mos 2016 study guide for microsoft outlook
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MOS2016StudyGuideforMicrosoftOutlook
JoanE.Lambert
MicrosoftOfficeSpecialistExam77-731
MOS2016StudyGuideforMicrosoftOutlook
PublishedwiththeauthorizationofMicrosoftCorporationby:PearsonEducation,Inc.
Copyright©2017byPearsonEducation,Inc.
Allrightsreserved.PrintedintheUnitedStatesofAmerica.Thispublicationisprotectedbycopyright,andpermissionmustbeobtainedfromthepublisherpriortoanyprohibitedreproduction,storageinaretrievalsystem,ortransmissioninanyformorbyanymeans,electronic,mechanical,photocopying,recording,orlikewise.Forinformationregardingpermissions,requestforms,andtheappropriatecontactswithinthePearsonEducationGlobalRights&PermissionsDepartment,pleasevisithttp://www.pearsoned.com/permissions.Nopatentliabilityisassumedwithrespecttotheuseoftheinformationcontainedherein.Althougheveryprecautionhasbeentakeninthepreparationofthisbook,thepublisherandauthorassumenoresponsibilityforerrorsoromissions.Norisanyliabilityassumedfordamagesresultingfromtheuseoftheinformationcontainedherein.
ISBN-13:978-0-7356-9938-0ISBN-10:0-7356-9938-0
LibraryofCongressControlNumber:2016953082
FirstPrintingNovember2016
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Contents
Introduction
TakingaMicrosoftOfficeSpecialistexam
Exam77-731Outlook2016:CoreCommunication,CollaborationandEmailSkillsPrerequisites
1ManagetheOutlookenvironmentforproductivityObjective1.1:Customizesettings
ManagemultipleaccountsCustomizetheappearanceoftheprogramwindowConfigureprogramoptionsObjective1.1practicetasks
Objective1.2:PrintandsaveinformationViewandsavemessagesandattachmentsPrintOutlookitemsObjective1.2practicetasks
Objective1.3:PerformsearchoperationsinOutlookSearchforitemsUseSearchFoldersObjective1.3practicetasks
2ManagemessagesObjective2.1:Configuremailsettings
SetdefaultfontsforoutgoingmessagesCreateandassignautomaticsignaturesAutomaticallyprocessandreplytomessagesPopulatemessagesbyusingQuickPartsManagejunkemailObjective2.1practicetasks
Objective2.2:Createmessages
CreateandsendmessagesConfiguremessageoptionsRespondtomessagesObjective2.2practicetasks
Objective2.3:FormatmessagesFormattextApplythemesApplystylesCreatehyperlinksInsertimagesInsertsignaturesObjective2.3practicetasks
Objective2.4:OrganizeandmanagemessagesArrangemessagesbyspecificattributesCategorizemessagesFlagmessagesforfollow-upManageconversationsOrganizemessagesinfoldersCreateandmanageQuickStepsConfigurebasicAutoArchivesettingsDelegateaccessObjective2.4practicetasks
3ManageschedulesObjective3.1:Createandmanagecalendars
ConfigurecalendarsettingsWorkwithmultiplecalendarsSharecalendarinformationObjective3.1practicetasks
Objective3.2:Createappointments,meetings,andeventsCreateappointmentsandeventsCreatemeetings
ManagecalendaritemsObjective3.2practicetasks
Objective3.3:Organizeandmanageappointments,meetings,andeventsConfiguresettingsforcalendaritemsManagemeetingoptionsObjective3.3practicetasks
Objective3.4:CreateandmanagenotesandtasksCreatetasksManagetasksCreateandmanagenotesObjective3.4practicetasks
4ManagecontactsandgroupsObjective4.1:Createandmanagecontacts
CreateandmodifycontactrecordsStorecontactrecordsSharecontactrecordsandaddressbooksObjective4.1practicetasks
Objective4.2:CreateandmanagecontactgroupsObjective4.2practicetasks
IndexAbouttheauthor
Whatdoyouthinkofthisbook?Wewanttohearfromyou!Microsoftisinterestedinhearingyourfeedbacksowecanimproveourbooksandlearningresourcesforyou.Toparticipateinabriefsurvey,pleasevisit:https://aka.ms/tellpress
Introduction
TheMicrosoftOfficeSpecialist(MOS)certificationprogramhasbeendesignedtovalidateyourknowledgeofandabilitytouseprogramsintheMicrosoftOffice2016suiteofprograms.ThisbookhasbeendesignedtoguideyouinstudyingthetypesoftasksyouarelikelytoberequiredtodemonstrateinExam77-731,“Outlook2016:CoreCommunication,CollaborationandEmailSkills.”
WhothisbookisforMOS2016StudyGuideforMicrosoftOutlookisdesignedforexperiencedcomputerusersseekingMicrosoftOfficeSpecialistcertificationinOutlook2016.MOSexamsforindividualprogramsarepracticalratherthantheoretical.Youmustdemonstratethatyoucancompletecertaintasksorprojectsratherthansimplyanswerquestionsaboutprogramfeatures.ThesuccessfulMOScertificationcandidatewillhaveatleastsixmonthsofexperienceusingallaspectsoftheprogramonaregularbasis;forexample,usingOutlookatworkorschooltocreateandsendmessages,formatmessagecontent,organizeandmanagemessages,scheduleappointmentsandevents,managemeetings,storeinformationinnotes,tracktasks,storecontactinformation,locateinformation,andprintandsaveinformation.YoushouldalsoknowhowtocustomizeOutlooksettingsandautomatetaskswithinOutlook.Asacertificationcandidate,youprobablyhavealotofexperiencewiththeprogramyouwanttobecomecertifiedin.Manyoftheproceduresdescribedinthisbookwillbefamiliartoyou;othersmightnotbe.Readthrougheachstudysectionandensurethatyouarefamiliarwiththeprocedures,concepts,andtoolsdiscussed.Insomecases,imagesdepictthetoolsyouwillusetoperformproceduresrelatedtotheskillset.Studytheimagesandensurethatyouarefamiliarwiththeoptionsavailableforeachtool.
SeeAlsoTheinformationinthisbookisfocusedspecificallyonskillsrequiredforMicrosoftOfficeSpecialistcertification.FormoreexpansiveinformationaboutOutlook2016,readMicrosoftOutlook2016StepbyStepbyJoanLambert(MicrosoftPress,2016).This592-pagebookprovidesin-depthinformationaboutallaspectsoftheOutlookprogramandusefultipsfor
increasingefficiency.
HowthisbookisorganizedTheexamcoverageisdividedintochaptersrepresentingbroadskillsetsthatcorrelatetothefunctionalgroupscoveredbytheexam.Eachchapterisdividedintosectionsaddressinggroupsofrelatedskillsthatcorrelatetotheexamobjectives.Eachsectionincludesreviewinformation,genericprocedures,andpracticetasksyoucancompleteonyourownwhilestudying.Whennecessary,practicefilesyoucanusetoworkthroughthepracticetasksareprovided.BecauseOutlookitemssuchasmessagesandcontactrecordsarespecifictotheemailaccount,youcreatethoseasyouworkthroughthepracticetasks.Youcanpracticethegenericproceduresinthisbookbyusingthesuppliedpracticefilesorbyusingyourownfiles.
DownloadthepracticefilesTocopythebook’spracticefilestoyourcomputer,downloadthecompressed(zipped)folderfromthefollowingpage,andextractthefilesfromittoafolder(suchasyourDocumentsfolder)onyourcomputer:
https://aka.ms/MOSOutlook2016/downloads
ImportantTheOutlook2016programisnotavailablefromthiswebsite.Youshouldpurchaseandinstallthatprogrambeforeusingthisbook.
Thefollowingtableliststhepracticefilesprovidedforthisbook.
AdaptprocedurestepsThisbookcontainsmanyimagesofuserinterfaceelementsthatyou’llworkwithwhileperformingtasksinOutlookonaWindowscomputer.Dependingonyourscreenresolutionorprogramwindowwidth,theOutlookprogramoritemwindowribbononyourscreenmightlookdifferentfromthatshowninthisbook.(IfyouturnonTouchmode,theribbondisplayssignificantlyfewercommandsthaninMousemode.)Asaresult,proceduralinstructionsthatinvolvetheribbonmightrequirealittleadaptation.Simpleproceduralinstructionsusethisformat:OntheInserttab,intheIllustrationsgroup,clickPictures.
Ifthecommandisinalist,ourinstructionsusethisformat:OntheHometab,intheTagsgroup,clicktheFollowUparrow,andthenclickToday.
Ifdifferencesbetweenyourdisplaysettingsandourscauseabuttontoappeardifferentlyonyourscreenthanitdoesinthisbook,youcaneasilyadaptthestepstolocatethecommand.Firstclickthespecifiedtab,andthenlocatethespecifiedgroup.Ifagrouphasbeencollapsedintoagrouplistorunderagroupbutton,clickthelistorbuttontodisplaythegroup’scommands.Ifyoucan’timmediatelyidentifythebuttonyouwant,pointtolikelycandidatestodisplaytheirnamesinScreenTips.Theinstructionsinthisbookassumethatyou’reinteractingwithon-screenelementsonyourcomputerbyclicking(withamouse,touchpad,orotherhardwaredevice).Ifyou’reusingadifferentmethod—forexample,ifyourcomputerhasatouchscreeninterfaceandyou’retapping
example,ifyourcomputerhasatouchscreeninterfaceandyou’retappingthescreen(withyourfingerorastylus)—substitutetheapplicabletappingactionwhenyouinteractwithauserinterfaceelement.Instructionsinthisbookrefertouserinterfaceelementsthatyouclickortaponthescreenasbuttons,andtophysicalbuttonsthatyoupressonakeyboardaskeys,toconformtothestandardterminologyusedindocumentationfortheseproducts.
EbookeditionIfyou’rereadingtheebookeditionofthisbook,youcandothefollowing:
SearchthefulltextPrintCopyandpaste
YoucanpurchaseanddownloadtheebookeditionfromtheMicrosoftPressStoreat:
https://aka.ms/MOSOutlook2016/detail
Errata,updates,&booksupportWe’vemadeeveryefforttoensuretheaccuracyofthisbookanditscompanioncontent.Ifyoudiscoveranerror,pleasesubmitittousthroughthelinkat:
https://aka.ms/MOSOutlook2016/errataIfyouneedtocontacttheMicrosoftPressBookSupportteam,pleasesendanemailmessageto:
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TakingaMicrosoftOfficeSpecialistexam
Desktopcomputingproficiencyisincreasinglyimportantintoday’sbusinessworld.Whenscreening,hiring,andtrainingemployees,employerscanfeelreassuredbyrelyingontheobjectivityandconsistencyoftechnologycertificationtoensurethecompetenceoftheirworkforce.Asanemployeeorjobseeker,youcanusetechnologycertificationtoprovethatyoualreadyhavetheskillsyouneedtosucceed,savingcurrentandfutureemployersthetimeandexpenseoftrainingyou.
MicrosoftOfficeSpecialistcertificationMicrosoftOfficeSpecialistcertificationisdesignedtoassiststudentsandinformationworkersinvalidatingtheirskillswithOfficeprograms.Thefollowingcertificationpathsareavailable:
AMicrosoftOfficeSpecialist(MOS)isanindividualwhohasdemonstratedproficiencybypassingacertificationexaminoneormoreOfficeprograms,includingMicrosoftWord,Excel,PowerPoint,Outlook,orAccess.AMicrosoftOfficeSpecialistExpert(MOSExpert)isanindividualwhohastakenhisorherknowledgeofOfficetothenextlevelandhasdemonstratedbypassingCoreandExpertcertificationexamsthatheorshehasmasteredthemoreadvancedfeaturesofWordorExcel.AMicrosoftOfficeSpecialistMaster(MOSMaster)isanindividualwhohasdemonstratedabroaderknowledgeofOfficeskillsbypassingtheWordCoreandExpertexams,theExcelCoreandExpertexams,thePowerPointexam,andtheAccessorOutlookexam.
SelectingacertificationpathWhendecidingwhichcertificationsyouwouldliketopursue,assessthefollowing:
Theprogramandprogramversion(s)withwhichyouarefamiliarThelengthoftimeyouhaveusedtheprogramandhowfrequentlyyouuseitWhetheryouhavehadformalorinformaltrainingintheuseofthatprogram
WhetheryouusemostoralloftheavailableprogramfeaturesWhetheryouareconsideredago-toresourcebybusinessassociates,friends,andfamilymemberswhohavedifficultywiththeprogram
CandidatesforMOScertificationareexpectedtosuccessfullycompleteawiderangeofstandardbusinesstasks.SuccessfulcandidatesgenerallyhavesixormoremonthsofexperiencewiththespecificOfficeprogram,includingeitherformal,instructor-ledtrainingorself-studyusingMOS-approvedbooks,guides,orinteractivecomputer-basedmaterials.CandidatesforMOSExpertandMOSMastercertificationareexpectedtosuccessfullycompletemorecomplextasksthatinvolveusingtheadvancedfunctionalityoftheprogram.Successfulcandidatesgenerallyhaveatleastsixmonths,andmighthaveseveralyears,ofexperiencewiththeprograms,includingformal,instructor-ledtrainingorself-studyusingMOS-approvedmaterials.
Test-takingtipsEveryMOScertificationexamisdevelopedfromasetofexamskillstandards(referredtoastheobjectivedomain)thatarederivedfromstudiesofhowtheOfficeprogramsareusedintheworkplace.Becausetheseskillstandardsdictatethescopeofeachexam,theyprovidecriticalinformationabouthowtoprepareforcertification.Thisbookfollowsthestructureofthepublishedexamobjectives.
SeeAlsoFormoreinformationaboutthebookstructure,see“Howthisbookisorganized”intheIntroduction.
TheMOScertificationexamsareperformancebasedandrequireyoutocompletebusiness-relatedtasksintheprogramforwhichyouareseekingcertification.Forexample,youmightbepresentedwithadocumentandtoldtoinsertandformatadditionaldocumentelements.Yourscoreontheexamreflectshowmanyoftherequestedtasksyoucompletewithintheallottedtime.Hereissomehelpfulinformationabouttakingtheexam:
Keeptrackofthetime.Yourexamtimedoesnotofficiallybeginuntilafteryoufinishreadingtheinstructionsprovidedatthebeginningoftheexam.Duringtheexam,theamountoftimeremainingisshownintheexaminstructionwindow.Youcan’tpausetheexamafteryoustartit.
Paceyourself.Atthebeginningoftheexam,youwillreceiveinformationaboutthetasksthatareincludedintheexam.Duringtheexam,thenumberofcompletedandremainingtasksisshownintheexaminstructionwindow.Readtheexaminstructionscarefullybeforebeginning.Followalltheinstructionsprovidedcompletelyandaccurately.Ifyouhavedifficultyperformingatask,youcanrestartitwithoutaffectingtheresultofanycompletedtasks,oryoucanskipthetaskandcomebacktoitafteryoufinishtheothertasksontheexam.Enterrequestedinformationasitappearsintheinstructions,butwithoutduplicatingtheformattingunlessyouarespecificallyinstructedtodoso.Forexample,thetextandvaluesyouareaskedtoentermightappearintheinstructionsinboldandunderlinedtext,butyoushouldentertheinformationwithoutapplyingtheseformats.Closealldialogboxesbeforeproceedingtothenextexamitemunlessyouarespecificallyinstructednottodoso.Don’tclosetaskpanesbeforeproceedingtothenextexamitemunlessyouarespecificallyinstructedtodoso.Ifyouareaskedtoprintadocument,worksheet,chart,report,orslide,performthetask,butbeawarethatnothingwillactuallybeprinted.Don’tworryaboutextrakeystrokesormouseclicks.Yourworkisscoredbasedonitsresult,notonthemethodyouusetoachievethatresult(unlessaspecificmethodisindicatedintheinstructions).Ifacomputerproblemoccursduringtheexam(forexample,iftheexamdoesnotrespondorthemousenolongerfunctions)orifapoweroutageoccurs,contactatestingcenteradministratorimmediately.Theadministratorwillrestartthecomputerandreturntheexamtothepointwheretheinterruptionoccurred,withyourscoreintact.
ExamStrategyThisbookincludesspecialtipsforeffectivelystudyingfortheMicrosoftOfficeSpecialistexamsinExamStrategyparagraphssuchasthisone.
CertificationbenefitsAttheconclusionoftheexam,youwillreceiveascorereport,indicatingwhetheryoupassedtheexam.Ifyourscoremeetsorexceedsthepassingstandard(theminimumrequiredscore),youwillbecontactedbyemailbythe
standard(theminimumrequiredscore),youwillbecontactedbyemailbytheMicrosoftCertificationProgramteam.TheemailmessageyoureceivewillincludeyourMicrosoftCertificationIDandlinkstoonlineresources,includingtheMicrosoftCertifiedProfessionalsite.Onthissite,youcandownloadororderaprintedcertificate,createavirtualbusinesscard,orderanIDcard,reviewandshareyourcertificationtranscript,accesstheLogoBuilder,andaccessotherusefulandinterestingresources,includingspecialoffersfromMicrosoftandaffiliatedcompanies.Dependingonthelevelofcertificationyouachieve,youwillqualifytodisplayoneofthreelogosonyourbusinesscardandotherpersonalpromotionalmaterials.Theselogosattesttothefactthatyouareproficientintheapplicationsorcross-applicationskillsnecessarytoachievethecertification.UsingtheLogoBuilder,youcancreateapersonalizedcertificationlogothatincludestheMOSlogoandthespecificprogramsinwhichyouhaveachievedcertification.IfyouachieveMOScertificationinmultipleprograms,youcanincludemultiplecertificationsinonelogo.
FormoreinformationTolearnmoreabouttheMicrosoftOfficeSpecialistexamsandrelatedcourseware,visit:
http://www.certiport.com/mos
Exam77-731.Outlook2016:CoreCommunication,CollaborationandEmailSkills
MicrosoftOfficeSpecialist
ThisbookcoverstheskillsyouneedtohaveforcertificationasaMicrosoftOfficeSpecialistinOutlook2016.Specifically,youneedtobeabletocompletetasksthatdemonstratethefollowingskillsets:
1ManagetheOutlookenvironmentforproductivity2Managemessages3Manageschedules4Managecontactsandgroups
Withtheseskills,youcanefficientlymanagecommunicationswithcolleaguesandperformtheschedulingandtrackingtasksthatareimportanttoworkingefficientlyinabusinessenvironment.
PrerequisitesThisbookassumesthatyouhavebeenworkingwithOutlook2016foratleastsixmonthsandthatyouknowhowtoperformfundamentaltasksthatarenotspecificallymentionedintheobjectivesforthisMicrosoftOfficeSpecialistexam.Beforeyoubeginstudyingforthisexam,youmightwanttomakesureyouarefamiliarwiththeinformationinthissection.
Workinindividualmodules
MailmoduleEachtimeyoustartOutlookandconnecttoyouremailserver,anynewmessagesreceivedsincethelasttimeyouconnectedappearinyourInbox.Dependingonyoursettings,Outlookdownloadseithertheentiremessagetoyourcomputeroronlythemessageheader.Theheaders,whicharelistedinthecontentpanetotherightoftheFolderPane,providebasicinformationaboutthemessage,suchas:
Theitemtype(suchasmessage,meetingrequest,ortaskassignment).
Thesender,recipient,andsubject.Themostrecentresponsetype.Ifithasattachments.Ifithasbeendigitallysignedorencrypted.Ifithasbeenmarkedasbeingofhighorlowimportance.
Messagesyouhaven’tyetreadareindicatedbyverticalbluelinesandboldheaders.Youcandisplaythetextofamessageintheseways:
Youcanopenamessageinitsownwindowbydouble-clickingitsheaderinthemessagelist.YoucanreadamessagewithoutopeningitbyclickingitsheaderinthemessagelisttodisplaythemessageintheReadingPane.
CalendarmoduleWhenyoudisplaytheCalendarmodule,theFolderPanechangestodisplaytheDateNavigatorandalistofthelocal,MicrosoftExchangeServer,MicrosoftSharePoint,andInternetcalendarsthatOutlookisconfiguredtoconnectto.
PeoplemoduleInthePeoplemodule,theFolderPanedisplaysalistoftheavailableaddressbooks.OnthecontactindextotherightofthecontentpaneinthePeoplemodule,youcanclickalphabeticbuttonstoquicklyjumptocontactrecordsfiledbyaspecificletter.
TasksandNotesmodulesIntheTasksmodule,theFolderPanedisplaystheavailabletaskfoldersandtaskfolderviews.IntheNotesmodule,itdisplaystheavailablenotefolders.
TipYoucandisplaytheMail,Calendar,People,Tasks,andNotesmodulesfromtheNavigationBaratthebottomoftheFolderPane.
SwitchviewsYoucanusecommandsontheViewtaboftheribbontodisplaydifferentviewsofmodulecontent.Ifnoneofthestandardviewsmeetsyourneeds,youcanclicktheViewSettingsbuttonintheCurrentViewgroupontheViewtabtodefineacustomviewoftheinformationinthecurrentmodule.
CreateOutlookitemsYoucancreateanytypeofOutlookitemfromanymodule.Youcanalsocreatefolderstocontainitemssuchasmailmessages,calendarinformation,orcontactrecords.Youmustspecifythetypeofitemsthefolderwillcontainwhenyoucreateit.
TocreateanitemspecifictothecurrentmoduleOntheHometab,intheNewgroup,clicktheNewItembutton.PressCtrl+N.
TipTheNewbuttonalwayscreatesthedefaultitemforthecurrentmodule.Forexample,intheMailmodule,theNewbuttonandkeyboardshortcutcreateanewmessage.
TocreateanyitemfromanymoduleOntheHometab,intheNewgroup,clicktheNewItemsbutton,andthenclickthetypeofitemyouwanttocreate.PressCtrl+Shift+Mtocreateamessage.PressCtrl+Shift+Atocreateanappointment.PressCtrl+Shift+Qtocreateameeting.PressCtrl+Shift+Ctocreateacontact.PressCtrl+Shift+Ltocreateacontactgroup.PressCtrl+Shift+Ktocreateatask.PressCtrl+Shift+Ntocreateanote.
Tocreateafolder1.DoeitherofthefollowingtoopentheCreateNewFolderdialogbox:•OntheFoldertab,intheNewgroup,clickNewFolder.•PressCtrl+Shift+E.
2.IntheNamebox,enteranameforthefolder.3.IntheFoldercontainslist,dooneofthefollowing:•Tocreateacalendar,clickCalendarItems.•Tocreateanaddressbook,clickContactItems.
•Tocreateanemailfolder,clickMailandPostItems.•Tocreateanotefolder,clickNoteItems.•Tocreateatasklist,clickTaskItems.
4.IntheSelectwheretoplacethefolderlist,clickthelocationinwhichyouwanttocreatethefolder.
5.IntheCreateNewFolderdialogbox,clickOK.
AddressmessagesToaddressanemailmessage,entertheintendedrecipient’semailaddressintotheTobox.Ifyouwanttosendamessagetomorethanoneperson,separatetheaddresseswithsemicolons.Ifamessagerecipient’saddressisinyouraddressbook,youcanentertheperson’sname,andOutlookwilllookforthecorrespondingemailaddress.(YoucaneitherwaitforOutlooktovalidatethenameorpressCtrl+Ktoimmediatelyvalidatethenamesandaddressesyouenter.)AsyouentercharactersintheTo,Cc,orBccbox,Outlookmightdisplaymatchingaddressesinalistbelowthebox.SelectanameoremailaddressfromthelistandthenpressTaborEntertoinserttheentirenameoraddressinthebox.IfyouremailaccountispartofanExchangeServernetwork,youcansendmessagestoanotherpersononthesamenetworkbyenteringonlyhisorheremailalias(forexample,ifthefullemailaddressisjoan@wingtiptoys.com,youneedenteronlyjoan)—theatsymbol(@)anddomainnamearen’trequired.Bydefault,OutlooksearchesyourGlobalAddressListandmainaddressbook,butyoucaninstructtheprogramtoalsosearchotheraddressbooks.Ifnoaddressbookcontainsanentryforthenameyouentered,whenyousendthemessage,Outlookpromptsyoutoselectanaddressbookentryorcreateanewcontact.
TohaveOutlooksearchadditionaladdressbooks1.OntheHometab,intheFindgroup,clickAddressBook.2.IntheAddressBookwindow,ontheToolsmenu,clickOptions.3.IntheAddressingdialogbox,clickCustom,andthenclickAdd.4.IntheAddAddressListdialogbox,clicktheaddresslistyouwanttoadd,clickAdd,andthenclickClose.
5.IntheAddressingdialogbox,clickOK,andthenclosetheAddress
Bookwindow.
AccessprogramcommandsandoptionsYoudisplaytheBackstageviewbyclickingtheFiletabontheribbon.CommandsforworkingwithemailaccountsandOutlookitems(ratherthanitemcontent)areavailablefromtheBackstageview.YoudisplaytheBackstageviewbyclickingtheFiletabontheribbonintheOutlookprogramwindoworanyOutlookitem.WhenyoudisplaytheBackstageviewfromtheOutlookprogramwindow,thecommandsrelatetothecurrentaccount,currentmodule,andselecteditem.Theavailablecommandsvarybasedonthetypeofaccountselectedintheaccountlistatthetopofthepage.
TheBackstageviewdisplaysoptionsforthecurrentemailaccount
ThelinksintheleftpaneoftheBackstageviewprovideaccesstopagesofcommandsforworkingwiththecurrentemailaccount,commandsforworkingwiththeactiveOutlookitem,orcommandsforworkingwithOutlook.TodisplaytheInfo,Open&Export,SaveAs,Print,OfficeAccount,Feedback,orSupportpage,clickthepagenameintheleftpane.YoumanagemanyaspectsofOutlookfunctionalityfromtheOutlookOptionsdialogbox,whichyouopenbyclickingOptionsintheleftpaneoftheBackstageview.
view.
TheOutlookOptionsdialogbox
TheOutlookOptionsdialogboxhas12separatepagesofcommands(13forMicrosoftExchangeServeraccounts),organizedbyfunction.TodisplaytheGeneral,Mail,Calendar,Groups,People,Tasks,Search,Language,Advanced,CustomizeRibbon,QuickAccessToolbar,Add-ins,orTrustCenterpageoftheOutlookOptionsdialogbox,clickthepagenameintheleftpane.TosavechangesthatyoumakeintheOutlookOptionsdialogbox,clickOKinthelower-rightcorner.Todiscardchanges,clickCancel.
Objectivegroup1.ManagetheOutlookenvironmentforproductivity
TheskillstestedinthissectionoftheMicrosoftOfficeSpecialistexamforMicrosoftOutlook2016relatetomanagingtheOutlookenvironment.Specifically,thefollowingobjectivesareassociatedwiththissetofskills:1.1Customizesettings1.2Printandsaveinformation1.3PerformsearchoperationsinOutlook
ThegoaloftheOffice2016workingenvironmentistomakeworkingwithcontent,includingthatofMicrosoftWorddocuments,Excelworkbooks,PowerPointpresentations,Outlookemailmessages,andAccessdatabasetables,asintuitiveaspossible.Tothatend,eachprogramintheOfficesystem,includingOutlook,hasasimilaruserinterface.UnlikeotherOfficeprograms,Outlookdoesn’tfunctionforasinglepurposeorcreateasinglecategoryoffiles.Youuseittocreate,organize,andtrackseveraltypesofinformationthatarecriticaltokeepingyourdailylifefunctioningsmoothly.Tominimizetheworkofdealingwithsuchdiverseitemsofinformationasemailmessages,contactrecords,appointments,tasks,andnotes,Outlookprovidesamoduleforeachtypeandpresentseachmoduleinasimilarinterface,makingitpossibleforyoutoworkwithdifferentitemsinconsistentways.ThischapterguidesyouinstudyingwaysofcustomizingyourOutlookinstallationandsettingstofitthewayyouwork,andperformingoperationssuchasprinting,saving,andsearchingthatarecommonacrossallOutlookmodules.
Nopracticefilesarerequiredtocompletethepracticetasksinthischapter.Formoreinformation,see“Downloadthepracticefiles”inthisbook’sintroduction.
Objective1.1:Customizesettings
ManagemultipleaccountsYoucanaddoneormoreemailaccountsofanysupportedtypetoyourOutlook
YoucanaddoneormoreemailaccountsofanysupportedtypetoyourOutlookprofile,eitherduringtheinitialsetupprocedureoratanytimethereafter.AfteryouconfigureOutlooktoconnecttoanemailaccount,youcaneasilymanagetheinformationstoredwiththataccountbyusingtheOutlookfeaturesspecificallydesignedforeachtypeofinformation.ConfiguringOutlookcreatesanOutlookdatafileforeachemailaccountandanOutlookprofile,whichstoresinformationaboutyouandyouremailaccounts.YoucanworkwithyourprofilefromwithinOutlookorfromtheMailcontrolpanelinWindows.Yourprofileincludesinformationaboutyouremailaccountsuchastheusername,displayname,servername,password,andthelocaldatastoragelocation.Youcanconnecttomorethanoneemailaccountperprofile,toseamlesslymanageallyouremailcommunicationsthroughOutlook.
ExamStrategyExam77-731,“Outlook2016:CoreCommunication,CollaborationandEmailSkills,”doesnotrequireyoutodemonstratetheabilitytoworkwithOutlookprofiles.
IfyouconfigureOutlooktoconnecttomultipleemailaccounts,orifyouhavebeendelegatedcontrolofanotheraccount,youneedtoensurethatOutlooksendsoutgoingmessagesfromthecorrectaccount.Bydefault,Outlookassumesthatyouintendtosendamessagefromtheaccountyou’recurrentlyworkingin.IfyoubegincomposingamessagewhileviewingtheInboxofyourworkaccount,forexample,Outlookselectstheworkaccountasthemessage-sendingaccount.Ifyoureplytoamessagereceivedbyyourpersonalaccount,Outlookselectsthepersonalaccountasthemessage-sendingaccount.Youcanchangethesendingaccountfromwithinthemessagecompositionwindow.
SeeAlsoForinformationaboutdelegatingaccountaccess,see“Delegateaccess”in“Objective2.4:Organizeandmanagemessages.”
OutlookdisplaystheaccountfoldersforeachmailboxintheFolderPane.Youmanagesettingsforeachaccountseparately,butOutlooktracksflaggeditemsandcalendaritemsforallaccounts(otherthansecondaryMicrosoftExchangeaccounts)inyourprimaryTaskListandCalendar.
ExamStrategy
YoucanconnectOutlooktoemailaccountsthatsupportautomaticconnectionandtoemailaccountsthatrequireyoutomanuallyenterserverinformation.Exam77-731,“Outlook2016:CoreCommunication,CollaborationandEmailSkills,”mayrequireyoutodemonstratetheabilitytoaddanemailaccounttoanexistingOutlookconfiguration.YouwillnotberequiredtodemonstratetheprocessofsettingupOutlookfromacleaninstallation.
TostarttheemailaccountconnectionprocessfromwithinOutlookOntheInfopageoftheBackstageview,clicktheAddAccountbuttontodisplaytheAutoAccountSetuppageoftheAddAccountwizard.
Toconnecttoanemailaccountthatsupportsautomaticconnections1.DisplaytheAutoAccountSetuppageoftheAddAccountwizard.2.Enteryourname,emailaddress,andemailaccountpasswordinthetextboxesprovided.ThenclickNexttosearchyouravailablenetworksandtheInternetforthespecifieddomain.
TipThepasswordcharactersyouenterarehidden,sotakecarethattheCapsLockkeyisnotinadvertentlyactivewhenyouenterthepassword.
