of the Cc will appear on all recipients header lists, use this option only when you want the recipient(s) to know that a copy was sent to someone else. Blind Carbon Copy. The message will go to the person you list in the Bcc header, but no one else who gets the message will be aware that the message was sent to this person. 1. Click the To button. The Select Names dialog box opens. 2. Type the name or select it from another address list. 3. Click OK. The name is added to the To field. To Cc someone, follow the same steps but click the Cc button. 10

11 If the Bcc field is not visible: 1. Click the To button. The Select Names dialog box opens. 2. Select the recipient. 3. Click the Bcc button. The recipient is added to the Bcc field. 4. Click OK. The name is added to the Bcc field. The Bcc field can also be added to an , by selecting the Options Tab in a New Mail Message and clicking the Bcc tool in the Show Fields group. Using the UofTs Directory and Your Contacts to Address Mail How do you get addresses from either the UofTs directory or from your contacts? The easiest way is to take advantage of an Outlook feature called Autocompletion. Autocompletion assists users in quickly retrieving addresses from Contacts and placing them on the To line in the Composition Window. By entering just part of the name of the message recipient on the To: line, Outlook searches your various address lists (ie. GAL, Contacts, etc.) for matches. If there is more than one match, click the name of your desired recipient. Outlook will insert the entire name and address for you. 1. Click the New tool. The new mail window opens. 11

12 2. In the To: line, type the first few letters of the recipient s name. A list of possible matches will appear. 3. If the individual you are looking for appears, press Enter. 4. If the individual you are looking for does not appear by itself, click to select the appropriate recipient. Tip Unwanted AutoComplete entries can pop up when you are addressing an which can result in the going to the wrong inbox. If you see an unwanted address pop up as you are filling in the To field, select it using the arrow keys and press Delete on the keyboard. That will prevent that address from popping up again. Looking up Addresses Finding the addresses of a colleague is a little different with Exchange. In Thunderbird, the address field would try to guess (AutoComplete) the correct address as soon as you started to type the name. Exchange has a similar feature, but it works a little differently. In the address field of a new , type the first few letters of the recipients last name, then press both the <Ctrl> (control) and letter K keys on your keyboard or click the Check Names tool on the Ribbon. 12

13 If there is only one possible match, the address field will automatically populate with the address. If there are multiple addresses, a pop-up window will display them all and you can click to choose the correct one. Note that when sending an to multiple addresses, separate each one with a semi-colon. Once you've successfully searched for, found, and addressed a recipient, their name will automatically pop up (History list) the next time you type the first few letters of the recipient s name. Although it takes some time to retype many of your familiar addresses that used to pop right up in Thunderbird, Outlook will quickly add them to your History list so that you do not have to retype them a second time. Changing the Sort order of your Address Lists When you begin to type the name of a message recipient in the To: address line, Outlook first searches the UofTs Global Address Book (GAL) by default. If you would like Outlook to search a different location first, such as your Outlook Contacts or the UofTs Directory, follow these steps: 1. On the main Outlook window toolbar, click the Address Book. The Address Book window will open. 2. From the Menu bar, select Tools > Options. The Addressing window will open. 13

14 3. In the When sending , check address lists in this order: field, select the Custom option and the UofTs Directory. 4. If needed, click the Up arrow to move the UofTs Directory to the top of the list. 5. Click OK. The Addressing window will close. 6. Close the Address Book window. Your list will be searched first. Please note that if you do see a UofTs Directory inside your Address Book (they will be visible in Thunderbird to Exchange migration accounts until everyone has migrated to Exchange) and unlike Thunderbird, you cannot open the UofTs Directory and browse to find an address. Optionally, you can search for non-gal addresses using the Address book by following these steps: 1. From the Select Names window toolbar, click the Advanced Find link. The Find window opens. 14

15 2. In the Display name field, type the user s last name. 3. Click OK. The search results will display. 4. Select the appropriate name. 5. Click the To button. The name is added to the To field. 6. Click OK. Sending Replies If someone has sent you a message that requires a reply, you do not need to start a new, empty message for your response. After reading the message, you can reply to the message, prompting Outlook to start a new message that contains the recipient s address and copy of his original message. Outlook replies to messages in the format that they were sent in. To reply to a message: Click the Reply tool. If you prefer to reply to everyone who the message was addressed to as well as the sender: Click the Reply All tool. Placement of Reply Text By default, Outlook automatically quotes the original message when you choose to reply to it. The default option for the placement of your response is to begin your reply above the quoted text (the original message body). Outlook gives you four 15

16 other options in the Options (File > Options > Mail > Replies and forwards). The Subject line indicates a reply by beginning with Re: Do not include original message: this option removes the original message from your reply. Attach original message: this option consolidates the original message into an attachment. Include original message: the default setting. Include and indent original message text: this option is the same as the default setting except that the original message is indented. Prefix each line of the original message: this option is the same as the Include and indent original message text option, except that a vertical line is added to the left margin of the reply. Forwarding Messages The Forwarding feature in Outlook works just like the Reply feature except that Outlook does not pre-address the message. On the toolbar, when you click the Forward tool Outlook creates a new message with the content of the original message, but leaves the To field empty. The Subject line indicates a forwarded message by beginning with Fwd: 16

17 You can type the address or use AutoComplete addressing if the recipient s name is in the directory, address book, or Contacts. You may add comments to the message you are forwarding by entering them in the message area. To send a completed message: 1. Click the Send tool. If you have previously selected the check spelling before spending preference, the spell checker will begin. A copy of your sent message is saved to the Sent Items folder. Check your Sent folder from time to time as the amount of sent messages will continue to increase. One option for keeping this file size low is to save sent messages for 90 days and then delete the older messages at the beginning of each month. Forwarding a message as an attachment You may have noticed a message arrive in your Inbox as a forward, and yet the original message appears in the Attached field, instead of in the message body. What you have received is a message forwarded as an attachment. Some people employ this tool to keep or preserve the original message detail. It is also a way to keep the original bundled up and tidy. You can set Outlook to forward all of your messages in this manner, or you can opt to manually forward messages as an attachment on a case-by-case basis. To set Outlook to forward all of your messages as attachments: 1. From the Ribbon, select the File tab and click Options. The Outlook Options window opens. 2. Click the Mail category. The mail options display. 17

18 3. In the Replies and forwards field, in the When forwarding a message field, click the down-arrow. 4. Select Attach original message. 5. Click OK. The Outlook options window closes. All of your forwarded messages will now be attachments. To forward Outlook messages as attachments on a case by case basis: 1. In your Inbox, click to select the message you wish to forward as an attachment. 2. Hold down the Shift key and select the message below it. Two messages are now selected. 3. Click Forward or right-click the messages and select Forward. The Composition window opens with the two messages attached. 4. In the Attached field, click the second message and press Delete. The second message is removed. 5. Compose your Click Send. The attached message is forwarded as an attachment. 18

