Outlook 20162016

Microsoft® OutlookOutlook 20162016

Using Quick Access Tools Getting Started You can add tools or commands you use more frequently to the Quick Access toolbar at the top of your Outlook page. 1. Click the Customize Quick Access Toolbar button. 2. Check the command or tool you wish to add from the resulting menu. 3. Optional: To remove a command, uncheck beside that command on the drop-down menu.

Customizing Outlook Tools To optimize Outlook for the tools and features you use most, you can customize the toolbars and ribbon. • To hide or show the Ribbon, click the Ribbon Display Options button in the top right corner of the screen. Select an option from the resulting menu to show Ribbon commands, tabs, or hide. • To choose what appears on the Navigation Bar, click the More button and select Navigation Options.

Using the Folder Pane The Outlook Window • To expand a folder on the Folder Pane, u Quick Access Toolbar – contains shortcuts for the most click the Arrow button beside a commonly used tools. section. v Backstage View – contains tools to manage Outlook settings. • To rearrange a folder’s position on the w Folder Pane – contains shortcuts to Outlook folders and Folder Pane, click and drag the folder sections. to the desired position. x Navigation Bar – switch between Mail, Calendar, People, and • To add to a folder, click and drag the Tasks hubs, as well as Navigation Options, Notes, Folders, item into the desired folder on the and Shortcuts. Folder Pane. y Ribbon – contains groups of tools for use with Outlook 2016. • To delete a folder off the Folder Pane, z View Pane – displays the contents of the selected folder. right-click the folder and select Delete { Reading Pane – displays the contents of the selected email Folder from the drop-down menu that message. appears. Customizing Your Using the Backstage View Viewing Panes The Backstage view allows you to quickly manage Outlook You can customize your panes to change how your Outlook settings, such as Account Settings, Mailbox Cleanup, and Rules appears by hiding or enabling the features you use most. and Alerts. It also allows you to save something, open or export a 1. Click on the View tab. file, or print the current file. To access the Backstage view, click 2. From here, you can do one of the following options: on the File tab on the Tab Bar. Make selections in the Left pane. • To show or hide the Folder pane, click the Folder Pane Click the Back button to exit. button in the Layout group. Select Normal or Off. You can also choose Minimize to make it appear smaller. • To change where your email messages display in the Reading Accessing Outlook Apps pane, click the Reading Pane button in the Layout group. Outlook contains additional apps available in the Navigation Bar. Click Right or Bottom or Off. Click the More button to view all options. • To show your To Do Bar in your Outlook window, click the To • Mail – the main email area allows you to read, compose, Do Bar button in the Layout group. Check beside the apps receive, and send email. you wish to enable to use with the To Do Bar. • Calendar – the scheduler, or planner, allows you to set and • To enable the People Pane in your Outlook window, click manage appointments and tasks, and check the weather. the People Pane button in the People Pane group. Select

• People – contains your contact list. Normal or Minimized. The People Pane will appear in your • Tasks – the task list allows you to create and manage tasks. Reading Pane to show information about the sender of an • Notes – the notes page allows you to create and manage notes. email. • Folders– displays all folders in a hierarchical format. • Shortcuts – displays Outlook shortcuts.

