IntroductionWelcome| 00:00 | (music playing)
| | 00:04 | Hi! I'm Jess Stratton and welcome to
Outlook 2013 Essential Training.
| | 00:09 | In this course, I'm going to show you
how to fully navigate your mail, calendar
| | 00:13 | and contacts in Outlook.
| | 00:15 | We will look at how to customize
your client by connecting to other mail,
| | 00:19 | social media and cloud accounts.
| | 00:21 | We will also go over ways to quickly and
efficiently read, organize and send your mail.
| | 00:27 | Then we will cover ways you can
mange your contacts inside of Outlook.
| | 00:32 | Finally, we will explore how to
work with your calendar and tasks.
| | 00:36 | We will cover all of these tools
and techniques plus many more.
| | 00:40 | Now let's begin with Outlook 2013.
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1. Getting StartedGetting started| 00:00 | Welcome to Outlook 2013!
| | 00:03 | We're going to start right at the beginning
so you'll know exactly how to launch
| | 00:06 | Outlook and start working right away.
| | 00:09 | Now there are a few different ways
that you can launch it, I'm going to
| | 00:12 | show you some things.
| | 00:13 | So the first way to launch it is to
actually just get to your Apps menu
| | 00:17 | from the Windows 8 Start menu; we can do
that by right-clicking and choosing All Apps.
| | 00:23 | So here you can see a list of everything on
your computer, and right here is Outlook 2013.
| | 00:29 | At any time I could just click and launch it,
but I'm going to right-click, because
| | 00:33 | there are a couple of things that I want to do first.
| | 00:36 | The first one is down here at the bottom,
I want to Pin to my Start menu.
| | 00:41 | You won't see anything right away, in fact,
I'm going to come right back up here
| | 00:45 | and right-click again, and this time
I'm going to choose Pin to Taskbar.
| | 00:49 | So with those selected,
now let's go see what's changed.
| | 00:53 | I'm going to go back to my Start menu.
So as you can see I've got this new tile
| | 00:59 | here on the right that says Outlook 2013.
| | 01:02 | I can actually take that tile,
| | 01:04 | hold it down and drag it to move it
wherever I want, so it's in a much
| | 01:08 | more accessible place.
| | 01:10 | Now do you remember when
we pinned it to the task bar?
| | 01:13 | That's over here, if I come down here
to Desktop and I get back to the
| | 01:17 | traditional Widows Desktop, I can
see that I've also got a new icon for
| | 01:22 | Outlook 2013 right here.
| | 01:24 | I'm going to go ahead and launch it from here.
| | 01:29 | Okay, so now that we've got Outlook 2013
up and running, there's one more
| | 01:34 | thing I want to show you.
| | 01:35 | This is letting our computer know
that Outlook is going to be used as our
| | 01:39 | default Mail, Contact and Calendar application.
| | 01:42 | That means, any links that we click on
to launch a new email, it will take
| | 01:46 | us right into Outlook.
| | 01:48 | To do that, we're going to go to File>Options,
and when the Option screen
| | 01:56 | launches, go over to the General tab
and make sure there is a check mark
| | 02:01 | beside your Start up options to make
Outlook the default program for Email,
| | 02:04 | Contacts and Calendar.
| | 02:06 | When you're all done, click OK and
you'll be brought back to Outlook.
| | 02:10 | So now that we've launched Outlook,
we can move on to actually start working with it.
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| Touring the Outlook interface| 00:00 | It can be a bit overwhelming to see
all the features of Outlook all at once.
| | 00:04 | So right now, I'm going to break it
down clockwise into all the individual
| | 00:08 | pieces that make up the application.
| | 00:10 | It's also great to know what the right
terminology is for each piece, so if you
| | 00:14 | need more help, you can look it up in
the Help file quickly, because you will
| | 00:17 | know what you are looking for.
| | 00:19 | So let's start right at the very top,
up here we have what's called the
| | 00:23 | Quick Access toolbar and it's called that
because it's always visible and it never changes.
| | 00:29 | So if you have items that you need to
get to quickly, you can put them up here
| | 00:33 | and they'll always be there.
| | 00:35 | Immediately under that we have what's
called the Ribbon; now this feature is
| | 00:39 | located in all the Microsoft Office products.
What this is, is a tabbed list of
| | 00:44 | menu options that changes according to
what you are in, so that you can find the
| | 00:49 | right tool for the right job.
| | 00:51 | For example, if you're in your mail,
you're going to have a different list
| | 00:55 | of menu options, when you are in your calendar,
and again, when you're in your contacts.
| | 00:59 | Now if we keep going over here on the
right we have what's called the to-do bar,
| | 01:04 | this contains a calendar date picker
and a list of to-do items and action items
| | 01:10 | that you have on your calendar.
| | 01:11 | Don't worry if you don't see this pane
on the right here, there's actually a
| | 01:16 | toggle button and a ribbon to turn it on or off.
| | 01:18 | So your Outlook client may have
a toggle differently than mine.
| | 01:21 | Since this is just a tour, I'm not
going to show you where it is yet, but don't
| | 01:25 | worry, we'll go over it in a later video.
| | 01:28 | Continuing, way down at the bottom
we have what's called the Status bar.
| | 01:32 | This contains all sorts of information
about where you currently are, such as,
| | 01:37 | how many items are in your inbox,
whether your folders are syncing, what mail
| | 01:41 | server you are connected to and it
even contains a zoom bar, so that you can
| | 01:46 | make text bigger or smaller.
| | 01:47 | We'll actually go over all of this later,
but this is just a quick overview.
| | 01:53 | Immediately above that we have what's
called the navigation bar, this is how
| | 01:58 | you move back and forth between your
mail, calendar and contacts, which is
| | 02:04 | actually now called People.
| | 02:06 | Something else that's neat about this is
I can do what's called a peek, which is
| | 02:10 | hover my mouse bar over things like the
Calendar and the People to get the list
| | 02:15 | of Contacts and a date picker.
| | 02:17 | I'm going to go back into my mail for now.
Over here on the left we have what's
| | 02:23 | called the Folder bar.
| | 02:25 | Now this is going to change according to
what I'm in, but right now, because I'm
| | 02:29 | in my mail file, I can see a list of things like
my Inbox, my Drafts, Sent Items
| | 02:34 | and other Mail Folders.
| | 02:36 | Now also because I'm in my Inbox I can
see my inbox contents over here in the
| | 02:42 | middle of the screen, and depending on
what email I've actually clicked on,
| | 02:46 | I can see the body of that email
way over here in the middle.
| | 02:50 | Something else that's neat about Outlook
2013 is something called the People pane.
| | 02:55 | If I've connected my social networks,
such as Facebook or LinkedIn, I can
| | 03:00 | actually click down here and see some
status updates of all the people that were
| | 03:05 | involved in whatever particular email I'm looking at.
| | 03:08 | There are a couple more things I want to show you.
| | 03:11 | The first thing is, wherever you are
in Outlook, whenever you see a triangle
| | 03:16 | that probably contains something that you can do with it.
| | 03:19 | For example, over here in the Folder pane,
I see a triangle, I can click on it
| | 03:24 | to expand or collapse my Folder list.
| | 03:28 | Over here on the Ribbon I see another
triangle, I can click on it and that
| | 03:33 | actually brings up a pull down menu.
| | 03:36 | Another one I can see in the ribbon is this arrow here.
| | 03:40 | If I click on that, it actually brings up a dialog box.
| | 03:43 | So be on the lookout for these arrows.
That tells you that you can do more with those items.
| | 03:49 | So that's a quick overview of the
basic navigation in Microsoft Outlook.
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| Exploring the Ribbon| 00:00 | The Ribbon is one of the most
prominent features in all the Microsoft
| | 00:04 | Office Product Suite.
| | 00:05 | It was designed to help you quickly
find the right tool at the right time.
| | 00:09 | While it can look really overwhelming
at first, the key to understanding how
| | 00:13 | the Ribbon works is to understand that
while it looks like chaos, each task is
| | 00:18 | actually grouped and located on the Ribbon
in a place where Microsoft feels you'll need it.
| | 00:22 | They are also labeled, too.
| | 00:25 | Now the most commonly used tasks in the
Ribbon are on the left-hand side, while
| | 00:29 | the more sparsely used tasks
are way out here on the right.
| | 00:33 | So as you can see, we've got a tab interface.
My Home tab contains a list of
| | 00:38 | all the things that I'll use the most often
in whichever module I'm in, such as
| | 00:43 | Mail, Calendar, or People.
| | 00:45 | I can change tabs to find more things.
| | 00:47 | For example, in the View tab, I can assume
that everything in this tab is going
| | 00:52 | to be all things that I can use to change
the way that the current view looks.
| | 00:56 | So in the Ribbon interface, we have the
tabs such as Home, Send/Receive, Folder,
| | 01:03 | View; in those tabs we have buttons,
which are also called Command buttons.
| | 01:10 | Every time I hover my mouse over it,
it will also tell me what it does by pulling
| | 01:14 | out a little pop-up text that says what it does.
| | 01:17 | I also have Dialog boxes, for example,
if I click on one of these arrows, I can
| | 01:24 | actually bring up an entire dialog box.
| | 01:26 | And hit Cancel when I'm done with it.
| | 01:29 | And then, each grouping has a Label,
for example, I can see these labels; New,
| | 01:36 | Delete, Respond, Quick Steps, etcetera.
| | 01:41 | These all give me an idea of where to find
exactly what I'm looking for at the right time.
| | 01:47 | Now there are some things that we can
do with the Ribbon, for example, we can
| | 01:50 | minimize it; if it's taking up too much
of my screen and I don't want to look
| | 01:54 | at it all the time, I can come all the way here
on the right and click Collapse the Ribbon.
| | 02:00 | Now I can only see the tabbed headers.
Whenever I need them, I can click on the
| | 02:05 | tab, click on an item, and then
when I'm done with it, it goes away.
| | 02:11 | If I want to bring back the Ribbon at
any time, while the Ribbon is up I can
| | 02:16 | come down here to the right and
click the Push Pin, to pin it back.
| | 02:21 | I can also get some more options for
the Ribbon by clicking over here on the
| | 02:26 | right to the Ribbon Display options.
| | 02:28 | For example, I can Auto-Hide it like we've done.
| | 02:32 | I can only Show Tabs and I can Show
Tabs and Commands at the same time
| | 02:37 | if I want to see everything.
| | 02:41 | I can actually Customize the Ribbon.
| | 02:43 | I can Customize the Quick Access toolbar also.
| | 02:46 | For example, If I click here right on
my name, I get what's called Outlook
| | 02:52 | Today, many people used to use this
in older versions of Outlook and it's
| | 02:56 | kind of hard to find, so I want to put
a button so that I can get to Outlook
| | 03:01 | Today anytime I want to.
| | 03:03 | What I'm going to do is come up here
to my Quick Access toolbar and select
| | 03:07 | Customize the Quick Access toolbar.
| | 03:09 | If I click on it, I'm going to go to all the
way down to More Commands, because
| | 03:15 | Outlook Today is not in this list.
| | 03:20 | This brings up a list of all the commands
that I can add to the Quick Access toolbar.
| | 03:25 | I can either choose from Popular ones,
it's picked a list of things that I might
| | 03:28 | want to use, or I can come down here
to look at All Commands.
| | 03:34 | Now I have a list of every possible option
I can add to that Quick Access toolbar.
| | 03:39 | So I'm going to scroll down because
I'm looking for Outlook Today and here it is,
| | 03:47 | so I'm going to choose it, click Add,
now it's popped over in this right
| | 03:53 | hand menu and I can then click OK.
| | 03:56 | All of the sudden, in my Quick Access toolbar,
you can see a new button in there.
| | 04:01 | So now, no matter where I am in my Inbox,
or in my Calendar, I can simply click
| | 04:09 | this little button and get to
Outlook Today whenever I want.
| | 04:13 | I can also do this by clicking anywhere
in the Ribbon, now I can see Customize
| | 04:17 | the Ribbon, it's going to work
the exact the same way.
| | 04:21 | The one last option I have in the Ribbon
that I haven't talked about yet is the
| | 04:25 | File menu and that's also called Backstage.
| | 04:28 | I can click on this to get to everything
I need to know about Outlook.
| | 04:31 | We'll go over all these items in detail,
but it's important to know how to get there.
| | 04:37 | So if the Ribbon at first appears to be
really overwhelming, just remember that
| | 04:41 | it's all about grouping.
| | 04:43 | Once you learn what tasks are associated
with each group, you'll know exactly
| | 04:47 | where to look for the task that you need.
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| Exploring the Navigation and Status bars| 00:00 | In this video were going to talk
about the bottom two panes today.
| | 00:05 | The Status bar and the Navigation bar.
| | 00:07 | These panes aren't all context menus
like the other navigation items are.
| | 00:11 | This means they won't change dynamically
depending on where you are in Outlook.
| | 00:15 | If we start down here at the bottom at
the Status pane this tells you everything
| | 00:20 | you need to know about how Outlook is doing.
| | 00:22 | For example, in my Inbox it says
over here on the left I have 19 items.
| | 00:27 | That means I have 19 things in that folder.
| | 00:30 | That's the one thing that will
change according to where I am.
| | 00:33 | Way over here on the right, it's going to
tell me what kinds of things
| | 00:38 | it is doing, such as, is it checking
for email, is it syncing with the server,
| | 00:43 | am I connected to a server?
| | 00:44 | I can also change the view, this is the
way Outlook normally looks, which is
| | 00:49 | probably why they called it Normal view and I can
also change to what's called Reading view.
| | 00:54 | If I click on that it's going to minimize
the way everything looks on the
| | 00:58 | left-hand side and puts it into a nice
compact view, so that I have more
| | 01:03 | room to actually read my email
and I can even use the zoom slider on the
| | 01:07 | right to zoom in and make the text bigger,
so that I can focus a lot more on reading my emails.
| | 01:13 | At anytime I can click on Normal view
and get right back where I was.
| | 01:17 | I can actually Customize this
and put more information in it.
| | 01:22 | If I go over to any blank space and
right-click, I can select what types of
| | 01:27 | things I want to put in here.
| | 01:28 | For example, Reminders, or if I've got
any sort of Quota Information about my
| | 01:33 | mail files such as how big it's getting.
| | 01:36 | If I don't want to see how many items
in the view I have, I can just uncheck
| | 01:40 | that, and as you can see, it won't show up anymore.
| | 01:45 | Now the Navigation bar is how I actually
go back and forth between my Mail,
| | 01:50 | Calendar and People.
| | 01:52 | I can click on each one and
it will take me into that item.
| | 01:58 | There are some more things
actually that you can't see.
| | 02:02 | If I click on these 3 dots, I have some more
options such as Tasks, Notes and Folders.
| | 02:08 | And I can get in to each of those
things by just clicking on them.
| | 02:12 | If I want to change how this looks, or
if I want to add these things so they are
| | 02:16 | visible all the time, I can come in to Navigation Options.
| | 02:21 | This brings up a menu.
| | 02:23 | Now right now, it's set to only Display
3 options, which is why I can only see,
| | 02:27 | Mail, Calendar, and People.
| | 02:29 | I can change that though.
| | 02:32 | I can also rearrange the order
that these things are visible in.
| | 02:35 | For example, if I want People to be
all the way on the left-hand side, I can
| | 02:39 | choose People and click move up to
bring it all the way to the top, click OK
| | 02:46 | and now you'll see that it's showing 5
items like I wanted and People is all
| | 02:50 | the way here on the left.
| | 02:52 | To get back into it, I can simply click
on these three dots and go back into
| | 02:56 | Navigation Options and change things
around according to how I want them.
| | 03:01 | I can also choose, Compact Navigation.
| | 03:05 | What this does is only show me icons.
| | 03:08 | However, if I hover my mouse over it,
I can see things called Peeks.
| | 03:14 | The Peek is the way for me to hover
my mouse over the item and it will tell
| | 03:18 | me what's in there.
| | 03:19 | Such as my Favorite contacts,
or what's on my Calendar today.
| | 03:25 | I can actually see these peeks
even if I'm in the larger view.
| | 03:31 | So remember that this is your Outlook client.
| | 03:34 | Change these things however you want,
based on they are working for you.
| | 03:38 | They are meant to be convenient, so it's
worth playing around with the settings,
| | 03:41 | until you find a way to display them that works for you.
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2. Adding and Connecting AccountsAn overview of adding accounts| 00:00 | In this chapter I'll teach you how to
add accounts to your Outlook Client.
| | 00:04 | There's something I want you to
keep in mind; if your IT department has
| | 00:08 | already added your email account into
Outlook, then you can actually skip this
| | 00:12 | chapter completely or use it as a reference
in case you want to add more email accounts later.
| | 00:18 | Something else to think about, your client
may look different than mine here on
| | 00:22 | the left, and that's OK.
| | 00:23 | For example, your IT department may
have gotten rid of the default Outlook Data File;
| | 00:28 | so you won't see it in your client,
even though it's here in mine.
| | 00:32 | In fact, in later chapters, I'll be going over
how to examine Outlook Data Files
| | 00:37 | more closely, remove them
and even export the data.
| | 00:41 | There's no right or wrong, as long as
you have the skills to add the right kind
| | 00:46 | of email account you have, it doesn't
matter what inbox you're looking at,
| | 00:49 | whether it came from an IMAP, Exchange,
POP3, or even an iCloud account.
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| Adding an IMAP, Exchange, or POP account automatically| 00:00 | You can use Outlook as a standalone
client for your home and personal use or
| | 00:04 | your office may use it internally
as their default email program.
| | 00:08 | That's what we're going to talk about today.
| | 00:10 | If your company uses Microsoft Exchange,
you can simply put in your email
| | 00:14 | address and Outlook will do the
rest of the configuration for you.
| | 00:18 | We start by going up here to the Ribbon
and choosing File and then Add Account.
| | 00:25 | It's important to note that as of Outlook 2013,
Exchange 2003 is not supported.
| | 00:30 | So if you find yourself having trouble
with this next step, it maybe worth
| | 00:34 | asking your network administrator what
version of Exchange you're trying to connect to.
| | 00:38 | So from this dialog box, we need to
put in our Name, Email Address and
| | 00:42 | Password and while we are done, click Next.
| | 00:46 | You'll get a Security Alert talking
about security certificates.
| | 00:51 | If it asks you if you want to proceed, click Yes.
| | 00:56 | From here, it's going to make sure it
can access your server, it's going to
| | 01:00 | make sure your Password was correct,
and then it's going to make sure you can
| | 01:04 | log on to the mail server.
| | 01:05 | Once those three things are done,
you are all set, you can click Finish, Restart
| | 01:10 | Outlook and the next time you
launch it, it will look a lot different.
| | 01:15 | I'm going to close out of Outlook now
and come back in, it may take a few
| | 01:19 | minutes to get into Outlook, but that's OK,
because this is the first time
| | 01:24 | that this particular version of Outlook has
ever been accessed by your Exchange Server.
| | 01:29 | Now we are all in, and as you can see
it looks a lot different than it was
| | 01:34 | just a few minutes ago.
| | 01:35 | Now that I'm in my Exchange Server,
I can see that it's up here, I have my own Inbox.
| | 01:40 | Down here at the bottom, this is the
Outlook data file I was using in
| | 01:44 | Outlook before I connected
my Exchange Server up to it.
| | 01:46 | So it's important to make sure
that I'm using the right Inbox.
| | 01:49 | So that's how easy it is to connect your company's
Exchange Mail Account to Microsoft Outlook.
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| Adding an IMAP, Exchange, or POP account manually| 00:00 | Sometimes when you try to add an account
automatically, it just doesn't work.
| | 00:04 | This doesn't mean it's necessarily broken,
it could just mean that Outlook
| | 00:08 | doesn't recognize the settings
to auto fill them for you.
| | 00:11 | It could also be that you're trying to add
a POP3 account for your home or
| | 00:15 | personal email and Outlook doesn't
recognize the email address.
| | 00:18 | But in cases like these, we can
simply add the account manually.
| | 00:23 | Now there are a few things
you have to have ready.
| | 00:25 | You need to have your Email Address,
your Email Password, the POP3 Incoming Mail
| | 00:30 | Server or IMAP that you're trying to
connect to, the SMTP Outgoing Mail Server
| | 00:36 | and then you need to know whether you
have to use SSL with those connections and
| | 00:41 | whether you need to specify Outgoing
Mail Authentication, which a lot of mail
| | 00:45 | service providers do now to prevent spam.
| | 00:48 | Once you've got those ready, we can add
the account by going to File>Add Account.
| | 00:57 | Now instead of putting all these information
in, which we know isn't going to
| | 01:00 | work anyway, come right down here and
choose Manual set up or additional server
| | 01:04 | types and click Next.
| | 01:07 | I know I want to connect to a POP or IMAP account.
| | 01:10 | In this case, I'm going to add a Gmail Account,
click Next and here's where we
| | 01:16 | put in all that information that we got ready earlier.
| | 01:22 | If I did need to use SSL and I did need
to specify Outgoing Mail Authentication,
| | 01:27 | I find those in More Settings.
| | 01:31 | If I click on Outgoing Server, here is
where I designate that I need to require
| | 01:36 | SMTP Outgoing Authentication.
| | 01:39 | I can use the same settings as my
Incoming Mail Server or I can put in new
| | 01:43 | credentials, if I was given those,
by clicking on this Radio button.
| | 01:49 | If I go to the Advanced tab, here is where
I can specify if have to use SSL or not.
| | 01:54 | For example, I know for Gmail that I have
to use both Incoming and Outgoing SSL.
| | 01:59 | So I'm going to choose SSL from the dropdown List.
| | 02:04 | I can also change the Port if I have to.
| | 02:08 | When I'm all done, click on OK, click Next,
and our settings are going to be tested.
| | 02:15 | In this case, I put in all my information
correctly, I can click Close, and now
| | 02:21 | the account can be set up.
| | 02:22 | As you can see down here, all of a sudden
I have my new account set up.
| | 02:30 | So now I've got my Exchange Email up
here and Outlook Data File here that I'm
| | 02:35 | not really using, so I'm going to click
this triangle to minimize it, and I've
| | 02:40 | now got my Gmail account all set up.
| | 02:43 | I can add as many email accounts this way
as I need to, but if I ever want to go
| | 02:48 | and remove an email account, I can
simply go to File>Account Settings, choose
| | 02:55 | Account Settings again, and
here's a list of all my email accounts.
| | 03:01 | I can simply highlight it and choose Remove.
| | 03:06 | It's going to ask me if I'm sure I
want to remove it, and I can choose Yes.
| | 03:11 | When I'm all done, I can hit Close, and
now I'm back to just my Exchange Account.
| | 03:17 | So that is how you add POP and IMAP
accounts manually using Outlook.
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| Adding a Facebook and LinkedIn account using the Social Connector| 00:00 | One of the great features of
Microsoft Outlook is the ability to connect
| | 00:03 | Facebook and LinkedIn accounts
right to your contacts.
| | 00:07 | There's no add-in required, simply
put in your User Name and Password and
| | 00:11 | you are good to go.
| | 00:12 | To Start, let's go to File>Info>Account Settings,
and choose Social Network Accounts.
| | 00:22 | From here I can choose which
social networks I want to connect to.
| | 00:25 | For example, if I already have a
Facebook and LinkedIn account, I can place
| | 00:30 | check marks beside those
and add my information in.
| | 00:33 | I can place a check mark besides Facebook
and put it in my User Name and Password.
| | 00:39 | I do want to place a check mark besides
By default, show photos and information
| | 00:43 | from this network when available,
because I want to see people's Facebook photos
| | 00:47 | and LinkedIn photos.
| | 00:48 | I am then going to come down to LinkedIn
and do the same thing, because I also
| | 00:52 | have an account there.
| | 00:59 | I could add more, but I'm good for now.
| | 01:01 | I'm going to click on Settings because
there are couple more options I can change.
| | 01:04 | Here is where it's going to prompt me
what do I want to do when these
| | 01:08 | people update their status.
| | 01:09 | Now Outlook can just update it
without prompting me and pull in the new
| | 01:13 | information, or it can prompt me
when there is an update or it can just
| | 01:17 | never update at all.
| | 01:19 | In this case, I'm perfectly fine with
Outlook automatically updating my Outlook
| | 01:23 | client with people's new Facebook and
LinkedIn status updates, so I'm going to
| | 01:27 | choose, Update without prompting.
| | 01:28 | I click OK, click Connect, and it's going to
verify my User Names and Passwords
| | 01:33 | for all their accounts.
| | 01:36 | In this case I have put in the wrong
password, so I'm going to fix that.
| | 01:40 | Click Connect and the two green
check marks will let you know what they've
| | 01:44 | been successfully added.
| | 01:45 | We can click Finish, click
Close at the Congratulations
| | 01:50 | Screen, hit the Back button and now I
can see at the bottom on the Status bar
| | 01:56 | that it's updating LinkedIn;
| | 01:58 | it's pulling in all the new information.
| | 02:00 | When it's all done, I can close out of Outlook
and come back in, to see what's changed.
| | 02:09 | Now if I select an email, you'll notice
at the bottom of the screen, that all of
| | 02:15 | a sudden it's pulled in my LinkedIn
profile photo and I can expand the People
| | 02:20 | pane and see Status updates.
| | 02:23 | I can see the Facebook updates and
I can tell that they are Facebook by the
| | 02:27 | icon and I can also see LinkedIn, people who
are connected to me, or anything that I posted.
| | 02:34 | Now I can also go the People tab,
click on a name, and if I go over here
| | 02:40 | to View Source, I can see that I'm connected
to them also via LinkedIn and Facebook.
| | 02:45 | If I want to change these accounts,
or if I just want to get rid of them
| | 02:49 | completely, I can go back to File,
back to Info, click on Account Settings,
| | 02:55 | Social Network Accounts and just click on this
black X to delete the account completely.
| | 03:01 | When I'm all done I can click Finish and they'll
be completely removed from my Outlook client.
| | 03:07 | So now you have a great profile experience
to go along with existing people and
| | 03:12 | incoming emails, such as the ability to
see photos, LinkedIn activity and more.
