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MS Outlook 2013

SBCUSD – Information Technology

February 22, 2018

October 31, 2017

MS Outlook 2013

SBCUSD – Information Technology Page 1

TABLE OF CONTENTS

TRAINING AND SUPPORT ................................................................................................................................................. 3 GETTING STARTED ......................................................................................................................................................... 5

Public Folders/Meeting Room Calendars ............................................................................................................. 5

CHAPTER 1 – EMAIL ............................................................................................................... 1

LESSON 1 – OVERVIEW OF EMAIL INBOX ............................................................................................................................ 3 LESSON 2 – SEND EMAIL ................................................................................................................................................. 4

Compose New Email ............................................................................................................................................. 4 Attach a file .......................................................................................................................................................... 5 Set as High Importance ........................................................................................................................................ 5 Attach a Read Receipt .......................................................................................................................................... 5

LESSON 3 – REPLY TO EMAIL ............................................................................................................................................ 6 LESSON 4 – FORWARD EMAIL .......................................................................................................................................... 7

To forward an attachment and any changes you made to it ............................................................................... 7 LESSON 5 – RECALL AND/OR RESEND EMAIL ....................................................................................................................... 8 LESSON 6 – MANAGE INBOX AND SETTINGS ........................................................................................................................ 9

Create an Email Signature Line ............................................................................................................................ 9 Automatic Out of Office Messages .................................................................................................................... 11 Tracking Emails using Delivery Options .............................................................................................................. 12 Create Inbox Sub Folders .................................................................................................................................... 13 Move and/or delete emails ................................................................................................................................ 14 Custom Inbox Views ........................................................................................................................................... 15 Sort and filter Inbox ............................................................................................................................................ 16 SPAM and Junk Emails ....................................................................................................................................... 17 Searching for old emails ..................................................................................................................................... 18 Change and/or restore Inbox column headings ................................................................................................. 19 Give permission for others to view your Inbox and sub folders.......................................................................... 20 Assign a delegate to manage your Inbox ........................................................................................................... 22

Step #1 – From the administrator’s computer ................................................................................................................ 22 Step #2 – From the administrator’s computer ................................................................................................................ 23 Step #3 – From the secretary or clerk’s computer (different from the step above) ....................................................... 25 Step #4 – From the secretary or clerk’s computer .......................................................................................................... 26

Remove a Delegate ............................................................................................................................................ 26 From the administrator’s computer ................................................................................................................................ 26

CHAPTER 2 –CALENDAR ......................................................................................................... 1

LESSON 1 – ADD/EDIT AN APPOINTMENT TO YOUR CALENDAR ................................................................................................ 3 Add appointment ................................................................................................................................................. 3 Edit an appointment ............................................................................................................................................ 3

LESSON 2 – SCHEDULE A MEETING .................................................................................................................................... 4 Track responses from attendees .......................................................................................................................... 6

LESSON 3 – CREATE AND SHARE A CALENDAR ...................................................................................................................... 7 Create a Calendar to Share .................................................................................................................................. 7 Give Permission for others to read, write and/or share your calendar ................................................................ 8 Remove a share from your calendar .................................................................................................................... 9 Print Calendar .................................................................................................................................................... 10

CHAPTER 3 – PEOPLE ............................................................................................................. 1

LESSON 1 – CREATE AND EDIT A CONTACT GROUP ............................................................................................................... 3

CHAPTER 4 – TASKS ............................................................................................................... 1

LESSON 1 – OVERVIEW OF THE TASK SCREEN ...................................................................................................................... 3 Create a New Task ............................................................................................................................................... 4

MS Outlook 2013


Attach a document to a Task ............................................................................................................................... 4 Recurring Tasks .................................................................................................................................................... 5 Create a Task from an Email Message ................................................................................................................. 7 Assign a Task ........................................................................................................................................................ 8 To see Tasks you have assigned ......................................................................................................................... 10 To see Tasks assigned to you ............................................................................................................................. 10 Accepting a Task ................................................................................................................................................ 11 Update the Status of a Task ............................................................................................................................... 12 Categorize Tasks using Colors ............................................................................................................................ 13 View the Daily Task List within the Calendar window ........................................................................................ 14 Create New Tasks in the Daily Task List ............................................................................................................. 15

LESSON 2 – CREATE A TO-DO ITEM ................................................................................................................................. 16 Flag an email message for follow-up ................................................................................................................. 17 Turn the To-Do Bar Off or On ............................................................................................................................. 18

CHAPTER 5 – APPENDIX ......................................................................................................... 1

LESSON 1 – MANUALLY SETUP YOUR EMAIL PROFILE ............................................................................................................ 3

Changes in this revision:

February 2018

Changed instructions for finding Public Folders/Meeting Room Calendars – Page 5

September 2017

Removed Setting your default Address Book. This is no longer needed.

January 2017

Added note about Signature settings. They are local to your computer.

December 2016

Sharing Calendars and sending the email share, you do have to click the Edit, Delete options.

See Chapter 2, page 9.

MS Outlook 2013


Training and Support

You may contact the following offices for assistance:

Information Technology Trainers Training related questions Email: [email protected]

(909) 386-2550

Information Technology Help Desk Computer Program Installations Email: [email protected] Computer technical issues (909) 888-4357

Information Technology Security Specialist Login and password questions Email: [email protected] Outlook Permissions (909) 386-2550

MAC users!!! It is best if you setup sharing of all outlook items on a PC. After setup is

completed, you will be able to see what you did on the MAC.

mailto:[email protected]

MS Office 2013


Getting Started

Outlook consists of five main areas: Email, Calendar, People, Tasks, and Public Folders.

Before we get started, you need to know where you can get additional training and how to find

forms and conference rooms within the public folder area.