Folders Inbox Creating a New Folder You can organize your Inbox in several 1. Click on the Folder tab. different arrangements, including by 2. Click the New Folder button Date, From, Flags, Size, To, Importance, in the New group. and more by clicking the options in the 3. Enter a name for the folder in Arrangement group of the View tab. Scroll to view all options. the Name: box. 4. Click the arrow on the Folder contains: box and select the type Changing Your Inbox View of items the folder will contain. 1. Click on the View tab. 5. Select where you want to place 2. Click the Change View button in the Current View group. the folder in the Select where to 3. Select the Single or Preview views. place the folder: box. 6. Click the OK button when you Turning Conversations On or Off are finished. Conversations lets you view emails and replies by grouped thread. 1. Click on the View tab. Working with Folders 2. Check the Show as Conversations box in the Messages group. 1. Click the More button on the Navigation Bar to open 3. Select the All mailboxes or This folder buttons to choose Folders. where to show the Conversations arrangement. 2. Select the folder you want to work with. 4. Optional: To turn conversation off, clear the Show as 3. Click on the Folder tab and do one of the following: Conversations box in the Messages group. • To rename the folder, click the Rename Folder button in Note: To change conversations settings, click the Conversation the Actions group. Enter a new name for the folder and press Settings button in the Conversations group and select an option the Enter key. from the resulting menu. • To copy the folder, click the Copy Folder button in the Actions group. Select where you want to copy the folder to in Using Message Preview the Copy the selected folder to the folder box and click the Your Inbox automatically displays the first line of every email. You OK button. can adjust this to show more or less. • To move the folder to another location, click the Move 1. Click on the View tab. Folder button in the Actions group. Select where you 2. Click the Message Preview button in the Arrangement want to move the folder in the Move the selected folder to group. the folder box and click the OK button. 3. Select a number of lines to preview for each message. • To remove redundant messages from a folder, click the Clean 4. Optional: To turn off the preview, select Off. Up Folder button in the Clean Up group. • To delete the folder, click the Delete Folder button in the Actions group. Click the Yes button to confirm deletion. Using Clutter NEW!! • To delete all of the items in a folder, click the Delete All The Clutter feature filters less important or repetitive email button in the Clean Up group. Click the Yes button to from your Inbox into a separate folder. When you have enabled confirm deletion. Clutter, it will learn your reading habits and sort your messages accordingly. You will need to enable Clutter through the Settings button on the Navigation bar of your Office 365’s Mail account. Creating a New Search Folder Select Options and then click Mail. Click Automatic processing You can create a search folder to display all messages that meet and choose the Clutter shortcut. a certain criteria for easy access and organization. For instance, Note: At the time of this writing, Clutter is available on desktop you could create a folder of all messages that have been marked versions of Outlook 2016 that have been purchased through an Important. Office 365 or Microsoft Exchange subscription. 1. Click on the Folder tab. 2. Click the New Search Folder button in the New group. 3. In the New Search Folder dialog box, select the category or Designating a Message as Clutter NEW!! location you would like to search in the Select a Search Folder 1. In your Inbox, right-click the message you wish to sort as space. Clutter. 4. Optional: To create a custom Search folder, scroll down to the 2. Select the Move option from the drop-down menu that Custom section and click Create a custom Search Folder. appears. Click Choose and specify your Criteria and folders to include 3. Click the Move to Clutter shortcut. in the custom search. 4. Optional: To remove a message that was placed in Clutter in 5. Click OK when you are finished. error, right-click the message you wish to move. Select Move Note: You can also create a new search quickly by clicking the to Inbox. Search Folders shortcut in the Folder Pane. Select New Search Folder and select your specifics in the New Search Folder Send/Receive New Mail dialog box. 1. Click on the Send/Receive tab. 2. Click the Send/Receive All Folders button. 3. New messages will appear in your Inbox. Note: When you receive a new message, a notification will appear in Outlook. Click on the alert to open the email in a new window.

