MOS2016StudyGuideforMicrosoftOutlook

JoanE.Lambert

MicrosoftOfficeSpecialistExam77-731

MOS2016StudyGuideforMicrosoftOutlook

PublishedwiththeauthorizationofMicrosoftCorporationby:PearsonEducation,Inc.

Copyright©2017byPearsonEducation,Inc.

Allrightsreserved.PrintedintheUnitedStatesofAmerica.Thispublicationisprotectedbycopyright,andpermissionmustbeobtainedfromthepublisherpriortoanyprohibitedreproduction,storageinaretrievalsystem,ortransmissioninanyformorbyanymeans,electronic,mechanical,photocopying,recording,orlikewise.Forinformationregardingpermissions,requestforms,andtheappropriatecontactswithinthePearsonEducationGlobalRights&PermissionsDepartment,pleasevisithttp://www.pearsoned.com/permissions.Nopatentliabilityisassumedwithrespecttotheuseoftheinformationcontainedherein.Althougheveryprecautionhasbeentakeninthepreparationofthisbook,thepublisherandauthorassumenoresponsibilityforerrorsoromissions.Norisanyliabilityassumedfordamagesresultingfromtheuseoftheinformationcontainedherein.

ISBN-13:978-0-7356-9938-0ISBN-10:0-7356-9938-0

LibraryofCongressControlNumber:2016953082

FirstPrintingNovember2016

Microsoftandthetrademarkslistedathttp://www.microsoft.comonthe“Trademarks”webpagearetrademarksoftheMicrosoftgroupofcompanies.Allothermarksarepropertyoftheirrespectiveowners.

Everyefforthasbeenmadetomakethisbookascompleteandasaccurateaspossible,butnowarrantyorfitnessisimplied.Theinformationprovidedisonan“asis”basis.Theauthor,thepublisher,andMicrosoftCorporationshallhaveneitherliabilitynorresponsibilitytoanypersonorentitywithrespecttoanylossordamagesarisingfromtheinformationcontainedinthisbookorfromtheuseofthepracticefilesaccompanyingit.

Forinformationaboutbuyingthistitleinbulkquantities,orforspecialsalesopportunities(whichmayincludeelectronicversions;customcoverdesigns;andcontentparticulartoyourbusiness,traininggoals,marketingfocus,orbrandinginterests),pleasecontactourcorporatesalesdepartmentat

corpsales@pearsoned.comor(800)382-3419.

Forgovernmentsalesinquiries,pleasecontactgovernmentsales@pearsoned.com.

ForquestionsaboutsalesoutsidetheU.S.,pleasecontactintlcs@pearson.com.

Editor-in-ChiefGregWiegand

SeniorAcquisitionsEditorLauraNormanSeniorProductionEditorTraceyCroomEditorialProductionOnlineTrainingSolutions,Inc.(OTSI)SeriesProjectEditorKathyKrause(OTSI)CopyEditor/ProofreaderJaimeOdell(OTSI)IndexerSusieCarr(OTSI)

EditorialAssistantCindyJ.TeetersInteriorDesigner/CompositorJoanLambert(OTSI)CoverDesignerTwistCreative•Seattle

Contents

Introduction

TakingaMicrosoftOfficeSpecialistexam

Exam77-731Outlook2016:CoreCommunication,CollaborationandEmailSkillsPrerequisites

1ManagetheOutlookenvironmentforproductivityObjective1.1:Customizesettings

ManagemultipleaccountsCustomizetheappearanceoftheprogramwindowConfigureprogramoptionsObjective1.1practicetasks

Objective1.2:PrintandsaveinformationViewandsavemessagesandattachmentsPrintOutlookitemsObjective1.2practicetasks

Objective1.3:PerformsearchoperationsinOutlookSearchforitemsUseSearchFoldersObjective1.3practicetasks

2ManagemessagesObjective2.1:Configuremailsettings

SetdefaultfontsforoutgoingmessagesCreateandassignautomaticsignaturesAutomaticallyprocessandreplytomessagesPopulatemessagesbyusingQuickPartsManagejunkemailObjective2.1practicetasks

Objective2.2:Createmessages

CreateandsendmessagesConfiguremessageoptionsRespondtomessagesObjective2.2practicetasks

Objective2.3:FormatmessagesFormattextApplythemesApplystylesCreatehyperlinksInsertimagesInsertsignaturesObjective2.3practicetasks

Objective2.4:OrganizeandmanagemessagesArrangemessagesbyspecificattributesCategorizemessagesFlagmessagesforfollow-upManageconversationsOrganizemessagesinfoldersCreateandmanageQuickStepsConfigurebasicAutoArchivesettingsDelegateaccessObjective2.4practicetasks

3ManageschedulesObjective3.1:Createandmanagecalendars

ConfigurecalendarsettingsWorkwithmultiplecalendarsSharecalendarinformationObjective3.1practicetasks

Objective3.2:Createappointments,meetings,andeventsCreateappointmentsandeventsCreatemeetings

ManagecalendaritemsObjective3.2practicetasks

Objective3.3:Organizeandmanageappointments,meetings,andeventsConfiguresettingsforcalendaritemsManagemeetingoptionsObjective3.3practicetasks

Objective3.4:CreateandmanagenotesandtasksCreatetasksManagetasksCreateandmanagenotesObjective3.4practicetasks

4ManagecontactsandgroupsObjective4.1:Createandmanagecontacts

CreateandmodifycontactrecordsStorecontactrecordsSharecontactrecordsandaddressbooksObjective4.1practicetasks

Objective4.2:CreateandmanagecontactgroupsObjective4.2practicetasks

IndexAbouttheauthor

Whatdoyouthinkofthisbook?Wewanttohearfromyou!Microsoftisinterestedinhearingyourfeedbacksowecanimproveourbooksandlearningresourcesforyou.Toparticipateinabriefsurvey,pleasevisit:https://aka.ms/tellpress

Introduction

TheMicrosoftOfficeSpecialist(MOS)certificationprogramhasbeendesignedtovalidateyourknowledgeofandabilitytouseprogramsintheMicrosoftOffice2016suiteofprograms.ThisbookhasbeendesignedtoguideyouinstudyingthetypesoftasksyouarelikelytoberequiredtodemonstrateinExam77-731,“Outlook2016:CoreCommunication,CollaborationandEmailSkills.”

WhothisbookisforMOS2016StudyGuideforMicrosoftOutlookisdesignedforexperiencedcomputerusersseekingMicrosoftOfficeSpecialistcertificationinOutlook2016.MOSexamsforindividualprogramsarepracticalratherthantheoretical.Youmustdemonstratethatyoucancompletecertaintasksorprojectsratherthansimplyanswerquestionsaboutprogramfeatures.ThesuccessfulMOScertificationcandidatewillhaveatleastsixmonthsofexperienceusingallaspectsoftheprogramonaregularbasis;forexample,usingOutlookatworkorschooltocreateandsendmessages,formatmessagecontent,organizeandmanagemessages,scheduleappointmentsandevents,managemeetings,storeinformationinnotes,tracktasks,storecontactinformation,locateinformation,andprintandsaveinformation.YoushouldalsoknowhowtocustomizeOutlooksettingsandautomatetaskswithinOutlook.Asacertificationcandidate,youprobablyhavealotofexperiencewiththeprogramyouwanttobecomecertifiedin.Manyoftheproceduresdescribedinthisbookwillbefamiliartoyou;othersmightnotbe.Readthrougheachstudysectionandensurethatyouarefamiliarwiththeprocedures,concepts,andtoolsdiscussed.Insomecases,imagesdepictthetoolsyouwillusetoperformproceduresrelatedtotheskillset.Studytheimagesandensurethatyouarefamiliarwiththeoptionsavailableforeachtool.

SeeAlsoTheinformationinthisbookisfocusedspecificallyonskillsrequiredforMicrosoftOfficeSpecialistcertification.FormoreexpansiveinformationaboutOutlook2016,readMicrosoftOutlook2016StepbyStepbyJoanLambert(MicrosoftPress,2016).This592-pagebookprovidesin-depthinformationaboutallaspectsoftheOutlookprogramandusefultipsfor

increasingefficiency.

HowthisbookisorganizedTheexamcoverageisdividedintochaptersrepresentingbroadskillsetsthatcorrelatetothefunctionalgroupscoveredbytheexam.Eachchapterisdividedintosectionsaddressinggroupsofrelatedskillsthatcorrelatetotheexamobjectives.Eachsectionincludesreviewinformation,genericprocedures,andpracticetasksyoucancompleteonyourownwhilestudying.Whennecessary,practicefilesyoucanusetoworkthroughthepracticetasksareprovided.BecauseOutlookitemssuchasmessagesandcontactrecordsarespecifictotheemailaccount,youcreatethoseasyouworkthroughthepracticetasks.Youcanpracticethegenericproceduresinthisbookbyusingthesuppliedpracticefilesorbyusingyourownfiles.

DownloadthepracticefilesTocopythebook’spracticefilestoyourcomputer,downloadthecompressed(zipped)folderfromthefollowingpage,andextractthefilesfromittoafolder(suchasyourDocumentsfolder)onyourcomputer:

https://aka.ms/MOSOutlook2016/downloads

ImportantTheOutlook2016programisnotavailablefromthiswebsite.Youshouldpurchaseandinstallthatprogrambeforeusingthisbook.

Thefollowingtableliststhepracticefilesprovidedforthisbook.

AdaptprocedurestepsThisbookcontainsmanyimagesofuserinterfaceelementsthatyou’llworkwithwhileperformingtasksinOutlookonaWindowscomputer.Dependingonyourscreenresolutionorprogramwindowwidth,theOutlookprogramoritemwindowribbononyourscreenmightlookdifferentfromthatshowninthisbook.(IfyouturnonTouchmode,theribbondisplayssignificantlyfewercommandsthaninMousemode.)Asaresult,proceduralinstructionsthatinvolvetheribbonmightrequirealittleadaptation.Simpleproceduralinstructionsusethisformat:OntheInserttab,intheIllustrationsgroup,clickPictures.

Ifthecommandisinalist,ourinstructionsusethisformat:OntheHometab,intheTagsgroup,clicktheFollowUparrow,andthenclickToday.

Ifdifferencesbetweenyourdisplaysettingsandourscauseabuttontoappeardifferentlyonyourscreenthanitdoesinthisbook,youcaneasilyadaptthestepstolocatethecommand.Firstclickthespecifiedtab,andthenlocatethespecifiedgroup.Ifagrouphasbeencollapsedintoagrouplistorunderagroupbutton,clickthelistorbuttontodisplaythegroup’scommands.Ifyoucan’timmediatelyidentifythebuttonyouwant,pointtolikelycandidatestodisplaytheirnamesinScreenTips.Theinstructionsinthisbookassumethatyou’reinteractingwithon-screenelementsonyourcomputerbyclicking(withamouse,touchpad,orotherhardwaredevice).Ifyou’reusingadifferentmethod—forexample,ifyourcomputerhasatouchscreeninterfaceandyou’retapping

example,ifyourcomputerhasatouchscreeninterfaceandyou’retappingthescreen(withyourfingerorastylus)—substitutetheapplicabletappingactionwhenyouinteractwithauserinterfaceelement.Instructionsinthisbookrefertouserinterfaceelementsthatyouclickortaponthescreenasbuttons,andtophysicalbuttonsthatyoupressonakeyboardaskeys,toconformtothestandardterminologyusedindocumentationfortheseproducts.

EbookeditionIfyou’rereadingtheebookeditionofthisbook,youcandothefollowing:

SearchthefulltextPrintCopyandpaste

YoucanpurchaseanddownloadtheebookeditionfromtheMicrosoftPressStoreat:

https://aka.ms/MOSOutlook2016/detail

Errata,updates,&booksupportWe’vemadeeveryefforttoensuretheaccuracyofthisbookanditscompanioncontent.Ifyoudiscoveranerror,pleasesubmitittousthroughthelinkat:

https://aka.ms/MOSOutlook2016/errataIfyouneedtocontacttheMicrosoftPressBookSupportteam,pleasesendanemailmessageto:

mspinput@microsoft.comForhelpwithMicrosoftsoftwareandhardware,goto:

https://support.microsoft.com

WewanttohearfromyouAtMicrosoftPress,yoursatisfactionisourtoppriority,andyourfeedbackourmostvaluableasset.Pleasetelluswhatyouthinkofthisbookbycompletingthesurveyat:

https://aka.ms/tellpressThesurveyisshort,andwereadeveryoneofyourcommentsandideas.Thanksinadvanceforyourinput!

StayintouchLet’skeeptheconversationgoing!We’reonTwitterat:

https://twitter.com/MicrosoftPress

TakingaMicrosoftOfficeSpecialistexam

Desktopcomputingproficiencyisincreasinglyimportantintoday’sbusinessworld.Whenscreening,hiring,andtrainingemployees,employerscanfeelreassuredbyrelyingontheobjectivityandconsistencyoftechnologycertificationtoensurethecompetenceoftheirworkforce.Asanemployeeorjobseeker,youcanusetechnologycertificationtoprovethatyoualreadyhavetheskillsyouneedtosucceed,savingcurrentandfutureemployersthetimeandexpenseoftrainingyou.

MicrosoftOfficeSpecialistcertificationMicrosoftOfficeSpecialistcertificationisdesignedtoassiststudentsandinformationworkersinvalidatingtheirskillswithOfficeprograms.Thefollowingcertificationpathsareavailable:

AMicrosoftOfficeSpecialist(MOS)isanindividualwhohasdemonstratedproficiencybypassingacertificationexaminoneormoreOfficeprograms,includingMicrosoftWord,Excel,PowerPoint,Outlook,orAccess.AMicrosoftOfficeSpecialistExpert(MOSExpert)isanindividualwhohastakenhisorherknowledgeofOfficetothenextlevelandhasdemonstratedbypassingCoreandExpertcertificationexamsthatheorshehasmasteredthemoreadvancedfeaturesofWordorExcel.AMicrosoftOfficeSpecialistMaster(MOSMaster)isanindividualwhohasdemonstratedabroaderknowledgeofOfficeskillsbypassingtheWordCoreandExpertexams,theExcelCoreandExpertexams,thePowerPointexam,andtheAccessorOutlookexam.

SelectingacertificationpathWhendecidingwhichcertificationsyouwouldliketopursue,assessthefollowing:

Theprogramandprogramversion(s)withwhichyouarefamiliarThelengthoftimeyouhaveusedtheprogramandhowfrequentlyyouuseitWhetheryouhavehadformalorinformaltrainingintheuseofthatprogram

WhetheryouusemostoralloftheavailableprogramfeaturesWhetheryouareconsideredago-toresourcebybusinessassociates,friends,andfamilymemberswhohavedifficultywiththeprogram

CandidatesforMOScertificationareexpectedtosuccessfullycompleteawiderangeofstandardbusinesstasks.SuccessfulcandidatesgenerallyhavesixormoremonthsofexperiencewiththespecificOfficeprogram,includingeitherformal,instructor-ledtrainingorself-studyusingMOS-approvedbooks,guides,orinteractivecomputer-basedmaterials.CandidatesforMOSExpertandMOSMastercertificationareexpectedtosuccessfullycompletemorecomplextasksthatinvolveusingtheadvancedfunctionalityoftheprogram.Successfulcandidatesgenerallyhaveatleastsixmonths,andmighthaveseveralyears,ofexperiencewiththeprograms,includingformal,instructor-ledtrainingorself-studyusingMOS-approvedmaterials.

Test-takingtipsEveryMOScertificationexamisdevelopedfromasetofexamskillstandards(referredtoastheobjectivedomain)thatarederivedfromstudiesofhowtheOfficeprogramsareusedintheworkplace.Becausetheseskillstandardsdictatethescopeofeachexam,theyprovidecriticalinformationabouthowtoprepareforcertification.Thisbookfollowsthestructureofthepublishedexamobjectives.

SeeAlsoFormoreinformationaboutthebookstructure,see“Howthisbookisorganized”intheIntroduction.

TheMOScertificationexamsareperformancebasedandrequireyoutocompletebusiness-relatedtasksintheprogramforwhichyouareseekingcertification.Forexample,youmightbepresentedwithadocumentandtoldtoinsertandformatadditionaldocumentelements.Yourscoreontheexamreflectshowmanyoftherequestedtasksyoucompletewithintheallottedtime.Hereissomehelpfulinformationabouttakingtheexam:

Keeptrackofthetime.Yourexamtimedoesnotofficiallybeginuntilafteryoufinishreadingtheinstructionsprovidedatthebeginningoftheexam.Duringtheexam,theamountoftimeremainingisshownintheexaminstructionwindow.Youcan’tpausetheexamafteryoustartit.

Paceyourself.Atthebeginningoftheexam,youwillreceiveinformationaboutthetasksthatareincludedintheexam.Duringtheexam,thenumberofcompletedandremainingtasksisshownintheexaminstructionwindow.Readtheexaminstructionscarefullybeforebeginning.Followalltheinstructionsprovidedcompletelyandaccurately.Ifyouhavedifficultyperformingatask,youcanrestartitwithoutaffectingtheresultofanycompletedtasks,oryoucanskipthetaskandcomebacktoitafteryoufinishtheothertasksontheexam.Enterrequestedinformationasitappearsintheinstructions,butwithoutduplicatingtheformattingunlessyouarespecificallyinstructedtodoso.Forexample,thetextandvaluesyouareaskedtoentermightappearintheinstructionsinboldandunderlinedtext,butyoushouldentertheinformationwithoutapplyingtheseformats.Closealldialogboxesbeforeproceedingtothenextexamitemunlessyouarespecificallyinstructednottodoso.Don’tclosetaskpanesbeforeproceedingtothenextexamitemunlessyouarespecificallyinstructedtodoso.Ifyouareaskedtoprintadocument,worksheet,chart,report,orslide,performthetask,butbeawarethatnothingwillactuallybeprinted.Don’tworryaboutextrakeystrokesormouseclicks.Yourworkisscoredbasedonitsresult,notonthemethodyouusetoachievethatresult(unlessaspecificmethodisindicatedintheinstructions).Ifacomputerproblemoccursduringtheexam(forexample,iftheexamdoesnotrespondorthemousenolongerfunctions)orifapoweroutageoccurs,contactatestingcenteradministratorimmediately.Theadministratorwillrestartthecomputerandreturntheexamtothepointwheretheinterruptionoccurred,withyourscoreintact.

ExamStrategyThisbookincludesspecialtipsforeffectivelystudyingfortheMicrosoftOfficeSpecialistexamsinExamStrategyparagraphssuchasthisone.

CertificationbenefitsAttheconclusionoftheexam,youwillreceiveascorereport,indicatingwhetheryoupassedtheexam.Ifyourscoremeetsorexceedsthepassingstandard(theminimumrequiredscore),youwillbecontactedbyemailbythe

standard(theminimumrequiredscore),youwillbecontactedbyemailbytheMicrosoftCertificationProgramteam.TheemailmessageyoureceivewillincludeyourMicrosoftCertificationIDandlinkstoonlineresources,includingtheMicrosoftCertifiedProfessionalsite.Onthissite,youcandownloadororderaprintedcertificate,createavirtualbusinesscard,orderanIDcard,reviewandshareyourcertificationtranscript,accesstheLogoBuilder,andaccessotherusefulandinterestingresources,includingspecialoffersfromMicrosoftandaffiliatedcompanies.Dependingonthelevelofcertificationyouachieve,youwillqualifytodisplayoneofthreelogosonyourbusinesscardandotherpersonalpromotionalmaterials.Theselogosattesttothefactthatyouareproficientintheapplicationsorcross-applicationskillsnecessarytoachievethecertification.UsingtheLogoBuilder,youcancreateapersonalizedcertificationlogothatincludestheMOSlogoandthespecificprogramsinwhichyouhaveachievedcertification.IfyouachieveMOScertificationinmultipleprograms,youcanincludemultiplecertificationsinonelogo.

FormoreinformationTolearnmoreabouttheMicrosoftOfficeSpecialistexamsandrelatedcourseware,visit:

http://www.certiport.com/mos

Exam77-731.Outlook2016:CoreCommunication,CollaborationandEmailSkills

MicrosoftOfficeSpecialist

ThisbookcoverstheskillsyouneedtohaveforcertificationasaMicrosoftOfficeSpecialistinOutlook2016.Specifically,youneedtobeabletocompletetasksthatdemonstratethefollowingskillsets:

1ManagetheOutlookenvironmentforproductivity2Managemessages3Manageschedules4Managecontactsandgroups

Withtheseskills,youcanefficientlymanagecommunicationswithcolleaguesandperformtheschedulingandtrackingtasksthatareimportanttoworkingefficientlyinabusinessenvironment.

PrerequisitesThisbookassumesthatyouhavebeenworkingwithOutlook2016foratleastsixmonthsandthatyouknowhowtoperformfundamentaltasksthatarenotspecificallymentionedintheobjectivesforthisMicrosoftOfficeSpecialistexam.Beforeyoubeginstudyingforthisexam,youmightwanttomakesureyouarefamiliarwiththeinformationinthissection.

Workinindividualmodules

MailmoduleEachtimeyoustartOutlookandconnecttoyouremailserver,anynewmessagesreceivedsincethelasttimeyouconnectedappearinyourInbox.Dependingonyoursettings,Outlookdownloadseithertheentiremessagetoyourcomputeroronlythemessageheader.Theheaders,whicharelistedinthecontentpanetotherightoftheFolderPane,providebasicinformationaboutthemessage,suchas:

Theitemtype(suchasmessage,meetingrequest,ortaskassignment).

Thesender,recipient,andsubject.Themostrecentresponsetype.Ifithasattachments.Ifithasbeendigitallysignedorencrypted.Ifithasbeenmarkedasbeingofhighorlowimportance.

Messagesyouhaven’tyetreadareindicatedbyverticalbluelinesandboldheaders.Youcandisplaythetextofamessageintheseways:

Youcanopenamessageinitsownwindowbydouble-clickingitsheaderinthemessagelist.YoucanreadamessagewithoutopeningitbyclickingitsheaderinthemessagelisttodisplaythemessageintheReadingPane.

CalendarmoduleWhenyoudisplaytheCalendarmodule,theFolderPanechangestodisplaytheDateNavigatorandalistofthelocal,MicrosoftExchangeServer,MicrosoftSharePoint,andInternetcalendarsthatOutlookisconfiguredtoconnectto.

PeoplemoduleInthePeoplemodule,theFolderPanedisplaysalistoftheavailableaddressbooks.OnthecontactindextotherightofthecontentpaneinthePeoplemodule,youcanclickalphabeticbuttonstoquicklyjumptocontactrecordsfiledbyaspecificletter.

TasksandNotesmodulesIntheTasksmodule,theFolderPanedisplaystheavailabletaskfoldersandtaskfolderviews.IntheNotesmodule,itdisplaystheavailablenotefolders.

TipYoucandisplaytheMail,Calendar,People,Tasks,andNotesmodulesfromtheNavigationBaratthebottomoftheFolderPane.

SwitchviewsYoucanusecommandsontheViewtaboftheribbontodisplaydifferentviewsofmodulecontent.Ifnoneofthestandardviewsmeetsyourneeds,youcanclicktheViewSettingsbuttonintheCurrentViewgroupontheViewtabtodefineacustomviewoftheinformationinthecurrentmodule.

CreateOutlookitemsYoucancreateanytypeofOutlookitemfromanymodule.Youcanalsocreatefolderstocontainitemssuchasmailmessages,calendarinformation,orcontactrecords.Youmustspecifythetypeofitemsthefolderwillcontainwhenyoucreateit.

TocreateanitemspecifictothecurrentmoduleOntheHometab,intheNewgroup,clicktheNewItembutton.PressCtrl+N.

TipTheNewbuttonalwayscreatesthedefaultitemforthecurrentmodule.Forexample,intheMailmodule,theNewbuttonandkeyboardshortcutcreateanewmessage.

TocreateanyitemfromanymoduleOntheHometab,intheNewgroup,clicktheNewItemsbutton,andthenclickthetypeofitemyouwanttocreate.PressCtrl+Shift+Mtocreateamessage.PressCtrl+Shift+Atocreateanappointment.PressCtrl+Shift+Qtocreateameeting.PressCtrl+Shift+Ctocreateacontact.PressCtrl+Shift+Ltocreateacontactgroup.PressCtrl+Shift+Ktocreateatask.PressCtrl+Shift+Ntocreateanote.

Tocreateafolder1.DoeitherofthefollowingtoopentheCreateNewFolderdialogbox:•OntheFoldertab,intheNewgroup,clickNewFolder.•PressCtrl+Shift+E.

2.IntheNamebox,enteranameforthefolder.3.IntheFoldercontainslist,dooneofthefollowing:•Tocreateacalendar,clickCalendarItems.•Tocreateanaddressbook,clickContactItems.

•Tocreateanemailfolder,clickMailandPostItems.•Tocreateanotefolder,clickNoteItems.•Tocreateatasklist,clickTaskItems.

4.IntheSelectwheretoplacethefolderlist,clickthelocationinwhichyouwanttocreatethefolder.

5.IntheCreateNewFolderdialogbox,clickOK.

AddressmessagesToaddressanemailmessage,entertheintendedrecipient’semailaddressintotheTobox.Ifyouwanttosendamessagetomorethanoneperson,separatetheaddresseswithsemicolons.Ifamessagerecipient’saddressisinyouraddressbook,youcanentertheperson’sname,andOutlookwilllookforthecorrespondingemailaddress.(YoucaneitherwaitforOutlooktovalidatethenameorpressCtrl+Ktoimmediatelyvalidatethenamesandaddressesyouenter.)AsyouentercharactersintheTo,Cc,orBccbox,Outlookmightdisplaymatchingaddressesinalistbelowthebox.SelectanameoremailaddressfromthelistandthenpressTaborEntertoinserttheentirenameoraddressinthebox.IfyouremailaccountispartofanExchangeServernetwork,youcansendmessagestoanotherpersononthesamenetworkbyenteringonlyhisorheremailalias(forexample,ifthefullemailaddressisjoan@wingtiptoys.com,youneedenteronlyjoan)—theatsymbol(@)anddomainnamearen’trequired.Bydefault,OutlooksearchesyourGlobalAddressListandmainaddressbook,butyoucaninstructtheprogramtoalsosearchotheraddressbooks.Ifnoaddressbookcontainsanentryforthenameyouentered,whenyousendthemessage,Outlookpromptsyoutoselectanaddressbookentryorcreateanewcontact.

TohaveOutlooksearchadditionaladdressbooks1.OntheHometab,intheFindgroup,clickAddressBook.2.IntheAddressBookwindow,ontheToolsmenu,clickOptions.3.IntheAddressingdialogbox,clickCustom,andthenclickAdd.4.IntheAddAddressListdialogbox,clicktheaddresslistyouwanttoadd,clickAdd,andthenclickClose.

5.IntheAddressingdialogbox,clickOK,andthenclosetheAddress

Bookwindow.

AccessprogramcommandsandoptionsYoudisplaytheBackstageviewbyclickingtheFiletabontheribbon.CommandsforworkingwithemailaccountsandOutlookitems(ratherthanitemcontent)areavailablefromtheBackstageview.YoudisplaytheBackstageviewbyclickingtheFiletabontheribbonintheOutlookprogramwindoworanyOutlookitem.WhenyoudisplaytheBackstageviewfromtheOutlookprogramwindow,thecommandsrelatetothecurrentaccount,currentmodule,andselecteditem.Theavailablecommandsvarybasedonthetypeofaccountselectedintheaccountlistatthetopofthepage.

TheBackstageviewdisplaysoptionsforthecurrentemailaccount

ThelinksintheleftpaneoftheBackstageviewprovideaccesstopagesofcommandsforworkingwiththecurrentemailaccount,commandsforworkingwiththeactiveOutlookitem,orcommandsforworkingwithOutlook.TodisplaytheInfo,Open&Export,SaveAs,Print,OfficeAccount,Feedback,orSupportpage,clickthepagenameintheleftpane.YoumanagemanyaspectsofOutlookfunctionalityfromtheOutlookOptionsdialogbox,whichyouopenbyclickingOptionsintheleftpaneoftheBackstageview.

view.

TheOutlookOptionsdialogbox

TheOutlookOptionsdialogboxhas12separatepagesofcommands(13forMicrosoftExchangeServeraccounts),organizedbyfunction.TodisplaytheGeneral,Mail,Calendar,Groups,People,Tasks,Search,Language,Advanced,CustomizeRibbon,QuickAccessToolbar,Add-ins,orTrustCenterpageoftheOutlookOptionsdialogbox,clickthepagenameintheleftpane.TosavechangesthatyoumakeintheOutlookOptionsdialogbox,clickOKinthelower-rightcorner.Todiscardchanges,clickCancel.

Objectivegroup1.ManagetheOutlookenvironmentforproductivity

TheskillstestedinthissectionoftheMicrosoftOfficeSpecialistexamforMicrosoftOutlook2016relatetomanagingtheOutlookenvironment.Specifically,thefollowingobjectivesareassociatedwiththissetofskills:1.1Customizesettings1.2Printandsaveinformation1.3PerformsearchoperationsinOutlook

ThegoaloftheOffice2016workingenvironmentistomakeworkingwithcontent,includingthatofMicrosoftWorddocuments,Excelworkbooks,PowerPointpresentations,Outlookemailmessages,andAccessdatabasetables,asintuitiveaspossible.Tothatend,eachprogramintheOfficesystem,includingOutlook,hasasimilaruserinterface.UnlikeotherOfficeprograms,Outlookdoesn’tfunctionforasinglepurposeorcreateasinglecategoryoffiles.Youuseittocreate,organize,andtrackseveraltypesofinformationthatarecriticaltokeepingyourdailylifefunctioningsmoothly.Tominimizetheworkofdealingwithsuchdiverseitemsofinformationasemailmessages,contactrecords,appointments,tasks,andnotes,Outlookprovidesamoduleforeachtypeandpresentseachmoduleinasimilarinterface,makingitpossibleforyoutoworkwithdifferentitemsinconsistentways.ThischapterguidesyouinstudyingwaysofcustomizingyourOutlookinstallationandsettingstofitthewayyouwork,andperformingoperationssuchasprinting,saving,andsearchingthatarecommonacrossallOutlookmodules.

Nopracticefilesarerequiredtocompletethepracticetasksinthischapter.Formoreinformation,see“Downloadthepracticefiles”inthisbook’sintroduction.

Objective1.1:Customizesettings

ManagemultipleaccountsYoucanaddoneormoreemailaccountsofanysupportedtypetoyourOutlook

YoucanaddoneormoreemailaccountsofanysupportedtypetoyourOutlookprofile,eitherduringtheinitialsetupprocedureoratanytimethereafter.AfteryouconfigureOutlooktoconnecttoanemailaccount,youcaneasilymanagetheinformationstoredwiththataccountbyusingtheOutlookfeaturesspecificallydesignedforeachtypeofinformation.ConfiguringOutlookcreatesanOutlookdatafileforeachemailaccountandanOutlookprofile,whichstoresinformationaboutyouandyouremailaccounts.YoucanworkwithyourprofilefromwithinOutlookorfromtheMailcontrolpanelinWindows.Yourprofileincludesinformationaboutyouremailaccountsuchastheusername,displayname,servername,password,andthelocaldatastoragelocation.Youcanconnecttomorethanoneemailaccountperprofile,toseamlesslymanageallyouremailcommunicationsthroughOutlook.

ExamStrategyExam77-731,“Outlook2016:CoreCommunication,CollaborationandEmailSkills,”doesnotrequireyoutodemonstratetheabilitytoworkwithOutlookprofiles.

