Copyright © Bird Media LLC

Chapter 1: Fundamentals
You will learn: Explore the Outlook interface View Outlook items Use Quick Search Copyright © Bird Media LLC

Module A: Getting Around
You will learn: The basic features of Outlook How to open Outlook How to use the ribbon and Backstage View How to use the Navigation Pane Copyright © Bird Media LLC

Assessment: Getting around
The ________ replaces the menus and toolbars of older Outlook versions. Choose the best response. Navigation pane To-Do bar Ribbon Reading pane C is correct. The ribbon is used throughout Office 2013. Copyright © Bird Media LLC

Assessment: Getting Around
The ________ are the primary way to access various areas of Outlook. Choose the best response. Navigation options Quick Access toolbar Ribbon Backstage View A is correct, though the ribbon also allows you to change some view settings. Copyright © Bird Media LLC

Assessment: Getting Around
True or false: You can use the Folder pane normally, even when it's minimized. True False True. You can even click the Folders list to open it temporarily. Copyright © Bird Media LLC

Module B: Viewing Outlook items
You will learn: How to preview messages How to open Outlook items How to change list views How to use Instant Search Copyright © Bird Media LLC

Assessment: Viewing Outlook items
You can preview any kind of item in the Reading pane. True or false? True False True, though only mail folders display the Reading pane by default. Copyright © Bird Media LLC

Outlook Today is... A news feed integrated into Outlook. Microsoft's web-based service. A summary page of Outlook items needing action. Another name for Folder List view. C is correct. You can view it by clicking the root folder of your mailbox. Copyright © Bird Media LLC

What View tab elements let you change how items appear in a folder? Choose all that apply. Change Views Reading pane Arrangement gallery Reminders window A and C are correct. Copyright © Bird Media LLC

Summary: Fundamentals
You should now know: How to navigate the Outlook interface, including the ribbon and navigation pane How to view Outlook items, change folder views, and use the Instant Search function Copyright © Bird Media LLC

Module A: Creating Messages
You'll learn: How to create a message How to format message text How to check message spelling Copyright © Bird Media LLC

Exercise: Formatting message text
Copyright © Bird Media LLC

Assessment: Creating Messages
What type of command won't you find on the Message tab of the ribbon? Formatting text Adding recipients Attaching items Sending messages D is correct. The Send button is below the ribbon. Copyright © Bird Media LLC

Recipients in the To, Cc, and Bcc fields all receive identical messages and can respond to them in the same way. True or false? True False True. The only difference is that recipients can't see other recipients on the Bcc list. Copyright © Bird Media LLC

If Outlook incorrectly shows a word as a spelling error, you can easily and permanently correct it. True or false? True False True. You can click Add to Dictionary in the Spelling and Grammar window. Copyright © Bird Media LLC

Module B: Acting on Messages
You will learn: How to reply to a message How to forward a message How to print messages How to delete a message How to mark messages as read or unread Copyright © Bird Media LLC

Assessment: Acting on Messages
When a message is part of an extended chain of responses, by default Reply All will include all previous messages, while Reply will include only the most recent one. True or false? True False False. Both include all previous messages, but Reply only replies to the sender while Reply all replies to the sender and all other recipients. Copyright © Bird Media LLC

True or false? Just selecting a message in your inbox will mark it as read. True False True. The message is displayed in the Reading Pane, so Outlooks assumes you’ve read it there. Copyright © Bird Media LLC

Can you recover a message that's been permanently deleted? Choose the best response. Yes No Maybe, depending on your account settings. Maybe, depending on how large the message was. C is correct. You can recover messages if you use a Microsoft Exchange account. Copyright © Bird Media LLC

Module C: Adding content
You will learn: How to insert content into a message How to attach files to a message Copyright © Bird Media LLC

Assessment: Adding Content
You can experiment with different paste options without committing to only one at a time. True or false? True False True. You can point to different paste options to see a live preview of the results. Copyright © Bird Media LLC

