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Setting preferences

From: Outlook for Mac 2011 Essential Training

Video: Setting preferences

Now that you have explored all of Outlook's components and how they work together, it's time to set your preferences. You can tweak the behavior of the program so that it suits your needs and workflow. Now, we've covered many of these settings in their associated chapters. So, some of them we'll explore in detail and others I'll refer you to the respective videos for thorough information. You can open up the Preferences pane in several different ways. The main way is to go up to the Outlook menu at the top of your screen and select Preferences. You may also wind up in Preferences directly through different buttons on the Ribbon or options on menus.

Setting preferences

Now that you have explored all of Outlook's components and how they work together, it's time to set your preferences. You can tweak the behavior of the program so that it suits your needs and workflow. Now, we've covered many of these settings in their associated chapters. So, some of them we'll explore in detail and others I'll refer you to the respective videos for thorough information. You can open up the Preferences pane in several different ways. The main way is to go up to the Outlook menu at the top of your screen and select Preferences. You may also wind up in Preferences directly through different buttons on the Ribbon or options on menus.

So, let's get started by clicking on General. The first item is only relevant if you have more than one email address. When I turn it on, it groups all of my email accounts under my Inbox so I can see them all in one place. When I turn it off, each of the email accounts has its own separate section. If you're on an Exchange Server and also have a personal email, Hide On My Computer folders will keep your personal emails from showing. The next setting makes Outlook your default email program across your whole computer. For example, if you're on the Internet and you click a link to open up an email, after you click this button, Outlook will open up instead of Apple Mail.

If you're only using Outlook and not Mail, definitely click this Make Default button. If you use both Mail and Outlook, you'll need to decide which of the two programs you want to be your Mac's default email application and which one you'll open up manually. Let's go back to Show All. The next button is Accounts. This is the main area for working with your email addresses and entering your incoming and outgoing mail settings. We've explored how to create new email accounts in the setup chapter of this course. But briefly, you can use this plus sign to create a new Exchange account, email account or Directory (lookup) Service.

If you want to delete an account, click on it and then on this minus sign button. If you have several email accounts, you want to use one as the main account and the others as occasional accounts. If the account that you want to use as the default is not in this first bold position, click on it here on the list and then come down to the bottom and click on this gear and you can now set it as the default for all your new email messages. Let's go back to Show All again. Notification and Sounds controls all the beeps your Outlook makes while it checks your mail and the pop-up alerts that appear.

We've covered these when we learned how to make a new email message. But down at the bottom, as you have been using your Outlook, when it pops up messages, if you've been clicking on the Don't show this message again checkboxes, you can come down here and reset them so that they start showing up again. I'll go back to Show All. Categories is the main area where you set up your organizational system and we've covered this in detail in several categories videos. Let's go back to Show All again.

The Fonts button controls the default fonts used for writing new email messages and viewing your item lists. You can set the font, aize, and color for both HTML and plain text. Note that this does not change the fonts used by messages started by somebody else. Item lists refers to the list that you see over here on the left. When I click on Small, it makes them smaller, and when I click on Large, it makes them bigger. I'll go ahead and put it back to Medium and back to Show All.

AutoCorrect is a feature also found in Microsoft Word that helps you with your spelling. We'll cover this in another video. Go back to Show All. Reading affects the settings when you read your email and these are covered in the reading your emails videos. I'll go back to Show All. Now for Composing, I'll like to demonstrate using an email that I've replied to. So, I am going to go back to my messages and then go back into my Preferences and choose Composing.

Composing refers to messages that you are replying to. Notice in this message at the top is the reply and at the bottom is the original message. Now, as I change these, it will not change the original message. This applies to future settings. If I turn on Indent each line of the original message, the message down at the bottom will become indented. When that's set, when I do start a reply, it will also place the cursor at the very, very top so I can just start typing. The Attribution affects this heading at the top of the original email message.

I could have it have nothing at all. Right now, it Includes From, Date, To and the Subject, or I can set it on a custom of my own. I'll leave it on the default. Now, let's take a look at some formatting. By default, my new messages will be composed in HTML. That's what gives me the ability to make them bold, italic, change the font sizes, change the colors, and add pictures. If you want them to default to plain text, you would uncheck this box. When you are replying or forwarding, your replies will automatically take on the format of the original message.

So, if they sent you an HTML message, your reply will be HTML and if their original message was plain text, your response will be plain text. You have the option of replying and formatting using your default email account even if they sent the message to one of your other accounts. If you open up your messages in their own windows, when you reply or forward, this setting will close that original message automatically when you send it. When you send your messages, you do also have the option of Bccing or Ccing yourself so that you receive copies of every message that you've sent.

All of these options are available both for HTML and for plain text. Now, let's go back to Show All. Signatures refer to the responses at the bottom of your email message. And we have a whole video just for these. Rules are actions that are taken on your new messages, moving them to folders, auto replies, and Rules has its own video.

Schedules are how often your email is checked. That's also covered in another video. Calendar contains all the defaults for your calendar. Your work times, your work week, and we cover these settings in the calendar's videos. Go back to Show All. The Contacts defaults are set right here and we go over these in the setting up your contacts. Sync Services is where you control the synchronization between your contacts and Apple's Address Book and MobileMe.

This is covered in the contact synchronization chapters. Last, we have Feedback. Microsoft has a Customer Experience Improvement Program where if you read the privacy policy and then click Yes, it will send them information about how you use Outlook so they can incorporate your real-life usage into future releases. So, you can say Yes, you want to participate or No, you do not and I'll go back to Show All. After you've become comfortable with Outlook's basic features, customizing your preferences will enhance your experience and productivity while using the program.

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This video is part of

Image for Outlook for Mac 2011 Essential Training
Outlook for Mac 2011 Essential Training

68 video lessons · 10902 viewers

Alicia Katz Pollock
Author

 
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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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