Outlook How To's

 

Create a Message                  Outlook Today                        Share a Calendar

Creating Contacts                Calendar Views                        Open a Shared Calendar

Contacts-Name Order          Appointments                          E-Mail Notification             

Contacts-Addressing            Recurring Appointments        Recall a Sent Item

Distribution Lists                  Calendar Options

 

 

Outlook
Create a Message

1.                   On the File menu, point to New, and then click Mail Message.

2.                   Enter recipient names in the To: , Cc:, or Bcc: boxes (To, Cc, and Bcc boxes: A message is sent to the recipients in the To box. Recipients in the Cc (carbon copy) and Bcc (blind carbon copy) boxes also get the message; however, the names of the recipients in the Bcc box aren't visible to other recipients.). Separate names with a semicolon (;).

To select recipient names from a list in the Address Book, click the To or Cc button.

3.                   In the Subject box, type the subject of the message.

4.                   In the message body, type the message.

5.                   Set message options, if you want. Do one or more of the following:

HideChange the importance level

Mark as very important. Click .

Mark as not important. Click .

HideMake a message unavailable after a specified date

1.       Click Options.

2.       Under Delivery options, select the Expires after check box, and then enter the expiration date you want.

HideDelay delivery of the message

3.       Click Options.

4.       Under Delivery options, select the Do not deliver before check box, and then enter the delivery date and time you want.

To enter a time, you must type in the box.

HideSave a copy of this message to a folder other than Sent Items

5.       In the message, click Options.

6.       Under Delivery options, select the Save sent message to check box.

7.       Click Browse, and then click the folder you want.

 

6.                   Click Send.

 

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Outlook
Creating Contacts

Contacts can be created by adding a new item or from an e-mail message.

Creating a New Contact

1.       Open a new contact dialog box using one of these methods.  See Figure 1.  Click the image to enlarge it.

a.       Click the New down arrow icon, and click Contact.

b.       Click File > New Contact.

Figure 1.  New Contact

2.       Type the information.  The buttons, such as Full Name, may be clicked to display more information.

3.       Click Save and Close.

Creating a Contact from an E-mail Message

1.       Open a message received from the person being added to Contacts.

2.       Right-click their name.

3.       Left-click Add to contacts.

 

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Outlook
Contacts - Last Name, First Name Order

Contacts may display names sorted by the first name rather than the last name.  This can be changed so contacts are sorted by last name.

1.       With Outlook open, click Tools > E-mail accounts.

2.       Click the View or change existing directories or address books radio button.

3.       Highlight Outlook Address Book.

4.       Click the Change button.

5.       Highlight Contacts Mailbox-[Name].

6.       Click the File As (Smith, John) radio button.

7.       Click Close.

8.       Click Finish.

Verify that new contacts are filed in last name, first name order.

1.       Click Tools > Options > Preferences.

2.       Click the Contact Options button.

3.       Click the Default "File As" order down arrow, and highlight Last, First.

4.       Click OK twice.

5.       Close Outlook.

6.       Reopen the program.

7.       Click the Contacts button or icon in the Navigation Pane.

 

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Outlook
Contacts-Addressing

Outlook uses the Global Address List first when checking names or displaying a list.  The addressing can be changed to use another address book or list within Contacts.

1.       With Outlook open, click Tools > Address Book.  The Address Book dialog box displays.  See Figure 1.

Figure 1.  Address Book

2.       Click Tools > Options.  The Addressing dialog box displays.  See Figure 2.

Figure 2.  Addressing

3.       Click the Show this address list first down arrow.

4.       Highlight the address book to be shown first.

5.       Click the Keep personal addresses in down arrow, and highlight the desired address book.

6.       The order used to check names can be changed.

a.       Highlight the address book.

b.       Click the up arrow or down arrow to change the order.

7.       Click OK.

8.       Close the Address Book dialog box.

 

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Outlook
Distribution Lists

Distribution lists are used to send messages to a group of people and are saved in Contacts.  The message is sent to each individual in the distribution list.  The receive sees his/her name and the names of the other people when receiving the message, not the distribution list name.  They are identified by and can be shared.

Adding a Distribution List

1.       A new distribution list can be started by one of these methods.  See Figure 1.  Click the image to enlarge it.

a.       Click File > New > Distribution List.

b.       Click the New down arrow, and click Distribution List.

