cgs-using-outlook

Using Outlook (2016)

Quick Tour of Microsoft Outlook In this clip I'd like to take you on a quick tour of Microsoft Outlook 2016. When Microsoft Office opens its default view is at our inbox. In the upper left hand corner you'll notice a series of little icons. This is called the Quick Access Toolbar. We will show you how to customize that in a later lesson. Across the top you have the tab and ribbon interface. The tabs are functional, depending on what you're trying to accomplish. The first tab is the File tab. This is where you can locate your account settings, open and export other files, save attachments, print, change your office account, and also other options that are available. We will explore these in a future lesson. I'm going to click the arrow to go back. The Home tab is the default tab where you'll find most of the common functions for each of the applications. For instance, we have New Email, Delete, Reply, Forward in our mailbox. The tabs are broken down into groups that are functional. Sometimes it's easier to locate the command that you're looking for if you check out the groups first. On the left hand side is the Folder pane, and this is where you access your content. In the center you're going to see the Mail pane, and this is where you can see all your incoming mail. On the right hand side you'll find the Reading pane. The Reading pane is where you can preview the email that's currently selected in the Mail pane. In the lower left hand corner you'll see the navigation bar. By default, I can see the email, calendar, people, and an ellipses button. You should always check out what's in the ellipses button because it provides different options. I'm going to select that button, and then from the fly up choose Navigation Options. You can see the default settings are for four visible items in Compact Navigation. Personally, I like to see the links across the bottom, and I like to see all five of the main areas of outlook, so I'm going to change these settings. I'm going to change maximum number to five, and deselect the compact navigation to show the links. Now if I'd like to I can reorder these by using the move up and down buttons, but I like this setting, so I'm going to go ahead and click OK. You can now see the links in the lower left hand corner, which are a little more useful for me for the way that I work in Microsoft Outlook. Thank you for watching, and I'll see you in the next clip.

Working with the Ribbon In this clip we're going to take a closer look at the Tab and Ribbon interface. All Microsoft Outlook products are built-in a tab and ribbon interface. The tabs across the top are functional in nature for each of the applications, and when you select a tab below you'll see a ribbon broken down into groups for different functions that you might be performing within that application. For instance, I have the New group, the Delete group, and the Respond group, so if I'm looking to respond to an email it might be easier to check the group names first, and then locate the command that I'm looking for. By clicking on another tab you'll notice that the ribbon updates below. The home tab is the default tab. We're going to find the most common commands in each of those applications. Now some people don't like the ribbon. They think it takes us a little bit too much room. You can collapse and expand the ribbon as you see fit. There are two ways to do that. You can either double-click the tab, and it will collapse the ribbon, and then click it once to temporarily expand it. When I mouse away you'll notice that it disappears. If I double click it again, we will once again expand, and lock the ribbon into place. You can also use the expander button in the lower right hand corner, so I can collapse, and then expand, again, by double clicking. The File tab is a special tab. It's also called backstage. This is where you're going to find all of the Account Settings, your Automatic Replies, tools, managing your mailbox, Rules and Alerts, but also where you can customize the different options of Microsoft Outlook, such as your schedule or how you like to respond to your email. I'm going to click the arrow button and go back. Now occasionally you will see an expander button in the lower right hand corner of some of the groups. For instance, in the Quick Steps group. This gives me additional options for that particular group. I'm going to go ahead and click Cancel here. Microsoft Outlook is unique in the fact that its tab and ribbon interface changes depending on where you are, so I'm going to go ahead and click New Email, and you'll notice that my tabs and ribbons are different because now I'm working with a message. Note that some of the commands on the ribbon are grayed out. If a command is grayed out it's probably because my cursor is placed somewhere where that command is not available. For instance, I'm in the To line, so I can't format text there. At the point where I go to compose the message I can click in the text box, and now you'll see that all of the basic text commands light up for me. If I create a new calendar item note that now my tab and ribbon interface is for an appointment. I can make it a skype meeting, add meeting notes, invite attendees, typical things that I would do in an appointment. The tabs and ribbons are all customizable, and we'll show you how to do that in a future clip. Thanks for watching, and I'll see you in the next clip.

Customizing the Quick Access Toolbar In this clip I'm going to show you how to customize the Quick Access toolbar to display the commands that you use most often in your day. The Quick Access toolbar is located in the upper left hand corner of the window, and it's independent of the tab and ribbon interface. By default, you have the Send and Receive, and the Undo commands on the toolbar. You can add standard commands by clicking the dropdown arrow at the end of the toolbar. By selecting any of the options in the dropdown you will add that icon to the toolbar. For instance, if I'd like to quickly print things I can choose the Print command. If I tend to forward a lot of emails I can choose the Forward command. You can also add any command on any ribbon to the Quick Access toolbar simply by right clicking on it, and then selecting Add to Quick Access Toolbar. Now in addition to the standard commands that are available in the ribbons there's a whole other set of commands that are available by clicking the dropdown again, and choosing More Commands. The popular commands appear on the left hand side, however, there are a multitude of commands that are not available on any ribbon anywhere, so to select from all the commands I'm going to choose the dropdown at the top of the left pane, and select Commands Not in the Ribbon or All Commands, either one, and notice you see there's many other options available here. Things like categories. If I use categories quite a bit I can choose categories, and select Add. You might want to scroll through the options to see what else is available. Once you've added to the Quick Access toolbar you can reorder them as needed depending on what you use the most. I'm going to use the little arrows here, let's say I forward quite often or print quite often, and I want that to be first, so I'm going to choose the arrow, and move it out to the first position. When you're done with your customizations go ahead and click OK. As we discussed in a previous lesson, the tab and ribbon interface updates depending on which of the areas of Outlook that you're working in. Similarly, different items in Outlook also update, and give you a new Quick Access toolbar, so for instance, if I choose New Email the new message window appears, and has its own Quick Access toolbar that I can customize. Any customizations that I make will stay with that item type, and the next time I create a new message all of my customizations will be there. Now a little known secret, here's my two favorite things. I'm going to choose the dropdown again, on the Quick Access toolbar, and this time select, Show Below the Ribbon. You'll now see that the Quick Access toolbar is below the ribbon, so it's a little bit more accessible, and a lot longer, and now for our best kept secret. If you press the Alt key it activates a series of hot keys, and the first nine items on the Quick Access toolbar are assigned a number, so if I would like to reply to an email all I have to do is click the 4 button, and it creates a draft version for me to reply to that particular email. If, at any time, you want to reset them to their original state click the dropdown menu, choose More Commands, select the Reset option, confirm by clicking Yes, and then click OK, and it now restores the Quick Access toolbar to the original buttons that appeared. Thank you for watching, and I'll see you in the next clip.

Navigating and Changing View Options In this clip I'm going to show you how to navigate Outlook 2016, and also how to change the views to make them more useful to you. As we discussed in a previous lesson, the default Inbox view is comprised of the Folder pane, the Mail pane, and the Reading pane. If you have a small screen this can be a little bit busy, and you can actually customize a layout to whatever works best for you. By clicking the View tab in the Layout group you'll notice there are three buttons, one for the Folder Pane, the Reading Pane, and also one for the To-Do Bar, which is not currently showing. To customize how the Folder pane displays click the dropdown, and you can choose Normal, Minimized or Off. For the Reading Pane I can choose the Right, at the bottom of the screen or Off. Let's look and see what that looks like. Currently it's at the right, so let's choose the bottom. Now you see that the selected message is displayed in the Preview Mode at the bottom of the screen. You can change it back at any time. The To-Do Bar is not currently displayed, and it works a little bit differently. It's not just On, Off, or Minimized, you can just play different things in the To-Do bar depending on how you work. For instance, I can select my Calendar, add People, and Tasks, so I kind of get a snapshot of my day on the right hand side. I don't currently have any people displayed, so I'm going to remove that one. I could deselect the checkbox, and it would disappear, but you can also close them by clicking the x in the upper right hand corner. Now all of these panes can be expanded or collapsed using some of the buttons on the screen. For instance, my Filter pane can be collapsed here, and then expanded again. If you'd like to lock it open, then you just click the pen in the upper right hand corner. Depending on your screen size you might want to resize some of the panes themselves. You might like them open, but maybe a little bit smaller or wider. You can do so by clicking and dragging the divider between each of the panes, so I can make my Mail pane wider or narrower or completely collapsed. Same thing with the Reading pane and the Mail pane. However you like to work, you can adjust the layout to work best for you. Thank you for watching, and I'll see you in the next clip.

Utilizing Peeks In this clip I'm going to show you how to utilize the peek feature that lets you look into the other areas of Outlook without leaving where you're working. The newer versions of Microsoft Outlook have incorporated a handy little tool called Peeks. Let's say, for example, I got an email, and somebody has asked me for some time on my calendar. I don't necessarily want to switch over to my calendar, I just want to take a quick peek at it. If you mouse over the links at the bottom of the page a popup window with a peek into our calendar appears. By selecting different days you can actually see your availability, so on the 19th I might have some time in the morning. On the 20th it looks like I'm open most of the day. If I want to look at my people real quick or my contacts I can hover over that one as well, and it gives me a list of my favorite people or I can actually search for someone. I can find Dan, who's my Chief Executive Officer, and create an email to him. If I'd like to take a permanent peak I can click a button in the upper right hand corner that says, Dock the Peak, and it will dock it on the right hand side. Let's take a look, and see how this works in the Calendar. In the Mail pane we have the To-Do bar, but in our Calendar view we do not, but let's say we want to see our tasks, and our Calendar view. By hovering over the tasks, and clicking the Dock the Peek, basically we create a To-Do bar in any one of our views, so we can see what we need to see where we're at instead of having to switch over to the other view. If at any time I want to close my peek click the X in the upper right hand corner. Peeks let you look into the other areas of Microsoft Outlook without having to switch from where you're currently working. Thank you for watching, and I'll see you in the next clip.

Working with Email Composing a New Email Message In this clip I'd like to show you how to compose a new email. We're working today as Karen Burk, and she just got promoted at her company, Contoso. She needs to let her team know that there's a series of emails that are going to be coming through to prepare them for their meeting on Friday, so let's choose the new Email button from the ribbon. The new message window appears, ready for us to address, and include our content. The first thing we need to do is select our recipients. You could type them in individually, however, we can access the Global Address List by clicking the To button. Now Alan Steiner is our VP of corporate marketing, so I need to include him on this email, so I'm going to select him here, and then click the To button. Our entire sales team is also going to be included, so I'm going to go ahead and search for that group. Once your recipient is located another way that you can add them to the To line is just to double-click. We will discuss the To, the Cc, and the Bcc fields in a future clip. From here I'm just going to go ahead and click OK. There we go. Add the subject, and from here you could compose a long email message, however, I've already queued up some text, so I'm just going to go ahead and paste that in. I'm going to go ahead and click the Send button. The recipient should now receive that in their email box. Thank you for watching, and I'll see you in the next clip.

Addressing an Email Message In this clip I'd like to talk about addressing a new email message, so I'm going to go ahead and click the new email button on the ribbon, and notice we have a TO: and a CC: box. There's one additional field called the BCC:. By clicking the To button here I can actually access all of the recipient lines, so I'm going to go ahead and click To. Notice at the bottom we have To, Cc, and Bcc, To, carbon copy, and blind carbon copy. Now what do those mean? When you're addressing an email message it's important to note the etiquette behind the To: the CC:, and the BCC: recipient lines. Let's talk about those. The TO: line is used for those who need to act upon the email, someone who's actively involved in it. The CC: line is carbon copy. For those who need to be in the loop, but don't necessarily need to act upon anything within the email, and finally, there's the Bcc, the blind carbon copy. Sending a copy of an email using them in the Bcc line will make them invisible to the other recipients. They will not be aware that the email was sent to them, and this has two actual uses. First of all, the CC:, the carbon copy, is actually visible to everyone who's also in the To line. The blind carbon copy is not visible to anyone else who's received the message. Therefore, you can send it to them in secret. The other use, and I think this one's even more useful, is when you're sending mass emails, so when you have a large group of people that you're sending an email message to, and it's not necessary for those in the To, and the carbon copy recipient lines to know that those people received the email, then you should send it as a blank carbon copy. It saves your recipients from receiving that long trail of email addresses at the top of the message that nobody needs to see. In this example the vice president of corporate marketing has asked me to do some follow up with the team to get them ready for our sales meeting. I have a question for Allie Bellew, so I need to address this specifically to her, so let's choose the To button, and select Allie from the list. Now my new boss, Julian, he needs to be in the loop, so I'm going to search for him. Select him from the names, and this time add him to the CC: because I need him to be in the loop. Finally, since the VP of corporate marketing has asked me to do this I want him to know that I'm on top of things, but I don't necessarily want Allie or Julian to know that he's on the loop, so I'm going to add him to the blind carbon copy. Again, by selecting his name, and choosing the BCC: button. When finished addressing the email we can go ahead and click the OK button. Again, we need to add a subject line (Typing), so Follow up to our conversation, and they'll go ahead and paste in the body of the email for us. When finished we can go ahead and click the Send button. By using the To, the Carbon Copy, and the Blind Carbon Copy fields we should be able to keep the appropriate parties informed. Thanks for watching, and I'll see you in the next clip.

Adding Options to an Email Message In this clip I'd like to explore some of the options that are available in Microsoft Outlook that make it a little bit easier to gather and share information. I'm going to choose the Options tab. In the first script you'll notice there are themes, and these add visual interest, things like colors and fonts if you want to change those and do some formatting. The second group gives us the option to show two different fields, the Blind Carbon Copy field, and the From field. My message is going out to a large group of people, and I need to display the Blind Carbon Copy field. I'm going to go ahead and add the sales group, and I need them to individually vote using the voting button, so I'm going to go ahead and expand that group, so I can see all of the recipients. A warning window appears telling me it's going to replace the group with all of its members, and that's exactly what I wanted, so I'm going to go ahead and click OK. You can now see all of my recipients available in the Blind Carbon Copy field. The next group has permissions. This requires the rights management server, and you may or may not be using this within your organization. In the tracking group we have the voting buttons. There's standard answers of Approve, Reject, Yes, No, Yes or Maybe, but I actually have some custom questions because I'm asking about dietary restriction, so I'm going to choose custom. The voting buttons are in the Voting and Tracking options group. You can add voting buttons for anything you'd like to track. By default, I have Approve and Reject separated by a semicolon, but I want to add my own values here, so we're going to add Heart Healthy (Typing), Gluten Free (Typing), and Vegetarian (Typing). Once I've added my values I can just click the Close button. If you require a delivery receipt or a read receipt you can select the options available also in the tracking group. Now this is probably one of my favorite things. That's the Direct Replies To. This allows me to direct replies to someone else, so if somebody else is doing the catering for me rather than me having to relay those messages to another person I can have it sent directly to them, so Allie's actually going to be ordering our snacks, so I'm going to have the reply sent to her rather than to me (clicking), and remove myself, and click OK. Now all the replies are going to go back to Allie. From here I can click Close. I'm going to go ahead and send the message, so let's look what that message looks like on the other side. I'm going to go ahead and choose the message that I received because I'm also part of the sales team, and notice now that there's a vote button that's been added to the ribbon. Once I select my option, and send the response, Allie will now receive that I am requesting heart healthy options for our snacks. Thank you for watching, and I'll see you in the next clip.

