welcome to outlook 2013 - london 2013.pdfconnect365 – outlook 2013 [email protected] page 1 of...

Connect365 – Outlook 2013 [email protected]

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Welcome to Outlook 2013

Use the Outlook Navigation and Task bar to “peek” at other Outlook elements

Use the ribbon for all your standard commands.

Use the view tab to list messages in Conversation View or to show different panes

Reply to a message directly in the reading pane

The To-Do bar will take

you straight to a date

And list contacts or tasks

mailto:[email protected]


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Use the Out of Office Assistant

Manage e-mail messages while out of the office. Set up an automatic response to incoming messages that informs people that you are away.

Choose the File tab to open Backstage view.

Then choose Automatic Replies.

Select Send automatic replies,

specifying a time range if required.

Use the options to type and format a message.

You can set separate messages for people inside and outside of your organisation.

Choose OK when done.



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E-Mail Signatures in Outlook 2013

Store text and/or images as e-mail signatures to have it automatically added to the bottom of new messages.

Choose the File tab to open Backstage view and choose Options.

Then go to the Mail category and choose .

Message text

Personal e-mail signature (set by you and automatically added to each new message)

Corporate signature (controlled and added by the system administrator)



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Insert a different signature into a message

Use the signatures option on the message window ribbon to put a different signature into an individual message.

Use these buttons to create,

delete or edit signatures

Type and format your signature here

If you’ve got more than one

account, select which account the signature is for.

Select the default signature

for new messages and/or replies and forwards (can be set to none if required).

Choose OK when done

Choose the dropdown arrow and select the required signature from the list



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Spam E-Mail

Spam e-mail automatically goes into your Junk E-Mail folder.

Check your Junk E-mail folder if you were expecting a message and it didn’t arrive

Manage Mailbox size

Storing every e-mail you’ve ever received (or even a portion of them!) is definitely not a good idea if you want your system to run efficiently, let alone if you want to stay sane!!

Huge mail boxes clog up your corporate network and mean that everything you do on it runs slower than it should, from logging in, to opening documents and sending e-mails.

Of course there’s also the angle that it’s one thing keeping lots messages…… but quite another if you need to refer back to an old message if it’s one of several thousand as opposed to one of about 100!

Messages in your Deleted Items folder will be automatically deleted after 30 days

There are a number of simple things that you can do to help keep the number of your messages

manageable:

Deleting messages once you have read them will keep the size of your mailbox manageable (All items in your deleted items folder will be deleted automatically after 30 days).

Filing messages you need to keep, in folders will make them easier to keep track of and locate.

Saving attachments on the network rather than simply keeping them in Outlook will keep your mail box trimmer.

Use the Junk options on the ribbon

to: mark a message as not Junk and return it to your inbox; block the selected sender; permanently allow messages from the selected sender or domain; set Junk E-mail Options.

Select the Junk E-mail folder to view or permanently delete any messages stored in it.



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There are also a couple of things that you definitely should NOT do.

Do not archive messages locally to a .PST file

Do not allow the number of messages in your mailbox to build-up – manage things as you go.

Do not use your deleted items folder as an archive (messages will be automatically deleted after 30 days anyway).

Did you know?

Inbox refers to the Outlook folder into which your new messages get delivered. You can create your own folders under the Inbox, so your Inbox might include subfolders.

Mailbox refers to all your Outlook mail folders together – this includes Inbox, Sent Items, Drafts, and Deleted Items etc.

Recover a deleted message

Clean up your Mailbox

Choose Recover Deleted Items from the Folder tab in any mailbox folder, to restore messages deleted no more than 30 days ago. This works even if a message has been removed from deleted items or “hard deleted” ([SHIFT]+[DELETE])

Choose from Cleanup Tools on Backstage view to access options for locating and removing old or large messages.



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Outlook 2013 - Open a Shared Calendar

Use the Outlook Navigation and Task Bar to switch to Calendar view.

Choose Open Calendar from the Home tab on the calendar ribbon.

Choose Open Shared Calendar from

the drop down menu.

Choose Name to select the person’s name from the address book, or type their name into the box.

With Connect 365, open another person's default Calendar if that person has granted the appropriate permission to do so (or if automatic permissions are set up).

The relevant calendar is opened and added to your shared calendars list.



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Share your Calendar

Share your calendar with colleagues to make it securely and permanently available for specified people in your organisation by sending them an invitation to share your calendar.

You will only need to do this if automatic permissions have not already been set up.

Choose send.

Choose Share Calendar from the Home tab on the calendar ribbon.

Select the colleague(s) to share with, or type their name(s).

Specify settings as required, including the level of detail you wish to share:



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Send a Snap Shot of your Calendar

Send a Snap Shot to provide another person outside your organisation with an electronic copy of specified dates from your calendar.

The recipient will be able to view a schedule of your free and busy time in the message body.

To send the snap shot

A new e-mail message is opened – with the calendar via e-mail dialogue box:

The recipient will receive an e-mail with a copy of your calendar as an attachment that they can view in Outlook (see above).

Choose E-mail Calendar from the Home tab on the calendar ribbon.

Or open the attached calendar in Outlook, and double click a timeslot to e-mail you a meeting invitation.

Complete the details as desired.

Choose OK.

Then complete and send the e-mail.



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Contacts in Outlook

Contacts is now called People view!

Use People view to access contact details such as phone and mobile numbers, e-mail and postal addresses. You can also schedule meetings or instant message someone too.

Double-click a contact to edit their details

Click and drag a contact to move them to another folder

Once selected – use delete to remove a contact to the recycle bin

Lync contacts are automatically available in their own folder

Use the Outlook Navigation and Task bar to switch to People view

The People card shows all the key information about a person in one place.

If you’re using Lync, you’ll also see their availability.

Use folders to organise your contacts.

Right-click and choose New Folder to add a new folder.

Click to enter the details for a new contact and add them to your contacts list

Change how the contacts are displayed using the

options in the Current View group on the ribbon.



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Right-click a person’s e-mail

address in the Mail Reading Pane

to add them to your contacts

Add a person to your contacts from an e-mail message

Go to MAIL and select the required message

Useful options on the Contact Home Tab

schedule a meeting with the selected contact

Share your contacts folder with colleagues This option sends an e-mail inviting the colleague to share your Outlook contacts folder:

If someone has shared their contacts

with you:

Use to open the shared folder.

Use contact groups to make a list of contacts

you can use each time you want to e-mail the

same list of people.

Choosing this option will open a contact group window:

Choose Add Members to select the members you want in the group, from a list of Outlook Contacts or from an Address Book.

Save and Close the group window once you have added the required members.

The group will be listed with the

contacts in the contact list with a group

icon.

Enter a name

for the group


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