Outlook And Outlook Web App For. Trent University

Transcription

1 Outlook 2013 And Outlook Web App For Trent University

2 Outlook 2013 and Outlook Web App for Trent University Page 2 of 127 Copyright 2013 Shaw Computer Systems

3 Introduction to Outlook 2013 TABLE OF CONTENTS 1 Toolbars vs. the Ribbon The Ribbon Toggling the Ribbon Using Ribbon Tabs and Groups Other Tabs Where Have all the Tools Gone? The File Ribbon Tab How do I change my Options? Mail Group The Quick Access Toolbar Removing an Icon from the Quick Access Toolbar Additional Modifications to the Quick Access Toolbar Overview of Electronic Mail Using Outlook Today Where to Find Your Changing the Inbox View The View Ribbon The Reading Pane Creating a New Item Creating a Draft Responding to Sent to You Replying to an Forwarding an Message Deleting an Message Organizing Items Manually Organizing Items by Using a Rule Organizing Your Using a Rule Automatic Rules Other Features Attachments and Printing Using Attachments Receiving an Attachment from an Item Printing Messages Copyright 2013 Shaw Computer Systems Page 3 of 127

4 Outlook 2013 and Outlook Web App for Trent University Table of Contents (Continued) 4 Flags, Tracking and Voting Options Flagging Your for a Follow up Activity Tracking the Progress of your Seeing the Results Sharing Your Inbox with a Colleague Contact Groups (Distribution Lists) Creating a Contact Group Modifying a Contact Group by Adding or Removing Members Using a Contact Group Creating and Using a Simple Signature File Creating a Signature File Using a Signature File Adding and Modifying People (Contacts) Creating a Contact Editing Contact Information Other Contacts Features Sending an to a Contact Sending a Meeting Request Directly from Contacts Attaching Other Information to a Contact Printing Contact Information Working with the Calendar Starting the Outlook Calendar Customizing the Calendar Window Adjusting for Daily, Weekly, or Monthly Display Adjusting the Number of Months Showing Navigating Through Months and Showing a Date Creating an Appointment Entering Appointment Details Editing Appointment Details Adjusting and Moving Scheduled Appointments Adjusting the Length of an Appointment Moving an Appointment Deleting an Appointment Page 4 of 127 Copyright 2013 Shaw Computer Systems

5 Introduction to Outlook 2013 Table of Contents (Continued) 8.7 Recurring Appointments Creating a Recurring Appointment Removing a Recurring Appointment Sharing a Calendar Sharing Your Calendar Deleting a Shared Calendar Working with Multiple Calendars Overlaying Multiple Calendars Deleting an Extra or Shared Calendar Scheduling and Tracking a Meeting Request Scheduling a Meeting Tracking Your Meeting Request A Brief Visit to Office Web App Overview of Office 365 and Outlook and Mail Web Apps Logging On to Your Office 365 Account Connecting to the Outlook Web App Changing the Settings for your Web App Creating a New Mail Item Categorizing Mail in your Inbox Accessing your Calendar Online to Manage Your Appointments Accessing your Contacts Online Using the People App Creating a New Contact Creating a New Contact Group Using a Group Name to Address Mail Logging Off from Office Appendix A: GroupWise vs Outlook Terminology Copyright 2013 Shaw Computer Systems Page 5 of 127

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7 Outlook 2013 and Outlook Web App for Trent University 1 Toolbars vs. the Ribbon 1.1 The Ribbon If you ve even just seen an Office 2013 window, you have encountered the ribbon. It houses tabs with functional groupings of buttons and drop-down lists that are supposed to be relevant to particular tasks. Some icons are bigger than others, and have been engineered that way to add prominence to the most commonly used items. Below is the ribbon that appears when a user has just opened Outlook Toggling the Ribbon If you find the ribbon distracting or too space-consuming, toggle it out of sight using one of these methods: Press CTRL-F1. Or Double-click on the current ribbon tab. Or Right-click on the row of tab labels or any item within a tab and choose Collapse the Ribbon from the shortcut menu. Or Copyright 2013 Shaw Computer Systems Page 7 of 127

8 Introduction to Outlook 2013 and Outlook Web App Use the Ribbon Display Options icon to control the way tabs are displayed and managed. Use the reverse of any of the previously described methods to show the ribbon again Using Ribbon Tabs and Groups Instead of utilizing drop-down menus and dialogue boxes, the ribbon offers various ribbon faces that are divided into activity groups. In the Home Ribbon tab, for instance, users will find many of the familiar activities such as controls managing messages that are in the Inbox without even opening the message. Click a ribbon tab to change the ribbon face to see other ribbons. Copyright 2013 Shaw Computer Systems Page 8 of 127

9 Outlook 2013 and Outlook Web App for Trent University On each ribbon face, users will find groups of activities. Microsoft has replaced many of the dialogue boxes that users would normally see with ribbon groups. For example the View Ribbon Layout group, circled below, contains the icons to arrange the objects on your Outlook window so you can work more to your liking Other Tabs When a user is performing some specialized activity such as inserting an AutoShape, other contextual tabs will be displayed to assist the user with the work at hand. In the graphic below, the user is working on a graphic and Outlook is now displaying the Drawing Tools tab. The Drawing Tools tab has many tools to format shapes such as ovals, rectangles and others. Users will also encounter galleries of choices and a new feature called Live Preview to assist them in creating professional looking documents. Example of a gallery. Copyright 2013 Shaw Computer Systems Page 9 of 127

10 Introduction to Outlook 2013 and Outlook Web App 1.2 Where Have all the Tools Gone? The File Ribbon Tab In this version of Outlook most of the familiar and most commonly used tools have disappeared from the working screen. Users are often confused by the lack of a Print, Save, Open, New and other regularly used icons. Many of these can be found under the File ribbon tab. There really isn t a file ribbon, however. Microsoft calls this the Backstage View. In the backstage view, users can save, print, change account settings and so on. Copyright 2013 Shaw Computer Systems Page 10 of 127

11 Outlook 2013 and Outlook Web App for Trent University 1.3 How do I change my Options? In the old Outlook, we could click the Tools menu choice to find the Options dialogue box control. To perform the same types of activities, and more, in the new Outlook, click the File tab and then Options choice as indicated below. The Outlook Options dialogue box contains the functionality we were used to in the previous version. We will explore some features from the group of choices below. Copyright 2013 Shaw Computer Systems Page 11 of 127

12 Introduction to Outlook 2013 and Outlook Web App Setting New Outlook Defaults Use the General Group to set the Outlook colour scheme and the User Name information Mail Group By using the choices in the Mail group, Outlook users can configure their copy of Outlook to work in a manner that more closely fits the way they want to work. The graphic below shows some of the choices to change the way messages are created and how the Spell Checker works and so on. Copyright 2013 Shaw Computer Systems Page 12 of 127

13 Outlook 2013 and Outlook Web App for Trent University The Quick Access Toolbar To facilitate even more efficiency, Office 2013 products have a feature called the Quick Access toolbar as illustrated below. The default components of the Outlook Quick Access toolbar are the Send and Receive and, Undo controls. To add additional controls such as Save As, Print, and others, users can add more icons in a number of ways. For example, at times, we would like to print an or other document. This can be accomplished by using the File ribbon Print Print selections, but this is time consuming. If we intend to do this on a regular basis we should customize the Quick Access toolbar to add the Print icon to it. 1) Click the drop-down at the right end of the Quick Access toolbar. 2) Click Print. Copyright 2013 Shaw Computer Systems Page 13 of 127

14 Introduction to Outlook 2013 and Outlook Web App The Print icon will be added to your Quick Access toolbar Removing an Icon from the Quick Access Toolbar To remove an unwanted icon from the Quick Access toolbar, right-click on the icon and click Remove from Quick Access Toolbar Additional Modifications to the Quick Access Toolbar If the activity you need to add to the Quick Access toolbar is not shown on the quick access list, it likely can be added from the Customize choices. 1) Click the drop-down at the right end of the Quick Access toolbar. Copyright 2013 Shaw Computer Systems Page 14 of 127

15 Outlook 2013 and Outlook Web App for Trent University 2) Click More Commands. 3) Locate and double-click the command you wish to add. 4) Use the Move Up or Move Down arrow to adjust an entry s position left to right on the toolbar. 5) Click OK to close the window and see the result of your work. Copyright 2013 Shaw Computer Systems Page 15 of 127

