Outlook 2019 - Advanced | Intellezy Trainers | Skillshare

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Taught by industry leaders & working professionals
Topics include illustration, design, photography, and more

Lessons in This Class

27 Lessons (2h 20m)
    • 1. Introduction

    • 2. Modifying View Settings

    • 3. Modifying Mail Options

    • 4. Using Tracking and Delivery Options

    • 5. Using Voting Options

    • 6. Modifying Contact Options

    • 7. Using the Weather Bar

    • 8. Creating Email Templates

    • 9. Automating with Quick Parts

    • 10. Creating and Managing Rules

    • 11. Modyfing Desktop Alerts

    • 12. Advanced Search Options

    • 13. Sharing Calendars

    • 14. Printing and Saving a Calendar

    • 15. Sharing Contacts and Groups

    • 16. Sharing Mail Folders

    • 17. Inserting Tables

    • 18. Inserting SmartArt

    • 19. Working with Pictures and Screenshots

    • 20. Inserting Hyperlinks

    • 21. Inserting Symbols and Lines

    • 22. Cleaning Up the Mailbox

    • 23. Working with Conversation Cleanup

    • 24. Backing Up Data

    • 25. Importing and Exporting Contacts

    • 26. Configuring Junk Mail Options

    • 27. Course Recap

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About This Class

In this course, students will expand upon their existing knowledge and learn and use advanced features of Microsoft Outlook 2019. Students will modify and manage message options, track and delivery options, voting options, contact options, calendar options, and other advanced Outlook features. Students will also review rules and automation, cleanup commands, sharing options, advanced graphic options, junk mail options, import and export features, and how to back up their Outlook data.

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Intellezy Trainers

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Intellezy collaborates with organizations to help implement and adopt technology to its maximum potential. From our change management consulting to our learning and development services, Intellezy uses both culture and education to drive the ROI of any organization. Our online videos and quick reference guides are designed to educate and empower individuals, right when they need it. In today’s rapidly evolving workplace, it is imperative to make sure you have the skills and expertise required to succeed. Our library, recognized by top influencers such as eLearning Journal and The Craig Weiss Group, provides dynamic and task-focused videos right at your fingertips, right when you need them.