MS Outlook Training Resources

MS Outlook 2013

Link to free Microsoft Outlook 2013 videos

Public Folders/Meeting Room Calendars

Outlook is one of the many storage spaces district departments use to store forms and conference

room calendars so employees can access them.

1. Navigate to your Outlook Inbox window.

2. Click on the … icon (bottom of screen).

3. Click on Folders (bottom of screen).

4. Scroll to the bottom of the Folder list (left side) until you see Public Folders – your name.

https://sbcusd.com/UserFiles/Servers/Server_59869/File/District%20Offices/Information%20Technology/Tech%20Training/MS%20Word%202013/Microsoft%20Outlook%202013%20Manual_201703241150123582.pdf

https://sbcusd.com/UserFiles/Servers/Server_59869/File/District%20Offices/Information%20Technology/Tech%20Training/MS%20Word%202013/Microsoft%20Outlook%202013%20Manual_201703241150123582.pdf

http://sbcusd.com/UserFiles/Servers/Server_59869/File/District%20Offices/Information%20Technology/Tech%20Training/MS%20Office%20Online%20Resources/MS%20Outlook%202013%20Video%20Catalog.pdf

http://sbcusd.com/UserFiles/Servers/Server_59869/File/District%20Offices/Information%20Technology/Tech%20Training/MS%20Office%20Online%20Resources/MS%20Outlook%202013%20Video%20Catalog.pdf

MS Office 2013


5. Click on the next to Public Folders, then click on the next to All Public Folders.

You may need to scroll down to see All Public Folders.

The folders here contain many district calendars and forms

that various departments upload for employees to access.

6. Click on the arrow to the left of any of these folders to see what

items are available for you to view.

Within the Administration folder, you will see most of the

district admin buildings and their meeting room calendars which

shows who has a particular room reserved and what dates the

rooms are free. Click on the meeting room that you are interested

in and its calendar will open.

To reserve the rooms, you must use SchoolDude (see instructions).

https://login.myschoolbuilding.com/msb

http://sbcusd.com/cms/One.aspx?portalId=59953&pageId=1292877

Chapter 1 – Email

Topics covered in this chapter:

--Overview of Inbox --Sending Email --Reply to Email --Forward Email --Recall and/or Resend Email --Manage Inbox and Settings

MS Office 2013

SBCUSD – Information Technology Chapter 1- Page 3

Lesson 1 – Overview of Email Inbox

In this lesson you will be shown how to view, organize, and clean up your emails.

Every District employee is required to keep their Outlook used space to a minimum. Delete

any messages you do not need to keep. If you keep email space to a minimum, the system

will run more efficiently (faster).

Outlook 2013 Email Inbox in the View Ribbon

Each of the tabs are called Ribbons. Within each Ribbon are Groups. E.g., Current View,

Messages, Arrangement, etc.

Inbox Home Ribbon

MS Office 2013


Lesson 2 – Send Email

The instructions in this lesson will show you how to create an email, use search options to find

recipients, attach files, and mark the email with a read receipt and high priority.

Compose New Email

1. Select the Inbox window (left side).

2. Click on the New Email button (Home Ribbon, left side).

3. In the To field, enter the email address of the recipient. IF you don’t know their email

address, click the To button to display the district’s Global Address Book.

Make sure the Address Book is set to Global Address List (top of dialog box). If it says

something other than Global Address List, follow the instructions in the Appendix,

Lesson 2, Changing the Global Address List in the manual.

To find a name in the Global Address List, click in the Search field and enter the recipient’s

last name. Scroll down the list and double-click on the desired recipient.

4. Click the OK button and the recipient now appears in the To field.

It is better to address emails to only one recipient. That way there is no confusion as to

whom the email is directed and request for information is assigned. Other recipients can

be added to the Cc (copy) and Bcc (blind copy) fields.

5. In the Subject field, enter a brief title.

6. In the body of the email, enter the email message text.

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Attach a file

1. Open a New Email.

2. Click on the Attach File button in the Message Ribbon. This opens the

Windows Explorer window.

3. Navigate to the drive, folder, and file that you want to attach.

4. Click to select the file and then click the Insert button. The attached file appears in the

Attached field.

Set as High Importance

1. Click on to flag the recipients email with a red

exclamation point.

(Message Ribbon in the Tags Group)

Attach a Read Receipt

1. Click on the Options Ribbon, then click the Request a Read Receipt check box in the

Tracking Group.

By selecting this option, you will get an email from Outlook when the recipient has opened

your email.

2. Click the Send button (Home Ribbon) to send the message to all recipients.

A copy of the email you just sent now appears in the Sent Items folder (right side of

Inbox).

MS Office 2013


Lesson 3 – Reply to email

In this lesson you will learn how to open, read, and close an email message. Then you will learn

how to delete it or move it to another folder to keep your Inbox neat and tidy.

1. Unread email messages are bolded.

2. Point to the new email message and double-click to open it.

3. If the Read Receipt option was checked by the sender, you will see this message:

Click Yes if you want the sender to know that you have opened their email message.

The sender receives this email after you click the Yes button

4. Read the body of the message. If there is an attachment, double-click on the attachment and it

will open in the program in which it was created. If you need to keep the document, give the

File > Save As command and save it where all your other files reside.

If you do not know the sender, DO NOT OPEN the email or its attachment.

5. To reply, click on the Reply button (to reply to just the sender) or the Reply to All (to reply

to all recipients).

6. Enter your response. You can use the Attach File, High Importance, and Request a Read

Receipt features when replying to an email message. Follow the steps in the Compose New

Email section above for the exact steps.

7. Click the Send button.

8. Close the email message.

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Lesson 4 – Forward Email

In this lesson you will learn how to forward an email message to another recipient.

