Microsoft Outlook 2016: How To

4 years ago and 2989 Views
All ArticlesOffice 2016Outlook 2016
Print Friendly, PDF & Email

Click here for the brochure.

 

Mail Mail overview

  • Contains everything mail related (folders, creating etc.)
  • Shows all Linked email folders
  • Shows an Online Archive

 

 

CalendarCalendar overview

  • View and schedule appointments, events, meetings etc.
  • Shows this month and next month
  • Can view your: My calendar
  • View Other Calenders
  • Can view Shared Calenders 

 

PeopleAddress book overview

  • Store and manage contacts
  • Lists Contact groups

 

 

TasksTask and To Do List overview

  • Organize to do and keep track of tasks
  • Shows To-Do List
  • Shows Tasks

 

 

 MoreMore overview

  • Navigation Options
    • You can adjust how things are viewed (order of folders etc.)
  • Notes: like Post-It notes
  • Folder List: list of Outlook folders
  • Shortcuts: use to add shortcuts

 

 

Keyboard Shortcuts

Keys Task Keys Task
Ctrl + S Save F9 Check spelling
Ctrl + P Print F9 Check for Mail
Ctrl + Z Undo Alt + S Save, Close, Send
Ctrl + X Cut Ctrl + R Reply
Ctrl + C Copy Alt + L Reply to All
Ctrl + V Paste Ctrl + N New Item

 

 

Messaging

Access InboxClick the mail Icon

  • Click the Mail button

 

 

 

Check for New Messages

Option 1Click the Send Receive All Folders

  • Click the Send/Receive tab
  • Click the Send/Recieve All Folders button

 

Option 2

  • Press F9

 

Message IndicatorsAttachments, not read, read, responded

  • Not been read
    • Has a blue bar to the left of the message
  • File is attached
    • Has a paperclip in the top right portion of the message
  • Message High or Low importance
    • Has an explanation point in the top right of the message

 

 

Open a Messagepreview a message

  • Double click to open it in a new window
  • Click it once for a preview to the right

 

 

 

Reply to Message Sender

In an Open Message Opened mail Reply

  1. Double-click the message to open it
  2. Click Reply button

 

 

 

In a Previewed MessagePreview Reply

  1. Click once on the Message
  2. Select one of the Reply buttons

 

 

 

 

In the initial preview Listright click Reply

  1. Right-click on the Message
  2. Click the Reply Option

 

 

 

Reply to All Message Recipients

In an Open MessageOpened mail Reply All

  1. Double-click the message to open it
  2. Click Reply All button

 

 

 

In a Previewed MessagePreview Reply

  1. Click once on the Message
  2. Select one of the Reply All buttons

 

 

 

In the initial preview ListOpened mail Reply All

  1. Right-click on the Message
  2. Click the Reply All Option

 

 

 

Forward a Message

In an Open MessageOpened mail Forward

  1. Double-click the message to open it
  2. Click Forward button

 

 

 

In a Previewed MessagePreview Forward

  1. Click once on the Message
  2. Select one of the Forward buttons

 

 

 

In the initial preview Listright click Forward

  1. Right-click on the Message
  2. Click the Forward Option

 

 

 

Delete a Message

In an Open MessageOpened mail Delete

  1. Double-click the message to open it
  2. Click Delete button

 

 

 

In a Previewed MessagePreview Delete

  1. Click once on the Message
  2. Select the Delete button

 

 

 

In the initial preview Listright click Delete

  1. Right-click on the Message
  2. Click the Delete Option

 

 

 

Create a New Message

Option 1Click New Email

  1. Click the New Email Button
  2. Fill in the To:
    • Whom your sending the email to
  3. Fill in the Cc:
    • Sends a copy to these emails
  4. Fill in the Subject:
    • What is seen when you open any Email Application
  5. Enter your text in the big box at the bottom
  6. Click the Send button

 

Option 2Ctrl + N

  1. Press Ctrl + M
  2. Fill in the To:
    • Whom your sending the email to
  3. Fill in the Cc:
    • Sends a copy to these emails
  4. Fill in the Subject:
    • What is seen when you open any Email Application
  5. Enter your text in the big box at the bottom
  6. Click the Send button

