IG007S17A

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Microsoft Outlook 2013/2007


Course Outline

If you are familiar with previous versions of Microsoft Outlook then sending and receiving email with Outlook 2013/2010 is very simple. For many people making the transition, that is where they stop exploring. In this course we uncover the mysteries of the new fluent user interface (the Ribbon) to help you to do what you have always done like emailing, scheduling and responding to appointments, categorizing your mail and calendar events. We also explore new ways to be productive with flags, rules, automatic formatting, quick art, smart parts and more.

Duration: 6 hours (Morning and afternoon session on the same day)

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Theoretical Objectives

  • Understand why the Inbox gets out of control and identify specific issues arising from the way you use Outlook now.
  • Understand the key actions that can arise from an email and learn Outlook shortcuts to accomplish these quickly.
  • Identify some best practices that are supported by Outlook, which can be applied to your individual situation.
  • Choose specific features or Outlook that you can use immediately.
  • Have a plan for how you will start using those features.

Practical Objectives

Use the Fluent User Interface

  • Ribbon
  • Backstage View
  • Quick Access Toolbar
  • Navigation Pane
    • Folders
    • Buttons
  • To-Do Bar
    • Date Navigator
    • Appointments
    • Task List
  • Categories
  • Tasks
  • Folders
    • Search Folders
  • Quick Parts
  • Key Tips (old name - keyboard shortcuts)
  • Optional topics
    • Archiving / Backup
    • Journal

Prerequisites

Recommended: Prior experience with Windows and any version of Microsoft Office would be an asset.

Computer Equipment

The sessions are conducted in a computer lab, and you will have a computer provided for your use. You are welcome to bring your own computer to the lab sessions if you prefer to use that. Wireless access is available in the lab.

Please note that at times you will be doing a fair bit of typing and you will want to have a large enough screen and separate physical keyboard so that you can view content and type at the same time.

If it appears that you are having challenges with your own device, we will ask you to use the computer provided for you in the lab.

Storage

Please plan to use your own cloud based storage SkyDrive, DropBox, iCloud (or similar) or a USB storage key.

Instructional Methods

  • Hands-on labs
  • Discussion
  • Lecture
  • Online collaboration

Course Materials

  • Web site
  • Course notes
  • Printed copies of on-screen lecture notes available on request during lectures

No Recording or Pictures in the Lab

Please note: Taking pictures or video during the course sessions is not permitted. All the course materials and lecture notes are available in physical form and on the web.



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Contents

This web page is a resource for participants in this course, a lab oriented workshop.

This is not intended as a standalone tutorial. There is no narrative here.

To be a part of the discussion that accompanies these materials, please come to the course.

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Requirements for Completion

  • Attendance for both morning and afternoon sessions
  • An empty Inbox at the end of the day (well you can dream)


Session Details

Opening Ideas

Tell me where it hurts

Outlook: Tell me where it hurts


Tell me where it hurts.mmap

Why Does the Inbox Get Out of Control



Outline of Major Topics

Image:Outlook 2007outline.png

Outlook Overview.mmap


Outlook New in 2013


Outlook New in 2013.mmap


Outlook New in 2010

Outlook New in 2010.mmap

The Death of Email — editorial

The Ribbon

Outlook 2013

Image:Outlook2013Ribbon01.png

More detailed information: Outlook 2013 Ribbon

Outlook Ribbons

Each function in Outlook has its own ribbon. These are for the Inbox, Reading a Message, Creating a Message, Appointment, Contact, Task. They also have their own Quick Access Toolbar.

Outlook Ribbons

Outlook 2010

Main Ribbon

Image:OutlookRibbon201001.png


Tabs, Groups, Commands

The Ribbon is broken down into Tabs, Groups, and Commands.

Image:OutlookRibbon201002.png

More

At the bottom of a Group you may see a symbol to indicate that there is more detail available.

