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Microsoft Outlook Quick Reference Sheet – PDF Free Download

 

Click the Junk button. Set your desired filtering level. Four other tabs are available for helping manage junk Safe Senders – If messages placed in the Junk Mail folder are mistakenly marked as spam, you can add the sender to your Safe Senders List using the Safe Senders tab. The Safe Recipients List can prove particularly beneficial if you subscribe to several mailing lists. Blocked Senders – Use the Blocked Senders tab to add sender addresses and domain names that should be blocked from sending you.

International Use this tab to specify how to handle messages written in other languages. You can also associate individual messages with each option by rightclicking the message within your Inbox, selecting Junk Mail from the pop-up menu, and specifying which list the sender should be added to. In older versions, click View, select Current View, select Customize Current View and click the Filter button to create a wide variety of filters making it easier to organize your.

To create a customized filter in Outlook Click View. Select Arrange By. Click Custom. Select the Filters button. Doing so opens the Filter dialog box. Provide the information you wish the filter using the additional tabs if necessary to use. Click OK to create the filter. Outlook rules accessed by clicking Actions, Rules Wizard and Tools, Rules Wizard in older versions or Tools, Rules And Alerts beginning with Outlook allow you automatically assign certain actions to s meeting specific criteria.

To create a rule in Outlook Click Tools. Select Rules And Alerts. Click the New Rule button to start the Rules Wizard, which will walk you through the process of creating a customized rule. Automatic Responses You can configure Outlook to automatically respond to messages.

While automatically responding to all is generally considered poor etiquette, configuring automatic responses to specific messages can save you time and at least give the sender confirmation that the message was received. Use Rules And Alerts to create tailored responses to specific message scenarios. A myriad number of customization options are available. The Rules Wizard will walk you through the process of creating automated responses. Outlook supports various other automated response options; For example, if you wish to configure automatic responses for each meeting invitation you receive: In older versions of Outlook, open the Tools menu.

Select Options. Click the Preferences tab. Click the Calendar Options button beginning with Outlook , you need to then click the Resource Scheduling button. You can then configure the following automatic response options: Automatically accept meeting requests and process cancellations Automatically decline conflicting meeting requests Automatically decline recurring meeting requests Outlook s Out of Office Assistant helps alert colleagues and coworkers to special circumstances, such as when you re on vacation.

Select Out of Office Assistant. Type a descriptive message. Click OK. Security As messages travel through servers between you and the intended recipient, they are vulnerable to interception by hackers. In order to prevent others from reading your s, or even doctoring them, you can use Outlook encrypt and digitally sign your messages.

The first step in sending a secure is obtaining the recipient s digital ID. Recipients can send the digital ID to you in an containing their contact information. You must also send your digital ID to intended recipients so they can receive and read your messages. Once you ve traded digital IDs you re ready to exchange secure s; to trade secure Open a new message. Click View. Click the Security Settings button to open the Security Properties dialog box.

You can change the default Tasks folder view by clicking View Current View. Outlook offers numerous predefined Tasks views, including: Simple List. Detailed List. Active Tasks. Next Seven Days.

Overdue Tasks. By Category. By Person Responsible. Completed Tasks. Task Timeline. Tasks are highly customizable: you can mark Tasks completed, associate documents or files with Tasks, specify categories, makes notes, set a Task s status, specify start dates and due dates, configure priorities and more.

You can assign Tasks to others. To do so: Click the Assign Task button on the toolbar Address the task to the recipient as you would with an ; the recipient will have the option of accepting the task or declining it.

You can set reminders; Check the Reminder box and specify when you wish to be reminded the task is due. As you finish portions of an assigned task, you can use the drop-down menu accessed by double-clicking the task to specify the percentage of work completed. Faxing Sending and receiving faxes in Outlook is an inexpensive way to work with faxed documents. Before you can send a recipient a fax, Outlook s Fax Transport service must be installed or you must use a third-party fax service; the IT department manages these settings at work.

In order for a recipient to receive a fax you send within Outlook, you must specify a fax number in the Business Fax field for the Contact; Adding the fax number creates an additional entry in the address list.

To send a fax within Outlook: Address the to the Business Fax entry. Compose the message. Attach any documents. Receiving faxes in Outlook is more complicated.

