Microsoft® Outlook BASICS Reference Card – Outlook 2013 Outlook 2013 Screen Help, Ribbon Display Options, Quick Access Toolbar Tabs Icons to view reply status, flag Title Bar Reading Pane message, or delete a message Minimize, Restore, Close
Opens Backstage View Ribbon
Search and Sort Options To-Do Bar Calendar
Folder Pane People
Blue vertical Tasks bar to mark message as read or unread Inbox for selected Folder People Pane
Navigation Bar
I Zoom Slider Status Bar More Options Views An item is a basic element that holds information in Outlook. Each message, appointment, contact, contact group, task, or note is an item. An Outlook folder is designed to hold different types of items: Mail, Calendar, People, Tasks, Journal, Notes. For easy access to Outlook at any time, drag the Outlook icon onto the Windows Taskbar. Or, right-click icon and select Pin to Taskbar. Left-click taskbar icon to open Outlook or right-click taskbar icon for shortcuts such as New E-mail Message, New Appointment, New Meeting, etc. At least four tabs appear in the Ribbon regardless of which folder is open: Refer to Ribbon Tab section for additional information about each tab. Folder Pane Formerly called the Navigation Pane and gives To turn off Favorites, click the Click right-facing arrow to expand you quick access to all your Outlook 2013 View tab and in the Layout group, click Folder Pane. Or, in the status bar, folders. Navigation Pane and then Favorites. click Normal or Reading icons. Favorites contains shortcuts to folders you Change the width of the Folder Pane by have created and other Outlook folders such as dragging its border. Drafts, Sent Items, etc. Right-click a folder or object and use the shortcut . Only mail folders can be added and are only menu to perform various tasks such as Open in To turn off the Folder available in the Mail pane. New Window, New Folder, Rename Folder, Pane, click the View tab, . Quickly add a folder to Favorites by clicking Delete All, etc. Click left-facing arrow click the Folder Pane the folder you want to add and then dragging to minimize Folder button and select Off. it to Favorite Folders area. Right-click the Pane and view more of folder to rearrange, remove from, etc. Outlook window. . Trap: Remember that it is a shortcut to a folder in the Mail area so if you delete a Refer to additional documentation on the DMACC Tech Support folder from the Favorites area, it will also be website for reference cards on Mail, Calendar, and more. deleted from the Inbox area.
Outlook Basics Go to www.dmacc.edu/helpdesk for additional Outlook 2013 information. Page 1 of 6 Navigation Bar
Located at the bottom of the Folder Pane. Tasks: Use to organize to-do lists, track task Below is an example of the Navigation Bar in Compact View. Provides access to each of the Outlook progress, and delegate tasks. Hover the mouse features, such as Mail, Calendar, Tasks, etc. on the Tasks icon to see a list of active tasks. Or, press Ctrl + 4. Click the Navigation Bar button for the folder or view that you want to open. Notes: Use like electronic Post-It® Notes to write Tips: Hover down information. Or, press Ctrl + 5. your mouse Mail: Contains mail-related folders like Inbox, pointer on a Folder List: Displays a list of all your Outlook Sent Items and Search Folders. Mail view Navigation folders. Or, press Ctrl + 6. appears by default whenever you start Outlook. Bar icon for a Or, press Ctrl + 1. Shortcuts: Shortcuts to Outlook Today and Sneak Peek Microsoft Office Online website. Or, press view of your Enables viewing and scheduling of Calendar: Ctrl + 7. You can also add shortcuts to folders calendar, appointments, events, and meetings. Click to and locations in Outlook as well as to file folders tasks, and view calendar or hover the mouse over the and websites. contacts Calendar icon to view a pop-up preview of items Right-click a Navigation Bar icon for menu of listed as scheduled for the current day. You can also Favorites. click a date in the preview to show the calendar options. Ex: Open in New Window. items for that day without switching away from Click the ellipsis Click Dock the current folder. Or, press Ctrl + 2. button to the peek expand list and open to turn on in People: Referred to as the People Hub and the Navigation Options the To-Do Bar. new name for Contacts. Use to store and keep dialog box. To remove, click Remove the peek in the To- track of addresses, numbers, and e-mail Do Bar. addresses. Click to view contacts or hover the To change between normal and compact view, mouse over the People icon to view the contacts change the order of the buttons and determine that you have added to your Favorites list how many to show, click Navigation Options. located in the To-Do Bar. Or, press Ctrl + 3. Status Bar Appears at bottom of window and presents information about the current folder and selected items, connection status for Exchange Server, Normal or Reading View icons, and zoom slider which changes the text zoom for the message displayed in the Reading Pane. Right-click Status Bar for menu of available options.