Figure 1.  New Distribution List.

2.       Type a distribution list name in the Name field.

3.       Add a member from Contacts.

a.       Click the Select Members button.

b.       Highlight the individual.

c.       Click the Members button.

d.       Repeat item b and item c until all members are selected.

e.       Click OK.

4.       Add a new member.

 .        Click the New Member button.  See Figure 2.

a.       Type the display name.

b.       Type the e-mail address.

c.       Click the Add to Contacts check box to add this member to Contacts.  This is optional.

d.       Click OK.

Figure 2.  Add New Member

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Using a Distribution List

An e-mail message is sent using a distribution list just like a regular e-mail address.  Enter the distribution list name in the To: field.  It can also be selected from Contacts by clicking the To: button.

Sharing a Distribution List

a distribution list can be shared with other individuals by e-mailing it to them as an attachment.

1.       Open the distribution list to be shared.

2.       Click Actions > Forward.  See Figure 3.

Figure 3.  Share a Distribution List

3.       A new e-mail message opens showing the distribution list as an attachment.  See Figure 4.

Figure 4.  Distribution List Attachment

4.       Address and send the message.

5.       Close the distribution list.

6.       The recipient opens the e-mail message.  The attachment is clicked and dragged into Contacts.

Note:  The e-mail message may need to be resized before clicking and dragging the attachment.  Also, change the Navigation Pane to the folder view to make it easier to add the distribution list to Contacts.

Update a Member

A member's information can be updated in a distribution list when it is changed in Contacts.

1.       Open the distribution list.

2.       Click the Update Now button.

3.       Click Save and Close.

Delete a Member

1.       Open the distribution list.

2.       Highlight the member to be deleted.

3.       Click the Remove button.

4.       Click Save and Close.

 

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Outlook Today

Outlook Today provides a snapshot of appointments, tasks, and messages.  It can be used as a "home" page for Outlook.  Customized settings are available.  See Figure 1.  Click the image to enlarge it.

Figure 1.  Outlook Today

Advanced Toolbar

Display the advanced toolbar to make it easier to work with Outlook Today.

1.       Click View > Toolbars > Advanced.  See Figure 2.

Figure 2.  Advanced Toolbar

2.       The advanced toolbar allows navigation similar to a Web browser.

3.       The icons change between Mail, Calendar, Contacts, and Tasks.

Outlook Today

1.       Click the Outlook Today icon on the advanced toolbar.

2.       Click any item under Calendar, Tasks, or Messages.  The item displays.

Customizing Outlook Today

1.       Click the Outlook Today icon, if needed.

2.       Click the Customized Outlook Today link.

3.       Make desired changes.

4.       Click Save.

 

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Outlook
Calendar Views

The calendar can be displayed in several different views.  Time options are available to display one day, a work week, a calendar week, or an entire month.  Views for appointments, recurring appointments, and events can be displayed.

Calendar Navigation

Figure 1.  Calendar icon

Time Options

The Calendar standard toolbar has icons that allow the amount of time displayed on a calendar to be changed.  See Figure 2.

Figure 2.  Calendar Standard Toolbar

1.       Clickto display one day.

2.       Click to display a work week.

3.       Click to display a calendar week.

4.       Clickto display a month.

Calendar Views

1.       Click View > Arrange by > Shows Views in Navigation Pane.  The Navigation Pane displays the available views.  See Figure 3.

Figure 3.  Calendar Navigation Views

2.       Click the radio button for the desired view.

3.       To turn off the current views, click View > Arrange by > Shows Views in Navigation Pane.

 

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Outlook
Appointments

Adding appointments to an Outlook Calendar is easy.  They can be color coded based on the selections made with Calendar Coloring.  Sensitive appointments can be marked as private so co-workers cannot see the details.  An option is available to add all-day events.

Starting a New Appointment

There are several ways to start an appointment.

Figure 1.  New Appointment

Figure 2.  Appointment Dialog Box

Adding an Appointment

1.       Type the purpose of the appointment in the Subject field.

2.       Type the location in the Location field.

3.       Add a label by clicking the down arrow and highlighting the label.

4.       Set the date and time.

a.       Click the Start time down arrow for the day.

b.       Highlight the date.

c.       Click the Start time down arrow for the time.

d.       Highlight the time.

e.       Repeat steps a through d for the end time.

f.        The date and times can be typed directly in these fields.

