Word Handout - Staff Training

Outlook Handbook Staff Training

Outlook

2013

Student 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

Delegate access9

To delegate control of your account to another Outlook user10

To modify delegation permissions10

To rescind a delegation10

Format messages10

Create hyperlinks11

To create a hyperlink to an existing file11

To create a hyperlink to a webpage11

Insert images11

To insert an image from a file11

To insert an online image12

Insert signatures12

To manually insert an existing email signature in a message12

Organize and manage messages12

Categorize messages12

Flag messages for follow-up12

Manage conversations12

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

Create meetings19

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 tasks20

Manage tasks20

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