When Outlook and the network are configured to receive faxes, fax messages will arrive in your Inbox as a regular , but the faxed document will be an attachment. In order to read faxes, you require an additional fax-reading program; if a fax-reading program is loaded, faxed documents will open with that application. Should you have trouble faxing within Outlook, contact the IT department. Using Outlook Templates Templates save you time and energy by allowing you to save a document in a generic format and then reuse the document to create subsequent s.

Microsoft Outlook templates are saved with the. Traveling employees, whose profiles are stored on a network, can still leverage templates by saving the templates they use to their hard disks.

Creating a new template is relatively easy: Open a new message. Type the s text including subject line, greeting, salutation and signature. Save the message as a template by clicking File and selecting Save As. Selecting Outlook Template as the file type. Provide a file name for the template. Click Save. To use a template: Click File. Select New. Click Choose Form. Navigate to the location where the template is stored. Select the appropriate template.

Click Open. Using Outlook Forms Outlook forms, like their template cousins, can save a tremendous amount of time by simplifying routine and repetitive business communications and centralizing updates. To create a new form: Click Tools. Click Forms. Click Design A Form. To create a Message form, select Message. The design environment opens, displaying the standard Message form and the Field Chooser dialog box.

At this point you can drag-and-drop items into the message, delete other items such as the Subject box, and create and edit new fields for your customized form. You can also specify the address where the should automatically be sent. When you have finished designing the form, you must save your changes by clicking Save As and selecting Outlook Template from the Save As File Type dropdown box.

Provide a name for the form. To make a form available to others, you must publish it: Click Tools. Select Forms. Click Publish Form. You ll be prompted to provide a Display Name and Form Name before clicking Publish to complete the action.

To use a form: Click Tools. Select the location where the form is saved. By default, Outlook saves new forms in the Personal Forms Library. New forms will open in a new message. Managing Folders Creating folders is an easy way to group related s in a single location; Folders provide logical storage locations for related Outlook data just as they do for regular files. Creating Outlook folders is easy: Simply click File.

Select New Folder. Provide the new folder name. Select a location within Outlook s hierarchical structure. Deleting folders is equally simple; You can either highlight the folder and press Delete or right-click the folder and select Delete. Beware, though; When you delete a folder all of the information in the folder is also deleted. You can also right-click a folder and select Move to open the Move Folder dialog box. When working with folders, it s always a good idea to follow the less is more rule and avoid creating more than two layers of sub-folders.

If you must use a very detailed hierarchy, use Categories to help you locate your messages. Using Delegates Outlook supports sharing your Outlook information with other authorized users. You must make others delegates to share your Outlook information with them: Click Tools.

Click Options. Click the Delegates tab. Click the Add button. Select the person you wish to make a delegate. After selecting the delegate, the Delegate Permissions dialog box displays. Select the appropriate permissions to grant the delegate.

You can also share Outlook folders: Open the folder s properties by right-clicking the folder and selecting Properties. Open the Permissions tab. Add the individuals with whom you are going to share the folder s contents. Configure permissions for each individual or group by highlighting the individual group or individual and specifying the permission level using the drop-down box. Archiving Almost all organizations limit Inbox size. Use Outlook Archive folders to store older messages you wish to save but don t necessarily need stored in your online folders.

The Outlook Archive folder stores your messages as text or HTML on your hard disk or in another location, thus freeing valuable network storage on the server. Because the Archive folder is stored on your computer s hard disk, you should always back up the file. You can either write the file archive. In order to view the location of your archive file, click File Archive.

You can configure Outlook to archive your on a regularly basis using the AutoArchive settings accessed by clicking Tools Options. AutoArchive allows you to specify the frequency of your archiving, as well as other options.

Unless you are vigilant about archiving every two or three weeks, it s best to let AutoArchive do the job for you. Working Offline If you travel frequently and want to access Outlook information when you aren t connected to the server, you can configure a folder to contain the relevant information and make it available even when the computer is offline. Creating an offline folder requires more work than just creating an Outlook folder: Beginning with Outlook , highlight the folder in question and click File.

Click Yes to create the Offline Folder file. When you return to the office, you must synchronize your offline folders with the corresponding online versions. If you don t synchronize, the online versions won t reflect your changes and updates. You can manually synchronize folders by: Highlighting the folder. Clicking Tools.