Editing and Proofing Text In this clip I'd like to show you how to use the editing and proofing options available in Microsoft Outlook. Although we like to think we're perfect, we definitely can use some tools to help us look a little bit smarter before we send out our messages. I'm going to use the options on the Review tab. In the Proofing group I have Spelling and Grammar, a Thesaurus, and a Word Count. Let's look at what Spelling and Grammar has to offer. Most of us are familiar with spell check. Spell check goes through and automatically checks to see if we have any misspellings in our message, and gives us suggestions for corrections. If I'd also like to check the grammar I can select the Check grammar box, so as you review your message you can ignore or accept the changes that they provide for you, so I'm going to choose Change here, and it looks like I forgot an n in questionnaire, so I'm going to choose Change as well. The spelling and grammar check is complete, so I'll click OK. Now if you're reading through your message spell check may find the misspellings, but it doesn't find all the mistakes. For example, As I was editing I didn't catch that I had responding here instead of response, so I may want to edit that. By double clicking you can select the word, and fix your error. In addition to standard text you can also format your text, so for example, if I need them to know that I need their response by Thursday (Typing) I'll type that in here, (Typing) and I really want to highlight that and bring attention to it, so I'm going to go ahead and format that. By selecting the text the Format Options box appears, and I can change that to red. In addition to the basic formatting like font color I can make it bold, italicized. If you happen to have bulleted lists or numbered lists you can add those as well. By the way, formatting options are also available on the Message tab. My message is now ready to send. Thank you for watching, and I'll see you in the next clip.

Formatting Message Content In this clip I'd like to show you how to format your message content to make it look a little bit more interesting. In this example the company's introducing a new project scope format. Now I've pasted that format into the message, but it looks a little bit bland, and I want to make it a little bit more interesting. Now notice the Basic Text options are lit up on the toolbar, so I could use those, but let me show you a couple of tricks. Let's go ahead and select the title. Now notice that the Formatting Options box appears that gives me additional options that may not be available in the basic text. For example, I can add styles. Styles are a great way to add consistency in your formatting. I'm going to go ahead and apply the title format to the title. In our first section we're going to use the Heading 1 style (clicking). Now our additional sections we want them to look consistent, so I'm going to add a Heading 2 style to each of those. I'm going to pause for a moment and format the rest of these for us. Now if I'd like to call attention to other text I can use some of the standard formatting options. I make this bold, and italicized (clicking), and then once again, (clicking) this should draw the attention to this. Now if you have content that needs to be a bulleted list or a numbered list you can also do that as well. I'm going to select that, and choose the bulleted list from here. Just as you can format in a Microsoft Word document, you can do all of the same formatting within an Outlook message. Now keep in mind this requires the person receiving the message to have HTML activated in their email. Otherwise it'll come across as plain text. Thank you for watching, and I'll see you in the next clip.

Inserting Objects into a Message In this clip I'd like to show you how to insert objects into your messages that might be useful to your team. Now I've been working on this message throughout the day, and I finally located the attachment that I needed to send, and I also want to include some images. Notice that the Include group is included on the message tab. I'm going to go ahead and click Attach File. Once I have browsed and located my file I can select it, and then click Insert, and it adds the attachment to my message. Now in addition to file attachments there's other things you might want to include, so I'm going to choose the Insert tab. The first group is also the Include group, but we also can add tables, illustrations, links, different text items, and then even some symbols and formatting, so one thing that's new in Office 2016 is the ability to add Online Pictures. Online Pictures uses the Bing image search, and it goes out and searches the internet for me, so let's say I want to look for some smart phones. I'd like to see all web results, so I'm going to choose the Show all web results button. From the results I can choose which images I'd like to include, select the image, and click Insert. The image has now been included in my email, and I also have picture tools, so I can format that a little bit. This image is particularly large, so I'm going to choose the formatting options to resize the object. There are many other options available to format your pictures if you'd like. Let's look at what other things we can insert into our message. In addition to files and pictures you can add things like Shapes, SmartArt or Charts or even Screenshots, so you might want to explore the options that are available to insert into your emails, and see what might be helpful to you. Thank you for watching, and I'll see you in the next clip.

Saving Verses When Sending an Email Message In this clip I'd like to show you how to save an email versus sending it out. Occasionally we might be working on an email and have it in progress, but we're not quite ready to send it yet, and this allows us to save that for future use, so I'm going to go ahead and click the new email, and create an email to my sales team (Typing). This emails is regarding a messaging questionnaire, so I'm going to add that to the subject line (Typing). I already have the text queued up, so I'm going to go ahead and paste that in just to make it a little easier. Now maybe I've been interrupted in my day or I don't have this questionnaire that I'm supposed to attach, and I want to save this for later. Rather than canceling out and losing my work I'm going to choose the Save option on the Quick Access toolbar, and close it, and you'll now notice that there's an indicator that I have an item in my Drafts folder. The email is there are waiting for me to finish at a later time. Thank you for watching, and I'll see you in the next clip.

Previewing Messages in the Message List In this clip I'd like to show you how to preview messages in the message list. Microsoft Outlook displays your messages in the Message list. Currently, I have 26 items, and 24 of them are unread. The blue marker on the left hand side indicates that these particular messages have not been read. In the Mail pane you can see who sent the mail, the title of the mail, and when they sent it, and below that you see a one line preview of the text of the message. This one line preview could help you, but it might be more beneficial to view it in detail, so let's select one of the messages, and display that in the preview pane. The preview pane updates, and I can now see the detail of the email. As you're working in your inbox, and working your way through your email it might be beneficial to only work with the items that you haven't previously read. You can do this by clicking the Unread link at the top of the Mail pane. The Mail pane updates, and I'm now currently viewing the items that I haven't previously read. The message list also provides little icons that indicate the importance of the email. For example, the one from Julian indicates that there's an attachment, and also has an importance indicator. These indicators might be helpful to you as you're working through your email, and to help you prioritize what you need to read first. To redisplay all of your email click the All link at the top of the Mail pane. Thank you for watching, and I'll see you in the next clip.

Using Quick Actions in the Message List In this clip I'd like to show you about the Quick Actions that are available in Outlook 2016. Quick Actions make it very convenient to manage your email directly from the Mail pane. To view the Quick Actions hover over a message, and you'll notice now I have a follow up flag, and a delete button, so I want to follow up with this message later. I'm going to go ahead and click the flag button. This has been now flagged as a To-Do, and will appear in my To-Do List. Once it's completed I can click the flag again, and it will mark it complete. In addition to the quick flags, if you right-click a message you can also put specific flags for today, tomorrow, this week or next week or add a reminder. If I have a message I need to delete I can hover over the message, and then click the Delete button, so the Quick Action buttons available on Microsoft Outlook lets you work and move through your email much quicker. Thank you for watching, and I'll see you in the next clip.

Quickly Responding to a Message Using the Reading Pane In this clip I'd like to show you how to quickly respond to a message using the Reading pane. Allie has responded to my request to send me a template, so I'm going to reply to her. Notice at the top of the Reading pane you have three options, Reply, Reply All or Forward. We can actually use the Reply button right from here. Notice that the message updates to Draft mode in my Mail pane, letting me know that I haven't sent this message yet. Now if I choose to I can choose the Pop Out button, which puts the message reply into its own window. I have some text queued up for the response, so I'll go ahead and paste that now. Once we're happy with the message we can go ahead and click the Send button. Note that the draft marker is now gone from my message. The message is now marked with the Reply icon, and we can see the mail tip that shows that we replied to this message, and at what data, and what time. Thank you for watching, and I'll see you in the next clip.

Opening and Responding to a New Email Message In this clip I'd like to show you how to open and respond to a new email message. New emails in your Mail pane are indicated by a blue marker on the left hand side. If you'd like to view only the new email messages you can choose the Unread link at the top of the Mail pane. The Mail pane updates, and only displays the messages that I have not yet responded to. Let's go ahead and open Allie's message. The message needs to open in its own window, and I can choose to Reply, Reply All, Forward or even Reply with Meeting, which is a new button that came out in 2010, so to send that response I'm going to choose Reply. Let's go ahead and type our response, and then click the Send button. Notice the mail tip that now displays what date and time we have responded to the message. Thank you for watching, and I'll see you in the next clip.

Adding Attachments to an Email Message In this clip I'd like to show you how to add an attachment to an email message. Allie is ordering the snacks for our upcoming meeting, and I forgot to send her the purchase order form, so let's do that now. From the Mail pane let's choose the Reply option. Let's include a message that lets her know that we're attaching that form for here. The Attach File option is in the Include group of the ribbon, so let's select that. The File Explorer window appears. We can now browse, and locate the file that we want to attach. We need to send her the purchase order form, so let's select that one from here. If you have multiple files you can hold the Ctrl key down, and select those as well. We only need to attach the one file, so I'm going to deselect this one. After you selected your attachments go ahead and click the Insert button. The file has now been attached to our message, and we're ready to send it out. Thank you for watching, and I'll see you in the next clip.

Previewing, Opening, and Saving Attachments In this clip I'd like to show you how preview, open, and save attachments from Microsoft Outlook messages. I'm working as Karen today, and I have requested that Allie, our marketing manager, send me a copy of our messaging analysis questionnaire that we use when we launch a new product. Notice that she's responded and attached it into an email, so on the attachment there's a dropdown list. Let's go see what's available there. From here we can Preview, Open, Quick Print, Save As, Save All Attachments, remove the attachment or copy this, and if there are multiple attachments I can choose the Select All option. Let's choose the Preview option. Notice that the Preview pane updates, and shows us a preview of the attached file. You can scroll through the attachment to view it if you need to. After you've previewed the file click Back to message to return to the message. Let's look at our other options. If I need to open this file directly from here I can choose the Open option. The file opens in Preview Mode, and we can easily advance to the file by clocking the arrow (clicking). If I'd like the full capability of Microsoft Word I can choose to change it to Print Layout View using the buttons in the lower right. We can now use all the capabilities available in Microsoft Office to edit the file, and then save it when we're done. I'm going to go ahead and click the Close button. Finally, let's look at our options for saving our files. I'm going to choose the dropdown again. Now if we had multiple attachments we could save them all at once, but I only have one file attachment, so I'm going to choose Save As. Now I could save this on my Desktop in my local files, but I actually want to share it with my team that's working on the M500 Launch Project. We already have an Outlook group setup for that, and I have a shortcut to that document library in the Quick Access group of my File Explorer, so let's choose that. To save the file to that location go ahead and click Save. The file's now been saved in our group documents, so that anyone who needs access to it has it now available to them. Thank you for watching, and I'll see you in the next clip.

Managing Mail Deleting And Recovering Messages In this lesson I'd like to show you how to delete items from your inbox, and then recover them if necessary. As you work through your email it's a good idea to get rid of things that you no longer need. For instance, I had this email that I've already addressed, and I really don't need to keep it any longer. Now I have three options for moving this to the deleted items. I can use the Delete button that's in the Quick Actions menu, select the email, and use the Delete button on the ribbon or simply drag and drop them into the Deleted Items folder. The Deleted Items folder stores all items that have been deleted from all folders in Outlook. I kind of look at this like your wastebasket that might be underneath your desk. You could take a piece of paper, crumple it up, and throw it in the trash, but if for some reason you decide you need it later you could retrieve it from the wastebasket, take it out, and smooth it out, and keep it if you needed to. The same thing applies here. If I've mistakenly deleted an email I can actually drag and drop this back into my inbox, and that email is now restored. Now there's a new special feature that's available in Outlook 2016. Let's return back to the Deleted Item folder. On the ribbon you have an option called Recover Deleted Items from the Server. Now just like the deleted items is your wastebasket that's underneath your desk, once you've emptied the deleted items it goes to the dumpster, and you'll want to do this periodically because you don't need to keep these emails. To send things to the dumpster right-click and choose Empty Folder, and I get a confirmation that I want to permanently remove everything from my Deleted Items folder, and it asks if I want to continue, so I'm going to go ahead and click Yes. Now no one likes to go dive in the dumpster, however, there is one more step if you have permanently deleted an email, and realize later you need to keep it. You might be able to recover it from the deleted items from the server, so I'm going to go ahead and choose that button. You'll see a list of all the emails that I previously deleted, and I can restore them if I need to. you can select multiple items by using the Ctrl key, and selecting them. When I click OK it restores the items back into the inbox. This is a very helpful feature for those of us that tend to feel like we need to throw everything away, and realize we might have pulled the trigger a little too quickly. Thank you for watching, and I'll see you in the next clip.