IfyouconfigureOutlooktoconnecttomultipleemailaccounts,orifyouhavebeendelegatedcontrolofanotheraccount,youneedtoensurethatOutlooksendsoutgoingmessagesfromthecorrectaccount.Bydefault,Outlookassumesthatyouintendtosendamessagefromtheaccountyou’recurrentlyworkingin.IfyoubegincomposingamessagewhileviewingtheInboxofyourworkaccount,forexample,Outlookselectstheworkaccountasthemessage-sendingaccount.Ifyoureplytoamessagereceivedbyyourpersonalaccount,Outlookselectsthepersonalaccountasthemessage-sendingaccount.Youcanchangethesendingaccountfromwithinthemessagecompositionwindow.

SeeAlsoForinformationaboutdelegatingaccountaccess,see“Delegateaccess”in“Objective2.4:Organizeandmanagemessages.”

OutlookdisplaystheaccountfoldersforeachmailboxintheFolderPane.Youmanagesettingsforeachaccountseparately,butOutlooktracksflaggeditemsandcalendaritemsforallaccounts(otherthansecondaryMicrosoftExchangeaccounts)inyourprimaryTaskListandCalendar.

ExamStrategy

YoucanconnectOutlooktoemailaccountsthatsupportautomaticconnectionandtoemailaccountsthatrequireyoutomanuallyenterserverinformation.Exam77-731,“Outlook2016:CoreCommunication,CollaborationandEmailSkills,”mayrequireyoutodemonstratetheabilitytoaddanemailaccounttoanexistingOutlookconfiguration.YouwillnotberequiredtodemonstratetheprocessofsettingupOutlookfromacleaninstallation.

TostarttheemailaccountconnectionprocessfromwithinOutlookOntheInfopageoftheBackstageview,clicktheAddAccountbuttontodisplaytheAutoAccountSetuppageoftheAddAccountwizard.

Toconnecttoanemailaccountthatsupportsautomaticconnections1.DisplaytheAutoAccountSetuppageoftheAddAccountwizard.2.Enteryourname,emailaddress,andemailaccountpasswordinthetextboxesprovided.ThenclickNexttosearchyouravailablenetworksandtheInternetforthespecifieddomain.

TipThepasswordcharactersyouenterarehidden,sotakecarethattheCapsLockkeyisnotinadvertentlyactivewhenyouenterthepassword.

Ifthewizardlocatesanaccountmatchingthespecifiedemailaddress,itattemptstologonbyusingthepasswordyouprovided.Iftheconnectionisn’timmediatelysuccessful,Outlookdisplaysadialogboxandpromptsyoufortheusernameandpassword.Iftheconnectionissuccessful,aconfirmationappears,alongwithadditionalaccountconfigurationoptions.

TipOutlookmaypromptyoutoreentertheusernameandpasswordevenifyouentereditcorrectlythefirsttime.

Youcanbeginusingtheaccountnow,orconnecttoadditionalaccounts

3.Doeitherofthefollowing:•ClickFinishtostartusingtheaccount.•ClickAddanotheraccounttorestartthewizard.

Toconnectmanuallytoanemailaccount1.DisplaytheAutoAccountSetuppageoftheAddAccountwizard,selectManualsetuporadditionalservertypes,andthenclickNext.

Connectionprocessesvarybyaccounttype

2.OntheChooseYourAccountTypepage,doeitherofthefollowing:•SelectOffice365,enteryourOffice365accountemailaddress,andthenclickNext.

•SelectPOPorIMAPorExchangeActiveSync,andthenclickNexttodisplaytheAccountSettingspageforthattypeofaccount.

3.Followthewizard’spromptstoprovidenecessaryinformationandcompletethesetupprocess.Thelevelofinformationrequiredvariesbasedontheaccounttype.

SettingsforaPOPaccount

TipInthisprocedure,theimagesdepictthesettingsforaPOPaccount.TheprocessofcompletingthewizardissimilarforIMAPaccounts.LessinformationisrequiredforExchangeActiveSyncaccounts.

4.WhenconfiguringaPOPorIMAPaccount,clicktheMoreSettingsbuttontoopentheInternetEmailSettingsdialogboxinwhichyoucanenteradditionalinformation,suchasthenamebywhichyouwanttoidentifytheaccount,theemailaddressyouwanttoappearwhenyoureply

toamessage,andoutgoingserverauthenticationinformation.Reviewthesettingsoneachtabandconfigureanythatarenecessary.ThenclickOKtoclosethedialogboxandreturntotheAccountSettingspage.

5.OntheAccountSettingspage,clickNexttotesttheconnection.

Testingconfirmsthatyoucansendandreceivemessageswiththecurrentsettings

6.ClosetheTestAccountSettingsdialogbox,andthenclickFinishtostartusingtheaccount.

TomanagesettingsforaspecificaccountIntheaccountlistatthetopoftheInfopageoftheBackstageview,selecttheaccountyouwanttomanage.

Tospecifythesendingaccountforamessage,invitation,orassignmentTosendfromanaccountthatisconfiguredinOutlook,clicktheFrombuttoninthemessageheader,andthenclicktheaccountfromwhichyouwanttosendthemessage.

TheFrombuttonappearsonlyifyouhaveOutlookconfiguredtoconnecttomultipleaccounts

TosendfromanaccountthatisnotconfiguredinOutlook,clicktheFrombuttoninthemessageheader,andthenclickOtherEmailAddress.IntheSendFromOtherEmailAddressdialogbox,entertheaccountfromwhichyouwanttosendthemessageintheFrombox,selectaninstalledaccountthathaspermissiontosendasthataccount,andthenclickOK.

Sendfromanyaccountyouhavepermissionsfor

CustomizetheappearanceoftheprogramwindowYoucancontrolthedisplay,andinsomecasesthelocation,ofprogramwindowelementsfromtheViewtabofeachmodule.Inadditiontothetitlebar,ribbon,andstatusbarthatarecommontoallOfficeprograms,theOutlookprogramwindowincludesfourareasinwhichyouworkwithOutlookitems.

PrimaryareasoftheOutlookprogramwindow

ThefourcontentareasoftheOutlookprogramwindowareasfollows:FolderPaneThiscollapsiblepaneappearsontheleftsideoftheOutlookprogramwindowineverymodule.Itscontentschangedependingonthemoduleyou’reviewing—itmightdisplaylinkstoemailfolders,MicrosoftSharePointlistsandlibraries,externalcontent,orviewoptions.TheFolderPanestate(minimizedorexpanded)remainsthesameasyouswitchamongmodules.WhenthecompactNavigationBarisdisplayed,itisincorporatedintotheFolderPaneanddisplayedverticallywhentheFolderPaneisminimizedorhorizontallywhentheFolderPaneisopen.ContentpaneThecontentpaneisthepartoftheprogramwindowborderedontheleftbytheFolderPaneandontherightbytheTo-DoBarwhentheTo-DoBarisdisplayed,orbytherightsideoftheprogramwindowwhenitisnotdisplayed.Thecontentpanedisplaysthecontentoftheselectedmodule—yourmessagelist,calendar,contactrecords,or

tasks.ReadingPaneThisoptionalpanecanbedisplayedverticallytotherightofthecontentpaneorhorizontallybelowit.WithintheReadingPane,youcanpreviewandworkwiththecontentofaselecteditem,ordisplayafull-featuredpreviewofafilethatisattachedtoanOutlookitem(includingMicrosoftWorddocuments,Excelworksheets,PowerPointpresentations,andPDFfiles).TheReadingPanecanalsohostthePeoplePane.

ExamStrategyExam77-731,“Outlook2016:CoreCommunication,CollaborationandEmailSkills,”doesnotrequirethatyoudemonstratetheabilitytoworkwiththePeoplePane.Forthatreason,thisStudyGuidedoesn’tincludeinformationorproceduresrelatedtothePeoplePane.

TheReadingPanecanbedisplayedinanyOutlookmodulebutisdisplayedbydefaultonlyintheMailandTasksmodules.To-DoBarThisoptionalpanecandisplayamonthlycalendar,upcomingappointments,favoritecontacts,andyourtasklist,oranycombinationofthesethatyouchoose.InOutlook2016,theTo-DoBarcanbeeitheropenorclosed,butnotminimizedasitcouldbeinpreviousversionsofOutlook.TheTo-DoBarcanbedisplayedinanyOutlookmodule,butisnotdisplayedbydefaultinanymodule.

TheNavigationBarislocatednearthelower-leftcorneroftheprogramwindow,abovethestatusbar.InversionsofOutlookbeforeOutlook2013,thenavigationcontrolswereincorporatedintotheFolderPane(formerlycalledtheNavigationPane).InOutlook2016,thenavigationcontrolsarepresentedontheNavigationBar,whichcanappearasacompactverticalorhorizontalbarthatdisplaysonlymoduleicons,orasalargerhorizontalbarwithtextlabels.

TheNavigationBarhasmultipleconfigurations

YoucandisplaytheMail,Calendar,People,andTasksmodulesbyclickingthecorrespondingbuttonontheNavigationBar.Ifamodulenamedoesn’tappearontheNavigationBar,clicktheellipsisattherightendoftheNavigationBar,andthenclickthemodulenametodisplayit.Youcan“peek”atthecurrentcontentoftheCalendar,People,orTasksmodulebypointingtothemodulebutton.PeeksdisplayinformationthatinpreviousversionsofOutlookwasshownonlyontheTo-DoBar.TheCalendarpeekdisplaysthismonth’sDateNavigatorandtoday’sappointments,thePeoplepeekdisplaysthecontactsyou’vesavedasfavoritesandasearchbox,andtheTaskspeekdisplaysyourupcomingtasksandataskentrybox.Dockingapeekcreatesanareaontherightsideoftheprogramwindow,calledtheTo-DoBar.

TheTaskspeek(undocked)

TipIftheTo-DoBarisn’talreadyopen,pinningapeekdisplaysit.PeeksaredisplayedontheTo-DoBarintheorderthatyouaddthem.Tochangetheorder,removeallpeeksotherthantheoneyouwantontop,andthenselectotherpeeksintheorderyouwantthem.YouconfiguretheTo-DoBarcontentandpresenceseparatelyforeachmodule.

YoucanchangetheappearanceoftheNavigationBarandthemodulebuttonsthatitdisplaysfromtheNavigationOptionsdialogbox.

ConfiguretheNavigationBarappearanceandfunctionality

ThecompactNavigationBarisincorporatedintotheFolderPaneanditsorientationdependsonwhethertheFolderPaneisminimizedorexpanded.ThestandardNavigationBarisseparatefromtheFolderPaneanddoesnotchangeorientation.TodisplaymoreorfewerbuttonsonthestandardNavigationBar,modifythesettingsintheNavigationOptionsdialogbox.

TodisplayorclosetheFolderPaneOntheViewtab,intheLayoutgroup,clicktheFolderPanebutton,andthenclickNormaltodisplaythepaneorOfftohideit.

TominimizeorexpandtheFolderPaneOntheViewtab,intheLayoutgroup,clicktheFolderPanebutton,andthenclickMinimized.AtthetopoftheFolderPane,clicktheMinimizetheFolderPanebuttonortheClicktoexpandFolderPanebutton.

TochangethewidthoftheFolderPaneorTo-DoBarDragthedividerbetweentheFolderPaneorTo-DoBarandthecontentpanetotherightorleft.

ToswitchbetweenthecompactandstandardNavigationBar1.OntheNavigationBar,clicktheellipsis,andthenclickNavigation

Options.2.IntheNavigationOptionsdialogbox,selectorcleartheCompactNavigationcheckbox,andthenclickOK.

TochangethenumberofbuttonsontheNavigationBarTodisplaymoreorfewerbuttonsonthevertical(minimized)compactNavigationBar,pointtoitstopborder,andwhenthepointerchangestoadouble-headedarrow,dragtheborderupordown.TodisplaymoreorfewerbuttonsonthehorizontalcompactNavigationBar,changethewidthoftheFolderPane.

Or1.OntheNavigationBar,clicktheellipsis,andthenclickNavigationOptions.

2.IntheNavigationOptionsdialogbox,setthemaximumnumberofvisibleitems(youcandisplayuptoeight),andthenclickOK.

TochangetheorderofbuttonsontheNavigationBarIntheNavigationOptionsdialogbox,movemodulenamesupanddownintheDisplayinthisorderboxtosettheorderofthemodulebuttonsfromlefttorightontheNavigationBar.

TodisplaypeeksOntheNavigationBar,pointto(don’tclick)theCalendar,People,orTasksbuttonorlink.

TodockpeekstotheTo-DoBarDoeitherofthefollowing:•DisplaythepeekthatyouwanttoaddtotheTo-DoBar.Intheupper-rightcornerofthepeek,clicktheDockthepeekbutton.

•OntheViewtab,intheLayoutgroup,clicktheTo-DoBarbutton,andthenclickanyinactivepeek(withoutacheckmark)topinittotheTo-DoBar.

ToremovepeeksfromtheTo-DoBarOntheTo-DoBar,intheupper-rightcornerofthepeek,clicktheRemovethepeekbutton(theX).

OntheViewtab,intheLayoutgroup,clicktheTo-DoBarbutton,andthenclickanyactivepeektoremoveitfromtheTo-DoBar.

TohidetheTo-DoBarintheactivemoduleOntheViewtab,intheLayoutgroup,clicktheTo-DoBarbutton,andthenclickOff.

ToresizetheTo-DoBaroritscontentTochangethewidthoftheTo-DoBar,pointtotheleftedgeoftheTo-DoBar,andwhenthepointerturnsintoadouble-headedarrow,dragtotheleftorright.Tochangetheheightofapeek,pointtotheseparatorbetweentwopeeks,andwhenthepointerchangestoadouble-headedarrow,dragupordown.

ConfigureprogramoptionsYoucanchangemanyofthedefaultprogramsettingsfromtheOutlookOptionsdialogbox.Fromthisdialogbox,youcancontrolthesettingsandappearanceofmanyOutlookfeatures,includingthefollowing:

Emailaccounts,functionality,andformattingEditorialandarchivefunctionsTheFolderPaneandReadingPaneYourcalendar,tasklist,andaddressbooksTheindexingandsearchfunctionsMessageflaggingThecontentoftheQuickAccessToolbarandribbon

TheOutlookOptionsdialogboxisdividedintoeightpagesoffunction-specificsettings(nineforExchangeaccounts),twopagesoffeature-specificsettings(fortheribbonandfortheQuickAccessToolbar),andtwopagesofsecurity-relatedsettings.

Optionsforreplyingto,forwarding,andsavingmessages

ExamStrategyTheGroupspageispresentonlyforExchangeaccounts.Exam77-731,“Outlook2016:CoreCommunication,CollaborationandEmailSkills,”doesnotrequireyoutodemonstrateyourabilitytoworkwithgroupsofthistype.

TipTheMicrosoftOfficeSpecialistexamforOutlook2016includesobjectivesrelatedtospecificsettingsthataredocumentedindividuallyinthisbook.However,theOutlookOptionsdialogboxcontainsotheroptionsnotincludedontheexam,whicharenotcoveredinthisbook.BesuretolookthroughtheOutlookOptionsdialogboxforoptionsthatyoucouldreconfiguretoincreaseyourefficiencywhileworkinginOutlook.

Tospecifythedefaultformatofoutgoingmessages1.OpentheOutlookOptionsdialogboxanddisplaytheMailpage.2.IntheComposemessagessection,intheComposemessagesinthisformatlist,clickHTML,RichTextFormat,orPlainText.

3.IntheOutlookOptionsdialogbox,clickOKtosavethechanges.

Tospecifythetextincludedinresponsemessages1.OpentheOutlookOptionsdialogboxanddisplaytheMailpage.2.IntheRepliesandforwardssection,clickthemessageoptionsyouwantfororiginalcontentthatisincludedinresponsemessages,intheWhenreplyingtoamessageandWhenforwardingamessagelists.

3.IntheOutlookOptionsdialogbox,clickOKtosavethechanges.

Toinsertanidentifierbeforeinlineresponses1.Doeitherofthefollowing:•OnthePersonalStationerytaboftheSignaturesandStationerydialogbox,intheReplyingorforwardingmessagesarea,selecttheMarkmycommentswithcheckbox.

•OntheMailpageoftheOutlookOptionsdialogbox,intheRepliesandforwardssection,selectthePrefacecommentswithcheckbox.

2.Inthecorrespondingtextbox,enterthetextthatwillidentifyyourresponses.

3.Intheopendialogbox,clickOKtosavethechanges.

TohaveOutlooksetthecolorofresponsetextOnthePersonalStationerytaboftheSignaturesandStationerydialogbox,intheReplyingorforwardingmessagesarea,selectthePickanewcolorwhenreplyingorforwardingcheckbox.

Objective1.1practicetasksTherearenopracticefilesforthesetasks.

StartOutlookanddothefollowing:Displaythestandard(notcompact)NavigationBar.ConfigureittodisplaylinkstoonlythePeople,Calendar,andMailmodules,inthatorder.DisplayandthendocktheCalendarpeek.MinimizetheFolderPane.ConfigureOutlooktocomposeoutgoingmessagesinHTML.ConfigureOutlooktoinsertyourinitialsbetweenasterisks(forexample,JL)beforecommentsthatyouinsertinmessageresponses.

Objective1.2:Printandsaveinformation

ViewandsavemessagesandattachmentsYoucanviewmessageattachmentsinseveralways:

Youcanpreviewcertaintypesofattachments(includingWorddocuments,Excelworkbooks,PowerPointpresentations,PDFfiles,andmanytypesofimagefiles)directlyintheReadingPane.Whenyouclicktheattachment,themessagetextisreplacedbyapreviewoftheattachmentcontents,andtheAttachmentstooltabappearsontheribbon.

YoucanquicklypreviewmanytypesofattachmentsintheReadingPane

Youcanopentheattachmentintheprogramassignedtothatfiletype.Youcansavetheattachmenttoyourharddiskandopenitfromthere.Thisstrategyisrecommendedifyoususpectanattachmentmightcontainavirusbecauseyoucanscanthefileforvirusesbeforeopeningit(providedthatyouhaveavirusscanningprograminstalledandturnedon).

IfyouwanttosavemessagesoutsideofOutlook,youcansaveeitherindividualmessagesorentirefoldersofmessages.Individualmessagescanbesavedinseveralformats,includingasOutlookmessagefiles,textfiles,andHTMLfiles.FolderscanbesavedasOutlookdatafiles,whichcanthenbeopenedfromanyOutlookinstallation.

TopreviewmessageattachmentsIntheReadingPane,dothefollowing:a.Toreplacethemessagetextwiththeattachmentcontent,clicktheattachment(onetime)inthemessageheader.

b.Toredisplaythemessagecontent,clicktheBacktomessagebuttonintheupper-leftcorneroftheReadingPane.

ToopenmessageattachmentsIntheReadingPaneorinanopenmessagewindow,double-clicktheattachmentinthemessageheader.

TosavemessageattachmentstoOutlookToaddacontactrecordorbusinesscardtoyourprimaryaddressbook,dragtheattachmentfromtheemailmessagetotheContactsbuttonontheNavigationBar.Toaddacontactrecordorbusinesscardtoasecondaryaddressbook,displaytheaddressbookintheFolderPane,andthendragtheattachmenttothatfolder.

Tosavemessageattachmentstoafilestoragelocation1.OpentheSaveAllAttachmentsdialogboxbydoinganyofthefollowing:•Right-clickanyattachment,andthenclickSaveAllAttachments.•Inthemessageheader,clickamessageattachment.ThenontheAttachmentstooltab,clicktheSaveAllAttachmentsbutton.

•IntheleftpaneoftheBackstageview,clickSaveAttachments.2.IntheSaveAllAttachmentsdialogbox,selecttheattachmentsyouwanttosave,andthenclickOK.

3.IntheSaveAttachmentdialogbox,browsetothefolderinwhichyouwanttosavethefiles,andthenclickOK.

Tosavemessagesasfiles1.IntheBackstageviewofthemessagereadingwindow,clickSaveAs.2.IntheSaveAsdialogbox,browsetothefolderinwhichyouwanttosavethemessage.

3.IntheSaveastypelist,clicktheformatinwhichyouwanttosavethemessage.

4.Ifyouwanttochangethenameofthemessagefile,replacethemessagesubjectintheFilenamebox.

5.IntheSaveAsdialogbox,clickSave.

ToexportmessagestoanOutlookdatafile1.OntheOpen&ExportpageoftheBackstageview,clickImport/ExporttostarttheImportAndExportWizard.

2.IntheChooseanactiontoperformlist,clickExporttoafile,andthenclickNext.

3.IntheCreateafileoftypelist,clickOutlookDataFile(.pst),andthenclickNext.

4.IntheSelectthefoldertoexportfromlist,clickthefolderfromwhichyouwanttoexportmessages.

5.Ifyouwanttoexportonlysomeofthemessagesfromthefolder,clickFiltertoopentheFilterdialogbox,filterthefoldertodisplayonlythemessagesyouwanttoexport,andthenclickOK.

6.IntheExportOutlookDataFilewizard,clickNext.7.TotherightoftheSaveexportedfileasbox,clicktheBrowsebutton.IntheOpenOutlookDataFilesdialogbox,browsetothefolderinwhichyouwanttosavethe.pstfile.EnteranamefortheexportedfileintheFilenamebox,clickOK,andthenclickNext.

TipIfotherdatafilesexistintheOpenOutlookDataFilesdialogbox,theFileNameboxwillautomaticallydisplaythenameofanexistingfile.Youmustreplacethatfilenameorthepreviousfilewillbeoverwritten.

8.Onthewizard’slastpage,clickFinish.9.IntheCreateOutlookDataFiledialogbox,ifyouwanttopassword-

protectthefile,enterapasswordinthePasswordandVerifyPasswordboxes.ThenclickOKtocreatethefile.

PrintOutlookitemsYoucanprintanyOutlookitemfromthecontentpaneorfromtheitemwindow.YoucanprintalistoftheemailmessagesinyourInboxorprintoneormoreindividualemailmessages.Outlookprintsthemessageasshownonthescreen,includingfontandparagraphformats.Youcanaddinformationsuchaspageheadersandfooters.Whenprintingacalendar,theamountofdetailthatappearsdependsonthetimeperiodyouprintandtheprintstyleyouchoose.

TheTri-foldcalendarprintstyledisplayscalendaritemsandtasksfortheselectedtimeperiod

Outlookoffersseveralbuilt-inprintstylesforcalendars,andyoucancreateothersifyouwant.Theavailableprintstylesvarybasedonwhatviewyou’reinwhenyouchoosethePrintcommand.Thedefaultprintstylesinclude:

DailyStylePrintstheselecteddaterangewithonedayperpage.Printedelementsincludethedate,day,TaskPad,referencecalendarforthecurrentmonth,andanareafornotes.WeeklyAgendaStylePrintstheselecteddaterangewithonecalendarweekperpage,includingreferencecalendarsfortheselectedandfollowingmonth.WeeklyCalendarStylePrintstheselecteddaterangewithonecalendarweekperpage.Eachpageincludesdaterangeandtimeincrements,referencecalendarsfortheselectedandfollowingmonth,andTaskPad.MonthlyStylePrintsapageforeachmonthintheselecteddaterange.Eachpageincludestheselectedmonthwithafewdaysshowingfromthepreviousandsubsequentmonths,alongwithreferencecalendarsfortheselectedandfollowingmonth.Tri-foldStylePrintsapageforeachdayintheselecteddaterange.Eachpageincludesthedailyschedule,weeklyschedule,andTaskPad.CalendarDetailsStyleListsyourappointmentsfortheselecteddaterange,inadditiontotheaccompanyingappointmentdetails.

Youcanselectthedateorrangeofdatestobeprintedandmodifythepagesetupoptionstofityourneeds.Youcanprintanaddressbookorindividualcontactrecords,eitheronpaperortoanelectronicfile(suchasaPDFfileoranXPSfile),fromanyaddressbookview.

PhoneDirectoryStyleprintsonlynamesandtelephonenumbers

Dependingontheview,Outlookoffersavarietyofprintstyles,suchasthosedescribedinthefollowingtable.

Youcancustomizethelayoutofmostofthedefaultprintstyles,andsavethemodifiedprintstyles.

ToprintthedefaultviewofanindividualitemRight-clicktheitem,andthenclickQuickPrint.

Toprintanindividualitem1.Intheitemwindow,displaythePrintpageoftheBackstageview.2.Specifytheprintoptionsandsettingsyouwant,andthenclickthePrintbutton.

Toprintmultipleitems1.Inthecontentpane,selecttheitemsyouwanttoprint.

2.OnthePrintpageoftheBackstageview,specifytheprintoptionsandsettingsyouwant,andthenclickPrint.

ToprintalistviewofallmessagesinafolderOnthePrintpageoftheprogramwindowBackstageview,intheSettingssection,clickTableStyle,andthenclickthePrintbutton.

Toprintanemailmessageanditsattachments1.OnthePrintpageoftheBackstageview,clickthePrintOptionsbutton.2.InthePrintdialogbox,selectthePrintattachedfilescheckbox.ThenclickPrint.

Toprintamessageattachment1.IntheReadingPaneormessagewindow,selecttheattachmentsyouwanttoprint.

2.OntheAttachmentstooltab,intheActionsgroup,clicktheQuickPrintbutton.

Toprintacalendar1.IntheCalendarmodule,onthePrintpageoftheBackstageview,clickthePrintOptionsbutton.

2.InthePrintdialogbox,dothefollowing:a.InthePrintstylelist,clicktheprintstyleyouwant.b.InthePrintrangesection,specifythedaterangeyouwanttoprint.c.Ifyouwanttoexcludeprivateappointmentsfromtheprintedcalendar,selecttheHidedetailsofprivateappointmentscheckbox.

3.InthePrintdialogbox,clickthePreviewbutton.4.OnthePrintpageoftheBackstageview,clickthePrintbutton.

Toprintmultiplecontactrecords1.InthePeoplemodule,ifyouwanttoprintonlyspecificcontactrecords,selectthosecontactrecords.

2.OnthePrintpageoftheBackstageview,clickthePrintOptionsbutton.3.InthePrintdialogbox,dothefollowing:a.InthePrintstylelist,clicktheprintstyleyouwant.

b.InthePrintrangesection,clickAllitemsorOnlyselecteditems.4.InthePrintdialogbox,clickthePreviewbutton.5.OnthePrintpageoftheBackstageview,clickthePrintbutton.

Toprinttasks1.IntheTasksmodule,ifyouwanttoprintonlyspecifictaskitemsandflaggeditems,selectthoseitems.

2.OnthePrintpageoftheBackstageview,clickthePrintOptionsbutton.3.InthePrintdialogbox,dothefollowing:a.InthePrintstylelist,clicktheprintstyleyouwant.b.InthePrintoptionssection,ifyouwanttoprintfilesthatareattachedtothetaskitemsorflaggeditems,selectthePrintattachedfilescheckbox.

4.InthePrintdialogbox,clickthePreviewbutton.5.OnthePrintpageoftheBackstageview,clickthePrintbutton.

Objective1.2practicetasksTherearenopracticefilesforthesetasks.SavetheresultsofthetasksintheMOSOutlook2016\Objective1practicefilefolder.

DisplayyourInboxanddothefollowing:Selecttwoemailmessagesthathaveattachments.Inoneoperation,printbothmessagesandtheirattachments.Saveoneofthemessagestothepracticefilefolder.Savetheattachmentonlyfromtheothermessagetothepracticefilefolder.ExportthecontentofyourInboxtoanOutlookdatafilenamedMyInbox.Savethedatafileinthepracticefilefolder.

Displayyourdefaultcalendaranddothefollowing:Printyourcalendarforthenextthreedayssothatthedailyscheduleforeachdayappearsonitsownpagewithspaceforatasklist.

Displayyourprimaryaddressbookanddothefollowing:Selectfourcontactrecords.Printalistofthenamesandphonenumbers.

Displayyourtasklistanddothefollowing:

Printatable-stylelistofallyourcurrenttasks.

Objective1.3:PerformsearchoperationsinOutlook

SearchforitemsTheInstantSearchfeatureofOutlook2016makesiteasytofindaspecificOutlookitembasedonanytextwithintheitemoranyattribute,suchasthecategoryassignedtoit.Withthisverypowerfulsearchengine,youcanfindanymessagecontainingaspecifiedsearchterm,whetherthetermappearsintheitemheader,intheitemcontent,orinamessageattachment.AlthoughyoucanuseInstantSearchtolocatecalendaritems,contactrecords,andtasks,youwillmostoftenuseittolocatemessagesinyourInboxandothermailfolders.Regardlessofthemoduleyou’researchingfrom,youcansearchaspecificfolder,allfolderscontainingitemsofthattype,orallofOutlook.Asyouenterasearchterm,Outlookfiltersoutallmessagesthatdon’tmatch,displaysonlythoseitemscontainingthecharactersyouenter,andhighlightsthesearchterminthedisplayedresults,makingiteasytofindexactlywhatyou’relookingfor.Outlookfirstdisplaysupto30recentresults.ClickingtheMorelinkatthebottomofthelistortheIncludeOlderResultsbuttonintheResultsgroupontheSearchtooltabdisplaysadditionalresultswithintheselectedsearchscope.Inthelower-leftcorneroftheprogramwindow,thestatusbardisplaysthenumberofitemsincludedinthesearchresults.Youcannarrowtheresultsbyexpandingthesearchtermorbyspecifyingothersearchcriteria,suchasthesender,therecipient(whetherthemessagewasaddressedoronlycopiedtoyou),acategoryassignedtotheitem,orwhetherthemessagecontainsattachments.TheSearchtooltabappearswhenyouactivatetheSearchboxinanyOutlookmodule.YoucanentersearchtermsintotheSearchboxandrefineyoursearchbyusingthecommandsontheSearchtooltab.

Youcanrefineasearchbyspecifyingitempropertyvaluesorvalueranges

Whensearchinganyfolder,youcanusethecommandsontheSearchtooltabtosetthescopeofthesearchandtomorecloselydefinethesearchspecifications.

setthescopeofthesearchandtomorecloselydefinethesearchspecifications.Youcanalsoreturntotheresultsofprevioussearches.ThebuttonsavailableintheScopeandRefinegroupsvarybasedonthetypeoffolderyou’researching.TheScopegroupalwaysofferstheoptionsofthecurrentfolder,allsubfolders,allfoldersofthecurrenttype,andallOutlookitems.ThecommandsintheRefinegroupchangetoreflectcommonpropertiesofitemsstoredinthecurrentfoldertype.ThemostcommonpropertiesareshownasbuttonsintheRefinegroup;additionalpropertiesareavailableforselectionfromtheMorelist.Unlessyouspecifyotherwise,thesearchresultsincludeonlythecontentsofthedisplayedfolder,notanyofitssubfoldersoranyotherfolders.However,youcanchoosetosearchallsimilarfoldersorallOutlookitems.Ifyousearchmorethanonefolder,Outlookdisplaysthesearchresultsgroupedbythefolderinwhichtheyappear.Youcanopen,delete,andprocessanitemfromthesearchresultsasyouwouldfromanyotherlocation.However,ifyouchangeanitemsothatitnolongerfitsthesearchcriteria,theitemnolongerappearsinthesearchresults.

TosearchOutlookitemsinaspecificfolder1.IntheSearchboxatthetopofthecontentpane,enterthesearchterm.2.OntheSearchtooltab,intheRefinegroup,clickbuttonstospecifyadditionalsearchcriteria.

TochangethescopeofthesearchoperationTosearchallitemsinthecurrenttypeoffolderacrossallinstalledaccounts,doeitherofthefollowing:•OntheSearchtooltab,intheScopegroup,clicktheAllItemsbuttonforthetypeofitemcontainedinthecurrentfolder(forexample,AllMailboxesorAllCalendarItems).

•PressCtrl+Alt+A.Toincludesubfoldersofthecurrentfolderinthesearch,doeitherofthefollowing:•OntheSearchtooltab,intheScopegroup,clicktheSubfoldersbutton.•PressCtrl+Alt+Z.Toincludemessages,appointments,contactrecords,tasks,andnotesfromallinstalledaccountsinthesearch,ontheSearchtooltab,intheScopegroup,clicktheAllOutlookItemsbutton.