16 Introduction to Outlook 2013 and Outlook Web App 2 Overview of Electronic Mail Electronic Mail ( ) gives users a fast, cheap way to exchange electronic information such as messages and files. Message Items may be sent to a user in the same office, or to other Internet users all over the world. To send and receive users need an account. accounts are usually provided by an Internet service provider such as Sympatico or Nexicom or an online service provider such as Hotmail or Gmail. A Local Area Network connection provides this service through the corporate connection to the Internet. You may also need an client ( software) on your computer. Part of Microsoft Outlook is an client. 2.1 Using Outlook Today Outlook Today is a single screen display that has been designed to give users a quick snapshot of the most pressing issues related to Microsoft Outlook. In the Outlook Today window, users can display a list of critical calendar entries, see the number of unopened e- mail items in the Inbox, and other Outlook entries. Many of the display groups are customizable. 1) Start Microsoft Outlook 2013 on your computer. 2) If your copy of Outlook is not showing the Outlook Today screen automatically, click the domain entry as shown below (your domain entry will have different content). 3) To customize Outlook Today, click Customize Outlook Today. Copyright 2013 Shaw Computer Systems Page 16 of 127

17 Outlook 2013 and Outlook Web App for Trent University 4) Use the drop-downs and spinners to customize any part of the window. 5) Click Save Changes. 6) Close Outlook and start it again to see your changes. 2.2 Where to Find Your Outlook 2013 has an Inbox that has been designed to receive any sent to a user s e- mail address. When the user checks his/her account (or when Outlook does it automatically) new messages are downloaded into the Inbox. To see the Inbox on the computer you are using: 1) Start Microsoft Outlook 2013 on your computer. 2) Click the Mail icon in the lower left corner of the window. Your Inbox may look different from the graphic on the following page. The difference is likely that you have a different view than the computer that produced the graphic below. We will examine how to change your view shortly. Copyright 2013 Shaw Computer Systems Page 17 of 127

18 Introduction to Outlook 2013 and Outlook Web App 2.3 Changing the Inbox View What we think of as our Inbox may have several views. A terse list of some of the possibilities is shown below: The View Ribbon The View ribbon allows users to change the way their copy of Outlook appears on the screen. There are a number of options: Copyright 2013 Shaw Computer Systems Page 18 of 127

19 Outlook 2013 and Outlook Web App for Trent University The Reading Pane The Inbox pane is the location where any mail items that have been received through the account(s) will be listed. The Inbox pane is shown as the center part of the graphic below. The Reading pane may be shown as an area to the right or below the Inbox pane. You can turn the Reading Pane off also. To adjust the position of your Reading Pane click View Ribbon Layout group Reading Pane Bottom. Copyright 2013 Shaw Computer Systems Page 19 of 127

20 Introduction to Outlook 2013 and Outlook Web App In the Reading Pane you can read the contents of an item that has been clicked in the Inbox without actually opening the item in a window of its own. In many cases, especially when the content of an item is small, you can read the mail very efficiently. To preview the content of another mail item, simply click the item in the Inbox and the Reading Pane will show you the content of the new mail item. Users can scroll in the Reading Pane to see more content. Double-clicking an item in the Inbox list will open it in a new window. In many instances, a folder will show a number beside the folder name as shown in the graphic below. This indicates that there is 1 unread item in the Inbox. Copyright 2013 Shaw Computer Systems Page 20 of 127

21 Outlook 2013 and Outlook Web App for Trent University 2.4 Creating a New Item 1) Click on the Mail menu choice at the bottom of the screen. 2) Click Home Ribbon New Group New . The Untitled Message window is opened In many instances, instead of taking the time to locate the new icon as in the instruction above, users can simply double-click a blank area of the Inbox (if there is any) to launch a new message window. Copyright 2013 Shaw Computer Systems Page 21 of 127

22 Introduction to Outlook 2013 and Outlook Web App The text areas labeled To:, CC:, and BCC (not shown in the graphic above) are designed to allow users to enter the address of the person to whom the is to be sent. It is possible to enter multiple addresses in each of the To: CC: and BCC areas if there is more than a single intended recipient address for each of those areas. The use of each area is listed below: To: is the text area that receives the addresses of those intended recipients of the e- mail that will receive the directly. This means that the mail goes to their Inbox and it is your intention for the recipient to open, read, and act upon the contents of the mail. addresses are composed of the user name followed by symbol (use Shift + 2 to get it) and the domain name of the account at which the user has been granted privileges. Below are some examples of addresses: [email protected] [email protected] CC: is the text area that receives the addresses of those intended recipients of the e- mail that are being informed of the activity or information contained in the . It is generally thought that CC: recipients are not expected to take action regarding the content of the unless they are motivated to do so. Recipients in the To: area and recipients in the CC: area all know who is receiving the item. The CC: stands for Carbon Copy. The BCC: is the text area that receives the addresses of those intended recipients of the that are also being informed of the activity or information contained in the e- mail. BCC: recipients do not generally get involved in the content of the either. The difference between a CC: recipient and a BCC: recipient is that all BCC: recipients remain anonymous to all other receivers of the . The BCC: stands for Blind Carbon Copy. If your copy of Outlook is not showing the BCC: text area, you can turn it on by clicking Options Ribbon Show Fields group BCC. Copyright 2013 Shaw Computer Systems Page 22 of 127

23 Outlook 2013 and Outlook Web App for Trent University 3) For this exercise, add the address of the computer you are using and a similar one for a colleague in the training session in the To: area. 4) After entering addresses in the To:, CC:, or BCC: fields, type a short phrase about the content of the in the Subject: text area. Avoid using Subject content such as Hi or It s just me again or other personal phrases. Not only are these not professional but electronic filters called SPAM filters look for these phrases and many others in the subject of every . When identified phrases are detected, the e- mail may be rejected or treated as SPAM which could result in nondelivery. Copyright 2013 Shaw Computer Systems Page 23 of 127

24 Introduction to Outlook 2013 and Outlook Web App 5) Click into the body of the message window and type your message. 6) There is no need to sign your mail by typing your name. The recipient can determine who the mail originated from by looking at the return address. You may add a courtesy closing that includes your name if you wish. There may also be a signature file associated with your that automatically adds the required information to the bottom of each of your outgoing items. 7) Click the Send button in the upper left corner of the new mail message window. When you send a message, the message is sent to the Outbox folder until a connection with the Internet or your local area network is established. Once a connection is established, the message is sent to the mail server. In most corporate environments, the connection is always there. Consequently most is sent immediately. If you see a number beside the Outbox of your system, there may be a connection issue. Your may be delayed or perhaps not sent at all. Copyright 2013 Shaw Computer Systems Page 24 of 127

25 Outlook 2013 and Outlook Web App for Trent University The mail server forwards the message to the recipient s mail server where it is stored until the recipient establishes a connection and requests their messages. In many corporate environments this series of activities may take only a few seconds. In other cases it may take several minutes or longer. When a message is sent, a copy of it is usually placed in the Sent Items folder. This means only that you have successfully sent the . It does not mean that your intended recipient will receive it. If your mail server is unable to deliver the message it will be returned to you as a new message in your Inbox folder. The returned message will be clearly identified as an that was not delivered. We would say that your message has bounced back. 2.5 Creating a Draft Sometimes, you may not have time to finish an that you have started. At other times you may require information that you do not have to finish the you have started. In both of these cases, you would like to save the work you have done so that you can complete it later. The steps below outline this activity. 1) If it is not already open, open your copy of Outlook ) Click Inbox. 3) Click New . 4) Address the to yourself. 5) Click into the Subject text area and type: New project information. Copyright 2013 Shaw Computer Systems Page 25 of 127

26 Introduction to Outlook 2013 and Outlook Web App 6) We do not have some of the critical information to send to our colleagues at this time, so we cannot complete the . Click Save. 7) Click Close. 8) Examine the Drafts folder to ensure that at least 1 draft is being retained. 9) Click Drafts. 10) Double-click the reference to the draft that we recently saved. The draft will open for editing. At this point we would finish the content of our and then send it. 11) Click Send. Copyright 2013 Shaw Computer Systems Page 26 of 127

27 Outlook 2013 and Outlook Web App for Trent University 12) Notice that the reference to our has disappeared from the Drafts folder. 2.6 Responding to Sent to You There are several activities that can be performed after an message has been received into your Inbox. We will explore four of them; Reply, Forward, Delete, and Organize Replying to an A Reply to an creates a new mail item that contains the original sender s address in the To: area, a reference to the original subject in the Subject: area, and none, some, or the entire original message. You can add your remarks, include additional recipient addresses, and remove any content before you send the message. 1) Click on the message to which you intend to Reply (there is no need to actually open the .) 2) Click Reply in the ribbon. (You can also double-click the message in the Inbox to open the message in a new window and then click Reply in the toolbar.) The Reply All selection shown in the ribbon above will send your reply to all the original recipients of the . This can generate a lot of e- mail and additional replies. Some managers would rather you didn t reply to all recipients. They would prefer you share your comments with them and allow them to decide whether to distribute your comments or not. Copyright 2013 Shaw Computer Systems Page 27 of 127