Handling Junk Email In this clip I would like to share with you some techniques for handling junk email. Junk email is pesky, and it can bog up our inbox, so why do we want to keep it around? For instance, I received a message regarding an ice cream social, and I'm not even sure how I got on the list for this. If you determine that a message is junk you can use the junk email filters that are available in the Delete group of the ribbon. From here I can block the sender, I can choose to never block the sender, never block the sender's domain, so this would allow any email from that domain from any address to come through, and then Never Block this Group or Mailing List, so if it came through a mailing list, then it would allow those through for you. Now if I want to block the sender, I can block the sender here, and it warns me that the sender of this message has been added to my blocked senders list, and the messages have been moved to the Junk email folder. I can choose to now show this message again by selecting the checkbox, then clicking OK. Every once in a while I do realize that some of my emails are being blocked that I didn't really intend for them to be, and they might be on my blocked senders list, so how do we get those back? You can manage your Junk email options by clicking the Junk button on the ribbon, and at the bottom of the menu choose Junk Email Options. Now here you have the options for No Automatic Filtering, Low, High or Safe List Only. This will help you determine what level of screening that you want for your email, and how much you want Outlook to consider junk, so you might want to look at these, and choose the option that makes the most sense for you, and you can also choose to permanently delete suspected junk email instead of moving it to the Junk Email folder. This could be a little bit dangerous. If you have screened out somebody or screened out a domain, and then someone else tries to send you something, then you won't receive that at all. It'll go directly to your permanent deleted items. If you want to use the safe lists only that comes from our Safe Senders tab. Your Safe Senders list is your white list, and this is where you can add either emails or domains that are safe that you want to receive email from. If you would like to add a specific email or domain click the Add button, and note the examples at the bottom. I can put an explicit address or if you just put @ in the domain name that will white list any email that comes from any person from that domain, so for instance, let's add @cliptraining.com. After you've added the address or domain go ahead and click OK. There are two options at the bottom that I think are very helpful. The one is to always trust emails from my contacts, and the other is to automatically add people I email to the safe senders list. That keeps you from having to individually add each one of those people in your contacts list, and the people that you email explicitly in the Safe Senders list, so I'm going to go ahead and select those (clicking). Notice you can also import files or export to a file if you want to have these in a different format. I find this to be helpful when I try to do clean up on them. Next, we have the Safe Recipients tab. Similar to the Safe Senders, you can also designate Safe Recipients, and then email you send to them will never be treated as junk email. Then we have the Blocked Senders list. The Blocked Senders list is your blacklist, so any emails that arrive from the people or domains in this list will automatically go to your junk mail, and you'll have to screen through it, so for example, you see the me@shortcutshari is listed as my blacklist. Now again, just like you could with the Safe Senders, you could click Add, and add another person (Typing). If you inadvertently added someone to your Blocked Senders list you can also remove them (clicking), and again, notice you can import and export those files in different formats. Finally, we have the international tab. Quite often spammers like to find email addresses that our outside of our country, so they will have top level domains, such as ca, mx or us. If you find that you're getting a lot of pesky emails from other countries this might be an option that you'd want to consider. When you're done setting your Junk Email Options go ahead and click OK. Hopefully this will help you minimize all that pesky junk mail that we get on a daily basis. Thank you for watching, and I'll see you in the next clip.

Using Flags For Follow-up In this clip I'd like to show you how to use the follow up flags to assign them to your email, so that you can quickly find them later. Typically we get a lot of tasks in our emails or things that people are asking us to do, and I find follow up flags are the easiest way to find them later, so as you go through your email it might be a good idea to use the follow up flags. Those are available in the Tags group on the ribbon. Note that I can flag an email for today, tomorrow, this week, next week, for no date or custom or I can just add a reminder, and then when I'm finished with my flag I can also mark it complete, so for example, Alan has sent me this email, and he's asking me to discuss those team goals for the year, and I don't want to forget to do that, and I have a meeting coming up later this week, so I'm going to go ahead and flag that for this week. As you go through each email you might want to add a follow up flag if it's appropriate. Note that the follow up flag now appears on my email. Now I have some previous emails that were flagged, and notice on the right hand side you have your To-Do bar, and in the To-Do bar any emails that you've added a flag to also appear, so the To-Do list is a combination of your task list, and the emails that you've marked for follow up with the follow up flags. If you'd like, you can also change the view on your inbox. Note now that it's sorted by categories. I'm going to go ahead and select the dropdown there, and choose Flag by Start Date. It has now created collapsible, expandable groups based on the flags that I've applied to the emails. Let me scroll to the top. These are No Date, so I have not flagged these for follow up. Beyond that I have the things I need to get done today, and the things I need to get done tomorrow. This is a very helpful tool, and one of the things that Outlook does is it keeps track of the date, so for instance, if I were to flag an email for next week when next week becomes this week Microsoft Outlook already updates that for me, and I don't have to keep track of that. The same thing if I flag something for tomorrow. When tomorrow becomes today the flag updates as well. I find flags to be very helpful for me to be able to get through my email box, and figure out what it is I need to get done on any particular day. Once you're done you can always change the view back, and sort them by date. Thank you for watching, and I'll see you in the next clip.

Using Categories In this clip I'd like to show you another technique for organizing the items in your inbox. We're going to talk about using categories. Categories are available in the Tags group of the ribbon. Category is a word or term that's assigned to an Outlook item that you can use to group and sort. It can be very helpful when you're trying to organize your email. Now by default we have six colored categories that you can assign to whatever term makes sense for you, and I typically like to choose the high level things that I do in my job, so something that I do quite often from an email is I might need to make some phone calls or, for instance, we're working on this strategy meeting, so that might be a category that I would need. The first time you select one of the pre-defined categories, like the Blue category, it's going to prompt you to rename that category to something that makes sense, so I'm going to change this to Phone Call. After you've renamed it go ahead and click Yes. You can add as many categories as you like by using the All Categories in the Categorize menu. At the bottom you have All Categories, and note that the six pre-defined ones are there, but you can create as many as you need, so let's create one for the strategy meeting. I'm going to go ahead and click New, and I'm going to call this Sales Strategy. Now in the older versions of Outlook we only had six colors, but let's check out the color dropdown box. Note that I have 25 different colors that I can use to assign to different categories, and those colors are not mutually exclusive, so you can use them more than once, and you can use the same categories across all areas of Outlook. Categories can apply to your mail, your calendar, to people, your tasks, and even your notes. For the Sales Strategy I'm going to go ahead and choose dark green for my color. You can also assign a shortcut key if that's something that you'd like to use. The shortcut keys are a combination of the Ctrl and the Function buttons, F2 through F12. After you've added the category, assigned a name and a color, go ahead and click OK. You can add as many categories as you like, and when you're finished go ahead and click OK. Note that while I was adding the categories it actually assigned those to the email that I had selected. If you'd like to remove a category choose the Categorize menu again, and deselect the items, and now I have removed them. As you're working through your email you can add the categories as needed, so for example, I do need to call Alan on this one, so I'm going to go ahead and assign Phone Call. I have another email from my boss, Julian, and this is also regarding the Sales Strategy meeting, so I'm going to categorize that one. Let's see what else we have. I also have the messaging questionnaire from Allie. You can also categorize from the right-click menu (clicking). To view your items by category you can sort your inbox. Rather than being By Date you can change it to By Category, and it will group the ones that are together by category. You can also change the view on the View tab, and select the Categorize option as well. Now you can see all of my phone calls all together, and it's a collapsible group, and my Sales Strategy items are together, and again, a collapsible, expandable group. By using this technique you can actually compartmentalize your day, and be a little bit more time efficient because now I can sit down and do all of my phone calls at once. Everything related to my sales strategy I can put together at the same time, and now I'm working more efficiently. To restore your inbox to the Date view go ahead and choose the Date option in the Arrangement group. Thank you for watching, and I'll see you in the next clip.

Creating and Using Folders In this clip I'd like to show you another technique for organizing your email by creating and using folders. Outlook provides a set of default folders where you can store and save your information. For instance, we have our Inbox, our Drafts folder, Sent Items, Deleted Items, Clutter, Junk Email. These are very handy, but let's say you get newsletters, and you don't want to keep them in your inbox, you want to separate them out, and put them in their own space. To create another folder right-click on the account at the top of the folder list, and in the dropdown list you'll have an option for New Folder. It creates another folder, and it prompts you to name it. Let's name this Newsletters, then press Enter to accept the name. The Newsletters folder now appears on my Inbox, so the next time I receive a newsletter I can easily drag and drop my items into that folder, and save them for later. Another purpose for folders is if you have a project that you're working on, and you want to keep those emails all together. Let's go ahead and create another folder for this strategy meeting (Typing). Now all of the emails that I receive I can drag and drop in there, and I can keep them all together. Folders can be a very helpful tool in organizing your email. Thank you for watching, and I'll see you in the next clip.

Using Instant Search In this clip I'd like to show you how to use the Instant Search to locate your emails. The Search box is located at the top of the Mail pane. Note that when I click in the Search box the ribbon updates, and the Search Tools are displayed, so imagine that I'm looking for an email from Allie, so I'm going to search for her by name. The Mail pane updates, and displays a broad search of anywhere where Allie has been involved, mentioned or addressed in the email. If I only want the emails that are specifically from Allie I can refine the search by choosing the From option that's displayed, and now I only see the emails from Allie. Now note on the ribbon you have an option for Scope. If you have multiple email boxes you could have it search multiple email boxes. You can also limit the scope to a current folder or subfolders or all of your Outlook items, which means it would search across not only your emails, but your calendar, your tasks, your notes, and your people. You can also include older results. If you happen to get a lot of email from Allie it might be beneficial to use the Refine options. Note that I can refine it by From, Subject, Has Attachments, is Categorized, and many more refinements. Don't forget to click the More button. As you can see, there's a whole lot more options that you can use to refine your results. Now for example, I'm looking for a specific email from Allie that had an attachment, so I'm going to choose the Has Attachments refinement, and that's limited my search down to one email that I received from her. If you'd like to conduct another search go ahead and click the X to clear the Search box. Now once again, I can click in the Search, and let's look at a couple of the other tools that are available on the ribbon. For instance, Recent Searches. The dropdown populates for things that I've searched for recently. I also have Search Tools, so you can determine locations to search, and you could even to the Advanced Find. The Search Tools provides other options for helping you locate your information. When you're done searching you can use the Close Search. Now one thing that's important to note here is that when you're searching in Outlook it searches through all of your content, so if you're an avid folder user it's going to search in your folders as well, but hopefully the Instant Search will help you locate, and find your information in Outlook. Thank you for watching, and I'll see you in the next clip.

Sorting Mail In this clip I'd like to show you some techniques for sorting your email. In the mail pane there are two quick sort options. By default your mail should be sorted by date, and then newest to oldest, but you can change that by using the dropdowns. Note that I can change the sort to by Date, To, From, Categories, Start Dates, by Subject, by Type, whether there's attachments, so you can choose one of the other options from the list. Let's choose From. Note that the Mail pane is now updated, and shows my emails grouped by person. These are expandable, collapsible groups, so for instance, Eric has sent me several emails. I can collapse those groups down, and expand them as needed. If you prefer, you can also change the sort from Ascending to Descending. This allows you to apply a quick sort to your email. Let's change it back. If you prefer, you can also change how your email is sorted permanently by using the View options available on the View tab. On the far left use the option that says Change View (clicking), and then select Manage Views. If you'd like to change the current view settings choose the Modify button. From here you can change which columns are displayed, how it's grouped, sorted, and filtered. Let's choose the Sort option. Let's say I'd like to permanently sort my emails by show sent it to me, and then by the subject line. From the first Sort items by I'm going to choose the From option, and then sort it by Subject (clicking). When you're finished go ahead and click OK, and then go ahead and click OK to close the additional boxes. You can now see the email is sorted by a Custom sort. If you'd like to reset the view to its default settings just use Rest View fro, the Current View group on the ribbon, and then click Yes to confirm. My email box is restored to its original settings. Thank you for watching, and I'll see you in the next clip.

Filtering Mail In this clip I'd like to show you how to filter your email to quickly find the information you may be looking for. The Filter Email button is located in the Find group of the ribbon. From here I can choose from the options such as Unread emails, they have attachments, items that were this week, categorized or flagged. Note that two of the items have a fly out on the right hand side. For example, if I choose This Week I can actually change the date range to This Week, Last Week, This Month, This Year. Under Categorize it'll have you select the category, so for instance, if I want to see just the items that have the Sales Strategy category I can choose that from the list. Now the Mail pane updates only to display the items that have the Sales Strategy category applied to it. Also notice that the criteria selected displays in the Search bar, and the ribbon has updated to the Search Tools tab. To clear the search you can either click the X on the Search box or choose the Close Search option on the ribbon. The filter email temporarily filters your email. If you would like to permanently change the way you view your email you can do that using the View tab. On the far left use Change View, and then select Manage Views from the Options. From the Manage All Views you can choose the Modify option, and from here select Filter. By using the Filter options you can add more than one criteria, but if I want to see only the emails that are from a specific person (clicking), and where I'm the only person on the To line, so I only want to see the emails that Allie has sent to me. I'm going to go click OK, and then OK to confirm the other dialogs. You can see now my Mail pane has updated only to show Allie's email that she sent directly to me. Thank you for watching, and I'll see you in the next clip.

Organizing Messages Using Color In this clip I'd like to show you how to organize your messages using color. Notice that I have an email message from Allie Bellew that's currently colored red. This is because it's overdue. When you use follow up flags on your messages, and the time has passed they automatically appear red, and you might wonder where these settings come from. Let's look at our views. From the View tab select View Settings, and you can see the advanced View Settings. One of our options is conditional formatting. Conditional formatting applies a color based on specific criteria, so for example, our unread messages, if I look at those, notice my unread messages in my Mail pane are blue and bold as indicated by the font here. If I choose overdue email you'll see my overdue email are indicated in red. If you prefer you can change the colors and the formats for any of these default settings, and you can also add your own. Let's say my boss Julian, when I receive emails from him I want them to appear in a specific color, so I'm going to choose Add from the options. First we're prompted to rename it, so let's rename it Julian, and then you need to define the font format, so choosing the font option. From here you can select a Font, Font Style, the Size, whether you want it underlined or struck out. You can also select a color, and it will display a sample as you make your selections, so let's choose bold, and green, then click OK. Next, we need to define the condition where this format will be applied, and I'm going to select Julian from our address book (clicking). When you're done go ahead and click the OK button to confirm your selections, and continue to click OK until you return to the mailbox, and notice now that all of my emails from Julian have turned green. Color-coding your emails can help you to organize your email, and help you identify the things that might be most urgent. Thank you for watching, and I'll see you in the next clip.