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1. Introduction: hello and welcome to our L two course on Outlook 2019. If you followed me here from our level one course, welcome back. But if you are new, my name is Ryan and I will be guiding you through more advanced features of Microsoft Outlook. So a couple of the things we're gonna touch upon in this course are how to customize the outlook experience. And this goes kind of into a deeper dive from the more back end settings of outlook. Then we'll talk about rules and automation with an outlook and how we can actually create our own rules and customize them so that most of what's going on behind the scenes in Outlook is automatic. Then we have sharing calendars, contacts and mail so we can discuss ways in which we can actually share that with other individuals Onley, certain calendars, for example, or all of our calendars and contacts and how we can actually share certain conversations versus all of our actual e mails within a folder in Outlook. Then we'll talk about some more advanced outlook options and just how we can customize some of our filters. For example, our junk mail filter. How we can actually customize him of our sorting options and create some new views. And then finally, we're gonna talk about advanced customization and working with data files, and this is where we're going to really delve into how to back up some of the data on our outlook and how we can actually access from the data that's currently on the server that's connected to our outlook account. So follow me as we jump right into the back end of outlook and discuss some of the more advanced features that this wonderful program has to offer. 2. Modifying View Settings: So let's dive in right away to some more advanced ways that we can customize our outlook experience. Now, one of these first ways we actually touched upon in our previous course on Outlook and that's modifying our view settings. But in this course and in this video, I want to show you some ways that we can actually go further in depth with our views and actually modify some other settings that we haven't touched upon. So from our just in box here, we're gonna do is navigate to thieve you tab on our ribbon and then we're gonna be focusing on these left hands sections here. So if we go to change view in the current view section, we have three views that are available to us by default. We have the compact view, which is your original view that you'll be in a soon as you open outlook. We have our single view, which, if I click on that, you'll notice pulls down my emails into this smaller sort of view. So we actually don't see much of a preview of those emails. Then we have the preview view which, actually ironically takes away the preview pain but actually gives more of a preview in each of these email boxes. So, as you can see, you can see a little bit more about each of these email items. And we also have these columns across the top here. They give us even more information about that outlook item. So you'll see from the left to the right. We have this importance icon so we can see right away how important this email waas. We have this notification icon, so this will show you if you're gonna have a reminder coming up about this. Then we have this actual icon attachment icon and you'll see that this will show you, for example, on the left hand side here. You can see that this is a calendar invite. You could see that this was a replied to email. You accepted this calendar invitation, so that's called icon. And then on the right hand side, you have attachment which, if you see that icon here, this little paper clip just shows you that you have an attachment on that email item. Then you have your from subject and received. This shows you the date and time that you received your email the size of the email categories, if any have been applied to your emails, mentions If you've been mentioned in an email and then flag status over here, which shows you if you've actually put a flag on that email to come back to it at a later point. So again, you don't see all of these when you're in that compact view. So if we switch back to that so the whole point of being able to actually modify your view settings means that you have more control over one you actually can see about your email items. So what I'm gonna show you now is just some of the ways that we can actually customized those columns and make different views ourselves. So the top here, we're gonna go over to the right here in this arrangement section. Now we did touch upon what's in this big box right here in the previous outlook course, but now we're gonna be focusing on this ad columns and expand and collapsed sections sort of buttons here now, expanded collapse is actually pretty simple. This is something that you don't even need to do from the ribbon. You can actually do in any of these. So if you see these little groupings here, So this is Tuesday. You see the emails that I actually received on Tuesday. Then we have one for last week, two weeks ago, and so on. Now, these groups, if we actually click on these just a left click, you'll see that they'll actually collapsed down. This makes it a little easier to organize our in box so we can see exactly where certain emails have come from. And, for example, if we're looking for only emails from last month, we can easily just expand on Lee that section and then just view those e mails now expanding, collapse from appear does much the same thing just from an actual button on the toolbar. So you don't really need to use this. But if this is something that you'd like to do, for example expanding and collapsing all groups at once, it can actually be very helpful. So we'll just expand those back out now, adding columns, this will actually allow you to add different sorts of columns to your current view. So I know what I showed you of you before that had some columns already enabled. But as you can see here, this says maximum number of lines and compact mode, meaning that we can actually change our compact mode here and what it shows. So, for example, we can move from two to all the way up to 20 if we want there to be more lines of preview, for example, in our email, just gonna keep it on to for now because I think that when it gets a little bit more than that, it can be a little bit unwieldy. So you can also select your available columns down here so you can actually add in different columns. So if you don't like the ones that are already enabled by default, or maybe you want to add some more, you can actually change what's already shown. For example, you can add a remove what's being shown here, where you can actually create an entirely new column based on something that you're looking for in particular. So again, you can add any of these to that column list, and then you can move up and down. Now you'll notice here at the top. This is what was shown on the left hand side when we had our columns enabled. So, for example, are importance was shown all the way on the left with our header status at the very top. So you can see that this goes in sort of a descending order here. So if you want something to be on the left hand side, you reported at the top. You can just move it up and down with these buttons right here. Don't click. OK, there. Now, we did talk about this again in the previous course, but I do want to mention really quickly that you can actually create your own view. So if we gotta manage views up here in the upper left, you'll see all of the views that you currently have, and you can actually create a new view right from here. Now, if we do that, we have to pick a type of you and I won't go through each of these in depth. But I encourage you to take a look at each one. So we just pick one of those for all nail and post folders, and then we have the advanced view settings for our new view. Now, these settings you can actually access for any view, but in this case were actually sort of creating it from scratch so we can actually select those columns again. And that brings up a familiar dialog box. We click. OK, when we're finished with that, we can set group settings, sorting settings, filter settings, other settings such as fonts and font sizes. We can actually set conditional formatting. So, for example, we can set certain rules for this view that could make it easier to manage your in box. And then you can actually format are columns you can see here We have different formats available to us and some different options for each of those four minutes. So again, there are plenty of things that you can do to your views here. You'll see we have a new view here, but we didn't even name it, so I'm actually gonna go ahead and just delete that one. We'll get this little dialog box. Are you sure you want to delete the new view? Yes. We'll just get rid of that. So you see, we have are three views there gonna back out of here, so I encourage you again to just go in and mess around with some of your views settings. Now you do have those three views again by default, but you can change any of the settings within those views, and you can even create your own. Now. One more thing I want to show you in this video is what's called Outlook today. And this is a view that we actually didn't mention before in our previous course. And it's one that's very important to keep in mind. If you click in the upper left hand corner