TipTheAllItemsandAllOutlookItemssearchesincludeallaccountsconfiguredinyourOutlookinstallation.

ToreturntotheoriginalcontentviewOntheSearchtooltab,intheClosegroup,clicktheCloseSearchbutton.ClickanyfolderintheFolderPane.

Toquicklyreturntoprevioussearchresults1.ClickintheSearchboxatthetopofthecontentpanetodisplaytheSearchtooltab.

2.OntheSearchtooltab,intheOptionsgroup,clicktheRecentSearchesbutton,andthenclickthesearchyouwanttorepeat.

UseSearchFoldersASearchFolderdisplaysallthemessagesinyourmailboxthatmatchaspecificsetofsearchcriteria,nomatterwhichfoldersthemessagesareactuallystoredin.WhenyoucreateaSearchFolder,itbecomespartofyourmailboxandiskeptuptodate.TheSearchFoldermoduleislocatedintheFolderPane,withinyourtop-levelmailbox,atthesamelevelastheInbox.Bydefault,Outlook2016includesonestandardSearchFolder:UnreadMail.(IfyourenvironmentincludesMicrosoftSkypeforBusiness,youmightalsohaveSearchFoldersforMissedCallsandMissedConversations.)Ifyouwantquickaccesstomessagesthatfitaspecificsetofcriteria,youcancreateacustomSearchFolder.SearchFoldercategoriesincludeReadingMail,MailFromPeopleAndLists,OrganizingMail,andCustom.

QuicklycreateastandardSearchFolder,orspecifycustomproperties

OutlookautomaticallykeepsSearchFoldercontentsuptodate.Thenamesoffolderscontainingunreadorflaggeditemsarebold,withthenumberofunreaditemsafterthefoldername.Thenamesoffolderswhosecontentsarenotuptodateareitalic.Eachmessageinyourmailboxisstoredinonlyonefolder(suchasyourInbox),butitmightappearinmultipleSearchFolders.ChangingordeletingamessageinaSearchFolderchangesordeletesthemessageinthefolderinwhichitisstored.

TocreateSearchFolders1.Displayanymailfolder.2.Dooneofthefollowing:•OntheFoldertab,intheNewgroup,clickNewSearchFoldertoopentheNewSearchFolderdialogbox.

•IntheFolderPane,expandthemailboxforwhichyouwanttocreatetheSearchFolder,right-clickSearchFolders,andthenclickNewSearchFolder.

•PressCtrl+Shift+P.

3.IntheNewSearchFolderdialogbox,clickthetypeofSearchFolderyouwanttocreate,providethesearchcriteriathatdefinetheSearchFoldercontents,andthenclickOK.

TomodifycriteriaforanexistingSearchFolder1.Right-clickthefolder,andthenclickCustomizeThisSearchFolder.2.ModifytheSearchFoldernameorcriteria,andthenclickOK.

ToupdateaSearchFolderIntheFolderList,clickthefoldername.

Objective1.3practicetasksTherearenopracticefilesforthesetasks.

DisplayyourOutlookInboxanddothefollowing:UsetheInstantSearchfeaturetolocateallmessagesinyourInboxthatcontainaspecificterm,suchasbusiness.NotethatOutlookfiltersthemessagesasyouenterthetermandhighlightstheresultsinmessagesandmessageattachments.ExpandthesearchtoincludeallOutlookitems.Refinethesearchtoincludeonlyitemsdatedthismonth.Refinethesearchtoincludeonlyitemsthathaveattachments.

Clearthesearchparametersandthendothefollowing:ExpandtheSearchFoldersnodeandreviewtheautomaticallycreatedSearchFolders.CreateaSearchFolderthatdisplaysallmessageswithattachments.CreateaSearchFolderthatdisplaysmessagesthatweresentonlytoyouandaremarkedashighimportance.

Objectivegroup2.Managemessages

TheskillstestedinthissectionoftheMicrosoftOfficeSpecialistexamforMicrosoftOutlook2016relatetomanagingmessages.Specifically,thefollowingobjectivesareassociatedwiththissetofskills:2.1Configuremailsettings2.2Createmessages2.3Formatmessages2.4Organizeandmanagemessages

TheprimaryreasonmostpeopleuseOutlookistosendandreceiveemailmessages.Manypeopleuseemailtokeepintouchwithfriendsandfamily,eitherfromworkorfromhome,andemailhasswiftlybecomeanacceptedandevenrequiredformofbusinesscommunication.Outlookprovidesallthetoolsyouneedtosend,respondto,organize,filter,sort,andotherwisemanagemessages.MessagescomposedinOutlook2016cancontaintext,diagrams,andgraphicsandcanbevisuallyenhancedbycolors,fonts,andbackgrounds.YoucanconfigureOutlooktoautomaticallyincludeinformationsuchasyourname,contactinformation,andcompanylogoattheendofoutgoingmessages.Outlookisdesignedtoactasacompleteinformation-managementsystem;itprovidesmanysimpleyetusefulfeaturesthatyoucanusetoorganizemessagesandotherOutlookitemsandtoquicklyfindinformationyouneed.Outlookautomaticallyhandlescertaintypesoforganizationforyou.YoucanorganizeitemsinOutlookbystoringrelateditemsinfoldersandbyassigningcolorcategoriestorelateditemsofalltypes.OutlookmakesiteasytofollowrelatedmessagesfrommultiplepeoplebydisplayingthemessagesinConversationview.ThischapterguidesyouinstudyingwaysofconfiguringyourOutlookmailsettings,automatingprocessestomaximizeemailefficiency,andcreating,customizing,formatting,organizing,andmanagingmessages.

Tocompletethepracticetasksinthischapter,youneedthepracticefilescontainedintheMOSOutlook2016\Objective2practicefilefolder.Formoreinformation,see“Downloadthepracticefiles”in

thisbook’sintroduction.

Objective2.1:Configuremailsettings

SetdefaultfontsforoutgoingmessagesThefonts,styles,colors,andbackgroundsofcontentyoucreateinOutlookaregovernedbytheOfficetheme.Thedefaultbodyfontis11-pointCalibri.Outlookusesthedefaultbodyfontwhencomposingmessages.Thedefaultsettingsuseablackfontfornewmessagesandabluefontformessageresponses(repliesandforwards).Youcanapplylocalcharacterandparagraphformattingtomessagecontent.Ifyouwanttochangethedefaultappearanceoftext,youcanspecifythefont,size,style,andcolorofthetextofnewmessagesandresponsemessages(forwardsandreplies).Youcancontinuetousedifferentcolorstovisuallydifferentiatebetweenoriginalmessagecontentandyourresponseswithinamessagetrailifyouwantto,oryoumightprefertokeepthingscleanandsimple,andalwaysusethesamefontregardlessofwhetheramessageisnew;thissimplerapproachcanhelprecipientstorecognizemessagecontentfromyou.YouselectmessagefontsandcontrolotheraspectsofmessageresponsesonthePersonalStationerytaboftheSignaturesAndStationerydialogbox.

Defaultfontsforoutgoingmessages

ExamStrategyExam77-731,“Outlook2016:CoreCommunication,CollaborationandEmailSkills,”doesnotrequireyoutodemonstratethatyoucansetthedefaultappearanceofplaintextmessagecontent.

Tochangethedefaultfontforoutgoingmessages1.OpentheOutlookOptionsdialogboxanddisplaytheMailpage.2.IntheComposemessagessection,clickStationeryandFontstodisplaythePersonalStationerytaboftheSignaturesAndStationerydialogbox.

3.Doeitherofthefollowing:•Tosetthefontfornewmessages,clickFontintheNewmailmessagessection.

•Tosetthefontformessageresponses,clickFontintheReplyingorforwardingmessagessection.

4.IntheFontdialogbox,configurethefontthatyouwantOutlooktousefortheselectedmessagetype.ThenclickOKineachoftheopendialogboxes.

CreateandassignautomaticsignaturesWhenyousendanemailmessagetosomeone,youwillmostlikely“sign”themessagebyenteringyournameattheendofthemessagetext.Youcanautomaticallyinsertyoursignaturetextinoutgoingmessagesbycreatinganemailsignatureandassigningittoyouremailaccount.Youremailsignaturecanincludeadditionalinformation(textandgraphics)thatyouwanttoconsistentlyprovidetomessagerecipients.

Youcancreatemultipleemailsignatures

Youcanhaveadifferentemailsignaturefornewmessagesandresponses.IfyouhavemorethanoneemailaccountsetupinOutlook,youcaninstructOutlooktoinsertadifferentsignatureinmessagessentfromeachaccount.

SeeAlsoForinformationaboutmanuallyinsertingemailsignaturesinmessages,see“Objective2.3:Formatmessages.”

Tocreateandassignautomaticsignatures1.OpentheOutlookOptionsdialogboxanddisplaytheMailpage.2.IntheComposemessagessection,clickSignatures.3.OntheEmailSignaturetaboftheSignaturesandStationerydialogbox,clickNew.

Tip

Outlookuserinterfaceelementsrefertoelectronicmailasemailore-mail.Forconsistency,thetextofthisbookalwaysreferenceselectronicmailasemail.

4.IntheTypeanameforthissignatureboxoftheNewSignaturedialogbox,enteranamethatidentifiesthecontentorpurposeofthesignature,andthenclickOK.

5.IntheEditsignaturebox,enterthesignaturetext.6.FormatthesignaturetextbyselectingthetextandthenusingtheformattingcommandsatthetopoftheEditsignaturearea.

TipInemailmessages,youremailsignaturewilllookexactlyasitdoesintheEditSignaturepane.

7.Ifyouwanttoincludeyourelectronicbusinesscardaspartofyoursignature,clickBusinessCard.ThenintheInsertBusinessCarddialogbox,locateandclickyourname,andclickOK.

8.IntheChoosedefaultsignaturearea,selecttheemailaccounttowhichyouwanttoassignthesignature.ThenintheNewmessageslist,clickthesignaturename.

9.Ifyouwanttoincludethesignatureinmessageresponses,intheReplies/forwardslist,clickthesignaturename.

10.Makeanyotherchangesyouwant,andthenclickOKineachoftheopendialogboxes.

Toeditanautomaticsignature1.OpentheSignaturesandStationerydialogboxanddisplaytheEmailSignaturetab.

2.IntheSelectsignaturestoeditbox,clickthesignatureyouwanttomodify.

3.IntheEditsignaturebox,modifythesignaturecontentandformatting.4.IntheChoosedefaultsignaturesection,modifythesignatureassignments.

5.ClickOKineachoftheopendialogboxes.

AutomaticallyprocessandreplytomessagesYoucanhaveOutlookevaluateyourincomingoroutgoingemailmessagesandtakevariousactionswiththembasedonsetsofinstructionsyousetup,calledrules.Youcancreaterulesbasedondifferentmessagecriteria,suchasthemessagesender,messagerecipients,messagecontent,attachments,andimportance.Byusingrules,youcanhaveOutlookmove,copy,delete,forward,redirect,replyto,orotherwiseprocessmessagesbasedonthecriteriayouspecify.Youcanchoosefromacollectionofstandardrulesorcreateyourownfromscratch.Foranytypeofaccount,youcansetuprulesthatmanagethemessagesstoredonyourcomputer.ForanExchangeServeraccount,youcansetuprulesthatmanagemessagesasyourExchangeserverreceivesorprocessesthem,andrulesthatgointoeffectonlywhenyouindicatethatyouareunavailable,bysettingupanAutomaticReply.

ConfigurerulesforincomingandoutgoingmessagesYoucancreatearulebasedononeofthetemplatesprovidedbyOutlook,startfromablankrule,orcopyandmodifyanexistingrule.

Rulescanprocessmessagesasyousendthemorasyoureceivethem

Tocreatearulefromscratch1.OntheInfopageoftheBackstageview,clickManageRules&Alerts.2.OntheEmailRulespageoftheRulesandAlertsdialogbox,clickNewRule.

3.IntheRulesWizard,dooneofthefollowing,andthenclickNext:•IntheStayOrganizedorStayUptoDatesectionoftheSelectatemplatelist,clickthetemplatefromwhichyouwanttobuildthenewrule.

•IntheStartfromablankrulesectionoftheSelectatemplatelist,clickthetypeofmessageyouwanttheruletoprocess.

4.IntheSelectcondition(s)list,selectthecheckboxforeachoftheconditionsthatwillidentifymessagestobeprocessedbytherule.IntheEdittheruledescriptionarea,clickeachunderlinedwordorphrase,and

replaceitwithacriterionthatidentifiesthetargetmessages.ThenclickNext.

5.IntheSelectaction(s)list,selectthecheckboxforeachoftheactionsyouwantOutlooktoperform.Specifythecriteriafortheunderlinedwordsorphrases.ThenclickNext.

6.IntheSelectexception(s)list,selectthecheckboxforanyconditionthatwillidentifymessagestoexcludefromtheruleaction.Specifythecriteriafortheunderlinedwordsorphrases.ThenclickNext.

7.Specifyanameforthenewrule,doeitherofthefollowing,andthenclickFinish:•SelecttheRunthisrulenowonmessagesalreadyin“Inbox”checkbox.

•SelecttheTurnonthisrulecheckbox.

Tomodifyanexistingrule1.OpentheRulesandAlertsdialogbox.OntheEmailRulespage,intheRulelist,clickthenameoftheruleyouwanttomodify(donotselectitscheckbox).ClickChangeRule,andthenclickEditRuleSettings.

2.IntheRulesWizard,modifytheruleasnecessary.

Tocreateanewrulebasedonanexistingrule1.OpentheRulesandAlertsdialogbox.OntheEmailRulespage,intheRulelist,clickthenameoftheruleyouwanttouseasthebasisforthenewrule.ThenclickCopy.

2.IntheCopyruletodialogbox,iftheFolderlistincludesmultipleaccountsorsetsofaccounts,clicktheaccountorsetofaccountstowhichyouwanttheruletoapply.ThenclickOK.

3.OntheEmailRulespage,withthecopyselected,clickChangeRule,andthenclickEditRuleSettings.

4.IntheRulesWizard,modifytheruleasnecessary,andspecifyauniquenamefortheruleonthefinalpageofthewizard.

Toapplyaruletoaspecificaccountorsetofaccounts1.IntheRulesandAlertsdialogbox,clickthenameoftheruleforwhichyouwanttospecifyanaccountorsetofaccounts.

2.IntheApplychangestothisfolderlist,clicktheaccountorsetof

accountstowhichyouwanttoapplytherule.

TipTheApplyChangesToThisFolderlistispresentonlywhenOutlookisconfiguredtoconnecttomultipleExchangeaccounts.

Torunaruleonexistingmessages1.OpentheRulesandAlertsdialogbox.OntheEmailRulespage,clickRunRulesNow.

2.IntheRunRulesNowdialogbox,selectthecheckboxofeachruleyouwanttorun,selectthefolderorfoldersandtypeofmessagesonwhichyouwanttoruntheruleorrules,andthenclickRunNow.

Todeletearule1.OpentheRulesandAlertsdialogbox.OntheEmailRulespage,intheRulelist,clickthenameoftheruleyouwanttodelete,andthenclickDelete.

2.IntheMicrosoftOutlookdialogboxthatappears,clickYes.

ConfigureautomaticrepliesandautomaticreplyrulesIfyourorganizationisrunningMicrosoftExchangeServer,youcanusetheAutomaticRepliesfeaturetoinformpeoplewhosendyouemailmessagesofyouravailability.WhenyouturnontheAutomaticRepliesfeature,Outlookrepliesautomaticallytomessagesreceivedfromotherpeople(butonlytothefirstmessagefromeachperson).Youprovidewhatevertextualinformationyouwantwithinthebodyoftheautomaticreplymessage(commonlyreferredtoasanoutofofficemessage,orOOFmessage).

ConfigureOutlooktosendseparateautomaticreplieswithinandoutsideofyourorganization

TipYoucanconfigurerulestosendautomaticresponsesfromaccountsotherthanExchangeServeraccounts.Formoreinformation,see“Automaticallyprocessandreplytomessages”earlierinthistopic.

ThefunctionalityoftheAutomaticRepliesfeatureisprovidedbyExchangeServer,sothespecificautomaticreplyoptionsdifferdependingonwhatversionofExchangeServeryourorganizationisrunning.RegardlessofwhichExchangeServerenvironmentyou’reworkingin,thisisaveryusefulfeature.Yourautomaticreplymessagemightalsobedisplayedtoco-workersinaMailTipatthetopofmessagestheyaddresstoyou,anddisplayedaspartofyourcontactinformationinMicrosoftSkypeforBusiness.ThepurposeoftheAutomaticRepliesfeatureistoprovidestandardinformation

ThepurposeoftheAutomaticRepliesfeatureistoprovidestandardinformationtomessagesenders.Whenyou’reawayfromyourcomputer,anautomaticreplycansetexpectationsforwhenacorrespondentcanexpectapersonalresponsefromyou.Youdon’thavetobephysicallyoutoftheofficetousethisfeature;somepeopleuseittoletotherpeopleknowwhenresponseswillbedelayedforotherreasons,suchaswhentheyareworkingonaprojectthatwillpreventthemfromrespondingpromptlytomessages,ortoinformcustomerswhomightbeindifferenttimezonesoftheirstandardworkinghours.InadditiontohavingOutlooksendautomaticreplies,youcanhaveitprocessmessagesthatarrivewhileyouareoutoftheofficebyusingrulesthatareineffectonlywhentheAutomaticRepliesfeatureison.TheAutomaticRepliesfeatureisoffuntilyouexplicitlyturniton;itdoesnotcoordinatewithyourfree/busyinformationintheCalendarmodule.WhenyouareusinganExchangeaccount,youcandothefollowingwhenconfiguringAutomaticReplies:

Youcancreatetwoauto-replymessages—onethatOutlooksendsonlytopeopleinyourorganization(onthesamedomain)andanothersenteithertoeveryoneelseoronlytothepeopleinyourprimaryaddressbook.Whenyouhaveseparateinternalandexternalmessages,youcandistinguishtheinformationmadeavailabletoco-workers,tofriendsandbusinesscontacts,andtothegeneralpublic(includingsendersofspam).Forexample,youmightincludeyouritineraryandmobilephonenumberonlyinaninternalautomaticreply,includeyourreturndateinareplytoyourcontacts,andnotsendanyreplytootherpeople.Youcanspecifythefont,size,andcolorofautomaticreplymessagetextandapplybold,italic,orunderlineformatting.Youcanformatparagraphsasbulletedornumberedlistsandcontroltheindentlevel.Youcanspecifystartandenddatesandtimesforyourautomaticreplymessagesothatyoudon’thavetoremembertoturnoffAutomaticReplies.

SeparatelyfromtheOutlookrulesthatyourunmanuallyorautomatically,youcansetuprulesthatrunonlywhentheAutomaticRepliesfeatureisactive.TheAutomaticReplyrulesarebuiltonadifferentsetofcriteriathanstandardOutlookrules;youcanchoosefromalimitednumberofconditions,andyoucan’tspecifyexceptions.

Createspecialrulestoprocessandrespondtomessageswhenyou’reoutoftheoffice

Toturnonautomaticreplies1.OntheInfopageoftheBackstageview,clickAutomaticReplies.2.IntheAutomaticRepliesdialogbox,ontheInsideMyOrganizationpage,clicktheSendautomaticrepliesoption.

3.SelecttheOnlysendduringthistimerangecheckbox.4.SettheStarttimetothedateandtimewhenyouwanttostartsendingautomaticreplies,andtheEndtimetothedateandtimeyouwanttostop.

5.Inthecontentpane,enterandformatthemessageyouwanttosendtointernalrecipients.

6.OntheOutsideMyOrganizationpage,selecttheAuto-replytopeopleoutsidemyorganizationcheckbox.

7.IfyouwanttorestrictautomaticrepliestoonlyemailmessagesthatareinyourContactsaddressbook,clicktheMyContactsonlyoption.

8.Inthecontentpane,enterandformatthemessageyouwanttosendtoexternalrecipients.

9.IntheAutomaticRepliesdialogbox,clickOK.

Tocreatearulethatrunsonlywhenyouareoutoftheoffice1.OntheInfopageoftheBackstageview,clickAutomaticReplies.2.IntheAutomaticRepliesdialogbox,clickRules.3.IntheAutomaticReplyRulesdialogbox,clickAddRule.4.IntheWhenamessagearrivesthatmeetsthefollowingconditionsareaoftheEditRuledialogbox,specifytheconditionsthatdefinemessagestobeprocessedbytherule.

5.Tospecifyadditionalconditionssuchasmessagesize,receiptdate,importance,andsensitivity,clickAdvancedand,intheAdvanceddialogbox,specifytheconditions,andthenclickOK.

6.InthePerformtheseactionsareaoftheEditRuledialogbox,specifytheactionstobeperformedbytherule.

7.ClickOKineachofthethreeopendialogboxes(EditRule,AutomaticReplyRules,andAutomaticReplies).

TospecifyrulestorunwhileAutomaticRepliesareturnedon1.OntheInfopageoftheBackstageview,clickAutomaticReplies.2.IntheAutomaticRepliesdialogbox,clickRules.3.IntheAutomaticReplyRulesdialogbox,selectthecheckboxforeachruleyouwanttorun,andclearthecheckboxforeachruleyoudon’twanttorunduringthecurrentout-of-officeperiod.ThenclickOKintheAutomaticReplyRulesandAutomaticRepliesdialogboxes.

PopulatemessagesbyusingQuickPartsYoucansaveinformationanddocumentelementsthatyouusefrequentlyascustombuildingblockssothatyoucaneasilyinsertthemintodocuments.Acustombuildingblockcanbeasimplephraseorsentencethatyouuseoften,oritcanincludefullparagraphsoftextandobjectssuchasgraphics.Youneedtocreatetheelementexactlyasyouwantitonlyonetime;thenyoucansaveitasabuildingblockanduseitconfidentlywhereveryouneedit.YouinsertacustombuildingblockintoamessagefromtheQuickPartsgalleryontheQuickPartsmenu.Tocreateabuildingblock,youcreateandselecttheitemyouwanttosave,clickSaveSelectionToQuickPartsGalleryontheQuickPartsmenu,andassignanametothebuildingblock.Youcantheninsertthebuildingblockatthecursor

nametothebuildingblock.YoucantheninsertthebuildingblockatthecursorbyenteringthebuildingblocknameandpressingF3,orbydisplayingtheQuickPartsgalleryandclickingthethumbnailofthebuildingblockyouwant.Oryoucaninsertitelsewherebyright-clickingthethumbnailinthegalleryandthenclickingoneofthespecifiedlocations.

TocreateQuickParts1.Inamessagecompositionwindow,enterandformatthecontentyouwanttosaveasaQuickPart.

2.Selectthecontent.3.OntheInserttab,intheTextgroup,clicktheQuickPartsbutton,andthenclickSaveSelectiontoQuickPartGallery.

4.IntheCreateNewBuildingBlockdialogbox,dothefollowing,andthenclickOK:a.IntheNamebox,enteranameforthebuildingblock.b.IntheDescriptionbox,enteradescriptionthatwillappearasaScreenTipwhenyoupointtothebuildingblockintheQuickPartsgallery.

SavefrequentlyusedmessagecontentasQuickPartsthatyoucaninsertinanymessage

ToinsertQuickPartsEnterthebuildingblockname,andthenpressF3.OntheInserttab,intheTextgroup,clicktheQuickPartsbutton,andthenclickthebuildingblockyouwanttoinsert.

ManagejunkemailBydefault,whenOutlookreceivesamessagethatitdeemstobeeitherjunkmailoraphishingmessage,itdeliversthatmessagetotheJunkEmailfolderassociatedwithyouraccountratherthantoyourInbox.(EachaccountyouconfigureOutlooktoconnecttohasitsownJunkEmailfolder.)WhentheJunkEmailfoldercontainsoneormoremessages,thenumberofmessagesinthefolderisshowninparenthesesattheendofthefoldername.Ifanyofthemessagesinthefolderhavenotbeenread,thefoldernameisbold.OutlookconvertsmessagecontentintheJunkEmailfoldertoplaintextanddisablesanyactivelinksorcontentwithinthemessage.TheInfoBarinthemessageheaderprovidesspecificinformationaboutthemessage’sstatus.

Outlookremovesattachments,disableslinks,andexposestargetURLsforyourreview

Anyremotegraphics(graphicsthataredisplayedfromInternetlocationsrather

thanembeddedinthemessage—sometimescalledwebbeacons)thatwerepresentinthemessageareconvertedtoURLs,whichrevealswherethegraphicsoriginated.Althoughtheresponseoptionsontheribbonareactive,youcan’treplytoamessagefromtheJunkEmailfolder—youmustfirstmoveittotheInboxoranotherfolder.YoucandeletemessagesfromtheJunkEmailfolder,orforwardamessagefromthefoldertosomeoneelsewhocanverifyforyouwhetherthemessageisvalid.Theforwardedmessagewillbeinplain-textformatratherthanintheoriginalmessageformat.

FromtheJunkmenu,youcanblockorallowspecificsendersorsendingdomains

YoumanagejunkmailsettingsfromtheJunkEmailOptionsdialogbox.YousetspecificjunkemailprocessingoptionsforeachemailaccounttowhichOutlookisconfiguredtoconnect.Theaccountforwhichyou’reconfiguringoptionsisshowninthetitlebaroftheJunkEmailOptionsdialogbox.TheJunkEmailOptionsdialogboxhasfivetabs:

OptionsOnthistab,yousetthejunkmailfilteringlevelandspecifytheactionsOutlookshouldtakewithmessagesthatthejunkmailfilterretains.SafeSendersOnthistab,youspecifysendingemailaddressesordomainsfromwhichOutlookshouldneverfiltermessages.SafeRecipientsOnthistab,youspecifyrecipientemailaddressesatwhichyoumightreceivemessages,suchasadistributionlists,thatOutlookshouldneverfilter.BlockedSendersOnthistab,youspecifysendingemailaddressesordomainsfromwhichOutlookshouldalwaysblockmessages.

InternationalOnthistab,youspecifycountry-specificorregion-specifictop-leveldomainsfromwhichOutlookshouldalwaysblockmessages,orincomingmessagelanguages,thatyouwantOutlooktoalwaysblock.

Tailorthejunkmailfiltersettingstofityourtypicalemailpatterns

Toprocessajunkemailmessage1.IntheJunkEmailfolder,selectthemessageyouwanttoprocess.2.OntheHometab,intheDeletegroup,clicktheJunkbutton.3.IntheJunklist,clickoneofthefollowing:•BlockSendertoaddthemessagesendertotheBlockedSenderslist.•NeverBlockSendertoaddthemessagesendertotheSafeSenderslist.•NeverBlockSender’sDomaintoaddthemessagesender’sdomaintotheSafeSenderslist.

•NeverBlockthisGrouporMailingListtoaddtherecipientgrouptotheSafeRecipientslist.

•NotJunktomovethemessagetotheInbox.YouthenhavetheoptionofaddingthemessagesendertotheSafeSenderslist.

ToconfigurejunkmailsettingsforthesenderofanopenmessageOntheMessagetabofthemessagereadingwindow,intheDeletegroup,clicktheJunkbutton,andthenclicktheoptionyouwant.

ToemptytheJunkEmailfolderofanymailbox1.DisplaytheFolderListintheFolderPaneandexpandthemailboxtodisplayitsJunkEmailfolder.

2.Right-clicktheJunkEmailfolder,andthenclickEmptyFolder.3.Inthemessageboxthatappears,clickYestoconfirmthatyouwanttopermanentlydeletetheitems.

ToopentheJunkEmailOptionsdialogboxOntheHometab,intheDeletegroup,ontheJunkmenu,clickJunkEmailOptions.

TochooseajunkemailprotectionlevelOntheOptionstaboftheJunkEmailOptionsdialogbox,clickNoAutomaticFiltering,Low,High,orSafeListsOnly.

ToconfigureOutlooktoautomaticallydeletesuspectedjunkemailOntheOptionstaboftheJunkEmailOptionsdialogbox,selectthePermanentlydeletesuspectedjunkemailinsteadofmovingittotheJunkEmailfoldercheckbox.

TipDonotselectthePermanentlyDeleteSuspectedJunkEmail...checkboxifyousettheprotectionleveltoHighortoSafeListsOnly.Withthesesettings,itislikelythattheJunkEmailFilterwillcatchquiteafewvalidmessagesthatyoudon’twantdeleted.

Toensurethatmessagesfromaspecificsenderordomainaren’tclassifiedasjunk

1.OntheSafeSenderstaboftheJunkEmailOptionsdialogbox,clickAdd.

2.IntheAddaddressordomaindialogbox,enteranemailaddress(forexample,tom@contoso.com)ordomain(forexample,@contoso.com),andthenclickOK.

Toensurethatresponsestomessagesyousendaren’tclassifiedasjunkOntheSafeSenderstaboftheJunkEmailOptionsdialogbox,selecttheAutomaticallyaddpeopleIemailtotheSafeSendersListcheckbox.

Toensurethatmessagessenttoaspecificemailaddressordomainaren’tfiltered

1.OntheSafeRecipientstaboftheJunkEmailOptionsdialogbox,clickAdd.

2.IntheAddaddressordomaindialogbox,enteranemailaddressordomain,andthenclickOK.

TipAdddistributionlistsormailinglistsofwhichyouareamembertoyourSafeRecipientsListtoensurethatmessagessenttoyouthroughthedistributionlistormailinglistwillneverbetreatedasjunkemail.

Toensurethatmessagesfromaspecificsenderordomainarealwaysclassifiedasjunk

1.OntheBlockedSenderstaboftheJunkEmailOptionsdialogbox,clickAdd.

2.IntheAddaddressordomaindialogbox,enteranemailaddressordomain,andthenclickOK.

Toblockallmessagesfromalocation-specifictop-leveldomain1.OntheInternationaltaboftheJunkEmailOptionsdialogbox,clickBlockedTop-LevelDomainList.

2.IntheBlockedTop-LevelDomainListdialogbox,selectthecheckboxforthetop-leveldomainofeachcountryorregionyouwanttoblock,andthenclickOK.

Toblockallmessageswithlanguage-specificencoding

1.OntheInternationaltaboftheJunkEmailOptionsdialogbox,clickBlockedEncodingsList.

2.IntheBlockedEncodingsListdialogbox,selectthecheckboxforeachlanguageyouwanttoblock,andthenclickOK.

Objective2.1practicetasksTherearenopracticefilesforthesetasks.Beforeyoubegin,alertacolleaguethatyou’regoingtopracticecreatingautomaticrepliesandrules.

StartOutlookanddothefollowing:SetthedefaultfontfornewmessagestoGreen,12-pointCandara.Createanemailsignaturethatincludesyourstandardemailmessageclosure(suchasBestregardsorThanks!)andyourname.Assigntheemailsignaturetonewmessagessentfromyourprimaryaccount.ConfigureOutlooktoautomaticallyreplytomessagessenttoyourprimaryaccountforthenexthour.Formessagesreceivedfromsendersinsideyourorganization,entertheautomaticreplytextThankyouforyourmessage.I’mstudyingfortheOutlookMOScertificationexamandwillcheckmessagessoon.Turnoffautomaticrepliestosendersoutsideofyourorganization.CreatearulethatassignsallincomingmessagesfromyourcolleaguetotheRedcategory,ortoanothercategoryofyourchoosing.Turnontherule.

Createanewemailmessagetoyourcolleagueanddothefollowing:Verifythatthemessageincludestheemailsignatureyouconfiguredearlier.Inthemessagecontentpane,abovetheemailsignature,enterPleasehelpmetestOutlookautomaticrepliesandrulesbyrespondingtothismessage.Verifythatthemessagetextusesthedefaultfontyouconfiguredearlier.Beforesendingthemessage,savethemessagecontent(includingthetextandyouremailsignature)asaQuickPartnamedTestMessage.DeletethemessagecontentandthenreinsertitbyusingtheQuickPart.Sendthemessage.