 

Attach a File

Through a Preview

Option 1Attach a File Through a preview

  1. Click the Attachments button
  2. Select the File if it is visible

 

 

 

Option 2Attach a File browse the PC

  1. Click the Attachments button
  2. Select Browse this PC
  3. Go to the location of your file
  4. Select the File
  5. Click Open

 

 

Through a Message Opened in a new Window

Option 1 Attach a File in an open mail window select an option

  1. Click the Attachments button
  2. Select the File if it is visible

 

 

 

Option 2Attach a File in an open mail Browse This PC

  1. Click the Attachments button
  2. Select Browse this PC
  3. Go to the location of your file
  4. Select the File
  5. Click Open

 

All about Attachments

Open an Attachment

Option 1Click once for a preview

  1. Click it once to Preview it
    • It shows the file
    • Can scroll down to view more
    • Displays the author at the top

 

 

Option 2Click Open to open directly in the program

  1. Click the down arrow for options
  2. Click Open
  3. It opens it in the appropriate program

 

 

 

Option 3Double click the attachment

  1. Double click the attachment
  2. It opens it in the appropriate program

 

 

 

 

Save an Attachment

Option 1Saving

  1. Right-click or press the down arrow
  2. Select Save as
    • Save the attachment clicked
  3. Or select Save all Attachments 
    • Saves all attachments in the email

 

Option 2Save as

  1. Open it
  2. Click File
  3. Click Save

 

 

 

Adjustments to Messages

Flag a Message as To-Do

Option 1Right click and select follow up

  1. Right click the message
  2. select Follow Up

 

 

 

Option 2Click the Flag icon

  • Click the Flag Icon

 

 

 

 

Categorize Message by Colour

Option 1click the categorize button

  1. Click the message
  2. Click the  Categorize button

 

 

 

Option 2right click and select categorize

  1. Right click on the Message
  2. Select Follow-up
  3. Choose an option listed

 

 

 

Recall a Messagesend receive, open the message, recall this message

  1. Open Sent Items
  2. Double click the message
  3. Click Actions button
  4. Select Recall This Message
  5. Follow the prompts
    • Delete unread copies of this message
    • Delete unread copies of this message and replace the message with a new one

 

Create a Signature

  1. Click the File tabCreate a signature
  2. Click the Options tab
    • Options also allow changes to:
    • Calendar
    • People
    • Tasks
    • Search
    • Languages
    • Advanced
    • etc.
  3. Click MailClick Mail, Click Signature
  4. Click Signatures

    • You can:
    • View Signatures
    • Change signature options
    • Update Fonts
    • Update Sizing
    • Change Stationery
    • Select Signatures for New Messages
    • Select Signatures for Replies/forwards
  5. Click NewClick New, Type a name, Click OK

    1. Type a name for it
    2. Click OK
  6. Select an Email account
  7. Specify New Messages
  8. Specify Replies/forwards
  9. Fill in the box below with Signature information

 

Create a Niagara College Signature

  • Branded Electronic Signature Instructions
  1. Open Outlook 2013.
  2. In the top left corner, click the “File” button.
  3. In the toolbar on the left, click “Options”.
  4. In Outlook Options, click “Mail”.
  5. Click the “Signatures” button.
  6. Click the “New” button.
  7. Give your signature a name, then press OK.
  8. You will now choose what type of signature that you’d like to use.
    For a coloured version. Follow the instructions in the PDF

    • Phone and email:

      Firstname Lastname, Position Title
       Niagara Logo
      Department Name
      phone 905-735-2211 x 7317
      email [email protected]

      Phone, email and website:

      Firstname Lastname, Position Title
       Niagara Logo
      Department Name
      phone 905-735-2211 x 7317
      email [email protected]
      website www.website.com

      Phone, cell, email and website:

      Firstname Lastname, Position Title
       Niagara Logo
      Department Name
      phone 905-735-2211 x 7317
      cell 905-735-2211
      email [email protected]
      website www.website.com

