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- Navigation Pane
- Keyboard Shortcuts
- Messaging
- All about Attachments
- Adjustments to Messages
- Calendar
- Contacts
- Tasks and To-Do Items
Navigation Pane
Mail
- Contains everything mail related (folders, creating etc.)
- Shows all Linked email folders
- Shows an Online Archive
Calendar
- 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
People
- Store and manage contacts
- Lists Contact groups
Tasks
- Organize to do and keep track of tasks
- Shows To-Do List
- Shows Tasks
More
- 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 | 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 Inbox
- Click the Mail button
Check for New Messages
Option 1
- Click the Send/Receive tab
- Click the Send/Recieve All Folders button
Option 2
- Press F9
Message Indicators
- 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 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 
- Double-click the message to open it
- Click Reply button
In a Previewed Message
- Click once on the Message
- Select one of the Reply buttons
In the initial preview List
- Right-click on the Message
- Click the Reply Option
Reply to All Message Recipients
In an Open Message
- Double-click the message to open it
- Click Reply All button
In a Previewed Message
- Click once on the Message
- Select one of the Reply All buttons
In the initial preview List
- Right-click on the Message
- Click the Reply All Option
Forward a Message
In an Open Message
- Double-click the message to open it
- Click Forward button
In a Previewed Message
- Click once on the Message
- Select one of the Forward buttons
In the initial preview List
- Right-click on the Message
- Click the Forward Option
Delete a Message
In an Open Message
- Double-click the message to open it
- Click Delete button
In a Previewed Message
- Click once on the Message
- Select the Delete button
In the initial preview List
- Right-click on the Message
- Click the Delete Option
Create a New Message
Option 1
- Click the New Email Button
- Fill in the To:
- Whom your sending the email to
- Fill in the Cc:
- Sends a copy to these emails
- Fill in the Subject:
- What is seen when you open any Email Application
- Enter your text in the big box at the bottom
- Click the Send button
Option 2
- Press Ctrl + M
- Fill in the To:
- Whom your sending the email to
- Fill in the Cc:
- Sends a copy to these emails
- Fill in the Subject:
- What is seen when you open any Email Application
- Enter your text in the big box at the bottom
- Click the Send button
Attach a File
Through a Preview
Option 1
- Click the Attachments button
- Select the File if it is visible
Option 2
- Click the Attachments button
- Select Browse this PC
- Go to the location of your file
- Select the File
- Click Open
Through a Message Opened in a new Window
Option 1 
- Click the Attachments button
- Select the File if it is visible
Option 2
- Click the Attachments button
- Select Browse this PC
- Go to the location of your file
- Select the File
- Click Open
All about Attachments
Open an Attachment
Option 1
- Click it once to Preview it
- It shows the file
- Can scroll down to view more
- Displays the author at the top
Option 2
- Click the down arrow for options
- Click Open
- It opens it in the appropriate program
Option 3
- Double click the attachment
- It opens it in the appropriate program
Save an Attachment
Option 1
- Right-click or press the down arrow
- Select Save as
- Save the attachment clicked
- Or select Save all Attachments
- Saves all attachments in the email
Option 2
- Open it
- Click File
- Click Save
Adjustments to Messages
Flag a Message as To-Do
Option 1
- Right click the message
- select Follow Up
Option 2
- Click the Flag Icon
Categorize Message by Colour
Option 1
- Click the message
- Click the Categorize button
Option 2
- Right click on the Message
- Select Follow-up
- Choose an option listed
Recall a Message
- Open Sent Items
- Double click the message
- Click Actions button
- Select Recall This Message
- 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
- Click the File tab
- Click the Options tab
- Options also allow changes to:
- Calendar
- People
- Tasks
- Search
- Languages
- Advanced
- etc.
- Click Mail
- 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
- Click New
- Type a name for it
- Click OK
- Select an Email account
- Specify New Messages
- Specify Replies/forwards
- Fill in the box below with Signature information
Create a Niagara College Signature
- Branded Electronic Signature Instructions
- Open Outlook 2013.
- In the top left corner, click the “File” button.
- In the toolbar on the left, click “Options”.
- In Outlook Options, click “Mail”.
- Click the “Signatures” button.
- Click the “New” button.
- Give your signature a name, then press OK.