Whenyourcolleaguerespondstothemessage,dothefollowing:VerifythatOutlookassignstheresponsemessagetothecategoryyou

selectedearlier.Fromtheresponsemessage,addyourcolleague’semailaddresstoyourSafeSenderslist.

DisplayyourJunkEmailfolderanddothefollowing:Locateamessagefromasenderyouwanttoblock.AddthemessagesendertoyourBlockedSenderslist.IfyourJunkEmailfoldercontainsnomessagesyouwanttokeep,emptyit.

Objective2.2:Createmessages

CreateandsendmessagesYoucansendamessagefromanyaccountforwhichyouhavepermission.Validsendingaccountsincludethosethatareconfiguredonyourcomputerandotheraccountsforwhichyouhavebeendelegatedpermission.

SeeAlsoForinformationaboutsendingfromalternativeaccounts,see“Managemultipleaccounts”in“Objective1.1:Customizesettings.”Forinformationaboutdelegatingpermissiontoaccounts,see“Delegateaccess”in“Objective2.4:Organizeandmanagemessages.”

InadditiontotheToandCcfields,whicharedisplayedbydefaultinthemessagecompositionwindow,youcandisplaytheFromfieldandtheBccfield.Whenyoudisplayorhidetheseoptionalmessageheaderfieldsinanindividualmessage,Outlookretainsthesettingforallmessagecompositionwindows.

Amessagewithallavailableheaderfieldsandanautomaticsignature

Aconvenientwaytodistributeafile(suchasaMicrosoftWorddocument,Excelworkbook,PowerPointpresentation,orpicture)isbyattachingthefiletoanemailmessage.MessagerecipientscanprevieworopenthefilefromtheReadingPane,openitfromthemessagewindow,forwardittootherpeople,orsaveittotheircomputers.Whenyouattachafilefromasharedonlinelocation,suchasaOneDrivefolderorSharePointdocumentlibrary,themessagemaybeattachedasalinktothesharedfile,indicatedbyacloudonthefileicon.Ifyouprefertosendthefile,youcanconvertthelinktoafreestandingattachment.

Convertingasharedfiletoanattachment

YoucanalsoattachOutlookitems,suchasothermessages,calendaritems,contactrecords,notes,andtasks,tooutgoingmessages.RecipientscansaveattacheditemsintheirownOutlookinstallations.

TocreateanoriginalmessageIntheMailmodule,ontheHometab,intheNewgroup,clickNewEmail.IntheMailmodule,pressCtrl+N.Inanymodule,ontheHometab,intheNewgroup,clickNewItems,andthenclickEmailMessage.

TipOutlookuserinterfaceelementsrefertoelectronicmailasemailore-mail.Forconsistency,thetextofthisbookalwaysreferenceselectronicmailasemail.

Inanymodule,pressCtrl+Shift+M.

TodisplayoptionaladdressfieldsOntheOptionstabofthemessagewindow,intheShowFieldsgroup,clickBcc.

ToattachoneormorefilestoamessageDragthefileorfilesyouwanttoattachtothemessagefromFileExplorerintothemessageareaofthemessagewindow.

Or

1.OntheMessagetaborInserttabofthemessagewindow,intheIncludegroup,clickAttachFile.

2.OntheAttachFilemenu,dooneofthefollowing:•IfthefileyouwanttoattachisintheRecentItemslist,clickthefileinthelist.

•ClickBrowseWebLocations,clickthefilestoragelocation,andbrowsetoandselectthefileyouwanttoattach.

•ClickBrowseThisPCtoopentheInsertFiledialogbox.Locateandclickthefileyouwanttoattach,andthenclickInsert.

ToattachaseparatecopyofasharedfiletoamessageIntheAttachedareaofthemessageheader,pointtotheattachment,clickthearrowthatappears,andthenclickAttachasCopy.

ToattachanOutlookitemtoamessageDragtheitemyouwanttoattachtothemessagefromthecontentpaneintothemessageareaofthemessagewindow.

Or1.Doeitherofthefollowing:•OntheMessagetabofthemessagewindow,intheIncludegroup,clickAttachItem,andthenclickOutlookItem.

•OntheInserttabofthemessagewindow,intheIncludegroup,clickOutlookItem.

2.IntheInsertItemdialogbox,locateandclicktheitemyouwanttoattach.

3.WithAttachmentselectedintheInsertasarea,clickOK.

ToremoveanattachmentfromanoutgoingemailmessageIntheAttachedareaofthemessageheader,pointtothefileattachment,clickthearrowthatappears,andthenclickRemoveAttachment.

Torecallamessage1.FromyourSentItemsfolder,openthemessageyouwanttorecall.2.OntheMessagetab,intheMovegroup,clicktheMoreMoveActionsbutton,andthenclickRecallThisMessage.

Youcandeleteorreplaceamessageyou’vesentifithasn’tyetbeenreadbytherecipient

3.IntheRecallThisMessagedialogbox,selectanoptiontoindicatewhetheryouwanttodeleteorreplacethesentmessage,andwhetheryouwanttoreceiveanemailnotificationofthesuccessorfailureofeachrecall.ThenclickOK.

4.Ifyouchoosetoreplacethemessage,anewmessagewindowopens.Enterthecontentthatyouwanttoincludeinthereplacementmessage,andthensendit.

ConfiguremessageoptionsWhenyousendamessage,youcanincludevisualindicatorsoftheimportance,sensitivity,orsubjectcategoryofamessageorotherOutlookitem,flagamessageforfollow-up,restrictotherpeoplefromchangingorforwardingmessagecontent,provideasimplefeedbackmechanismintheformofvotingbuttons,andspecifymessagedeliveryoptionstofityourneeds.Commonmessagesettingsanddeliveryoptionsincludethefollowing:

FlagsandremindersYoucanplaceanoutgoingmessageonyourtasklist,addaninformationalremindertoit,orsetaremindertoappearatacertaintimeanddate,foryourselfandformessagerecipients.ImportanceYoucanindicatetheurgencyofamessagebysettingitsimportancetoHighorLow.Acorrespondingbannerappearsinthemessageheaderand,iftheImportancefieldisincludedintheview,animportanceiconappearsintheInboxorothermessagefolder.SensitivityYoucanindicatethatamessageshouldbekeptprivatebysettingitssensitivitytoConfidential,Personal,orPrivate.Noindicator

appearsinthemessagefolder,butabannerappearsinthemessageheadertoindicateasensitivitylevelotherthanNormal.SecurityIfyouhaveadigitalID,youcandigitallysignthemessage;oryoucanencryptthecontentsofthemessage.VotingoptionsIfyouandyourmessagerecipientshaveMicrosoftExchangeServeraccounts,youcanaddvotingbuttonstoyourmessagessothatrecipientscanquicklyselectfrommultiple-choiceresponseoptions.TrackingoptionsYoucantrackmessagesbyrequestingdeliveryreceiptsandreadreceipts.Thesereceiptsaremessagesautomaticallygeneratedbytherecipient’semailserverwhenitdeliversthemessagetotherecipientandwhentherecipientopensthemessage.DeliveryoptionsYoucanhavereplymessagesdeliveredtoanemailaddressotherthanyours,specifyadateandtimeforthemessagetobedeliveredandtoexpire,andsetadvancedattachmentformatandencodingoptions.CategoriesYoucanassignamessagetoacolorcategorythatwillbevisibletotherecipientifheorsheviewsthemessageinOutlook.

ExamStrategyExam77-731,“Outlook2016:CoreCommunication,CollaborationandEmailSkills,”doesnotrequireyoutodemonstratetheabilitytoschedulethedeliveryofamessageorsetanexpirationtimeforamessage.

Themessageheaderprovidesimportantinformationtorecipients

ThemostcommonlyusedoptionsareavailableintheTagsgroupontheMessagetabofthemessagewindow.YoucanaccessotheroptionsfromthePropertiesdialogbox,whichyouopenbyclickingtheTagsdialogboxlauncher.

SettingsinthePropertiesdialogboxarespecifictothecurrentmessage

TodesignateamessageashighorlowpriorityOntheMessagetabofthemessagewindow,intheTagsgroup,clicktheHighImportanceorLowImportancebutton.

Or1.OntheMessagetabofthemessagewindow,clicktheTagsdialogboxlauncher.

2.InthePropertiesdialogbox,clicktheoptionyouwantintheImportancelist,andthenclickClose.

Toremovetheprioritysettingfromamessageyouareforwarding1.OntheMessagetabofthereceivedmessagewindow,intheRespondgroup,clicktheForwardbutton.

2.OntheMessagetaboftheforwardedmessagecompositionwindow,intheTagsgroup,clicktheactiveHighImportanceorLowImportancebuttontoturnitoff.

Tosetthesensitivityofamessage

1.OntheMessagetabofthemessagewindow,clicktheTagsdialogboxlauncher.

2.InthePropertiesdialogbox,clicktheoptionyouwantintheSensitivitylist,andthenclickClose.

TipYoucansetthedefaultsensitivityandpriorityofallnewmessagesintheSendMessagessectionoftheMailpageoftheOutlookOptionsdialogbox.

Toflaganoutgoingmessageforfollow-upbyyouOntheMessagetabofthemessagewindow,clicktheFollowUpbutton,andthenclicktheflagdateyouwanttoset.

Toflaganoutgoingmessageforfollow-upbyrecipients1.OntheMessagetabofthemessagewindow,clicktheFollowUpbutton,andthenclickCustom.

2.IntheCustomdialogbox,selecttheFlagforRecipientscheckbox.3.Ifyouwanttosetareminderforrecipients,selecttheRemindercheckboxandthereminderdateandtime.

4.ClickOKtosettheflag,whichwillappearinthemessageheaderasRecipientsreceive:FollowuporRecipientsreceive:Followupbyfollowedbythespecifieddateandtime.

ToaddvotingoptionstoamessageOntheOptionstabofthemessagewindow,intheTrackinggroup,clickUseVotingButtons,andthenclicktheexistingcombinationofvotingbuttonsyouwant.

Or1.Doeitherofthefollowing:•OntheOptionstab,clicktheMoreOptionsdialogboxlauncher.•OntheOptionstabofthemessagewindow,intheTrackinggroup,clickUseVotingButtons,andthenclickCustom.

2.IntheVotingandTrackingoptionsareaofthePropertiesdialogbox,selecttheUsevotingbuttonscheckbox.

3.IntheUsevotingbuttonslist,doeitherofthefollowing:•Clickthecombinationofvotingbuttonsyouwantinthelist.•Enterthevotingbuttonlabelsyouwant,separatedbysemicolons.

4.ClosethePropertiesdialogbox.

Torequestamessagereceipt1.OntheOptionstab,clicktheMoreOptionsdialogboxlauncher.2.IntheVotingandTrackingoptionsareaofthePropertiesdialogbox,doeitherofthefollowing:•SelecttheRequestadeliveryreceiptforthismessagecheckboxtorequestnotificationwhenthemessageisdeliveredtotherecipient’smailbox.

•SelecttheRequestareadreceiptforthismessagecheckboxtorequestnotificationwhenthemessageismarkedasread.

3.ClosethePropertiesdialogbox.

Todirectresponsestoanalternativeemailaddress1.Doeitherofthefollowing:•OntheOptionstab,intheMoreOptionsgroup,clickDirectRepliesTo.

•OntheOptionstab,clicktheMoreOptionsdialogboxlauncher.2.IntheDeliveryoptionsareaofthePropertiesdialogbox,entertheemailaddresstowhichyouwantresponsestobedeliveredintheHaverepliessenttobox.

3.ClosethePropertiesdialogbox.

RespondtomessagesAfteryoureadamessage,OutlookindicatesitsstatusasReadbyremovingtheboldformattingandbluebarfromthemessageheader.YoucanchangethereadstatusofamessagetoprovidevisualcuesortoaffectthenumberthatappearsafterthefoldernameintheFolderPane.YoucanrespondtomostemailmessagesthatyoureceivebyclickingaresponsebuttoneitherintheReadingPane,intheRespondgroupontheHometaboftheprogramwindow,orintheRespondgroupontheMessagetabofthemessagewindow.Themoststandardresponsetoamessageisareply.Whenyoureplytoa

Themoststandardresponsetoamessageisareply.Whenyoureplytoamessage,Outlookfillsinoneormoreoftheaddressboxesforyou,asfollows:

ReplyCreatesanemailmessage,addressedtoonlytheoriginalmessagesender,thatcontainstheoriginalmessagetext.ReplyAllCreatesanemailmessage,addressedtothemessagesenderandallrecipientslistedintheToandCcboxes,thatcontainstheoriginalmessagetext.Themessageisnotaddressedtorecipientsofblindcourtesycopies(Bccrecipients).ReplywithMeetingCreatesameetinginvitationaddressedtoallmessagerecipients.Themessagetextisincludedinthemeetingwindowcontentpane.Outlooksuggeststhecurrentdateandanupcominghalf-hourtimeslotforthemeeting.

Messagerepliesincludetheoriginalmessageheaderandtext,precededbyaspaceinwhichyoucanrespond.Repliesdonotincludeanyattachmentsfromtheoriginalmessage.Youcanadd,change,anddeleterecipientsfromanyreplybeforesendingit.Youcanforwardareceivedmessagetoanyemailaddress(regardlessofwhethertherecipientusesOutlook)providedthemessagewasnotsentwithrestrictedpermissions.Outlook2016hasthefollowingmessage-forwardingoptions:

ForwardCreatesanewmessagethatcontainsthetextoftheoriginal,andretainsanyattachmentsfromtheoriginalmessage.ForwardAsAttachmentCreatesablankmessagethatcontainsnotextbutincludestheoriginalmessageasanattachment.Theoriginalmessagetextandanyattachmentsareavailabletothenewrecipientwhenheorsheopenstheattachedmessage.

Whenyouforwardamessage,Outlookdoesnotfillintherecipientboxesforyou(theassumptionbeingthatyouwanttoforwardthemessagetosomeonewhowasn’tincludedontheoriginalmessage).

Tomarkmessagesasreadorunread1.Selectthemessageormessagesforwhichyouwanttochangethestatus.2.Right-clicktheselection,andthenclickMarkasReadorMarkasUnread.

ToreplyonlytothemessagesenderOntheHometab,intheRespondgroup,clicktheReplybutton.

IntheReadingPane,inthemessageheader,clicktheReplybutton.PressCtrl+R.

ToreplytoallmessagerecipientsOntheHometab,intheRespondgroup,clicktheReplyAllbutton.IntheReadingPane,inthemessageheader,clicktheReplyAllbutton.PressCtrl+Shift+R.

ToforwardamessageOntheHometab,intheRespondgroup,clicktheForwardbutton.IntheReadingPane,inthemessageheader,clicktheForwardbutton.PressCtrl+F.

Todeletemessages1.Selectthemessage,messages,orconversationyouwanttodelete.2.Doeitherofthefollowing:•PresstheDeletekey.•OntheHometab,intheDeletegroup,clickDelete.

3.Ifpromptedtoconfirmthedeletion,clickYes.

Objective2.2practicetasksThepracticefilesforthesetasksarelocatedintheMOSOutlook2016\Objective2practicefilefolder.Beforeyoubegin,alertacolleaguethatyouwillbepracticingsendingmessages.

StartOutlookanddothefollowing:CreateanewmessagewiththesubjectMOSSensitivityandaddressthemessagetoyourself.Flagthemessageaspersonal.Configurethemessagetoexpireinfiveminutes,andthensendit.

AfteryoureceivetheMOSSensitivitymessage,dothefollowing:Openandthenclosethemessage.Waitforthemessagetoexpire,andnotetheeffectoftheexpiration.Markthemessageasunread.

CreateanewmessagetoyourselfwiththesubjectMOSSecret,anddothe

following:Flagthemessageasbothhighpriorityandconfidential.Sendthemessage.

AfteryoureceivetheMOSSecretmessage,dothefollowing:Forwardthemessage.Addresstheforwardedmessagetoyourcolleague.ChangetheprioritytoNormal.AddyourselfasaBCCrecipient.Requestadeliveryreceipt.Sendthemessage.

Afterthemessagearrives,dothefollowing:Openthemessageandverifythatthemessageheaderdoesn’tincludeyouasamessagerecipient.Verifythatyoureceivedeliveryreceiptsforyourselfandyourcolleague.Attempttorecallthemessage,andnotetheresults.

CreateanewmessagetoyourselfwiththesubjectMOSVote,anddothefollowing:Inthemessagecontentpane,enterWillIpasstheOutlookMOSexam?ConfigurethemessageoptionstoincludethecustomvotingbuttonsIWill,IMight,andIWillNot.Sendthemessage.Afteryoureceivethemessage,respondbyvotingIWill.Locateandreviewthepollresults.

CreateanewmessagetoyourselfwiththesubjectMOSFiles,anddothefollowing:AttachtheOutlook_2-2adocumenttothemessage.UseadifferenttechniquetoattachtheOutlook_2-2bpresentationtothemessage.Sendthemessagetoyourself.Afteryoureceivethemessage,previeweachoftheattachmentsintheReadingPane.Scrollthroughthefullcontentofeach.OpentheOutlook_2-2adocumentandOutlook_2-2bpresentation.

Scrollthroughthedocumentandruntheslideshowtoidentifyanydifferencesbetweenthepreviewandthefilecontent.

CreateanewmessagetoyourselfwiththesubjectMOSItems,anddothefollowing:Attachanycontactrecord(notabusinesscard)andanycalendaritem(notacalendar)tothemessage.Sendthemessage.Afteryoureceivethemessage,previeweachoftheattachmentsintheReadingPane.Openthecontactrecord.

Closetheopendocument,presentation,contactrecord,andemailmessages.

Objective2.3:Formatmessages

FormattextYoucanmanuallyformattextinthemessagecontentpanetodifferentiateitfromyourdefaultfont.ThelocalformattingoptionsavailableinOutlook2016arethesameasthoseavailableinWord2016,PowerPoint2016,andotherOffice2016programs.Youmightalreadybefamiliarwiththeformattingoptionsfromworkingwiththoseprograms.Here’saquickreviewofthetypesofformattingchangesyoucanmake.

Font,size,andcolorMorethan220fontsinarangeofsizesandinavirtuallyunlimitedselectionofcolorsFontstyleRegular,bold,italic,orbolditalicUnderlinestyleandcolorPlain,multiple,dotted,dashed,wavy,andmanycombinationsthereof,inallcolorsEffectsStrikethrough,superscript,subscript,shadow,outline,emboss,engrave,smallcaps,allcaps,orhiddenCharacterspacingScale,spacing,position,andkerningParagraphattributesAlignment,indentation,andspacingCharacterandparagraphstylesTitles,headings,andpurpose-specificfontformatting(forexample,forquotesandbooktitles)

Toapplylocalformattingtoselectedtext

OntheMiniToolbar,clickorselecttheformattingyouwanttoapply.IntheBasicTextgrouptheMessagetab,orintheFontorParagraphgroupontheFormatTexttab,clickorselecttheformattingoption.OntheMessagetab,clicktheBasicTextdialogboxlauncher.OntheFontandAdvancedtabsoftheFontdialogbox,clickorselecttheformattingyouwanttoapply,andthenclickOK.OntheFormatTexttab,clicktheFontdialogboxlauncher.IntheFontdialogbox,clickorselecttheformattingyouwanttoapply,andthenclickOK.OntheFormatTexttab,clicktheParagraphdialogboxlauncher.OntheIndentsandSpacingandLineandPageBreakstabsoftheParagraphdialogbox,clickorselecttheformattingyouwanttoapply,andthenclickOK.

Toapplyexistingformattingtoothertext1.Inthemessagecompositionwindow,positionthecursorintheformattedtextorparagraph.

2.Doeitherofthefollowing:•OntheMessagetaborFormatTexttab,intheClipboardgroup,clicktheFormatPainterbuttontostorethecharacterandparagraphformattingoftheselectedtextoractiveparagraphforasingleuse.

•IntheClipboardgroup,double-clicktheFormatPainterbuttontostoretheformattingoftheselectedtextoractiveparagraphformultipleuses.

3.Dragthepaintbrush-shapedcursoracrossthetexttowhichyouwanttoapplythestoredformatting.

4.Ifnecessary,clicktheFormatPainterbuttonorpresstheEsckeytoturnofftheFormatPaintertool.

TipWhenyouareworkingwithcertaincontentelementssuchastablesandgraphics,oneormoretooltabscontainingformattingcommandsspecifictothatelementappearontheribbon.Youmustselecttheelementtoaccessitsformattingcommands.

ApplythemesYoucanchangetheappearanceofthetextinamessagebyapplyingeitherlocal

Youcanchangetheappearanceofthetextinamessagebyapplyingeitherlocalformatting(characterorparagraphattributesandstylesthatyouapplydirectlytotext)orglobalformatting(athemethatyouapplytotheentiredocument)inthesamewaythatyouwouldwhenworkinginaWorddocumentorPowerPointpresentation.NineofthestandardMicrosoftOffice2016themes(whicharenotthesameastheemailmessagethemesyoucanselectintheThemeOrStationerydialogbox)areavailablefromtheThemesgalleryontheOptionstabinamessagecompositionwindow.Eachthemecontrolsthecolors,fonts,andgraphiceffectsusedinthemessage.Thedefaultthemeforallemailmessages,Worddocuments,PowerPointpresentations,Excelworkbooks,andotherOffice2016documentsistheOfficetheme.Ifyoudon’tapplyanotherthemetoyourmessage,thecolors,fonts,andeffectsinyourmessagearecontrolledbytheOfficetheme.

TospecifyanemailthemeorstationeryforHTMLmessages1.OpentheOutlookOptionsdialogboxanddisplaytheMailpage.2.IntheComposemessagessection,clickStationeryandFonts.3.OnthePersonalStationerytaboftheSignaturesandStationerydialogbox,intheThemeorstationeryfornewHTMLemailmessagearea,clickTheme.

TipOutlookuserinterfaceelementsrefertoelectronicmailasemailore-mail.Forconsistency,thetextofthisbookalwaysreferenceselectronicmailasemail.

4.IntheThemeorStationerydialogbox,clickthethemeyouwanttouse.SelectorcleartheVividColors,ActiveGraphics,andBackgroundImagecheckboxestospecifythethemeelementsyouwanttoinclude,andthenclickOK.

5.IntheThemeorstationeryfornewHTMLemailmessagearea,clicktheFontarrow,andthendooneofthefollowing:•ClickUsetheme’sfonttousethethemefontfornewmessagesandresponses.

•ClickUsemyfontwhenreplyingandforwardingmessagestousethethemefontfornewmessagesandacustomfontforresponses.

•ClickAlwaysusemyfonttouseacustomfontforallmessagesandtouseonlythestyles,colors,andbackgroundsoftheselectedtheme.

6.ClickOKintheopendialogboxes.

ToapplyathemetoanindividualmessageInthemessagecompositionwindow,ontheOptionstab,intheThemesgroup,clicktheThemesbutton,andthenclickthethemeyouwanttoapply.

Applyacustomorbuilt-inthemetoanymessage

Toresettothedefaulttheme1.OnthePersonalStationerytaboftheSignaturesandStationerydialogbox,intheThemeorstationeryfornewHTMLemailmessagearea,clickTheme.

2.IntheThemeorStationerydialogbox,click(NoTheme),andthenclickOK.

ApplystylesAstyleisacombinationofcharacterformattingandparagraphformattingthatyoucanapplytoselectedtextortheactiveparagraphwithoneclick.YoucanusestylestoformattextinemailmessagesinthesamewaythatyoudoinWorddocuments.

OutlooksupportsthesamestylesandstylesetsthatareavailableinWord

ExamStrategyIftheexistingstylesdon’tmeetyourneeds,youcanmodifyexistingstylesandcreatestylesfromscratch.Modifyingandcreatingstylesisbeyondthescopeofthisexam.

TodisplaytheStylespaneInthemessagecompositionwindow,ontheFormatTexttab,clicktheStylesdialogboxlauncher.

TopreviewtheeffectofastyleonselectedtextOntheFormatTexttab,intheQuickStylesgallery,pointtothestyle.

ToapplyastyletoselectedtextIntheQuickStylesgalleryorintheStylespane,clickthestyle.

CreatehyperlinksOutlookautomaticallyconvertsURLsthatyouenterinamessagecontentpaneintohyperlinksthattherecipientcanclicktodisplaythewebpage.Youcanmanuallycreateahyperlinkfromanytextorgraphictoaheadingorbookmarkwithinthemessageortoanexternalfileorwebpage.YoucanalsocreateahyperlinkthattherecipientcanclicktocreateanewemailmessagethatalreadyhastheToandSubjectfieldspopulated.

Tobegincreatingahyperlinkofanytype1.Selectthetextorgraphicfromwhichyouwanttolink.2.DoeitherofthefollowingtoopentheInsertHyperlinkdialogbox:•OntheInserttab,intheLinksgroup,clickHyperlink.•PressCtrl+K.

Tocreateahyperlinktoanexistingfile1.IntheInsertHyperlinkdialogbox,intheLinktolist,clickExistingFileorWebPage.

2.Doeitherofthefollowing:•IntheLookinpane,browsetothefileyouwanttolinkto.•ClicktheBrowseforFilebuttonandthen,intheLinktoFiledialogbox,browsetothefileandclickOpen.

3.IntheInsertHyperlinkdialogbox,clickOK.

TocreateaWorddocumentandahyperlinktoit1.IntheInsertHyperlinkdialogbox,intheLinktolist,clickCreateNewDocument.

2.IntheNameofnewdocumentbox,enteranameforthedocument.3.TocreatethedocumentinafolderotherthanyourDocumentsfolder,clickChange,browsetothefolderinwhichyouwanttosavethefile,andthenclickOK.

4.IntheWhentoeditarea,dooneofthefollowing:•ClickEditthenewdocumentlatertocreateablankdocument.•ClickEditthenewdocumentnowtocreateadocumentandopenitinWord.

5.IntheInsertHyperlinkdialogbox,clickOK.

Tocreateahyperlinktoawebpage1.IntheInsertHyperlinkdialogbox,intheLinktolist,clickExistingFileorWebPage.

2.Doeitherofthefollowing:•IntheAddressbox,entertheURLofthewebpageyouwanttolinkto.•ClicktheBrowsetheWebbutton.Inthewebbrowserwindowthatopens,displaythewebpageyouwanttolinkto.Thenminimizeorclosethebrowserwindow.

3.IntheInsertHyperlinkdialogbox,clickOK.

Tocreateahyperlinktoaheadingorbookmarkwithinthemessage1.IntheInsertHyperlinkdialogbox,intheLinktolist,clickPlaceinThisDocument.

2.IntheSelectaplaceinthisdocumentbox,clicktheheadingorbookmarkyouwanttolinkto.

3.IntheInsertHyperlinkdialogbox,clickOK.

Tocreateahyperlinkthatcreatesapre-addressedemailmessage1.IntheInsertHyperlinkdialogbox,intheLinktolist,clickEmailAddress.

2.IntheEmailaddressbox,enterthenameoremailaddressofthemessagerecipient.

3.IntheSubjectbox,enterthemessagesubject.4.IntheInsertHyperlinkdialogbox,clickOK.

Tochangethetargetofanexistinghyperlink1.Right-clickthehyperlinkedtextorgraphic,andthenclickEditHyperlink.

2.IntheEditHyperlinkdialogbox,changethepropertiesofthehyperlink,

andthenclickOK.

ToremoveahyperlinkRight-clickthehyperlinkedtextorgraphic,andthenclickRemoveHyperlink.

InsertimagesEmailisameansofcommunicatinginformationtootherpeople,and,astheoldsayinggoes,apictureisworthathousandwords.UsingOutlook2016,youcancommunicatevisualinformationinthefollowingways:

Sharephotographswithotherpeoplebyattachingthephotostomessagesorembeddingtheminmessages.Shareinformationfromwebsites,documents,andothervisualpresentationsbycapturingimagesofyourscreendirectlyfromOutlookandtheninsertingthoseimagesinyourmessage.ExplaincomplicatedprocessesandotherbusinessinformationbycreatingSmartArtgraphicswithinmessagesorbyembeddingSmartArtgraphicsthatyoucreateinotherOffice2016programs.Communicatestatisticalinformationbycreatingachartwithinamessage.Decoratemessagecontentbyinsertingclipartimages.

YoucaninsertallthesetypesofimagesfromtheIllustrationsgroupontheInserttabintothecontentpaneofanemailmessage,calendaritem,ortask,orintothenotespaneofacontactrecord.

ExamStrategyCapturingscreenshots,insertingSmartArtgraphicsorcharts,andformattingimagesarebeyondthescopeofthisexam.

YoucaninsertdigitalphotographsorpicturescreatedinalmostanyprogramintoanOutlookemailmessage.Youspecifythesourceofthepictureyouwanttoinsertbyclickingoneofthefollowingtwobuttons,whicharelocatedintheIllustrationsgroupontheInserttab:

PicturesClickthisbuttontoinsertapicturethatissavedasafileonyourcomputer,onanetworkdrive,oronadevice(suchasadigitalcamera)thatisconnectedtoyourcomputer.OnlinePicturesClickthisbuttontoinsertaroyalty-freeclipartimage

fromOffice.com,awebsearchresultfromBing,oranimagestoredinyourpersonalonlinestoragefolderoranotheronlinesource.

Afterinsertingapicturefromafileorfromanonlinesource,youcanmodifythepictureandcontroltheflowoftextarounditbyusingthecommandsontheFormattooltabthatappearswhenthepictureisselected.

YoucanmodifypicturesinoutgoingmessagesinthesamewaysthatyoucaninWorddocuments

Toinsertanimagefromafile1.Clickinthemessagecontentpane.

2.OntheInserttab,intheIllustrationsgroup,clickPictures.3.IntheInsertPicturedialogbox,browsetoandclickthefileyouwant.Thendooneofthefollowing:•Toinserttheimageinthemessagecontentpane,clickInsert.•Toinsertanimagethatupdatesautomaticallyiftheimagefilechanges,intheInsertlist,clickLinktoFile.

•Toinsertanimagethatyoucanmanuallyupdateiftheimagefilechanges,intheInsertlist,clickInsertandLink.

Toinsertanonlineimage1.OntheInserttab,intheIllustrationsgroup,clickOnlinePictures.2.IntheInsertPictureswindow,clicktheonlinesource.3.EnterakeywordinthesearchboxandpressEnter,orbrowsetothepictureyouwanttoinsert.

4.Double-clicktheimageyouwanttoinsert.

TipYouchangethesize,shape,andlocationofanimagebyusingthesametechniquesasyoudowithothergraphicelements.

InsertsignaturesAfteryoucreateasignature,youcanmanuallyaddittoanyemailmessage.Insertingasignatureinamessageautomaticallyreplacesanysignaturethatisalreadyinthemessage.

SeeAlsoForinformationaboutcreatingandassigningemailsignatures,see“Objective2.1:Configuremailsettings.”

Tomanuallyinsertanexistingemailsignatureinamessage1.Positionthecursorwhereyouwanttoinserttheemailsignature.2.OntheInserttab,intheIncludegroup,clicktheSignaturebutton.3.IntheSignaturelist,clickthenameoftheemailsignatureyouwanttoinsert.

ToremoveanemailsignaturefromamessageSelectanddeletethesignaturecontentasyouwouldanyothertext.

Objective2.3practicetasksThepracticefileforthesetasksislocatedintheMOSOutlook2016\Objective2practicefilefolder.