Reading Pane
The Reading Pane displays By default, the Reading Pane appears To configure the Reading Pane, click File, Options, information about the selected to the right of the Inbox. It can also be click Mail in the left pane and then click Reading Pane. Outlook item. For example, in viewed at the bottom or turned off. the mailbox, it displays the text Click the View tab and select Reading of a selected e-mail message. Pane for options. You can view messages safely in the Reading Pane – potentially malicious scripts or attachments are not activated or
opened automatically. You can compose replies to messages in the Reading Pane without needing to open the reply in a separate window. Click Reply, Reply All, Forward, or IM. The InfoBar is the banner near the top of an open email message and resides in the Reading Pane. It tells you whether a message has been replied to or forwarded, along with the online InfoBar status of a contact who is using Lync. Double-click a name in the InfoBar to view details such as phone number, office location, email address, etc. . If the InfoBar displays a message that you replied to or that you forwarded, click that message and choose Find Related Messages to search for messages in the same conversation as the selected message. The Reading Pane header displays the message’s attachments. Double-click an attachment to open it, or right-click the attachment and choose other tasks on the shortcut menu such as Quick Print, Save As, Save All Attachments, etc. When receiving a meeting request, the Reading Pane displays Accept and Decline buttons so Double-click that you can accept or decline a meeting request without opening the request. name for additional When a meeting invitation is selected, the Reading Pane shows a snippet of your calendar with information the proposed meeting and the adjacent items to help you determine if you can attend the meeting. Outlook Basics Go to www.dmacc.edu/helpdesk for additional Outlook 2013 information. Page 2 of 6 To-Do Bar The To-Do Bar enables you to view items for Click View tab and Click X to close your Calendar, People (Contacts), and Tasks. select To-Do Bar the To-Do Bar or for options. on the View tab, By default, the To-Do Bar feature is turned off in click To-Do Bar Off Outlook 2013. Tip: In 2013 you can no longer drag an Tip: When in Calendar View, click in the Tasks List It appears at the right side of the Outlook window email message to a area and type the task subject. Double-click the task and is set on a folder-by-folder basics. Meaning date on the To-Do Bar calendar. You item to open the task form. Drag a task from the Task it can be on in Mail view but off in Calendar view. can however still drag the message onto List to the calendar to schedule an appointment. the Calendar icon on the Navigation Bar. Miscellaneous Outlook Ribbon The Ribbon usually operates in the context of the currently selected folder. So when you have the Inbox folder open, the tabs Tabs and commands apply primarily to the Inbox. When the Calendar folder is open, the buttons displayed contain commands to work with new appointments, new meetings, etc.
Besides the File tab, the Home, Send/Receive, Folder, and View tabs always appear and the Search tab appears when you click in the Search box. File: Refer to section called Backstage View. Home: This tab is the place to go to create new items and access the most common commands for items in the selected folder. As an example, the Home tab for the Inbox contains commands for replying to messages, creating and using Quick Steps, moving messages, and performing other common email tasks. Send/Receive: Use this tab to synchronize folders (send/receive email, for example), show send/receive status, and set connection and download preferences. Since our DMACC email is on an Exchange server, most of these features are automatically performed for us. Folder: Use this tab to access folder-specific tasks such as setting permission for folder, cleaning up the folder, recovering deleted items, etc. View: Use the View tab to access various views for the current folder, create and manage views, and set options for the various interface panes such as the To-Do Bar, Reading Pane, People Pane, Folder Pane, etc. Search: This tab appears only when you click in the Search box, and it offers options that you can use to define your search criteria and access search options and other tools. Others: Calendar Tools/Appointment tab appears when you click on an appointment in the calendar. Attachment Tools/Attachments tab appears when you click on an attachment in an email message. People Pane Appears at the bottom of the Reading Pane and displays information about the person(s) associated with the selected item. To turn the People Pane on or off, click the View tab, click People Pane, and choose the desired state. Drag the top border to resize the People Pane or click the arrow to collapse or expand the People Pane.