here on your email address, you'll be brought to this page on the right hand side, and this is known as Outlook. Today, this shows you just sort of a glimpse into everything that you have going on. Today. You'll see on the left hand side that I have a weekly regroup today or had one this morning . You'll see right here. My tasks is poor, pulled in rather, and you can see which ones are do when you see I have a lot overdue here. These are just tasks that I made his examples, but I could go through each of these, check them off if I'm finished, or I could actually get some or information about each one as well. And then on the right hand side, you can actually see how many messages you have in your inbox in your drafts folder and in your outbox. Now, you also have options for customizing what shows here on outlook today. So when you go into these options first you have start up so you can have this actually be the default screen that you see when you start outlook. Now, this is something that I recommend actually turning on because it's kind of helpful to turn on outlook and then get a glimpse at what you have going on That very day you can choose which folders for messages are shown now he had those three by default and there, But you can actually change each of those. You can also show different numbers of days in your calendar. Now the default is five. But we can also change that all the way up to seven or down to one. Then in our task list, we can show all of our tasks as you saw mine were all there. We can show today's tasks on Lee, and then you can actually sort that list, and then finally, we can actually change the style here. So this would change from standard to standard two column or one column or a summer or winter style. So just depending on your personal preferences, you can change that around. Now I recommend again that you go through and you change some settings and outlook today because it could be a very useful view to you. And not many people know about it, since it's not actually anywhere within that view tab or in the familiar places to change your views down in the bottom left. So keep this view in mind and keep in mind all the settings that you can actually customize with your views that are enabled by default and the ones that you create yourself. 3. Modifying Mail Options: if you're watching this course after having watched are beginners Outlook course. You probably remember me saying that we would only touch upon the back end settings and outlook. Now, this is the time where we're actually going to go headfirst into those settings and actually look at all the ways that we can customize outlook from that back end. So from our front end here, we see just our inbox as we start up outlook. But what we're gonna do is we're gonna navigate to the upper left hit on filed here and go down to where it says options. Now, as soon as you click on options, you'll see this back and sort of options window. Unless hand side, you have all sorts of categories or topics that we could go into and change very advanced options. For now, we're gonna be focusing on the male category in this specific video. Now, first off, we have composing message settings. So first we're gonna look at how to change the editing settings. Four messages. We're gonna open up our editor here and here. We're actually gonna focus on this advanced tab. So if you go down, this is or Rather, these are advanced customization is for working with outlook. So first we have editing options. Now these are enabled by default. So these or something you're probably familiar with already, but you type. Or if you type, you actually replace your selected tasks. So this is like any word processor or note pad. For example, if you are highlighting a certain section of tax to maybe a phrase or a word and you actually start typing again, that phrase, or whatever you had highlighted, will be deleted as you start to type a new phrase. When selecting, you'll automatically select an entire word. This is a different setting from most word processors, but it could be helpful in outlook, especially when you're crafting an email message allowed text to be dragged and dropped again. You'll find this most often word processors, but this allows you to actually take chunks of your text and drag them around as if they were some sort of object or a picture. You can use control and click to follow a hyperlink again. Very familiar if you've used word, for example, now this is something that's not enabled by default, but you could choose to automatically create drawing canvas hman, inserting auto shapes. Now this is something that's very advanced, and I don't recommend that you enable it unless you're very used to using auto shapes, and you may often not find that you need to insert a shape into an email, use smart paragraph selection again enabled by default. Use Smart Kerr Cering, enabled by default, used the insert key to control over type mode. Again, this is a very advanced feature, and if you don't know what over type mode is, this is not something that you'll need to enable prompt to update style. Now this would be if you're changing the style of a certain email message, you'll actually get a prompt from Outlook is the normal style for bulleted or numbered lists. Now this would overwrite any other style that you're using for a bulleted list, for example, and actually just putting that normal style. So this is if you'd like to keep this always just a standard style, and you can actually have this enabled keep track of formatting. So this allows you to actually mark your formatting and track your changes in an email, and you can actually choose to mark formatting inconsistencies as well. You can choose to update a style to match a selection, enable click and type. You can actually enable a default paragraph style if you wish. Show your auto complete suggestions and you can actually choose not to automatically hyperlink a screenshot. You go further down here. We have more options for cut, copy and paste. Now these normally seemed like simple sorts of keyboard shortcuts that everyone are familiar with, but they actually have multiple options that we can customize them with. Now, if you've pasted into, let's say, a word document or a power point presentation, maybe even an Excel spreadsheet, you may be familiar with the multiple paste options that are available to us. Now. If I click on this list, you'll see some familiar terms we have keep source formatting. Now this is on by default, but this allows us to immediately paste with whatever the sources formatting waas. So if I'm copying from another document and I paste it into my email, it would maintain the formatting of the parents document that it originally came from. Here we have merged formatting of. This is our second option this allows us to actually copy over certain formatting and merge it with the formatting of our email. Or we could just keep the text on Lee if we want to drag over whatever was in that other document without any formatting. Now again, if you right click and you go to paste, you have all of these options laid out for you. But if you just use control V to Paste, you actually been on Lee, have whatever you have selected in here. So I recommend that you go through here so that you can actually change this. For example, within the same email pasting between emails between emails when style definitions, conflict and so on and so forth you see, you have plenty of options available for you. Then you can choose to insert or paste pictures as in line with text square tight, etcetera. Now these air word wrapping sort of features. Then you can keep bullets and numbers when pasting text with text with keep text only option. So if you have that on, you can keep those bullets and numbers as well. When you're pasting that text, use the insert key for paste. If you don't want to use control V or right click show the paste options button. When contacted, content is pasted, used, smart, cut and paste. So again, so many options are available to here. And I know this might feel like I'm inundating you, but you can go through each of these step by step and take your time with it because there really are some helpful customization is here. So then we have our pen option. We can use the pen to select and interact with content by default. This is very useful. If you're using a touch screen device, for example, you can actually change some display measurements. Here you can show measurements in different units. For example, you can show pics Bolt pixels for HTML features. Sure, a shortcut keys and screen tips Optimize your character positioning for layout rather than readability, and so on and so forth. There are plenty of options. Now again, these are the advanced editor options here and now, as we go through this male section, let's talk about a few more things before we end this video. So we'll go down here and let's talk about stationary and funds. Now what? This is is essentially setting a style that will be applied to all of your emails, so that's known as a personal stationary. Now this goes alongside email signatures, which we've covered in the previous course. So here you see, we can choose a theme or a stationary for a new each HTML email message. So if I left click on Theme here, you'll see I have all sorts of theme options that are available to me, and you'll see if I click on any