LaGuardia Community College Thomson Ave, Long Island City, New York Created by ISMD s Dept. Training Team. The Outlook 2013 Default Window

Transcription

1 Quick Start Guide for Outlook 2013 Outlook is the client for Microsoft Exchange. It is a comprehensive collaboration tool for organizing all your , calendars, contacts and appointments Inbox - beb2014@msstate.edu - Outlook To cowbell@msstate.edu The Outlook 2013 Default Window 1. Quick Access Toolbar - shortcuts for some of the most commonly used commands in Outlook Tab Bar- contains tabs that display tools and command buttons in the Ribbon. 3. Ribbon - contains related command functions in areas called groups, such as New, Delete, andrespond. 4. Folder Pane- contains shortcuts to Outlook 2013 folders and sections. 5. View Pane- displays the contents of the selected folder. 6. Navigation Bar- switches betweenmail, Calendar, People, and Tasks hubs, as well as Navigation Options, Notes, Folders, andshortcuts. 7. People Pane- contact information and activity of an individual you are communicating with via Reading Pane- displays the contents of the selected message. LaGuardia Community College Thomson Ave, Long Island City, New York Created by ISMD s Dept. Training Team.

2 Command Icons 04/2014 Inbox - beb2013@msstate.edu - Outlook Group Customize Outlook 2013 Toolbar To personalize Outlook 2013 for the features you most frequently use, do the following: To customize the Quick Access Toolbar, click the Customize Quick Access Toolbar icon in the toolbar. Select or deselect commands from the menu which adds or removes shortcuts. To hide or show the Ribbon, click the Ribbon Display Options icon in the top right corner of the default window. Select an option from the available menu. To customize the Navigation Bar, click the... (more) icon and select Navigation Options. Compose and Send an 1. In the Hometab, click the New icon in the New group in the Ribbon. 2. Enter the name or address in the To field. addresses may be found in your Address Book or Contacts. 3. Enter the subject in the Subjectfield. 4. Enter your message text in the Messagebody. To check spelling and grammar, click the Review tab in the window. Click the Spelling & Grammaricon. 5. Click Send. A copy of each message you send appears in the Sent Itemsfolder in the folder list. Reply to an 1. With the either open or selected in the View pane, click the Reply or Reply All icon in the Respondgroup. 2. Enter the text in the Messagebody. 3. Click Send. Forward an 1. With the either open or selected in the Viewpane, click the Forwardicon in the Respondgroup. 2. Enter the address in the Tofield. 3. Optionally, you may enter a message in the Messagebody. 4. Click Send. Attach a File/Item to an 1. With the open, click the Attach File orattach Item icon in the Includegroup. 2. Locate and select the fileoritem you want to attach. 3. Click Insertor OKas appropriate. Open an Attachment With the open, click the attachment. The Attachment previewappears in the Messagebody. Alternatively, you can right click on the attachment to Preview, Open, Quick Print,

3 Save As, Save All Attachments, Remove, Copy, and Select All. Create a Signature Block Contacts Add a Contact Print an Attachment To print an attachment from an open message or the Reading Pane: 1. Right-click the Attachment icon below the message header. 2. In the Actionsgroup, click Quick Print. To print attachments when you print an 1. In the message list, click the that has attachments that you want to print. 2. Click the Filetab. 3. Click Print. 4. Under Printer, click Print Options. 5. Under Print Options, select the Printattached files check box. 1. Select the People hub in the Navigation Barat the bottom of the window. 2. Select New Contactin the Newgroup. 3. Enter a name and any information that you want to include for that contact. 4. Click Save & Closein the Actions group in the Ribbon. Add a Contact From an 1. Open the and right click on the name you wish to add in the From or CC field. 2. Click Add to Outlook Contacts. 3. A new window opens and you may enter details of the contact. Outlook automatically inserts the contact s 1. Click the Filetab and click Options in the left pane. 2. In the Outlook Options window, select Mail. 3. Click the Signatures...button. 4. Click the New button in the Signatures and Stationerywindow. 5. In the New Signaturewindow, enter the name of the signature and click OK. 6. Enter your name and contact information in the Edit Signature box. 7. To apply a signature to: New messages, select the signature name from the Newmessagesdrop down menu. Replies and forwards, select the signature name from the Replies/forwardsdrop down menu. 8. Click OK. address in the box and any other information about the contact that is available. Once you have saved someone as a contact, you can type the first few letters of their name into an address and Outlook will fill in their address. Create a Contact Group 1. Select the Peoplehub in the Navigation Bar. 2. Click the New Contact Group icon in the Newgroup.