- 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 Department Name phone 905-735-2211 x 7317 email [email protected] Phone, email and website:
Firstname Lastname, Position Title Department Name phone 905-735-2211 x 7317 email [email protected] website www.website.com Phone, cell, email and website:
Firstname Lastname, Position Title 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 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 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 Department Name phone 905-735-2211 x 7317 fax 905-735-2211 email [email protected] website www.website.com
-
- Highlight the desired signature
- Hit CTRL + C or Right Click – Copy.
- Open Outlook 2013 again. It should have the “Signatures and Stationary” window open with the blank signature that you created in step 7.
- Right-click inside the “Edit signature” box and choose Paste Options: Keep Source Formatting.
- We will now edit the template signature to add your information.
- 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. - 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. - Repeat this process for “Department Name”, “phone” and “cell” and other fields, if applicable.
- To change your email, click and drag to highlight the sample email address, and then click the Hyperlink button.
- Change “Text to display:” to your email address.
- Change “Email address:” to your email address. (Do not remove “mailto:”)
- Once complete, click “OK” .
- 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.
-
- Change “Text to display” to the website URL, without http://.
- Change “Address:” to the website URL, with http://.
- Click “OK”.
- You may select whether or not your signature is automatically added to new messages, and/or to replies and forwards.
- Click “OK” to exit the “Signatures and Stationary” window.
- Click “OK” to exit the “Outlook Options” window.
- 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 Signature
- Create a Contact for yourself
- Press Contacts in the navigation options
- Click New Contact button
- Fill in the information that is needed
- Preview the card on the left
- Click Business Card button
- Select the contact you made
- Review the Signature
- Assign it to either or both Options
Calendar
View Calendar
- Click the Calendar button
Change 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
- Show Day (Single day)
Schedule an Appointment
Option 1
- Open the Calander View
- Click the New Appointment button
Option 2
- Open the Calander View
- Right-click in the open calendar
- Select New Appointment
Option 3
- Click Ctrl + N
- Or Click Ctrl + Shift + A
Option 4
- Open the Calander View
- Click New Items button
- Click Appointment
Make a Reoccurring Appointment
Option 2
- Click New Items
- Select New Appointment
- Click Options
- Click Recurrence button
- Fill in the appropriate fields
Option 2
- Press Ctrl + G in an open appointment
Meeting Request
Option 1
- Click New Meeting button
- 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 2
- Open the Calander View
- Right-click in the open calendar
- Select New Meeting Request
- 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 Event
- Open the Calendar View
- Click New Items
- Select the New All Day Event
- It automatically checks off the All day event
Reschedule an Item
- Double Click the meeting, appointment or event
- make changes to the dates and times
- Click Save & Close
Contacts
View Contacts
- Click the Contacts button
- Hover over the Contactsicon for a quick view
Create a Contact
Option 1
- Click Contacts in the navigation options
- Click New Contact button
- Fill in the information that is needed
Option 2
- Press Ctrl + N in the Contacts Navigation
Edit a Contact
- Double-click the contact
- Make changes as needed
Find a Contact
Option 1
- Type the name in the Search People
Option 2
- Press F11
Delete a Contact
Option 1
- Select the contact and press Delete
Option 2
Right Click the contact
Change views
- Select a preferred view
- People
- Business Card
- Card
- Phone
- List
Tasks and To-Do Items
View Tasks
- Click the Tasks button
Create a New Tasks
Option 1
- Click the New Task button
- Fill in all the relevant information
- Click Save and Close
Option 2
- Right click in the Task list
- Select New Task
- Fill in the relevant information
- Click Save and Close
Option 3
- Click New Item
- Select Task
- Fill in the relevant information
- Click Save and Close
Option 4
- Press Ctrl + Shift + K
Complete a Task
Option 1
- Check the check box
Option 2
- Right click the Task
- Select Follow up
- Select Mark Complete
Option 3
- Select the Desired task
- Click Mark Complete
Delete a Task
Option 1
- Select the task and press Delete
Option 2
- Right click The Task
- Select Delete
Option 3
- Select The task
- Click the Delete button
Option 4
- Press Ctrl + D
Create a Reoccurring Task
- Double Click the task
- Select the Recurrence button
- Make the appropriate selections
Assign a Task
- Double-click the Assign Task
- Enter the person’s name in the To: box
- Fill in all of the Task Information
Click here for the brochure.