1. Point to the new email message and double-click to open it. Unread email messages are

bolded. If the Read Receipt option was checked by the sender, ou will see this message.

Click Yes if you want the sender to know that you have opened their email message.

The sender receives this email after you click the Yes button.

2. Read the body of the message.

3. Click on the Forward icon in the Respond Group.

4. Enter text explaining why you are forwarding the email.


6. Close the email message.

To forward an attachment and any changes you made to it

1. Follow the steps above to open the email sent to you.

2. Click on the Forward icon in the Respond Group.

3. Open the attached file, edit it, click the X in the upper right corner.

4. When you are asked to save it, select SAVE.

5. Send the message to the recipient.

MS Office 2013


Lesson 5 – Recall and/or Resend Email

In this lesson, you will learn how to recall or resend an email that you recently sent out.

1. From within your Email Inbox, click on the Sent Items folder (left side).

2. Point to the email you want to recall or resend and double-click.

3. Click on the Actions icon (Message Ribbon, Move Group).

4. Click on Recall this Message or Resend this Message.

If you selected Recall this Message:

Select desired options and then click the OK button.

You will get an email from the system stating Recall Success or Recall Failure.

If you selected Resend this Message:

The message comes back up for you to Edit, and then click Send.

MS Office 2013


Lesson 6 – Manage Inbox and Settings

The features in this lesson will show you how to manage your inbox and set up your Inbox to

your personal preferences.

Create an Email Signature Line

A signature is one or more closing lines that is automatically added to the bottom of every email

you compose or reply to. It can include your name, title, department name and address, and

telephone number. Due to space limitations on the email server, it is requested that you do not

use wallpaper for as a background.

These settings are local on the computer you set them up on; they will not show if you use

another computer when using Outlook.

1. Open Outlook.

2. Click on File in the upper left corner.

3. Click on .

4. Click on .

5. Click on to the right of

6. Click on New, and then name your signature. Select the options you want for font,

size, style, and justification.

7. You can have more than one signature that you can use for different email recipients.

After you complete this one, continue the process to create one for reply’s.

8. Insert the signature name you want to use for your New messages and

Replies/Forwards. You can create different signatures for each of these.

MS Office 2013


9. Type in the box what you want in your signature:

This is what the screen will look like

10. Click OK to save.

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Automatic Out of Office Messages

1. Go to the File Menu, Info should be highlighted (left side Navigation Pane).

2. Select the Automatic Replies icon.

3. Setup the options the way you wish. Here is an example of mine. I setup the Outside My

Organization tab with the same information.

MS Office 2013


Tracking Emails using Delivery Options

This setting will set Tracking for all emails. Tracking will send you an email when you send

someone an email and there is an option to also receive an email when the message is opened.

1. Click on File in the upper left corner.

2. Click on .

3. Click on .

4. Scroll down to the Tracking paragraph.

This is the most common setting.

MS Office 2013


Create Inbox Sub Folders

Folders are used to organize important emails. As soon as an email is read, if you want to keep

it, move it out of the Inbox. If the email is not important, delete it. This lesson will show you how

to create personal folders in which to move important emails.

1. Right click on the Inbox folder, and then select New Folder.

2. Give the folder a Name.

3. Folder Contains, leave default as Mail and Post Items.

4. Select where to place the folder: usually you select the Inbox, but

you can place it under any of these listed options by clicking once to

highlight it.


Any email items you are not moving into folders should be deleted immediately so your Inbox

stays cleaned up. Your Deleted items folder should be emptied every day; this is not a storage

place.

Your Sent Items folder should be emptied often, if you wish to save items from it, move them to

the folders you have created.

MS Office 2013


Move and/or delete emails

After reading your email, you should move it into a personal sub folder to view again later or

delete it. This will keep the mail server uncluttered and moving efficiently.

Move an email

1. Close the email so you return to your Inbox.

2. Locate the personal folder to the left in which you want to move the email.

Refer to the previous section, Create Inbox Sub Folders, for instructions on how to

create sub folders.

3. Point to the email you want to move and click, hold, and drag into the sub folder on the left.

4. Release the mouse button. Make sure the email is gone from the Inbox. If not, click, hold,

and drag again being careful to release the mouse button when the sub folder is highlighted.

Delete an email

1. Click to highlight the email you want to delete.

2. Click the Delete button (Home Ribbon, left side).

-OR-

Press the Delete key

-OR-

Drag the email into the Deleted Items folder (left side).

MS Office 2013


Custom Inbox Views

You can make your Inbox look many different ways. Try the features in this section to see what

view works best for you.

1. Navigate to your Inbox window by clicking the Inbox folder (left side).

Summary view

This view combines the Calendar, Tasks, and Inbox in one window.

1. Click on your name (left side).

2. Click on the View Ribbon to customize this view further.

Custom Views

To design your own custom view, follow the steps below.

1. Click on the Inbox folder (left side).

2. Click on the View Ribbon.

3. Click on the various view layouts (Layout Group) to see which view suits you.

4. Click on the Change View button (left side, Current View Group), and experiment with the

various settings.

5. Click on the Reset View icon to return the Inbox view to the default settings.

MS Office 2013


Sort and filter Inbox

Use the instructions in this section to manage a large volume of emails in your Inbox.

Sort Inbox

1. Click on your Inbox.

2. Click one of the column headings to sort by that column. A small triangle appears next to the

column title.

3. Click the same column heading to sort in the reverse order.

4. Click the Received column heading to return the Inbox sort order to the default setting

(descending by date).

Filter Inbox

1. Click to select an email in which you want to filter by.

2. Click on the column heading in which you want to filter by.

3. Scroll to find the highlighted email. All related emails will be grouped together.

4. Click on the Received column heading to return the Inbox to the default sort order.

MS Office 2013


SPAM and Junk Emails

SPAM and Junk Email are similar in that they clutter your Inbox with unwanted advertisements,

request for personal information, or potential virus launchers. The instructions in this section

show you how to send and remove emails into these two folders.