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| Adding an RSS feed| 00:00 | You can add your favorite blogs and any
site that has an RSS Feed such as a news
| | 00:05 | website directly to Microsoft Outlook.
| | 00:07 | Over the day, Outlook will periodically
check these blogs and sites for updates
| | 00:11 | and will pull down the latest posts
for you to read when you are ready.
| | 00:14 | Now there are two ways to subscribe
to a news or blog feed.
| | 00:18 | The first was is directly from the website itself.
| | 00:21 | So I am going to open up a browser
and I have already got a list of News Feeds
| | 00:26 | that we can choose from.
| | 00:27 | So I am going to click on XML beside one of them.
| | 00:30 | And now I am going to click on Subscribe to this feed.
| | 00:34 | It may look different for whatever site
you are using, but it's generally going
| | 00:37 | to be the same type of wording.
| | 00:40 | I click on Subscribe and now I can click
View my feeds to make sure that I've
| | 00:48 | really subscribed to that site.
| | 00:49 | Now you will notice I am not in Outlook yet,
this is purely Internet Explorer.
| | 00:55 | If I go back into Outlook, I can now tell
Outlook to sync with any feed that I
| | 01:00 | have subscribed to via Internet Explorer;
| | 01:03 | it can also pull in those feeds directly into Outlook.
| | 01:05 | So what we are going to do is go into
File>Options>Advanced, and scroll down to
| | 01:16 | the RSS Feeds section.
| | 01:18 | We need to put check marks besides these two options.
| | 01:21 | The last one is really important.
| | 01:23 | That's what tells Outlook to actually
synchronize those feeds between Internet
| | 01:27 | Explorer and Outlook.
| | 01:29 | There's one more thing we need to do.
| | 01:32 | Because I am on an Exchange Server,
I need to come down here to the
| | 01:35 | Send/Receive button, click Edit, and tell
the Exchange Server that I also want
| | 01:43 | to sync that RSS Feed folder.
| | 01:45 | So I am going to place a check mark beside
Include the selected account in this group.
| | 01:50 | I am going to come down here and choose RSS Feeds.
| | 01:55 | I can hit Close, hit OK.
| | 01:59 | Now whenever I close and restart Outlook,
this RSS Feeds folder will be
| | 02:04 | populated with the feed that I subscribed to
in Internet Explorer.
| | 02:08 | Now there's one more way that we can
add a feed, and that is by copying and
| | 02:12 | pasting it directly into Outlook.
| | 02:14 | I am going to open up another browser that I have.
| | 02:18 | If I go to the lynda blog, I can see
this button here on the right.
| | 02:23 | This is actually a universal icon
that means it's an RSS feed.
| | 02:29 | So I can click on this icon and it should
take me to the subscription link, just
| | 02:33 | like the last one did, but I am going
to do this one a little bit differently.
| | 02:37 | I am actually on the feed page right now.
| | 02:39 | I am going to come up here to the URL,
click once, right-click, and choose Copy.
| | 02:46 | Now I can come back to my Outlook,
right-click on the RSS Feeds folder and
| | 02:52 | choose Add a New RSS Feed.
| | 02:57 | I can right-click in the bar or just use
my keyboard, Ctrl+V to paste it in,
| | 03:02 | hit Add, and now it is going to ask me if
I really want to add that RSS Feed to Outlook.
| | 03:09 | In this case, Yes I do.
| | 03:14 | Now I can see my blog.
| | 03:16 | So everytime I do a Send and Receive,
it's going to add my new one from Internet
| | 03:21 | Explorer and the one that I have added manually.
| | 03:24 | So now, you will never fall behind
on your favorite website's updates.
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| Connecting to an iCloud account| 00:00 | Long gone are the days of wires.
| | 00:02 | You can keep your bookmarks, calendars,
and contacts synced with any iOS
| | 00:06 | device, a Mac, and a PC.
| | 00:09 | Because we are using Outlook, we can
install a special iCloud Control panel
| | 00:14 | Applet to sync our contacts and
calendar with Microsoft Outlook.
| | 00:17 | This is useful if you have an iPhone
full of contacts and you would like to
| | 00:21 | bring them over to Outlook, or just
keep them synced on a regular basis.
| | 00:25 | Now we are not going to do it here,
but the first step is to sign up for
| | 00:29 | an iCloud account on your phone and
make sure your contacts and calendars
| | 00:32 | are backed up to it.
| | 00:34 | The next step is to download the iCloud
Control panel Applet and we do that by
| | 00:38 | going to www.apple.com/icloud/setup.
| | 00:45 | Now I am on a PC, so I am going to
choose Set up now, scroll down a little
| | 00:51 | bit on the page, and here is a Download link,
to actually download the iCloud Control panel.
| | 00:58 | You can click Download from the top right
of the page and I am just going to run it.
| | 01:08 | It is going to launch, I am going to
click Next to start installing it, and then
| | 01:13 | Accept the terms of the agreement and choose Next.
| | 01:15 | I am going to choose Install and choose Yes;
| | 01:20 | that I want to let it make changes to my computer.
| | 01:24 | If I get any prompts while it is installing,
I am going to choose Yes.
| | 01:28 | It is asking if I really want to install iCloud.
| | 01:31 | Here's a definite warning, Outlook
can't be running while this is installed.
| | 01:34 | So if you did have it running, simply
close out of Outlook and try it again.
| | 01:44 | Once it is all done installing, click Finish
and after a restart, we can come back and configure it.
| | 01:53 | Now that we have restarted our computer,
let's go see what our iCloud Control
| | 01:57 | panel Applet looks like.
| | 02:00 | I am going to get into my Control panel
by clicking on Settings on the right and
| | 02:05 | going up to Control panel.
| | 02:08 | To get to it quickly, in the top right Search box,
I am just going to type iCloud.
| | 02:12 | I can see that I have got something
new here, so I am going to click on it.
| | 02:18 | To start, we have to sign in with our
Apple ID, click Sign in and then you can
| | 02:26 | tell Apple whether or not you want to
send diagnostic information to them.
| | 02:29 | I am going to click Don't send.
| | 02:32 | This is what the applet looks like.
| | 02:33 | From here, I can choose to select that I want
to sync Mail, Contacts, Calendars,
| | 02:39 | & Tasks with Outlook.
| | 02:41 | Now whenever I make any of those changes on
my phone or on my Desktop computer,
| | 02:46 | they will stay in sync.
| | 02:48 | I can click on Apply and then I am done.
| | 02:51 | So now you will always be in sync across
all your devices and your Desktop computer.
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| Connecting with SkyDrive| 00:01 | SkyDrive is Microsoft's online
cloud file storage service.
| | 00:04 | If you are currently a SkyDrive user,
you can access your files that are on
| | 00:08 | SkyDrive right from Outlook.
| | 00:10 | Now programs like Word and PowerPoint
will let you save files directly without
| | 00:15 | having to download an app.
| | 00:16 | But to use it with Outlook, you need
to use it in what's called Desktop mode.
| | 00:21 | So you first need to go to apps.live.com
and download the SkyDrive app.
| | 00:26 | Now I have already done that so I will
show you what we can do with it.
| | 00:31 | I have got an email up that
currently has an attachment in it.
| | 00:34 | The first thing I want to do is save
the attachment to my SkyDrive.
| | 00:38 | Now we will talk a little bit later about
how to actually work with emails and
| | 00:42 | attachments, but this is just
to show you what SkyDrive can do.
| | 00:45 | So I am going to click on this attachment,
right-click and choose Save As.
| | 00:50 | Now this should look familiar to you, but on
the left-hand side, we now have a SkyDrive link.
| | 00:58 | I can double-click on any folder
in my SkyDrive and click Save.
| | 01:03 | And now that attachment has been saved
to my SkyDrive account, so any computer
| | 01:08 | where I can log in to SkyDrive,
I can now access that file.
| | 01:12 | I can also come over here and click on New Email.
| | 01:16 | If I want to insert an attachment from
SkyDrive, it works kind of the same way.
| | 01:21 | I can click on Attach File and in the
same dialog box that comes up, I can
| | 01:28 | find SkyDrive on the left-hand side.
| | 01:31 | I can come in to my folder structure,
choose the file I want and click Insert.
| | 01:36 | It is pulling this file right from SkyDrive.
| | 01:40 | Now there is one last thing I want to show you.
| | 01:42 | I am going to close out of this email.
| | 01:46 | I can actually connect up to my Office
account with SkyDrive and insert pictures
| | 01:51 | directly into my emails.
| | 01:52 | I am going to click on File
and come down to Office Account.
| | 01:58 | From here, I can Sign in to Office.
| | 02:01 | If you already have a SkyDrive account,
that means you have an Office Account
| | 02:05 | and you can use your SkyDrive account to Sign in.
| | 02:08 | So I am going to click Microsoft Account
and sign in with the same sign in that
| | 02:12 | I used to sign in to SkyDrive.
| | 02:16 | Click Sign in and I've just signed in to my Office Account.
| | 02:20 | And you can see that I have already
connected up to SkyDrive.
| | 02:25 | Now let's suppose that you had already
signed in to Office using Outlook and
| | 02:29 | later signed up to a SkyDrive Account.
| | 02:31 | It would not show up here, but that is okay.
| | 02:34 | You can just come down to Add a service,
choose Storage, and Sign in to
| | 02:39 | SkyDrive right from here.
| | 02:43 | I am going to hit the Back button
and show you what we have done.
| | 02:46 | So now I can create a New Email, I can come
to the Insert tab and choose an Online Picture.
| | 02:54 | Now I can actually choose from my SkyDrive Account.
| | 02:58 | I can click on it and it is going to browse
directly to the Pictures folder.
| | 03:05 | I can choose anything in my Pictures folder,
choose Insert and it has pulled it
| | 03:10 | directly from my online SkyDrive Account.
| | 03:13 | If at any time I want to remove SkyDrive
and stop using it in Outlook, I can
| | 03:18 | just go back, I am going to close out
of this email first, I can go back to
| | 03:23 | File, click on Office Account, and choose Sign out.
| | 03:28 | It is going to remind me that once I sign out,
I cannot actually get in to
| | 03:33 | any of these services anymore from Outlook
and that is okay, I am going to choose Yes.
| | 03:38 | I hit the Back button and now I am
no longer connected to SkyDrive.
| | 03:42 | So that's how you work with SkyDrive in Outlook.
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|
|
3. Reading MailReading mail| 00:00 | Let's get started understanding how to go
through and read your mail with Outlook.
| | 00:04 | The first thing we need to do is get in
to your Inbox and we do that by choosing
| | 00:09 | Mail at the bottom left-hand corner of Outlook.
| | 00:11 | From left to right, we have our folder list
and according to this, whichever
| | 00:17 | email account we are currently in.
| | 00:19 | The currently selected folder is
always going to be highlighted.
| | 00:22 | So right now I know that I am
on my Exchange Account.
| | 00:25 | If I have a different email account,
I can come down here to this Inbox and
| | 00:29 | choose that one and you will
notice that the Inbox changes.
| | 00:32 | But we are going to work with this one for now.
| | 00:37 | After the Inbox comes the actual contents
of the Inbox, that's in the middle here.
| | 00:42 | I can select the email and a preview
shows up on the right-hand side.
| | 00:49 | Now I can adjust these sliders.
| | 00:51 | For example, I can click on the line
and make them wider or narrower, depending
| | 00:57 | on how I want it to look.
| | 01:00 | Now the current unread amount of email
is shown on the left-hand side here
| | 01:04 | next to the folder.
| | 01:05 | It is not the total amount of emails in there.
| | 01:08 | If I want to know how many emails are
in my Inbox, I can come down here to the
| | 01:12 | Status bar and it shows me that there
are 20 items and two of those are unread.
| | 01:18 | That's what this 2 means up here.
| | 01:20 | And I can actually see which ones they are,
because they have a blue bar next to them.
| | 01:26 | If I click on this email, the contents of
the email shows up in the right-hand side.
| | 01:31 | I can see the subject line which is,
Can you chair a committee? and a brief
| | 01:36 | preview in the actual email itself.
| | 01:39 | When I move off the email, because
I have read it, the blue bar disappears.
| | 01:43 | Now sometimes when you click on an
email to preview it, you will notice that it
| | 01:48 | looks like it is not loading any images at all.
| | 01:51 | I get a message at the top of my screen
that showing me that if there are
| | 01:55 | any problems, I can either view it in the
web browser, or click to download pictures.
| | 02:00 | To help protect my privacy, Outlook prevented
automatic download of some of the pictures.
| | 02:04 | It had a feeling it might be junk and it
is trying to protect me, but I am going
| | 02:09 | to click here and choose Download Pictures.
| | 02:12 | Now the message should load properly.
| | 02:14 | So there are some other things
I want to show you in the Inbox itself.
| | 02:18 | And that is what the icons mean.
| | 02:19 | For example, in this email, there is a picture
of a calendar with a check mark on it.
| | 02:25 | That means that it was an
accepted meeting invitation.
| | 02:29 | This one has got a couple; it has a
little bell on it, which means that there is
| | 02:34 | an alarm next to it, and it has got a calendar icon.
| | 02:37 | This means that it is an actual meeting.
| | 02:39 | And lastly, it has a red flag next to it,
which means it has got a
| | 02:43 | followup action item on it.
| | 02:44 | We are going to talk about those later, though.
| | 02:46 | This email has a paper clip next to it.
| | 02:48 | That means that there is an attachment in it.
| | 02:51 | And if I scroll down, I can see that
this one has a little purple arrow, which
| | 02:56 | means that it has been replied to.
| | 02:58 | And this one had a little blue arrow.
| | 03:01 | That means it has been forwarded.
| | 03:02 | So now let's talk about actually reading email.
| | 03:06 | To read the email, we simply select it,
and it shows up on the right-hand side
| | 03:10 | in which we can read it.
| | 03:11 | There are a couple of things that I can do with this.
| | 03:16 | I can actually zoom in and read this text
a little bit better by going down to
| | 03:20 | the Status bar and zooming in.
| | 03:23 | I can move the slider and get it
to how big or as small as I want.
| | 03:28 | Something else I can do is use the social connector.
| | 03:32 | Down here at the bottom of this email,
I can open up the People pane and see all
| | 03:37 | of the people that are involved in this email.
| | 03:40 | Now here is the person that this email was from.
| | 03:42 | It is going to tell me all of their LinkedIn updates,
all their attachments, and
| | 03:47 | all their meetings and emails
that I have gotten from that person.
| | 03:51 | If I want to look at them on an individual basis,
I can go to What's New, to see
| | 03:55 | what their LinkedIn profiles look like.
| | 03:57 | I can choose Mail to see any emails
that I have gotten from this person.
| | 04:02 | If I want to go directly to the Attachments
or if I am looking for something, I
| | 04:06 | can click the Attachments tab and
finally, if I have any meetings with this
| | 04:10 | person, they will show up right there.
| | 04:13 | Now once I read the email,
I can act on it by coming right up here.
| | 04:17 | I can Reply to the email, Reply All to
everybody that's in the email, or Forward the email.
| | 04:24 | The last thing I can do is actually double-click
on this email right in the Inbox itself.
| | 04:30 | This is going to open it up in its own window.
| | 04:32 | I can still do everything that I could
when I was previewing it, except now,
| | 04:36 | it's front and center on the screen.
| | 04:39 | If I want to reply, I can come up here
to the Ribbon and choose Reply and put in
| | 04:44 | the body of my email.
| | 04:46 | So that's how you go through
your latest email with Outlook.
| | 04:49 | Next up, we are going to talk about how you
can customize the way the Inbox looks.
| | Collapse this transcript |
| Customizing the inbox| 00:01 | With Outlook 2013, there are some great
options for customizing the way you read
| | 00:04 | your mail to make it work exactly
how you feel comfortable.
| | 00:08 | The way you work may not be
the same way your neighbor works.
| | 00:10 | That is why we are given all these options.
| | 00:13 | So let's get started customizing
the way the inbox looks.
| | 00:16 | We do that by going to our Inbox and
making sure we are on this View ribbon tab.
| | 00:21 | Let's go through these and I will show you
all the things that you change.
| | 00:25 | The first options are your Current View.
| | 00:27 | This is where you can actually decide
what kind of view you want to be in.
| | 00:31 | Any saved views that you have will show up here also.
| | 00:35 | It defaults to Compact View.
| | 00:36 | Now you will notice that all my icons are
all compact here on the right-hand side.
| | 00:42 | I can change this.
| | 00:43 | I can go into Single View.
| | 00:46 | Now it spreads everything out
a little bit more, you will notice.
| | 00:50 | I can further change it by going in to Preview
and turning the Preview pane off completely.
| | 00:55 | Now it's even wider and things are
a little more spread out.
| | 00:59 | I am going to go back into the
Compact View, which is the default.
| | 01:02 | Now over here, are things that we can do with
our actual messages to change the way they look.
| | 01:07 | You will notice that there are several
emails in here that have to do with the
| | 01:11 | Budget planning meeting.
| | 01:12 | It can be a little confusing once you
start getting a very long email thread going.
| | 01:17 | So all I have to do is come up here and place a check
mark besides the Show as Conversations button.
| | 01:24 | It is going to ask me if I want to do
this to all mailboxes or just this folder.
| | 01:29 | Right now I am in the inbox.
| | 01:31 | I am going to keep it that way, so I
am going to select this folder, to only
| | 01:35 | make this change to the inbox.
| | 01:37 | Now what has happened is every single
email that had to do with the Budget
| | 01:41 | planning meeting, including all replies
are nicely tied up in a conversation thread.
| | 01:45 | But to get to it, I can click this arrow and expand it.
| | 01:49 | Here are all the emails.
| | 01:52 | When I am done reading them, I can minimize
it and now they are nicely packaged again.
| | 01:57 | To uncheck this at anytime, I can uncheck
Show as Conversations, and again,
| | 02:02 | choose that I only want to do it to the inbox.
| | 02:07 | Now moving along, we can change how
the messages are previewed.
| | 02:11 | You will notice that in addition to the
subject line on an email, I can also see
| | 02:16 | a little bit of text about what's in the body of the email.
| | 02:22 | I can either make that bigger, or I can
turn it off completely by selecting Off.
| | 02:30 | Now I only see the subject line.
| | 02:33 | Over here we have the Arrangement options.
| | 02:36 | This is how we actually change the way
that the messages are sorted in the inbox.
| | 02:41 | Right now, by default, they are sorted by date.
| | 02:44 | You can see here is today's mail
and here is the last week's mail and it
| | 02:48 | goes further from there.
| | 02:49 | I can click on Reverse Sort over here
and have the oldest messages be at the top
| | 02:55 | and the newest ones be down at the bottom.
| | 02:58 | I can change the sort order by
anything I want that is in this list.
| | 03:02 | For example, I can sort by who the email is from.
| | 03:05 | As you will see, it starts with A from Akee,
but I can also Reverse Sort this
| | 03:10 | column, too, and have the last
alphabetical sender be up top.
| | 03:16 | So play around with these, because I
can also change them by size, in which I
| | 03:20 | can see my largest email is at the top,
that includes all the attachments or
| | 03:25 | again, I can Reverse Sort and
have the smallest ones at the top.
| | 03:29 | I can also Add Columns to my inbox if I want.
| | 03:33 | Don't forget right now we are on the Compact View,
but if I wanted to move the
| | 03:36 | sliders over, all of a sudden I can see
that there's a lot more columns in here
| | 03:42 | than I initially thought there were.
| | 03:44 | I can add more anytime by going up to Add Columns.
| | 03:48 | I can also change the order they are in.
| | 03:51 | For example, you can see that the attachment icons
are all the way to the left-hand side.
| | 03:57 | I can move those by selecting them
and choosing Move Down.
| | 04:03 | Or I can move any icons up
that I want to be first in the list.
| | 04:07 | I can also Add and Remove any columns as I want.
| | 04:12 | If I want to get rid of it, I can simply click Remove.
| | 04:16 | Once I am done, I can choose OK
and then all my changes are made.
| | 04:21 | You will see that the paperclip icon is
now down at the back, because we pushed
| | 04:25 | it further down in the column list.
| | 04:27 | If at any time I want to go back to
my Compact View, I can either move the
| | 04:32 | slider along, or come up here and click this Reset View.
| | 04:36 | That will bring everything back to the way
that the default view is supposed to look.
| | 04:42 | I can also change the layout up here.
| | 04:44 | For example, I can change my Reading pane.
| | 04:47 | If I do not like it on the right-hand side,
I can always put it on the bottom of the screen.
| | 04:52 | I can use these sliders and make it bigger or smaller.
| | 04:56 | I can also turn it off completely right from here.
| | 05:03 | Finally, if I have made a lot of changes to my view,
such as I have worked hard
| | 05:08 | and put a lot of columns in a lot of
different places and I don't want to lose
| | 05:13 | those changes, I can actually save
this view as a Custom View.
| | 05:16 | I can go to Change View, choose Save
Current View as a New View, and give it a name.
| | 05:26 | Now whenever I want to come back to that,
I can go back to my View tab, click
| | 05:30 | on Change View, and put it on My View.
| | 05:34 | So that's how you work with layouts and views in Outlook.
| | 05:38 | I encourage you to through and explore
all these options and get your inbox
| | 05:42 | setup exactly the way you like it.
| | Collapse this transcript |
| Saving attachments from a message| 00:00 | Attachments are files that are packaged along with an email.
| | 00:03 | It could be a Word document, or a photo, or a PDF.
| | 00:06 | It is completely separate from the body
of text that makes up the actual content of the email.
| | 00:11 | Attachments do take up a lot of room in your email.
| | 00:14 | So if you can save them to your computer
or an online account such as SkyDrive,
| | 00:18 | you will be helping keep your
Outlook account nice and small.
| | 00:21 | So let's talk about how to save attachments
and then remove them from Outlook.
| | 00:25 | Now I am in my Inbox and I have got
an email open that has an attachment.
| | 00:29 | I can see in the body of the email
that he is saying that he sent along an
| | 00:33 | updated company directory.
| | 00:35 | I can find that attachment right underneath
the two headers, and here it is.
| | 00:39 | It tells me the name of the attachment,
the file extension, and the size of it.
| | 00:43 | To save it, I'm simply going to
right-click and choose Save As.
| | 00:48 | It is going to pop up the Save dialog
where I can save it wherever I want.
| | 00:53 | I can save it anywhere on my computer
such as my Desktop, My Documents, or even
| | 00:57 | my SkyDrive account.
| | 00:58 | When I am done, I hit Save and now the
attachment has been saved on to my computer.
| | 01:06 | I can either delete the email itself,
or I can remove the attachment.
| | 01:11 | Your company may have established a
mail quota, which is a maximum size limit
| | 01:15 | for your mail account.
| | 01:17 | If you find yourself hitting that quota a lot,
it is time to start actually
| | 01:20 | removing some of these attachments from Outlook.
| | 01:23 | You can remove the attachment
while saving the actual email itself.
| | 01:27 | The first thing that we should do is find out
all our emails that actually have attachments.
| | 01:31 | And Outlook makes it really easy to do that.
| | 01:34 | In my Inbox, I am going to put up my cursor
up to the Search Current Mailbox and
| | 01:39 | now I am brought to the Search ribbon tab.
| | 01:41 | You will notice that there is a cool button
here that says Has Attachments.
| | 01:45 | So I am going to filter my search results
to only show items that have attachments.
| | 01:49 | It is going to take a couple of seconds
to search and now it's going to show me
| | 01:54 | everything in my mail file that has got attachments.
| | 01:56 | So here is an email that says photos,
so it is probably quite large and sure
| | 02:03 | enough there are three attachments.
| | 02:05 | I am going to click on this down arrow
and I am going to look at all these pictures.
| | 02:10 | Now the first thing I want to do
is save them to my computer.
| | 02:14 | I can actually save them all in one go
by clicking on one of them, right-
| | 02:18 | clicking and choosing Save All Attachments.
| | 02:22 | It's going to ask me which attachments
I want to save, in this case they are all
| | 02:27 | highlighted, and that's good.
| | 02:28 | I am going to click OK, and again it is asking me
where I want to save them on my computer.
| | 02:33 | I am just going to browse to my Pictures,
click OK, and now it's saved the
| | 02:38 | photos to my computer.
| | 02:39 | But I do want to keep this email
just as a record that I did get these photos.
| | 02:44 | I am going to actually click on one of
those photos, if I right-click, I can
| | 02:48 | choose Remove Attachment.
| | 02:50 | It is asking me if I am sure I want to
remove the selected attachments from this
| | 02:55 | message, and yes I do, so I am
going to choose Remove Attachment.
| | 03:00 | I can then expand and now I've
only got two left in my mail file.
| | 03:04 | I can right-click again and choose Remove
Attachment and now I am only keeping
| | 03:10 | this really little one in there.
| | 03:11 | Now the file size of my inbox will be
nice and small, because I have learned how
| | 03:16 | to search for all my attachments,
save them to my computer, keep the email that
| | 03:21 | I want, and actually only delete the attachments.
