Microsoft Outlook 2013 -And- Outlook Web App (OWA) Using Office 365

1 C H A P T E R Microsoft Outlook 2013 -And- Outlook Web App (OWA) Using Office 365 1

MICROSOFT OUTLOOK 2013 AND OUTLOOK WEB ACCESS (OWA) Table of Contents Chapter 1: Signing Into the Microsoft Email System... 1 Configuring Outlook for the First Time... 1 Chapter 2: Outlook 2013 Mailbox... 5 Outlook Inbox Screen... 5 Outlook File Tab and Command Ribbons... 7 Outlook Inbox Components... 9 The Outlook Today Screen... 11 Getting Help... 14 Chapter 3: Reading / Composing Email... 15 Message Icons... 15 Reading Email... 16 Composing A Message... 17 New Message Window Command Ribbons... 19 Formatting An Email Message... 21 Addressing A Message... 23 Attaching A File To An Email... 25 Viewing An Attachment In An Email Message... 26 Reply/Forward A Message... 28 Printing An Email... 29 Chapter 4: Outlook 2013 Mail Options... 31 Creating A Signature... 31 Create A Custom Folder... 33 Categorizing A Message... 35 Alerting Others You Are Not In The Office... 37 Creating Rules To Manage Email... 41 Blocking Junk Mail... 47 2

MICROSOFT OUTLOOK 2013 AND OUTLOOK WEB ACCESS (OWA) Table of Contents Chapter 5: Using The Outlook 2013 Calendar... 49 Activating the Calendar... 49 Outlook Calendar Interface... 50 Creating An Appointment... 53 Setting Time Allotments and Reminders... 55 Editing / Deleting Appointments... 57 Assigning A Category To An Appointment... 59 Creating A Recurring Appointment... 61 Editing / Deleting A Recurring Appointment... 63 Setting Up A Meeting... 65 Responding To A Meeting Request... 69 Tracking Meeting Responses... 71 Cancelling A Meeting Request... 73 Printing Your Calendar... 75 C H A P T E R Chapter 6: Outlook 2013 People (Contacts)... 77 Activating the Contact Area... 77 Outlook Contact Interface... 78 Creating A New Contact... 81 Creating A Contact From An Email... 82 Creating A Contact Group ( for Mailings)... 83 Chapter 7: Outlook 2013 Tasks... 85 Creating A Task From An Email (Flagging Email)... 86 Organizing Tasks... 87 Chapter 8: Outlook Web Access (OWA)... 89 Logging Into OWA... 89 OWA Mail Screen... 90 OWA Inbox... 91 New OWA Email Window... 93 OWA Calendar... 95 Calendar Appointment Window... 98 OWA People... 99 OWA Tasks... 101 OWA Options... 105 Signing Out of OWA... 111 3

1 Signing Into Outlook 2013 For The First Time The first time you activate Outlook 2013 Microsoft may need to create a profile for you on that computer. This will activate several screens. You should only have to click the Next button to proceed through the process and the Finish button at the end of the process. Outlook 2013 Icon 1

1 C H A P T E R Signing Into Outlook 2013 For The First Time 2

1 Signing Into Outlook 2013 For The First Time The entire Quick Start Guide can be downloaded through the Outlook 2013 Help screen. 3

1 C H A P T E R Signing Into Outlook 2013 For The First Time The entire Quick Start Guide can be downloaded through the Outlook 2013 Help screen. 4

2 Outlook 2013 Mailbox The Inbox Folder The Inbox folder in Outlook 2013 stores all incoming messages and provides access to other Outlook folders. The Inbox is surrounded by the Navigation Pane, To-Do Bar, and Reading Pane. Incoming messages are organized, by default, by the day in which they were sent. Information contained in the Inbox folder includes the importance, type of email, attachment, sender, subject, size of message, and date it was sent. These column headings can be used to sort the items in that folder. In addition, Categories and Flags can be assigned (we will discuss that in this training session) and other fields of information can be added to the Inbox screen. Other folders can be created and used to store messages. Outlook does provide some folders by default. They include: Deleted Items - stores items that are deleted Drafts - Junk E-Mail - RSS Feeds - Sent Mail - stores messages that have been saved but not yet been sent stores messages that are considered to be spam by Outlook stores messages that are feeds to internet information (i.e. msn.com, foxsports.com, ca.gov) stores a copy of messages that have been sent Search Folders - stores criteria for searching Outlook for stored messages you have specified (i.e. Unread Mail, Staff Mail) View Tab commands to turn on or off Folders Reading Pane To-Do Bar 5

Outlook Mailbox Screen 2 C H A P T E R The Inbox Folder Email Folder Navigation Pane Click to sort by columns headings To-Do Bar Outlook 2013 Navigation Bar: To activate Mail, Calendar, People (Contacts), Tasks, etc. Just click on the name of that Outlook area. Reading Pane (This view shows the Reading Pane at the bottom of the Inbox window but the default is on the right - See View Tab: Reading Pane command). 6

