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Learn how to leverage the power of Microsoft Outlook to stay on top of all your important connections. In this course, author Jess Stratton introduces you to navigating your email messages, calendar, and contacts in Outlook 2013. The course 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. Jess 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.
Outlook has the ability for you to create Groups, that is a named list that contains many email addresses. When you address a new email, you can also send out the email to the Group name. So everyone who is on that list gets the message. To create a group, I'm going to make sure I'm in my People tab in Outlook. Then click New Contact Group. The first thing I need to do is give it a name, once I'm all done with that I can add members to my Group. I'm going to click Add Members. Now I have three options.
I can choose somebody who's in my local Outlook contacts, double-click to add them and click OK; I can then choose people from my actual exchange company address book, I can double-click to add them and as many people as I want actually. I can click OK; and finally I can put in an email address in directly. This person doesn't have to be in my contacts at all; in fact I have the option here, if I want to actually add them to my contacts if they aren't already.
I'm going to uncheck this, if I just want to do a one-off email address in this Group. I can click Ok and then when I'm all done adding people I can click Save & Close. My new Group name appears in this People hub. So to send email to this group, I'm going to go back to my Mail tab, click New Email and I can either type the group name directly in, it will auto fill and I can select it, or I'm going to delete that out.
I can click To, come over here to my contacts and select it. I can see that it's a group because it's bold face and the icon changes. So I can choose my group and address it in the To field. However, if I don't want everybody in the group to know that they are actually part of the group such as, if this is a committee and I don't want anybody to know who the members are, I can put them in the Bcc field. This is Blind Carbon Copy and it means they won't be able to see who else I'm sending it to other than themselves.
I can click OK when I'm all done. And the last thing, I want to show you is that I can actually expand this Group if I want to see who's in it. If I forgotten, I can click this plus (+) sign and expand it. This is just warning me that if I expand the list Outlook will replace the actual list name with all the members of it and I can't put it back to the name. I'm going to click OK, and now I can see a list of all the people who are in that Group, when I'm ready to send I can simply send the email.
And that is how you work with Groups in Outlook.
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