Outlook Beginners 2013

Overview

This course contains the following 13 modules on the following:

Introducing: 

  • Start Outlook from the Start button menu, a desktop icon, Taskbar button or the Quick Launch bar.
  • Help is available via the Help button, the F1 shortcut key or from the Help command under the File tab.
  • The Ribbon has replaced the old Menu bar. The Ribbon uses Tabs to group commands with similar functions, within each tab, commands are held in Groups.
  • The File tab contains the Backstage View which offers all the options to Save, Print and manage your files and settings.
  • The Home tab contains all the most frequently used commands.
  • The Navigation Pane allows you to move between your Mail, Calendar, Contacts and Tasks using the buttons on the left of the window.

Adding Contacts: 

  • To add a contact you can either click on the New Contact button or hold down the Ctrl key and press the N key. A new untitled Contact form is opened and you can fill in the information.
  • Clicking the Full Name button in the Contact form opens the Check Full Name dialog box where you can check the name details have been correctly attributed. 
  • The File As box allows you to determine the sort order for this contact.
  • The Web page address box displays the address as a hypertext link.
  • The Notes box allows you to add notes and reminders about the contact.
  • The Details section of the Contact form contains more information including personal details about your contact.
  • The Birthday and Anniversary events entered in the Contacts list are displayed in the Calendar on the actual day of the annual event.

Address Books: 

  • Create a new Contact group by selecting Address Book from the Find group on the Home tab and when the Address Book dialog box opens click on New Entry from the File menu. The New Entry box opens and you need to click on New Contact Group and then the OK button.
  • When the new Contact Group opens add a title and use the Add Members button to fill the list From Outlook Contacts, From Address Book and New Email Contact.
  • Find specific names using Find on the Tools menu in the Address Book dialog box.

Creating and Sending Messages: 

  • Create new messages using the New E-mail button in the New group or the shortcut keys Ctrl and N. When the New Message form opens you can enter the Recipients, Subject and Text into the appropriate boxes.
  • Change the formatting of selected text using the Basic Text group commands or open the Format Text tab and use those options. 
  • Flag Messages using the Follow Up button in the Tags group. The options available are to follow up a task Today, Tomorrow, This Week, Next Week, customise your own or leave the task with No Date.
  • Add Attachments using the Attach File button in the Include group or select the Attach File command from the Insert tab. When the Insert File dialog box opens choose the file you require and click Insert.
  • Clicking on the Send button will send your message and any attachments. 
  • Sent emails automatically appear in the Sent Items folder which you can find in the Navigation Pane.

Creating Tasks: 

  • To create a new task click on the New Task button in the New group on the Tasks Home tab and fill out the Task form.
  • To set a Task Reminder, check the Reminder box on the Task form. The default reminder time is 8:00 am but you can set your preferred time in the Time box. Change the reminder date using the Date box.
  • Use the Start and Due date boxes to add start and completion dates.
  • You may change the Task's status from Not Started to In Progress, Completed, Deferred, or Waiting on someone else by selecting the relevant option from the Status list.
  • Assign a Priority using the Priority box, the available settings are Low, Normal or High.
  • You can link a Task to a Contact using the Assign Task button in the Manage Task group then adding a contact into the To box.
  • You can keep track of a task that is linked to a contact by selecting the Contact and then clicking on the Activities tab.

Entering Appointments: 

  • Open the Calendar by clicking on the Calendar button in the Navigation Pane.
  • The Date Navigator displays the current month, with today's date highlighted. To display another day click on the date on the Date Navigator.
  • To enter a new appointment, either click the New Appointment button and fill in the form, or select the relevant time slot, and then type in the details.
  • Set a Recurring Appointment using the New Recurring Appointment button from either the Options group in the Appointment form, or the appointment Shortcut menu. Set the details in the Appointment Recurrence dialog box when it opens.
  • To attach a file to an appointment open the Insert tab, click the Attach File button and select your file.
  • Make an Appointment private by clicking Private in the Tags group on the Appointment tab or from the right-click shortcut menu.
  • Edit an Appointment by double-clicking on it to open it and making any changes in the Appointment form.
  • To add a Tentative Appointment open the Show As list menu and select Tentative, your appointment will show with a diagonally striped edge.