28 Introduction to Outlook 2013 and Outlook Web App 3) Add any additional recipient addresses in the To:, CC:, or BCC: text areas. 4) Change the content of the Subject if you wish. Notice the RE: reference in the Subject. 5) Add your reply remarks to the body of the . 6) If you wish, you may remove any of the previous content that you don t want to include in the reply by first selecting the content and then deleting it from the body of the . 7) Click Send. Copyright 2013 Shaw Computer Systems Page 28 of 127

29 Outlook 2013 and Outlook Web App for Trent University Forwarding an Message Occasionally, someone will send you to which you cannot adequately respond for a number of reasons. You would prefer that a colleague respond to the mail instead. As an alternative to replying to the original sender informing them that they should be corresponding with your colleague, it is more expedient to send the directly to your colleague yourself. This is known as forwarding the . 1) Click on the message that you intend to Forward. 2) Click Forward in the ribbon. (You can also double-click the message in the Inbox to open it in a new window and then click Forward in the toolbar.) 3) Notice that there is no address in the To: area. Outlook does not know to whom you wish to send the mail. Treat a forward as if it was a new mail item that you are creating and add any recipient addresses in the To:, CC:, or BCC: text areas. 4) Change the content of the Subject if you wish. Notice the FW: instead of the RE: 5) Add your reply remarks to the body of the . 6) Remove any of the previous content by first selecting the unwanted content and then deleting it from the body of the . Copyright 2013 Shaw Computer Systems Page 29 of 127

30 Introduction to Outlook 2013 and Outlook Web App 7) When the message details are complete, click Send Deleting an Message When you have one or more messages that you no longer want to keep you can delete them. There are a number of methods that can be used to delete one or more items. 1) In your Outlook Inbox, click the reference to the that you wish to delete. 2) Click Delete in the Home ribbon (or press the Delete key on your keyboard.) Copyright 2013 Shaw Computer Systems Page 30 of 127

31 Outlook 2013 and Outlook Web App for Trent University Other Methods of Deleting Items Instead of pressing the Delete key on your keyboard, you can also right-click on an item and click Delete from the menu. In addition, you can also drag an item into the Deleted Items folder to delete it. You can delete multiple items simultaneously if you select them by using the CTRL + click activity supported by Windows first and then drag the selected items into the Deleted Items folder The Deleted Items Folder When you delete an item in Outlook it is not removed by the program. Instead, it is moved into the Deleted Items folder. This is true not only for items but also for calendar appointments, tasks, contact details and so on. Items can stay in the Deleted Items folder until they are manually removed or removed by some automated process. Items in the Deleted Items folder can be recovered by dragging them from the Deleted Items folder and back into the appropriate Outlook module/folder. Sometimes, there may be a large number of items in the deleted items folder. Some mail items may not have even been opened. They will be indicated by the number beside the Deleted Items folder name. The total number of items that have been opened and deleted from various folders within Outlook is not indicated. Copyright 2013 Shaw Computer Systems Page 31 of 127

32 Introduction to Outlook 2013 and Outlook Web App Organizing Items Manually If you have items that you wish to keep you will soon realize realize that you should be organizing them better. To organize your inbox items, you can create additional folders in the Folder List and move any of your items into any folder simply by using the Windows drag-and-drop technique. 1) Right-click on the Inbox icon. 2) Click New Folder in the menu. 3) Type a name for the new folder. 4) Click at any other location or press Enter to finish the activity. 5) Drag an item from the Inbox to your new folder. Copyright 2013 Shaw Computer Systems Page 32 of 127

33 Outlook 2013 and Outlook Web App for Trent University 6) Click the new folder name to open it to view the contents. 7) Drag the item from your new folder back to the Inbox folder again 8) Click the Inbox folder 9) Drag the new folder name into the Deleted Items folder. 10) Click the icon beside the Deleted Items icon to reveal the subfolders within the Deleted Items folder. 11) Click the icon beside the Deleted Items folder to collapse the subfolder list. Copyright 2013 Shaw Computer Systems Page 33 of 127

34 Introduction to Outlook 2013 and Outlook Web App 2.7 Organizing Items by Using a Rule There are several methods of controlling the flow of information that comes into and leaves your Inbox. In most commercial installations, some of this is done automatically for you at the mail server level. The mail server is a special computer that has been dedicated to managing the communications activities of the organization s members. Server-based activities include corporate SPAM filtering, automatic rejection of mis-addressed and so on. We will explore two additional concepts; how to have Outlook automatically organize your incoming mail into folders and how to send an automatic message when you are not in your office. These activities fall into the general category of setting up a rule Organizing Your Using a Rule Note: In order to use the Out-of-Office feature, your copy of Outlook 2013 must be running in conjunction with a set of programs on the mail server called Microsoft Exchange Server. Many corporate mail servers run the Microsoft Exchange server software but it is not likely that your home computer will be able to use the Out-of-Office feature. If your organization is subscribed to Microsoft Office 365, it is likely that you will be using Exchange Online supported by Microsoft. 1) If it is not already running open Outlook ) Right-click on Inbox and click New Folder. 3) Type the folder name: Project. We will make Outlook automatically organize some of our in the Project folder by setting up a rule. Copyright 2013 Shaw Computer Systems Page 34 of 127

35 Outlook 2013 and Outlook Web App for Trent University 4) Click Home Ribbon Move group Rules Manage Rules and Alerts. 5) Click New Rule. Copyright 2013 Shaw Computer Systems Page 35 of 127

36 Introduction to Outlook 2013 and Outlook Web App 6) Click Start from a blank rule and ensure that Apply rule on messages I receive has been selected. 7) Click Next. 8) Click the checkbox for with specific words in the subject or body. Scroll through the list to note other possible selections for our test. 9) In the lower portion of the dialogue box, click the link labelled specific words. Copyright 2013 Shaw Computer Systems Page 36 of 127

37 Outlook 2013 and Outlook Web App for Trent University 10) In the Search Text dialogue box type: project. 11) Click Add. Some correspondents may use other words to describe the same thing. It is possible to use a number of different keywords/phrases for a single rule. Add the phrases below. 12) Click OK. 13) Click Next. Copyright 2013 Shaw Computer Systems Page 37 of 127

38 Introduction to Outlook 2013 and Outlook Web App 14) Click the checkbox for move it to the specified folder. Notice we could also choose to delete unwanted mail items by using this method too. 15) In the lower portion of the dialogue box, click the specified folder link. 16) Click Project. (You might need to click the expand icon beside Inbox first.) 17) Click OK to close the selection window and then click Next. Copyright 2013 Shaw Computer Systems Page 38 of 127

39 Outlook 2013 and Outlook Web App for Trent University 18) There will be no exceptions to our rule. An exception would be an that contains one of the keywords, but should not be managed by the rule. An example in our case would be an that contains the phrase Projected cost of the new product. Click Next. 19) The last step in the wizard offers you an opportunity to create a name for the new rule. We will use the one that is showing. 20) Ensure that the checkbox for Turn on this rule is checked. 21) Click Finish. Copyright 2013 Shaw Computer Systems Page 39 of 127

40 Introduction to Outlook 2013 and Outlook Web App 22) Click OK. 23) Send a new mail message to yourself. It can contain any text in the body, but you must ensure that the subject line or body contain the text project, packaging project or Anderson project. 24) After your mail has been delivered to your Inbox, click the Project folder to see if your rule has worked correctly. 2.8 Automatic Rules A feature that has been in many personal communication programs such as Groupwise and Outlook is a rule that applies when the user is away from his/her desk/office and can t reply to an incoming in a timely manner. This is commonly known as an Out of Office Reply. Follow the steps below to establish an Out of Office Reply in your Outlook account. 1) Click File Ribbon Options Copyright 2013 Shaw Computer Systems Page 40 of 127

41 Outlook 2013 and Outlook Web App for Trent University 2) Click Automatic Replies 3) Click Send automatic replies. You may wish to adjust the date settings or leave the global settings the way they appear. 4) Click Inside My Organization (or Outside My Organization) and type a suitable message in the body area. 5) Click OK to turn on the reply. 6) Outlook provides a number of ways to turn the message off. The banner shown below is one of them. Copyright 2013 Shaw Computer Systems Page 41 of 127

42 Introduction to Outlook 2013 and Outlook Web App 2.9 Other Features We all make typing errors either because we are rushed for time or we just don t know how to spell a particular word. Outlook has a spelling checker but we often forget it or get in a hurry and send our s without using it. Why not have Outlook run the spelling checker automatically? 1) Click File Ribbon Options. 7) In the Mail group, place a checkmark into the box labeled Always check spelling before sending. 8) Click OK. Copyright 2013 Shaw Computer Systems Page 42 of 127