Working with Attachments Email 1. Click on the message once to view it. Reading a Message 2. Click the attachment name to open 1. Click the Mail shortcut in the Navigation Bar. the Attachment Tools on the Ribbon. 2. In the View Pane, do one of the following: Do one of the following in the Actions • To view the message in the Reading Pane, click once on the group: message. • To open the attachment, click the Open button. • To view the message in its own window, double-click the • To print the attachment, click the Quick Print button. message. Select print options and click the Print button. Note: To mark a message as read or unread, select the message • To save the selected file to your computer, click the Save As and click the Unread/Read button in the Tags group. button. Select a location for the file and click the Save button. Replying to a Message • To save all attachments to your computer, click the Save 1. Select the message you want to reply to. All Attachments button. Click the OK button. Select a 2. Do one of the following in the Respond group: location for the file and click the Save button. • To reply to the sender only, click the Reply button. 3. To return to the message out of the Attachment Tools, click • To reply to the sender and all recipients, click the Reply All the Show Message button. button. 3. Enter reply text in the message text box. Attaching a File to a Message NEW!! 4. Click the Send button when you are finished. 1. In the message you want to add a file to, click the Attach File button in the Include group. Forwarding a Message 2. Optional: To select a recently opened file, select the file you 1. Select the message you want to forward. wish to include from the Recent Items list. 2. Click the Forward button in the Respond group. 3. Optional: To select a file from your OneDrive or other online 3. Enter recipient email addresses in the To box. location, click Browse Web Locations and select a location. 4. Optional: Enter message text in the message text box. Select the file and click Insert. (Permissions for editing will 5. Click the Send button when you are finished. display under the file when it is attached. You can change these settings by right-clicking the file and selecting Change permissions.) Creating a Message 4. Click Browse this PC to select a file from your computer. 1. Click the Mail shortcut in the Navigation Bar. 5. Select the file you wish to include and click the Open button. 2. Click the New Email button in the New group. 6. Click the Send button when you are finished. 3. Do one of the following: 7. Optional: To remove a file you have attached to a message, • To enter email addresses, enter email addresses in the To and right-click the attached file and click Remove Attachment. Cc boxes. (Separating multiple addresses with a semicolon.) • To select email addresses from your contacts, click the Address Book button in the Names group or click the Flagging a Message 1. Select the message you want to flag in the View Pane. To button. Select the contact you want to send the message 2. Click the Follow Up button in the Tags group. to. Click the To button. (Repeat to add additional contacts.) 3. Select a display time for the reminder from the menu. Click the OK button. • To send a carbon copy or blind carbon copy, click the Cc button. Enter the email addresses of the contacts you wish to Printing a Message include on the email under Cc or Bcc. Click the OK button. 1. Open or select the message you want to print. 4. Optional: Click the Check Names button in the Names 2. Click on the File tab. group to make sure that it is possible to send the message to 3. Select Print in the left pane. the names or email addresses you have entered. 4. Optional: Click the Print Options button and select options. 5. Enter a subject in the Subject box. 5. Click the Print button. 6. Enter message text in the message box. 7. Click the Send button. Note: If you start to enter an address that Outlook recognizes, Setting Read and Delivery Receipts either because it appears in the Contacts list or because you 1. Click on the File tab and select Options in the left pane. have previously sent a message to that recipient, then Outlook 2. Select Mail. will automatically complete the address for you. Press the Tab or 3. Scroll down to the Tracking section and do one of the Enter key to accept the address Outlook is suggesting. If more following: than one address appears, select the address from the resulting • To set a delivery receipt, check the Delivery receipt list. Continue typing to ignore the suggestion. confirming the message was delivered to the recipient’s email server box. Saving a Draft of a Message • To set a read receipt, check the Read receipt confirming the 1. Create the message that you want to save. recipient viewed the message box. 2. Click the Save button on the Quick Access toolbar. 4. Select an option in the For any message received that 3. Click the Close button to close the message. includes a read receipt request section. Note: By default unsaved messages are saved to your Drafts folder 5. Click the OK button. every 3 minutes. To change these options, click on the File tab Note: To request a read or delivery receipt for an individual and select Options in the left pane. Select Mail and scroll down to message, click on the Options tab in the message window. In the make changes in the Save messages section. Tracking group, check the Request a Delivery Receipt and/or Request a Read Receipt box.

