Outlook Tips & Tricks

Report
UNM TECH DAYS
MICROSOFT OUTLOOK 2013
WHAT’S NEW
John Whitaker
Sr. Technology Strategist
Microsoft Corporation
WHAT IS MICROSOFT
OUTLOOK 2013?
 Premium business and personal e-mail management tools to more than
500 million Microsoft Office users worldwide. With the release of
Outlook 2013, you get a richer set of experiences to meet your
communication needs at work, home and school.
 From a redesigned look to advanced e-mail organization, search,
communication and social networking features, Outlook 2013 provides
you with a world-class experience to stay productive and in touch with
your personal and business networks.
WHY THE INTERFACE CHANGE?
Ribbon
Tabs
Groups
Commands
 Too many command menus
 Too many command buttons
 Too many dialog boxes (I just want to format some text!)
 Too many hidden features
 Get things done quickly without worrying about “how.” Instant Preview
 Interface changes to commands that help you work faster. “Contextual
WORKING IN OUTLOOK
Ribbon
Favorites
Preview
Pane
Folders
E-mail
Navigation
Social
Connect
CREATE A NEW TAB
 Want all the common things you do in one place?
 Create you own tab!
 Let’s try
WHAT'S NEW
 http://technet.microsoft.com/en-us/library/cc179110(v=office.15).aspx
 http://go.microsoft.com/fwlink/p/?LinkId=266305
 Attachment Reminders,
CREATE A NEW E-MAIL MESSAGE
 Outlook 2013 enables you to communicate with one or more
recipients with a rich set of features and customizations.
QUICK FEATURES
 Mail Tips
 Office Apps
 Peek
 Weather
HOW TO FIND SOMEONE
 AutoComplete
 Check Names
 Global Address List (GAL)
 Drag and Drop
 Let’s Try
WHO’S THAT GAL!
 What is the Global Address List (GAL)?
 How can I find people in the Organization?
 How does Outlook search for people?
 Can I find anyone I want?
 Depending on what information the organization is going to populate.
REPLY OR FORWARD AN E-MAIL
 How do I forward and e-mail to a coworker?
 On the Home or Message tab, in the Respond group, click Reply,
Reply All, or Forward.
 The name of the tab depends on whether the message is selected in the
message list or opened in its own window.
 To remove a name from the To and Cc lines, click the name and then
press DELETE. To add a recipient, click in the To, Cc or Bcc box and
enter the recipient.
 Let’s Try
Think Twice! Was the original message
addressed to a few thousand people?
Mail Tips!
OPEN OR SAVE AN ATTACHMENT
 Does a message you just received contain an attachment?
 You have a couple different options:
 1. Single Click on the attachment.You will be asked if you want to
preview the attachment in Outlook.
 2. Double Click on the attachment to open it in a new window. Eg;
Double Click a PDF attachment to open it in in Adobe Reader.
 3. Single Click on the document and use one of the commands on the
Ribbon to Open, Print, Save as or Remove…
CUSTOMIZING VIEWS
Change the font or
color for messages
sent from specific
people
Conversation
View!
EXTRA CREDIT – MAIL MERGE
 It’s up to you. Let’s take a vote. Who wants to see a quick demo
on Mail Merge?
 Let’s Try
Quick Demo Time
CREATE AN E-MAIL SIGNATURE
 You can create personalized signatures for your e-mail messages that include
text, images, your Electronic Business Card.
INSTANT SEARCH
Note: Instant Search is
available for email,
calendar, contacts,
tasks and notes…
 Instant Search will make change your life…
 Type a keyword “amazing” (notice the Ribbon changes to help you!)
 Sure you can search on simple keywords… but….
 Type “from:daren”
 Type “to:sharon”
 Get tricky:
 from:daren hasattachments:yes received:this week
 Let’s Try
ORGANIZING WITH FOLDERS
 What are folders?
 Why would I want to create my own folders?
 Let’s Try
SEARCH FOLDERS
 Let’s Try
Search folders are a little
different than rules. Rules are
actions you want to take. Search
folders can automatically
“reference” specific emails.
MANAGE YOUR INBOX WITH RULES
 What are rules?
 What kind of rules can I create?
 Do you want to manage your
email by folders?
 Here’s an example of one
of my rules
WHAT ABOUT JUNK MAIL?
 Depending on Organization Policy mail may be filtered several times
before it hits you inbox.
 You can right click on a message select “Junk” and tell Outlook what
you want done with messages from the sender.
 Also check your “Junk E-Mail” folder once in a while.
Sometimes messages are sent to this folder by mistake.
There are ways to add senders to your local safe sender list. Click the
web link below to explore different ways to manage Junk Mail.
SET YOUR “OUT OF OFFICE”
 Going to be away from the classroom for a day, a week or all summer?
 Let’s let people know what’s going on with you.
 Note the “Inside and Outside” my organization options.
 Inside: “Don’t bother me…”
 Outside: “Sorry I missed your message. I’ll be out of the office…”
 Take a quick look!
DIFFERENT WAYS TO VIEW YOUR
CALENDAR
Clicked on
Calendar View
CREATE A CALENDAR EVENT
 Schedule a meeting with other people
 Click Create an Appointment
 Subject, Location, Attendees and Recurrence are common
fields and actions.
EXTRA CREDIT
 Invite a Room to the Meeting!
 Some Customers add other resources such as camera’s, special
equipment and cars.
 Calendar Assistant
SHARE YOUR CALENDAR & CALENDAR
PERMISSIONS
 Do you want to share you calendar with others in the district?
 Will people I share my calendar with see all my information?
 What about calendar delegation?
 Let’s Try
VIEW OTHERS CALENDARS
 When and how can you share other’s calendars?
 Can I view overlay calendars?
 Can I use the Calendar Assistant to help me schedule meetings?
 Let’s Try – Add a new calendar
OVERLAY CALENDAR VIEW
MANAGE CONTACTS
New Contact or
Contact Group
New
“personal”
Group
New
Contact
DEMO OUTLOOK WEB APP 2013
 Quick look
Q&A CHALLENGE ROUND
 Try me – If I don’t know how I’ll find the answer and post back.
 I’ve done X in Groupwise how do I do it in Outlook/Exchange?
 How do I…
 Can I…
 Should I…
 Will I…
 Could I…
ADD AN EXTERNAL ACCOUNT!
 Add your Hotmail account to Outlook

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