2 Outlook Mailbox Screen Outlook 2013 File Tab Note: Out of Office Message command is part of the Info group 7

Outlook Mailbox Screen 2 C H A P T E R Outlook 2013 Command Ribbons Home Tab Send/Receive Tab Folder Tab View Tab 8

2 Outlook Mailbox Screen Expand or Collapse the Outlook Screen Outlook provides Expand/Collapse buttons to gain maximum screen size. Both the Navigation Pane and the To-Do Bar Pane can be expanded or collapsed. In addition, the Reading Pane can be moved to the bottom (or right side) or hidden to give the viewer maximum screen area for the specified folder. Expand/Collapse Button Adjustable bar for the Reading Pane area 9

Outlook Mailbox Screen 2 C H A P T E R Outlook Navigation Tools The Navigation Pane allows for access to other mail folders as well as other areas of Outlook such as Calendar, People, and Tasks. It contains the following areas: Favorite Folders - Mail Folders - Area Buttons - shortcuts to most used folders can be placed here provides access to all mail folders within Outlook provides access to Calendar, People, Tasks Configure Buttons - allows access to other parts of Outlook such as Journal and Notes Expand/Collapse Button Favorite Folders Mail Folders Area Buttons Configuring Buttons 10

2 Outlook Mailbox Screen Outlook To-Do Bar The To-Do Bar provides viewing access to people you want to stay connected with, tasks (to-do lists), and a calendar navigation area. Just as with the Navigation Pane, the To-Do Bar can be hidden or shown on the screen. In addition, the To-Do Bar can be turned on or off in the View Tab. The To-Do Bar is divided into several areas. Calendar Navigator - Navigate to the month being viewed Favorites - Task List - track availability of colleagues list of task due by day Close/Hide Button Calendar Navigator Favorites People Tracking Flagged Email and Upcoming Tasks 11

Outlook Mailbox Screen 2 C H A P T E R Reading Pane The Reading Pane allows the user to preview an email message without having to directly open it. By default, it is open on the right side of that mail folder. However, it can be positioned below the particular email folder. The Reading Pane can be turned on or off in the View Tab. View Tab: Reading Pane command Reading Pane Options Reading Pane 12

2 Outlook Mailbox Screen Outlook Today Screen The Outlook Today screen is a very efficient method of seeing what is happening in the Outlook system. In essence, a visual summary of the Outlook environment. The Outlook Today screen displays upcoming appointments, tasks that are due, and folders that contain unread messages. It also provides direct access to those appointments, tasks, or folders by clicking on them. The Outlook Today screen can be accessed by clicking the mailbox name in the folder Navigation Pane. The Outlook Today screen can be customized by increasing or decreasing the number of days for appointments that are displayed, which folder names to display, as well as, the coloring of the screen. Customize Outlook Today Upcoming Appointments Upcoming Tasks Folders With New Messages 13

Outlook Mailbox Screen 2 C H A P T E R Outlook Help System The Outlook Help system is available by clicking in the Ask A Question box at the top right-hand corner of the Outlook screen. Typing a phrase such as attaching files and pressing enter will display a help screen with a variety of topics related to the typed phrase. Each topic is a click-able link to that specific help screen. Help Button Outlook 2013 Help System Topic Search Box 14

3 Reading/Composing Messages Message Icons Icons will display in the folder to alert the viewer to the status of that message. These icons display information about that message including new email, already read mail, replied to, or forwarded email. Icon Description Replied To Message Forwarded Message Attachment Meeting Request Flagged Message Read Receipt Of A Message Delivery Receipt 15

Reading/Composing Messages 3 C H A P T E R Reading Messages Messages can be read by clicking on them and previewing them in the Reading Pane or, to read them directly, simply double-click on that message. 16

3 Reading/Composing Messages Composing A Message Outlook 2013 provides several ways to create and format new email messages. There are a variety of methods that can be used to format email messages. Messages are, by default, formatted in HTML format. That provides many of the features found in a Word document. Starting A New Email Message Steps: Click Home Tab: New: E-Mail command Or... Click the New Items button on the Home Tab 17

Reading/Composing Messages 3 C H A P T E R New Message File Tab One of the new looks of Office 2013 is the use of the menu-driven system with a ribbon -oriented process. One major change has been the File Tab. It contains many of the familiar commands that were found in previous File command areas. The File area contains options to move an email to a specific folder, edit properties of that email, as well as basic commands to save, print, and close that item. 18

3 Reading/Composing Messages New Message Ribbon Commands and formatting options are divided into tabs that display commands across what is referred to as the Ribbon. In the new message window the following tabs are available: Message - Insert - Options - contains general mail and formatting text commands contains options (i.e. charts, tables, pictures) that can be inserted within a email message contains options (i.e. delivery receipts, importance level) that can be added to a message Format Text - contains options for higher level text formatting within the email Review - contains options for Spell Check and Thesaurus Message Tab Insert Tab 19

Reading/Composing Messages 3 C H A P T E R New Message Ribbon Options Tab Format Text Tab Review Tab 20