one of thes that they change the heading style as well as the bullets and heading to style even horizontal lines there. Now, if you're going through and you're making a stationary, I do recommend that you keep it professional, especially if it's within your organization. You don't want something. Let's see something that looks a little crazy. Especially like this, for example, like Iris, you don't want this to be on your professional emails, or if you're sending this out to a large group of individuals, you don't want this to be something that's hard to read. So you can actually go through and select any of these themes, or you can just leave it simply at no theme, then you can actually change your specific thoughts. Now you have your theme, for example, and you can overlay specific thoughts within that theme for new mail messages, as well as for replying or forwarding messages. You can mark your comments with your name or another site type of name. Or maybe your initials. If you'd like, you can pick a new color when replying or forwarding to a message. And you can even change your fonts when composing and reading plain text messages. So plenty of options there for you to actually kind of optimize your emails so you can actually put that alongside your signature, as I said before, and it would actually help to even make your emails mawr customizable. Then we have options for our reading pain here. Now these may be familiar to you, but you can mark items has read. When viewed in the reading pain, you can actually choose here. How many seconds to wait before marking that you could mark an item is red when a selection changes single key reading using the space bar very helpful, and you can turn on automatic full screen reading in your portrait orientation. If again you have one of those touch enabled devices, it's just click out of that. And as we go down here, let's look at the replies in forward section. Now I'm skipping over some when might come back and touch on that later on. But it's not something that you'll actually need to dive too far deep into now. These ones, such as replies in forward, save and send messages, are some features that you'll actually encounter a lot, so I want to cover those before we move on. So with replies and forwards, you can choose to open your replies and forwards in a new window immediately. You can close original message window when replying or forwarding. If it gets a little complicated for you, you can profits your comments again with a certain name or initials when replying to a message. You can actually choose to include the original message text by default, or you can actually change it to any of these. You could even attach that original message to your reply, and that would just come across as an attachment again to the individual who is receiving that message, which they can then open separately from the email itself. You can also change those settings when forwarding a message, and you can actually prefaced each line in a plain text message with anything of your own choice. When you go down here to saving messages, we can automatically save items that have not been sent after this many minutes. Now this would be saving into your drafts folder Now again, this is something that happens by default, and it's just on automatically. But if you go here in your settings, you can see that you can actually customize this to suit your needs. Now, if you want to be really quick about saving a draft, you could put this even down to one minute. Or you could actually go all the way up to 99 and you can actually change the destination folder there, from drafts to inbox sent mail or even your outbox. Then, when replying to a message that is not in the in box, you can choose to save that reply in the same folder. You could save your forwarded messages, save copies of messages in your sent items folder or use a Unicode format. Plenty of options available here sending your messages, you can change your default importance level now. We talked about importance in the previous course, but this has to do with whether or not you're sending something with high importance, normal or low importance. You can also change your default sensitivity level. And again, we covered this in the previous course. But just remember that if you use something, for example, such as confidential, it's up to the individuals that you send your email to. To respect that. You don't want anyone else to see that email. Confidential itself doesn't actually put any privacy or protection on your email. Now you can mark messages is expired after a certain amount of days. Always use the default account when composing new messages. Commas can be actually used to separate multiple message recipients. Automatic name checking, two leading meeting requests, etcetera, etcetera. So again, so many things are available to you, and there's all these other features that I haven't even covered. And this is only in that male section of this back and settings sort of window. So again, there really are so many settings that we're gonna be able to go through in this course so We're only scratching the surface here, but I'm gonna go through a little more in this male section a little bit later on, so just wait until the next video and we can look at even more ways to customize your outlook experience. 4. Using Tracking and Delivery Options: So we spent all of last video in the mail tab of our back end settings of outlook. We're actually gonna do pretty much the same thing in this video. So let's navigate back there really quick. So we're gonna go back up to the file tab here. We're gonna go back down to options, and we're gonna click on that mail tab on the left hand side here. And now what? We're gonna be focusing on our tracking options when it comes to our e mails. So if we go down to the bottom here to tracking now delivery and read receipts help provide confirmation that messages were successfully received. Not all email servers and applications support sending receipts. Now a delivery or a red receipt are like that says right here. Receipts that actually help provide confirmation for certain emails. Now, if you've used, for example on iPhone with I message, you may have noticed read receipts before or delivery receipts, and they could be very helpful for showing someone when you've actually read a message. Now, this could be useful. For example, if something is time sensitive, if you need to be sure that someone has seen something you can actually send a response back, letting them know that you've read that email. So for all messages sent, you could request, for example, a delivery receipt confirming that the message was delivered to the recipient's email server. Now this would just come back from their servers saying, Yes, the message was successfully delivered. You could also requests request a red receipt confirming the recipient has viewed your message. Now again, this could be very helpful, especially if it's something that's more time sensitive for any message that you've received that includes a red receipt request you can actually choose to ask. This is on by default. For example, Ask each time whether to send that read receipt, so that would be up to you whether or not you want to divulge that information, then you could actually use. Always send a red receipt or never send a rent receipt. You can automatically process your meeting requests and responses to meeting requests and polls. You can also automatically update an original sent item with receipt information. Now, this is very helpful. If you're choosing to send your receipts, you can update your tracking information and then delete responses that don't contain any comment. And then, after updating your tracking information, you have options to move your receipt, for example, to the deleted items folder because that read receipt is actually under come in as a separate email message. So I actually recommend you keep that on, because as soon as you've updated that information, you can move that receipt to the recycling bin. So now we're gonna click on OK, and what we're going to do is actually open up an email and see how, if we don't want to set those settings, sort of for every email, how we can actually do it one email at a time. So if we go up in the upper, left him and create a new email, and then we go into our options here in our email ribbon, and we just look at this tracking section now right here, we have requests a delivery receipt and request a red receipt and those air for this particular email. We could just click on those. If we want that, we could just send this email as we would any other, and immediately we will know if that email has been delivered and when it's been read by our recipients 5. Using Voting Options: so another type of tracking that we can use and Microsoft Outlook is known as voting. Now we can enable what are known as voting buttons within an email. If, for example, we're trying to take a poll or if maybe we have to send out a meeting request, we want to know when individuals are actually able to attend. The meeting could give, for example, five times lots. We could have individuals vote on what would work best for them. So if we want to enable these voting buttons, we can actually do it easily from within any new email message. So let me just show you really quickly how we can do that. So if we go from our inbox just to