Mail Extras People Formatting a Message To access your People app, click the People 1. In the message text box, select the text you want to format. shortcut on the Navigation Bar. 2. Click on the Format Text tab. 3. Click the Font launcher in the bottom-right corner of the Creating a New Contact Font group. 1. Click the People shortcut in the Navigation Bar. 4. Make font formatting selections. 2. Click the New Contact button in the New group. 5. Optional: Click Paragraph Settings launcher in the 3. Enter a name for bottom-right corner of the Paragraph group. Make paragraph the contact in the formatting selections. Full Name box. 6. Click the OK button when you are finished. 4. Enter additional Note: To quickly format text in the Message tab, click the buttons contact in the Basic Text group. information in the Internet, Phone Working with Quick Steps Numbers, and Quick Steps allow you to save time by quickly applying commonly- Addresses spaces. used actions to a selected message. For example, if you often move a 5. Optional: To add a certain type of message to a folder after reading it, you can apply the picture, click the Move To Quick Step to do this automatically. To apply a quick step, Picture button select a message in the Reading Pane and select a Quick Step in in the Options the Quick Steps group on the Home tab. To manage Quick Steps, group. including editing, deleting, and restoring, click the More button 6. Click the Save & Close button in the Actions group. in the Quick Steps group and select Manage Quick Steps button Note: You can also quickly add a contact from a message by from the resulting menu. clicking on the contact’s name and clicking the Add shortcut. Enter the contact information. Creating a New Quick Step 1. Click the Create New quick step in the Quick Steps group. Creating a Contact Group 2. Enter a name for the quick step or leave the default name. 1. Click the People shortcut in the Navigation Bar. 3. Click the arrow on the Choose an Action box. 2. Click the New Contact Group button in the New group. 4. Select an action from the resulting menu. 3. Enter a name for the list in the Name box. 5. Optional: To add an additional action, click the Add Action 4. Click the Add Members button in the Members group and button. Click the arrow on the Choose an Action box and do one of the following: select an action from the resulting menu. • To add members from your contacts or address book, 6. Optional: Click the Shortcut key box and select a key select From Outlook Contacts or From Address Book from combination from the resulting menu. the resulting menu. Select a contact name and click the 7. Optional: Enter text in the Tooltip text box. Members button. (Repeat for each member you want to 8. Click the Finish button. add.) Click the OK button. • To add a member that is not in your address book, select New Creating a Signature Email Contact from the resulting menu. Enter information in 1. Click on the File tab and select Options in the left pane. the Add New Member box and click the OK button. 2. Select Mail. 5. Click the Save & Close button when you are finished. 3. Click the Signatures button. 4. Click the New button. Sharing a Contact 5. Enter a name for the signature and click the OK button. You can easily share a contact’s information with another contact. 6. Enter and format signature text in the Edit signature box. 1. Select the contact in the People app. 7. Optional: To apply a signature to all new messages, click the 2. Click the Forward Contact button in the Share group. arrow on the New messages box and select a signature from 3. Select As a Business Card or As an Outlook Contact to choose the resulting menu. the format of the information. 8. Optional: To apply a signature to all replies and forwards, click 4. Enter the details of the email that opens and click the Send the arrow on the Replies/forwards box and select a signature button. The information will appear as an attachment. from the resulting menu. 5. Optional: If you use Microsoft Exchange, you can share 9. Click the OK button to close all remaining open dialog boxes. Note: To apply a signature to an individual message, click contacts through the Share Contact option in the Share the Signature button in the Include group and select the group. signature name from the resulting menu. Adding a Favorite Contact Categorizing Mail by Color When you add a contact to your Favorites, they will appear on 1. Click on the Home tab. a quick list when you hover over the People shortcut on the 2. Select the message you would like to categorize. Navigation Bar for easy access. 3. Click the Categorize button in the Tags group. 1. Open the contact you wish to add. 4. Select a color category from the drop-down menu. 2. Click the More button. 5. Optional: If prompted, enter a custom name for the category 3. Click the Add to Favorites. and click Yes.