Junk Email

Usually comes from a company that you “opt in” to receive advertisements and can easily

“opt out” of.

SPAM

Emails that can trick you into giving out your personal information

Emails that infect your computer with a virus if the email or attachment inside is opened

Some legitimate emails do find their way into the Junk E-mail or SPAM folders. You should

look inside these folders from time to time to make sure an email message that you are expecting

didn’t accidentally end up in the Junk E-mail or SPAM folder.

Mark email as junk (from Inbox window)

1. Click on your Inbox.

2. Click to select an email that you want to mark as junk. This is usually an advertisement from

a company you chose to “opt in”.”

3. Click the right-mouse button. A shortcut menu opens.

4. Point to Junk and then click on Block Sender.

5. At the The sender of the selected message has been added to your Blocked Senders

List… message, click OK.

Mark email as “not” junk (from Junk E-mail folder)

1. Close all emails and navigate to the Junk E-mail folder.

2. Click to select the email that is not junk.

3. Click the right-mouse button. A shortcut menu opens.

4. Point to Junk and then click on Not Junk.

5. At the This message will be moved back into the Inbox Folder message, click OK.

Unblock emails (from SPAM folder)

1. Close all emails and navigate to the SPAM folder.

2. Click to select the email that you want to unblock.

3. Click the right-mouse button. A shortcut menu opens

4. Point to Junk and then click on Never block this sender.

5. At the The sender of the selected message has been added to your Safe Senders List

message, click OK.

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Searching for old emails

Use the instructions in this section to search for emails that you have misplaced or need to refer

back to.

1. Close all email messages and navigate back to the Email Inbox.

2. Click in the Search Current Mailbox field. If you want to search all mailbox folders, click

on the Current Mailbox list arrow and select All Mailbox Items from the drop-down list.

3. Type text that would be found in the To, From, Cc, Subject, or body of the email

(e.g., schedule of classes). A list of emails with the search string highlighted appears.

If nothing appears, reduce the amount of text that you entered in the search field.

MS Office 2013


Change and/or restore Inbox column headings

If the column headings at the top of your Inbox change or go missing, follow the steps in this

section to restore them.

Change column headings

1. Point to the column heading that you want to move to a different location.

2. Click, hold, and drag the column heading left or right until the Red arrow appears in the

desired location.

3. Release the mouse button. The column heading is now in the new location.

Restore missing column heading

1. Point to any column heading and click the right mouse button.

2. Point to Field Chooser and click. This will open the Field Chooser dialog box.

3. Change the top field from Frequently-used to All Mail

Fields.

4. Point to the desired column heading within the Field

Chooser dialog box.

5. Click, hold, and drag the column heading to the

desired location within the Email Inbox.

6. Release the mouse button.

MS Office 2013


Give permission for others to view your Inbox and sub folders

Use the instructions in this section to assign access rights to another user to view your Outlook

folders.

1. Navigate to your Inbox.

2. Right click on the folder in which you want to assign permissions (left side of screen).

If you want the permissions to be to all folders, follow the instructions in

Assign a delegate to manage your Inbox.

A short cut menu appears.

3. Point to Properties and click. The XXXX (folder name) Properties

dialog box appears.

4. Click on the tab.

5. Click the button.

6. Click in the Search field (top of screen) and enter the last name of the user you are assigning

permission to view your folder.

If their name does not appear, make sure that Global Address List appears in the Address

Book field.

MS Office 2013


7. Point to the user and double-click. This will place their name in the Add field (bottom of

dialog box).

8. Click the OK button. This will place the user’s name in the XXXX Properties box with a

permission level of Reviewer. A reviewer can only view what is in your folder.

9. To assign a different level of access, highlight the users name and then click the Permission

Level drop-down list. Select another level and review the Read, Write, Delete items, and

Other options to see what each level has access to do.

10. Click Apply and then OK when done.

11. The recipient may need to restart Outlook in order to see the changes.

Remove permissions

1. To revoke a user’s access to your folders, navigate to the XXXX Properties dialog box using

the steps above.

2. Highlight the user’s name.

3. Click the Remove button.

4. The user you shared with must right click on the share on their end and delete the Inbox.

MS Office 2013


Assign a delegate to manage your Inbox

The steps that follow will show you how to set Outlook item permissions (inbox, calendar, tasks,

and/or contacts) and delegate access on the administrator’s computer, add the administrator’s

name so it appears on the secretary or clerk’s Folder list, and trigger outgoing emails from your

administrator with “on behalf of [administrator’s name] in the From field.

Step #1 – From the administrator’s computer

1. Right click on the Administrator’s name in their Outlook (appears directly above their

Inbox).

A shortcut menu appears.

2. Point to Folder Permissions and click.

3. Select the tab.


5. Search for and double-click on the secretary or clerk’s name to add the name in the Add

field at the bottom of the screen. If their name does not appear, make sure that Global

Address List appears in the Address Book field (top of screen).

6. Fill in the Permissions you wish this user to have on your behalf.

7. Click Apply, and then OK to save.

NOT DONE YET…..

MS Office 2013


Step #2 – From the administrator’s computer

1. Click on the Ribbon.

2. should be selected, click on

3. Click on the Delegate Access option from the drop-down list.

4. Click the Add button.

5. Search for and double-click on the secretary or clerk’s name. If their name does not

appear, make sure that Global Address List appears in the Address Book field.

The Delegate Permissions screen appears.

6. Select what permissions you want to give to the

secretary or clerk from the Delegate Permission

window (e.g., Reviewer, Author, or Editor). Do this

for each Outlook folder that appears in this window

(e.g., Calendar, Tasks, Inbox, Contacts, etc.) that

you want the delegate to have access to.