create a new email in the upper left, here, we're gonna be focusing on is the options tab in the ribbon? And we're gonna be looking back at the tracking section that we were looking at actually, last video. Now, in that video, we're focusing on these receipts, delivery and read receipts. But now we're gonna be focusing on voting buttons now, by default, you have these three options available to you approve and reject. Yes, and no and yes, no. Maybe. But if none of those work for you, you actually can customize. Now This is important to keep in mind because it's not actually readily apparent here that you can create a customizable one hour. A customizable options. I should say you have a proven reject. Yes and no. Yes, no. And maybe. But if you actually go into this little text box, delete whatever is here and type out the options that you're looking for in the same sort of convention. Now, what I mean by that is if we open this up, you'll see there's a semi colon between our options but no space. So if we actually type in our options here, so let's say we were looking for meeting slots. Let's put 8 30 semi colon nine. Semi colon, 9 30 semi colon 10. So we added in four options there. Now what we have to do now is actually hit. Enter and you'll see you added voting buttons to this message. Now we can't see necessarily from this view, whether or not this has taken effect, but we can tell right from up here with this little notification that's popped up that we've added our voting buttons to the message. And that, again, is how you create custom voting buttons. Now I'm going to send this to myself so I can show you what it kind of looks like to receive one of these actual email messages so that you can go in and make the voting changes yourself. So I'm gonna send this to Ethan Cane because that's me. I was gonna call it test request, and we're not even gonna put a message in there. Well, just send it along, so that should pop up in my inbox soon. Let's wait on that fairness. So now if I go in here, you'll see at the top. There's a little notification that says this message includes voting buttons. Click here to vote. So I have to do is click there and you'll see right there the options that are available for voting. And now all you have to do is left click on any one of these to cast your vote. So let's vote for 10 Now. It says you have chosen to respond. 10. Send the response now or edit it before sending. So, for example, if you'd like to add a message to your response. You could send that along as well, because the individual who is actually receiving these responses will see the response as a separate email message. We'll just send it now. And since I'm sending it to myself, you should notice that this will pop up within this email message. You can see we have it right here. Now, I can also show you an email that I sent out to smother individuals so I can actually show you how you can track these voting options. Now, down here I have this email ordering lunch for next week's meeting. Yes or no? And I can see that multiple centers have responded. I can see Yes, and I can see yes, right here. But what I can do is I can actually open this email message. I have to go to the original message here, which you can actually find in your sent items folder. So if I go there, let's just go down and look. Here we go. Now you'll see. I added voting options in here. If I open up this email message and I go over, let's see into tracking you'll see the responses that have been sent back to you by recipients right here in your email message, so you don't have to hunt down all of the responses. So for this one, it was actually pretty easy for me to keep track of, because I only sent the email to two individuals. But let's say you sent it out to a team of 100 people or more. You don't want to look through 100 emails to see exactly how people responded. So having the ability to go in and show tracking again, all you have to do is go to the message tab in the actual sent message and click on show tracking here. Now tracking these sorts of changes could be very helpful. And, as I mentioned the beginning of the video, just actually enabling. This could be very useful, especially if you need to have some sort of polls or any sort of questions that you want to ask to one or multiple individuals. So be sure to use those voting buttons either the ones that are there by default or create a custom one in the method that I showed you in order to maximize your efficiency when using your outlook emails 6. Modifying Contact Options: Let's switch gears for a second and talk about how we can actually customize our contacts in outlook. So we're going to switching over into the contacts or people's component of outlook. We're just gonna talk about how we can create new folder groups, which is actually different from just creating new folders. And they were gonna go a little more in depth about how we can file away different folders or items into those new groups and how we can actually choose to link contacts so we can get more comprehensive information on one contact card from multiple contact entries. So from our inbox, we're just gonna navigate down to the bottom left that we can switch over into our people's pain or are sort of contacts. Component here. Now, again, this is a familiar view to us. We'll see on the left hand side, we have my contacts, but we have this new group that I've actually created called example group. Now you might think that this would be simple to create, or, I guess, as simple as it is to create a new folder, which all you have to do just right, click like on New folder you type in a name and you have your new folder. We just actually did that for this test folder here. Now, in order to create a new group, a new folder group, you actually have to right click on a folder group that already exists. Now, from here, you can choose any of these options. We can actually create a new group down here. Let's just leave it as New group and you'll see now we have those three folder groups there . Now, if you want to file away your contact folders into any of these folder groups, all I have to do is click and drag these folders to which ever group we'd like it to be filed under. You can see we could grab these I T contacts and move those to the example Group, for example. Now we have these three separate sections with their own contact group headings. So if you have a lot of different sort of contact lists or contact folders, and it might be a little too hard for you to manage under that one heading of my contacts, you always have the ability to create as many folder groups as you would like in order to actually pull in those different contact folders. So that's just something important to keep in mind when you're using the contacts section or component of Outlook. Now let's switch gears and talk about linking our contacts. So we're gonna do is click on the ellipses here in our default view for contacts. And that's this. People view up here, So if you don't see a people view, just switch over to that view right now and then click on the ellipsis in any one of the contacts that you would like to link and just click on link contacts. Now here it will tell you that linking multiple contacts for this person lets you view all their information on one card, and you can choose a contact to then unlinked it. Now, when you're linking contacts normally, what we do is actually link multiple entries for the same contact. Now the reason that we do that is because sometimes a singular contact might have different information across different platforms. If we can pull all that into one comprehensive card, it actually makes it a lot easier for us to get all of their info so from here, you can see that Ethan Kane is already linked from the address book from contacts from the recipient cash as well as Skype for business contacts. Now, Ethan Cain may have had different information across thes sort of different platforms, so pulling them all in and linking them onto one card could be very useful. So I would suggest you go through and do that with any of your contacts, just to make sure you have the most comprehensive and up to date information. Now you can see that you have. Why, As I said before you blink multiple contacts, usually multiple contacts, entries for one contact. But you can also choose to actually link other contacts here with this individual. If you'd like to see their information on one card now, we discussed in the previous course how you could actually make contact groups, and this is sort of a similar way in doing that, except it actually pulls in different contact information and puts it on one individual's card. So I would usually say that you should use contact groups for this. But if this is something that you would like to actually see, for example, If you know that Ethan Cane works very closely with some other individual, you could put their contact information on one card. But just finding a contact link to Ethan Keynes entry right down here. So again, easy to create those groups here for extra filing options within contacts and very easy to link your contacts to make sure that you have the most up to date information. 