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Learn how to leverage the power of Microsoft Outlook to stay on top of all your important connections. In this course, author Jess Stratton introduces you to navigating your email messages, calendar, and contacts in Outlook 2013. The course begins with a tour of the interface and shows how to connect to a wide variety of mail, social media, and cloud computing accounts, including IMAP and POP accounts, Facebook, LinkedIn, and even RSS feeds. Jess also shows how to quickly create, send, and read email and reduce your inbox clutter; organize, group, and share contacts; and stay on schedule with calendars and tasks.
Let's get started understanding how to go through and read your mail with Outlook. The first thing we need to do is get in to your Inbox and we do that by choosing Mail at the bottom left-hand corner of Outlook. From left to right, we have our folder list and according to this, whichever email account we are currently in. The currently selected folder is always going to be highlighted. So right now I know that I am on my Exchange Account. If I have a different email account, I can come down here to this Inbox and choose that one and you will notice that the Inbox changes.
But we are going to work with this one for now. After the Inbox comes the actual contents of the Inbox, that's in the middle here. I can select the email and a preview shows up on the right-hand side. Now I can adjust these sliders. For example, I can click on the line and make them wider or narrower, depending on how I want it to look. Now the current unread amount of email is shown on the left-hand side here next to the folder.
It is not the total amount of emails in there. If I want to know how many emails are in my Inbox, I can come down here to the Status bar and it shows me that there are 20 items and two of those are unread. That's what this 2 means up here. And I can actually see which ones they are, because they have a blue bar next to them. If I click on this email, the contents of the email shows up in the right-hand side. I can see the subject line which is, Can you chair a committee? and a brief preview in the actual email itself.
When I move off the email, because I have read it, the blue bar disappears. Now sometimes when you click on an email to preview it, you will notice that it looks like it is not loading any images at all. I get a message at the top of my screen that showing me that if there are any problems, I can either view it in the web browser, or click to download pictures. To help protect my privacy, Outlook prevented automatic download of some of the pictures. It had a feeling it might be junk and it is trying to protect me, but I am going to click here and choose Download Pictures.
Now the message should load properly. So there are some other things I want to show you in the Inbox itself. And that is what the icons mean. For example, in this email, there is a picture of a calendar with a check mark on it. That means that it was an accepted meeting invitation. This one has got a couple; it has a little bell on it, which means that there is an alarm next to it, and it has got a calendar icon. This means that it is an actual meeting. And lastly, it has a red flag next to it, which means it has got a followup action item on it.
We are going to talk about those later, though. This email has a paper clip next to it. That means that there is an attachment in it. And if I scroll down, I can see that this one has a little purple arrow, which means that it has been replied to. And this one had a little blue arrow. That means it has been forwarded. So now let's talk about actually reading email. To read the email, we simply select it, and it shows up on the right-hand side in which we can read it. There are a couple of things that I can do with this.
I can actually zoom in and read this text a little bit better by going down to the Status bar and zooming in. I can move the slider and get it to how big or as small as I want. Something else I can do is use the social connector. Down here at the bottom of this email, I can open up the People pane and see all of the people that are involved in this email. Now here is the person that this email was from. It is going to tell me all of their LinkedIn updates, all their attachments, and all their meetings and emails that I have gotten from that person.
If I want to look at them on an individual basis, I can go to What's New, to see what their LinkedIn profiles look like. I can choose Mail to see any emails that I have gotten from this person. If I want to go directly to the Attachments or if I am looking for something, I can click the Attachments tab and finally, if I have any meetings with this person, they will show up right there. Now once I read the email, I can act on it by coming right up here. I can Reply to the email, Reply All to everybody that's in the email, or Forward the email.
The last thing I can do is actually double-click on this email right in the Inbox itself. This is going to open it up in its own window. I can still do everything that I could when I was previewing it, except now, it's front and center on the screen. If I want to reply, I can come up here to the Ribbon and choose Reply and put in the body of my email. So that's how you go through your latest email with Outlook. Next up, we are going to talk about how you can customize the way the Inbox looks.
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