Sharing your Calendar Calendar 1. Select the calendar you wish to share Scheduling an Appointment under My Calendars on the Folder Pane. 1. Click the Calendar app on the Navigation Bar to open 2. From here, you can do one of the Calendar. following options in the Share group: 2. Click the Home tab of the Calendar hub. • To share your calendar by email, click 3. Click the New Appointment button in the New group. the E-mail Calendar button. Choose what information on 4. Enter a description for the appointment in the Subject box. your calendar you wish to share and how long the Calendar 5. Enter a location for the appointment in the Location box. should be shared. Enter the contact details for who you want 6. Enter or select a start date and time in the Start time boxes. to share with and click the Send button. 7. Enter or select an end date and time in the End time boxes. • To share your calendar by creating a link to a server you 8. Enter details in the text box. use, click the Publish Online button. 9. Optional: To set a reminder for the appointment, click the • To share your calendar directly to another user through an arrow on the Reminder box in the Options group and Office 365 or Microsoft Exchange account, click the Share select a time from the resulting menu. Calendar button. 10. Optional: To make the appointment recur, click the Recurrence button in the Options group. Select recurrence Customizing your Calendar’s Weather Bar options and click the OK button. The Weather Bar feature displays a daily forecast for your city. 11. Optional: To add the appointment to your main Calendar, click 1. Click the Arrow button beside your location to open the the Copy to My Calendar button. drop-down menu. 12. Click the Save & Close button when you are finished. 2. Click Add Location. Note: To quickly schedule an appointment, click the Calendar 3. Enter the city zip code or name and click the Search button. shortcut in the Folder Pane. Double-click the date and time you 4. Select the desired city. want the appointment to occur on. Customizing your Calendar View Scheduling a Meeting 1. Select the calendar you wish to view under My Calendars on 1. Click the Home tab of the Calendar hub. the Folder Pane. 2. Click the New Meeting button in the New group. 2. Click the View tab. 3. Optional: To schedule the meeting with Skype, click the New 3. In the Arrangement group, select one of the following options: Skype Meeting button in the Skype Meeting group. • Day: View only the day’s appointments. 4. Enter recipient email addresses in the To box. • Work Week: View the work week. 5. Enter a description for the meeting in the Subject box. • Week: View the complete week. 6. Enter a location for the meeting in the Location box. • Month: View the month in traditional calendar format. 7. Enter or select a start date and time in the Start time boxes. • Schedule: View appointments in a horizontal list. 8. Enter or select an end date and time in the End time boxes. 4. Optional: To change the calendar color, click the Color 9. Enter meeting details in the text box. button in the Color group. Select a color. 10. Click the Send button when you are finished. 5. Optional: To adjust the calendar’s layout, select an option in Note: To quickly change a meeting to an appointment, click the the Layout group. Cancel Invitation button in the Attendees group. 6. Optional: To change how many increments of time is shown on a smaller scale view such as Day or Schedule, click the Scheduling a Meeting from a Message NEW!! Time Scale button and select an option from the drop-down You can schedule a meeting from a message that will include all menu that appears. message recipients. 1. In the Inbox, select the message you want to make into a Printing your Calendar meeting request. 1. Click the File tab. 2. Click the Meeting button in the Respond group. 2. Select Print. 3. Enter a location for the meeting in the Location box. 3. Optional: Under the Settings section, select a style of calendar 4. Enter or select a start date and time in the Start time boxes. view to print. The preview window will automatically change to 5. Enter or select an end date and time in the End time boxes. display the different styles. 6. Enter meeting details in the text box. 4. Optional: Click Print Options to select additional printing 7. Click the Send button when you are finished. options, including Page range, Print range start and end dates, and number of copies. Creating an Additional Calendar 5. Click the Print button. 1. Click the Calendar shortcut in the Navigation Bar. 2. Click on the Folder tab. To order call toll-free 1-800-296-5750. 3. Click the New Calendar button in the New group. 4. Enter a name for the calendar in the Name box. Microsoft® Outlook® 2016 copyright © 2016 by Quick Source Learning. All rights reserved. No portion of this material may be 5. Select where you want to place the calendar in the Select saved in any retrieval system without the express written permission where to place the folder box. of the copyright owner. Quick Source Learning is not responsible for 6. Click the OK button. errors or omissions in this guide or damages resulting from the use of this material.