3 Reading/Composing Messages Formatting Text In An Email Message Quick Styles formatting allows you to quickly add high-quality formatting to text in an email message. Steps: Select the text to be formatted Click Format Text tab Click the Quick Styles button on the ribbon Select the preferred style APPLYING QUICK STYLE FORMATTING BEFORE 21

Reading/Composing Messages 3 C H A P T E R Formatting Text In An Email Message APPLYING QUICK STYLE FORMATTING AFTER 22

3 Reading/Composing Messages Addressing A Message There are several sources from which to use to address an email message. A company employee will have the Global Address List from which to select another employee. Email recipients from outside the company can be stored in the People area and be used to address emails to those people. Steps: Start a new email message Click To button at the top of the message window Select the appropriate Address book (i.e. Global Address List, Contacts) Find the appropriate recipients Double-Click the recipients name to quickly put them in the To address box If any of the recipients are to be placed in the CC: box, simply select their names and click the CC: button in the address book Click OK when finished 23

Reading/Composing Messages 3 C H A P T E R Addressing A Message You can also address a message by simply typing the person s email address in the To or CC boxes. Outlook will try to complete that person s address if it has been used before. Addressing A Message By Typing The Recipient s Address 24

3 Reading/Composing Messages Attaching A File To An Email Message Attaching files allows a user to limit the content within a particular email. The majority of the information is contained within a file (i.e. word document, excel workbook). In addition, that attachment can be saved separately onto that viewer s drive. Steps: Start a new email message Click Message tab: Attach File button Navigate to the folder which contains the file to attach Select the file and click Insert button Note: the attached file will appear just below the Subject line box in the message window 25

Reading/Composing Messages 3 C H A P T E R Viewing An Attachment In An Email Message When a message is received that contains an attachment, Outlook will display an icon (paper clip) in the Inbox folder window. That attachment can be read several ways. One method that Outlook 2013 provides is to preview the attachment directly in the email window (or Reading Pane window). As well, the viewer can open the attachment in a separate window (that file s program window - i.e. Excel). In addition, that attachment can be saved onto that viewer s own drive. Steps: To Preview An Attachment In An Email Message Click Attachment (file name) button Click the Preview File button (if necessary) To Open The Attachment In A Separate Window Double-Click the Attachment (file name) button Click the Open button (if necessary) To Save The Attachment Onto A User s Drive Double-Click the Attachment (file name) button Click the Save button 26

3 Reading/Composing Messages Previewing An Attachment In An Email Message Click The Filename Of The Attachment Click The Preview Button (if necessary) 27

Reading/Composing Messages 3 C H A P T E R Replying / Forwarding An Email Message Email messages can be replied-to or forwarded-on to someone else. Outlook 2013 will retain the information of the original message. Steps: Replying To An Email Message Open the message (if necessary) Click Message tab: Reply button (Note: Reply To All button will send a reply message to all receivers of the original message not just the sender) Type the required response and add any preferred options Click Send button when done Forwarding An Email Message Open the message (if necessary) Click Message tab: Forward button message to all receivers of the original message not just the sender) Address the message to the preferred recipients Type the required response and add any preferred options Click Send button when done 28

3 Reading/Composing Messages Printing An Email Message Email messages can be printed just like any other program s files. Just as in the other Office 2013 applications, Outlook provides a combined screen for Printing, Previewing and Page Setup commands. Print Command In File Tab 29 Page Setup Dialog Box

Reading/Composing Messages 3 C H A P T E R Printing An Email Message Print Options Screen Print Button 30

4 Outlook 2013 Mail Options Creating A Signature Signatures are a very professional way to close any email message. A signature generally consists of the user s name, position, company, address, phone, and graphic images. In Outlook 2013, multiple signatures can be created for personal or business contacts. Any signature can be applied to a message during the message creation. Steps: To Create A Signature Click File Tab: Options command Click the Mail Category To Apply A Signature In An Email In the message window, click the Message tab (if necessary) Click the Signatures button Click the New button Type a name for the new signature Enter the preferred information in the body of the signature dialog box Click the Signature button Select the preferred signature (it will be applied to that message) Click Save button Repeat the above steps for any additional signatures 31

Outlook 2013 Mail Options 4 C H A P T E R Creating A Signature Create A Signature Dialog Box info@academyx.com Apply A Signature In An Email Message 32

4 Outlook 2013 Mail Options Creating A Custom Folder Folders can be added to the Outlook system to organize and coordinate email messages. Folders can be placed under the Inbox or under the Personal Folder (if available). Messages then can be moved into these folders to make them easier to locate and work with. Steps: Right-Click a folder and select New Folder -OR- Select a folder and click the Folder Tab: New Folder command Type a name for the folder 33

Outlook 2013 Mail Options 4 C H A P T E R Creating A Custom Folder Create New Folder Dialog Box New Folder in Navigation Pane 34

