1. OUTLOOK: Did you know you could…? Manage meetings and check the availability of other users? Customize the look of your inbox and other folders? Do a Mail Merge with Outlook Contacts? Give others permission to view your mail/ calendar? Sort and search any of your folders? Build rules to manage your mail? MS OUTLOO K Click on an item to go directly to its screens Use themes to send attractive email messages? www.ccac.edu/its

2. Managing Meetings Back to Outlook Tips Click on Calendar, Actions, Plan a Meeting Set date and time Add names of employees/ contacts you want to invite You can add a list from your Contacts; click on the + to expand to its membership You can view their availability for the meeting on the calendar grid Click on Make Meeting; the Appointment will appear; when you click Send, invitations will be sent to attendees AutoPick lets you find the next time that all attendees are available

3. Mail Merge from Contacts In the Contact folder, use Tools, Mail Merge Choose Document Type and Merge to You can also create a custom view to filter and select contacts who match certain criteria; find under Contacts, View, Current View Use this window to set all your options for the mail merge. Back to Outlook Tips

4. Build Rules to Manage Mail To add a new rule, click New… Choose the rule type and Next… Choose the conditions you want to check Click on specific words, and enter a search list, click ok & next Choose what you want to do with it Add any exceptions Give the rule a name. Decide whether you want to run this rule for past messages and if you want to turn on the rule, and click finish Tools, Rule Wizard The rule can be turned on and off as needed Back to Outlook Tips

5. Give Others Permissions To assign permissions to a new person, click on Add… Tools, Options, Delegates Choose the person to whom you will give permission You need to decide exactly what you will allow this person to do with each of these Outlook items It’s probably a good idea to check “Automatically send a message…” to alert the person as to their status You can update these at any time Back to Outlook Tips

6. Customize your Inbox View Go to View, Current View, Customize Current View To add Fields to the view, click on Fields… Decide which fields you wish to add to your view, highlight and click Add Notice that the size field has been added You can use Customize Current View to add sorting, filtering, grouping, formatting, etc Back to Outlook Tips

7. Sort and Search your Folders To find an email, click on Find Click on any of the headers to sort in ascending or descending order You can choose to search all text in the message Back to Outlook Tips

8. Use Themes to Send Email Personal Stationery tab, click on Theme First, you have to use Word as your email editor; click on Tools, Options, Mail Format Create a new email message. Click Tools, Options, General Tab, Email Options (Notice all the Word features/ buttons that are now available) Choose a Theme from the left hand column, a sample will appear to the right The current message will not change; close it and your subsequent emails will show the new theme If you do not want to constantly use themes, ignore all these steps except the first; To add a theme to just one email, in the email message, choose Format, Theme Back to Outlook Tips

9. Make a commitment to improve your desktop skills TIPS & SECRETS Look for more tips and help at: www.ccac.edu/its