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| Searching mail| 00:00 | With each release of Outlook,
it becomes easier to find that one message
| | 00:03 | that you really need.
| | 00:04 | Using the Search ribbon tab,
there are lots of options to whittle down your
| | 00:08 | selection, instead of having to spend
precious time searching.
| | 00:11 | I am in my Inbox right now.
| | 00:13 | To start a search, I am simply going to
put the cursor in the Search Current Mailbox.
| | 00:18 | All of a sudden, it has brought up the Search ribbon tab.
| | 00:22 | Now the first thing you need to look at
is the scope of what I am searching.
| | 00:26 | Right now on the right, I can see
that it is searching the current mailbox.
| | 00:31 | Right now on the left-hand side, I can see
that I am currently in my Exchange Inbox.
| | 00:36 | So it is going to search all the folders
in my Exchange Inbox, but it won't
| | 00:40 | search my Gmail account that I have got setup here also.
| | 00:44 | If I wanted it to, on this dropdown, I could put All Mailboxes.
| | 00:49 | Now it is going to search my Gmail account
and my Exchange account.
| | 00:54 | So let's put in something.
| | 00:55 | I am looking for a particular email from Akee.
| | 00:59 | I can start typing her name
and I will see all my search results.
| | 01:04 | Now I can actually further refine these
using the Search ribbon.
| | 01:07 | Here are my refined categories.
| | 01:10 | I can search by Sender, Subject,
whether or not the email Has Attachments or
| | 01:15 | not, or some other criteria.
| | 01:18 | For example, in this pull down menu,
I am going to change this to search for
| | 01:23 | emails from Akee from Last Week.
| | 01:27 | That's a little better.
It has narrowed it down.
| | 01:30 | If I wanted to clear this and do a completely
new search, I can click on this X
| | 01:34 | and it is going to bring me right back
to where I was, so that I can put the
| | 01:39 | cursor right back in and start all over again.
| | 01:41 | Let's see, this time I am going
to search for a product release.
| | 01:47 | Again, I don't have to hit Enter;
I can just keep typing.
| | 01:50 | So I see a lot of results.
| | 01:52 | Again, I want to further refine this, but I
don't see it up here in that Refine Category.
| | 01:57 | That is okay.
| | 01:58 | This time we are going to click on the plus sign (+)
next to More and add our own criteria.
| | 02:03 | Here are some other things that we can search for.
| | 02:05 | I am going to come all the way down here,
because I know that there was
| | 02:09 | something in the body of the email that I was looking for.
| | 02:12 | So now I can look for something in the body
and there was a word, furniture. That's better.
| | 02:19 | Now it has whittled it down to anything
that said new product release, and in
| | 02:24 | the body of the email that contained the word furniture.
| | 02:27 | So I found my email.
| | 02:29 | When I am all done searching, I can simply go
back to my Search ribbon and hit Close Search.
| | 02:38 | To bring it back up again, I just have to click
right on the Search bar in the Inbox itself.
| | 02:44 | To get rid of these extra fields, I can click
Remove and I am right back to the
| | 02:50 | search that I usually have.
| | 02:52 | If there is a search that I frequently do,
I can come up here to Recent Searches
| | 02:57 | in the Search ribbon and anything
that I have recently done will be here.
| | 03:01 | I can select it and it will do my search.
| | 03:05 | Again, I need to pay attention to which
mailbox I am searching, because that is
| | 03:09 | going to change the results I get.
| | 03:11 | When I am all done with my searches, I can go
back to the Search ribbon and choose Close Search.
| | 03:17 | So that's how easy it is to find
anything in your Outlook mail file.
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| Flagging messages as junk mail| 00:00 | Our network administrators do the best job
they can to prevent it, but spam is
| | 00:04 | just an unavoidable part
of having an email account.
| | 00:07 | So here is how to set your
junk mail settings in Outlook.
| | 00:10 | Now right now I am in my Inbox and I have
got a message that I want to mark as junk.
| | 00:15 | So to do that, I am going to right-click,
select Junk, and choose Block Sender.
| | 00:23 | Now I am going to get a message that
the sender of this message has been
| | 00:27 | added to my Blocked Senders list and the
message has been moved to the Junk Email folder.
| | 00:31 | I can click OK and move on.
| | 00:33 | But what if I want to find out what is
in that junk email folder and why didn't
| | 00:37 | it moved it to Junk in the first place.
| | 00:39 | So let's go over to our Junk Email folder
and see what we have got.
| | 00:43 | It is on the left-hand side over here.
| | 00:45 | So there are a few things in there.
| | 00:47 | Now I actually see some things that I know
it's definitely not junk and I want
| | 00:52 | to remove those from my Blocked Senders list.
| | 00:54 | There is a couple of ways that we can do this.
| | 00:57 | The first thing we want to do is find
out why this was moved into the Junk
| | 01:01 | folder in the first place.
| | 01:02 | Let's go in to our Options.
| | 01:04 | We will right-click on the email
and choose Junk, Junk Email Options.
| | 01:11 | So here is where we choose the type of
junk filtering that is going to happen.
| | 01:15 | Right now, it is set to No Automatic Filtering.
| | 01:17 | That means that if I have specifically
blocked somebody, it will move it to
| | 01:21 | junk, but it won't do any filtering of its own.
| | 01:24 | You can go over this list and choose which
one you feel comfortable with. I like Low.
| | 01:28 | It is going to take the most obvious junk
and put it in the Junk Email folder.
| | 01:33 | I can go to the Blocked Senders tab
in this list and see everybody that I have
| | 01:37 | put on my Blocked Senders list.
| | 01:39 | Here is the one I just put,
because that was definitely junk.
| | 01:42 | But here is the one that was put by mistake,
so I am going to highlight that
| | 01:46 | name and choose Remove.
| | 01:48 | That person's name is now out of my
Blocked Senders list, but there's still one
| | 01:52 | more thing I have to do to it.
| | 01:53 | I am first going to click OK
to get out of this dialog box.
| | 01:57 | Now you will notice that that email
is still in my Junk Email folder.
| | 02:02 | I need to get it out of there, especially as
I can't even see the contents of the email.
| | 02:07 | Because it has been marked as junk,
all the photos and any interactions with
| | 02:11 | this email have been completely blocked by Outlook.
| | 02:15 | This is definitely a good thing,
but to fix it, we need to put it back in our
| | 02:19 | inbox and flag it as not junk.
| | 02:21 | I am going to right-click on this email and go
back to my Junk menu and choose Not Junk.
| | 02:29 | Now it's going to move the message back
to the Inbox folder and I am going to
| | 02:34 | choose this button to say Always trust email
from jstratton@lynda.com.
| | 02:39 | I can do the same thing to this one.
| | 02:41 | I go down to Junk, choose Not Junk
and it gets moved back to my inbox.
| | 02:52 | Now once the email is in my inbox,
that's how I can actually see everything
| | 02:57 | that was in the body of the email.
| | 02:58 | So that is how we handle junk options in Outlook 2013.
| | Collapse this transcript |
| Finding messages quickly| 00:00 | Outlook has a few neat options to
quickly find an email that is not actually by
| | 00:04 | way of directly searching for it.
| | 00:07 | The first thing we are going
to do is go into our Inbox.
| | 00:10 | I have an email here from Mark
and I know he sent me another email,
| | 00:14 | but I just cannot find it.
| | 00:15 | I can right-click on his name, go up to
Find Related and choose Messages from Sender.
| | 00:22 | This is going to quickly do an automated
search, even though I didn't directly
| | 00:27 | initiate the search, of all emails that are from Mark.
| | 00:30 | So here I can see that there is a separate email
and this is the one that I was looking for.
| | 00:35 | When I am all done, I can just click
on the little X and go back to my Inbox.
| | 00:40 | Now sometimes you will have a very
long email thread that just over time has
| | 00:44 | gotten out of context or has gotten off topic.
| | 00:47 | I can actually right-click on an email
that is part of a long discussion, go up
| | 00:52 | to Find Related and choose
Messages in this Conversation.
| | 00:59 | That's going to quickly show me all
the messages that have to do with that
| | 01:03 | conversation without actually
searching in a Conversation View.
| | 01:08 | Again, to get back to my Inbox, I can
close the search by clicking on the little X.
| | 01:13 | Another way to quickly find emails
is by clicking on the person's name and
| | 01:18 | using the People pane.
| | 01:19 | For example, I know this person sent me
an attachment, but I have no idea what
| | 01:25 | the subject was or how to find it quickly.
| | 01:27 | I can find any email by this person.
| | 01:31 | Come down here to the People pane,
expand it, and click on the Attachments tab.
| | 01:36 | Now I can see every single attachment
that this person has sent me.
| | 01:41 | When I find the one I am looking for,
I can just click on it and it is going to
| | 01:45 | open up the email address
that that attachment belonged to.
| | 01:48 | Now here you will notice that this email
account that the attachment was sent to
| | 01:52 | was not even in the particular one that I was looking for.
| | 01:55 | For example, at that time, I was in my
Exchange mailbox, but it found an email
| | 02:00 | from this person in my Gmail account.
| | 02:04 | It doesn't have to be the same account.
| | 02:06 | When I am all done, I can close out.
| | 02:10 | I can also search for any mail by this
person by using the People pane also
| | 02:14 | by clicking on the Mail tab.
| | 02:16 | This is going to show me every
single email by that person.
| | 02:19 | It is the same thing as right-clicking
on their name and choosing Find Related,
| | 02:26 | Messages from Sender.
| | 02:30 | So that's a few really quick ways to
find an email quickly if you don't feel
| | 02:35 | like going up to the Search bar.
| | 02:36 | Remember, right-click and choose
Find Related and use the People pane
| | 02:41 | to find those attachments.
| | Collapse this transcript |
|
|
4. Organizing MailUsing conditional formatting to change font and color| 00:00 | We all organize differently.
| | 00:02 | Some of us are visual, some of us are sorters.
| | 00:05 | Putting messages in a folder may work
for some people, while others need to see
| | 00:08 | everything in the inbox.
| | 00:10 | For those people, we can change the
color of emails on a conditional basis.
| | 00:14 | For example, any email from a certain
sender or containing a certain subject
| | 00:19 | line or words in the body of the email.
| | 00:21 | Now we can do this with categories,
which we will talk about in a later video,
| | 00:25 | but for this one, I wanted to show you
how to use conditional formatting to
| | 00:29 | actually change things in your inbox.
| | 00:31 | Now for this example, I want to take
all my emails that come to me with the
| | 00:36 | words New product release in the subject line,
because I want to know about it.
| | 00:40 | I am going to change the way it
looks by making it red and bold.
| | 00:44 | So we do that by going over the View
Ribbon tab, going over to View Settings,
| | 00:50 | and selecting Conditional Formatting.
| | 00:54 | Now from here, I can go and look at all my views.
These are the existing ones and I can create my own.
| | 01:00 | I am going to click Add.
| | 01:02 | I can give it a name, for example, New
Product Release and now I can change
| | 01:09 | how it is actually going to look in the view.
| | 01:11 | I am going to click Font and now I can
change things like the Color or whether
| | 01:17 | it is Bold, or Larger or Smaller.
| | 01:20 | I am going to make it Red and Bold.
| | 01:22 | When I am all done, I can click OK
and now I can choose Condition.
| | 01:28 | This is where I am actually going to
select the criteria that is going to make
| | 01:32 | the email be red and bold.
| | 01:34 | So there were a few criteria that I had wanted.
| | 01:36 | I wanted New Product Release in the subject field.
| | 01:39 | If I had wanted to change that, I can
actually come down here to this pull
| | 01:45 | down menu and change it.
| | 01:46 | For example, the New Product Release
could have also been in the body field.
| | 01:50 | I am also going to change it so that any
message from jstratton@lynda.com.
| | 01:58 | So as you can see, I can have multiple criteria.
| | 02:00 | There are also more things I can do and
I can experiment with those by going to
| | 02:05 | the More Choices tab and these are all
the different cases that I can change the
| | 02:10 | conditional formatting of the email.
| | 02:11 | For example, if it is a large size, I can
quickly identify any email that comes
| | 02:17 | in that's really big.
| | 02:19 | But for now, we are just going to stick
with New Product Release in the subject
| | 02:23 | field and it has to come from jstratton@lynda.com.
| | 02:26 | When I am all done with my criteria, I click OK,
I click OK again, I click OK again.
| | 02:35 | The changes take effect instantly and
you can see now that there are lots of
| | 02:40 | emails in here about a new
product release from Jess Stratton.
| | 02:43 | A new product release is exciting and I want
to know about it and now I will not miss it.
| | 02:48 | You will also notice that this unread email changes also.
| | 02:51 | Instead of being the traditional blue, it is now red.
| | 02:55 | If I click on it and it goes back to being red,
it will look just like the other ones.
| | 03:00 | To get back into that conditional formatting,
let's say I am done with it, I am
| | 03:04 | going to go back to my View ribbon tab,
back to View Settings, click Conditional
| | 03:10 | Formatting again, and now I have a few options.
| | 03:14 | I can Highlight it.
| | 03:15 | I can either Delete it completely
by checking the Delete box.
| | 03:19 | That means I am all finished with it
and I will never want it again.
| | 03:22 | Or if I simply don't want it active,
but don't want to delete it, for example,
| | 03:28 | if I have a lot of formats in there and
a lot of font changes that I don't want
| | 03:32 | to lose, I can just uncheck it.
| | 03:34 | When I am ready to have it back,
I can come on in and check it again.
| | 03:38 | When I am all done, I click OK, OK again,
and now everything is back the way it was.
| | 03:43 | So you can have many different conditional
formats and many different colors in your inbox.
| | 03:49 | Use it to make it the way that it works for you.
| | Collapse this transcript |
| Creating follow-up flags and color categories| 00:00 | It's easy to get an email that
requires an action on our part and then
| | 00:04 | completely forget to do that action.
| | 00:06 | For this case, Outlook gives us
something called the Follow Up Flag.
| | 00:09 | It can give you two benefits.
| | 00:11 | The first is a visual reminder, the second
is that we can put an actual pop-up
| | 00:15 | reminder on the Flag, this way
we'll never forget to handle an email.
| | 00:21 | It's important to note that Follow Up
Flags are for actionable items only.
| | 00:25 | It's one thing to put a classification
on emails in a visual way and we're going
| | 00:30 | to talk about that right after.
| | 00:32 | So here's an email that contains an actionable item.
| | 00:35 | I have to follow up whether I want
to go to this meeting to discuss the
| | 00:39 | Chameleon Product Line or not.
| | 00:41 | So I'm going to set a quick Flag on it,
I can hover over this Flag and click on
| | 00:46 | it to actually turn the Flag on and off.
| | 00:50 | If I want to see all my Follow Up Flags,
I can see them on the right here
| | 00:53 | in this To Do List.
| | 00:55 | If I want to completely get rid of this view,
I can go up here to View, go to my
| | 01:01 | To Do Bar and Uncheck Tasks, it's a toggle.
| | 01:05 | If I want to put it back, I can click
To Do Bar, Tasks, once these follow up
| | 01:12 | item is done, I can hover my mouse
over it and place a check mark and the
| | 01:17 | check mark stays next to the name and
it removes itself from the Task List.
| | 01:20 | There's a couple of other ways
that I can add Follow Up Flags.
| | 01:24 | I can do it right from the Ribbon, by going
to Home, Follow Up and choosing when
| | 01:30 | I actually want to follow up on this item.
| | 01:33 | For example, I can put up a Follow Up
flag for Next Week on it.
| | 01:36 | The other way that I can do it is to
let Outlook decide what actually contains
| | 01:41 | actionable items for me.
| | 01:43 | Here's an email I got that contains a few questions.
| | 01:46 | Outlook actually sees that there
are some action items in this email.
| | 01:50 | If I click on it, it's going to highlight
the things that it things are actionable.
| | 01:55 | It's pulled up the two questions that
are in this email and it's asking me if
| | 02:00 | I want to set a follow up on them. I can.
| | 02:02 | So I'm going to place a check mark here
and put a Follow Up Flag on these items.
| | 02:07 | In just a couple of seconds, it's going
to show up on my right-hand side in my
| | 02:12 | To Do List, as an actionable item.
| | 02:15 | One thing that I want to do is actually
put a reminder pop-up alarm on this item.
| | 02:20 | I don't want to forget to do this.
| | 02:21 | So I'm going to come over here and
right-click on this Follow Up Item, go down
| | 02:27 | to the Follow Up Section, and choose Add Reminder.
| | 02:32 | So here's where I can put my reminder on it.
| | 02:35 | I want the reminder to go off in just a few days.
| | 02:39 | I can also change the time by clicking the pull down menu.
| | 02:45 | When I'm all done, I click on OK and
now the Little Alarm Bell tells me that
| | 02:51 | there's a reminder associated with that actionable item.
| | 02:55 | When I'm all done, I can either mark it
Complete from here or I can right-click
| | 03:00 | on it, go down to Follow Up and choose Mark Complete.
| | 03:06 | What about when there's no action required,
but you want a visual means to file
| | 03:10 | or classify the email?
| | 03:12 | Why clutter up tasks when you
can assign it to a color category.
| | 03:16 | So before we begin assigning things
to categories, let's go in and give them
| | 03:21 | names that are meaningful to us,
instead of the color names that come as
| | 03:24 | default with Outlook.
| | 03:25 | I'm going to go with my Home Tab, go to
Categorize and go down to All Categories.
| | 03:33 | Here is where I can rename the categories
or change the color if I wanted to.
| | 03:38 | I'm going to highlight a category
and choose Rename and give it a name
| | 03:42 | that's meaningful to me, I can press
the Enter Key when I'm done and I can
| | 03:48 | Rename as many as I want.
| | 03:50 | I can also create any new items I want.
| | 03:56 | If I want to create a new one, I can
simply create this New button and give it
| | 04:00 | a new category name.
| | 04:04 | I can choose the color to go along with it
and any shortcut key I want to associate with it.
| | 04:10 | I can click on OK and my new Category appears.
| | 04:14 | When I'm all done getting my categories
exactly how I want them, I can click OK.
| | 04:20 | In doing so, I've set this category
to red and as you can in the Preview
| | 04:24 | pane, it's taken my category and classified
it in my email in a way that's visual to me.
| | 04:31 | If I want to see more catgories, I can
also slide over my Inbox so that all the
| | 04:36 | catgories are showing.
| | 04:38 | It's important to note also that I can
assign multiple categories to an email.
| | 04:42 | If I want to Categorize this further,
I can select another category.
| | 04:49 | I can set what's called a Quick Click Category.
| | 04:51 | That means, I can come down here
and mark anything as I want.
| | 04:57 | I'm going to come down here to
Categorize and choose Set Quick Click.
| | 05:02 | This means that if I click on that
Category Column in any email, it will
| | 05:06 | instantly set it to whatever Category I specify.
| | 05:09 | I'm going to choose Good Ideas.
| | 05:13 | I click on OK and now any email I click
will get the Good Idea Category.
| | 05:20 | The last thing I want to show you is that
I can actually Sort my Inbox by Category.
| | 05:25 | I can go to the View Tab and
change to the Categories View.
| | 05:31 | Now I can quickly see all my Good Articles
and all my Good Ideas in one go.
| | 05:36 | So remember, a Follow Up Flag is for an
actionable reminder, a Category is for a
| | 05:42 | visual classification.
| | 05:44 | Categories can be assigned to anything,
Contacts, Calendar Items and Mail Items.
| | Collapse this transcript |
| Organizing mail into folders| 00:00 | If you find that your Inbox is getting a
bit unruly and there is simply too much
| | 00:04 | email in there to handle well, you may
be ready to start filing it into folders.
| | 00:08 | You file an email into a folder
when you aren't ready to delete it, but
| | 00:12 | absolutely don't want to see it in your inbox.
| | 00:14 | To create a folder, I am going to right
click on my Inbox and choose New Folder.
| | 00:19 | I can then give it a name and hit Enter.
| | 00:22 | Now that my folder has been created,
to get to it I can click on the triangle
| | 00:27 | next to Inbox and expand it.
| | 00:28 | To move something into my folder, I can
simply click on the email and drag it on
| | 00:34 | top of the folder and let go.
| | 00:36 | My email has been moved from my
inbox and has been put into my folder.
| | 00:41 | I can actually also create subfolders
the exact same way, by right-clicking on
| | 00:46 | any folder and clicking New Folder.
| | 00:53 | I give it a name, hit Enter and I can
expand it just like I could the original one.
| | 00:59 | I can go back to my Inbox, take another
email, click, and drag and now that
| | 01:05 | email is in that folder.
| | 01:07 | I can move multiple emails at the same
time by clicking it, holding down the
| | 01:13 | Shift key to select another email next to it,
with them both selected, I can do
| | 01:18 | it the exact same way;
| | 01:20 | move my mouse over and let go on top of the folder.
| | 01:24 | Now they are both gone and if I
go into my folder, I can see that it is
| | 01:28 | getting pretty populated.
| | 01:29 | There are some other things that I can do with folders.
| | 01:34 | I can create multiple ones on top of each other
by clicking New Folder again on Inbox,
| | 01:43 | taking an email and moving it in there.
| | 01:47 | And I can also add a folder to my Favorite list.
| | 01:51 | If my folder list is getting really long
and I have one that I go into all the
| | 01:55 | time, I can move it to my Favorites by dragging it.
| | 01:58 | For example, I can take this Product
Release Updates folder and drag it into
| | 02:04 | my Favorite folders.
| | 02:05 | If I need to access it quickly, I can find it up here.
| | 02:08 | Now there is one more thing I want to show you.
| | 02:12 | Let's suppose that you have a really
long conversation in your inbox and
| | 02:16 | you don't want to get rid of the emails,
but you don't want to see them in your inbox.
| | 02:20 | You can essentially mute a conversation by
always moving certain emails in a conversation.
| | 02:26 | For example, here is my Budget planning
meeting conversation.
| | 02:31 | I am going to come up here to my Home ribbon,
highlight the email, and select
| | 02:36 | Move>Always Move Messages in This Conversation.
| | 02:41 | So this message and any future message
coming forward will be moved into a folder.
| | 02:46 | I am going to create a new folder by clicking New
and I will call it Budget Meeting.
| | 02:52 | I can select where I want to put it, in this case,
I will put it right in my inbox.
| | 02:57 | I can also put it right in the root
of my Exchange folder if I wanted to.
| | 03:02 | I will click OK, click OK again, and now
I have got my Budget Meeting.
| | 03:07 | You will see that it is outside of my inbox,
but it is still in my Exchange Account.
| | 03:14 | So now you can see that all my Budget
Planning Meeting emails have been put in
| | 03:19 | this folder and any new ones coming
forward will also be put in that folder.
| | 03:23 | Now the neat thing about that trick is
when they come in, because I haven't read
| | 03:28 | them, I will instantly know if there's
any new emails relating to the Budget
| | 03:32 | Meeting because there will be an unread
mark next to it, such as a count of how
| | 03:37 | many actual emails there are.
| | 03:38 | So that is how you get messages out of your inbox.
| | Collapse this transcript |
| Using Quick Steps to process messages| 00:00 | A Quick Step is a neat feature in Outlook
in which you can manually trigger a
| | 00:04 | sequence of events to process the message.