19 Tip Resending a Message Have you ever composed a lengthy , sent it off, and then wished you had included one or two more people in the To field? Outlook to the rescue! If you have an message that you would like to use over again (resend), follow these steps: 1. Go to the Sent Items folder. 2. Double-click to open the originally sent message. 3. On the Message tab, in the Move group, click the Actions tool and select Resend This Message. The message sets up to be ed. 4. Readdress and make any adjustments to the body text. 5. Send. 19

20 Flagging Message for Follow-up (To-Dos) Message flags come in three basic states: Unmarked Flagged Completed To Flag messages: 1. Click the light gray flag. The message is now flagged. One a message is flagged, clicking the message flag again displays a checkmark, showing that the checked message has been revisited or completed. If you do not want the checkmark, and prefer the default light gray flag: 1. Right-click the checkmark. The shortcut menu appears. 2. Select Clear Flag. The default light gray flag reappears. And if you prefer to flag a message for another time period, such as tomorrow or next week, you can. 1. Right-click the flag. The shortcut menu appears. 2. Select one of the other times. The flag is applied. For convenience, these flagged messages appear at the base of the To-Do list. But if the item is deleted from the To- Do list, the accompanying will also be deleted from the Inbox or folder. 20

21 Categories Categories are another Outlook method for marking and organizing mail messages (and calendar items, contacts, and tasks). Each category is assigned a color and a name. Messages can be searched for by category, even if they reside in different folders. You can create as many categories as you want, in many different colors, and assign multiple categories. To assign a category (or categories) to a message: 1. In the Message pane, right-click the and choose Categorize. A shortcut menu opens displaying the categories. 2. Select one or more categories. The category (and color) is assigned to the . Optionally, to add a category to an open message: 1. On the Home tab, click Categorize. A shortcut menu opens displaying the categories. 2. Select one or more categories. The category (and color) is assigned to the . 21

22 To remove a category from a message: 1. In the Message pane, right-click the category icon and unselect the category or select Clear All Categories. The category icon is removed. If the item has multiple categories, you can uncheck one or all categories. Attaching a Signature You can set up your professionally so that is closes with your job title, department, phone number, and other contact information. And your account can be configured so that all of your outgoing messages contain this signature. 1. From the main Outlook window, select the File tab. The Account Information displays. 2. On the left navigation bar, click Options. The Outlook Options dialog box opens. 3. On the left navigation bar, click the Mail option. 4. Click the Signatures button. The Signatures and Stationery dialog box opens. 5. Click New. The New Signature dialog box opens. 6. In the Type a name for this signature field, enter a name. 7. Click OK. The Signatures and Stationery dialog box displays again. 22

23 8. In the Edit signature text box, type the text you want to include in the signature. You can also paste text to this box from another document. 9. To change the font format, select the text, and then select the options you want. These options are not available if you use plain text as your message format. 10. When you are done editing the new signature, click OK. You are returned to the Outlook Options dialog box. Note that this will be the default signature for new messages unless you change it. 11. Click OK. The Outlook Options dialog box closes. Each new message you compose will display your custom signature information. 12. Test the signature feature by creating a new mail message. You may elect to add you signature information to individual messages. For this option: 1. Select the File tab > Options. The Outlook Options dialog box opens. 2. Click the Mail option. 3. Click the Signatures button. The Signatures and Stationery dialog box opens. 23

24 4. In the Choose default signature area, in the New messages field, click the down-arrow and select (none). 5. Click OK. The Signatures and Stationery dialog box closes. 6. Click OK again. The Outlook Options dialog box closes. From now on, to add your signature to an 7. From within the new message window, select Signature > Your signature. Your signature information is added to the foot of the . 24

25 Sending Attachments To attach a file to an outgoing mail message: 1. In the Compose window, on the Message tab of the ribbon, click the Attach File tool. The Insert File dialog box opens. 2. Type the name of the file you want to attach, or select a file from one of the drives that you want to attach. 3. Click Insert. The filename appears in the expanded Attach area. Tip If you are in Windows Explorer or in any My Computer window and right-click on a file one of the options is "Send To". Based on how your machine is configured, one of the options in the Send To menu will be Mail Recipient. 1. Right-click your document. The shortcut menu appears. 2. Select Send To > Mail Recipient. The Composition Window will be launched, with the file attached, ready for you to address! 25

26 Handling Incoming Attachments Attachments are files connected to a message. Anything that can be stored as a file on a disk can be an attachment. A message can have many attachments and they may be of any size. This is a useful way to send lengthy documents to colleagues. Messages that arrive with attachments appear in your Inbox with a paper clip icon. To view the message and attachment: 1. Open the message. 2. In the head of the , below the Subject line, double-click the attachment s file icon. The file opens. In the graphic below, the attached file is a PDF document. To preview the attachment within the Reading Pane (without opening it) click the attachment once, and then click the Preview file button. Disabling full screen reading view Word attachments may open in the new full screen reading view. When the prompt appears, if you do not wish to use this view, place a check in the Don t open attachments in full screen reading view again checkbox and click OK. 26

27 Spell Check When composing an message, Outlook will automatically mark words that it feels have been misspelled, are grammatically incorrect, or are out of context (with wavy red, wavy green, or wavy blue underlining). Additionally, you can set your Outlook preferences to automatically check for spelling before a message is sent, or you can elect to utilize spell check at your discretion. If your messages are not automatically proofed, you may want to do a spell check prior to sending a message (especially an important one!) since Outlook does not automatically check the Subject line for spelling mistakes. If you elect to utilize spell check at your discretion: 1. Before you send the , click the Review tab, and at the left end of the ribbon, click the Spelling & Grammar tool (or press the F7 key). The Spelling and Grammar dialog box opens. Any words considered misspelled will appear at the top of the spell checker window. Outlook will suggest a word to replace the misspelled word. Ignore Once Ignore All Ignores the misspelled word and moves to the next misspelling. Ignores all occurrences of the misspelled word and moves to the next misspelling. Add to Dictionary Adds the word to your personal dictionary so that it will not appear again as misspelled during a spell check. Change Change All AutoCorrect Cancel Replaces the misspelled word with Outlook s suggestion. Replaces all occurrences of the misspelled word with Outlook s suggestion. Use the first suggested word each time you click AutoCorrect. Closes the spell checker. 27

28 When the spell check is done, a final dialog box appears. 2. Click OK. To set Outlook to check spelling every time you click Send: 1. From the main Outlook window, select the File tab. The Account Information displays. 2. On the left navigation bar, click Options. The Outlook Options dialog box opens. 3. On the left navigation bar, click the Mail option. 4. In the spelling area, select the Always check spelling before sending check box. 5. Click OK. The Outlook Options dialog box closes. 28

