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Outlook for Mac 2011 Essential Training
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Checking for new mail


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Outlook for Mac 2011 Essential Training

with Alicia Katz Pollock

Video: Checking for new mail

There are several ways to check for new email, both manually and automatically. To check manually when you want to, you can click on this Send & Receive button in the upper left corner of the toolbar, this Send & Receive on the right side of the Mail Ribbon, or come up here to the Tools Ribbon and come down to the Send & Receive option. You can choose Send & Receive All here and if you like keyboard commands, you can also use Command+K. If you have multiple email accounts, you can check them for new messages individually. If I'm selecting them from this list here. By default, Outlook checks for new email every ten minutes.
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  1. 54s
    1. Welcome
      54s
  2. 26m 12s
    1. Introducing Outlook 2011
      2m 1s
    2. Setting up Exchange accounts
      3m 8s
    3. Setting up IMAP accounts
      2m 19s
    4. Setting up POP accounts manually
      3m 31s
    5. Importing email from other applications
      2m 49s
    6. Importing and exporting contacts
      3m 47s
    7. Exploring the user interface
      2m 30s
    8. Customizing the view
      3m 7s
    9. Creating categories
      3m 0s
  3. 13m 29s
    1. Exploring the Inbox
      1m 51s
    2. Checking for new mail
      3m 42s
    3. Reading email
      3m 0s
    4. Deleting email
      1m 15s
    5. Previewing and saving attachments
      1m 46s
    6. Printing emails
      1m 55s
  4. 27m 31s
    1. Creating a new message
      4m 10s
    2. Formatting messages
      5m 18s
    3. Adding attachments
      1m 43s
    4. Adding pictures with the Media Browser
      2m 22s
    5. Information Rights Management
      3m 15s
    6. Replying and forwarding
      3m 5s
    7. Working with signatures
      4m 11s
    8. Working with priorities
      1m 9s
    9. Setting up Out of Office auto-replies
      2m 18s
  5. 20m 46s
    1. Arranging your Inbox
      3m 40s
    2. Using the Conversation view
      2m 47s
    3. Organizing messages with folders
      3m 48s
    4. Creating message rules
      7m 23s
    5. The Mailing List Manager
      2m 12s
    6. Filtering messages
      56s
  6. 9m 1s
    1. Setting junk mail protection levels
      3m 41s
    2. Managing your Junk folder
      3m 17s
    3. Recognizing spam
      2m 3s
  7. 19m 9s
    1. Viewing contacts
      2m 42s
    2. Creating contacts
      6m 14s
    3. Creating contact groups
      2m 40s
    4. Sending email to your contacts
      1m 0s
    5. Printing your contact list
      1m 50s
    6. Syncing contacts
      1m 58s
    7. Working with vCards and exporting
      2m 45s
  8. 25m 42s
    1. Viewing the Calendar
      5m 25s
    2. Creating appointments
      7m 12s
    3. Creating recurring appointments
      3m 34s
    4. Creating meetings and inviting attendees
      5m 29s
    5. Adding holidays
      2m 23s
    6. Printing your calendar
      1m 39s
  9. 7m 8s
    1. Creating new tasks and completing them
      2m 28s
    2. Managing your tasks
      4m 40s
  10. 9m 28s
    1. Creating new notes
      4m 50s
    2. Managing your notes
      3m 44s
    3. Printing notes
      54s
  11. 20m 8s
    1. Using categories
      6m 14s
    2. Flagging items
      4m 15s
    3. Searching and smart folders
      4m 49s
    4. Using folders
      1m 36s
    5. Right-clicking
      3m 14s
  12. 37m 57s
    1. Delegating and sharing public folders
      5m 12s
    2. Syncing Exchange and IMAP
      1m 9s
    3. Setting preferences
      7m 1s
    4. Using AutoCorrect
      2m 9s
    5. Using My Day
      5m 16s
    6. Using the Scrapbook
      5m 38s
    7. Using the reference tools
      2m 58s
    8. Getting help
      2m 34s
    9. Backing up
      3m 6s
    10. Using the Database Utility
      2m 54s
  13. 32s
    1. Final thoughts
      32s