4 Outlook 2013 Mail Options Categorizing A Message Categorizing email allows the user to identify the reason that email was generated, or who it came from, or even what to do with that email. Categorized email can be sorted, group, or filtered by their assigned category. Categorizing an email adds a colored bar to the header of that email when it is opened and a colored square to the right of that message in the folder window. Categories can be assigned to any other objects in Outlook such as calendar appointments, contacts, and tasks. There are 25 colors from which to choose. Steps: Right-Click an email message and select Categorize command -OR- Click the Home Tab: Categorize command Select the appropriate color Assign a name to that category if preferred 35

Outlook 2013 Mail Options 4 C H A P T E R Categorizing A Message 36

4 Outlook 2013 Mail Options Alerting Others That You Are Not In the Office Outlook 2013 provides a method to alert email senders that the message is received but the recipient is not available to read it at that time. This process is called the Out Of Office Assistant. This command will automatically send a message (that the recipient has created) to alert that sender the recipient is not in the office at that time. The Out Of Office Assistant is based on creating a rule for what message and/or what method the user wants to alert others that they are not available. In Outlook 2013 multiple Out Of Office Assistant rules can be created for different people or different events. Steps: To Turn On Out Of Office Alerts Click File Tab: Automatic Replies command Turn on Send Out of Office auto-replies option Type the preferred message, in the Inside My Organization box Click OK To set a future time to turn on the Out of Office Assistance In the Out of Office Assistant dialog box, turn on the Only Send During Time Range option, and set the Start Time and End Time options Click OK To Set Up A Rule That Manages What To Do With Incoming Messages Click the Rules button, then click Add Rule button In the dialog box, click the Alert checkbox Select the preferred options For example, the checkbox Sent directly to me, Forward (to a specified user), etc. Click OK button to complete this task 37

Outlook 2013 Mail Options 4 C H A P T E R Alerting Others That You Are Not In the Office 38

4 Outlook 2013 Mail Options Turning On The Out Of Office Assistant Out Of Office Assistant dialog box Setting an automatic time to turn Out of Office message on and off You can also set a different message for email received from someone outside your organization Click Rules button to create a custom rule to manage incoming messages while the Out Of Office message is on 39

Outlook 2013 Mail Options 4 C H A P T E R Creating A Custom Rule For the Out Of Office Message Example of a custom rule for the Out Of Office message 40

4 Outlook 2013 Mail Options Creating Rules To Manage Email As email is received rules can be created to automatically manage that email. That could include moving that email to a specific folder, forward specific types of email, assign categories, and display a message that you have received that type of email. A rule that moves a selected message can be created automatically by selecting an option on the Rules command (Home Tab). In addition, the Rules Wizard (Home Tab: Manage Rules and Alerts command) is an easy-to-use graphic interface to create and manage email rules. Steps: Create A Quick Rule Click the Home Tab: Rules command Select one of the proposed options Create A Rule With the Rules Wizard Click the Home Tab: Rules command Click Create Rule button or Click Manage Rules & Alerts button Select one of the Templates listed or start with a blank rule and click the Next button (1) Select any conditions (if necessary) that you want the rule to check for, then click the Next button (2) Select actions that you want this rule to perform, then click the Next button (3) Select any exceptions for which you want the rule to exclude an email from being effected, then click the Next button (4) Type a name for this rule and if preferred select the option to run the rule on messages already in the Inbox Click Finish to compete the process (5) 41

Outlook 2013 Mail Options 4 C H A P T E R Create A Rule With the Rules Wizard Note: this is a quick way to create a custom rule. Options include using subject content, displaying a message on the screen that you have received that type of email, and moving those messages to a specifi folder 42

4 Outlook 2013 Mail Options Creating Rules To Manage Email Note: You must replace the blue links in the lower section of the following dialog boxes before you can proceed to the next dialog box options (i.e. People or Groups that the message will come from, what folder you want to place that message, or the message to display when you receive that email) 43

Outlook 2013 Mail Options 4 C H A P T E R Creating Rules To Manage Email With Rules Wizard You can select a rule template or start with a blank rule Select conditions you want for this rule 44

4 Outlook 2013 Mail Options Creating Rules To Manage Email With Rules Wizard Select what actions you want this rule to perform Note: If you are moving messages automatically as they arrive you will want to select the action Display a Message in the New Item Alert window. This way you will know that a new message has arrived and has been moved to a specific folder. 45

Outlook 2013 Mail Options 4 C H A P T E R Creating Rules To Manage Email With Rules Wizard Select any exceptions you want for this rule Type a name for this rule. Select Run this rule on messages already in my Inbox If preferred. Click Finish to complete this process. 46

4 Outlook 2013 Mail Options Blocking Junk Email Although organization firewalls tend to block most junk email sometimes they will get through. To help with that Outlook has some tools to block that email from recurring. First, junk email options can be set to a level that will block most of that type of emails (see below). Home Tab: Junk command 47