Image:OutlookRibbon201004.png


Outlook 2007
The Office Button

In the default view, Outlook 2007 does NOT show the Office Button or Ribbon that appear in the other programs in Office 2007.

Image:Outlook 2007 No Office Button.png

The Office Button and Ribbon are visible when you are creating or reading messages.

Image:Outlook 2007 Office Button and Ribbon.png

When you start a new message you see the Ribbon.

Image:OutlookRibbon01.gif

Tabs, Groups, Commands

The Ribbon is broken down into Tabs, Groups, and Commands.

Image:OutlookRibbon02.gif

More

At the bottom of a Group you may see a symbol to indicate that there is more detail available.

Image:OutlookRibbon04.gif

Ribbons are Task Aware

You will see different Ribbon Contents depending on what you are doing.

Outlook 2010 Ribbons

Image:Outlook2010Ribbons.png

Outlook 2007 Ribbons

Image:OutlookRibbon03.gif


Contextual Tabs

Contextual Tabs display commands only when they are relevant to the task at hand. Certain sets of commands are only relevant when objects of a particular type are being edited. For example, the commands for editing a SmartArt object are not relevant until you have inserted one in a message. In Office Outlook 2010/2007, clicking on a SmartArt object causes a contextual tab to appear with commands used for editing.

Outlook 2010

Image:Outlook 2010 Contextual Tabs.png

Outlook 2007

Image:Outlook2007ContextualTabs.png

Office Mini Toolbar

Instead of selecting text and then moving the mouse pointer to the Ribbon to apply formatting, users can use the Mini Toolbar, which appears right next to the selected text. The Mini Toolbar appears as a ghost image, and when users move the cursor over the ghost image, the Mini Toolbar fades in and becomes a functioning formatting toolbar. As the cursor is moved away from the Mini Toolbar, or if a command is not selected, the Mini Toolbar fades and disappears

Image:MiniToolbar01.gif

If you right click on your selection you will see the mini toolbar and the context menu.

Image:MiniToolbar02.gif



Quick Access Toolbar

You can customize this toolbar (right click) and customizations will be specific to task you are performing at the time (tied to the Ribbon).

Image:QuickAccessToolbarOutlook.jpg



In Outlook 2007 you can have different Quick Access Toolbars for the Ribbons in different functional areas: Reading a Message, Creating a Message, Creating an Appointment.

Image:Outlook 2007 Quick Launch Toolbars.png

Shortcut Keys

Most of the Alt-key shortcuts have changed.

Image:OutlookAltShortcuts.gif

The Ctrl-key shortcuts are mostly the same. e.g Ctrl-c, Ctrl-v, Ctrl-n

More: Outlook Keyboard Shortcuts

Options

There are two places you can set options.

Tools | Options

Image:OutlookOptions01.jpg


Office Button | Editor Options

Image:OutlookOptions02.jpg

To Do Bar Overview

Image:OutlookToDoBar01.gif

  1. Date Navigator
  2. Upcoming Events
  3. Add new Tasks
  4. Task List

Preview Messages in the Reading Pane

Security You can view messages safely in the Reading Pane. Potentially malicious scripts or attachments are not activated or opened automatically in the Reading Pane. Although most malicious attachment types are blocked by Outlook, messages and attachments from unknown or unsolicited senders should always be treated with caution.


On the View menu, point to Reading Pane, and then click Right or Bottom.

Source: Preview Messages — Microsoft

Controlling Startup

You may not want to start with the Inbox. You can control how Outlook opens like this.

  1. On the Tools menu, click Options.
  2. Click the Other tab, and then click Advanced Options.
  3. Under General Settings, next to the Startup in this folder box, click Browse.
  4. In the Select Folder dialog box, select the folder you want to appear when you start Microsoft Outlook.

Note You can use this same procedure to start Microsoft Outlook with the Journal, Notes, or any Outlook folder open.

