Quick Outlook
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About this ebook
Learn how to leverage the power of Microsoft Outlook with Quick Outlook to stay on top of all the important connections. In this book, author Mufaddal Khandwala introduces to navigating email messages, calendar, and contacts in Outlook 2013. The book, Quick Outlook, begins with a tour of the interface and shows how to connect to a wide variety of mail, social media, and cloud computing accounts, including IMAP and POP accounts, Facebook, LinkedIn, and even RSS feeds.
It also shows how to quickly create, send, and read email and reduce your inbox clutter; organize, group, and share contacts; and stay on schedule with calendars and tasks.
To further help with the learning the book contains screenshots of almost all the topics in discussion to help in quickly recognize the options on the interface.
Topics include:
Exploring the Ribbon
Adding an IMAP, Exchange, or POP account automatically
Connecting to iCloud or OneDrive
Saving attachments
Searching mail
Flagging messages
Using mail rules to process messages
Replying to and forwarding a message
Adding signatures
Creating new contacts
Creating and responding to meeting invitations
Setting up advanced options
Mufaddal Khandwala
Mufaddal Khandwala, an IT Consultant and corporate trainer holds a PG Certificate in Management from Indian Institute of Management, Kozhikode, one of Asia’s top B-Schools, and a Bachelor’s degree in Computer Science. He has over 13 years of experience in large corporations and start-ups in Asia, U.S.A and Europe across industry verticals of airlines, FMCG, Real Estate, Finance, Media & Advertising as well as IT Consulting Companies.Mufaddal has worked in the capacity of Project Manager, Solution Architect and is passionate about writing on technology and management subjects. While mentoring managers, management students and technology professionals, he realized the need for a series of management books based on quick self-learning. His technology background gives him a good understanding of the management learning needs of non-M.B.A. graduates.Mufaddal conducts corporate trainings in management & IT subjects and also works as an IT & management consultant.
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Book preview
Quick Outlook - Mufaddal Khandwala
Development, Technical & Production Editing done at: RAJ Technologies & Trade.
Designing & Quality Assurance: RAJ Technologies & Trade.
Copyright Mufaddal Khandwala 2014 Published by RAJ Technologies & Trade at Smashwords.
All rights reserved. No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, scanning without written permission of the publisher
ISBN (electronic): 978-93-5174-260-9
Limit of Liability/Disclaimer of Warranty: The publisher and the author make no representations or warranties with respect to the accuracy or completeness of the contents of this work and specifically disclaim all warranties, including without limitation warranties of fitness for a particular purpose. No warranty may be created or extended by sales or promotional materials. The advice and strategies contained herein may not be suitable for every situation. This work is sold with the understanding that the publisher is not engaged in rendering legal, accounting, or other professional services. If professional assistance is required, the services of a competent professional person should be sought. Neither the publisher nor the author shall be liable for damages arising here from. The fact that an organization or Web site is referred to in this work as a citation and/or a potential source of further information does not mean that the author or the publisher endorses the information the organization or Web site may provide or recommendations it may make. Further, readers should be aware that Internet Web sites listed in this work may have changed or disappeared between when this work was written and when it is read.
TRADEMARKS: RAJ and the RAJ logo are trademarks or registered trademarks of RAJ Technologies and Trade and may not be used without written permission.
Microsoft and Outlook are registered trademarks of Microsoft Corporation. RAJ Technologies and Trade is not associated with any product or vendor mentioned in this book.
Dear Reader,
Thank you for choosing Quick Outlook.
In this book we will learn how to fully navigate mail, calendar and contacts in Outlook. We will look at how to customize Outlook client by connecting to other mail, social media and cloud accounts. We will also go over ways to quickly and efficiently read, organize and send mail. Then we will cover ways we can mange contacts inside of Outlook.
Finally, we will explore how to work with calendar and tasks. We will cover all of these tools and techniques plus many more. Now let's begin with Outlook 2013.
This book is a step towards providing you with quality reading material which would help you ramp up your technical skills with ease and satisfaction.
With each of our titles we’re working hard to set a new standard for the industry.
We hope you see that reflected in these pages. We would be very interested to hear your kind comments and get your feedback on how we are doing. Feel free to let me know what you think about this by sending us an email at books@rajtech.in or if you think you have found a technical error in this book, please visit http://www.rajtech.in.
Customer feedback is critical to our efforts at RAJ.
Happy educative reading.
Thanks,
Mufaddal
Dedicated to His Holiness for his never ending guidance, love and affection.
To my parents, my love and lovely children.
Quick Outlook
About the Author
Mufaddal Khandwala, an IT Consultant and corporate trainer holds a PG Certificate in Management from Indian Institute of Management, Kozhikode, one of Asia’s top B-Schools and a Bachelor’s degree in Computer Science.
He has over 13 years of experience in large corporations and start-ups in Asia, U.S.A and Europe across industry verticals of airlines, FMCG, Real Estate, Finance, Media & Advertising as well as IT Consulting Companies.