Creating and Using Search Folders In this clip I'd like to show you handy little feature called Search Folders. Search Folders have been around for several versions of Microsoft Outlook, but I think they're greatly under used. In previous clips we've showed you Instant Search, the sorting and filtering options, but Search Folders take that to a whole other level. The Search Folders are located in the Folder pane on the left hand side, and by default I have two Search Folders available to me, one for fax, and one for Voice Mail. Search Folders allow you to pre-define a query, and Microsoft automatically displays your items within these search folders without actually moving them, so for instance, I could define a Search Folder for large mail or I can define a Search Folder for old mail, so the next time I'm looking at the space usage of my inbox, and I need to whittle it down a little bit I could find my large or my old email very quickly. Let's create a new one. To create a new Search Folder right-click on the Search Folders link in the Folder pane, and choose New Search Folder. The New Search Folder window displays several pre-defined options. For instance, our unread mail or mail flagged for follow-up. If you scroll down you might see some additional options, and there's some pre-defined ones there for old mail, and large mail, so let's select one of those. After making my selection I might need to make some customizations on my Search Folder, so for instance, the default for large mail is to look for anything over 100 KB. I can change that definition if I need to, but let's go ahead and click OK. I now see a Search Folder, and an indicator telling me that I have six items that meet that criteria. Let's create another one. This time we're going to make a custom Search Folder. Let's scroll down to the bottom of the list, and now we need to define our criteria, so let's click Choose. First we're going to give it a name. I have very specific criteria. I want to see recent email from my boss, Julian, so I'm going to name this, Julian's Recent Mail. Once we've named the item, now we need to create the criteria. I only want to see the emails from Julian, so I'm going to choose him from the Address Book (clicking), and only in a specific time frame, so I'll use the time options available. I only want to see the emails that I've recently received from him, so I'm going to choose Receive from the Options, and then further define the time frame. From the options let's choose in the last 7 days, and then click OK. When you're finished defining the Search Folder click OK, and OK once more, and now I have a Search Folder that indicates Julian's recent email, which includes one that is currently unread. Thank you for watching, and I'll see you in the next clip.

Adding Items to Favorites In this clip I'd like to show you how to add items to your favorites. The favorites section of the Folder pane is on the left hand side. If you're an avid folder user sometimes it's difficult to locate the folders that you use most often. To make them more visible for you, you can add them to your favorites, so for instance, if the Strategy Meeting folder is something that's important to me that I need to know when a new email comes in, I can add that to my Favorites simply by right-clicking on it, and selecting Show in Favorites. The Strategy Meeting folder now appears within my favorites. One common one that most people add is the Inbox. Having your most commonly used folders available in your favorites gives visibility when you have new items. Items are added to your Favorites list in the order that you select them, but sometimes you need to reorder them, so I'd like to have my inbox at the top. You can reorder them simply by dropping and dragging them, and now the folders that I use most often are available to me within the Favorites list. To remove an item from your favorites right-click, and select Remove From Favorites. Thank you for watching, and I'll see you in the next clip.

Creating Rules In this clip I'd like to show you how to create rules that help you manage your email. Rules are used to automate repetitive actions that you might perform on a daily basis. One of the quick ways to create a rule is to right-click on any message. From here you'll see the Rules option in the dropdown. Outlook looks at certain attributes every email, and let's you quickly create a rule, so for example, this message is from Alan Steiner, and it gives me the option to create a rule where it always moves messages from Alan. If I've already created a folder for Alan's emails, then I could select it from here, but I don't have one yet, so let's go ahead and click New. First we need to give the folder a name, so let's type Alan's name here in the Name box (Typing), and then click OK. A subfolder under my Inbox has now been created for Alan's mail, so I'm going to go ahead and click OK. The email rule has already executed, and moved the three messages from Alan Steiner into the subfolder of my Inbox. Now rules can be created for almost any situation. Rules are found under the File menu, and then select Rules and Alerts. The Rules and Alerts wizard appears, so let's create a new rule. You can start a rule from a template or you can use a blank rule. Some common business scenarios appear here that I can create a rule for, but let's look at a blank rule, so you can see all the options that are available. This rule's going to be for messages that we receive, so let's choose Apply rule on messages I have received, and then click Next. Now you'll see a multitude of options where you can define which conditions you want to look for for that message. This rule is going to look for the word Strategy Meeting in a subject line of the email, and move it to my Strategy Meeting folder. Let's select with specific words in the subject. Now I would like to indicate that you can select multiple conditions. We're just going to keep this one simple for our example. Once you select condition in step 2 of this window Outlook provides links for us when it needs further information, so for example, it needs to know what specific words that I am looking for. Now I can type the words or phrases that it's looking for in the subject (Typing). Type the words or phrases, and then click Add. When you've finished adding those go ahead and click OK. Add additional conditions as needed, and then click Next. The next question is what do we want to do with this message? I have options for moving it to a specified folder, assigning a category, deleting it, forwarding it to someone else. For our example we're going to move it to a specified folder, and then again, I'm prompted at the bottom to select the folder. We already have a folder for our strategy meeting, so I'll select that from the list. Now I also have the category of Strategy Meeting, so I can do that as well (clicking). After you've defined your actions click Next. If there are any exceptions to this rule you would define them here. A good example of that, if you're sent an email as part of a group this rule may not apply, so this is where you define those exceptions. We're going to go ahead and click Next. Now that we have the rules setup, we have an option to run this rule now on messages already in the Inbox, and the rule is turned on my default. Complete the wizard by clicking Finish. A warning appears letting us know that this only runs while we check our email in Outlook. For instance, if you check your email on the web this won't work because it's a client only rule that only works on this specific device. You can add additional rules if needed, and when you're finished go ahead and click OK. Let's return to the Inbox. Note that 10 items have been moved to the Strategy Meeting folder. Rules can be very helpful if you get a lot of email, and can help you manage it by automating some of the things that you would normally do manually. Thank you for watching, and I'll see you in the next clip.

Managing Rules In this clip I'd like to show you how to manage rules and alerts that you've created in Microsoft Outlook. To access your rules and alerts click the File tab, and then select Rules and Alerts. As we learned in a previous clip, you can add rules as needed. Notice that I have two, one for a strategy meeting, and one that moves the emails from Alan Steiner. One big thing you need to be aware of in this window is that these rules run in order of appearance, so for instance, if Alan sent me an email that had Strategy Meeting in the subject line it would be moved to the Strategy Meeting folder, so placing your rules in order of significance is very important. All my emails from Alan need to go into my Alan Steiner folder first, and then secondary moved to the Strategy Meeting folder. To reorder them select one of the rules from the window, and then choose the up and down arrows to reorder them. Now Alan's rule takes precedent. If we have a rule that we need to alter select the rule, choose Change Rule at the top, and then edit the rule settings. The Rules Wizard appeared, and you can make whatever changes are necessary. For example, I need to mark all of the items that come in for the strategy meeting as important. Let's select the checkbox for mark it as importance, and then again, I'm prompted at the bottom to define which level of importance should apply. Once I've made my selection we can click OK. If additional changes are needed you can use the Next button to go through each of the messages. Otherwise, we can complete the Wizard by clicking Finish, and again, we're warned this only runs when working in our Outlook inbox. Save your changes by clicking OK. Periodically your rules may become obsolete. Let's say, for example, Alan is no longer with the company, and I don't need this rule anymore, so let's go ahead and select the rule, and choose Delete. I am warned that this is going to delete the rule Alan Steiner. Confirm by clicking Yes, and then click OK. The rule will no longer run in Microsoft Outlook. Thank you for watching, and I'll see you in the next clip.

Using Mailbox Cleanup In this clip I'd like to show you how to use the mailbox cleanup features of Outlook. These are available in the back stage, so let's click the File tab. Note the Mailbox section of this window. The size indicator shows you the capacity of your email box, as well as your current usage. It's a good idea to periodically go in and clean up your email box. Let's look at the tools we have available. I have two options here. First is the Mailbox Cleanup, and the second one is to empty the Deleted Items folder. The Deleted Items folder is a quick way to reduce your email inbox size. It warns me that everything in my Deleted Items will be permanently deleted, and asks me if I'd like to continue. We're going to go ahead and click Yes. Let's look at our other option, Mailbox Cleanup. Mailbox Cleanup gives you several options for reducing the size of your email box. If you'd like to see the size of your email box click the View Mailbox Size button, and you'll see a list of the folders, the current size, and the total size for that folder. Notice that we have 344 KB of space taken up by our Strategy Meeting folder. I'm going to go ahead and click Close. In the second group I can find my old mail or my large mail. This could be a helpful tool if you don't want to have to go through each message one by one. If I need to find my items that are larger than 250 KB that option is already selected, so let's just click Find. Outlook now scans my email box, and gives me a list of all my large messages. Typically these are the ones that have attachments. Now if you're restricted to your email box size it might be a good idea to go to these email messages, and save those attachments to somewhere else. To access the email double-click the email. From here I can view the attachment, and either remove the attachment or Save As. If I already have this attachment saved elsewhere, then I can just choose Remove Attachment. I don't need to send this email again. I can just click the Save button, and Close. Redo the search, and you'll see that that email no longer appears. You can use the other options in this window to refine the search if needed. When you're finished go ahead and click the Close button. Let's return to the Tools. The third group provides us another option for emptying our deleted items, and you can view the deleted item size from here. I've already deleted my deleted items, so I have nothing. When you're finished with your mailbox cleanup click Close. The mailbox Cleanup tools are a great way of managing your email box size, especially if you have strict limitations. Thank you for watching, and I'll see you in the next clip.

Using Conversation View In this clip I'd like to show you how to manage your email in Outlook using Conversations. Conversations form in Outlook as people send out emails, and other people reply. As you can probably imagine, a busy conversation can quickly fill your inbox, and it's hard to get your arms around which emails came in when, and who said what to who. By using Conversation View you can more easily manage those messages. To change to conversation view choose View from the tabs, and then select the checkbox in the messages group, Show as Conversations. You'll be prompted to show your messages arranged by conversations in either all mailboxes or just this folder. For this example let's do just this folder. As you can see, now my emails are grouped together by conversation. For example, the preparation for sales strategy is now one big group, and I can expand or collapse that group as needed. From here I can more easily see who responded to who. There are three messages in this particular conversation. Now if I'm a folder user this makes it very easy to manage my email because I want all of these emails about the strategy meeting to go to my Strategy Meeting folder, and rather than having to find them, and move them individually I can click and drag the whole group as a conversation into my Strategy Meeting folder. It appears I have several other conversations running, and I can expand or collapse them to view them as needed. Now, personally, I tend to toggle in and out of conversation view, so when I'm ready to go back and manage my emails individually just deselect the checkbox on the View tab, and choose this folder to return it to the original view. Thank you for watching, and I'll see you in the next clip.

Ignoring a Conversation In this clip I'd like to show you how to use the Ignore feature in conjunction with the Conversation View. As I showed you in a previous clip, I am already in Conversation View. Now a very common scenario in the business place, we might send out an email that was actually something that was important. For example, earlier this week we sent out an email about preparing for the Sales Strategy meeting, and as Karen I'm receiving a lot of congratulations. Mid thread I have Kelly here who's going to be in Bermuda, and now people are responding back to her email, which has absolutely nothing to do with the original one that I sent out. Unfortunately, what started out as an important business email has now digressed into a silly conversation. If you find your receiving emails, and you're not even quite sure how you got on that thread or if you have a situation like this where it's digressed into something that's not pertinent to your job you can use the Ignore feature (clicking). An information box pops up that tells us the selected conversation, and all future messages will be moved to the Deleted Items folder. That's my favorite part because anyone who responds to this silly conversation in the future, it does not go to my inbox, it goes directly to my Deleted Items. Let's choose Ignore Conversation, and note that my deleted items just ticked up by two. Any future messages from that conversation will now go directly to my deleted items. There may be times where we have ignored a conversation, and we need to get it back because somebody has actually responded to it, and it's now picked up speed again. To view your ignored conversations browse to the Deleted Items folder, find one of the messages in the ignored conversation. If you right-click on the message you'll see the option at the bottom for Ignore. This is actually a toggle. Note that the icon is highlighted in blue. It's not as obvious as we'd like it to be, but it's actually a toggle button, so if I choose the Ignore option again, and I get a warning, and this time it's telling me this conversation will be moved back to the inbox, so let's choose Stop Ignoring Conversation. Now if I go back to my Inbox all of those messages are now returned. Thank you for watching, and I'll see you in the next clip.

Working with the Calendar Understanding the Calendar In this clip I'd like to introduce you to the calendar in Microsoft Outlook. Outlook's calendar can be used to setup appointments, organize your schedules, and even manage your tasks. To view your calendar click the Calendar link. The calendar view is comprised of several panes. On the left hand side you'll see the date navigator, and also the folder list. The majority of this screen displays your calendar. Currently we're looking at Work Week view. You can decide how much detail you'd like to see on your calendar by using the buttons in the Arrange group on the ribbon. By using the date navigator you can quickly select other days, weeks or even months of the year. We're currently in Work Week view. To select another week click one of those dates of the week in the calendar. If you'd like more detail on a particular day choose the Day view, then choose the date in the date navigator. The Work Week provides us a Monday through Friday view. If you'd like to include the weekends in the view choose the Week view, and we now see Sunday and Saturday on either end of the week. To get an overview of the month click the Month view. Let's look at the Day view in a little more detail. The Day view displays our calendar using half hour increments on the time scale on the left hand side. Calendar appointments are indicated in blue. In cases where you have an all-day event they look a little bit different, so let's look at the 15th. We have a full day of vacation scheduled on this day, so note that the all day events appear at the top of the screen just above the time scale. Just as we can customize our mail view we can also customize the calendar view a little bit. There's some options on the View tab. Using the options in the layout group we can display our Daily Task List, a Folder Pane, a Reading Pane, and a To-Do Bar. For example, if we'd like to see our tasks on the right hand side we can select one of the options under the To-Do Bar. To return to the standard view click the Home tab. The Outlook calendar provides us with many tools to manage our time. We will explore these in future clips. Thank you for watching, and I'll see you in the next clip.

Creating an Appointment In this clip I'd like to show you how to create a new appointment in Outlook. An appointment is an item that you place on your calendar. If you have additional people that you need to include that's typically called a meeting, so for this clip we're going to focus on creating a new appointment. In this example we need to leave early on Thursday the 18th because we have a recital that we're going to attend, and we need to block that time out on the calendar for ourselves. To quickly add an appointment to the calendar we can select a time slot in our calendar and just start typing. When you press Enter it adds it to your calendar. Notice that the date and time have been set, and we also have a 15 minute reminder scheduled. Another technique is to double-click the time slot you're looking for, which will open the New Appointment dialog box. Here we need to block out some time on our calendar to work on a project. Let's add that to the subject line (Typing). If you need to add a location you can. In this case, we're just going to work in our office, so we don't need to add a location. The starting and ending times are set by the time that we selected on the calendar. If we need to make any adjustments we can do that here. Looks like we're going to need about an hour and a half, so let's make that update, and again, note that my calendar's marked as Busy with a reminder of 15 minutes. After scheduling the appointment click the Save and Close button. Finally, if you don't have a particular date in your view click the No Appointment button on the ribbon. And again, the dialog box appears. Update the subject location and starting and ending times as necessary. Another benefit of using the dialog box is that you can add details into the Notes Pane. When you're finished click the Save and Close button. There we have it. You have three techniques for creating a new appointment in Outlook. Thank you for watching, and I'll see you in the next clip.