4 3. Enter the name for thecontact Group in the Namebox. 4. Click the Add Members icon in the Membersgroup. 5. If choosing a contact from Outlook Contact or from Address Bookfrom the drop down menu Select the contact name. Click Membersbutton. 6. If entering new contact information Provide the information requested Click OK. 7. Click Save & Closein the Actionsgroup in the Ribbon. 5. In the Select where to place the folderbox, make a location selection. 6. Click OK. Calendar View Calendar 1. Select the Calendar hub in the Navigation Bar. 2. Choose a Calendar view in the Arrange group. 3. Jetmir Folders Work with Folders 1. Select the folder to work with. 2. Click the Foldertab and do one of the following: To change the name of a folder, click RenameFolder icon in the Actionsgroup. Enter a name for the folder and press the Enter key on your keyboard. Tocopy a folder, click Copy Folder in the Actionsgroup. Select copied folder location and click OK. To move a folder, click Move Folder in the Actionsgroup. In the Move Folderwindow, make a folder location selection and click OK. Share Calendar 1. Click the Share Calendar icon in the Sharegroup. This will prompt an with a Share invitation. 2. Enter the name or address of the person you wish to share your calendar with. 3. From the Details drop down menu select the desired option. 4. Click Send. When someone sends you a share calendar invitation, you will receive an in your inbox with the subjectof Sharing invitation: Calendar Name a) With the open, click the Open this Calendar icon in the Opengroup. b) You can now view the shared calendar. Create a New Folder 1. Click the Folder tab. 2. Click the New Foldericon in the Newgroup. 3. Enter a name in the Name field. 4. Click the arrow on the Folder containsbox to choose the type of items the folder will contain.

5 Multi-View Calendar Jetmir Jetmir You may choose to view multiple calendars in the Reading Pane. While still in the Calendar hub, click the unchecked box(es) under SharedCalendars to display the desired calendars in a multi-view mode.

6 Schedule a Meeting 1. Select the Calendarhub in the Navigation Bar. 2. Click New Meeting icon in the Newgroup. 3. Enter the name or address of each person you are including in the meeting. 4. Enter the Subject, Location, and Starting/Ending Dates and Times. Enter details in the Textbox. 5. By default, a reminder is set at 15 minutes. To change a reminder for an appointment, click the arrow on the Reminder box in the 6. Click Send. Alternatively, you can schedule a meeting from a message that includes all the message recipients. 1. In the Inbox, select the message you want to make into a meeting request. 2. Click the Meeting icon in the Respond group. Optionsgroup and select a time from the menu. 3. Enter or change the Subject, Location, and Starting/Ending Dates and Times. Enter details in the Textbox. 4. Click Send. If you want the meeting to 3. In therange of recurrencesection choose the appropriate Range of recurrenceparameters. 4. Click OK. Use the Scheduling Assistant 1. When scheduling a meeting or an appointment, you may verify the availability of the attendees and/or meeting resources by clicking the Scheduling Assistant icon in the Show group. 2. The attendees and/or resources availability are displayed with their schedules represented by colored bars. The shaded light blue area represents the proposed meeting time. 3. After confirming the availability of attendees, click Send. Schedule an Appointment 1. Select the Calendarhub in the Navigation Bar. 2. Click the New Appointment icon in the Newgroup. 3. Enter the Subject, Location, and Starting/ Ending Dates and Times. Enter details in the Textbox. recur: 1. Click the Recurrenceicon in the Ribbon. 2. In the Recurrence patternsection choose the appropriate Recurrence patternparameters.

7 4. By default, a reminder is set at 15 minutes. To change a reminder for an appointment, click the arrow on the Reminder box in the 5. Click Save & Closein the Actions group in the Ribbon. 6. The Appointmentappears in the Calendar. Optionsgroup and select a time from the menu. Backstage View To access the Backstage View, click the Filetab. TheBackstage View is used to configure account setting and options, setup Out of Office replies, manage rules and alerts, and print Outlook items such as and calendar entries. Manage Rules and Alerts Set Out of Office Reply

8 1. Click the Filetab to open the Backstage View, select Automatic Replies button. 2. In the Automatic Replieswindo w, enter the parameters of how you want your message to be handled. 3. When all necessary parameters are in place, click OK. Change Default Settings You may change the initial default settings to personalize the behavior and/or appearance of Outlook Click the Filetab to open the Backstage Viewand select Options in the left pane. 2. In the Outlook Options window, select the category you wish to change. 3. In the selected category window, make the desired changes. 4. Click OK. 1. Click the File tab to open the Backstage View and click the Manage Rules & Alerts button in the Account Information section. 2. In the Rules & Alerts window, on the Rules tab, click New Rule. 3. In the Rules Wizard Window, you can choose the type of Rule or Alert you want to create. The Rules Wizard prompts you for information and guides you through the process. Be aware, an incorrect rule setup may cause unexpected results. JetmirTroshani JT