1. Outlook
Skills Training
Presented by
Chris Monasmith

2. Getting to know Microsoft Outlook

5. Contact
New Send/Receive look up
Address
Reply, Reply to Book
all, Forward

6. The New button has all “new” options.
From this menu you can create a new
email message, calendar appointment,
meeting request, contact, distribution
list..etc

7. Your navigation pane shows everything
that is in your outlook. All of the default
folders, i.e. Inbox, Sent Items, Deleted
Items. This will also show all of the
folders you have created for you own
customization.

8. Creating folders
By right clicking on a folder it will give
you the options listed. You can create
as many folders as you need.

9. Email attachments
When in a new email click
on the paper clip to attach Attachment
Paper clip
a document. This will open
up a dialog box. Search
through your computer to
find the document. Once
the document has been
located either double click
on it or click once and
press insert.

10. Flagging emails
Emails are flagged for many
reasons. All flagged emails will
stay in the inbox and will also
show up in the “for follow up”
folder.

11. You can add the default flag Flag button
color by clicking on the flag.
Your default color can be
changed to any color. The
standard default color is red.
You can also add a flag by
right clicking on an email
and pointing your mouse
over follow up. This will
give you all of the flag
options as well as other
options.

12. Sorting
Sorting can be done from any of the above buttons. If
there is a down arrow next to the word, email will be
sorted by descending. If the arrow is pointing up then
the email is sorted by ascending. Email can be
sorted by the sender, the subject, received time/date,
attachments, importance, and flags.

13. Searching
Begin searching by
pressing the find button.
This will drop down a box to search for
emails. You can search in inbox, sent
items, trash, or all mail folders.

14. Rules
Rules can be as simple as you make them or as in depth
as you make them. Rules can be used for anything such
as deleting an email as soon as it comes in, to filing your
email as it hits your inbox.

15. Select Tools, then Rules and
alerts
Press new rule to
set up a new rule.
From this screen
you can also edit,
and delete rules.
It will also allow
you to force a
quick run of all
rules set up.

16. Rules can be set up using a pre-existing template or from your
own custom rule.

17. This is where you
would add the person
or people that apply to
this rule.
Click here to tell what folder you
want the email to be transferred to
once it hits your inbox.

18. Out of office assistant
Type your away
message in this box.
Add specific rules while you are
on vacation or out of the office.

19. Creating a distribution list
Drop down
arrow
A distribution list is created to save you the
time of entering in a bunch of email
addresses when you email a big group. This
can be set up by pressing the drop down
arrow next to new and choosing Distribution
List.

20. Add Name your distribution list here
members
This is for
people who Add new will allow you to add
are already in people who are outside of our
our IU address contact list. IE people who are
list. located at a school district.

21. Calendar Views Daily view

22. Weekly view

23. Monthly view

24. Appointment
Press new to
create a new
appointment

25. Subject and location of
meeting
Time of meeting
Type any notes about
the meeting here.

26. To invite people to the meeting press
the invite attendees button.
This will populate a “To” field
so you can add people. If you
click on “to” it will bring up
your address book so you can
choose your recipients. Once
all of your information is set
up you can then send the
appointment and it will be
delivered to all of your
intended recipients.

27. Calendar Recurrences
Start by clicking on
recurrence
This will give you the options of your
recurring appointments. You can make
recurring appointments daily, weekly,
monthly, and yearly.

28. Using the color system
Using colors to label your calendar appointments/meetings can
help with being organized. By clicking the drop down box next
to label this will show you the default color scheme.

29. The result

30. Sharing your calendar
Sharing your calendar
will allow co-workers to
see where you are if
they need to get in
touch with you. To
begin sharing your
calendar please click
on share my calendar.

31. To add users simply press
add and choose from the
address list.
This will let you
set the
permissions you
will allow others
to see your
calendar.

32. Opening a shared calendar
Start by clicking on opening a
shared calendar.

33. Either type the persons full name or
press name to go to the address
list.
Once you have
successfully opened a
shared calendar you will
see the persons name in
the “other calendar” field.
To view that persons
calendar, simply place a
check mark in the box.