Outlook 2013 Mail Options 4 C H A P T E R Marking an Email as Junk Steps: Marking an Email as Junk Right-click the message Click Junk command Select the Block Sender command or - Select the message and click the Tools Tab: Junk command Select the Block Sender command Marking an Email as Not Junk Steps: Marking an Email as Not Junk Right-click the message Click Junk command Select the Not Junk command or - Select the message and click the Home Tab: Junk command Select the Not Junk command Note: When an email is marked as junk it is automatically moved to the Junk Email folder. When an email is marked as Not Junk it is automatically moved back to the Inbox. 48

5 Outlook 2013 Calendar Introduction Activating The Calendar Using the Navigation Pane, you can view your Outlook Calendar as well as other Outlook components. Clicking on the calendar navigation bar below will allow you to access your calendar. The Calendar feature in Outlook 2013 allows users to create and manage appointments and meetings. There are 3 main Calendar Views. They are Day, Week, and Month. Tasks will display for the appropriate days in Day and Week View. Pointing on the Calendar Navigation button will display the current month and upcoming appointments. You can edit an upcoming appointment or you can access a specifi date by double-clicking on it in the displayed month. You can access the Calendar by just clicking the Calendar button on the Navigation Bar (see arrow). 49

Outlook 2013 Calendar Introduction 5 C H A P T E R The Calendar Interface Calendar - View Tab Calendar - Daily View 50

5 Outlook 2013 Calendar Introduction The Calendar Interface Calendar - Work Week View 51

Outlook 2013 Calendar Introduction 5 C H A P T E R The Calendar Interface Calendar - Month View 52

5 Outlook 2013 Calendar Introduction Creating An Appointment The Calendar Appointment Entry Screen provides an easy interface to create appointments and set options for that appointment. That could include recurring appointments, changing time zones, categorizing, and setting up meetings. Steps: Activate the Calendar area Click Home Tab: New: Appointment Enter a Subject and Location (location is optional) Uncheck All Day Event option (if necessary) and set Start Date and Time and End Date and Time Enter any notes (if necessary) in the Text Area Click Save and Close button (Event Tab) to save appointment 53

Outlook 2013 Calendar Introduction 5 C H A P T E R The Calendar Appointment Entry Screen The Calendar Appointment Entry Screen provides an easy interface to create appointments and set options for that appointment. That could include recurring appointments, changing time zones, categorizing, and setting up meetings. 54

5 Outlook 2013 Calendar Introduction Showing Time Allotment and Reminders In the new calendar appointment screen you can set how your time is viewed by others. By using the Show As option list you can set your time to be viewed as Busy, Free, Out of Office, or Tentative. In addition, you can set a reminder for this appointment by setting the Reminder box. Setting your time appropriately will help others who want to invite you to meetings. They will be able to see whether you are available or not. 55

Outlook 2013 Calendar Introduction 5 C H A P T E R Manage Reminders For Appointments Just like an alarm clock emits an alert that it s time to get up in the morning, Outlook s Reminder Window can alert you to upcoming appointments. Each time you start Outlook the Reminders window will appear with upcoming or past due appointments. You can open that appointment item, set a snooze interval, or dismiss that appointment from the reminders box. Steps: Opening The Reminders Dialog Box Click the Reminders Window (View Tab) Select the preferred reminder Click Dismiss, Dismiss All, Open Item, or set Snooze reminder if required 56

5 Outlook 2013 Calendar Introduction Editing An Appointment Occasionally you may need to change the date and/or time of an appointment. In addition, you can update the location as needed. Steps: To edit an appointment perform one of the following tasks... Double-Click the preferred appointment Right-Click the preferred appointment and select Open Select appointment and press <Ctrl+O> Make changes as needed (i.e. dates and times, subject, location, show (time) as, reminder, etc.) Click Save and Close button (Appointment Tab) to save appointment 57

Outlook 2013 Calendar Introduction 5 C H A P T E R Deleting An Appointment You can delete appointments as necessary. Deleted appointments are removed from your calendar and placed in the Deleted Items folder and may remain there until that folder is emptied. You can also Undo a deleted appointment prior to the next task completed. Steps: To Delete an appointment perform one of the following tasks... Right-Click the preferred appointment and select Delete Select appointment and click Appointment Tab: Delete Open appointment and click Appointment Tab: Delete Select appointment and press <Del> key Deleted Items Folder Note: You can restore that appointment by activating the Deleted Items folder and dragging the item to the Calendar Navigation button. 58

5 Outlook 2013 Calendar Introduction Assigning A Category To An Appointment Outlook 2013 allows you to categorize your appointments by color and type. This can help visually identify types of appointments. For example, staff meetings can be assigned a category named Meetings that is blue in color and training dates can be assigned a category named Training in red. Steps: Open the appointment (if necessary) Click the Category command button Select a Category from the list or click All Categories (bottom) In the All Categories box, you can Select one or more categories (check boxes) Click Rename button to assign a custom name Assign a shortcut key to that category Click New button to create a new category with other colors Click OK button to assign that category Click Save and Close button (Appointment Tab) to save appointment 59