43 Outlook 2013 and Outlook Web App for Trent University 9) Crate a new . Make sure that create a spelling error while you are composing the body of the . 10) Click Send. Outlook will detect the misspelled word and pop up the spell check dialogue box. 11) Fix the error by double-clicking on the correct word in the suggestion list. Copyright 2013 Shaw Computer Systems Page 43 of 127

44 Introduction to Outlook 2013 and Outlook Web App 3 Attachments and Printing 3.1 Using Attachments Even though users have a large degree of flexibility in the format of the they send, the programs we use can really only send enhanced messages. In many instances, we wish to send additional information along with our message. Examples of this would be the inclusion of an Excel workbook or a report created in Microsoft Word. Our goal is to transfer files such as these to our recipients in a form that they can utilize in the intended program. Workbooks need to be in Excel, reports in Word and presentations in PowerPoint and so on. This need is satisfied by sending the required files as attachments to our . The information is kept completely separate from the and is simply dragged along with our mail and can be used by our recipient. The steps below illustrate the procedure to send an with an attachment and to receive an with an attachment. The final phase is to receive the attachment too. 1) If it is not already running, open your copy of Outlook ) Click Inbox. 3) Click New . 4) Place your own address in the To: text area. 5) As a Subject: type: Sending mail with an attachment. 6) Type a short message as the body of your . You could use the sample graphic below as a guide. Copyright 2013 Shaw Computer Systems Page 44 of 127

45 Outlook 2013 and Outlook Web App for Trent University 7) Click Message Ribbon Include group Attach File. 8) Navigate to the folder in which the sample files to accompany this module have been saved. Ask your instructor for assistance if required. 9) Double-click the filename for the sample file. The author has selected a file called Employees 2. 10) The file attachment will be indicated in the Attached area. In the graphic above, the has been formatted as Plain Text so the attachment is placed in the Attached field. If your formatting is different, your attachment may be inserted in the body of the instead. If this is the case then you need to be careful where the insertion point is located in your message when you attach the file. Copyright 2013 Shaw Computer Systems Page 45 of 127

46 Introduction to Outlook 2013 and Outlook Web App 11) Click Send. 3.2 Receiving an Attachment from an Item When an with an attachment is delivered to your Inbox, you have a number of options. You can open the to read its contents and receive the attachment. You can Preview the and receive its attachment, or you can delete the and its attachment without examining either. Note: The following exercises assume that the sent earlier has been delivered to your Inbox. 1) In your Inbox, click the reference to the you sent that had an attachment. 2) Method 1: Double-click the attachment name to open it. Copyright 2013 Shaw Computer Systems Page 46 of 127

47 Outlook 2013 and Outlook Web App for Trent University a. In the some program windows, as shown in the Excel window below, you may be shown a warning banner to prevent malicious software from infecting your computer. Click Enable Editing if you are sure that the file is safe. b. Click Save in the Quick Access toolbar. c. Navigate to a suitable location to save the file. Your instructor may guide you for this step. d. Click Save. e. Close the Excel window by clicking Close. f. If you opened the window, click Close. 3) Method 2: Right-click on the attachment name and choose Save As from the menu. Follow steps c, d, e and f above. Copyright 2013 Shaw Computer Systems Page 47 of 127

48 Introduction to Outlook 2013 and Outlook Web App 3.3 Printing Messages Printing an message is not much different from printing any other document on your computer. Many users take the default print settings for granted and routinely print their e- mail simply by clicking the Print icon that they have added to their Quick Access toolbar. There are a number of alternatives to explore. 1) Click an existing in the Inbox, Draft, or any other folder. You don t even need to open the item. 2) Click File Print Table Style or Memo Style. You can also choose a printer if more than one is available. A Table Style printout will list all the items in the Inbox. The Memo Style will print the currently selected as a memo. Copyright 2013 Shaw Computer Systems Page 48 of 127

49 Outlook 2013 and Outlook Web App for Trent University 3) To leave the Backstage view, click the Back button. Copyright 2013 Shaw Computer Systems Page 49 of 127

50 Introduction to Outlook 2013 and Outlook Web App 4 Flags, Tracking and Voting Options When sending an item you can include some additional activities that will impact upon the receiver of your mail. For instance, you can identify your mail with a flag so that your recipient knows what kind of a response you expect your mail to invoke from the recipient. You can also cause Outlook to attempt to keep track of the disposition of your mail. This means that you can get notified when your mail is delivered to your recipient s Inbox and also when your recipient opened the mail item. Finally, you can design an and distribute it to your colleagues so that they can read your and reply by voting on the content. Choices such as Yes/No and Accept/Reject are available. The exercises below introduce you to these options. In an effort to work efficiently, we will apply all three skills to a single Flagging Your for a Follow up Activity 1) If it is not already running, open Outlook ) Click Inbox. 3) Click New . 4) Put several addresses in the To: text area. 5) Type Do you like Microsoft Outlook? as the Subject text. Copyright 2013 Shaw Computer Systems Page 50 of 127

51 Outlook 2013 and Outlook Web App for Trent University 6) Click the Options Ribbon tab. 7) Click the Tracking group dialogue box launcher. 8) Click the drop-down for Importance. Click High Importance. 9) Click the drop-down for Sensitivity. 10) Click Confidential. Copyright 2013 Shaw Computer Systems Page 51 of 127

52 Introduction to Outlook 2013 and Outlook Web App 11) The flags for importance and sensitivity are evident when the receiver opens the mail. 12) Place a check in the checkbox for Use voting buttons. 13) Click the drop-down for the voting button choices and click Yes; No. 14) The voting activity takes place when the receiver opens the mail. Alternate Activity: When the Properties dialogue box is not open, you can click the Use Voting Buttons icon on the Options Ribbon and select Yes; No from the choices. 4.2 Tracking the Progress of your 1) Place a check in the checkbox for Request a delivery receipt. This means that you will receive an in your Inbox informing you that your mail has reached your recipient s Inbox. This does not imply that it has been or will be read by the recipient. Copyright 2013 Shaw Computer Systems Page 52 of 127

53 Outlook 2013 and Outlook Web App for Trent University 2) Place a check in the checkbox for Request a read receipt. This means that you will receive an in your Inbox informing you that your has been opened by someone who has access to your recipient s Inbox. Be aware that recipients can suppress this notification. The tracking activity takes place during the delivery process and when the receiver opens the mail. 3) Change the Delivery options to cause Outlook to route replies to this to your Admin. Assistant or alternate account. 4) Click Close and send the mail. Copyright 2013 Shaw Computer Systems Page 53 of 127

54 Introduction to Outlook 2013 and Outlook Web App 5) After the message has been delivered to your recipient s inbox, you will be able to see the follow-up messages and other options you chose when composing your Seeing the Results After your mail has been delivered to your Inbox, examine the Subject listings for your mail items in the Inbox list. Notice the high importance flag for the latest . High importance flag Copyright 2013 Shaw Computer Systems Page 54 of 127

55 Outlook 2013 and Outlook Web App for Trent University 1) Click the item with the subject that you sent to select it. If you have the Reading Pane turned on you can see that Outlook is alerting you to the fact that you will need to use the Voting buttons when you open this . 2) Double-click the message to open it. You will likely see an example of a Read receipt alert box. Click Yes to send the receipt without commenting. 3) Notice first that the banner across the indicates several pieces of information: a. This has voting buttons and we need to respond by using them. b. This should be treated as Confidential. c. Your may have other options activated such as the High Importance setting noted earlier. Copyright 2013 Shaw Computer Systems Page 55 of 127

56 Introduction to Outlook 2013 and Outlook Web App 4) Click the Vote icon in the upper part of the window. 5) Respond by clicking the appropriate choice. 6) Accept the default of sending the back without comment. You could also add your own remarks to the before it gets sent by selecting the Edit the response before sending choice. 7) Click OK. 8) Click Close. 9) After a short delay for the technology to deliver your , you will notice that a response has been delivered to your Inbox. Copyright 2013 Shaw Computer Systems Page 56 of 127

57 Outlook 2013 and Outlook Web App for Trent University 10) Double-click on the reference to the original (the one you responded to). 11) Notice the banner now indicates that you responded (either negatively or positively to the question posed in the original ). 4.4 Sharing Your Inbox with a Colleague Allowing a colleague to share your inbox is a common practice. In many cases, an administrative assistant needs to monitor a manager s to as part of the assistant s duties. In Outlook this is called Creating a Delegate. The activity would be performed by the manager to share her/his Inbox with an assistant or colleague. 1) Log on to the correct account and open Outlook ) Click File Account Settings Delegate Access. Copyright 2013 Shaw Computer Systems Page 57 of 127

58 Introduction to Outlook 2013 and Outlook Web App 3) Click Add. 4) Enter the address of the user that will be sharing the account. Only users in the Global Address List can be named as delegates. 5) Click OK. Copyright 2013 Shaw Computer Systems Page 58 of 127