29 Creating Templates In Outlook, templates are useful for formatting monthly mailings, reports or memos that you on a regular basis. You create a template in the Composition Window and save it as a template. To save a composed message as a template, so that it can be used again: 1. In the upper left corner of the window, click the File tab and select Save As. The Save As dialog box opens. 2. Name your file (if file extensions display, don t remove the.oft). 3. In the Save as type field, select Outlook Template. 4. Click Save. 5. Close the message that you used to create your template. If you are prompted to save the message, click No, since it is already saved as a template. To send a message using your template: 1. From the Inbox, on the Home tab, select New Items > More Items > Choose Form. The Choose Form dialog box opens. 2. In the Look in field, select User Templates in File System from the dropdown list. 3. Select your template. 4. Click Open. The message is ready for editing and sending. 5. Personalize the message if you want to and address. 6. Click Send. The original template still remains in the User Templates folder. 29

30 Saving Drafts There will be occasions when you have typed an and then realize that you do not wish to send it yet, but you don t want to waste the effort that it took to compose it. Don t delete it! The solution is to save the as a draft in the Drafts folder. By default, any time you close an that has been composed, but not sent, Outlook will ask you if you wish to save it as a draft. To purposely save an as a draft: 1. In the upper left corner of the window, click the Save tool. The is saved in the Drafts folder. 2. Close the . To send the at a later date: 1. Open the Drafts folder. 2. Open the Make any adjustments. 4. Click Send. Once you click send, the will be removed from the Drafts folder. 30

31 Sending Options Outlook gives you a number of sending options, such as importance, delivery receipts, etc. Importance You may assign a priority level to your message, from Low to High. This does not affect the speed of delivery. Your arrives in someone s inbox with the priority visible. By default, your message is assigned a normal priority. Normal messages have no identifying mark. To access the message importance settings: 1. From the mail composition window, on the Message tab, in the Tags group, click the dialog box launcher in the lower right corner. The Message Options dialog box opens. 2. In the Settings Importance field, select Low or High. high low Besides displaying in the Message pane, once an is opened, this information appears on the InfoBar. The InfoBar is a banner near the top of an open 31

32 message, appointment, contact, or task. It tells you if a message has been replied to or forwarded, marked in some manner, etc. Optionally, you can assign a priority level to your message from the main Message tab, in the Tags group, by clicking the High Importance or the Low Importance buttons. Sensitivity In the Message Options dialog box, in the Sensitivity field, you may assign a sensitivity level to your message. Click the option you want: Personal means the recipient will see "Please treat this as Personal" in the InfoBar of the message you send. Private means the recipient will see "Please treat this as Private" in the InfoBar of the message you send. Confidential means the recipient will see "Please treat this as Confidential" in the InfoBar of the message you send. 32

33 Note: Marking a message with one of these settings is advisory only. Recipients can take any action on the message that they want to, such as forwarding the message to another person. Delivery Receipts (Tracking options) You can track when messages you send are delivered or read by recipients. You receive a message notification as each message is delivered or read. The contents of the message notifications are then automatically recorded on the Tracking tab of the original message in your Sent Items folder. Note: The recipient will get a message asking if a read receipt may be sent back to you. She has the option of declining. If this is the case, you will not receive a receipt even though the message has been received and opened. Also, some mail programs do not handle receipts. If you get a message requesting a return receipt, you just need to check Yes and Outlook will immediately send it. Other Options Outlook has a few more delivery options up its sleeve! You may also elect to: Have replies sent elsewhere other than to your account. Set a delivery time for a message. (leave Outlook open or minimized) 33

34 Set an expiration date for a message (the message expires in an inbox, which means that it is crossed out at a predetermined time.) To enable any selected options: 1. From the mail composition window, on the Message tab, in the Tags group, click the dialog box launcher in the lower right corner. The Message Options dialog box opens. 2. Select the delivery options. 3. Click Close. The options are applied and the message options dialog box closes. Mail Formatting By default, Outlook has set font types and colors for messages. When you create, reply to, or forward an it will be in Calibri 11 pt. You may also choose between sending messages in HTML, which allows for colors, Word-style bullets, and other enhanced markup, or Plain Text. Plain Text: The benefit of Plain Text is that you know just how your message will read or lay out. The message appears plain, but you are in control of its layout. And Plain Text messages are generally smaller in size than HTML messages. HTML: The benefit of HTML is that your message does look fancier, but there are some drawbacks: Your recipients may not be able to read your mail at all Recipients may not be able to see or download attachments properly s may be readable, but formatting could be very different from how you composed the 34

35 If you wish to adjust the format of outgoing messages to either HTML or Plain Text, follow these steps: 1. From the main Outlook window, select the File tab. The Account Information displays. 2. On the left navigation bar, click Options. The Outlook Options dialog box opens. 3. On the left navigation bar, click the Mail option. 4. In the Compose messages area, in the Compose messages in this format field, click the down-arrow and select either HTML or Plain Text. Do not select Rich Text. 4. Click OK. The Outlook Options dialog box closes and all new s will be composed in your choice. If you wish to adjust the Calibri 11 pt default, follow these steps: 1. Select the File tab > Options. The Outlook Options dialog box opens. 2. Click the Mail option. 3. Click the Stationery and Fonts button. The Signatures and Stationery dialog box opens. 4. Click the appropriate Font button. The Font dialog box opens. 35

36 5. Make your selection. 6. Click OK. The dialog box closes. 7. Click OK again. The dialog box closes. 8. Click OK again. The Outlook Options dialog box closes and your font choices are applied. Printing Messages You can print messages that you have composed, or messages that have been sent to you. Either: 1. Click the message to be printed. 2. Select File tab > Print and select the printing options from the dialog box. Or, to quickly print the message without making any printer adjustments: 1. Click the Print tool. The message prints. 36

37 Organizing Messages in Folders Every end-user works differently. Some of us keep all of our messages in our Inbox, sorting and deleting as needed. But others prefer to organize messages into folders. Folders can be created and named at your discretion. Perhaps you want your folders organized by project; or, perhaps by sender. However you work, Outlook provides you with the tools. To create a new folder: 1. In the Navigation pane, right-click your Mailbox (or another folder). A shortcut menu appears. 2. Select New Folder. The Create New Folder dialog box opens requesting the name and location of the folder you are creating. 3. In the Name field, type the name of your folder. 4. In the Select where to place the folder field, select your Mailbox (or a subfolder of your Mailbox). Note: You may choose a Public Folder if they exist. Public folders are not on your hard drive, but reside on a server. They are usually backed up every night and can be accessed from the web. Personal Folders will be covered in a moment. 37

38 5. Click OK. The dialog box closes and the folder is added to the list. You can now move messages into the appropriate folder. To move messages into a folder: 1. Drag and drop the message. The message is removed from the Inbox. Personal Folders Personal folders differ from regular folders in that they are located on your computer's hard drive instead of the UofTs server. Your next question might be, What is the difference between the UofTs server and a Personal Folder and which one should I chose? The UofTs server is where your Inbox is located and is where the folder that you just created resides. You have a set amount of space allocated to you on the UofTs server. Local folders are located on your hard drive of your own computer. Benefits of creating a folder on the UofTs server: Folders are backed up every night Folders can be accessed remotely through the Outlook web client (OWA) Benefits of creating a local folder on your hard drive: Content does not count toward your mail limit on the UofTs server You may view these messages when you are not connected to the server 38