| | 00:06 | It's like a Message Rule in which
actionable items occur and there can
| | 00:10 | definitely be more than one actionable item,
however, unlike Rules, which
| | 00:14 | trigger automatically, you can easily
trigger a Quick Step on whatever emails
| | 00:18 | you want manually, and whichever
ones fit your need at the time.
| | 00:21 | You can find Quick Steps in the Home
Ribbon Tab under the Quick Steps Category.
| | 00:26 | You can hover your mouse over them
and it'll tell you what they do.
| | 00:29 | For example, this one will forward a selected
email that you specify to your Manager.
| | 00:34 | The first time you click on a Quick Step,
it's going to ask you who your
| | 00:38 | Manager is and you can put in their email
address and it will remember that and
| | 00:42 | next time you'll never have to put it again,
it'll just automatically forward it to that person.
| | 00:46 | We can actually create our own Quick Steps
if these aren't enough for you.
| | 00:50 | For example, here's a newsletter; I have
already created a Folder called Reading
| | 00:55 | List so I'm going to create a Quick Step
that will automatically take things and
| | 01:00 | put them in my Reading List manually.
| | 01:02 | So let's expand the Quick Steps dialog box
and this time, I'm going to select New.
| | 01:07 | There are a couple of built in ones,
so I'm going to choose Move to Folder.
| | 01:12 | I can give it a name,
I'm going to call this one Reading List.
| | 01:16 | For Actions, I'm going to move it
to Folder and I can choose a Folder.
| | 01:20 | Now I'd already created this Folder
called Reading List, so I'm going to select it.
| | 01:25 | I can mark it as Read or not, in this case,
I'm going to uncheck Mark as Read,
| | 01:29 | because if I did have one that was
unread and I moved it to my Folder,
| | 01:32 | it'll remind me that I have
things to read in my Reading List.
| | 01:35 | I can click Finish and OK and now you'll
see my Reading List is in my Quick Steps.
| | 01:43 | So here's something that I want to add
to my Reading List, so I'm going to
| | 01:47 | highlight it and click Reading List.
| | 01:49 | As you can see, it removes it from my Inbox
and now if I come to my Reading List
| | 01:53 | Folder, there it is.
| | 01:56 | Now you can actually get a little bit more complex.
| | 01:58 | I'm going to go back to my Inbox and
you'll see that I have a lot of New Product
| | 02:04 | Releases, in this case, let's say that
there's a bunch of different actionable
| | 02:07 | items that needs to happen
whenever I get a New Product Release.
| | 02:10 | For example, I have to send out an email
saying that I approve it and then I
| | 02:16 | need a meeting to talk about
a product catalog design.
| | 02:19 | So I'm going to go down to my Quick
Steps Dialog again, click on New, and
| | 02:25 | this time instead of all this canned ones,
I'm going to go down to Custom.
| | 02:29 | I'm going to give it a name, and here's
where I get to choose all the actions
| | 02:35 | that's going to occur whenever I click
on this Quick Step, in this case, I'm
| | 02:39 | going to do more than one action.
| | 02:42 | The first one is, I'm going to move it to a Folder.
| | 02:45 | Just like last time the Folder has to
be made already and I've already done
| | 02:49 | that, so I'm going to select my Product Releases Folder.
| | 02:51 | I'm going to add another action by clicking Add Action.
| | 02:56 | This time, I'm going to fire off an email,
so I'm going to down the Respond
| | 03:01 | Category and choose Forward.
| | 03:05 | I'm going to forward it to somebody in
my office and I can click to on the two
| | 03:12 | down arrows and add more things.
| | 03:13 | For example, I can append the word Forward,
I can keep the original Subject or I
| | 03:18 | can change it and I can actually add my own text.
| | 03:21 | And then I'm going to come down
and add one more Action.
| | 03:28 | I'm going to create a meeting with somebody
to talk about the Product Catalog Design.
| | 03:35 | So I'm going to create a New Meeting,
I can specify who I want to create the meeting with,
| | 03:44 | and I can click on the two down arrows
again and put in things
| | 03:47 | like a Subject and Location.
| | 03:50 | Once I'm all done, I can click Finish,
click OK and our New Product
| | 03:56 | Release Quick Step is done.
| | 03:58 | Now whenever I get one in my Inbox,
I can click the button
| | 04:03 | and all my actions take effect.
| | 04:04 | I can choose the time and the date
for my meeting, choose Send.
| | 04:09 | Here's my email saying that I approve
the release, I can click Send on that one
| | 04:13 | and if I come to my Product Releases Folder, there it is.
| | 04:17 | So I can now apply this Quick Step whenever
I get a New Product Release, so I'll
| | 04:22 | never worry about missing a key step
in a Product Release process.
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| Using mail rules to process messages| 00:00 | Unlike Quick Steps which are triggered
manually by you, Mail Rules are set of
| | 00:05 | filters that act on your incoming email
automatically, based on a set of Rules
| | 00:08 | that you've specified.
| | 00:10 | So let's go ahead and create some Rules.
| | 00:13 | I'm in my Inbox now and I want to create
a Rule for this particular newsletter
| | 00:18 | to move to my Newsletters Folder,
so I'm going to highlight the email and in my
| | 00:23 | Home Ribbon Tab, click on Rules, Create Rule.
| | 00:29 | Now because I already have this email
specified, Outlook is going to guess and
| | 00:33 | think it knows what I want to do with it.
| | 00:35 | So it's telling me that when it gets
an email with the selected conditions,
| | 00:39 | either from the Sender or the Subject,
in this case, I'm going to select the
| | 00:43 | Subject, because this is how I'm going to
actually identify this newsletter. Do the following:
| | 00:48 | I'm going to place a check mark
beside Move the Item to a Folder;
| | 00:52 | I'm going to choose my Folder that
I had created called Newsletters.
| | 00:56 | If I didn't have the folder created, I can
click New and just create a New Folder.
| | 01:02 | In this case it's already created, so
I'm going to go ahead and highlight my
| | 01:06 | Newsletters Folder and click OK.
| | 01:09 | I can click on OK and it's going to
tell me that my Rule has been created.
| | 01:14 | Now it's also giving me the option to
run this Rule now on messages already
| | 01:18 | in the current Folder.
| | 01:19 | I'm going to place a check mark beside this,
because this is a great feature
| | 01:23 | if I've already got a ton of newsletters
in there that I want to move in to
| | 01:27 | the Folder all at once.
| | 01:28 | I can click OK and it's been done.
| | 01:31 | The nice thing about this Rule is the
unread count goes up, I can see that I'm
| | 01:36 | getting more and more newsletters in there.
| | 01:38 | We can also create more complex Rules.
| | 01:40 | For example, I'm going to go over to
Rules and select Manage Rules and Alerts.
| | 01:47 | So here's the one Rule that I already
have but I'm going to click on New Rule,
| | 01:54 | it's giving me some canned options that
it thinks I might want to do, and these
| | 01:58 | are good and you can take a look at these,
but I'm actually going to make a more complex one.
| | 02:02 | So I'm going to start with the blank Rule
and I'm going to create this Rule and
| | 02:06 | apply it on messages that I receive. I'm going to
tell it what the conditions are in a little bit.
| | 02:11 | I click Next and here are the conditions
that I want to check for.
| | 02:15 | In this case, I want an email with
specific words in the Subject or Body,
| | 02:19 | Chameleon, which is a product we have,
and I'm going to assign it to the
| | 02:23 | Product Releases category.
| | 02:24 | So I'm going to come down here until
I find the Rule that fits what I want.
| | 02:28 | In this case, here's the one that says
With Specific Words in the Subject or Body,
| | 02:33 | so I can place a check mark beside it.
| | 02:35 | And now, I need to choose what those specific words are.
| | 02:38 | So I'm going to click on this and type in
the words that I am actually looking for.
| | 02:44 | I can click Add and then OK.
| | 02:48 | So now my Rules changed to look for,
when a message arrives with the word
| | 02:52 | Chameleon in the Subject or Body.
| | 02:53 | I'm going to click Next to tell it
what to actually do with that message.
| | 02:58 | I'm going to assign it to a certain category.
| | 03:00 | You can see here that I got a
ton of options I can choose from.
| | 03:04 | I can place a check mark next to it and
come back down to this list and click
| | 03:08 | Category, so I can actually pick my Category.
| | 03:12 | Place a check mark beside the one you want,
click OK, click Next and now it's
| | 03:17 | going to ask me if there's any exceptions.
| | 03:19 | This means that if there are any
Product Releases that come through with the
| | 03:23 | word Chameleon in the Subject Body that
I might not want to apply that category to,
| | 03:27 | I can specify it here, for example,
if the email notification comes from
| | 03:31 | somebody else, but that's okay.
| | 03:33 | I'm going to click Next, and now
I can specify name for the Rule.
| | 03:40 | I can Turn On this Rule and I can actually
run the Rule now on messages already
| | 03:45 | in the Inbox which I'm certainly going to do.
| | 03:47 | Once I'm all done, I can click Finish
and it's telling me that it's only going
| | 03:51 | to run the Rule when I check my email.
| | 03:53 | If Outlook isn't running, the Rule isn't going to work.
| | 03:56 | This Rule is only going to run
when I actually have Outlook running.
| | 04:00 | If my computer is turned off or I'm logged in
to the web version, it won't run.
| | 04:06 | Click on OK, click Apply, click OK again
and now my Rule is active.
| | 04:13 | I can go to have Product Releases Folder
to see if I have anything in there, sure enough I do.
| | 04:18 | If I scroll down, the word Chameleon is in there.
| | 04:22 | So Mail Rules are powerful, as there
are so many options you can automate.
| | 04:26 | For example, if you keep getting
product inquiries for a discontinued product,
| | 04:30 | you can send out an auto response telling your
customers, no, the product doesn't exist anymore.
| | 04:34 | I definitely encourage you to poke around
with all the choices that you have in Mail Rules.
| | Collapse this transcript |
| Cleaning up your mailbox| 00:00 | Over time, your mail file can
get pretty large and unruly.
| | 00:04 | Fortunately, Outlook has supplied us with some
great tools to automate the Clean Up process.
| | 00:08 | The first tool I want to show you
is something called Conversation Clean Up.
| | 00:12 | Now here's a conversation I have,
I'm in Conversation View right now.
| | 00:16 | If I click the triangle to expand the conversation,
I'm sure you've all seen this.
| | 00:21 | This is a pretty lengthy conversation
in which people have quoted replies over
| | 00:25 | time and started new threads.
| | 00:26 | So we might not actually need to keep
all these emails, because I'm sure the
| | 00:31 | full conversation is already somewhere in this thread.
| | 00:35 | So Outlook gives us something called
the Conversation Clean Up tool.
| | 00:39 | I can collapse my thread and go to
the Home Tab and choose Clean Up.
| | 00:45 | Now I have a choice here, I can choose
Clean Up conversation, which will only
| | 00:49 | clean up the selected conversation I had
or if I want to do this for my entire
| | 00:55 | Inbox, I can choose Clean Up Folder.
It's actually not just my Inbox;
| | 00:59 | it's whatever folder I happen to be in at the time.
| | 01:02 | I can also choose Clean Up Folder and
Subfolders, this way I could clean up my
| | 01:07 | Inbox and any other folders I have
created to clean up all the redundant
| | 01:11 | conversations at once.
| | 01:12 | For example, in this email, you can see
that there's a bunch of quoted text in here.
| | 01:19 | In this email that came in before it,
the same exact conversation is here.
| | 01:24 | Now the nice thing about Conversation
Clean Up is it will only delete
| | 01:28 | redundant texts, you never have to worry
about missing an email, because if the
| | 01:32 | email is not included in any other emails,
it won't delete that text; you'll never miss anything.
| | 01:37 | So I'm going to choose Clean Up, Clean
Up Conversation, it's reminding me that
| | 01:43 | all redundant messages are going to
be moved to the Deleted Items Folder.
| | 01:47 | I know, so I'm going to choose Clean Up.
| | 01:50 | It's reminding me again that it's
going to apply to all the items in that
| | 01:53 | selected conversation and I can click OK.
| | 01:57 | Now if I expand this view, this conversation
is much smaller, because all
| | 02:02 | the text that has already been quoted is all
included in this email and the one below it.
| | 02:08 | In my Deleted Items, it's removed a lot
of those same messages with redundant text.
| | 02:16 | So that's Conversation Clean Up.
| | 02:18 | The next thing I want to show is how to
empty your Deleted Items in one go, and
| | 02:23 | we can do that backstage.
| | 02:24 | I'm going to click File from the
Ribbon and choose Cleanup Tools.
| | 02:30 | The first thing I want to do is
Empty my Deleted Items Folder.
| | 02:33 | This is going to permanently purge everything.
| | 02:36 | I can click Continue if I'm ready to go
or if I want to go back and make sure
| | 02:40 | that I know exactly what's in there,
I can choose No, if I want.
| | 02:45 | The next thing I'm going to show you
is to see how big just all my folders are,
| | 02:50 | so I know which ones I need to
clean out and which ones are okay.
| | 02:53 | I'm going to go back to Cleanup
Tools and choose Mailbox Cleanup.
| | 02:58 | I can click View Mailbox Size and it's
going to show me a listing of all the
| | 03:04 | items in my Outlook File.
| | 03:05 | Now it's important to note that these
aren't just folders, these are things like
| | 03:09 | my Calendar and my Contacts and any
subfolders that I've made in there.
| | 03:15 | Here's my Deleted Items, here's all my Inbox Folders.
| | 03:18 | I can see here that file size is okay.
| | 03:20 | The biggest folder I have is my Inbox.
| | 03:22 | So I know that if I'm going to start
cleaning up any folders that's definitely
| | 03:26 | the place where I need to start.
I can hit Close to get out of this dialog.
| | 03:31 | The last thing I'm going to show you
is how to Archive your Mail File.
| | 03:35 | This means it's actually going to take messages
from my Exchange Server or my
| | 03:39 | Outlook Data File and actually archive
them to a completely new Outlook file.
| | 03:45 | It's going to make sure that it moves
it to a file that's on my computer.
| | 03:48 | I'm going to go back to
Cleanup Tools and choose Archive.
| | 03:53 | Here's where I specify the criteria
of the things that I want to Archive.
| | 03:56 | I can either choose the folders that
I want to Archive or Archive everything.
| | 04:02 | In this case, I'm only going to Archive my Inbox
and all the folders that are underneath it.
| | 04:09 | Here's where I choose the date for what
I want to Archive. I can pick my own
| | 04:13 | criteria whether I want to Archive things
that are three months old or a year old.
| | 04:18 | Here's where I specify the actual file
that it's going to Archive to.
| | 04:22 | Now this is important to note, because
what's going to happen now, is all these
| | 04:26 | emails are going to be moved off my
Exchange Server and on to my local computer
| | 04:31 | in this file that's on the computer.
| | 04:34 | So I'll need to make sure that this file
is part of my local backup strategy,
| | 04:37 | because if I ever move my computer
or something happens to it, my Archive is
| | 04:42 | going to be gone unless I back it up.
When I'm all set,
| | 04:45 | I can choose OK and all my
files are going to be archived.
| | 04:49 | I can just click the Back button
to get back to my Inbox.
| | 04:52 | So make a note of how big all your
files are, when it gets a little too big
| | 04:56 | and a little too unruly, you have lots
of Clean Up Options to get it lean and
| | 05:01 | mean again.
| | Collapse this transcript |
|
|
5. Creating and Sending MailCreating a new message| 00:00 | So far, we've only talked about reading
and organizing mail, now it's time to
| | 00:04 | start writing some email.
| | 00:06 | To create a new email message, make sure
you're in the mail part of Outlook and
| | 00:09 | from the Home Ribbon, choose New Email.
| | 00:13 | This brings up a blank email.
| | 00:15 | Now the first thing that we need to do
is decide who the email is going to be From.
| | 00:19 | I have more than one Outlook account
set up, I can click the dropdown and
| | 00:23 | choose which one I want it sent From.
| | 00:27 | After that, I can come down to the
To Field and just start typing if I'm
| | 00:31 | sending it to somebody who's already
in my address book, or if I know a
| | 00:36 | different email address completely.
| | 00:37 | I can also click the To button
| | 00:41 | and it'll bring up all my address books
that I can choose from this way.
| | 00:45 | For example, this is my Exchange address
book and I can highlight all name and click To
| | 00:50 | if I want to add them to the To List
| | 00:52 | or any other field such as Carbon
Copy, so they get a copy of the email.
| | 00:58 | I can use the pull down menu in the address book
and choose from my local Contacts.
| | 01:05 | When I'm all done addressing my email,
I can click OK.
| | 01:10 | As you can see, I've accidently put the
same email in here twice, so all I have
| | 01:13 | to do is hit the Delete Key and
it removes the email from the To List,
| | 01:17 | I can then add more people as I want to
or if I decide not to, just hit
| | 01:22 | the X and it will get out of that screen.
| | 01:25 | Now I can come down here and type a
subject for my email, I can put the cursor
| | 01:31 | in the Body filed and simply start
typing the body of my email.
| | 01:35 | I can also attach a file by coming up to the ribbon
on the Message Field and choosing Attach File.
| | 01:43 | This brings up the browse dialog
that you're probably familiar with.
| | 01:46 | It's the same one that you see
when you Save a File or Open a File.
| | 01:50 | So I'm going to go ahead and browse through
my documents, choose a File and click Insert.
| | 01:56 | Now at this point, if I was ready to go, I could
simply click Send and my email would Send.
| | 02:01 | However, if I want to save the email or
just delete it entirely, I can come up
| | 02:06 | here to the top right and just hit the X.
I'm given two options, do I want to
| | 02:11 | save it or not; if I select No, the
email is deleted and it's like it never was.
| | 02:16 | If I hit Yes, the email gets saved
to my Drafts Folder, so I can continue
| | 02:21 | working on it any time I want.
| | 02:23 | In the Folder list over here on the left,
is where I'll find my Drafts Folder.
| | 02:27 | I can click on it, find my email, double-click
on it and it brings it back up, just like it was.
| | 02:34 | I can continue writing on it as normal.
| | 02:38 | The last thing I can do is check it
for spelling before I send it.
| | 02:41 | I'm going to go to the Review Tab
and choose Spelling and Grammar.
| | 02:46 | It's going to do quick spell check on my
document and I can click OK when it's done.
| | 02:51 | Now all I have to do is hit Send
and off my email goes.
| | 02:55 | If I want to see it, I can simply go to
my Sent Items in my Folder List and the
| | 03:00 | email will appear as soon as it gets sent,
this way I'll know that it really got sent out.
| | 03:06 | Once the email appears in my Folder List,
I knew it got sent out correctly.
| | 03:10 | So that was the most basic steps to create a mail message.
| | 03:13 | We're going to talk about how to format it
to make it look really pretty in a later video.
| | Collapse this transcript |
| Replying to and forwarding a message| 00:00 | Outlook contains some different options
for handling email responses.
| | 00:04 | We're going to go over each one, so you'll know
which one to pick that meets your needs.
| | 00:08 | So I've got an email open that needs some handling.
| | 00:11 | He's asking if I can send out this new
directory to all my employees, and you'll
| | 00:15 | notice that the email has been sent
to multiple people, not just me.
| | 00:18 | There are two ways that I can reply to it,
the first is from the Home Ribbon
| | 00:22 | option and I can just click on Reply.
| | 00:25 | This is going to pop up a message
in which I can just start typing.
| | 00:28 | The second way to do it is to simply hit
the Reply button right from the email itself.
| | 00:37 | From here, I can click Pop-Out if I'm
not comfortable working in the Preview
| | 00:41 | pane and I can simply get a larger
version of the email to work with that
| | 00:46 | I'm more familiar with.
| | 00:47 | I can type my reply and hit Send as usual.
| | 00:52 | Now in this case, the email was sent
to multiple people, if I wanted to
| | 00:57 | reply to all, I can just hit the Reply All button,
and instead of just going
| | 01:01 | to the original sender, it's going to go to everybody
that was involved in the email conversation.
| | 01:08 | You'll notice that the email attachment
has been striped out in the Reply.
| | 01:12 | Outlook knows that since everybody
who's involved in the original email got the
| | 01:16 | attachment and the person who sent it,
obviously had it to begin with,
| | 01:20 | I don't need to take up valuable space
by ending the attachment back, so it just
| | 01:24 | removes it from the Reply.
| | 01:27 | Once I'm done with my Reply All,
I can simply hit Send.
| | 01:31 | If I decided any time that I just don't want
to send this reply for whatever
| | 01:35 | reason, I can just hit the Discard button
and it's like it never was.
| | 01:39 | Since I have replied to this email,
note the icons changed in the Inbox, it's
| | 01:44 | got a little envelope with a purple arrow next to it.
| | 01:47 | This is visually telling me that I've already
replied to this email so I'll know.
| | 01:51 | There's one more thing I can do.
I can actually forward this email.
| | 01:55 | He's asking if I can send out this new directory
to all my employees, so I'm going to forward it.
| | 02:00 | If I click the Forward button, it's going to
pop up a brand new email in which
| | 02:05 | I can populate who it's going to be
addressed to, and because it's going to
| | 02:08 | somebody new, it's going to keep the
attachment with the email and send it along.
| | 02:12 | So I can just start typing or click on the To
field to bring up an address dialog box.
| | 02:21 | I can change the Subject to whatever I want.
| | 02:24 | It automatically puts in an FW for
forward in the email, but I can take that
| | 02:29 | out if I don't want it.
| | 02:30 | I can also come down here to the Body of the
email and change it or add anything I want.
| | 02:35 | I can also click and drag and remove
anything that I don't want from the email.
| | 02:41 | When I'm all done, I can hit the
Send button and my Forward goes out.
| | 02:46 | Now it's important to note that
the icon for the email has changed.
| | 02:50 | Now it's a blue arrow pointing to the right,
this is visually telling me that
| | 02:54 | the email has been forwarded.
| | 02:55 | So this is how you maintain all your
correspondence in Microsoft Outlook.
| | 03:00 | You can Reply to messages,
Reply to All, or Forward them.
| | 03:03 | It's just important to remember that
when you Reply or Reply All, the original
| | 03:07 | attachment gets completely stripped out,
because Outlook doesn't think that you need it.
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| Formatting a message| 00:00 | At some point, you'll need to
create an email with a bit more pizzazz.
| | 00:04 | It's also important to know how to add
more to an email than just basic text.
| | 00:08 | In one go, I'm going to make this email,
so you'll know how to change
| | 00:12 | backgrounds, add pictures and clipart and format text.
| | 00:15 | So this is a party invitation that I created.
| | 00:17 | I'm going to close out of this finished
product, then go into my Drafts where
| | 00:22 | I've got a really boring version of the same text.
| | 00:26 | So let's jazz this up a bit.
| | 00:27 | The first thing we'll going to do is
change the text so it's look a little bit
| | 00:32 | more exciting and we do that
by simply highlighting the text.
| | 00:36 | If I click and drag over the text,
this is going to bring out a pop-up dialog
| | 00:40 | box in which I can format the text right from there.
| | 00:43 | I can do things like make it Bold,
or Italicized or even change the Color.
| | 00:48 | If I hover my mouse over the item,
it's going to tell me what it does.
| | 00:51 | So I'm going to go ahead and make some changes
to make this look a little bit more exciting.
| | 00:56 | I can highlight lots of things and make
changes to multiple text all at once.
| | 01:00 | For example, I can increase the
Font Size in everything all in one go.
| | 01:05 | Now this is starting to look a little bit better,
but we can definitely make it prettier.
| | 01:08 | Let's change the background color of the entire email.
| | 01:11 | I do that by going to the Options Tab
and clicking Page Color.
| | 01:17 | This brings me up with a dialog box
of colors that I can choose and I can
| | 01:21 | hover my mouse over each one to get
a preview what it's going to look like.
| | 01:25 | I can select a Color and I can even add
a gradient to it by going back to Page
| | 01:30 | Color and choosing Fill Effects.
| | 01:34 | I can select that I want Two colors
in my email and pick a second color.
| | 01:40 | Once I'm happy with the way
it's going to look, I can click OK.
| | 01:45 | Lastly, let's add a picture to this.
| | 01:47 | I'm going to go to the Insert Tab and
choose Online Pictures, because I want go
| | 01:52 | out to the Internet and choose some clipart.
| | 01:55 | Because we're going to office.com,
it's important that I have an Internet
| | 01:59 | connection on my computer before I do this.
| | 02:01 | So here is where I can put in some
keywords for what I'm looking for,
| | 02:04 | because this is a party invitation, I'm just
gong to put in the word Party and hit Enter.
| | 02:10 | I can go through all the results
and scroll and find the one I want.
| | 02:14 | When I find one that looks good,
I can select it and choose Insert.
| | 02:19 | Now here's the problem, the picture
is on the front and the text is behind.
| | 02:23 | We can change that by going to the
Layout dialog box, clicking it and
| | 02:28 | saying that we want to put the picture behind
the text that we've already got in the email.
| | 02:33 | I can close out of the Layout Options button
when I'm done, and now I can keep
| | 02:37 | working on my picture.
| | 02:39 | I'm in the Picture Tools Ribbon toolbar,
so now I can do all sorts of things
| | 02:43 | like change the edged.
| | 02:45 | I can open up the Picture Styles
dialog box, hover my mouse over it to get
| | 02:49 | a preview and I'll see that I can add things
like Frames and Borders to my picture.
| | 02:55 | When I find the one that want, I can
select it and I can even add more effects
| | 02:59 | by going to the Picture Effect dialog and
choosing things like Shadows and Reflections.
| | 03:05 | The last thing I can do is actually shrink
or grow my picture according to how I need it.
| | 03:11 | I can take my mouse and click and drag
on the sliders and adjust if my text is
| | 03:16 | too big to fit inside the picture.
| | 03:19 | What I can then do is take my text and
make it look pretty inside the picture.
| | 03:24 | I can actually highlight a block of text
and Indent it by going back to the
| | 03:27 | Ribbon toolbar and choosing Increase Indent.
| | 03:31 | Now if I didn't want to increase indent, I can
always do it manually by just hitting the spacebar.
| | 03:37 | Now that looks much better.
| | 03:40 | That is how you format messages using Outlook.
