2013 Quick Start Guide For Outlook 2013

2013Quick Start Guide for Outlook 2013Outlook is the email client for Microsoft Exchange. It is a comprehensive collaboration tool for organizingall your email, calendars, contacts and appointments.12Inbox - beb2014@msstate.edu - Outlook34To cowbell@msstate.edu8576The Outlook 2013 Default Window1 Quick Access Toolbar - contains shortcuts for some of the most commonly used commands in Outlook 2013.2 Tab Bar - contains tabs that display tools and command buttons in the Ribbon.3 Ribbon - contains related command functions in areas called groups, such as New, Delete, and Respond.4 Folder Pane - contains shortcuts to Outlook 2013 folders and sections.5 View Pane - displays the contents of the selected folder.6 Navigation Bar - switches between Mail, Calendar, People, and Tasks hubs, as well as NavigationOptions, Notes, Folders, and Shortcuts.7 People Pane - displays contact information and activity of an individual you are communicating with viaemail.8 Reading Pane - displays the contents of the selected email message.02/2014

Quick Start Guide for Outlook 2013Command IconsInbox - beb2013@msstate.edu - OutlookGroupCustomize Outlook 2013 ToolbarTo personalize Outlook 2013 for the features you most frequently use, do the following: To customize the Quick Access Toolbar, click the Customize Quick Access Toolbar icon in thetoolbar. Select or deselect commands from the menu which adds or removes shortcuts. To hide or show the Ribbon, click the Ribbon Display Options icon in the top rightcorner of the default window. Select an option from the available menu. To customize the Navigation Bar, click the . (more) icon and select Navigation Options.Forward an Email1. With the email either open or selected in theView pane, click the Forward icon in theRespond group.2. Enter the email address in the To field.3. Optionally, you may enter a message in theMessage body.4. Click Send.EmailCompose and Send an EmailAttach a File/Item to an Email1. In the Home tab, click the New Email icon in theNew group in the Ribbon.2. Enter the name or email address in the To field.Email addresses may be found in your AddressBook or Contacts.3. Enter the subject in the Subject field.4. Enter your message text in the Message body. To check spelling and grammar, click theReview tab in the email window. Click theSpelling & Grammar icon.5. Click Send.A copy of each message you send appears in the SentItems folder in the folder list.1. With the email open, click the Attach File orAttach Item icon in the Include group.2. Locate and select the file or item you want toattach.3. Click Insert or OK as appropriate.Open an Attachment Reply to an Email1. With the email either open or selected in the Viewpane, click the Reply or Reply All icon in theRespond group.2. Enter the email text in the Message body.3. Click Send.2With the email open, click the attachment. TheAttachment preview appears in the Messagebody.Alternatively, you can right click on theattachment to Preview, Open, Quick Print,Save As, Save All Attachments, Remove,Copy, and Select All.

Quick Start Guide for Outlook 2013ContactsPrint an AttachmentAdd a ContactTo print an attachment from an open message orthe Reading Pane:1. Right-click the Attachment icon below themessage header.2. In the Actions group, click Quick Print.1. Select the People hub in the Navigation Bar atthe bottom of the window.2. Select New Contact in the New group.3. Enter a name and anyinformation that you want toinclude for that contact.4. Click Save & Close in theActions group in the Ribbon.To print attachments when you print an email:1. In the message list, click the email that hasattachments that you want to print.2. Click the File tab.3. Click Print.4. Under Printer, click Print Options.5. Under Print Options, select the Print attachedfiles check box.Add a Contact From an Email1. Open the email and right click on the name youwish to add in the From or CC field.2. Click Add to Outlook Contacts.3. A new window opens and you may enter detailsCreate a Signature Blockof the contact.1. Click the File tab and click Options in the left pane. Outlook automatically inserts the contact’s emailaddress in the email box and any other information2. In the Outlook Options window, select Mail.about the contact that is available. Once you have3. Click the Signatures. button.saved someone as a contact, you can type the first4. Click the New button in the Signatures andfew letters of their name into an email address andStationery window.Outlook will fill in their email address.5. In the New Signature window, enter the name ofCreate a Contact Groupthe signature and click OK.1. Select the People hub in the Navigation Bar.6. Enter your name and contact information in the2. Click the New Contact Group icon in the NewEdit Signature box.group.7. To apply a signature to:3. Enter the name for the new messages, select the signature name fromContact Group in the Namethe New messages drop down menu.box. replies and forwards, select the signature4.Click the Add Members iconname from the Replies/forwards dropin the Members group.down menu.5. If choosing a contact from Outlook Contact or8. Click OK.from Address Book from the drop down menu Select the contact name. Click Members button.6. If entering new contact information Provide the information requested Click OK.7. Click Save & Close in the Actions group in theRibbon.3