Ifthewizardlocatesanaccountmatchingthespecifiedemailaddress,itattemptstologonbyusingthepasswordyouprovided.Iftheconnectionisn’timmediatelysuccessful,Outlookdisplaysadialogboxandpromptsyoufortheusernameandpassword.Iftheconnectionissuccessful,aconfirmationappears,alongwithadditionalaccountconfigurationoptions.
TipOutlookmaypromptyoutoreentertheusernameandpasswordevenifyouentereditcorrectlythefirsttime.
Youcanbeginusingtheaccountnow,orconnecttoadditionalaccounts
3.Doeitherofthefollowing:•ClickFinishtostartusingtheaccount.•ClickAddanotheraccounttorestartthewizard.
Toconnectmanuallytoanemailaccount1.DisplaytheAutoAccountSetuppageoftheAddAccountwizard,selectManualsetuporadditionalservertypes,andthenclickNext.
Connectionprocessesvarybyaccounttype
2.OntheChooseYourAccountTypepage,doeitherofthefollowing:•SelectOffice365,enteryourOffice365accountemailaddress,andthenclickNext.
•SelectPOPorIMAPorExchangeActiveSync,andthenclickNexttodisplaytheAccountSettingspageforthattypeofaccount.
3.Followthewizard’spromptstoprovidenecessaryinformationandcompletethesetupprocess.Thelevelofinformationrequiredvariesbasedontheaccounttype.
SettingsforaPOPaccount
TipInthisprocedure,theimagesdepictthesettingsforaPOPaccount.TheprocessofcompletingthewizardissimilarforIMAPaccounts.LessinformationisrequiredforExchangeActiveSyncaccounts.
4.WhenconfiguringaPOPorIMAPaccount,clicktheMoreSettingsbuttontoopentheInternetEmailSettingsdialogboxinwhichyoucanenteradditionalinformation,suchasthenamebywhichyouwanttoidentifytheaccount,theemailaddressyouwanttoappearwhenyoureply
toamessage,andoutgoingserverauthenticationinformation.Reviewthesettingsoneachtabandconfigureanythatarenecessary.ThenclickOKtoclosethedialogboxandreturntotheAccountSettingspage.
5.OntheAccountSettingspage,clickNexttotesttheconnection.
Testingconfirmsthatyoucansendandreceivemessageswiththecurrentsettings
6.ClosetheTestAccountSettingsdialogbox,andthenclickFinishtostartusingtheaccount.
TomanagesettingsforaspecificaccountIntheaccountlistatthetopoftheInfopageoftheBackstageview,selecttheaccountyouwanttomanage.
Tospecifythesendingaccountforamessage,invitation,orassignmentTosendfromanaccountthatisconfiguredinOutlook,clicktheFrombuttoninthemessageheader,andthenclicktheaccountfromwhichyouwanttosendthemessage.
TheFrombuttonappearsonlyifyouhaveOutlookconfiguredtoconnecttomultipleaccounts
TosendfromanaccountthatisnotconfiguredinOutlook,clicktheFrombuttoninthemessageheader,andthenclickOtherEmailAddress.IntheSendFromOtherEmailAddressdialogbox,entertheaccountfromwhichyouwanttosendthemessageintheFrombox,selectaninstalledaccountthathaspermissiontosendasthataccount,andthenclickOK.
Sendfromanyaccountyouhavepermissionsfor
CustomizetheappearanceoftheprogramwindowYoucancontrolthedisplay,andinsomecasesthelocation,ofprogramwindowelementsfromtheViewtabofeachmodule.Inadditiontothetitlebar,ribbon,andstatusbarthatarecommontoallOfficeprograms,theOutlookprogramwindowincludesfourareasinwhichyouworkwithOutlookitems.
PrimaryareasoftheOutlookprogramwindow
ThefourcontentareasoftheOutlookprogramwindowareasfollows:FolderPaneThiscollapsiblepaneappearsontheleftsideoftheOutlookprogramwindowineverymodule.Itscontentschangedependingonthemoduleyou’reviewing—itmightdisplaylinkstoemailfolders,MicrosoftSharePointlistsandlibraries,externalcontent,orviewoptions.TheFolderPanestate(minimizedorexpanded)remainsthesameasyouswitchamongmodules.WhenthecompactNavigationBarisdisplayed,itisincorporatedintotheFolderPaneanddisplayedverticallywhentheFolderPaneisminimizedorhorizontallywhentheFolderPaneisopen.ContentpaneThecontentpaneisthepartoftheprogramwindowborderedontheleftbytheFolderPaneandontherightbytheTo-DoBarwhentheTo-DoBarisdisplayed,orbytherightsideoftheprogramwindowwhenitisnotdisplayed.Thecontentpanedisplaysthecontentoftheselectedmodule—yourmessagelist,calendar,contactrecords,or
tasks.ReadingPaneThisoptionalpanecanbedisplayedverticallytotherightofthecontentpaneorhorizontallybelowit.WithintheReadingPane,youcanpreviewandworkwiththecontentofaselecteditem,ordisplayafull-featuredpreviewofafilethatisattachedtoanOutlookitem(includingMicrosoftWorddocuments,Excelworksheets,PowerPointpresentations,andPDFfiles).TheReadingPanecanalsohostthePeoplePane.
ExamStrategyExam77-731,“Outlook2016:CoreCommunication,CollaborationandEmailSkills,”doesnotrequirethatyoudemonstratetheabilitytoworkwiththePeoplePane.Forthatreason,thisStudyGuidedoesn’tincludeinformationorproceduresrelatedtothePeoplePane.
TheReadingPanecanbedisplayedinanyOutlookmodulebutisdisplayedbydefaultonlyintheMailandTasksmodules.To-DoBarThisoptionalpanecandisplayamonthlycalendar,upcomingappointments,favoritecontacts,andyourtasklist,oranycombinationofthesethatyouchoose.InOutlook2016,theTo-DoBarcanbeeitheropenorclosed,butnotminimizedasitcouldbeinpreviousversionsofOutlook.TheTo-DoBarcanbedisplayedinanyOutlookmodule,butisnotdisplayedbydefaultinanymodule.
TheNavigationBarislocatednearthelower-leftcorneroftheprogramwindow,abovethestatusbar.InversionsofOutlookbeforeOutlook2013,thenavigationcontrolswereincorporatedintotheFolderPane(formerlycalledtheNavigationPane).InOutlook2016,thenavigationcontrolsarepresentedontheNavigationBar,whichcanappearasacompactverticalorhorizontalbarthatdisplaysonlymoduleicons,orasalargerhorizontalbarwithtextlabels.
TheNavigationBarhasmultipleconfigurations
YoucandisplaytheMail,Calendar,People,andTasksmodulesbyclickingthecorrespondingbuttonontheNavigationBar.Ifamodulenamedoesn’tappearontheNavigationBar,clicktheellipsisattherightendoftheNavigationBar,andthenclickthemodulenametodisplayit.Youcan“peek”atthecurrentcontentoftheCalendar,People,orTasksmodulebypointingtothemodulebutton.PeeksdisplayinformationthatinpreviousversionsofOutlookwasshownonlyontheTo-DoBar.TheCalendarpeekdisplaysthismonth’sDateNavigatorandtoday’sappointments,thePeoplepeekdisplaysthecontactsyou’vesavedasfavoritesandasearchbox,andtheTaskspeekdisplaysyourupcomingtasksandataskentrybox.Dockingapeekcreatesanareaontherightsideoftheprogramwindow,calledtheTo-DoBar.
TheTaskspeek(undocked)
TipIftheTo-DoBarisn’talreadyopen,pinningapeekdisplaysit.PeeksaredisplayedontheTo-DoBarintheorderthatyouaddthem.Tochangetheorder,removeallpeeksotherthantheoneyouwantontop,andthenselectotherpeeksintheorderyouwantthem.YouconfiguretheTo-DoBarcontentandpresenceseparatelyforeachmodule.
YoucanchangetheappearanceoftheNavigationBarandthemodulebuttonsthatitdisplaysfromtheNavigationOptionsdialogbox.
ConfiguretheNavigationBarappearanceandfunctionality
ThecompactNavigationBarisincorporatedintotheFolderPaneanditsorientationdependsonwhethertheFolderPaneisminimizedorexpanded.ThestandardNavigationBarisseparatefromtheFolderPaneanddoesnotchangeorientation.TodisplaymoreorfewerbuttonsonthestandardNavigationBar,modifythesettingsintheNavigationOptionsdialogbox.
TodisplayorclosetheFolderPaneOntheViewtab,intheLayoutgroup,clicktheFolderPanebutton,andthenclickNormaltodisplaythepaneorOfftohideit.
TominimizeorexpandtheFolderPaneOntheViewtab,intheLayoutgroup,clicktheFolderPanebutton,andthenclickMinimized.AtthetopoftheFolderPane,clicktheMinimizetheFolderPanebuttonortheClicktoexpandFolderPanebutton.
TochangethewidthoftheFolderPaneorTo-DoBarDragthedividerbetweentheFolderPaneorTo-DoBarandthecontentpanetotherightorleft.
ToswitchbetweenthecompactandstandardNavigationBar1.OntheNavigationBar,clicktheellipsis,andthenclickNavigation
Options.2.IntheNavigationOptionsdialogbox,selectorcleartheCompactNavigationcheckbox,andthenclickOK.
TochangethenumberofbuttonsontheNavigationBarTodisplaymoreorfewerbuttonsonthevertical(minimized)compactNavigationBar,pointtoitstopborder,andwhenthepointerchangestoadouble-headedarrow,dragtheborderupordown.TodisplaymoreorfewerbuttonsonthehorizontalcompactNavigationBar,changethewidthoftheFolderPane.
Or1.OntheNavigationBar,clicktheellipsis,andthenclickNavigationOptions.
2.IntheNavigationOptionsdialogbox,setthemaximumnumberofvisibleitems(youcandisplayuptoeight),andthenclickOK.
TochangetheorderofbuttonsontheNavigationBarIntheNavigationOptionsdialogbox,movemodulenamesupanddownintheDisplayinthisorderboxtosettheorderofthemodulebuttonsfromlefttorightontheNavigationBar.
TodisplaypeeksOntheNavigationBar,pointto(don’tclick)theCalendar,People,orTasksbuttonorlink.
TodockpeekstotheTo-DoBarDoeitherofthefollowing:•DisplaythepeekthatyouwanttoaddtotheTo-DoBar.Intheupper-rightcornerofthepeek,clicktheDockthepeekbutton.
•OntheViewtab,intheLayoutgroup,clicktheTo-DoBarbutton,andthenclickanyinactivepeek(withoutacheckmark)topinittotheTo-DoBar.
ToremovepeeksfromtheTo-DoBarOntheTo-DoBar,intheupper-rightcornerofthepeek,clicktheRemovethepeekbutton(theX).
OntheViewtab,intheLayoutgroup,clicktheTo-DoBarbutton,andthenclickanyactivepeektoremoveitfromtheTo-DoBar.
TohidetheTo-DoBarintheactivemoduleOntheViewtab,intheLayoutgroup,clicktheTo-DoBarbutton,andthenclickOff.
ToresizetheTo-DoBaroritscontentTochangethewidthoftheTo-DoBar,pointtotheleftedgeoftheTo-DoBar,andwhenthepointerturnsintoadouble-headedarrow,dragtotheleftorright.Tochangetheheightofapeek,pointtotheseparatorbetweentwopeeks,andwhenthepointerchangestoadouble-headedarrow,dragupordown.
ConfigureprogramoptionsYoucanchangemanyofthedefaultprogramsettingsfromtheOutlookOptionsdialogbox.Fromthisdialogbox,youcancontrolthesettingsandappearanceofmanyOutlookfeatures,includingthefollowing:
Emailaccounts,functionality,andformattingEditorialandarchivefunctionsTheFolderPaneandReadingPaneYourcalendar,tasklist,andaddressbooksTheindexingandsearchfunctionsMessageflaggingThecontentoftheQuickAccessToolbarandribbon
TheOutlookOptionsdialogboxisdividedintoeightpagesoffunction-specificsettings(nineforExchangeaccounts),twopagesoffeature-specificsettings(fortheribbonandfortheQuickAccessToolbar),andtwopagesofsecurity-relatedsettings.
Optionsforreplyingto,forwarding,andsavingmessages
ExamStrategyTheGroupspageispresentonlyforExchangeaccounts.Exam77-731,“Outlook2016:CoreCommunication,CollaborationandEmailSkills,”doesnotrequireyoutodemonstrateyourabilitytoworkwithgroupsofthistype.
TipTheMicrosoftOfficeSpecialistexamforOutlook2016includesobjectivesrelatedtospecificsettingsthataredocumentedindividuallyinthisbook.However,theOutlookOptionsdialogboxcontainsotheroptionsnotincludedontheexam,whicharenotcoveredinthisbook.BesuretolookthroughtheOutlookOptionsdialogboxforoptionsthatyoucouldreconfiguretoincreaseyourefficiencywhileworkinginOutlook.
Tospecifythedefaultformatofoutgoingmessages1.OpentheOutlookOptionsdialogboxanddisplaytheMailpage.2.IntheComposemessagessection,intheComposemessagesinthisformatlist,clickHTML,RichTextFormat,orPlainText.
3.IntheOutlookOptionsdialogbox,clickOKtosavethechanges.
Tospecifythetextincludedinresponsemessages1.OpentheOutlookOptionsdialogboxanddisplaytheMailpage.2.IntheRepliesandforwardssection,clickthemessageoptionsyouwantfororiginalcontentthatisincludedinresponsemessages,intheWhenreplyingtoamessageandWhenforwardingamessagelists.
3.IntheOutlookOptionsdialogbox,clickOKtosavethechanges.
Toinsertanidentifierbeforeinlineresponses1.Doeitherofthefollowing:•OnthePersonalStationerytaboftheSignaturesandStationerydialogbox,intheReplyingorforwardingmessagesarea,selecttheMarkmycommentswithcheckbox.
•OntheMailpageoftheOutlookOptionsdialogbox,intheRepliesandforwardssection,selectthePrefacecommentswithcheckbox.
2.Inthecorrespondingtextbox,enterthetextthatwillidentifyyourresponses.
3.Intheopendialogbox,clickOKtosavethechanges.
TohaveOutlooksetthecolorofresponsetextOnthePersonalStationerytaboftheSignaturesandStationerydialogbox,intheReplyingorforwardingmessagesarea,selectthePickanewcolorwhenreplyingorforwardingcheckbox.
Objective1.1practicetasksTherearenopracticefilesforthesetasks.
StartOutlookanddothefollowing:Displaythestandard(notcompact)NavigationBar.ConfigureittodisplaylinkstoonlythePeople,Calendar,andMailmodules,inthatorder.DisplayandthendocktheCalendarpeek.MinimizetheFolderPane.ConfigureOutlooktocomposeoutgoingmessagesinHTML.ConfigureOutlooktoinsertyourinitialsbetweenasterisks(forexample,JL)beforecommentsthatyouinsertinmessageresponses.
Objective1.2:Printandsaveinformation
ViewandsavemessagesandattachmentsYoucanviewmessageattachmentsinseveralways:
Youcanpreviewcertaintypesofattachments(includingWorddocuments,Excelworkbooks,PowerPointpresentations,PDFfiles,andmanytypesofimagefiles)directlyintheReadingPane.Whenyouclicktheattachment,themessagetextisreplacedbyapreviewoftheattachmentcontents,andtheAttachmentstooltabappearsontheribbon.
YoucanquicklypreviewmanytypesofattachmentsintheReadingPane
Youcanopentheattachmentintheprogramassignedtothatfiletype.Youcansavetheattachmenttoyourharddiskandopenitfromthere.Thisstrategyisrecommendedifyoususpectanattachmentmightcontainavirusbecauseyoucanscanthefileforvirusesbeforeopeningit(providedthatyouhaveavirusscanningprograminstalledandturnedon).
IfyouwanttosavemessagesoutsideofOutlook,youcansaveeitherindividualmessagesorentirefoldersofmessages.Individualmessagescanbesavedinseveralformats,includingasOutlookmessagefiles,textfiles,andHTMLfiles.FolderscanbesavedasOutlookdatafiles,whichcanthenbeopenedfromanyOutlookinstallation.
TopreviewmessageattachmentsIntheReadingPane,dothefollowing:a.Toreplacethemessagetextwiththeattachmentcontent,clicktheattachment(onetime)inthemessageheader.
b.Toredisplaythemessagecontent,clicktheBacktomessagebuttonintheupper-leftcorneroftheReadingPane.
ToopenmessageattachmentsIntheReadingPaneorinanopenmessagewindow,double-clicktheattachmentinthemessageheader.
TosavemessageattachmentstoOutlookToaddacontactrecordorbusinesscardtoyourprimaryaddressbook,dragtheattachmentfromtheemailmessagetotheContactsbuttonontheNavigationBar.Toaddacontactrecordorbusinesscardtoasecondaryaddressbook,displaytheaddressbookintheFolderPane,andthendragtheattachmenttothatfolder.
Tosavemessageattachmentstoafilestoragelocation1.OpentheSaveAllAttachmentsdialogboxbydoinganyofthefollowing:•Right-clickanyattachment,andthenclickSaveAllAttachments.•Inthemessageheader,clickamessageattachment.ThenontheAttachmentstooltab,clicktheSaveAllAttachmentsbutton.
•IntheleftpaneoftheBackstageview,clickSaveAttachments.2.IntheSaveAllAttachmentsdialogbox,selecttheattachmentsyouwanttosave,andthenclickOK.
3.IntheSaveAttachmentdialogbox,browsetothefolderinwhichyouwanttosavethefiles,andthenclickOK.
Tosavemessagesasfiles1.IntheBackstageviewofthemessagereadingwindow,clickSaveAs.2.IntheSaveAsdialogbox,browsetothefolderinwhichyouwanttosavethemessage.
3.IntheSaveastypelist,clicktheformatinwhichyouwanttosavethemessage.
4.Ifyouwanttochangethenameofthemessagefile,replacethemessagesubjectintheFilenamebox.
5.IntheSaveAsdialogbox,clickSave.
ToexportmessagestoanOutlookdatafile1.OntheOpen&ExportpageoftheBackstageview,clickImport/ExporttostarttheImportAndExportWizard.
2.IntheChooseanactiontoperformlist,clickExporttoafile,andthenclickNext.
3.IntheCreateafileoftypelist,clickOutlookDataFile(.pst),andthenclickNext.
4.IntheSelectthefoldertoexportfromlist,clickthefolderfromwhichyouwanttoexportmessages.
5.Ifyouwanttoexportonlysomeofthemessagesfromthefolder,clickFiltertoopentheFilterdialogbox,filterthefoldertodisplayonlythemessagesyouwanttoexport,andthenclickOK.
6.IntheExportOutlookDataFilewizard,clickNext.7.TotherightoftheSaveexportedfileasbox,clicktheBrowsebutton.IntheOpenOutlookDataFilesdialogbox,browsetothefolderinwhichyouwanttosavethe.pstfile.EnteranamefortheexportedfileintheFilenamebox,clickOK,andthenclickNext.
TipIfotherdatafilesexistintheOpenOutlookDataFilesdialogbox,theFileNameboxwillautomaticallydisplaythenameofanexistingfile.Youmustreplacethatfilenameorthepreviousfilewillbeoverwritten.
8.Onthewizard’slastpage,clickFinish.9.IntheCreateOutlookDataFiledialogbox,ifyouwanttopassword-
protectthefile,enterapasswordinthePasswordandVerifyPasswordboxes.ThenclickOKtocreatethefile.
PrintOutlookitemsYoucanprintanyOutlookitemfromthecontentpaneorfromtheitemwindow.YoucanprintalistoftheemailmessagesinyourInboxorprintoneormoreindividualemailmessages.Outlookprintsthemessageasshownonthescreen,includingfontandparagraphformats.Youcanaddinformationsuchaspageheadersandfooters.Whenprintingacalendar,theamountofdetailthatappearsdependsonthetimeperiodyouprintandtheprintstyleyouchoose.
TheTri-foldcalendarprintstyledisplayscalendaritemsandtasksfortheselectedtimeperiod
Outlookoffersseveralbuilt-inprintstylesforcalendars,andyoucancreateothersifyouwant.Theavailableprintstylesvarybasedonwhatviewyou’reinwhenyouchoosethePrintcommand.Thedefaultprintstylesinclude:
DailyStylePrintstheselecteddaterangewithonedayperpage.Printedelementsincludethedate,day,TaskPad,referencecalendarforthecurrentmonth,andanareafornotes.WeeklyAgendaStylePrintstheselecteddaterangewithonecalendarweekperpage,includingreferencecalendarsfortheselectedandfollowingmonth.WeeklyCalendarStylePrintstheselecteddaterangewithonecalendarweekperpage.Eachpageincludesdaterangeandtimeincrements,referencecalendarsfortheselectedandfollowingmonth,andTaskPad.MonthlyStylePrintsapageforeachmonthintheselecteddaterange.Eachpageincludestheselectedmonthwithafewdaysshowingfromthepreviousandsubsequentmonths,alongwithreferencecalendarsfortheselectedandfollowingmonth.Tri-foldStylePrintsapageforeachdayintheselecteddaterange.Eachpageincludesthedailyschedule,weeklyschedule,andTaskPad.CalendarDetailsStyleListsyourappointmentsfortheselecteddaterange,inadditiontotheaccompanyingappointmentdetails.
Youcanselectthedateorrangeofdatestobeprintedandmodifythepagesetupoptionstofityourneeds.Youcanprintanaddressbookorindividualcontactrecords,eitheronpaperortoanelectronicfile(suchasaPDFfileoranXPSfile),fromanyaddressbookview.
PhoneDirectoryStyleprintsonlynamesandtelephonenumbers
Dependingontheview,Outlookoffersavarietyofprintstyles,suchasthosedescribedinthefollowingtable.
Youcancustomizethelayoutofmostofthedefaultprintstyles,andsavethemodifiedprintstyles.
ToprintthedefaultviewofanindividualitemRight-clicktheitem,andthenclickQuickPrint.
Toprintanindividualitem1.Intheitemwindow,displaythePrintpageoftheBackstageview.2.Specifytheprintoptionsandsettingsyouwant,andthenclickthePrintbutton.
Toprintmultipleitems1.Inthecontentpane,selecttheitemsyouwanttoprint.
2.OnthePrintpageoftheBackstageview,specifytheprintoptionsandsettingsyouwant,andthenclickPrint.
ToprintalistviewofallmessagesinafolderOnthePrintpageoftheprogramwindowBackstageview,intheSettingssection,clickTableStyle,andthenclickthePrintbutton.
Toprintanemailmessageanditsattachments1.OnthePrintpageoftheBackstageview,clickthePrintOptionsbutton.2.InthePrintdialogbox,selectthePrintattachedfilescheckbox.ThenclickPrint.
Toprintamessageattachment1.IntheReadingPaneormessagewindow,selecttheattachmentsyouwanttoprint.
2.OntheAttachmentstooltab,intheActionsgroup,clicktheQuickPrintbutton.
Toprintacalendar1.IntheCalendarmodule,onthePrintpageoftheBackstageview,clickthePrintOptionsbutton.
2.InthePrintdialogbox,dothefollowing:a.InthePrintstylelist,clicktheprintstyleyouwant.b.InthePrintrangesection,specifythedaterangeyouwanttoprint.c.Ifyouwanttoexcludeprivateappointmentsfromtheprintedcalendar,selecttheHidedetailsofprivateappointmentscheckbox.
3.InthePrintdialogbox,clickthePreviewbutton.4.OnthePrintpageoftheBackstageview,clickthePrintbutton.
Toprintmultiplecontactrecords1.InthePeoplemodule,ifyouwanttoprintonlyspecificcontactrecords,selectthosecontactrecords.
2.OnthePrintpageoftheBackstageview,clickthePrintOptionsbutton.3.InthePrintdialogbox,dothefollowing:a.InthePrintstylelist,clicktheprintstyleyouwant.
b.InthePrintrangesection,clickAllitemsorOnlyselecteditems.4.InthePrintdialogbox,clickthePreviewbutton.5.OnthePrintpageoftheBackstageview,clickthePrintbutton.
Toprinttasks1.IntheTasksmodule,ifyouwanttoprintonlyspecifictaskitemsandflaggeditems,selectthoseitems.
2.OnthePrintpageoftheBackstageview,clickthePrintOptionsbutton.3.InthePrintdialogbox,dothefollowing:a.InthePrintstylelist,clicktheprintstyleyouwant.b.InthePrintoptionssection,ifyouwanttoprintfilesthatareattachedtothetaskitemsorflaggeditems,selectthePrintattachedfilescheckbox.
4.InthePrintdialogbox,clickthePreviewbutton.5.OnthePrintpageoftheBackstageview,clickthePrintbutton.
Objective1.2practicetasksTherearenopracticefilesforthesetasks.SavetheresultsofthetasksintheMOSOutlook2016\Objective1practicefilefolder.
DisplayyourInboxanddothefollowing:Selecttwoemailmessagesthathaveattachments.Inoneoperation,printbothmessagesandtheirattachments.Saveoneofthemessagestothepracticefilefolder.Savetheattachmentonlyfromtheothermessagetothepracticefilefolder.ExportthecontentofyourInboxtoanOutlookdatafilenamedMyInbox.Savethedatafileinthepracticefilefolder.
Displayyourdefaultcalendaranddothefollowing:Printyourcalendarforthenextthreedayssothatthedailyscheduleforeachdayappearsonitsownpagewithspaceforatasklist.
Displayyourprimaryaddressbookanddothefollowing:Selectfourcontactrecords.Printalistofthenamesandphonenumbers.
Displayyourtasklistanddothefollowing:
Printatable-stylelistofallyourcurrenttasks.
Objective1.3:PerformsearchoperationsinOutlook
SearchforitemsTheInstantSearchfeatureofOutlook2016makesiteasytofindaspecificOutlookitembasedonanytextwithintheitemoranyattribute,suchasthecategoryassignedtoit.Withthisverypowerfulsearchengine,youcanfindanymessagecontainingaspecifiedsearchterm,whetherthetermappearsintheitemheader,intheitemcontent,orinamessageattachment.AlthoughyoucanuseInstantSearchtolocatecalendaritems,contactrecords,andtasks,youwillmostoftenuseittolocatemessagesinyourInboxandothermailfolders.Regardlessofthemoduleyou’researchingfrom,youcansearchaspecificfolder,allfolderscontainingitemsofthattype,orallofOutlook.Asyouenterasearchterm,Outlookfiltersoutallmessagesthatdon’tmatch,displaysonlythoseitemscontainingthecharactersyouenter,andhighlightsthesearchterminthedisplayedresults,makingiteasytofindexactlywhatyou’relookingfor.Outlookfirstdisplaysupto30recentresults.ClickingtheMorelinkatthebottomofthelistortheIncludeOlderResultsbuttonintheResultsgroupontheSearchtooltabdisplaysadditionalresultswithintheselectedsearchscope.Inthelower-leftcorneroftheprogramwindow,thestatusbardisplaysthenumberofitemsincludedinthesearchresults.Youcannarrowtheresultsbyexpandingthesearchtermorbyspecifyingothersearchcriteria,suchasthesender,therecipient(whetherthemessagewasaddressedoronlycopiedtoyou),acategoryassignedtotheitem,orwhetherthemessagecontainsattachments.TheSearchtooltabappearswhenyouactivatetheSearchboxinanyOutlookmodule.YoucanentersearchtermsintotheSearchboxandrefineyoursearchbyusingthecommandsontheSearchtooltab.
Youcanrefineasearchbyspecifyingitempropertyvaluesorvalueranges
Whensearchinganyfolder,youcanusethecommandsontheSearchtooltabtosetthescopeofthesearchandtomorecloselydefinethesearchspecifications.
setthescopeofthesearchandtomorecloselydefinethesearchspecifications.Youcanalsoreturntotheresultsofprevioussearches.ThebuttonsavailableintheScopeandRefinegroupsvarybasedonthetypeoffolderyou’researching.TheScopegroupalwaysofferstheoptionsofthecurrentfolder,allsubfolders,allfoldersofthecurrenttype,andallOutlookitems.ThecommandsintheRefinegroupchangetoreflectcommonpropertiesofitemsstoredinthecurrentfoldertype.ThemostcommonpropertiesareshownasbuttonsintheRefinegroup;additionalpropertiesareavailableforselectionfromtheMorelist.Unlessyouspecifyotherwise,thesearchresultsincludeonlythecontentsofthedisplayedfolder,notanyofitssubfoldersoranyotherfolders.However,youcanchoosetosearchallsimilarfoldersorallOutlookitems.Ifyousearchmorethanonefolder,Outlookdisplaysthesearchresultsgroupedbythefolderinwhichtheyappear.Youcanopen,delete,andprocessanitemfromthesearchresultsasyouwouldfromanyotherlocation.However,ifyouchangeanitemsothatitnolongerfitsthesearchcriteria,theitemnolongerappearsinthesearchresults.
TosearchOutlookitemsinaspecificfolder1.IntheSearchboxatthetopofthecontentpane,enterthesearchterm.2.OntheSearchtooltab,intheRefinegroup,clickbuttonstospecifyadditionalsearchcriteria.
TochangethescopeofthesearchoperationTosearchallitemsinthecurrenttypeoffolderacrossallinstalledaccounts,doeitherofthefollowing:•OntheSearchtooltab,intheScopegroup,clicktheAllItemsbuttonforthetypeofitemcontainedinthecurrentfolder(forexample,AllMailboxesorAllCalendarItems).
•PressCtrl+Alt+A.Toincludesubfoldersofthecurrentfolderinthesearch,doeitherofthefollowing:•OntheSearchtooltab,intheScopegroup,clicktheSubfoldersbutton.•PressCtrl+Alt+Z.Toincludemessages,appointments,contactrecords,tasks,andnotesfromallinstalledaccountsinthesearch,ontheSearchtooltab,intheScopegroup,clicktheAllOutlookItemsbutton.
TipTheAllItemsandAllOutlookItemssearchesincludeallaccountsconfiguredinyourOutlookinstallation.
ToreturntotheoriginalcontentviewOntheSearchtooltab,intheClosegroup,clicktheCloseSearchbutton.ClickanyfolderintheFolderPane.
Toquicklyreturntoprevioussearchresults1.ClickintheSearchboxatthetopofthecontentpanetodisplaytheSearchtooltab.
2.OntheSearchtooltab,intheOptionsgroup,clicktheRecentSearchesbutton,andthenclickthesearchyouwanttorepeat.
UseSearchFoldersASearchFolderdisplaysallthemessagesinyourmailboxthatmatchaspecificsetofsearchcriteria,nomatterwhichfoldersthemessagesareactuallystoredin.WhenyoucreateaSearchFolder,itbecomespartofyourmailboxandiskeptuptodate.TheSearchFoldermoduleislocatedintheFolderPane,withinyourtop-levelmailbox,atthesamelevelastheInbox.Bydefault,Outlook2016includesonestandardSearchFolder:UnreadMail.(IfyourenvironmentincludesMicrosoftSkypeforBusiness,youmightalsohaveSearchFoldersforMissedCallsandMissedConversations.)Ifyouwantquickaccesstomessagesthatfitaspecificsetofcriteria,youcancreateacustomSearchFolder.SearchFoldercategoriesincludeReadingMail,MailFromPeopleAndLists,OrganizingMail,andCustom.
