Outlook Skills Training

Presented by

Chris Monasmith

Getting to know Microsoft Outlook

New

Reply, Reply to all, Forward

Send/Receive Address Book

Contact look up

The New button has all “new” options. From this menu you can create a new email message, calendar appointment, meeting request, contact, distribution list..etc

Your navigation pane shows everything that is in your outlook. All of the default folders, i.e. Inbox, Sent Items, Deleted Items. This will also show all of the folders you have created for you own customization.

Creating folders

By right clicking on a folder it will give you the options listed. You can create as many folders as you need.

Email attachments

When in a new email click on the paper clip to attach a document. This will open up a dialog box. Search through your computer to find the document. Once the document has been located either double click on it or click once and press insert.

Attachment Paper clip

Flagging emails

Emails are flagged for many reasons. All flagged emails will stay in the inbox and will also show up in the “for follow up” folder.

Flag buttonYou can add the default flag color by clicking on the flag. Your default color can be changed to any color. The standard default color is red.

You can also add a flag by right clicking on an email and pointing your mouse over follow up. This will give you all of the flag options as well as other options.

Sorting

Sorting can be done from any of the above buttons. If there is a down arrow next to the word, email will be sorted by descending. If the arrow is pointing up then the email is sorted by ascending. Email can be sorted by the sender, the subject, received time/date, attachments, importance, and flags.

Searching

Begin searching by pressing the find button.

This will drop down a box to search for emails. You can search in inbox, sent items, trash, or all mail folders.

Rules

Rules can be as simple as you make them or as in depth as you make them. Rules can be used for anything such as deleting an email as soon as it comes in, to filing your email as it hits your inbox.

Select Tools, then Rules and alerts

Press new rule to set up a new rule. From this screen you can also edit, and delete rules. It will also allow you to force a quick run of all rules set up.

Rules can be set up using a pre-existing template or from your own custom rule.

This is where you would add the person or people that apply to this rule.

Click here to tell what folder you want the email to be transferred to once it hits your inbox.

Type your away message in this box.

Add specific rules while you are on vacation or out of the office.

Out of office assistant

Creating a distribution list

A distribution list is created to save you the time of entering in a bunch of email addresses when you email a big group. This can be set up by pressing the drop down arrow next to new and choosing Distribution List.

Drop down arrow

Name your distribution list hereAdd members

This is for people who are already in our IU address list.

Add new will allow you to add people who are outside of our contact list. IE people who are located at a school district.

Calendar Views Daily view

Weekly view

Monthly view

Appointment

Press new to create a new appointment

Type any notes about the meeting here.

Subject and location of meeting

Time of meeting

To invite people to the meeting press the invite attendees button.

This will populate a “To” field so you can add people. If you click on “to” it will bring up your address book so you can choose your recipients. Once all of your information is set up you can then send the appointment and it will be delivered to all of your intended recipients.

Calendar Recurrences

Start by clicking on recurrence

This will give you the options of your recurring appointments. You can make recurring appointments daily, weekly, monthly, and yearly.

Using the color system

Using colors to label your calendar appointments/meetings can help with being organized. By clicking the drop down box next to label this will show you the default color scheme.

The result

Sharing your calendar

Sharing your calendar will allow co-workers to see where you are if they need to get in touch with you. To begin sharing your calendar please click on share my calendar.

This will let you set the permissions you will allow others to see your calendar.

To add users simply press add and choose from the address list.

Opening a shared calendar

Start by clicking on opening a shared calendar.

Either type the persons full name or press name to go to the address list.

Once you have successfully opened a shared calendar you will see the persons name in the “other calendar” field. To view that persons calendar, simply place a check mark in the box.