Outlook 2013 Calendar Introduction 5 C H A P T E R Assigning A Category To An Appointment All Categories Dialog Box New Category Dialog Box Opened Appointment With Category Categorized Appointment In Month View 60

5 Outlook 2013 Calendar Introduction Creating Recurring Appointments Anytime you have appointments that occur at a regular interval such as a weekly staff meeting, a quarterly review, or someone s birthday or anniversary you can create a recurring appointment. You can set how that time is shown in your calendar (i.e. busy, free) and a reminder can be set to run prior to each recurrence. Steps: Open the preferred appointment (if necessary) or start a new one Click the Recurrence button (Appointment Tab) In the Appointment Recurrence dialog box you can set the following Start Time End Time Recurrence Pattern (i.e. Daily, Weekly, Monthly, Yearly) Set the day of the week the recurring appointment is to happen Range of Recurrence (i.e. Start Date and End Date (if any) Click OK when finished Make additional changes to the appointment as needed (i.e. subject, location, show (time) as, reminder, etc.) Click Save and Close button (Appointment Tab) to save appointment 61

Outlook 2013 Calendar Introduction 5 C H A P T E R Creating Recurring Appointments Recurrence Command in Appointment Window Appointment Recurrence Dialog Box Recurring Appointment Icon 62

5 Outlook 2013 Calendar Introduction Editing Or Deleting Recurring Appointments When you edit or delete an appointment that is part of a recurring series Outlook will ask you if you want to edit or delete the entire recurring series or just that specific date. For example, perhaps a weekly staff meeting was cancelled for that week you would want to delete just that appointment while leaving the remainder of the recurring appointments intact. 63

Outlook 2013 Calendar Introduction 5 C H A P T E R Creating All Day Events When you want to set an appointment to cover a one or more days without setting a time slot you can check the All Day Event option. The appointment will appear at the top area of that Day in the Daily or Weekly View. 64

5 Outlook 2013 Calendar Introduction Setting Up A Meeting Meetings can be scheduled with others in the calendar entry screen. The Invite Attendees button or the Scheduling button can be used to set up meetings. The Scheduling button allows you to view the prospective attendees schedule in a timeline format so that you can make certain they are available. Once a meeting has been accepted by the invitees that appointment is automatically placed in their calendars. Steps: To Schedule A Meeting Start a new appointment in Calendar Enter the Subject, Location, and Start and End Dates and Times In the text area, type the information for the meeting if needed Click the Invite Attendees button and select the prospective attendees or resources (i.e. conference rooms) from the Address book or Contacts list Click the Scheduling Assistant button and check the timeline of the invitees (and meeting room) Adjust the meeting date and time if needed Click Appointment button and verify the details of the meeting Click Send button 65

Outlook 2013 Calendar Introduction 5 C H A P T E R Setting Up A Meeting 66

Addressing Attendees For A Meeting 67

Viewing Attendees Timelines For A Meeting Steps: To View Prospective Attendees Schedule Timeline Prior To Sending In the appointment window, click the Scheduling Assistant button Scroll through to view attendees timeline schedule Adjust meeting date and time if there are conflicting times 68

5 Outlook 2013 Calendar Introduction To Respond To A Meeting Request When you are invited to a meeting you will receive an email message with that information. When you open that message Outlook will display buttons to acknowledge that meeting request. You can Accept, Decline, Tentatively Accept, or even Propose New Time for that meeting. Outlook automatically places a tentative appointment in your calendar. If you accept the meeting request the appointment is made busy. If you decline the meeting the appointment is removed from your calendar automatically. However you respond to the meeting request, that email is automatically moved to the Deleted Items folder. In this way Outlook manages the entire meeting request process for you. Steps: Open the message Click the appropriate button to respond Outlook will ask the user if they want to type a reply Click Send when completed 69

Outlook 2013 Calendar Introduction 5 C H A P T E R To Respond To A Meeting Request 70

5 Outlook 2013 Calendar Introduction Tracking Meeting Responses As the originator of the meeting request, you receive email responses from each invitee. In addition, you can track how invitees have responded to your meeting request by using the Tracking button in the original meeting form window. The message window will change to a summary list of all attendees and their response. Invitees Responses In Meeting Originator s Inbox 71

Outlook 2013 Calendar Introduction 5 C H A P T E R Tracking Meeting Responses 72

5 Outlook 2013 Calendar Introduction Cancelling A Meeting Request If the meeting you requested needs to be cancelled Outlook will send messages to all attendees as soon as you delete that appointment. That appointment will then be removed from your calendar as well as the attendees when they receive and open the generated message Steps: Delete the message Outlook will open the message Click the Send Cancellation button Send Cancellation Message Window 73

Outlook 2013 Calendar Introduction 5 C H A P T E R Cancelling A Meeting Request Attendee s Remove Cancelled Meeting From Calendar Window 74

5 Outlook 2013 Calendar Introduction Printing the Calendar Print the Calendar in Monthly View Print the Calendar in Weekly View 75