Selecting This Folder. Outlook Web Access If you re out of the office and need to keep up-to-date with events, Outlook Web Access allows you to use most any PC with Internet access to access Outlook using a standard Web browser.

Use discretion when accessing the organization s Outlook Web Access site: Sensitive information from your session, including user names and passwords, messages and more, can sometimes be accessed by other users. It s a good idea to avoid using public systems, such as those found in Internet cafes and libraries, for accessing Outlook Web Access. New Features Anyone who uses distribution lists will cheer the new feature enabling them to expand distribution lists and edit recipients before sending an.

This feature is easy to use: Click the plus sign next to the distribution list name and the list will populate the To field with all its members, enabling you to easily remove any individuals you need. All recipients of an attachment, and other designated individuals, can open their own copy of the document and work on it. When changes to the document are saved, the changes are synchronized with those made by other authorized recipients.

New Mail Desktop Alerts is another new feature introduced in Outlook When enabled, new messages trigger small alert windows that appear in the bottom right corner of the screen regardless of which application you re using at the time. Click the Options button. Select Advanced Options. Click OK to close the open boxes. Outlook Getting Started Outlook vs. You will. Outlook basics Microsoft Outlook is the world s leading personal information management and communications application.

Outlook delivers complete e-mail, contact, calendar, and task functionality. How to access your email via Outlook Web Access 1 Open your internet browser and type in the following address: www. A Presentation of TeachUcomp Incorporated. Copyright TeachUcomp, Inc. It is separated into different sections. MS Outlook Quick Reference for Macintosh The Ribbon consists a series of tabs giving access to buttons, menus, and dialog boxes in various groups to facilitate locating the tools required for a particular.

Click on Staff Resources 3. Click on the. Outlook Desk Reference Guide Version 1. Help Desk Outlook Web App. Changes to Skillnet Group Emails Skillnet Group emails are moving from the current provider to our own exchange mail server. This will mean that you will have a much improved web-mail system and almost. Course Description Managing your items is essential if you want Outlook to run as efficiently and effectively as possible. As with any filing system the longer you put off doing anything the larger the.

All rights reserved. Zimbra and the Zimbra logo are trademarks of Zimbra. By utilizing almost any browser you will have access to your Company e-mail as well. This is. Outlook Web Access End User Guide Page 0 Outlook Web Access is an online, limited version of an Outlook client which can be used to access an exchange account from a web browser, without having an Outlook. Outlook Web Access E-mail A. Accessing the mailbox via the Internet 1.

Open your browser Firebox or Internet Explorer 2. In the URL address location box, key mail. Statement of Non-Discrimination The Pennsylvania. Mail Using Categories 1. Select the message that for the category. Select the appropriate category. The category color displays next to the message. Renaming Categories 1. TIP: Use the Remove button to remove items from the list on the right. Date, From, to, Categories. If you change your mind about which field to group by simply click on another field heading.

Group by size TIP: Use the triangle icons on the left of groups to expand and collapse individual groups 4. To do this you first need to apply a category to the messages and then you can arrange by category. To apply a category to a message or other item i Right click a message or item or a group of selected messages if you wish to apply the same category to more than one message in one go. In the Add New Category dialogue box which appears type in a name for the category, select a colour and then click OK.

NOTE: These new categories will also show up in calendars and tasks To arrange by category Either: Click on the Categories column heading if you have customized it to display Click on the View tab, locate the Arrangement group, click on the Categories command NOTE: If a message belongs to 2 categories it will be listed 2 times, i.

TIPS: Any category can be collapsed by clicking on the triangle icons on the left. It may be useful to collapse the None category so you can focus in on the categorized messages.

To sort by category If you sort by category you will get the same result as arranging by category. Use this method if you have set up categories as one of your message header field headings see tip 5 for instructions on how to do this. To sort simply click on the category field heading.

Apply Colour To Message Headers For Messages From a Particular Person or based on other criteria You can set up Outlook to apply colours to message headers based on a conditions to make them stand out visually in your list.

For example you may apply blue to all messages from a particular person, or to all messages larger than a specific size. To apply colour to all messages headers for message from a particular person: i Go to the View tab, click on the View Settings command, click on the Conditional formatting button i iv Click on the Add button and an untitled rule will be added to the list Type in a name for the rule Click on the Font button, then select the various font attributes you require v Click on the Condition button and the Filter dialogue box as shown below will appear.