59 Outlook 2013 and Outlook Web App for Trent University 6) In the Delegate Permissions window, select suitable permissions for the new delegate. 7) You may wish to add a checkmark to send a message to the delegate advising him/her of their permissions regarding your account. Click OK. 8) Click OK. 9) Click Back to return to the Outlook Inbox. Copyright 2013 Shaw Computer Systems Page 59 of 127

60 Introduction to Outlook 2013 and Outlook Web App 5 Contact Groups (Distribution Lists) Instead of manually selecting a number of mail recipients that receive regular mailings, such as members of a project team, you can create a distribution list that contains the addresses of the intended recipients. Outlook refers to these lists as Contact Groups. After the list has been created you simply choose the list name as the recipient of the and Outlook will send the mail to each member of the list. You can modify the list after it has been created by adding or removing members as necessary. 5.1 Creating a Contact Group 1) Click the Home Ribbon New group New Items More Items Contact Group. 2) Type a name for your list. We will use the name Project Group. Copyright 2013 Shaw Computer Systems Page 60 of 127

61 Outlook 2013 and Outlook Web App for Trent University 3) From the Members group, click Add Members From Address Book. 4) Hold down a CTRL key with your finger and then click on two or three names in the list to select multiple members for your list. (You may have to use the drop-down to see the list of lists to see the contacts you want to include.) 5) Click Members to place your choices in the Add to distribution list. 6) Click OK to create the member list. Copyright 2013 Shaw Computer Systems Page 61 of 127

62 Introduction to Outlook 2013 and Outlook Web App 7) Click Save and Close to create the contact group. Note: Contact Groups are created as part of the Contacts information. To find and modify a distribution list, click People and double-click the name of the contact group you want to modify. 5.2 Modifying a Contact Group by Adding or Removing Members 1) Locate the contact group you wish to modify in the People area of Outlook and doubleclick its name. Copyright 2013 Shaw Computer Systems Page 62 of 127

63 Outlook 2013 and Outlook Web App for Trent University 2) To remove a member, click the member s name in the list and then click Remove Member. 3) To add a new member to the list, click Add Members and follow the procedures listed above to add members to a new list. 4) After adding or removing members from the distribution list, click Save and Close. 5.3 Using a Contact Group 1) Click Mail in the Outlook Menu. Copyright 2013 Shaw Computer Systems Page 63 of 127

64 Introduction to Outlook 2013 and Outlook Web App 2) Click Inbox. 3) Click New . (Hint: Double-click any clear space in the Inbox to open a new window.) 4) If you can remember the name of the Contact Group you wish to use, you can start typing the group name and then select it from the pop-up list. Alternatively, click the To: button and locate your Contact Group in the Address book. Double-click the name to select it then click OK. 5) The name of your Contact Group is now in the To: address area. This means that all members of the Project Group list will receive the mail. Copyright 2013 Shaw Computer Systems Page 64 of 127

65 Outlook 2013 and Outlook Web App for Trent University 6) If you click the plus sign to the left of your Contact Group name, you will be able to see the members of the list and remove one or two from the mailing. Outlook warns you about this action. Click OK. 7) Click Close. We are not actually going to send the mail. 8) When Outlook offers an Alert box about saving or keeping a draft, click No. Copyright 2013 Shaw Computer Systems Page 65 of 127

66 Introduction to Outlook 2013 and Outlook Web App 6 Creating and Using a Simple Signature File A signature is a small text file that you can create that inserts content into your outgoing e- mail either automatically or when you manually insert the information. The content of a signature file is usually your name, job title, telephone number and extension and other jobrelated information. It is usually a good policy to avoid including personal references such as Have a nice day or Be Happy, and the like. 6.1 Creating a Signature File The steps below outline the procedure to create a simple signature file and have it inserted automatically in all of your outgoing mail. 1) If it is not already running open Outlook Close any mail or other Outlook windows you may have open. 2) Click File tab Options. 3) Click Mail Group Signatures. Copyright 2013 Shaw Computer Systems Page 66 of 127

67 Outlook 2013 and Outlook Web App for Trent University 4) Click New. 5) Type a name for your new signature file. Use the graphic below as a guide. 6) Click into the Edit signature space and type the content for your own signature file. Press the Enter key at the end of a line to move your insertion point to the next line down. Use the graphic below as a guide. 7) If your Outlook has been configured to use Rich Text or HTML features, you can format the signature using the formatting tools provided. In the graphic above, the author is adjusting the font size for her name. 8) When you have completed your work, click OK. Copyright 2013 Shaw Computer Systems Page 67 of 127

68 Introduction to Outlook 2013 and Outlook Web App 9) Click OK to close the Options dialogue box. To change from Plain Text to Rich Text or HTML, you must close the signature file window and make the File Options choice shown in the graphic below. 6.2 Using a Signature File 1) Click New to open a new message and see your signature file in place. 2) Click Close. Copyright 2013 Shaw Computer Systems Page 68 of 127

69 Outlook 2013 and Outlook Web App for Trent University 7 Adding and Modifying People (Contacts) The People portion of Outlook 2013 allows you to manage the names, addresses, telephone numbers, addresses and other information associated with the people and companies with whom you correspond and do business. We will briefly examine the method of adding a contact to your contact list, changing the details being kept for a particular contact, and then we will create a distribution list that will enable you to send the same to a large number of recipients very efficiently. 7.1 Creating a Contact 1) If it is not already running, open Outlook ) Click People in the new Outlook menu. 3) Click Home Ribbon New group New Contact. You can also double-click any empty space in the Contacts window to launch a new contact window. Bonus: As we saw earlier, this works for all of the Outlook objects! Copyright 2013 Shaw Computer Systems Page 69 of 127

70 Introduction to Outlook 2013 and Outlook Web App 4) Enter some details in the Contact Details window. Use the graphic below as an example. When entering the business address you might find it helpful to click the Business button first to get a small dialogue box to help you complete the work. Outlook is a bit picky about where address information is placed. Using the dialogue box works best. Copyright 2013 Shaw Computer Systems Page 70 of 127

71 Outlook 2013 and Outlook Web App for Trent University 5) Click the Add Contact Picture box to begin the process of adding a picture to the contact information. Locate and double-click the required picture in your file system. 6) Click the Map It icon to get a map and a set of driving directions for this contact s address. Outlook assumes that the contact s address information is correct. This will display a Bing map of the address. To get driving directs, click the link on the left side of the window. 7) Click Save and Close to close the contact details window and save your work. Copyright 2013 Shaw Computer Systems Page 71 of 127

72 Introduction to Outlook 2013 and Outlook Web App 8) You will now have at least one contact in your Contacts list. The author is showing several contacts in Cards view. If your Contacts window looks different from the sample above, click one of the Current View choices. 7.2 Editing Contact Information 1) Double-click on the details of a contact to open the contact details window again. 2) Use the drop-down for the File as: list and make a different choice. Copyright 2013 Shaw Computer Systems Page 72 of 127

73 Outlook 2013 and Outlook Web App for Trent University 3) Click Save and Close. 7.3 Other Contacts Features While a contact window is open there are a number of activities you can perform. We will examine a couple of them below Sending an to a Contact 1) In the Contacts window, click a contact item. 2) Click Home Ribbon Communicate group . 3) Fill in the remaining details for an and click Send Sending a Meeting Request Directly from Contacts 1) In the Contacts window, click a contact item. 2) Click Home Ribbon Communicate group Meeting. Copyright 2013 Shaw Computer Systems Page 73 of 127

74 Introduction to Outlook 2013 and Outlook Web App 3) The Meeting Request form will be shown. Fill in the details of the meeting and click Send. (We will not be sending a meeting request at this time. Click Close.) 4) Click OK to close the window without saving the meeting request. Copyright 2013 Shaw Computer Systems Page 74 of 127

75 Outlook 2013 and Outlook Web App for Trent University Attaching Other Information to a Contact In some cases, it may be advantageous to connect contact information with other information, such as contracts, inventory lists, and critical correspondence, and so on. Outlook can do this for you. 1) Double-click on a contact to open a contact window. 2) Click Insert Ribbon Include group Attach File, 3) Navigate to the location where the required file is saved. 4) Double-click the file name. 5) In the contact Notes area, Outlook will insert an icon that represents the file. Copyright 2013 Shaw Computer Systems Page 75 of 127

76 Introduction to Outlook 2013 and Outlook Web App 6) Double-click an attached file icon to open it. 7) Click Contact Ribbon Save & Close. 7.4 Printing Contact Information 1) If you are not already there, click People in the new Outlook Bar. 2) Click File Print. 3) In the Settings group, click Phone Directory Style. Copyright 2013 Shaw Computer Systems Page 76 of 127