QuicklycreateastandardSearchFolder,orspecifycustomproperties
OutlookautomaticallykeepsSearchFoldercontentsuptodate.Thenamesoffolderscontainingunreadorflaggeditemsarebold,withthenumberofunreaditemsafterthefoldername.Thenamesoffolderswhosecontentsarenotuptodateareitalic.Eachmessageinyourmailboxisstoredinonlyonefolder(suchasyourInbox),butitmightappearinmultipleSearchFolders.ChangingordeletingamessageinaSearchFolderchangesordeletesthemessageinthefolderinwhichitisstored.
TocreateSearchFolders1.Displayanymailfolder.2.Dooneofthefollowing:•OntheFoldertab,intheNewgroup,clickNewSearchFoldertoopentheNewSearchFolderdialogbox.
•IntheFolderPane,expandthemailboxforwhichyouwanttocreatetheSearchFolder,right-clickSearchFolders,andthenclickNewSearchFolder.
•PressCtrl+Shift+P.
3.IntheNewSearchFolderdialogbox,clickthetypeofSearchFolderyouwanttocreate,providethesearchcriteriathatdefinetheSearchFoldercontents,andthenclickOK.
TomodifycriteriaforanexistingSearchFolder1.Right-clickthefolder,andthenclickCustomizeThisSearchFolder.2.ModifytheSearchFoldernameorcriteria,andthenclickOK.
ToupdateaSearchFolderIntheFolderList,clickthefoldername.
Objective1.3practicetasksTherearenopracticefilesforthesetasks.
DisplayyourOutlookInboxanddothefollowing:UsetheInstantSearchfeaturetolocateallmessagesinyourInboxthatcontainaspecificterm,suchasbusiness.NotethatOutlookfiltersthemessagesasyouenterthetermandhighlightstheresultsinmessagesandmessageattachments.ExpandthesearchtoincludeallOutlookitems.Refinethesearchtoincludeonlyitemsdatedthismonth.Refinethesearchtoincludeonlyitemsthathaveattachments.
Clearthesearchparametersandthendothefollowing:ExpandtheSearchFoldersnodeandreviewtheautomaticallycreatedSearchFolders.CreateaSearchFolderthatdisplaysallmessageswithattachments.CreateaSearchFolderthatdisplaysmessagesthatweresentonlytoyouandaremarkedashighimportance.
Objectivegroup2.Managemessages
TheskillstestedinthissectionoftheMicrosoftOfficeSpecialistexamforMicrosoftOutlook2016relatetomanagingmessages.Specifically,thefollowingobjectivesareassociatedwiththissetofskills:2.1Configuremailsettings2.2Createmessages2.3Formatmessages2.4Organizeandmanagemessages
TheprimaryreasonmostpeopleuseOutlookistosendandreceiveemailmessages.Manypeopleuseemailtokeepintouchwithfriendsandfamily,eitherfromworkorfromhome,andemailhasswiftlybecomeanacceptedandevenrequiredformofbusinesscommunication.Outlookprovidesallthetoolsyouneedtosend,respondto,organize,filter,sort,andotherwisemanagemessages.MessagescomposedinOutlook2016cancontaintext,diagrams,andgraphicsandcanbevisuallyenhancedbycolors,fonts,andbackgrounds.YoucanconfigureOutlooktoautomaticallyincludeinformationsuchasyourname,contactinformation,andcompanylogoattheendofoutgoingmessages.Outlookisdesignedtoactasacompleteinformation-managementsystem;itprovidesmanysimpleyetusefulfeaturesthatyoucanusetoorganizemessagesandotherOutlookitemsandtoquicklyfindinformationyouneed.Outlookautomaticallyhandlescertaintypesoforganizationforyou.YoucanorganizeitemsinOutlookbystoringrelateditemsinfoldersandbyassigningcolorcategoriestorelateditemsofalltypes.OutlookmakesiteasytofollowrelatedmessagesfrommultiplepeoplebydisplayingthemessagesinConversationview.ThischapterguidesyouinstudyingwaysofconfiguringyourOutlookmailsettings,automatingprocessestomaximizeemailefficiency,andcreating,customizing,formatting,organizing,andmanagingmessages.
Tocompletethepracticetasksinthischapter,youneedthepracticefilescontainedintheMOSOutlook2016\Objective2practicefilefolder.Formoreinformation,see“Downloadthepracticefiles”in
thisbook’sintroduction.
Objective2.1:Configuremailsettings
SetdefaultfontsforoutgoingmessagesThefonts,styles,colors,andbackgroundsofcontentyoucreateinOutlookaregovernedbytheOfficetheme.Thedefaultbodyfontis11-pointCalibri.Outlookusesthedefaultbodyfontwhencomposingmessages.Thedefaultsettingsuseablackfontfornewmessagesandabluefontformessageresponses(repliesandforwards).Youcanapplylocalcharacterandparagraphformattingtomessagecontent.Ifyouwanttochangethedefaultappearanceoftext,youcanspecifythefont,size,style,andcolorofthetextofnewmessagesandresponsemessages(forwardsandreplies).Youcancontinuetousedifferentcolorstovisuallydifferentiatebetweenoriginalmessagecontentandyourresponseswithinamessagetrailifyouwantto,oryoumightprefertokeepthingscleanandsimple,andalwaysusethesamefontregardlessofwhetheramessageisnew;thissimplerapproachcanhelprecipientstorecognizemessagecontentfromyou.YouselectmessagefontsandcontrolotheraspectsofmessageresponsesonthePersonalStationerytaboftheSignaturesAndStationerydialogbox.
Defaultfontsforoutgoingmessages
ExamStrategyExam77-731,“Outlook2016:CoreCommunication,CollaborationandEmailSkills,”doesnotrequireyoutodemonstratethatyoucansetthedefaultappearanceofplaintextmessagecontent.
Tochangethedefaultfontforoutgoingmessages1.OpentheOutlookOptionsdialogboxanddisplaytheMailpage.2.IntheComposemessagessection,clickStationeryandFontstodisplaythePersonalStationerytaboftheSignaturesAndStationerydialogbox.
3.Doeitherofthefollowing:•Tosetthefontfornewmessages,clickFontintheNewmailmessagessection.
•Tosetthefontformessageresponses,clickFontintheReplyingorforwardingmessagessection.
4.IntheFontdialogbox,configurethefontthatyouwantOutlooktousefortheselectedmessagetype.ThenclickOKineachoftheopendialogboxes.
CreateandassignautomaticsignaturesWhenyousendanemailmessagetosomeone,youwillmostlikely“sign”themessagebyenteringyournameattheendofthemessagetext.Youcanautomaticallyinsertyoursignaturetextinoutgoingmessagesbycreatinganemailsignatureandassigningittoyouremailaccount.Youremailsignaturecanincludeadditionalinformation(textandgraphics)thatyouwanttoconsistentlyprovidetomessagerecipients.
Youcancreatemultipleemailsignatures
Youcanhaveadifferentemailsignaturefornewmessagesandresponses.IfyouhavemorethanoneemailaccountsetupinOutlook,youcaninstructOutlooktoinsertadifferentsignatureinmessagessentfromeachaccount.
SeeAlsoForinformationaboutmanuallyinsertingemailsignaturesinmessages,see“Objective2.3:Formatmessages.”
Tocreateandassignautomaticsignatures1.OpentheOutlookOptionsdialogboxanddisplaytheMailpage.2.IntheComposemessagessection,clickSignatures.3.OntheEmailSignaturetaboftheSignaturesandStationerydialogbox,clickNew.
Tip
Outlookuserinterfaceelementsrefertoelectronicmailasemailore-mail.Forconsistency,thetextofthisbookalwaysreferenceselectronicmailasemail.
4.IntheTypeanameforthissignatureboxoftheNewSignaturedialogbox,enteranamethatidentifiesthecontentorpurposeofthesignature,andthenclickOK.
5.IntheEditsignaturebox,enterthesignaturetext.6.FormatthesignaturetextbyselectingthetextandthenusingtheformattingcommandsatthetopoftheEditsignaturearea.
TipInemailmessages,youremailsignaturewilllookexactlyasitdoesintheEditSignaturepane.
7.Ifyouwanttoincludeyourelectronicbusinesscardaspartofyoursignature,clickBusinessCard.ThenintheInsertBusinessCarddialogbox,locateandclickyourname,andclickOK.
8.IntheChoosedefaultsignaturearea,selecttheemailaccounttowhichyouwanttoassignthesignature.ThenintheNewmessageslist,clickthesignaturename.
9.Ifyouwanttoincludethesignatureinmessageresponses,intheReplies/forwardslist,clickthesignaturename.
10.Makeanyotherchangesyouwant,andthenclickOKineachoftheopendialogboxes.
Toeditanautomaticsignature1.OpentheSignaturesandStationerydialogboxanddisplaytheEmailSignaturetab.
2.IntheSelectsignaturestoeditbox,clickthesignatureyouwanttomodify.
3.IntheEditsignaturebox,modifythesignaturecontentandformatting.4.IntheChoosedefaultsignaturesection,modifythesignatureassignments.
5.ClickOKineachoftheopendialogboxes.
AutomaticallyprocessandreplytomessagesYoucanhaveOutlookevaluateyourincomingoroutgoingemailmessagesandtakevariousactionswiththembasedonsetsofinstructionsyousetup,calledrules.Youcancreaterulesbasedondifferentmessagecriteria,suchasthemessagesender,messagerecipients,messagecontent,attachments,andimportance.Byusingrules,youcanhaveOutlookmove,copy,delete,forward,redirect,replyto,orotherwiseprocessmessagesbasedonthecriteriayouspecify.Youcanchoosefromacollectionofstandardrulesorcreateyourownfromscratch.Foranytypeofaccount,youcansetuprulesthatmanagethemessagesstoredonyourcomputer.ForanExchangeServeraccount,youcansetuprulesthatmanagemessagesasyourExchangeserverreceivesorprocessesthem,andrulesthatgointoeffectonlywhenyouindicatethatyouareunavailable,bysettingupanAutomaticReply.
ConfigurerulesforincomingandoutgoingmessagesYoucancreatearulebasedononeofthetemplatesprovidedbyOutlook,startfromablankrule,orcopyandmodifyanexistingrule.
Rulescanprocessmessagesasyousendthemorasyoureceivethem
Tocreatearulefromscratch1.OntheInfopageoftheBackstageview,clickManageRules&Alerts.2.OntheEmailRulespageoftheRulesandAlertsdialogbox,clickNewRule.
3.IntheRulesWizard,dooneofthefollowing,andthenclickNext:•IntheStayOrganizedorStayUptoDatesectionoftheSelectatemplatelist,clickthetemplatefromwhichyouwanttobuildthenewrule.
•IntheStartfromablankrulesectionoftheSelectatemplatelist,clickthetypeofmessageyouwanttheruletoprocess.
4.IntheSelectcondition(s)list,selectthecheckboxforeachoftheconditionsthatwillidentifymessagestobeprocessedbytherule.IntheEdittheruledescriptionarea,clickeachunderlinedwordorphrase,and
replaceitwithacriterionthatidentifiesthetargetmessages.ThenclickNext.
5.IntheSelectaction(s)list,selectthecheckboxforeachoftheactionsyouwantOutlooktoperform.Specifythecriteriafortheunderlinedwordsorphrases.ThenclickNext.
6.IntheSelectexception(s)list,selectthecheckboxforanyconditionthatwillidentifymessagestoexcludefromtheruleaction.Specifythecriteriafortheunderlinedwordsorphrases.ThenclickNext.
7.Specifyanameforthenewrule,doeitherofthefollowing,andthenclickFinish:•SelecttheRunthisrulenowonmessagesalreadyin“Inbox”checkbox.
•SelecttheTurnonthisrulecheckbox.
Tomodifyanexistingrule1.OpentheRulesandAlertsdialogbox.OntheEmailRulespage,intheRulelist,clickthenameoftheruleyouwanttomodify(donotselectitscheckbox).ClickChangeRule,andthenclickEditRuleSettings.
2.IntheRulesWizard,modifytheruleasnecessary.
Tocreateanewrulebasedonanexistingrule1.OpentheRulesandAlertsdialogbox.OntheEmailRulespage,intheRulelist,clickthenameoftheruleyouwanttouseasthebasisforthenewrule.ThenclickCopy.
2.IntheCopyruletodialogbox,iftheFolderlistincludesmultipleaccountsorsetsofaccounts,clicktheaccountorsetofaccountstowhichyouwanttheruletoapply.ThenclickOK.
3.OntheEmailRulespage,withthecopyselected,clickChangeRule,andthenclickEditRuleSettings.
4.IntheRulesWizard,modifytheruleasnecessary,andspecifyauniquenamefortheruleonthefinalpageofthewizard.
Toapplyaruletoaspecificaccountorsetofaccounts1.IntheRulesandAlertsdialogbox,clickthenameoftheruleforwhichyouwanttospecifyanaccountorsetofaccounts.
2.IntheApplychangestothisfolderlist,clicktheaccountorsetof
accountstowhichyouwanttoapplytherule.
TipTheApplyChangesToThisFolderlistispresentonlywhenOutlookisconfiguredtoconnecttomultipleExchangeaccounts.
Torunaruleonexistingmessages1.OpentheRulesandAlertsdialogbox.OntheEmailRulespage,clickRunRulesNow.
2.IntheRunRulesNowdialogbox,selectthecheckboxofeachruleyouwanttorun,selectthefolderorfoldersandtypeofmessagesonwhichyouwanttoruntheruleorrules,andthenclickRunNow.
Todeletearule1.OpentheRulesandAlertsdialogbox.OntheEmailRulespage,intheRulelist,clickthenameoftheruleyouwanttodelete,andthenclickDelete.
2.IntheMicrosoftOutlookdialogboxthatappears,clickYes.
ConfigureautomaticrepliesandautomaticreplyrulesIfyourorganizationisrunningMicrosoftExchangeServer,youcanusetheAutomaticRepliesfeaturetoinformpeoplewhosendyouemailmessagesofyouravailability.WhenyouturnontheAutomaticRepliesfeature,Outlookrepliesautomaticallytomessagesreceivedfromotherpeople(butonlytothefirstmessagefromeachperson).Youprovidewhatevertextualinformationyouwantwithinthebodyoftheautomaticreplymessage(commonlyreferredtoasanoutofofficemessage,orOOFmessage).
ConfigureOutlooktosendseparateautomaticreplieswithinandoutsideofyourorganization
TipYoucanconfigurerulestosendautomaticresponsesfromaccountsotherthanExchangeServeraccounts.Formoreinformation,see“Automaticallyprocessandreplytomessages”earlierinthistopic.
ThefunctionalityoftheAutomaticRepliesfeatureisprovidedbyExchangeServer,sothespecificautomaticreplyoptionsdifferdependingonwhatversionofExchangeServeryourorganizationisrunning.RegardlessofwhichExchangeServerenvironmentyou’reworkingin,thisisaveryusefulfeature.Yourautomaticreplymessagemightalsobedisplayedtoco-workersinaMailTipatthetopofmessagestheyaddresstoyou,anddisplayedaspartofyourcontactinformationinMicrosoftSkypeforBusiness.ThepurposeoftheAutomaticRepliesfeatureistoprovidestandardinformation
ThepurposeoftheAutomaticRepliesfeatureistoprovidestandardinformationtomessagesenders.Whenyou’reawayfromyourcomputer,anautomaticreplycansetexpectationsforwhenacorrespondentcanexpectapersonalresponsefromyou.Youdon’thavetobephysicallyoutoftheofficetousethisfeature;somepeopleuseittoletotherpeopleknowwhenresponseswillbedelayedforotherreasons,suchaswhentheyareworkingonaprojectthatwillpreventthemfromrespondingpromptlytomessages,ortoinformcustomerswhomightbeindifferenttimezonesoftheirstandardworkinghours.InadditiontohavingOutlooksendautomaticreplies,youcanhaveitprocessmessagesthatarrivewhileyouareoutoftheofficebyusingrulesthatareineffectonlywhentheAutomaticRepliesfeatureison.TheAutomaticRepliesfeatureisoffuntilyouexplicitlyturniton;itdoesnotcoordinatewithyourfree/busyinformationintheCalendarmodule.WhenyouareusinganExchangeaccount,youcandothefollowingwhenconfiguringAutomaticReplies:
Youcancreatetwoauto-replymessages—onethatOutlooksendsonlytopeopleinyourorganization(onthesamedomain)andanothersenteithertoeveryoneelseoronlytothepeopleinyourprimaryaddressbook.Whenyouhaveseparateinternalandexternalmessages,youcandistinguishtheinformationmadeavailabletoco-workers,tofriendsandbusinesscontacts,andtothegeneralpublic(includingsendersofspam).Forexample,youmightincludeyouritineraryandmobilephonenumberonlyinaninternalautomaticreply,includeyourreturndateinareplytoyourcontacts,andnotsendanyreplytootherpeople.Youcanspecifythefont,size,andcolorofautomaticreplymessagetextandapplybold,italic,orunderlineformatting.Youcanformatparagraphsasbulletedornumberedlistsandcontroltheindentlevel.Youcanspecifystartandenddatesandtimesforyourautomaticreplymessagesothatyoudon’thavetoremembertoturnoffAutomaticReplies.
SeparatelyfromtheOutlookrulesthatyourunmanuallyorautomatically,youcansetuprulesthatrunonlywhentheAutomaticRepliesfeatureisactive.TheAutomaticReplyrulesarebuiltonadifferentsetofcriteriathanstandardOutlookrules;youcanchoosefromalimitednumberofconditions,andyoucan’tspecifyexceptions.
Createspecialrulestoprocessandrespondtomessageswhenyou’reoutoftheoffice
Toturnonautomaticreplies1.OntheInfopageoftheBackstageview,clickAutomaticReplies.2.IntheAutomaticRepliesdialogbox,ontheInsideMyOrganizationpage,clicktheSendautomaticrepliesoption.
3.SelecttheOnlysendduringthistimerangecheckbox.4.SettheStarttimetothedateandtimewhenyouwanttostartsendingautomaticreplies,andtheEndtimetothedateandtimeyouwanttostop.
5.Inthecontentpane,enterandformatthemessageyouwanttosendtointernalrecipients.
6.OntheOutsideMyOrganizationpage,selecttheAuto-replytopeopleoutsidemyorganizationcheckbox.
7.IfyouwanttorestrictautomaticrepliestoonlyemailmessagesthatareinyourContactsaddressbook,clicktheMyContactsonlyoption.
8.Inthecontentpane,enterandformatthemessageyouwanttosendtoexternalrecipients.
9.IntheAutomaticRepliesdialogbox,clickOK.
Tocreatearulethatrunsonlywhenyouareoutoftheoffice1.OntheInfopageoftheBackstageview,clickAutomaticReplies.2.IntheAutomaticRepliesdialogbox,clickRules.3.IntheAutomaticReplyRulesdialogbox,clickAddRule.4.IntheWhenamessagearrivesthatmeetsthefollowingconditionsareaoftheEditRuledialogbox,specifytheconditionsthatdefinemessagestobeprocessedbytherule.
5.Tospecifyadditionalconditionssuchasmessagesize,receiptdate,importance,andsensitivity,clickAdvancedand,intheAdvanceddialogbox,specifytheconditions,andthenclickOK.
6.InthePerformtheseactionsareaoftheEditRuledialogbox,specifytheactionstobeperformedbytherule.
7.ClickOKineachofthethreeopendialogboxes(EditRule,AutomaticReplyRules,andAutomaticReplies).
TospecifyrulestorunwhileAutomaticRepliesareturnedon1.OntheInfopageoftheBackstageview,clickAutomaticReplies.2.IntheAutomaticRepliesdialogbox,clickRules.3.IntheAutomaticReplyRulesdialogbox,selectthecheckboxforeachruleyouwanttorun,andclearthecheckboxforeachruleyoudon’twanttorunduringthecurrentout-of-officeperiod.ThenclickOKintheAutomaticReplyRulesandAutomaticRepliesdialogboxes.
PopulatemessagesbyusingQuickPartsYoucansaveinformationanddocumentelementsthatyouusefrequentlyascustombuildingblockssothatyoucaneasilyinsertthemintodocuments.Acustombuildingblockcanbeasimplephraseorsentencethatyouuseoften,oritcanincludefullparagraphsoftextandobjectssuchasgraphics.Youneedtocreatetheelementexactlyasyouwantitonlyonetime;thenyoucansaveitasabuildingblockanduseitconfidentlywhereveryouneedit.YouinsertacustombuildingblockintoamessagefromtheQuickPartsgalleryontheQuickPartsmenu.Tocreateabuildingblock,youcreateandselecttheitemyouwanttosave,clickSaveSelectionToQuickPartsGalleryontheQuickPartsmenu,andassignanametothebuildingblock.Youcantheninsertthebuildingblockatthecursor
nametothebuildingblock.YoucantheninsertthebuildingblockatthecursorbyenteringthebuildingblocknameandpressingF3,orbydisplayingtheQuickPartsgalleryandclickingthethumbnailofthebuildingblockyouwant.Oryoucaninsertitelsewherebyright-clickingthethumbnailinthegalleryandthenclickingoneofthespecifiedlocations.
TocreateQuickParts1.Inamessagecompositionwindow,enterandformatthecontentyouwanttosaveasaQuickPart.
2.Selectthecontent.3.OntheInserttab,intheTextgroup,clicktheQuickPartsbutton,andthenclickSaveSelectiontoQuickPartGallery.
4.IntheCreateNewBuildingBlockdialogbox,dothefollowing,andthenclickOK:a.IntheNamebox,enteranameforthebuildingblock.b.IntheDescriptionbox,enteradescriptionthatwillappearasaScreenTipwhenyoupointtothebuildingblockintheQuickPartsgallery.
SavefrequentlyusedmessagecontentasQuickPartsthatyoucaninsertinanymessage
ToinsertQuickPartsEnterthebuildingblockname,andthenpressF3.OntheInserttab,intheTextgroup,clicktheQuickPartsbutton,andthenclickthebuildingblockyouwanttoinsert.
ManagejunkemailBydefault,whenOutlookreceivesamessagethatitdeemstobeeitherjunkmailoraphishingmessage,itdeliversthatmessagetotheJunkEmailfolderassociatedwithyouraccountratherthantoyourInbox.(EachaccountyouconfigureOutlooktoconnecttohasitsownJunkEmailfolder.)WhentheJunkEmailfoldercontainsoneormoremessages,thenumberofmessagesinthefolderisshowninparenthesesattheendofthefoldername.Ifanyofthemessagesinthefolderhavenotbeenread,thefoldernameisbold.OutlookconvertsmessagecontentintheJunkEmailfoldertoplaintextanddisablesanyactivelinksorcontentwithinthemessage.TheInfoBarinthemessageheaderprovidesspecificinformationaboutthemessage’sstatus.
Outlookremovesattachments,disableslinks,andexposestargetURLsforyourreview
Anyremotegraphics(graphicsthataredisplayedfromInternetlocationsrather
thanembeddedinthemessage—sometimescalledwebbeacons)thatwerepresentinthemessageareconvertedtoURLs,whichrevealswherethegraphicsoriginated.Althoughtheresponseoptionsontheribbonareactive,youcan’treplytoamessagefromtheJunkEmailfolder—youmustfirstmoveittotheInboxoranotherfolder.YoucandeletemessagesfromtheJunkEmailfolder,orforwardamessagefromthefoldertosomeoneelsewhocanverifyforyouwhetherthemessageisvalid.Theforwardedmessagewillbeinplain-textformatratherthanintheoriginalmessageformat.
FromtheJunkmenu,youcanblockorallowspecificsendersorsendingdomains
YoumanagejunkmailsettingsfromtheJunkEmailOptionsdialogbox.YousetspecificjunkemailprocessingoptionsforeachemailaccounttowhichOutlookisconfiguredtoconnect.Theaccountforwhichyou’reconfiguringoptionsisshowninthetitlebaroftheJunkEmailOptionsdialogbox.TheJunkEmailOptionsdialogboxhasfivetabs:
OptionsOnthistab,yousetthejunkmailfilteringlevelandspecifytheactionsOutlookshouldtakewithmessagesthatthejunkmailfilterretains.SafeSendersOnthistab,youspecifysendingemailaddressesordomainsfromwhichOutlookshouldneverfiltermessages.SafeRecipientsOnthistab,youspecifyrecipientemailaddressesatwhichyoumightreceivemessages,suchasadistributionlists,thatOutlookshouldneverfilter.BlockedSendersOnthistab,youspecifysendingemailaddressesordomainsfromwhichOutlookshouldalwaysblockmessages.
InternationalOnthistab,youspecifycountry-specificorregion-specifictop-leveldomainsfromwhichOutlookshouldalwaysblockmessages,orincomingmessagelanguages,thatyouwantOutlooktoalwaysblock.
Tailorthejunkmailfiltersettingstofityourtypicalemailpatterns
Toprocessajunkemailmessage1.IntheJunkEmailfolder,selectthemessageyouwanttoprocess.2.OntheHometab,intheDeletegroup,clicktheJunkbutton.3.IntheJunklist,clickoneofthefollowing:•BlockSendertoaddthemessagesendertotheBlockedSenderslist.•NeverBlockSendertoaddthemessagesendertotheSafeSenderslist.•NeverBlockSender’sDomaintoaddthemessagesender’sdomaintotheSafeSenderslist.
•NeverBlockthisGrouporMailingListtoaddtherecipientgrouptotheSafeRecipientslist.
•NotJunktomovethemessagetotheInbox.YouthenhavetheoptionofaddingthemessagesendertotheSafeSenderslist.
ToconfigurejunkmailsettingsforthesenderofanopenmessageOntheMessagetabofthemessagereadingwindow,intheDeletegroup,clicktheJunkbutton,andthenclicktheoptionyouwant.
ToemptytheJunkEmailfolderofanymailbox1.DisplaytheFolderListintheFolderPaneandexpandthemailboxtodisplayitsJunkEmailfolder.
2.Right-clicktheJunkEmailfolder,andthenclickEmptyFolder.3.Inthemessageboxthatappears,clickYestoconfirmthatyouwanttopermanentlydeletetheitems.
ToopentheJunkEmailOptionsdialogboxOntheHometab,intheDeletegroup,ontheJunkmenu,clickJunkEmailOptions.
TochooseajunkemailprotectionlevelOntheOptionstaboftheJunkEmailOptionsdialogbox,clickNoAutomaticFiltering,Low,High,orSafeListsOnly.
ToconfigureOutlooktoautomaticallydeletesuspectedjunkemailOntheOptionstaboftheJunkEmailOptionsdialogbox,selectthePermanentlydeletesuspectedjunkemailinsteadofmovingittotheJunkEmailfoldercheckbox.
TipDonotselectthePermanentlyDeleteSuspectedJunkEmail...checkboxifyousettheprotectionleveltoHighortoSafeListsOnly.Withthesesettings,itislikelythattheJunkEmailFilterwillcatchquiteafewvalidmessagesthatyoudon’twantdeleted.
Toensurethatmessagesfromaspecificsenderordomainaren’tclassifiedasjunk
1.OntheSafeSenderstaboftheJunkEmailOptionsdialogbox,clickAdd.
2.IntheAddaddressordomaindialogbox,enteranemailaddress(forexample,tom@contoso.com)ordomain(forexample,@contoso.com),andthenclickOK.
Toensurethatresponsestomessagesyousendaren’tclassifiedasjunkOntheSafeSenderstaboftheJunkEmailOptionsdialogbox,selecttheAutomaticallyaddpeopleIemailtotheSafeSendersListcheckbox.
Toensurethatmessagessenttoaspecificemailaddressordomainaren’tfiltered
1.OntheSafeRecipientstaboftheJunkEmailOptionsdialogbox,clickAdd.
2.IntheAddaddressordomaindialogbox,enteranemailaddressordomain,andthenclickOK.
TipAdddistributionlistsormailinglistsofwhichyouareamembertoyourSafeRecipientsListtoensurethatmessagessenttoyouthroughthedistributionlistormailinglistwillneverbetreatedasjunkemail.
Toensurethatmessagesfromaspecificsenderordomainarealwaysclassifiedasjunk
1.OntheBlockedSenderstaboftheJunkEmailOptionsdialogbox,clickAdd.
2.IntheAddaddressordomaindialogbox,enteranemailaddressordomain,andthenclickOK.
Toblockallmessagesfromalocation-specifictop-leveldomain1.OntheInternationaltaboftheJunkEmailOptionsdialogbox,clickBlockedTop-LevelDomainList.
2.IntheBlockedTop-LevelDomainListdialogbox,selectthecheckboxforthetop-leveldomainofeachcountryorregionyouwanttoblock,andthenclickOK.
Toblockallmessageswithlanguage-specificencoding
1.OntheInternationaltaboftheJunkEmailOptionsdialogbox,clickBlockedEncodingsList.
2.IntheBlockedEncodingsListdialogbox,selectthecheckboxforeachlanguageyouwanttoblock,andthenclickOK.
Objective2.1practicetasksTherearenopracticefilesforthesetasks.Beforeyoubegin,alertacolleaguethatyou’regoingtopracticecreatingautomaticrepliesandrules.
StartOutlookanddothefollowing:SetthedefaultfontfornewmessagestoGreen,12-pointCandara.Createanemailsignaturethatincludesyourstandardemailmessageclosure(suchasBestregardsorThanks!)andyourname.Assigntheemailsignaturetonewmessagessentfromyourprimaryaccount.ConfigureOutlooktoautomaticallyreplytomessagessenttoyourprimaryaccountforthenexthour.Formessagesreceivedfromsendersinsideyourorganization,entertheautomaticreplytextThankyouforyourmessage.I’mstudyingfortheOutlookMOScertificationexamandwillcheckmessagessoon.Turnoffautomaticrepliestosendersoutsideofyourorganization.CreatearulethatassignsallincomingmessagesfromyourcolleaguetotheRedcategory,ortoanothercategoryofyourchoosing.Turnontherule.
Createanewemailmessagetoyourcolleagueanddothefollowing:Verifythatthemessageincludestheemailsignatureyouconfiguredearlier.Inthemessagecontentpane,abovetheemailsignature,enterPleasehelpmetestOutlookautomaticrepliesandrulesbyrespondingtothismessage.Verifythatthemessagetextusesthedefaultfontyouconfiguredearlier.Beforesendingthemessage,savethemessagecontent(includingthetextandyouremailsignature)asaQuickPartnamedTestMessage.DeletethemessagecontentandthenreinsertitbyusingtheQuickPart.Sendthemessage.
Whenyourcolleaguerespondstothemessage,dothefollowing:VerifythatOutlookassignstheresponsemessagetothecategoryyou
selectedearlier.Fromtheresponsemessage,addyourcolleague’semailaddresstoyourSafeSenderslist.
DisplayyourJunkEmailfolderanddothefollowing:Locateamessagefromasenderyouwanttoblock.AddthemessagesendertoyourBlockedSenderslist.IfyourJunkEmailfoldercontainsnomessagesyouwanttokeep,emptyit.
Objective2.2:Createmessages
CreateandsendmessagesYoucansendamessagefromanyaccountforwhichyouhavepermission.Validsendingaccountsincludethosethatareconfiguredonyourcomputerandotheraccountsforwhichyouhavebeendelegatedpermission.
SeeAlsoForinformationaboutsendingfromalternativeaccounts,see“Managemultipleaccounts”in“Objective1.1:Customizesettings.”Forinformationaboutdelegatingpermissiontoaccounts,see“Delegateaccess”in“Objective2.4:Organizeandmanagemessages.”
InadditiontotheToandCcfields,whicharedisplayedbydefaultinthemessagecompositionwindow,youcandisplaytheFromfieldandtheBccfield.Whenyoudisplayorhidetheseoptionalmessageheaderfieldsinanindividualmessage,Outlookretainsthesettingforallmessagecompositionwindows.
