Outlook 2013 - PBworks … · Web viewOutlook 2013 runs spelling checker on the text in a message’s Subject field. Outlook scans an e-mail to see if the message contains the word

BALTIMORE COUNTY PUBLIC SCHOOLS

Outlook 2013

New Features Workshop

Max Khan, Technology Trainer

6/1/2014

Office of Organizational Development MS Office Outlook 2013 EDITED New FeaturesProfessional Development and Training/mk PDT\Office 2013\New Features of Outlook 20135-30-14 Page 1

Department of Digital LearningOffice of Organizational Development

Table of Contents

Overview of Outlook 2013..........................................................................................................3

Backstage View............................................................................................................................4

Using the Ribbon.........................................................................................................................5

Message Composition Window...................................................................................................5

Message Reading Window...........................................................................................................6

Folder Pane..................................................................................................................................6

Changing the Number of Buttons on the Folder Pane.................................................................7

Reading Pane................................................................................................................................8

Accessing Public Folders.............................................................................................................9

Creating Contact Groups (formerly known as Distribution Lists)...............................................9

Creating Signatures for the Messages........................................................................................10

Calendar.....................................................................................................................................11

Using the Time Bar....................................................................................................................11

Using the Date Navigator...........................................................................................................11

Using Overlay Mode to View Multiple Calendars in One.........................................................12

Managing Multiple Calendars....................................................................................................12


Overview of Outlook 2013

Microsoft Outlook is the e-mail program used by BCPS. It can also be used to store and organize contacts and appointments. Microsoft has given a new look to this application: it is designed to focus on what is important with a clear view of e-mail, calendar, and contacts. New features of Outlook 2013 include:

The Navigation Pane of the previous version of Outlook has been renamed the Folder Pane.

A reply message can be composed right in the Reading Pane by clicking on the Reply option, rather than by opening a message and replying in a new window. After clicking on the Reply option in the reading pane, the user can also pop out the message into its own window for editing by clicking the Pop Out button at the top of the Reading Pane.

The option of displaying only new (unread) messages is available by clicking the Unread button at the top of the message list.

Outlook 2013 runs spelling checker on the text in a message’s Subject field.

Outlook scans an e-mail to see if the message contains the word attached and warns the user when no file is attached to the message.

People is the new name for the Contacts folder and includes contacts in the user’s Outlook profile and can include contacts from social networks. The Contact Card now aggregates information about the same person from multiple contacts into a single view. In addition to standard contact information, users can view a contact’s social network information if they are friends with that contact.

Distribution lists have been renamed Contact Groups.

The weather bar is a new addition to the default Calendar folder view. The weather bar shows the current day’s and next two day’s weather for a selected location. When Outlook 2013 starts for the first time after installation, the weather location is the default city for the market version of Outlook that is installed. Users can add multiple locations and choose among them using the drop-down box.

A new Quick Peek Preview feature allows the previewing of information by hovering over Calendar, People, or Tasks.


Backstage View

Clicking on the FILE menu displays a screen of information and options that Microsoft refers to as Backstage view (shown below). Commands related to managing Outlook and Outlook accounts are located in Backstage view.

Commands available in the Backstage view are organized on pages, which are displayed by clicking the page tabs in the colored left pane. The Backstage view of Outlook 2013 includes the following pages:

Info Manages account settings, automatic replies, mailbox size, rules, and alerts.

Open & Export

Opens an external calendar file, Outlook data file, or other Outlook user’s folder in Outlook; imports and exports files, settings, and RSS feeds.

Save As Saves the active or selected item as a file to a local, network, or Internet location.

Save Attachments

Saves attachments to a local, network, or Internet location. This option is available only when the active or selected item has attachments.

Print Selects a printer, sets print options, previews the effect of the applied options, and prints module content or selected items.

Office Account

Accesses information about Outlook or Office installation and manages product activation, product keys, user settings, and connected services.


Backstage view also includes a link to the Outlook Options window, from which the program settings can be managed. Links to close the active item or exit the program are available.

To redisplay the program or item and the ribbon, click the back arrow located above the page tabs or the Exit command at the bottom of the left pane.