Existing Tasks: 

  • Overdue tasks are displayed in red.
  • Mark a Task as completed by right-clicking the task flag and when the shortcut menu appears click Mark Complete. 
  • In Simple List view completed tasks show as pale grey with a line through them and the Completed box is checked.
  • Task lists may be displayed in a variety of ways, choose the best for you from the Current View group on the Tasks Home tab. Choose from Detailed, Simple List, To-Do List, Prioritized, Active, Completed, Today, Next 7 Days, Overdue, Assigned and Server Tasks.
  • Sort Tasks by clicking on the column headers, so to sort by order of priority click on the Priority column header.
  • A red exclamation mark indicates that the Task is high priority, while a blue arrow indicates low priority.
  • When there is no mark beside the task it has a normal priority setting.

Folders: 

  • Outlook opens with the Inbox by default so all your emails are displayed in the Message List. Clicking on a message will display its contents in the Reading Pane or AutoPreview will display the first three lines in the Message List.
  • Use the Change View button in the Current View group on the View tab to open a list of view options. 
  • Double-clicking an email opens it in a separate window with its own message tab.
  • Open the Calendar by clicking on the Calendar button in the Navigation Pane. 
  • Clicking on the Contacts button opens a list of your contacts in Business Card format. 
  • Tasks are held in the Task Folder; double-clicking a task opens the Task form and allows you to make changes.
  • Open the New Meeting option from the button in the New Group on the Home tab. When the Meeting form opens fill in the details of your meeting.
  • Use Notes by clicking on the Notes icon on the Navigation Pane.
  • Use the Navigation Pane to move through the Folders list. You can open the Navigation Pane with the Folders button at the lower left of the window.

Message Handling Tools: 

  • Copy, Cut and Paste text using the commands from the Clipboard group or the shortcut keys Ctrl C, Ctrl X and Ctrl V 
  • Open the Clipboard using the Clipboard button in the corner of the Clipboard group. The Clipboard displays cut or copied items and you can paste any item by clicking on it or paste all the items using the Paste all button.
  • The High Importance and Low Importance buttons in the Options group on the Message tab allow you to change the Normal message default to either a High or Low priority.
  • Use the commands in the Tracking group on the Options tab to track whether your message has been delivered or read by the recipient.
  • Save unfinished emails in the Drafts folder by selecting the Save command from the File tab, the Save command above the Ribbon, or by holding down the Ctrl key and pressing the S key.
  • Provided that the recipient has not read it, you can recall a sent message by opening the message and then using the Recall This Message command from the More Move Actions in the Move group.
  • You can minimise Outlook using the Minimise button in the top right of the Outlook window. Outlook remains open and you can maximise it by clicking the Outlook Taskbar button.

Printing: 

  • Print Messages using the Print command on the File tab, the Print icon on the Quick Access Toolbar or the Ctrl P shortcut keys.
  • Opening Print on the File tab will Print Preview your message to the right of the window.
  • Change the printing options in the Print dialog box which opens from the Print Options button.
  • The available Print styles for Calendar items include the options to print Daily, Weekly, or Monthly styles. Preview Calendar styles using the Settings buttons.
  • You can quit Outlook by selecting either the Exit command from the File tab, or by clicking on the Outlook Close button.

Screen Components: 

  • The Title Bar is across the top of the Outlook window and displays the name of the currently open folder.
  • The Ribbon has replaced the old menus, now the most frequently used commands are held on the Home tab for your convenience.
  • Customize the Ribbon by right-clicking on a tab and choosing Customize the Ribbon from the shortcut menu. When the Outlook Options - Customize Ribbon pane is displayed you can choose which commands to include or exclude.
  • The Status Bar displays information about the currently active folder.
  • The Navigation Pane is on the left of the Outlook window and offers shortcuts to any of your Outlook folders.
  • The Reading Pane can be moved or switched on or off using the Reading Pane command in the Layout group on the View tab.

The Contact List: 

  • Navigate the Contacts List using the letter tabs to the right or use the Ctrl Home or Ctrl End Shortcut keys to move to the first and last items in the list respectively.
  • Edit Contact Details on the card by clicking in the field and typing straight into it, or double clicking the card header and making changes to the contact form.
  • Use Categories to group your contacts and make them easier to identify. Click the Categorize button in the Tags group and choose a category. You can change category names, colours and create new categories by clicking All Categories on the Categorize list and using the Color Categories box. 
  • View the Contacts List in a variety of ways using the commands in the Change View group. Sort Contact information by clicking on the column headers.
  • Delete Contact records by selecting them and clicking the Delete button. To restore an accidentally deleted record use the Undo button immediately.