Amessagewithallavailableheaderfieldsandanautomaticsignature
Aconvenientwaytodistributeafile(suchasaMicrosoftWorddocument,Excelworkbook,PowerPointpresentation,orpicture)isbyattachingthefiletoanemailmessage.MessagerecipientscanprevieworopenthefilefromtheReadingPane,openitfromthemessagewindow,forwardittootherpeople,orsaveittotheircomputers.Whenyouattachafilefromasharedonlinelocation,suchasaOneDrivefolderorSharePointdocumentlibrary,themessagemaybeattachedasalinktothesharedfile,indicatedbyacloudonthefileicon.Ifyouprefertosendthefile,youcanconvertthelinktoafreestandingattachment.
Convertingasharedfiletoanattachment
YoucanalsoattachOutlookitems,suchasothermessages,calendaritems,contactrecords,notes,andtasks,tooutgoingmessages.RecipientscansaveattacheditemsintheirownOutlookinstallations.
TocreateanoriginalmessageIntheMailmodule,ontheHometab,intheNewgroup,clickNewEmail.IntheMailmodule,pressCtrl+N.Inanymodule,ontheHometab,intheNewgroup,clickNewItems,andthenclickEmailMessage.
TipOutlookuserinterfaceelementsrefertoelectronicmailasemailore-mail.Forconsistency,thetextofthisbookalwaysreferenceselectronicmailasemail.
Inanymodule,pressCtrl+Shift+M.
TodisplayoptionaladdressfieldsOntheOptionstabofthemessagewindow,intheShowFieldsgroup,clickBcc.
ToattachoneormorefilestoamessageDragthefileorfilesyouwanttoattachtothemessagefromFileExplorerintothemessageareaofthemessagewindow.
Or
1.OntheMessagetaborInserttabofthemessagewindow,intheIncludegroup,clickAttachFile.
2.OntheAttachFilemenu,dooneofthefollowing:•IfthefileyouwanttoattachisintheRecentItemslist,clickthefileinthelist.
•ClickBrowseWebLocations,clickthefilestoragelocation,andbrowsetoandselectthefileyouwanttoattach.
•ClickBrowseThisPCtoopentheInsertFiledialogbox.Locateandclickthefileyouwanttoattach,andthenclickInsert.
ToattachaseparatecopyofasharedfiletoamessageIntheAttachedareaofthemessageheader,pointtotheattachment,clickthearrowthatappears,andthenclickAttachasCopy.
ToattachanOutlookitemtoamessageDragtheitemyouwanttoattachtothemessagefromthecontentpaneintothemessageareaofthemessagewindow.
Or1.Doeitherofthefollowing:•OntheMessagetabofthemessagewindow,intheIncludegroup,clickAttachItem,andthenclickOutlookItem.
•OntheInserttabofthemessagewindow,intheIncludegroup,clickOutlookItem.
2.IntheInsertItemdialogbox,locateandclicktheitemyouwanttoattach.
3.WithAttachmentselectedintheInsertasarea,clickOK.
ToremoveanattachmentfromanoutgoingemailmessageIntheAttachedareaofthemessageheader,pointtothefileattachment,clickthearrowthatappears,andthenclickRemoveAttachment.
Torecallamessage1.FromyourSentItemsfolder,openthemessageyouwanttorecall.2.OntheMessagetab,intheMovegroup,clicktheMoreMoveActionsbutton,andthenclickRecallThisMessage.
Youcandeleteorreplaceamessageyou’vesentifithasn’tyetbeenreadbytherecipient
3.IntheRecallThisMessagedialogbox,selectanoptiontoindicatewhetheryouwanttodeleteorreplacethesentmessage,andwhetheryouwanttoreceiveanemailnotificationofthesuccessorfailureofeachrecall.ThenclickOK.
4.Ifyouchoosetoreplacethemessage,anewmessagewindowopens.Enterthecontentthatyouwanttoincludeinthereplacementmessage,andthensendit.
ConfiguremessageoptionsWhenyousendamessage,youcanincludevisualindicatorsoftheimportance,sensitivity,orsubjectcategoryofamessageorotherOutlookitem,flagamessageforfollow-up,restrictotherpeoplefromchangingorforwardingmessagecontent,provideasimplefeedbackmechanismintheformofvotingbuttons,andspecifymessagedeliveryoptionstofityourneeds.Commonmessagesettingsanddeliveryoptionsincludethefollowing:
FlagsandremindersYoucanplaceanoutgoingmessageonyourtasklist,addaninformationalremindertoit,orsetaremindertoappearatacertaintimeanddate,foryourselfandformessagerecipients.ImportanceYoucanindicatetheurgencyofamessagebysettingitsimportancetoHighorLow.Acorrespondingbannerappearsinthemessageheaderand,iftheImportancefieldisincludedintheview,animportanceiconappearsintheInboxorothermessagefolder.SensitivityYoucanindicatethatamessageshouldbekeptprivatebysettingitssensitivitytoConfidential,Personal,orPrivate.Noindicator
appearsinthemessagefolder,butabannerappearsinthemessageheadertoindicateasensitivitylevelotherthanNormal.SecurityIfyouhaveadigitalID,youcandigitallysignthemessage;oryoucanencryptthecontentsofthemessage.VotingoptionsIfyouandyourmessagerecipientshaveMicrosoftExchangeServeraccounts,youcanaddvotingbuttonstoyourmessagessothatrecipientscanquicklyselectfrommultiple-choiceresponseoptions.TrackingoptionsYoucantrackmessagesbyrequestingdeliveryreceiptsandreadreceipts.Thesereceiptsaremessagesautomaticallygeneratedbytherecipient’semailserverwhenitdeliversthemessagetotherecipientandwhentherecipientopensthemessage.DeliveryoptionsYoucanhavereplymessagesdeliveredtoanemailaddressotherthanyours,specifyadateandtimeforthemessagetobedeliveredandtoexpire,andsetadvancedattachmentformatandencodingoptions.CategoriesYoucanassignamessagetoacolorcategorythatwillbevisibletotherecipientifheorsheviewsthemessageinOutlook.
ExamStrategyExam77-731,“Outlook2016:CoreCommunication,CollaborationandEmailSkills,”doesnotrequireyoutodemonstratetheabilitytoschedulethedeliveryofamessageorsetanexpirationtimeforamessage.
Themessageheaderprovidesimportantinformationtorecipients
ThemostcommonlyusedoptionsareavailableintheTagsgroupontheMessagetabofthemessagewindow.YoucanaccessotheroptionsfromthePropertiesdialogbox,whichyouopenbyclickingtheTagsdialogboxlauncher.
SettingsinthePropertiesdialogboxarespecifictothecurrentmessage
TodesignateamessageashighorlowpriorityOntheMessagetabofthemessagewindow,intheTagsgroup,clicktheHighImportanceorLowImportancebutton.
Or1.OntheMessagetabofthemessagewindow,clicktheTagsdialogboxlauncher.
2.InthePropertiesdialogbox,clicktheoptionyouwantintheImportancelist,andthenclickClose.
Toremovetheprioritysettingfromamessageyouareforwarding1.OntheMessagetabofthereceivedmessagewindow,intheRespondgroup,clicktheForwardbutton.
2.OntheMessagetaboftheforwardedmessagecompositionwindow,intheTagsgroup,clicktheactiveHighImportanceorLowImportancebuttontoturnitoff.
Tosetthesensitivityofamessage
1.OntheMessagetabofthemessagewindow,clicktheTagsdialogboxlauncher.
2.InthePropertiesdialogbox,clicktheoptionyouwantintheSensitivitylist,andthenclickClose.
TipYoucansetthedefaultsensitivityandpriorityofallnewmessagesintheSendMessagessectionoftheMailpageoftheOutlookOptionsdialogbox.
Toflaganoutgoingmessageforfollow-upbyyouOntheMessagetabofthemessagewindow,clicktheFollowUpbutton,andthenclicktheflagdateyouwanttoset.
Toflaganoutgoingmessageforfollow-upbyrecipients1.OntheMessagetabofthemessagewindow,clicktheFollowUpbutton,andthenclickCustom.
2.IntheCustomdialogbox,selecttheFlagforRecipientscheckbox.3.Ifyouwanttosetareminderforrecipients,selecttheRemindercheckboxandthereminderdateandtime.
4.ClickOKtosettheflag,whichwillappearinthemessageheaderasRecipientsreceive:FollowuporRecipientsreceive:Followupbyfollowedbythespecifieddateandtime.
ToaddvotingoptionstoamessageOntheOptionstabofthemessagewindow,intheTrackinggroup,clickUseVotingButtons,andthenclicktheexistingcombinationofvotingbuttonsyouwant.
Or1.Doeitherofthefollowing:•OntheOptionstab,clicktheMoreOptionsdialogboxlauncher.•OntheOptionstabofthemessagewindow,intheTrackinggroup,clickUseVotingButtons,andthenclickCustom.
2.IntheVotingandTrackingoptionsareaofthePropertiesdialogbox,selecttheUsevotingbuttonscheckbox.
3.IntheUsevotingbuttonslist,doeitherofthefollowing:•Clickthecombinationofvotingbuttonsyouwantinthelist.•Enterthevotingbuttonlabelsyouwant,separatedbysemicolons.
4.ClosethePropertiesdialogbox.
Torequestamessagereceipt1.OntheOptionstab,clicktheMoreOptionsdialogboxlauncher.2.IntheVotingandTrackingoptionsareaofthePropertiesdialogbox,doeitherofthefollowing:•SelecttheRequestadeliveryreceiptforthismessagecheckboxtorequestnotificationwhenthemessageisdeliveredtotherecipient’smailbox.
•SelecttheRequestareadreceiptforthismessagecheckboxtorequestnotificationwhenthemessageismarkedasread.
3.ClosethePropertiesdialogbox.
Todirectresponsestoanalternativeemailaddress1.Doeitherofthefollowing:•OntheOptionstab,intheMoreOptionsgroup,clickDirectRepliesTo.
•OntheOptionstab,clicktheMoreOptionsdialogboxlauncher.2.IntheDeliveryoptionsareaofthePropertiesdialogbox,entertheemailaddresstowhichyouwantresponsestobedeliveredintheHaverepliessenttobox.
3.ClosethePropertiesdialogbox.
RespondtomessagesAfteryoureadamessage,OutlookindicatesitsstatusasReadbyremovingtheboldformattingandbluebarfromthemessageheader.YoucanchangethereadstatusofamessagetoprovidevisualcuesortoaffectthenumberthatappearsafterthefoldernameintheFolderPane.YoucanrespondtomostemailmessagesthatyoureceivebyclickingaresponsebuttoneitherintheReadingPane,intheRespondgroupontheHometaboftheprogramwindow,orintheRespondgroupontheMessagetabofthemessagewindow.Themoststandardresponsetoamessageisareply.Whenyoureplytoa
Themoststandardresponsetoamessageisareply.Whenyoureplytoamessage,Outlookfillsinoneormoreoftheaddressboxesforyou,asfollows:
ReplyCreatesanemailmessage,addressedtoonlytheoriginalmessagesender,thatcontainstheoriginalmessagetext.ReplyAllCreatesanemailmessage,addressedtothemessagesenderandallrecipientslistedintheToandCcboxes,thatcontainstheoriginalmessagetext.Themessageisnotaddressedtorecipientsofblindcourtesycopies(Bccrecipients).ReplywithMeetingCreatesameetinginvitationaddressedtoallmessagerecipients.Themessagetextisincludedinthemeetingwindowcontentpane.Outlooksuggeststhecurrentdateandanupcominghalf-hourtimeslotforthemeeting.
Messagerepliesincludetheoriginalmessageheaderandtext,precededbyaspaceinwhichyoucanrespond.Repliesdonotincludeanyattachmentsfromtheoriginalmessage.Youcanadd,change,anddeleterecipientsfromanyreplybeforesendingit.Youcanforwardareceivedmessagetoanyemailaddress(regardlessofwhethertherecipientusesOutlook)providedthemessagewasnotsentwithrestrictedpermissions.Outlook2016hasthefollowingmessage-forwardingoptions:
ForwardCreatesanewmessagethatcontainsthetextoftheoriginal,andretainsanyattachmentsfromtheoriginalmessage.ForwardAsAttachmentCreatesablankmessagethatcontainsnotextbutincludestheoriginalmessageasanattachment.Theoriginalmessagetextandanyattachmentsareavailabletothenewrecipientwhenheorsheopenstheattachedmessage.
Whenyouforwardamessage,Outlookdoesnotfillintherecipientboxesforyou(theassumptionbeingthatyouwanttoforwardthemessagetosomeonewhowasn’tincludedontheoriginalmessage).
Tomarkmessagesasreadorunread1.Selectthemessageormessagesforwhichyouwanttochangethestatus.2.Right-clicktheselection,andthenclickMarkasReadorMarkasUnread.
ToreplyonlytothemessagesenderOntheHometab,intheRespondgroup,clicktheReplybutton.
IntheReadingPane,inthemessageheader,clicktheReplybutton.PressCtrl+R.
ToreplytoallmessagerecipientsOntheHometab,intheRespondgroup,clicktheReplyAllbutton.IntheReadingPane,inthemessageheader,clicktheReplyAllbutton.PressCtrl+Shift+R.
ToforwardamessageOntheHometab,intheRespondgroup,clicktheForwardbutton.IntheReadingPane,inthemessageheader,clicktheForwardbutton.PressCtrl+F.
Todeletemessages1.Selectthemessage,messages,orconversationyouwanttodelete.2.Doeitherofthefollowing:•PresstheDeletekey.•OntheHometab,intheDeletegroup,clickDelete.
3.Ifpromptedtoconfirmthedeletion,clickYes.
Objective2.2practicetasksThepracticefilesforthesetasksarelocatedintheMOSOutlook2016\Objective2practicefilefolder.Beforeyoubegin,alertacolleaguethatyouwillbepracticingsendingmessages.
StartOutlookanddothefollowing:CreateanewmessagewiththesubjectMOSSensitivityandaddressthemessagetoyourself.Flagthemessageaspersonal.Configurethemessagetoexpireinfiveminutes,andthensendit.
AfteryoureceivetheMOSSensitivitymessage,dothefollowing:Openandthenclosethemessage.Waitforthemessagetoexpire,andnotetheeffectoftheexpiration.Markthemessageasunread.
CreateanewmessagetoyourselfwiththesubjectMOSSecret,anddothe
following:Flagthemessageasbothhighpriorityandconfidential.Sendthemessage.
AfteryoureceivetheMOSSecretmessage,dothefollowing:Forwardthemessage.Addresstheforwardedmessagetoyourcolleague.ChangetheprioritytoNormal.AddyourselfasaBCCrecipient.Requestadeliveryreceipt.Sendthemessage.
Afterthemessagearrives,dothefollowing:Openthemessageandverifythatthemessageheaderdoesn’tincludeyouasamessagerecipient.Verifythatyoureceivedeliveryreceiptsforyourselfandyourcolleague.Attempttorecallthemessage,andnotetheresults.
CreateanewmessagetoyourselfwiththesubjectMOSVote,anddothefollowing:Inthemessagecontentpane,enterWillIpasstheOutlookMOSexam?ConfigurethemessageoptionstoincludethecustomvotingbuttonsIWill,IMight,andIWillNot.Sendthemessage.Afteryoureceivethemessage,respondbyvotingIWill.Locateandreviewthepollresults.
CreateanewmessagetoyourselfwiththesubjectMOSFiles,anddothefollowing:AttachtheOutlook_2-2adocumenttothemessage.UseadifferenttechniquetoattachtheOutlook_2-2bpresentationtothemessage.Sendthemessagetoyourself.Afteryoureceivethemessage,previeweachoftheattachmentsintheReadingPane.Scrollthroughthefullcontentofeach.OpentheOutlook_2-2adocumentandOutlook_2-2bpresentation.
Scrollthroughthedocumentandruntheslideshowtoidentifyanydifferencesbetweenthepreviewandthefilecontent.
CreateanewmessagetoyourselfwiththesubjectMOSItems,anddothefollowing:Attachanycontactrecord(notabusinesscard)andanycalendaritem(notacalendar)tothemessage.Sendthemessage.Afteryoureceivethemessage,previeweachoftheattachmentsintheReadingPane.Openthecontactrecord.
Closetheopendocument,presentation,contactrecord,andemailmessages.
Objective2.3:Formatmessages
FormattextYoucanmanuallyformattextinthemessagecontentpanetodifferentiateitfromyourdefaultfont.ThelocalformattingoptionsavailableinOutlook2016arethesameasthoseavailableinWord2016,PowerPoint2016,andotherOffice2016programs.Youmightalreadybefamiliarwiththeformattingoptionsfromworkingwiththoseprograms.Here’saquickreviewofthetypesofformattingchangesyoucanmake.
Font,size,andcolorMorethan220fontsinarangeofsizesandinavirtuallyunlimitedselectionofcolorsFontstyleRegular,bold,italic,orbolditalicUnderlinestyleandcolorPlain,multiple,dotted,dashed,wavy,andmanycombinationsthereof,inallcolorsEffectsStrikethrough,superscript,subscript,shadow,outline,emboss,engrave,smallcaps,allcaps,orhiddenCharacterspacingScale,spacing,position,andkerningParagraphattributesAlignment,indentation,andspacingCharacterandparagraphstylesTitles,headings,andpurpose-specificfontformatting(forexample,forquotesandbooktitles)
Toapplylocalformattingtoselectedtext
OntheMiniToolbar,clickorselecttheformattingyouwanttoapply.IntheBasicTextgrouptheMessagetab,orintheFontorParagraphgroupontheFormatTexttab,clickorselecttheformattingoption.OntheMessagetab,clicktheBasicTextdialogboxlauncher.OntheFontandAdvancedtabsoftheFontdialogbox,clickorselecttheformattingyouwanttoapply,andthenclickOK.OntheFormatTexttab,clicktheFontdialogboxlauncher.IntheFontdialogbox,clickorselecttheformattingyouwanttoapply,andthenclickOK.OntheFormatTexttab,clicktheParagraphdialogboxlauncher.OntheIndentsandSpacingandLineandPageBreakstabsoftheParagraphdialogbox,clickorselecttheformattingyouwanttoapply,andthenclickOK.
Toapplyexistingformattingtoothertext1.Inthemessagecompositionwindow,positionthecursorintheformattedtextorparagraph.
2.Doeitherofthefollowing:•OntheMessagetaborFormatTexttab,intheClipboardgroup,clicktheFormatPainterbuttontostorethecharacterandparagraphformattingoftheselectedtextoractiveparagraphforasingleuse.
•IntheClipboardgroup,double-clicktheFormatPainterbuttontostoretheformattingoftheselectedtextoractiveparagraphformultipleuses.
3.Dragthepaintbrush-shapedcursoracrossthetexttowhichyouwanttoapplythestoredformatting.
4.Ifnecessary,clicktheFormatPainterbuttonorpresstheEsckeytoturnofftheFormatPaintertool.
TipWhenyouareworkingwithcertaincontentelementssuchastablesandgraphics,oneormoretooltabscontainingformattingcommandsspecifictothatelementappearontheribbon.Youmustselecttheelementtoaccessitsformattingcommands.
ApplythemesYoucanchangetheappearanceofthetextinamessagebyapplyingeitherlocal
Youcanchangetheappearanceofthetextinamessagebyapplyingeitherlocalformatting(characterorparagraphattributesandstylesthatyouapplydirectlytotext)orglobalformatting(athemethatyouapplytotheentiredocument)inthesamewaythatyouwouldwhenworkinginaWorddocumentorPowerPointpresentation.NineofthestandardMicrosoftOffice2016themes(whicharenotthesameastheemailmessagethemesyoucanselectintheThemeOrStationerydialogbox)areavailablefromtheThemesgalleryontheOptionstabinamessagecompositionwindow.Eachthemecontrolsthecolors,fonts,andgraphiceffectsusedinthemessage.Thedefaultthemeforallemailmessages,Worddocuments,PowerPointpresentations,Excelworkbooks,andotherOffice2016documentsistheOfficetheme.Ifyoudon’tapplyanotherthemetoyourmessage,thecolors,fonts,andeffectsinyourmessagearecontrolledbytheOfficetheme.
TospecifyanemailthemeorstationeryforHTMLmessages1.OpentheOutlookOptionsdialogboxanddisplaytheMailpage.2.IntheComposemessagessection,clickStationeryandFonts.3.OnthePersonalStationerytaboftheSignaturesandStationerydialogbox,intheThemeorstationeryfornewHTMLemailmessagearea,clickTheme.
TipOutlookuserinterfaceelementsrefertoelectronicmailasemailore-mail.Forconsistency,thetextofthisbookalwaysreferenceselectronicmailasemail.
4.IntheThemeorStationerydialogbox,clickthethemeyouwanttouse.SelectorcleartheVividColors,ActiveGraphics,andBackgroundImagecheckboxestospecifythethemeelementsyouwanttoinclude,andthenclickOK.
5.IntheThemeorstationeryfornewHTMLemailmessagearea,clicktheFontarrow,andthendooneofthefollowing:•ClickUsetheme’sfonttousethethemefontfornewmessagesandresponses.
•ClickUsemyfontwhenreplyingandforwardingmessagestousethethemefontfornewmessagesandacustomfontforresponses.
•ClickAlwaysusemyfonttouseacustomfontforallmessagesandtouseonlythestyles,colors,andbackgroundsoftheselectedtheme.
6.ClickOKintheopendialogboxes.
ToapplyathemetoanindividualmessageInthemessagecompositionwindow,ontheOptionstab,intheThemesgroup,clicktheThemesbutton,andthenclickthethemeyouwanttoapply.
Applyacustomorbuilt-inthemetoanymessage
Toresettothedefaulttheme1.OnthePersonalStationerytaboftheSignaturesandStationerydialogbox,intheThemeorstationeryfornewHTMLemailmessagearea,clickTheme.
2.IntheThemeorStationerydialogbox,click(NoTheme),andthenclickOK.
ApplystylesAstyleisacombinationofcharacterformattingandparagraphformattingthatyoucanapplytoselectedtextortheactiveparagraphwithoneclick.YoucanusestylestoformattextinemailmessagesinthesamewaythatyoudoinWorddocuments.
OutlooksupportsthesamestylesandstylesetsthatareavailableinWord
ExamStrategyIftheexistingstylesdon’tmeetyourneeds,youcanmodifyexistingstylesandcreatestylesfromscratch.Modifyingandcreatingstylesisbeyondthescopeofthisexam.
TodisplaytheStylespaneInthemessagecompositionwindow,ontheFormatTexttab,clicktheStylesdialogboxlauncher.
TopreviewtheeffectofastyleonselectedtextOntheFormatTexttab,intheQuickStylesgallery,pointtothestyle.
ToapplyastyletoselectedtextIntheQuickStylesgalleryorintheStylespane,clickthestyle.
CreatehyperlinksOutlookautomaticallyconvertsURLsthatyouenterinamessagecontentpaneintohyperlinksthattherecipientcanclicktodisplaythewebpage.Youcanmanuallycreateahyperlinkfromanytextorgraphictoaheadingorbookmarkwithinthemessageortoanexternalfileorwebpage.YoucanalsocreateahyperlinkthattherecipientcanclicktocreateanewemailmessagethatalreadyhastheToandSubjectfieldspopulated.
Tobegincreatingahyperlinkofanytype1.Selectthetextorgraphicfromwhichyouwanttolink.2.DoeitherofthefollowingtoopentheInsertHyperlinkdialogbox:•OntheInserttab,intheLinksgroup,clickHyperlink.•PressCtrl+K.
Tocreateahyperlinktoanexistingfile1.IntheInsertHyperlinkdialogbox,intheLinktolist,clickExistingFileorWebPage.
2.Doeitherofthefollowing:•IntheLookinpane,browsetothefileyouwanttolinkto.•ClicktheBrowseforFilebuttonandthen,intheLinktoFiledialogbox,browsetothefileandclickOpen.
3.IntheInsertHyperlinkdialogbox,clickOK.
TocreateaWorddocumentandahyperlinktoit1.IntheInsertHyperlinkdialogbox,intheLinktolist,clickCreateNewDocument.
2.IntheNameofnewdocumentbox,enteranameforthedocument.3.TocreatethedocumentinafolderotherthanyourDocumentsfolder,clickChange,browsetothefolderinwhichyouwanttosavethefile,andthenclickOK.
4.IntheWhentoeditarea,dooneofthefollowing:•ClickEditthenewdocumentlatertocreateablankdocument.•ClickEditthenewdocumentnowtocreateadocumentandopenitinWord.
5.IntheInsertHyperlinkdialogbox,clickOK.
Tocreateahyperlinktoawebpage1.IntheInsertHyperlinkdialogbox,intheLinktolist,clickExistingFileorWebPage.
2.Doeitherofthefollowing:•IntheAddressbox,entertheURLofthewebpageyouwanttolinkto.•ClicktheBrowsetheWebbutton.Inthewebbrowserwindowthatopens,displaythewebpageyouwanttolinkto.Thenminimizeorclosethebrowserwindow.
3.IntheInsertHyperlinkdialogbox,clickOK.
Tocreateahyperlinktoaheadingorbookmarkwithinthemessage1.IntheInsertHyperlinkdialogbox,intheLinktolist,clickPlaceinThisDocument.
2.IntheSelectaplaceinthisdocumentbox,clicktheheadingorbookmarkyouwanttolinkto.
3.IntheInsertHyperlinkdialogbox,clickOK.
Tocreateahyperlinkthatcreatesapre-addressedemailmessage1.IntheInsertHyperlinkdialogbox,intheLinktolist,clickEmailAddress.
2.IntheEmailaddressbox,enterthenameoremailaddressofthemessagerecipient.
3.IntheSubjectbox,enterthemessagesubject.4.IntheInsertHyperlinkdialogbox,clickOK.
Tochangethetargetofanexistinghyperlink1.Right-clickthehyperlinkedtextorgraphic,andthenclickEditHyperlink.
2.IntheEditHyperlinkdialogbox,changethepropertiesofthehyperlink,
andthenclickOK.
ToremoveahyperlinkRight-clickthehyperlinkedtextorgraphic,andthenclickRemoveHyperlink.
InsertimagesEmailisameansofcommunicatinginformationtootherpeople,and,astheoldsayinggoes,apictureisworthathousandwords.UsingOutlook2016,youcancommunicatevisualinformationinthefollowingways:
Sharephotographswithotherpeoplebyattachingthephotostomessagesorembeddingtheminmessages.Shareinformationfromwebsites,documents,andothervisualpresentationsbycapturingimagesofyourscreendirectlyfromOutlookandtheninsertingthoseimagesinyourmessage.ExplaincomplicatedprocessesandotherbusinessinformationbycreatingSmartArtgraphicswithinmessagesorbyembeddingSmartArtgraphicsthatyoucreateinotherOffice2016programs.Communicatestatisticalinformationbycreatingachartwithinamessage.Decoratemessagecontentbyinsertingclipartimages.
YoucaninsertallthesetypesofimagesfromtheIllustrationsgroupontheInserttabintothecontentpaneofanemailmessage,calendaritem,ortask,orintothenotespaneofacontactrecord.
ExamStrategyCapturingscreenshots,insertingSmartArtgraphicsorcharts,andformattingimagesarebeyondthescopeofthisexam.
YoucaninsertdigitalphotographsorpicturescreatedinalmostanyprogramintoanOutlookemailmessage.Youspecifythesourceofthepictureyouwanttoinsertbyclickingoneofthefollowingtwobuttons,whicharelocatedintheIllustrationsgroupontheInserttab:
PicturesClickthisbuttontoinsertapicturethatissavedasafileonyourcomputer,onanetworkdrive,oronadevice(suchasadigitalcamera)thatisconnectedtoyourcomputer.OnlinePicturesClickthisbuttontoinsertaroyalty-freeclipartimage
fromOffice.com,awebsearchresultfromBing,oranimagestoredinyourpersonalonlinestoragefolderoranotheronlinesource.
Afterinsertingapicturefromafileorfromanonlinesource,youcanmodifythepictureandcontroltheflowoftextarounditbyusingthecommandsontheFormattooltabthatappearswhenthepictureisselected.
YoucanmodifypicturesinoutgoingmessagesinthesamewaysthatyoucaninWorddocuments
Toinsertanimagefromafile1.Clickinthemessagecontentpane.
2.OntheInserttab,intheIllustrationsgroup,clickPictures.3.IntheInsertPicturedialogbox,browsetoandclickthefileyouwant.Thendooneofthefollowing:•Toinserttheimageinthemessagecontentpane,clickInsert.•Toinsertanimagethatupdatesautomaticallyiftheimagefilechanges,intheInsertlist,clickLinktoFile.
•Toinsertanimagethatyoucanmanuallyupdateiftheimagefilechanges,intheInsertlist,clickInsertandLink.
Toinsertanonlineimage1.OntheInserttab,intheIllustrationsgroup,clickOnlinePictures.2.IntheInsertPictureswindow,clicktheonlinesource.3.EnterakeywordinthesearchboxandpressEnter,orbrowsetothepictureyouwanttoinsert.
4.Double-clicktheimageyouwanttoinsert.
TipYouchangethesize,shape,andlocationofanimagebyusingthesametechniquesasyoudowithothergraphicelements.
InsertsignaturesAfteryoucreateasignature,youcanmanuallyaddittoanyemailmessage.Insertingasignatureinamessageautomaticallyreplacesanysignaturethatisalreadyinthemessage.
SeeAlsoForinformationaboutcreatingandassigningemailsignatures,see“Objective2.1:Configuremailsettings.”
Tomanuallyinsertanexistingemailsignatureinamessage1.Positionthecursorwhereyouwanttoinserttheemailsignature.2.OntheInserttab,intheIncludegroup,clicktheSignaturebutton.3.IntheSignaturelist,clickthenameoftheemailsignatureyouwanttoinsert.
ToremoveanemailsignaturefromamessageSelectanddeletethesignaturecontentasyouwouldanyothertext.
Objective2.3practicetasksThepracticefileforthesetasksislocatedintheMOSOutlook2016\Objective2practicefilefolder.
StartOutlook,createanewmessagetoyourselfwiththesubjectMOSFormatting,anddothefollowing:OpentheOutlook_2-3document.SelectallthecontentinthedocumentandcopyittotheMicrosoftOfficeClipboard.PastethecopiedcontentintotheMOSFormattingmessage.ApplytheTitlestyletothefirstparagraphofthepastedcontent.ApplytheSubtitlestyletothesecondparagraph.Formatthefourparagraphsrepresentingcategoriesofrulesasabulletedlist.ApplytheHeading1styletotheDefinitionsandGeneralRulesparagraphs.ApplytheGallerythemetothemessageandnotethechanges.Sendthemessage.
CreateanewmessagetoyourselfwiththesubjectMOSLinks,anddothefollowing:Inthemessagebody,enterthefollowingtext:YoucanfindmoreinformationaboutMicrosoftOffice2016here.Pleaseletmeknowifyouhaveanyquestions.InsertahyperlinkfromthewordherethatdisplaystheOfficewebsiteatoffice.microsoft.cominanewwindow.InsertahyperlinkfromthewordsletmeknowthatcreatesanemailmessageaddressedtoyouwiththesubjectOfficehelprequest.Sendthemessagetoyourself.Whenyoureceivethemessage,testthehyperlinksandverifythateachperformstheexpectedtask.
Objective2.4:Organizeandmanagemessages
ArrangemessagesbyspecificattributesBydefault,Outlookdisplaysmessagesinorderbydate,fromnewesttooldest.
