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Contents

Email
Send a New email
Add Bcc to your email
Reply/Reply All to an email
Forward an email
Edit text in an email
Correction Tool
Add an attachment to an email
Save an attachment
Create a signature
Add a hyperlink
Delete an email
Search an email
Create a folder
Add a folder in Favorites
Delete a folder in favorites
Set the urgency of an email
Calendar
Create an appointment
Create a meeting
Apply a Recurrence
Delete a recurrence
Answer to a meeting invitation
Reminder of an event
Delete an appointment
Delete a meeting
Search for an event
Create a calendar
Different calendar displays
Use the planner display
Contact
Create a contact
Create a contact group
Edit a contact
Delete a contact
Send a contacts information by email
Add a contact in Favorites
Task
Create a task
Delete a task
Create a folder
Note
Create a note
Delete a note
Email
Send a New email
Under the Home tab, in the New group, select New Email.

Specify the names or the addresses of the emails recipients in the To or Cc fields. To
select the recipients name from the Address Book, click on To or Cc and add the
desired names.

What does Cc mean? (Carbon Copy):


This element allows to inform recipients by sending a copy of the message. However,
they do not have to react to this message. The email addresses are then available to all
recipients.
In the Subject field, type the emails subject.
1. Compose your message in the text zone under the subject.
2. Click on Send when you are finished.

Add Bcc to your email


In a new message, under the Option tab, in the Show Fields group, click on Bcc.

The Bcc field will show as illustrated below.

Bcc (blind carbon copy) means that a copy of the email is sent to the recipient, however,
its name wont be visible to the other emails recipients.

Reply/Reply All to an email


Select the email to which you wish to reply and click on Reply or Reply All that are
situated at the top of the message as seen on the image below.
As you can notice on the previous illustration, there is a recipient in the Cc field.
If you wish to reply to the sender of the message only, click on Reply.

Nothing will show in the Cc field.


Pay attention a RE has been added in front of the subject in the field. This indicates to
your recipient that you have replied to his message.
If you wish to reply to all the emails recipients, click on Reply All.

In this case, the recipients will be displayed in the Cc field.


Compose your message and once you are done, click on Send.

Forward an email
Select the email you want to forward. At the top of the message there is the Forward
button.

Choose the recipients in the fields To and/or Cc. You can also add an explanation to
justify the forwarding.

Notice that in the subject field FW has been added. This indicates to your recipient
that you have transferred him an email.
To conclude, click Send.
Tip:
There are 2 other ways to proceed for the Reply, Reply All and Forward.
Selecting the message still:
1. Right-click on the selected message, a contextual menu will appear and list the 3
actions.

2. They are also situated under the Home tab, in the Respond group.

Edit text in an email


When composing a message, you will find all the options regarding the font, size and
style (bold, italic and underline) as well as the color of the font and/or of the highlight in
the Basic Text group under the Message tab.
You can also edit some text from the Toolbar that shows when selecting a portion of the
text. You can apply practically the same actions available in the ribbon.
Correction Tool
When you have completed the composition of your email, you will find the Spelling &
Grammar
function in the Review tab. This functions purpose is to help you correct any spelling
and grammar mistakes.

Add an attachment to an email


You have 2 choices to add an attachment to an email.

Choice 1:
Create your email. Under the Insert tab, in the
Include group, click on Attach File.

A drop down menu will show. Many options are available to you.

In the Recent Items section, Outlook provides you a list of files that were recently
saved or opened.
If the document you wish to attach is not listed in the recent items, use Browse this PC.
This option allows you to access your computer in order to select any file youd like to
attach.

Double click on the file you want to add it to your email.


Choice 2:
If the attachment is on your desktop or in a folder already opened, select the document
and hold the mouse button. Then, slide your file onto your email.

(On the desktop)

(In a folder)

The document automatically becomes an attachment to the email.


Save an attachment
While you are in your email, select the attachment. The Attachment tab appears, click
on Save As or Save All Attachments.

Create a signature
Create a New Email.
In the new email, under the Message tab, in the Include group, click on Signature. In
the drop down menu, select Signatures

A contextual window opens. In the Select signature to edit section, click on New.

Specify the signatures name and click OK.


Notice that your new signature has added itself among the choices.

It is possible to create multiple signatures therefore, in the Choose default signature


section, choose the signature for your New messages and Replies/forwards. You can
choose different signatures if you wish to.

In the Edit signature section, specify your information. Refer to the image below for
examples.