Quick Access Appears above the File tab and provides easy access to the commands you use Toolbar most frequently. Contains default commands of Send/Receive and Undo.
To customize, click the More arrow for options such as Print, Save As, Reply, Reply All, etc. Or, click More Commands for a long list of all commands More available. Options Or right-click a command button and select Add to Quick Access toolbar. To work with Outlook in Touch Mode, click the More arrow and select Touch/Mouse Mode from the menu of options. You can now toggle between Mouse and Touch Mode by clicking the Touch/Mouse Mode button on the Quick Access Toolbar.
Outlook Basics Go to www.dmacc.edu/helpdesk for additional Outlook 2013 information. Page 3 of 6 Miscellaneous (cont)
Items in Mailbox (your name): Provides a preview of your day; summarizes Deleted Items: Works like the Windows Recycle Bin; where you the appointments, tasks, and new Email messages. Called Outlook can find deleted Outlook items. To bypass the Deleted Items folder, Folder Today. press and hold down the Shift key while deleting. You will receive a Pane confirmation message. Inbox: Contains all of your incoming Email messages Sent Items: Stores copies of messages you have sent. Drafts: Stores draft messages that you haven’t yet completed. Junk Email: Contains messages that Outlook considers spam. Check periodically for incorrectly flagged messages. News Feed: Collects status and activity updates for people who Outbox: Temporarily stores any messages that you’ve composed are a part of your social network using Outlook’s social Connector. that have not been sent. RSS Feeds: Allows you to access content that you’ve subscribed Search Folders: Provides quick accesss to color categorized to via RSS feed, such as news and blogs. messages, messages flagged for follow-up, messages with large attachments, and unread messages. Notes: Works like electronic sticky notes; allows you to jot down Folder List: Displays all the folders in Microsoft Outlook. quick bits of information. Shortcuts: Contains shortcuts to other folders that you add Journal: Records information about items you send or receive and yourself. files you create (not shown by default).
Backstage Clicking on the File tab takes you to Backstage View. View Click the back arrow or press Esc to return to the Outlook window. To change default settings for how Mail, People (Contacts), Calendar and Tasks are setup, click the Options button. Make the changes click OK. Info: View account settings, set Automatic replies (Out of Office Manager), cleanup your mailbox, create and manage rules and alerts and manage Add-ins. Open and Export: Open another calendar, Outlook data file or perform the importing/exporting of data files. Save As: Save the message as a template or in other Outlook support formats. Save Attachments: Save attachments under a different name or location. Print: Preview and print the current message. Office Account: View your Office.com account details. Options: Customize how the program saves, displays, and proofs documents by setting program options. Exit: Exit the Outlook program.
Using the Out of Automatic Replies let you automatically generate replies to incoming messages when you are not in Office Assistant the office. Since this feature is a server-side component for Exchange Server, this feature works even when Outlook 2013 is not running.
DMACC’s version of Exchange Server lets you specify the time period when you will be out by determining the start date and the end date. You also have the cabability to specify different messages for external use and internal use. As an example, you can send a message to other DMACC employees stating things such as additional contact information, etc., where for those outside the DMACC environment only state that you are out of the office. You can now also use fonts, colors, and formatting in your replies. Note: The Out of Office response is only sent the first time a message comes from a given sender. When subsequent messages from that sender are sent, an Out of Office response is no longer sent. This procedure cuts down on the number of messages generated and keeps the senders from becoming annoyed by numerous Out of Office replies. 1. Click the File tab and select Automatic Replies to open the Automatic Replies dialog box. 2. Select the Send Automatic replies option. 3. If desired, click the Only send during this time range check box and specify the time range to which you want messages to be replied. If nothing is specified, the replies will begin immediately. 4. Type your auto-reply on the Inside My Organization and/or Outside My Organization tab. 5. Click OK. 6. If an end time has not been entered, to switch the Automatic Replies off, navigate to the Automatic Replies dialog box, select the Do not send automatic replies option, click OK.