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| Creating voting buttons in a message| 00:00 | A neat feature in Microsoft Outlook is the
ability to include Voting buttons in an email.
| | 00:05 | This way, you can poll your users without
having you do any sort of tallying yourself.
| | 00:10 | To create a vote, you go into your Inbox
and choose New Email from the Home Ribbon Tab.
| | 00:15 | Click on To
| | 00:16 | and address the email to any Outlook
user you want to send the vote to,
| | 00:20 | you can even choose yourself.
| | 00:24 | When you're all done, click OK and put
in a Subject line, then go down to the
| | 00:28 | Body of the email and you can
type it just like any other message.
| | 00:33 | When you're all done, go to the Options
Ribbon Tab and choose Use Voting buttons.
| | 00:38 | Outlook gives you some canned choices,
but you can also go down to Custom, from
| | 00:43 | here we can put in as many choices as we want,
as long as they're separated by a semicolon.
| | 00:48 | The last option doesn't have to have to
have a semicolon, when you're all done,
| | 00:52 | hit Close and you're ready to send your email.
| | 00:56 | Now I sent it to myself, so I can show
you what it looks like when you actually
| | 00:59 | get a Vote in an email.
| | 01:00 | This is what they're going to see.
| | 01:04 | Here's your email and they see Vote by
clicking Vote in the respond group above.
| | 01:09 | So I can come up here and cast my vote.
| | 01:11 | Here are the choices that I created earlier.
| | 01:16 | I can either Send the response now or
put in a response if I want to ad some
| | 01:20 | more text to it, I'm fine with
sending my vote and I'm going to hit OK.
| | 01:24 | I've now cast my own vote.
| | 01:25 | So let's see how to look at the results.
| | 01:29 | When an email comes in, when somebody
has cast a vote, it's actually going to
| | 01:33 | come in to my Inbox like this.
| | 01:35 | I can double-click on it and see what
they responded, but I can actually click
| | 01:39 | on this little Exclamation Mark (!)
| | 01:41 | and select View Voting Reponses.
| | 01:44 | Now I can see all the people I sent the vote to,
what they responded, and up top,
| | 01:49 | I can get a number of tabulation of what the totals are.
| | 01:53 | So that is how you cast a vote in Microsoft Outlook.
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| Adding signatures| 00:00 | A signature file is the standard term
for the short pre-formatted block of text
| | 00:04 | at the bottom of an email message
containing all your contact info.
| | 00:08 | It automatically appends itself to the
bottom of every email and reply you send.
| | 00:12 | To create your signature in Outlook,
head to the File Tab and choose Options.
| | 00:17 | In the Outlook Options dialog, go over
to the Mail Tab and choose Signatures.
| | 00:24 | Here's where we get the Signatures dialog box.
| | 00:29 | Since there is nothing in here the first thing
that we need to do is click New
| | 00:33 | to create a new signature.
| | 00:34 | I'm going to create a new one for my
Exchange Account, because I have more than
| | 00:39 | one account in Outlook.
| | 00:41 | Now I can actually add the Body of my
signature file where I'm going to put in
| | 00:45 | all my contact info.
| | 00:48 | When I'm all done, I'm going to specify
that I want this signature file to be
| | 00:52 | used in all replies and new messages
from my no-obstacles-inc Exchange Account,
| | 00:58 | when I'm all set, I could hit Save.
| | 01:01 | Because I have two email accounts,
I'm going to click New and create a new
| | 01:05 | signature file just for my Gmail Account.
| | 01:10 | Again, I can put in a different signature
file considering this is my personal email.
| | 01:18 | Now I'm going to tell Outlook that for
this particular email account, I want to
| | 01:22 | math it up with my Gmail signature.
| | 01:25 | When I'm all done, I can hit Save.
I click OK to get out of this dialog box,
| | 01:30 | OK to get out of the Options and now,
when I click on New Email, I can see my
| | 01:36 | signature file in here.
| | 01:38 | Because it's sending from my Exchange Account,
I can see my exchange signature file.
| | 01:42 | If I change that to my Gmail Account,
my signature file changes automatically
| | 01:47 | because we told it to in the
Signature File dialog box.
| | 01:50 | If we ever want to delete or change our
Signature File, all we have to do is get
| | 01:55 | right back where we were by going to
File, Options going to the Mail Tab and
| | 02:00 | choosing Signatures again, and
now we're back in the dialog box.
| | 02:05 | I can either delete the signature or just edit it directly.
| | 02:12 | Once I'm all done, I can hit Save, click OK,
click OK again, and now I can see
| | 02:18 | that I've got my updated Signature File in there.
| | 02:21 | So as you can see, you have lots of options
for including the right email
| | 02:25 | signature for the right email account.
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| Sending an out-of-office or autoreply email| 00:00 | When you go on vacation, you probably
change your voicemail telling callers the
| | 00:04 | dates that you'll be unavailable to return their calls.
| | 00:06 | You can do the same thing with email
and it's called Out of Office.
| | 00:10 | Outlook can auto respond to anyone
that emails you during the dates you'll be
| | 00:13 | away with the message that you specify.
| | 00:15 | You can do this if you're on an Exchange Server.
| | 00:18 | If you're not on an Exchange Server,
meaning if you're connecting via POP or
| | 00:21 | IMAP, that's okay, we can still do the
same type if thing using Rules and I'll
| | 00:25 | show you how to after.
| | 00:27 | To say you're Out of Office, go up to File,
and choose Automatic Replies.
| | 00:33 | You won't see this option if you're
not connected to an Exchange Server.
| | 00:37 | So we're going to tell this dialog
that we want to send automatic replies and
| | 00:41 | we can come down here and place a
check mark next to Only Send During This Time
| | 00:45 | Range, and this is where we set the
dates that we're going to be away.
| | 00:49 | So here's where we specify two different
responses; we can have a different
| | 00:53 | response for Inside My Organization,
where I could be less formal if I want to,
| | 00:58 | and then another one for Outside My Organization.
| | 01:01 | I do need to make sure there is a check mark
here besides Auto Reply, and I need
| | 01:05 | to specify that I want to this to go out
for anyone outside my organization.
| | 01:09 | I can make this one a little bit more formal
because people I don't know are
| | 01:14 | going to be emailing me.
| | 01:16 | When I'm all set, I can choose OK
and now my automatic replies are being sent.
| | 01:22 | So when I come back from vacation,
I can either turn off automatic replies by
| | 01:27 | going right up to Turn Off on the
dialog box here or I can go back to File
| | 01:32 | and choose Turn Off.
| | 01:36 | So what happens if I'm a POP or IMAP user
and I'm not connected to an Exchange Server?
| | 01:41 | That's totally fine.
| | 01:42 | We're going to create a Rule and an
email template with an auto responder.
| | 01:46 | I'm going to give you the example
of a product inquiry letter.
| | 01:50 | For example, we have a product that
we just don't make anymore and we keep
| | 01:54 | getting product inquiries about it.
| | 01:56 | So I'm gong to into my Drafts,
where I've already drafted up a letter that
| | 02:01 | I'm going to send out.
| | 02:02 | This is going to be an auto response to
anybody that sends me a product inquiry
| | 02:06 | about the product that's been discontinued.
| | 02:08 | So I typed this up earlier.
| | 02:10 | All I did was create New Email and
then typed up the Body of my email.
| | 02:14 | So when you get yours set up exactly
the way you wanted, go to File, Save
| | 02:19 | As, give it a File Name and then go down
to Save as Type and choose Outlook Template.
| | 02:29 | Click Save.
| | 02:31 | We can then close out of this because
we're all done with it, but now we're going
| | 02:35 | to create a Rule to make it an auto responder.
| | 02:38 | I'm going to click on Rules, Create Rule,
go down to Advanced Options and
| | 02:45 | specify the conditions that I want to check for.
| | 02:48 | I want this to go out when somebody
sends me an email with the name of the
| | 02:51 | product that they're actually inquiring about.
| | 02:53 | So I'm going to click on Specific words in the body.
| | 02:58 | I'm gong to put the product
that they're inquiring about here.
| | 03:03 | I click Add and then OK and now I can
click Next to tell Outlook what actually
| | 03:09 | do once it finds something that matches that inquiry.
| | 03:13 | In this case, I'm going to use reply
using a specific Template.
| | 03:16 | I'm going to come down here and click
on a specific template and from Look In;
| | 03:21 | I'm going to choose User Templates in File System.
| | 03:24 | Here is where I can put the actual
template that we just created.
| | 03:29 | I click Open and then I can click Next,
specifying the exceptions if I want, for
| | 03:35 | example, if somebody in my company
emails me about it, and then when I'm all
| | 03:39 | done, I can click Finish.
| | 03:42 | Now Outlook is going to remind me
that this Rule is only going to run while
| | 03:45 | I have Outlook running, if it's closed,
the rule can't process any incoming emails.
| | 03:52 | I click OK and now my auto responder has been created.
| | 03:55 | So the last thing, it's important to note
that an Out of Office or Automatic
| | 04:00 | Reply Message will only reply once to the sender,
whereas a Rule that you create,
| | 04:04 | will continue to send out as many responses
as it gets incoming emails that match that Rule.
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| Exploring delivery options| 00:00 | Most of the time when you'll send an email,
you'll simply type it and send it.
| | 00:04 | But sometimes an email needs some special handling.
| | 00:06 | So here are some additional options that
you can set when you're sending an email.
| | 00:11 | So I've create my email and I've got it
all typed up and ready to go, there's
| | 00:15 | some more options that I want to do.
| | 00:17 | The first thing is, you can see that
it's kind of urgent, so I'm going to come
| | 00:22 | up here and select High Importance.
| | 00:23 | So when it gets delivered to Akee,
she's going to see an exclamation mark (!)
| | 00:27 | next to it in her Inbox and she'll know that
it's important that she needs to read it.
| | 00:31 | Next, I'm going to go to the Options Tab.
| | 00:33 | Now The first thing we get to is,
if you're ever wondering where that Bcc Field
| | 00:37 | is in an email, you can come in
to the Options Tab and click it.
| | 00:41 | This way, I can put somebody else in here
and Akee is not going to know, because
| | 00:46 | it's a Blind Carbon Copy;
| | 00:47 | that Mark is also getting a copy of this email.
| | 00:50 | I can direct my replies to somebody else.
| | 00:53 | For example, I'm telling Akee here that
I'm heading out for a meeting but I'll
| | 00:57 | be available on my smartphone,
if I don't have this email address in my
| | 01:01 | smartphone, I can change the reply
to be sent to one that does.
| | 01:04 | So I'm going to come in here to Direct
Replies To, Have reply sent to, delete
| | 01:11 | out my name and put in my Gmail account,
which I can get to from that phone.
| | 01:17 | I can click Close and then I can
also set a Delay Delivery option.
| | 01:22 | This is if I want this email to go out
on a later date and not necessarily today.
| | 01:28 | I can specify a date, such as
Tomorrow, or even a Time.
| | 01:32 | I can hit Close again when I'm done.
| | 01:35 | Finally, there are two more options up here.
| | 01:37 | I can Request a Delivery Receipt, which
means that the email actually made it to
| | 01:42 | her mail server and I can Request a Read Receipt.
| | 01:45 | This means that Akee actually read the message,
it's up to Akee to decide if she
| | 01:51 | wants to send a Read Receipt to me
to let me know that she's read it.
| | 01:55 | I also have the option to change that setting in Outlook.
| | 01:58 | I'm going to minimize this for a second;
| | 02:00 | I'll show you how to find it.
| | 02:02 | You can go to File, Options, Mail and scroll
all the way down to the Tracking section.
| | 02:12 | Here's where I can make my choice,
for any message that I receive that
| | 02:15 | includes a Read Receipt Request,
I can either always send that receipt, Never
| | 02:21 | Send a Receipt, meaning the person
will never know if I read it or not
| | 02:25 | or I can be prompted each time.
| | 02:27 | I'm going to set on the Default,
which is to be prompted each time.
| | 02:31 | I click OK and my choice has been sent.
| | 02:33 | So as you can see, there are a lot of
options that you can choose for each
| | 02:37 | outgoing message you send.
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| Creating personal stationery| 00:00 | If you want to add a bit more pizzazz
to every email you send, you can create
| | 00:04 | Personal Stationery.
| | 00:06 | To set up Personal Stationery, start off
by going into New Email and creating a
| | 00:10 | blank email and getting it all
set up the way you wanted.
| | 00:13 | I'm going to change the background
and add my company logo.
| | 00:16 | So to change the background, I'm going
to go into OPTIONS, Page Color, and set
| | 00:22 | the color to an ice green.
| | 00:24 | Now I'm going to go in to INSERT, Choose
pictures, and browse on my computer and
| | 00:29 | find my company logo. I can click
Insert when I find it and it puts it in.
| | 00:37 | It's got a white background here and it
would be a lot nicer if it was transparent.
| | 00:42 | Outlook actually comes with something
called the Background Eraser tool.
| | 00:45 | It's in the FORMAT tab,
which appears when you insert a picture.
| | 00:49 | So I'm going to click on Remove Background,
Outlook guesses what it thinks I
| | 00:54 | want to keep in the picture.
| | 00:56 | I can click and drag to expand all the
areas of the picture that I want to keep.
| | 01:02 | We'll see what happens.
| | 01:04 | In this case, it swapped what I wanted
to keep, but that's OK.
| | 01:08 | What we can do here is manually mark
the areas to keep, by clicking this button
| | 01:12 | here, and selecting and drawing a line
on my picture where I want to keep.
| | 01:18 | In this case the arrows.
| | 01:20 | Outlook is smart enough to recognize
that everything that's the same color next
| | 01:24 | to it should be kept also.
| | 01:26 | If I click away, I've now got my nice transparent logo.
| | 01:29 | I'm going to take out my signature file,
by clicking and dragging and deleting.
| | 01:34 | And now, I'm ready to save my stationery.
| | 01:37 | So I'm going to go to FILE, Save as,
and then in the Save As dialog I need to
| | 01:43 | save it to a very specific place.
| | 01:46 | I need to type in %appdata%\Microsoft\stationery,
hit Enter and it's going to
| | 01:58 | take you to that directory.
| | 02:00 | Now I can give it a file name, and
then in Save as type, I need to pick HTML,
| | 02:09 | click Save and our Personal Stationery is saved.
| | 02:12 | Now all that's left to do is tell Outlook
that that's what we want to use.
| | 02:15 | I'm going to close out of this email
because I don't need it anymore, I don't
| | 02:19 | even have to save my changes.
| | 02:21 | And now, I'm going to go into FILE,
Options, go to the Mail tab and choose
| | 02:29 | Stationery and Fonts.
| | 02:33 | Here's where we are going to change
the theme that we want for our
| | 02:36 | Personal Stationery.
| | 02:37 | This is where the stationery that we saved
is going to show up because we saved
| | 02:41 | it to that stationery directory.
| | 02:43 | So I'm going to scroll down and find
my stationery, select it and here it is,
| | 02:48 | and if I'm happy with it, I'm going to click OK.
| | 02:51 | Click OK a few more times to get out
all these dialog boxes and now when
| | 02:56 | I click New Email, I'm going to get
my custom stationery that I made.
| | 03:01 | If at anytime I decide I'm done with it,
I can simply go back into OPTIONS by
| | 03:06 | going to FILE, Options, going back to
that Mail tab and choosing Stationery and
| | 03:12 | Fonts, clicking Theme and scrolling
all the way up and selecting no theme.
| | 03:20 | This is how we started.
| | 03:22 | I can click OK to get out of all the
dialog boxes again and now my email is
| | 03:28 | back to the way it was.
| | 03:30 | However, we didn't delete that stationery,
we just told it not to use it every
| | 03:34 | time, it's still there.
| | 03:35 | If we still want to use it for those
special occasions, instead of clicking New
| | 03:39 | Email, I can go to New Items, choose
E-mail Message Using and then I can click
| | 03:45 | More Stationery, and I've got the Theme dialog box.
| | 03:50 | So now I can scroll down and choose
that stationery that I created.
| | 03:55 | Click OK and now I've created a one off
email that contains that stationery.
| | 04:00 | So that's how you use Personal Stationery
in Microsoft Outlook.
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| Exploring other mail settings| 00:00 | So far, we've gone through many, many
settings in Microsoft Outlook for whatever
| | 00:04 | task we've been trying to do.
| | 00:06 | But there's a lot more customization you
can do and sometimes these Options just
| | 00:10 | don't fit anywhere else.
| | 00:12 | To get to all the general options
you can set for your email,
| | 00:14 | go to FILE, Options, and go to the Mail tab.
| | 00:20 | There's things that we haven't covered,
like to place a check mark here, to
| | 00:24 | always check spelling before
sending any outgoing email.
| | 00:28 | You'll notice here's where we were to change
our signature and to change our Stationery.
| | 00:33 | We can also change what we want
to do when new mail comes.
| | 00:36 | For example, should the computer play
a sound, or change the mouse pointer.
| | 00:41 | We can change all of these types of things.
| | 00:44 | So you'll notice that every single option
that were contained in the ribbon
| | 00:48 | it's all here, all in one place.
| | 00:50 | So I definitely encourage you to come here,
take a few minutes, scroll down,
| | 00:55 | go through everything and get your Outlook client
all set up just the way you like it.
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|
|
6. Creating and Working with ContactsIntroducing the Address Book| 00:00 | Our clients, customers, and friends have so
many different ways to get in touch with them,
| | 00:04 | there's no way we could be expected to remember
each and every phone number and email address.
| | 00:09 | Especially as most people nowadays have more than one.
| | 00:12 | Fortunately with Outlook, we don't have
to remember contact information at all.
| | 00:17 | Outlook comes with a built in address book.
| | 00:19 | It works just like a paper address book.
| | 00:21 | I can put it in as much or as little as
I want about a contact, including phone
| | 00:25 | numbers, email addresses, physical
addresses, and even notes about them.
| | 00:29 | When I save and close a contact, I can
then create a new email to that person
| | 00:34 | and then only put in their name.
| | 00:39 | Outlook finds the contact and
puts in their email address for me.
| | 00:43 | Now I can spend my time focusing
on other important things.
| | 00:46 | This chapter is all about the address book
and I'll teach you how to create
| | 00:50 | contacts and work with them.
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| Creating a new contact| 00:00 | Creating contacts is an easy way
to stay in touch with your clients and
| | 00:04 | customers without having to remember
their email addresses and phone numbers.
| | 00:07 | You can add a contact manually or directly from an email.
| | 00:11 | To add a contact manually, we're
going to go into our People hub.
| | 00:14 | If I click People on the navigator,
I'm going to get taken into what's
| | 00:19 | called the People hub.
| | 00:21 | This is a simplified view of all my contacts.
| | 00:24 | Now if I want to change that view,
I can select Business Card, or Card view.
| | 00:31 | But I'm going to go back to the People hub for now.
| | 00:34 | To create a new contact, select New Contact
from the HOME ribbon and now, we can
| | 00:39 | put in as much or as little data
as I have about that contact.
| | 00:42 | If I have more that one email address
for a contact, I can simply use the pull
| | 00:47 | down menu and choose another
one and then put it here.
| | 00:49 | I can even come here to the Notes section
and add some notes about that contact.
| | 00:57 | Now you'll notice the business card
in the top corner is being populated for all
| | 01:00 | this data that I've put in.
| | 01:02 | I can come over here and double-click
to add a contact picture.
| | 01:06 | I'm just going to browse my file system
and choose a picture.
| | 01:11 | Here she is so I'm going to click OK
and now my business card is complete.
| | 01:17 | When I'm all done I have two options.
| | 01:19 | I can hit Save & Close and this will
bring me back to the People hub or I can
| | 01:24 | hit Save & New, this will create a new contact.
| | 01:27 | However, there's one more option that I want to do.
| | 01:30 | If I click on this pull down, I can choose
Save & New which saves this contact
| | 01:35 | and will create a new one from the same company.
| | 01:37 | If I click it you'll see that it's going
to keep a bunch of this information
| | 01:41 | already populated including the company
because it assumes that the same person
| | 01:45 | is going to have all the same data and
now I don't have to waste time putting
| | 01:49 | it in more than once.
| | 01:55 | I can change any information that
I want in here, for example, I better
| | 01:59 | change the picture.
| | 02:00 | I can double-click, and it's going to
pop up the same dialog where I can
| | 02:05 | choose a different picture.
| | 02:09 | Once I'm all done, now I can hit Save & Close.
| | 02:16 | So my two new contacts are in place.
| | 02:19 | There's one more way I can create
a contact and that's from an email.
| | 02:22 | I'm going to go back to my mail.
| | 02:26 | I want to add Mark to my contacts.
| | 02:28 | So I'm going to go up here to the top
of the email and right-click on his name.
| | 02:33 | From here I can choose Add to Outlook Contacts.
| | 02:36 | This is going to open up a little bit of different dialog box.
| | 02:40 | This is more like the People hub dialog box.
| | 02:42 | I can change this if I want, change his
email address or put in a new one when
| | 02:47 | I'm happy with all this stuff, I can click Save.
| | 02:50 | I can close out of this and if I come
back to my People hub, I can see that
| | 02:55 | Mark has been added.
| | 02:57 | Now there's a couple of more things.
| | 02:58 | The first is that whenever I'm in this
People hub, it's important to note that
| | 03:03 | if I try to edit a contact, I'm kind of limited.
| | 03:05 | If I double-click on this contact,
I'm given a nice clean looking UI but all the
| | 03:11 | data is not there for me to change.
| | 03:13 | I can add an email address if I want or
I can click these plusses (+) and add an
| | 03:18 | IM but you'll notice that there's
a lot of things that aren't here.
| | 03:21 | That's fine, I'm going to hit Cancel on
this one and close out of this, and now
| | 03:25 | I'm going to change to my Business Card view.
| | 03:28 | It's the same contacts but
they look a little bit different.
| | 03:30 | When I'm in any other view except the
People hub, I can double-click to go into
| | 03:35 | a contact and this is where I get that
main screen that I saw right when I first
| | 03:40 | creating the contact.
| | 03:41 | I'm going to close out of this and go back
to my People hub because there's an
| | 03:46 | additional option that you get in the People hub
that you don't get in any other view.
| | 03:50 | You can link contacts, over time, you
probably have this huge contact list that
| | 03:55 | you've taken with you from company to
company and you may have several of the
| | 03:59 | same contacts in there.
| | 04:01 | You can actually link those so Outlook
knows that they go together.
| | 04:04 | I'm going to click on this contact
here and choose Link Contacts.
| | 04:10 | Here is where I can specify another
contact that I want to link. I'm going to
| | 04:16 | type a name and it pulled up the
contact that I want to link this one to,
| | 04:20 | because they are actually the same person.
| | 04:23 | I can select it, click OK and now Outlook
knows that they are in fact the same person.
| | 04:31 | There's one more thing I want to show you.
| | 04:34 | If I hover my mouse over the People view,
I get a list of favorites that I can pull up.
| | 04:38 | From here, I can highlight their name
and if they have an email address, I can
| | 04:43 | choose the email envelope and very
quickly pop off a new email to that person.
| | 04:50 | To get somebody into your Favorites,
right-click on their name in the People hub
| | 04:55 | and choose Add to Favorites.
| | 04:58 | Now whenever I hover my mouse over
the People hub which is called peeking,
| | 05:03 | I can simply email that person.
| | 05:05 | If at anytime I decide I don't want them
in my favorites, I can right-click on
| | 05:10 | their name and choose Remove from Favorites.
| | 05:13 | And that is how you create a new contact in Outlook.