Mufaddal has worked in the capacity of Project Manager, Solution Architect and is passionate about writing on technology and management subjects. While mentoring managers, management students and technology professionals, he realized the need for a series of management and technology books based on quick self-learning.
His technology background gives him a good understanding of the management learning needs of non-M.B.A. graduates.
Mufaddal conducts corporate trainings in management & IT subjects and also works as an IT & management consultant.
TABLE OF CONTENTS
Getting Started
Touring the Outlook Interface
Exploring the Ribbon
Exploring the Navigation and Status Bars
Adding and Connecting Accounts
Adding an IMAP, Exchange or POP Account Automatically
Adding an IMAP, Exchange or POP Account Manually
Adding a Facebook and Linkedin Account Using the Social Connector
Adding a RSS Feed
Connecting to an iCloud Account
Connecting with OneDrive
Reading Mail
Customizing the Inbox
Saving Attachments from a Message
Searching Mail
Finding Messages Quickly
Flagging Messages as Junk Mail
Organizing Mail
Using Conditional Formatting to Change Font and Color
Creating Follow-Up Flags and Color Categories
Organizing Mail into Folders
Using Quick Steps to Process Messages
Using Mail Rules to Process Messages
Cleaning Up Your Mailbox
Creating and Sending Mail
Creating a New Message
Replying to and Forwarding a Message
Formatting a Message
Creating Voting Buttons In a Message
Adding Signatures
Sending an Out-Of-Office Or Autoreply Email
Exploring Delivery Options
Creating Personal Stationery
Exploring Other Mail Settings
Creating and Working with Contacts
Introducing the Address Book
Creating a New Contact
Creating a New Contact Group
Assigning a Category to a Contact
Searching For Contacts Quickly
Moving and Copying Contacts into Folders
Sharing Contact Data with Others
Getting Driving Directions to a Contact's Address
Working with the Calendar
Creating an Appointment and a Reminder
Creating a Meeting
Chairing a Meeting
Responding to a Meeting Invitation
Opening Other Calendars
Printing, Emailing and Sharing the Calendar
Setting Calendar Preferences
Creating Tasks and Notes
Creating and Assigning Tasks
Creating Notes
Working with Outlook Data
Exporting PST and OST Data Files
Reusing Text By Creating Quick Parts
Inserting Pictures, Charts and Screenshots into Messages and Calendar Entries
Setting Language Preferences
Setting Advanced General Outlook Options
Next Steps
Getting Started
Welcome to Outlook 2013! We're going to start right at the beginning so that we know exactly how to launch Outlook and start working right away. Now there are a few different ways that we can launch it, we will see a few things. So the first way to launch it is to actually just get to the Apps menu from the Windows 8 Start menu; we can do that by right-clicking and choosing All Apps.
So here we see a list of everything on the computer and Outlook 2013.
At any time we can just click and launch it, but we will right-click, because there are a couple of things that are useful to do first.
The first one is down here at the bottom, to pin to Start menu. Nothing will be visible right away, in fact, we will come back up here and right-click again and this time we will choose Pin to Taskbar.
So with those selected, now let's go see what's changed.
We can see a new tile here on the Start menu that says Outlook 2013. We can take that tile, hold it down and drag it to move it wherever we want, so that it's in a much more accessible place.
Now if we remember we pinned Outlook to the task bar? That's over here, if we come down here to Desktop and we get back to the traditional Widows Desktop, we can see that we've also got a new icon for Outlook 2013 right here.
We go ahead and launch it from here.
We get the following screens on our way forward.
We click next here and move to the next screen.
Here we select No and Click Next as we would be looking into setting up accounts later on.
It gives a kind of a warning, but we go ahead and select Use Outlook without an email account
and Click Finish.
Okay, so now that we've got Outlook 2013 up and running, there's one more thing we should see. This is letting our computer know that Outlook is going to be used as our default Mail, Contact and Calendar application.
That means, any links that we click on to launch a new email, it will take us right into Outlook.
To do that, we're going to go to File>Options,
and when the Option screen launches, go over to the General tab and make sure there is a check mark beside your Start up options to make Outlook the default program for Email, Contacts and Calendar.
When we're all done, click OK and we'll be brought back to Outlook. So now that we've launched Outlook, we can move on to actually start working with it.
1.1Touring the Outlook interface
It can be a bit overwhelming to see all the features of Outlook all at once. So right now, we will break down clockwise into all the individual pieces that make up the application. It's also great to know what the right terminology is for each piece, so if we need more help, we can look it up in the Help file quickly, because we will know what we are looking for. So let's start right at the very top, up here we have what's called the Quick Access toolbar
and it's called that because it's always visible and it never changes. So if we have items that are needed quickly, we can put them up there and they'll always be there.
Immediately under that we have what's called the Ribbon;
now this feature is located in all the Microsoft Office products. What this is, is a tabbed list of menu options that changes according to what we are in, so that we can find the right tool for the right job. For example, if we are in mail, we will have a different list of menu options, when we are in calendar and again, when we are in contacts.
On the right we have what's called the to-do bar, this contains a calendar date picker and a list of to-do items and action items that we have on our calendar.