Outlook 2013 Calendar Introduction 5 C H A P T E R Printing the Calendar Print the Calendar in Daily View Print the Calendar in Tri Fold View 76

6 Outlook 2013 People (Contacts) Outlook People (Contacts) The People feature in Outlook 2013 allows users to create and manage business and personal contacts. The primary view of contacts is called the People View. There are a variety of options (including Business Card and List view) in which the contacts can be viewed. 77

Outlook 2013 Contacts (People) 6 C H A P T E R Outlook Contacts (People) With Outlook 2013, Microsoft has re-titled the contacts area of Outlook as People. Using the Navigation Bar, you can view your Outlook People as well as other Outlook components. Clicking on the People navigation bar below will allow you to access your calendar. Outlook 2013 People View 78

6 Outlook 2013 Contacts (People) The People (Contacts) Interface Outlook 2013 People Business Card View 79

Outlook 2013 Contacts (People) 6 C H A P T E R The People (Contacts) Interface Outlook 2013 People View 80

6 Outlook 2013 Contacts Contact Form Window Clicking the New Contact command from the Contacts window will open the New Contact form window. This is an easily understandable form in which to create a new contact. This form has a variety of different contact fields (including a picture field) in which to fill. When complete, click the Save & Close button. 81

Outlook 2013 Contacts 6 C H A P T E R Creating A Contact From An Email One method that can be used to create a new contact is by using an incoming email message. Two methods that can be used are Drag the email to the People navigation button or Right-click the addressee of the email in the Reading Pane and select Add to Outlook Contacts command Right-Click Select Add to Outlook Contacts Or - Drag selected message to People Bar 82

6 Outlook 2013 Contacts Creating A Contact Group (Group Mailing Address) Outlook 2013 provides the ability to create mailing groups called Contact Groups for emailing the same frequent group of people. Contact Groups are created from the Global Address Book and are stored in the People area of Outlook. Steps: Create A Contact Group Activate the People area Click the Home Tab: New Contact Group command In the Contact Group window, type a name for the group Click Add Members button Add members from the Address Book, and click OK Click the Save & Close button to complete the list 83

Outlook 2013 Contacts 6 C H A P T E R Creating A Contact Group 84

7 Outlook 2013 Task Management Flagging A Message Outlook 2013 provides a method to keep track of emails that need follow-up. This process is called flagging messages. In Outlook 2013 flags are applied based on when they need follow-up. For example, today, tomorrow, or next week. The command that manages flagging is called Follow-up. In Outlook 2013 when a message is flagged a task is also created and will display in the To-Do Bar area as well as the Calendar in Day or Week view. When the message is followed-up and taken care of, the user should mark that task complete or clear the flag. Steps: Select message Click Home tab: Follow Up command -OR- Right-Click an email message and select Follow Up command Flagged Messages In Task Area Of To-Do Bar 85

Outlook 2013 Task Management 7 C H A P T E R Flagging A Message 86

7 Outlook 2013 Task Management Organizing Your Tasks In Week View of the Calendar Since these are the same tasks you see in the To-Do Bar, when you move them to a different day on your calendar, their dates are updated in the To-Do Bar as well. Note that tasks assigned to "No Date" don't show up in the Daily Task List, since, well, there's no date for them to appear on. This makes "No Date" a good place to stash tasks that you'd like to get to some day, but that really don't have a deadline. (Tip: you can hide them in the To-Do Bar as well by double-clicking on the "No Date" header. Then you can use "Today", "Tomorrow", etc., just for things that really do have deadlines.) Tasks accumulated in first day of upcoming week Tasks after dragging them to due dates of upcoming week 87

Outlook 2013 Task Management 7 C H A P T E R Marking Tasks Completed In Your Calendar An advantage to using the Calendar to display your tasks is that when you complete a task from the To-Do Bar it is removed, however, when you complete at task in the calendar area, it does not disappear. Instead, it stays put, with a highly satisfying strikethrough: Furthermore, the completed task then stays put on that day, allowing you to build up even more satisfying records of your accomplishments over the week: Steps: To Mark A Task Complete Right-Click task Click Mark Complete command Completed Tasks in Calendar in Week View 88

8 Outlook Web App (OWA) Logging In To OWA Outlook Web App (OWA) is a Microsoft online email system similar to Outlook. What differentiates OWA from Outlook is that is not dependent on your being at your own computer and can be accessed at any time with just an internet connection. It is protected in that you can not access OWA without a proper user id (email) and password. When you access the Office 365 Log In screen (this can be done through your internet browser) you will need to enter your email address and password. 89

Outlook Web App (OWA) 8 C H A P T E R OWA Mail Screen The OWA Inbox is similar to the Outlook Inbox. All of your email and folders that are stored on the Mail Server will be available in OWA. You can create additional folders and manage your email just like in Outlook. At the top right of the Inbox window are buttons to navigate to other OWA areas such as your Calendar and People (aka Contacts) 90