Bydefault,Outlookdisplaysmessagesinorderbydate,fromnewesttooldest.Alternatively,youcanarrangeitemsbyanyofthefollowingattributes:
AccountMessagesaregroupedbytheemailaccounttowhichtheyweresent.ThisisusefulifyoureceivemessagesformorethanoneemailaccountinyourInbox(forexample,ifyoureceivemessagessenttoyourPOP3accountwithinyourExchangeaccountmailbox).AttachmentsMessagesaregroupedbywhethertheyhaveattachmentsandsecondarilybydatereceived.CategoriesMessagesarearrangedbythecategoryyouassigntothem.Messageswithoutacategoryappearfirst.Messageswithmultiplecategoriesassignedtothemappearineachofthosecategorygroups.Flag:StartDateorDueDateUnflaggedmessagesandmessageswithoutspecificschedulesappearfirst.Messagesthatyou’veaddedtoyourtasklistwithspecificstartorduedatesaregroupedbydate.FromMessagesappearinalphabeticalorderbythemessagesender’sdisplayname.Ifyoureceivemessagesfromapersonwhousestwodifferentemailaccounts,orwhosendsmessagesfromtwodifferentemailclients(forexample,fromOutlookandfromWindowsMail),themessageswillnotnecessarilybegroupedtogether.ImportanceMessagesaregroupedbypriority:High(indicatedbyaredexclamationpoint),Normal(thedefault),orLow(indicatedbyabluedownward-pointingarrow).ToMessagesaregroupedalphabeticallybytheprimaryrecipients(thenamesoraddressesontheToline).ThegroupnameexactlyreflectstheorderinwhichaddressesappearontheToline.Therefore,amessageaddressedtoBartDuncan;LukasKellerisnotgroupedwithamessageaddressedtoLukasKeller;BartDuncan.SizeMessagesaregroupedbysizeofthemessage,includinganyattachments.GroupsincludeHuge(1–5MB),VeryLarge(500KB–1MB),Large(100–500KB),Medium(25–100KB),Small(10–25KB),andTiny(lessthan10KB).ThisfeatureisusefulifyouworkforanorganizationthatlimitsthesizeofyourInbox,becauseyoucaneasilylocatelargemessagesanddeletethemormovethemtoapersonalfolder.SubjectMessagesarearrangedalphabeticallybytheirsubjectsandthenbydate.Thisissimilartoarrangingbyconversationexceptthatthemessagesaren’tthreaded.
TypeItemsinyourInbox(orotherfolder)aregroupedbythetypeofitem—forexample,messages,encryptedmessages,messagereceipts,meetingrequestsandmeetingrequestresponses,tasks,MicrosoftInfoPathforms,andservernotifications.
TipYoucaneasilysortandgroupmessagesbyanymessagesettingsbychoosingthatmessagesettingintheArrangeBylist.
Afterarrangingtheitemsinyourmessagelist,youcanchangethesortorderofthearrangement.Themessagelistheaderdisplaysthecurrentsortorderandarrangementofthemessagelist.
NumberscomebeforeletterswhensortingfromAtoZ
Bydefault,themessageswithineacharrangementareingroupsspecifictothatcategory.Forexample,whenmessagesarearrangedbydate,theyaregroupedbydate:groupsincludeeachdayofthecurrentweek,LastWeek,TwoWeeksAgo,ThreeWeeksAgo,LastMonth,andOlder.Eachgrouphasaheader.Youcancollapseagroupsothatonlytheheaderisvisible,orselectandprocess
cancollapseagroupsothatonlytheheaderisvisible,orselectandprocessmessagesbygroup.
Collapsinggroupsofmessagesdisplaysonlythegroupheaders
InSinglevieworPreviewview,youcansortmessagesbyanyvisiblecolumn.Ifyouwanttosortbyanattributethatisn’tshown,youcanaddthatcolumntotheview.
ToarrangemessagesbyaspecificattributeDooneofthefollowing:•Inanyview:OntheViewtab,intheArrangementgallery,clickthemessageattribute.
•InCompactview:Inthemessagelistheader,clickthecurrentarrangement,andthenclickthemessageattribute.
•InSinglevieworPreviewview:Right-clickanycolumnheader,clickArrangeBy,andthenclickthemessageattribute.
ToreversethesortorderofthemessagelistarrangementDooneofthefollowing:
•Inanyview:OntheViewtab,intheArrangementgroup,clickReverseSort.
•InCompactview:Inthemessagelistheader,clickthecurrentsortorder.•InSinglevieworPreviewview:Right-clickanycolumnheader,andthenclickReverseSort.
TipInalistview,youcansortbyanycolumnbyclickingthecolumnheader,andreversethesortorderbyclickingthecolumnheaderagain.
TogrouporungroupmessagesDooneofthefollowing:•Inanyview:OntheViewtab,intheArrangementgallery,clickShowinGroups.
•InCompactview:Clickthemessagelistheader,andthenonthemenu,clickShowinGroups.
•InSinglevieworPreviewview:Right-clicktheheaderofthecolumnyouwanttogroupby,andthenclickGroupByThisField.
ToselectagroupofmessagesClickthegroupheader.
ToexpandthecurrentmessagegroupDooneofthefollowing:•Clickthearrowattheleftendofthegroupheader.•PresstheRightArrowkey.•OntheViewtab,intheArrangementgroup,clickExpand/Collapse,andthenclickExpandThisGroup.
TocollapsethecurrentmessagegroupDooneofthefollowing:•Clickthearrowattheleftendofthegroupheader.•PresstheLeftArrowkey.•OntheViewtab,intheArrangementgroup,clickExpand/Collapse,andthenclickCollapseThisGroup.
ToexpandorcollapseallmessagegroupsOntheViewtab,intheArrangementgroup,clickExpand/Collapse,andthenclickExpandAllGroupsorCollapseAllGroups.
Toresetthemessagearrangement(andotherviewsettings)1.OntheViewtab,intheCurrentViewgroup,clickResetView.2.IntheMicrosoftOutlookdialogboxpromptingyoutoconfirmthatyouwanttoresetthecurrentviewtoitsdefaultsettings,clickYes.
CategorizemessagesTohelpyoulocateOutlookitemsassociatedwithaspecificsubject,project,person,orotherattribute,youcancreateacategoryspecifictothatattributeandassignthecategorytoanyrelateditems.YoucanassignacategorytoanytypeofOutlookitem,suchasamessage,anappointment,acontactrecord,oranote.Forexample,youmightassigncontactrecordsforcustomerstoaCustomerscategory,orcontactrecords,messages,andmeetingsassociatedwithaspecificprojecttoacategorynamedfortheproject.Outlookusescolorcategories,whichcombinenamedcategorieswithcolorbarstoprovideanimmediatevisualcuewhenyouviewmessagesinyourInbox,appointmentsonyourcalendar,andotherinformation.DependingontheviewoftheOutlookitems,thecategorymightbeindicatedbyasimplecoloredblockoralargecoloredbar.
Coloredblocksrepresentthecategoriesassignedtoanitem
TipYoucanlocate,sort,andfilterOutlookitemsbycategory.Forinformation,see“Objective1.3:PerformsearchoperationsinOutlook.”
Outlook2016hassixpreconfiguredcolorcategoriesnamedonlybycolor.Youcanrenamethemandcreatenewcategories.Eachcategorycanhavethefollowingelements:
NameThecategorynamecanbeonesimplewordoralong,descriptivephrase.Thefirst32charactersofthecategorynamearevisibleinthecolorcategoriesdialogbox,butpointingtoatruncatednamedisplaystheentirenameinaScreenTip.ShortcutkeyYoucanassignanyofthe11availablekeyboardshortcutcombinations(Ctrl+F2throughCtrl+F12)totheindividualcolorcategories.(Youcanassignonlythese11keyboardshortcutswithinthedialogbox.)ColorYoucanassignanyofthe25availablecolorstoacategory(ortomultiplecategories),oryoucanchoosenottoassignacolorandtorelyonlyonthenametodistinguishbetweencategories.(Youcan’tchoosecolorsotherthanthe25shown.)Whenyouassignacategorythatdoesn’thaveanassociatedcolortoanOutlookitem,thecolorblockorcolorbarisshownaswhite.
Youcanassignanunlimitednumberofcategoriestoamessage,butonlythethreemostrecentlyassignedappearinthemessagelist.ThecolorsrepresentingalltheassignedcategoriesappearintheReadingPane.
TipIfyoudon’trenameastandardcolorcategorybeforeassigningitforthefirsttime,Outlookgivesyoutheoptionofrenamingthecategorythefirsttimeyouuseit.
OutlookuserswithExchange,IMAP,orPOPaccountscandesignateonecategoryastheQuickClickcategory.OutlookassignstheQuickClickcategorybydefaultwhenyousimplyclicktheCategoryboxorcolumnassociatedwithanitem.(CategoryboxesappearinthemessageheaderinSingleviewandPreviewview.)UntilyouselectaQuickClickcategory,clickingtheblankCategoryboxeshasnoeffect.
boxeshasnoeffect.
DesignateyourmostfrequentlyusedcategoryastheQuickClickcategory
ToassignacolorcategorytoanitemInanymailorcontactfolder,ontheCategorizemenu,intheTagsgroupontheHometab,clickthecategoryyouwant.Inanycalendar,ontheCategorizemenu,intheTagsgrouponthetooltab(suchasAppointmentorMeeting)thatappearsfortheselecteditem,clickthecategoryyouwant.Inanymessagelistview,clicktheemptyboxintheCategoriescolumntoassigntheQuickClickcategory.
TipYoumustfirstsettheQuickClickcategory,asdescribedinthelaterprocedure.
Inanyfolder,right-clickanitemoraselectionofitems,clickCategorize,andthenclickthecategoryyouwant.
Toassignaselecteditemtomultiplecolorcategories1.OntheCategorizemenu,clickAllCategories.2.IntheColorCategoriesdialogbox,selectthecheckboxesofthecategoriesyouwanttoassign,andthenclickOK.
Toassignakeyboardshortcuttoacolorcategory1.OntheCategorizemenu,clickAllCategories.2.IntheColorCategoriesdialogbox,clickthecategory.3.IntheShortcutKeylist,clickthekeycombinationyouwant.4.IntheColorCategoriesdialogbox,clickOK.
Torenameacolorcategory1.OntheCategorizemenu,clickAllCategories.2.IntheColorCategoriesdialogbox,dothefollowing,andthenclickOK:a.Clickthecategoryname,andthenclickRename.b.Withthecategorynameselectedforediting,enterthenameyouwant,andthenpressEnter.
Tocreateacustomcolorcategory1.OntheCategorizemenu,clickAllCategories.2.IntheColorCategoriesdialogbox,clickNew.3.IntheAddNewCategorydialogbox,dothefollowing:a.IntheNamebox,enteranameforthecategory.b.IntheColorlist,clickthecoloryouwanttodisplayforthecategory.c.ClicktheShortcutKeyarrow,andthenclickthekeyboardshortcutyouwant.
4.ClickOKineachoftheopendialogboxes.
TosetorchangetheQuickClickcolorcategory1.DoeitherofthefollowingtoopentheSetQuickClickdialogbox:•OntheCategorizemenu,clickSetQuickClick.•OpentheOutlookOptionsdialogboxanddisplaytheAdvancedpage.IntheOthersection,clickQuickClick.
2.IntheSetQuickClickdialogbox,selectthecategoryyouwantOutlooktouse,andthenclickOK.
Flagmessagesforfollow-upYoucanassignareminderflagforyourownreference,toremindyoutofollowuponamessage,contactrecord,ortask.TheflagsavailableformessagesandtasksareCall,DoNotForward,FollowUp,ForYourInformation,Forward,NoResponseNecessary,Read,Reply,ReplyToAll,andReview.TheflagsavailableforcontactrecordsareFollowUp,Call,ArrangeMeeting,SendEmail,andSendLetter.ThedefaultflagforanyitemisFollowUp.Assigningaflagtoanemailmessageorcontactrecordaddsittoyourtasklist.Ifyouaddaremindertoaflaggeditem,OutlookdisplaystheReminderswindowatthespecifiedtime.Fromthiswindow,youcandismisstheflagorpostponethereminder.
reminder.Youcanassignaflagtoanoutgoingmessage.Ifyouassignastandardflag,itappearsonlytoyou.Ifyouspecificallyflagthemessageforrecipients,Outlookremindstherecipienttofollowuponthemessagewithaspecificaction.
Toflaganexistingitemforfollow-upSelecttheitem.OntheHometab,intheTagsgroup,clicktheFollowUpbutton,andthenclicktheflagcorrespondingtothefollow-uptimeyouwanttospecify.Inthemessagelist,right-clicktheitem,pointtoFollowUp,andthenclicktheflagcorrespondingtothefollow-uptimeyouwanttospecify.
SeeAlsoForinformationaboutflaggingoutgoingmessagesforfollow-up,see“Configuremessageoptions”in“Objective2.2:Createmessages.”
Tosetacustomflag1.Selecttheitem.OntheHometab,intheTagsgroup,clicktheFollowUpbutton,andthenclickCustom.
2.IntheCustomdialogbox,intheFlagtolist,clicktheflagyouwanttoappearintheitemheader.
3.Setthestartdateandduedatetocontrolwheretheitemappearsonyourtasklist,andthenclickOK.
Toaddaremindertoaflaggeditem1.DoeitherofthefollowingtoopentheCustomdialogboxandturnonareminderfortheitem:•Right-clicktheitem,clickFollowUp,andthenclickAddReminder.•OntheHometab,intheTagsgroup,clicktheFollowUpbutton,andthenclickAddReminder.
2.WiththeRemindercheckboxselected,specifythereminderdateandtime,andthenclickOK.
Toflaganoutgoingmessageforyourfollow-upOntheMessagetabofthemessagecompositionwindow,intheTagsgroup,clicktheFollowUpbutton,andthenclicktheflagcorrespondingto
thefollow-uptimeyouwanttospecify.
Toflaganoutgoingmessagefortherecipient’sfollow-up1.OntheMessagetab,intheTagsgroup,clicktheFollowUpbutton,andthenclickCustom.
2.IntheCustomdialogbox,selecttheFlagforRecipientscheckbox.3.SpecifytheFlagtoactionandthereminderdateandtime,andthenclickOK.
ManageconversationsConversationviewisanalternativearrangementofmessagesgroupedbysubject.AllthemessageswiththesamesubjectappeartogetherinyourInbox(orothermessagefolder)underoneconversationheader.Youcandisplaydifferinglevelsofmessageswithinaconversation.Untilyouexpandtheconversation,allthemessagesgroupedwithinittakeuponlyasmuchspaceinyourInboxasasinglemessagewould.
Whiteright-pointingarrowsindicateadditionalmessagescollapsedwithinaconversation
Theconversationheaderprovidesinformationaboutthemessageswithintheconversation,includingthenumberofunreadmessagesandwhetheroneormoremessagesincludesanattachment,iscategorized,orisflaggedforfollow-up.Whenyoureceiveamessagethatispartofaconversation,theentireconversationmovestothetopofyourInboxandthenewmessageappearswhenyouclicktheconversationheader.Whenaconversationincludesunreadmessages,ablueverticallineappearstotheleftoftheheaderandtheconversationsubjectisinboldbluefont,justasanunreadmessagewouldappear.Whenyouhavemultipleunreadmessages,thenumberisindicatedinparenthesesfollowingthesubject.Thesendersoftheunreadmessagesarelistedbelowthesubject.AswithotherfeaturesofOutlook2016,youcanmodifythewayConversation
viewdisplaysmessagestosuitthewayyouwork.Conversationviewsettingsinclude:
ShowMessagesfromOtherFoldersBydefault,Conversationviewdisplaysmessagesstoredinanyfolder,includingsentmessagesthatarestoredintheSentItemsfolder.(Withintheexpandedconversation,sentmessagesareindicatedbyitalicfont.)Youcanturnoffthissettingtodisplayonlymessagesfromthecurrentfolder.ShowSendersAbovetheSubjectBydefault,whenaconversationiscollapsed,theconversationheaderdisplaysthenamesofalltheconversationparticipantsabovetheconversationsubject;whentheconversationisfullyexpanded,theconversationheaderdisplaysonlythesubject.Thissettingreversestheorderoftheinformationintheconversationheader;thenamesoftheconversationparticipantsaredisplayedabovetheconversationsubject.Insomecases,suchaswhenOutlookdisplaysamessageonthesecondline,thesubjectmightnotbevisibleatall.AlwaysExpandSelectedConversationThissettingcausesOutlooktodisplayallmessagesinaconversationwhenyouclicktheExpandConversationbuttonorconversationheaderonce.UseClassicIndentedViewThissettingcausesOutlooktoindentoldermessageswithinindividualmessagethreadstoshowtheprogressionofthethread.Thissettingisnotaseffectiveasthedefaultfordisplayingsplitconversationsbecauseamessagemightbeattherootofmultiplebranchesbutcanappearonlyonceinthemessagelist.
WithConversationview,youcanmanageallthemessageswithinaconversationasagroup.Youcandothisbyclickingtheconversationheadertoeffectivelyselectallthemessagesintheconversation(theywon’tappearselected,but,forexample,movingtheconversationheadertoanotherfoldermovesalltheindividualmessagesintheconversation)andthenapplyingyouraction.Oryoucanusetheseconversation-managementtools:
IgnoreConversationThiscommandmovestheselectedconversationandanyrelatedmessagesyoureceiveinthefuturedirectlytotheDeletedItemsfolder.CleanUpConversationThiscommanddeletesredundantmessages—whosetextiswhollycontainedwithinlatermessages—fromaconversation.Bydefault,Outlookdoesn’tcleanupcategorized,flagged,ordigitallysignedmessages.Youcanmodifyconversationclean-upsettings
ontheMailpageoftheOutlookOptionsdialogbox.
ToturnConversationviewonoroffOntheViewtab,intheMessagesgroup,selectorcleartheShowasConversationscheckbox.
ToselectoneormoreConversationviewoptionsIntheMessagesgroup,clickConversationSettings,andthenclickShowMessagesfromOtherFolders,ShowSendersAbovetheSubject,AlwaysExpandSelectedConversation,orUseClassicIndentedView.
ToexpandaconversationClicktheconversationheaderortheExpandConversationbuttontotheleftoftheconversationheaderoncetodisplaythemostrecentmessageintheReadingPaneandtodisplayalltheuniquemessagesintheconversation.ClicktheExpandConversationbuttontwicetodisplayallmessagesintheconversation,includingmessagesfromyourSentItemsfolder.
Tocleanupaconversation1.Selectoneormoremessagesorconversations.2.OntheHometab,intheDeletegroup,clicktheCleanUpbutton.3.IntheCleanUplist,dooneofthefollowing:•Todeleteallredundantmessagesfromtheselectedconversations,clickCleanUpConversationandthen,intheCleanUpConversationdialogbox,clickCleanUp.
•Todeleteallredundantmessagesfromthecurrentfolderbutnotitssubfolders,clickCleanUpFolderandthen,intheCleanUpFolderdialogbox,clickCleanUpFolder.
•Todeleteallredundantmessagesfromthecurrentfolderanditssubfolders,clickCleanUpFolder&Subfoldersandthen,intheCleanUpFolderdialogbox,clickCleanUpFolder.
ToignoreaconversationPressCtrl+Deltoignorethecurrentlyactiveconversation.
Or
1.Selectoneormoremessagesorconversations.2.OntheHometab,intheDeletegroup,clicktheIgnorebutton.3.IntheIgnoreConversationdialogbox,clickIgnoreConversation.
OrganizemessagesinfoldersYoucancreatefolderstocontainemailmessages,calendarinformation,contactrecords,andotheritems.Youmustspecifythetypeofitemsthefolderwillcontainwhenyoucreateit.
TocreateamessagefolderIntheFolderPane,right-clicktheparentfolder(usuallytheInbox),andthenclickNewFolder.Enterthefoldernameinthesubfoldernameareathatopens,andthenpressEnter.
Or1.OntheFoldertab,intheNewgroup,clickNewFolder.2.IntheCreateNewFolderdialogbox,enteranameforthefolderintheNamebox,andthenintheFoldercontainslist,clickMailandPostItems.
3.IntheSelectwheretoplacethefolderlist,clickthelocationinwhichyouwanttocreatethefolder(usuallytheInbox).
4.IntheCreateNewFolderdialogbox,clickOK.
Tomoveselectedmessagesandcreateamessagefolder1.Doeitherofthefollowing:•Right-clickthemessages,andthenclickMove.•OntheHometab,intheMovegroup,clickMove.
2.Inthelowersectionofthelist,clickOtherFolder.3.IntheMoveItemsdialogbox,clickNew.4.IntheCreateNewFolderdialogbox,enteranameforthefolderintheNamebox,andthenintheFoldercontainslist,clickMailandPostItems.
5.IntheSelectwheretoplacethefolderlist,clickthelocationinwhichyouwanttocreatethefolder(usuallytheInbox).
6.ClickOKineachoftheopendialogboxes.
TomoveselectedmessagestoanexistingfolderDragthemessagesfromthemessagelisttothedestinationfolderintheFolderPane.
Or1.Doeitherofthefollowing:•Right-clickthemessages,andthenclickMove.•OntheHometab,intheMovegroup,clickMove.
2.Doeitherofthefollowing:•Intheuppersectionofthelist,clickthedestinationfolder.•Inthelowersectionofthelist,clickOtherFolder.IntheMoveItemsdialogbox,clickthefoldertowhichyouwanttomovethemessages,andthenclickOK.
CreateandmanageQuickStepsWiththeQuickStepsfeature,youcanperformmultipleprocessesononeormoreemailmessageswithonlyoneclick.Forexample,youcanreplytoanemailmessageanddeletetheoriginalmessage,orflagamessageforfollow-upandmoveittoaspecificfolder.QuickStepsaresomewhatlikerules,butyoumustinitiatethemmanually.AdefaultOutlookinstallationincludesthesefiveQuickSteps:
MovetoMovestheselectedmessagetoafolderthatyouspecifythefirsttimeyouusetheQuickStepandmarksthemessageasread.Afteryouspecifythefolder,theQuickStepnamechangestoincludethefoldername.ToManagerForwardstheselectedmessagetoapersonorpeopleyouspecifythefirsttimeyouusetheQuickStep.YoucanedittheQuickSteptoincludeCcandBccrecipients,aspecificmessagesubject,afollow-upflag,alevelofimportance,andspecificmessagetext,andtosendthemessageoneminuteafteryouclicktheQuickStepcommand.TeamEmailCreatesamessagetoapersonorpeopleyouspecifythefirsttimeyouusetheQuickStep.YoucanedittheQuickSteptoincludeCcandBccrecipients,aspecificmessagesubject,afollow-upflag,alevelofimportance,andspecificmessagetext,andtosendthemessageoneminuteafteryouclicktheQuickStepcommand.DoneMovestheselectedmessagetoafolderthatyouspecifythefirsttime
youusetheQuickStep,marksthemessageasread,andmarksthemessageascompletesothatacheckmarkisdisplayedinthefollow-upflaglocation.Reply&DeleteCreatesaresponsetotheoriginalmessagesenderandimmediatelydeletestheoriginalmessage.
QuickStepsareavailablefromtheQuickStepsgroupontheHometaboftheMailmodule,andfromtheshortcutmenuthatappearswhenyouright-clickamessageorgroupofmessages.
Outlookprovidesseveralbuilt-inQuickStepsthatperformcommontasks
Foreachofthebuilt-inQuickSteps,youcanchangeitsname;edit,add,andremoveactions;andspecifytooltiptextthatappearswhenyoupointtotheQuickStepintheQuickStepsgallery.YoucancreateyourownQuickStepsthatincludeanycombinationofupto12actions.YoucanbaseanewQuickSteponastandardsetofactionsoranexistingQuickStep,orcreateitfromscratch.Youcanassignshortcutkeys(Ctrl+Shift+1throughCtrl+Shift+9)touptonineQuickSteps.
TipTheQuickStepsfeatureisavailableonlyintheMailmodule.Ifyouconnecttomultipleaccounts,theQuickStepsineachMailmodulearespecifictothataccount.
Performupto12actionsbyusingaQuickStep
TosetupanduseanexistingQuickStep1.OntheHometab,intheQuickStepsgallery,clicktheQuickStepyouwanttoperform.
2.IntheFirstTimeSetupdialogbox,doeitherofthefollowing:•Providetheinformationrequiredfortheselectedcommand,andthenclickSave.
•IntheFirstTimeSetupdialogbox,providetheinformationrequiredfortheselectedcommand,clickOptions,andthenfollowtheinstructionsforchangingthepropertiesofanexistingQuickStep.
ToperformanexistingQuickStep
1.Selectamessageorgroupofmessages.2.Doeitherofthefollowing:•OntheHometab,intheQuickStepsgallery,clicktheQuickStepyouwanttoperform.
•Right-clicktheselection,pointtoQuickSteps,andthenclicktheQuickStepyouwanttoperform.
TodisplaythepropertiesofanexistingQuickStep1.OntheHometab,clicktheQuickStepsdialogboxlauncher.2.IntheManageQuickStepsdialogbox,intheQuicksteplist,clicktheQuickStepyouwanttoview.
TochangethepropertiesofanexistingQuickStep1.Doeitherofthefollowing:•IntheQuickStepsgallery,right-clicktheQuickStepyouwanttomodify,andthenclickEditQuickStepname.
•OntheHometab,clicktheQuickStepsdialogboxlauncher.IntheManageQuickStepsdialogbox,clicktheQuickStepyouwanttomodify,andthenclickEdit.
2.IntheEditQuickStepdialogbox,doanyofthefollowing,andthenclickSave:•TorenametheQuickStep,replacethetextintheNamebox.•Toreplaceanaction,intheActionslist,clicktheexistingaction,andthenclickthereplacementaction.Supplyanysecondaryinformationnecessaryforthereplacementaction.
•Toaddanaction,clickAddAction.ClickChooseanAction,andthenclicktheactionyouwanttoadd.Supplyanysecondaryinformationnecessaryforthenewaction.
•ToassignashortcutkeycombinationtotheQuickStep,intheShortcutkeylist,clickthekeycombinationyouwant.
•TochangethemessagethatappearswhenyoupointtotheQuickStep,editthetextintheTooltiptextbox.
TocreateaQuickStep1.Dooneofthefollowing:
•IntheQuickStepsgallery,clickCreateNewtobegincreatingacustomQuickStep.
•ExpandtheQuickStepsgallery,clickNewQuickStep,andthenclickthebasicactionsetyouwanttheQuickSteptoperform,orclickCustom.
•ClicktheQuickStepsdialogboxlauncher.IntheManageQuickStepsdialogbox,doeitherofthefollowing:ClickNew.ThenclickthebasicactionsetyouwanttheQuickSteptoperform,orclickCustom.IntheQuicksteplist,clickanexistingQuickSteponwhichyouwanttobasethenewQuickStep,andthenclickDuplicate.
2.IntheFirstTimeSetuporEditQuickStepdialogbox,providethenecessaryinformation,andthenclickFinish.
Toresetabuilt-inQuickStep1.OntheHometab,clicktheQuickStepsdialogboxlauncher.2.IntheManageQuickStepsdialogbox,intheQuicksteplist,clicktheQuickStepyouwanttoreset.
3.ClickResettoDefaults,andthenclickYesintheMicrosoftOutlookdialogboxthatopens.
TodeleteaQuickStepIntheQuickStepsgallery,right-clicktheQuickStep,andthenclickDelete.ClicktheQuickStepsdialogboxlauncher.IntheManageQuickStepsdialogbox,clicktheQuickStepyouwanttodelete,andthenclickDelete.
ConfigurebasicAutoArchivesettingsFromtheAutoArchivesectionoftheAdvancedpageoftheOutlookOptionsdialogbox,youcanopentheAutoArchivedialogbox.Inthisdialogbox,youcanconfigureautomaticarchivaloperationsseparatefromthosethatmightbemanagedbyyourorganization’sExchangeadministrator.TheAutoArchivefeatureisturnedoffbydefault.
Youcanspecifyitemarchivingoptionsandupcomingappointmentreminderoptions
Toautomaticallyarchiveitems1.OpentheOutlookOptionsdialogboxanddisplaytheAdvancedpage.2.IntheAutoArchivesection,clickAutoArchiveSettings.3.IntheAutoArchivedialogbox,dothefollowing:a.SelecttheRunAutoArchiveeverycheckbox.b.Intheadjacentdaysbox,enterorselectthefrequency.c.IntheDuringAutoArchivesection,reviewtheoptionsandconfigurethesettingstomeetyourneeds.
4.ClickOKintheopendialogboxes.
DelegateaccessYoucandelegatecontrolofoneormoreOutlookmodulestoaco-workersothatpersoncancreatemessages,appointments,tasks,contactrecords,andnotes,andrespondtorequestsonyourbehalf.Whendelegatingaccess,youcanassignspecificpermissionlevelsforeachmodule.Permissionoptionsincludethefollowing:
NoneThedelegatecannotread,create,ormodifyitemsinthemodule.
ReviewerThedelegatecanreaditemsinthemodule,butcannotcreateormodifyitems.AuthorThedelegatecanreadandcreateitemsinthemodule,butcannotmodifyexistingitems.EditorThedelegatecanread,create,andmodifyitemsinthemodule.
Whendelegatingpermissions,thedefaultsettingsgivethedelegateEditorpermissionstotheCalendarandTasksmodulesonly.However,youcanalsodelegatepermissiontoyourInbox,Contactsmodule,andNotesmodule.
TipWhenyoudelegatepermissionstoyourcalendar,youcanspecifywhethermeetingrequestsaresentonlytoyou,onlytoyourdelegates,ortobothyouandyourdelegates.
Stipulatedelegatedpermissionsindividuallyforeachmodule
TodelegatecontrolofyouraccounttoanotherOutlookuser1.OntheInfopageoftheBackstageview,clickAccountSettings,andthenclickDelegateAccess.
2.IntheDelegatesdialogbox,clickAdd.3.IntheAddUsersdialogbox,clickthepersonyouwanttodelegatecontrolto,clickAdd,andthenclickOK.
4.IntheDelegatePermissionsdialogbox,setthepermissionlevelyouwantthedelegatetohaveforeachmodule.
5.Ifyouwanttoinformyourdelegateaboutthepermissionheorshehastoyouraccount,selecttheAutomaticallysendamessage...checkbox.
6.Ifyouwanttoallowyourdelegatetoviewdetailsofitemsthatyoumarkasprivate,selecttheDelegatecanseemyprivateitemscheckbox.
7.IntheDelegatePermissionsdialogbox,clickOK.
Tomodifydelegationpermissions1.OntheInfopageoftheBackstageview,clickAccountSettings,andthenclickDelegateAccess.
2.IntheDelegatesdialogbox,selectthedelegate,andthenclickPermissions.
3.IntheDelegatePermissionsdialogbox,setthepermissionlevelyouwantthedelegatetohaveforeachmodule,selectanyadditionaloptions,andthenclickOK.
Torescindadelegation1.OntheInfopageoftheBackstageview,clickAccountSettings,andthenclickDelegateAccess.
2.IntheDelegatesdialogbox,selectthedelegate,clickRemove,andthenclickOK.
Objective2.4practicetasksTherearenopracticefilesforthesetasks.Beforeyoubegin,alerttwocolleaguesthatyou’regoingtopracticeworkingwithQuickSteps.