77 Outlook 2013 and Outlook Web App for Trent University 4) Select an appropriate printer from the list and note the Preview on the right side of the window. 5) Click your mouse on the white space (magnifying glass not shown below) to Zoom the display larger. 6) Click Back. We do not really want to print our list of contacts now. Copyright 2013 Shaw Computer Systems Page 77 of 127

78 Introduction to Outlook 2013 and Outlook Web App 8 Working with the Calendar The Outlook calendar window is comprised of several segments, each having its own function and purpose. In this segment we will briefly visit the major portions of the initial calendar window and discuss the use of each. 8.1 Starting the Outlook Calendar 1) Open Outlook ) In the new Outlook menu, click Calendar. 3) The graphic below illustrates a typical monthly calendar display. (Initially, your window may look different from the graphic shown.) Copyright 2013 Shaw Computer Systems Page 78 of 127

79 Outlook 2013 and Outlook Web App for Trent University 8.2 Customizing the Calendar Window Adjusting for Daily, Weekly, or Monthly Display 1) Click Home Ribbon Arrange group Day. 2) Click the additional selections in the Arrange group. Note: To adjust features, such as the work week setting, click File tab Options Calendar. Copyright 2013 Shaw Computer Systems Page 79 of 127

80 Introduction to Outlook 2013 and Outlook Web App Adjusting the Number of Months Showing 1) Point at the right border of the current month s calendar. Look for the double-line mouse pointer (not shown on graphic below.) 2) Drag to the right to increase the number of months showing. (Have a little faith that it will work it will seem like it is not moving at first.) Copyright 2013 Shaw Computer Systems Page 80 of 127

81 Outlook 2013 and Outlook Web App for Trent University 3) Point at the right border of the row of months and drag to the left until there is only one month showing again Navigating Through Months and Showing a Date 1) Use the month navigation arrows to scroll from month to month. The right arrow will show the next month. The left arrow will show the previous month. Previous Month Following Month 2) Navigate to a calendar that is two months into the future. 3) Click on the first Monday in the month. The daily calendar will change to show the date that you clicked in the calendar. Copyright 2013 Shaw Computer Systems Page 81 of 127

82 Introduction to Outlook 2013 and Outlook Web App 4) Click Go To Today. The daily calendar will change to the current date. 8.3 Creating an Appointment 1) If you have been exploring in the Outlook window, click Calendar. 2) Navigate to next month s calendar. (It may already be showing and your months will be different than the months being shown.) 3) Click the 12 th of the month. 4) Double-click the 9:00 AM reference in the daily calendar. 5) Outlook will open the Appointment Details window as shown above. Copyright 2013 Shaw Computer Systems Page 82 of 127

83 Outlook 2013 and Outlook Web App for Trent University 8.4 Entering Appointment Details 1) Using the details window opened in the previous segment, click into the Subject text area and type: New course project meeting. 2) Press TAB to move to the Location text area and then type: Boardroom. 3) Click the drop-down for the End Time field. Click 12:00 PM (3 hours). Copyright 2013 Shaw Computer Systems Page 83 of 127

84 Introduction to Outlook 2013 and Outlook Web App 4) Click the Options group drop-down for Reminder. Click 15 minutes. Outlook will remind us about this meeting at 8:45 a.m. on the appointment date. A Typical reminder notification is shown below. Typical Outlook 2013 reminder. Typical Outlook Web App reminder. 5) Click the Option group drop-down for Show as: Click Busy. 6) Use the Show as: drop-down again and click Tentative. (A meeting could be quite some time in the future so details may change.) Copyright 2013 Shaw Computer Systems Page 84 of 127

85 Outlook 2013 and Outlook Web App for Trent University 7) Click the drop-down for Categorize: Click All Categories. 8) Users can categorize an appointment to fit into a number of subjective categories. Examples of categories would include Business, Must Attend, Out of Town, Personal, and so on. In the All Categories window, use the rename button to rename the Blue category as Business. Copyright 2013 Shaw Computer Systems Page 85 of 127

86 Introduction to Outlook 2013 and Outlook Web App 9) Use the New button to add the Out of Town category. Make the new category some distinct colour. 10) Click OK. 11) Your Outlook has probably already assigned the current appointment as Out of Town. Copyright 2013 Shaw Computer Systems Page 86 of 127

87 Outlook 2013 and Outlook Web App for Trent University 12) Click into the memo area of the appointment and type some notes to yourself. Use the graphic below as a guide. 13) Click Save and Close. 14) The appointment will be showing from 9:00 AM to 12:00 PM on the date you chose. It is displayed in the category colour you chose. The striped banner shown below indicates the Tentative commitment level we chose earlier. Copyright 2013 Shaw Computer Systems Page 87 of 127

88 Introduction to Outlook 2013 and Outlook Web App 8.5 Editing Appointment Details 1) Double-click the appointment you created in the previous segment. The details window will open. 2) Your meeting date and time has been confirmed. Click the drop-down for Show as:. 3) Click Busy. 4) Click the Reminder: drop-down. Copyright 2013 Shaw Computer Systems Page 88 of 127

89 Outlook 2013 and Outlook Web App for Trent University 5) Click 30 minutes. Outlook will now remind you 30 minutes before the appointment time so that you can prepare for the meeting. 6) Click Save and Close. 8.6 Adjusting and Moving Scheduled Appointments Adjusting the Length of an Appointment Method 1: 1) Double-click the reference for the appointment with which we have been working in the daily calendar. This will bring back the Appointment Details window. 2) Click the drop-down for End time:. 3) Click 12:30 PM (3.5 hours). 4) Click Save and Close. 5) The appointment details in the daily calendar now spans the time period from 9:00 AM to 12:30 PM. Copyright 2013 Shaw Computer Systems Page 89 of 127

90 Introduction to Outlook 2013 and Outlook Web App Method 2: 1) Point at the lower border of the detail of the appointment with which we have been working (circled in the graphic below). Look for a two-headed mouse pointer. 2) Drag the lower border upward until it is level with the 12:00 PM mark. 3) Click outside of the appointment to turn off any selection you have and set the adjusted appointment time Moving an Appointment Method 1: 1) Double-click the reference for the appointment with which we have been working in the daily calendar. 2) Click the drop-down (calendar picker) for the Start time date:. Copyright 2013 Shaw Computer Systems Page 90 of 127

91 Outlook 2013 and Outlook Web App for Trent University 3) Navigate to the following month s calendar and click the 18 th of the month. 4) Click Save and Close. 5) The appointment has been moved to the date selected. 6) Examine the month calendar for the month in which you placed your appointment. Notice that the 18 th is being displayed in bold type. This indicates that at least one appointment is scheduled on that date. Copyright 2013 Shaw Computer Systems Page 91 of 127

92 Introduction to Outlook 2013 and Outlook Web App Method 2: 1) Point at the left border of the reference for the appointment with which we have been working. 2) Look for the white arrow mouse pointer (circled in the graphic above). 3) Drag the appointment to the month calendar display and drop it back onto the 12 th of the month. (Use the point of the mouse pointer as your reference not the small icon attached to the mouse tail.) 4) The daily calendar will change to reveal the appointment was moved. Copyright 2013 Shaw Computer Systems Page 92 of 127

93 Outlook 2013 and Outlook Web App for Trent University Deleting an Appointment Method 1: 1) Click the reference to the appointment in the daily calendar with which we have been working. 2) In the Appointment ribbon Actions group, click Delete. 3) To continue with this exercise, in the Quick Access toolbar, click Undo Delete. Copyright 2013 Shaw Computer Systems Page 93 of 127

94 Introduction to Outlook 2013 and Outlook Web App Method 2: 1) Right-click inside the reference for the appointment with which we have been working. 2) Click Delete. 3) Return to the Mail Module. 4) Click Deleted Items. Copyright 2013 Shaw Computer Systems Page 94 of 127

95 Outlook 2013 and Outlook Web App for Trent University 5) Drag the deleted appointment item to the Calendar Module icon. 6) Click the Calendar Module icon and examine the appropriate date. You should see that the appointment has been reinstated. 8.7 Recurring Appointments A recurring appointment represents a regular meeting time such as a monthly sales meeting. It is created in the usual manner but before clicking Save and Close, users need to give Outlook some details about the recurring factor Creating a Recurring Appointment 1) Double-click on any Friday in the future in your calendar. 2) Create a new appointment at 3:30 PM. Use Sales Meeting as the subject and Boardroom as the location. 3) Click Appointment Ribbon Options group Recurrence. Copyright 2013 Shaw Computer Systems Page 95 of 127

96 Introduction to Outlook 2013 and Outlook Web App 4) Set the recurring details as in the graphic below. 5) Click OK. 6) Click Save and Close. View your calendar to confirm that the required number of appointments have been set. Copyright 2013 Shaw Computer Systems Page 96 of 127