Microsoft® Outlook® is a registered trademark of Microsoft® Corporation, Inc. Printed in USA. Visit our website: www.quicksourcelearning.com

To-Do List Extras Creating a Task Adding an Account 1. Click the Tasks shortcut in the Navigation Bar. 1. Click the Mail shortcut in the Navigation 2. Click the New Task button in the New group. Bar. 3. Enter a subject for the task in the Subject box. 2. Click on the File tab on the Tab Bar. 4. Click the arrow on the Start date box and select a date from 3. Click on Info in the left panel. the resulting calendar. 4. Click Add Account. 5. Click the arrow on the Due date box and select a date from the 5. Enter the account information and click Next. resulting calendar. 6. Click the Finish button. 6. Optional: To assign the task to another user, click the Assign Task button in the Manage Task group. Enter an email NEW!! address or user name in the To box. Finding Help with Tell Me 7. Optional: Click the arrow on the Status box and select a status. The Tell Me feature allows you to 8. Optional: Click the arrow on the Priority box and select a instantly search Outlook 2016 to find priority. and use a particular function. To use 9. Optional: To set a reminder for the task, check the Reminder Tell Me, type a keyword into the Tell box, click the arrow on each box, and select a date and time. me what you want to do... search 10. Optional: Enter task details in the text box. box on the Ribbon. Select one of the 11. Click the Save & Close button in the Actions group. results from the drop-down menu Note: To quickly create a task in the To-Do List, click once on the that appears or click Get Help on to To-Do Bar to expand it. Click in the Type a new task box, enter a see Outlook Help topics. subject for the task, and press the Enter key. Retrieving a Deleted Item Managing Tasks 1. Select the Deleted Items folder in the Folder Pane. Select the task you want to work with and do any of the following: 2. Click the item you want to retrieve. • To mark a task complete, click the Mark Complete button 3. Click the Move button in the Move group. in the Manage Task group. 4. Select a folder from the resulting menu. • To delete a task, click the Remove from List button in the 5. Click OK. Manage Task group. • To add or change the Follow Up option for a task, click a button in the Follow Up group. Shortcuts • To send a collaborator or supervisor a status report on the task, click the task to open it and select the Send Status New Email ...... Ctrl + N Report button in the Manage Task group. Enter the Send Email...... Ctrl + Enter contact information and content of the report in the message Delete Email...... Delete window that opens. Show Address Book...... Ctrl + Shift + B Ignore Conversation ...... Ctrl + Delete Delete ...... Ctrl + D Notes Reply ...... Ctrl + R Creating a Note Reply All ...... Ctrl + Shift + R 1. Click the More button on the Navigation Bar to open Forward ...... Ctrl + F Notes. Reply with Meeting ...... Ctrl + Alt + R 2. Click the New Note button in the New group. Unread/Read ...... Ctrl + U/Ctrl + Q 3. Enter text directly into the note. Find a Contact ...... F11 4. Click the Close button in the upper-right corner to close the note. (Outlook will name the note with the text that was Move between sections ...... Tab entered and will record the date and time the note was created Search ...... F3 at the bottom of the note.) Undo ...... Ctrl + Z Print ...... Ctrl + P Check Spelling ...... F7 Working with Notes Check Names ...... Ctrl + K • To open a note, double-click the note in the Notes pane. Check for New Messages ...... Ctrl + M • To assign a color category to a note, click the Categorize Go to Next Message ...... Ctrl + . button in the Tags group, and select a color category from the Go to Previous Message ...... Ctrl + , shortcut menu. Save ...... Ctrl + S • To delete a note, right-click the closed note and select Delete Switch to Mail ...... Ctrl + 1 from the shortcut menu. Switch to Calendar ...... Ctrl + 2 • To change how notes are displayed, select a view in the Switch to People...... Ctrl + 3 Current View box. Switch to Tasks ...... Ctrl + 4 • To email a note, select the note and click the Forward Switch to Notes ...... Ctrl + 5 button in the Actions group. Compose the mail message and Switch to Folder List...... Ctrl + 6 click the Send button. Switch to Shortcuts ...... Ctrl + 7