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| Creating a new contact group| 00:00 | Outlook has the ability for you to
create Groups, that is a named list that
| | 00:05 | contains many email addresses.
| | 00:07 | When you address a new email, you can
also send out the email to the Group name.
| | 00:11 | So everyone who is on that list gets the message.
| | 00:14 | To create a group, I'm going to make
sure I'm in my People tab in Outlook.
| | 00:18 | Then click New Contact Group.
| | 00:21 | The first thing I need to do is give
it a name, once I'm all done with that
| | 00:26 | I can add members to my Group.
| | 00:28 | I'm going to click Add Members.
| | 00:30 | Now I have three options.
| | 00:32 | I can choose somebody who's in my
local Outlook contacts, double-click to
| | 00:37 | add them and click OK; I can then
choose people from my actual exchange
| | 00:43 | company address book, I can double-click to
add them and as many people as I want actually.
| | 00:50 | I can click OK; and finally I can
put in an email address in directly.
| | 00:58 | This person doesn't have to be in my contacts at all;
| | 01:04 | in fact I have the option here, if I want
to actually add them to my contacts
| | 01:08 | if they aren't already.
| | 01:09 | I'm going to uncheck this, if I just want
to do a one-off email address in this Group.
| | 01:14 | I can click Ok and then when I'm all done
adding people I can click Save & Close.
| | 01:21 | My new Group name appears in this People hub.
| | 01:24 | So to send email to this group, I'm going
to go back to my Mail tab, click New
| | 01:29 | Email and I can either type the group
name directly in, it will auto fill and
| | 01:35 | I can select it, or I'm going to delete that out.
| | 01:39 | I can click To, come over here to my contacts and select it.
| | 01:47 | I can see that it's a group because
it's bold face and the icon changes.
| | 01:51 | So I can choose my group and address it in the To field.
| | 01:55 | However, if I don't want everybody in
the group to know that they are actually
| | 02:00 | part of the group such as, if this is
a committee and I don't want anybody to
| | 02:04 | know who the members are,
I can put them in the Bcc field.
| | 02:08 | This is Blind Carbon Copy and it means
they won't be able to see who else I'm
| | 02:12 | sending it to other than themselves.
| | 02:14 | I can click OK when I'm all done.
| | 02:15 | And the last thing, I want to show you
is that I can actually expand this Group
| | 02:20 | if I want to see who's in it.
| | 02:22 | If I forgotten, I can click this plus (+) sign and expand it.
| | 02:26 | This is just warning me that if I expand
the list Outlook will replace the
| | 02:30 | actual list name with all the members of it
and I can't put it back to the name.
| | 02:34 | I'm going to click OK, and now I can
see a list of all the people who are in
| | 02:39 | that Group, when I'm ready to send
I can simply send the email.
| | 02:45 | And that is how you work with Groups in Outlook.
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| Assigning a category to a contact| 00:00 | A neat feature in Microsoft Outlook is the
ability to assign a category to a contact.
| | 00:05 | This is a great way to classify it
and group them together without actually
| | 00:08 | having to create a group.
| | 00:10 | So the first thing we're going to do is
go into our Categories, and create one
| | 00:14 | that's meaningful to us to assign to our contacts.
| | 00:16 | So from the HOME ribbon tab,
I'm going to go to categorize, go down to All
| | 00:21 | Categories, and rename an unused category
to something that's meaningful to me.
| | 00:26 | I'm going to click it and select Rename.
| | 00:29 | I'm going to create a personal category,
so I can assign all my personal
| | 00:33 | contacts to this category.
| | 00:35 | When I'm all done I can click OK
and now I can start assigning this category.
| | 00:40 | I can right-click a contact, go down to Categorize,
and assign them to the Personal category.
| | 00:51 | Now here's how you can send an email to all these people.
| | 00:54 | To see everybody that's in a category,
the first thing I'm going to go do is
| | 00:58 | change to List view.
| | 01:01 | Once I'm in a list view, I can change the sort option.
| | 01:04 | I do that by going to the VIEW ribbon tab.
| | 01:08 | It defaults to sorting by Company,
but I can actually change to sort it by Category.
| | 01:13 | As you can see, here's my two personal
contacts all nice and grouped together.
| | 01:18 | The really neat thing is that I can click on
this Category header, come back to
| | 01:23 | the HOME tab and select Email.
| | 01:27 | This is telling me that it's going to apply
to everything in the selected group
| | 01:30 | and that's exactly what I want, so that's just fine.
| | 01:32 | I'm going to click OK.
| | 01:35 | So it creates an email based on
these two personal contacts.
| | 01:40 | I can create the body of the email
and send it off to those people.
| | 01:44 | When I'm all done, hit Send and off it goes.
| | 01:48 | A really neat thing, if I'm not using Categories at all,
I can still use this effectively.
| | 01:54 | I'm going to right-click on my Category
header, choose Categorize and select
| | 01:58 | Clear All Categories.
| | 02:00 | Clicking OK will remove the category
that I had set for those two contacts.
| | 02:05 | Now the neat thing is as I can come
back up here to this Category header
| | 02:09 | of none, meaning I've assigned nobody a category,
come back to the HOME tab and click Email.
| | 02:16 | This is actually a really, really quick way
to send an email to all my contacts all at once.
| | 02:23 | It's going to tell me that some of
the contacts I have don't have email addresses.
| | 02:26 | It's going to dump their name in instead.
| | 02:29 | So that's how you use Categories to classify
your contacts and very quickly send
| | 02:34 | out an email to all your contacts all at once.
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| Searching for contacts quickly| 00:00 | There is a few ways to find contacts in Outlook 2013.
| | 00:04 | The first one is to use the Search bar.
| | 00:07 | In my People hub, I can put my cursor
into the Search Contacts view.
| | 00:11 | From here I can type as much
or as little as I want about the contact.
| | 00:15 | When I'm done, I don't even have to hit Enter,
just wait a couple of seconds and
| | 00:20 | Outlook will find whoever it knows
that has that name in it.
| | 00:23 | To do a new search, I can simply
click the X. I can refine my search, too.
| | 00:29 | For example, I can search for everybody
that has an email address.
| | 00:34 | I can come up to Has Address
and choose Has Email Address.
| | 00:39 | Again, I don't have to hit Enter
just wait a couple of seconds and Outlook is
| | 00:43 | going to show me all my contacts
that currently have email addresses.
| | 00:46 | I can actually directly edit this search,
put my cursor over here and take
| | 00:51 | out this NOT right now, it's searching
for who's NOT email address is blank
| | 00:55 | and I can reverse it.
| | 00:57 | So now I'm doing a search on everybody
whose email address is blank.
| | 01:01 | This is useful if I want to quickly find out
who I don't have an email address
| | 01:05 | for, because then I know I need to
update their contact information.
| | 01:08 | When I'm all done searching, I can come up
here to the SEARCH ribbon and
| | 01:11 | choose Close Search.
| | 01:14 | Now there's another way to search,
it really doesn't help me in this situation
| | 01:17 | because my contact list isn't that big.
| | 01:19 | But if it was, I can use the alphabet on the side.
| | 01:22 | For example, if I type l it's going to
take me to Mark LaCie's email because
| | 01:27 | his last name starts with l.
If I click s it's going to take me to Laverne
| | 01:33 | Shavelle because her name is the first
in the list of s's. Now there's one more
| | 01:37 | thing I want to show you.
| | 01:39 | I can change views to list view
and sort my contacts however I want.
| | 01:44 | In the current View section,
I'm going to pull the list and choose List.
| | 01:50 | This bring me to list view of my contacts,
I can click on any of these column
| | 01:55 | headers and sort by that column.
| | 01:57 | For example, in FULL NAME they're sorted by first name.
| | 02:01 | So I can click to further sort.
| | 02:04 | If I click it again, it reverses the order,
just like FILE AS sorts them by last name.
| | 02:09 | So I can click on FILE AS and then,
again if I need to reverse the order.
| | 02:14 | If I want to see all my contacts who
work for the same company, I can click
| | 02:18 | on the COMPANY header.
| | 02:19 | Now it's going to sort all my contacts by company.
| | 02:22 | I can actually add columns to this very easily.
| | 02:26 | I can right-click on any column header
and go into the Field Chooser; this is
| | 02:30 | going to pop up a dialog box of any
field that's in the contact profile that
| | 02:35 | I can add to this list view.
| | 02:37 | For example, if I want to see all my
contacts last names, I can scroll down find
| | 02:43 | the Last Name column, hold it down
while dragging it over to the column header.
| | 02:48 | I can let go where I want it,
slide to expand the view and now I can click
| | 02:54 | on that column header.
| | 02:55 | Now I can quickly sort in any order
all of my contacts by their Last Name.
| | 03:00 | If at anytime I decide I don't want this
column I can simply take it and drag it
| | 03:05 | back over to the Field Chooser and it puts it back.
| | 03:07 | When I'm all done I can click the red X
in the Field Chooser dialog.
| | 03:12 | To get back to my People hub,
I can simply click on the down arrow in the
| | 03:16 | current view and go back to People, and that's
how to quickly search for contacts in Outlook.
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| Moving and copying contacts into folders| 00:00 | If you have a large contact list,
you can further sort and move them into
| | 00:04 | separate contact lists.
| | 00:06 | For example, you may want to share
your contact data with a co-worker, except
| | 00:09 | you might not want them to
see all your personal contacts.
| | 00:11 | We'll talk about how to share
your data in the later chapter,
| | 00:14 | but for now, let's put personal
contacts into a new folder.
| | 00:18 | To create a new contact folder, go into
the FOLDER ribbon tab and select New Folder.
| | 00:23 | Give your folder a name, in this
case I'm going to call mine Personal
| | 00:27 | Contacts, and I'm going to put it underneath
my Contacts, so I'll select that and click OK.
| | 00:34 | Now I can see my new folder is here
and if I click on it, I have an empty contact list.
| | 00:39 | I can either create a contact directly in it
or I can move a contact I already
| | 00:43 | have by clicking on their name and
dragging them in to my Personal Contacts.
| | 00:48 | They disappear for my exchange contacts
and now it's populated in Personal Contacts.
| | 00:54 | Now I can have as many folders of contacts
as I want, and even that might get unruly over time.
| | 00:59 | I can actually create a group of contacts,
I can right-click on this folder
| | 01:04 | group up here called My Contacts
and select New Folder Group.
| | 01:09 | I can type in anything I want for a group name,
hit Enter and my group is made.
| | 01:15 | Now I can take any of my folder lists,
highlight and drag it in to my folder group.
| | 01:21 | Now my Personal Contacts is separate.
| | 01:23 | This is a good way to visually classify it,
even just for my own reference.
| | 01:27 | Now there's one more thing I want to show you.
| | 01:29 | If I want to address an email to somebody
in this group I'm going to go back to
| | 01:33 | my Mail, click New Email, select To
and if I come here to the Address Book,
| | 01:42 | I can see that I've got my Personal Contacts
in here, that I can choose from.
| | 01:47 | This is my new folder list that I made.
Here's my one contact that I moved in
| | 01:51 | there, I can double-click on them to
put them in the To, click OK and the rest
| | 01:56 | works the same as it always does.
| | 01:58 | So that's how to use folder groups in your contacts.
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| Sharing contact data with others| 00:00 | A nice feature of Outlook is the
ability to share contact data.
| | 00:04 | This makes it much easier than to risk
misinformation when having to retype data
| | 00:08 | manually, especially if you're dictating over the phone.
| | 00:11 | So there's a couple of things we can share.
| | 00:13 | The first thing we can do is we can share an entire folder.
| | 00:17 | Up here is my regular Contacts folder
and I can share that by going to the HOME
| | 00:21 | ribbon tab, choosing Share Contacts,
and then addressing the email, which is a
| | 00:28 | sharing invitation to the person
that I want to share my contacts with.
| | 00:33 | So the first thing it's gong to do is
it's going to send and email invitation
| | 00:37 | for her, which I can send and its going
to verify that I really want to share my
| | 00:41 | contacts folder with Akee.
| | 00:43 | It's telling me what the permissions
level is and that Akee will only be able
| | 00:47 | to read my contacts, she can't make any changes to them.
| | 00:50 | I'm sure that so I'm going to click Yes.
| | 00:55 | Now I can also share this folder.
| | 00:57 | Remember when we created a separate
Personal Contacts folder a few chapters back?
| | 01:01 | If I highlight this folder and choose
share Contacts, you'll notice in the
| | 01:07 | Subject line that its a completely
different sharing invitation.
| | 01:10 | So this is to ensure that every contacts
folder you create has its own sharing options.
| | 01:18 | Now I can actually share a folder but
keep the contact details of somebody
| | 01:22 | private and I can do that by selecting a
contact in a folder and going up to the
| | 01:27 | ribbon and choosing Private.
| | 01:29 | I can toggle it on or off.
| | 01:31 | This marks the item as private, so that other
people can't see the details of this contact.
| | 01:35 | I could've done this as a different means
of creating a separate folder for my personal contacts.
| | 01:42 | I can open up somebody else's shared contacts
and I'll find out pretty quickly
| | 01:46 | whether or not I have permission to do so.
| | 01:48 | If I click Open Shared Contacts from
the ribbon, I can either type in the name
| | 01:53 | or click Name and choose from my company
directory of somebody whose contacts I want to open.
| | 01:59 | I highlight their name and click OK.
| | 02:02 | If I click OK again it's either going to
open up the contacts or let me know
| | 02:06 | that I currently don't have permission
to view their contacts.
| | 02:10 | It's going to ask me if I want to ask Akee
if I can share her contacts, so I can see them.
| | 02:15 | I'm going to say Yes.
| | 02:17 | This is me requesting permission to view her contacts.
| | 02:21 | If I hit Send, Akee is going to get that request
in her inbox and can answer it directly.
| | 02:28 | Something else I can do is share
just an individual contact.
| | 02:33 | I'm going to take Laverne and come up
here to Forward Contact on the ribbon.
| | 02:38 | Now there's two options.
| | 02:40 | I can forward it As a Business Card
which will send it with a file attachment
| | 02:44 | that other mail programs can read or
As an Outlook Contact if I know the
| | 02:48 | other user uses Outlook.
| | 02:49 | If I select As a Business card, it's going
to pop open an email, it's going to
| | 02:55 | give me her business card here, but
it's also going to send an attachment.
| | 02:59 | This is so the other person can
import it into their program.
| | 03:03 | I can send it just like any other email.
| | 03:07 | Lastly, I can send in an entire group
to somebody if they're using Outlook.
| | 03:12 | I can highlight a group in the address book,
go up to Forward Contact and
| | 03:16 | this time As a Business Card isn't even an option.
I can only choose As an Outlook Contact.
| | 03:21 | I can choose somebody in my company
directory and it's attaching the entire group.
| | 03:28 | If I hit Send, Akee will be able to
import this directly into her contact list.
| | 03:34 | So those are some neat ways to share
your contact data with other people.
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| Getting driving directions to a contact's address| 00:00 | Gone are the days of folding out an enormous map.
| | 00:03 | If you have an active Internet connection
on your computer, you can get
| | 00:06 | directions and print them out for any
contact that has an address in there,
| | 00:10 | using Outlook and Bing Maps which
is actually built right into Outlook.
| | 00:14 | So I'm in the People hub right now
and it's actually important to note that this
| | 00:17 | is the only view that this will not work in.
| | 00:20 | Remember, if you double-click on a
contact from People view, it's going to open
| | 00:24 | up that very pretty but simplified view of your contacts.
| | 00:27 | So I'm going to go into Business Card view.
| | 00:31 | Now if I double-click on the same contact,
here's where I get that robust editor.
| | 00:36 | Next to the address, there's a button that says Map It.
| | 00:39 | I'm going to click on that
and it's going to pop up Bing Maps.
| | 00:43 | From here I can click on Directions,
put in any start address and now I've got
| | 00:49 | my driving directions for that contact.
| | 00:51 | The really neat thing about Bing Maps
being built into Outlook is that it
| | 00:55 | works for email too.
| | 00:57 | I'm going to go back to my inbox.
Here's an email that had an address in it,
| | 01:03 | remember my coffee meeting.
| | 01:05 | If you still want to meet at our morning
coffee group, just show up and here is the address.
| | 01:09 | Outlook is smart enough to recognize
that there's an address in this email.
| | 01:13 | So I can click on Bing Maps up here
and it's going to tell me that it thinks
| | 01:18 | I found an address, here it is.
| | 01:21 | From here, I can click GET DIRECTIONS
and it's going to pop up the same dialog
| | 01:26 | where I can put in my driving
directions and go to that site.
| | 01:30 | So that's how you get directions
using contacts and any email that has an
| | 01:35 | address in it, you can also get
driving directions using Bing Maps.
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|
|
7. Working with the CalendarIntroducing the calendar| 00:00 | The Outlook Calendar has a lot of great features.
| | 00:03 | But let's start with the brief tour of the interface.
| | 00:05 | To access your calendar, select Calendar
from the navigation bar.
| | 00:10 | Now once you are in the calendar, let's go
over what all these things are, clockwise.
| | 00:14 | To start out with the ribbon, from the
HOME ribbon tab here's where you can
| | 00:18 | create a New Appointment or a New Meeting.
| | 00:21 | We'll come over here to the Arrange tab
and here is where you can change how
| | 00:25 | you're looking at your Work Week.
| | 00:27 | The view that you're in is always
going to be highlighted here.
| | 00:30 | So right now we're set to Work Week,
which is a Monday through Friday view.
| | 00:34 | I can click Day and only see today's
worth of appointments, or Week which is
| | 00:39 | going to show me seven days Sunday
through Saturday, an entire month's worth of
| | 00:43 | appointments, or a flat Schedule
View of what's on my calendar.
| | 00:48 | I'm going to keep at Work Week because
I find that one the most useful to me.
| | 00:52 | So over here, we can share our calendar
and we will be talking about those in later videos.
| | 00:57 | I'm going to come all the way to the
left-hand side and here's where I can
| | 01:01 | toggle on and off the calendars that I'm looking at.
| | 01:04 | For example, right now I have two calendars,
I have My Outlook Data file
| | 01:08 | calendar and my Exchange calendar.
| | 01:10 | They are two different colors and I can toggle
them on and off at anytime to see them.
| | 01:15 | I do have to always keep at least
one of them visible though.
| | 01:18 | Right on top of that is the date picker.
| | 01:20 | Here is where I can select the date
range that I'm actually looking at.
| | 01:25 | Because I'm in a Work Week, you'll
notice that it's highlighted the five days
| | 01:28 | that it's currently showing on my calendar.
| | 01:31 | These days are going to change depending
on what I've selected up here.
| | 01:34 | For example, if select Week,
now it's selecting the entire week.
| | 01:40 | I can change the view that I'm looking at
by clicking on the arrows next to the
| | 01:44 | date, and I can go ahead in time
or back in time as I see fit.
| | 01:50 | The bottom calendar will always be one
month ahead and this is really useful
| | 01:54 | when I'm looking at appointments
that are the end of the month before it.
| | 01:58 | I can instantly go in and see what's in the next month.
| | 02:01 | If I find myself lost in my calendar,
and I've gone ahead and I need to get
| | 02:05 | back to today, from the HOME ribbon tab
at any point in time, I can always click on Today.
| | 02:10 | And it's going to take me back to today.
| | 02:12 | Moving into the calendar itself,
the first thing you'll probably notice is the
| | 02:17 | weather bar at the top of the screen.
| | 02:19 | You can actually change what city it's
pulling the whether from by clicking the
| | 02:23 | down arrow and choosing Add Location.
| | 02:26 | You can put in your town hit Enter and
when it finds your town, just select it.
| | 02:33 | I can change what city I'm looking at
at any point in time by selecting it from the list.
| | 02:39 | In the calendar itself is where all my appointments are.
| | 02:44 | I can go back and forth to whichever
Outlook data file it's going to be active by
| | 02:48 | selecting it from this top interface here.
| | 02:50 | Here's where I can see my appointments.
| | 02:53 | They're overlaid on top of each other in different colors.
| | 02:55 | This is a dentist appointment from my Outlook data file.
| | 02:58 | The padlock next to it means it's private.
| | 03:01 | That means if somebody is opening my
calendar from another computer, they won't
| | 03:04 | see this appointment.
| | 03:05 | Here is all my meetings from my
Exchange calendar and they are all in blue.
| | 03:10 | You'll notice that there is a bar next
to the calendar appointment on the left-
| | 03:14 | hand side that tells me about the appointment.
| | 03:16 | For example, the blue bar means
I've set myself to be busy at that time.
| | 03:23 | The blue one wide striped horizontal bar means
that it's marked as tentative on my calendar.
| | 03:29 | How wide the appointment is depends on
how wide it is in my calendar.
| | 03:32 | For example I can see in these time slots
that this appointment is only half an hour long.
| | 03:37 | While this one is a full hour.
| | 03:39 | If I hover my mouse over the appointment
it will tell me a little bit more
| | 03:44 | about the appointment.
| | 03:45 | Now there's two more things I want to show you.
| | 03:47 | Coming up here to the VIEW ribbon tab,
there's two things I can change.
| | 03:51 | The first is that time scale, which shows
me the duration of my appointments,
| | 03:55 | I can click on time scale and
change what I'm actually looking at.
| | 04:01 | This is going to help me if I have a
lot of appointments or few appointments.
| | 04:06 | It's all going to depend on my
preference, the default is 30 minutes.
| | 04:11 | Now the last thing I want to show you
is this Overlay button.
| | 04:15 | Right now, I'm looking at my two data
files on top of each other right next to
| | 04:19 | each other in the view.
| | 04:20 | If I uncheck Overlay, now I'm looking
at my two appointments side-by-side.
| | 04:26 | You'll notice the week view stays the same,
except instead of being on top of
| | 04:30 | each other, they're right next to each other.
| | 04:32 | If I want to change this view at anytime,
I can simply come back to the VIEW
| | 04:37 | ribbon tab and check Overlay and I'll get right
back to the way it was on top of each other.
| | 04:43 | Now you may also notice this blue
horizontal bar going through your calendar,
| | 04:47 | this is going to change over the course
of the day, because it's to indicate
| | 04:51 | what the current time is on your computer.
| | 04:53 | So that's a brief overview of your Outlook calendar.
| | 04:56 | Up next, let's start creating some appointments.
| | Collapse this transcript |
| Creating an appointment and a reminder| 00:00 | An appointment in the Outlook Calendar
is a block of time that applies only to me,
| | 00:04 | unlike a meeting which applies to many people.
| | 00:07 | So let's dive right in and create an appointment.
| | 00:10 | The first way to create an appointment is the easiest.
| | 00:13 | I can simply come up to my Calendar, click in
the time slot I want and simply start typing.
| | 00:20 | I can hit Enter, when I'm done
and I've created a really basic appointment.
| | 00:25 | I can change a reminder on that
by coming up to the Ribbon tab and choosing the
| | 00:29 | reminder that I want for this appointment.
| | 00:30 | It's going to default to 15 minutes.
| | 00:32 | I can actually turn it off by selecting None,
if I don't want any reminder at all.
| | 00:37 | But let's create an appointment with a little more detail.
| | 00:39 | I'm going to go to the HOME ribbon tab
and select New Appointment.
| | 00:47 | The first thing I'm going to do is type in my Subject.
