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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.
If you're going to be away from your email for any length of time, it's a good idea to tell the people who send you email in case they're waiting for your reply. To turn on the Out of Office assistant, go up to the Tools Ribbon and choose the second button Out of Office. The Out of Office Assistant appears. Note that the account is the same as the account that you were clicked on when you started. So if you have several Email accounts, you'll need to click on each Inbox and set up the Out of Office Assistant for each account. I'll turn on Send Out of Office messages and here I can write what I want the other person to receive.
There's a disclosure triangle right here that I can toggle on and off next to More options. I'd like to put a checkmark in front of I am out of the office between, in case I forget to turn off my Out of Office assistant. That way it won't be sending emails after I return. So, if I need to change this End date from the 22nd to the 30th, I'll click on the calendar and I'll click on the 30th, and I want this to end at 5:00 PM. You have a separate Out of Office response for people who are outside your company. I can choose to send them only to people who are in my Address Book or to anybody who sends me email.
It will also respond to unsolicited emails. Here's the message that anybody outside my company will receive. Notice that it can be different from the one that people receive inside your company. Once I have got all my settings, I'll click on OK. Let's go ahead and send an email, so you can see how it works. I'll click on Home and Email, and I am going to send this from Judith to Olivia, and I'll click Send.
Now if I go down to that account where I sent that email, you'll see the kind of response that you'll get. Automatic reply: Your vacation request and here's the content that I had in my Out of Office Assistant. I'll be out of the office from September 21st to 30th. I will respond to your email when I return on October 1. Now if I quit my Outlook, the next time I open up my Outlook I'll get a message asking me, do I want to turn off my Out of Office messages? I'll go ahead and say Yes.
The Out of Office Assistant is an excellent tool, so that people aren't waiting for your response while you're away from your computer.
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