97 Outlook 2013 and Outlook Web App for Trent University Removing a Recurring Appointment 1) Right-click on one of the recurring meetings. 2) Point at Delete. 3) To remove the current meeting, click Delete occurrence. 4) To remove all meetings, click Delete series. 8.8 Sharing a Calendar For organizations that are using Outlook in conjunction with a version of Exchange Server, users can share their calendars with co-workers. Users can share their calendar with an individual or with groups of people Sharing Your Calendar 1) Click Home Ribbon Share group Share Calendar. Copyright 2013 Shaw Computer Systems Page 97 of 127

98 Introduction to Outlook 2013 and Outlook Web App 2) Use the To button to select one or more recipients then click OK. 3) Choose a level of detail that the recipient of the share will be allowed to see. Copyright 2013 Shaw Computer Systems Page 98 of 127

99 Outlook 2013 and Outlook Web App for Trent University 4) Add a message in the body of the mail or leave it blank and then click Send. 5) You might also ask the receiver for a reciprocal share of their calendar although this is not always the case. For example, a manager might share her calendar with an admin person, but the manager is not usually concerned with the admin person s calendar. 6) Confirm the sharing activity by clicking Yes. 7) After sharing your calendar, click Calendar Permissions. Copyright 2013 Shaw Computer Systems Page 99 of 127

100 Introduction to Outlook 2013 and Outlook Web App 8) Make changes to the permission level for the person who is being granted access to your calendar then click OK. Copyright 2013 Shaw Computer Systems Page 100 of 127

101 Outlook 2013 and Outlook Web App for Trent University 9) Your recipient will be notified by that you are offering to share your calendar. They must open the mail and open your calendar. 10) Shared calendars appear as additional calendars in their calendar pane. 11) To show one or more calendars, place or remove checks in the boxes provided Deleting a Shared Calendar 1) Right click on a shared calendar to remove it from your system. 2) The sharer is not notified that you are no longer sharing his/her calendar. Copyright 2013 Shaw Computer Systems Page 101 of 127

102 Introduction to Outlook 2013 and Outlook Web App Working with Multiple Calendars It is sometimes advantageous to have more than one calendar active. You could have business appointments on one calendar and personal appointments on the other. Alternatively, an admin person may be managing the calendars of several managers at once. Outlook can perform this trick quite easily. 1) In the My Calendars pane, right click on a calendar and click New Calendar. 2) Give the new calendar a name. 3) Click OK. Copyright 2013 Shaw Computer Systems Page 102 of 127

103 Outlook 2013 and Outlook Web App for Trent University 4) Display both calendars by placing a check in each calendar s checkbox Overlaying Multiple Calendars When more than one calendar is being displayed, it is possible to overlay one on top of the other. This clearly identifies any holes in the calendar time slots so that a potential meeting time can be quickly identified. 1) Display multiple calendars as above. 2) Click the small arrow icon in the tab at the top of one of the calendars. 3) The calendars will be overlaid. Copyright 2013 Shaw Computer Systems Page 103 of 127

104 Introduction to Outlook 2013 and Outlook Web App 4) Our calendars are not very busy but you may still be able to identify some trouble spots. 5) Separate the two calendars to display them in side-by-side view again by clicking the right-pointing arrow on one of the calendars Deleting an Extra or Shared Calendar To remove an extra calendar or a calendar that has been shared with you by a colleague, right-click the name of the calendar and click Delete Calendar. Copyright 2013 Shaw Computer Systems Page 104 of 127

105 Outlook 2013 and Outlook Web App for Trent University 8.9 Scheduling and Tracking a Meeting Request Sometimes we need to schedule a meeting, invite attendees and then monitor the progress of those invitations. Follow the steps below to explore this feature of Outlook Scheduling a Meeting 1) Click Calendar. 2) Click Home Ribbon New group New Meeting request. 3) Enter the details of the meeting using the graphic below as a guide. For the invitees, use any of the colleagues that are available in your global address book. Copyright 2013 Shaw Computer Systems Page 105 of 127

106 Introduction to Outlook 2013 and Outlook Web App 4) Click Send. In the graphic below, some colleagues have been invited to attend a meeting. Their addresses appear in the Required area. No one has been just notified of the meeting (no Optional addresses). A resource would be a device or a location that can be booked by inviting it to your meeting. It will have been set up to automatically Accept your invitation if it has not been previously reserved by someone else. 5) Assuming that sufficient time has passed to allow the delivery of the items through Exchange Server, navigate to the date that you chose to set the meeting and note that your calendar has been updated. Copyright 2013 Shaw Computer Systems Page 106 of 127

107 Outlook 2013 and Outlook Web App for Trent University 6) If you are being invited to someone else s meeting, you will need to visit your Inbox and preview the notification of the meeting. Click Accept Send the Response Now. (If you are the owner of a meeting you will be informed that you are not required to Accept your own meeting invitation. See the third graphic below.) Even if you fail to respond, a tentative item will appear on your calendar Tracking Your Meeting Request 1) Survey your colleague s calendars within the group to see if they have been invited to your meeting. 2) As attendees respond, your Inbox will receive the responses, as illustrated below. 3) If you move a meeting time or date or cancel a meeting, the invitees will be notified of your changes. Copyright 2013 Shaw Computer Systems Page 107 of 127

108 Introduction to Outlook 2013 and Outlook Web App 9 A Brief Visit to Office Web App Office365 is a Microsoft initiative that allows subscribers to use online versions of the most commonly used business programs. Typically users will work with the Microsoft Word Web app, the Excel Web App and the Outlook and Calendar Web Apps. 9.1 Overview of Office 365 and Outlook and Mail Web Apps Logging On to Your Office 365 Account 1) Start a web browser. 2) In the address bar of the browser, type in the address for the portal for your organization. An example for Trent University is shown below. 3) Log in by using your organization login credentials. 4) Locate a suitable icon that has been provided by your IT department. It may be directly on the portal page or placed on a sub-page such as the Tools or Communication pages. After locating the icon, click it to launch the Outlook Web App. Your icon may look different than the one in the graphic below. Copyright 2013 Shaw Computer Systems Page 108 of 127

109 Outlook 2013 and Outlook Web App for Trent University 5) You can sign out of your Office 365 account by clicking the drop-down arrow for your profile and clicking Sign out. Copyright 2013 Shaw Computer Systems Page 109 of 127

110 Introduction to Outlook 2013 and Outlook Web App 9.2 Connecting to the Outlook Web App 1) If you are not already there, click Outlook. 2) You will be placed in your Outlook Web App Inbox. 9.3 Changing the Settings for your Web App 1) Click Settings. Copyright 2013 Shaw Computer Systems Page 110 of 127

111 Outlook 2013 and Outlook Web App for Trent University 2) Click Display Settings. 3) Click Reading Pane. 4) In the Layout group, click Show reading pane at bottom. 5) Click OK. Copyright 2013 Shaw Computer Systems Page 111 of 127

112 Introduction to Outlook 2013 and Outlook Web App 6) Adjust the height of the Inbox/Reading Pane windows by dragging the split bar up or down. 9.4 Creating a New Mail Item 1) Click New Mail. 2) Address your by typing the start of an address. Outlook will begin to display matches for the characters you have typed as in the sample below. Click the required address if it is displayed. Copyright 2013 Shaw Computer Systems Page 112 of 127

113 Outlook 2013 and Outlook Web App for Trent University 3) You can populate the CC address area using the same technique or you can click CC to access any available contact address lists. Hint: You can click the To:, CC, or BCC to access your contact addresses. 4) Your screen may not be showing the BCC field. If you wish to use the BCC field, click the ellipsis at the end of the menu and click Show BCC. 5) Enter a suitable subject. 6) Type or copy and paste the details of your mail into the body of the . Copyright 2013 Shaw Computer Systems Page 113 of 127

114 Introduction to Outlook 2013 and Outlook Web App 7) To format the content of your , select some text first and then use the formatting tools to change the font, font size, font colour and so on. 8) Click Send. 9) To Reply, Reply All, or Forward an that has arrived in your Inbox, click the message to select it and then click the appropriate response in the preview pane. Copyright 2013 Shaw Computer Systems Page 114 of 127

115 Outlook 2013 and Outlook Web App for Trent University 9.5 Categorizing Mail in your Inbox 1) Right-click an in your Inbox and point at Categorize. 2) Click the category you want or click manage categories to create a new category.. Copyright 2013 Shaw Computer Systems Page 115 of 127

116 Introduction to Outlook 2013 and Outlook Web App 9.6 Accessing your Calendar Online to Manage Your Appointments 1) Login to your Office 365 account as described earlier. 2) Click Calendar. 3) Click a date on the monthly calendar. 4) Adjust the view to display a daily, work week, weekly or monthly view by making a choice in the selections in the upper right corner of your calendar window.. 5) Double-click at an appropriate time position on the Day display and fill in the details of the meeting. Reserve a location that is listed in your organization s directory. Invite attendees from your contacts listings. Copyright 2013 Shaw Computer Systems Page 116 of 127