Which options might you use to send someone a chart they can open in Microsoft Excel? Choose all that apply. Unicode Text Attach File Microsoft Office Object Match Styles B and C are correct, depending on whether you want it inside the message body. Copyright © Bird Media LLC

What part of an inserted web hyperlink do you always have to specify? Choose the best reply. Address Displayed text Icon ScreenTip A is correct. Without an address, it isn’t a hyperlink. Copyright © Bird Media LLC

Additional tabs such as Format only appear when you select a picture in a message. True or false? True False False. They also appear when you select drawings, charts, tables, and other inserted content. Copyright © Bird Media LLC

If you have an application that can view an Outlook attachment, you can preview the attachment's content in the Reading pane. True or False? True False False. There will be some file types that you'll have to open in the source application. Copyright © Bird Media LLC

Assessment: Signatures
It's a "best practice" to limit a business signature to name and contact information. True or false? True False False. It's acceptable and sometimes required to include elements like a company logo or legal disclaimer. Copyright © Bird Media LLC

It's easy to manage multiple signatures in Outlook. True or false? True False True. Multiple signatures are helpful when you use multiple accounts, such as business and personal addresses. Copyright © Bird Media LLC

In Outlook, you use both a personal address and a business address. You've made both a personal and a business signature. How can you most easily make sure to always use a signature while avoiding using the wrong one? Set Outlook to ask you which signature to use before you send a message. Set the signature for the account you use most as the default, and manually insert the other when you need to. Set a different default signature for each account. Don't set a default signature; instead, manually insert the correct one for each message. C is correct. Doing so will ensure that the signature you send is appropriate to the account you're using. Copyright © Bird Media LLC

Summary: Basics You should now know: How to create and format messages How to respond to messages and manage your inbox How to insert or attach content to a message How to create and manage your signatures Copyright © Bird Media LLC

Module A: Managing Contacts
You will learn: About contacts How to create and update contacts How to forward contacts How to print contact listings How to use electronic business cards Copyright © Bird Media LLC

Electronic business cards

Assessment: Managing Contacts
When you create a new contact using another contact from the same company, what fields will be copied from the existing contact? Choose all that apply. Business phone number address Job title Website A and D are correct. The others are considered individual information. Copyright © Bird Media LLC

Assessment: Managing contacts
If you change a phone number in an electronic business card, the new number will be automatically reflected in the contact item itself. True or false? True False True. Editing contact information in a business card is exactly like editing the contact itself. Copyright © Bird Media LLC

Assessment: Managing Contacts
Why might you share a contact in .vcf format rather than as an Outlook item? Choose the best response. To pass information that can't be included in shared Outlook items. Because Outlook items can only be shared between Microsoft Exchange users. Because .vcf is more compatible with other clients. All of the above. C is correct. Some clients can’t use Outlook items. Copyright © Bird Media LLC

Module B: Using contact groups
You will learn: How to create contact groups How to edit contact groups How to delete contact groups Copyright © Bird Media LLC

Creating contact groups

Expanding contact groups

Managing contact groups
Use notes Add members Remove members Update member information Copyright © Bird Media LLC

Assessment: Using contact groups
Contact groups allow you to: Organize lists of names without making them all contacts. Address a group of people with the convenience of a single name. Send group messages without the complexity of distribution lists. Organize your contacts into categories. B is correct. You can address a contact group as though it was a single contact. Copyright © Bird Media LLC

Members of a contact group don't have to be taken from your existing contacts. True or false? True False True. You can add any address you like, though by default they'll be added to your contacts. Copyright © Bird Media LLC

What can't you do from the Contact Group tab? Choose the best response. Add notes for the group as a whole. Automatically remove inactive addresses. Automatically update list information for changed contacts. Schedule a meeting with the group. B is correct, but you can manually remove members. Copyright © Bird Media LLC

Module C: Using the People Pane
You will learn: How to use the Outlook Social Connector How to use contact cards Copyright © Bird Media LLC

