Transcript Document

OUTLOOK: Did you know you could…?
MS
OUTLOO
K
Click on an
item to go
directly to its
screens
Manage meetings and check the
availability of other users?
Do a Mail Merge with
Outlook Contacts?
Build rules to manage your mail?
Give others permission to view
your mail/ calendar?
Customize the look of your inbox and other folders?
Sort and search any of your folders?
Use themes to send attractive email
messages?
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Managing Meetings
Click on Calendar, Actions, Plan a Meeting
Add names of employees/
contacts you want to invite
You can add a list from your
Contacts; click on the + to
expand to its membership
Set date and time
AutoPick lets you find the next time
that all attendees are available
You can view their availability
for the meeting on the calendar
grid
Click on Make Meeting; the Appointment will
appear; when you click Send, invitations will be
sent to attendees
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Mail Merge from Contacts
In the Contact folder, use Tools, Mail Merge
Use this window to set all your
options for the mail merge.
You can also create a custom view
to filter and select contacts who
match certain criteria; find under
Contacts, View, Current View
Choose Document Type and Merge to
Back to Outlook Tips
Build Rules to Manage Mail
Tools, Rule Wizard
To add a new rule, click New…
Choose the rule type and Next…
Choose the conditions you want to check
Click on specific words, and enter a
search list, click ok & next
Choose what you want to do with it
Add any exceptions
Give the rule a name.
Decide whether you want to run this rule
for past messages and if you want to turn
on the rule, and click finish
The rule can be turned on and off as needed
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Give Others Permissions
Tools, Options, Delegates
To assign permissions to a new
person, click on Add…
Choose the person to whom
you will give permission
You need to decide exactly what
you will allow this person to do
with each of these Outlook items
It’s probably a good idea to check
“Automatically send a message…”
to alert the person as to their status
You can update these at any time
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Customize your Inbox View
Go to View, Current View, Customize Current View
To add Fields to the view, click on Fields…
Decide which fields you
wish to add to your view,
highlight and click Add
Notice that the size field
has been added
You can use Customize Current View
to add sorting, filtering, grouping,
formatting, etc
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Sort and Search your Folders
Click on any of the headers to sort in
ascending or descending order
To find an email,
click on Find
You can choose to search all
text in the message
Back to Outlook Tips
Use Themes to Send Email
First, you have to use Word as your email
editor; click on Tools, Options, Mail Format
Create a new email message. Click Tools,
Options, General Tab, Email Options
(Notice all the Word features/ buttons that
are now available)
Personal Stationery tab, click on Theme
Choose a Theme from the left hand column,
a sample will appear to the right
The current message will not change; close
it and your subsequent emails will show the
new theme
If you do not want to constantly use themes,
ignore all these steps except the first;
To add a theme to just one email, in the
email message, choose Format, Theme
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TIPS & SECRETS
Make a commitment
to improve your
desktop skills
Look for more tips and help at:
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