Working with Existing Messages: 

  • Open a message by double-clicking on it, or if it is already selected you can just press the Enter key. Close messages using the Close button in the top right of the window.
  • View hidden graphics by clicking on the Click here to download pictures bar and choosing the option which matches your requirements.
  • Remove a message header by clicking the More Move Actions list button in the Move group, choosing Other Actions and then selecting Message Header from the list.
  • Open a file attachment by double-clicking on the icon in the header. When the Opening Mail Attachment dialog box opens choose Open or Save. Alternatively click on the attachment icon and Outlook will open a new tab called Attachments so you can choose what to do next. 
  • Move between open messages using the Previous Item and Next Item buttons in the Quick Access toolbar.
  • You can delete messages at any time by selecting them and then using Delete from the Home tab or your keyboard.
  • Reply or Forward messages using the Respond group buttons from either the Home tab or if the message is open from the Message tab.
  • Use the Check Names Tool to find all names beginning with a particular letter, simply type straight into the To: box and choose from the names on offer. You can also use the check names button in the Names group.

Objectives

Introducing: 

  • Identify Outlook's function 
  • Start Outlook
  • Use Help
  • Use the Ribbon
  • Use the Home tab
  • Use the Navigation Pane

Adding Contacts: 

  • Add Events to the Calendar 
  • Enter Start Dates
  • Enter Completion Dates
  • Use Words to Enter Dates 
  • Select Recurrence Options 
  • Use the Go to Date Feature 
  • View Events

Address Books: 

  • Identify Address Books 
  • Display Address Books 
  • Create a Distribution List
  • Find Names

Creating and Sending Messages: 

  • Identify Message Indicators 
  • Create New Messages 
  • Add Recipients
  • Enter Subjects and Text 
  • Format Messages 
  • Flag Messages
  • Add Attachments
  • Send a Message
  • Confirm Sent Items

Creating Tasks: 

  • Insert into the Tasks List 
  • Set Task Reminders 
  • Add Startand Completion Dates
  • Change a Task's Status 
  • Assign a Priority 
  • Link a Task to a Contact 
  • Track a Linked Task

Entering Appointments: 

  • Open the Calendar
  • Use the Date Navigator
  • Enter Appointments 
  • Use Recurring Appointments 
  • Attach Files to Appointments 
  • Set a Private Appointment 
  • Edit an Appointment 
  • Add a Tentative Appointment

Existing Tasks: 

  • Distinguish Overdue Tasks 
  • Mark Tasks as Completed 
  • Use View Options 
  • Identify Task Indicators 
  • Sort Tasks

Folders: 

  • View messages in the Inbox 
  • Use the AutoPreview Feature 
  • Use the Reading Pane
  • Open the Calendar 
  • Use the Contacts List
  • Define and edit a Task
  • Plan a Meeting 
  • Use the Notes feature
  • Move through the Folders list

Message Handling Tools: 

  • Copy, Cut and Paste Text 
  • Use the Clipboard
  • Set a Message Priority 
  • Use Delivery/Read Receipts 
  • Use Draft Messages 
  • Recall a Sent Message 
  • Identify New Mail Taskbar Icon
  • Work with Outlook Minimised

Printing: 

  • Print Messages 
  • Print Preview a Message
  • Change Print Options 
  • Print Calendar Items 
  • Preview Calendar Items 
  • Quit Outlook

Screen Components: 

  • Identify the Title Bar 
  • Customise the Ribbon
  • Distinguish the Status Bar
  • Use the Navigation Pane
  • Identify the Viewing Area
  • Hideand show the Reading Pane

The Contact List: 

  • Navigate the Contacts List 
  • Edit Contact Details 
  • Use Categories 
  • View the Contacts List 
  • Delete Contact Records
  • Undo Deletion

Working with Existing Messages: 

  • Open and Close Messages
  • View hidden graphics
  • Remove a Message Header 
  • Open a File Attachment 
  • Move between Messages 
  • Delete a Message 
  • Use Reply and Forward
  • Use the Check Names Tool

Course Duration

7 Hours

Introducing: 35 Minutes
Adding Contacts: 25 Minutes
Address Books: 35 Minutes
Creating and Sending Messages: 40 Minutes
Creating Tasks: 30 Minutes
Entering Appointments: 35 Minutes
Existing Tasks: 15 Minutes
Folders: 35 Minutes
Message Handling Tools: 35 Minutes
Printing: 30 Minutes
Screen Components: 35 Minutes 
The Contact List:
25 Minutes
Working with Existing Messages: 45 Minutes