117 Outlook 2013 and Outlook Web App for Trent University 6) The Outlook Web App Scheduling Assistant will help you to identify a suitable time for the meeting after you have identified potential attendees. 7) After completing the details of the meeting, click Save to embed it in your calendar. 9.7 Accessing your Contacts Online Using the People App Creating a New Contact 1) Click the People link in the menu system. 2) You may or may not have data in your contacts. The training accounts are usually empty. Copyright 2013 Shaw Computer Systems Page 117 of 127

118 Introduction to Outlook 2013 and Outlook Web App 3) To create a new contact, click New. 4) Click Create Contact. 5) Enter basic name details in the appropriate fields. Copyright 2013 Shaw Computer Systems Page 118 of 127

119 Outlook 2013 and Outlook Web App for Trent University 6) Click a plus sign beside a data segment to get choices and opportunities to enter data. 7) When data entry is complete, click Save. Hint: To edit an existing contact, click the contact name in the list and then click Edit on the right side of the window Creating a New Contact Group 1) Click the People link in the menu system. 2) To create a new contact, click New. Copyright 2013 Shaw Computer Systems Page 119 of 127

120 Introduction to Outlook 2013 and Outlook Web App 3) Click Create Group. 4) Click Group Name and type in a name to identify your group. 5) Type the addresses of the members you wish to include in your group. You will notice that Outlook will match potential members as you type characters. 6) You can remove a member by clicking the X beside their name. Copyright 2013 Shaw Computer Systems Page 120 of 127

121 Outlook 2013 and Outlook Web App for Trent University 7) When you have added all the potential members to your group, click Save. 8) To edit a group to add or remove members, click the group name and click Edit. 9) To delete a group, click the group name and click the ellipsis beside the Edit command. Click Delete to delete the selected group Using a Group Name to Address Mail 1) Click the Outlook link in the menu system. 2) Click new mail. Copyright 2013 Shaw Computer Systems Page 121 of 127

122 Introduction to Outlook 2013 and Outlook Web App 3) Click into the To field and begin typing the name of the group. 4) Click Search Contacts & Directory. 5) Outlook will match items in your Contacts that fit the characters you have typed. 6) Complete the and then click send. 9.8 Logging Off from Office 365 You should log off from your Office 365 account when you are finished working in it. You can perform the log off activity from any position within the Office 365 environment. 1) Click the drop-down arrow at the right end of your profile name. 2) Click Sign out. Copyright 2013 Shaw Computer Systems Page 122 of 127

123 Outlook 2013 and Outlook Web App for Trent University 3) Close any redundant browser windows. 4) Log out from your My Trent account, if appropriate at this time. Copyright 2013 Shaw Computer Systems Page 123 of 127

124 Introduction to Outlook 2013 and Outlook Web App 10 Appendix A: GroupWise vs Outlook Terminology GroupWise Mail is stored under the Mailbox. Mail is stored under the Inbox. Outlook Quick Viewer: turned on with button on Main toolbar or via the View menu; can be displayed at right or bottom. File menu > New showed you all types of items you can create in GroupWise (mail message, appointment, task, etc.) Add/Delete buttons from toolbars to give quick access to features Personal folders are stored in the Cabinet. Reading Pane: automatically displayed at right but can be turned off or displayed at bottom using View tab > Layout group > Reading Pane. Home tab > New group > New Items shows you all types of items you can create in Outlook (mail message, appointment, task, etc.) In Outlook, you can add/remove buttons to your Quick Access Toolbar located at top right of the Outlook program window: Click tiny triangle at right end of the toolbar > choose More Commands... Personal folders are stored under the Inbox. You can create a new folder by right-clicking on Inbox then selecting New Folder. Work in Progress folder holds saved/unfinished messages. Drafts folder holds saved/unfinished messages. Personal Address Book(s) were stored in the GroupWise Address Book and accessed by clicking Address Book button on Main toolbar. Contacts are stored in Outlook's Address Book and accessed by selecting Home tab > Find group > Address Book. Shortcut keystroke to access same is Ctrl+Shift+B. Also, clicking Contacts in the Navigation pane at left side of Outlook window will display your personal contacts. Name completion search order To set search order of address books in Outlook, go to Home tab > Find group > Address Book > Tools menu > Options. Proxy Access Outlook does not have a feature that works exactly like the Proxy feature in GroupWise. Instead it has Delegate. Delegate is a similar feature in Outlook. To set up delegates, go to File tab > Account Settings > Delegate Access. Click Add to add names of persons you wish to be delegates. After adding names, set up the Permissions you want your delegate to have. Click OK to save your work. Copyright 2013 Shaw Computer Systems Page 124 of 127

125 Outlook 2013 and Outlook Web App for Trent University GroupWise Giving Proxy Access to your Calendar Outlook Outlook does not have a feature that works exactly like the Proxy feature in GroupWise. Outlook lets you share your calendar with other users without necessarily making the user a delegate. Here's how: 1. Open Calendar 2. Click Share Calendar on Home tab > Share group 3. Enter name of people you want to share with 4. Select how much detail you want to share 5. Click Send To set defaults in GroupWise, you went to Tools Menu > Options. To set defaults in Outlook, choose File tab > Options. Busy Search in GroupWise could be used to help find free time for all attending a meeting. The equivalent feature in Outlook is the Scheduling Assistant and can be accessed by selecting Home tab > New group > New Items > Meeting > Scheduling Assistant. Junk Mail Handling Home tab > Delete group > Junk button Rules/Vacation reply rule/automatic File tab > Automatic Replies button makes it simple to create a "vacation rule." To create your own rule manually, go to File tab > Manage Rules & Alerts button OR click Home tab > Move group > Rules button. To schedule a meeting in GroupWise, you sent an appointment to the people and the room if the room was a resource in GW. Find or Filter features in GroupWise could be accessed in the Main window to help you search for . To schedule a meeting in Outlook, choose Home tab> New group > New Items button > Meeting. Send it to the people and the room/resource. (Note: this might change later - resources are different in Outlook.) In Outlook, press Ctrl+E to display the Search Tools/Search tab and to place your cursor in the Search window. Folder List Create recurring appointment Outlook's equivalent is the Navigation Pane. It can be maximized, minimized or turned off much like GW's folder list. Go to View tab > Layout group > Navigation Pane button. Open New Appointment window > click Recurrence button on Appointment tab > Options group. Resend a message: in GW, you could right-click a message in Sent Items and choose Resend from the menu. Retract a message: in GW, you could right-click a message in Sent Items and choose Delete to retract a message in the GW system. In Outlook, open Sent Items > open the message you want to resend > click Message tab to show ribbon > find Move group > click Actions button > choose Resend This Message... In Outlook, you can recall a message in the Exchange system: open Sent Items > open the message you went to recall > click Message tab to show ribbon > in Move group, click Actions button > choose Recall This Message... Copyright 2013 Shaw Computer Systems Page 125 of 127

126 GroupWise Personal subject of a message: in GW, you could click Personalize tab in a sent or received message to change content of Subject field. Introduction to Outlook 2013 and Outlook Web App Outlook Open a sent or received message in Outlook, click in the Subject field, and the edit subject as you wish. When you close the message, Outlook will ask if you want to save the changes. Check Mailbox Size information could be accessed from Tools menu To see Mailbox Size information in Outlook, click File tab > Info > look next to Cleanup Tools button for how much of your allotted space is used/free > for more details, click Cleanup Tools button > Mailbox Cleanup... When creating a new mail message in GW, you typed in the "To" field and GW used name completion feature to help you get the correct name entered In GW, you could tell the software to automatically download pictures in HTML messages. GW had couple of ways you could search for mail in the mailbox and in folders. Outlook will help you auto-complete names only after you have sent a message to the person - to check names that do not auto-complete, you can click the Check Names button found on the Ribbon under the Message tab or use the shortcut keystroke: Ctrl+K Outlook allows the same by using these steps: Click File tab > Options > Trust Center > Trust Center Settings... button > Automatic Download > remove the checkmark from "Don't download pictures automatically in HTML messages..." Outlook has a Search feature and the window sits above the list of items. If you click in the box, a Search tab will appear on the Ribbon. You can search for any word or phrase. Searches can be refined by telling Outlook what field to search in - below are examples of what you might enter in the box: 1. from: Aubie 2. subject: sent items from: Dr. Gogue 3. to: Tiger 4. groupwise Copyright 2013 Shaw Computer Systems Page 126 of 127

127 Outlook 2013 and Outlook Web App for Trent University Copyright 2013 Shaw Computer Systems Copyright 2013 Shaw Computer Systems Page 127 of 127