      Phone, fax and email:

      Firstname Lastname, Position Title
       Niagara Logo
      Department Name
      phone 905-735-2211 x 7317
      fax 905-735-2211
      email [email protected]

      Phone, cell, fax, email and website:

      Firstname Lastname, Position Title
       Niagara Logo
      Department Name
      phone 905-735-2211 x 7317
      cell 905-735-2211 x 7317
      fax 905-735-2211
      email [email protected]
      website www.website.com

      Phone, fax, email and website:

      Firstname Lastname, Position Title
       Niagara Logo
      Department Name
      phone 905-735-2211 x 7317
      fax 905-735-2211
      email [email protected]
      website www.website.com
  9. Highlight the desired signature
  10. Hit CTRL + C or Right Click – Copy.
  11. Open Outlook 2013 again. It should have the “Signatures and Stationary” window open with the blank signature that you created in step 7.
  12. Right-click inside the “Edit signature” box and choose Paste Options: Keep Source Formatting.
  13. We will now edit the template signature to add your information.
  14. Click and drag to highlight “Firstname Lastname” and then type in your name.
    You must highlight and then type – do not hit backspace or delete to remove the text that is there.
  15. Repeat this process for “Position Title”.
    Your “Position Title” may drop to a second line. Don’t worry, this won’t show up in the final version.
  16. Repeat this process for “Department Name”, “phone” and “cell” and other fields, if applicable.
  17. To change your email, click and drag to highlight the sample email address, and then click the Hyperlink button.
    1.  Change “Text to display:” to your email address.
    2. Change “Email address:” to your email address. (Do not remove “mailto:”)
    3. Once complete, click “OK” .
  18. If you are adding your website URL, click and drag to highlight www.website.com and then click the Hyperlink button.
    • If you are not adding your website URL, skip steps 19 and 20.
    1. Change “Text to display” to the website URL, without http://.
    2. Change “Address:” to the website URL, with http://.
    3. Click “OK”.
  20. You may select whether or not your signature is automatically added to new messages, and/or to replies and forwards.
  21. Click “OK” to exit the “Signatures and Stationary” window.
  22. Click “OK” to exit the “Outlook Options” window.
  23. Your signature is now available for use. To add it manually, select it from the “Signatures” dropdown menu when composing or replying to an email.

 

Frequently Asked Questions

Q. Can I add another line to the signature or change the logo?

A. No. Please do not alter the signature or change the logo. As Marketing does not have the capacity to create and support College-wide custom signature requests, we ask that you use this signature as-is.

Q. I am having trouble following these instructions. Who should I contact for help?

A. Please contact the ITS Help Desk at extension 7642.

Q. Can I change the colours?

A. Please do not alter the colours. The logo has been created to reflect Niagara College branding standards.

Q. I created my own signature. Can I use that instead?

A. We would prefer that this signature is used. A common signature will help outside email recipients easily identify the signature as originating from Niagara College.

 

Click here for the Digital Signature Instructions

 

 

Create a Business Card SignatureCreate a Contact of yourself for a business card signature

  1. Create a Contact for yourself
    1. Press Contacts in the navigation options
    2. Click New Contact button
    3. Fill in the information that is needed
    4. Preview the card on the left
  2. Click Business Card button
  3. Select the contact you madeadd a business card signature
  4. Review the Signature
  5. Assign it to either or both Options

 

 

 

 

Calendar

View CalendarCalendar overview

  • Click the Calendar button

 

 

 

Change ViewsCalendar views

  • Click the View tab and choose a view
    • Show Day (Single day)
      • Ctrl + Alt + 1
    • Show Work Week (Mon-Fri)
      • Ctrl + Alt + 2
    • Show Week (Sun-Sat)
      • Ctrl + Alt + 3
    • Show Month (Full month)
      • Ctrl + Alt + 4
    • Show Schedule View (For multiple calendars)
      • Ctrl + Alt + 5

 

Schedule an Appointment

Option 1Click New Appointment

  1. Open the Calander View
  2. Click the New Appointment button

 

