Microsoft Outlook ADVANCED FEATURES AND FUNCTIONS 2015 National Seminars Training a division of the Graceland College Center for Professional Development and Lifelong Learning, Inc. All rights reserved, including the right to reproduce this material or any part thereof in any manner.
MICROSOFT OUTLOOK : ADVANCED FEATURES AND FUNCTIONS Automated Email Management With Rules Advanced Outlook users take advantage of the more powerful features of the application. One such feature is the rules engine. You can master automated email management with powerful rules based on templates. You can also create rules from email messages. Create a rule from a template: 1. Select the Home tab on the ribbon bar. 2. Click the Rules button in the Move group. 3. Select Create Rule. 4. In the Create Rule dialog box, choose the basic options available to create the rule from the available templates. Create a rule from an email message: 1. Right-click on the email message and select Create Rule. 2. The Create Rule dialog box appears with some default information selected from the email message. 2
PARTICIPANT NOTEBOOK Creating Custom Rules In addition to template-based rules, you can create rules from scratch. This gives you complete and total flexibility. You create custom rules for even more power than templatebased rules. Create a custom rule: 1. On the Home tab, choose Rules > Manage Rules and Alerts in the Move group. 2. In the Rules and Alerts dialog box, choose New Rule. 3. In the Rules Wizard, choose Apply rule on messages I receive or Apply rule on messages I send to create a rule from scratch. 4. Select the appropriate options in the wizard. 3
MICROSOFT OUTLOOK : ADVANCED FEATURES AND FUNCTIONS Accessing Multiple Email Accounts In some scenarios, you must use Outlook with more than one email account or with more than one user. To use Outlook with multiple email accounts and multiple users, you must configure accounts and user profiles. Add email accounts: 1. Open Outlook 2013. 2. Click the File tab to access Microsoft Office Backstage. 3. On the Info page, click the Add Account button. 4. Provide the required information in the Add New Account dialog box. Add an email profile: 1. Close Outlook 2013, if it is open. 2. Access the Windows Control Panel. 3. From the list of available Control Panel items, choose Mail (32-bit). 4. Click the Show Profiles button in the Mail Setup dialog box. 5. Click Add to add a new profile and then provide the needed information. 4
PARTICIPANT NOTEBOOK Creating Custom Views Many times your email inbox will fill with hundreds, even thousands, of messages. You can create a custom view so that the important emails surface to the top. Create a custom view: 1. Select the View tab on the ribbon bar. 2. Select the Change View button and then choose Manage Views. 3. In the Manage All Views dialog box, either click New to create a new view or Copy to start from an existing view. 4. Provide a name for the view and click OK. 5. Choose the Columns, Group By, Sort, Filter, and other settings you desire for the new view and then click OK. 5
MICROSOFT OUTLOOK : ADVANCED FEATURES AND FUNCTIONS Using Advanced Calendaring Features Entering dates in the calendar is one thing; letting the calendar do the work of monitoring your responsibilities is another. Learn to use the advanced calendaring features to stay on schedule and on track. Use the Scheduling view: 1. Select the Calendar. 2. On the Home tab in the Arrange group, choose the Schedule View. 6
PARTICIPANT NOTEBOOK The Schedule View is also available within the context of an individual event or appointment. The following options can be configured for an event or appointment: Show As options Reminder options Recurrence options Reminder sounds Use the Expand menu to access them. Time Zone options Categories Insert an object into a Calendar item: 1. Open the target calendar item. 2. Choose the Insert tab on the ribbon bar. 3. Select the type of item to insert and insert it. 7
MICROSOFT OUTLOOK : ADVANCED FEATURES AND FUNCTIONS Creating Custom Calendars In addition to advanced features for calendar items, you can create custom calendars for project and task management. Create a custom calendar: 1. Choose the View tab on the ribbon bar. 2. Select the Change View button in the Current View group and select Manage Views. 3. In the Manage All Views dialog box, create a custom calendar view just as you created a custom email folder view. 4. Choose the appropriate Columns, Filter, Conditional Formatting, and Other Settings as needed and click OK. 8
PARTICIPANT NOTEBOOK Relationships Between Tasks and Calendar Events When you understand the interrelationships between tasks and calendar events, you can work better with plans and calendars. Create a task: 1. Select the Tasks view in Outlook. 2. Click the New Task button on the Home tab of the ribbon bar. 3. In the Task information dialog box, enter the subject, dates, status, priority, and other details as required. Tasks do not appear as calendar items by default. You can add a task to a calendar. Add a task to the calendar: 1. Select the Tasks view in Outlook. 2. Click and drag the desired task to the Calendar view button. 3. In the Appointment dialog box, enter the desired information and click Save & Close. 4. Provide any attachments needed on the Insert tab. 5. Click Save & Close to save the task. 9
MICROSOFT OUTLOOK : ADVANCED FEATURES AND FUNCTIONS Filtering Features You can also limit the display when you use the hidden filtering features to see what you need when you need it. Filter the view: 1. Select the View tab on the ribbon bar. 2. Click the View Settings button. 3. Choose the Filter button. 4. Select the desired filter. Remove a filter: 1. Click View Settings on the View tab. 2. Choose the Filter button. 3. Select the Clear All button to remove all filters. 10
PARTICIPANT NOTEBOOK Integrating Outlook With Other Office Apps With the right add-ons, you can integrate Outlook calendaring data into PowerPoint and Word documents. WinCalendar is an add-on for Word that allows you to import calendars from Outlook into Word documents. Additional Outlook add-ins of note include the following: Evernote Recover My Email (www.recovermyemail.com) E-mail Follow-Up (www.mapilab.com/outlook/email_followup) E-mail Scheduler (www.mapilab.com/outlook/toolbox/email_scheduler.html) The following add-ins are available out of the box for integration with other systems: Microsoft Exchange Outlook Social Connector Microsoft SharePoint Server Colleague Import Microsoft SharePoint Workspace Proxy for Outlook OneNote Notes about Outlook Items Microsoft Access Outlook Add-in for Data Collection and Publishing Microsoft VBA for Outlook 11
MICROSOFT OUTLOOK : ADVANCED FEATURES AND FUNCTIONS Exporting Contact Information to Excel When you want to analyze Outlook data in Excel, you can export contact information to Excel and other applications. Export information with Copy and Paste: 1. In Outlook, select a tabular view: a. Select the People page. b. Select the View tab on the ribbon bar. c. Click Change View and select List. 2. Click anywhere in the list of contacts. 3. Press Ctrl+A to select all contacts. 12
PARTICIPANT NOTEBOOK 4. Press Ctrl+C to copy the list. 5. Open Excel. 6. Open the target worksheet. 7. Click in cell A1 and press Ctrl+V to paste the data into Excel. 8. Delete any columns you do not require in the Excel worksheet. 13
MICROSOFT OUTLOOK : ADVANCED FEATURES AND FUNCTIONS Backing Up Outlook If you are not using Exchange Server, you should back up your Outlook configuration and data for safekeeping. The default location of the PST file is as follows: C:\Users\user_name\My Documents\Outlook Files You may specify a different location. In such cases, back up the PST file from that alternate location. Back up the PST file: 1. Close Outlook, if it is open. 2. Navigate to the folder where the PST file is stored. 3. Insert the backup media: a. CD-RW b. DVD-RW c. USB flash drive d. External hard drive 4. Drag the PST to the backup media. 14