Image:OutlookStartup.gif

Email Notes

All the commands you need when creating a message in Outlook are available on the Ribbon at the top of the message window, grouped on tabs by function.

Attachments

Create e-mail messages that include text and attachments.

Formats HTML or ...

Send messages in a variety of formats. Some message formats support more formatting options than others. Recipients using e-mail programs that don't support HTML or Rich Text Formatting will see the message in plain text.

  • You can format the text and background of your messages, either by choosing individual formatting options and styles or by applying a theme.
  • You can create professional graphics by using the new SmartArt feature available in Outlook 2007.

Signatures

You can automatically insert contact information in e-mail messages by using an electronic signature. You can create different signatures for different purposes and instruct Outlook to insert a specific signature depending on the e-mail account and message type.

Professional / Casual / or by Account.

Create and add an email message signature

You can create personalized signatures for your email messages that include text, images, your electronic business card, a logo, or even an image of your handwritten signature.

Note    This article is for Microsoft Outlook 2010. This information is also available for Microsoft Office Outlook 2003 and Microsoft Office Outlook 2007.

Your signature can automatically be added to outgoing messages, or you can manually add the signature to only the messages that you choose.

Create a signature

  1. Open a new message. On the Message tab, in the Include group, click Signature, and then click Signatures.

    Signatures command on the ribbon

  2. On the E-mail Signature tab, click New.

  3. Type a name for the signature, and then click OK.

  4. In the Edit signature box, type the text that you want to include in the signature.

  5. To format the text, select the text, and then use the style and formatting buttons to select the options that you want.

  6. To add elements besides text, click where you want the element to appear, and then do any of the following:

Options

How to

To add an electronic business card

Click Business Card, and then click a contact in the Filed As list. Then click OK

To add a hyperlink

Click Insert hyperlink iconInsert Hyperlink, type in the information or browse to a hyperlink, click to select it, and then click OK

To add a picture

Click Insert a picture iconPicture, browse to a picture, click to select it, and then click OK. Common image file formats for pictures include .bmp, .gif, .jpg, and .png.

  1. To finish creating the signature, click OK.

    Note    The signature that you just created or modified won't appear in the open message; it must be inserted into the message.

Top of Page

Add a signature to messages

Signatures can be added automatically to all outgoing messages, or you can choose which messages include a signature.

Note    Each message can contain only one signature.

Insert a signature automatically

  1. On the Message tab, in the Include group, click Signature, and then click Signatures.

    Signatures command on the ribbon

  2. Under Choose default signature, in the E-mail account list, click an email account with which you want to associate the signature.

  3. In the New messages list, select the signature that you want to include.

  4. If you want a signature to be included when you reply to or forward messages, in the Replies/forwards list, select the signature. Otherwise, click (none).

Insert a signature manually

  • In a new message, on the Message tab, in the Include group, click Signature, and then click the signature that you want.

    Signatures command on the ribbon

    Tip    To remove a signature from an open message, select the signature in the message body, and then press DELETE.

Top of Page


More: Creating Signatures

vCards

Hint: Enter you Contact information as a Contact, then File | Save the Contact as a vCard.


This lets you use your vCard as your signature. The recipient can double click it to add your information to his/her Contacts file.

Quick Parts

If you have text that you use frequently, create a Quick Part / Autotext.

When you need to use it place the cursor where you want to insert the Quick Part.

To edit or delete any entries:

  1. Open a new e-mail in Outlook.
  2. Go to Insert -> Quick Part.
  3. Highlight any Quick Part -> right click on it and click on Organize and Delete.



Insert Screen Shot

Flag an Outgoing Message for Follow Up

You can flag an outgoing message as a task and assign a reminder to it.

Finding Email - Instant Search

  • Search
  • Advanced Search

Image:OutlookAdvancedSearch.gif



Outlook Email Options

  1. Stop being controlled by the tyranny or notifications.
  2. Close a message after you reply

Recalling a Message

This doesn't always work but it's worth a try if you've sent a message that you shouldn't have.