8 Outlook Web App (OWA) OWA Inbox The OWA Inbox is similar to the Outlook Inbox. All of your email and folders that are stored on the Mail Server will be available in OWA. You can create additional folders and manage your email just like in Outlook. Email Folder Navigation Email Received Reading Pane 91

Outlook Web App (OWA) 8 C H A P T E R Starting A New Email At the top of the Inbox window are commands to create a new email, search for email, filter email (e.g. by unread, to me, flagged ). In addition, the Conversations by Date button allows you to sort your email. Compose New Email Search Box Conversations By Date Current Folder Being Viewed Filtering Options 92

8 Outlook Web App (OWA) New Email Window in OWA In the OWA new email window you will have access to the full global address list as well as your contacts to use to address a message. You can format the text in your email with the formatting toolbar. As well, you can attach files and set receipt options just as in Outlook. Open In Separate Window button Notes: 1) New email window appears to the right of the inbox (it can be opened in a separate window using the button in the top right corner of the new email window) 2) Your signature will have to be recreated as Outlook does not bring it over from your installed o ce version. 93

Outlook Web App (OWA) 8 C H A P T E R OWA Addressing and Sending Email Just as in the Outlook client, you can get help addressing email by accessing the OWA Address book. You can do access the Address Book by clicking the To or CC links on the left side of the email window. Send - Discard (Cancel) - Insert (Attachments) - Options ( ) - Separate Window buttons OWA email Formatting Toolbar 94

8 Outlook Web App (OWA) OWA Calendar In Work Week View 95

Outlook Web App (OWA) 8 C H A P T E R OWA Calendar In Day View 96

8 Outlook Web App (OWA) OWA Calendar In Month View 97

Outlook Web App (OWA) 8 C H A P T E R New Calendar Appointment Window in OWA In the OWA new calendar appointment you can create single event and recurring appointments. You can also set up Meeting Requests as in Outlook. In addition, you can set reminders and categorize your appointments. Recurring Appointment command button Meeting Request Attendees 98

8 Outlook Web App (OWA) OWA People (Contacts) Window OWA Contacts can be created manually or as in Outlook they can be created directly from an incoming email. Right-clicking on the sender s name in an opened email or in the Reading Pane will display a short-cut menu with an option to Add to Contacts 99

Outlook Web App (OWA) 8 C H A P T E R OWA New Contact Window Click Plus Sigh (+) to open area to enter contact information 100

8 Outlook Web App (OWA) OWA Tasks Window OWA Tasks can be used to follow up on emails or calendar appointments. Right-clicking the flag icon next to an email will display a short-cut menu to flag a message for follow up and create a task in the Tasks Area. Enter Tasks area by clicking the Tasks buttons at the bottom left of the Email screen 101

Outlook Web App (OWA) 8 C H A P T E R OWA Tasks Window 102

8 Outlook Web App (OWA) OWA New Tasks Window 103

Outlook Web App (OWA) 8 C H A P T E R OWA Completed Tasks Window 104

8 Outlook Web App (OWA) Accessing the OWA Options Window The OWA options settings are accessible by clicking the Options button on the topright of the OWA screen. Email options include displaying new mail notifications, creating a signature to use in your OWA email, message formatting, and email receipt options. There are also options for Calendar, Mobile Phones, and Junk Email. 105

Outlook Web App (OWA) 8 C H A P T E R Email Options in OWA Email options include displaying new mail notifications, creating a signature to use in your OWA email, message formatting, and email receipt options. You must click the Save button before returning to your email. Options Save Button 106

8 Outlook Web App (OWA) Creating a Signature in OWA Options Area Using the Settings/Mail Options area of OWA you can create a signature or closing that can automatically be assigned to new outgoing emails. You must click the Save button before returning to your email. Options Save Button 107

Outlook Web App (OWA) 8 C H A P T E R Setting Up An Out-Of-Office Message in OWA Options Area To let people know that you are not available to respond to their emails you can create an Out of Office message using the Organize E-Mail/Automatic Replies area of the Options window. You can create one for people in your own organization as well as those outside your organization (another option) and have this message turn on and off automatically. You must click the Save button before returning to your email. Options Save Button 108

8 Outlook Web App (OWA) OWA Email Options Window Using the Organize E-Mail/Inbox rules area of the Options window you can establish rules to automatically process email as it arrives. For example, you can have all the email from a specific person or group, or with a specific subject moved to a folder you designate automatically. 109

Outlook Web App (OWA) 8 C H A P T E R OWA Calendar Options Window OWA Calendar options include setting the first day of your work week, setting calendar time intervals, and reminder options. You must click the Save button before returning to your calendar. You must click the Save button before returning to your email. Options Save Button 110

8 Outlook Web App (OWA) Signing Out of OWA To ensure the security of your system you should use the Log Off button on the top right of the OWA email window. 111

Outlook Web App (OWA) 8 C H A P T E R Signing Out of OWA For security purposes you should also close the Browser window that Office 365 shows in after signing out. Note: After closing the Browser window, don t forget to also sign out of your Microsoft Online Services application when done. 112