7. Using the Weather Bar: something to note about. The calendar component of outlook is that it actually connects to MSN weather and can pull in a weather report for you. Now. Not many individuals who used the calendar actually even noticed what's known as the weather Bar. But in this video, I want to show you how you can actually customize that to give you the weather in the locations that matter to you. So from our outlook inbox, we're going to switch over into our calendar component down in the bottom, left here just with left click. Now from here, we're just gonna focus right up here. Now this is known as the Weather Bar. Now you can see right now by default. I have a setting here for Washington, D. C. And I can see today's whether tomorrow's weather as well as this weekend's weather for Sunday. Now, if I hover over each of these, you'll see I have a little more detail that's actually provided to me. I can see that it's cloudy right now. 48 degrees. As of 12 PM, the wind is eight MPH. Going north. I could see the humidity as well as the precipitation percentage, and you can actually click on Seymour Online toe. Open up being or another search browser to actually go to MSN Weather, and you'll actually see more detailed info about that forecast now. What's interesting about Outlook is that it actually allows you to save up to five locations that you can cycle through so you can actually add to this. If we click on this drop down Ah, little button. Here we go down to add location. Let's put in put in Seattle. Now I'll click on the search here. It will say, Please see Actual Select One will put Seattle Washington and then you'll see that I now have an updated forecast over here with some different information, because now we're looking at that specific forecast for Seattle Washington. Now, if I click on this, you'll see I have the two locations in here Now. Now, if I want to delete one of thes, for example, I'm not using it anymore. All I have to do is hover over the entry and click on the axe. Here we can just get rid of Washington, D. C, and that just leaves us with Seattle. So again, if you want to add any other location, Just click down here. You can have up to five that you can then cycle through to see multiple forecasts that matter to you. 8. Creating Email Templates: one very easy way to automate your email messages and outlook is to use user made templates . Now templates are a common thing across many applications, mostly the office applications. For example, when you open up word Excel Power Point, you're met with your welcome screen, which includes a list of templates alongside just creating a basic blank document. Now an outlook. We don't really have those templates by default, but we can actually go ahead and create some that we can then pull from later on. So from our outlook inbox, if we go up to the upper left and create a new email as we would any other. But instead of just sending along this email, let's say that we actually insert a certain amount of data, for example, will put in some recipients here. Let's say, Ellen Wilson and Carlos. Now I'm gonna make this a template because I communicate with these two quite a bit. So maybe this is something that I can call upon quite quickly in order to send out a customized email. Um, let's say agenda for upcoming three group meeting. Now, this could be a helpful template because I can actually lay out a skeleton of an agenda that I could then change every time we have an upcoming meeting. Ellen, I'll just type some things in here. There we go on. We'll leave some space for a new agenda just to be placed there. Now, this isn't a very comprehensive template. This is just for an example. If I wanted to get really in depth with this, I could actually lay out some bullet points, for example, that I could then feeling later on, or a number list or something like that. Even some Philip all fields, maybe, But for the sake of this video, we're just gonna leave it like this. Now all you have to do to make this email into an email template is just go up to the file sort of menu in your email and click on Save As Now by default. You can save this just as an email item, which means that if you say this, for example, to your desktop and double clicked on that email, you would just open up that email in a window much like this. Now we want to change actually, the save as type down here to outlook template. Now just always make sure that it's on outlook template. If you want to be able to use this at a later point. Now, as you can see, we're in this now we're in this templates folder. It's automatically redirected us to Microsoft templates so we can just put agenda for upcoming Regroup meeting. We'll just leave. That is the title, and we'll just click on safe now. If I close out of this, I think like on no here, let's say that I wanted to call upon that template now at a later point. Now I can't get that just by going into new email, I have to click on new items and go down to more items, and then I have to click on Choose From Now, this opens a dialog box with all sorts of options for you to look into in order to grab different types of email messages or different outlook items. And as you can see here, we have personal forms. Library. We started in a standard forms library. We have different outlook folders, standard templates and then user templates and file system. Now, this is where we're gonna focus on if we click on that. You'll see immediately that we have our agenda for the upcoming regroup meeting right there . We could click on that and open that and immediately were back into our template and weaken . Sent out that email right away. So if you're using outlook quite a bit and you have individuals who you contact with or you who you're in contact with quite often, I recommend that you create a template of certain e mails so that you can actually automate Ah, lot of your sending of emails and actually make it so that you have much more time to devote to other things in your daily life. 9. Automating with Quick Parts: in line with our last video and creating email templates. We actually have some other options for actually automating our email creation. Now what I want to show you in this video is how to use what are known as quick parts. Now, if you've taken a look at some of our Microsoft Word videos, Excel or PowerPoint videos, you might be familiar with using quick parts or auto text or things of that nature. But in Outlook, they work in slightly different ways. So let's open up a new email and let's just see how we can actually invoke these features. So in the upper left there, we just clicked on new email. Now we're in here, and we're gonna be focusing on the insert tab of our ribbon here. Now we can't actually do this from within the two box, which is where your started from by default. So, for example, if I go over to insert here, you can see that we're in here right now, and most of this insert tab is now great out. So what I need to do is actually go into the body of the email and you'll see that everything has now come to life up here. So we're gonna focus over on this text section and specifically where it says quick parts. Now, as I hover over this, you'll see it's as explore quick parts, insert pre formatted text, auto text, document properties and fields anywhere in the document to reuse content in your documents selected and save it to the quick part gallery. Now, this is where the automation comes in. If we open this for now, will notice. All we have available is auto text, and really, it's quite bland. We just have our initials here E. C. And the name Ethan Cane. Now what it said before about saving a selection to auto text. For example, if there's a phrase that you know that you use quite often, or if there's something that maybe you'd want to copy into multiple emails, you can actually save them to your quick parts gallery so that you can quickly access that and paste it into any email. So I'm gonna do right now is just write something really quick that we can actually add into our quick parts sort of gallery. So this is just a basic email. I'm not gonna be sending this email. I'm just gonna be adding to that quick parts gallery so it doesn't necessarily need to make sense. We just have to grab something out of the body of the email. So let's say please bring the following materials to tomorrow's meeting. Let's say this is a phrase that Ethan Cain's gonna using quite often, especially in his meeting invites. So let's send this to quick parts here. You'll see this was great out before. Now it's available to us saving the selection to the quick part gallery. So if we do that now, we can name this. So let's say meeting materials will call this oops, and you can choose a gallery to place that in. So as you can see, there are all sorts of galleries here. We're just going to be focusing on that quick parts gallery so you can just leave that. Then you can make a category here if you'd like. Now I'm just gonna keep it, general. But if you find that you actually create quite a few of these building blocks, you may actually want to make multiple categories in order to better organize them, so we'll keep it with general. We can create a description if we need one, but this one's pretty self explanatory, so we'll leave it as is, and then you can choose to save it in. And as you can see, all we have right here is a normal email just because that's the item that we're currently in. Then we have options to insert the content on Lee inserted in its own paragraph or inserted on its own page. Now I'm just gonna leave. Insert content only because this is just a block of text that we'd like to be able to paste into multiple emails. Now, when you're finished, just click on OK, and then as soon as you need that elsewhere. So let's just delete that from here. We'll make a space. All I have to do is go back to that quick parts gallery, and there it is, right there in general meeting materials just left. Click there, and it's immediately pasted into your email. So again, if you have certain phrases or certain bits of text that you use quite often or you're finding that you have a certain email that you send quite often, you can grab the body of that email and save it to your quick parts gallery for easier access. Now this is not the same as creating an email template, but it could be easier for you, given certain circumstances, So definitely use those template options as well as these options for creating quick parts in orderto automate your email creation. 