Locate the message in your Sent Items folder. Open it, and the click the File Tab.


Mail Advanced Options

Empty your Deleted Items folder when you exit Outlook.

You can change the default folder that Outlook opens when you start. This can be handy if you manage multiple accounts or would prefer to start in your Calendar instead of your Inbox.


Organizing

Key Points

  1. Filter and locate messages in your mailbox by using the new Instant Search function. You can create virtual Search Folders that automatically update to display messages meeting certain criteria.
  2. Group and sort messages by sender, time, subject, size, category, or any other field.
  3. Assign color-coded categories to messages, tasks, appointments, and other Outlook items, and then group and sort items by color category. You can use the default Outlook categories or tailor them to fit your needs.
  4. Create folders to organize your mail, and you can move items to folders manually or automatically.
  5. Outlook automatically archives old and expired items to a separate data file. You can specify the AutoArchive frequency, location, and other settings on a global and per-folder basis.


  • Organize by Colour

Choose Tools | Organize

Image:OutlookToolsOrganize.gif

Create Folders

Move things out of your Inbox into folders.

Your Flags and Categories still persist even though you have moved things into different folders.

You can still find unread items even if they are in folders.

Archive Old Messages

Views

  • Order
    • Click on Column Name

Image:OutlookArrangeByColumns.gif

  • Grouping

Image:OutlookViewArrangeBy.gif

  • Field Chooser

Image:OutlookFieldChooser.gif



Appointments Events Meetings

  1. Create and manage appointments and all-day events in your calendar.
  2. Use Outlook to set up meetings, invite participants, and track their responses. Outlook can help you choose a meeting time based on participants' schedules.
  3. Other people in your organization can see your free, busy, and out-of-office time that you indicate in your calendar. You can personalize the display of your available working hours, and mark appointments as private to hide the details from other people.

Calendar

  1. Display a traditional calendar view of your schedule by the day, work week, full week, or month. You can display multiple list views of calendar items.
  2. Display multiple time zones, change your calendar as you travel between time zones, and schedule appointments or meetings that start and end in different time zones.
  3. Print selected schedule information in a number of different layout styles.
  4. Share schedule information by sending it in an e-mail message or by publishing it to a Web site.
  5. View two or more calendars next to each other or as a composite. Outlook displays each calendar in a different color so you can easily tell them apart.


You can see multiple calendars at the same time.

  • Select the Calendar View.
  • In the left panel Select the Calendars you want to display

Image:SharedCalendars01.jpg

This is the Side by Side View. You can switch to Overlay View.

Image:SharedCalendarSideBySide.jpg

This is the Overlay View. You can switch to Side By Side View.

Image:SharedCalendarOverlay.jpg


Try the Calendar Printing Assistant Calendar Printing Assistant — Microsoft download

Image:CalendarPrintingAssistant.jpg


Get out of the Inbox

  1. Use your messages to schedule tasks, set up meetings, or create contacts.
  2. Flag messages in your Inbox to create a To Do list.
  3. Color code messages using category labels that you create.
  4. Organize messages into groups with folders.
  5. Find any message quickly.

Just How Bad Is It?

Display the total number of items in a folder (not just unread). In the Navigation Pane, right click Inbox and click Properties

Image:Outlook 2007 Total Number of Items.png

Search Folders

File | New | Search Folder

or

In the Navigation Pane, right-click Search Folders and click New Search Folder.

Image:OutlookSearchFolders.gif

As shown in the picture, there are two ways to set up a Search Folder:

  1. On the File Menu, click New, and then click Search Folder.
  2. In the Navigation Pane, right-click Search Folders and click New Search Folder.

Either method will open the New Search Folder dialog box, where you have the option to choose from a number of predefined Search Folder options or create a Custom Search Folder.

