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    Microsoft Outlook 2016/2019/365 User Guide
    Microsoft Outlook 2016/2019/365 User Guide
    Microsoft Outlook 2016/2019/365 User Guide
    Ebook201 pages1 hour

    Microsoft Outlook 2016/2019/365 User Guide

    By Dave Tosh

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    About this ebook

    This is a book that can be used in a classroom or by an individual working at home or at their workstation. You require Microsoft Outlook 2016 or 2019 or 365 in order to work with this book.

    Microsoft Outlook is a personal information manager from Microsoft, available as a part of the Microsoft Office suite. Often used mainly as an email application, it also includes a calendar, task manager, contact manager, note taking, journal, and web browsing.

    Some of the topics covered will include Favorites, Recurrence, Folders & Subfolders, Rules, Quick Parts, Search Folders, Meetings, Categories, Sharing, Signature, Quick Steps Templates, Flag, Contact Group/Distribution List, Assign a Task and Message Options.

    Outlook can be used as a stand-alone application, or can work with Microsoft Exchange Server and Microsoft SharePoint Server for multiple users in an organization, such as shared mailboxes and/or calendars, Exchange public folders, SharePoint lists, and meeting schedules. Also, Microsoft has mobile applications for most mobile platforms, including iOS (Apple) and Android.

    You can use this book if you have earlier versions of Outlook including versions 2013 and 2010. There will be a few differences but most features will be found in the book.

    LanguageEnglish
    PublisherDave Tosh
    Release dateAug 9, 2019
    ISBN9780463938461
    Microsoft Outlook 2016/2019/365 User Guide
    Author

    Dave Tosh

    Dave has been teaching for about 28 years now and has been teaching online for about 23. (his first online course was teaching Windows 3.1 on a DOS based system; how primitive)He mostly works out of Loyalist College in Belleville.He is a certified MOS instructor. This is where you are certified by Microsoft to teach Word, Excel, Access, PowerPoint and Outlook. He also does consultation work and belongs to the local Chamber of Commerce. As well he is certified to teach ICDL (International Computer Driving License) and IC3 courseware (Digital Literacy suite of products).He is a course developer (for Ontario Learn which is the collective for all the colleges in Ontario) for the following; Word Specialist, Access Specialist, Windows (10), Office 365 for Business and Microsoft Office (2013 and 2016)He has experience in developing and evaluating training programs for the classroom and online.

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      Book preview

      Microsoft Outlook 2016/2019/365 User Guide - Dave Tosh

      Microsoft Outlook 2016/2019/365 User Guide

      By Dave Tosh

      Copyright 2019

      Thank you for downloading this eBook. This book remains the copyrighted property of the author and may not be redistributed to others for commercial or non-commercial purposes. If you enjoyed this book, please encourage your friends to download their own copy from their favorite authorized retailer. Thank you for your support.

      Overview

      This is a book that can be used in a classroom or by an individual working at home or at their workstation. You require Microsoft Outlook 2016 or 2019 or 365 in order to work with this book.

      Microsoft Outlook is a personal information manager from Microsoft, available as a part of the Microsoft Office suite. Often used mainly as an email application, it also includes a calendar, task manager, contact manager, note taking, journal, and web browsing.

      It can be used as a stand-alone application or can work with Microsoft Exchange Server and Microsoft SharePoint Server for multiple users in an organization, such as shared mailboxes and calendars, Exchange public folders, SharePoint lists, and meeting schedules.

      Microsoft has also released mobile applications for most mobile platforms, including iOS and Android.

      You can use this book if you use earlier versions of Outlook including versions 2013 and 2010. There will be a few differences, but most features will be found in the book.

      Note: This book is best viewed on a computer or laptop or larger screen tablet. There are images that won’t work easily on a small screen.