39 One option is to create folders on both the UofTs server and locally on your hard drive. Put messages that you may need to access remotely on the UofTs server and put the larger project oriented messages into a local folder on your hard drive. To create a Personal folder: 1. In the Mail Folders Navigation Pane, scroll to the bottom of the folder list and locate the Personal Folders or Outlook Data Files. If you do not see the Outlook Data Files or Personal Folders listed, skip to the directions below these next three steps. 2. Right-click the Outlook Data Files and select New Folder. The Create New Folder dialog box opens requesting the name and location of the folder you are creating. 39

40 3. In the Name field, type the name of your folder. 4. Click OK. The dialog box closes and the folder is added to the Outlook Data Files or Personal Folders list. You can now move messages into the appropriate folder. Please remember that you can only access these Outlook Data Files or Personal Folders on the computer you added them to. You cannot access or open these folders from the web. To create Personal Folders if they are not already present: 1. On the Home tab, select New Items > More Items > Outlook Data File. The Create or Open Outlook Data File window opens. 2. Leave the default My Outlook Data File option selected and click OK. The folder is added to the Folder list below the server folders. If you wish to back your personal folders up, by default, your Outlook data files will usually be located in your Documents folder on your C: drive, in the Outlook Files folder (e.g. C:\Users\dbragg02\Documents\Outlook Files). 40

41 Renaming a Folder You may decide that the initial name you gave a folder is no longer descriptive or reflective of the folder s contents. You can quickly rename a folder by following the steps below. 1. Right-click the folder. A shortcut menu appears. 2. From the shortcut menu, select Rename Folder. The folder name is selected and is ready for editing. 3. Type the updated folder name. 4. Click away from the folder. Deleting Folders If you end up with a mail folder that you no longer need, you can delete it. 1. Right-click the folder you wish to delete. The shortcut menu appears. 2. Select Delete Folder. The folder is placed in the Deleted Items folder. Note: Deleting folders deletes all the messages within that folder. Therefore, Outlook will prompt you with a warning message. You will also receive a warning if the folder marked for deletion is connected to a filter. 41

42 Filtering Outlook Mail Using Rules Creating the Mail Rule (Filter) Outlook uses Rules, which allows you to automatically sort and manage your Inbox. The Rules Wizard is a tool designed to walk you through the steps of setting up a mail filter. The following scenario creates and applies a filter based on specific words in the subject line which move incoming messages to a specified folder. 1. From the Home tab, in the Move group, select Rules > Manage Rules & Alerts. The Rules and Alerts dialog box opens. 2. Click the New Rule button. The Rules Wizard begins. 3. In Step 1: Select a template, in the Start from a blank rule field, select Apply rule on messages I receive. 4. In the lower portion of the window, in the step 2 field, keep the default choice (Apply this rule after the message arrives). 5. Click Next. The next step of the Wizard opens. 6. In the Which condition(s) do you want to check? field select the condition or conditions you wish to use for the filter. In this example, the condition with specific words in the subject or body will be used. You may have to scroll down to see all the choices. 42

43 7. In the lower half of the window, in the Step 2: Edit the rule description field, click the specific words link. The Search Text dialog box opens. 8. In the Specify words or phrase to search for in the subject field enter the word or phrase you wish to filter by. In this example, class of 1990 is used. 9. Click Add. The criteria are added to the search list. 10. Click OK. The Rule description is added. To move to the next step of the Wizard: 11. Click Next. What do you want to do with the message? We will send the messages to a Class of 1990 folder that we created. When you enable the filter, responses will be routed to the Class of 1990 folder to be reviewed at your leisure. 12. In the What do you want to do with the message? field, select the first choice, move it to the specified folder. 43

44 13. In the lower half of the window, in the Edit the rule description (click an underlined value) field, click the move it to the specified folder link. The Rules and Alerts dialog box opens. 14. Select the class of 1990 folder. 15. Click OK. The Rule description is complete. 16. Click Next. This is the Are there any exceptions? step. If you have special cases such as messages with attachments, or messages within a certain date range, or messages of a certain size, you can apply the exception in this optional step. 17. Click Next. Specifying the name for the rule is the final step. Outlook will now turn on filtering. 44

45 18. Click Finish. The dialog box closes and the rule is enabled. 19. Click OK to close out of the Rules and Alerts dialog box. The filter is enabled. Editing and Deleting Rules If you would like to adjust a filtering rule, turn the rule off, or remove the rule altogether follow these steps. To edit the rule: 1. From the Home tab, in the Move group, select Rules > Manage Rules & Alerts. The Rules and Alerts dialog box opens. 2. In the Rule (applied in the order shown) field, click the rule. 3. Click the Change Rule button down-arrow. 4. Select Edit Rule Settings. The Rules Wizard opens. 5. Make the changes you desire. To turn off the rule: 1. From the Home tab, in the Move group, select Rules > Manage Rules & Alerts. The Rules and Alerts dialog box opens. 2. In the Rule (applied in the order shown) field, click the check mark to remove it. 3. Click OK. The Rule is turned off. 45

46 To delete a message rule: 1. From the Home tab, in the Move group, select Rules > Manage Rules & Alerts. The Rules and Alerts dialog box opens. 2. In the Rule (applied in the order shown) field, click the rule. 3. Click the Delete button. The Delete rule xxxxx? dialog box appears. 4. Click Yes. The rule is removed. 5. Click OK. The Rules and Alerts dialog box closes. If you are reading a message and it strikes you that you would like to create a rule, such as creating a rule for responses to a mailing, you can quickly create one by using the Create Rule tool. 1. With the selected, on the Home tab, in the Move group, select Rules >, Create Rule. The Create Rule window opens. 2. Select the rule options and click OK. The new rule is enabled. 46

47 Fighting Spam: Junk E- mail Options If you have an account, you probably have had to deal with spam. Spam, or electronic junk mail, usually takes the form of unsolicited advertising that is increasingly flooding systems, chewing up bandwidth, and wasting employees time. Although Outlook has a sophisticated built-in junk mail filter that will move suspected junk mail into the Junk folder, UofTs uses Proofpoint for spam filtering. Outlook comes with Spam filtering enabled. You can choose to use Outlook s spam filter, on top of the protection provided by Proofpoint, or you can turn off Outlook s spam, filtering. It is recommended that you turn off Outlook s spam filtering. 1. On the Home tab, in the Delete group, select Junk > Junk Options. The Junk Options window opens. 2. Select No Automatic Filtering. 3. Click OK. The Junk Options window closes. If you choose to leave the filtering on, by default, the filter is set to Low. This will remove the most obvious junk . It is reported that very few good messages are 47