7. Read the other options on this screen and select if

needed.

8. Click the OK button.

9. The Delegates screen opens

10. Select the option you prefer.

(Cont’d)

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11. Click the OK button again.

The person you delegated will get an email letting them know they have been given these permissions. To: Jahr, Keven

Subject: You have been designated as a delegate for Minnie Mouse

This message was sent automatically by Microsoft Outlook to inform you that you have been designated as a

delegate. You can now send messages on my behalf.

You have been given the following permissions on my folders:

Calendar: Editor (can read, create, and modify items)

Tasks: Editor (can read, create, and modify items)

Inbox: Editor (can read, create, and modify items)

Contacts: None

Notes: None

Journal: None

To open folders for which you have permissions, click the File Tab, and on the Open tab, click Other User's

Folder. You will also be receiving copies of meeting requests sent to me and will be able to respond to them

on my behalf.

You will be able to create and modify Meeting Workspaces on my behalf.

NOT DONE YET…..

MS Office 2013


Step #3 – From the secretary or clerk’s computer (different from the step above)

1. Click on the Ribbon.

2. should be selected, click on

3. Click on the Account Settings option.

The Account Settings screen appears.

4. Double-click on the secretary or clerk’s name.

5. Click the button (bottom right corner of window).

6. Click on the Advanced tab.

7. Click on the Add button.

8. Enter the administrator’s name in the Add mailbox window (firstnamelastname).


10. Click Apply, OK, Next, and Finish and Close on the Account Settings screen.

11. Continue with Step #4 (next page).

Screen should look like this window

MS Office 2013


Step #4 – From the secretary or clerk’s computer To trigger “on behalf of” statement next to your name

1. Click on the New Email button, just as if you were sending an email.

2. Click on the Options Ribbon, click on the From… button.

3. Select your administrator’s name from the drop-down list. If their name does not appear,

select Other email address from the drop-down list and type their name in the From… field

or navigate to it via the From… button.

4. Click OK.

5. Complete the email in the usual manner. When the recipient of the email receives this email,

it will be from you with “on behalf of Jane Doe” printed to the right of your name.

6. Restart Outlook on both the admins and secretaries computers.

Remove a Delegate

From the administrator’s computer

1. Right click on the Administrator’s name in their Outlook

(appears directly above their Inbox).

2. Point to Folder Permissions and click.

3. Select the tab.

4. Highlight the person’s name.


Chapter 2 –Calendar


--Add/edit an appointment o your calendar --Schedule a meeting --Create and share a calendar --Print Calendar

MS Office 2013


Lesson 1 – Add/edit an appointment to your calendar

This lesson will show you how to add an appointment to your personal calendar.

Add appointment

1. Open Outlook.

2. Click on Calendar.

3. Select the New Appointment button.

The Appointment screen opens.

4. In the Subject, Location, Start Time and End Time fields, enter the desired information.

5. Make sure to look at options under Reminder, Busy and Recurrence.

6. To hide the details of this appointment from users who have permission to view your

calendar, click the Private button.

7. Click on to save.

Edit an appointment

1. Point to the appointment on your calendar and double-click to open it.

2. Change the information within the appointment screen that needs editing.


Private button

MS Office 2013


Lesson 2 – Schedule a Meeting

A meeting is an appointment that includes other people. Responses to your meeting requests

appear in your Inbox. If an outside vendor or person uses MS Outlook, scheduling meetings

works the same as if they were in the district.

1. In Calendar, make sure to select one of the time slots on the calendar you are creating the

meeting for.

2. On the Home Ribbon, in the New group, click the New Items button, and then New

Meeting from the options.

3. Do not put anything in the To… field at this point.

4. In the Subject box, type a meeting description.

5. In the Location box, type a description or location.

6. In the Start time and End time lists, click the start and end time for the meeting. If you

select the All-day event check box, the event shows as a full 24-hour event, lasting from

midnight to midnight.

7. In the meeting request body, type any information that you want to share with the

recipients. You can also attach files.

8. On the Meeting Ribbon, in the Show group, click Scheduling Assistant. The

Scheduling Assistant helps you find the best time for your meeting. It will show all

available times for the attendees.

MS Office 2013


9. In the Attendees group, select the Response Options you want.

The Show As: drop-downs will show in the attendee’s free/busy grid

(if they use them when they setup their calendar items).

A green vertical line represents the start of

the meeting.

A red vertical line represents the end of

the meeting.

All white spaces indicate available times.

10. Click in the Click here to add a name

field, and then type the first recipient

name. When you use your Tab key, the name should fill in with an underline.

You can also use the address book to get the address (name of

user) correctly, use the Add Attendees button in the bottom left

corner of your screen. You must also use this if you need to

select that the meeting is Required or Optional for this

attendee.

The Meeting Suggestions pane (far right column) locates the best time for your

meeting (when most attendees are available). To select a meeting time, click a time

suggestion in the Meeting Suggestions pane, or pick a time on the free/busy grid.

11. To set up a Recurring meeting, on the Meeting Ribbon, in the Options group, click

Recurrence. Choose the options for the recurrence pattern you want, and then click OK.

When you add a recurrence pattern to a meeting request, the Meeting Suggestions pane

does not work.

12. Set the reminder time for recipients by changing the reminder time on the meeting

invitation. If the organizer does not change the default reminder time on the invitation,

the recipients will each use their own default reminders.

MS Office 2013


Track responses from attendees

After you send the meeting request, you can see tracking for that meeting. This will show

responses from attendees.