This is what I'm going to see in my entire Calendar view.
| | 00:53 | I can come down here and put a Location in it,
this is just a reference for me.
| | 00:58 | Now I can come to the Start time and the
End time, and choose a date and a time.
| | 01:02 | I can click the Calendar icon and I get a calendar picker.
| | 01:05 | I select the day and now I can click
he dropdown in the Time and choose a
| | 01:10 | Start time and an End time by using the scroll bar.
| | 01:16 | I can come down here in the body field
and this works just like an email does.
| | 01:20 | I can put any notes I want about the
appointment, I can even put attachments in
| | 01:26 | by clicking on the Insert tab and choosing Attach File.
| | 01:32 | I can then browse my file system
to find anything I want, select it, hit
| | 01:36 | Insert, and it gets put in.
| | 01:40 | Now there are a couple more things I can do with this.
| | 01:43 | I am going to go back to the Appointment
ribbon tab and the first thing I'm
| | 01:47 | going to do is set a reminder for this.
| | 01:50 | I'm going to change the reminder to 30
minutes, so I can be reminded of it
| | 01:54 | and I can also click this padlock if
I want to mark the appointment as private.
| | 01:58 | This means that if anybody is looking
at my Calendar from there computer, they
| | 02:01 | won't be able to see the appointment or the details of it.
| | 02:04 | I can toggle it on or off by clicking the Padlock icon.
| | 02:08 | I can also decide how I want this to look on my Calendar.
| | 02:11 | If I'm going to be out of the office,
I can select Out of Office, Busy,
| | 02:16 | Tentative, Working Elsewhere or Free.
| | 02:19 | This is going to affect how people see me
if they want to book me for meetings.
| | 02:23 | I'm going to leave it as the default of Busy.
| | 02:26 | Now this coffee meeting happens every
Monday at the same time at the same place.
| | 02:31 | So I'm going to set it as a recurring meeting.
| | 02:34 | I can click on Recurrence.
| | 02:36 | And here's, where I get a bunch of options
to change how often this happens.
| | 02:40 | This way, I don't have to create an
appointment for this every Monday,
| | 02:44 | Outlook can do it for me.
| | 02:46 | I can change the Start and End times
if I want, but I'm happy with the way
| | 02:50 | I set it in the original appointment.
| | 02:52 | Here's where I set the Recurrence pattern.
| | 02:53 | For example, this happens Weekly,
though I could change it to Monthly or even Yearly.
| | 03:00 | So it occurs every one week on Monday.
| | 03:02 | If it was a biweekly meeting,
I can simply change this to a two and now it's
| | 03:06 | only going to show up on my
Calendar every other Monday.
| | 03:10 | I can even fine-tune this further
by selecting multiple days, for example if it
| | 03:15 | happens twice a week.
| | 03:17 | Here's where I select the Range of recurrence.
| | 03:19 | I have three options.
| | 03:21 | I can put in a specific end date
if I knew the end date of this coffee meeting
| | 03:25 | or if I didn't know what the exact date was
that it ended, but it was only going
| | 03:30 | to happen about six times,
I can select End after: 6 occurrences.
| | 03:35 | Finally, if I just know this thing is
going to keep happening forever until
| | 03:39 | I decide to stop going to it, I can
select No end date, then it will always be on
| | 03:44 | my Outlook Calendar every Monday.
| | 03:45 | When I'm happy with my choices, I can
click OK, hit Save & Close and now my
| | 03:51 | appointment is on the Calendar.
| | 03:53 | I can tell it's been added because
if I come here to the date picker, any day
| | 03:57 | that I have an appointment on is listed
in bold and I can see now that all my
| | 04:01 | Mondays are filled up.
| | 04:02 | If I click on them, sure enough here's my appointment.
| | 04:06 | The arrows mean that it's a recurring
event and the paper clip means that I've
| | 04:09 | attached a file to it.
| | 04:11 | I can delete these at anytime by clicking
on an appointment and hitting the
| | 04:14 | Delete key on my keyboard.
| | 04:17 | It's smart enough to recognize
that this is a recurring event.
| | 04:19 | So it's going to ask me if I want to delete
the entire series or just this occurrence.
| | 04:25 | This is great if I have to cancel just
one week, but I still want to keep all
| | 04:29 | the other ones on my calendar.
| | 04:31 | I'm just going to delete this occurrence.
| | 04:34 | Now it's deleted this one,
but left all the other ones intact.
| | 04:38 | Now there's one more thing I want to show you.
| | 04:40 | Suppose you have something happening
on your calendar, such as a supervisor
| | 04:43 | coming in on site, and you want to mark
it on your calendar, but you don't want
| | 04:47 | to affect your Free or Busy time and
you don't want it to interfere with any of
| | 04:51 | your time slots; we can create
what's called an All day event.
| | 04:54 | I'm going to go back up to the HOME
ribbon tab and select New Appointment.
| | 05:00 | Now I can type my subject.
| | 05:04 | I can select the day that this is going
to happen and select All day event.
| | 05:09 | Now you'll notice two things have happened.
| | 05:12 | The first thing is, is that the time
slots are all grayed out because this is
| | 05:15 | going to happen all day.
| | 05:16 | The second thing is my Busy time has
defaulted to Free, this means that I can
| | 05:22 | still have this on my Calendar, but it's not
going to affect people booking me for meetings.
| | 05:26 | If I hit Save & Close, I can see that
it's appeared at the top of my Calendar.
| | 05:32 | It's not even interfering with any time slots.
| | 05:34 | It's really useful for things like people coming on site.
| | 05:37 | So that's how you create appointments,
reminders, recurring events and even
| | 05:41 | all day events in your Outlook Calendar.
| | Collapse this transcript |
| Creating a meeting| 00:00 | If you're using Outlook for your business,
the chances are pretty good that
| | 00:03 | sooner or later, it will be your turn
to call a meeting with your officemates.
| | 00:06 | When you create a meeting, you'll get
some more options that aren't available
| | 00:10 | to you when you created an appointment,
because now we are involving more
| | 00:12 | people than just yourself.
| | 00:14 | To create a meeting, in your Calendar, in
the HOME ribbon tab, select New Meeting.
| | 00:19 | So this looks pretty much like an
appointment which we just went over.
| | 00:23 | I can include a Subject and start typing things
in the body of the appointment itself.
| | 00:30 | Also, just like an appointment, I can change
the Start time and the End time of my meeting.
| | 00:35 | It's important that I do this because
this is what the scheduler is going to use
| | 00:39 | to make sure everybody we want to
invite to our meeting, is available.
| | 00:44 | Again, just like an appointment, we can
set whether we want a reminder for this
| | 00:49 | or whether it's going to be a recurring meeting.
| | 00:54 | Something else I can do that I didn't
show you how you can do in an appointment,
| | 00:58 | is click Time Zones to show the Time Zone dialog.
| | 01:00 | This is if the meeting is going to occur
in a different Time Zone or if I want
| | 01:05 | to send along that information.
| | 01:07 | This is useful if I've got people coming
from multiple time zones who were
| | 01:11 | dialing into my meeting.
| | 01:12 | Instead of Location, I now have the ability to
choose a Room, for example, a Conference Room.
| | 01:18 | If I click the Room button, this is
going to pull up any sort of resource
| | 01:22 | reservation form that my company
has set up on their Exchange Server.
| | 01:26 | I would see a list of all the Conference
Rooms I have and if I have multiple
| | 01:29 | sites, where those rooms are.
| | 01:32 | Also, I can put in if they include a
Business Phone or how many people actually
| | 01:36 | can fit in this conference room.
| | 01:38 | These are things that have to be set up ahead
of time before I can use them for scheduling.
| | 01:42 | So I can select a room, click Rooms to add it and then OK.
| | 01:47 | It's now added as part of my meeting
and Scheduler will also look to see if that
| | 01:52 | room is available in addition to all my meeting participants.
| | 01:55 | So let's start inviting people.
| | 01:57 | I'm going to come up here to Scheduling
Assistant on the ribbon, and click Add
| | 02:02 | Attendees down at the bottom.
| | 02:05 | Now right now, it defaults to my Exchange
address book, but I can also pull
| | 02:09 | people in from any contact list I have.
| | 02:11 | So I can select a name, and now I can
specify whether they're required for my
| | 02:17 | meeting or optional.
| | 02:19 | This looks like it would be just for
your reference, but actually scheduler
| | 02:22 | uses this information.
| | 02:24 | For example, if you have a bunch of
people who are required to come to your
| | 02:28 | meeting and one optional person, and
that optional person can't come at a time
| | 02:33 | that's good for everybody else, scheduler
is going to suggest that that's still
| | 02:36 | a good time to have the meeting anyway,
because that person isn't necessarily
| | 02:39 | critical to the meeting.
| | 02:40 | So I can select a name and click on
Required or Optional depending on whether
| | 02:46 | I want them to be required or
optional in my meeting. I click OK.
| | 02:51 | Now I can actually start scheduling
when this meeting is going to happen.
| | 02:55 | Here's where I can sees everybody's
calendar and see whether they're Free or
| | 02:59 | Busy during the time I suggested.
| | 03:02 | As you can see, this is a bad time to have
the meeting because several people are busy.
| | 03:07 | I can look down here at the legend and
see that a solid blue bar means that the
| | 03:11 | current person is busy for that time slot.
| | 03:14 | I'm looking for a time when everybody is available.
| | 03:16 | So I can adjust these sliders by clicking
on the Start time and End time and
| | 03:22 | moving them around to anytime when
everybody is free, including the Conference Room.
| | 03:27 | You'll notice that as I adjust these times,
the times for my meeting also change
| | 03:31 | down here at the bottom.
| | 03:33 | When I find a time that everybody can meet,
I can use also use the suggested
| | 03:38 | times down here at the bottom right.
| | 03:40 | To have scheduler just pick a time for me
instead of moving the slider around on my own.
| | 03:44 | When I am happy with the time I picked,
I can come back here to Appointment,
| | 03:50 | I could start typing more things
if I wanted to, I don't have to.
| | 03:53 | Now I'm ready to send.
| | 03:54 | All I have to do is hit the Send button,
and all the participants are going to
| | 03:58 | get this meeting invitation in their inbox.
| | 04:02 | This is just reminding me that I've set
this meeting in the past, which I didn't
| | 04:05 | realize I was doing at the time.
| | 04:06 | But I'm going to say Send Anyway
because this is just for an example.
| | 04:11 | There's one more way I can create a meeting.
| | 04:13 | I can actually do it right from a mail message.
| | 04:16 | So I'm going to go back to my inbox
by clicking Mail in the Navigation bar,
| | 04:20 | finding an email that I want to create
a meeting for, and up here on the HOME
| | 04:24 | ribbon tab in the Respond category,
I'm going to select Meeting.
| | 04:29 | This actually creates a meeting request
from the contents of the email.
| | 04:34 | It's taken the contents of the email
and put them right in the body of
| | 04:38 | the meeting invitation.
| | 04:40 | It's also already put the meeting
participants as all the people that were
| | 04:43 | involved in that email.
| | 04:44 | Now it works the exact same way.
| | 04:47 | I can come up to the Scheduling Assistant
and plan my meeting in the exact same
| | 04:51 | way that I could when I did it manually.
| | 04:54 | When I'm all done, I go back to
the Appointment button and hit Send.
| | 05:01 | So those are several ways to create
a meeting with Microsoft Outlook.
| | Collapse this transcript |
| Chairing a meeting| 00:00 | When you call a meeting to order,
you'll want to be prepared with whose coming
| | 00:04 | and who can't make it.
| | 00:05 | You also might want to make changes to the
agenda or even cancel the meeting entirely.
| | 00:10 | So let's double-click our meeting in our
Calendar to actually get into the data.
| | 00:14 | Now immediately at the top, you'll be able
to see how many people have accepted,
| | 00:18 | tentatively accepted or declined.
| | 00:21 | For some more detailed responses in the
Meeting ribbon tab, I'm going to go to
| | 00:25 | Tracking and now I can see all my
conference attendees and what their status is.
| | 00:30 | Here's me at the top, I'm the Meeting
Organizer, so I don't need to make a
| | 00:34 | response because this is my event.
| | 00:36 | I can see who's Required, who's Optional
and what their responses are.
| | 00:42 | I can send an email to everybody
by making sure they're selected on the left,
| | 00:46 | coming up to Contact Attendees
and choosing New Email to Attendees.
| | 00:52 | It's going to create an email and put
everybody who's coming to my meeting in it.
| | 00:57 | Now if I just want to email the people
who aren't coming or maybe who are
| | 01:01 | coming, I can look at the Response
and place check marks next to their name.
| | 01:05 | For example, I haven't heard from Mark yet.
| | 01:08 | So I'm going to uncheck everybody else,
I can't uncheck me, because I'm the
| | 01:12 | Organizer, come up to Contact Attendees
and Reply to All with Email.
| | 01:18 | This way, it's going to put my
invitation details in the email, so it can
| | 01:22 | refresh his memory and now I can type an email.
| | 01:25 | I can hit Send and off it goes.
| | 01:28 | I can reschedule my meeting, too,
by coming back to the Scheduling Assistant
| | 01:32 | and picking a new time.
| | 01:34 | I can just use the pull-down menus
the same way I did when I was originally
| | 01:38 | creating the meeting to find a good time.
| | 01:40 | For example, I'm going to move my
meeting from 9 o'clock AM to 1 o'clock PM.
| | 01:44 | I can see that this is still good for everybody.
| | 01:46 | So I'm going to come back to the Appointment button,
which takes me back to the
| | 01:51 | initial screen and I can even add more notes if I want to.
| | 01:55 | When I'm all done, I can choose Send Update.
| | 01:59 | This will send a meeting-update invitation
to all the members of my meeting.
| | 02:03 | Now I don't have a Location, that's fine,
I want to send it anyway.
| | 02:08 | The last thing I can do with my Meeting,
which has now been brought further down
| | 02:12 | in the day because I rescheduled it,
is actually cancel it altogether, and I can
| | 02:16 | do that by double-clicking to open my
meeting and choosing Cancel Meeting from
| | 02:21 | the Meeting ribbon tab.
| | 02:23 | Now as soon as I send that button,
it's going to remind me that the
| | 02:27 | cancellation has not been sent.
| | 02:28 | I'm not done, until I choose Send Cancellation.
| | 02:30 | For example, I could put a reason
in here why I'm cancelling it.
| | 02:34 | When I'm all done, I click Send Cancellation
and it's been removed from my
| | 02:41 | Calendar and it's been sent to everybody
else's inbox, letting them know of the cancellation.
| | 02:46 | So that's how you chair a meeting
with your Outlook Calendar.
| | Collapse this transcript |
| Responding to a meeting invitation| 00:00 | Sooner or later, you're also going
to be invited to other people's meetings.
| | 00:04 | There's a couple of ways that you can respond to them.
| | 00:06 | I'm in my Calendar right now and I can see
that I have a meeting invitation
| | 00:10 | because over here this Discuss Chameleon
market brand, it's very light and it's tentative.
| | 00:16 | If I hover my mouse over it, I can
actually see that it's a meeting and Mark is
| | 00:21 | the Organizer and I haven't accepted it yet.
| | 00:23 | Now there are a couple of things I could do.
| | 00:26 | I can accept it right from this Calendar
appointment by double-clicking on it
| | 00:30 | and now I can see I've got my buttons here,
Accept, whether I'm going to be Tentative or Decline.
| | 00:34 | I'm going to go over what those buttons
mean in a second because the common way
| | 00:39 | that you'll be accepting or rejecting
meetings is in you mail file, because
| | 00:43 | you'll be getting those invitations
in your Inbox like an email.
| | 00:46 | So let's click Mail and head back to our Inbox.
| | 00:50 | Now this is what it's going to look like.
| | 00:52 | Here's a meeting invitation form Mark
to discuss the Chameleon Market brand.
| | 00:57 | Now I can actually use these buttons
right here and click to get an in-line
| | 01:02 | Calendar preview of what it's actually
going to look like in my Calendar.
| | 01:06 | So as I can see, I am available, but it's kind of tight.
| | 01:10 | I have a lot of appointments that day.
| | 01:12 | There are a couple of things I can do.
| | 01:14 | I can accept it, mark myself as Tentative,
meaning I'll be there, but it could
| | 01:18 | change, or decline it outright .
| | 01:20 | If I decline it, it's actually going to
remove it from my Calendar completely.
| | 01:24 | Mark is going to get a notification about
whether or not I've accepted or declined it.
| | 01:28 | I can also double-click the Email
and now I have larger ribbon buttons in which
| | 01:33 | I can do all the same things.
| | 01:34 | If I accept, I can either just Send the
Response Now edit my response before
| | 01:41 | sending, if I want to include some comments with it.
| | 01:44 | I can do the same thing when I mark
myself as Tentative or when I decline it.
| | 01:49 | The last thing I can do is actually
propose a new time for this meeting.
| | 01:53 | I can click Propose New Time, mark myself
as Tentative and Propose New Time or Decline.
| | 02:00 | If couldn't go to this meeting,
but if I really did want to go to it and
| | 02:03 | wanted to see if he could possibly reschedule
it for me, I could Decline and Propose New Time.
| | 02:08 | In this case, I'm going to mark myself Tentative
and Proposed New Time because
| | 02:12 | it's ultimately going to be up to him
whether he wants to reschedule it or not
| | 02:16 | and I can make the meeting after all.
| | 02:19 | So here's where we see our scheduler
that we've been looking at all this time
| | 02:22 | and it works just the same way.
| | 02:23 | I can either click and drag on the
Start times and End times and that will
| | 02:28 | change the New Meeting time or I can just
come right down here and propose my new time.
| | 02:33 | For example, I'm going to see if he can
make the meeting at 1 o'clock PM instead
| | 02:37 | of 9 o'clock in the morning.
| | 02:39 | It's good for everybody,
so I'm going to select Propose Time.
| | 02:43 | I can say why I want to or I can just send it.
| | 02:46 | When I'm all done, I click send and off it goes.
| | 02:55 | Now all I can really do at this point,
is wait and see if my new proposal
| | 02:59 | was accepted by Mark.
| | 03:00 | So this is how we work with calendar meeting
invitations that come from other people.
| | Collapse this transcript |
| Opening other calendars| 00:00 | If I'm frequently creating meetings
with the same people or if I have employees
| | 00:04 | that work under me and I need to see
their schedules, I can open their calendars
| | 00:08 | right from my computer.
| | 00:10 | I can do that by going to the HOME ribbon tab
in my Calendar and selecting Open Calendar.
| | 00:15 | I'm going to choose from Address Book
because it's somebody that's on my Exchange Server.
| | 00:20 | I can choose the person whose calendar
I want to open, select Calendar and click OK.
| | 00:27 | Now we can see their calendar and it shows up
on the left-hand side under Shared Calendars.
| | 00:33 | I can check or uncheck to hide this calendar
and I can also right-click on the
| | 00:39 | person's name, go over to Color
and change the color of it.
| | 00:44 | I can also show this as an overlay
over mine instead of right next to it by
| | 00:48 | right-clicking on their name and selecting Overlay.
| | 00:53 | You'll notice that her calendar dates
correspond with the same views that I have.
| | 00:57 | When I change to Week or Day or Month,
her Calendar views are reflecting the same dates.
| | 01:05 | If I ever want to hide her calendar
from showing up, I can uncheck it.
| | 01:09 | I know that, but I can also delete it completely.
| | 01:12 | I can right-click on her name and select Delete Calendar.
| | 01:16 | I can also delete this entire group
by right-clicking the group and
| | 01:20 | selecting Delete Group.
| | 01:21 | I can click Yes at the prompt
when it asks me if I want to delete the
| | 01:26 | group 'Shared Calendars'.
| | 01:27 | Let's say I want to add my own group very quickly.
| | 01:31 | If I have a bunch of employees that
I want to see the schedules of at the same
| | 01:36 | time, I can open a calendar group.
| | 01:38 | If I select Calendar Group from the
HOME ribbon tab and Create New Calendar
| | 01:42 | Group, I can type a name for it
and now I can add multiple people all at once.
| | 01:51 | I'm going to add Akee and Mark.
| | 01:55 | When I'm all done, I can click OK and
here's my Executive Team group calendar.
| | 02:02 | It works the same way that it did when
I just opened one calendar in which
| | 02:06 | I can right-click on somebody's name, overlay
them on top of mine or change the color of it.
| | 02:12 | I can also add somebody at anytime
by right-clicking my Executive Team label and
| | 02:17 | choosing Add Calendar.
| | 02:20 | I can then choose from Address Book,
pick somebody new, click Calendar and click OK.
| | 02:27 | There's one more thing I want to show you.
| | 02:30 | So I'm going to go back to my Work Week
view and I'm going to uncheck
| | 02:33 | everybody except Akee.
| | 02:34 | Here's Akee's meeting schedules.
| | 02:37 | You can see that I can see all
the details of her appointments.
| | 02:42 | If I hide her and select Mark, I could
only see him as being Tentative or Busy,
| | 02:48 | but I can't see what his appointments actually are.
| | 02:51 | That's because they've set those
options in their Outlook client.
| | 02:55 | We can do that for our own Calendar
by going to File>Options, going up to the
| | 03:01 | Calendar tab and selecting a Free/Busy Options.
| | 03:04 | I'm going to change the Default Permission Level.
| | 03:09 | Right now for me, people can only see
Free/Busy time, that means, like Mark,
| | 03:14 | they'll only be able to see whether
I'm free, busy or tentative.
| | 03:17 | I can change this, so that they can see
the Subject and Location or I can even
| | 03:22 | put full details, so they can see any notes that I have.
| | 03:25 | When I'm all done making my selection,
I can click OK and then click OK again to
| | 03:31 | get out of this dialog box and now
I'm brought back to my Calendar.
| | 03:35 | If I completely want to get rid of this
Group Calendar, I can right-click on it
| | 03:39 | and choose Delete Group.
| | 03:42 | It's going to ask me if I'm sure I want
to remove the group Executive Team and
| | 03:47 | I'm going to click Yes.
| | 03:48 | Now like we deleted Akee's Calendar before,
you're not deleting their actual
| | 03:52 | Outlook Calendars, you're just removing
it from showing up in your view.
| | 03:56 | So that's how you work with Group Calendars in Outlook.
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| Printing, emailing, and sharing the calendar| 00:00 | Sometimes you need to give somebody
else access to your schedule.
| | 00:03 | It could be on a permanent basis such
as if you have an executive assistant or
| | 00:07 | on a temporary basis, maybe you're going
away on vacation and need to have
| | 00:11 | someone fill in for you.
| | 00:12 | You have a few options to share your schedule.
| | 00:15 | The first thing we can do is email our calendar.
| | 00:18 | From my Calendar, I'm going to go to the
HOME ribbon tab and select Email Calendar.
| | 00:24 | We have a couple of choices we can make.
| | 00:25 | The first thing that we need to do is
to decide which calendar we're actually
| | 00:29 | going to email if we have more than one.
| | 00:31 | So right now, I have my Exchange
Calendar or my regular Outlook Data File.
| | 00:35 | I'm going to select my Exchange Calendar.
| | 00:38 | I can choose the Date Range that I want to email.
| | 00:40 | In this case, if I'm going away for the
next week, I can choose the Next 7 days.
| | 00:46 | Next, I can pick what level of detail
do I want to send; do I want to send my
| | 00:51 | availability only such as Free, Busy or
Tentative; Limited details, which also
| | 00:56 | includes the subject line of where
I am; or Full details which includes
| | 01:00 | everything such as who's invited
to meetings and any notes I had.
| | 01:04 | I'm going to choose Limited details
because just the Subject is fine.
| | 01:08 | I can also click Show in the Advance menu
and pick an Email Layout, for example
| | 01:13 | a Daily schedule or a List of events.
| | 01:15 | I'm fine with the Default daily schedule.
| | 01:18 | I can click on OK and now I've got a
nice calendar list directly in an email.
| | 01:24 | It shows the dates that I'm away,
and if I scroll down, it shows my schedule
| | 01:29 | in a nice tidy view.
| | 01:31 | I can address the email to whoever I wanted
to send it to and click Send and off it goes.
| | 01:39 | If I need to send somebody my calendar details
on a more permanent basis, I can share it.
| | 01:44 | I can do that by clicking Share Calendar
from the HOME ribbon tab with my Calendar open.
| | 01:50 | This is going to send out a sharing invitation.
| | 01:53 | So now, I'm going to allow the person to view my calendar.
| | 01:56 | I can put in who I'm going to ask
to share it with and I can choose the details.
| | 02:01 | It's the same three choices:
| | 02:03 | Free, Tentative, Busy only,
subject line or everything.
| | 02:07 | In this case, I'm going to do the subject line.
| | 02:09 | I can also include a note to go along with it.
| | 02:13 | When I'm all done, I can click Send and off that one goes.
| | 02:17 | It thinks that I have attached something,
I really haven't, so I'm going to say Send Anyway.
| | 02:21 | It's going to ask me if I really want
to share this calendar with Akee.
| | 02:25 | I'm going to choose Yes because
know I did this on-purpose.
| | 02:29 | Now what Akee is going to see if I go
back to my Mail file for a second is an
| | 02:34 | invitation that looks something like this.
| | 02:36 | It says, I'd like to share my calendar with you.
| | 02:39 | And I can click Open this Calendar
right in the invitation.
| | 02:43 | If I click on it, it's going to add it
to my calendar, so that I can see it,
| | 02:48 | just like I can see all my appointments.
| | 02:50 | Now the last thing I can do is print
my calendar and I do that by opening my
| | 02:55 | calendar and choosing File>Print.
| | 02:59 | I get some options here that I don't get
with any other thing like email.
| | 03:02 | For example, I can choose the style such as
Daily, Weekly Agenda, Weekly or even Monthly.
| | 03:10 | If I click Print Options, the first thing
I need to do is tell Outlook which
| | 03:14 | calendar I'm actually trying to print
and I can do that from the dropdown menu
| | 03:18 | and the Print this Calendar.
| | 03:19 | For example, I can print Akee's Calendar
or my own Exchange calendar.
| | 03:25 | Here I can change the Print style also
if I wanted to, and I can actually
| | 03:29 | choose a Date Range.
| | 03:31 | For example, I've chosen the Weekly
Calendar Style, but it doesn't necessarily
| | 03:35 | have to be this week, it can be next week.
| | 03:38 | I can pick the Start date and the End date.
| | 03:42 | When I'm all done, I'm going to hit Preview
because I want to be sure I've got
| | 03:46 | the right view before I send it off.
| | 03:48 | It's a little hard to read in this view,
so I can click the Plus sign (+)
| | 03:52 | right in the calendar, zoom in and make sure
that I can see everything that I really need to see.
| | 03:57 | When I'm satisfied with what I chose, I can choose
a Printer from the dropdown menu and click Print.
| | 04:02 | So as you can see there's many different
ways you can share your Calendar data.