StartOutlook,createanewmessagetoyourselfwiththesubjectMOSFormatting,anddothefollowing:OpentheOutlook_2-3document.SelectallthecontentinthedocumentandcopyittotheMicrosoftOfficeClipboard.PastethecopiedcontentintotheMOSFormattingmessage.ApplytheTitlestyletothefirstparagraphofthepastedcontent.ApplytheSubtitlestyletothesecondparagraph.Formatthefourparagraphsrepresentingcategoriesofrulesasabulletedlist.ApplytheHeading1styletotheDefinitionsandGeneralRulesparagraphs.ApplytheGallerythemetothemessageandnotethechanges.Sendthemessage.

CreateanewmessagetoyourselfwiththesubjectMOSLinks,anddothefollowing:Inthemessagebody,enterthefollowingtext:YoucanfindmoreinformationaboutMicrosoftOffice2016here.Pleaseletmeknowifyouhaveanyquestions.InsertahyperlinkfromthewordherethatdisplaystheOfficewebsiteatoffice.microsoft.cominanewwindow.InsertahyperlinkfromthewordsletmeknowthatcreatesanemailmessageaddressedtoyouwiththesubjectOfficehelprequest.Sendthemessagetoyourself.Whenyoureceivethemessage,testthehyperlinksandverifythateachperformstheexpectedtask.

Objective2.4:Organizeandmanagemessages

ArrangemessagesbyspecificattributesBydefault,Outlookdisplaysmessagesinorderbydate,fromnewesttooldest.

Bydefault,Outlookdisplaysmessagesinorderbydate,fromnewesttooldest.Alternatively,youcanarrangeitemsbyanyofthefollowingattributes:

AccountMessagesaregroupedbytheemailaccounttowhichtheyweresent.ThisisusefulifyoureceivemessagesformorethanoneemailaccountinyourInbox(forexample,ifyoureceivemessagessenttoyourPOP3accountwithinyourExchangeaccountmailbox).AttachmentsMessagesaregroupedbywhethertheyhaveattachmentsandsecondarilybydatereceived.CategoriesMessagesarearrangedbythecategoryyouassigntothem.Messageswithoutacategoryappearfirst.Messageswithmultiplecategoriesassignedtothemappearineachofthosecategorygroups.Flag:StartDateorDueDateUnflaggedmessagesandmessageswithoutspecificschedulesappearfirst.Messagesthatyou’veaddedtoyourtasklistwithspecificstartorduedatesaregroupedbydate.FromMessagesappearinalphabeticalorderbythemessagesender’sdisplayname.Ifyoureceivemessagesfromapersonwhousestwodifferentemailaccounts,orwhosendsmessagesfromtwodifferentemailclients(forexample,fromOutlookandfromWindowsMail),themessageswillnotnecessarilybegroupedtogether.ImportanceMessagesaregroupedbypriority:High(indicatedbyaredexclamationpoint),Normal(thedefault),orLow(indicatedbyabluedownward-pointingarrow).ToMessagesaregroupedalphabeticallybytheprimaryrecipients(thenamesoraddressesontheToline).ThegroupnameexactlyreflectstheorderinwhichaddressesappearontheToline.Therefore,amessageaddressedtoBartDuncan;LukasKellerisnotgroupedwithamessageaddressedtoLukasKeller;BartDuncan.SizeMessagesaregroupedbysizeofthemessage,includinganyattachments.GroupsincludeHuge(1–5MB),VeryLarge(500KB–1MB),Large(100–500KB),Medium(25–100KB),Small(10–25KB),andTiny(lessthan10KB).ThisfeatureisusefulifyouworkforanorganizationthatlimitsthesizeofyourInbox,becauseyoucaneasilylocatelargemessagesanddeletethemormovethemtoapersonalfolder.SubjectMessagesarearrangedalphabeticallybytheirsubjectsandthenbydate.Thisissimilartoarrangingbyconversationexceptthatthemessagesaren’tthreaded.

TypeItemsinyourInbox(orotherfolder)aregroupedbythetypeofitem—forexample,messages,encryptedmessages,messagereceipts,meetingrequestsandmeetingrequestresponses,tasks,MicrosoftInfoPathforms,andservernotifications.

TipYoucaneasilysortandgroupmessagesbyanymessagesettingsbychoosingthatmessagesettingintheArrangeBylist.

Afterarrangingtheitemsinyourmessagelist,youcanchangethesortorderofthearrangement.Themessagelistheaderdisplaysthecurrentsortorderandarrangementofthemessagelist.

NumberscomebeforeletterswhensortingfromAtoZ

Bydefault,themessageswithineacharrangementareingroupsspecifictothatcategory.Forexample,whenmessagesarearrangedbydate,theyaregroupedbydate:groupsincludeeachdayofthecurrentweek,LastWeek,TwoWeeksAgo,ThreeWeeksAgo,LastMonth,andOlder.Eachgrouphasaheader.Youcancollapseagroupsothatonlytheheaderisvisible,orselectandprocess

cancollapseagroupsothatonlytheheaderisvisible,orselectandprocessmessagesbygroup.

Collapsinggroupsofmessagesdisplaysonlythegroupheaders

InSinglevieworPreviewview,youcansortmessagesbyanyvisiblecolumn.Ifyouwanttosortbyanattributethatisn’tshown,youcanaddthatcolumntotheview.

ToarrangemessagesbyaspecificattributeDooneofthefollowing:•Inanyview:OntheViewtab,intheArrangementgallery,clickthemessageattribute.

•InCompactview:Inthemessagelistheader,clickthecurrentarrangement,andthenclickthemessageattribute.

•InSinglevieworPreviewview:Right-clickanycolumnheader,clickArrangeBy,andthenclickthemessageattribute.

ToreversethesortorderofthemessagelistarrangementDooneofthefollowing:

•Inanyview:OntheViewtab,intheArrangementgroup,clickReverseSort.

•InCompactview:Inthemessagelistheader,clickthecurrentsortorder.•InSinglevieworPreviewview:Right-clickanycolumnheader,andthenclickReverseSort.

TipInalistview,youcansortbyanycolumnbyclickingthecolumnheader,andreversethesortorderbyclickingthecolumnheaderagain.

TogrouporungroupmessagesDooneofthefollowing:•Inanyview:OntheViewtab,intheArrangementgallery,clickShowinGroups.

•InCompactview:Clickthemessagelistheader,andthenonthemenu,clickShowinGroups.

•InSinglevieworPreviewview:Right-clicktheheaderofthecolumnyouwanttogroupby,andthenclickGroupByThisField.

ToselectagroupofmessagesClickthegroupheader.

ToexpandthecurrentmessagegroupDooneofthefollowing:•Clickthearrowattheleftendofthegroupheader.•PresstheRightArrowkey.•OntheViewtab,intheArrangementgroup,clickExpand/Collapse,andthenclickExpandThisGroup.

TocollapsethecurrentmessagegroupDooneofthefollowing:•Clickthearrowattheleftendofthegroupheader.•PresstheLeftArrowkey.•OntheViewtab,intheArrangementgroup,clickExpand/Collapse,andthenclickCollapseThisGroup.

ToexpandorcollapseallmessagegroupsOntheViewtab,intheArrangementgroup,clickExpand/Collapse,andthenclickExpandAllGroupsorCollapseAllGroups.

Toresetthemessagearrangement(andotherviewsettings)1.OntheViewtab,intheCurrentViewgroup,clickResetView.2.IntheMicrosoftOutlookdialogboxpromptingyoutoconfirmthatyouwanttoresetthecurrentviewtoitsdefaultsettings,clickYes.

CategorizemessagesTohelpyoulocateOutlookitemsassociatedwithaspecificsubject,project,person,orotherattribute,youcancreateacategoryspecifictothatattributeandassignthecategorytoanyrelateditems.YoucanassignacategorytoanytypeofOutlookitem,suchasamessage,anappointment,acontactrecord,oranote.Forexample,youmightassigncontactrecordsforcustomerstoaCustomerscategory,orcontactrecords,messages,andmeetingsassociatedwithaspecificprojecttoacategorynamedfortheproject.Outlookusescolorcategories,whichcombinenamedcategorieswithcolorbarstoprovideanimmediatevisualcuewhenyouviewmessagesinyourInbox,appointmentsonyourcalendar,andotherinformation.DependingontheviewoftheOutlookitems,thecategorymightbeindicatedbyasimplecoloredblockoralargecoloredbar.

Coloredblocksrepresentthecategoriesassignedtoanitem

TipYoucanlocate,sort,andfilterOutlookitemsbycategory.Forinformation,see“Objective1.3:PerformsearchoperationsinOutlook.”

Outlook2016hassixpreconfiguredcolorcategoriesnamedonlybycolor.Youcanrenamethemandcreatenewcategories.Eachcategorycanhavethefollowingelements:

NameThecategorynamecanbeonesimplewordoralong,descriptivephrase.Thefirst32charactersofthecategorynamearevisibleinthecolorcategoriesdialogbox,butpointingtoatruncatednamedisplaystheentirenameinaScreenTip.ShortcutkeyYoucanassignanyofthe11availablekeyboardshortcutcombinations(Ctrl+F2throughCtrl+F12)totheindividualcolorcategories.(Youcanassignonlythese11keyboardshortcutswithinthedialogbox.)ColorYoucanassignanyofthe25availablecolorstoacategory(ortomultiplecategories),oryoucanchoosenottoassignacolorandtorelyonlyonthenametodistinguishbetweencategories.(Youcan’tchoosecolorsotherthanthe25shown.)Whenyouassignacategorythatdoesn’thaveanassociatedcolortoanOutlookitem,thecolorblockorcolorbarisshownaswhite.

Youcanassignanunlimitednumberofcategoriestoamessage,butonlythethreemostrecentlyassignedappearinthemessagelist.ThecolorsrepresentingalltheassignedcategoriesappearintheReadingPane.

TipIfyoudon’trenameastandardcolorcategorybeforeassigningitforthefirsttime,Outlookgivesyoutheoptionofrenamingthecategorythefirsttimeyouuseit.

OutlookuserswithExchange,IMAP,orPOPaccountscandesignateonecategoryastheQuickClickcategory.OutlookassignstheQuickClickcategorybydefaultwhenyousimplyclicktheCategoryboxorcolumnassociatedwithanitem.(CategoryboxesappearinthemessageheaderinSingleviewandPreviewview.)UntilyouselectaQuickClickcategory,clickingtheblankCategoryboxeshasnoeffect.

boxeshasnoeffect.

DesignateyourmostfrequentlyusedcategoryastheQuickClickcategory

ToassignacolorcategorytoanitemInanymailorcontactfolder,ontheCategorizemenu,intheTagsgroupontheHometab,clickthecategoryyouwant.Inanycalendar,ontheCategorizemenu,intheTagsgrouponthetooltab(suchasAppointmentorMeeting)thatappearsfortheselecteditem,clickthecategoryyouwant.Inanymessagelistview,clicktheemptyboxintheCategoriescolumntoassigntheQuickClickcategory.

TipYoumustfirstsettheQuickClickcategory,asdescribedinthelaterprocedure.

Inanyfolder,right-clickanitemoraselectionofitems,clickCategorize,andthenclickthecategoryyouwant.

Toassignaselecteditemtomultiplecolorcategories1.OntheCategorizemenu,clickAllCategories.2.IntheColorCategoriesdialogbox,selectthecheckboxesofthecategoriesyouwanttoassign,andthenclickOK.

Toassignakeyboardshortcuttoacolorcategory1.OntheCategorizemenu,clickAllCategories.2.IntheColorCategoriesdialogbox,clickthecategory.3.IntheShortcutKeylist,clickthekeycombinationyouwant.4.IntheColorCategoriesdialogbox,clickOK.

Torenameacolorcategory1.OntheCategorizemenu,clickAllCategories.2.IntheColorCategoriesdialogbox,dothefollowing,andthenclickOK:a.Clickthecategoryname,andthenclickRename.b.Withthecategorynameselectedforediting,enterthenameyouwant,andthenpressEnter.

Tocreateacustomcolorcategory1.OntheCategorizemenu,clickAllCategories.2.IntheColorCategoriesdialogbox,clickNew.3.IntheAddNewCategorydialogbox,dothefollowing:a.IntheNamebox,enteranameforthecategory.b.IntheColorlist,clickthecoloryouwanttodisplayforthecategory.c.ClicktheShortcutKeyarrow,andthenclickthekeyboardshortcutyouwant.

4.ClickOKineachoftheopendialogboxes.

TosetorchangetheQuickClickcolorcategory1.DoeitherofthefollowingtoopentheSetQuickClickdialogbox:•OntheCategorizemenu,clickSetQuickClick.•OpentheOutlookOptionsdialogboxanddisplaytheAdvancedpage.IntheOthersection,clickQuickClick.

2.IntheSetQuickClickdialogbox,selectthecategoryyouwantOutlooktouse,andthenclickOK.

Flagmessagesforfollow-upYoucanassignareminderflagforyourownreference,toremindyoutofollowuponamessage,contactrecord,ortask.TheflagsavailableformessagesandtasksareCall,DoNotForward,FollowUp,ForYourInformation,Forward,NoResponseNecessary,Read,Reply,ReplyToAll,andReview.TheflagsavailableforcontactrecordsareFollowUp,Call,ArrangeMeeting,SendEmail,andSendLetter.ThedefaultflagforanyitemisFollowUp.Assigningaflagtoanemailmessageorcontactrecordaddsittoyourtasklist.Ifyouaddaremindertoaflaggeditem,OutlookdisplaystheReminderswindowatthespecifiedtime.Fromthiswindow,youcandismisstheflagorpostponethereminder.

reminder.Youcanassignaflagtoanoutgoingmessage.Ifyouassignastandardflag,itappearsonlytoyou.Ifyouspecificallyflagthemessageforrecipients,Outlookremindstherecipienttofollowuponthemessagewithaspecificaction.

Toflaganexistingitemforfollow-upSelecttheitem.OntheHometab,intheTagsgroup,clicktheFollowUpbutton,andthenclicktheflagcorrespondingtothefollow-uptimeyouwanttospecify.Inthemessagelist,right-clicktheitem,pointtoFollowUp,andthenclicktheflagcorrespondingtothefollow-uptimeyouwanttospecify.

SeeAlsoForinformationaboutflaggingoutgoingmessagesforfollow-up,see“Configuremessageoptions”in“Objective2.2:Createmessages.”

Tosetacustomflag1.Selecttheitem.OntheHometab,intheTagsgroup,clicktheFollowUpbutton,andthenclickCustom.

2.IntheCustomdialogbox,intheFlagtolist,clicktheflagyouwanttoappearintheitemheader.

3.Setthestartdateandduedatetocontrolwheretheitemappearsonyourtasklist,andthenclickOK.

Toaddaremindertoaflaggeditem1.DoeitherofthefollowingtoopentheCustomdialogboxandturnonareminderfortheitem:•Right-clicktheitem,clickFollowUp,andthenclickAddReminder.•OntheHometab,intheTagsgroup,clicktheFollowUpbutton,andthenclickAddReminder.

2.WiththeRemindercheckboxselected,specifythereminderdateandtime,andthenclickOK.

Toflaganoutgoingmessageforyourfollow-upOntheMessagetabofthemessagecompositionwindow,intheTagsgroup,clicktheFollowUpbutton,andthenclicktheflagcorrespondingto

thefollow-uptimeyouwanttospecify.

Toflaganoutgoingmessagefortherecipient’sfollow-up1.OntheMessagetab,intheTagsgroup,clicktheFollowUpbutton,andthenclickCustom.

2.IntheCustomdialogbox,selecttheFlagforRecipientscheckbox.3.SpecifytheFlagtoactionandthereminderdateandtime,andthenclickOK.

ManageconversationsConversationviewisanalternativearrangementofmessagesgroupedbysubject.AllthemessageswiththesamesubjectappeartogetherinyourInbox(orothermessagefolder)underoneconversationheader.Youcandisplaydifferinglevelsofmessageswithinaconversation.Untilyouexpandtheconversation,allthemessagesgroupedwithinittakeuponlyasmuchspaceinyourInboxasasinglemessagewould.

Whiteright-pointingarrowsindicateadditionalmessagescollapsedwithinaconversation

Theconversationheaderprovidesinformationaboutthemessageswithintheconversation,includingthenumberofunreadmessagesandwhetheroneormoremessagesincludesanattachment,iscategorized,orisflaggedforfollow-up.Whenyoureceiveamessagethatispartofaconversation,theentireconversationmovestothetopofyourInboxandthenewmessageappearswhenyouclicktheconversationheader.Whenaconversationincludesunreadmessages,ablueverticallineappearstotheleftoftheheaderandtheconversationsubjectisinboldbluefont,justasanunreadmessagewouldappear.Whenyouhavemultipleunreadmessages,thenumberisindicatedinparenthesesfollowingthesubject.Thesendersoftheunreadmessagesarelistedbelowthesubject.AswithotherfeaturesofOutlook2016,youcanmodifythewayConversation

viewdisplaysmessagestosuitthewayyouwork.Conversationviewsettingsinclude:

ShowMessagesfromOtherFoldersBydefault,Conversationviewdisplaysmessagesstoredinanyfolder,includingsentmessagesthatarestoredintheSentItemsfolder.(Withintheexpandedconversation,sentmessagesareindicatedbyitalicfont.)Youcanturnoffthissettingtodisplayonlymessagesfromthecurrentfolder.ShowSendersAbovetheSubjectBydefault,whenaconversationiscollapsed,theconversationheaderdisplaysthenamesofalltheconversationparticipantsabovetheconversationsubject;whentheconversationisfullyexpanded,theconversationheaderdisplaysonlythesubject.Thissettingreversestheorderoftheinformationintheconversationheader;thenamesoftheconversationparticipantsaredisplayedabovetheconversationsubject.Insomecases,suchaswhenOutlookdisplaysamessageonthesecondline,thesubjectmightnotbevisibleatall.AlwaysExpandSelectedConversationThissettingcausesOutlooktodisplayallmessagesinaconversationwhenyouclicktheExpandConversationbuttonorconversationheaderonce.UseClassicIndentedViewThissettingcausesOutlooktoindentoldermessageswithinindividualmessagethreadstoshowtheprogressionofthethread.Thissettingisnotaseffectiveasthedefaultfordisplayingsplitconversationsbecauseamessagemightbeattherootofmultiplebranchesbutcanappearonlyonceinthemessagelist.

WithConversationview,youcanmanageallthemessageswithinaconversationasagroup.Youcandothisbyclickingtheconversationheadertoeffectivelyselectallthemessagesintheconversation(theywon’tappearselected,but,forexample,movingtheconversationheadertoanotherfoldermovesalltheindividualmessagesintheconversation)andthenapplyingyouraction.Oryoucanusetheseconversation-managementtools:

IgnoreConversationThiscommandmovestheselectedconversationandanyrelatedmessagesyoureceiveinthefuturedirectlytotheDeletedItemsfolder.CleanUpConversationThiscommanddeletesredundantmessages—whosetextiswhollycontainedwithinlatermessages—fromaconversation.Bydefault,Outlookdoesn’tcleanupcategorized,flagged,ordigitallysignedmessages.Youcanmodifyconversationclean-upsettings

ontheMailpageoftheOutlookOptionsdialogbox.

ToturnConversationviewonoroffOntheViewtab,intheMessagesgroup,selectorcleartheShowasConversationscheckbox.

ToselectoneormoreConversationviewoptionsIntheMessagesgroup,clickConversationSettings,andthenclickShowMessagesfromOtherFolders,ShowSendersAbovetheSubject,AlwaysExpandSelectedConversation,orUseClassicIndentedView.

ToexpandaconversationClicktheconversationheaderortheExpandConversationbuttontotheleftoftheconversationheaderoncetodisplaythemostrecentmessageintheReadingPaneandtodisplayalltheuniquemessagesintheconversation.ClicktheExpandConversationbuttontwicetodisplayallmessagesintheconversation,includingmessagesfromyourSentItemsfolder.

Tocleanupaconversation1.Selectoneormoremessagesorconversations.2.OntheHometab,intheDeletegroup,clicktheCleanUpbutton.3.IntheCleanUplist,dooneofthefollowing:•Todeleteallredundantmessagesfromtheselectedconversations,clickCleanUpConversationandthen,intheCleanUpConversationdialogbox,clickCleanUp.

•Todeleteallredundantmessagesfromthecurrentfolderbutnotitssubfolders,clickCleanUpFolderandthen,intheCleanUpFolderdialogbox,clickCleanUpFolder.

•Todeleteallredundantmessagesfromthecurrentfolderanditssubfolders,clickCleanUpFolder&Subfoldersandthen,intheCleanUpFolderdialogbox,clickCleanUpFolder.

ToignoreaconversationPressCtrl+Deltoignorethecurrentlyactiveconversation.

Or

1.Selectoneormoremessagesorconversations.2.OntheHometab,intheDeletegroup,clicktheIgnorebutton.3.IntheIgnoreConversationdialogbox,clickIgnoreConversation.

OrganizemessagesinfoldersYoucancreatefolderstocontainemailmessages,calendarinformation,contactrecords,andotheritems.Youmustspecifythetypeofitemsthefolderwillcontainwhenyoucreateit.

TocreateamessagefolderIntheFolderPane,right-clicktheparentfolder(usuallytheInbox),andthenclickNewFolder.Enterthefoldernameinthesubfoldernameareathatopens,andthenpressEnter.

Or1.OntheFoldertab,intheNewgroup,clickNewFolder.2.IntheCreateNewFolderdialogbox,enteranameforthefolderintheNamebox,andthenintheFoldercontainslist,clickMailandPostItems.

3.IntheSelectwheretoplacethefolderlist,clickthelocationinwhichyouwanttocreatethefolder(usuallytheInbox).

4.IntheCreateNewFolderdialogbox,clickOK.

Tomoveselectedmessagesandcreateamessagefolder1.Doeitherofthefollowing:•Right-clickthemessages,andthenclickMove.•OntheHometab,intheMovegroup,clickMove.

2.Inthelowersectionofthelist,clickOtherFolder.3.IntheMoveItemsdialogbox,clickNew.4.IntheCreateNewFolderdialogbox,enteranameforthefolderintheNamebox,andthenintheFoldercontainslist,clickMailandPostItems.

5.IntheSelectwheretoplacethefolderlist,clickthelocationinwhichyouwanttocreatethefolder(usuallytheInbox).

6.ClickOKineachoftheopendialogboxes.

TomoveselectedmessagestoanexistingfolderDragthemessagesfromthemessagelisttothedestinationfolderintheFolderPane.

Or1.Doeitherofthefollowing:•Right-clickthemessages,andthenclickMove.•OntheHometab,intheMovegroup,clickMove.

2.Doeitherofthefollowing:•Intheuppersectionofthelist,clickthedestinationfolder.•Inthelowersectionofthelist,clickOtherFolder.IntheMoveItemsdialogbox,clickthefoldertowhichyouwanttomovethemessages,andthenclickOK.

CreateandmanageQuickStepsWiththeQuickStepsfeature,youcanperformmultipleprocessesononeormoreemailmessageswithonlyoneclick.Forexample,youcanreplytoanemailmessageanddeletetheoriginalmessage,orflagamessageforfollow-upandmoveittoaspecificfolder.QuickStepsaresomewhatlikerules,butyoumustinitiatethemmanually.AdefaultOutlookinstallationincludesthesefiveQuickSteps:

MovetoMovestheselectedmessagetoafolderthatyouspecifythefirsttimeyouusetheQuickStepandmarksthemessageasread.Afteryouspecifythefolder,theQuickStepnamechangestoincludethefoldername.ToManagerForwardstheselectedmessagetoapersonorpeopleyouspecifythefirsttimeyouusetheQuickStep.YoucanedittheQuickSteptoincludeCcandBccrecipients,aspecificmessagesubject,afollow-upflag,alevelofimportance,andspecificmessagetext,andtosendthemessageoneminuteafteryouclicktheQuickStepcommand.TeamEmailCreatesamessagetoapersonorpeopleyouspecifythefirsttimeyouusetheQuickStep.YoucanedittheQuickSteptoincludeCcandBccrecipients,aspecificmessagesubject,afollow-upflag,alevelofimportance,andspecificmessagetext,andtosendthemessageoneminuteafteryouclicktheQuickStepcommand.DoneMovestheselectedmessagetoafolderthatyouspecifythefirsttime

youusetheQuickStep,marksthemessageasread,andmarksthemessageascompletesothatacheckmarkisdisplayedinthefollow-upflaglocation.Reply&DeleteCreatesaresponsetotheoriginalmessagesenderandimmediatelydeletestheoriginalmessage.

QuickStepsareavailablefromtheQuickStepsgroupontheHometaboftheMailmodule,andfromtheshortcutmenuthatappearswhenyouright-clickamessageorgroupofmessages.

Outlookprovidesseveralbuilt-inQuickStepsthatperformcommontasks

Foreachofthebuilt-inQuickSteps,youcanchangeitsname;edit,add,andremoveactions;andspecifytooltiptextthatappearswhenyoupointtotheQuickStepintheQuickStepsgallery.YoucancreateyourownQuickStepsthatincludeanycombinationofupto12actions.YoucanbaseanewQuickSteponastandardsetofactionsoranexistingQuickStep,orcreateitfromscratch.Youcanassignshortcutkeys(Ctrl+Shift+1throughCtrl+Shift+9)touptonineQuickSteps.

TipTheQuickStepsfeatureisavailableonlyintheMailmodule.Ifyouconnecttomultipleaccounts,theQuickStepsineachMailmodulearespecifictothataccount.

Performupto12actionsbyusingaQuickStep

TosetupanduseanexistingQuickStep1.OntheHometab,intheQuickStepsgallery,clicktheQuickStepyouwanttoperform.

2.IntheFirstTimeSetupdialogbox,doeitherofthefollowing:•Providetheinformationrequiredfortheselectedcommand,andthenclickSave.

•IntheFirstTimeSetupdialogbox,providetheinformationrequiredfortheselectedcommand,clickOptions,andthenfollowtheinstructionsforchangingthepropertiesofanexistingQuickStep.

ToperformanexistingQuickStep

1.Selectamessageorgroupofmessages.2.Doeitherofthefollowing:•OntheHometab,intheQuickStepsgallery,clicktheQuickStepyouwanttoperform.

•Right-clicktheselection,pointtoQuickSteps,andthenclicktheQuickStepyouwanttoperform.

TodisplaythepropertiesofanexistingQuickStep1.OntheHometab,clicktheQuickStepsdialogboxlauncher.2.IntheManageQuickStepsdialogbox,intheQuicksteplist,clicktheQuickStepyouwanttoview.

TochangethepropertiesofanexistingQuickStep1.Doeitherofthefollowing:•IntheQuickStepsgallery,right-clicktheQuickStepyouwanttomodify,andthenclickEditQuickStepname.

•OntheHometab,clicktheQuickStepsdialogboxlauncher.IntheManageQuickStepsdialogbox,clicktheQuickStepyouwanttomodify,andthenclickEdit.

2.IntheEditQuickStepdialogbox,doanyofthefollowing,andthenclickSave:•TorenametheQuickStep,replacethetextintheNamebox.•Toreplaceanaction,intheActionslist,clicktheexistingaction,andthenclickthereplacementaction.Supplyanysecondaryinformationnecessaryforthereplacementaction.

•Toaddanaction,clickAddAction.ClickChooseanAction,andthenclicktheactionyouwanttoadd.Supplyanysecondaryinformationnecessaryforthenewaction.

•ToassignashortcutkeycombinationtotheQuickStep,intheShortcutkeylist,clickthekeycombinationyouwant.

•TochangethemessagethatappearswhenyoupointtotheQuickStep,editthetextintheTooltiptextbox.

TocreateaQuickStep1.Dooneofthefollowing:

•IntheQuickStepsgallery,clickCreateNewtobegincreatingacustomQuickStep.

•ExpandtheQuickStepsgallery,clickNewQuickStep,andthenclickthebasicactionsetyouwanttheQuickSteptoperform,orclickCustom.

•ClicktheQuickStepsdialogboxlauncher.IntheManageQuickStepsdialogbox,doeitherofthefollowing:ClickNew.ThenclickthebasicactionsetyouwanttheQuickSteptoperform,orclickCustom.IntheQuicksteplist,clickanexistingQuickSteponwhichyouwanttobasethenewQuickStep,andthenclickDuplicate.

2.IntheFirstTimeSetuporEditQuickStepdialogbox,providethenecessaryinformation,andthenclickFinish.

Toresetabuilt-inQuickStep1.OntheHometab,clicktheQuickStepsdialogboxlauncher.2.IntheManageQuickStepsdialogbox,intheQuicksteplist,clicktheQuickStepyouwanttoreset.

3.ClickResettoDefaults,andthenclickYesintheMicrosoftOutlookdialogboxthatopens.

TodeleteaQuickStepIntheQuickStepsgallery,right-clicktheQuickStep,andthenclickDelete.ClicktheQuickStepsdialogboxlauncher.IntheManageQuickStepsdialogbox,clicktheQuickStepyouwanttodelete,andthenclickDelete.

ConfigurebasicAutoArchivesettingsFromtheAutoArchivesectionoftheAdvancedpageoftheOutlookOptionsdialogbox,youcanopentheAutoArchivedialogbox.Inthisdialogbox,youcanconfigureautomaticarchivaloperationsseparatefromthosethatmightbemanagedbyyourorganization’sExchangeadministrator.TheAutoArchivefeatureisturnedoffbydefault.

Youcanspecifyitemarchivingoptionsandupcomingappointmentreminderoptions

Toautomaticallyarchiveitems1.OpentheOutlookOptionsdialogboxanddisplaytheAdvancedpage.2.IntheAutoArchivesection,clickAutoArchiveSettings.3.IntheAutoArchivedialogbox,dothefollowing:a.SelecttheRunAutoArchiveeverycheckbox.b.Intheadjacentdaysbox,enterorselectthefrequency.c.IntheDuringAutoArchivesection,reviewtheoptionsandconfigurethesettingstomeetyourneeds.

4.ClickOKintheopendialogboxes.

DelegateaccessYoucandelegatecontrolofoneormoreOutlookmodulestoaco-workersothatpersoncancreatemessages,appointments,tasks,contactrecords,andnotes,andrespondtorequestsonyourbehalf.Whendelegatingaccess,youcanassignspecificpermissionlevelsforeachmodule.Permissionoptionsincludethefollowing:

NoneThedelegatecannotread,create,ormodifyitemsinthemodule.

ReviewerThedelegatecanreaditemsinthemodule,butcannotcreateormodifyitems.AuthorThedelegatecanreadandcreateitemsinthemodule,butcannotmodifyexistingitems.EditorThedelegatecanread,create,andmodifyitemsinthemodule.

Whendelegatingpermissions,thedefaultsettingsgivethedelegateEditorpermissionstotheCalendarandTasksmodulesonly.However,youcanalsodelegatepermissiontoyourInbox,Contactsmodule,andNotesmodule.

TipWhenyoudelegatepermissionstoyourcalendar,youcanspecifywhethermeetingrequestsaresentonlytoyou,onlytoyourdelegates,ortobothyouandyourdelegates.

Stipulatedelegatedpermissionsindividuallyforeachmodule

TodelegatecontrolofyouraccounttoanotherOutlookuser1.OntheInfopageoftheBackstageview,clickAccountSettings,andthenclickDelegateAccess.

2.IntheDelegatesdialogbox,clickAdd.3.IntheAddUsersdialogbox,clickthepersonyouwanttodelegatecontrolto,clickAdd,andthenclickOK.

4.IntheDelegatePermissionsdialogbox,setthepermissionlevelyouwantthedelegatetohaveforeachmodule.

5.Ifyouwanttoinformyourdelegateaboutthepermissionheorshehastoyouraccount,selecttheAutomaticallysendamessage...checkbox.

6.Ifyouwanttoallowyourdelegatetoviewdetailsofitemsthatyoumarkasprivate,selecttheDelegatecanseemyprivateitemscheckbox.

7.IntheDelegatePermissionsdialogbox,clickOK.