48 inadvertently put in the Junk folder. It is good practice to check the Junk folder from time to time, to make sure that no good messages have ended up in there. In the Junk Options window (on the Home tab, in the Delete group, Junk > Junk E- mail Options), there are three other tools available here to fight spam. The first three tabs in this dialog box are: Safe Senders, Safe Recipients, and Blocked Senders. Add people or websites to this list that you trust. will never be filtered as junk from these addresses. People or addresses added to this list will never be treated as junk. For instance, if you posted to a list, and then people responded to you, the message would not be filtered as junk. Put any addresses of know spammers here. If you mistakenly add an address to a list, you may remove it at any time. 48

49 Tip Quickly adding Junk addresses to the Blocked Senders list If you receive unwanted, unsolicited , follow this step to quickly block any future mailings from this address or domain: 1. From your Inbox, right-click the . The shortcut menu opens. 2. Select Junk > Block Sender. The address is added to the Blocked Senders List! 49

50 Searching Messages Folders have a way of growing over time; messages seem to pile up, challenging even the most organized of users. Fortunately, Outlook recognizes that users will likely forget where a message has been stored and provides us with a Search feature. The search feature lets you find text in a single message, search messages by subject or sender, or use a combination of criteria to perform a thorough search through all messages in a specific mail folder or account. To search for a message in your Inbox, begin from the Mail window: 1. At the top of the Inbox pane, type your search criteria into the Instant Search field. Messages that contain the text that you type appear in the results with search text highlighted. Attachments are also searched. 2. Double-click the message to open it. To clear the Search: On the right end of the Search field, click the Close Search (x) tool. The search is cleared. 50

51 To search all of your mail folders: 1. Click in the Search Inbox field. The Search Tools contextual tab appears on the Ribbon. 2. In the Scope group, click the All Subfolders tool. 3. In the Search field, type the search criteria. Selecting All Outlook Items will search all of the other Outlook folders such as Contacts and Calendar. You may also narrow or refine your search by typing search criteria into the Subject, To, or Flag Status fields. Type your search text into the appropriate field. Messages that contain the text that you type appear in the results with search text highlighted. 51

52 To change search options such as turning off the search results displaying while you type or adjusting the highlighting color: 1. Click in the Search Inbox field. The Search Tools contextual tab appears on the Ribbon. 2. In the Options group, click Search Tools and select Search Options. The Outlook Options Search window opens. 3. Make adjustments. 4. Click OK. Your changes are applied. If you are having problems with the search feature, for example the search doesn t find any results, even though you know they exist, or options are grayed out, you should contact your FSP. 52

53 Search Folders Located at the base of the mail items in the Navigation Pane, Search Folders are a specialized Outlook tool used to organize any that match specific search criteria. For example, one of the four default Search Folders, Unread Mail, provides a view or shortcut that holds a copy of any unread message from any Outlook mail folder. Categorized Mail: holds any items assigned to a category Large Mail: holds mail larger than 100 KB Unread Mail: holds unread mail To create a search folder (for example a search folder that locates any messages with attachments): 1. Right-click the Search Folders and select New Search Folder. The New Search Folder window opens. 2. In the Select a Search Folder field, select the Search Folder criteria (such as Mail with attachments). 53

54 3. Click OK. The new Search Folder is added. You can also create a Custom Search Folder where you specify the search criteria. If you delete a Search Folder, the in the Search Folder will not be deleted. Note that if you delete an within a Search Folder, the will be deleted from the Outlook folder where it exists. 54

55 Checking your Mail Quota Usage Quotas in the Exchange environment are a limited resource. If you use Exchange for and calendaring, your quota on the Exchange server is 2,000 MB (2 GB). Your quota includes your , calendaring data, task lists, address book, and all your other data stored on the exchange server. When you reach 90% capacity, you will receive a warning , indicating that it is necessary to reduce your size in order to continue to send and receive messages It is often a daunting task to determine the best way to keep your inbox from pushing up against your quota. To check your quota usage: 1. From the File tab, select Cleanup Tools > Mailbox Cleanup. The Mailbox Cleanup window opens. 2. Click the View Mailbox Size button. The Folder Size window opens. 3. Click the Server Data tab. Your usage and quota display. 55

56 The following tips will help identify some of the easiest ways to keep your inbox usage low. Move attachments you've received to your local machine or your P: drive and delete them from the post office server. Attachments can be large and take up space. (Right-click the attachment and choose Save As or Remove Attachment.) Check your Deleted Items folder on the post office server to make sure that it's emptied regularly. Go through your messages stored on the mail server regularly and delete those you no longer need. You may want to devise a pruning strategy to make it easy to find messages that can be deleted. For example, create a "Hold" folder that you examine on a regular basis and store messages in it that can be deleted at some point in the near future. Periodically check your Sent Items folder to delete mail you don't need, or move them to your local machine for long-term storage. Sent Items with attachments can take up LOTS of space. If you have stored messages that you access infrequently, move them to your local machine and delete them off of the server. To quickly locate large , click the Search Folders in the Navigation Pane and click the Large Mail search folder. Once located, these s can be reviewed to see if they could be deleted or moved off the server. Enormous mail (> 5MB) Huge mail (1-5MB) Very Large (500KB - 1MB) Large Mail ( KB) 56

57 Deleting Messages There are a number of ways to delete a message from your Inbox. To delete a message, you may: Click the message, then press Delete on the keyboard. Right-click the message and choose Delete from the shortcut menu. Use the keyboard shortcut, Ctrl + D. Select the message and from the Home tab, click Delete on the Ribbon. Deleted messages are sent to the Deleted Items folder. To empty the Deleted Items folder: 1. Right-click the Deleted Items folder and select Empty Folder. Outlook asks if you want to permanently delete them. 2. Select Yes. The folder is emptied. If you prefer that Outlook empty your Deleted Items folder every time that you close Outlook, try this: 1. Select the File tab > Options. The Outlook Options dialog box opens. 2. On the left side, click the Advanced category. 3. In the Outlook start and exit area, select the Empty Deleted Items folders when exiting Outlook check box. 4. Click OK. The dialog box closes and the option is set. 57

58 Using Automatic Replies The Automatic Replies tool is used to send an alert to anyone who sends you a message while you are on vacation or out of the office for a period of time. You compose the message to be sent out and Outlook automatically replies for you. To access the Automatic Replies: 1. From the File tab, select Automatic Replies (Out of Office). The Automatic Replies window opens. 2. Select "Send automatic replies." 3. Type the message you wish to send while you are out, and then copy and paste the message (by using <Ctrl> C and <Ctrl> V, since right clicking will not work) into the Outside My Organization tab. 4. Click OK. The Automatic Replies tool is turned on. This message will only be sent to an individual once regardless of how many messages they send you. When you return to the office and open Outlook, you will be prompted to turn off Automatic Replies. 58