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Outlook for Mac 2011 Essential Training
3h 37m Beginner Oct 26, 2010

Viewers: in countries Watching now:

In Outlook for Mac 2011 Essential Training, author Alicia Katz Pollock provides a comprehensive overview of the full-featured email, calendar, and scheduling application from Microsoft. The course covers the key fundamentals of the program, including sending and receiving email, creating and managing contacts, and scheduling tasks and appointments. It also covers Outlook 2011 organizational features such as the Media Browser, Conversation view, My Day, the Scrapbook, and more.

Topics include:
  • Setting up Exchange, IMAP, and POP accounts
  • Importing email and contacts
  • Reading, sending, and deleting email
  • Understanding the Outlook 2011 Information Rights Management tools
  • Organizing email with Conversation view
  • Creating and syncing contacts
  • Using tasks and appointments
  • Organizing with categories, flags, and smart folders
Subjects:
Business Email
Software:
Office Outlook Outlook for Mac Office for Mac
Author:
Alicia Katz Pollock

Checking for new mail

There are several ways to check for new email, both manually and automatically. To check manually when you want to, you can click on this Send & Receive button in the upper left corner of the toolbar, this Send & Receive on the right side of the Mail Ribbon, or come up here to the Tools Ribbon and come down to the Send & Receive option. You can choose Send & Receive All here and if you like keyboard commands, you can also use Command+K. If you have multiple email accounts, you can check them for new messages individually. If I'm selecting them from this list here. By default, Outlook checks for new email every ten minutes.

You have complete control over the schedule. To change it, you can get to the settings in three different places: from Tools > Run Schedule > Edit Schedules, from the Tools Ribbon, the Schedules button or from Outlook > Preferences and Schedules. All three methods will take you into this Preferences pane. Double-click on Send & Receive All and let's take a look at this seemingly complex window. At the top is how often it's going to check for mail.

It's on a repeating schedule of every 10 minutes. Now I can set that to every 30 minutes or if I want it more frequently, I can make it every 5 minutes or even every 1 minute. Right now I am going to leave it on the default. It's also checking At Startup. Now here is what it does every 10 minutes. First it sends any messages that have not yet been sent and now it's also is going to receive mail from my email accounts. Now notice that my Exchange account of Two Trees Olive Oil is not showing.

Email accounts that come from you company's server are on their own schedule. I will go ahead and click OK and I will close my Preferences. Now a new mail comes in next to each Inbox or folder you can see how many unread message you have in these little ovals. The unread messages will appear in the list in bold face and I have this little envelop next to them. Once you've read the message the message will appear in regular text and the little envelope will go away. At the bottom of the window, you can also see how many messages you have and how many are unread. And now I want to resize my window.

If you want to see what's happening in the delay, between when you click on the Send & Receive button and the time all your messages have arrived, go to the Tools Ribbon, and choose Progress. You can also open this from the Window menu and Progress, or Command+7. This little window opens up and when we check our mail, we can watch as Outlook and extra server and count the messages as they arrive. In addition to these visual cues that you have new mail, you can also setup notifications. Go back to the Outlook menu and down to Preferences.

Then click on the third button from Notification & Sounds. You can choose to Display an alert on your desktop. This will open a little window down at the bottom that will show either the sender and the message subject or you can also have it send a preview of the first sentence in the email as well. If you like, you can turn on checkmark here to make your Outlook icon bounce in your dock. You can also setup sounds for all your email actions. That way, even if you're not in Outlook, you'll still know when you receive new mail. If you click on each arrow, you can hear the sounds.

Remove the checkmarks from sounds you don't want to hear. I will close my Preferences window. So now let's go ahead and check our mail. I will click this Send & Receive button and watch in our progress window. Listen for the sounds. Here are the numbers of new messages and they are bold with a little envelope. So you can see that there is lots of ways of knowing when you get new email.

There are currently no FAQs about Outlook for Mac 2011 Essential Training.

 
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