Microsoft Outlook 2013
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1 N E W S L E T T E R IT Computer Technical Support Newsletter Microsoft Outlook 2013 June 02, 2014 Vol.1, No.4 TABLE OF CONTENTS Using the Windows 8.1 Start....1 Turning Off the Windows....2 Windows Mobility Center. 4 Burn a CD or DVD in Windows Keeping track of s, calendars and contacts can suck untold time out of any workday. Anything that speeds up your work in Outlook can boost your productivity measurably. These tips will help you zip through your messages and agenda, and work more effectively overall. The IT Computer Technical Support Newsletter is complements of Pejman Kamkarian 1
2 View your inbox your way When you first open your inbox, a default view appears, but it doesn't have to look this way. To see Outlook's many customization options, click the View tab on the ribbon toolbar and choose Change View. There are multiple preset views you can choose, like one that displays the most recent s only. Also on the View tab, you can select Message Previews and choose Off to turn the preview off. 2 IT Computer Technical Support Newsletter
3 Click View Settings for options for customizing a view, such as adding columns or rearranging their order. The Layout options let you customize the Folder Pane and Reading Pane. Once you have arranged the inbox to your liking, click Change View > Save Current View As a New View. Then type a name for the view, click OK. Redefine what marks an as already "read" IT Computer Technical Support Newsletter 3
4 Outlook colors unread s differently from messages you've already read. However, it's all too easy for an to be marked as read when you've barely given it a passing glance, which can make you overlook something important. To prevent this, select File > Options > Mail, and then click the Reading Pane button. Check the "Mark items as read when viewed in the Reading Pane" checkbox. Adjust the number of seconds you want the message to appear in the Reading Pane before Outlook marks it as read. The default is 5 seconds. Let's say you set it to 30 seconds. After that, while you preview messages in the Reading Pane, only the s that appear there longer than 30 seconds will be marked automatically as read. 4 IT Computer Technical Support Newsletter
5 Write your own rules for how messages appear IT Computer Technical Support Newsletter 5
6 Unread messages are marked blue by default, but you can change this. Outlook 2013 has a new way of indicating unread messages. There's a blue bar to the left of the message in your inbox, and the message header also appears blue, but you can change both the color and font. You can assign a certain color to s based upon who sent them, or upon which words appear in the subject line. To do this, choose View > View Settings > Conditional Formatting. You will see the Unread Messages rule and the blue color. Here you can change the font or color as you wish. You can also click Add to add a new rule. Start by typing a name for the rule in the Name box. Then click Font and choose a font and font color to apply to the header. Finally, click the Condition button. When the Filter dialog opens, select the options that describe which types of s will be formatted with your new settings. Click OK three times to save your settings. 6 IT Computer Technical Support Newsletter
7 Make use of the Favorites Make any folder a favorite so it appears at the top of the Folder Pane and is easy to find and use. If you have a few accounts your folder pane can become crowded with folders making it time consuming to navigate to find those folders that you use most of the time. You can simplify finding these folders if you add IT Computer Technical Support Newsletter 7
8 them as Favorites. Favorites appear at the top of the Folder list when you are in the Mail module. If the Favorites area does not appear switch to Mail and choose View > Folder Pane and click to enable Favorites. Now you can add any folder to the Favorites by rightclicking it in the Folder pane and choose Show in Favorites. You can even set a Search Folder to be a Favorite so it is easy to find and use. Sending mass to students Here s how you can create groups and send mass s to each group without having to type in addresses every time. Open the Address Book. 8 IT Computer Technical Support Newsletter
9 Click on File > New Entry Select Contact Group and press OK. IT Computer Technical Support Newsletter 9
10 Click on Add Members. Click on From Address Book to select an existing contact. 10 IT Computer Technical Support Newsletter
11 Click on New Contact to manually enter a Name and address as shown below. Enter the Name, address and Click OK. IT Computer Technical Support Newsletter 11
12 Any contacts you add will show up here. Add as many contacts as you wish. Once you ve added all contacts, Enter a name for the group in the area highlighted above. After entering the group s name, click on Save & Close. 12 IT Computer Technical Support Newsletter
13 It is important to enter a name for the group. If you try to save without a name, you will see the following error. Press No and enter a name. When composing a new , type in the name of the group and select it form the drop down options. IT Computer Technical Support Newsletter 13
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