DisplayyourOutlookInboxanddothefollowing:ArrangethemessagesinyourInboxbysubjectandsortthemfromZtoA.CreateasubfolderofyourInboxnamedImportant.Setupthebuilt-inTeamEmailQuickSteptosendamessagewiththesubjectMOSCertificationInformationtoyouandtwootherpeople.SpecifythatOutlookshouldprefillthemessagebodywiththetextNewinformationaboutMOScertification.
CreateaQuickStepnamedCategorizeMOSthatdoesthefollowing:
AssignsthemessagetoacategorynamedMOSStudyGuide.(CreatethecategoryduringtheprocessofcreatingtheQuickStep.Configurethecategorytousetheorangecolor,andassignthekeyboardshortcutCtrl+F2.)Createsataskcontainingthetextofthemessage.
RuntheTeamEmailQuickStepanddothefollowing:Inthemessage,replacethebuilt-inmessagebodycontentwiththetextI’mtestingOutlookQuickSteps;pleasereplytothismessage.Sendthemessage.
AfteryoureceivethetworesponsestotheMOSCertificationInformationmessage,dothefollowing:SelectthetwomessagesandruntheCategorizeMOSQuickStep.Flagoneofthemessagesforfollow-uptomorrow.ManuallyassigntheMOSStudyGuidecategorytooneadditionalmessage.SearchyourmailboxtolocateallitemsassignedtotheMOSStudyGuidecategory.MovetheitemstotheImportantfolder.
DisplaythecontentsofyourInboxinConversationviewanddothefollowing:Arrangethemessagesbyconversation.Identifyaconversationwithmultiplethreads,andcleanuptheconversationbyusingtheCleanUpcommand.
Objectivegroup3.Manageschedules
TheskillstestedinthissectionoftheMicrosoftOfficeSpecialistexamforMicrosoftOutlook2016relatetomanagingcalendars,calendaritems,tasks,andnotes.Specifically,thefollowingobjectivesareassociatedwiththissetofskills:3.1Createandmanagecalendars3.2Createappointments,meetings,andevents3.3Organizeandmanageappointments,meetings,andevents3.4Createandmanagenotesandtasks
ActivelyusingtheOutlookcalendarisabigsteptowardefficienttimemanagement.Youcantrackappointmentsandevents,organizemeetings,andscheduletimetocompletetasks.TheOutlookcalendardifferentiatesbetweenworkingandnonworkingtimesothatyourcalendarcorrectlyindicatestimesthatyou’reavailableformeetings.Youcanspecifyyourstandardworkingdaysandtimes,trackyourscheduleinmultipletimezones,andsmoothlyswitchbetweentimezoneswhenyoutravel.InadditiontoyourprimaryOutlookcalendar,youcancreate,import,linkto,subscribeto,andmanageothercalendarswithintheCalendarmodule.Youcanshareacalendarorselectedinformationfromitwithpeopleinsideoroutsideofyourorganization.Outlookprovidesothermodulesinwhichtotrackinformation.TheTasksmoduleprovidesawaytotrackindependenttasksandmessagesthatyouwanttofollow-upon,andtoassigntaskstootherpeople.Youcandisplayyourdailytasklistsinthecalendartocoordinatethetimerequiredtocompletethem,andyoucansavegeneralinformationintheNotesmodule.Thischapterguidesyouinstudyingwaysofmanagingcalendars,appointments,meetings,andevents;trackingtasks;andrecordinginformationinnotes.
Tocompletethepracticetasksinthischapter,youneedthepracticefilecontainedintheMOSOutlook2016\Objective3practicefilefolder.Formoreinformation,see“Downloadthepracticefiles”inthisbook’sintroduction.
Objective3.1:Createandmanagecalendars
ConfigurecalendarsettingsTheCalendarmoduleoffersfourdistinctviewsofcontent.Theseviewsare:
CalendarThisisthestandardviewinwhichyoudisplayyourOutlookcalendar.IntheDay,WorkWeek,orWeekarrangement,Calendarviewdisplaysthesubject,location,andorganizer(ifspaceallows)ofeachappointment,meeting,orevent,inadditiontotheavailabilitybarandanyspecialicons,suchasPrivateorRecurrence.PreviewIntheDay,WorkWeek,orWeekarrangement,thisviewdisplaysadditionalinformation,includinginformationfromthenotesareaoftheappointmentwindow,asspaceallows.ListThislistviewdisplaysallappointments,meetings,andeventsonyourcalendar.ActiveThislistviewdisplaysonlyfutureappointments,meetings,andevents.
InyourOutlookcalendar,thetimethatyouindicateyouareavailableforotherpeopletoschedulemeetingswithyouisreferredtoasyourworkweek.Thecalendartimeslotswithinyourworkweekarecoloreddifferentlyfromthoseoutsideofyourworkweek,andaretheonlytimeslotsmadeavailabletopeopleonyournetworkwhentheyaresearchingforatimetomeetwithyou.Bydefault,theOutlookworkweekisdefinedasfrom8:00A.M.to5:00P.M.(inyourlocaltimezone),MondaythroughFriday.Youcanchangethistomatchyourindividualworkschedule.InOutlook2016,youcanspecifyastarttimeandendtimeforyourstandardworkday,specifythedaysoftheweekthatyouwork,andspecifythedayoftheweekthatyou’dliketoappearfirstwhenyoudisplayonlytheworkweekinyourcalendar.
TipOutlookdoesn’tallowyoutodefineaworkdaythatcrossesmidnightortodefinedifferentstartandendtimesfordifferentdays.
Ifyoufrequentlytravelorworkwithcolleaguesorclientsoutsideofyourusualtimezone,youmightwanttochangethetimezoneonyourcomputersothatinformationsuchasthereceipttimeofemailmessages,appointmenttimes,andthetimeontheclockintheWindowsTaskbarnotificationareareflectsyourcurrentlocation.Ifyouhaveappointmentsinbothtimezones,youcandisplay
currentlocation.Ifyouhaveappointmentsinbothtimezones,youcandisplaybothtimezonesontheleftsideoftheCalendarpane,andswapbetweenzoneswhenyoutravel.Thatway,youcanbesuretocorrectlyenterappointmentsatthetimetheywilloccurintheirrespectivetimezones.
WorkingandnonworkingtimeinWorkWeekview
TodisplayadifferentcalendarviewOntheViewtab,intheCurrentViewgroup,clickChangeView,andthenclickCalendar,Preview,List,orActive.
TomodifythetimeperiodshowninCalendarvieworPreviewviewIntheArrangegroupontheHometab,orintheArrangementgroupontheViewtab,clickDay,WorkWeek,Week,MonthorScheduleView.OntheHometab,intheGoTogroup,clickTodayorNext7Days.
TomodifythetimesegmentsshownonthecalendarOntheViewtab,intheArrangementgroup,clickTimeScale,andthenclick60Minutes,30Minutes,15Minutes,10Minutes,6Minutes,or5Minutes.
TomodifythegroupingofcalendaritemsinListvieworActiveviewOntheViewtab,intheArrangementgallery,clickCategories,Start
Date,Recurrence,orLocation.Right-clickanycolumnheading,andthenclickGroupByThisField.
TosortcalendaritemsinListvieworActiveviewClickanycolumnheadingtosortbythevaluesinthatcolumn.Clicktheactivesortcolumnheadingtoreversethesortorder.OntheViewtab,intheArrangementgroup,clickReverseSort.
Tosetworktimesonthedefaultcalendar1.OpentheOutlookOptionsdialogboxanddisplaytheCalendarpage.2.IntheWorktimesection,doanyofthefollowing:•Setthestarttimeandendtimeoftheworkdayyouwanttodefine.•IntheWorkweekarea,selectthecheckboxesofthedaysyouwanttoincludeinyourworkweek.
•IntheFirstdayofweeklist,clickthedayyouwanttoappearfirst(ontheleft)intheWorkWeekviewofyourcalendar.
•IntheFirstweekofyearlist,clickStartsonJan1,First4-dayweek,orFirstfullweek.
3.IntheOutlookOptionsdialogbox,clickOKtosavethechanges.
Tochangethecalendartimezone1.OpentheOutlookOptionsdialogboxanddisplaytheCalendarpage.2.IntheTimezonessection,dothefollowing:a.ClicktheTimezonelist,andthenclickthetimezoneyouwanttodisplay.
b.InthecorrespondingLabelbox,enteradescriptionofupto32characters.
3.IntheOutlookOptionsdialogbox,clickOKtosavethechanges.
Todisplaymultipletimezones1.OpentheOutlookOptionsdialogboxanddisplaytheCalendarpage.2.IntheTimezonessection,dothefollowing:a.SelecttheShowasecondtimezonecheckbox.b.InthecorrespondingTimezonelist,clickthesecondtimezoneyouwanttodisplay.
c.InthecorrespondingLabelbox,enteradescriptionofupto32characters.
3.IntheOutlookOptionsdialogbox,clickOKtosavethechanges.
Toswitchyourcalendarbetweentheprimaryandsecondarytimezones1.OpentheOutlookOptionsdialogboxanddisplaytheCalendarpage.2.IntheTimezonessection,clicktheSwapTimeZonesbutton.3.IntheOutlookOptionsdialogbox,clickOKtosavethechanges.
WorkwithmultiplecalendarsTheCalendarbuttonontheNavigationBarlinkstothecalendarofyourdefaultemailaccount.YoucanalsodisplaythefollowingtypesofcalendarsintheCalendarmodule:
CalendarsofyourotheremailaccountsTheseareavailableautomaticallywhenyouconfigureOutlooktoconnecttoanaccount.CustomcalendarsYoucreateacalendarinthesamewaythatyoudoafolderthatcontainsmail,contactrecords,orotheritems.CalendarsofpeoplewithinyourorganizationWithinanorganizationthatusesMicrosoftExchangeServer,youcandisplaytheavailabilityofyourco-workers,individuallyorinagroup,withoutspecialpermission.SharedcalendarsOtherOutlookuserscansharetheircalendarswithyou.SharePointsitecalendarsYoucanconnectaSharePointcalendartoOutlook.InternetcalendarsYoucansubscribetoorimportcalendarsfromtheInternet.
AllthesetypesofcalendarsareavailabletoyoufromtheFolderPaneintheCalendarmoduleortheFolderListintheMailmodule.
AccessingcalendarsfromtheFolderPane
Youcandisplaycalendarsindividually,oryoucandisplaymorethanonecalendaratatime.Forexample,youmighthaveseparatebusinessandpersonalcalendarsandwanttoviewthemtogether.Youcanviewmultiplecalendarsnexttoeachother,oryoucanoverlaythemtodisplayacompositeviewoftheseparatecalendars.Whenyouviewandscrollthroughmultiplecalendars,theyalldisplaythesamedateortimeperiod.
TodisplayorhidemultiplecalendarsIntheFolderPaneoftheCalendarmodule,selectorclearthecheckboxofindividualcalendars.
IntheFolderPaneoftheMailmodule,expandtheFolderList,andthenclickacalendartodisplayit.
Tocreateasecondarycalendar1.DisplaytheCalendarmodule.OntheFoldertab,intheNewgroup,clickNewCalendar.
2.IntheCreateNewFolderdialogbox,namethecalendar,selectitslocation,andthenclickOK.
Tocreateacalendargroupbychoosinggroupmembers1.DisplaytheCalendarmoduleinCalendarview.OntheHometab,intheManageCalendarsgroup,clickCalendarGroupsandthen,inthelist,clickCreateNewCalendarGroup.
2.IntheCreateNewCalendarGroupdialogbox,enteranameforthegroup,andthenclickOK.
3.IntheSelectNamedialogbox,double-clickthenamesofthepeoplewhosecalendarsyouwanttoincludeinthecalendargrouptoaddthemtotheGroupMembersbox,andthenclickOK.
TipYoucandisplayanup-to-dategroupscheduleatanytimebyselectingthecheckboxofthecalendargroupintheFolderPane.Youcanhidethegroupschedulebyclearingthecheckbox.
Tocreateacalendargroupcontainingthecurrentlydisplayedcalendars1.OntheHometab,intheManageCalendarsgroup,clickCalendarGroupsandthen,inthelist,clickSaveasNewCalendarGroup.
2.IntheCreateNewCalendarGroupdialogbox,enteranameforthegroup,andthenclickOK.
Todeleteacalendargroup1.IntheFolderPane,right-clickthenameofthecalendargroup,andthenclickDeleteGroup.
2.Intheconfirmationdialogbox,clickYes.
TodeleteacalendarfromtheCalendarmoduleorfromacalendar
groupIntheFolderPane,right-clickthecalendarname,andthenclickDeleteCalendar.
ToswitchbetweenOverlayModeandSide-By-SideModeOnthetitlebartabofanysecondarycalendar,clicktheViewinOverlayModebutton(theleft-pointing arrow).InOverlayMode,clickeithercalendartabtodisplaythatcalendarontopoftheothercalendar.Onanyoverlaidcalendar,clicktheViewinSide-By-SideModebutton(theright-pointing arrow)toreturntothestandarddisplay.OntheViewtab,intheArrangementgroup,clickOverlaytoturnOverlayModeonorofffortheactivecalendar.Right-clickanycalendartab,andthenclickOverlaytoturnOverlayModeonoroffforthatcalendar.
SharecalendarinformationCo-workerscanviewyouravailableworkingtimewhentheyschedulemeetingswithyouorviewyourcalendarthroughOutlook.Ifyouwanttosharemoreinformationwithco-workersorwithpeopleoutsideofyourorganization,youhaveseveraloptionsfordoingso.
Youcanallowselectedco-workerstoviewcalendaritemdetailsbysharingthecalendarwiththem.Youcanallowselectedco-workerstoviewyourentirecalendarandtomakeappointmentsandrespondtomeetingrequestsonyourbehalfbydelegatingcontrolofthecalendartothem.YoucanpublishyourcalendartotheOffice.comwebsiteortoacorporatewebserverandthensharethepublishedcalendarwithanypersonwhohasaccesstotheInternet.YoucansendaprofessionalgraphicrepresentationofyourappointmentsduringaselecteddaterangebyemailtoanypersonwhousesanHTML-capableemailprogram(notonlypeoplewhouseOutlook),includingcolleagues,friends,andfamilymembers.
Theoptionsforsending,sharing,andpublishingcalendarinformationareavailablefromtheSharegroupontheHometaboftheCalendarmodule.
SeeAlso
Forinformationaboutdelegatingaccesstoyourcalendar,see“Delegateaccess”in“Objective2.4:“Organizeandmanagemessages.”
IfyouremailaddressispartofanExchangenetwork,youcangivepermissiontootherpeopleonyournetworktoview,modify,orcreateitemswithinacalendaroranyothertypeofOutlookfolder.Thelevelofaccesseachco-workerhasisgovernedbythepermissionsyouassigntohimorher.Usingthismethod,youcanshareyourdefaultcalendarorasecondarycalendarthatyoucreate,import,orsubscribeto.
SharedcalendarsareavailablefromtheFolderPaneoftheCalendarmodule
Afteryoushareacalendar,youcanspecifytheactionseachpersonwithwhomyousharethecalendarcantake.Youcanselectapermissionlevel,whichincludesRead,Write,Delete,andothersettings,oryoucanselectindividualsettingsineachcategory.
TipFromthePermissionspage,youcanchangethedefaultpermissionleveltoyourcalendarandpermitco-workerstoviewmoreinformationthanonlyyouravailability.
onlyyouravailability.
Youcanspecifythelevelofdetailandactionsavailabletoeachpersonyoushareyourcalendarwith
Toshareacalendar1.IntheCalendarmodule,displaythecalendaryouwanttoshare.2.OntheHometab,intheSharegroup,clickShareCalendartocreateasharinginvitation.
3.Addresstheinvitationtothepersonwithwhomyou’dliketoshareyourcalendar.Ifyou’dliketorequestthatthepersonreciprocatebysharinghisorhercalendarwithyou,selecttheRequestpermissiontoviewrecipient’sCalendarcheckbox.
4.IntheDetailslist,clickthelevelofdetailyouwanttoshare:Availabilityonly,Limiteddetails,orFulldetails.
5.Addanynotesyouwanttointhecontentpane,sendthemessage,andthenclickYesintheMicrosoftOutlookdialogboxthatasksyoutoconfirmthatyouwanttosharethecalendarwiththespecifiedpermissions.
Toconfigurepermissionsforasharedcalendar1.OntheHometab,intheSharegroup,clickCalendarPermissions.2.OnthePermissionstaboftheCalendarPropertiesdialogbox,doeitherofthefollowing,andthenclickOK:•ClickapreconfiguredpermissionlevelinthePermissionLevellist.•Selectindividualoptions.
Objective3.1practicetasksTherearenopracticefilesforthesetasks.Beforeyoubegin,alertacolleaguethatyouaregoingtopracticesharingyourcalendar.
Displaythefollowingviewsofyourprimarycalendar:Displaythecalendarfornextmonth.Displayonlythesecondweekofthemonth.Displayonlythefifteenthdayofthemonth.
ConfigureyourOutlookoptionsasfollows:SetyourworkweektoTuesdaythroughFriday,from10:00A.M.to6:00P.M.Addatimezonetoyourcalendar.Chooseatimezonethatistwohoursaheadofyourlocaltimezone.
Returntoyourprimarycalendaranddothefollowing:UsetheGoTocommandtodisplaythecalendarfortoday.Changethetimescaletodividethecalendarinto15-minuteintervals.
CreateasecondarycalendarnamedMOSSchedule,anddisplayitbesideyourprimarycalendar.CreateacalendargroupnamedMOSTeamthatincludesthesecondarycalendarandthecalendarofacolleague,anddothefollowing:DisplaythecalendargroupinScheduleview.DisplaythecalendargroupinOverlayMode.Hide(butdon’tdelete)thecalendargroup.
SharetheMOSSchedulecalendarwithacolleagueasfollows:
Configuretheinvitationtodisplayyouravailabilitybutnotthedetailsofappointments,meetings,andeventsonyourcalendar.Requestthatyourcolleaguesharehisorhercalendarwithyou.Sendtheinvitation.
Objective3.2:Createappointments,meetings,andevents
CreateappointmentsandeventsAppointmentsareblocksoftimeyouscheduleforonlyyourself(asopposedtomeetings,towhichyouinviteotherpeople).Anappointmenthasaspecificstarttimeandendtime.
Atypicalappointmentwindow
Eventsoccurforoneormore24-hourdays—forexample,abirthday,avacationweek,oranythingelseoccurringonspecificdaysbutnotbeginningandendingatspecifictimes.Inallotherrespects,creatinganeventisidenticaltocreatinganappointment,inthatyoucanspecifyalocation,indicaterecurrence,indicateyouravailability,andattachadditionalinformationtotheeventitem.Youcanscheduleasimpleappointmentoreventdirectlyonthecalendar,orprovideadditionaldetailsinanappointmentwindow.Theminimumrequirementsarethesubjectandtheatime.Youcanalsoincludetheappointmentlocation,andenterancillaryinformation(includingformattedtext,websitelinks,andevenfileattachments)inthenotesareasothatitisreadilyavailabletoyouatthetimeoftheappointment.
AppointmentdetailsavailableinDayview
Whencreatinganappointment,meeting,orevent,youindicateyouravailability(alsoreferredtoasFree/Busytime)bymarkingitasFree,WorkingElsewhere,Tentative,Busy,orOutOfOffice.Theappointmenttimeiscolor-codedonyourcalendartomatchtheavailabilityyouindicate.YouravailabilityisvisibletootherOutlookusersonyournetwork,andisalsodisplayedwhenyoushareyourcalendarorsendcalendarinformationtootherpeople.
Tocreateasimpleappointmentwiththedefaultsettings1.IntheCalendarmodule,displaythedateonwhichyouwanttoscheduletheappointment.
2.IntheCalendarpane,clickthedesiredtimeslotordragthroughconsecutivetimeslots.
3.Entertheinformationyouwanttoappearastheappointmentsubject,andthenpressEnter.
ToopenanewappointmentwindowIntheCalendarpane,right-clickthedesiredtimeslotordragthroughconsecutivetimeslotsandright-clicktheselection,andthenclickNewAppointment.IntheCalendarmodule,ontheHometab,intheNewgroup,clickNewAppointment.IntheCalendarmodule,pressCtrl+N.Inanymodule,ontheHometab,intheNewgroup,clickNewItems,andthenclickAppointment.Inanymodule,pressCtrl+Shift+A.
Tocreateanappointmentwithcustomsettings
1.Openanewappointmentwindow.2.Intheappointmentwindow,entertheinformationyouwanttoappearonthecalendarintheSubjectandLocationboxes.
3.ClickorentertheappointmentstartdateintheleftStarttimelistand,iftheappointmentextendsacrossmultipledays,clickorentertheappointmentenddateintheleftEndtimelist.
4.ClickorentertheappointmentstarttimeintherightStarttimelistandtheappointmentendtimeintherightEndtimelist.
5.OntheAppointmenttab,intheOptionsgroup,clickyouravailabilityduringthespecifiedappointmenttime—Free,WorkingElsewhere,Tentative,Busy,orOutofOffice—intheShowAslist.
6.IntheOptionsgroup,intheReminderlist,clickthelengthoftimepriortotheappointment(orNone)whenyouwouldlikeOutlooktodisplayareminder.
7.OntheAppointmenttab,intheActionsgroup,clickSave&Close.
Tocreateanappointmentfromanemailmessage1.IntheMailmodule,dragthemessagefromtheMailpanetotheCalendarbuttonontheNavigationBar.
2.Intheappointmentwindowthatopens,edittheappointmentdetailsasnecessary.
3.OntheAppointmenttab,intheActionsgroup,clickSave&Close.
Tocreateaneventwithdefaultsettings1.DisplaythecalendarinDayview,WorkWeekview,Weekview,orMonthview.
2.IntheCalendarpane,clickthespacethatcontainsthedate(inviewsotherthanMonthview,thespacebelowthedayheaderandabovethetimeslots).
3.Entertheeventname,andthenpressEnter.
TocreateaneventwithcustomsettingsInanappointmentwindowheader,totherightoftheStarttimeboxes,selecttheAlldayeventcheckbox.
CreatemeetingsAprimarydifficultywhenschedulingameetingisfindingatimethatworksfor
Aprimarydifficultywhenschedulingameetingisfindingatimethatworksforallthepeoplewhoneedtoattendit.SchedulingmeetingsthroughOutlookissignificantlysimplerthanothermethodsofschedulingmeetings,particularlywhenyouneedtoaccommodatetheschedulesofseveralpeople.Outlookdisplaystheindividualandcollectiveschedulesofpeoplewithinyourownorganization,andofpeopleoutsideofyourorganizationwhohavepublishedtheircalendarstotheInternet.Youcanreviewattendees’schedulestolocateatimewheneveryoneisavailable,orhaveOutlookfindaconvenienttimeforyou.YoucansendanOutlookmeetinginvitation(referredtoasameetingrequest)toanypersonwhohasanemailaccount—eventoapersonwhodoesn’tuseOutlook.Youcansendameetingrequestfromanytypeofemailaccount(suchasanExchangeaccountoranInternetemailaccount).Themeetingwindowhastwopages:theAppointmentpageandtheSchedulingAssistantpage.TheAppointmentpageisvisiblebydefault.YoucanenteralltherequiredinformationdirectlyontheAppointmentpage,orusetheadditionalfeaturesavailableontheSchedulingAssistantpagetofindthebesttimeforthemeeting.
TheAppointmentpageofameetingwindow
TheRoomFinderisopenbydefaultontherightsideofeachpageofthemeetingwindow.Thishandytoolhelpsyoutoidentifydatesandtimesthatworkforthegreatestnumberofattendees,inadditiontoavailablelocations.ThemonthlycalendaratthetopoftheRoomFinderindicatesthecollectiveavailabilityofthegrouponeachday,asfollows:
Datesthatoccurinthepastandnonworkingdaysaregray.Dayswhenallattendeesareavailablearewhite(Good).Dayswhenmostattendeesareavailablearelightblue(Fair).Dayswhenmostattendeesarenotavailablearemediumblue(Poor).
TipAllthecapabilitiesfortheRoomFinderareavailableforExchangeaccounts,butfunctionalityislimitedforothertypesofaccounts.YoucandisplayorhidetheRoomFinderpagebyclickingRoomFinderintheOptionsgroupontheMeetingtab.
ManagedconferenceroomsthatareavailableattheindicatedmeetingtimeareshowninthecenteroftheRoomFinder.AtthebottomoftheRoomFinder,theSuggestedTimeslistdisplaysattendeeavailabilityforappointmentsofthelengthoftimeyouhavespecifiedforthemeeting.Peopleyouinvitetomeetingsarereferredtoasattendees.Bydefault,theattendanceofeachattendeeisindicatedasRequired.YoucaninformnoncriticalattendeesofthemeetingbymarkingtheirattendanceasOptional.Youcaninviteentiregroupsofpeoplebyusingacontactgroupordistributionlist.Youcanalsoinvitemanagedresources,suchasconferenceroomsandaudio/visualequipment,thathavebeensetupbyyourorganization’sExchangeadministrator.Ameetingrequestshouldhaveatleastoneattendeeotherthanyou,andmusthaveastarttimeandanendtime.Itshouldalsoincludeasubjectandalocation,butOutlookwillsendthemeetingrequestwithoutthisinformationifyouspecificallyallowit.Thebodyofameetingrequestcanincludetextandweblinks,andyoucanalsoattachfiles.Thisisaconvenientwaytodistributemeetinginformationtoattendeesaheadoftime.ThesecondarypageofthemeetingwindowistheSchedulingAssistantpage,ifyouremailaccountispartofanExchangeServernetwork.Otherwise,thesecondarypageistheSchedulingpage,whichdoesn’tincludetheRoomFinderfeature.
TheSchedulingAssistantpageofameetingwindow
TheSchedulingandSchedulingAssistantpagesincludeagroupschedulethatshowsthestatusofeachattendee’stimethroughoutyourworkingday.Outlookindicatesyoursuggestedmeetingtimeonthegroupschedule.Iffree/busyinformationisavailableformeetingattendees,thestatusisindicatedbythestandardfree/busycolorsandpatternsthatmatchthelegendatthebottomofthepage.Ifnoinformationisavailable(eitherbecauseOutlookcan’tconnecttoanattendee’scalendarorbecausetheproposedmeetingisfurtheroutthantheschedulinginformationstoredontheserver),Outlookshowsthetimewithgraydiagonalstripes.Therowatthetopoftheschedule,totherightoftheAllAttendeesheading,indicatesthecollectivescheduleofalltheattendees.
ToopenanewmeetingwindowIntheCalendarmodule,ontheHometab,intheNewgroup,clickNewMeeting.Inanymodule,doeitherofthefollowing:•OntheHometab,intheNewgroup,clickNewItems,andthenclick
Meeting.•PressCtrl+Shift+Q.
TocreateameetingfromanemailmessageInthemessagereadingwindow,doeitherofthefollowing:•OntheMessagetab,intheRespondgroup,clicktheReplywithMeetingbutton.
•PressCtrl+Alt+R.
TocreateameetingfromanappointmentoreventInanappointmentoreventwindow,ontheitem-specifictab,doeitherofthefollowing:•IntheAttendeesgroup,clickInviteAttendees.•IntheShowgroup,clickSchedulingAssistant.
ToinviteattendeesandscheduleresourcesOntheAppointmentpageofthemeetingwindow,entertheemailaddressesornamesoftheattendeesorresourcesintheTobox.OntheSchedulingorSchedulingAssistantpageofthemeetingwindow,entertheemailaddressesornamesoftheattendeesandresourcesintheAllAttendeeslist.
Or1.OntheAppointmentpageofthemeetingwindow,clicktheTobutton.2.IntheSelectAttendeesandResourcesdialogbox,locateanddouble-clickthecontactsandmanagedresourcesyouwanttoinvite,andthenclickOK.
Toinviteoptionalattendees1.Invitetheattendeebyusinganyofthepreviouslydiscussedmethods.2.OntheMeetingtab,intheShowgroup,clickSchedulingAssistant.3.IntheAllAttendeeslist,clicktheiconimmediatelytotheleftoftheoptionalattendee’snameandthen,inthelist,clickOptionalAttendee.
TousetheRoomFinderTodisplaysuggestedmeetingtimes,clickadateintheDateNavigatoratthetopoftheRoomFinderpane.
Toupdatethemeetingrequest,clickameetingtimeintheSuggestedTimeslist.
ManagecalendaritemsIfyouhavethesameappointmentonaregularbasis—forexample,abimonthlyhaircutoraweeklyexerciseclass—youcansetitupinyourOutlookcalendarasarecurringappointment.Arecurringappointmentcanhappenatalmostanyregularinterval,suchaseveryTuesdayandThursday,everyotherweek,orthelastdayofeverymonth.Configuringanappointmentrecurrencecreatesmultipleinstancesoftheappointmentinyourcalendaratthetimeintervalyouspecify.Youcansettheappointmenttorecuruntilfurthernotice,toendafteracertainnumberofoccurrences,ortoendbyacertaindate.Theindividualappointmentsarelinked.Whenmakingchangestoarecurringappointment,youcanchoosetoupdatealloccurrencesoronlyanindividualoccurrenceoftheappointment.
Youcanconfigurerecurrenceatanyregularinterval
Toconfigurerecurrenceforcalendaritems1.Doeitherofthefollowing:•Ontheitem-specifictaboftheitemwindow,intheOptionsgroup,clickRecurrence.
•IntheCalendarpane,selectthecalendaritem.Ontheitem-specifictooltab,intheOptionsgroup,clickRecurrence.
2.IntheAppointmentRecurrencedialogbox,dothefollowing,andthenclickOK:a.IntheRecurrencepatternarea,clickafrequencyoption.b.Intheadjacentarea,whichchangesaccordingtothefrequencyoptionyouselect,adjustthesettingstoreflecttherecurrenceyouwant.
c.IntheRangeofrecurrencearea,selecttheappropriateenddatefortheseriesofappointmentsorevents.
TochangethetimeofanexistingcalendaritemIntheCalendarpane,dragtheitemtoadifferentdateortoadifferenttimeslot.IntheCalendarpane,inDayview,WorkWeekview,orWeekview,dragthetoporbottomborderofanappointmentormeetingupordowntochangethestartorendtime.IntheCalendarpane,clickanappointmentormeetingonetimetoselectit,pressCtrl+X,clickthetimeslottowhichyouwanttomovetheitem,andthenpressCtrl+V.Intheitemwindow,adjusttheStarttimeandEndtimesettings.Thenontheitem-specifictab,intheActionsgroup,clickSave&Close.
Tocreateacopyofanexistingappointment1.IntheCalendarpane,displaytheoriginalappointmentdayandthedaytowhichyouwanttocopytheappointment.
2.HolddowntheCtrlkey,anddragtheappointmenttothenewdateortimeslot.
Tocancelmeetings1.Inthemeetingwindow,ontheMeetingorMeetingSeriestab,intheActionsgroup,clickCancelMeeting.
2.Inthemessageheader,clickSendCancellation.
Objective3.2practicetasksThepracticefileforthesetasksislocatedintheMOSOutlook2016\Objective3practicefilefolder.Beforeyoubegin,alerttwocolleaguesthatyouaregoingto
practiceschedulingmeetings.Displaytomorrow’sdateintheCalendarpaneanddothefollowing:
Createahalf-hourappointmentfrom11:30A.M.to12:00P.M.,withthesubjectMOSLunchwithJane.Acceptallotherdefaultsettings.Withoutopeningtheappointmentwindow,changethestarttimeoftheappointmentto10:30A.Mandtheendtimeto11:30A.M.SpecifythelocationoftheappointmentasFourthCoffee.SettheappointmentoptionssothatotherOutlookusersknowthatyouwillbeoutoftheofficefrom10:30A.M.to11:30A.M.butcan’tviewanyappointmentdetails.
