Microsoft Outlook 2016/2019/365 User Guide
By Dave Tosh
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About this ebook
This is a book that can be used in a classroom or by an individual working at home or at their workstation. You require Microsoft Outlook 2016 or 2019 or 365 in order to work with this book.
Microsoft Outlook is a personal information manager from Microsoft, available as a part of the Microsoft Office suite. Often used mainly as an email application, it also includes a calendar, task manager, contact manager, note taking, journal, and web browsing.
Some of the topics covered will include Favorites, Recurrence, Folders & Subfolders, Rules, Quick Parts, Search Folders, Meetings, Categories, Sharing, Signature, Quick Steps Templates, Flag, Contact Group/Distribution List, Assign a Task and Message Options.
Outlook can be used as a stand-alone application, or can work with Microsoft Exchange Server and Microsoft SharePoint Server for multiple users in an organization, such as shared mailboxes and/or calendars, Exchange public folders, SharePoint lists, and meeting schedules. Also, Microsoft has mobile applications for most mobile platforms, including iOS (Apple) and Android.
You can use this book if you have earlier versions of Outlook including versions 2013 and 2010. There will be a few differences but most features will be found in the book.
Dave Tosh
Dave has been teaching for about 28 years now and has been teaching online for about 23. (his first online course was teaching Windows 3.1 on a DOS based system; how primitive)He mostly works out of Loyalist College in Belleville.He is a certified MOS instructor. This is where you are certified by Microsoft to teach Word, Excel, Access, PowerPoint and Outlook. He also does consultation work and belongs to the local Chamber of Commerce. As well he is certified to teach ICDL (International Computer Driving License) and IC3 courseware (Digital Literacy suite of products).He is a course developer (for Ontario Learn which is the collective for all the colleges in Ontario) for the following; Word Specialist, Access Specialist, Windows (10), Office 365 for Business and Microsoft Office (2013 and 2016)He has experience in developing and evaluating training programs for the classroom and online.
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Microsoft Outlook 2016/2019/365 User Guide - Dave Tosh
Microsoft Outlook 2016/2019/365 User Guide
By Dave Tosh
Copyright 2019
Thank you for downloading this eBook. This book remains the copyrighted property of the author and may not be redistributed to others for commercial or non-commercial purposes. If you enjoyed this book, please encourage your friends to download their own copy from their favorite authorized retailer. Thank you for your support.
Overview
This is a book that can be used in a classroom or by an individual working at home or at their workstation. You require Microsoft Outlook 2016 or 2019 or 365 in order to work with this book.
Microsoft Outlook is a personal information manager from Microsoft, available as a part of the Microsoft Office suite. Often used mainly as an email application, it also includes a calendar, task manager, contact manager, note taking, journal, and web browsing.
It can be used as a stand-alone application or can work with Microsoft Exchange Server and Microsoft SharePoint Server for multiple users in an organization, such as shared mailboxes and calendars, Exchange public folders, SharePoint lists, and meeting schedules.
Microsoft has also released mobile applications for most mobile platforms, including iOS and Android.
You can use this book if you use earlier versions of Outlook including versions 2013 and 2010. There will be a few differences, but most features will be found in the book.
Note: This book is best viewed on a computer or laptop or larger screen tablet. There are images that won’t work easily on a small screen.