The Outlook Social Connector

Assessment: Using the People Pane
Contact cards and the People pane only differ in where they appear in Outlook. True or false? True False False. They serve different purposes, and only the People pane can be used to link to social networks. Copyright © Bird Media LLC

You need to install an add-in to use the Outlook Social Connector with your social network. True or false? True False True, though there are People pane functions you can use without an add-in. Copyright © Bird Media LLC

What can't you do from a contact card? Choose the best response. Look the contact up on LinkedIn. Make a phone call to the contact. Open the full Contact window. Schedule a meeting with the contact. A is correct. Social media features are found in the Outlook Social Connector. Copyright © Bird Media LLC

Summary: Contacts You should now know how to: Create, edit, and share contacts Create contact groups and manage their membership Use the People pane in the Outlook Social Connector and contact cards Copyright © Bird Media LLC

Module A: Creating Tasks
You will learn: About task views How to create tasks How to edit tasks Copyright © Bird Media LLC

Assessment: Creating Tasks
You can most easily access your full Tasks list from the ____. Choose the best response. Navigation pane Ribbon Calendar Address Book A is correct, though the calendar can show tasks. Copyright © Bird Media LLC

You can create a new task from the _______. Choose all that apply. Ribbon Address Book To-Do list To-Do-bar A, C, and D are correct. The Address book is only for actions related to contacts. Copyright © Bird Media LLC

Module B: Managing tasks
You will learn: How to complete tasks How to delete tasks How to move and copy tasks between folders How to print tasks and task lists How to create recurring tasks Copyright © Bird Media LLC

Assessment: Managing tasks
You can mark a task complete by checking it off in the folder contents list. True or false? True False True. You can also set its completion to 100% or click Mark Complete. Copyright © Bird Media LLC

Module C: Assigning Tasks
You will learn: How to assign a task How to accept or reject a task assignment How to send a status report for an assigned task Copyright © Bird Media LLC

Sending status reports

Assessment: Assigning tasks
Ownership of an assigned task ________. Goes to the recipient. Stays with the sender. Is shared by both. A is correct, though the sender can keep a copy. Copyright © Bird Media LLC

Module A: Appointments
You will learn: How to add appointments and events How to set appointment details How to forward appointments How to print appointments How to create recurring appointments Copyright © Bird Media LLC

Creating appointments
Ctrl+Shift+A New Items  Appointment Double-click calendar Drag message to calendar Copyright © Bird Media LLC

Scheduling appointments

Recurring appointments
Click Recurrence Set a time Choose a basic pattern Set specific options Set range Copyright © Bird Media LLC

Printing appointments

Assessment: Appointments
Unlike tasks, appointments have specific _______. Choose the best response. Participants Recurrence Dates Reserved times D is correct. An appointment begins and ends at a specific time of day, while a task has a start and due date without reserving time on your calendar. Copyright © Bird Media LLC

Appointments, meetings, and tasks automatically have reminders set. True or false? True False False. While appointments, meetings, and events have reminders by default, for tasks they're optional. Copyright © Bird Media LLC

Which of the following is not a valid recurrence range? Choose the best response. End after 10 occurrences End after 10 hours total duration End by 04/12/2016 No end date B is correct, although if the appointment was for one hour you could set it to recur ten times. Copyright © Bird Media LLC

You can forward an appointment, but this is the same as making it a meeting. True or false? True False False. Meetings provide additional features for coordination between participants. Copyright © Bird Media LLC

Sending meeting requests
Attendees Subject Location Start and end time Information and attachments Additional options Response options Copyright © Bird Media LLC

Assessment: Meetings Unlike appointments, meetings have: Other participants Recurrence settings Starting Dates Reserved times A is correct. Attendees are the key difference between an appointment and a meeting. Copyright © Bird Media LLC

Assessment: Meetings To turn an appointment into a meeting, you can: Check the Meeting box next to the start time. Invite attendees Drag it to the Meetings folder. Forward it to the attendees. B is correct. The Invite Attendees button is on the Appointment tab. Copyright © Bird Media LLC