Creating an All Day Event In this clip I'd like to show you how to create an all-day event in Microsoft Outlook. An all-day event, as the name implies, marks off your calendar for the entire day, regardless of a starting or ending time. In this example we need to put a placeholder in our calendar for upcoming product launch, so to create a new appointment click the New Appointment button on the ribbon, and as usual, we need to add a subject and location. To mark it as an all-day event select the checkbox in the scheduling area of the window. The starting and ending time dates default to the selected date, but our product launch is next week, so we need to make a change. Notice that all day events are marked as free on the calendar, and provide us with a half day reminder. We want to mark this day as busy, and provide a reminder about two days ahead of time (clicking). When finished click the Save and Close button. Let's see what that looks like on our calendar. Our all-day event appears above the timeline on the day that we designated. Thank you for watching, and I'll see you in the next clip.

Creating a Meeting In this clip I'd like to show you how to create a meeting in Microsoft Outlook. Meetings typically involve one or more attendees, and may include resources, such as conference rooms or equipment. To create a meeting click the New Appointment button on the ribbon. Next, we need to populate the subject, location, and starting and ending times. To convert it to a meeting we can invite attendees. This is a Project Review Meeting for the entire sales team. We can use the To button to access the Global Address Book, and include those individuals. Attendees can be required or optional, and you can also include resources. To add an attendee double-click their name in the address book. If they're optional, select their name, and then click the Optional button. In some cases you may have a distribution group. For example, we need to invite the sales team, and then add them to the Required list. After you've selected all the attendees go ahead and click OK. The Sales Team is added as a distribution group. To see more detail we can use the Scheduling Assistant. Let's expand the group, so we can see all of the individual schedules, and we'll confirm that by clicking OK. I can now view everyone's calendar, and their availability. It looks like everyone is busy at the time I'm trying to select. The Room Finder on the right hand side populates with good, fair, and poor dates for the people that I'm trying to schedule. This allows me to select an alternate date. It looks like everybody's free on the 29th, so we'll select that date. The selected date and time populates into the invitation. From there we'll go ahead and click the Send button. The invitation has been sent to my sales team, and I just have to wait for their responses. Thanks for watching, and I'll see you in the next clip.

Responding to a Meeting In this clip I'd like to show you how to respond to a meeting request in Microsoft Outlook. First, we might see a request in our inbox in the form of an email. For example, Molly Clark has invited us to a Marketing Update meeting. Notice the icon. This lets you know that this is a meeting invite. By selecting the email you'll be able to preview the invitation in the Reading Pane. From here I can choose Accept, Tentative or Decline right from the Reading Pane. If you'd like to see a preview of your calendar click the Calendar button. The calendar opens with the requested date and time in view. You can preview and see if you have any conflicts. Let's close this window for now. In addition to the email, a calendar request is automatically added to your calendar, so you might see it there first. The request is for the 24th, so I'm going to navigate to that date. Notice the placeholder on the calendar for the marketing update from Molly. It's grayed out, and it's marked tentative because we have not yet responded. To respond let's go ahead and open the meeting, and notice we have the option to accept, respond with a tentative or decline or we can also propose a new time. The Respond lets us send a message to the organizer. The calendar tip is asking for a response, and also indicates that I have a conflict on my calendar, so at this point I'm going to tentatively reply, and at a later time I might accept. If we'd like to send a message to Molly to let her know choose the edit response before sending option. This populates an email, and we can let her know what's going on (Typing). This lets Molly know that I might be attending, but I may have a conflict. Notice that the invitation is now on my calendar, and is marked as tentative. Thank you for watching, and I'll see you in the next clip.

Viewing Meeting Responses In this clip I'd like to show you how to view the meeting responses for a previous invitation that you may have sent out. As the organizer of a meeting it's helpful to know who may be in attendance. To view the responses from the attendees double click the item on your calendar. As the organizer of a meeting an additional button appears in the Show group of the ribbon. This is the Tracking button. In addition, the calendar tips displays how many have accepted, tentatively accepted, and declined. We have over 20 people invited to this meeting, so I'd like to see who has not yet responded. To do so click the Tracking button. From here I can see who has accepted, who has tentatively accepted, and who has declined the meeting request. If needed, we can send out a reminder by using the Contact Attendees button on the ribbon. However, imagine I met up with Christa in the hallway, and she let me know that she's absolutely coming to my meeting. Rather than waiting for her to respond to the meeting request I can actually manually change her response. If you made any changes be sure to click the Save button. To view the appointment details click back to the Appointment button, and we now see that my attendee responses have been updated. Seven accepted, three tentatively accepted, and two declined. Thanks for watching, and I'll see you in the next clip.

Using the Weather Bar In this clip let's explore the Weather Bar a little bit. At the top of the Calendar Pane you'll notice a location, and the weather. You may have up to five cities, and up to three days of a weather forecast. Currently we are viewing Washington D.C., and we can see that it's 26 degrees and sunny today. The length of the weather bar depends on how much screen space you have, so currently I have two panes open on either side, therefore, it limits how much I can see in the weather bar. Let's collapse those down, and now we can see three day forecast, today, tomorrow, and Tuesday. You can have up to five cities available on your Weather Bar. To add another location click the dropdown on the current city, and then select Add Location. We're going to be traveling to Boston soon, so let's add Boston. Type in the name of the city, and then use the Search button. There are four options for Boston. The Weather Bar now updates for Boston, Massachusetts, and gives us the three day forecast. To toggle between cities click the dropdown next to the city name, and then select the alternative city. Thank you for watching, and I'll see you in the next clip.

Opening People and Resource Calendars In this clip I'd like to show you how to open additional calendars in Microsoft Outlook. If you frequently work with or schedule with other people in your organization it might be convenient to have their calendar readily available to you. For example, I work very closely with Molly, and she and I schedule things together quite often, so I'm constantly asking her for availability. It might be easier to be able to view her calendar. To view another person's calendar click the Open Calendar button in the Manage Calendars group of the ribbon. I can choose from the Address Book, from the Room List or from the Internet. Let's choose from Address Book. Select the person's name from the Global Address List. I need Molly's calendar, so let's search for her. You can select one or more people at a time, and then click OK. The Shared Calendars group appears on the left hand side, and Molly's calendar is added to that. Notice on the right that Molly's calendar appears in green. When you have multiple calendars open sometimes it's easier to view them in overlay mode. You can overlay the calendars by clicking the arrow on the tab by their name, and now you see my calendar in blue, and Molly's calendar in green. The active calendar is the brighter color. To select my calendar and make it active I need to click the Calendar tab. In addition to people, you can also open your Resource Calendars, such as your conference rooms. Again, from the Home tab click the Open Calendar button. This time select from Room List. There are two conference rooms available to me. Let's select Conference Room B. A Rooms group is created in the Folder Pane, and Conference Room B has been added to that as well. Now if I need to see the availability of the conference room at any time I can hide or show the calendar by clicking the check box. If at any time you no longer want to see a particular calendar you can right-click the calendar, and choose Delete Calendar. This does not delete the calendar from Active Directory, It just deletes it from your view. By opening other calendars we can easily view and schedule with other people and resources. Thank you for watching, and I'll see you in the next clip.

Creating Calendar Groups In this clip I'd like to show you how to create a calendar group. If you have a set of calendars that you frequently need to view together, for instance, a project team or your work colleagues, you can use calendar groups to make it easier to open, and close, and view those calendars. It's important to note that even though you've opened another person's calendar, unless they've given you additional permissions, you can only view the free busy information from their calendar just as you would be able to in the Scheduling Assistant. To create a calendar group click the Calendar Groups button in the Manage Calendars group of the ribbon, and then select Create New Calendar Group. We need to create a group for our marketing team, so we'll provide the name here, and then click OK. We can select any user from the Global Address List, select their name, and then click the Group Members button at the bottom or you can just double-click the name. Molly is also part of this team, so we'll search and look for her, and Sanjay. After you've selected your members click the OK button. The Marketing Team group is added to the Folder Pane, and my calendar updates to schedule a view. If you prefer to use another view select that view from the Arrange group on the ribbon, and it might be easier to overlay these calendars as well (clicking). You can hide and show calendars as needed. To hide a calendar hit the X button. To redisplay a calendar select the checkbox in the Calendar group. Calendar groups make it much easier to view and schedule with your team members. Thank you for watching, and I'll see you in the next clip.

Sharing Calendars By sharing your calendar you're allowing your colleagues to see the details of your calendar. This can make it much easier for coordinating schedules. To share your calendar with someone in your organization click the Share Calendar button in the Share group of the ribbon. This creates a sharing invitation, which will be sent by email. You can invite one or more people as needed. To invite people to view your calendar click the To button, and then select them from the address book (Typing). If you would also like permission to view the details of their calendar click the checkbox that says, request permission to view recipients calendar. The next option allows us to decide how much detail we want to share. The default is availability only, meaning they will only be able to see free, busy, tentative, working elsewhere or out of the office information. If you'd like to provide more detail select another option from the Details dropdown. Limited details includes the availability and the subject lines only of the calendar items. Full details includes all information from your calendar items, and they see basically exactly what you see. I would like Allie and Molly to be able to coordinate with me, but they don't need the full details, so let's choose limited details for them. Once the appropriate selections are made go ahead and click the Send button. A confirmation box appears confirming our selections. The email is now being sent to Molly and to Allie. Once they receive the invitation they should be able to see the limited details of my calendar. Thank you for watching, and I'll see you in the next clip.

Sending Calendar Information in an Email In this clip I'd like to show you how to send your calendar information via email. There may be occasions where you need to coordinate schedules with somebody who's outside your organization, therefore, they don't have the ability to see your calendar or your availability. This is where the Email calendar option comes in handy. To send your calendar via email click the Email Calendar button in the Share group of the ribbon. Next, we need to specify which calendar, and the date range you'd like to send. By default, you can only send your personal calendar. Let's see what options are available under the date range. You have the ability to send today, tomorrow, the next 7 days, the next 30 days, your whole calendar or you may specify the dates. I'm trying to schedule with somebody next week, so let's use the Specify dates option. From there I can choose the date range (clicking). Next, we need to determine how much detail we want to share, so just like when we share internally, we will have three options. Availability only will display Free, Busy, Tentative, Working Elsewhere or Out of Office. The Limited Details includes the subject line only of your calendar items. The Full Details provides all of the information on your calendar. This could be a little bit too much information. Let's choose Limited Details. To view more options click the Show button. You can choose the options of whether you want to include the items that are marked private. We're sending this to a professional contact, and they don't need to see my private items. Next, you can choose how you would like the email to be laid out. We have the option of the daily schedule or list of events. Let's choose the default option of Daily schedule. Once we've made our selections we need to click OK. An HTML version of my calendar now displays on my email. Let's scroll down, and see what it did for us here. The dates are indicated by clickable links, and our availability is color coded. The person I'm trying to coordinate with can see that I'm on vacation, and that I have a Daily Touch Point Meeting on Monday. On Tuesday we're starting to see some free and busy information. This is now ready to be addressed and sent out to the person I need to coordinate calendars with. One important thing to note is that the person receiving the email has to have HTML enabled on their email system. The ability to email your calendar to someone outside your organization makes it much easier to coordinate your schedules. Thank you for watching, and I'll see you in the next clip.

Working with Contacts Understanding the People Card In this clip I'd like to take you on a tour of the new People section of Microsoft Outlook. Previously known as Contacts, Microsoft introduced People in 2013. On the left hand side you'll notice the Folder Pane where you can add different groups or different folders and contacts. Next to that you have the People list, so these are the people that you're going to work with within your organization. Note the little Navigator Pane on the left hand side that allows you to quickly move through the alphabet just like a rolodex. On the right hand side you'll see the card for the person that's currently selected in the People Pane, so for example, I'm looking at Amy Alberts. From the People card I can see a lot of information about here. First of all, if you are integrated with Skype for business you'll notice the presence indicator. Currently her presence is unknown, and she's free for the next eight hours, and also her title, and that she works in human resources. In the Contacts section below you can see information about her calendar, and even quickly schedule a meeting, so all of the blue links on the People card give you quick access to additional functionality. For example, if I need to schedule a meeting with Amy I'm just going to click the link that says, Schedule a Meeting, and it creates a quick meeting, and addresses it to myself, as well as Amy. From here I can schedule the meeting as needed. I'm going to go ahead and close this window. If I'd like to send an email to Amy I have two options. I can either click the Link to the email under the Send Email option or use the icon under her name. It looks like she's out of the office, so there's no need to send her an email message right now. Included on her contact card is our work address, and also her Outlook contacts. Under the View Source you may have multiple links for different people. For example, you may have multiple contact cards for her, whether you know her on a personal and a professional basis, you may have two contact cards, and you might want to link those. To view the source click the link that says Outlook Contacts, and here's more detailed information using her Outlook Contact card. If you have multiple cards for one person use the Link Contact option to link them together. Using the Notes option you can add additional information about Amy. Currently no notes have been added. The Organization link provides you with her work chart, so if this person is internal to your organization you're going to see their organizational structure. Very handy if you need to find out who they work for or how they work with. Under the Membership link you'll see her membership in different groups within the organization. She's currently included in the All Employees group, the Production group, and the Sales group. If you happen to gather additional information about Amy, and you need to edit the card click the Edit link on the right hand side. Then from here we can add additional phone numbers, instant message addresses, and add notes as needed. On the right hand side you'll see an ellipses button. This allows you to link contacts or add her to your favorites, so by using the People card in Outlook you have quick access to information about your contacts, as well as easy ways to work with them. Thank you for watching, and I'll see you in the next clip.

Creating a Contact In this clip I'd like to show you how to create a new contact in Microsoft Outlook. Contacts are the people that we work with and manage within our organization, but they also might be outside of our organization. It is always nice to have their information readily available. To create a new contact click the New Contact button in the new group on the ribbon. From here I'll need to add their full name. My friend Renee recently gave me her home phone number, so I want to add her to my contact list. We can complete whatever information we have about our contact within the contact card, including their company, their job title, their email address, even their instant message address. Notice the number of phone number fields that we have available to us as well. Renee gave me her personal cell phone number, so I'm not going to add her company or her job title, but I do need to add her mobile number (Typing). After you've completed all the information go ahead and click the Save and Close button. Renee has now been added to my contact list. The next time I need to call her on her cell phone I'll have her number available. Thank you for watching, and I'll see you in the next clip.