Tomodifydelegationpermissions1.OntheInfopageoftheBackstageview,clickAccountSettings,andthenclickDelegateAccess.

2.IntheDelegatesdialogbox,selectthedelegate,andthenclickPermissions.

3.IntheDelegatePermissionsdialogbox,setthepermissionlevelyouwantthedelegatetohaveforeachmodule,selectanyadditionaloptions,andthenclickOK.

Torescindadelegation1.OntheInfopageoftheBackstageview,clickAccountSettings,andthenclickDelegateAccess.

2.IntheDelegatesdialogbox,selectthedelegate,clickRemove,andthenclickOK.

Objective2.4practicetasksTherearenopracticefilesforthesetasks.Beforeyoubegin,alerttwocolleaguesthatyou’regoingtopracticeworkingwithQuickSteps.

DisplayyourOutlookInboxanddothefollowing:ArrangethemessagesinyourInboxbysubjectandsortthemfromZtoA.CreateasubfolderofyourInboxnamedImportant.Setupthebuilt-inTeamEmailQuickSteptosendamessagewiththesubjectMOSCertificationInformationtoyouandtwootherpeople.SpecifythatOutlookshouldprefillthemessagebodywiththetextNewinformationaboutMOScertification.

CreateaQuickStepnamedCategorizeMOSthatdoesthefollowing:

AssignsthemessagetoacategorynamedMOSStudyGuide.(CreatethecategoryduringtheprocessofcreatingtheQuickStep.Configurethecategorytousetheorangecolor,andassignthekeyboardshortcutCtrl+F2.)Createsataskcontainingthetextofthemessage.

RuntheTeamEmailQuickStepanddothefollowing:Inthemessage,replacethebuilt-inmessagebodycontentwiththetextI’mtestingOutlookQuickSteps;pleasereplytothismessage.Sendthemessage.

AfteryoureceivethetworesponsestotheMOSCertificationInformationmessage,dothefollowing:SelectthetwomessagesandruntheCategorizeMOSQuickStep.Flagoneofthemessagesforfollow-uptomorrow.ManuallyassigntheMOSStudyGuidecategorytooneadditionalmessage.SearchyourmailboxtolocateallitemsassignedtotheMOSStudyGuidecategory.MovetheitemstotheImportantfolder.

DisplaythecontentsofyourInboxinConversationviewanddothefollowing:Arrangethemessagesbyconversation.Identifyaconversationwithmultiplethreads,andcleanuptheconversationbyusingtheCleanUpcommand.

Objectivegroup3.Manageschedules

TheskillstestedinthissectionoftheMicrosoftOfficeSpecialistexamforMicrosoftOutlook2016relatetomanagingcalendars,calendaritems,tasks,andnotes.Specifically,thefollowingobjectivesareassociatedwiththissetofskills:3.1Createandmanagecalendars3.2Createappointments,meetings,andevents3.3Organizeandmanageappointments,meetings,andevents3.4Createandmanagenotesandtasks

ActivelyusingtheOutlookcalendarisabigsteptowardefficienttimemanagement.Youcantrackappointmentsandevents,organizemeetings,andscheduletimetocompletetasks.TheOutlookcalendardifferentiatesbetweenworkingandnonworkingtimesothatyourcalendarcorrectlyindicatestimesthatyou’reavailableformeetings.Youcanspecifyyourstandardworkingdaysandtimes,trackyourscheduleinmultipletimezones,andsmoothlyswitchbetweentimezoneswhenyoutravel.InadditiontoyourprimaryOutlookcalendar,youcancreate,import,linkto,subscribeto,andmanageothercalendarswithintheCalendarmodule.Youcanshareacalendarorselectedinformationfromitwithpeopleinsideoroutsideofyourorganization.Outlookprovidesothermodulesinwhichtotrackinformation.TheTasksmoduleprovidesawaytotrackindependenttasksandmessagesthatyouwanttofollow-upon,andtoassigntaskstootherpeople.Youcandisplayyourdailytasklistsinthecalendartocoordinatethetimerequiredtocompletethem,andyoucansavegeneralinformationintheNotesmodule.Thischapterguidesyouinstudyingwaysofmanagingcalendars,appointments,meetings,andevents;trackingtasks;andrecordinginformationinnotes.

Tocompletethepracticetasksinthischapter,youneedthepracticefilecontainedintheMOSOutlook2016\Objective3practicefilefolder.Formoreinformation,see“Downloadthepracticefiles”inthisbook’sintroduction.

Objective3.1:Createandmanagecalendars

ConfigurecalendarsettingsTheCalendarmoduleoffersfourdistinctviewsofcontent.Theseviewsare:

CalendarThisisthestandardviewinwhichyoudisplayyourOutlookcalendar.IntheDay,WorkWeek,orWeekarrangement,Calendarviewdisplaysthesubject,location,andorganizer(ifspaceallows)ofeachappointment,meeting,orevent,inadditiontotheavailabilitybarandanyspecialicons,suchasPrivateorRecurrence.PreviewIntheDay,WorkWeek,orWeekarrangement,thisviewdisplaysadditionalinformation,includinginformationfromthenotesareaoftheappointmentwindow,asspaceallows.ListThislistviewdisplaysallappointments,meetings,andeventsonyourcalendar.ActiveThislistviewdisplaysonlyfutureappointments,meetings,andevents.

InyourOutlookcalendar,thetimethatyouindicateyouareavailableforotherpeopletoschedulemeetingswithyouisreferredtoasyourworkweek.Thecalendartimeslotswithinyourworkweekarecoloreddifferentlyfromthoseoutsideofyourworkweek,andaretheonlytimeslotsmadeavailabletopeopleonyournetworkwhentheyaresearchingforatimetomeetwithyou.Bydefault,theOutlookworkweekisdefinedasfrom8:00A.M.to5:00P.M.(inyourlocaltimezone),MondaythroughFriday.Youcanchangethistomatchyourindividualworkschedule.InOutlook2016,youcanspecifyastarttimeandendtimeforyourstandardworkday,specifythedaysoftheweekthatyouwork,andspecifythedayoftheweekthatyou’dliketoappearfirstwhenyoudisplayonlytheworkweekinyourcalendar.

TipOutlookdoesn’tallowyoutodefineaworkdaythatcrossesmidnightortodefinedifferentstartandendtimesfordifferentdays.

Ifyoufrequentlytravelorworkwithcolleaguesorclientsoutsideofyourusualtimezone,youmightwanttochangethetimezoneonyourcomputersothatinformationsuchasthereceipttimeofemailmessages,appointmenttimes,andthetimeontheclockintheWindowsTaskbarnotificationareareflectsyourcurrentlocation.Ifyouhaveappointmentsinbothtimezones,youcandisplay

currentlocation.Ifyouhaveappointmentsinbothtimezones,youcandisplaybothtimezonesontheleftsideoftheCalendarpane,andswapbetweenzoneswhenyoutravel.Thatway,youcanbesuretocorrectlyenterappointmentsatthetimetheywilloccurintheirrespectivetimezones.

WorkingandnonworkingtimeinWorkWeekview

TodisplayadifferentcalendarviewOntheViewtab,intheCurrentViewgroup,clickChangeView,andthenclickCalendar,Preview,List,orActive.

TomodifythetimeperiodshowninCalendarvieworPreviewviewIntheArrangegroupontheHometab,orintheArrangementgroupontheViewtab,clickDay,WorkWeek,Week,MonthorScheduleView.OntheHometab,intheGoTogroup,clickTodayorNext7Days.

TomodifythetimesegmentsshownonthecalendarOntheViewtab,intheArrangementgroup,clickTimeScale,andthenclick60Minutes,30Minutes,15Minutes,10Minutes,6Minutes,or5Minutes.

TomodifythegroupingofcalendaritemsinListvieworActiveviewOntheViewtab,intheArrangementgallery,clickCategories,Start

Date,Recurrence,orLocation.Right-clickanycolumnheading,andthenclickGroupByThisField.

TosortcalendaritemsinListvieworActiveviewClickanycolumnheadingtosortbythevaluesinthatcolumn.Clicktheactivesortcolumnheadingtoreversethesortorder.OntheViewtab,intheArrangementgroup,clickReverseSort.

Tosetworktimesonthedefaultcalendar1.OpentheOutlookOptionsdialogboxanddisplaytheCalendarpage.2.IntheWorktimesection,doanyofthefollowing:•Setthestarttimeandendtimeoftheworkdayyouwanttodefine.•IntheWorkweekarea,selectthecheckboxesofthedaysyouwanttoincludeinyourworkweek.

•IntheFirstdayofweeklist,clickthedayyouwanttoappearfirst(ontheleft)intheWorkWeekviewofyourcalendar.

•IntheFirstweekofyearlist,clickStartsonJan1,First4-dayweek,orFirstfullweek.

3.IntheOutlookOptionsdialogbox,clickOKtosavethechanges.

Tochangethecalendartimezone1.OpentheOutlookOptionsdialogboxanddisplaytheCalendarpage.2.IntheTimezonessection,dothefollowing:a.ClicktheTimezonelist,andthenclickthetimezoneyouwanttodisplay.

b.InthecorrespondingLabelbox,enteradescriptionofupto32characters.

3.IntheOutlookOptionsdialogbox,clickOKtosavethechanges.

Todisplaymultipletimezones1.OpentheOutlookOptionsdialogboxanddisplaytheCalendarpage.2.IntheTimezonessection,dothefollowing:a.SelecttheShowasecondtimezonecheckbox.b.InthecorrespondingTimezonelist,clickthesecondtimezoneyouwanttodisplay.

c.InthecorrespondingLabelbox,enteradescriptionofupto32characters.

3.IntheOutlookOptionsdialogbox,clickOKtosavethechanges.

Toswitchyourcalendarbetweentheprimaryandsecondarytimezones1.OpentheOutlookOptionsdialogboxanddisplaytheCalendarpage.2.IntheTimezonessection,clicktheSwapTimeZonesbutton.3.IntheOutlookOptionsdialogbox,clickOKtosavethechanges.

WorkwithmultiplecalendarsTheCalendarbuttonontheNavigationBarlinkstothecalendarofyourdefaultemailaccount.YoucanalsodisplaythefollowingtypesofcalendarsintheCalendarmodule:

CalendarsofyourotheremailaccountsTheseareavailableautomaticallywhenyouconfigureOutlooktoconnecttoanaccount.CustomcalendarsYoucreateacalendarinthesamewaythatyoudoafolderthatcontainsmail,contactrecords,orotheritems.CalendarsofpeoplewithinyourorganizationWithinanorganizationthatusesMicrosoftExchangeServer,youcandisplaytheavailabilityofyourco-workers,individuallyorinagroup,withoutspecialpermission.SharedcalendarsOtherOutlookuserscansharetheircalendarswithyou.SharePointsitecalendarsYoucanconnectaSharePointcalendartoOutlook.InternetcalendarsYoucansubscribetoorimportcalendarsfromtheInternet.

AllthesetypesofcalendarsareavailabletoyoufromtheFolderPaneintheCalendarmoduleortheFolderListintheMailmodule.

AccessingcalendarsfromtheFolderPane

Youcandisplaycalendarsindividually,oryoucandisplaymorethanonecalendaratatime.Forexample,youmighthaveseparatebusinessandpersonalcalendarsandwanttoviewthemtogether.Youcanviewmultiplecalendarsnexttoeachother,oryoucanoverlaythemtodisplayacompositeviewoftheseparatecalendars.Whenyouviewandscrollthroughmultiplecalendars,theyalldisplaythesamedateortimeperiod.

TodisplayorhidemultiplecalendarsIntheFolderPaneoftheCalendarmodule,selectorclearthecheckboxofindividualcalendars.

IntheFolderPaneoftheMailmodule,expandtheFolderList,andthenclickacalendartodisplayit.

Tocreateasecondarycalendar1.DisplaytheCalendarmodule.OntheFoldertab,intheNewgroup,clickNewCalendar.

2.IntheCreateNewFolderdialogbox,namethecalendar,selectitslocation,andthenclickOK.

Tocreateacalendargroupbychoosinggroupmembers1.DisplaytheCalendarmoduleinCalendarview.OntheHometab,intheManageCalendarsgroup,clickCalendarGroupsandthen,inthelist,clickCreateNewCalendarGroup.

2.IntheCreateNewCalendarGroupdialogbox,enteranameforthegroup,andthenclickOK.

3.IntheSelectNamedialogbox,double-clickthenamesofthepeoplewhosecalendarsyouwanttoincludeinthecalendargrouptoaddthemtotheGroupMembersbox,andthenclickOK.

TipYoucandisplayanup-to-dategroupscheduleatanytimebyselectingthecheckboxofthecalendargroupintheFolderPane.Youcanhidethegroupschedulebyclearingthecheckbox.

Tocreateacalendargroupcontainingthecurrentlydisplayedcalendars1.OntheHometab,intheManageCalendarsgroup,clickCalendarGroupsandthen,inthelist,clickSaveasNewCalendarGroup.

2.IntheCreateNewCalendarGroupdialogbox,enteranameforthegroup,andthenclickOK.

Todeleteacalendargroup1.IntheFolderPane,right-clickthenameofthecalendargroup,andthenclickDeleteGroup.

2.Intheconfirmationdialogbox,clickYes.

TodeleteacalendarfromtheCalendarmoduleorfromacalendar

groupIntheFolderPane,right-clickthecalendarname,andthenclickDeleteCalendar.

ToswitchbetweenOverlayModeandSide-By-SideModeOnthetitlebartabofanysecondarycalendar,clicktheViewinOverlayModebutton(theleft-pointing arrow).InOverlayMode,clickeithercalendartabtodisplaythatcalendarontopoftheothercalendar.Onanyoverlaidcalendar,clicktheViewinSide-By-SideModebutton(theright-pointing arrow)toreturntothestandarddisplay.OntheViewtab,intheArrangementgroup,clickOverlaytoturnOverlayModeonorofffortheactivecalendar.Right-clickanycalendartab,andthenclickOverlaytoturnOverlayModeonoroffforthatcalendar.

SharecalendarinformationCo-workerscanviewyouravailableworkingtimewhentheyschedulemeetingswithyouorviewyourcalendarthroughOutlook.Ifyouwanttosharemoreinformationwithco-workersorwithpeopleoutsideofyourorganization,youhaveseveraloptionsfordoingso.

Youcanallowselectedco-workerstoviewcalendaritemdetailsbysharingthecalendarwiththem.Youcanallowselectedco-workerstoviewyourentirecalendarandtomakeappointmentsandrespondtomeetingrequestsonyourbehalfbydelegatingcontrolofthecalendartothem.YoucanpublishyourcalendartotheOffice.comwebsiteortoacorporatewebserverandthensharethepublishedcalendarwithanypersonwhohasaccesstotheInternet.YoucansendaprofessionalgraphicrepresentationofyourappointmentsduringaselecteddaterangebyemailtoanypersonwhousesanHTML-capableemailprogram(notonlypeoplewhouseOutlook),includingcolleagues,friends,andfamilymembers.

Theoptionsforsending,sharing,andpublishingcalendarinformationareavailablefromtheSharegroupontheHometaboftheCalendarmodule.

SeeAlso

Forinformationaboutdelegatingaccesstoyourcalendar,see“Delegateaccess”in“Objective2.4:“Organizeandmanagemessages.”

IfyouremailaddressispartofanExchangenetwork,youcangivepermissiontootherpeopleonyournetworktoview,modify,orcreateitemswithinacalendaroranyothertypeofOutlookfolder.Thelevelofaccesseachco-workerhasisgovernedbythepermissionsyouassigntohimorher.Usingthismethod,youcanshareyourdefaultcalendarorasecondarycalendarthatyoucreate,import,orsubscribeto.

SharedcalendarsareavailablefromtheFolderPaneoftheCalendarmodule

Afteryoushareacalendar,youcanspecifytheactionseachpersonwithwhomyousharethecalendarcantake.Youcanselectapermissionlevel,whichincludesRead,Write,Delete,andothersettings,oryoucanselectindividualsettingsineachcategory.

TipFromthePermissionspage,youcanchangethedefaultpermissionleveltoyourcalendarandpermitco-workerstoviewmoreinformationthanonlyyouravailability.

onlyyouravailability.

Youcanspecifythelevelofdetailandactionsavailabletoeachpersonyoushareyourcalendarwith

Toshareacalendar1.IntheCalendarmodule,displaythecalendaryouwanttoshare.2.OntheHometab,intheSharegroup,clickShareCalendartocreateasharinginvitation.

3.Addresstheinvitationtothepersonwithwhomyou’dliketoshareyourcalendar.Ifyou’dliketorequestthatthepersonreciprocatebysharinghisorhercalendarwithyou,selecttheRequestpermissiontoviewrecipient’sCalendarcheckbox.

4.IntheDetailslist,clickthelevelofdetailyouwanttoshare:Availabilityonly,Limiteddetails,orFulldetails.

5.Addanynotesyouwanttointhecontentpane,sendthemessage,andthenclickYesintheMicrosoftOutlookdialogboxthatasksyoutoconfirmthatyouwanttosharethecalendarwiththespecifiedpermissions.

Toconfigurepermissionsforasharedcalendar1.OntheHometab,intheSharegroup,clickCalendarPermissions.2.OnthePermissionstaboftheCalendarPropertiesdialogbox,doeitherofthefollowing,andthenclickOK:•ClickapreconfiguredpermissionlevelinthePermissionLevellist.•Selectindividualoptions.

Objective3.1practicetasksTherearenopracticefilesforthesetasks.Beforeyoubegin,alertacolleaguethatyouaregoingtopracticesharingyourcalendar.

Displaythefollowingviewsofyourprimarycalendar:Displaythecalendarfornextmonth.Displayonlythesecondweekofthemonth.Displayonlythefifteenthdayofthemonth.

ConfigureyourOutlookoptionsasfollows:SetyourworkweektoTuesdaythroughFriday,from10:00A.M.to6:00P.M.Addatimezonetoyourcalendar.Chooseatimezonethatistwohoursaheadofyourlocaltimezone.

Returntoyourprimarycalendaranddothefollowing:UsetheGoTocommandtodisplaythecalendarfortoday.Changethetimescaletodividethecalendarinto15-minuteintervals.

CreateasecondarycalendarnamedMOSSchedule,anddisplayitbesideyourprimarycalendar.CreateacalendargroupnamedMOSTeamthatincludesthesecondarycalendarandthecalendarofacolleague,anddothefollowing:DisplaythecalendargroupinScheduleview.DisplaythecalendargroupinOverlayMode.Hide(butdon’tdelete)thecalendargroup.

SharetheMOSSchedulecalendarwithacolleagueasfollows:

Configuretheinvitationtodisplayyouravailabilitybutnotthedetailsofappointments,meetings,andeventsonyourcalendar.Requestthatyourcolleaguesharehisorhercalendarwithyou.Sendtheinvitation.

Objective3.2:Createappointments,meetings,andevents

CreateappointmentsandeventsAppointmentsareblocksoftimeyouscheduleforonlyyourself(asopposedtomeetings,towhichyouinviteotherpeople).Anappointmenthasaspecificstarttimeandendtime.

Atypicalappointmentwindow

Eventsoccurforoneormore24-hourdays—forexample,abirthday,avacationweek,oranythingelseoccurringonspecificdaysbutnotbeginningandendingatspecifictimes.Inallotherrespects,creatinganeventisidenticaltocreatinganappointment,inthatyoucanspecifyalocation,indicaterecurrence,indicateyouravailability,andattachadditionalinformationtotheeventitem.Youcanscheduleasimpleappointmentoreventdirectlyonthecalendar,orprovideadditionaldetailsinanappointmentwindow.Theminimumrequirementsarethesubjectandtheatime.Youcanalsoincludetheappointmentlocation,andenterancillaryinformation(includingformattedtext,websitelinks,andevenfileattachments)inthenotesareasothatitisreadilyavailabletoyouatthetimeoftheappointment.

AppointmentdetailsavailableinDayview

Whencreatinganappointment,meeting,orevent,youindicateyouravailability(alsoreferredtoasFree/Busytime)bymarkingitasFree,WorkingElsewhere,Tentative,Busy,orOutOfOffice.Theappointmenttimeiscolor-codedonyourcalendartomatchtheavailabilityyouindicate.YouravailabilityisvisibletootherOutlookusersonyournetwork,andisalsodisplayedwhenyoushareyourcalendarorsendcalendarinformationtootherpeople.

Tocreateasimpleappointmentwiththedefaultsettings1.IntheCalendarmodule,displaythedateonwhichyouwanttoscheduletheappointment.

2.IntheCalendarpane,clickthedesiredtimeslotordragthroughconsecutivetimeslots.

3.Entertheinformationyouwanttoappearastheappointmentsubject,andthenpressEnter.

ToopenanewappointmentwindowIntheCalendarpane,right-clickthedesiredtimeslotordragthroughconsecutivetimeslotsandright-clicktheselection,andthenclickNewAppointment.IntheCalendarmodule,ontheHometab,intheNewgroup,clickNewAppointment.IntheCalendarmodule,pressCtrl+N.Inanymodule,ontheHometab,intheNewgroup,clickNewItems,andthenclickAppointment.Inanymodule,pressCtrl+Shift+A.

Tocreateanappointmentwithcustomsettings

1.Openanewappointmentwindow.2.Intheappointmentwindow,entertheinformationyouwanttoappearonthecalendarintheSubjectandLocationboxes.

3.ClickorentertheappointmentstartdateintheleftStarttimelistand,iftheappointmentextendsacrossmultipledays,clickorentertheappointmentenddateintheleftEndtimelist.

4.ClickorentertheappointmentstarttimeintherightStarttimelistandtheappointmentendtimeintherightEndtimelist.

5.OntheAppointmenttab,intheOptionsgroup,clickyouravailabilityduringthespecifiedappointmenttime—Free,WorkingElsewhere,Tentative,Busy,orOutofOffice—intheShowAslist.

6.IntheOptionsgroup,intheReminderlist,clickthelengthoftimepriortotheappointment(orNone)whenyouwouldlikeOutlooktodisplayareminder.

7.OntheAppointmenttab,intheActionsgroup,clickSave&Close.

Tocreateanappointmentfromanemailmessage1.IntheMailmodule,dragthemessagefromtheMailpanetotheCalendarbuttonontheNavigationBar.

2.Intheappointmentwindowthatopens,edittheappointmentdetailsasnecessary.

3.OntheAppointmenttab,intheActionsgroup,clickSave&Close.

Tocreateaneventwithdefaultsettings1.DisplaythecalendarinDayview,WorkWeekview,Weekview,orMonthview.

2.IntheCalendarpane,clickthespacethatcontainsthedate(inviewsotherthanMonthview,thespacebelowthedayheaderandabovethetimeslots).

3.Entertheeventname,andthenpressEnter.

TocreateaneventwithcustomsettingsInanappointmentwindowheader,totherightoftheStarttimeboxes,selecttheAlldayeventcheckbox.

CreatemeetingsAprimarydifficultywhenschedulingameetingisfindingatimethatworksfor

Aprimarydifficultywhenschedulingameetingisfindingatimethatworksforallthepeoplewhoneedtoattendit.SchedulingmeetingsthroughOutlookissignificantlysimplerthanothermethodsofschedulingmeetings,particularlywhenyouneedtoaccommodatetheschedulesofseveralpeople.Outlookdisplaystheindividualandcollectiveschedulesofpeoplewithinyourownorganization,andofpeopleoutsideofyourorganizationwhohavepublishedtheircalendarstotheInternet.Youcanreviewattendees’schedulestolocateatimewheneveryoneisavailable,orhaveOutlookfindaconvenienttimeforyou.YoucansendanOutlookmeetinginvitation(referredtoasameetingrequest)toanypersonwhohasanemailaccount—eventoapersonwhodoesn’tuseOutlook.Youcansendameetingrequestfromanytypeofemailaccount(suchasanExchangeaccountoranInternetemailaccount).Themeetingwindowhastwopages:theAppointmentpageandtheSchedulingAssistantpage.TheAppointmentpageisvisiblebydefault.YoucanenteralltherequiredinformationdirectlyontheAppointmentpage,orusetheadditionalfeaturesavailableontheSchedulingAssistantpagetofindthebesttimeforthemeeting.

TheAppointmentpageofameetingwindow

TheRoomFinderisopenbydefaultontherightsideofeachpageofthemeetingwindow.Thishandytoolhelpsyoutoidentifydatesandtimesthatworkforthegreatestnumberofattendees,inadditiontoavailablelocations.ThemonthlycalendaratthetopoftheRoomFinderindicatesthecollectiveavailabilityofthegrouponeachday,asfollows:

Datesthatoccurinthepastandnonworkingdaysaregray.Dayswhenallattendeesareavailablearewhite(Good).Dayswhenmostattendeesareavailablearelightblue(Fair).Dayswhenmostattendeesarenotavailablearemediumblue(Poor).

TipAllthecapabilitiesfortheRoomFinderareavailableforExchangeaccounts,butfunctionalityislimitedforothertypesofaccounts.YoucandisplayorhidetheRoomFinderpagebyclickingRoomFinderintheOptionsgroupontheMeetingtab.

ManagedconferenceroomsthatareavailableattheindicatedmeetingtimeareshowninthecenteroftheRoomFinder.AtthebottomoftheRoomFinder,theSuggestedTimeslistdisplaysattendeeavailabilityforappointmentsofthelengthoftimeyouhavespecifiedforthemeeting.Peopleyouinvitetomeetingsarereferredtoasattendees.Bydefault,theattendanceofeachattendeeisindicatedasRequired.YoucaninformnoncriticalattendeesofthemeetingbymarkingtheirattendanceasOptional.Youcaninviteentiregroupsofpeoplebyusingacontactgroupordistributionlist.Youcanalsoinvitemanagedresources,suchasconferenceroomsandaudio/visualequipment,thathavebeensetupbyyourorganization’sExchangeadministrator.Ameetingrequestshouldhaveatleastoneattendeeotherthanyou,andmusthaveastarttimeandanendtime.Itshouldalsoincludeasubjectandalocation,butOutlookwillsendthemeetingrequestwithoutthisinformationifyouspecificallyallowit.Thebodyofameetingrequestcanincludetextandweblinks,andyoucanalsoattachfiles.Thisisaconvenientwaytodistributemeetinginformationtoattendeesaheadoftime.ThesecondarypageofthemeetingwindowistheSchedulingAssistantpage,ifyouremailaccountispartofanExchangeServernetwork.Otherwise,thesecondarypageistheSchedulingpage,whichdoesn’tincludetheRoomFinderfeature.

TheSchedulingAssistantpageofameetingwindow

TheSchedulingandSchedulingAssistantpagesincludeagroupschedulethatshowsthestatusofeachattendee’stimethroughoutyourworkingday.Outlookindicatesyoursuggestedmeetingtimeonthegroupschedule.Iffree/busyinformationisavailableformeetingattendees,thestatusisindicatedbythestandardfree/busycolorsandpatternsthatmatchthelegendatthebottomofthepage.Ifnoinformationisavailable(eitherbecauseOutlookcan’tconnecttoanattendee’scalendarorbecausetheproposedmeetingisfurtheroutthantheschedulinginformationstoredontheserver),Outlookshowsthetimewithgraydiagonalstripes.Therowatthetopoftheschedule,totherightoftheAllAttendeesheading,indicatesthecollectivescheduleofalltheattendees.

ToopenanewmeetingwindowIntheCalendarmodule,ontheHometab,intheNewgroup,clickNewMeeting.Inanymodule,doeitherofthefollowing:•OntheHometab,intheNewgroup,clickNewItems,andthenclick

Meeting.•PressCtrl+Shift+Q.

TocreateameetingfromanemailmessageInthemessagereadingwindow,doeitherofthefollowing:•OntheMessagetab,intheRespondgroup,clicktheReplywithMeetingbutton.

•PressCtrl+Alt+R.

TocreateameetingfromanappointmentoreventInanappointmentoreventwindow,ontheitem-specifictab,doeitherofthefollowing:•IntheAttendeesgroup,clickInviteAttendees.•IntheShowgroup,clickSchedulingAssistant.

ToinviteattendeesandscheduleresourcesOntheAppointmentpageofthemeetingwindow,entertheemailaddressesornamesoftheattendeesorresourcesintheTobox.OntheSchedulingorSchedulingAssistantpageofthemeetingwindow,entertheemailaddressesornamesoftheattendeesandresourcesintheAllAttendeeslist.

Or1.OntheAppointmentpageofthemeetingwindow,clicktheTobutton.2.IntheSelectAttendeesandResourcesdialogbox,locateanddouble-clickthecontactsandmanagedresourcesyouwanttoinvite,andthenclickOK.

Toinviteoptionalattendees1.Invitetheattendeebyusinganyofthepreviouslydiscussedmethods.2.OntheMeetingtab,intheShowgroup,clickSchedulingAssistant.3.IntheAllAttendeeslist,clicktheiconimmediatelytotheleftoftheoptionalattendee’snameandthen,inthelist,clickOptionalAttendee.

TousetheRoomFinderTodisplaysuggestedmeetingtimes,clickadateintheDateNavigatoratthetopoftheRoomFinderpane.

Toupdatethemeetingrequest,clickameetingtimeintheSuggestedTimeslist.

ManagecalendaritemsIfyouhavethesameappointmentonaregularbasis—forexample,abimonthlyhaircutoraweeklyexerciseclass—youcansetitupinyourOutlookcalendarasarecurringappointment.Arecurringappointmentcanhappenatalmostanyregularinterval,suchaseveryTuesdayandThursday,everyotherweek,orthelastdayofeverymonth.Configuringanappointmentrecurrencecreatesmultipleinstancesoftheappointmentinyourcalendaratthetimeintervalyouspecify.Youcansettheappointmenttorecuruntilfurthernotice,toendafteracertainnumberofoccurrences,ortoendbyacertaindate.Theindividualappointmentsarelinked.Whenmakingchangestoarecurringappointment,youcanchoosetoupdatealloccurrencesoronlyanindividualoccurrenceoftheappointment.

Youcanconfigurerecurrenceatanyregularinterval

Toconfigurerecurrenceforcalendaritems1.Doeitherofthefollowing:•Ontheitem-specifictaboftheitemwindow,intheOptionsgroup,clickRecurrence.

•IntheCalendarpane,selectthecalendaritem.Ontheitem-specifictooltab,intheOptionsgroup,clickRecurrence.

2.IntheAppointmentRecurrencedialogbox,dothefollowing,andthenclickOK:a.IntheRecurrencepatternarea,clickafrequencyoption.b.Intheadjacentarea,whichchangesaccordingtothefrequencyoptionyouselect,adjustthesettingstoreflecttherecurrenceyouwant.

c.IntheRangeofrecurrencearea,selecttheappropriateenddatefortheseriesofappointmentsorevents.

TochangethetimeofanexistingcalendaritemIntheCalendarpane,dragtheitemtoadifferentdateortoadifferenttimeslot.IntheCalendarpane,inDayview,WorkWeekview,orWeekview,dragthetoporbottomborderofanappointmentormeetingupordowntochangethestartorendtime.IntheCalendarpane,clickanappointmentormeetingonetimetoselectit,pressCtrl+X,clickthetimeslottowhichyouwanttomovetheitem,andthenpressCtrl+V.Intheitemwindow,adjusttheStarttimeandEndtimesettings.Thenontheitem-specifictab,intheActionsgroup,clickSave&Close.

Tocreateacopyofanexistingappointment1.IntheCalendarpane,displaytheoriginalappointmentdayandthedaytowhichyouwanttocopytheappointment.

2.HolddowntheCtrlkey,anddragtheappointmenttothenewdateortimeslot.

Tocancelmeetings1.Inthemeetingwindow,ontheMeetingorMeetingSeriestab,intheActionsgroup,clickCancelMeeting.

2.Inthemessageheader,clickSendCancellation.