1. Open the meeting on your calendar.

2. Click on the Tracking icon located in the Meeting Ribbon in the Show group.

This screen shows names of attendees and their responses:

MS Office 2013


Lesson 3 – Create and share a calendar You can share calendars, Contacts, Tasks and Inboxes so that others can read, write and/or

delete. This is good if you work as a team and need to share or become a delegate for someone

else. This lesson will cover how to send, reply, forward, attach files, move and delete emails from

within the Outlook Inbox.

Create a Calendar to Share Follow these steps to create a new calendar to share. If you already have a calendar that you

will share, go to the next section of this lesson titled Give Permission for others to read, write

and/or share your calendar.

1. Open Outlook.

2. Select Calendar at the bottom left side of the screen (Navigation Pane).

3. Select the Folder Ribbon in the menu bar, then New Calendar.

4. In the Name: field, enter a name for the new calendar (ignore that the title says Create

New Folder).

5. Select where to place the folder by clicking on a folder you want to place this one under

(usually Calendar).

6. Click OK to save. The new calendar appears in the Navigation Pane under the Folder you

selected.

MS Office 2013


Give Permission for others to read, write and/or share your calendar

1. Right click on a calendar and then click on Properties.

The Calendar Properties screen appears.

2. Click on the Permissions tab.

3. Click the Add button and select the person(s) you wish to give permissions to and check

mark what type of permissions you want them to have. You must do this for each

individual.

4. The Permission Level: drop-down list gives you options that will fill in the Permissions

for you. Try them to see what they give; you can always take them off.


You are not done yet, you must now setup the sharing for the Calendar.

MS Office 2013


6. With your mouse, hover over the new calendar you just created, hover over Share, and

then click on Share Calendar.

The Sharing Invitation email screen appears.

7. Select .

8. Type the names of the recipients in the field. It does not matter if they have

different permissions, they can all receive the same email. You cannot use the Bcc field,

so if you do not want others to see names, then do one email for each person.

The recipient will receive an email letting them know you invited them to

share your calendar; they must select the Open This Calendar button for it

to take affect and show on their calendar.

The recipient may need to restart Outlook after accepting in order to have access.

Remove a share from your calendar

1. Right click on the Shared Calendar.

2. Click on Properties.

3. Highlight the user’s name.

4. Click on Remove.

5. The person you shared with needs to right click on your calendar on their list and delete.

MS Office 2013


Print Calendar

You can print the calendar using date ranges and Daily, Weekly or Monthly styles.

1. Click on Calendar under the Navigation Pane.

2. If you view multiple calendars, make sure you click somewhere on the calendar you want

printing in order to activate it.

3. Click on File in the upper left corner, then Print.

4. Click on any of the Settings to see what you prefer.

5. With the Setting you prefer showing, click on Print Options.

6. Read your print options screen; select the options

you wish to use.

Chapter 3 – People

Topics covered in this chapter: --Create/edit a contact group

MS Office 2013

SBCUSD – Information Technology Chapter 3 - Page 3

Lesson 1 – Create and Edit a Contact Group These instructions are used to create a Contact Group in your Contacts using an existing list of

user names and their emails.

1. Get an Excel list of the user names and their emails from the appropriate department.

(E.g., HR would be able to get you a list of all certificated staff with their emails.)

The list should have the user name (first name, then a space, then last name) in the first

column, and then the full email address in the second column.

Copy

Area

2. Copy (at the same time) the name and the email columns, not the headers.

3. Open Outlook.

4. Click on .

5. On the Home Ribbon, click on the New Contact Group button.

6. Name this group in the Name: field.

7. Click the Add Members button.

8. Select From Address Book in the drop down options.

9. Paste the names you copied from the Excel list in the Members field at the bottom of the

screen.



The new group will now appear in your contact list.

Address an email to this group

1. Open a New E-mail message and type the name of your group in the To… field.

2. Select the group when it pops up. If it does not pop up, go to People, search for

group and send email from here the first time. After this, the group should be in your To….

field.

MS Office 2013


Chapter 4 – Tasks


--Over of the tasks screen --Add/edit a task --Attach a document to a task --Add a recurring task --Create a task from an email message --Assign a task to another user --Manage assigned tasks --Accepting a task from another user --Manage tasks assigned to you --Manage tasks and settings

MS Outlook 2013


Lesson 1 – Overview of the Task Screen

The Tasks feature in Outlook is a great way to keep track of what you need to get done. It’s also

a good way to help collaborate with others and assign tasks to them. By default, all tasks are

flagged for follow-up when they are created, even if they have no start date or due date.

Therefore, whenever you create a task, or flag an email message or a contact, a To-Do item is

created automatically (the To-Do list section talks about this).

Let’s start with a little introduction on how your Task screen looks and how to setup your

screen

This is an example of the Home Ribbon and the Task Ribbon

The Task List can be viewed several different ways, click on the different views in the Current

View Group to see what view works best for you.

This is an example of the Task window

You can customize the column headings by using the

Field Chooser. The best list is All Task fields.

Right click on a column heading (red box in picture

above), select Field Chooser from the list. Drag and

drop any of the fields onto the column heading area

to add it. To delete it, right click on the field name

and select Remove This Column.

To see who has created the Task, put the Requested

By in your Fields using the Field Chooser. Assigned

and Assigned To are also good Fields to use.

These are the icons you will see in your Task list and their meanings

Task added by user

Task you assigned to someone else

Task added by user and Recurring

Task assigned to you

MS Outlook 2013


Create a New Task

1. On the Home Ribbon , click on the task icon (bottom of screen next to People).

2. Select the New Task button. The Task window opens for you to enter the detail of your

task.

3. In the Subject box, type a name for the task.

4. If you want, set the Start date and the Due date for the task.

If you specify a Start date, the Due date field is automatically set to the same day. You can change the Due date field to any date that you want.

