Introduction to Microsoft Outlook

What is Microsoft Outlook ?
• Microsoft Outlook is the preferred email client used to
access your email account.
• It also includes contact, calendaring and task management
functionality.
• Companies can also integrate Outlook with Microsoft’s
SharePoint platform to share documents, project notes,
collaborate with colleagues, send reminders, schedule
meetings, assign tasks to employees.
• It is a free platform in Microsoft office.

Features:-
 Mail
 Calendars
 Contacts
 Tasks
 Notes
Navigation panel

Folders:-
• Inbox generally stores received emails
• You can categorise your received emails in
different folder to access them easily.
• Drafts store your incomplete emails.
• Junk E-mail stores useless mails and mails
by blocked users.
• Trash stores deleted mails.
• Sent mail stores mails sent by us to others.
• Recover deleted mails till 30 days from
Trash Folder
• Junk Mails :-
Folder List

Rules:-
Steps:-
 You can create rules based on sender, recipient or
conversation topic of this message to move specific mail
to the specific folder.
Double Tap on received mail > Rules > Create a rule > Select Condition
and create rule.

Junk :-
 Mark the selected items as Junk or prevent items sent
by particular sender, or by sender’s domain.

Adding a Signature to your E-mails :-
Compose new mail > Signatures > New

Attach items to your Email :-
Business Cards.
Calendars.
Documents and Images.
Example:- Business Card
Calendar

Mark Flags and Importance to your Composed and
received mails :-
 Flag is set to remind you and recipient to follow up on
specific mail, appointment, task or meeting later.
 You can set High and Low Priority to sent and received
mails.

Colour categorise Received and sent mails :-
 We can categorise emails by specified sender with different colours.
 View > View Settings > Conditional formatting > Add > Condition > Colour >
Ok

Calendar :-
Outlook Calendar is scheduling component of Outlook
which is fully integrated with email, contacts, meetings
and other features.
By using calendar we can create appointments, events,
organize meetings, view group schedules and much
more.
We can also send calendar and Our schedules to others
through emails.

Create Appointments and invite Attendees :-
1.Calendars > Home > New Appointment.
2.Enter the Details like Subject, Location, duration.
3.Invite Attendees
Note :- We can also schedule the appointment, also mark it’s priority . And copy it
to our calendar in our schedules.

Create Meetings and invite Attendees :-
1.Calendars > Home > New Meeting.
2.Enter the Details like Subject, Location, duration.
3.Invite Attendees
Note :- We can also schedule the meetings, also mark it’s priority . And copy it to
our calendar in our schedules.

Schedule Tasks :-
 Calendar > Home > New Items > Tasks
 Fill the details like subject, duration, importance,
importance etc.
 We can also assign a task to particular person or a
group.

Contacts :-
 We can create contacts, contact groups and address books.
 Also, we can create address book which contain several contacts with
their details like Job details, Job Title, contact numbers, , photograph,
business cards and many more.
 We can categorise contacts in different categories.
 We can schedule meetings, appointments, tasks with the saved
contacts and group of contacts.

Create New Contacts :-
Contacts(Navigation Panel) > Home > New Contact
Contacts help us to send the same mail to several
contacts together in one go.

Work Offline in Microsoft Outlook :-
 Send/Receive > Work Offline
Status Bar

Forward Contact to Someone :-
As Business Card
As Text Message
As Outlook Contact
Contact > Home > Forward Contact

Task :-
 Create a Task :-
Task(navigation Panel) > New Task > Fill the Details.

Assign a Task :-
 Using Task, we can assign a task to others through E-mails.
 Steps To Assign a Task
Task > Right Click on a Created Task > Assign a task > Write the Email
ID > Send

Quick Steps :-
 It is the feature in Outlook that applies multiple actions at the same time
to email messages. It helps us to quickly manage our mailbox.
 Right Click on specific mail > Quick Step > Create New > Choose action

Create Notes :-
 Outlook notes is a feature which can record the information, or thoughts going
through your head while you’re doing your work. A Note is the only type of
item you can create in Outlook that doesn’t use a normal dialog box with
menus and toolbars.
Notes(Navigation Bar) > New Note

Translate your Mails from one language to
another. :-
 Using this feature we can translate our mails from one language
to another.
 Double tap on message > Translate

Shortcuts used in Outlook
Shortcuts Function
Ctrl+N Create a new mail.
Ctrl+Enter Send the email you’re composing.
Alt+S Send the e-mail.
Ctrl+M Send and receive all mail.
Ctrl+Q Mark selected e-mail as read.
Ctrl+U Mark selected e-mail as unread.
Ctrl+R Reply to an e-mail.
Ctrl+F Forward an e-mail.
Ctrl+Y Go to folder.
Ctrl+Shift+A Create an appointment.
Ctrl+Shift+I Open the Inbox.
Ctrl+Shift+O Open the Outbox.
Ctrl+Shift+K Create a new task.

Introduction to Microsoft Outlook

Introduction to Microsoft Outlook

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Introduction to Microsoft Outlook