Objective3.2practicetasksThepracticefileforthesetasksislocatedintheMOSOutlook2016\Objective3practicefilefolder.Beforeyoubegin,alerttwocolleaguesthatyouaregoingto

practiceschedulingmeetings.Displaytomorrow’sdateintheCalendarpaneanddothefollowing:

Createahalf-hourappointmentfrom11:30A.M.to12:00P.M.,withthesubjectMOSLunchwithJane.Acceptallotherdefaultsettings.Withoutopeningtheappointmentwindow,changethestarttimeoftheappointmentto10:30A.Mandtheendtimeto11:30A.M.SpecifythelocationoftheappointmentasFourthCoffee.SettheappointmentoptionssothatotherOutlookusersknowthatyouwillbeoutoftheofficefrom10:30A.M.to11:30A.M.butcan’tviewanyappointmentdetails.

Createthefollowingappointment:Arecurringone-hourappointmentonthefirstMondayofthemonthat6:00P.M.withthesubjectMOSBookClub.Settheseriestostartatthebeginningofnextmonthandendaftersixoccurrences.

Createthefollowingevent:Atwo-dayeventonTuesdayandWednesdaytwoweeksfromnowinPortland,Oregon,withthesubjectMOSAnnualMeetingandRetreat.ShowthetimeasOutofOffice.AttachtheOutlook_3-2documenttotheevent.

Createthefollowingmeetingrequest:Requestahalf-hourmeetingwithacolleague,withthesubjectMOSStatusMeeting,at3:00P.M.tomorrow.EnterTest–pleaseacceptintheLocationbox,andsendtherequesttoyourcolleague.

Createthefollowingmeetingrequest:Scheduleaone-hourMOSBudgetMeetingwithtwocolleaguesatthefirstavailabletimenextweek.Configurethemeetingtooccuratthesametimeeverymonthforthreemonths.

Objective3.3:Organizeandmanageappointments,meetings,andevents

Configuresettingsforcalendaritems

ConfiguresettingsforcalendaritemsAsyoucanwithotherOutlookitems,youcansettheimportanceofacalendaritem.Unlikeotheritems,however,theimportanceisvisibleonlyintheopenitemwindow.However,youcanusetheimportancesetting,asyoucananytag,asawayoflocatingspecificcalendaritems.Bydefault,Outlookdisplaysaremindermessage15minutesbeforethestarttimeofanappointmentormeeting,and18hoursbeforeanall-dayevent—youcanchangetheremindertooccurasfarastwoweeksinadvance,oryoucanturnitoffcompletelyifyouwantto.Youmightfinditnecessarytochangethedate,time,orlocationofanappointment,meeting,orevent.Whenyouarethemeetingorganizer,youcanchangeanyinformationinameetingrequestatanytime,includingaddingorremovinginvitedattendees,orcancelingthemeeting.

Meetingupdatesalertattendeestochangesandprovideresponseoptions

Afteryoueditorcancelameeting,Outlooksendsanupdatedmeetingrequesttotheinvitedattendeestokeeptheminformed.Iftheonlychangeyoumakeistotheattendeelist,Outlookgivesyoutheoptionofsendinganupdateonlytotheaffectedattendees.

TocategorizecalendaritemsOntheitem-specifictaboftheitemwindow,intheTagsgroup,clickCategorize,andthenclickthecategoryyouwanttoassign.IntheCalendarpane,selectthecalendaritem.Ontheitem-specifictooltab,intheTagsgroup,clickCategorize,andthenclickthecategoryyou

wanttoassign.IntheCalendarpane,right-clickthecalendaritem,clickCategorize,andthenclickthecategoryyouwanttoassign.

TosetcalendaritemimportanceOntheitem-specifictaboftheitemwindow,intheTagsgroup,clicktheHighImportancebuttonorLowImportancebutton.IntheCalendarpane,selecttheitem.Ontheitem-specifictooltab,intheTagsgroup,clicktheHighImportancebuttonorLowImportancebutton.

TipIfyousettheimportanceofasingleoccurrenceofarecurringitem,theHighImportanceandLowImportancebuttonsareunavailableintheCalendarpane.

ToconfigureremindersOntheitem-specifictaboftheitemwindow,intheOptionsgroup,intheReminderlist,clicktheamountoftimepriortotheitemstarttimethatyouwanttheremindertimetoappear.IntheCalendarpane,selecttheitem.Ontheitem-specifictooltab,intheOptionsgroup,intheReminderlist,clicktheamountoftimepriortotheitemstarttimethatyouwanttheremindertimetoappear.

Toupdatecalendaritems1.Double-clicktheitemonyourcalendar.2.Iftheitemisoneofaseries(arecurringitem),clicktoindicatewhetheryouwanttoedittheseriesoronlytheselectedinstance.

3.Makethechangesyouwant,andthensavetheitem.4.Iftheitemisameeting,sendthemeetingupdatetotheattendees.

ManagemeetingoptionsWhenyoureceiveameetingrequestfromanotherOutlookuser,themeetingappearsonyourcalendarwithyourtimescheduledasTentative.Untilyourespondtothemeetingrequest,theorganizerdoesn’tknowwhetheryouplantoattend.

MeetingsaremarkedasTentativeanddetailsaredimmeduntilyouaccepttherequest

Bydefault,meetingrequeststhatyousendincludeastandardsetofresponseoptions.Youcanrespondtoameetingrequestinoneofthesefourways:

Accepttherequest.Outlookdeletesthemeetingrequestandaddsthemeetingtoyourcalendar.Tentativelyaccepttherequest,whichindicatesthatyoumightbeabletoattendthemeetingbutareundecided.Outlookdeletesthemeetingrequestandshowsthemeetingonyourcalendarastentativelyscheduled.Proposeanewmeetingtime.Outlooksendsyourrequesttothemeetingorganizerforconfirmationandshowsthemeetingwiththeoriginaltimeonyourcalendarastentativelyscheduled.Declinetherequest.Outlookdeletesthemeetingrequestandremovesthemeetingfromyourcalendar.

Inadditiontothese,youhavetheoptiontoreplytothemeetingorganizerortoallattendees,ortoforwardthemeetingrequest.Whenyouforwardameetingrequestforwhichyouarenottheorganizer,themeetingrequestissentfromyou“onbehalfof”themeetingorganizer,andresponsesaresenttothemeetingorganizer.Ifyoudon’trespondtoameetingrequest,themeetingremainsonyourcalendarwithyourtimeshownastentativelyscheduledandthemeetingdetailsingrayfontratherthanblack.

AcceptedandunacceptedmeetingsinWorkWeekview

Ifyou’reunsurewhetherameetingtimeworksforyou,youcanclickthe‘CalendarPreviewlinkinthemeetingrequesttodisplayyourcalendarforthetimeperiodimmediatelysurroundingthemeeting,oryoucanclicktheCalendarbuttonatthetopofthemeetingrequesttoopenyourdefaultcalendarforthesuggestedmeetingdayinaseparatewindow.Ifthemeetingtimedoesn’tworkforyou,youcanproposeanewtime.

Youcanproposeanewmeetingtimetothemeetingorganizer

Whenacceptingordecliningameeting,youcanchoosewhethertosendaresponsetothemeetingorganizer.Ifyoudon’tsendaresponse,youracceptancewillnotbetallied,andtheorganizerwillnotknowwhetheryouareplanningtoattendthemeeting.Ifyoudosendaresponse,youcanaddamessagetothemeetingorganizerbeforesendingit.Ifyouarethemeetingorganizer,youcanaddanattendeetoameetingatanytime.Ifthisistheonlychangeyoumaketotheattendeelist,Outlookgivesyoutheoptionofsendinganupdateonlytothenewattendee.YoucantakenotesforanymeetinginMicrosoftOneNote.Ifyouoriginatethenotesfromwithinthemeetingrequest,thenotesarelinkedtothemeetingrequestandincludealltheinformationfromthemeetingrequest,inadditiontoalinkbacktoit.IfyoustorethenotesinasharedOneNotenotebook,youcanmakethenotesavailabletoothermeetingattendees.

Torespondtomeetinginvitations1.Inthemeetingwindow,intheReadingPane,orontheshortcutmenuthatappearswhenyouright-clickthemeetingrequest,clickAccept,Tentative,orDecline.

2.Choosewhethertosendastandardresponse,apersonalizedresponse,ornoresponseatall.

Toproposeanewtimeforameeting1.InthemeetingwindoworintheReadingPane,clickProposeNewTime,andthenclickTentativeandProposeNewTimeorDeclineandProposeNewTimetoopentheProposeNewTimedialogbox.

2.IntheProposeNewTimedialogbox,changethemeetingstartandendtimestothetimesyouwanttopropose,eitherbydraggingthestarttimeandendtimebarsorbychangingthedateandtimeinthelists,andthenclickProposeTime.

3.Inthemeetingresponsewindowthatopens,enteramessagetothemeetingorganizerifyouwantto,andthenclickSendtosendyourresponseandaddthemeetingtoyourcalendarastentativelyscheduledfortheoriginalmeetingtime.Ifthemeetingorganizerapprovesthemeetingtimechange,youandotherattendeeswillreceiveupdatedmeetingrequestsshowingthenewmeetingtime.

Toforwardmeetingrequests1.Inthemeetingwindow,ontheMeetingorMeetingSeriestab,intheRespondgroup,clickRespond,andthenclickForward.

2.Entertherecipient’semailaddressandsendthemeetingrequest.

Toaddmeetingparticipants1.Displaythemeetingwindowandenternewattendeesbyusinganyofthepreviouslydescribedmethods.

2.TotheleftoftheTobox,clickSendUpdate.3.IntheSendUpdatetoAttendeesdialogbox,clickSendupdatesonlytoaddedordeletedattendees,andthenclickOK.

Tosharemeetingnotes1.Inthemeetingwindow,ontheMeetingorMeetingSeriestab,intheMeetingNotesgroup,clickMeetingNotes.

2.IntheMeetingNoteswindow,clickSharenoteswiththemeetingorTakenotesonyourown.

3.IntheChooseNotestoSharewithMeetingorSelectLocationinOneNotedialogbox,selecttheOneNotelocationinwhichyouwantto

storethemeetingnotes,andthenclickOK.4.RecordyourmeetingnotesintheOneNotewindowthatopens.

Objective3.3practicetasksUsetheMOSBudgetMeetingandMOSStatusMeetingcalendaritemsthatyoucreatedintheObjective3.2practicetasksaspracticefilesforthesetasks.Beforeyoubegin,alertyourtwocolleaguesthatyouaregoingtopracticeupdatingandcancelingmeetings.

DothefollowingfortheMOSLunchwithJaneappointment:Setaremindertoappearat9:30A.M.onthedayoftheappointment.

DothefollowingfortheMOSBudgetMeeting:Reschedulethemeetingtotheweekafternext.Indicatethatthemeetingishighpriority.Sendtheupdatedmeetingrequest.

AskacolleaguetosendyouameetingrequestforameetingwiththesubjectMOSProjectMeeting.Whenthemeetingrequestarrives,dothefollowing:Tentativelyacceptthemeetingandproposethatthemeetingbeheldatthesametimeonthefollowingday.Forwardthemeetingfromyourcalendartoyourothercolleague.Fromthemeetingwindow,createasharednotespageforthemeetinginOneNote.

DothefollowingfortheMOSStatusMeeting:Addasecondcolleagueasanoptionalattendee.Sendtheupdatedmeetingrequesttoonlythenewattendee.

CanceltheMOSBudgetMeetingmeetingsandsendcancellationnoticestotheattendees.

Objective3.4:Createandmanagenotesandtasks

CreatetasksIfyouuseyourOutlooktasklisttoitsfullestpotential,you’llfrequentlyaddtaskstoit.Youcancreatetasksinseveralways:

IntheTasksmodule,addatasktothetasklist.

Inothermodules,addatasktotheTaskspeek.Createanewtaskinthetaskwindow.BaseataskonanexistingOutlookitem(suchasamessage).

Justasyoucancreaterecurringappointments,events,andmeetings,youcancreaterecurringtasks.Youcansetthetasktooccureveryday,week,month,oryear;oryoucanspecifythatanewtaskshouldbegeneratedacertainamountoftimeafterthelasttaskiscomplete.

Atypicaltask

Regardlessofhoworwhereyoucreateatask,alltasksareavailableintheTasksmoduleandintheTaskspeek.OnlyindividualtasksareavailableintheTasksList.YouwillfrequentlyneedtotakeactionbasedoninformationyoureceiveinOutlook—forexample,informationinamessageormeetingrequest.YoucanaddinformationfromanotherOutlookitemtoyourtasklist,toensurethatyoucompleteanynecessaryfollow-upwork.Dependingonthemethodyouuse,youcaneithercreateanewtaskfromanexistingitemorsimplytransfertheexistingitemtoyourtasklistbyflaggingit.

TipWhenviewingyourcalendarinDay,WorkWeek,orWeekview,eachitemonyourOutlooktasklistappearsintheTaskssectionbelowitsduedate.YoucanschedulespecifictimetocompleteataskbydraggingitfromtheTasksareatoyourcalendar.

fromtheTasksareatoyourcalendar.

TocreateataskintheTasksmoduleOntheHometab,intheNewgroup,clickNewTask.Enterthetaskdetailsinthetaskwindowthatopens,andthensaveandclosethetask.WhendisplayingtheTo-DoListviewoftheTasksmodule,enterthetaskdescriptionintheTypeanewtaskbox,andthenpressEntertocreateataskwiththedefaultsettings.WhendisplayingtheTasksListviewoftheTasksmodule,enterthetaskdescriptionintheClickheretoaddanewTaskbox,pressTabtomovetosubsequentfields,fillinotherinformation,andthenpressEnter.

TocreateataskinanymoduleOntheHometab,intheNewgroup,intheNewItemslist,clickTask.PressCtrl+Shift+K.IntheTaskspeek,enterthetaskdescriptionintheTypeanewtaskbox.

Tocreateataskfromanemailmessage,contactrecord,ornoteDragthemessage,contactrecord,ornotetotheTasksbuttonontheNavigationBar.

TipThetaskwindowthatopenscontainstheinformationfromtheoriginalitem.

Totransferanemailmessagetoyourtasklistwithoutcreatinganindividualtask

IntheMailpane,clicktheflagicontotherightofamessage.Thismethod,referredtoasflaggingamessageforfollow-up,addsthemessagetoyourtasklistswiththedefaultduedatespecifiedintheQuickClicksettings,andaddsaninformationbartothemessage.However,itdoesnotcreateaseparatetaskitem,sotoretainthetask,youmustretainthemessage—youcanmovethemessagebetweenmailfolders,butdeletingthemessagealsodeletesthetask.IntheMailpane,right-clicktheflagicontotherightofamessage,andthenspecifyaduedate:Today,Tomorrow,ThisWeek,NextWeek,No

Date,orCustom(whichallowsyoutosetspecificstartandenddates).DragthemessagetotheTaskspeekanddropitundertheheadingfortheduedateyouwanttoassignitto.(Ifthedesiredduedatedoesn’talreadyhaveaheadingintheTaskspeek,dropthemessageunderanotherheadingandthenassigntheduedateyouwant.)Thismethodalsoaddsthemessagetoyourtasklistbutdoesn’tcreateaseparatetaskitem.

ManagetasksTohelpyouorganizeyourtasks,youcanassignthemtocolorcategoriesinthesamewaythatyoudoanyotherOutlookitem.Whenyoucreateataskitem,theonlyinformationyoumustincludeisthesubject.AswithmanyothertypesofOutlookitems,youcansetseveraloptionsfortaskstomakeiteasiertoorganizeandidentifytasks.

StartdateandduedateYoucandisplaytasksoneitherthestartdateortheduedateinthevariousOutlooktasklists.Thecolorofthetaskflagindicatestheduedate.StatusYoucantrackthestatusofatasktoremindyourselfofyourprogress.SpecificstatusoptionsincludeNotStarted,InProgress,Completed,WaitingOnSomeoneElse,orDeferred.Youalsohavetheoptionofindicatingwhatpercentageofthetaskiscomplete.Settingthepercentagecompleteto25%,50%,or75%setsthetaskstatustoInProgress.Settingitto100%setsthetaskstatustoComplete.PriorityUnlessyouindicateotherwise,ataskiscreatedwithaNormalprioritylevel.Youcansettheprioritytoaddavisualindicatorofatask’simportance.TheLowImportancesettingdisplaysabluedownward-pointingarrow,andtheHighImportancesettingdisplaysaredexclamationpoint.Youcansortandfiltertasksbasedontheirpriority.RecurrenceYoucansetatasktorecuronaregularbasis;forexample,youmightcreateaPayrolltaskthatrecurseverymonth.Onlythecurrentinstanceofarecurringtaskappearsinyourtasklist.Whenyoumarkthecurrenttaskascomplete,Outlookcreatesthenextinstanceofthetask.CategoryTasksusethesamecategorylistasotherOutlookitems.Youcanassignatasktoacategorytoassociateitwithrelateditemssuchasmessagesandappointments.ReminderYoucansetareminderforataskinthesamewayyoudoforan

appointment.Thereminderappearsuntilyoudismissitormarkthetaskascomplete.PrivacyMarkingataskasprivateensuresthatotherOutlookuserstowhomyoudelegateaccountaccesscan’tseethetaskdetails.

Noneoftheoptionsarerequired,buttheycanbehelpfulwhensorting,filtering,andprioritizingyourtasks.Totracktaskstocompletion,youcanupdatetheStatusand%Completesettingsinthetaskwindow.

TipYoucanattachfilestotasks,andyoucanincludetext,tables,charts,illustrations,hyperlinks,andothercontentinthetaskwindowcontentpane.

Youcanremoveataskfromyouractivetasklistbymarkingitascomplete,orbydeletingit.Youcanremoveaflaggeditemfromtheactivetasklistbyremovingthefollow-upflag.

Activeandcompletedtasks

Afteryoumarkaninstanceofarecurringtaskascomplete,Outlookgeneratesanewinstanceofthetaskatwhateverintervalyouspecifiedwhencreatingthetask.Removingtheflagfromaflaggeditemsuchasamessageorcontactrecordretainstheiteminitsoriginallocationbutremovesitfromyourtasklistentirely.

Tocreatearecurringtask

1.OntheTasktabofthetaskwindow,intheRecurrencegroup,clickRecurrence.

2.IntheTaskRecurrencedialogbox,selecttheRecurrencepatternandRangeofrecurrenceoptionsyouwant,andthenclickOK.

ToassignatasktoacategoryInyourTo-DoListorTaskspeek,right-clickthecategoryicontotherightofthetasksubjectinthetasklist,clickCategorize,andthenclickthecategoryyouwant.ClickthetaskinyourTasksListtoselectit.OntheHometab,intheTagsgroup,clickCategorize,andthenclickthecategoryyouwant.OntheTasktabofthetaskwindow,intheTagsgroup,clickCategorize,andthenclickthecategoryyouwant.

ToassignaduedatetoataskInyourTo-DoListorTaskspeek,right-clicktheflagicon,andthenclicktheduedateyouwant.

TomarkataskasprivateOntheTasktabofthetaskwindow,intheTagsgroup,clickthePrivatebutton.

TomarkataskascompleteInthetaskwindow,set%Completeto100%.OntheTasktabofthetaskwindow,intheManageTaskgroup,clickMarkComplete.

TodeleteataskInyourTo-DoListorTaskspeek,right-clickthetasksubject,andthenclickDelete.OntheTasktabofthetaskwindow,intheActionsgroup,clickDelete.IntheTasksmodule,intheTo-DoListorTasksList,clicktheflaggeditemtoselectit.ThenontheHometab,intheDeletegroup,clickDelete.

Toremoveafollow-upflagDisplaytheTasksmodule,clicktheflaggeditemtoselectit,andthenclickRemovefromListintheManageTaskgroupontheHometab.

ClicktheflaggeditemintheTaskspeek,andthenclickRemovefromListintheManageTaskgroupontheTaskListtooltab.Right-clicktheflaggeditem,clickFollowUp,andthenclickClearFlag.

CreateandmanagenotesIntheNotesmodule,youcancreateandstoretextnotesaboutanysubject.IfyourorganizationusesExchangeServer,thenotesareavailabletoyouwheneveryouconnecttoyouraccountthroughOutlook,throughyourInternetbrowser,orfromamobiledevice.

TipOutlookNotessupportplaintext,formattedtext,andhyperlinks.Youcan’tformattextwithinanotebutyoucanpasteformattedtextfromadocument,message,orothersourceintoanoteandretainitsformatting.

SomefunctionalityoftheNotesfeatureinOutlook2016hasbeenmodifiedfromthatofpreviousversions,asfollows:

TheNotesfolderisstillavailableintheFolderList,andtheNotesmoduleisavailablefromtheNavigationBar.NotesoptionsarenotavailableintheOutlookOptionsdialogbox.Youcancreatenewnotes,butonlywiththedefaultcolorandfontsettings.(Thenotecolordoeschangetoreflectanycolorcategoriesthatyouassigntoit.)Linkingfromanotetoacontactrecordisnolongerpossible;however,youcanattachanotetoacontactrecordfromwithinthecontactrecord.

StoringinformationintheNotesmodule

YoucanviewthecontentoftheNotesmoduleinthreestandardviews:

IconviewThisviewdepictseachnoteasacoloredsquarewithaturnedupcorner,reminiscentofapadofstickynotes.InIconview,youcandisplaylargeiconsorganizedinrowsandcolumns,orsmalliconsorganizedeitherinrowsorincolumns.NotesListviewThislistviewdisplaysasmallicon,thenotesubject,anduptothreelinesofnotecontent.Last7DaysviewThisviewisidenticaltoNotesListviewbutdisplaysonlynotesthathavebeenmodifiedwithinthelastsevendays.

Ineitherlistview,youcanchoosefromtwostandardarrangements:CategoriesandCreatedDate.Aswithotherlistviews,youcansortnotesbyaspecificfieldbyclickingthecolumnheaderforthatfield,andyoucanaddorremovefieldsfromthelistview.

TipThefirstlineoftextinthenoteisshownasitssubject.

Youcanorganizenotesbyassigningthemtocolorcategories.InIconview,uncategorizednotesaredepictedinthedefaultcolorsetintheOutlookOptionswindow;categorizednotesaredepictedinthemostrecentlyassignedcategorycolor.YoucanalsoattachnotestootherOutlookitems,suchascontactrecords.

TocreatenotesIntheNotesmodule,doeitherofthefollowing:•OntheHometab,intheNewgroup,clickNewNote.•PressCtrl+N.Inanymodule,pressCtrl+Shift+N.

TipInOutlook2016,NotesarenotincludedontheNewItemsmenuofothermodules.

Toassignoneormorenotestoacolorcategory1.IntheNotespane,selectthenoteornotesyouwanttoassigntothesamecategory.

2.OntheHometab,intheTagsgroup,clickCategorizeandthen,inthe

list,clickthecategoryyouwanttoassign.

Toattachanotetoacontactrecord1.Openthecontactrecordwindow.2.OntheInserttab,intheIncludegroup,clickOutlookItem.3.IntheInsertItemdialogbox,intheLookinlist,clicktheNotesfolder,andthen,intheItemslist,clickthenoteyouwanttoattach.

4.IntheInsertasarea,dooneofthefollowing:•ToinsertthenotecontentintheNotespaneofthecontactrecord,clickTextonly.

•ToattachthenoteintheNotespaneofthecontactrecord,clickAttachment.

•TocreatealinktothenoteintheNotespaneofthecontactrecord,clickShortcut.

5.IntheInsertItemdialogbox,clickOK.

Objective3.4practicetasksTherearenopracticefilesforthesetasks.

FromtheTo-DoBar,dothefollowing:CreateataskwiththesubjectMOSDinnerReservations.Flagthetaskforcompletionthisweek.AssignthetasktotheManagementcategory(oranothercategoryyouchoose).

Openanewtaskwindow,anddothefollowing:CreateataskwiththesubjectMOSSendDinnerInvitations.SetaduedateofnextTuesdaywithareminderat5:00P.M.SetthestatustoWaitingOnSomeoneElse.

OpentheMOSDinnerReservationstaskanddothefollowing:Markthetaskasprivateandhighpriority.Setthetaskto25percentcomplete.

CreateanewtaskwiththesubjectMOSStatusReportthatmustbecompletedonthefirstMondayofeverymonthforsixmonths.IntheNotesmodule,dothefollowing:

Createanotethatcontainsyourfullname.Modifythenotecontentsothatonlyyourfirstnameappearsasthenotesubject,andyourlastnameisinthenotebody.Ifyouhaven’talreadydoneso,createacolorcategorynamedMOS.AssignthenotetotheMOScolorcategory.

Objectivegroup4.Managecontactsandgroups

TheskillstestedinthissectionoftheMicrosoftOfficeSpecialistexamforMicrosoftOutlook2016relatetothestorageandmanagementofinformationaboutpeople.Specifically,thefollowingobjectivesareassociatedwiththissetofskills:4.1Createandmanagecontacts4.2Createandmanagecontactgroups

Havingimmediateaccesstocurrent,accuratecontactinformationforthepeopleyouneedtointeractwith—byemail,phone,mail,orotherwise—isimportantfortimelyandeffectivecommunication.Youcaneasilybuildandmaintainadetailedcontactlist,oraddressbook,intheOutlookPeoplemodule.Withineachaddressbook,youcancreatecontactrecordsforindividualsorcompaniesthatstorevarioustypesofinformationaboutpeopleyoucorrespondwith,suchasbusinessassociates,customers,suppliers,familymembers,andfriends.Fromyouraddressbook,youcanlookupinformation,createemailmessages,andschedulemeetings.Youcansharestoredcontactinformationwithotherpeople.Tosimplifycommunicationwithmultiplecontacts.Contactgroupscanconsistofexistingandnewcontacts,andcanalsostorenotesaboutthegroup.Thischapterguidesyouinstudyingwaysofstoringcontactinformationforpeopleandforgroupsofpeopleyouwanttocommunicatewithbyemailorotherelectronicmeans.

Tocompletethepracticetasksinthischapter,youneedthepracticefilecontainedintheMOSOutlook2016\Objective4practicefilefolder.Formoreinformation,see“Downloadthepracticefiles”inthisbook’sintroduction.

Objective4.1:Createandmanagecontacts

CreateandmodifycontactrecordsYousavecontactinformationforpeopleandcompaniesbycreatingacontactrecordinanaddressbook.

Acontactrecordthatincludesbusinesscontactinformationandaphoto

Acontactrecordhasmultiplepages.MostoftheinformationisstoredontheGeneralpage.YouchangepagesbyclickingthebuttonsintheShowgroupontheContacttab.

AlmostallworkwithcontactrecordsisontheGeneralpage

ExamStrategyWhenthecontactrecordwindowislessthan940pixelswide,theShowgroupiscompactedintoabutton.Besureyouinvestigatethecommandsineachgroup.

ineachgroup.

OntheGeneralpageofacontactrecord,youcanstorethefollowingtypesofcontactinformation:

Name,companyname,andjobtitleBusiness,home,andalternateaddressesBusiness,home,mobile,pager,andotherphonenumbersBusiness,home,andalternatefaxnumbersWebpageaddress(URL),instantmessaging(IM)address,anduptothreeemailaddresses

TipIfyouneedtostoremorethanthreeemailaddressesforacontact,youcandosobycreatingacustomcontactrecordform.

AnidentifyingimagesuchasaphotoorcompanylogoGeneralnotes,whichcanincludetextandillustrationssuchasphotos,clipartimages,SmartArtdiagrams,charts,andshapes

OntheDetailspageofacontactrecord,youcanstorepersonalandorganization-specificdetails,suchasthefollowing:

Professionalinformation,includingdepartment,officelocation,profession,manager’sname,andassistant’snamePersonalinformation,includingnickname,spouseorpartner’sname,birthday,anniversary,andthetitle(suchasMiss,Mrs.,orMs.)andsuffix(suchasJr.orSr.)foruseincorrespondence

TheDetailspagestoressomeusefulinformation

YoutypicallycreateacontactrecordbydisplayingtheaddressbooktowhichyouwanttoaddthecontactrecordinthePeoplemoduleandthenclickingtheNewContactbuttonintheNewgroupontheHometab.Inthecontactrecordwindowthatopens,youinserttheinformationyouwanttosave.Afteryousavethecontactrecord,itappearsinthecontactlist.Youcancreateacontactrecordthatcontainsonlyonepieceofinformation(forexample,aperson’snameoracompanyname),orasmuchinformationasyouwanttoinclude.Youcanquicklycreatecontactrecordsforseveralpeoplewhoworkforthesamecompanybycloningthecompanyinformationfromanexistingrecordtoanewone.And,ofcourse,youcanaddtoorchangetheinformationstoredinacontactrecordatanytime.TheorderinwhichOutlookdisplayscontactrecordsinthecontactlistiscontrolledbytheFileAssetting.Bydefault,Outlookfilescontactsbylastname(Last,Firstorder).Ifyouprefer,youcanchangetheorderfornewcontactstoanyofthefollowing:

FirstLastCompanyLast,First(Company)Company(Last,First)

SeeAlsoInadditiontocreatingindividualcontactrecords,youcancreategroupsof

contactssothatyoucanmessagemultiplepeoplethroughoneemailaddress.Forinformation,see“Objective4.2:Createandmanagecontactgroups.”

Withineachcontactrecordwindow,informationappearsnotonlyinthefieldsofthecontactrecordbutalsointheformofagraphicthatresemblesabusinesscard.Whenyouenteraperson’scontactinformationinacontactrecord,basicinformationappearsinthebusinesscardshownintheupper-rightcornerofthecontactwindow.Thisdataincludestheperson’sname,company,andjobtitle;work,mobile,andhomephonenumbers;andemail,postal,webpage,andinstantmessagingaddresses.(Onlythefirst10linesofinformationfitonthecard.)IfanimageisassociatedwiththepersonthroughMicrosoftExchangeServer,SharePoint,orasocialnetworktowhichyou’veconnectedOutlook,thecontactrecordincludestheimage.Animagefromasocialnetworkisidentifiedbyasmalliconinthelower-rightcorneroftheimage.Youcanchangethetypesofinformationthatappear,rearrangetheinformationfields,formatthetextandbackground,andadd,change,orremoveimages,suchasalogoorphotograph.Creatingabusinesscardforyourselfprovidesyouwithanattractivewayofpresentingyourcontactinformationtopeopleyoucorrespondwithinemail.Youcanattachyourbusinesscardtoanoutgoingemailmessageorincludeitaspart(orall)ofyouremailsignature.TherecipientofyourbusinesscardcaneasilycreateacontactrecordforyoubysavingthebusinesscardtohisorherOutlookaddressbook.

SeeAlsoForinformationaboutemailsignatures,see“Objective2.1:Configuremailsettings.”

Tocreateanewcontactrecord1.Openanewcontactrecordwindowbydoinganyofthefollowing:•InthePeoplemodule,ontheHometab,intheNewgroup,clicktheNewContactbutton.

•Inanymodule,ontheHometab,intheNewgroup,clicktheNewItemsbutton,andthenclickContact.

•Inanymodule,pressCtrl+Shift+C.2.Enteratleastonepieceofidentifyinginformationforthecontact.

3.OntheContacttab,intheActionsgroup,clicktheSave&Closebutton.

Tocreateacontactrecordbasedonanexistingcontactrecord1.Opentheexisting(source)contactrecordwindow.2.OntheContacttab,intheActionsgroup,clicktheSave&Newarrow,andthenclickContactfromtheSameCompany.

TipDouble-clickingacontactinPeopleviewdisplaysthecontactinformationinaPeoplecardratherthaninacontactrecordwindow.YoucannotcreateaduplicatecontactrecordfromaPeoplecard.Double-clickingacontactinanyviewotherthanPeopleviewdisplaysthecontactinformationinacontactrecordwindow.