Attach a document to a Task If the task you need to complete will require some research or a closer look at some resource

documents, attach those documents directly to the task. That way, they’ll be right there where

you need them when you’re ready to work on the task.

1. Click on Task.

2. Double-Click the Task to open it.

3. Click on the Insert Ribbon, and then click Attach File.

4. In the Insert File dialog box, navigate to the file you want, and then select it.

5. Click Insert.

The file is added to the task in the comments area.

To open the attachment, just double-click on it.

MS Outlook 2013


Recurring Tasks

Only the owner of the task can make it a recurring task. A recurring task will put a new task on

your task list at the intervals you select. The Regenerate New Task will put a new task on your

task list when you complete the current task. If you assign a recurring task, a copy of the task

remains in your task list, but it won’t be updated.

1. Click on the Task tab, click the button.

2. In the Task Recurrence dialog box, click the frequency (Daily, Weekly, Monthly or

Yearly) with which the task should recur, and then do one of the following:

a. Make the task recur based on a regular interval: In the Recurrence pattern

section, select the options for the frequency interval that you want. Do not select

Regenerate new task, or the task will not recur at regular intervals.

b. Make the task recur based on COMPLETION date: select Regenerate new task,

and in the box, type the amount of time after which a new task must be generated.

Each time that you mark the task complete, a new task will be created based on your

specifications.

REGENERATE is your best choice when you do not want the next reminder for a task to

appear until the previous one is marked as complete. If you do not mark the item

complete, the next reminder will never appear. For example, if you have a reminder to

pay your utility bill on the 15th of each month and you do not mark the occurrence on

April 15th as complete, in May you will still see the not yet completed April 15th task.

Only after you mark the April 15th task as complete does the May 15th occurrence of the

task appear.

3. Click OK to close the Task Recurrence

dialog box.

4. If you want to add a reminder alert, select

the Reminder check box, and then enter the

date and time for the reminder.

a. If you are going to assign this to

someone else, you will need to set the

reminder up after you have sent out

the assignment. You do this by

opening the Task after assigning it

and then creating a follow up Flag or

reminder.

b. You can specify a custom sound to be played with your reminder. Click , click

Browse and select the sound file to play. Click Open and then click OK. This

changes the reminder sound only for this task.

MS Outlook 2013


5. If you want to track your progress on this task, in the Status, Priority, and % Complete

boxes, enter the values that you want.

6. To save your Task, click Save & Close or continue with the following steps to customize

your task.

7. If you want to enter mileage, work hours, and other billing information, on the Task tab, in

the Show group, click Details. Type the information in the Total work, Actual work,

Mileage, and Billing information text boxes.

8. To save any changes click Save and Close.

MS Outlook 2013


Create a Task from an Email Message You are able to create a task from an email, and then if you want, assign the task to someone else

(Assign a Task instructions are discussed later). If you delete the email after creating it as a task,

the task does not delete.

Attachments in the email also copy over.

1. From your Outlook Inbox, select the email message by clicking once on it to highlight it

(do not open it).

2. Right click and hold the mouse pointer on the highlighted email, and then drag it to the

icon at the bottom of your screen. Wait until the Tasks icon highlights (see

picture below), and then let go of the mouse.

You will get these options:

After selecting your choice, a new Task window opens with the email information in it.

3. Fill in the fields as you wish.

4. To save, click the Save & Close button.

If the original email is deleted, you still have the Task you

created from it.

MS Outlook 2013


Assign a Task

Once you have created a Task for yourself you can then assign that task to someone else.

If the recipient accepts the task, that person becomes its permanent owner. If that person later

assigns the task to someone else, the new assignee becomes the owner. The owner is the only

person who can make changes to the task. When an owner updates a task and uses Send Status

Report, it updates all copies of the task — the copy with the person who originally sent the task

request, and all copies with all other prior owners of the task. When the owner completes the

task, Outlook automatically sends a status report to the person who originally assigned the task,

all other prior owners, and anyone else who requested a report.

If you assign a task to more than one person at a time, you cannot keep an updated copy of that

task in your task list. Therefore, to assign a project that involves more than one person and still

have Outlook keep you informed of its progress, divide the project into separate tasks and assign

each task individually.

1. Select Tasks at the bottom of your screen.

2. Make sure Tasks is highlighted under My Tasks.

3. Click on the New Task button if creating a new task or double-

click on an existing Task.

4. Fill in information as needed.

5. Click on the Assign Task button.

6. Put the Assignee(s) name in the To… field.

7. Read the 2 options under Due date and decide if you want to keep them selected.

“Keep an updated copy of this task on my task list” will be grayed out if this is a

MS Outlook 2013


8. Add any remarks in the dialog box.


When the assignee receives the task email, it will look like this.

If the assignee Declines the task, the task will be sent back to you. You have to select the

Return to Task List button in order for the task to go back into your task list. Once you

Return it, the email goes to your deleted items folder.

MS Outlook 2013


To see Tasks you have assigned

1. While in your Task list, in the View Ribbon, under the Current View

group, select Assigned.

To see Tasks assigned to you

1. While in the Task list, right-click on the Column Heading next to Subject.

2. Click on Field Chooser from the drop down.

The Field Chooser screen opens.

3. Click on the top box, Frequently-used fields and select

All Task fields from the drop-down menu.

4. Scroll down the list and find Requested By.

5. Click and hold on Requested By, drag it where you want it in the Column heading

, and then release.

6. Click on this Column heading to sort your tasks by who assigned them to you.

MS Outlook 2013


Accepting a Task

The task is created and then sent on to the designated user. The receiving user will get an email

in their Inbox and must accept or decline the task. If the recipient accepts the task, that person

becomes its permanent owner. If that person later assigns the task to someone else, the new

assignee becomes the owner. The owner is the only person who can make changes to the task.

