Outlook Training. By Martha Williamson, CIC AVP Automation and Workflow Trainer (217) Cell

Transcription

1 Outlook Training By Martha Williamson, CIC AVP Automation and Workflow Trainer (217) Cell 1

2 Agenda 1. Outlook Views 2. Etiquette 3. Signatures 4. Out of Office Assistant 5. Setting up File folders 6. Calendar a. Adding events b. Inviting Attendees c. Tracking Responses from Attendees d. Responding to Invites e. Attaching Files or Items to Calendar Events 7. Tasks a. Adding a New Task b. Attaching Files or Items to Task c. Closing a Task 8. Viewing Outlook from Home 2

3 Outlook Views Switch to another view Show All On the View menu, point to Arrange By, point to Current View, and then click the view (view: Views give you different ways to look at the same information in a folder by putting it in different arrangements and formats. There are standard views for each folder. You can also create custom views.) you want. Note Contacts, Tasks, Notes, and Journal display the available views for their respective view type (view type: The basic structure of a view. When you create a view, you must first select one of five view types (table, timeline, day/week/month, card, or icon) to determine how information will be arranged and formatted in your new view.) in the Current View pane. You can quickly change views by clicking the view you want in the Current View pane. The Current View can be changed very simply. I keep my View set at From and Current View as Messages but you can personalize your View to suit your needs. Also, remember that all columns can be sorted just by clicking on the column. I.e. If I click on the Received column the Inbox is sorted by date. 3

4 Why do we need etiquette? Copied from A company needs to implement etiquette rules for the following three reasons: Professionalism: by using proper language your company will convey a professional image. Efficiency: s that get to the point are much more effective than poorly worded s. Protection from liability: employee awareness of risks will protect our company from costly law suits. What are the etiquette rules? There are many etiquette guides and many different etiquette rules. 32 most important etiquette tips: 1. Be concise and to the point 2. Use a meaningful subject 3. Use proper spelling, grammar & punctuation 4. Answer all questions, and pre-empt further questions 5. Use templates for frequently used responses 6. Answer swiftly 7. Do not attach unnecessary files 8. Use proper structure & layout 9. Do not overuse the high priority option 10. Do not write in CAPITALS 11. Don't leave out the message thread 12. Add disclaimers to your s 13. Read the before you send it 14. Do not overuse Reply to All 15. Mailings > use the bcc: field or do a mail merge 16. Take care with abbreviations 17. Be careful with formatting 18. Take care with rich text and HTML messages 19. Do not forward chain letters 20. Do not request delivery and read receipts 21. Do not ask to recall a message. 22. Do not copy a message or attachment without permission 23. Do not use to discuss confidential information 24. Use cc: field sparingly 25. Use active instead of passive 26. Avoid using URGENT and IMPORTANT 27. Avoid long sentences 28. Don't send or forward s containing libelous, defamatory, offensive, racist or obscene remarks 29. Don't forward virus hoaxes and chain letters 30. Keep your language gender neutral 31. Don't reply to spam 4

5 Signatures Everyone should have at least one signature. If you only want one signature, it should be a formal signature but realize you can have more than one signature. To set up a Signature, you would click on Options then the tab Mail Format. From the Mail Format tab you will click on Signatures. 5

6 From the Create Signature screen, you should click on New. And then click on OK 6

7 Enter a name for your new signature. Start with a blank signature. Click on Next 7

8 Type in your signature. Formal Signatures should include: Name Company Title Address Address Phone # Fax # Informal Signatures should include: Name Address Phone # Click on the Finish when complete. 8

9 Use the drop down and select your signature. You will need a signature for both new messages and replies and forwards. Once you have selected the signature, click on the Apply 9

10 Out of Office Assistant Click on Tools from the menu, and then click on Out of Office Assistant. Complete the text box and click on the OK. Don t forget to change your Out of Office back to I am currently in the office once you return. 10

11 Setting up a New File Folder Click on File from the Menu, followed by Folder, and then New Folder. Name your Folder and Click on Ok. You can also access a New Folder by right clicking and selecting New Folder. 11

