4/14/2016. Outlook Overview. Library Training Microsoft Exchange Migration. Outlook Mail. Microsoft Office Basics

Transcription

1 Outlook Overview Library Training Microsoft Exchange Migration Outlook Mail Microsoft Office Basics 1

2 Mail Legend Ribbon Message List Reading Pane People Pane Navigation Shortcuts Change the reading pane position Choose the Viewtab Click Reading Pane Choose the position (Right, Bottom or Off) 2

3 Setting Preferences To manage preferences, click on File->Options Options->Mail Settings will be predefined Creating an Signature Step 1. Choose File->Options->Mail->Signatures 3

4 Creating an Signature Step 2. Click New to create a new signature and type a name for the signature. Creating an Signature Step 3. Type your signature as you would like for it to appear on s, then click OK Type your signature 4

5 Creating an Signature Step 4. Under Choose default signature Assign a signature to new messages Assign a signature to Replies/forwards Sending an To create a new - Select New on the Home tab Ribbon options for the new message Enter the following: To Cc Subject Message The following can be included in the Attach File Attach Items such as Business Card or Calendar Signature When complete: Click Send 5

6 Setting Out-of-Office Replies Choose File, then on the Account Information screen choose Automatic Replies Setting Out-of-Office Replies Select Send automatic replies Choose the Start time & Date Choose the End time & Date Type the response to be sent to both Inside and Outside the Organization Click on Rules to automatically forward or to delete or organize certain messages while out of office. 6

7 Change the number of lines in message preview View tab -> Message Preview Outlook Calendar Microsoft Office 2013 Calendar Basics 7

8 Calendar Legend To view calendar->click on Calendar in the Navigation Shortcuts Calendar Views Day View Work Week View Week View Month View 8

9 Setting Preferences To manage preferences, click on File->Options->Calendar Scheduling an Appointment Appointments are activities involving only you To Schedule an appointment: Select New Appointment in the Calendar Ribbon Enter the following: Subject Location Start Date/Time End Date/Time Compose Message When complete: Click Save & Close located in the Ribbon 9

10 Scheduling a Meeting A meetingis similar to an appointment; the difference is that you can invite other people/resources to it. To Schedule a New Meeting: Select New Meeting located on the Calendar Ribbon Enter the following: Attendees Subject Location Meeting start date and time Meeting end date and time Compose message When complete: Click Send An is automatically sent to each of the attendees Schedule a meeting using the Scheduling Assistant Choose the Scheduling Assistant on the Ribbon to check other calendars for the best time for the meeting. 10

11 Scheduling Assistant Enter the Attendees/Resources in the Scheduling Assistant Pane. OR Click on Add Attendees and enter: Attendees Required Attendees Optional Resources Calendar Groups Calendar Groups are combined schedules of individuals/resources that a user views frequently. Calendar Groups allow for easy access and scheduling of time for an entire group Click Calendar Groups on the Calendar Ribbon and select Create New Calendar Group Step #1 Name the Calendar Group Step #2 Select name of attendees/resources to add to the Calendar Group 11

12 Calendar Groups The created Calendar Group will now show in the Calendar pane along with the selected schedules in a Horizontal calendar view. To schedule a meeting, highlight the requested time on the schedules, right click, select New Meeting with All or select New Meetingin the Calendar Ribbon. Calendar Permissions The following three Full permission levels allow the granted person to delete files in the calendar you give them access to: Owner Publishing Editor Editor The following four Permission levels grant minimal access to your calendar: Nonediting Author Reviewer Contributor None The following two Permission levels allow the granted person to edit/delete only the appointment/meetings they have created: Publishing Author Author 12

13 Outlook People Microsoft Office 2013 People Basics Contacts To view your contacts click on People in the Navigation Shortcuts 13

14 Contact View People Views Business Card View Card View List View For external contact: Home New Contact Adding Contacts For internal contact: Home Address Book Right click Add to contacts 14

15 Contact Groups To create Contact Group: People Home New Contact Group Add Members You can add members from your contact list, from the Address Book, or by creating a new contact. Categorize To add categories (can be applied to mail, people, or events): Home Categorize All Categories New 15

16 Export Thunderbird Contacts Refer to attached Export Address Book from Mozilla and Import to Outlook for written instructions. Save As Windows Contacts 16

17 Save as Windows Contacts cont. Save as Windows Contacts cont. Make sure that First Name, Last Name, and Mobile Phone are selected! 17

18 Import to Outlook Import to Outlook cont. 18