5.       The reminder defaults to 15 minutes prior to the appointment.

a.       Uncheck the reminder box to remove it.

b.       To change the default time, click the down arrow.  Highlight a new time.

6.       Click the Show time down arrow.

7.       Highlight the time as Tentative, Busy, or Out of Office.

Note:  The show time displays this information when group scheduling is used.

8.       Click Save and Close.

Private Appointments

Private appointments are added the same way as a regular appointment.  To make it a private appointment, check the Private box in the lower right-hand corner of the screen.  See Figure 3.  Click the image to enlarge it.  The appointment is locked and cannot be opened or viewed by co-workers.

Figure 3.  Private Appointment

All-Day Events

1.       Add an appointment.

2.       Do not select a start and end time.

3.       Check the All day event box.

4.       Uncheck the Reminder box.

5.       Make other selections as needed.  See Figure 4.  Click the image to enlarge it.

Figure 4.  All-Day Event

6.       Click Save and Close.

7.       The event shows at the top of the calendar.  See Figure 5.  Click the image to enlarge it.

Figure 5.  Calendar with All-Day Event

 

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Outlook
Recurring Appointments and Meetings

Many appointments or meetings are held on a periodic basis.  The Recurrence feature allows the information to be typed once rather than entering each meeting separately.

1.       Click File > New > Appointment.  The Appointment dialog box displays.

2.       Type the purpose in the Subject field.

3.       Type the location in the Location field.

4.       Click the Recurrence icon.    The Appointment Recurrence dialog box displays.  See Figure 1.

Figure 1.  Appointment Recurrence

5.       Click the Start Appointment Time down arrow.

6.       Highlight the start time.

7.       Click the End appointment Time down arrow.

8.       Highlight the end time.

Note:  As an alternative to setting the end time, click the Duration down arrow.  Highlight the length of the appointment or meeting.  The End appointment Time is set automatically.

9.       Click the radio button for the appropriate Recurrence pattern.

10.   Check the boxes for the weekdays the appointment or meeting is held.

11.   Select the start date in the Range of recurrence section.

12.   Select the end date.

a.       Click the No end date radio button to add the appointment or meeting through the entire calendar.

b.       Click the End after XX occurrences radio button to add the appointment or meeting for a specific number of occurrences.  Enter the desired number of meetings.

c.       Click the End by radio button to select a specific date.

13.   Click OK.

14.   Click Save and Close.

 

 

 

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Outlook
Calendar Options

Several options are available to customize the appearance of an Outlook calendar.  This includes colors, reminder time, and the work week.

Default Reminder Time

1.       Click Tools > Options.

2.       Click the Preferences tab.

3.       The default reminder time can be changed at this point.  See Figure 1.  The reminder window for appointments and meetings displays based on this setting.

Figure 1.  Calendar Default Reminder

4.       Click the down arrow next to the default reminder time.

5.       Highlight the desired time.

6.       Click the Calendar Options button to display the dialog box.  See Figure 2.  Click the image to enlarge it.

Figure 2.  Calendar Options

 

Calendar Options

Make the appropriate selections to customize the appearance of the calendar.

Calendar Work Week

Calendar Options

Figure 3.  Calendar Week Numbers

 

Calendar Coloring

Calendar coloring allows color coding for appointments and meetings.  The default wording can be changed as needed.

1.       Click the Calendar Coloring icon on the standard toolbar.  See Figure 4.

Figure 4.  Calendar Coloring

2.       Click Edit Labels.  The Edit Calendar Labels dialog box displays.  See Figure 5.

Figure 5.  Edit Calendar Labels

3.       Make changes as needed.

4.       Click OK.

 

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Outlook
Share a Calendar

Share a calendar to allow co-workers to view it, add appointments, or delete appointments.  Different levels of permissions can be set for each individual.

1.       In the Navigation Pane, click the Calendar button or icon.

2.       Click the Share My Calendar link.  See Figure 1.

Figure 1.  Share My Calendar

3.       The Catalog Properties dialog box opens.  Click the Add button.  The Add Users dialog box displays with the Global Address List.