Image:Outlook 2007 Custom Search Folder 02.gif


More:

Inbox

Views

Sorting

Actions

Key actions that can arise from an email and learn shortcuts to accomplish these quickly.

  1. Calendar
    • Set up a meeting by dragging to the Navigation Bar:Calendar Button
    • Better: Directly to the To-Do Bar: Date Navigator: to a specific Date in the Calendar
  2. Tasks
    • Create a task by dragging to the Navigation Bar: Tasks Button
    • Create a task by dragging to the To-Do Bar: Tasks List
      • Hint: Change the subject of a task so that it is more descriptive. This does not change the subject in the original message.
  3. Contacts
    • Create a new contact by dragging to the Navigation Bar: Contacts Button.
  4. Attachments (copy / move to your hard drive)
    • Right Click the Attachment
  5. Flag for Followup
  6. Categorize
  7. Folders
    • Drag to Navigation Bar: A Folder

To-Do Bar

In the To-Do Bar, you'll see upcoming items from your calendar as well as flagged messages and tasks.

Image:ToDoBar01.gif

  1. Date Navigator
  2. Upcoming Events
  3. Add new Tasks
  4. Task List

Change the appearance of the To-Do Bar.

Image:ToDoBar02.jpg

Tasks

Create Tasks

  • in the To-Do bar
  • by dragging messages to the To-Do Bar
  • by dragging messages to the Navigation Pane: Tasks

Completed Tasks

  • Mark as complete (rather than deleting) so that these items show up as completed on the day you marked them.
  • Warning: If you delete a flagged message in the To-Do bar, the message will also be deleted. Mark Complete is safer


Tasks or Flagged Messages

If you like to delete messages after you've finished with them, you'll probably prefer to use Tasks to keep track of things you need to do. (When you drag a message to the Tasks button, you create a new item, so deleting the message doesn't affect the task.)

If you like to keep your messages (either in your Inbox or in folders), you'll probably prefer to use follow-up flags because flagging is quick and easy.

Flags

Messages that you flag for follow-up appear in:

  • To-Do Bar
  • Task list
  • Calendar
  • Flagged items can have reminders

You can also see flags in your Inbox.

Image:Outlook 2007 Flags01.jpg

You can Flag an item with the Flag tool.

Image:Outlook 2007 Flags02.jpg

Setting a Custom Flag
The Start date will determine when the flagged item turns red in the various places you can view it.

Image:Outlook 2007 Flags05.jpg

You can also flag an item while you are working on it.

Image:Outlook 2007 Flags03.jpg

And you can see flagged items in Calendar View.

Image:Outlook 2007 Flags04.jpg

Coloured Categories

Categories and their associated colored labels let you quickly see what's what in a way that makes sense to you.

Coloured Categories can be applied to

  • Messages
  • Calendar Items
  • Tasks

And you can have multiple (unlimited) Categories for any item.

You can name the colours.

If you see a coloured category flag, right click it to see the name associated with the colour.

If you used colour coding in Outlook 2003 see: Colour Coded Categories compared to Colour Coding in Outlook 2003

You can view Inbox items by Category (click on Category column heading).

Rules

A rule is an action that Microsoft Office Outlook takes automatically on an arriving or sent message that meets the conditions that you specify in the rule. You can choose many conditions and actions by using the Rules and Alerts Wizard. Rules do not operate on message that have been read, only on those that are unread.

Rules fall into one of two general categories: organization and notification. The Rules and Alerts Wizard contains templates for the most commonly used rules.

Stay organized

These are rules that help you to file and follow up on messages. For example, you can create a rule for messages from a specific sender, such as Bobby Moore, with the word "sales" in the Subject line, to be flagged for follow-up, categorized as Sales, and moved to a folder called Bobby's Sales.

Stay up-to-date

These are rules that notify you in some way when you receive a particular message. For example, you can create a rule that automatically sends an alert to your mobile telephone when you receive a message from a family member.