59 Outlook Calendar In this module, you will learn how to: View the Calendar Create Appointments Change Appointments Schedule Meetings Set Recurring Appointments Create Events Create Group Calendars Print the Calendar 59

60 Outlook Calendar Outlook provides you with an electronic appointment book, the Calendar. Use the calendar to schedule and monitor your daily activities. You can also record appointments, set reminders for upcoming appointments, and coordinate meetings electronically with others. Calendar Layout To view the Calendar: 1. At the base of the Navigation Pane, click the Calendar bar. The Calendar View opens. The two pane view is set up for ease of use, with the Calendar Pane on the left and the larger Calendar View on the right. When reviewing a week at a glance, tasks will appear in the lower portion. 60

61 In the upper left-hand corner of the Calendar window is the Date Navigator. At a glance: today s date is always surrounded by a square the date you have open is shaded any dates with scheduled appointments are bolded Use the right and left pointing arrows to move back a month or ahead a month, or click and hold on the month name to jump ahead or back three months. If you need to quickly return to today s calendar, you may click the Today tool. The approximate time is also displayed on the current date by a traveling goldbrown band with a black line below it on the time increments. 61

62 Calendar views By default, the Calendar displays in Day view. calendar using: You may also view the Week view or Month view Adjusting Calendar Options The Outlook calendar has options that can be changed, such as Working Days and Hours. To adjust the days or hours that you work: 1. From the Home tab, click the Arrange group dialog box launcher. The Calendar Options display. 2. Make adjustments. 3. When complete, click OK. The adjustments are saved. 62

63 Types of Activities There are 3 types of activities in the Calendar 1. Appointment: An appointment is an activity that involves only you, at a scheduled time. 2. Meeting: A meeting occurs at a scheduled time, like an appointment. The difference is that you invite other people by using a meeting request. 3. Event: An event is an activity that lasts all day long. Unlike an appointment or meeting, an event doesn't block out time in your calendar. With an event, you can still have other entries appear in your schedule for that day. Creating an Appointment There are a number of ways to create a new appointment. The following are two of the easiest and quickest methods: click and type or double-click. Double-clicking allows for more detail. To add an appointment using click and type: 1. Click in the calendar on the appointment start time (or click and drag to define a time period) and type. 2. Press Enter or click elsewhere in the calendar. The appointment is added. To add an appointment by double-clicking: 1. Double-click in the calendar on the appointment start time. The Untitled - Appointment dialog box opens. 2. Type the subject and any other information. 3. Click Save & Close. The appointment is added to the calendar. 63

64 Changing an Appointment If an appointment needs to be rescheduled, try either of these methods: To make a change within the same day: or 1. Click and drag the appointment to the desired time. The appointment is changed. 1. Double-click the appointment. The Appointment dialog box opens. 2. Make changes. 3. Click Save & Close. The appointment is changed. To make a change to a different day: 1. Click and drag the appointment to the Date Navigator to the desired date. The appointment is rescheduled. Note: As you drag, you ll see a shaded box at the base of the white selection arrow. or 1. Double-click the appointment. The Appointment dialog box opens. 2. Make changes. 3. Click Save & Close. The appointment is changed. 64

65 Scheduling a Meeting with Others If your colleagues and workmates are using Outlook, you may schedule and invite them to meetings and events. You may invite one or several people to a meeting, as well as resources such as rooms or AV equipment. Outlook enables you to set the time, duration, location and the agenda for the meeting. All meetings invitations will be received in user s Inboxes. To set up a meeting: 1. From the Home tab, on the New group, click New Meeting. The Untitled Meeting dialog box opens. 2. In the Subject field, type the meeting name. 3. In the Location field, type the location of the meeting. 4. In the Start and End time fields, enter an initial start and end date and times. 65

66 You are now ready to invite others. 5. On the Meeting tab, in the Show group, click Scheduling Assistant. The Scheduling Assistant date and time grid opens. Your name appears as the meeting organizer and the magnifying glass icon the left of your name reflects this. to 6. At the base of the window, click Add Attendees. The Select Attendees and Resources dialog box opens with the UofTs Global listing displayed. 7. Select the people and resources you would like to invite to the meeting. 8. At the base of the dialog box, click Required or Optional to add them to the meeting. 9. When you have selected all of the attendees and resources, click OK. The Select Attendees and Resources dialog box closes. 66

67 The Time Planner reflects free and busy time for all invitees. If you have at least reviewer permission for any of the invitees, you will see text inside the colored bars, displaying the appointment description. Once free and busy time has been assessed, you may schedule the meeting. To block out meeting time, either: 10. Drag the edges of the time planner bar. or Manually set the meeting start and end times. When you are ready to send out the meeting invitation: 11. Click the Send button. The invitation is sent. 67

68 Responding to a Meeting Request You will receive invitations to meetings in your Inbox. When the invitation is opened, you decide whether to accept or decline the meeting. 1. To accept the meeting, click Accept. The next step is to decide if you want to include comments with your response. 2. To add the event to your calendar without a response, select "Send the Response Now. The event is added to your calendar. 3. To add the event to your calendar with a response, select Edit the Response before Sending. You can add a response. If you wish to check your calendar before deciding on your availability: 4. On the message toolbar, click the Calendar button. The calendar opens to the selected date. 68

69 The Tentative and Decline options provide the same three response options. Once accepted, the meeting is added to your calendar. If you decline the meeting request, the meeting is removed from your calendar. Either way, the invitation will disappear from your Inbox after you make a selection. As the meeting organizer, to review the responses of the attendees: 1. In the calendar, double-click (open) the meeting you scheduled. The meeting opens. The InfoBar displays the number of attendees who have accepted, tentatively accepted, or declined your meeting. To see further detail: 2. On the Meeting tab, in the Show group, click the Tracking tool. A list of all the attendees and their responses displays. Recurring Appointments If you have regularly occurring activities or appointments, Outlook can be set up to repeat the activities at fixed intervals. To set up a recurring appointment: 1. Create an appointment as outlined previously. 2. On the Ribbon, click the Recurrence tool. The Appointment Recurrence dialog box opens. 3. Set the recurrence pattern. 4. Click OK. The dialog box closes. 69

70 5. Click Save & Close. The appointment displays with the recurring symbol. Double-clicking on the appointment will allow you to edit the recurring appointment. When you double-click the system will ask you if you are editing the series or just the one occurrence. Creating an Event Just like appointments and meetings, there are a number of ways to create a new event. The following are two of the easiest and quickest methods: click and type or double-click. Double-clicking allows for more detail. To add an event using click and type: 1. Point your mouse in the upper section of the calendar, until you see the Click to add event box. 2. When it appears, click once to add your event text. To add an event using the New Items button: 1. On the Home tab, in the New group, select New Items > All Day Event. The Untitled - Event dialog box opens. 2. Type the subject and any other information. 3. Note that the All day event checkbox will be preselected. 4. Click Save & Close. The event is added. 70

