1. Advanced User Guide to Outlook and all its features.

2. Ribbon Bar
Quick Access Tool Bar: Quickly find your most used commands on the customizable Quick Access Tool Bar
Quick Steps: Execute several actions with just one click
Backstage View: Click the File tab for easy access to vital functions such as Print and Save As.
The Ribbon: Displays the features associated with an item and organizes the features on context sensitive jobs

3. Using the File Tab
Info: Manage account settings, create automatic replies to s, clean up your mailbox, and create Rules and Alerts
Print: Preview and print without ever leaving the File Tab
Options: Customize the Ribbon, Quick Access Toolbar, and more

4. Outlook Options
Take advantage of all the custom options of Outlook by clicking File then clicking on Options

5. Outlook Options Cont. Mail Tab
Click Mail tab to customize how is sent and received
Turn Spell Check on or off
Message arrival notifications: Play a sound or have a desktop alert
Customize your replies and forwarded s

6. Outlook Options Cont. Mail Tab
Choose how and when sent messages are saved
Track messages and meeting requests by turning on or off read receipts

7. Outlook Options Cont. Advanced Tab
Click the Advanced tab for more options
Turn reminders on or off or play a sound
Keep your mailbox clean by emptying deleted items when exiting

8. Main View
Expand and Collapse Views: You can hide the Navigation plane and Calendar by clicking these arrows
Navigation Pane: Organizes your by folders and conversations. Right-click a folder to Move, Rename, or create a New Folder
To-Do Bar: Presents Outlook’s calendar and scheduling features in a consolidated view
Section Button: Provide quick navigation between the various sections of Outlook
Configure Buttons: Reposition and add or delete Section Buttons or customize the Navigation Pane options

9. Main View Cont.
Allows you to drag and drop into folders or your calendar. Right-click to Print, Assign Categories, and more.
Expand and Collapse: Click either button to expand or collapse your Navigational Pane

10. Working with E-Mail Messages
Press “Review” tab for spell checker and Thesaurus
Creating an
From the Home tab, click New button
Enter the recipients address OR navigate to it in your address book using the To…button
Separate multiple names with semicolons
To attach a file to an , click the Attach File button
Complete your and click Send

11. E-Mail Messages Cont. Spell Checker, Language Preference and Thesaurus
Change Language preference or translate
Take advantage of Outlooks Research and Thesaurus by highlighting a word and clicking Research
Check Spelling prior to sending

12. Creating a Signature From the Home tab, click the New E-mail button.
On the Message tab, in the Include group, click the Signature button.
Click Signatures.
In the Signature tab, click the New button and enter a signature name, such as “Work”.
In the Edit Signature window, enter your name and the information you want to include in your signature: your phone number, job title, and address
Click OK. Your signature is now included when you create new s.

13. Organizing Your E-Mail Arrange By
With Arrange By, you decide how folders are organized, whether it’s by the sender’s name, the type of company announcement, or the date received.
Click Arrange By
Click a folder you want to organize
Right Click the Arrange by bar
Choose how you want your message arranged

14. Organizing Your E-Mail Cont. Flagging Messages
Select the you want to flag and right-click the flag outline at the end of the title.
In the dropdown menu click the flag that applies to your message. You can also set a custom flag by clicking Custom and entering your personalized information in the dialog box.
Right Click

15. Organizing Your E-Mail Cont. Categorizing
Use Categories to mark all of the s, contacts, and messages that are related to a project. Then you can use Arrange By to find and display those items together
On the Home tab, in the Tags group, click the Categorize and All Categories button to set up your categories.
Edit, Rename, Delete, and select the categorize you want to personalize

16. Organizing Your E-Mail Cont. Creating Folders
Create folders for announcements, personal correspondence, meetings, or whatever suits your style best
Click the Folder tab
Click New Folder
Give the folder a name
Create New Folder dialog box will appear
Choose the location of the folder then click OK
Choose the Folder Contains drop down to create folders for Notes, Journals, Contacts, Tasks, and Calendars

17. Applying Rules to E-Mail
Create rules to automatically sort mail, set up and Out Of Office reply, and much more. For example, you can use Rules to automatically move messages received from a colleague to corresponding folder.
With “no” s highlighted from the Home tab click Rules
Click Manage Rules and Alerts rules box will appear
Click New Rule, the Rules Wizard box will appear
Highlight an option how to handle
Click the specified folder hyperlink then click Next, follow on screen instructions

18. Manage Your Tasks Tasks are shown in the center pane
Select how tasks are displayed
Tasks can be assigned a color coded category
Flags prioritize tasks
Click Tasks to get started
The To-Do list shows a list of pending tasks

19. Manage Your Tasks Cont. Creating a Task
New Task
Type a subject for your task
Set start and end dates for your task
Choose additional actions from the Ribbon, such as categorizing the task or setting a Follow Up
When you’ve completed the task form, click the Save & Close button
Drag the task into the calendar to schedule time for it
Click Tasks

20. Manage Your Tasks Cont. Customize Task
status reports to keep colleagues updated
Assign a task
Set up a recurring task for a project you do on a regular basis
Mark your task to indicate it needs follow-up
Assign a task a category for easier tracking

21. Manage Your Tasks Cont. Delegating a Task
1. Click “Assign Task
2. Complete the Fields and include a message to explain the task
Click either place to Start a new Task
Click To Button to find the person your assigning the task too
Click Send

22. Working With Calendars
Add color to visually display how your time is allocated
Select a view
Click View
Change view of tasks and appointments
Reschedule appointment by dragging it to free calendar space
Double-click free space to open a new event window

23. Sharing Calendar
In the “To” field type the name of people you want to share with.
Allow recipient to view your Calendar or Request permission to view recipient’s Calendar
Click Send
Click Share Calendar