Assessment: Meetings When you propose a new meeting time, you automatically share your free times with the meeting organizer. True or false? True False False, though you can use shared calendars to help work out compatible meeting times. Copyright © Bird Media LLC

Assessment: Meetings You can use the Contact Attendees commands whether you're the organizer or an attendee of a meeting. True or false? True False False, though you can still respond to the meeting invitation for much the same effect. Copyright © Bird Media LLC

Module C: Using the calendar
You will learn: About calendar views How to navigate the calendar How to change calendar options How to print the calendar Copyright © Bird Media LLC

Navigating calendar views
Forward and back buttons Date Navigator Zoom in on day or week Previous and Next Appointment buttons Go To group Go To Date window Copyright © Bird Media LLC

Navigating calendar views

Calendar customization

Assessment: Using the calendar
Which views display a daily task list? Choose all that apply. Day Month Schedule View Work Week A and D are correct. Copyright © Bird Media LLC

Which calendar navigation method lets you move to both any time and any view? Choose the best response. The Date Navigator The Go To Date window. The Next Appointment button. Schedule View B is correct. You can press Ctrl+G to open it. Copyright © Bird Media LLC

Summary: Scheduling You should now know: How to plan your schedule by creating appointments, and setting appointment options such as reminders and recurrence options How to organize meetings with your contacts, respond to meeting invitations, and negotiate mutually compatible times How to navigate the calendar, change views, and customize its display options Copyright © Bird Media LLC

Chapter 6: Customization
You will learn: How to customize the ribbon How to change Outlook’s appearance Copyright © Bird Media LLC

Module A: Customizing the ribbon
You will learn: How to change how the ribbon is displayed How to rearrange the ribbon How to add custom tabs and groups How to customize the Quick Access toolbar Copyright © Bird Media LLC

Hiding or restoring the ribbon

Rearranging ribbon commands

Adding commands to the ribbon

Assessment: Customizing the ribbon
You can still access ribbon commands easily while it's minimized. True or false? True False True, you can click any tab to temporarily view it. Copyright © Bird Media LLC

You can customize the ribbon by ________. Choose all that apply. Adding commands to an existing group Adding groups to an existing tab. Removing an existing tab. Removing groups from an existing tab. B and D are correct. You can only add commands to existing groups, and you can only hide existing tabs. Copyright © Bird Media LLC

To reset all customizations, you must use both the Customize Ribbon and Quick Access Toolbar options. True or false? True False False. Both have a "Reset all customizations" option, which applies to both. Copyright © Bird Media LLC

Module B: Customizing Outlook
You will learn: How to customize the Outlook interface How to set language options How to change Outlook program options Copyright © Bird Media LLC

Interface customization

Customizing pane layouts

Customizing Outlook Today

Changing view settings

Assessment: Customizing Outlook
What options setting isn't on the View tab? Choose the best response. Conversation Settings Navigation Pane Outlook Today People Pane C is correct. You can access it from the Outlook Today screen. Copyright © Bird Media LLC

When viewing a conversation, you can even preview or open items not in the current folder. True or false? True False True. Conversations display all items used in the conversation, even sent items and meeting requests. Copyright © Bird Media LLC

What settings can you access from the Advanced View Options window? Choose all that apply. Add-Ins Columns Conversations Group by B and D are correct. A is in the Outlook Options window and B is on the View tab. Copyright © Bird Media LLC

You can most easily open Outlook Options from the _________. Choose the best response. File tab Home tab Outlook Today screen View tab A is correct, but a number of other menu options and launcher buttons can open it too. Copyright © Bird Media LLC

Summary: Customization
In this chapter, you learned: How to hide, rearrange, and add commands to the ribbon and Quick Access toolbar How to customize the Outlook interface, change view settings, and access program options Copyright © Bird Media LLC

Copyright © Bird Media LLC

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