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Word Handout - Staff Training
Outlook Handbook Staff Training
Prepared by: Frank Asciutto
Continuing and Professional Education Department
William Paterson University
Table of Contents
New features in Outlook 20134
Outlook Program Environment5
The four content areas of the Outlook program window:5
To display or close the Folder Pane6
To minimize or expand the Folder Pane6
To change the width of the Folder Pane or To-Do Bar6
To switch between the compact and standard Navigation Bar6
To change the number of buttons on the Navigation Bar6
Create and send messages6
To create an original message6
To display optional address fields6
To attach one or more files to a message7
To attach an Outlook item to a message7
Configure message options7
To designate a message as high or low priority8
To set the sensitivity of a message8
To request a message receipt8
To schedule the delivery of a message8
Respond to messages8
To reply only to the message sender9
To reply to all message recipients9
To forward a message9
To delete messages9
To delegate control of your account to another Outlook user10
To modify delegation permissions10
To rescind a delegation10
To create a hyperlink to an existing file11
To create a hyperlink to a webpage11
To insert an image from a file11
To insert an online image12
To manually insert an existing email signature in a message12
Organize and manage messages12
Flag messages for follow-up12
Organize messages in folders13
To create folders13
To move selected messages between folders13
Manage junk email13
Create and manage contacts13
Create contact records13
To create a new contact record14
To add an image to a contact record14
To change a contact record image14
Contacts address books14
Custom address books14
Global Address Lists14
To create a custom address book15
Share contact records and address books15
To send a contact record or contact group record by email15
To share an address book15
To import contact records from a comma-separated values file or an Outlook data file15
To export contact records to an Outlook data file15
Create and manage groups16
To create a contact group16
To add members to an open contact group16
Create and manage calendars16
Configure calendar settings16
To display a different calendar view17
To modify the time period shown in Calendar view or Preview view17
Work with multiple calendars17
To create a secondary calendar17
Share calendar information17
To share a calendar18
To configure permissions for a shared calendar18
Create appointments, meetings, and events18
To create an appointment with custom settings18
To open a new meeting window19
To invite attendees and schedule resources19
Manage calendar items19
To configure recurrence for calendar items19
To configure reminders19
Manage meeting options20
To respond to meeting invitations20
Create and manage notes, tasks, and journals20
Create and manage notes21
Create journal entries21
New features in Outlook 2013
Inline replies You can now draft your reply directly in the Reading pane without opening another window. For lengthier replies, you can pop your reply out of the Reading pane.
Draft email messages Email messages you havent sent are marked as [Draft] in the Contents pane. If youre replying inline in the Reading pane and you navigate away from your draft, the new draft indicator makes it easy for you to return to your pending email message.
Unread messages Messages you havent read are more clearly displayed in your Contents pane with a blue bar to the left and bold blue text. And you can now filter your email messages to unread messages only and return to all your messages by using the new All and Unread commands at the top of the pane.
Delete button on messages When you point to an email message, a new Delete button is displayed to the right, helping you quickly remove email messages you no longer need.
Navigation bar The Navigation bar at the bottom of the window now uses text instead of images. And you can drag the navigation options to reorder them.
Peeks When you point to a navigation option, peeks enable you to view details for that item. You can view your upcoming appointments, review contact availability, and display upcoming tasks without switching to a different view.
Weather bar You can view your calendar and get a snapshot of the weather at the same time. The weather bar can help you plan activities.
Custom folder sort Now you can drag folders to a location of your choice in the folder list.
People cards The new People card collects all of the details about your contacts. It merges information from multiple contacts and connected social networks in one view. The People card also displays availability, notes, organizational hierarchy, distribution list membership, and current social updates.
Attachment Reminder Now Outlook can determine if an email message should contain an attachment and remind you to include it.
Improved search Improvements to search help you find email messages, attachments, contacts, and appointments faster.
Exchange ActiveSync support Now you can use Exchange ActiveSync for other email services, like Microsoft Live Hotmail, without the need for additional add-ins, and you can receive push-based updates.
Outlook Program Environment
You can control the display, and in some cases the location, of program window elements from the View tab of each module. In addition to the title bar, ribbon, and status bar that are common to all Office programs, the Outlook program window includes four areas in which you work with Outlook items.
The four content areas of the Outlook program window:
Folder Pane This collapsible pane appears on the left side of the Outlook program window in every module. Its contents change depending on the module youre viewingit might display links to email folders, Microsoft SharePoint lists and libraries, external content, or view options. By default, the Folder Pane is minimized to display only favorite folders. The Folder Pane state (minimized or expanded) remains the same as you switch among modules.
When the compact Navigation Bar is displayed, it is incorporated into the Folder Pane and displayed vertically when the Folder Pane is minimized or horizontally when the Folder Pane is open.
Content pane The content pane is the part of the program window bordered on the left by the Folder Pane and on the right by the To-Do Bar when the To-Do Bar is displayed, or by the right side of the program window when it is not displayed. The content pane displays the content of the selected moduleyour message list, calendar, contact records, or tasksand can also host the Reading Pane.
Reading Pane This optional pane can be displayed vertically or horizontally within the content pane. Within the Reading Pane, you can preview and work with the content of a selected item, or display a full-featured preview of a file that is attached to an Outlook item (including Microsoft Word documents, Excel worksheets, PowerPoint presentations, and PDF files). The Reading Pane can also host the People Pane.
The Reading Pane can be displayed in any Outlook module but is displayed by default only in the Mail and Tasks modules.
To-Do Bar This optional pane can display a monthly calendar, favorite contacts, and your task list, or any combination of these that you choose. In Outlook 2013, the To-Do Bar can be either open or closed, but not minimized as it could be in previous versions of Outlook.
To display or close the Folder Pane
On the View tab, in the Layout group, click the Folder Pane button, and then click Normal to display the pane or Off to hide it.
To minimize or expand the Folder Pane
On the View tab, in the Layout group, click the Folder Pane button, and then click Minimized.
At the top of the Folder Pane, click the Minimize the Folder Pane button or the Expand the Folder Pane button.
Click the All Folders button on the minimized Folder Pane to temporarily expand it.
To change the width of the Folder Pane or To-Do Bar
Drag the divider between the Folder Pane or To-Do Bar and the content pane to the right or left.
To switch between the compact and standard Navigation Bar
On the Navigation Bar, click the ellipsis, and then click Navigation Options.
In the Navigation Options dialog box, select or clear the Compact Navigation check box, and then click OK.
To change the number of buttons on the Navigation Bar
To display more or fewer buttons on the vertical compact Navigation Bar, drag its top border up or down up.
To display more or fewer buttons on the
Create and send messages
You can send a message from any account for which you have permission. Valid sending accounts include those