Outlook Basics Go to www.dmacc.edu/helpdesk for additional Outlook 2013 information. Page 4 of 6 Miscellaneous (cont) Start Outlook If the first thing you do after you log into your computer is to open Outlook, then you may want it to start Automatically automatically saving you the trouble of having having to open it yourself. 1. Click the Start button and select All Programs from the menu. 2. Scroll down and right-click Start-up. Select Open from the menu.The Startup folder window will appear. 3. Click the Start button again and select All Programs. Scroll down and open the Microsoft Office 2013 folder. 4. While holding down on the Ctrl key, click and drag the Microsoft Outlook 2013 shortcut to the Startup folder window. The Outlook 2013 shortcut will appear in the Startup folder window. Next time you start your computer, Outlook will automatically open. To change the folder that Outlook starts in, example, the Calendar instead of Mail: 1. Click the File tab on the Ribbon and select Options. 2. Click the Advanced tab. 3. Under the “outlook start and exit” heading, click the Browse button to open the Select Folder dialog box. 4. Select the folder you want Outlook to open to. 5. Click OK to close the Select Folder dialog box. 6. Click OK to close the Outlook Options dialog box. Using Instant Select the folder you want to search in and type your search terms in the Search Instant Search box at the top of the Inbox. . By default, Outlook searches only the folder that you have open and starts displaying the results as soon as you type, automatically filtering out older results when there are a large number of items. . The search results are displayed in the pane below the Instant Search box. To refine your search and get fewer results, type more text. To cancel or clear a search, click the Clear Search X. Or, click Close Search located at the end of the Search Tools contextual tab. Most searches will probably be for Email messages but you can also use the Instant Search feature in Calendar, Contacts, Tasks, Notes, Folder Lists, and Journal. When you click in the Instant Search box, a Search Tools contextual tab will appear with additional options such as which folders to include, search for attachments, etc.
Click the Recent Searches button in the Options group for a list of your 10 most recent searches. To open the Search Options dialog box and customize settings such as folders to be included, highlight color, etc., click File, Options, and then click Search. For additional information, click the Outlook Help button and search for Instant Search. Using One of the many features of Microsoft Lync is an instant messaging application that lets you type quick Microsoft conversations back and forth with someone in your contacts. Lync in . Note: If you don’t have Microsoft Lync installed on your office machine, refer to documentation on the DMACC Tech Support website: Tech Support Sign In Training Documents Office 365–Lync Lync 2013 Installation Instructions. Outlook To learn how to setup and use Lync, refer to additional documentation on Getting Started, Audio and Video Settings, Sharing and Collaboration, and Lync Meetings. To send an Instant Message to a Contact: 1. Locate a contact’s name and view their online status. . You can find names in an open Email message, a message window or the Reading Pane. . An online status indicator appears next to the contact’s name This indicator tells you if the person is online, away, busy, or offline. 2. Click the contact’s name to view their Contact Card.
3. Click the Send an instant message to button on the contact card. 4. Type a message in the window and press Enter. Hopefully the Contact will reply with a message. When the conversation is finished, click the Close button.