10. Creating and Managing Rules: So we've discussed a bit about automating the creation of emails, but let's talk about how we can actually automate the entirety of our outlook experience. Now, this isn't necessarily from start to finish. We will still have to have some manual input. But what we can do now is actually create what are known as rules in orderto have outlook work more efficiently for us. So from our home screen here, As you can see, this is our inbox, or general startup of Outlook. And we're in the home tab of our ribbon Now at the top. We're just gonna focus on this section over here. That's called Move. Now we're gonna be focusing specifically on the rules button here in the middle of move and this says, create a rule based on the sender recipients or conversation topic of this message to always move mail to a different folder. So again, this can kind of automate the organization of your emails. Now we can choose this one that's here by default, always move messages from Ethan Cane, and then we can actually specify a location that we'd like to move them to, or we could go down here and create rules or manage rules and alerts. Now, if we click on create rule right here, we actually have a couple options available for us that we can just modify in order to create a simple rule. Now, right here, there's a section when I get email where, yeah, when I get email with all of the selected conditions, not necessarily one email but any number of emails you could see here that we could put from Ethan Cane as a condition subject contains a certain phrase or word or sent to. And then we have a list here. It's just me on Lee. Now we can do the following. So when certain thing is actually happening, So when a certain condition is met, the following will actually occur. You could display this in the new item alert window, play a selected sound or move the item to a certain folder. Now, we also have advanced options here to actually go through all sorts of conditions, and this actually takes us into something called the Rules and wizard. But this is in the middle of it. But let me show you how we can actually access that, and I'll go through step by step on how we can create some more advanced rules in outlook. So I find cancel out of here. I go back to rules in the ribbon up here, but I go to manage rules and alerts. This new dialogue box will open up. If we have a certain message alerts in this tab, you'll see that they can actually manage those and then our email rules in this tab. So you'll see we don't have any rules right now that are applied. But we can actually just create a new rule up here, and we can start what's known as the rule wizard. So from here now, we have the option to start from a template or just from a blank rule. So you can see this kind of organizes things a lot easier for you so that you don't just have to create a small rule from scratch. You can actually look at. Well, what am I trying to do here? If I'd like to stay organized, I have some rules that actually help me do that and some templates that are already created . So, for example, we have moved messages from someone to a folder. Move messages with specific words in the subject to a folder. Move messages Central Public Group to a folder flagged messages from someone for follow up . This could be very helpful if you know that certain individuals were sending you follow up items almost all the time. Move RSS items from a specific RSS feed to a folder. If you're looking to stay up to date, you have options for displaying mail from someone in the new item Alert window playing a sound when you get messages from a certain individual or sending an alert to your mobile device. When you get messages from a certain individual, then you can also just choose to start from a blank rule. So this will allow you to apply a rule on messages you receive so the incoming mail or apply a rule to messages that you send or your outgoing. So let's apply a rule to messages that I receive, so we click on next. Now we're on that condition section that we were on before, so let's select the conditions here. If the message that I'm receiving is from a certain person, we're gonna leave it at that. We could add all sorts of other things, too. This you could see. We have marked as importance certain type of sensitivity. So there's all sorts of things that we can add as conditions or criteria to be met in order for this rule to take effect. So I'm just gonna have it be from a certain individual. Can't save your rule yet because value is missing to set it, click the underlying text in the Rule Description area. Now this is important to keep in mind. You'll notice in a lot of thes there's underlying text now. This is something that you need to specify within the condition. So I need to specify the person or public group here. Let's put Carlos Perez because I do receive emails from him quite often. So now that I've selected that, I can click on next, and once I do that, we have the select an action. So let's say emails that I get from Carlos Perez. I would like to assign to a certain category. Now let's click on that and we saw or I'm not sure if you saw, but I noticed that over in the address book when I was clicking on Carlos Perez that he is the HR manager and now I know that, but you may not have. So let's go in and let's have him always have the h R category already applied to any email that I receive. So we'll click on OK, we'll click on next. You can select an exception if it's necessary, which we're not going to say that's necessary for this so we'll keep going. And now we can finish the rules set up. We could call it Carlos Perez Dash HR now even set up our rule options. Do we want to run this rule now on messages that are already in our inbox or just turn on this rule? Now you can choose to from that management window we were in earlier actually enable or disable all sorts of rules, depending on how many you have and which ones you would like to have enabled at any given time. So we'll turn this on and we'll run it right now. If everything is as you want it to be, just click on finish and you'll see that that rule will only run when you check your email in outlook. If outlook is not running. The rule won't work for email. You check online or from another device. Okay, we'll click on apply here and we'll click on OK, and now you'll see already that this down here now has that pink HR category Color applied to it because Carlos Perez was involved. And if I go further down and we see other individual emails that I have from Carlos, you'll see that even if they weren't marked with this before, they are now, so that rule has taken effect. Now, creating rules is a very helpful way in order to automate the organization and filtering of your email inbox. So I really recommend that you go through and create multiple rules based on your individual needs. 11. Modyfing Desktop Alerts: when you receive an email in your inbox and you're actually not in your outlook application , for example, you may have your outlook application minimized or it might be running in the background. You will get a small notification, probably in the bottom right hand corner of your screen, and you'll hear that familiar notifications sound. Now, if you want to change some of your notification abilities, for example, you can change. Actually, you might not want to see that notification at all. You could shut that off. You could actually shut off the sound or what I can actually show you in this video is how you can actually change that sound to be anything that you would prefer. So to find the options that are available for our notifications, we have to navigate to the file tab and go down into our options. Now we're gonna go back into the mail tab, which we've gone into before we're gonna go down towards, says message, arrival now by default. When messages arrive, it plays a sound, and it will show in an envelope icon in your task bar. You could also have it briefly change your mouse pointer and display a desktop alert. Now, these are all up to you. If you don't want any of these, feel free to shut them all off. But I'm gonna leave it on with play a sound. But certain individuals like to actually play familiar sounds, for example, or they might want to change things if they just don't like the Windows defaults. Now, in order to do that, we actually have to navigate outside of outlook and go into the control panel on Windows itself. So if I