71 Sharing a Calendar If someone invites you to a meeting, they can see whether you are free or busy. If you want other users to view your calendar, such as members of a team might do, Outlook allows you to share your calendar with others. For example you may wish to have another person be able to see the subject of your appointments and possibly view details, or to simply allow them to view your calendar as free or busy. Granting Availability only (Read only) Permission To give another user Availability only (Read only) permission, follow these steps: 1. On the Home tab, in the Share group, click the Share Calendar tool. A Sharing invitation opens. The default details viewing permission is Availability only, which allows others to see whether or not you are busy, but they cannot see the subject of your calendar entries. If you are part of a team, you may want to select Limited or Full details, so that your team members know at least the subject of your calendar entries. 71

72 2. Address the Sharing invitation. 3. Click Send. The following prompt displays. 4. Click Yes. The person receives an notification that you have shared your calendar with them. To stop sharing your calendar: 1. On the Home tab, in the Share group, click Calendar Permissions. The Calendar Properties window opens to the Permissions tab. 2. Select the user name and click Remove. The user is removed. Alternatively, you can adjust user permissions here as well. 3. Click OK. The Calendar Properties window closes. 72

73 Opening a Shared Calendar If another user has given you permission to open their calendar, follow these steps: 1. On the Home tab, in the Manage Calendars group, click Open Calendar > Open Shared Calendar. The Open a Shared Calendar window displays. 2. Either type the person s address or click the Name button and search for the person. 3. Click OK. The shared calendar opens. After you access a shared Calendar for the first time, the Calendar is added to the Navigation Pane. The next time you want to view the person s shared Calendar, place a check in the box before their name. Remove the check to close the shared calendar. 73

74 Viewing Calendars in Side- by- side or Overlay mode When you open another user s calendar, it displays in side-by-side mode next to your calendar. You can view up to 30 calendars in side-by-side mode. You also have the option of viewing calendars in overlay mode, where all of the appointments are merged onto one calendar. To view another user s calendar in overlay mode, click the View in Overlay Mode tool on their calendar tab. Their calendar is now in overlay mode with your own default calendar. You can overlay multiple calendars If you wish to view just the other user s calendar, in the Navigation Pane, remove the check from your calendar. 74

75 Creating a Group Calendar to be Shared It may be necessary to create a new, empty calendar for a department or group of users to share. To create a new calendar: 1. On the Home tab, in the Manage Calendars group, click Open Calendar > Create New Blank Calendar. The Create New Folder window opens. 2. Name the new folder. 3. Click OK. The new calendar is added to the Navigation Pane under My Calendars. The new calendar can now be shared following the steps on the previous pages. If you wish to view just the new calendar, in the Navigation Pane, check the checkbox next to the calendar. 75

76 Printing the Calendar If you need to print out your appointments, Outlook offers five different print style options. Each style offers a different layout and level of detail. The default style varies based on the view you are using: Day, Week, or Month. To access these options: 1. Select File tab > Print. The Print dialog box opens. There are six printing styles to choose from: After selecting a style, you can also determine the print range. You may print out one day or multiple days. 76

77 Outlook Contacts In this module, you will learn how to: View Contacts Add Contacts Edit Contacts Delete Contacts Organize Contacts Create a Distribution List 77

78 Outlook Contacts You can send a message to someone by typing his/her address on the first line of the Addressing area. But remembering long lists of addresses is next to impossible for most of us. Fortunately with Outlook at UofTs, you have options. You can utilize the UofTs Directory and/or use the Outlook Contacts feature. Outlook does have a personal address book, but it is virtually obsolete in light of the power and capability of the Contacts. Contacts store addresses and contact information for people you typically send mail to, such as colleagues, staff, and others. The contents of the Contacts listing are stored on the mail server. Using Contacts Use Contacts to add specific names and addresses, phone numbers, street addresses and the like of your choice. Think of the Contacts folder as an information storage hub. You can create mailing lists and edit existing individual address entries. To view the Contacts: 1. At the base of the Navigation Pane, click the Contacts bar. The Contacts View opens. The three pane view is set up for ease of use, with the Contacts Pane on the left, the larger Contacts View in the middle, and the To-Do Bar on the right. 78

79 To add a Contact: 1. On the Home tab, in the New group, click the New Contact tool. The Untitled - Contact dialog box opens. 2. Beginning with the Full Name field, fill in as much contact information as you wish. 3. Be sure to fill in the field. You may also add extended contact detail, such as department, manager s name, birthday, etc. by clicking the Details tool on the Ribbon. Once you have completed filling in the contact information: 4. Click the Save & Close tool. The contact is added to the Contacts list. One of the easiest ways to add entries to your Contacts is to use an existing that you have received. 1. Open an from someone that you wish to add to your contacts. 79

80 2. In the From field, right-click their address. A shortcut menu appears. 3. Select Add to Outlook Contacts. The Contact dialog box appears with many fields filled out. 4. Complete the contact information. 5. Click Save and Close. The contact is added to the list. Once you have created contacts, you may need to edit them. For instance, if a contact s address changes, you will need to update your listing. To edit a Contact: 1. In the Contacts view, double-click the contact. The contact opens. 2. Make any changes. 3. Click Save & Close. The contact is updated. To delete a contact: 1. Click the contact. 2. On the keyboard, press Delete. The contact is removed. 80

81 Organizing Contacts By default, contacts are listed or filed by last name. If you wish to file your contacts in another manner, for instance by a descriptive term such as Accounts Payable, you may. To file a contact: 1. Open the contact by double-clicking. 2. In the File as field, type the filing term. 3. Click Save & Close. The contact is filed alphabetically under the new term. Viewing Contacts You have a variety of ways to view your contacts. The default view for contacts is the Business Cards view. You may also view or sort your contacts by criteria such as phone number, company or category. 81

82 To sort by Phone number: 1. On the Home tab, in the Current View group, click Phone. Your contacts are displayed with their phone numbers. Another sorting option is the By Category option. 2. Click the By Category option. The contacts are sorted by category. By default, contacts are not assigned a category. If you wish to sort your contacts by categories, you may use one of the predefined Outlook category colors or assign one of your own categories. Category colors also ripple across the other Outlook folders, such as mail, so that you can maintain consistency. To assign a category to a contact: 1. Select the contact. 2. On the Home tab, in the Tags group, click the Categorize tool. A list of colored categories display. or you can open a contact and click the Categorize tool on the Ribbon. 3. Select a category. The category color is assigned. The category, or color, does not display until you sort the contacts by category. If you open a contact, the color category does display across the top of the card. 82