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| Setting calendar preferences| 00:00 | We've gone over lots of Calendar options
but there's a few extras that you can
| | 00:04 | go in and set at your leisure.
| | 00:06 | Here's where to find them.
| | 00:07 | Click on FILE, Options
and go to the Calendar tab.
| | 00:12 | There is a bunch of things that you can
change in here, some things you should
| | 00:16 | change as such Work time.
| | 00:17 | Here is where you can set the start time
and end time and the days of the week
| | 00:22 | that you're working.
| | 00:23 | Now this is important because Outlook
uses this when other people are trying to
| | 00:26 | do free and busy look ups
for you to schedule meetings.
| | 00:29 | So you can come in here and set the
hours that you're actually working.
| | 00:34 | You can also change the days.
| | 00:36 | Something else that you can change is
the Default reminder time for appointments.
| | 00:40 | It defaults to 15 but you can change it
to something like 0 minutes in which the
| | 00:44 | alarm is going to off, right when the
appointment is about to start or even 30
| | 00:48 | minutes before your appointment.
| | 00:50 | There's one more thing I want to show you.
| | 00:52 | I'm going to scroll all the way
down and come here to the Auto
| | 00:56 | Accept/Decline button.
| | 00:57 | I can place a check mark here to automatically
accept meeting requests and remove
| | 01:01 | any canceled meetings from my
calendar without me having to do anything.
| | 01:05 | I can also place a check mark here,
if I want Outlook to automatically
| | 01:08 | decline any meeting that comes in if I already
have an existing appointment at that time.
| | 01:13 | I can click OK when I'm
done to get out of that dialog.
| | 01:16 | I can even change the weather degrees.
| | 01:18 | I can change it to Celsius
or remove it entirely from my calendar.
| | 01:23 | So there's lots of choices here.
| | 01:25 | I encourage you to poke around and
customize the options to how you work best.
| | 01:29 | When you're all done, just click on
OK, to get right out of the Options.
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|
|
8. Creating Tasks and NotesIntroducing tasks| 00:00 | Outlook comes with a built-in mechanism for
handling all your To-Do's and it's called Tasks.
| | 00:06 | It's a little hard to find.
| | 00:07 | Click on the three dots next to People
in the navigation bar and choose Tasks.
| | 00:12 | However, if I want it to show all the time,
I can select Navigation Options and
| | 00:18 | change the maximum number of visible items to 4.
| | 00:21 | Clicking on OK will make my Tasks
list show up in the navigation bar.
| | 00:26 | I can hover my mouse over it for a
quick peek at my To-Do List or I can click
| | 00:31 | once to actually, get into my tasks.
| | 00:33 | There's a couple of things
that we can see right away.
| | 00:35 | The first thing is that there's a couple of
my follow-up actionable items are in here, too.
| | 00:40 | That's because Outlook considers these tasks.
| | 00:43 | It's going to group it as part of my big To-Do List.
| | 00:46 | I can actually separate my task list
into each email account that I have such as
| | 00:50 | my Exchange file and My Outlook Data File.
| | 00:54 | If I click on my To-Do List, I can see them all in one place.
| | 00:58 | You'll also notice that this has a category
assigned it and that's because it
| | 01:02 | was an email message and I assigned
a category to that email message.
| | 01:07 | That category follows me all the way to my task list.
| | 01:11 | I can change the view by going to VIEW
ribbon tab and changing the sort order.
| | 01:15 | It defaults to sorting by categories,
but I can change that to things like Start
| | 01:20 | Date, Due Date and even the type.
| | 01:23 | Right now, there's two types; Message and Task.
| | 01:26 | Message are follow-up items that I had
set in my mail file themselves.
| | 01:31 | Tasks are things that I directly made in this task list.
| | 01:35 | Now I can search for a To-Do by coming
up here to the Search bar and just typing
| | 01:39 | as much or as little as I want.
| | 01:42 | When I'm all done, I can choose Close Search
or I can actually really quickly
| | 01:47 | create a new task by putting the cursor
into the Type a new task box and just
| | 01:51 | putting something in.
| | 01:54 | Hit the Enter key and it will make our new task.
| | 01:57 | It will show up right at the bottom of the list.
| | 02:00 | Now let's move on to creating, and even better,
assigning a task to somebody else.
| | Collapse this transcript |
| Creating and assigning tasks| 00:00 | So let's dive right in to how to create a task
and even how to assign it to somebody else.
| | 00:05 | I got into my tasks list by choosing
Taskss from the navigation bar.
| | 00:09 | If it doesn't show up in this list, I can
click on the three dots and choose
| | 00:12 | Tasks from the navigation view.
| | 00:14 | To create a new task, from the
HOME ribbon, select New Task.
| | 00:19 | Here's where I can type the subject
of what the task is actually is.
| | 00:23 | Now there's lots of things I can do
with this task now that I'm actually into
| | 00:26 | the big picture of the task.
| | 00:28 | I can add a Start Date and a Due Date to the task.
| | 00:30 | I'll start at tomorrow, but it's not
due until the end of December.
| | 00:36 | Now because I haven't started it, I can't
really change the status but I can
| | 00:40 | adjust it while I'm doing the task
such as In Progress, Completed, Waiting on
| | 00:45 | somebody else and even Deferred.
| | 00:48 | I can set the Priority of this task
and even how Complete it is.
| | 00:54 | I can even put a Reminder on this
task if I don't want to forget to do it.
| | 00:58 | For example, if I haven't started it by the 26th,
I want a reminder that I better get to it.
| | 01:03 | When I'm all done, I can hit Save & Close.
| | 01:09 | So it'll show up in my list.
| | 01:10 | To get into this list at any time.
| | 01:12 | I can actually take any task and double-click
on it to go in and change any of these values.
| | 01:18 | Now let's come back to my compile list
of product names from the
| | 01:21 | brainstorming meeting task.
| | 01:23 | I want to assign this, so I'm actually going
to choose Assign Task from the TASK
| | 01:28 | ribbon and now it looks like an email.
| | 01:31 | I can choose who I want to assign it to.
| | 01:34 | I can even come down here and include notes.
| | 01:38 | When I'm all done, I can hit Send.
| | 01:42 | It's going to tell me that since
I'm no longer the owner of this task, the
| | 01:46 | reminder has been turned off and that's
just fine because it's not up to me to
| | 01:50 | remember to do it anymore.
| | 01:52 | Now the last thing I want to show you with
tasks is how to actually mark them complete.
| | 01:56 | When I've done a task, I can select it
once and either Delete it from the HOME
| | 02:01 | ribbon tab or select Mark Complete.
| | 02:05 | It's going to remove it from my tasks list.
| | 02:07 | If I want to see it, I can go to Tasks
and here it is with a line through it,
| | 02:12 | because it's already been done.
| | 02:14 | So that's how you use tasks in Outlook.
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| Creating notes| 00:00 | Notes in Outlook 2013 is an electronic
version of the classic yellow post-it note.
| | 00:06 | You can use them to quickly jot questions
or reminders and even leave it on the
| | 00:09 | screen where you can see them conveniently
even if you have Outlook minimized.
| | 00:14 | To get into Notes click the three dots (...)
| | 00:16 | in the Navigation Bar and choose Notes.
| | 00:20 | I can then click New Note from the Home
ribbon and it actually creates a little
| | 00:24 | yellow post-it note.
| | 00:26 | I can type my reminder and when I'm done,
I can click the header to slide it
| | 00:33 | around anywhere I want on the screen.
| | 00:36 | Even if I have Outlook minimized,
it will still stay on my Desktop, but it's
| | 00:40 | important to note that
if I close Outlook it will go away.
| | 00:44 | I can close out of it at any time by
clicking the X at the top right-hand corner.
| | 00:49 | It doesn't delete it, it just closes it.
| | 00:51 | And if I want to delete it, I can
highlight my note and select Delete.
| | 00:57 | I can create another note wherever
I am in Outlook, even my Inbox by hitting
| | 01:01 | Ctrl+Shift+N. I can then type it again
and move it around wherever I want.
| | 01:10 | Again, to get back into my Notes, I can
click the three dots and select Notes and
| | 01:15 | I can see them both.
| | 01:17 | Even if I've accidentally closed out on
my post-it note, I can bring it back up
| | 01:20 | at any time by double-clicking on it.
| | 01:24 | The last thing I can do is actually
forward it to somebody else.
| | 01:27 | In the top left-hand corner of the note
I can click once and say Forward.
| | 01:34 | I can then send it to whoever I want.
| | 01:40 | Actually there is one last thing.
| | 01:41 | I can categorize my notes to
actually change the color of them.
| | 01:44 | For example if I right-click on a note,
I can select Categorize and choose
| | 01:50 | Personal or any category that I want.
| | 01:53 | Now my note is purple and is a visual
reminder to me what that note is actually is.
| | 01:58 | So that's how you use sticky note reminders in Outlook.
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|
|
9. Working with Outlook DataExporting PST and OST data files| 00:00 | One thing that's always been a little
mysterious about using Outlook is where
| | 00:03 | your data actually resides on your computer,
and how do you get to it if you
| | 00:08 | need to move everything over to a new
computer or even just want to back it up.
| | 00:12 | So the first thing we can do is find out
where our data is actually stored on
| | 00:17 | the computer and we do that by going
to File>Info>Account Settings and then
| | 00:21 | clicking on Account Settings again.
| | 00:23 | This brings us to a list of all
the accounts we have in Outlook.
| | 00:26 | I'm going to go to the Data Files tab.
| | 00:30 | Now I can see things like My Outlook Data File,
here's my Gmail and here's my exchange file.
| | 00:35 | Here is the offline folders that I have
for these accounts and here is the PST
| | 00:40 | which stands for Personal Folders File
that I have for my Outlook data file.
| | 00:45 | The neat thing that I can do about this
is I can actually highlight it and
| | 00:49 | click Open File Location.
| | 00:51 | This is going to take me directly to my file.
| | 00:54 | Here's the archive file that we created
a couple of videos back, so from here
| | 00:59 | I can actually just copy these to a thumb
drive or burn them to a CD or whatever
| | 01:03 | I want to do to get them backed up.
| | 01:06 | There's one more option I have, I'm going
to click close to get out of this dialog box;
| | 01:11 | I can actually just directly
export it anywhere I want.
| | 01:14 | I'll do that by going to File>Open & Export
and then choosing Import/Export.
| | 01:19 | From the Import and Export Wizard
dialog box I'm going to choose Export to
| | 01:26 | a File, click Next.
| | 01:29 | Here's why I'm deciding how I want to export it.
| | 01:32 | If I was just going to export my contacts,
I'd want to choose Comma Separated
| | 01:36 | Values, It's just a smarter decision.
| | 01:39 | Most programs that import contacts,
they're going to be looking for to be in
| | 01:43 | that file format so I might as
well export them that way anyway.
| | 01:46 | In this case, I'm going to export
my entire Outlook Data File.
| | 01:50 | I can click Next and here is where
I can choose the file that I want to export.
| | 01:56 | Now if chose a CSV, I could actually
highlight Contacts and it's going to export
| | 02:01 | all my contacts as a nice little CSV file.
| | 02:05 | This is great if I'm moving over on
to another platform or if I'm moving to
| | 02:08 | another company, or if I just need
to get those Contacts somewhere else.
| | 02:12 | But because we chose the entire Outlook
Data File, now we need to choose which
| | 02:17 | data file I want to export.
| | 02:19 | In this case, I'm going to export the one
that was already residing on my computer.
| | 02:24 | If I want to get everything,
I can choose Include subfolders.
| | 02:27 | When I'm happy with my selection,
I choose Next and now I can browse to decide
| | 02:33 | where I want to save that file.
| | 02:36 | In this case, I'm just going to navigate
to my Desktop, keep the default name of
| | 02:40 | Backup and choose OK.
| | 02:43 | When I'm all done I can hit Finish and
decide whether or not I want to add an
| | 02:48 | optional password for that file or not.
| | 02:50 | In this case I'm going to pass
on the password and just click OK.
| | 02:54 | Now if I minimize Outlook, I've got
my nice backup file on my Desktop.
| | 02:59 | So here I can find it easy.
| | 03:01 | From here I just can move it over to onto
a thumb drive or burn it to a CD or do
| | 03:05 | whatever I need to do
to get it on to a new computer.
| | 03:08 | So that's how you backup your Outlook data
to move it to another computer.
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| Reusing text by creating Quick Parts| 00:00 | A great feature that's in both Outlook 2013
and Microsoft Word is the ability to
| | 00:05 | create something they call Quick Parts,
that is reusable blocks of text.
| | 00:10 | It can be a standard response, a disclaimer,
a questionnaire, even a template of
| | 00:14 | sorts, anything really that you'd want
to create and put in there quickly.
| | 00:18 | To create your own Quick Part, create a
new email and get your block of text all
| | 00:23 | set up exactly the way you want it.
| | 00:25 | I'm going to get over to the Insert tab and create a table.
| | 00:28 | I can put my column headers in, I want
to get it all set up so that I can reuse
| | 00:34 | this over and over again.
| | 00:35 | In this case I'm going to make a table
that highlights the products that we
| | 00:39 | currently have and the product
managers that go with it.
| | 00:41 | I can get my table all set up, I can
make it look really pretty, because once
| | 00:46 | it's done I'll actually never have to do this again.
| | 00:50 | Once I've got my table all nice and pretty,
I can even hit Tab at the end
| | 00:54 | to create another row.
| | 00:56 | I'm ready to create my Quick Parts
and I do that by selecting the table.
| | 01:00 | You'll notice I don't have any data in there,
that's because I want it to be
| | 01:04 | blank because every month I'm going to
send this out, except I'm going to have a
| | 01:08 | new product listings and some new
Product Managers that go with it.
| | 01:11 | So now that my table is selected,
I'm going to go up to Insert, choose Quick
| | 01:15 | Parts all the way on the right and choose
Save Selection to Quick Part Gallery.
| | 01:21 | I can give it a name, in this case I'm going
to choose Product Managers and the
| | 01:25 | next option I need to set is
all the way down at the bottom.
| | 01:28 | Here in Options I can choose whether
I want to just dump the text in as is, dump
| | 01:34 | it in, in its own paragraph or in its own page.
| | 01:37 | In this case I'm going to choose in
its own paragraph because I don't want to
| | 01:41 | worry about whether I've hit Return or not
and whether it's going to be on a new line.
| | 01:46 | This way it's always going to insert itself into a new line.
| | 01:49 | I can click OK and my Quick Part has been created.
| | 01:52 | I can close out of this email, I'm all done
with it and I don't need to save any changes.
| | 01:57 | When I'm ready to use that Quick Part,
I can create my New Email, put the cursor
| | 02:02 | on the body of the email and create
any additional text that I want.
| | 02:07 | I could even have put that text in
the Quick Part if I really wanted to.
| | 02:11 | Now I'm going to go over to Insert>Quick Parts
and I can just click on my Quick Part.
| | 02:16 | It dumps it in and it's still a real table,
it's just waiting for data.
| | 02:25 | I can continue to hit Tab, add more as I need to.
| | 02:28 | I can put it in again and again just by going
to Insert>Quick Parts and selecting it.
| | 02:34 | If I ever want to change the Quick Parts,
I can just come up here to Quick
| | 02:38 | Parts, right-click on my Quick Part
and choose Organize and Delete.
| | 02:45 | Here is my Product Manager Quick Parts,
if I'm all done with it I can
| | 02:49 | simply choose Delete.
| | 02:50 | It's going to ask me it I'm really sure
I want to delete it and I could choose Yes.
| | 02:55 | Hit Close to get out of that
dialog box and now it's gone.
| | 02:58 | If I ever want it back again, I can just
simply highlight whatever text that
| | 03:02 | I want to make, go back to Quick Parts and
choose Save Selection to Quick Part Gallery.
| | 03:08 | And that's how you quickly create a
reusable block of text to insert quickly
| | 03:12 | wherever you need it.
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| Inserting pictures, charts, and screenshots into messages and calendar entries| 00:00 | When creating a new email or calendar entry,
the Insert menu in Outlook contains
| | 00:04 | some pretty thorough options.
| | 00:06 | Let's go over the three big ones you'll be using regularly;
| | 00:09 | pictures, charts and screenshots.
| | 00:11 | We'll start up by creating a New Email
and I'm going to put the body of the
| | 00:14 | cursor in the body of the email itself.
| | 00:17 | I'm going to go to the Insert tab and choose Pictures.
| | 00:20 | This is going to bring up the Browse dialog
where I can browse my file system
| | 00:25 | and choose a picture that I want to put into my email.
| | 00:28 | Once I've chosen one I can select it and choose Insert.
| | 00:32 | Now that it's in my Email, I can click and drag
on the corners to resize it and
| | 00:39 | I can add artistic effects to it.
| | 00:41 | Now that I'm on the Picture tool's Format
Ribbon toolbar, I can choose Picture
| | 00:46 | Styles such as Rounded Corners and Frames.
| | 00:49 | If I hover my mouse over these options
I'll get a preview of what it's going to look like.
| | 00:53 | When I've found one that I like I can
just select it and I can add even more
| | 00:58 | things by going to the Picture Effects section
and choosing things like Shadows,
| | 01:02 | Reflections and glows.
| | 01:05 | The hover effect works for these too.
| | 01:07 | When I've found one that I like
I can select it and if I click off,
| | 01:12 | I can see what my picture is
going to look like in the email.
| | 01:15 | At any time and I can do this with
any screenshot or chart or picture.
| | 01:19 | If I decide that I don't want it, I can simply
click on it and hit the Delete key on my keyboard.
| | 01:24 | So let's put a chart in.
| | 01:26 | I'm going to back to the Insert menu
and this time I'm going to select Chart.
| | 01:31 | You can see all the choices that I have
and I can go over all of them.
| | 01:35 | I'll just insert a pie chart, if I hover
my mouse over it I can see what
| | 01:39 | it's going to look like.
| | 01:40 | I can even get a 3-D Pie Chart.
| | 01:43 | In this case I'll just stick with the regular one.
| | 01:45 | I select it and hit OK, and instantly
I'm brought up with an in-line menu in
| | 01:51 | which I can start putting in my own values.
| | 01:54 | I can just put the cursor in and start typing.
| | 02:03 | If I decide I don't need any of these values
I can simply hit the Delete key in those columns.
| | 02:09 | When I'm all done, I can close out
in the top right-hand corner.
| | 02:12 | There are all sorts of things I can do
with this chart, for example I can change
| | 02:17 | some Chart Elements, I can add some
Labels to it or I can add Callouts so I can
| | 02:23 | see the values and percentages.
| | 02:26 | Let's add something else, let's add a screenshot.
| | 02:28 | I'm going to delete this chart and I'm
going to go back to my Insert menu and
| | 02:33 | this time I'm going to choose Screenshot.
| | 02:34 | Now I have two options, I can take
the available window I have, which is my
| | 02:40 | inbox and dump the entire contents of it
into the email, or I can take a Screen Clipping.
| | 02:47 | If I take a Screen Clipping, it's going to
take me to my inbox where I'll get
| | 02:52 | a crosshair and I can actually click
and drag and select the bit that I want
| | 02:56 | to put into the email.
| | 02:59 | I can even come down here and add my own text.
| | 03:03 | This is really useful when you're working
with somebody from tech support and
| | 03:07 | you want to show them what
it looks like on your screen.
| | 03:10 | Those are the three things that I'm betting
that you'll be inserting into emails
| | 03:13 | and calendar entries the most often.
| | 03:14 | But definitely go into this Insert menu
and take a look at all the things
| | 03:18 | available to you like Quick Parts, Charts,
Smart Art and even Screenshots.
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| Setting language preferences| 00:00 | Outlook comes with some options
for working with language data.
| | 00:03 | For example you can add a new language support
by telling Outlook which language you need.
| | 00:08 | Let's go to File>Options>Languages
and then we can choose to add an
| | 00:15 | additional editing language.
| | 00:17 | So that's going to give us additional
language-specific features such as grammar
| | 00:20 | checking and spell checking and proofing.
| | 00:23 | I can come down here and choose the
language that I'm looking for,
| | 00:30 | click Add and it gets added to my list for proofing.
| | 00:34 | Now the Keyboard Layout isn't enabled
yet and I can click this and it's going
| | 00:38 | to take me to the Windows 8 language preferences.
This is where I can add keyboard support.
| | 00:43 | And that's what lets me add things like
accent characters in all the right places.
| | 00:47 | I'm going to X out at this for now.
| | 00:50 | I can click OK to close out of this dialog box
and click OK the prompt that I
| | 00:53 | need to restart Office so that my
language changes can take effect.
| | 00:57 | There is something else I want to show you.
| | 00:59 | If I click New Email and put my cursor
on the body of the email, I can come over
| | 01:04 | here to the Review tab and select Language.
| | 01:09 | Here's where I can change the
Proofing Language that I want to use.
| | 01:12 | I can add additional languages.
| | 01:15 | I can come down here, look at the list
and add what I need.
| | 01:21 | Click OK and now I can actually
switch back and forth to set my
| | 01:26 | Proofing Language as I need.
| | 01:27 | For example, if I've selected text I'm
proofing it, I can mark it as English and
| | 01:32 | it's going to use the right dictionaries
to look for my spelling errors.
| | 01:35 | The last thing is actually really neat.
| | 01:37 | I can type some text in an email, select it,
come back to the Review tab, go to
| | 01:44 | Translate and choose Translate Selected Text.
| | 01:48 | As long have an Internet connection,
Outlook will go out and translate it into
| | 01:52 | the language I want.
| | 01:53 | I can choose my language from the pull
down menu, it'll get translated and I can
| | 01:59 | just click Insert and it'll actually switch my text.
| | 02:02 | I can do this as many times as I want.
| | 02:08 | I can highlight my text, pick a different
language, it will translate it and
| | 02:13 | I can insert it in, and those are some ways
that you can work with language options in Outlook.
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| Setting advanced general Outlook options| 00:00 | We've gone over lots of settings you
can change to make Outlook work for you.
| | 00:04 | Just in case you want to see all the other
options you have, let me show you how
| | 00:09 | to get to it to find the Options screen.
| | 00:11 | To get to Options, click on File and go down to Options.
| | 00:14 | Now you're in the Outlook Options screen
and you can do all sorts of things.
| | 00:18 | For example in the General tab, you can change
the Office Background, even the Office Theme.
| | 00:23 | These are going to change things like
the picture that you see in the top right
| | 00:26 | hand corner of Outlook.
| | 00:29 | In the Mail tab you can set things like
Always check your spelling before
| | 00:32 | sending an email message.
| | 00:35 | In the Calendar you can set your Work hours,
you can even add an additional Time
| | 00:40 | zone on your Calendar.
| | 00:41 | You can also toggle that weather bar
on or off or change the degrees to
| | 00:45 | Celsius or Fahrenheit.
| | 00:48 | In the People tab you can change things
like showing user photographs
| | 00:51 | when they're available.
| | 00:53 | And in Tasks you can do things like
changing the Overdue task color.
| | 00:58 | Finally, in the Advanced tab you can even change
what folder you want Outlook to start in.
| | 01:03 | For example it always goes to the Inbox.
| | 01:06 | You can click on Browse and change it
to something like Contacts.
| | 01:10 | You can also have it automatically
empty your Deleted Items folder every
| | 01:13 | time you leave Outlook.
| | 01:15 | When you're all done, click OK
to get out of the dialog box.
| | 01:18 | So I encourage you to go through
and take some time to familiarize yourself
| | 01:22 | with all the things that you can change
in Microsoft Outlook 2013.
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ConclusionNext steps| 00:00 | I hope you've found plenty of tips and techniques
to help you understand Outlook 2013.
| | 00:06 | If you'd like to check out more
resources for Outlook 2013,
| | 00:09 | visit office.mcrosoft.com on the web
or just hit the F1 key on your keyboard
| | 00:15 | while Outlook is open and that will
bring out the context help.
| | 00:19 | You can also find me on Twitter
with the username of @nerdgirljess.
| | 00:23 | Thanks for watching
Outlook 2013 Essential Training.
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