Add a Contact from a Mail Message In this clip I'd like to show you how to add a contact from a mail message. I'm currently in the People section of Outlook, but I just received an email from Julian. He's new at our company, and I need to add him to my contact list, so let's go view his email. Julian's name appears above the message in the Preview Pane. To add him to our contacts let's go ahead and select his name, and right-click. Notice one of the options here is to Add to Outlook Contacts. His contact card is populated from the information that was sent from his email, including his email, title, department, and his instant message address. Additional information may be added as needed. For instance, it didn't populate his office, and I know he works in Belleview, so we're going to go ahead and add that information (Typing). After all our information is added we're going to go ahead and click the Save button. Let's go ahead and close the contact card. As you can see, Julian has now been added to my contacts, and I can easily send him an email, schedule a meeting or view his calendar. Thanks for watching, and I'll see you in the next clip.

Creating a Business Card In this clip I'd like to show you how to create a business card that will allow you to share your information quickly with your contacts. To create a business card click the New Contact button in the new group on the ribbon. First include your full name as you would want it to appear in their contact list. As you would in a paper business card, you might even want to include your picture. Click the Picture button in the Options group of the ribbon. Select your picture, and then click Open. It's always good to include all the information that you would want to share with your contacts. Let me quickly populate that for us. As you can see, I've added the Company, the Job Title, and the File As. I've also included a business phone number, and my business address. Note the preview of the business card in the right hand side. When you're finished creating the business card click the Save and Close button. Now let's talk about how we can share this with other people. The business card is now located in our People Pane. There are several ways to share our business card with others. First, you can right-click on the contact, and use the Forward Contact option as a business card. It attaches the card to the email, and now we can address it, and send it out. I'm going to close this window for now. You can also share your business card by attaching it to an email. First, create a new email, and then select the Attach Item option in the Include group of the ribbon. Select Business Card, and you should see all the cards that you've created here. The business card is now attached to the email message. I can address it, and send it out to whomever I want to share my information with. Thank you for watching, and I'll see you in the next clip.

Creating a Contact Group In this clip I'd like to show you how to create a new contact group in Outlook 2016. Contact groups are the next evolution of the old distribution lists, and allows us to quickly communicate with groups of people by saving them within our contacts as a single item. To create a contact group click the New Contact Group button in the new group of the ribbon. First you'll need to give it a name. We need to be able to quickly communicate with our marketing team, so I'm going to create a group for them (Typing). Next, we need to build the group by clicking the Add Members button in the Members group of the ribbon. These groups can come from our Outlook context, from our Address Book or actually create a new email contact from here. Let's use the Address Book. We can select as many people from the Global Address Book as necessary. Let's add the people from our marketing team (clicking). The information on these contacts are now tied to the information in the Global Address Book. Should any of that information change, such as their phone number, their email, their name, we can update this list quickly by using the Update Now button. Once you're done creating your group click the Save and Close button. The Marketing Team now appears as a contact in my contact list. If we need to quickly send an email to this group of people we can just click the Email icon, and we now have an email message to send to the Marketing Team. If you feel there are other people that might benefit from having this group in their contacts you can easily share it by using the Forward Contact button in the Share group of the ribbon. Thank you for watching, and I'll see you in the next clip.

Sharing Contacts In this clip I'd like to show you how to share your contacts in Microsoft Outlook. There are two options available within the Share group of the ribbon. My colleague, Eric, has asked me to forward Amy Alberts contact information to him. We can do this quickly by using the Forward Contact option in the Share group of the ribbon. There are two options. We can choose to forward it as a Business Card or as an Outlook Contact. Both of these options would attach Amy Alberts' information to an email. We can now address this to Eric, and forward that to him. The second option allows you to share an entire folder of contacts with someone within your organization. To do this we use the Share Contacts button in the Share group of the ribbon. This generates a sharing invitation that I can address to anyone within my organization. In this case, we're going to share our entire Contacts List with Molly. Select her from the Address Book, and then click OK. Let's request that Molly share her contacts with us as well. Click the Send button to send the invitation. A confirmation message appears confirming our selections. Amy will now be able to open and view my contacts. If she decides she'd like to share her contacts with me I can view hers by clicking the Open Shared Contacts button on the ribbon. Thank you for watching, and I'll see you in the next clip.

Finding a Geographical Location for a Contact In this clip I'd like to show you how to find the geographical location for our contact using Microsoft Outlook. This requires you to have the address and the people card. Notice that I have the work address for Amy, and I need to meet up with her later today. To quickly view her location first click the Outlook Contacts link on the people card. The business address appears at the bottom of the contact card. To easily view the location click the Map It button. Outlook is integrated with Bing, and a Bing map is generated showing me her location. From here I can quickly get directions, see traffic, add this location to my favorite places, and even print or share this with other people. Thank you for watching, and I'll see you in the next clip.

Working with Tasks Understanding Tasks In this clip I'd like to introduce you to the Task feature in Microsoft Outlook. A task is an activity that must be completed within a specified period of time. From your inbox you can view your tasks by simply hovering over the Tasks link on the Navigation Pane. Mouse over one of the items in the peek view to get more information, and a popup box gives us more information about that particular task. To view your task list click the Tasks link on the Navigation bar. The Tasks folder stores all the tasks you need to perform on a daily basis. These can be created from requests in your email, as well as creating tasks manually. Upcoming tasks appear in black text, while overdue tasks appear in red. Note the different icons on the right hand side. Standard tasks are indicated by the clipboard icon. Task assignments are indicated by a clipboard that include a little people emoji. The flag on the right indicates the timeframe in which these need to be completed. Let's take a look at one of these tasks. Tasks include a Subject, a Start Date, a Due Date, a Status, Priority, and then Percentage Complete. We can also include a reminder. As in the other areas of Outlook, you can also apply Categories, and Follow Up flags. Other options include making them private, and adding high or low importance. We will explore all the features of tasks in outlook in future clips. Thank you for watching, and I'll see you in the next clip.

Creating a Task In this clip I'd like to show you how to create a task using Microsoft Outlook. Task requests come to us in many different ways, but typically they appear in our inbox in the form of an email. For instance, I have an email from Julian, and he has a task request for me. To create a task from an email first select the email, and then simply apply a follow up flag to the email. If you prefer to flag the email for a specific time range right-click the flag, and choose that time frame, so from here I can choose Tomorrow, This Week, Next Week or even a specific date, and I can also add a reminder. Let's say we need to do this early next week. The flag has now been set. The email remains in your inbox to remind you later. If you have a more intricate task, perhaps something that you need to do next month or it requires a longer time frame, for instance, I have a project from Alan Steiner that I need to create a project for. Let's search for his email (clicking). To create a task from this email I'm going to use the best kept secret of Outlook. Simply drag and drop onto the Tasks list. This creates a task from the email, but it also maintains my categories, and it leaves the body of the email in the Notes area of the task. From here I can create a Start Date, and a Due Date. Once I've created the task, click the Save and Close button. Let's go look at our task list, and see what is created for us. Notice the two new items in my task list. One is from Julian and one is from Alan. Tasks may come to us in many ways. For example, it could be during a conversation or during a meeting. To create a new task click the New Task button on the ribbon. Let's say, for example, I need to work on the project charter for one of our clients. I'm going to add that one here (Typing). I can assign a Start Date and a Due Date, assign it a Status and a Priority, and then provide some notes for myself (Typing). To add more information click the Details tab. The Details tab lets you record things like Total work, Actual work, which company you are working for, and any mileage or billing information you might need to keep track of. When finished click the Save and Close button, and my new task has been assigned to me to start next month, so there you have it. You have three different ways to create tasks, using the follow up flags, dragging and dropping onto the task list, or creating a new task. Thank you for watching, and I'll see you in the next clip.

Viewing Tasks on the Calendar and the To-do Bar In this clip I'd like to show you how to view your tasks on the calendar, and using the To-Do Bar. Here we see a list of our active tasks. Some of them have specific date ranges, such as a start date, and a due date. To keep things visible and on track it might be helpful to view these items in places other than our task list. Most of us spend the majority of our time in our email, so let's choose the Mail option. Well working in email you have a couple of options to view your tasks. First option is to view your task using the peek. By hovering over the Tasks link you'll see a peek into each one of my tasks. To keep the tasks always in view you can dock the peek to the right of the Mail Pane, and notice now the tasks are visible in the To-Do Bar. If you happen to be working in your calendar it might be helpful to have them visible there as well. You have two options in the Calendar view. First of all, we have the same option to add the peek to the To-Do Bar (clicking). To close the peek click the X button in the upper right hand corner. Our second option is available in the View tab. In the Layout group of the tab you have an option to show the Daily Task List. You can display it normal, which displays at the bottom of the screen, minimize, so that you can expand it or collapse it or turn it off, just like you see here. Let's choose normal. Notice now the Tasks list at the bottom of the screen. By default, these are displayed by due date. You can change this option, however. Let's say we prefer to view it by Start Date. You can change that option in two places. First here, under the Arrange By, and note now that they are displayed by Start Date. You can also change this option on the Daily Task List itself. If you prefer to reserve your screen space you can also minimize the Daily Task List Pane. This leaves it active on the screen, and gives you an idea of what tasks you might have coming up. To expand it again, click the Expander button. Outlook provides several options for us to display our Tasks list, and wherever we find it to be useful. Thank you for watching, and I'll see you in the next clip.

Assigning Tasks In this clip I'd like to show you how to delegate items in your task list by assigning tasks in Microsoft Outlook. For example, I have a create charter task here on my task list. One of my teammates is actually more familiar with this company than I am, so rather than keeping this on my task list I'm going to ask for her help. To assign the task double-click to open the task. In the Manage Task group of the ribbon click the Assign Task button. A task assignment is created. To assign the task click the To button. We're going to assign this to Molly, so let's select her from the Address Book (clicking). If needed, we can add additional information to the Notes section. Notice the options here to keep an updated task of this task on my task list, and also to send me a status report when this is complete. Molly will receive the invitation, and then accept it onto her task list. Once the assignment is complete click the Send button. Notice that the icon has changed indicating that this has been assigned to someone else. Thank you for watching, and I'll see you in the next clip.

Accepting a Task In this clip I'd like to show you how to accept a task that's been assigned to you in Microsoft Outlook. The task request appears in our inbox. For example, I have a request from Alan Steiner to review monthly reports. Notice that the subject line includes the words Task Request, and that it has a special icon. This lets you know that this is a task request. In the Preview Pane you can accept or decline the request by simply clicking the buttons provided. However, if you open the request there are a few more options. In the Respond group you can Accept, Decline, Reply, Reply All or Forward this. If I choose to accept this request a task will be created on my task list, and a synchronized copy will remain on Alan Steiner's task list as well. If I choose to decline Alan will receive a notification that I declined the request. For this example let's accept the request. A notification appears providing us the option to edit the response before sending it or just send the response now. Let's just click OK. We should now see that item on our task list. The task appears flagged for next week, and in the Preview Pane we can see that this was assigned to us by Alan. To keep Alan up to date on where I'm at with this particular task let's send him a status report. From the task you can update the status, the percentage complete, and even provide some information. Let's say we hit a roadblock, and I'm currently waiting on someone else. I want Alan to know that I've worked on this, so we're going to mark it 25% complete, and then provide an update as to why this task is on hold (Typing). To send this to Alan click the Send Status Report button on the ribbon. Finally, select him from the Address Book (clicking). Alan will now see this status report in his inbox, and the task will be updated in his Tasks list as well. When finished click Save and Close. Thank you for watching, and I'll see you in the next clip.

Updating Tasks In this clip I'd like to show you how to update your tasks in Microsoft Outlook. Currently I have several tasks assigned to me, and it's important to keep track of where I'm at with those. For example, we have an item, prepare for staff meeting. From the Task window I can update things like the Start date, Due date, Status, Priority, and percentage complete. The date for the staff meeting has been set for two weeks from today, so I need to update my Due Date here (clicking). Let's look at the options that are under Status. We have the option for Not Started, In Progress, Completed, Waiting on someone else or Deferred. I've been working on this task, so I'm going to update it as In Progress. This staff meeting is very important, so I need to assign a high priority to it as well. With the efforts that I've already put forth toward the task I also need to update my percentage complete. To record additional information click the Details button in the Show group of the ribbon. Depending on the type of task you might want to record the total work, the company you were working with, mileage information, and also billing information. After your task is updated click the Save and Close button. If a task has been assigned to you by someone else, and you'd like to give them an update select one of the tasks from the list that has been assigned to you. This request was assigned to me by Alan. I need to let him know where I'm at with this, so I'm going to update this status here (clicking), and then send a status report (clicking). This attaches to the email, and lets him know where I'm at on this particular task. Be sure to click Save and Close to save your changes. When you finish a task you might want to mark it complete. There are several options for this. First of all, select the task on the Task list, and then click the Mark Complete button on the ribbon. You can also open the task, and then update the status or percentage complete (clicking). These two fields are linked, so whether you update the status or the percentage complete the other one will be updated as well. When finished click the Save and Close button. If it is an item that's flagged from your inbox you have another option. This is an email that I flagged from my inbox from Julian. If you open the email you can update the status using the Follow Up flag in the Tags group of the ribbon (clicking). Updating your tasks can keep you on track for the things that you need to get done on a daily basis. Thank you for watching, and I'll see you in the next clip.