Using the Ribbon

The Outlook ribbon command structure differs from that of other Office programs. Outlook has one ribbon for the program window and a separate ribbon for each item window. As a result, each Outlook ribbon is simpler and contains fewer tabs than the ribbons in other programs. The program windows ribbon is shown below:

The program window and each of the Outlook item windows have individually configurable ribbons that display content specific to the program or to the item type being worked with. All the ribbons share common structural features.

At least four tabs—HOME, SEND / RECEIVE, FOLDER, AND VIEW—are visible in the ribbon regardless of which folder is open, and the search tab appears when search box (located above e-mails) is clicked (shown above).

Message Composition Window

The message composition window is used when composing an original or new message. Click on the New Email tab in the New group to open the message composition window. This window is separate from the Outlook program window. The message composition window is shown below:


Message Reading Window

The message reading window is used when a sent or received message is opened in its own window rather than displaying it in the reading pane. The message reading window (shown below) has fewer options than the message composition window.

When an e-mail message is opened in its own window (rather than the Reading Pane), the Backstage view includes the Move to Folder, Message Delivery Report, Message Resend and Recall and Properties commands. Message Delivery Report and Message Resend and Recall commands are available only when a sent message is opened.

Folder Pane

The folder pane provides quick access to all the Outlook folders. Buttons on this pane serve as shortcuts to the Outlook folders. Changes can be made to the folder pane, including adding and removing groups, adding and removing shortcuts, and changing the appearance of its icons. In Outlook 2013, the folder pane can be minimized to gain more window space but easily restored when desired. To minimize the folder pane, click the left-facing arrow near the upper right corner of the folder pane. When the folder pane is minimized, click on the Expand the Folder Pane right-facing arrow in the upper right corner of the folder pane.


Changing the Number of Buttons on the Folder Pane

Outlook 2013 allows up to eight options (including the ellipsis dots) in the bottom portion of the Folder Pane. The number of options displayed depends on the width of the Outlook 2013 window and how many options are chosen to show.

Outlook 2013 offers two ways to view the folder pane, the Normal Navigation view and the Compact Navigation view (shown below).

Normal Navigation View

Compact Navigation View


To show the desired number of buttons in the bottom portion of the folder pane, follow the directions below:

1. Click the ellipsis dots at the bottom of the folder pane, and then click the Navigation option. This will display the Navigation Options dialog box shown below.

2. Adjust the maximum number of visible items as desired.3. Select Compact Navigation if desired.4. Change the Display in this order list if needed.

Reading Pane

The reading pane allows the user to preview items without opening. For example, simply clicking the message header will show the preview of an e-mail message in the reading pane. To turn the reading pane on or off, click the VIEW tab, click Reading Pane, and then choose, right, bottom, or off.


The reading pane in Outlook 2013 offers some additional features, which include the following:

Replies to the messages can be composed in the reading pane without opening the message in a separate window.

Double-clicking an address in a message in the reading pane will show the details of the address.

The reading pane header displays the message’s attachments. Double-click an attachment to open it or right-click the attachment for other tasks.

The reading pane displays accept and decline buttons to accept or decline a meeting request without opening a request.

When meeting invitation is selected, the reading pane shows a snippet of the calendar with the proposed meeting and the adjacent items.

Accessing Public Folders

BCPS has created a number of folders for posting information on a variety of topics, including job announcements, individual school information, bereavement notices, etc. To view these folders, shortcuts need to be created. To create shortcuts to these folders, follow the directions below:

1. Click the ellipsis dots at the bottom of the folder pane (unless Shortcuts is already a visible option), and then click Shortcuts (as shown on the right). This will open a Shortcut pane.


2. Right-click Shortcuts in the folder pane, and choose New Shortcut to open the Add to Folder Pane dialog box shown below.

3. Double-click on Public Folders.

4. Double-click on All Public Folders.

5. Double-click on the desired folder to add a shortcut to the Shortcut folder.

Creating Contact Groups (formerly known as Distribution Lists)

Contact Groups are like personal versions of distribution lists. A distribution list is available to everyone on the Exchange Server network; a Contact Group is available only from the local address book. However, a Contact Group can be distributed to other people for their own use.