You may select for messages with particular word in the subject field or main text, those with attachments or a combination of choices. As soon as you start typing in an address or name AutoComplete begins suggesting names of people you mailed recently.

Example Typing a d in the address field will bring up a list of names which begin with d. To accept a suggested address use the up and down cursor keys to select the name you require and press the ENTER key on the keyboard.

Alternatively, Carry on typing the name until enough letters are typed in to distinguish it as a unique name. In this case two letters were sufficient to limit the list just to the name which was required. To delete names from the AutoComplete list to make the list shorter for the future i Select the unwanted name by clicking on it or using the Up Arrow or Down Arrow key on the keyboard Press the Delete key.

Flagging a Message to Remind You to Follow it Up Later To reminder yourself that you need to action or follow up a message you can apply a red flag, and if necessary, set a due date with a reminder. To attach a flag to a message you have received when the message is open: i In the message window click on the Follow Up command button located on Message tab, Tags group Select the appropriate flag depending upon when the follow up is required for e.

Today, Tomorrow, This Week etc. Alternatively, select No Date if you do not wish to specify any due date. Alternatively select Custom and set the due dates in the Custom dialogue box which appears as shown opposite.

When you return to your message window the flag status is given at the top of the window with any set dates listed. See opposite: When you close the message you will see a flag in the flag column with a shade of red to indicate the deadline time. To attach a flag to a message you have received when the message is closed: i Right click on the grey flag button indicating it is switched off at the end of the message header to display the flag drop down menu.

TIPS: If you require the default flag deadline set at Today, set at simply click on the grey flag button grey means it s switched off at the end of the message header.

If you wish to set an alternative for the default: right click the empty flag button at the end of the message header, select Set Quick Click, make your choice from the drop down menu and click OK If you wish to change the Follow Up details for a message already assigned with a flag, right click the flag, select Add Reminder, change the settings and click OK.

Marking a message with follow up compete Once you have followed up a message and you wish to mark a message as Complete click on the flag and it will be converted to a tick. Overdue Reminders Once a message becomes overdue a Reminder window will appear on your screen to warn you.

You may select to open the item, dismiss it or snooze it to come up again at a time you set. You can select to Dismiss or Snooze individual reminders or all of them in one go. Once a message becomes overdue the whole message header text becomes red. Sorting Flags To see all your flagged messages in the current folder together click on the Flag field button.

The search folders should be listed under your Sent Items or Deleted Folders in the navigation pane on the left of your Outlook screen. For instance, you may be reaching your mailbox quota and need to review each large message so you can decide whether to delete it or not. Instead of having to go into each of your many folders and review all the large messages each folder has it will be easier if you bring them all temporarily into one location.

You can do this using Search Folders in a similar way to bringing together all flagged message, as detailed in a tip To do this open the Search Folders and click on the Large preset You can turn off these alerts.

Can t Find the Right Word to Use? Use Synonyms If you are struggling to find the right word to use or you don t want to keep repeating the same word use the synonyms shortcut feature in exactly the same way you would in MS Word. Synonyms of instance i Type in a word with a similar meaning to the one you wish to use. To set up an AutoCorrect I Open a message window i iv Type the text and select it, or select any existing text in the message Click on the File tab and select Options Click on the Mail category from the list of options on the left v Click on the Spelling and AutoCorrect button on the right, and then AutoCorrect vi v Enter the abbreviation text into the Replace box and the full text into the With box Click on the Add button To enter the text later into any future i Type the abbreviation and a space.

You can then access the gallery at any time you are writing a message to insert any object into your active message window. To add an object to the Quick Parts Gallery i Open a message window and type the block of text or insert the object. Alternatively go and get what you need from another message or application and paste it into the open message windows i iv Go to the Insert tab and select Quick Parts Select Save Selection to Quick Parts Gallery Enter a name for the item and click OK To insert an object from the gallery into a message i Open a message window i Go to the Insert tab and select Quick Parts Look through the drop down gallery to locate the item you need and click on it to insert it into the open message window.

If you click on the plus sign it will expand the distribution list to make it easier for you to check who is in that list and to delete any names from the list which are not required.