      Contact the author at: toshdave@gmail.com

      Published: December 2019

      Table of Contents

      Lesson 1 - Acquiring the Basics

      Getting Started

      Ribbon

      Inbox

      Display Options

      Getting Help

      Lesson 2 - Communicating with Mail

      Reading, Replying, And Forwarding A Message

      Creating A Message

      Received Attachments

      Reply and Forward

      Formatting the Message

      Creating Stationery

      Auto Spell Check

      Selecting A Message Format

      Deleting Messages

      Using the Address Book

      Creating A Signature

      Out of Office Assistant

      Mail Folders

      Creating A Subfolder

      Layout

      Sorting and Grouping Mail

      Finding A Message

      Filter

      Lesson 3 – Managing Contacts

      Navigate the Information Viewer

      Change View

      Favorites

      Adding New Contacts

      Creating New Contacts from Existing Contacts

      Link Contacts

      Locating Contacts

      Sending Messages to Contacts

      Editing Contacts

      Forward A Contact

      Lesson 4 – Working with The Calendar

      Calendar Environment

      New Appointment

      Peak View

      Scheduling Events

      Editing Appointments

      Printing Your Calendar

      Create A New Calendar

      Lesson 5 – Utilizing Tasks

      Ribbon Bar for Tasks

      Creating and Updating Tasks

      Lesson 6 – Notes and Journal

      Notes

      Journal

      Lesson 7 – Mail Level 2

      Desktop Alerts

      Creating A Personal Contact Group/Distribution List

      Voting Buttons How to Track

      Quick Parts

      OneDrive

      Quick Steps

      Advanced Find

      Search Folders

      Change Views

      Flagging A Message

      Categorize

      Conditional Formatting

      Cleaning Up Your Mailbox

      Junk or Spam

      Tracking A Message

      Message Handling Options

      Creating Mail Templates

      Rules

      Recalling Sent Messages

      Creating Personal Folders

      Add Email Accounts

      Close A Data File

      Lesson 8 –Contacts Level 2

      Grouping Contacts into Categories

      Flagging A Contact for Follow-Up

      Make A Contact Private

      Create Folders to Organize Contacts

      Share Contacts

      Customizing the Contact Environment

      Lesson 9 –Calendar Level 2

      Recurring Appointments

      Planning A Meeting

      Changing Calendar Options

      Share Calendar

      Lesson 10 –Tasks Level 2

      Adding A Recurring Task

      Assigning A Task to Someone Else

      Sharing Your Tasks Folder and Granting Permissions

      Lesson 11 – Customizing Outlook and Backup Level 2

      Change Your Preferred Font for Mail

      Data Files

      Back Up or Export Folders

      Delegate Access

      Giving Others Access to Your Mailbox

      Turn on The AutoArchive Feature

      Level 1 – Introduction

      Lesson 1 - Acquiring the Basics

      Getting Started

      Microsoft Outlook is a Desktop Information Management (DIM) program. DIMs provide the tools needed to send and receive e-mail, organize schedules, and maintain contact lists, to-do lists and notes. With Outlook you can share information with other users and integrate data to and from the other applications in the Microsoft Office suite.

      Ribbon

      The Ribbon in Outlook is a bit different from what you see in most every other Office program where on the Home tab you would have things like a Font group. You initially are in your Inbox and that is the Home ribbon you see below. The Inbox, Calendar, Contacts and other folders all have their own Tabs and Groups with specific commands which allow you to carry out actions based on that folder.

      Inbox

      When you start Outlook, you will be in the Inbox. Below is an example of a Mailbox. At the top of the folder list on the left-hand side is Favorites and in that area are any folders you have chosen to add. Below that will be any email accounts you have, and you can have more than one such as your internet provider or work account or Gmail, etc. The Active Mailbox folder is in the middle Pane (called the Information Viewer) and will be initially sorted by Date and this is where you will see the list of messages you have received. The Reading Pane is in the right Pane and from there you can read an email and you see options such as Reply and Forward.

      Display Options

      Status Bar

      At the bottom of the Screen you see a Status bar which shows how many items are in a folder, if the folder is up to date, what connection type you a have and a zoom option:

      You can customize this bar by Right clicking an empty area of the bar.

      Folder Pane

      You can hide the Folder pane by clicking the Minimize Folder Pane button and to bring it back you click on the Expand icon, and then Pin to Folder Pane button

      You can also use the Reading View button which will hide the Folder Pane and then Normal View to bring it back

      Zoom

      When viewing a Message, you can zoom in and out to see the text at different resolutions,

      Navigation Area

      You can control the Navigation area to access Mail, Calendar, People etc. by right clicking More button , and then choosing . Here you can control how many items appear in Navigation and the order they appear in. One other thing you can change is switching off Compact view which means you see the words for each item and takes up more space.

      Peak Feature

      Using the Peak feature allows you to get a quick look at items on Navigation (except for Mail). If you use it on People for instance you can point at a Favorite and then click on the Mail icon This allows you quickly generate an email with that person’s address filled in. See the section called Favorites in the next chapter on how to add Contacts to

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