Createthefollowingappointment:Arecurringone-hourappointmentonthefirstMondayofthemonthat6:00P.M.withthesubjectMOSBookClub.Settheseriestostartatthebeginningofnextmonthandendaftersixoccurrences.
Createthefollowingevent:Atwo-dayeventonTuesdayandWednesdaytwoweeksfromnowinPortland,Oregon,withthesubjectMOSAnnualMeetingandRetreat.ShowthetimeasOutofOffice.AttachtheOutlook_3-2documenttotheevent.
Createthefollowingmeetingrequest:Requestahalf-hourmeetingwithacolleague,withthesubjectMOSStatusMeeting,at3:00P.M.tomorrow.EnterTest–pleaseacceptintheLocationbox,andsendtherequesttoyourcolleague.
Createthefollowingmeetingrequest:Scheduleaone-hourMOSBudgetMeetingwithtwocolleaguesatthefirstavailabletimenextweek.Configurethemeetingtooccuratthesametimeeverymonthforthreemonths.
Objective3.3:Organizeandmanageappointments,meetings,andevents
Configuresettingsforcalendaritems
ConfiguresettingsforcalendaritemsAsyoucanwithotherOutlookitems,youcansettheimportanceofacalendaritem.Unlikeotheritems,however,theimportanceisvisibleonlyintheopenitemwindow.However,youcanusetheimportancesetting,asyoucananytag,asawayoflocatingspecificcalendaritems.Bydefault,Outlookdisplaysaremindermessage15minutesbeforethestarttimeofanappointmentormeeting,and18hoursbeforeanall-dayevent—youcanchangetheremindertooccurasfarastwoweeksinadvance,oryoucanturnitoffcompletelyifyouwantto.Youmightfinditnecessarytochangethedate,time,orlocationofanappointment,meeting,orevent.Whenyouarethemeetingorganizer,youcanchangeanyinformationinameetingrequestatanytime,includingaddingorremovinginvitedattendees,orcancelingthemeeting.
Meetingupdatesalertattendeestochangesandprovideresponseoptions
Afteryoueditorcancelameeting,Outlooksendsanupdatedmeetingrequesttotheinvitedattendeestokeeptheminformed.Iftheonlychangeyoumakeistotheattendeelist,Outlookgivesyoutheoptionofsendinganupdateonlytotheaffectedattendees.
TocategorizecalendaritemsOntheitem-specifictaboftheitemwindow,intheTagsgroup,clickCategorize,andthenclickthecategoryyouwanttoassign.IntheCalendarpane,selectthecalendaritem.Ontheitem-specifictooltab,intheTagsgroup,clickCategorize,andthenclickthecategoryyou
wanttoassign.IntheCalendarpane,right-clickthecalendaritem,clickCategorize,andthenclickthecategoryyouwanttoassign.
TosetcalendaritemimportanceOntheitem-specifictaboftheitemwindow,intheTagsgroup,clicktheHighImportancebuttonorLowImportancebutton.IntheCalendarpane,selecttheitem.Ontheitem-specifictooltab,intheTagsgroup,clicktheHighImportancebuttonorLowImportancebutton.
TipIfyousettheimportanceofasingleoccurrenceofarecurringitem,theHighImportanceandLowImportancebuttonsareunavailableintheCalendarpane.
ToconfigureremindersOntheitem-specifictaboftheitemwindow,intheOptionsgroup,intheReminderlist,clicktheamountoftimepriortotheitemstarttimethatyouwanttheremindertimetoappear.IntheCalendarpane,selecttheitem.Ontheitem-specifictooltab,intheOptionsgroup,intheReminderlist,clicktheamountoftimepriortotheitemstarttimethatyouwanttheremindertimetoappear.
Toupdatecalendaritems1.Double-clicktheitemonyourcalendar.2.Iftheitemisoneofaseries(arecurringitem),clicktoindicatewhetheryouwanttoedittheseriesoronlytheselectedinstance.
3.Makethechangesyouwant,andthensavetheitem.4.Iftheitemisameeting,sendthemeetingupdatetotheattendees.
ManagemeetingoptionsWhenyoureceiveameetingrequestfromanotherOutlookuser,themeetingappearsonyourcalendarwithyourtimescheduledasTentative.Untilyourespondtothemeetingrequest,theorganizerdoesn’tknowwhetheryouplantoattend.
MeetingsaremarkedasTentativeanddetailsaredimmeduntilyouaccepttherequest
Bydefault,meetingrequeststhatyousendincludeastandardsetofresponseoptions.Youcanrespondtoameetingrequestinoneofthesefourways:
Accepttherequest.Outlookdeletesthemeetingrequestandaddsthemeetingtoyourcalendar.Tentativelyaccepttherequest,whichindicatesthatyoumightbeabletoattendthemeetingbutareundecided.Outlookdeletesthemeetingrequestandshowsthemeetingonyourcalendarastentativelyscheduled.Proposeanewmeetingtime.Outlooksendsyourrequesttothemeetingorganizerforconfirmationandshowsthemeetingwiththeoriginaltimeonyourcalendarastentativelyscheduled.Declinetherequest.Outlookdeletesthemeetingrequestandremovesthemeetingfromyourcalendar.
Inadditiontothese,youhavetheoptiontoreplytothemeetingorganizerortoallattendees,ortoforwardthemeetingrequest.Whenyouforwardameetingrequestforwhichyouarenottheorganizer,themeetingrequestissentfromyou“onbehalfof”themeetingorganizer,andresponsesaresenttothemeetingorganizer.Ifyoudon’trespondtoameetingrequest,themeetingremainsonyourcalendarwithyourtimeshownastentativelyscheduledandthemeetingdetailsingrayfontratherthanblack.
AcceptedandunacceptedmeetingsinWorkWeekview
Ifyou’reunsurewhetherameetingtimeworksforyou,youcanclickthe‘CalendarPreviewlinkinthemeetingrequesttodisplayyourcalendarforthetimeperiodimmediatelysurroundingthemeeting,oryoucanclicktheCalendarbuttonatthetopofthemeetingrequesttoopenyourdefaultcalendarforthesuggestedmeetingdayinaseparatewindow.Ifthemeetingtimedoesn’tworkforyou,youcanproposeanewtime.
Youcanproposeanewmeetingtimetothemeetingorganizer
Whenacceptingordecliningameeting,youcanchoosewhethertosendaresponsetothemeetingorganizer.Ifyoudon’tsendaresponse,youracceptancewillnotbetallied,andtheorganizerwillnotknowwhetheryouareplanningtoattendthemeeting.Ifyoudosendaresponse,youcanaddamessagetothemeetingorganizerbeforesendingit.Ifyouarethemeetingorganizer,youcanaddanattendeetoameetingatanytime.Ifthisistheonlychangeyoumaketotheattendeelist,Outlookgivesyoutheoptionofsendinganupdateonlytothenewattendee.YoucantakenotesforanymeetinginMicrosoftOneNote.Ifyouoriginatethenotesfromwithinthemeetingrequest,thenotesarelinkedtothemeetingrequestandincludealltheinformationfromthemeetingrequest,inadditiontoalinkbacktoit.IfyoustorethenotesinasharedOneNotenotebook,youcanmakethenotesavailabletoothermeetingattendees.
Torespondtomeetinginvitations1.Inthemeetingwindow,intheReadingPane,orontheshortcutmenuthatappearswhenyouright-clickthemeetingrequest,clickAccept,Tentative,orDecline.
2.Choosewhethertosendastandardresponse,apersonalizedresponse,ornoresponseatall.
Toproposeanewtimeforameeting1.InthemeetingwindoworintheReadingPane,clickProposeNewTime,andthenclickTentativeandProposeNewTimeorDeclineandProposeNewTimetoopentheProposeNewTimedialogbox.
2.IntheProposeNewTimedialogbox,changethemeetingstartandendtimestothetimesyouwanttopropose,eitherbydraggingthestarttimeandendtimebarsorbychangingthedateandtimeinthelists,andthenclickProposeTime.
3.Inthemeetingresponsewindowthatopens,enteramessagetothemeetingorganizerifyouwantto,andthenclickSendtosendyourresponseandaddthemeetingtoyourcalendarastentativelyscheduledfortheoriginalmeetingtime.Ifthemeetingorganizerapprovesthemeetingtimechange,youandotherattendeeswillreceiveupdatedmeetingrequestsshowingthenewmeetingtime.
Toforwardmeetingrequests1.Inthemeetingwindow,ontheMeetingorMeetingSeriestab,intheRespondgroup,clickRespond,andthenclickForward.
2.Entertherecipient’semailaddressandsendthemeetingrequest.
Toaddmeetingparticipants1.Displaythemeetingwindowandenternewattendeesbyusinganyofthepreviouslydescribedmethods.
2.TotheleftoftheTobox,clickSendUpdate.3.IntheSendUpdatetoAttendeesdialogbox,clickSendupdatesonlytoaddedordeletedattendees,andthenclickOK.
Tosharemeetingnotes1.Inthemeetingwindow,ontheMeetingorMeetingSeriestab,intheMeetingNotesgroup,clickMeetingNotes.
2.IntheMeetingNoteswindow,clickSharenoteswiththemeetingorTakenotesonyourown.
3.IntheChooseNotestoSharewithMeetingorSelectLocationinOneNotedialogbox,selecttheOneNotelocationinwhichyouwantto
storethemeetingnotes,andthenclickOK.4.RecordyourmeetingnotesintheOneNotewindowthatopens.
Objective3.3practicetasksUsetheMOSBudgetMeetingandMOSStatusMeetingcalendaritemsthatyoucreatedintheObjective3.2practicetasksaspracticefilesforthesetasks.Beforeyoubegin,alertyourtwocolleaguesthatyouaregoingtopracticeupdatingandcancelingmeetings.
DothefollowingfortheMOSLunchwithJaneappointment:Setaremindertoappearat9:30A.M.onthedayoftheappointment.
DothefollowingfortheMOSBudgetMeeting:Reschedulethemeetingtotheweekafternext.Indicatethatthemeetingishighpriority.Sendtheupdatedmeetingrequest.
AskacolleaguetosendyouameetingrequestforameetingwiththesubjectMOSProjectMeeting.Whenthemeetingrequestarrives,dothefollowing:Tentativelyacceptthemeetingandproposethatthemeetingbeheldatthesametimeonthefollowingday.Forwardthemeetingfromyourcalendartoyourothercolleague.Fromthemeetingwindow,createasharednotespageforthemeetinginOneNote.
DothefollowingfortheMOSStatusMeeting:Addasecondcolleagueasanoptionalattendee.Sendtheupdatedmeetingrequesttoonlythenewattendee.
CanceltheMOSBudgetMeetingmeetingsandsendcancellationnoticestotheattendees.
Objective3.4:Createandmanagenotesandtasks
CreatetasksIfyouuseyourOutlooktasklisttoitsfullestpotential,you’llfrequentlyaddtaskstoit.Youcancreatetasksinseveralways:
IntheTasksmodule,addatasktothetasklist.
Inothermodules,addatasktotheTaskspeek.Createanewtaskinthetaskwindow.BaseataskonanexistingOutlookitem(suchasamessage).
Justasyoucancreaterecurringappointments,events,andmeetings,youcancreaterecurringtasks.Youcansetthetasktooccureveryday,week,month,oryear;oryoucanspecifythatanewtaskshouldbegeneratedacertainamountoftimeafterthelasttaskiscomplete.
Atypicaltask
Regardlessofhoworwhereyoucreateatask,alltasksareavailableintheTasksmoduleandintheTaskspeek.OnlyindividualtasksareavailableintheTasksList.YouwillfrequentlyneedtotakeactionbasedoninformationyoureceiveinOutlook—forexample,informationinamessageormeetingrequest.YoucanaddinformationfromanotherOutlookitemtoyourtasklist,toensurethatyoucompleteanynecessaryfollow-upwork.Dependingonthemethodyouuse,youcaneithercreateanewtaskfromanexistingitemorsimplytransfertheexistingitemtoyourtasklistbyflaggingit.
TipWhenviewingyourcalendarinDay,WorkWeek,orWeekview,eachitemonyourOutlooktasklistappearsintheTaskssectionbelowitsduedate.YoucanschedulespecifictimetocompleteataskbydraggingitfromtheTasksareatoyourcalendar.
fromtheTasksareatoyourcalendar.
TocreateataskintheTasksmoduleOntheHometab,intheNewgroup,clickNewTask.Enterthetaskdetailsinthetaskwindowthatopens,andthensaveandclosethetask.WhendisplayingtheTo-DoListviewoftheTasksmodule,enterthetaskdescriptionintheTypeanewtaskbox,andthenpressEntertocreateataskwiththedefaultsettings.WhendisplayingtheTasksListviewoftheTasksmodule,enterthetaskdescriptionintheClickheretoaddanewTaskbox,pressTabtomovetosubsequentfields,fillinotherinformation,andthenpressEnter.
TocreateataskinanymoduleOntheHometab,intheNewgroup,intheNewItemslist,clickTask.PressCtrl+Shift+K.IntheTaskspeek,enterthetaskdescriptionintheTypeanewtaskbox.
Tocreateataskfromanemailmessage,contactrecord,ornoteDragthemessage,contactrecord,ornotetotheTasksbuttonontheNavigationBar.
TipThetaskwindowthatopenscontainstheinformationfromtheoriginalitem.
Totransferanemailmessagetoyourtasklistwithoutcreatinganindividualtask
IntheMailpane,clicktheflagicontotherightofamessage.Thismethod,referredtoasflaggingamessageforfollow-up,addsthemessagetoyourtasklistswiththedefaultduedatespecifiedintheQuickClicksettings,andaddsaninformationbartothemessage.However,itdoesnotcreateaseparatetaskitem,sotoretainthetask,youmustretainthemessage—youcanmovethemessagebetweenmailfolders,butdeletingthemessagealsodeletesthetask.IntheMailpane,right-clicktheflagicontotherightofamessage,andthenspecifyaduedate:Today,Tomorrow,ThisWeek,NextWeek,No
Date,orCustom(whichallowsyoutosetspecificstartandenddates).DragthemessagetotheTaskspeekanddropitundertheheadingfortheduedateyouwanttoassignitto.(Ifthedesiredduedatedoesn’talreadyhaveaheadingintheTaskspeek,dropthemessageunderanotherheadingandthenassigntheduedateyouwant.)Thismethodalsoaddsthemessagetoyourtasklistbutdoesn’tcreateaseparatetaskitem.
ManagetasksTohelpyouorganizeyourtasks,youcanassignthemtocolorcategoriesinthesamewaythatyoudoanyotherOutlookitem.Whenyoucreateataskitem,theonlyinformationyoumustincludeisthesubject.AswithmanyothertypesofOutlookitems,youcansetseveraloptionsfortaskstomakeiteasiertoorganizeandidentifytasks.
StartdateandduedateYoucandisplaytasksoneitherthestartdateortheduedateinthevariousOutlooktasklists.Thecolorofthetaskflagindicatestheduedate.StatusYoucantrackthestatusofatasktoremindyourselfofyourprogress.SpecificstatusoptionsincludeNotStarted,InProgress,Completed,WaitingOnSomeoneElse,orDeferred.Youalsohavetheoptionofindicatingwhatpercentageofthetaskiscomplete.Settingthepercentagecompleteto25%,50%,or75%setsthetaskstatustoInProgress.Settingitto100%setsthetaskstatustoComplete.PriorityUnlessyouindicateotherwise,ataskiscreatedwithaNormalprioritylevel.Youcansettheprioritytoaddavisualindicatorofatask’simportance.TheLowImportancesettingdisplaysabluedownward-pointingarrow,andtheHighImportancesettingdisplaysaredexclamationpoint.Youcansortandfiltertasksbasedontheirpriority.RecurrenceYoucansetatasktorecuronaregularbasis;forexample,youmightcreateaPayrolltaskthatrecurseverymonth.Onlythecurrentinstanceofarecurringtaskappearsinyourtasklist.Whenyoumarkthecurrenttaskascomplete,Outlookcreatesthenextinstanceofthetask.CategoryTasksusethesamecategorylistasotherOutlookitems.Youcanassignatasktoacategorytoassociateitwithrelateditemssuchasmessagesandappointments.ReminderYoucansetareminderforataskinthesamewayyoudoforan
appointment.Thereminderappearsuntilyoudismissitormarkthetaskascomplete.PrivacyMarkingataskasprivateensuresthatotherOutlookuserstowhomyoudelegateaccountaccesscan’tseethetaskdetails.
Noneoftheoptionsarerequired,buttheycanbehelpfulwhensorting,filtering,andprioritizingyourtasks.Totracktaskstocompletion,youcanupdatetheStatusand%Completesettingsinthetaskwindow.
TipYoucanattachfilestotasks,andyoucanincludetext,tables,charts,illustrations,hyperlinks,andothercontentinthetaskwindowcontentpane.
Youcanremoveataskfromyouractivetasklistbymarkingitascomplete,orbydeletingit.Youcanremoveaflaggeditemfromtheactivetasklistbyremovingthefollow-upflag.
Activeandcompletedtasks
Afteryoumarkaninstanceofarecurringtaskascomplete,Outlookgeneratesanewinstanceofthetaskatwhateverintervalyouspecifiedwhencreatingthetask.Removingtheflagfromaflaggeditemsuchasamessageorcontactrecordretainstheiteminitsoriginallocationbutremovesitfromyourtasklistentirely.
Tocreatearecurringtask
1.OntheTasktabofthetaskwindow,intheRecurrencegroup,clickRecurrence.
2.IntheTaskRecurrencedialogbox,selecttheRecurrencepatternandRangeofrecurrenceoptionsyouwant,andthenclickOK.
ToassignatasktoacategoryInyourTo-DoListorTaskspeek,right-clickthecategoryicontotherightofthetasksubjectinthetasklist,clickCategorize,andthenclickthecategoryyouwant.ClickthetaskinyourTasksListtoselectit.OntheHometab,intheTagsgroup,clickCategorize,andthenclickthecategoryyouwant.OntheTasktabofthetaskwindow,intheTagsgroup,clickCategorize,andthenclickthecategoryyouwant.
ToassignaduedatetoataskInyourTo-DoListorTaskspeek,right-clicktheflagicon,andthenclicktheduedateyouwant.
TomarkataskasprivateOntheTasktabofthetaskwindow,intheTagsgroup,clickthePrivatebutton.
TomarkataskascompleteInthetaskwindow,set%Completeto100%.OntheTasktabofthetaskwindow,intheManageTaskgroup,clickMarkComplete.
TodeleteataskInyourTo-DoListorTaskspeek,right-clickthetasksubject,andthenclickDelete.OntheTasktabofthetaskwindow,intheActionsgroup,clickDelete.IntheTasksmodule,intheTo-DoListorTasksList,clicktheflaggeditemtoselectit.ThenontheHometab,intheDeletegroup,clickDelete.
Toremoveafollow-upflagDisplaytheTasksmodule,clicktheflaggeditemtoselectit,andthenclickRemovefromListintheManageTaskgroupontheHometab.
ClicktheflaggeditemintheTaskspeek,andthenclickRemovefromListintheManageTaskgroupontheTaskListtooltab.Right-clicktheflaggeditem,clickFollowUp,andthenclickClearFlag.
CreateandmanagenotesIntheNotesmodule,youcancreateandstoretextnotesaboutanysubject.IfyourorganizationusesExchangeServer,thenotesareavailabletoyouwheneveryouconnecttoyouraccountthroughOutlook,throughyourInternetbrowser,orfromamobiledevice.
TipOutlookNotessupportplaintext,formattedtext,andhyperlinks.Youcan’tformattextwithinanotebutyoucanpasteformattedtextfromadocument,message,orothersourceintoanoteandretainitsformatting.
SomefunctionalityoftheNotesfeatureinOutlook2016hasbeenmodifiedfromthatofpreviousversions,asfollows:
TheNotesfolderisstillavailableintheFolderList,andtheNotesmoduleisavailablefromtheNavigationBar.NotesoptionsarenotavailableintheOutlookOptionsdialogbox.Youcancreatenewnotes,butonlywiththedefaultcolorandfontsettings.(Thenotecolordoeschangetoreflectanycolorcategoriesthatyouassigntoit.)Linkingfromanotetoacontactrecordisnolongerpossible;however,youcanattachanotetoacontactrecordfromwithinthecontactrecord.
StoringinformationintheNotesmodule
YoucanviewthecontentoftheNotesmoduleinthreestandardviews:
IconviewThisviewdepictseachnoteasacoloredsquarewithaturnedupcorner,reminiscentofapadofstickynotes.InIconview,youcandisplaylargeiconsorganizedinrowsandcolumns,orsmalliconsorganizedeitherinrowsorincolumns.NotesListviewThislistviewdisplaysasmallicon,thenotesubject,anduptothreelinesofnotecontent.Last7DaysviewThisviewisidenticaltoNotesListviewbutdisplaysonlynotesthathavebeenmodifiedwithinthelastsevendays.
Ineitherlistview,youcanchoosefromtwostandardarrangements:CategoriesandCreatedDate.Aswithotherlistviews,youcansortnotesbyaspecificfieldbyclickingthecolumnheaderforthatfield,andyoucanaddorremovefieldsfromthelistview.
TipThefirstlineoftextinthenoteisshownasitssubject.
Youcanorganizenotesbyassigningthemtocolorcategories.InIconview,uncategorizednotesaredepictedinthedefaultcolorsetintheOutlookOptionswindow;categorizednotesaredepictedinthemostrecentlyassignedcategorycolor.YoucanalsoattachnotestootherOutlookitems,suchascontactrecords.
TocreatenotesIntheNotesmodule,doeitherofthefollowing:•OntheHometab,intheNewgroup,clickNewNote.•PressCtrl+N.Inanymodule,pressCtrl+Shift+N.
TipInOutlook2016,NotesarenotincludedontheNewItemsmenuofothermodules.
Toassignoneormorenotestoacolorcategory1.IntheNotespane,selectthenoteornotesyouwanttoassigntothesamecategory.
2.OntheHometab,intheTagsgroup,clickCategorizeandthen,inthe
list,clickthecategoryyouwanttoassign.
Toattachanotetoacontactrecord1.Openthecontactrecordwindow.2.OntheInserttab,intheIncludegroup,clickOutlookItem.3.IntheInsertItemdialogbox,intheLookinlist,clicktheNotesfolder,andthen,intheItemslist,clickthenoteyouwanttoattach.
4.IntheInsertasarea,dooneofthefollowing:•ToinsertthenotecontentintheNotespaneofthecontactrecord,clickTextonly.
•ToattachthenoteintheNotespaneofthecontactrecord,clickAttachment.
•TocreatealinktothenoteintheNotespaneofthecontactrecord,clickShortcut.
5.IntheInsertItemdialogbox,clickOK.
Objective3.4practicetasksTherearenopracticefilesforthesetasks.
FromtheTo-DoBar,dothefollowing:CreateataskwiththesubjectMOSDinnerReservations.Flagthetaskforcompletionthisweek.AssignthetasktotheManagementcategory(oranothercategoryyouchoose).
Openanewtaskwindow,anddothefollowing:CreateataskwiththesubjectMOSSendDinnerInvitations.SetaduedateofnextTuesdaywithareminderat5:00P.M.SetthestatustoWaitingOnSomeoneElse.
OpentheMOSDinnerReservationstaskanddothefollowing:Markthetaskasprivateandhighpriority.Setthetaskto25percentcomplete.
CreateanewtaskwiththesubjectMOSStatusReportthatmustbecompletedonthefirstMondayofeverymonthforsixmonths.IntheNotesmodule,dothefollowing:
Createanotethatcontainsyourfullname.Modifythenotecontentsothatonlyyourfirstnameappearsasthenotesubject,andyourlastnameisinthenotebody.Ifyouhaven’talreadydoneso,createacolorcategorynamedMOS.AssignthenotetotheMOScolorcategory.
Objectivegroup4.Managecontactsandgroups
TheskillstestedinthissectionoftheMicrosoftOfficeSpecialistexamforMicrosoftOutlook2016relatetothestorageandmanagementofinformationaboutpeople.Specifically,thefollowingobjectivesareassociatedwiththissetofskills:4.1Createandmanagecontacts4.2Createandmanagecontactgroups
Havingimmediateaccesstocurrent,accuratecontactinformationforthepeopleyouneedtointeractwith—byemail,phone,mail,orotherwise—isimportantfortimelyandeffectivecommunication.Youcaneasilybuildandmaintainadetailedcontactlist,oraddressbook,intheOutlookPeoplemodule.Withineachaddressbook,youcancreatecontactrecordsforindividualsorcompaniesthatstorevarioustypesofinformationaboutpeopleyoucorrespondwith,suchasbusinessassociates,customers,suppliers,familymembers,andfriends.Fromyouraddressbook,youcanlookupinformation,createemailmessages,andschedulemeetings.Youcansharestoredcontactinformationwithotherpeople.Tosimplifycommunicationwithmultiplecontacts.Contactgroupscanconsistofexistingandnewcontacts,andcanalsostorenotesaboutthegroup.Thischapterguidesyouinstudyingwaysofstoringcontactinformationforpeopleandforgroupsofpeopleyouwanttocommunicatewithbyemailorotherelectronicmeans.
Tocompletethepracticetasksinthischapter,youneedthepracticefilecontainedintheMOSOutlook2016\Objective4practicefilefolder.Formoreinformation,see“Downloadthepracticefiles”inthisbook’sintroduction.
Objective4.1:Createandmanagecontacts
CreateandmodifycontactrecordsYousavecontactinformationforpeopleandcompaniesbycreatingacontactrecordinanaddressbook.
Acontactrecordthatincludesbusinesscontactinformationandaphoto
Acontactrecordhasmultiplepages.MostoftheinformationisstoredontheGeneralpage.YouchangepagesbyclickingthebuttonsintheShowgroupontheContacttab.
AlmostallworkwithcontactrecordsisontheGeneralpage
ExamStrategyWhenthecontactrecordwindowislessthan940pixelswide,theShowgroupiscompactedintoabutton.Besureyouinvestigatethecommandsineachgroup.
ineachgroup.
OntheGeneralpageofacontactrecord,youcanstorethefollowingtypesofcontactinformation:
Name,companyname,andjobtitleBusiness,home,andalternateaddressesBusiness,home,mobile,pager,andotherphonenumbersBusiness,home,andalternatefaxnumbersWebpageaddress(URL),instantmessaging(IM)address,anduptothreeemailaddresses
TipIfyouneedtostoremorethanthreeemailaddressesforacontact,youcandosobycreatingacustomcontactrecordform.
AnidentifyingimagesuchasaphotoorcompanylogoGeneralnotes,whichcanincludetextandillustrationssuchasphotos,clipartimages,SmartArtdiagrams,charts,andshapes
OntheDetailspageofacontactrecord,youcanstorepersonalandorganization-specificdetails,suchasthefollowing:
Professionalinformation,includingdepartment,officelocation,profession,manager’sname,andassistant’snamePersonalinformation,includingnickname,spouseorpartner’sname,birthday,anniversary,andthetitle(suchasMiss,Mrs.,orMs.)andsuffix(suchasJr.orSr.)foruseincorrespondence
TheDetailspagestoressomeusefulinformation
YoutypicallycreateacontactrecordbydisplayingtheaddressbooktowhichyouwanttoaddthecontactrecordinthePeoplemoduleandthenclickingtheNewContactbuttonintheNewgroupontheHometab.Inthecontactrecordwindowthatopens,youinserttheinformationyouwanttosave.Afteryousavethecontactrecord,itappearsinthecontactlist.Youcancreateacontactrecordthatcontainsonlyonepieceofinformation(forexample,aperson’snameoracompanyname),orasmuchinformationasyouwanttoinclude.Youcanquicklycreatecontactrecordsforseveralpeoplewhoworkforthesamecompanybycloningthecompanyinformationfromanexistingrecordtoanewone.And,ofcourse,youcanaddtoorchangetheinformationstoredinacontactrecordatanytime.TheorderinwhichOutlookdisplayscontactrecordsinthecontactlistiscontrolledbytheFileAssetting.Bydefault,Outlookfilescontactsbylastname(Last,Firstorder).Ifyouprefer,youcanchangetheorderfornewcontactstoanyofthefollowing:
FirstLastCompanyLast,First(Company)Company(Last,First)
SeeAlsoInadditiontocreatingindividualcontactrecords,youcancreategroupsof
contactssothatyoucanmessagemultiplepeoplethroughoneemailaddress.Forinformation,see“Objective4.2:Createandmanagecontactgroups.”
Withineachcontactrecordwindow,informationappearsnotonlyinthefieldsofthecontactrecordbutalsointheformofagraphicthatresemblesabusinesscard.Whenyouenteraperson’scontactinformationinacontactrecord,basicinformationappearsinthebusinesscardshownintheupper-rightcornerofthecontactwindow.Thisdataincludestheperson’sname,company,andjobtitle;work,mobile,andhomephonenumbers;andemail,postal,webpage,andinstantmessagingaddresses.(Onlythefirst10linesofinformationfitonthecard.)IfanimageisassociatedwiththepersonthroughMicrosoftExchangeServer,SharePoint,orasocialnetworktowhichyou’veconnectedOutlook,thecontactrecordincludestheimage.Animagefromasocialnetworkisidentifiedbyasmalliconinthelower-rightcorneroftheimage.Youcanchangethetypesofinformationthatappear,rearrangetheinformationfields,formatthetextandbackground,andadd,change,orremoveimages,suchasalogoorphotograph.Creatingabusinesscardforyourselfprovidesyouwithanattractivewayofpresentingyourcontactinformationtopeopleyoucorrespondwithinemail.Youcanattachyourbusinesscardtoanoutgoingemailmessageorincludeitaspart(orall)ofyouremailsignature.TherecipientofyourbusinesscardcaneasilycreateacontactrecordforyoubysavingthebusinesscardtohisorherOutlookaddressbook.
SeeAlsoForinformationaboutemailsignatures,see“Objective2.1:Configuremailsettings.”
Tocreateanewcontactrecord1.Openanewcontactrecordwindowbydoinganyofthefollowing:•InthePeoplemodule,ontheHometab,intheNewgroup,clicktheNewContactbutton.
•Inanymodule,ontheHometab,intheNewgroup,clicktheNewItemsbutton,andthenclickContact.
•Inanymodule,pressCtrl+Shift+C.2.Enteratleastonepieceofidentifyinginformationforthecontact.
3.OntheContacttab,intheActionsgroup,clicktheSave&Closebutton.
Tocreateacontactrecordbasedonanexistingcontactrecord1.Opentheexisting(source)contactrecordwindow.2.OntheContacttab,intheActionsgroup,clicktheSave&Newarrow,andthenclickContactfromtheSameCompany.
TipDouble-clickingacontactinPeopleviewdisplaysthecontactinformationinaPeoplecardratherthaninacontactrecordwindow.YoucannotcreateaduplicatecontactrecordfromaPeoplecard.Double-clickingacontactinanyviewotherthanPeopleviewdisplaysthecontactinformationinacontactrecordwindow.
TocreateacontactrecordforamessagesenderorrecipientIntheReadingPaneorinthemessagereadingwindow,right-clickthemessagesenderorrecipientinthemessageheader,andthenclickAddtoOutlookContacts.
ToeditacontactrecordToeditacontactrecordfromthePeoplemodule,doeitherofthefollowing:•InPeopleview,displaythecontactrecordintheReadingPane,andthenintheupper-rightcornerofthecontractrecord,clicktheEditlink.
