Outlook 2016 training

Outlook 2016 Training
Ali Moukahhal
Trainee (Netways Global)

Microsoft Outlook 2016
 Microsoft Outlook is a personal information manager from Microsoft, available as a
part of the Microsoft Office suite.
 Used mainly as an email application, it also includes a calendar, task manager,
contact manager…
 Let’s see Outlook interface…
2

Content
 Email Basics
 Attachments
 Search
 Calendar
 Contacts
 Rules
 Recall & Replace Messages
 Automatic Replies
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Email Basics in Outlook 2016
 Compose an Email
- Select New Email or Press Ctrl + N
- Type the Subject of the message
- Enter the recipients’ email addresses
or name in the To, Cc or Bcc
- After you finish composing your
message, Select Send
Sometimes the Bcc field is hidden by default
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 Enable Bcc
- Click on Options
- Enable Bcc Field
6

 Email Body
- While typing, the font options
appears up in the toolbar
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 Email Body
- While typing, the font options
appears up in the toolbar
- For further options and features
you need to Click on Format Text
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 Insert Hyperlinks
- While composing an email Click on Insert in the toolbar
- Click on Hyperlink
- Name the link
1. Attach a local file
2. Add a website
address
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 Personalize default message formatting
- Open Signatures
- Click on Personal Stationery
- Design your preferred
theme or font
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Attachments in Outlook 2016
 Attach Files
On the Insert tab, Click Attach File and
Select one of the following:
- Recent items
- Browse Web Locations
- Browse this PC
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 Attach Outlook Item
- Choose Outlook Item
- Select the Folder where
the email is
- Select the email desired
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 Save Or Display attachment
- We can display or preview an attachment
without downloading it.
- Otherwise, we can download it
anywhere we want.
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Search in Outlook 2016
 If you need to find an important message in
your crowded inbox or folder, and you
remember who sent it, or a word or phrase it
contains.
 Use Instant Search to find it quickly instead of
scrolling through pages.
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 Instant Search
- Type the word or person’s name
- Messages that contain the word or name you
specified appear with the search text highlighted
in the results.
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 Searching Options
When you click the search box two type of options appear on the ribbon:
- Scope Options
- Refine Options
25

 Searching Options (Scope Options)
Scope options help us determine the folder where to find the message
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 Searching Options (Refine Options)
Refine Options help us determine what to search for, these options are used to add a
special script to the search box to limit its search. Options existing:
- From
- Subject
- Has attachment
- Categorized
- This week
- Sent to
- Unread
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Calendar in Outlook 2016
 In order to organize our daily activities and to remember important tasks and
events we need to use Outlook Calendar.
 We can schedule and track appointments, meetings and events.
 We can also set up Outlook on our mobile device so we can be assured of having
up-to-date schedule information.
30

 Schedule Appointments (Appointments are blocks of time we schedule for only ourselves)
1. Click Calendar at the bottom
2. Click New Appointment
3. When filling information Subject
and Time are required
31

 Schedule Appointments (2nd Method)
1. Display the Calendar in the Day
2. Click the time slot at the appointment
start time and drag the cursor to the
desired end time
3. Name the Appointment
4. Click Enter
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 Appointment Options
- Availability
- Reminder
- Time Zone
- Categorize
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 Schedule Meeting
- Same as creating an appointment,
except we invite contacts here
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 Schedule Meeting (Scheduling Assistant)
The scheduling Assistant page include the status of each attendee’s time
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 We can display the Calendar in different ways:
- Day: Displays one day at a time separated into half-hour increments
- Work Week: Displays only the days of work
- Week: Displays all the days of the week
- Month: Displays one month
- Schedule View: Displays a horizontal view of the calendar for the selected time
period. We can add other people’s calendars.
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Contacts in Outlook 2016
 Contacts are like electronic cards that save a person’s contact information
 A contact can be as basic as a name and email address, or include more
information like a street address, multiple phone numbers and a profile picture.
 Simple access similar to smartphones
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 Add a Contact (from a received email)
1. Open the message
2. Right-Click the name and Click Add
to Outlook Contacts
3. Fill contact’s information and Click Save
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 Add a Contact (from scratch)
1. Click People at the bottom of the screen
2. Click New Contact
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3. Enter a name and any other
information to include for
the contact
We can save more than one phone
number, email address for someone
or even a photo
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4. If you want to immediately
Create another contact, Click
Save & New
5. After you’re done entering new
contacts, Click Save & Close
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 Where and How do we use these Contacts?
While composing a new Email and to determine the recipient we can:
- Click on Address Book. It shows us our contacts
- Click on To Button and it does the same
- Type first letters of a contact and suggestions appear
48

Rules in Outlook 2016
 Rules help reduce manually filing or taking the same action when similar messages
arrive.
 Rules are always on and run automatically.
 For example, when a message is received from someone you’ve specified in a rule,
it’s automatically moved to the folder you designate.
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 Create a Rule
- Click on Manage Rules and Alerts
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 Create a Rule
- Click on New Rule
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 Create a Rule
- Select a template
- Click Next
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 Create a Rule
- Select a Condition
- Edit the Rule Description
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 Create a Rule
- Select an Action
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 Create a Rule
- Select an Exception (If needed)
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 Create a Rule
- Specify the Name of the rule
- Apply the rule on the
messages in the inbox (if needed)
- The rule is On,
you can turn it off
- Click Finish
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Recall and Replace in Outlook 2016
 With message recall, a message that we sent is retrieved from the mailboxes of the
recipients who haven’t yet opened it. We can also substitute a replacement
message.
 If we forgot to include an attachment, we can try to retract the message, and then
we send a replacement message that has the attachment
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 Recall or Replace a message
- Choose Sent Items
- Open the message that you want
to recall
- Under the Message tab,
Choose Actions > Recall this message
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 Recall or Replace a message
- Choose to Delete the message
- Or replace it (edit the message
and resend it)
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Automatic Replies in Outlook 2016
 Set an Automatic Reply
- Click File tab
- Click Info tab in the menu
- Click Automatic Replies (Out of Office)
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Automatic Replies in Outlook 2016
 Set an Automatic Reply
In the Automatic Replies dialog box:
- Select the Send Automatic Replies
check box
- Specify Time & date if desired
- Type the message to send within
the company and outside it.
- Click OK
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Outlook Web App in
Office 365
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Outlook Web App in Office 365
 The Outlook Web App window gives you access to your messages as well as the
other Outlook tools. (including Outlook 2016)
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 Search
In the search bar we have an option to choose where we want to search for the topic
we specify.
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 Search
For advanced search settings as on outlook 2016, there is an arrow near the search box
where options appear.
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 Mail Options
To access mail options Click on Settings. We can change the default font used for
emails, or we can set a signature and other options same on Outlook 2016.
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 Creating a Meeting Request
As on Outlook 2016, we can schedule Meetings with simple steps:
- Click New
- Click Meeting Request
- Enter the recipients emails
- Enter a Subject
- Choose Start & End Time
- Type the Body of the invitation
- Click Send
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 Creating a Meeting Request
By Clicking on Scheduling Assistant, it will look up the schedule of each participant and
let you know if the time is free for each person.
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 Calendar
The Calendar in Outlook Web App enables you to set, share and modify appointments.
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 Calendar (New Appointment)
- Click on New
- Enter desired information
- Click Save & Close
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 Contacts
To Create a contact in Outlook Web App Click New and Choose Contact
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 Contacts
Enter Information about your new contact
as completely as you want.
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 Contacts
You can easily find a contact using Search Box, you have to only type the name of the
contact
80

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