Outlook 2016 - Up To Speed

Copyright & License Notes

Outlook 2016: Up to Speed

By R.M. Hyttinen

Copyright © 2016 by R.M. Hyttinen.  All rights reserved.

Published by PCM Courseware, Milwaukee, Wisconsin.

http://pcmcourseware.com

ISBN: 978-0-9915186-9-2

Examples used in this book are fictional.  Any resemblance to actual persons living or dead, businesses, incidents, organization or events is purely coincidental.

All rights reserved.  No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, scanning or otherwise, without the prior permission of the Publisher.  Although every precaution has been taken in the preparation of this book, the publisher and author assume no responsibility for errors and omissions.  Nor is any liability assumed for damages resulting from the use of information contained within.

If you found this book helpful, please consider leaving a review wherever you purchased this book.  Also consider telling your friends about it to help me spread the word about my book.

Thank you so much for supporting my work!

License Notes

This e-book is licensed for your personal enjoyment only. This e-book may not be re-sold, given away to other people or used in any type of training classes. If you would like to share this book with another person, please purchase an additional copy for each recipient. If you’re reading this book and did not purchase it, or it was not purchased for your use only, then please return to your favorite e-book retailer and purchase your own copy. Thank you for respecting the hard work of this author.

Trademark Acknowledgements

Microsoft, Windows and Microsoft Outlook are registered trademarks of the Microsoft Corporation.  All other known trademarks have been appropriately capitalized and are the property of their respective owners.

TABLE OF CONTENTS

Copyright & License Notes

Introduction

Chapter 1 - Outlook Basics

Introducing Outlook

Setting Up an E-Mail Account

Examining the Outlook Screen

Using the Navigation Bar & Navigation Pane

Using Reading View

Changing Screen Magnification

Navigating with the Ribbon

Showing & Hiding the Ribbon

Customizing Outlook

Using Keyboard Shortcuts

Using Tell Me to Obtain Help

Using Help

Chapter 2 - Composing & Sending E-mail

A Look at the Mail Module

Creating an E-Mail Message

Using the Auto-Complete List

Checking Spelling

Using Signatures

Saving a Message Draft

Formatting an E-Mail Message

Using Stationery

Applying Themes

Sending Attachments

Inserting Images into a Message

Inserting Online Images

Setting the Priority of a Message

Request a Read or Delivery Receipt

Inserting a Hyperlink

Chapter 3 - Receiving E-Mail

Checking for E-Mail

Reading E-Mail

Replying to a Message

Forwarding a Message

Resend or Recall a Message

Using the Reading Pane

Replying from the Reading Pane

Previewing Attachments

Saving and Opening Attachments

Displaying Message Participant Information

Creating Automatic Replies

Subscribing to RSS Feeds

Chapter 4 - E-Mail Management

Marking Messages as Unread

Flagging Messages

Using Categories

Arranging Messages

Deleting Messages

Working with Message Folders

Adding a Folder to Favorites

Using Search Folders

Searching for Messages

Saving Messages to a File

Printing Messages

Managing Junk Mail

Using Rules to Process Email

Using Quick Steps

Viewing Messages by Conversation

Saving Keystrokes with Quick Parts

Modifying New Mail Notifications

Chapter 5 - Working with Contacts

Adding a New Contact

Changing Contact Information

Assigning a Category to a Contact

Changing Contact Views

Deleting a Contact

Sending a Message to a Contact

Forwarding a Business Card

Searching for a Contact

Creating a Contact Group

Sending Email to a Contact Group

Adding a Contact Picture

Creating Contact Folders

Chapter 6 - Working with the Calendar

Scheduling an Appointment

Navigating the Calendar

Modifying Appointments

Setting Appointment Reminders

Scheduling a Meeting

Scheduling an Event

Scheduling a Recurring Item

Changing Calendar Options

Sharing a Calendar

Printing a Calendar

Working with Multiple Calendars

Working with Calendar Groups

Chapter 7 - Using Tasks

Creating Tasks

Using the To-Do Bar

Editing Tasks

Creating Recurring Tasks

Marking Off a Task

Changing Task Views

Assigning Tasks to Others

Chapter 8 - Working with Notes

Creating Notes

Reading & Modifying Notes

Color Categorizing a Note

Resizing & Deleting Notes

Printing Notes

Creating Appointments & Tasks from Notes

Introduction

As the author and founder of PCM Courseware, I am delighted to bring you the latest in our Up To Speed series of guides:  Outlook 2016 - Up To Speed.  Since 2003, PCM Courseware has been publishing innovative Print-On-Demand electronic courseware for both the PC and the Macintosh and beginning with the Up to Speed series, we are now creating software guides for everyone, not just for software trainers.

My mission is to create guides to make learning technology concepts easy, no matter what kind of learner you are. The guides are simple to use yet comprehensive in their effectiveness. Many students find the step-by-step approach of our manuals to be a valuable self-study resource.