Send A Summary of Your Availability Via If there is someone who is unable to access your calendar or availability data, because they might not be using Outlook, you can send them a summary of your availability using Note, it will only take the current status of your availability and will not be updated as you edit and add more appointments to your calendar.

Display non adjacent dates together in Your Calendar You may wish to compare the details of three particular dates in calendar view. It is possible to easily bring together three or more non adjacent dates.

It basically summarizes for you things that may need your attention in the next day or so and appears on the right side of your Outlook window. To switch on the To Do Bar i Go to the View tab, locate the Layout group, click on the To Do Bar command Select which of the three options you require: you can select one, two or all three sections to display The To Do Bar can be made up of up to three sections: Calendar Tasks People Shows calendar for the current month.

Depending upon how many other options are selected some of your appointments may be displayed. Shortcuts for Attachments Sending a document as an attachment from Microsoft Word If you have just typed something in Word and wish to send it to someone as an attachment, you can do it directly from Word without having to go into Outlook, open Outlook or even having to save the file. Address the new message window and add any extra text required v Click on Send button The current Word document is now an attachment on this message window Alternatively, locate the file in Windows, right click it, select Send to and then Mail recipient.

Attachments using Drag and Drop Another way to attach a file to a message is to locate the file in Windows, click on the file and hold the mouse down, then drag and drop it over a new message window.

A copy of the file is now attached to the message. To make this possible you will need to resize and reposition the Outlook Window so you can see both the new message window and the file at the same time. Alternatively, drag the file over the new window button on the Windows taskbar to make the new window come to the front and then drop it in there. Filter for Messages It is possible to filter by various criteria for the active folder you are in i Go to the folder you wish to filer Click on the Home tab, locate the Find group, click on the Filter command and select what you require, see options opposite: Search for People Click on the Home tab and locate the Find group, Type a name in the Search box i Click on the name you require from the list of names which appear.

A card will be displayed, see example opposite. From here you can use links to schedule a meeting, the person, see their availability for the next few hours or see their phone number.

Quick Steps Quick step commands, accessible via a right click, allow you to quickly process an you have anywhere in your mailbox. They are a little bit like Rules, but differ in the fact that a set of steps can be carried out on any message you pick and not just messages meeting a set criteria.

To do this click on the Manage Quick Steps option and follow through with the information required. The Home View provides. The Home.

Mail tips Set a reminder to reply to a message Right-click the message you want to set the reminder for, point to Follow Up, and then click Add Reminder. In the Due By list, click the date when you have. Introduction Microsoft Outlook The Ribbon Mail, Contacts.

This document provides guidance for staff using Office with Microsoft Outlook for email at the University of Bradford. The University of Bradford retains copyright for this material, which may.

Microsoft Outlook Workshop Course objectives: Manage correspondence and contacts efficiently Use the calendar effectively for appointments, meetings and events Customise Outlook settings View and.

MS Outlook Quick Reference for Macintosh The Ribbon consists a series of tabs giving access to buttons, menus, and dialog boxes in various groups to facilitate locating the tools required for a particular. Outlook for Mac Getting started, reading and sending emails When you use Outlook for the first time, we suggest starting with a few minor adjustments to make the interface more familiar.

From the View. File, Options, Mail, Signature 3 rd one down b. Click new give it a title c. Fill in Signature block d. Choose Default Signature drop down for new messages. Each of these folders contain their. How to access your. Send a Blind Carbon Copy Change the view of the Outlook window Use Out of Office Assistant Create Rules Use Autocomplete Outlook Folders: All new messages are stored in Inbox unless rules are created. Stores copies of items you sent to others, by default Stores temporarily deleted items until you permanently delete or retrieve.

Mail Quick Reference Guide 3 Outlook for Windows Mail Within a message dialog box, there are multiple tabs with various commands which display on a ribbon; the features are organized in logical groups. Or click the Start button. If this icon is displayed, click on it.

If it is not displayed, click Start,. The participant will learn how to create e-mail. Petersburg Office of Training Training dosp. Display Outlook Today a. Mail Click on the top-level email account address to display a customizable “Day at a Glance” view of Outlook 2. Change Outlook’s. Lesson 7: Maintenance This lesson introduces you to processes that will help you with the overall maintenance of Outlook The processes outlined in this section are: Mailbox Cleanup: Helps you focus.

Mail Using Categories 1. Select the message that for the category. Select the appropriate category.