1. From your Inbox, open the email with the task.

2. Click on Accept. The task will be put into your task list.

3. After you Accept the task, you get this message.

Select the radio button you want and then click on OK.

The email message is then sent to your Deleted Folder.

MS Outlook 2013


Update the Status of a Task

When an owner updates a task and uses the Send Status Report button, it updates all copies of

the task — the copy with the person who originally sent the task request, and all copies with all

other prior owners of the task. When the owner completes the task, Outlook automatically sends

a status report to the person who originally assigned the task, all other prior owners, and anyone

else who requested a report.

1. Open the task you want to send an update status report (email) message for.

2. Fill in the new information, and then click on

Do not use the

MS Outlook 2013


Categorize Tasks using Colors

You can create custom color categories to organize your Tasks. You can make all of your

“ordering” Tasks green, “billing” Tasks yellow, “meeting” Tasks red, etc. Another advantage is

that colored categories can be applied to all Outlook items, so you can organize your contacts,

calendar items, emails and tasks all in the same way.

1. Setup your category names and colors before you start using them.

2. Click on Category in the Tags Group.

3. Click on All Categories…

4. Rename by clicking once on an existing category to highlight it, and then click on

the Rename button.

5. Create New categories by clicking on the New button.

6. Delete categories by clicking once on an existing category to highlight it, and then

click on the Delete button.

7. Select the default Category for Quick Click. Quick Click is what will pop into

the Category field with just a mouse click, so select the Category you would use most often

for your default OR select No Category so it does not put anything in the field when you

click on it.

8. Assign a color category to your task by right clicking in the Category field associated with

the item, and then click one of the color categories on the menu. For more color categories,

click All Categories.

MS Outlook 2013


View the Daily Task List within the Calendar window

The Daily Task List is visible at the bottom of the Calendar screen (when turned on). The Daily

Task List appears only in the Outlook Calendar day and week views. The Tasks are shown by

Start Date, Due Date or Completed (you set the option).

When on, the Daily Task List is at the bottom of your calendar, as shown in this picture.

1. Open your Calendar.

2. Click the View Ribbon, click on the Daily Task List button, and then click

Normal, Minimized, or Off. The colors show the Category (if you have

assigned any).

To display only the total number of tasks, do one of the following:

1. In Calendar, click View, click on Daily Task List icon in the Layout group, and then

click Minimized.

OR

2. Use the arrow to the right of the Daily Task List.

3. When closed, you see the total number of tasks for that date.

MS Outlook 2013


Create New Tasks in the Daily Task List

1. Use the Normal Daily Task List setting.

2. In the Daily Task List, hover over the desired date on your calendar until you see Click

to add task (see picture above).

3. Type a subject for the task, and then press ENTER.

The task will be assigned a Start date and Due date of the current day by default.

To change the Start date or Due date of the task, double-click on it and change any information.

To Delete, click the task and press Delete.

MS Outlook 2013


Lesson 2 – Create a To-Do Item

A To-Do item is any Outlook item — such as a Task, an Email message, or a Contact — that has

been flagged for follow-up. These are not created as a New item. Whenever you create a Task, or

Flag an Email message or a Contact, a To-Do item is created automatically. The To-Do List

shows in every Outlook view and includes all your Task items as well. They do not have start and

end dates or recurring options and you cannot assign To-Do’s to others. The To-Do list keeps all

tasks listed even if completed.

This is the To-Do List screen

Set the Quick Click for Flags

Quick Click is what will pop into the Flag field with just a mouse click, so select the Flag

type you would use most often for your default (see options in picture) OR select No Date

so it does not put any date in the field when you click on it but will still show as flagged.

1. From your Outlook Email Inbox.

2. Click on Follow Up in the Tags Group on the Ribbon.

3. Click on Set Quick Click at the very bottom of the list.

4. Select the default Quick Click option you want from the drop-down arrow.

Now you are ready to use flags for your email messages.

MS Outlook 2013


Flag an email message for follow-up

Flagging a message is the best option when you need to quickly mark an item for your attention

at a later time. If you delete the email message, the To-Do item it relates to, will also be

deleted.

1. In your Outlook email Inbox, right-click the flag column of an email message.

2. Select from the options shown in the list by clicking on one.

If you select Custom, you will get the Custom dialog box. Fill in the fields as you wish.

Make sure to look at the options available by clicking on the drop-down arrows next to

each field.

MS Outlook 2013


Turn the To-Do Bar Off or On

The To-Do Bar appears in all Outlook views by default. You can turn the To-Do Bar on or off. In

addition, you can choose to display a minimized version of the To-Do Bar, which uses less

screen space. When you turn the To-Do Bar on or off, or minimize it in a specific view, the

setting applies only to that view. For example, if you turn off the To-Do Bar in the Mail view, it

will remain off each time you are in the Mail view, including the next time you start Outlook.

However, it remains on in other views such as Calendar, Notes and Tasks.

1. Open Outlook, click the View Ribbon.

2. Click on the To-Do Bar icon, and then click Normal, Minimized, or Off.

MS Outlook 2013


Chapter 5 – Appendix


--Setup your email profile

MS Outlook 2013


Lesson 1 – Manually Setup your Email Profile

Most District Computers are setup to automatically create an Outlook Profile for you, if this

does not happen when you click on the Outlook icon, follow the instructions below.

1. Log on to a district computer with your user name and password.

2. Open the Outlook icon. If your name is already in the next screen, select Next or OK and the

computer will automatically finish the setup for you.

3. If a screen pops up that ask you if you want to configure Outlook, select Yes.

After the system finds you and the screen looks like this, uncheck the Use Cached

Exchange Mode box. Click Next.

4. Click on Finish. Your profile will load and then show on your screen.

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