Contact the author at: [email protected]
Published: December 2019
Table of Contents
Lesson 1 - Acquiring the Basics
Getting Started
Ribbon
Inbox
Display Options
Getting Help
Lesson 2 - Communicating with Mail
Reading, Replying, And Forwarding A Message
Creating A Message
Received Attachments
Reply and Forward
Formatting the Message
Creating Stationery
Auto Spell Check
Selecting A Message Format
Deleting Messages
Using the Address Book
Creating A Signature
Out of Office Assistant
Mail Folders
Creating A Subfolder
Layout
Sorting and Grouping Mail
Finding A Message
Filter
Lesson 3 – Managing Contacts
Navigate the Information Viewer
Change View
Favorites
Adding New Contacts
Creating New Contacts from Existing Contacts
Link Contacts
Locating Contacts
Sending Messages to Contacts
Editing Contacts
Forward A Contact
Lesson 4 – Working with The Calendar
Calendar Environment
New Appointment
Peak View
Scheduling Events
Editing Appointments
Printing Your Calendar
Create A New Calendar
Lesson 5 – Utilizing Tasks
Ribbon Bar for Tasks
Creating and Updating Tasks
Lesson 6 – Notes and Journal
Notes
Journal
Lesson 7 – Mail Level 2
Desktop Alerts
Creating A Personal Contact Group/Distribution List
Voting Buttons How to Track
Quick Parts
OneDrive
Quick Steps
Advanced Find
Search Folders
Change Views
Flagging A Message
Categorize
Conditional Formatting
Cleaning Up Your Mailbox
Junk or Spam
Tracking A Message
Message Handling Options
Creating Mail Templates
Rules
Recalling Sent Messages
Creating Personal Folders
Add Email Accounts
Close A Data File
Lesson 8 –Contacts Level 2
Grouping Contacts into Categories
Flagging A Contact for Follow-Up
Make A Contact Private
Create Folders to Organize Contacts
Share Contacts
Customizing the Contact Environment
Lesson 9 –Calendar Level 2
Recurring Appointments
Planning A Meeting
Changing Calendar Options
Share Calendar
Lesson 10 –Tasks Level 2
Adding A Recurring Task
Assigning A Task to Someone Else
Sharing Your Tasks Folder and Granting Permissions
Lesson 11 – Customizing Outlook and Backup Level 2
Change Your Preferred Font for Mail
Data Files
Back Up or Export Folders
Delegate Access
Giving Others Access to Your Mailbox
Turn on The AutoArchive Feature
Level 1 – Introduction
Lesson 1 - Acquiring the Basics
Getting Started
Microsoft Outlook is a Desktop Information Management (DIM) program. DIMs provide the tools needed to send and receive e-mail, organize schedules, and maintain contact lists, to-do lists and notes. With Outlook you can share information with other users and integrate data to and from the other applications in the Microsoft Office suite.
Ribbon
The Ribbon in Outlook is a bit different from what you see in most every other Office program where on the Home tab you would have things like a Font group. You initially are in your Inbox and that is the Home ribbon you see below. The Inbox, Calendar, Contacts and other folders all have their own Tabs and Groups with specific commands which allow you to carry out actions based on that folder.
Inbox
When you start Outlook, you will be in the Inbox. Below is an example of a Mailbox. At the top of the folder list on the left-hand side is Favorites and in that area are any folders you have chosen to add. Below that will be any email accounts you have, and you can have more than one such as your internet provider or work account or Gmail, etc. The Active Mailbox folder is in the middle Pane (called the Information Viewer) and will be initially sorted by Date and this is where you will see the list of messages you have received. The Reading Pane is in the right Pane and from there you can read an email and you see options such as Reply and Forward.
Display Options
Status Bar
At the bottom of the Screen you see a Status bar which shows how many items are in a folder, if the folder is up to date, what connection type you a have and a zoom option:
You can customize this bar by Right clicking an empty area of the bar.
Folder Pane
You can hide the Folder pane by clicking the Minimize Folder Pane button and to bring it back you click on the Expand icon, and then Pin to Folder Pane button
You can also use the Reading View button which will hide the Folder Pane and then Normal View to bring it back
Zoom
When viewing a Message, you can zoom in and out to see the text at different resolutions,
Navigation Area
You can control the Navigation area to access Mail, Calendar, People etc. by right clicking More button , and then choosing . Here you can control how many items appear in Navigation and the order they appear in. One other thing you can change is switching off Compact view which means you see the words for each item and takes up more space.
Peak Feature
Using the Peak feature allows you to get a quick look at items on Navigation (except for Mail). If you use it on People for instance you can point at a Favorite and then click on the Mail icon This allows you quickly generate an email with that person’s address filled in. See the section called Favorites in the next chapter on how to add Contacts to