Training: Outlook

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Outlook is the workhorse for many users. We can manage all of our email, schedule our work lives, and create tasks to help us keep on track. Let's go ahead and explore some of the basics of Outlook. To do so, you'll need to launch Outlook. I happen to have Outlook already pinned to my Start screen. I'm going to go ahead and just open it. And when I launch Outlook, the full application is available to me. If you're working with a brand new setup, you may have to enter in the username and password first and set up Outlook.

We're going to go ahead and set up this Outlook account for our user Mark. To do so, I click in File, and then I'm simply going to Add Account. And the screen that you see now would be the same screen you would see if you hadn't set up an account at all previously. Enter in the username and click Connect. I do have an error coming up, and that is okay. I'm going to select OK. Now, I was not prompted for a password. That may not be the situation in your case. You may actually have to enter in a password as well.

I do not want to set up Outlook on my mobile device at this time, so I'm going to unclick that. Click OK. And this will take a few minutes for Outlook to prepare. Now that Outlook is up and running and our account has been configured, we can start playing with it. The first thing we see is all of our calendar reminders letting us know that some of these are only a couple of days overdue, whereas a few of them are a few weeks overdue. We can go ahead and dismiss each of these individually, or we can go ahead and dismiss all in one shot.

I'm going to go ahead and dismiss all in one shot. And then I'm being prompted, are you sure you really want to do this? Yes, I am. Perfect. Click in Inbox, and now we see our inbox with all of the messages. I know that there's an email in here from Cecilia, and I need to find that, so I have a couple of options. I could go ahead and search for Cecilia, or I can just scroll through. I'm going to go ahead and just scroll through, and there it is. Perfect. She has sent over a document outlining some travel expenses.

Fantastic, I'm going to thank her for that. I'm going to go ahead and reply. And from there I can go ahead and send. I'd like to go ahead and take a look at this attachment as well. I can just double-click, and immediately, because this is an Excel document, Excel will automatically launch for me. And we have all the information, fantastic. I don't want to save any changes to this, so I'm going to go ahead and say Don't Save. We can go ahead and create a folder and then move messages into folders as well.

Let's go ahead and do that. So under Inbox, I'm going to go ahead, create a new folder, and this one's going to be Expenses. And now we can simply drag Cecilia's email message right to Expenses. And now I know that when I need to find that email again, I can simply find it in that folder. We also have a lot of email in here that isn't necessary and is cluttering up my inbox. I'm going to go ahead and start deleting some of these emails. And to do so, I'm just going to go ahead and click the X.

That's fairly simple. Now let's go ahead and compose a new email. I'm going to click on New Email, click on New, and I'm going to send this to David Rivers. His name is selected. I'm going to go ahead, click on To, and click OK. Next, I'm going to enter in a subject. Subject is just, the files you were asking for. And now we can go ahead and attach a file.

So one of the coolest features in the new version of Outlook is that your recent items will automatically be displayed for you. You don't have to start digging around, trying to find specific files, especially if you've just worked on it.

In this case, all I'm going to do is send over a file I created on Office Basics Rev2. And now I can share it as a OneDrive link because that file does sit in OneDrive, or I can actually attach it as a copy, and in that case it will be a separate attachment. I'm going to go ahead and send it as an attachment. There it goes. Then we can send that off.

Next, let's go ahead and add a contact to our Contacts. I find the easiest way to do this is to add the contact directly from the email. Let's go ahead and add Harold as a new contact. To do so, go ahead, right-click on Harold, and then Add to Outlook Contacts. His information will pop up, and go ahead and click Save. And that's it. Harold will now be one of our contacts. Let's go ahead and pop into the People tab to verify that. And there he is. So Harold is now a contact.

And before we close off this lesson, let's go ahead and add a meeting and invite a few people. To do so, I'm going to click on Calendar. I'm going to set up a new meeting. I'm going to send this to Harold since we just added him to our contacts. Our meeting is about expenses. Our location, that will be to be determined. We don't have a location yet. We do have rooms set up, so we could go ahead and book a conference room for this meeting, or we can turn it into a Skype meeting if we'd like to do that as well. Select your day and time for your meeting. And then go ahead and click Send.

Now Harold will have an invite for that meeting and he can either accept or decline that meeting. We have just had a very quick overview of Outlook. For more information and answers to common questions, see the Outlook Training Center.

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