TocreateacontactrecordforamessagesenderorrecipientIntheReadingPaneorinthemessagereadingwindow,right-clickthemessagesenderorrecipientinthemessageheader,andthenclickAddtoOutlookContacts.

ToeditacontactrecordToeditacontactrecordfromthePeoplemodule,doeitherofthefollowing:•InPeopleview,displaythecontactrecordintheReadingPane,andthenintheupper-rightcornerofthecontractrecord,clicktheEditlink.

•InanyviewofthePeoplemodule,double-clickthecontact.ToeditacontactrecordfromtheMailmodule,intheReadingPane,right-clickthemessagesenderorrecipientinthemessageheader,andthenclickEditContact.Toeditacontactrecordfromamessagereadingwindow,right-clickthemessagesenderorrecipientinthemessageheader,andthenclickEditContact.

Toaddanimagetoacontactrecord1.Inthecontactrecordwindow,ontheContacttab,intheOptionsgroup,clickPicture,andthenclickAddPicture.

2.IntheAddContactPicturewindow,browsetoandselectthepictureyou

wanttoattachtothecontactrecord,andthenclickOpen.

Tochangeacontactrecordimage1.Inthecontactrecordwindow,ontheContacttab,intheOptionsgroup,clickPicture,andthenclickChangePicture.

2.IntheChangeContactPicturewindow,browsetoandselectthepictureyouwanttoattachtothecontactrecord,andthenclickOpen.

ToremoveacontactrecordimageInthecontactrecordwindow,ontheContacttab,intheOptionsgroup,clickPicture,andthenclickRemovePicture.

ToassignacontactrecordtoacategorySelectthecontactrecord.OntheHometab,intheTagsgroup,clickCategorize,andthenclickthecategoryyouwanttoassign.

Tosetthefilingorderforallcontactrecords1.OpentheOutlookOptionsdialogboxanddisplaythePeoplepage.2.IntheNamesandfilingsection,clicktheDefault“FileAs”Orderarrowandthen,inthelist,clicktheorderyouwant.

3.IntheOutlookOptionsdialogbox,clickOKtosavethechanges.

TosetthefilingorderforanindividualcontactrecordInthecontactrecordwindow,expandtheFileaslist,andthenclickFirstLast;Company;Last,First(Company);orCompany(Last,First).

TodeleteacontactrecordInthePeoplemodule,selectthecontactrecord,andthendoanyofthefollowing:•PresstheDeletekey.•OntheHometab,intheDeletegroup,clicktheDeletebutton.•PressCtrl+D.

StorecontactrecordsContactrecordsarestoredinaddressbooks.WhenyouconfigureOutlooktoconnecttoanemailaccount,youautomaticallyhaveadefaultaddressbook,

whichOutlookdisplayswhenyouclickthePeoplebuttonontheNavigationBar.ThedefaultaddressbookcontentisstoredinafoldernamedContacts.IfyouconnecttoanExchangeServeraccount,thedefaultaddressbookispartofthataccount,andtheinformationyoustoreintheaddressbookisavailableonallcomputersanddevicesfromwhichyouconnecttoyouraccount.YoudisplayandworkwithaddressbooksinthePeoplemodule.ThecontentpaneofthePeoplemoduledisplaysthecontactrecordssavedinthecurrentlyselectedaddressbook.ThedefaultviewofcontactrecordsinOutlook2016isanewformatnamedPeoplecards,butyoucanchoosefromseveralstandardviews,includingbusinesscards,text-onlycards,andvariouslists.PeoplecardsdisplayselectedcontactinformationcompiledfromthecontactrecordsyoustoreinOutlookandanysocialnetworksyouconnectto.

Peoplecardscollateinformationfrommultiplesources

ContactsaddressbooksOutlookcreatesaContactsaddressbookforeachaccountandsocialnetwork

OutlookcreatesaContactsaddressbookforeachaccountandsocialnetworkyouconnectto.TheseaddressbooksareavailablefromtheMyContactslistintheFolderPaneofthePeoplemodule.

Addressbookscancomefrommanysources

TheContactsaddressbookofyourdefaultemailaccountisyourmainaddressbook,anditistheaddressbookthatappearsbydefaultinthePeoplemodule.TheContactsaddressbookisemptyuntilyouaddcontactrecordstoit.

CustomaddressbooksYoucancreateadditionaladdressbooks;forexample,youmightwanttokeepcontactinformationforfamilyandfriendsinanaddressbookseparatefromclientcontactinformation,oryoumightmaintainanaddressbookforclientsthatmeetspecificcriteria.WhenyoudisplaytheFolderListintheFolderPane,yourcustomaddressbooksappearalongwithotherfoldersyoucreate,andyoucanorganizetheminthesamemanner—forexample,atthesamelevelasyourInbox,asasubfolderoftheContactsaddressbook,orinsideaprojectfolder.AlladdressbooksareavailablefromtheMyContactslistintheFolderPaneofthePeoplemodule.

GlobalAddressListsIfyouhaveanExchangeaccount,youalsohaveaccesstoanofficialaddressbookcalledtheGlobalAddressList(orGAL).TheGALismaintainedbyyourorganization’sExchangeadministratorandincludesinformationaboutindividualswithinyourorganization,distributionlists,andresources(suchas

conferenceroomsandmediaequipment)thatyoucanreservewhenyouschedulemeetings.Itcanalsoincludeorganizationalinformation(eachperson’smanageranddirectsubordinates)andgroupmembershipinformation(thedistributionlistseachpersonbelongsto).TheGALdoesn’tappearintheMyContactslistshownintheFolderPaneofthePeoplemodule.OutlookuserscanviewtheGALbutnotchangeitscontents.OnlyanExchangeadministratorcanmodifytheGAL.

Tocreateacustomaddressbook1.DisplaytheFoldertabofanymodule.2.IntheNewgroup,clicktheNewFolderbutton(orpressCtrl+Shift+E).3.IntheCreateNewFolderdialogbox,dothefollowing,andthenclickOK:a.IntheNamebox,enteradescriptivenamefortheaddressbook.b.IntheFoldercontainslist,clickContactItems.c.IntheSelectwheretoplacethefolderbox,clickyourprimaryaddressbook,ifyouwanttostorealladdressbooksinonedirectorystructure,oranyotherlocationinwhichyouwanttostorethenewaddressbook.

TodisplayanaddressbookinthePeoplemoduleIntheMyContactslist,clicktheaddressbookyouwanttodisplay.

SharecontactrecordsandaddressbooksYoucansendindividualcontactrecordstootherpeopleinanOutlook-specificformatorasavCardfile(avirtualbusinesscard).YoucansendacontactgrouponlyintheOutlook-specificformat,sotherecipientmustbeanotherOutlookuser.Ifyouwanttosharethecontentsofacustomaddressbookwithotherpeople,youcandosobysendingasharinginvitation.IftheotherpeoplearewithinyourExchangeorganization,youhavetheoptionofallowingtheotheruserstoupdatethecontactrecordsintheaddressbook.Anotherwaytosharecontactinformationisbyimportingcontactrecordsfromexternalfilesorlocations,andexportingcontactrecordstosendtootherpeople.YoucanimportdataintoOutlookfromdatafilescreatedinOutlook(.pstfiles)orfromplain-textfilesthatcontainfieldvaluesseparatedbycommas(.csvfiles).Similarly,youcanexportcontactrecordsfromOutlookinthosesameformatssothatotherpeoplecanimportthemintoOutlookoranotherprogram.

thatotherpeoplecanimportthemintoOutlookoranotherprogram.

SeeAlsoForinformationaboutexportingOutlookitems,see“Objective1.2:Printandsaveinformation.”

TosendacontactrecordorcontactgrouprecordbyemailRight-clickthecontactorcontactgroup,clickForwardContact,andthenclickAsaBusinessCardorAsanOutlookContact.

Toshareanaddressbook1.Doeitherofthefollowing:•IntheMyContactslist,right-clicktheaddressbook,clickShare,andthenclickShareContacts.

•Displaytheaddressbook.OntheFoldertab,intheSharegroup,clicktheShareContactsbutton.

Youcanstipulatewhethertherecipientcaneditsharedcontactrecords

2.IntheSharinginvitationmessagewindowthatopens,dothefollowing,andthenclickSend:a.IntheTobox,entertheemailaddressesofthepeoplewithwhomyouwanttosharetheaddressbook.

b.Ifyouwanttoallowotherpeopletomodifytheaddressbookcontent,selecttheRecipientcanadd,edit,anddeleteitemsinthiscontactsfoldercheckbox.

Toimportcontactrecordsfromacomma-separatedvaluesfileoran

Outlookdatafile1.OntheOpen&ExportpageoftheBackstageview,clickImport/ExporttostarttheImportAndExportWizardanddisplayalistofactionsthatyoucanperformbyusingthewizard.

2.IntheChooseanactiontoperformlist,clickImportfromanotherprogramorfile,andthenclickNexttodisplaythelistoffiletypesfromwhichyoucanimportcontent.

3.IntheSelectfiletypetoimportfromlist,clickCommaSeparatedValuesorOutlookDataFile(.pst),andthenclickNext.

4.ClicktheBrowsebuttontotherightoftheFiletoimportboxtoopentheBrowsedialogbox.IntheBrowsedialogbox,navigatetothefileyouwanttoimport,andthenclickOK.

5.IntheOptionsarea,clickoneoftheseoptionsforhandlingcontactrecordsthatmatchexistingcontactrecordsintheaddressbookintowhichyouimportthem:•Replaceduplicateswithitemsimported•Allowduplicatestobecreated•Donotimportduplicateitems

6.ClickNexttodisplayalistofthefoldersinyourOutlookinstallation.7.IntheSelectdestinationfolderlist,clicktheaddressbookintowhichyouwanttoimportthecontactrecords,andthenclickNext.

8.Ifthefieldsdefinedinthefileyou’reimportingdonotusethesamefieldnamesasanOutlookcontactrecord,clicktheMapCustomFieldsbutton.ThenintheMapCustomFieldsdialogbox,matchnamedfieldsfromthesourcefiletoOutlookfieldnames.Whenyoufinish,clickOK.

9.OnthelastpageoftheImportaFileWizard,clickFinishtoimportthecontactrecordsintotheselectedaddressbook.

Toimportcontactrecordsfromasourcefiletypeotherthan.csvor.pstExportthecontactrecordsfromthesourcefiletoa.csvfile,andthenimportthe.csvfile.

ToimportcontactrecordsintoaseparateaddressbookFirstcreatetheaddressbook.Thenimportthecontactrecordsandspecifytheaddressbookastheimportlocation.

ExamStrategyYoucanimportaSharePointcontactlistasanaddressbook.DoingsoisbeyondthescopeofExam77-731.“Outlook2016:CoreCommunication,CollaborationandEmailSkills.”

Objective4.1practicetasksThepracticefileforthesetasksislocatedintheMOSOutlook2016\Objective4practicefilefolder.

Createanewcontactrecord.Enterthefollowinginformation:

AddtheOutlook_4-1imagetothecontactrecord.Savethecontactrecord.

CreateacontactrecordbasedontheJohnEvanscontactrecord.Addthefollowinginformationtothebasecontactrecord:

EdittheJohnEvanscontactrecordasfollows:ChangethefilingorderfromEvans,JohntoJohnEvans.NotethatJohn’snicknameisJack,hisspouse’snameisJill,andhisbirthdayisJanuary1,1987.

Ifyouhaven’talreadydoneso,createacontactrecordforyourselfanddothefollowing:Includeyourname,company,jobtitle,oneormorephonenumbers,oneormoreemailaddresses,andoneormorepostaladdresses.

ForwardyourcontactrecordtoafriendasavCard.EnterMOSContactInformationasthemessagesubject,embedyourbusinesscardasasignature,andsendthemessage.

Createanaddressbookasfollows:NametheaddressbookMOSContacts.StoretheaddressbookinyourdefaultContactsfolder.MovetheJohnEvansandHeidiSteencontactrecordstothenewaddressbook.

SharetheMOSContactsaddressbookwithafriend.Configurethesharingsettingssothattherecipientcandisplay,butnotchange,thecontactrecordsinthesharedaddressbook.

Objective4.2:CreateandmanagecontactgroupsIfyoufrequentlysendmessagestospecificgroupsofpeople,suchasmembersofaprojectteam,club,orfamily,youcancreateacontactgroupthatcontainsalltheemailaddresses.Thenyoucansendamessagetoallthegroupmembersbyaddressingittothecontactgroup.Contactgroupsarelikepersonalversionsofdistributionlists.AdistributionlistisavailabletoeveryoneonyourExchangeServernetwork;acontactgroupisavailableonlyfromthelocaladdressbookyoustoreitin.Youcan,however,distributeacontactgrouptootherpeoplefortheirownuse.Theribbonprovidesaseparatetabofcommandsformanagingcontactgroups.

ContactgroupsarestoredinyourOutlookdatafile

Youaddamembertoacontactgroupeitherbyselectinganexistingcontact

YouaddamembertoacontactgroupeitherbyselectinganexistingcontactrecordfromanaddressbookorbyenteringcontactinformationintheAddNewMemberdialogbox.Whenyouaddamemberbyusingthelattermethod,youhavetheoptiontosimultaneouslycreateacontactrecordforhimorher.Whenyousendamessagetoacontactgroup,eachmemberofthecontactgroupreceivesacopyofthemessage.Ifyouwanttosendamessagetomost,butnotall,membersofacontactgroup,youcanexpandthecontactgroupintheaddressfieldtoafulllistofitsmembers,andremoveindividualpeopleforthespecificmessageatthetimeyousendit.

Tocreateacontactgroup1.Openanewcontactgrouprecordwindowbydoinganyofthefollowing:•InthePeoplemodule,ontheHometab,intheNewgroup,clicktheNewContactGroupbutton.

•Inanymodule,ontheHometab,intheNewgroup,clicktheNewItemsbutton,clickMoreItems,andthenclickContactGroup.

ImportantIfyouhaveanExchangeaccount,GroupappearsontheNewItemsmenu.ThiscommandcreatesanExchange-specificgroup,notalocalcontactgroup.

•Inanymodule,pressCtrl+Shift+L.2.IntheNamebox,enteranameforthecontactgroup.3.OntheContactGrouptab,intheActionsgroup,clicktheSave&Closebutton.

ToopenacontactgroupforeditingInthePeoplePane,double-clickthecontactgrouptoopenitinacontactgroupwindow.

Toaddmemberstoanopencontactgroup1.OntheContactGrouptab,intheMembersgroup,clicktheAddMembersbutton,andthenclickFromAddressBook.

2.IntheSelectMembersdialogbox,intheAddressBooklist,clicktheaddressbookfromwhichyouwanttoaddoneormorecontacts.

3.IntheNamelist,double-clickthenameofeachcontactyouwanttoadd.

4.IntheSelectMembersdialogbox,clickOK.Or

1.OntheContactGrouptab,intheMembersgroup,clicktheAddMembersbutton,andthenclickNewEmailContact.

TipOutlookuserinterfaceelementsrefertoelectronicmailasemailore-mail.Forconsistency,thetextofthisbookalwaysreferenceselectronicmailasemail.

2.IntheAddNewMemberdialogbox,enterinformationintheDisplaynameandEmailaddressfields.

3.IfyouwantOutlooktoalsocreateacontactrecordforthisperson,selecttheAddtoContactscheckbox.

4.IntheAddNewMemberdialogbox,clickOK.

Toremovemembersfromacontactgroup1.Openthecontactgroupwindow.2.Inthecontactgroupmemberlist,clickthecontactyouwanttoremove.

TipYoucanselectmultiplecontactsforsimultaneousremovalbyholdingdowntheCtrlkeyandclickingeachcontact.

3.OntheContactGrouptab,intheMembersgroup,clicktheRemoveMemberbutton.

4.Saveandclosethecontactgroup.

Toupdateamember’sinformationwithinacontactgroup1.Openthecontactgroupwindow.2.OntheContactGrouptab,intheMembersgroup,clicktheUpdateNowbutton.

3.Saveandclosethecontactgroup.

Toaddnotestoacontactgroup

1.Inthecontactgroupwindow,intheShowgroup,clicktheNotesbutton.2.OntheNotespage,enternotesintheformoftext,images,andothercontent.

TodeleteacontactgroupIntheaddressbook,selectthecontactgroup,andthendoanyofthefollowing:•PresstheDeletekey.•OntheHometab,intheDeletegroup,clicktheDeletebutton.•PressCtrl+D.

Objective4.2practicetasksUsetheMOSContactsaddressbookyoucreatedintheObjective4.1practicetaskstocompletethesetasks.

IntheMOSContactsaddressbook,dothefollowing:CreateanewcontactgroupnamedMOSClients.SelecttheJohnEvanscontactrecordyoucreatedearlierinthischapterasamember.AddHeidiSteentothecontactgroup.Saveandclosethecontactgroup.

OpentheMOSClientscontactgroupanddothefollowing:Addthefollowingpeopletothecontactgroupandtoyourcontactlist:

Saveandclosethecontactgroup.OpenthecontactrecordforJillShraderanddothefollowing:

Changeheremailaddresstojill@wingtiptoys.com.Saveandclosethecontactrecord.

OpentheMOSClientscontactgroupanddothefollowing:UpdatethecontactgrouptoreflectJillShrader’snewemailaddress.RemoveHollyDicksonfromthecontactgroup.

AddanotetothecontactgroupthatsaysCreatedwhilepracticingfortheMOSOutlook2016exam.Saveandclosethecontactgroup.

SendamessagetotheMOSClientscontactgroupwiththesubjectMOSGroupTest.(Youwillreceivenondeliverablemessagealertsinresponse.)

Index

AaccountsSeealsoemailaccountsapplyingrules43delegatingaccess96

Activeview(Calendarmodule)defined100groupingitems101sortingitems102

adaptingprocedurestepsixaddressbookscontacts142custom142–143displayinginPeoplemodule143printing27–28searching5sharing143–144

aliases5appointmentschangingtimes117copying117creating110–112creatingmeetingsfrom115recurring116–117

archivingitemsautomatically94arrangingmessages77–79attachmentsSeealsomessagesfiles57–58opening23–24Outlookitems58previewing23–24

printing29removing58savingtofilestoragelocation24savingtoOutlook23–24

attendees114inviting115optional116

attributes,arrangingmessagesby77–79AutoArchive94automaticconnections11automaticrepliesconfiguring44–47runningruleswhileon47turningon/off46–47

automaticsignatures39–40availability,indicating111

Bblockedsenders50blockingmessages53blockingsenders51bookorganizationviiibookmarks,hyperlinksto72buildingblocks,creatingandinserting48BusinessCardviewprintstyles28businesscardsincontactrecords138–139includinginsignatures40

CCalendarDetailsprintstyle27calendaritemscategorizing120grouping101settingimportance120

updating120Calendarmoduledescribed3views100

Calendarpeek17calendarpreview122Calendarview(Calendarmodule)defined100showingtimeperiods101

calendarschoosinggroupmembers104creating/deletinggroups104delegatingaccessto95deleting105displayingviews101groupschedules104permissions108printstyles26printing29secondary104sharing105–108showing/hidingmultiple104showingtimesegments101switchingmodes105types103views100

Cardprintstyle28Cardviewprintstyles28categories60Seealsocolorcategoriesnaming81preconfiguredcolors81–82QuickClick82renaming82shortcutkeys81

characterspacing67characterstyles67colorcategories81Seealsocategoriesassigningtoitems82creatingcustom83keyboardshortcuts83preconfigured81–82QuickClick83–84renaming82–83

commands,inBackstageView6–7comma-separatedvaluesfiles144connectingemailaccounts11contactgroupsaddingmembers149addingnotes150creating149deleting150editing149managing148removingmembers150sendingrecordsbyemail143updatingmemberinformation150

contactrecordsassigningtocategories140attachingnotes132businesscards138–139creating138–139creatingtasks127deleting140editing139filingorder138images140importing144–145Peoplecards141

printing27–29sendingbyemail143sharing143storing141typesofinformation136–137

Contentpane15Conversationview(Mailmodule)85–87conversations87customaddressbookscreating143defined142sharing143–144

customcalendars103customflags,setting84Seealsoflags;follow-upflagscustomviews3

DDailyprintstyle26delegatingaccesstoaccounts96modifyingpermissions96rescinding96–97

deliveryoptions60digitalphotographsSeeimagesdistributionlists148

EebookeditionofbookxemailaccountsSeealsoaccountsconnectingautomatically11connectingmanually12–13managingaccountsettings13startingconnectionprocess11

emailaddresses,entering5

emailaliases5emailmessagescreatingmeetingsfrom115creatingtasksfrom127transferringtotasklists127

emptyingJunkEmailfolder52errata,submittingxeventscreating110,112creatingmeetingsfrom115

exportingmessages25

Ffeedback,submittingxfields,displaying57filesattachingtomessages57–58savingmessagesas25

filingorder,contactrecords140flaggingitemsforfollow-up84messagesforfollow-up62,127outgoingmessages84

flags59Seealsocustomflags;follow-upflagsFolderPane15,18folderscreating4searchingspecific32

follow-upflagsSeealsocustomflags;flagsremoving130setting62,84,127

fontsdefaultbody38settingforoutgoingmessages38–39

styles67formattingeffects67pictures74text67–68

forwardingmessagesoptions64removingprioritysetting61

Free/Busytime111fundamentalOutlooktasks2

GGlobalAddressList(GAL)5,142–143graphicsSeeimagesgrouping/ungroupingmessages80groupsaddingcontactgroupmembers149calendars104expanding/collapsing80selecting80

Hheaderfields56HTMLmessages,stationery/themes68hyperlinks71tobookmarks72changingtargets72creating71creatingpre-addressedemailmessages72creatingWorddocumentsfrom71tofiles71tomessageheadings72removing72towebpages72

I

Iidentifiersforinlineresponses21imagesSeealsopicturescontactrecords140inserting73insertingfromfiles75webbeacons49

importanceleveldefined59setting61,120

InstantSearch31–33internationaljunkmailsettings50Internetcalendars103invitations,respondingto123

Jjunkemailautomaticallydeleting52choosingprotectionlevels52classifyingasnotjunk52–53configuringsettingsforsenders52formatof49linksin49processing51replyingto50settings50–51status49

JunkEmailfolder,emptying52JunkEmailOptionsdialogboxopening52tabdescriptions50

junkmailSeejunkemail

K

keyboardshortcuts,colorcategories83

Llinks,injunkmail49Listview(Calendarmodule)defined100grouping/sortingitems101printstyles28

localformatting,applying67

MMailmodule2markingmessagesasread/unread64MediumBookletprintstyle28meetinginvitations,respondingto123meetingparticipants,adding124meetingrequests112,114meetingsaccepting123addingparticipants124attendees114,115changingtimes117creating115declining123deleting117forwardingrequests123notes123proposingnewtimes123receivingrequests121,122respondingtoinvitations123responseoptions121RoomFinder113,116schedulingresources115sendingupdates123sharingnotes124

Memoprintstyle28messagefolderscreating88movingmessagesto88–89

messageheaders2messagereceipts,requesting62messagesSeealsoattachmentsaddingsignatures39–40addressing5applyingstyles70applyingthemes69arranging77–79attachingfiles57–58attachingOutlookitems58blocking53categories60classifyingasnotjunk52commandsforworkingwith6–7configuringoptions59–61configuringrules41–43Conversationview85–86creating57creatingcontactrecordsfrom139creatinghyperlinkstopre-addressedemailmessages72creatingQuickParts48deleting64–65deliveryoptions60designatingprioritylevel61directingresponses63displayinginReadingPane2expanding/collapsinggroups80exportingtoOutlookdatafile25flaggingforfollow-up62,84,127flags59

formattingtext67–68forwarding64grouping/ungrouping78,80headerfields56HTML,specifyingstationery/themes68hyperlinkstobookmarks72hyperlinkstoheadings72importance59insertingidentifiersbeforeinlineresponses21insertingimages73insertingonlineimages75insertingsignatures75–76markingasread/unread64opening2organizinginfolders88–89outgoing,flagging84outgoing,specifyingdefaultformat21printinglistview28printingwithattachments29processingjunkmail51reading2readstatusformat63recalling58–59recipients5reminders59removingsignatures75–76replyingtoallrecipients64replyingtosender64requestingreceipts62resettingarrangements80respondingto63–65reversingsortorder79runningrulesonexisting43savingasfiles25savingoutsideofOutlook24

security60selectinggroups80sensitivity59,61settingcolorofresponsetext21sorting78specifyingduedates127specifyingtextinresponses21trackingoptions60votingoptions60,62

message-sendingaccountdefault10specifying13–14

MicrosoftOfficeSpecialistcertificationxi–xivexamxii–xiiiobjectivedomainsxii

MicrosoftOneNote,meetingnotes123modulesdisplaying16hidingTo-DoBar19

Monthlyprintstyle27

NNavigationBar16changingappearance18changingnumberofbuttonson19changingorderofbuttonson19compact18standard18switchingbetweencompact/standard18

NeverBlockSender51NeverBlockSender’sDomain51NeverBlockthisGrouporMailingList51Newbutton3NotJunk51notes

notesaddingtocontactgroups150attachingtocontactrecords132categorizingbycolor132creating131creatingtasks127formattedtext130meetings123organizing131sharing124

Notesmoduleaccessing3defined3features130viewingcontent131

Oonlineimagesinsertingintomessages75sources73

OOFmessages44organizationofbookviiioutofofficemessages44rules47

outgoingmessagesconfiguringrules41–43flaggingforfollow-up62,84settingdefaultfont38–39specifyingdefaultformat21

Outlookdatafiles10–11exportingcontactrecordsto144–145exportingmessagesto25

Outlookfunctionality,managing7Outlookfundamentaltasks2Outlookitems

Outlookitemscommandsforworkingwith7–8creating3

OutlookOptionsdialogbox7,20OverlayMode,switchingto/from105

Pparagraphattributes67paragraphstyles67participants,addingtomeetings124peekschangingorderof17displaying19docking17dockingtoTo-DoBar19pinning17removingfromTo-DoBar19

Peoplecards141Peoplemoduledefined3displayingaddressbooks143

Peoplepeek17Peopleviewprintstyles28permissionsdelegatingaccess95modifyingdelegationaccess96rescindingdelegation96–97forsharedcalendars108

PhoneDirectoryprintstyle28Phoneviewprintstyles28picturesSeealsoimagesformatting74insertingintomessages73–74

practicefilesviii–ix

prerequisiteskillsandexperienceforthisexam2Previewview(Calendarmodule)defined100showingtimeperiods101

previewingattachments23styleeffectsontext70

primarytimezone102printstylesaddressbooks27–28calendars26–27contactrecords27–28

printingaddressbookprintstyles28addressbooks27–28calendarprintstyles26calendars29contactrecords27–29defaultviewofitems28emailmessageswithattachments29individualitems28listviewofmessages28multipleitems28tasks29

prioritylevels,setting61,120privacy,tasks128procedures,adaptingstepsixprofile10programoptions,configuring20–22programwindow14–18

QQuickClickcategory82–83QuickParts,creatingandinserting48QuickSteps

built-in,resetting93changingproperties92configuring91creating93deleting93displayingproperties92performing92types89–91

RReadingPanedefined15displayingmessagesin2

recallingmessages58–59recurringappointments116–117tasks126,128,129

reminders59,119addingforflaggeditems84configuring120tasks128

repliesjunkmail50onlytosender64toallrecipients64

responsemessages21ribbon,collapsedgroupsixRoomFinder113,116rules41applyingtoaccounts43automaticreplies44–47creating42creatingbasedonexisting43deleting43modifying42

runningonexistingmessages43runningwhenoutofoffice47runningwhileAutomaticRepliesareon47

Ssaferecipients50safesenders50SchedulingAssistant114–115SearchFolderscreating34default33modifyingcriteria34updating34

searchingaddressbooks5changingscope32usingInstantSearch31–33returningtooriginalcontentview32returningtopreviousresults33specificfolders32

secondarytimezone102semicolons,multiplerecipientsand5sendingaccountdefault10specifying13–14

sensitivitysetting59,61sharedcalendars103SharePointsitecalendars103shortcutkeys,colorcategories81Side-By-SideMode,switchingto/from105signaturesediting40includingBusinessCards40inserting75–76removing75–76

signingmessages39–40skillsandexperienceassumedforthisexam2SmallBookletprintstyle28sortorder,reversing79stationery,specifyingformessages68–69styles68,70applyingtoselectedtext70fonts67previewingeffectsontext70

Stylespane70switchingviews3

TTableprintstyle28tasksassigningduedates129categories128–129completing129creating126–127deleting130managing128–129markingascomplete130markingasprivate129printing29prioritylevels128privacy128recurring128–129reminders128removingfollow-upflags130trackingbystatus128transferringmessagestotasklist127

Tasksmodulecontent126creatingtasks127defined3

Taskspeek17,126textapplyingstyles70effects67formatting67–68previewingstyleeffects70

themes68applyingtoindividualmessages69default68resettingtodefault69specifyingforHTMLmessages68–69

timeperiods101timesegments101timezones100,102To-DoBar15changingwidthof18displaying17dockingpeeks19hidinginactivemodule19removingpeeks19resizing19

trackingoptions60Tri-foldprintstyle27turningon/offautomaticreplies46–47

VvCardfiles143views,switching3virtualbusinesscards143votingoptionsaddingtomessages62defined60

Wwebbeacons49

webpages,hyperlinksto72WeeklyAgendaprintstyle26WeeklyCalendarprintstyle27Worddocuments,creatingfromhyperlinks71worktimes,setting102workweek100

Abouttheauthor

JOANLAMBERThasworkedcloselywithMicrosofttechnologiessince1986,andinthetrainingandcertificationindustrysince1997.AsPresidentandCEOofOnlineTrainingSolutions,Inc.(OTSI),Joanguidesthetranslationoftechnicalinformationandrequirementsintouseful,relevant,andmeasurableresourcesforpeoplewhoareseekingcertificationoftheircomputerskillsorwhosimplywanttoknowhowtogetthingsdoneefficiently.JoanistheauthororcoauthorofmorethanfourdozenbooksaboutWindowsandOffice(forWindows,Mac,andiPad),fivegenerationsofMicrosoftOfficeSpecialistcertificationstudyguides,video-basedtrainingcoursesforSharePointandOneNote,QuickStudyguidesforWindowsandOffice,andtheGO!seriesbookforOutlook2016.BlissfullybasedinAmerica’sFinestCity,JoanisaMicrosoftCertifiedProfessional,MicrosoftOfficeSpecialistMaster(forallversionsofOfficesinceOffice2003),MicrosoftCertifiedTechnologySpecialist(forWindowsandWindowsServer),MicrosoftCertifiedTechnologyAssociate(forWindows),MicrosoftDynamicsSpecialist,andMicrosoftCertifiedTrainer.ONLINETRAININGSOLUTIONS,INC.(OTSI)specializesinthedesignandcreationofMicrosoftOffice,SharePoint,andWindowstrainingsolutionsandtheproductionofonlineandprintedtrainingresources.FormoreinformationaboutOTSI,visitwww.otsi.com,orforadvanceinformationaboutupcomingtrainingresourcesandinformativetidbitsabouttechnologyandpublishing,followusonFacebookatwww.facebook.com/Online.Training.Solutions.Inc.

AcknowledgmentsIamextremelygratefulfortheunflaggingsupportandcontributionsofJaime

IamextremelygratefulfortheunflaggingsupportandcontributionsofJaimeOdell,KathyKrause,andSusieCarratOTSI—thisbook(andsomanyothers)wouldn’texistwithoutourfabulousteam!ThankyoualsotoRosemaryCapertonandKimSpilkeratMicrosoftPress,andLauraNormanatPearsonEducation,formakingtheMOSStudyGuideseriesforOffice2016areality.Finally,Iamsoverygratefulforthesupportofmydaughter,Trinity.Herconfidence,encouragement,andterrificcookingwhenI’mworkinglatebringmegreatjoy.