•InanyviewofthePeoplemodule,double-clickthecontact.ToeditacontactrecordfromtheMailmodule,intheReadingPane,right-clickthemessagesenderorrecipientinthemessageheader,andthenclickEditContact.Toeditacontactrecordfromamessagereadingwindow,right-clickthemessagesenderorrecipientinthemessageheader,andthenclickEditContact.
Toaddanimagetoacontactrecord1.Inthecontactrecordwindow,ontheContacttab,intheOptionsgroup,clickPicture,andthenclickAddPicture.
2.IntheAddContactPicturewindow,browsetoandselectthepictureyou
wanttoattachtothecontactrecord,andthenclickOpen.
Tochangeacontactrecordimage1.Inthecontactrecordwindow,ontheContacttab,intheOptionsgroup,clickPicture,andthenclickChangePicture.
2.IntheChangeContactPicturewindow,browsetoandselectthepictureyouwanttoattachtothecontactrecord,andthenclickOpen.
ToremoveacontactrecordimageInthecontactrecordwindow,ontheContacttab,intheOptionsgroup,clickPicture,andthenclickRemovePicture.
ToassignacontactrecordtoacategorySelectthecontactrecord.OntheHometab,intheTagsgroup,clickCategorize,andthenclickthecategoryyouwanttoassign.
Tosetthefilingorderforallcontactrecords1.OpentheOutlookOptionsdialogboxanddisplaythePeoplepage.2.IntheNamesandfilingsection,clicktheDefault“FileAs”Orderarrowandthen,inthelist,clicktheorderyouwant.
3.IntheOutlookOptionsdialogbox,clickOKtosavethechanges.
TosetthefilingorderforanindividualcontactrecordInthecontactrecordwindow,expandtheFileaslist,andthenclickFirstLast;Company;Last,First(Company);orCompany(Last,First).
TodeleteacontactrecordInthePeoplemodule,selectthecontactrecord,andthendoanyofthefollowing:•PresstheDeletekey.•OntheHometab,intheDeletegroup,clicktheDeletebutton.•PressCtrl+D.
StorecontactrecordsContactrecordsarestoredinaddressbooks.WhenyouconfigureOutlooktoconnecttoanemailaccount,youautomaticallyhaveadefaultaddressbook,
whichOutlookdisplayswhenyouclickthePeoplebuttonontheNavigationBar.ThedefaultaddressbookcontentisstoredinafoldernamedContacts.IfyouconnecttoanExchangeServeraccount,thedefaultaddressbookispartofthataccount,andtheinformationyoustoreintheaddressbookisavailableonallcomputersanddevicesfromwhichyouconnecttoyouraccount.YoudisplayandworkwithaddressbooksinthePeoplemodule.ThecontentpaneofthePeoplemoduledisplaysthecontactrecordssavedinthecurrentlyselectedaddressbook.ThedefaultviewofcontactrecordsinOutlook2016isanewformatnamedPeoplecards,butyoucanchoosefromseveralstandardviews,includingbusinesscards,text-onlycards,andvariouslists.PeoplecardsdisplayselectedcontactinformationcompiledfromthecontactrecordsyoustoreinOutlookandanysocialnetworksyouconnectto.
Peoplecardscollateinformationfrommultiplesources
ContactsaddressbooksOutlookcreatesaContactsaddressbookforeachaccountandsocialnetwork
OutlookcreatesaContactsaddressbookforeachaccountandsocialnetworkyouconnectto.TheseaddressbooksareavailablefromtheMyContactslistintheFolderPaneofthePeoplemodule.
Addressbookscancomefrommanysources
TheContactsaddressbookofyourdefaultemailaccountisyourmainaddressbook,anditistheaddressbookthatappearsbydefaultinthePeoplemodule.TheContactsaddressbookisemptyuntilyouaddcontactrecordstoit.
CustomaddressbooksYoucancreateadditionaladdressbooks;forexample,youmightwanttokeepcontactinformationforfamilyandfriendsinanaddressbookseparatefromclientcontactinformation,oryoumightmaintainanaddressbookforclientsthatmeetspecificcriteria.WhenyoudisplaytheFolderListintheFolderPane,yourcustomaddressbooksappearalongwithotherfoldersyoucreate,andyoucanorganizetheminthesamemanner—forexample,atthesamelevelasyourInbox,asasubfolderoftheContactsaddressbook,orinsideaprojectfolder.AlladdressbooksareavailablefromtheMyContactslistintheFolderPaneofthePeoplemodule.
GlobalAddressListsIfyouhaveanExchangeaccount,youalsohaveaccesstoanofficialaddressbookcalledtheGlobalAddressList(orGAL).TheGALismaintainedbyyourorganization’sExchangeadministratorandincludesinformationaboutindividualswithinyourorganization,distributionlists,andresources(suchas
conferenceroomsandmediaequipment)thatyoucanreservewhenyouschedulemeetings.Itcanalsoincludeorganizationalinformation(eachperson’smanageranddirectsubordinates)andgroupmembershipinformation(thedistributionlistseachpersonbelongsto).TheGALdoesn’tappearintheMyContactslistshownintheFolderPaneofthePeoplemodule.OutlookuserscanviewtheGALbutnotchangeitscontents.OnlyanExchangeadministratorcanmodifytheGAL.
Tocreateacustomaddressbook1.DisplaytheFoldertabofanymodule.2.IntheNewgroup,clicktheNewFolderbutton(orpressCtrl+Shift+E).3.IntheCreateNewFolderdialogbox,dothefollowing,andthenclickOK:a.IntheNamebox,enteradescriptivenamefortheaddressbook.b.IntheFoldercontainslist,clickContactItems.c.IntheSelectwheretoplacethefolderbox,clickyourprimaryaddressbook,ifyouwanttostorealladdressbooksinonedirectorystructure,oranyotherlocationinwhichyouwanttostorethenewaddressbook.
TodisplayanaddressbookinthePeoplemoduleIntheMyContactslist,clicktheaddressbookyouwanttodisplay.
SharecontactrecordsandaddressbooksYoucansendindividualcontactrecordstootherpeopleinanOutlook-specificformatorasavCardfile(avirtualbusinesscard).YoucansendacontactgrouponlyintheOutlook-specificformat,sotherecipientmustbeanotherOutlookuser.Ifyouwanttosharethecontentsofacustomaddressbookwithotherpeople,youcandosobysendingasharinginvitation.IftheotherpeoplearewithinyourExchangeorganization,youhavetheoptionofallowingtheotheruserstoupdatethecontactrecordsintheaddressbook.Anotherwaytosharecontactinformationisbyimportingcontactrecordsfromexternalfilesorlocations,andexportingcontactrecordstosendtootherpeople.YoucanimportdataintoOutlookfromdatafilescreatedinOutlook(.pstfiles)orfromplain-textfilesthatcontainfieldvaluesseparatedbycommas(.csvfiles).Similarly,youcanexportcontactrecordsfromOutlookinthosesameformatssothatotherpeoplecanimportthemintoOutlookoranotherprogram.
thatotherpeoplecanimportthemintoOutlookoranotherprogram.
SeeAlsoForinformationaboutexportingOutlookitems,see“Objective1.2:Printandsaveinformation.”
TosendacontactrecordorcontactgrouprecordbyemailRight-clickthecontactorcontactgroup,clickForwardContact,andthenclickAsaBusinessCardorAsanOutlookContact.
Toshareanaddressbook1.Doeitherofthefollowing:•IntheMyContactslist,right-clicktheaddressbook,clickShare,andthenclickShareContacts.
•Displaytheaddressbook.OntheFoldertab,intheSharegroup,clicktheShareContactsbutton.
Youcanstipulatewhethertherecipientcaneditsharedcontactrecords
2.IntheSharinginvitationmessagewindowthatopens,dothefollowing,andthenclickSend:a.IntheTobox,entertheemailaddressesofthepeoplewithwhomyouwanttosharetheaddressbook.
b.Ifyouwanttoallowotherpeopletomodifytheaddressbookcontent,selecttheRecipientcanadd,edit,anddeleteitemsinthiscontactsfoldercheckbox.
Toimportcontactrecordsfromacomma-separatedvaluesfileoran
Outlookdatafile1.OntheOpen&ExportpageoftheBackstageview,clickImport/ExporttostarttheImportAndExportWizardanddisplayalistofactionsthatyoucanperformbyusingthewizard.
2.IntheChooseanactiontoperformlist,clickImportfromanotherprogramorfile,andthenclickNexttodisplaythelistoffiletypesfromwhichyoucanimportcontent.
3.IntheSelectfiletypetoimportfromlist,clickCommaSeparatedValuesorOutlookDataFile(.pst),andthenclickNext.
4.ClicktheBrowsebuttontotherightoftheFiletoimportboxtoopentheBrowsedialogbox.IntheBrowsedialogbox,navigatetothefileyouwanttoimport,andthenclickOK.
5.IntheOptionsarea,clickoneoftheseoptionsforhandlingcontactrecordsthatmatchexistingcontactrecordsintheaddressbookintowhichyouimportthem:•Replaceduplicateswithitemsimported•Allowduplicatestobecreated•Donotimportduplicateitems
6.ClickNexttodisplayalistofthefoldersinyourOutlookinstallation.7.IntheSelectdestinationfolderlist,clicktheaddressbookintowhichyouwanttoimportthecontactrecords,andthenclickNext.
8.Ifthefieldsdefinedinthefileyou’reimportingdonotusethesamefieldnamesasanOutlookcontactrecord,clicktheMapCustomFieldsbutton.ThenintheMapCustomFieldsdialogbox,matchnamedfieldsfromthesourcefiletoOutlookfieldnames.Whenyoufinish,clickOK.
9.OnthelastpageoftheImportaFileWizard,clickFinishtoimportthecontactrecordsintotheselectedaddressbook.
Toimportcontactrecordsfromasourcefiletypeotherthan.csvor.pstExportthecontactrecordsfromthesourcefiletoa.csvfile,andthenimportthe.csvfile.
ToimportcontactrecordsintoaseparateaddressbookFirstcreatetheaddressbook.Thenimportthecontactrecordsandspecifytheaddressbookastheimportlocation.
ExamStrategyYoucanimportaSharePointcontactlistasanaddressbook.DoingsoisbeyondthescopeofExam77-731.“Outlook2016:CoreCommunication,CollaborationandEmailSkills.”
Objective4.1practicetasksThepracticefileforthesetasksislocatedintheMOSOutlook2016\Objective4practicefilefolder.
Createanewcontactrecord.Enterthefollowinginformation:
AddtheOutlook_4-1imagetothecontactrecord.Savethecontactrecord.
CreateacontactrecordbasedontheJohnEvanscontactrecord.Addthefollowinginformationtothebasecontactrecord:
EdittheJohnEvanscontactrecordasfollows:ChangethefilingorderfromEvans,JohntoJohnEvans.NotethatJohn’snicknameisJack,hisspouse’snameisJill,andhisbirthdayisJanuary1,1987.
Ifyouhaven’talreadydoneso,createacontactrecordforyourselfanddothefollowing:Includeyourname,company,jobtitle,oneormorephonenumbers,oneormoreemailaddresses,andoneormorepostaladdresses.
ForwardyourcontactrecordtoafriendasavCard.EnterMOSContactInformationasthemessagesubject,embedyourbusinesscardasasignature,andsendthemessage.
Createanaddressbookasfollows:NametheaddressbookMOSContacts.StoretheaddressbookinyourdefaultContactsfolder.MovetheJohnEvansandHeidiSteencontactrecordstothenewaddressbook.
SharetheMOSContactsaddressbookwithafriend.Configurethesharingsettingssothattherecipientcandisplay,butnotchange,thecontactrecordsinthesharedaddressbook.
Objective4.2:CreateandmanagecontactgroupsIfyoufrequentlysendmessagestospecificgroupsofpeople,suchasmembersofaprojectteam,club,orfamily,youcancreateacontactgroupthatcontainsalltheemailaddresses.Thenyoucansendamessagetoallthegroupmembersbyaddressingittothecontactgroup.Contactgroupsarelikepersonalversionsofdistributionlists.AdistributionlistisavailabletoeveryoneonyourExchangeServernetwork;acontactgroupisavailableonlyfromthelocaladdressbookyoustoreitin.Youcan,however,distributeacontactgrouptootherpeoplefortheirownuse.Theribbonprovidesaseparatetabofcommandsformanagingcontactgroups.
ContactgroupsarestoredinyourOutlookdatafile
Youaddamembertoacontactgroupeitherbyselectinganexistingcontact
YouaddamembertoacontactgroupeitherbyselectinganexistingcontactrecordfromanaddressbookorbyenteringcontactinformationintheAddNewMemberdialogbox.Whenyouaddamemberbyusingthelattermethod,youhavetheoptiontosimultaneouslycreateacontactrecordforhimorher.Whenyousendamessagetoacontactgroup,eachmemberofthecontactgroupreceivesacopyofthemessage.Ifyouwanttosendamessagetomost,butnotall,membersofacontactgroup,youcanexpandthecontactgroupintheaddressfieldtoafulllistofitsmembers,andremoveindividualpeopleforthespecificmessageatthetimeyousendit.
Tocreateacontactgroup1.Openanewcontactgrouprecordwindowbydoinganyofthefollowing:•InthePeoplemodule,ontheHometab,intheNewgroup,clicktheNewContactGroupbutton.
•Inanymodule,ontheHometab,intheNewgroup,clicktheNewItemsbutton,clickMoreItems,andthenclickContactGroup.
ImportantIfyouhaveanExchangeaccount,GroupappearsontheNewItemsmenu.ThiscommandcreatesanExchange-specificgroup,notalocalcontactgroup.
•Inanymodule,pressCtrl+Shift+L.2.IntheNamebox,enteranameforthecontactgroup.3.OntheContactGrouptab,intheActionsgroup,clicktheSave&Closebutton.
ToopenacontactgroupforeditingInthePeoplePane,double-clickthecontactgrouptoopenitinacontactgroupwindow.
Toaddmemberstoanopencontactgroup1.OntheContactGrouptab,intheMembersgroup,clicktheAddMembersbutton,andthenclickFromAddressBook.
2.IntheSelectMembersdialogbox,intheAddressBooklist,clicktheaddressbookfromwhichyouwanttoaddoneormorecontacts.
3.IntheNamelist,double-clickthenameofeachcontactyouwanttoadd.
4.IntheSelectMembersdialogbox,clickOK.Or
1.OntheContactGrouptab,intheMembersgroup,clicktheAddMembersbutton,andthenclickNewEmailContact.
TipOutlookuserinterfaceelementsrefertoelectronicmailasemailore-mail.Forconsistency,thetextofthisbookalwaysreferenceselectronicmailasemail.
2.IntheAddNewMemberdialogbox,enterinformationintheDisplaynameandEmailaddressfields.
3.IfyouwantOutlooktoalsocreateacontactrecordforthisperson,selecttheAddtoContactscheckbox.
4.IntheAddNewMemberdialogbox,clickOK.
Toremovemembersfromacontactgroup1.Openthecontactgroupwindow.2.Inthecontactgroupmemberlist,clickthecontactyouwanttoremove.
TipYoucanselectmultiplecontactsforsimultaneousremovalbyholdingdowntheCtrlkeyandclickingeachcontact.
3.OntheContactGrouptab,intheMembersgroup,clicktheRemoveMemberbutton.
4.Saveandclosethecontactgroup.
Toupdateamember’sinformationwithinacontactgroup1.Openthecontactgroupwindow.2.OntheContactGrouptab,intheMembersgroup,clicktheUpdateNowbutton.
3.Saveandclosethecontactgroup.
Toaddnotestoacontactgroup
1.Inthecontactgroupwindow,intheShowgroup,clicktheNotesbutton.2.OntheNotespage,enternotesintheformoftext,images,andothercontent.
TodeleteacontactgroupIntheaddressbook,selectthecontactgroup,andthendoanyofthefollowing:•PresstheDeletekey.•OntheHometab,intheDeletegroup,clicktheDeletebutton.•PressCtrl+D.
Objective4.2practicetasksUsetheMOSContactsaddressbookyoucreatedintheObjective4.1practicetaskstocompletethesetasks.
IntheMOSContactsaddressbook,dothefollowing:CreateanewcontactgroupnamedMOSClients.SelecttheJohnEvanscontactrecordyoucreatedearlierinthischapterasamember.AddHeidiSteentothecontactgroup.Saveandclosethecontactgroup.
OpentheMOSClientscontactgroupanddothefollowing:Addthefollowingpeopletothecontactgroupandtoyourcontactlist:
Saveandclosethecontactgroup.OpenthecontactrecordforJillShraderanddothefollowing:
Changeheremailaddresstojill@wingtiptoys.com.Saveandclosethecontactrecord.
OpentheMOSClientscontactgroupanddothefollowing:UpdatethecontactgrouptoreflectJillShrader’snewemailaddress.RemoveHollyDicksonfromthecontactgroup.
AddanotetothecontactgroupthatsaysCreatedwhilepracticingfortheMOSOutlook2016exam.Saveandclosethecontactgroup.
SendamessagetotheMOSClientscontactgroupwiththesubjectMOSGroupTest.(Youwillreceivenondeliverablemessagealertsinresponse.)
Index
AaccountsSeealsoemailaccountsapplyingrules43delegatingaccess96
Activeview(Calendarmodule)defined100groupingitems101sortingitems102
adaptingprocedurestepsixaddressbookscontacts142custom142–143displayinginPeoplemodule143printing27–28searching5sharing143–144
aliases5appointmentschangingtimes117copying117creating110–112creatingmeetingsfrom115recurring116–117
archivingitemsautomatically94arrangingmessages77–79attachmentsSeealsomessagesfiles57–58opening23–24Outlookitems58previewing23–24
printing29removing58savingtofilestoragelocation24savingtoOutlook23–24
attendees114inviting115optional116
attributes,arrangingmessagesby77–79AutoArchive94automaticconnections11automaticrepliesconfiguring44–47runningruleswhileon47turningon/off46–47
automaticsignatures39–40availability,indicating111
Bblockedsenders50blockingmessages53blockingsenders51bookorganizationviiibookmarks,hyperlinksto72buildingblocks,creatingandinserting48BusinessCardviewprintstyles28businesscardsincontactrecords138–139includinginsignatures40
CCalendarDetailsprintstyle27calendaritemscategorizing120grouping101settingimportance120
updating120Calendarmoduledescribed3views100
Calendarpeek17calendarpreview122Calendarview(Calendarmodule)defined100showingtimeperiods101
calendarschoosinggroupmembers104creating/deletinggroups104delegatingaccessto95deleting105displayingviews101groupschedules104permissions108printstyles26printing29secondary104sharing105–108showing/hidingmultiple104showingtimesegments101switchingmodes105types103views100
Cardprintstyle28Cardviewprintstyles28categories60Seealsocolorcategoriesnaming81preconfiguredcolors81–82QuickClick82renaming82shortcutkeys81
characterspacing67characterstyles67colorcategories81Seealsocategoriesassigningtoitems82creatingcustom83keyboardshortcuts83preconfigured81–82QuickClick83–84renaming82–83
commands,inBackstageView6–7comma-separatedvaluesfiles144connectingemailaccounts11contactgroupsaddingmembers149addingnotes150creating149deleting150editing149managing148removingmembers150sendingrecordsbyemail143updatingmemberinformation150
contactrecordsassigningtocategories140attachingnotes132businesscards138–139creating138–139creatingtasks127deleting140editing139filingorder138images140importing144–145Peoplecards141
printing27–29sendingbyemail143sharing143storing141typesofinformation136–137
Contentpane15Conversationview(Mailmodule)85–87conversations87customaddressbookscreating143defined142sharing143–144
customcalendars103customflags,setting84Seealsoflags;follow-upflagscustomviews3
DDailyprintstyle26delegatingaccesstoaccounts96modifyingpermissions96rescinding96–97
deliveryoptions60digitalphotographsSeeimagesdistributionlists148
EebookeditionofbookxemailaccountsSeealsoaccountsconnectingautomatically11connectingmanually12–13managingaccountsettings13startingconnectionprocess11
emailaddresses,entering5
emailaliases5emailmessagescreatingmeetingsfrom115creatingtasksfrom127transferringtotasklists127
emptyingJunkEmailfolder52errata,submittingxeventscreating110,112creatingmeetingsfrom115
exportingmessages25
Ffeedback,submittingxfields,displaying57filesattachingtomessages57–58savingmessagesas25
filingorder,contactrecords140flaggingitemsforfollow-up84messagesforfollow-up62,127outgoingmessages84
flags59Seealsocustomflags;follow-upflagsFolderPane15,18folderscreating4searchingspecific32
follow-upflagsSeealsocustomflags;flagsremoving130setting62,84,127
fontsdefaultbody38settingforoutgoingmessages38–39
styles67formattingeffects67pictures74text67–68
forwardingmessagesoptions64removingprioritysetting61
Free/Busytime111fundamentalOutlooktasks2
GGlobalAddressList(GAL)5,142–143graphicsSeeimagesgrouping/ungroupingmessages80groupsaddingcontactgroupmembers149calendars104expanding/collapsing80selecting80
Hheaderfields56HTMLmessages,stationery/themes68hyperlinks71tobookmarks72changingtargets72creating71creatingpre-addressedemailmessages72creatingWorddocumentsfrom71tofiles71tomessageheadings72removing72towebpages72
I
Iidentifiersforinlineresponses21imagesSeealsopicturescontactrecords140inserting73insertingfromfiles75webbeacons49
importanceleveldefined59setting61,120
InstantSearch31–33internationaljunkmailsettings50Internetcalendars103invitations,respondingto123
Jjunkemailautomaticallydeleting52choosingprotectionlevels52classifyingasnotjunk52–53configuringsettingsforsenders52formatof49linksin49processing51replyingto50settings50–51status49
JunkEmailfolder,emptying52JunkEmailOptionsdialogboxopening52tabdescriptions50
junkmailSeejunkemail
K
keyboardshortcuts,colorcategories83
Llinks,injunkmail49Listview(Calendarmodule)defined100grouping/sortingitems101printstyles28
localformatting,applying67
MMailmodule2markingmessagesasread/unread64MediumBookletprintstyle28meetinginvitations,respondingto123meetingparticipants,adding124meetingrequests112,114meetingsaccepting123addingparticipants124attendees114,115changingtimes117creating115declining123deleting117forwardingrequests123notes123proposingnewtimes123receivingrequests121,122respondingtoinvitations123responseoptions121RoomFinder113,116schedulingresources115sendingupdates123sharingnotes124
Memoprintstyle28messagefolderscreating88movingmessagesto88–89
messageheaders2messagereceipts,requesting62messagesSeealsoattachmentsaddingsignatures39–40addressing5applyingstyles70applyingthemes69arranging77–79attachingfiles57–58attachingOutlookitems58blocking53categories60classifyingasnotjunk52commandsforworkingwith6–7configuringoptions59–61configuringrules41–43Conversationview85–86creating57creatingcontactrecordsfrom139creatinghyperlinkstopre-addressedemailmessages72creatingQuickParts48deleting64–65deliveryoptions60designatingprioritylevel61directingresponses63displayinginReadingPane2expanding/collapsinggroups80exportingtoOutlookdatafile25flaggingforfollow-up62,84,127flags59
formattingtext67–68forwarding64grouping/ungrouping78,80headerfields56HTML,specifyingstationery/themes68hyperlinkstobookmarks72hyperlinkstoheadings72importance59insertingidentifiersbeforeinlineresponses21insertingimages73insertingonlineimages75insertingsignatures75–76markingasread/unread64opening2organizinginfolders88–89outgoing,flagging84outgoing,specifyingdefaultformat21printinglistview28printingwithattachments29processingjunkmail51reading2readstatusformat63recalling58–59recipients5reminders59removingsignatures75–76replyingtoallrecipients64replyingtosender64requestingreceipts62resettingarrangements80respondingto63–65reversingsortorder79runningrulesonexisting43savingasfiles25savingoutsideofOutlook24
security60selectinggroups80sensitivity59,61settingcolorofresponsetext21sorting78specifyingduedates127specifyingtextinresponses21trackingoptions60votingoptions60,62
message-sendingaccountdefault10specifying13–14
MicrosoftOfficeSpecialistcertificationxi–xivexamxii–xiiiobjectivedomainsxii
MicrosoftOneNote,meetingnotes123modulesdisplaying16hidingTo-DoBar19
Monthlyprintstyle27
NNavigationBar16changingappearance18changingnumberofbuttonson19changingorderofbuttonson19compact18standard18switchingbetweencompact/standard18
NeverBlockSender51NeverBlockSender’sDomain51NeverBlockthisGrouporMailingList51Newbutton3NotJunk51notes
notesaddingtocontactgroups150attachingtocontactrecords132categorizingbycolor132creating131creatingtasks127formattedtext130meetings123organizing131sharing124
Notesmoduleaccessing3defined3features130viewingcontent131
Oonlineimagesinsertingintomessages75sources73
OOFmessages44organizationofbookviiioutofofficemessages44rules47
outgoingmessagesconfiguringrules41–43flaggingforfollow-up62,84settingdefaultfont38–39specifyingdefaultformat21
Outlookdatafiles10–11exportingcontactrecordsto144–145exportingmessagesto25
Outlookfunctionality,managing7Outlookfundamentaltasks2Outlookitems
Outlookitemscommandsforworkingwith7–8creating3
OutlookOptionsdialogbox7,20OverlayMode,switchingto/from105
Pparagraphattributes67paragraphstyles67participants,addingtomeetings124peekschangingorderof17displaying19docking17dockingtoTo-DoBar19pinning17removingfromTo-DoBar19
Peoplecards141Peoplemoduledefined3displayingaddressbooks143
Peoplepeek17Peopleviewprintstyles28permissionsdelegatingaccess95modifyingdelegationaccess96rescindingdelegation96–97forsharedcalendars108
PhoneDirectoryprintstyle28Phoneviewprintstyles28picturesSeealsoimagesformatting74insertingintomessages73–74
practicefilesviii–ix
prerequisiteskillsandexperienceforthisexam2Previewview(Calendarmodule)defined100showingtimeperiods101
previewingattachments23styleeffectsontext70
primarytimezone102printstylesaddressbooks27–28calendars26–27contactrecords27–28
printingaddressbookprintstyles28addressbooks27–28calendarprintstyles26calendars29contactrecords27–29defaultviewofitems28emailmessageswithattachments29individualitems28listviewofmessages28multipleitems28tasks29
prioritylevels,setting61,120privacy,tasks128procedures,adaptingstepsixprofile10programoptions,configuring20–22programwindow14–18
QQuickClickcategory82–83QuickParts,creatingandinserting48QuickSteps
built-in,resetting93changingproperties92configuring91creating93deleting93displayingproperties92performing92types89–91
RReadingPanedefined15displayingmessagesin2
recallingmessages58–59recurringappointments116–117tasks126,128,129
reminders59,119addingforflaggeditems84configuring120tasks128
repliesjunkmail50onlytosender64toallrecipients64
responsemessages21ribbon,collapsedgroupsixRoomFinder113,116rules41applyingtoaccounts43automaticreplies44–47creating42creatingbasedonexisting43deleting43modifying42
runningonexistingmessages43runningwhenoutofoffice47runningwhileAutomaticRepliesareon47
Ssaferecipients50safesenders50SchedulingAssistant114–115SearchFolderscreating34default33modifyingcriteria34updating34
searchingaddressbooks5changingscope32usingInstantSearch31–33returningtooriginalcontentview32returningtopreviousresults33specificfolders32
secondarytimezone102semicolons,multiplerecipientsand5sendingaccountdefault10specifying13–14
sensitivitysetting59,61sharedcalendars103SharePointsitecalendars103shortcutkeys,colorcategories81Side-By-SideMode,switchingto/from105signaturesediting40includingBusinessCards40inserting75–76removing75–76
signingmessages39–40skillsandexperienceassumedforthisexam2SmallBookletprintstyle28sortorder,reversing79stationery,specifyingformessages68–69styles68,70applyingtoselectedtext70fonts67previewingeffectsontext70
Stylespane70switchingviews3
TTableprintstyle28tasksassigningduedates129categories128–129completing129creating126–127deleting130managing128–129markingascomplete130markingasprivate129printing29prioritylevels128privacy128recurring128–129reminders128removingfollow-upflags130trackingbystatus128transferringmessagestotasklist127
Tasksmodulecontent126creatingtasks127defined3
Taskspeek17,126textapplyingstyles70effects67formatting67–68previewingstyleeffects70
themes68applyingtoindividualmessages69default68resettingtodefault69specifyingforHTMLmessages68–69
timeperiods101timesegments101timezones100,102To-DoBar15changingwidthof18displaying17dockingpeeks19hidinginactivemodule19removingpeeks19resizing19
trackingoptions60Tri-foldprintstyle27turningon/offautomaticreplies46–47
VvCardfiles143views,switching3virtualbusinesscards143votingoptionsaddingtomessages62defined60
Wwebbeacons49
webpages,hyperlinksto72WeeklyAgendaprintstyle26WeeklyCalendarprintstyle27Worddocuments,creatingfromhyperlinks71worktimes,setting102workweek100
Abouttheauthor
JOANLAMBERThasworkedcloselywithMicrosofttechnologiessince1986,andinthetrainingandcertificationindustrysince1997.AsPresidentandCEOofOnlineTrainingSolutions,Inc.(OTSI),Joanguidesthetranslationoftechnicalinformationandrequirementsintouseful,relevant,andmeasurableresourcesforpeoplewhoareseekingcertificationoftheircomputerskillsorwhosimplywanttoknowhowtogetthingsdoneefficiently.JoanistheauthororcoauthorofmorethanfourdozenbooksaboutWindowsandOffice(forWindows,Mac,andiPad),fivegenerationsofMicrosoftOfficeSpecialistcertificationstudyguides,video-basedtrainingcoursesforSharePointandOneNote,QuickStudyguidesforWindowsandOffice,andtheGO!seriesbookforOutlook2016.BlissfullybasedinAmerica’sFinestCity,JoanisaMicrosoftCertifiedProfessional,MicrosoftOfficeSpecialistMaster(forallversionsofOfficesinceOffice2003),MicrosoftCertifiedTechnologySpecialist(forWindowsandWindowsServer),MicrosoftCertifiedTechnologyAssociate(forWindows),MicrosoftDynamicsSpecialist,andMicrosoftCertifiedTrainer.ONLINETRAININGSOLUTIONS,INC.(OTSI)specializesinthedesignandcreationofMicrosoftOffice,SharePoint,andWindowstrainingsolutionsandtheproductionofonlineandprintedtrainingresources.FormoreinformationaboutOTSI,visitwww.otsi.com,orforadvanceinformationaboutupcomingtrainingresourcesandinformativetidbitsabouttechnologyandpublishing,followusonFacebookatwww.facebook.com/Online.Training.Solutions.Inc.
AcknowledgmentsIamextremelygratefulfortheunflaggingsupportandcontributionsofJaime
IamextremelygratefulfortheunflaggingsupportandcontributionsofJaimeOdell,KathyKrause,andSusieCarratOTSI—thisbook(andsomanyothers)wouldn’texistwithoutourfabulousteam!ThankyoualsotoRosemaryCapertonandKimSpilkeratMicrosoftPress,andLauraNormanatPearsonEducation,formakingtheMOSStudyGuideseriesforOffice2016areality.Finally,Iamsoverygratefulforthesupportofmydaughter,Trinity.Herconfidence,encouragement,andterrificcookingwhenI’mworkinglatebringmegreatjoy.
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