Other Items Working with Notes In this clip I'd like to explore the Notes feature of Outlook. Notes are like the sticky notes that you might keep on your desk. To view the Notes feature click the ellipses button in the Navigation Pane, and from here I can select Notes, but I'm an avid note user, and I'd like to see the notes visible in the Navigation Pane. We have a couple of options. First of all, you can change the number of visible items to five instead of four, and the top five items will now display in the Navigation pane. However, this requires the Folder Pane to be quite wide, and that takes up a lot of screen space, so I prefer to see the full navigation rather than the compact navigation. To display all of the items as links deselect the checkbox under Compact Navigation, and now you see the Navigation Pane appears at the bottom of the window, and I can see full links. Let's go look at the Notes feature. As I stated, these are just like the sticky notes you might keep on your desk. Let's create a new note. In this example I'd like to keep track of my travel accounts because I need to keep them handy, but I can't quite remember them all the time. I'm going to add a new note here for those accounts. The first line of text on the note becomes the title of the note, so I'm going to type in travel accounts here, and then add a couple of my travel account membership numbers. When you're done creating the note click the X button to close it. Let's look at another way you can create a note. To do this let's go back to the mail. In my new position at Contoso Molly has sent me a couple of items that I might need for reference later, including my department code, and the code for the marketing team. Instead of keeping these in my inboxes and email I'm going to drag and drop them onto the notes. The email is converted into a note, but now I still need to give it a title. If you'd like to clean up the note a little bit sometimes it's easier to expand the size of the note. I don't need all the information about the email, so I'm going to delete that, and now I have a clean note with my department and marketing codes. Let's return back to the notes now. I have Billing Codes and Travel Accounts. Notes can be categorized just like any other item in Outlook. For example, the billing codes might fall under the Financial category, and travel would fall under the Travel category. To create a new category click the All Categories button. I don't currently have a financial category, so let's create a new one (Typing). From here we can change the color. Let's pick green. Once you've created the categories click OK, and then assign the category. This one has been assigned financial, so it is green. Let's assign travel to the Travel Accounts. The categories color code my notes according to the color that they're assigned. You can view your notes in different ways, including as a list, items that were created in the last seven days, and just as in any area of Outlook, use the View tab. If I want to see them by categories click the Categories option, and now I see them all grouped by category. Another possibility might be passwords. Rather than creating a sticky note and putting it under your keyboard with your passwords this might be a better option. Thank you for watching, and I'll see you in the next clip.

Printing Outlook Items In this clip let's look at printing items in Outlook. Outlook lets us plan and organize electronically, but sometimes we need those in hard paper form. To print an item in Outlook click the File tab, and from backstage choose the Print option. The pane on the left lets you decide which printer you'd like to use, and change any print options if necessary. You also have the option to change to Table Style or Memo Style. Notice the Print Preview on the right hand side. This is Memo Style, and allows you to choose one email that you might print. Let's look at Table Style. Table Style prints your inbox, and gives you a preview of the messages. To view additional pages click the arrows on the page navigator at the bottom of the window. Let's go back and look at the options for printing the calendar (clicking). To see our print options for the calendar again, click the File tab, and choose Print. Again, the Print Pane provides several options, which printer, and options we might want to choose from there, but depending on how much detail you need for your calendar you may want to choose a different style. Let's look at the different ones available. First is the Daily Style. The Daily Style lists the calendar on the left hand side, and includes the task list on the right, and any notes for that day. Weekly Agenda Style provides limited details for each day of the week. Calendar Style prints again, in a tabular or timeline format. Monthly Style lets you view the month as a whole. However, space is limited, and you may not see all the details for each of the days. The tri-fold view gives you a snapshot of the day, the tasks that are due, and on the right hand side the weekly view, and finally the Calendar Details Style. The Calendar Details Style gives you a detailed list of your daily activities. Let's go look at the options we have to print people. Again, from the File tab select Print, and this time we have options for Card Style, Small Booklet Style, Medium Booklet Style, Memo Style, and Phone Directory Style. Small Booklet is something you might be able to fold and keep handy. Medium Booklet Style prints in a half page format. Memo Style prints the information for the currently selected contact, and Phone Directory Style is just the phone numbers. Let's go look at our options for Tasks. Again, File, and Print. The only style available for our task list is the Table Style, and finally, Notes (clicking), and again, here we have Memo Style for the currently selected note or Table Style if we want to view all of our notes. Notice it's just the title of the notes, and not necessarily any detailed information. By using the Print options in Microsoft Outlook you can actually print your information, and take it with you in hard copy. Thank you for watching, and I'll see you in the next clip.

Customizing the Inbox In this clip let's look at customizing the Folder Pane. The Folder Pane is on the left hand side, and by default we have standard folders of Inbox, Drafts, Sent Items, Deleted Items, Clutter, Junk Mail, Outbox, and RSS Feeds. However, you can create additional folders as needed. For example, we have a strategy meeting coming up, and I might want to keep all of those emails together in their own folder, so let's create a new folder. Right-click on your account, and choose New Folder, and then give it a name. We'll call this Strategy Meeting. All custom folders appear alphabetically at the bottom of the Standard Folder list. To show this example let's add another one called Financial. Once you've created your folders you might want to rearrange them, so they make a little bit more sense. The strategy meeting is high on my list right now, so I'm going to actually drag that up, and put it underneath the inbox, and notice the little bar, which tells you where it's going to actually place it within the Folder Pane. Simply by dragging and dropping you can rearrange the order of the folders. Sometimes it might be helpful to have a subfolder. To create a subfolder right-click any folder, and choose New Folder from the options. In this example I would like to keep the items related to catering in their own separate folder underneath the Strategy Meeting (Typing), and as the emails come in I can drag and drop them into the folder. Notice the number one indicated in blue. This tells me I have one unread message in that folder. Even though I have items organized in folders I can actually see if there's unread items in those folders simply by glancing into the Folder Pane. It might make it a little bit easier to keep you organized. Thank you for watching, and I'll see you in the next clip.

Changing Outlook Options In this clip let's look at the ways that you can customize Outlook using the options. To access the options click the File tab, and from backstage choose Options. The Outlook Option window appears. On the left hand side you'll see the different categories of the options that you can customize. On the General tab the most common options are changing your Username, and your Initials, and then your Office Theme. For example, my username is Karen Berg, but maybe I use a middle initial (Typing), and I also want to update my initials here. Currently my Office Background is Circles and Stripes, and the Office Theme is Colorful. You can change those options as well (clicking). Let's look at the options on the Mail group. The most common options that people change here are the Mail formats, and whether or not they use Spell Check. Currently my email is in HTML format. From here I can choose Rich Text or Plain Text. HTML messages typically are larger, but they give you more capability for inserting pictures, and things like that. Rich text provides formatting, but not necessarily adding pictures, and then finally, plain text are the smallest messages, but also, as they indicate, just plain text. The second option is whether you want to use Spell Check before you send a message. I think this is always a good idea. Let's look at our Calendar options. The Calendar options let you customize your work time, what your default reminders might be, add holidays. Again, explore all the different options, but for example, let's say our standard work time is from 9 until 5:30. You would definitely want to update that here, so that it accurately displays your work time when people are trying to schedule with you (clicking). I always change my first day of the week to Monday. For default reminders, if you need a little bit more time than 15 minutes you can designate your default time. You can always change your reminder time when creating meetings, but this is what it's going to put in there by default, so I need a little bit more time, I like 30 minutes, and from here we can also add holidays. Currently, the United States holidays are included on calendar, but if I'm working internationally it might be helpful to know when other countries have their days off. Let's look at the People options. The People options let us customize how we want our contacts to be displayed. For example, we have First (Middle) Last as the Full Name, and the file order as Last, First. This works for me, so we'll leave that alone, and finally, Tasks. Under Tasks we can set our default reminder time, how we want our overdue tasks to appear, and our completed tasks to appear. Other options include Search, Language, and then customizing the ribbon, which we'll cover in another clip. When you're finished customizing your options click the OK button, and you'll see the interface has updated to reflect the options that I selected. To confirm let's look at the calendar, and to view our options I'm going to click the Week view. Notice now that my working time starts at 9 o'clock, and my week starts on Monday, with the weekends on the other end. Customizing the options in Outlook helps you define the way that you want to work, so you're most productive in Outlook. Thank you for watching, and I'll see you in the next clip.

Working with Stationary and Fonts In this clip let's explore the options for stationary and fonts in Microsoft Outlook. These include backgrounds and patterns, and different sets of fonts, bullets, and colors that coordinate with each other. First, let's look at a new email. Notice the standard background in fonts. While this is good for quick, professional emails sometimes it might make sense to have a little bit more visual interest, so let's look at those options. To customize your background and fonts click the File tab, and from backstage choose Options. Stationary and Fonts is under the Mail group, and finally, the Stationary and Fonts link. From here I can choose a theme. Currently the No Theme option is selected, and we see a preview of the different styles that will be applied as I create my emails. To preview another theme select it from the list on the left. Notice the background for afternoon, gives a yellow stripe on the left hand side, and changes the fonts. Again, blue print. Gives is a background, and different font styles. For something personal, like where a coworker has had a baby, you might want something like the bear stationary, and cute little bears appear in the background. The stationary options do not update the fonts. Explore the different options, and then select the one that you feel is appropriate for you. Once you're finished click the OK button. If you have a plain text email message you may want to change the fonts using the Font option at the bottom. From here you can select your standard font, style, and size, and even a different color, and then click OK. Once you make your selections click the OK button, and then click OK to close the window. Let's create a new email, and see how those look now. The new email has applied a different theme. Microsoft Outlook lets you choose your default font and stationary, but you can also change it on each email as needed. Choose the Options tab, and on the left hand side you can choose a separate theme, different colors, and fonts. Thank you for watching, and I'll see you in the next clip.

Creating and Using Quick Steps In this clip I'd like to introduce you to the Quick Steps on Microsoft Outlook. Quick Steps in Microsoft Outlook are a feature that help you quickly manage your email box. The Quick Steps are located on the Home tab in the Quick Steps group, and there are four default actions already created for us, To Manager, Team Email, Done, and Reply & Delete. For example, Julian is my boss, and I interact with him often, so one of the things that would be helpful is to quickly to be able to reply to a message, and have it already addressed to him. Let's select one of his messages. To use the Quick Step just click the button in the group, so we'll choose To Manager. The reply message is already created, and Julian has already been added to the To line. Another use for Quick Steps is you can actually add multiple actions to one button. For example, every time I receive a message from Julian I want to move it to my Julian Isla folder, and I also want to mark it as important. To manually do this that would require two steps for every email that I receive from Julian. We can create a Quick Step that actually adds both of those actions with the click of one button. To create a Quick Step select the Create New option in the Quick Steps group. First, you'll need to name the action. We'll call this Julian's Mail. Next, we can add up to six actions that will be performed each time we click this button. Let's look at the options that we have. Quick Steps are broken down into groups, including Filing, Change Status, Categories, Tasks, and Flags, Respond, Appointment, and Conversations. The most common features you use when working with your email should all be here. In our example for every mail that Julian sends me I need to move it to the Julian folder, and mark it as important, so let's look for those actions. In the Filing group we have the option to Move to folder. Once you select an action you might need to further define it. In this case, I need to choose the folder. The Julian Isla folder appears, however, I could use Other Folder if the folder that I required was not visible in this list. Our second action is to flag it as important, and again, we need to choose it from the Action list. The default value is to mark it with high importance. Let's look at what other options we have. We can set it as normal, low or high. In this case, I'd need to mark it as high importance, so we'll take the default. When you're done adding actions click the Finish button. The next time I receive an email I simply need to select the email, and then click the Julian's Mail option in the Quick Steps, and note the email message has been moved to the Julian Isla folder. Let's go make sure it was marked as high importance. The indicator appears showing that it has been marked with high importance, so by using the Quick Steps in Microsoft Outlook you can quickly process your mail by minimizing the multiple tasks that you need to perform when you're processing your mail. Thank you for watching, and I'll see you in the next clip.

Creating Signatures In this clip I'd like to show you how to create a signature in Microsoft Outlook. You can create personalized signatures for your email messages that include text, images, business cards, logos, and even a hand written signature. Signatures are applied to each new email that you create. To create a signature click the File tab. From backstage view select Options, and then finally, the Mail group, and then click the Signatures button. When you first get started in Outlook you'll need to create a new signature. First, we need to type a name for this signature. Let's call it Karen VP, and then click OK. In the Edit Signature area of the window type out the signature that you'd like to appear at the end of your mail. I already have the text created, so I'll paste it here. This is the standard signature that will be applied to every message that I send out. In the upper right you can choose your default signature based on your email accounts, if it's a new email message or a reply or forward. New email messages tend to be a little bit more formal. The reply or forward can be a little less formal, so for our new messages we want the Karen VP signature to be our default signature. Now we need to create another signature for our reply and forward options, and it's asking me if I want to save the changes. Let's click Yes. This will be our Reply signature, and then click OK. I'll paste the same text, and then we can edit it. Presumably, somebody has already received a message from us, and therefore would have our contact information. You don't necessarily need to include the information in the replies and forwards. Let's remove her title, and email address, and then click the Save button. We can now select this one as our reply and forward default signature, and then click OK. Let's close OK to go back to the email. Signatures appear when you create a new email, and note that the text appears at the bottom of the message. Let's look at the Reply option, and the abbreviated signature appears here. In the next clip I will show you how to use those signatures in creative ways. Thank you for watching, and I'll see you in the next clip.

Creating a Business Card Signature In this clip I'd like to show you how to create a business card signature in Microsoft Outlook. To create a business card signature first you need to create a contact in the People section of Outlook. Previously we created a contact here for Karen Berg. Let's search for the contact. To view the information that will be included on the card let's click the Edit link. In this window you should see the email, the work phone, title, department, and company that they work for. We also have an IM address, the office extension, and the work address. This is the information that will be included on our business card. Let's go ahead and create that card. Business card signatures are available on the File tab, and then select the Options group from backstage, and finally, the Mail group, and then we need to click the Signatures button. To create the business card signature click New, and we'll name this business card (Typing). Next, we need to select the contact that we previously created in People, and here we see the card that I created. Note that the picture, name, company, title, and phone numbers, and addresses are all included. To select the card click OK, and the card has been attached. To save the business card click Save, and then finally, OK. Let's click OK to return back to our email. In another clip I'll show you how to use creative ways to insert signatures into your messages. Thank you for watching, and I'll see you in the next clip.

Using Signatures In this clip I'd like to show you some creative ways to use signatures in Microsoft Outlook. Let's look at the signatures we previously created in other clips (clicking). Currently, we have four signatures, the business card, Karen's standard signature, her reply and forwarding signature, and another signature here called Response to Suggestion. Notice the text that's included with this signature. Signatures can be used not only to add your contact information, but also to include standard text, such as this. In this scenario Karen has made it known in her company that she welcomes the suggestions from her team, and each time she receives that suggestion she wants to be able to acknowledge, and let them know what's going to happen from that point. To streamline the process you can create a signature that includes that standardized text. The next time we receive a suggestion we can just add the signature as the response. Let's look and see how these work. First, we need to create a new email, and the standard signature appears. Outlook recognizes this block of text as the standard signature. If you'd rather use an alternate signature click the Signature button on the Include group of the ribbon, and notice that we have Business Card, Karen VP, Reply, and Response to Suggestion. To replace the current signature select another option from the list. In this case, it's a new email for a new contact, and I would like to include my business card, so that my prospect has all of my contact information, and note that the business card is now attached, not only in the body of the email, but as an attachment to the message. From here we can click Send, but for now we'll just cancel out of the window. It looks like we have a new suggestion from Alan. Let's try out the new signature we just created. First, click the Reply button, and then select Signature from the Include group of the ribbon. We're going to select the Response to Suggestion signature, and note the standard text that has been added. Let's include a greeting to Alan, and send this off (Typing). There we have several ways that we can use signatures to streamline our workload. First to create our standard signature, to include detailed information using our business card, and also as our standard responses to email. Thank you for watching, and I'll see you in the next clip.

