In this video, author Megan Hoffman demonstrates how to automate Outlook. Learn to automate Outlook. Change quoted text colors by altering settings for Stationary and Fonts, create and assign signatures and set default signatures, use Quick Steps as a timesaver for tasks you perform repetitively, create and manage rules based on criteria you set, and create auto-replies for those times when you’re out of the office. Master these MOS objectives as a part of your prep for the Microsoft Office Specialist PowerPoint 2013 exam.
- [Voiceover] In this video, you'll learn to automate Outlook. We'll look at several MOS objectives here, specifically, you'll learn to change quoted text colors, create and assign signatures, use Quick Steps, create and manage rules, and create auto-replies. Expect to see these tasks on the MOS exam. They all include a variety of options, so you will want to practice with each, so that you're very comfortable doing these tasks quickly. The first MOS objective here is changing quoted text colors.
You can change the text color when replying to messages to make your reply stand out. For this, I'll click File and Options. I'll click Mail, since this is a mail setting. I'll click Stationary and Fonts and then I'll click the Font button underneath Replying or Forwarding Messages. From here, I can choose a new color for the font. In this example, I'll choose a dark green color. Then I'll click OK. I've set this so that all of my future replies and forwards are done in this green color.
I'll go ahead and click OK. The next MOS objective is creating and assigning signatures. When sending mail, you can automatically include a personalized signature you've created that includes text and graphics. I'll go ahead and click Signatures within this box and then I'll click New to create a new signature. I'd also like to point out that you can get to Signatures from a new email, if that's easier to remember. I'll name this Leslie External and click OK.
My intent here is to create a signature for all of my external mail. I'll click in the box below and enter Leslie's information. I'll start with her first and last name, which is Leslie Richardson. Press Enter, type her job title, Senior Administrative Assistant. Press Enter, enter her company, which is Landon Hotel. Press Enter and enter her email address, which is firstname.lastname@example.org. Notice that there are formatting options if I'd like to format the signature.
I'll go ahead and assign this signature to apply for all new messages. I'll click the down arrow next to New Messages and choose Leslie External. Also note, that I could click the New button again and create additional signatures. I'll go ahead and click OK to accept the changes. I'll click OK to close the box. Now that I've applied a signature for new messages, when I click New Mail, you'll notice that all of my new email messages start out with that signature automatically applied.
Since I'm in a new email, I wanted to point out the Signature button. This is another place where I could've gone into Signatures and customized or added a signature for Leslie. I'll go ahead and cancel the box and close the email to return to the mailbox. The next MOS objective in this section is using Quick Steps. This is a great time-saver when you use a lot of repetitive tasks in Outlook. Quick Steps allow me to click one button that performs several steps that I've configured.
There's a Quick Step section of the ribbon that has some Quick Steps already configured. For example, there is a Cecilia folder button and if I hover over this, it tells me it will move the selected email to the folder after marking the email as read. It's already configured for the Cecilia folder because I have a folder with that name in the navigation pane. There's a To Manager button and if I hover here, it tells me it will forward the selected email to my manager.
I'll need to configure this, so I'll go ahead and click on To Manager. I'll click the To button to choose who I'd like it to forward to, and I'll choose Cecilia. I'll click OK and now you can see that the To Manager button is configured to forward a message to Cecilia. I'll go ahead and click Save. I've got this Department Lunch from Chong. I'll select the message, click To Manager. You can see that it forwards that message and addresses it to Cecilia for me. I'll go ahead and close and cancel this message.
I'd like to create a new Quick Step, so I'll click Create New. I'll name this Permanently Delete. I'll click Choose an Action and choose Permanently Delete Message. You'll want to be familiar with these options for the MOS exam, so that you can complete a task when you're asked to set a specific Quick Step action. Notice, I could add another action, I could assign a shortcut key. I'll go ahead and choose Control Shift 1 and I'll click Finish. Now you can see I have a new Quick Step to permanently delete.
