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.