Using Automatic Replies In this clip I'd like to show you how to use the Automatic Replies option in Microsoft Outlook. Formerly known as the Out of Office Assistant, Automatic Reply is so that people who send you email messages know that you're out of the office, and when you will be available again. To turn on automatic replies click the File tab, and from backstage choose Automatic Replies. The default setting is to not send automatic replies. To turn them on click the Send automatic replies radio button. Note the option below to send different messages for people inside your organization versus outside your organization. I have some text queued up, so let me paste that there. This lets people within my organization know that I'm going to be out of the office until March 14, and that they should contact Molly in my absence. I also have the option to send a different message to people outside my organization, and this is determined by their email address. To add a different response click the Outside My Organization Tab, and again, I have the text queued up, so let me paste that in the reply window. You also have the options to say My Contacts only or Anyone outside my organization. This message is a little more detailed, and provides detailed contact information for Molly. At this point the automatic replies will now be send out. Let's click OK, and note the yellow banner indicating that the Automatic Replies are turned on. Let's look at our inbox. Another banner appears letting us know that automatic replies are being sent for this account, as a reminder when we come back we can easily turn them off. Now if you're like me when I go on vacation I tend to forget to turn on my automatic replies because I'm running around trying to get everything else done. Let's look at the other option that's available there. If I prefer, I can set an automatic reply string to a specific time range. First, I need to select the Only send during this time range option. By selecting this option I can designate the starting and ending time that my messages will be sent out. I plan on being out next week, so I'm going to designate Monday at 8 o'clock 'til Friday at 5 o'clock, and now my messages will only be sent out during these times. Thank you for watching, and I'll see you in the next clip.

Creating Custom Views In this clip I'd like to show you how to create custom view in Microsoft Outlook. Custom views allow you to view your email in the way that's most useful to you. Click the View tab, and then select Change View in the Current View group of the ribbon. There are options for Compact, as is displayed now, Single, which gives us a little less detail about our messages, and Preview, which gives us more detail. Let's reset it back. You may also select the options from the Arrangement group on the ribbon. For example, if you'd like to view your email by category click the Categories option. The first few emails do not have a category. Let's collapse that group down, and now we see the items that have the Sales Strategy category applied to it. If this is a standard way that you like to view your email box you can actually create a custom view. To create a custom view, again, click the Change View button in the Current View group of the ribbon. First, we can save the Current View as New View, and let's call this by category, and then click OK. This will now appear in the Options when we select Change View, and note the By Category option. To further customize views select Manage Views. The current views are available here. To create a customized view click the New button. To save our self a step our view is going to display just the items that have the Sales Strategy category applied to it (Typing). Once you name the view you'll need to select the type of view. There are several options available here, including Table, Timeline, Card, Business Card, People, Day/Week/Month, and Icon. Obviously, some of these views are better for different areas of Outlook than others. Let's select the default of Table. I can now further refine this view by selecting which columns I would like to be displayed, how I want them grouped, sorted, and filtered, apply other settings or conditional formatting, and even format columns. For this example we only want to see the items where the Strategy Meeting category is applied, so let's select Filter. The standard options allow you to search for words in different fields. For more advanced options click the Advanced tab. The field that we're applying the filter on is the Category field, so let's select that from the list. From there you select the condition, contains, is (exactly), doesn't contain, is empty, or is not empty. In this case, we want to select contains, and the value is Sales Strategy (Typing). Once the criteria is defined click Add to List. If I had additional criteria I could add them here. For now let's click OK, and continue to click OK to return to our email. Let's look at our Change View option now. We have Compact, Single, and Preview, but we also have By Category, and Sales Strategy. We're now only seeing the emails where the Sales Strategy category has been applied. Keep in mind that views are not only for our email box. They can also be applied to our calendars. Again, under the View tab, and then select Change View. The options here are for Calendar, Preview, List, and only Active events. We can create new views here just as we did in email, and also for people and tasks. If you find yourself constantly filtering and sorting your information it might be beneficial to create views, so that you can save yourself some time. Thank you for watching, and I'll see you in the next clip.

Using RSS Subscriptions In this clip I'd like to show you how to add an RSS feed to Microsoft Outlook. RSS stands for Really Simple Syndication, and it is an easy way for content publishers to make news, blogs, and other content available to subscribers. Let's look at an example. This is the Outlook blog in the Office Blogs in Microsoft. Visiting the webpage may take time out of your day, but there may be helpful tips and tricks that are provided by the Outlook team that will be helpful to you here. If you'd like to subscribe to this feed you can have it sent to you via messages in Outlook. An RSS feed is available any time you see the orange icon located here on the toolbar. The links for the feeds are available here. Notice the format of the feed. To subscribe to the feed you'll need to capture the URL provided in the address bar, and then return to Outlook. RSS feed subscriptions are available using the account settings in the backstage of Outlook, so first click the file tab, and then select Account Settings. The third tab is for our RSS Feeds. To create a new subscription click New, and then paste the URL. Finally, click Add, and then click Close. The RSS Feed option style log appears asking you to define it further if you need to. We'll just accept the default settings, and then click Close. A new group appears on the Folder Pane. It's important to note that RSS feeds do add to the size of your email box, so you might want to be careful, especially if you're limited on your mailbox size. Thank you for watching, and I'll see you in the next clip.

Working with Delegates In this clip I'd like to show you how to manage delegates in Microsoft Outlook. A delegate is someone you give permission to manage your email, calendar, people and tasks typically in your absence. A very common scenario is a manager who allows his assistant to manage his email and/or calendar. To create a delegate click the File tab, and then select Account Settings. From there we select Delegate Access. To add a delegate click the Add button. Molly helps me while I'm gone, so I'm going to designate her as my delegate. Once you select your delegate you'll need to designate their permissions. There are different options for different areas of Outlook. Standard options are None, Reviewer, Author, and Editor. The default option is the Editor, which allows them to read, create, and modify items specifically in the calendar. I don't necessarily need her to manage my tasks for me, so I'm going to remove her permission there, but I do want her to be able to manage my Inbox, so let's select an Editor option from there. Molly might need to know who my contacts are. I'm going to give her read access to my Contacts folder, and my notes are private, so I don't want her to have any access there. At the bottom I have an option to send a message to the person that I am creating as a delegate to summarize these permissions for them, and finally, I can decide if I want my delegate to see the things that I've designated as private within my Outlook items. We'll leave that as is, and click OK. Once you've created the delegate click OK. Molly should now receive a message detailing the information that I've shared with her within my Outlook. Let's look at it from another direction. I'm just going to return back to my Inbox. If you'd like to see the permissions that have been applied to different areas of Outlook right-click on the folder, and then select Properties, and finally, the Permissions tab. You can see that Molly has been granted Editor access on my Inbox. If at any time I would like to change her access, select her user, and then change the permission levels at the bottom. The standard permission levels are also here, but we have additional options available to us. Depending on the option that you select the permission levels will change. Let's give her Publishing Editor, and note now she can create subfolders. When finished click OK. There are times it's helpful where we can have delegates work for us on our behalf, and Outlook makes it easy for us to do so. Thank you for watching, and I'll see you in the next clip.

Creating an Outlook Data File In this clip I'd like to share some information with you about Outlook data files. Outlook data is stored in a specific file on the Exchange Server. Your standard account appears at the top of the folder list, and this can be collapsed or expanded. Note the other files that I have available here. This is your local data store. You can also create an external data storage, and there are specific times where that might be appropriate. For instance, you might need to archive items to reduce your mailbox size or, in my example, we have the Strategy Meeting that's now over, and I no longer need to keep those emails active, but I do need to keep a backup of them. To create an external file you need to create what's called a PST, an Outlook data file, so first of all, let's show you how to create one of those files. To create an Outlook Data file click the File tab. Next, we need to select Account Settings, and then Account Settings from the options there. Next, click Data Files, and then click Add. From here we're going to name the file. This is for our Strategy meeting that we need to archive, so I'm going to call it 2016StrategyMeeting (Typing). Now where you store this is important. Currently, it's going to store it on my C drive, but it's probably a better idea to put it in a network location or on OneDrive. I now have a new file for the Strategy Meeting, and a new folder appeared in the Folder Pane. Let's look at the information that we need to move there. All of my Strategy Meeting emails and communication have been moved to this Strategy Meeting folder. To move items from one data file to another simply drag and drop, and now my Strategy Meeting items are in their own folder. If I don't need this information to be active I can close this file, and reopen it at any time. To close the file right-click the file, and choose Close, and the folder in the Folder Pane no longer appears. If I need to reopen a file click the File tab, select Open & Export, and then choose Open Outlook Data File. Browse to the location of the file, and select it, and then click OK, and the folder now reappears. Creating Outlook data files allows you to store information elsewhere, and open it as needed, and it can help reduce the clutter in your inbox. Thank you for watching, and I'll see you in the next clip.

Backing up Files In this clip I'd like to show you how to create a backup of one of your folders in Microsoft Outlook. Periodically it might make sense to create a backup of your Outlook data. In a previous lesson we talked about Outlook data files and PSTs. Backing up your data uses the same technique. To back up your file click the File tab, and then select Open & Export. From the options available choose Import/Export. We will be exporting this to a file, so let's select that option, and then click Next. To create the backup choose Outlook Data File, and then Next. At this point, you can choose any folder or folders and subfolders from your Outlook data store. Let's select the Inbox, and then click Next. Outlook is ready to export the file, and creates the backup PST. This will be placed in our documents folder, but it's probably a better idea to put it on a network drive or in your OneDrive. When you're done click Finish. Optionally, you can add a password. Should you forget this password there is no way to recover the password, so make sure you write this down, and keep it somewhere safe. A new group should now be available in our Folder list. Should you need to open the backup file click the File tab, again, Open & Export, and then choose the option, Open Outlook Data File. Browse to the location where you stored your backup, and then select it, and click OK. You should now see another group within the Folder Pane. This Outlook Data File is our backup, and notice this is a mirror image of our inbox. If at any time you no longer need to see these emails right-click the folder, and choose Close Outlook Data File. Thank you for watching, and I'll see you in the next clip.

Using AutoArchive In this clip I'd like to introduce you to a new feature in Outlook 2016. In previous versions of Outlook we had the concept of archiving and auto-archiving. This could be tedious to maintain. In the newest version of Outlook we now have what are called retention policies. Retention policies make it easier to keep messages that are needed to comply with organizational policies, government regulations or legal needs, and remove the need to maintain them manually. Retention policies are available in the Tags group under Assign Policy. For legal and regulatory reasons you may need to maintain your messages for a specific period of time. Standard policies have been created here for 1 Year, 5 Years, Never or Use Folder Policies. Retention policies can be added to a folder or individual items. Along with retention policies a new data store is created along with your account, and that is your online archive. As messages expire or reach their retention policy limit they are automatically moved to the online archive, and then deleted as necessary. Let's set a folder policy. In this example I have a Financial folder, and our retention policy within our organization is to retain financial records for up to five years. To create a policy on a folder first select the folder in the Folder Pane. In the Tags group of the ribbon the Assign Policy option is available. From here let's select Set Folder Policy. There are two options we need to set here. The first is the Folder Policy. Let's look at the options that are available. The default is Use Parent Folder Policy, which would defer to the Inbox, however, for this particular folder I would like them deleted after five years. The second option is the Online Archive. This involves the Online Archive folder that's in the Folder Pane. While this message will be retained for five years, maybe I'd like to move it to my archive, so that it's not actually in my folders anymore. Let's look at the options that are available. I have 1 year, 5 years or Never. In our scenario we will archive them after one year, and then delete them after five, and then click OK. Policies can be assigned to individual messages as well. Retention policies eliminate the need to go back and clean out my inbox, so for example, I have this suggestion from Alan, and maybe I'd like to keep these around for about six months, and then eventually they will delete all by themselves. To assign a policy to a message select the message in the Message List, and then select the option from the Assign Policy button in the Tags group of the ribbon. After six months I'd like this to be deleted, so let's select that option. Notice that the message has been flagged with a Retention Policy, and it assigns an expiration date. Hopefully the new retention policies will help you keep your inbox cleaner, and streamline the process for maintaining your inbox. Thank you for watching, and I'll see you in the next clip.

Importing and Exporting In this clip I'd like to show you how to import information into Microsoft Outlook. We've previously discussed our Outlook data files, but this actually imports information into an existing Outlook folder. In this example I have a data file that includes contacts that I need to import into my People. To import a file click the File tab, and again, we'll choose Open & Export. From the options provided select Import/Export. We will be importing a csv file, so we will choose the Import from another program or file, and then click Next. The csv file is the Comma Separated Values. Let's accept the default here. Browse to the location of your file, and then select it, and then finally click OK. At this point, I can choose one of the options to replace duplicates with items imported, allow duplicates to be created or do not import duplicate items. For my purpose I'm going to allow duplicates to be created just in case. I don't want anybody to be left out. Next, you'll select the Destination folder, and in this case, it's going to be our People, and then click Next. In some cases you might need to map the fields. Outlook does a pretty good job of matching the titles from one field to another, so for example, it matched Company with Company, Job Title with Title, and if I expand the Name group it matches First Name and Last Name. If for some reason it didn't match a field correctly you can actually drag and drop it from the left into the right pane, and match it manually. When you're done click Finished. Let's go look at our contacts. All of the contacts now appear. In this case, they're all the ones that currently do not have a picture assigned to them. Importing and exporting information from one computer to another can be very helpful. If there was someone else in my organization that might benefit from my list of contacts I could actually export them, and send them the file as well. To export click the File tab. Again, choose Open & Export, and Import/Export. This time we are going to export to a file, and then click Next. Choose the file type, in this case, Comma Separated Values, and then select the folder that you would like to export. Browse to a location, and give the file a name, and click OK. Then click Next, and Finish. The file is now available for me to transport to another location, add to a different computer, or share with somebody within my organization. Thank you for watching, and I'll see you in the next clip.