The next MOS objective is creating and managing rules. You can set up automatic rules for your email messages to take actions based on criteria you set. Now, when applying rules, Outlook is familiar with the current message you have selected. In this example, I have a message from Chong selected called Department Lunch. So, when I click the Rules button, and choose Create Rule, some items are pre-populated based on the message I had selected. In this example, I'm tasked with setting all future messages from Chong to display in the New Item Alert window.
I can checkbox the settings here that are relevant. I'll click From Chong, I'll click Display in the New Item Alert Window, and I'll click OK. Tells me the rule has been created and that it's a client-only rule, and will only run when Outlook is running. I'll click OK to that message and the box closes. From here, I can click the Rules button, choose Manage Rules and Alerts, and see any existing rules that I have. I can also alter the settings here.
If I'm asked to delete a rule, I can do that here. If I'm asked to change a rule, I can do that here. If I'm asked to run rules now, I can do that here. So, this is a good box to be familiar with. I'd also like to point out that you can start a new rule from here. Notice, when I click New Rule, I get a much larger box that gives me much more options for setting up a rule. So, in this example, I'd like to set all mail from Harold to be flagged for followup. I'll choose the Flag Messages from Someone for Followup and note the box at the bottom of the screen.
This is step two of the rule wizard and this is where I edit and specify the settings that I like. I'll go ahead and choose From People or Public Group. Here, I'll double click on Harold and then click OK. You can see Harold's name has been added to the rule. The second part of this is the Flag the Message for Followup at this time. I'll click on that item and specify when I like the flag to appear. I'll go ahead and choose the drop-down and choose Tomorrow. I'll click OK.
So, now you can see, that when messages arrive from Harold, they'll be flagged for followup tomorrow. I'll go ahead and click Next at the bottom of the box to continue on in the rule wizard. At the top, I can add additional conditions. I'm good with this rule, so I'll go ahead and click Next. Here, I can add additional actions. Again, I'm good with this rule, so I'll click Next again. Here, I can add exceptions. I don't have any exceptions, so I'll click Next. On this last step, I'm prompted to name the rule.
I'll change this rule to be named Flag Messages from Harold. I'll leave this rule turned on and click Finish. This tells me that the rule will only run when you check your email in Outlook. I'll click OK and now you can see that I have two rules inside of my mailbox. I'll click OK again. Rules is another area where you'll want to spend some time getting familiar with the options. The last MOS objective in this section is creating auto-replies. If you have a Microsoft Exchange account, you can configure Outlook to automatically reply to emails when you are unavailable.
To see this option, I'll click on File, then I'll click Automatic Replies. I can click Send Automatic Replies at the top and then set up the date and time that I'd like to choose. I'll go ahead and check the box. I'll choose Tomorrow, from seven AM to five PM. You'll notice, if I previously used this feature, the message's already populated in the box. I can customize this message if I'd like to, but in this case, it looks good.
It's important to populate both tabs for inside my organization and outside my organization. You can do this by highlighting the text on the first tab, pressing Control C to copy, then highlighting the second tab, and pressing Control V. Once you've got both tabs setup, you can click OK. I'll also note that there's a Rules box down below, if you want to come in and attach a rule to your automatic reply. I'll go ahead and click Cancel here and click OK to the box down below.
That's our overview of automating Outlook. Be sure to experiment with these tasks and their options, so you can do them quickly during the MOS exam.
The course first explores the MOS certification program and highlights its cost, format, and objectives. Megan then explains how to manage the Outlook environment by customizing settings, automating Outlook, printing and saving, and searching in Outlook. Learn how to manage messages, including creating, formatting, and organizing messages, and manage schedules, including creating and managing the calendar, appointments, meetings, and events. Learn to manage notes, tasks, journals, contacts, and groups.
Challenges exercises are included along the way, and the course concludes with a full-length practice exam.
Disclaimer: Microsoft does not produce, provide, or endorse this video training course.
- Preparing for the exam
- Reviewing exam objectives
- Customizing Outlook settings
- Printing and saving information
- Creating and formatting messages
- Creating new calendars
- Creating appointments, events, and meetings
- Managing tasks and notes
- Creating contacts and groups
- Importing contacts
- Taking a full-length practice exam