Quick Start Guide for Outlook 2013FoldersShare Calendar1. Click the Share Calendaricon in the Share group. Thiswill prompt an email with aShare invitation.2. Enter the name or email address of the personyou wish to share your calendar with.3. From the Details drop down menu select thedesired option.4. Click Send.When someone sends you a share calendar invitation,you will receive an email in your inbox with thesubject of “Sharing invitation: Calendar Name”a) With the email open, click the Open thisCalendar icon in the Open group.b) You can now view the shared calendar.Work with Folders1. Select the folder to work with.2. Click the Folder tab and do one of the following: To change the name of a folder, click RenameFolder icon in the Actions group. Enter aname for the folder and press the Enter key onyour keyboard.To copy a folder, click Copy Folder in theActions group. Select copied folder locationand click OK.To move a folder, click Move Folder in theActions group. In the Move Folder window, make a folderlocation selection and click OK.Create a New FolderClick the Folder tab.Click the New Folder icon in the New group.Enter a name in the Name field.Click the arrow on the Folder contains box tochoose the type of items the folder will contain.5. In the Select where to place the folder box,make a location selection.6. Click OK.1.2.3.4.Multi-View CalendarCalendarView Calendar1. Select the Calendar hub in the Navigation Bar.2. Choose a Calendar view in the Arrange group.You may choose to view multiple calendars in theReading Pane. While still in the Calendar hub, clickthe unchecked box(es) under Shared Calendars todisplay the desired calendars in a multi-view mode.4

Quick Start Guide for Outlook 2013Schedule a MeetingUse the Scheduling Assistant1. Select the Calendar hub in the Navigation Bar.2. Click New Meeting icon in theNew group.3. Enter the name or email addressof each person you are includingin the meeting.4. Enter the Subject, Location, and Starting/Ending Dates and Times. Enter details in theText box.5. By default, a reminder is set at 15 minutes. Tochange a reminder for an appointment, clickthe arrow on the Reminder box in the Optionsgroup and select a time from the menu.6. Click Send.1. When scheduling a meeting oran appointment, you may verifythe availability of the attendeesand/or meeting resources byclicking the Scheduling Assistant icon in theShow group.2. The attendees and/or resources availabilityare displayed with their schedules representedby colored bars. The shaded light blue arearepresents the proposed meeting time.3. After confirming the availability of attendees,click Send.Alternatively, you can schedule a meeting from amessage that includes all the message recipients.1. In the Inbox, select themessage you want to makeinto a meeting request.2. Click the Meeting icon in theRespond group.3. Enter or change the Subject, Location, andStarting/Ending Dates and Times. Enter detailsin the Text box.4. Click Send.Schedule an Appointment1. Select the Calendar hub in the Navigation Bar.2. Click the New Appointment icon in the Newgroup.3. Enter the Subject,Location, and Starting/Ending Dates and Times.Enter details in the Text box.4. By default, a reminder is set at 15 minutes. Tochange a reminder for an appointment, clickthe arrow on the Reminder box in the Optionsgroup and select a time from the menu.5. Click Save & Close in the Actions group in theRibbon.6. The Appointment appears in the Calendar.If you want the meeting torecur:1. Click the Recurrence icon in the Ribbon.2. In the Recurrence pattern section choose theappropriate Recurrence pattern parameters.3. In the Range of recurrence section choose theappropriate Range of recurrence parameters.4. Click OK.5

Set Out of Office ReplyBackstage ViewTo access the Backstage View,click the File tab. The BackstageView is used to configure accountsetting and options, setup “Out of Office” replies,manage rules and alerts, and print Outlook itemssuch as email and calendar entries.1. Click the File tab to open the Backstage View,select Automatic Replies button.2. In theAutomaticReplieswindow, enterthe parametersof how youwant yourmessage to behandled.3. When allnecessaryparameters arein place, click OK.Change Default SettingsManage Rules and Alerts1. Click the File tab to open the Backstage Viewand click the Manage Rules & Alerts button inthe Account Information section.2. In the Rules & Alerts window, on the EmailRules tab, click New Rule.3. In the Rules Wizard window, you can choosethe type of Rule or Alert you want to create. TheRules Wizard prompts you for information andguides you through the process.Be cautious, an incorrect rule setup may causeunexpected results.You may change the initial default settings topersonalize the behavior and/or appearance ofOutlook 2013.1. Click the File tab to open the Backstage Viewand select Options in the left pane.2. In the Outlook Options window, select thecategory you wish to change.3. In the selected category window, make thedesired changes.4. Click OK.Bully E. Bulldogbeb“Quick Start Guide for Outlook 2013 is an independent (publication) and is not affiliated with, nor has it been authorized, sponsored,or otherwise approved by Microsoft Corporation.”Visit its.msstate.edu for more Outlook information.

Quick Start Gu ide for Outlook 2013 4 Create a New Folder Work with Folders 1. Click the Folder tab. 2. Click the New Folder icon in the New group. 3. Enter a name in the Name field. 4. Click the arrow on the Folder contains box to choose the type of items the folder will contain.