12 Flags Outlook has several different Flags to help manage your incoming and outgoing mail. Outgoing Mail Flags: Flag to: Forward No Respnose Necessary Read Reply Reply to All Review Flagging for Followup: Use flags to remind yourself to follow up on an issue or to indicate a request for someone else. You can also use flags to set a reminder for the message or contact. Use the six colored message flags to manage your incoming items (item: An item is the basic element that holds information in Outlook (similar to a file in other programs). Items include messages, appointments, contacts, tasks, journal entries, notes, posted items, and documents.) by flagging the items for different kinds of follow-up. For example, use the red flag to mark messages that are Urgent, and the blue flag for messages to Review. When you add a message flag, the background color of the Flag Status column changes color to make it easy for you to quickly find items in the message list while scrolling. Items you add a message flag to will automatically display in the For Follow Up Search Folder. However, an item sent to you with a message flag will not appear in this Search Folder, unless you add a flag to the item. 12

13 Calendar Events The Microsoft Outlook Calendar is the calendar and scheduling component of Outlook, and is fully integrated with , contacts, and other features. You can view a day, week, or month at once. With Calendar you can: 1. Add Events 2. Invite Attendees 3. Track Responses from Attendees 4. Respond to Invites 5. Attach Files or Items to a Calendar Event Adding an Event While in the Calendar, click on New. Add your Subject and Location. Come down to the Start and End time and complete as needed. Make sure you check the box for the Reminder and specify the amount of time before the calendar event for the Reminder to pop up on the screen. Change the Show Time as Free Tentative Busy Out of Office Save and Close or go to the next step if you want to Invite Attendees 13

14 Inviting Attendees Click on the Scheduling tab Add Others (you can see if they are busy during your appointment) Once you have everyone invited, you can click back on the Scheduling tab and finish the Event by clicking on the Save and Close. 14

15 Tracking Responses from Attendees Click on the specific Calendar Event. The Tracking tab is now available. 15

16 From the Tracking tab you can see all the responses from the attendees you have invited. 16

17 Responding to Invites When you receive an invite from someone you have 4 options for your response: Accept Tentative Decline Propose New Time Once you have clicked on one of the above responses, you can include further comments or not response at all. If you use the Don t send a response, it will still add the event to your calendar. 17

18 Attaching Files or Items to a Calendar Event Click on Insert from the top menu bar. Next select either File or Item. File is used to attach an electronic file such as a Word or Excel document. Item is used to attach something from . 18

19 Attaching an Item Click on the you want to attach and then click on Ok. You can open up your Folders by clicking on the + at the left of each Folder. Items can be attached from any Folder, i.e. Inbox, Sent Item, Deleted Items, etc. 19

20 Tasks Tasks are similar in usage as the Calendar and some people use their calendar to track projects instead of setting up a task. I like using my Tasks instead of Calendar for projects so that I do not clutter my calendar. To access, click on the Tasks from the left hand column in Outlook. The Tasks screen appears and you can double click on the Click here to add a new Task 20

21 The Task screen is very similar to the Calendar. Complete fields as needed. Subject Due Date Status Start Date Priority % Complete Reminder Owner I like to Insert files or s on this screen, but they can also be attached to the Details screen. Insert is used in the same way as in Calendar. See instructions above. You can either Save and Close at this screen or complete the Details screen and then Save and Close 21

22 Click on the Details tab for further information. Date Completed Total work Mileage Actual work Billing information Companies Update list Several of these items you may never use. Don t try to make this complicated; if you don t need to use a field, don t. Don t forget to Save and Close to complete. 22

23 To complete a Tasks, you can check the box to the left of the item or you can use the Delete on the top menu bar. If you check the box, the item will remain on your Tasks list for future references. 23

24 Viewing Outlook from Home You can access Outlook via the web address We are not asking our staff to work from home or during your time off but there have been several instances that staff members have found it necessary to login. The ID and Password is the initial signons you use to access your computer at work. Once you have complete the ID and Password, click on Submit 24

25 The Outlook Web Access looks very similar to our Outlook used in the office. 25

26 To access your Out of Office Assistant you will need to click on the Options at the lower left hand of your screen. Completing the details for the Out of Office Assistant is very similar to the regular Outlook. Save and Close when complete 26

27 To send a new or forward an existing is a little different. Once you click on the To you will see the following screen. You can change the Find names in to your Contact or Global Address List After selecting the list you will use, click on the Last or First Name and enter that information, then click on the Find box. The names that match your search will appear, click on the person and either the To, Cc or Bcc box. This is very important; you cannot just double click on the person s name. The next screen, you can complete your with the body of the message and Send 27