A Contact Group is a quick way to send an e-mail to a specific group of people, such as members of a project team, club, or family. A Contact Group can be created that contains all the e-mail addresses of the people with whom the sender communicates frequently. This Contact Group then can be used to send a message to all the group members. To create a Contact Group, follow the directions below:

1. Click on the People icon or button in the navigation bar.

2. On the Home tab, in the New group, click the New Contact Group button to open the CONTACT GROUP window.


3. In the Name box, specify a name for the group. Then on the Contact Group tab, in the Members group, click the Add Members button to display the locations from which to add contacts to the contact group. Select the members as desired.

4. Click OK and Save and then Close the Contact Group dialog box.

Creating Signatures for the Messages

Many people like to add a signature to the end of every message they send. A signature usually contains a small portion of text that identifies the sender to everyone who reads the message. To create a new signature, follow the directions below:

1. Select the FILE tab in the ribbon and click the Options button. The Outlook Options dialog box appears.

2. Click the Mail button in the navigation window on the left. The Mail settings dialog box appears.

3. In the Compose messages section, click the Signatures button.

4. Click the New button. The New Signature dialog box will appear.

5. Type a name for the new signature. The name appears in the New Signature box.

6. Click OK. The New Signature dialog box closes.

7. Type the desired text in the Edit Signature box, and add any formatting. To change the font, size, color, or other text characteristics, use the buttons just above the text box.


8. Click OK.

A highly formatted text signature can be created in Microsoft Word and then pasted into the Edit Signature box.

Calendar

The Outlook 2013 calendar folder provides a central location for storing vast amounts of information about schedules. Clicking on the Calendar icon or button in the navigation bar will display the calendar folder.

The calendar can contain three types of items:

An appointment, which is the default calendar item, involves only schedule and time and does not require other attendees or resources.

An event is an appointment that lasts longer than 24 hours. An event is not marked on the calendar in a time slot, but rather in a banner at the top of the day on which it occurs.

A meeting request, when other people are invited, requires coordinating their schedules.

Using the Time Bar

When the calendar is displayed in seven or fewer days, the time bar appears, displaying 30-minute time increments by default. To change the time increment, right-click the time bar, and select the desired time interval.

Using the Date Navigator

The Date Navigator is shown as a small calendar at the top of the navigation bar. Clicking a day in the date navigator displays that day according to how the calendar view is set. Another use of the Date Navigator is to denote days that contain schedule items. Those days appear in bold type; days with no schedule items appear as regular text.

To set the number of days displayed in the calendar, use the appropriate button in the Arrange group of the Home tab or the Arrangement group of the VIEW tab. To select the number of days to view, click the Day, Work Week, Week, or Month button.


Using Overlay Mode to View Multiple Calendars in One

There are times when it is desired to view and compare multiple schedules to identify related items, such as workflow dependencies within a project, as well as to find and alleviate scheduling conflicts—for example, to view a personal calendar in contrast to the departmental calendar to compare scheduling and task overlaps, or perhaps to view calendars for multiple team members to identify a free slot for a meeting.

Outlook 2013 allows viewing of multiple calendars in overlay mode (shown above). To view multiple calendars in overlay mode, click the left arrow icon at the left edge of the calendar’s name tab to overlay the calendar with the leftmost calendar. Click the right arrow icon to move the selected calendar out of overlay mode.

Managing Multiple Calendars

The Calendar button or link on the navigation bar connects to the default e-mail account’s calendar. The following types of calendars can also be displayed in the Calendar module:

Calendars of the e-mail accounts

These are available automatically when the Outlook account is configured.

Custom calendars These calendars are created in the same way a folder that contains mail, contact records, or other items is created.

Calendars of people within the organization

Within an organization that uses Exchange Server, this calendar displays the availability of coworkers, individually or in a group, without special permission.

Shared calendars Other Outlook users can share their calendars.SharePoint site calendars SharePoint calendars can be connected to Outlook.


Internet calendars Internet calendars can be imported or subscribed in Outlook 2013.

These types of calendars are available from the Folder Pane in the Calendar module. To view a calendar, select or clear the check box next to it.


Documents

Outlook 2013 - PBworks … · Web viewOutlook 2013 runs spelling checker on the text in a message’s Subject field. Outlook scans an e-mail to see if the message contains the word