 

 

Option 2right click, new appointment

  1. Open the Calander View
  2. Right-click in the open calendar
  3. Select New Appointment

 

 

Option 3

  1. Click Ctrl + N
  2. Or Click Ctrl + Shift + A

 

Option 4New items, Appointment

  1. Open the Calander View
  2. Click New Items button
  3. Click Appointment

 

 

 

Make a Reoccurring Appointment

Option 2options, re-occurrence

  1. Click New Items
  2. Select New Appointment
  3. Click Options
  4. Click Recurrence button
  5. Fill in the appropriate fields

 

Option 2

  • Press Ctrl + G in an open appointment

 

Meeting Request

Option 1Schedule a meeting

  1. Click New Meeting button
  2. Fill in the To, Subject and Location
    • Click Rooms to find a room at Niagara College
    • Click Scheduling Assistant to compare everyone’s schedules

 

 

Option 2right click New Meeting Request

  1. Open the Calander View
  2. Right-click in the open calendar
  3. Select New Meeting Request
  4. Fill in the To, Subject and Location
    • Click Rooms to find a room at Niagara College
    • Click Scheduling Assistant to compare everyone’s schedules

 

Option 3

Press Ctrl + Shift + Q

 

Schedule an All-Day Eventnew items, all day event

  1. Open the Calendar View
  2. Click New Items
  3. Select the New All Day Event
    • It automatically checks off the All day event

 

 

Reschedule an Itemdouble click and adjust

  1. Double Click the meeting, appointment or event
  2. make changes to the dates and times
  3. Click Save & Close

 

 

Contacts

View ContactsClick the contact button in Navigation

  • Click the Contacts button
  • Hover over the Contactsicon for a quick view

 

 

 

Create a ContactCreate a Contact of yourself for a business card signature

Option 1

  1. Click Contacts in the navigation options
  2. Click New Contact button
  3. Fill in the information that is needed

Option 2

  1. Press Ctrl + N in the Contacts Navigation

 

Edit a ContactDouble click the contact

  • Double-click the contact
  • Make changes as needed

 

 

 

Find a ContactSearch people

Option 1

  • Type the name in the Search People

 

Option 2

  • Press F11 

 

Delete a Contactright click, delete

Option 1

  • Select the contact and press Delete

 

Option 2

Right Click the contact

 

Change viewsContact view options

  • Select a preferred view
    • People
    • Business Card
    • Card
    • Phone
    • List

 

Tasks and To-Do Items

View TasksClick Task

  • Click the Tasks button

 

 

 

 

Create a New Tasks

Option 1Click New task

  1. Click the New Task button
  2. Fill in all the relevant information
  3. Click Save and Close

 

 

Option 2Right Click, New Task

  1. Right click in the Task list
  2. Select New Task
  3. Fill in the relevant information
  4. Click Save and Close

 

Option 3New items, Task

  1. Click New Item
  2. Select Task
  3. Fill in the relevant information
  4. Click Save and Close

 

Option 4

  • Press Ctrl + Shift + K

 

Complete a Task

Option 1Click the checkbox

  • Check the check box

 

 

 

Option 2Right click, Mark Complete

  1. Right click the Task
  2. Select Follow up
  3. Select Mark Complete 

 

 

Option 3Select the Task, Click Mark Complete

  1. Select the Desired task
  2. Click Mark Complete

 

 

 

 

Delete a Task

Option 1

  • Select the task and press Delete

 

Option 2Right click, Select Delete

  1. Right click The Task
  2. Select Delete 

 

 

Option 3Click the Delete Button

  1. Select The task
  2. Click the Delete button

 

 

Option 4

  • Press Ctrl + D

 

Create a Reoccurring Taskdouble click, reoccurrence, Options

  1. Double Click the task
  2. Select the Recurrence button
  3. Make the appropriate selections

 

 

Assign a TaskClick Assign Task

  1. Double-click the Assign Task
  2. Enter the person’s name in the To: box
  3. Fill in all of the Task Information

 

 

Click here for the brochure.