Outlook 2016 User Manual Version 1.0 August 1 2018 Outlook 2016 User Manual Contents Introduction ......................................................................................................................................................................... 4 1. What Does Outlook Do? .................................................................................................................................. 5 2. Types of Emails .................................................................................................................................................. 7 Personal Email ................................................................................................................................................ 7 Mailbox Size ................................................................................................................................................ 7 Size Limit per Single Email ................................................................................................................... 8 Limits on Number of Recipients (Destinations) ........................................................................... 8 Limits on Number of Emails Sent during Certain Period .......................................................... 8 Shared Email ................................................................................................................................................... 9 3. Using Email ......................................................................................................................................................... 10 Setting Up Email Account ........................................................................................................................ 10 Basic Operation ........................................................................................................................................... 13 Basic Screen and Function Buttons ............................................................................................... 13 Customizing Reading Pane ................................................................................................................. 14 Folders Initially Provided ..................................................................................................................... 15 Favorites .................................................................................................................................................... 16 Conversation Display ............................................................................................................................ 16 Arranging Emails ..................................................................................................................................... 21 Redirect Setting ...................................................................................................................................... 23 Automatic Reply ..................................................................................................................................... 30 Setting Up Email .......................................................................................................................................... 34 Creating Email Message ........................................................................................................................... 35 Creating New Message as Personal Email ................................................................................... 35 Creating New Message as Shared Email ....................................................................................... 37 Creating Signature for Personal Email ........................................................................................... 40 Creating Signature for Shared Email .............................................................................................. 43 Message Options .................................................................................................................................... 46 Message Flag............................................................................................................................................ 48 Message Format ..................................................................................................................................... 50 Email Error Prevention Functions: Email Tips, Spell Check, Input Error Check ........... 52 Attaching or Inserting Files ..................................................................................................................... 56 Sending and Receiving Emails ................................................................................................................ 58 Offline Work ................................................................................................................................................... 61 Compressing Offline Outlook Folder File (.ost) .......................................................................... 61 1 Outlook 2016 User Manual Utilizing Exchange Cache Mode ....................................................................................................... 63 Downloading Messages When Connecting to Slow Network ................................................. 64 Putting Emails In Order ............................................................................................................................ 66 Quick Search............................................................................................................................................ 66 Search Folders ........................................................................................................................................ 67 Creating a subfolder .............................................................................................................................. 68 Filtering Rules .......................................................................................................................................... 69 [Deleted Items] Folder ......................................................................................................................... 72 Email Security ............................................................................................................................................... 75 How Junk Email Filter Works ............................................................................................................. 75 Changing Download Settings of Images ........................................................................................ 82 Blocking Suspicious Attachment ..................................................................................................... 84 4. Setting Up and Managing Shared Email .................................................................................................. 85 Displaying Shared Email ............................................................................................................................ 85 Managing Users (Members) ..................................................................................................................... 89 5. Contacts .............................................................................................................................................................. 91 Functions of Contacts .............................................................................................................................. 91 Managing Contacts ..................................................................................................................................... 92 Creating Contacts .................................................................................................................................. 92 Creating Contact Group ...................................................................................................................... 96 Utilizing Shared Email Address Book .................................................................................................. 98 6. Calendar ............................................................................................................................................................ 100 Functions of Calendar ............................................................................................................................ 100 Calendar Display ....................................................................................................................................... 101 Changing Calendar Display Method .............................................................................................. 101 Calendar Navigator ............................................................................................................................. 102 Changing and Adding Time Zone ................................................................................................... 103 Changing Work Week .......................................................................................................................... 105 Time Scale (Time Unit) ..................................................................................................................... 107 Creating Calendar .................................................................................................................................... 108 Calendar Items ....................................................................................................................................