83 If it is the first time that you assign a category, this window will appear: This allows you to rename the category (e.g. campus, alumni, etc.) if the default Outlook categories don t meet your organizational needs. To create and assign a custom category to a contact at any time: 1. Select the contact. 2. On the Ribbon, click the Categorize tool. A list of colored categories display. 3. At the base of the menu, select All Categories. The Color Categories window opens. 4. Select the category to be changed, and then click the Rename button. 5. Retype the category name. 6. Click OK. The custom category is assigned. 83

84 To view the categories: 7. Click the By Category option. The contacts are displayed by category, including the new category. Creating a Contact Group (Distribution List) You may want to send a single message to members of a group, perhaps members of a committee you chair. In Outlook, you can create a list of your committee members, which is called a Contact Group. You choose a name for your group and then recall the list name every time you need to send a message to that group. You can also use contact group to invite a group to a Calendar meeting. To create a contact group (mailing list) and add it to your Contacts: 1. In Contacts, on the Home tab, in the New group, click the New Items tool down-arrow and select Contact Group. The Untitled - Contact Group window opens. 84

85 2. In the Name field, type a name for your list. When you enter the list name in the "To" field of a message, everyone on the list receives your message. Use this list name when you address an On the Ribbon, click the Add Members tool and select an option. The Select Members window opens. Contact groups are usually built using contacts that exist within Outlook. If you want to add a group member that is not in Outlook, select Add Members > New E- mail Contact, which will allow you to add a member on the fly. You just need to have their address handy. 4. Select a name from the list. 5. At the base of the window, click Members 6. Click OK. The member is added to the contact group. When the list is complete: 10. Click Save and Close. The contact group appears in the Contacts view. 85

86 Outlook differentiates contact groups by displaying the multiple heads icon. You may add or remove members at any time. To edit a group: 1. Open the list (double-click it). 2. Click the Add Members or Remove Member tools. 3. Click Save and Close. The group is updated. 86

87 Outlook Tasks In this module, you will learn how to: View Tasks Add Tasks Set Task Reminders Set Recurring Tasks Edit Tasks Sort Tasks 87

88 Outlook Tasks The Tasks section of Outlook is a thorough to-do list, through which you can remind yourself of simple chores or manage complex, long-term projects among several people. Using Tasks, you can integrate calendar items, , contacts, and computer files into one easily accessible project. Once a task is created, it will be tracked until completion. To view the Tasks: At the base of the Navigation Pane, click the Tasks bar. The Tasks View opens. If this is the first time that you have accessed the tasks list, and you notice a list of tasks or To-Do items, it may be because you have flagged an . Tasks include any s or contacts flagged for follow-up. All tasks are flagged for follow-up when they are created. Creating a New Task 1. On the Home tab, New group, click the New Task tool. The Untitled - Task dialog box opens. 2. In the Subject field, type a subject. 3. Click Save & Close. The Task is added to the task list. 88

89 Assigning a Due Date If your task must be finished by a certain date, you can assign an optional due date. To assign a due date: 1. With the task open, in the Due Date field, click the down- arrow. A calendar opens. 2. From the calendar, click the due date. The due date is added to the task. Assigning a Start Date If your task has a specific start date, such as a project planning meeting, you can add that to an Outlook task. To assign a start date: 1. With the task open, in the Start Date field, click the down-arrow. A calendar opens. 2. From the calendar, click the start date. The start date is added to the task. Setting a Reminder Outlook can automatically remind you of a task approaching its due date. To set a reminder: 1. In the Reminder checkbox, place a check. The date will default to today unless you have assigned a due date, which would then be the default. 89

90 2. Adjust the date and time fields. Optional Status, Priority, % Complete, and notes can be added to the task. Once you have completed filling in the task information: 3. Click the Save & Close tool. The task is added to the Task list. If a reminder has been added to the task, a gold bell icon appears. Creating a Recurring Task If you have a task that occurs on a regular basis, Outlook allows you to create a recurring task so that you do not have to retype the same information. To create a recurring task: 1. Open the task that you wish to make recurring. 2. On the Ribbon, click the Recurrence tool. The Task Recurrence window opens. 90

91 Setting the Recurrence Pattern The first step is to set the Recurrence Pattern: 1. Select Daily, Weekly, Monthly, or Yearly. 2. Select the recurrence pattern that describes when your appointment will occur (for example Weekly on Monday, Wednesday, and Friday). Setting the Start Date The next step is to set the start date for your recurring task: 3. In the lower portion of the Task Recurrence window, in the Range of recurrence area, click the Start field down-arrow. A calendar opens. 4. From the calendar, click the Start date. The start date is added to the recurring task. Setting the End Date Once you have set the recurrence pattern and have changed the start date (if necessary), you will need to select an end date for your task. You can choose between setting a final end date or have the task end after a set number of occurrences. It is recommended that you do not select the No end date option. To have the task end after a set amount of occurrences: 5. In the Range of recurrence area, click the End after option. 6. Type the number of times you want your task to recur. 91

92 To have the task end at a set date: 7. In the Range of recurrence area, click the End by option. 8. Click the down-arrow and from the calendar that appears, select the date that you wish the recurrence to end. 9. Click OK. The recurrence pattern is applied to the task and the Task Recurrence window closes. 10. Click the Save & Close tool. The recurrence pattern is saved and activated. Recurring tasks display the circling arrows recurrence icon. Editing a Task After you have created a new task, you may wish to access it again to view details that do not appear in the View pane, or to change information related to your task. To access a task: 1. From the Task/To-Do list, double-click the task. The task window opens. 2. Make changes. 3. Click the Save & Close tool. The changes are saved. 92

93 Sorting and Viewing Tasks Outlook allows you to sort your tasks according to a variety of criteria such as the due date. To sort the tasks: 1. At the top of the To-Do List, click the Arranged By: bar. A menu of sorting options displays. 2. Select a sort type, such as Due Date. The tasks are sorted. To change the Task view: On the Home tab, Current View group, select a view. The tasks are viewed accordingly. 93

94 Outlook Appendix Granting Create or Create and Modify Permission To give a user permission to create or create and modify calendar items, follow these steps: 1. From the File tab, select Account Settings > Delegate Access. The Delegates window opens. 2. Click the Add button. The Add Users window opens. 3. Select the user you wish to share with. 4. Click Add 5. Click OK. The Delegate Permissions window displays. 6. In the Calendar field, select the Author or Editor choice. 7. Click OK. The Options window reappears. 8. Click OK again. The new permissions are granted. 94

95 Keyboard Shortcuts Try some of these keyboard shortcuts to save time with common Outlook functions. Ctrl + 1 Ctrl + 2 Ctrl + 3 Ctrl + 4 Opens the Mail view Opens the Calendar view Opens the Contacts view Opens the Tasks view Ctrl + Shift + M Ctrl + Shift + A Ctrl + Shift + C Ctrl + Shift + K Opens a new Message window Opens a new Appointment window Opens a new Contact window Opens a new Task window F9 Ctrl + Enter Checks for new messages Sends the Message 95