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DISCLAIMER: The training material provided in this presentation is based off of Outlook 2016. Your actual experience may vary.
If you need technical support, please submit a ticket request by emailing [email protected]
Copyright Championship Networks 2016
www.ihaveanitdept.com
Using Outlook Beyond EmailMay 3, 2016Hosted by: Jonathan Long
Copyright Championship Networks 2016
www.ihaveanitdept.com
Overview of Topics
Utilizing Your Calendar Contact Groups Task Lists Rules & Filtering Using the Search Features
Copyright Championship Networks 2016www.ihaveanitdept.com
Using Your Outlook Calendar
Wait, I have a Calendar?
Yes! All users of MS Exchange or Office 365 have a calendar attached to their account. What is it used for?
Personal Event Scheduling Scheduling & sending out meeting invitations
Overall, the calendar is a productivity and time manager that helps you keep up with your appointments.
DID YOU KNOW – Your iPhone and Android phone can also show your calendar? Simply add the email account to your phone and your events will sync!
Accessing the Calendar
Access to the Calendar can be found in the bottom left-hand corner of the Outlook window. Simply click or tap on the icon once to switch to the Calendar View.
If you’re having trouble finding the icon, see the image to the right.
Clicking here opens the calendar
To the right, you can see the calendar view of your upcoming events, the weather, and other important information.
There are two types of events: Appointment: A personal
event, just for you. Meeting: An event in which
you wish to invite members of your organization to.
Click one of these buttons in the top left corner to get started!
The Calendar View
Clicking either of these two buttons creates an event. See description on the left to help decide the right type of event.
Enter a subject for the meeting (I.e. Doctor’s Appointment)
Enter a location for the event (optional)
Select the date and time ranges for the event.
Once finished, hit save and close.
Creating the Appointment
We can now see the event added onto our calendar for the set time we specified.
Viewing the Event
Meetings are useful to create if you wish to invite other individuals in your organization and the event show on their calendar as well.
You can create a meeting by clicking ‘New Meeting’ beside the New Appointment button on the Calendar Tab.
To help with time planning, use the ‘Scheduling Assistant’
Scheduling A Meeting
To help with timing, you can use the Scheduling Assistant. Note that this is not required if you and your attendees have already decided on a time.
This screen shows the Scheduling Assistant
This allows you to add the users that you wish to attend on the left hand side by typing their name and hitting enter.
The graph shows blocks were those users already have events. Choose times in which there
are no blocks for any user, thus allowing everyone to attend your meeting!
Using the Scheduling Assistant
This highlighted area shows your attendees, and their calendars to assist with scheduling.
Click, or drag, on a time area that is available to schedule the meeting.
To save your meeting and invite the users you selected, click the Send button (shown by the arrow)
Selecting a Time & Sending the Invitation
Click the send button to save your meeting time and send the invitation to the users you selected.
Copyright Championship Networks 2016www.ihaveanitdept.com
Contact Groups
What are contact groups?
Groups of contacts within an organization.
These objects can be created to make sending an email to a common group of users easier.
Works very similar to a email distribution list.
Accessing Your Contacts
Access to your Contacts can be found in the bottom left-hand corner of the Outlook window. Simply click or tap on the icon once to switch to the Contact View.
If you’re having trouble finding the icon, see the image to the right.
Clicking here opens your contacts
This screen shows the contacts and different groups you already have created.
You can add contacts on this screen, but in this tutorial we are focused on creating contact groups.
Click the New Contact Group button in the top left corner.
The Contacts View
Click the New Contact Group button to begin making a group.
Give your contact group a name (Ex. Finance Dept, Management)
Click the Add Members > From Address Book to search and add members to the group by their name
Double click on their name to add them
Save and Close when done.
Creating the Contact Group
Step 1
Step 2
Step 3
Step 4
You can send email to the contact group just like normal email
Simply type the name of the group, a subject, and the message you wish to send them.
And that’s it! You’ve made mass email such much simpler!
Sending Email to the Contact Group
This shows the contact group as the recipient. You can click the plus button to expand the list.
Copyright Championship Networks 2016www.ihaveanitdept.com
Creating and Using Tasks
What are tasks?
Tasks in MS Outlook work just like any other task list.
You can flag emails as being tags, and schedule yourself to look back at them later.
Can also assign individuals to tasks
Click on the ellipsis button, then click on Tasks
Accessing the Task View
By default in Office 2016, you can directly begin typing a new task, due date, and reminder time.
Try it out!
Adding Tasks