4.       Type the person's name in the Type name field.

5.       Highlight the name.

6.       Click the Add button.  See Figure 2.

Figure 2.  Add User to Calendar Share

7.       Click OK.

8.       Set the permissions.  See Figure 3.

Figure 3.  Set calendar permissions

a.                   Click the Read items box to allow the calendar to be viewed only.

b.       Click the Create items box to allow appointments and meetings to be added.

c.       Click the Own radio button in the Delete items section to allow items to be deleted.

9.       Click OK.

 

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Outlook
Open a Shared Calendar

After a calendar has been shared to a co-workers, they can open and view the calendar.  If the proper permissions have been set, an appointment or meeting can be added.

Opening a Shared Calendar - The First Time!

1.       In the Navigation Pane, click the Calendar button or icon.

2.       Click the Open a Shared Calendar link.  See Figure 1.

Figure 1.  Open a Shared Calendar

3.       At the Open a Shared Calendar dialog box, type the co-worker's user name.  As an alternative, click the Name button.  Select the co-worker's name from the Global Address List.

4.       Click OK.

5.       The co-worker's calendar displays next to the calendar.  See Figure 2.  Click the image to enlarge it.

Figure 2.  Shared Calendars Display

Close a Shared Calendar

To close a shared calendar, uncheck the box next to the co-worker's name.  See Figure 3.

Figure 3.  Close a Shared Calendar

 

Opening Other Calendars

It is relatively easy to open after a calendar has been opened the first time.  Simply check the box next to the co-worker's name.  Two or more Other Calendars are displayed by checking the box next to the name.

Removing a Co-Worker from Other Calendars

A co-worker can be removed from the Other Calendars list.

1.       Right-click the co-worker's name to be removed.

2.       Left-click Remove from Other Calendars on the shortcut menu.  See Figure 4.

Figure 4.  Remove from Other Calendars

Open a Shared Calendar in a Separate Window

1.       Right-click the co-worker's name in the Other Calendars section.

2.       Left-click Open in a New Window on the shortcut menu.

 

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Outlook
E-Mail Notification

Several options are available in Outlook to provide notification of a new e-mail message in the Inbox.  They include:

Advanced E-Mail Options

Take the following steps to display the options.

1.       Open Outlook.

2.       Click Tools > Options.

3.       Click the Preferences tab.

4.       Click the E-Mail Options button.

5.       Click the Advanced E-Mail Options button.  The Advanced E-Mail Options dialog box displays.  See Figure 1.

Figure 1.  Advanced E-Mail Options

Playing a Sound

1.       Check the Play a sound box in the When new items arrive in my Inbox section.

2.       Click OK three times to close the dialog boxes.

3.       The notification sound plays when a new message arrives.

 

Envelope Icon

1.       Check the Show an envelope icon in the notification area box in the When new items arrive in my Inbox section.

2.       Click OK three times to close the dialog boxes.

3.       An envelope displays in the notification area next to the system time when a message arrives.  See Figure 2.

Figure 2.  Envelope Icon Notification

4.       Mouse over the envelope to display the status of the message.

5.       To hide the envelope, right-click the icon, and left click Hide envelope.

New Mail Desktop Alert

The new mail desktop alert is a transparent window displaying in the lower, right-hand corner of the screen when a message arrives in the Inbox.  It displays even when Outlook is minimized.  The sender's name, subject, and first tow lines of the message display.  See Figure 3.

Figure 3.  New Mail Desktop Alert

Configuring the Desktop Alert

1.       Open the Advanced E-Mail Options dialog box.  See Figure 1.

2.       Check the Display a New Desktop Alert box in the When new items arrive in my Inbox section.

3.       Click the Desktop Alert Settings button.

4.       Change the Duration and Transparency settings as desired.

5.       Click the Preview button.

6.       Click OK four times to close the dialog boxes.

Working with the Desktop Alert

Options are available for working with a message through the Desktop Alert when Outlook is minimized.

Figure 4.  Open a Desktop Alert Message

Figure 5.  Desktop Alert Options

 

 

Recall a Sent Item

Open Sent Items | Double click on the email you need to retrieve | Click on Actions | Select Recall This Message | Select the options you would like to apply | Click OK.