You do not need to read the book sequentially, although this can certainly be helpful if you are just starting out with Microsoft Outlook.  I’ve written the book from scratch, starting with basic Outlook topics and moving on to more advanced features of the application, designed to help you to become more productive more quickly. 

If you are looking to accomplish a specific task, be sure to take advantage of the handy Table of Contents.

So let’s get started with Outlook 2016 – Up to Speed.

Chapter 1 - Outlook Basics

Introducing Outlook

Welcome to Microsoft Outlook 2016!  Outlook is powerful personal information manager that allows you to send and receive e-mail, store detailed contact information, keep track of appointments, events and important dates on your calendar, schedule tasks, and create reminder notes.  All of Outlook’s components work together to create quite a robust contact management system. Outlook also provides for workgroup collaboration and works with and from within other applications.

The process for launching Outlook depends on the Operating System you are using and what has happened since installation:

If you are using Windows 10, you can find the Outlook icon on the All Apps screen, the Start Menu or the Start screen.  You can also click in the Taskbar Search Box and type:  Outlook.

If you are using Windows 8, you can find the Outlook icon on the Start Menu, or the Apps screen.

If you are using Windows 7, you can find the Outlook icon on the Start Menu or the All Programs menu.

The first time you launch Outlook 2016, the Outlook Startup Wizard appears.  The Startup Wizard will step you through the process of setting up an e-mail account.  If you did not create an account at that time, don’t worry - you can launch the E-mail Account Wizard at any time from the Account Settings area under the File Options menu.

To launch Outlook 2016, do this:

1. If using Windows 10, click the Start button, click All Apps and then click Outlook 2016 in the alphabetical list of apps.

2. If using Windows 8 or earlier, click the Outlook 2013 icon on the Start Screen or the Apps Screen.

Setting Up an E-Mail Account

If you have upgraded from a previous version of Microsoft Outlook, your e-mail settings automatically will have been brought into Outlook 2016.  Or if you are working on a company computer, your IT department may have already set-up your e-mail account for you.  It still behooves you to know how to set up an e-mail account because these days, many people have more than one account.  For instance, you may have a company account, a personal e-mail account at home through an ISP (Internet Service Provider) and another personal Webmail account through a service such as Outlook.com or Google.  The beauty of Outlook, is that you can access all of your e-mail accounts from one program and have all of your e-mail appear in the Outlook Inbox.

Before getting started, you will need certain information from your ISP.  You will first need to know what type of e-mail account you will be setting up.  Outlook handles four main types of mail accounts:

POP3: Stands for Post Office Protocol 3.  Messages from a POP3 server are downloaded to your computer’s hard drive and in most cases, are then deleted from the server.

IMAP:  Stands for Internet Message Access Protocol.  Messages from an IMAP Server stay on the server, allowing you to access those messages from any computer or tablet device.  Recommended if you access your email from more than one device or location.

Exchange:  An exchange account is often used by organizations and refers to accounts hosted on an Exchange Server or Exchange Online.  Messages are stored on the Exchange server as well as in your local data file.

Exchange ActiveSync Compatible Service:  This refers to internet-based email accounts such as Hotmail or Outlook.com (Office 365).

Other information you will need from your Internet Service Provider or IT Administrator includes:

Your E-mail Address

Name of the incoming server

Name of the outgoing server

Your user name

Your password

Adding Email accounts to Outlook is much easier now than it was in the past because Outlook offers an automatic connection process.  For many accounts, all you need to know is your name, email address and account password -  Outlook will handle the rest for you.  If it fails, you can always add the account manually.

To automatically create an e-mail account, follow these steps:

1. If you haven’t yet set up Outlook, click the Next button on the Welcome to Outlook 2016 splash screen.  Otherwise, click the File tab, click Info in the left pane and then Add Account in the center pane.

2. Click the radio button next to E-mail Account.

3. Type your name, your email address and password in the text boxes.  Click Next.

4. If the connection is successful, the confirmation window appears. 

5. Click Finish.

To manually create an e-mail account, follow these steps:

1. If you haven’t yet set up Outlook, click the Next button on the Welcome to Outlook 2016 splash screen.  Otherwise, click the File tab, click Info in the left pane and then Add Account in the center pane.

2. Click the radio button next to Manual setup or Additional Server Types.

3. Click Next.

4. Click the radio button next to Pop or IMAP.  If setting up an Exchange account or an Outlook.com or Hotmail.com account, click Outlook.com or Exchange Active Sync compatible service.

5. Click Next.

6. Enter in your name, e-mail address, user name, password, incoming server and outgoing server information.  If setting up an Exchange account, type in the mail server name.

7. For POP3 or IMAP accounts, select the account type (POP3 or IMAP) from the Account Type list.

8. Click Test Account Settings to verify that you entered in all information correctly.

9. Click Close to close the Test Account Settings dialog box.

10. Click Next.

11. Click