To prepare for the MOS exam for Outlook 2016, Megan Hoffman demonstrates setting fonts for new messages and responses, creating, assigning, and modifying signatures, and configuring junk email and clutter settings.
- [Instructor] Let's take a look at configuring mail settings. For the MOS exam, you'll need to know how to set fonts for new messages and responses, how to create, assign and modify signatures and how to configure junk email and clutter settings. Let's start out by looking at setting fonts for new messages and responses. This is something you'll find under file and options. Because we want to change fonts for all new messages and responses, we'll go to the mail section, and we'll look at the stationary and fonts options.
I'll click stationary and fonts, and you can now see several different options about how we format mail. In this example, my task is to change the font for all replies and forwards. I'll click the font button, and I'll choose a different font color. I'll click the font color dropdown and look through the colors that are available. In a MOS exam setting, you'd be given a specific color to choose such as blue-gray text two. You can run your mouse over these colors until you find the one you need. I'll also apply bold formatting here, and I can click this underneath the font style.
I'll go ahead and click OK, and notice that I can preview the font that I've chosen in the sample text window. I'll go ahead and click OK, and then click OK again. To test this, I'll go ahead and reply to the email I have selected by clicking reply, and I'll notice when I start typing that the font is a different color, and it's bold. I'll go ahead and close this message by clicking the X and click no to saving the changes. My next task is to create a new signature for Chong.
Now because this is also a mail setting, I can do this under file, options, click the mail button and then get into the signature options. However, I think a nice shortcut is to just click new email and work with signatures from here. This'll save you time during the MOS exam, and it's a little easier to find as well. So I'll go ahead and click on signatures. This brings up the signature box, and I'll click new to create a new signature.
My instructions read that I should name this Chong Business. I'll click OK, and then I'll use the large box at the bottom to enter in the text. I'll start by entering Chong's name, and my instructions are to apply bold formatting. I'll highlight Chong's name and click the bold button above. I'll click after Chong's name and press enter, and this time I'll turn off the bold formatting and continue with the text. His job title is general manager.
I'll press enter. His company is Landon Hotel. I'll press enter, then I'll enter his email address. So I've typed email@example.com. I'll press the space bar, and you can then see that the hyperlink formatting is applied. After creating the signature, I'll go ahead and apply this to all new messages. Notice the settings at the right. I'll click the new messages down arrow and choose Chong Business.
I'll click OK, close the message, and to test this I'll go ahead and click new email, and I can see that Chong's signature is now displaying by default, and this will happen with every new email. I'll go ahead and close this box. The next topic is configuring junk email and clutter settings. In the navigation pane at the left, Outlook automatically creates a clutter and a junk email folder. We'll start out by talking about junk email settings. Outlook automatically moves any mail that looks like junk to the junk email folder on your behalf.
I have a message from Jennifer Dawson selected. Let's say I want to adjust the junk email settings for Jennifer Dawson. I can click junk on the home tab of the ribbon, and if she's a junk sender, I could choose to block her as a sender and in the future all of her mail would go to the junk email folder. If I want to ensure I'm receiving mail from Jennifer, I could choose never block sender. I could choose to never block her domain or never block a particular group or mailing list. There are also junk email options underneath the junk button.
It's good to be aware here that you can choose a level for junk email protection, and you have a few options at the bottom as well. I can add people to the safe senders list just by clicking add and entering their email address, or I could remove people from this list, and I could do the same thing with safe recipients and block senders. There's also an international tab that you should be aware of. Let's talk next about clutter settings. Remember we have a clutter folder at the left-hand side as well. The clutter feature automatically puts messages that you are most likely to ignore in the clutter folder.
It does this based on what you've done with similar messages in the past. If you see a message in your inbox that is clutter, you can manually move it as well by clicking on the move down arrow and choosing move to clutter. Sometimes Outlook gets it wrong and puts legitimate mail in your clutter folder. You can do the same thing from the clutter folder. You can click the clutter folder, select a message, choose move and move it back to your inbox. If you right-click on the clutter folder, you will see an option to manage clutter.
This does take you off to a website where you have to log in to your Office 365 account. That part's actually outside of the scope of the exam, so we won't go through that demonstration, but I wanted you to see the option. With your junk email folder if you're asked to empty it, you can always right-click on junk email and empty the folder from here. So that's configuring mail settings. You'll definitely want to play with all of those options so that you're super familiar with these types of tasks for the MOS exam.
Megan begins with an overview of the certification program, and then walks through all of the certification objectives. As you review each topic, you can use downloadable sample documents to practice as you go. Megan wraps up the course with a full-length practice test that emulates the Outlook 2016 MOS exam, together with solutions to each of the exam challenges.
- Comparing the Microsoft Office Specialist certifications
- Reviewing the user interface
- Customizing settings
- Printing and saving information
- Performing search operations in Outlook
- Configuring mail settings
- Automating messages
- Creating messages
- Formatting, organizing, and managing messages
- Creating and managing calendars
- Creating and organizing appointments, events, and meetings
- Managing contacts and groups