Outlook Basics Go to www.dmacc.edu/helpdesk for additional Outlook 2013 information. Page 5 of 6 Miscellaneous (cont) Using Help and For a specific topic, click the Outlook Help button on the Ribbon or press F1 to open the Help window. Type what you Additional want to search for in the Search/Help box. Press Enter. Items include Articles, Videos,and Training Resources . Tip: Try searching for ‘Oulook videos’. To browse popular searches or access additional documentation, videos, etc., click on a topic listed under Popular searches, Getting started, or Basics and beyond. Check out the resources posted on the DMACC Tech Support website. www.dmacc.edu/helpdesk click Sign In button Training Documents Microsoft Office Outlook Calendar. Search for Outlook 2013 on www.youtube.com. Command Shortcuts Contextual A contextual menu displays a list of commands related to a specific object or area. To open a contextual menus menu, right-click an object or area for a list of commands that are relevant to the object or area you have clicked. Mini Toolbar The Mini Toolbar appears when you select text in a new item window and contains common text formatting commands. To display the Mini Toolbar, select text and then click the desired command from the Mini Toolbar. Key Tips Key Tips are tiny letters and/or numbers, called badges, that appear on the Quick Access Toolbar and all of the tabs on the Ribbon. Press the Alt key for them to appear or disappear. Keystroke A keystroke shortcut is an easy way to give a command and is performed by pressing a combination of keys shortcuts on the keyboard. For a complete list of shortcuts, click the Outlook Help button and search for Keyboard shortcuts. This list can also easily be printed. Basic Navigation Common Commands Calendar Press Alt to display Key Tips. Save (except in Tasks) ------Ctrl + S Create an Appointment (from any Right-click for a menu of commands to Save & Close ------Alt + S Outlook view)------Ctrl + Shift + A appear. (except in Mail) Create a Meeting Help ------F1 Save As (only in Mail) ------F12 Request ------Ctrl + Shift + Q Switch to Mail ------Ctrl + 1 Preview and Print ------Ctrl + P Set up Recurrence for Open Switch to Calendar ------Ctrl + 2 Undo ------Ctrl + Z Appointment or Meeting ------Ctrl + G Switch to Contacts ------Ctrl + 3 Move an item------Ctrl + Shift + V Forward Appointment or Meeting ------Ctrl + F Switch to Tasks ------Ctrl + 4 Copy an item ------Ctrl + Shift + Y Reply to a Meeting Request Check Spelling------F7 Switch to Notes ------Ctrl + 5 with a Message ------Ctrl + R Address Book ------Ctrl + Shift + B Switch to Folder List Reply All to a Meeting Request in Folder Pane ------Ctrl + 6 New Item (item created depends upon with a Message ------Ctrl + Shift + R current View: Mail, Calendar, People, etc.) ---- Ctrl + N Switch to Shortcuts ------Ctrl + 7 Show 10 Days in the Calendar ----- Alt + 0 Switch to next message Add Quick Flag to Unopened Message ------Insert Show [x] Days in the (with message open) ------Ctrl + Period Calendar ------Alt + [x] Display Flag for Follow Up Switch to previous message Go to a Date ------Ctrl + G (with message open) ------Ctrl + Comma Dialog box ------Ctrl + Shift + G Switch to Month View ------Alt + = In the Reading Pane, go Mail Switch to Full Week View ------Alt + - to the previous/next Switch to Inbox ------Ctrl + Shift + I message ------Alt + Up/Down Arrow Switch to Work Week View -- Ctrl + Alt + 2 Create a Message (from any Go to Next/Previous In the Reading Pane, page Outlook view) ------Ctrl + Shift + M down/up through text ------Spacebar or Day ------Ctrl + Right/Left Arrows Check Names ------Ctrl + K Shift + Spacebar Go to Next/Previous Move between Panes ------Tab or Send------Ctrl + S Week ------Alt + Down/Up Arrows Shift + Tab Reply ------Ctrl + R Go to Next/Previous Move around within the Reply to All ------Ctrl + Shift + R Month ------Alt + Page Down/Up Folder Pane ------Arrow Keys Reply with Meeting Go to Start of Week ------Alt + Home Expand or collapse a Folder Request ------Ctrl + Alt + R Go to End of Week ------Alt + End or group ------Right/Left Arrow Keys Forward a Message ------Ctrl + F Go to Previous Go to a different folder ------Ctrl + Y Forward as Attachment------Ctrl + Alt + F Appointment ------Ctrl + Comma Go to the Search box ------F3 or Ctrl + E Check for Mail ------F9 Go to Next Appointment ------Ctrl + Period Clear the Search Results ------Esc Open a Received Message ------Ctrl + O People & Tasks Expand Search to include all items within Mark as Read ------Ctrl + Q Create a Contact ------Ctrl + Shift + C selected folder (All Mail Items, All Calendar Items, Mark as Unread ------Ctrl + U Create a Contact Group -- Ctrl + Shift + L etc.) ------Ctrl + Alt + A Delete Message ------Delete Key Create a Task ------Ctrl + Shift + K Use Advanced Find ------Ctrl + Shift + F
Outlook Basics Go to www.dmacc.edu/helpdesk for additional Outlook 2013 information. Page 6 of 6