Image:Outlook 2007 Rules.gif

  • Set up message rules to apply Categories


Manage messages by using rules — Microsoft


Create Rules for Messages You Send

This is how you create rules for Mail You Send

In this video you create a rule for all your emails to Alice.

  • The emails are assigned the Category: Project Alice
  • A copy of the email is place in the folder Project Alice


Screencast


In pictures.

This is easy to do once you find it.

Image:RulesForMailISend01.png

Image:RulesForMailISend02.png

Image:RulesForMailISend03.png

Image:RulesForMailISend04.png

Image:RulesForMailISend056.png

Image:RulesForMailISend07.png

And you can take from here with the Rules Wizard



Automatic Formatting

In the Calendar you can have Outlook automatically format events based on rules.

Image:Outlook 2007 Calendar Automatic Formatting.png

In Office 2010 this feature is called Conditional Formatting.

Folders

  • Create folders
    • on any folder, right click and New Folder

Image:NewFolder01.jpg

  • Move Inbox messages to folders
    • by dragging
    • by command (right click, Move to)
    • Note: Flags, To-Do tasks, Colour Categories remain intact even if you move messages

Favourites Folder

  • Drag a mail folder to the Favourites Folder area
  • Right Click: Add to Favorites Folder
  • Remove from the Favorites Folder area: Right Click: Remove from Favorite Folders
    • Warning Don't use the Delete command to remove a folder from Favorites. That will delete the folder and its contents completely.

Search Folders

Use Search Folders to quickly sort, organize, and find e-mail messages. If you use Search to find items with the same criteria, then a Search Folder would be useful. A Search Folder is a virtual folder - similar to a Windows 7 Library. It doesn't actually exist but the items that you specify in your search criteria will be visible in your Search Folder.

Image:Outlook 2007 Search Folder.gif


Search Folders — Microsoft

Contacts

Exploring the Contacts window.

Image:Outlook 2007 Contact.png

Initiating Activity with a Contact

You can initiate Emails and Meetings from within the Contact window.

Image:Outlook 2007 Initiate Activity.png

Activities

Image:Outlook 2007 Contact Activities.png

Archiving and Backup with Personal Folders

Create and manage Personal Folders - this is of specific interest if you want to retain a copy of emails on your own computer instead of on a server.

Journal

A little known or appreciated feature in Outlook is the Journal.

Accessing Journal

In the Navigation Bar - go to the bottom

  1. Click to open the buttons options
  2. Add / Remove Buttons
  3. Add Journal

Image:Outlook 2007 Journal 01.png

You will see this message. Click Yes

Image:Outlook 2007 Journal 02.png

You can now set Journal options like automatic tracking (optional)

Image:Outlook 2007 Journal 03.png

If you want to change the Journal options later

Image:Outlook 2007 Journal 04.png

Journal Entries

Image:Outlook 2007 Journal Entry.png

Resources


Resources

Tutorials

Other


What's New / Discontinued in Outlook

Outlook 2013

Outlook 2010

Outlook 2007

More training from Microsoft


Videos

Resources - Third Party

Products

Tips and Tricks

Office.com

Other

Sample Documents

Sample Outlook files used in this course - download Sample Documents (one file) or individual .pst files

Additional Reading


Follow up for Session Tuesday February 18, 2014

  • Create Rules for Messages You Send — Amber

This is how you create rules for Mail You Send

In this video you create a rule for all your emails to Alice.

  • The emails are assigned the Category: Project Alice
  • A copy of the email is place in the folder Project Alice


Screencast


In pictures.

This is easy to do once you find it.

Image:RulesForMailISend01.png

Image:RulesForMailISend02.png

Image:RulesForMailISend03.png

Image:RulesForMailISend04.png

Image:RulesForMailISend056.png

Image:RulesForMailISend07.png

And you can take from here with the Rules Wizard








Personal tools