You can edit the text with the format options on the left square below.
You can add a Business Card, an image and/or a hyperlink with the functions situated in
the right square of the following image.
When you are finished, click OK at the bottom of the dialog box.
Add a hyperlink
To add a hyperlink, type or copy from your browser the URL you wish to add in your
message.
Then, return in Outlook and create your email. Place the cursor where you wish to add
the hyperlink. Proceed with a right click and select Hyperlink

A contextual box appears.


1. In the Address text zone, paste the link previously copied. By default, the text is
copied in the text zone 2.
2. This text zone contains the text displayed in the email. It is therefore possible to edit
it. It will make your message more professional.

When you are done, click OK.


Your hyperlink has added itself underlined and in blue as seen in the image below.

Delete an email
Select the email to be deleted and under the Home tab, in the Delete group, click
Delete.

You can also delete your email by clicking the X that appears when you select the
message.

All deleted messages are send in the Deleted Items folder.

Search an email
In the Mailbox, on top of the emails list, there is a search field.
Specify the key words required to your search.

All messages with the key words will be displayed.


Create a folder
1. To create a folder, select your email above the Inbox and right click.
2. Choose New Folder

Specify the folders name in the text zone that shows and press Enter on your keyboard
when you are done.

Select the message that you want to move.


You have 2 options to move your messages.

Option 1:
1. Right click on the message.
2. Select Move.
3. Select your folders name.
Option 2:
This way is much more efficient than the first one.
Select the message(s) that you wish to move and holding the mouse button, slide them on
the folder you created.

Your emails are now in your new folder.

Add a folder in Favorites


Select a folder. Under the Folder tab, in the Favorites group, click on Show in
Favorites.

Your folder will show in the favorites list.


Delete a folder in favorites
There are 2 possible ways to delete a folder in favorites.
1) Select your folder. Right click and click Remove from Favorites.

2) Select the folder to delete. Under the Folder tab, in the Favorites group, click once
again on Show in Favorites.

Your folder no longer shows in favorites.


Set the importance of an email
You can assign an importance mention to your message to let the recipient know of the
urgency of the message.
Once in the new message window, under the Message tab, in the Tags group, select
High Importance for an important email or Low Importance for an email that is not
urgent.

Calendar
At the bottom left of the window, you will find different Outlook apps. Click on the
Calendar icon.

Create an appointment
Under the Home tab, in the New group, click New Appointment.

A contextual window opens. Fill the appointment information such as the subject, the
location and the time. If the appointment occurs all day long, check the All Day
checkbox. Then, compose a short text to describe the appointment. A part of that text
will display on the calendar.
Click Save & Close.

The subject of the appointment will show in your calendar as displayed on the image
below.

Create a meeting
Under the Home tab, in the New group, click New Meeting.

A contextual window opens. Fill in the meetings information such as the recipient, the
subject, the location, the room and time. If the meeting is schedule to last all day, check
the all day event checkbox. Then, compose a short paragraph to describe the meeting.
This meeting will be sent by email to the recipients who should assist to the meeting.
When you are finished, click Send.

The meetings information will show in your calendar.

Apply a Recurrence
When you create an event, under the Meeting or Appointment tab, in the Options
group, click Recurrence.
A contextual window opens. Fill in the details and click OK.

The details of the recurrence will be displayed.

When your event is already created, select it. Under the Meeting or Appointment tab,
in the Options group, click Recurrence.

A contextual window opens. Fill in the details and click OK.


Delete a recurrence
Select your event. Under the Meeting or Appointment tab, in the Options group, click
Recurrence.

A contextual window opens. Click Remove Recurrence.

Answer to a meeting invitation


When you receive an invitation to a meeting, some options are suggested to you in order
to reply when seeing the message.

When you select an option, some choices appear in a drop down menu. Click on your
choice.
This action will send your answer by email.
Reminder of an event
By default, a reminder pops-up 15 minutes before the event begins. You can click on
Dismiss or Snooze and specify the delay before the next reminder.

Delete an appointment
Right click on the appointment in the calendar and click Delete.

Delete a meeting
Right click on the meeting in the calendar and click Cancel Meeting.
The meeting shows and in order to confirm the cancellation, click Send Cancellation.

Search for an event


At the top right of your calendar is a search zone with the inscription Search Calendar.
Be careful to not confuse the calendar search and the contacts search.

Enter the key words in the search zone. The events related will be displayed below.

Double click on the desired event to visualize the information.

Create a calendar
In my calendars, click Calendar.

Right click on the calendar and select New Calendar


A contextual window opens. Specify the calendars Name in the text zone. Then, select
Calendar as the location of this folder. Click OK.

The new calendar is now created.

Different calendar displays


Under the Home tab, in the Arrange group, you can modify the calendars display. You
can display the events by Day, Week, Work Week and by Month.

You have the possibility to display multiple calendars at the same time. Check the
calendars that you wish to visualize.
They will display themselves one beside the other as illustrated below. You can display
more than 2 calendars at once.

Use the planner display


Go to the calendar section of Outlook. In the left pane, you will find your calendars and
the shared calendars. Check the calendars to display them.

Under the Home tab, in the Arrange group, click Schedule View.
The current date is situated in the upper left corner. You can change the date with the
arrows. The horizontal display allows you to compare the calendars. If you wish to find
a time slot available for all the calendars, refer to the top line. The white spaces mean
that all contacts are available.

Contact
At the complete bottom left of the screen are situated the different Outlook apps. Click
on the Contact icon.

Create a contact
Under the Home tab, in the New group, click New Contact.
A contextual window opens. Type in the contacts information.

When you are done, click Save & Close.

Create a contact group


Under the Home tab, in the New group, click New Contact Group.
A contextual window opens.
1. Specify the contact groups name.
2. Double click on the zone 2 to add some contacts.
A contextual window opens. Double click on the contacts you wish to add to the group.
They will be added in the members zone at the bottom, circled in red in the image
below. Click OK.

Your new contact group is now available in your contact list.

Edit a contact
Double click on a contact from the list to edit it. A
contextual window opens. To add some information
spaces, click on the plus sign in the circle. Many
options are offered. Choose the one that suits you.

Click Save at the windows bottom.

Delete a contact
Select the contact. Under the Home tab, in the Delete group, click Delete.
Send a contacts information by email
Select the contact in the list. Under the Home tab, in the Share group, click Forward
Contact. In the drop down menu, click As an Outlook Contact.

A new message shows with the contact as an attachment. Compose your message and
send it.
If you receive a contact information by email, double click on the attachment.

A contextual window opens with all the contacts information. You can edit or add some
information. Click Save & Close to add the contact in your contact list.

Add a contact in Favorites


Select the contact and right click. In the contextual menu, click Add to Favorites.
When you position your cursor on the contacts icon, your contact shows in the favorites
list.

Task
At the complete bottom left of the screen are
the different Outlook apps. Click on the Task
icon.

Create a task
Under the Home tab, in the New group, click New Task.
A contextual window opens. Specify the tasks important information such as the
subject, the date and the description as required. Many other options such as the status,
the priority, the completed % and the reminder are practical to follow-up on the task.
Click Save & Close.

The task will show in the tasks list.

When you select a task, other functionalities show in the ribbon.

Delete a task
Under the Home tab, in the Manage Task group, you have Mark Complete and Remove
from list.

When you click Mark Complete the task will show as illustrated below. The task is
completed but not deleted.

To delete a task definitely, click Remove from List.

Create a folder
Under the Folder tab, in the New group, click New Folder.
A contextual window opens.
Specify the folders Name in the Name zone. Select Tasks as a location for the folder.
Click OK when you are done.

Your new folder shows in your tasks as seen below.

Note
At the complete bottom left of the screen are the Outlook different apps. Click the Note
icon.

Create a note
Under the Home tab, in the New group, click New Note.
A small window looking like a post-it opens. Type in the information you want. You can
move this window anywhere on your computer. Click X if you do not want it to show on
the desktop.

In your directory, select the note to see the description in the right pane. Double click the
note to display it as a post-it again. You can edit the note in both display mode.

When you close Outlook, the notes wont be on the desktop anymore.

Delete a note
Select the note and under the Home tab, in the Delete group, click Delete.
ISBN : 978-2-924763-05-6
Table of Contents
Email 5
Send a New email 5
Add Bcc to your email 6
Reply/Reply All to an email 6
Forward an email 8
Edit text in an email 10
Correction Tool 12
Add an attachment to an email 12
Save an attachment 15
Create a signature 15
Add a hyperlink 18
Delete an email 20
Search an email 20
Create a folder 21
Add a folder in Favorites 22
Delete a folder in favorites 22
Set the urgency of an email 24
Calendar 24
Create an appointment 24
Create a meeting 26
Apply a Recurrence 28
Delete a recurrence 30
Answer to a meeting invitation 31
Reminder of an event 33
Delete an appointment 33
Delete a meeting 33
Search for an event 35
Create a calendar 35
Different calendar displays 37
Use the planner display 39
Contact 40
Create a contact 40
Create a contact group 41
Edit a contact 43
Delete a contact 43
Send a contacts information by email 45
Add a contact in Favorites 45
Task 47
Create a task 47
Delete a task 49
Create a folder 50
Note 51
Create a note 51
Delete a note 53