go down to my start menu and I just type in control panel immediately, it'll open up my search bar, his press enter on, that we're gonna navigate into the hardware and sound category, and they were gonna go further into sound. Now, from here, we're gonna go to the sounds tab. And as you can see, here are sound scheme Is Windows default? But it has been modified by us before. Now we're gonna go into this section called Program Events, and we're going to try and find the specific one for our desktop email notifications. So as we go down there, it is right there. Desktop mail notification. Now you can see that the sound that plays for that by default is Windows. Notify email. We contest that sound. So here that is again. That's probably a very familiar sound to you. I know it is to me, but let's say he wanted to change that to something else. As we open this up, you're bombarded by all sorts of Windows default sounds. So I encourage you to go through these and see if there's certain ones that you prefer that you'd like to actually have in place over that specific notification center. You could do something, for example, like Dadaab, that's, I guess, a Windows sound that's available to you in that Windows default package. Now, that sounds a lot more exciting to me when I receive an email, so I'm gonna leave that as my email notification. So again, you can go in and change that. But just remember that you need to actually navigate outside of outlook and into your control panel in order to get those sounds. Settings, and also important to keep in mind is when you change the notification settings specifically for desktop mail, that's going to actually change for any desktop mail application. You use, not just outlook. Now we do have it enabled so that outlook will play that sound and within outlook, we can tell it not to play that sound. But we can't actually change things unless we go into the control panel and those changes will affect your entire system. 12. Advanced Search Options: if you followed us from our previous course on Outlook 2019 you'll know that we've already touched upon the search function in outlook and how we can make it work best for us. Now, What I want to talk about in this video is some of the advanced search features that we didn't talk about in that first course. So from our inbox we're going to do is just click on the search bar up here above our current mailbox. As soon as we do that, we open into this new contextual menu or tab that actually appears in the ribbon called search tools. Now, from here, we're just gonna look over here in the options section where it says search tools. Now, all of these are actually more advanced search tools such as indexing tools. You can actually check the indexing status of your outlook items, selects which data files to search or access other advanced search options. So if we left click this, we could again, we could check that indexing status. And if we had anything that was in, sort of maybe an indexing Q. And we wanted to see what actually was coming up. If everything was finished. And if there were any errors, we could just use this to find out. So we see there are zero items remaining to be index and everything is all set. So we'll go back in here, Let me have locations to search. Now, by default, all of these will be connected. But you can actually choose to disconnect any one of these locations. If you just want to search for specific locations. Now is you can see we have SharePoint lists online archive and our general email address. Now, this list might be different for you, and you may notice that some are not enabled. But if you'd like them to be, all you have to do is just left click and that'll add that check mark for you, then below that, we have what's known as advanced find. Now, if you've ever had to look up some sort of journal article, for example online, you may be familiar with this sort of a find or search set up. Now, this allows you to look within a certain or rather look for a certain type of email item or outlook item within a certain folder. So we could look here for any type of outlook item appointments and meetings, contacts, files, etcetera, all the way down to tasks. And then, of course, we can change whether or not we want to look for those in our inbox. We can actually browse all of our folders here and shoes, either one or multiple to search within. And then we can actually choose to search within the sub folders within those folders as well. For a more comprehensive search results, let's click. OK, then, as you go further down, we have options for searching for words within a message, searching for words within a subject line on Lee within subject field and the message body or frequently used text fields. Then we can actually change whether or not it's from a certain individual sent to a certain individual. Or you could put here where I am the only person on the two line over. I'm on the two line with other people on the cc line with other people, and then you can actually choose a time frame as well. So as you can see, there's a very comprehensive search options available here if you have a very large inbox. Let's say that you had multiple folders with multiple sub folders which those sub folders even maybe they had some sub folders, and you really wanted to be sure that you were finding the correct items. You could go into this advanced find and customize all these fields to what you need. Then when you're finished, you can either start a new search right from here or just click on find now and actually have those results indexed for you right away. Now, our last option here is search options, and what this will do is actually take us back into the back and settings and will be down on the search tab here. And you can see we can actually change the outlook stores that are index by Windows Search . We can include search results on Lee from a current folder or from this current folder and the current mailbox. When searching from the in box, the current mailbox in general or all mailboxes, we conclude our messages from the deleted items folder in each data file when searching in all items. Now, this could be helpful because not always are people looking for items just in their inbox. Sometimes we may have accidentally deleted something, and we actually need to find that item once again. When possible, you can display results. As the query is typed, you can improve search speed by limiting the number of results shown. Now this is something that's enabled by default. But again, if you have a really large email inbox and you're really looking for a comprehensive listing, then you can actually disable that so that although the speed may be slower, you'll find some better search results. Then you can highlight search items in your results, and you can actually change the color of that highlight. And you can put down here notify me when results might be limited because search indexing is not complete. And once you're set with all those, just click on OK and you can go back into either your general search or the more advanced search options that we just discussed in advanced find, and I recommend that you check out all of these, including all the options available in advanced find. So especially if you have a large inbox that you can find all of the emails and other outlook items that you need to 13. Sharing Calendars: Let's take a moment to talk about sharing in Microsoft Outlook Now sharing is not the same is just sending along another email. It's actually very different. Sharing allows you to give access to another individual to, for example, your calendars or maybe even a task list of yours or actually as folder full of contacts. Now, when you give access to another individual, you can actually set how much access you want them to be ableto have. So what I mean by that is you could set it so that maybe they could only view your calendar . You don't want them to actually be able to edit your appointments or add any of their own, but you can actually give them full access if you want it to be more of a collaborative environment. So in this video, I'm gonna talk specifically about sharing your calendar in office 2019 and how it actually differs from sharing your calendar in office 3 65 Now, from our just email inbox, we're gonna navigate over to the calendar component of Outlook down in the bottom left, and as soon as we get there, we're gonna focus up in the home tab of the ribbon on this share section. Nail C four options up here. The first is email your calendar. Second is share. Third is to publish online, and the fourth is calendar permissions. Now, by default, you'll have all your calendars shone down here, or any of the ones that you've chosen to overlay. For example, so I have my calendar. Ethan Cane at a remar dot com. And then I have a project group calendar right over here, and you can see that is this calendar. And this one is the blue, so you'll see that one's now in orange, and you can tell that that actually is coming from a different calendar. Now let's say I wanted to email this calendar to another individual. Now, e mailing is very different from sharing your calendar, and this is important to keep in mind. So this distinction the email in calendar, just four words. The selected calendar to another person in an email. So by doing this, we could select a certain calendar that we'd like to send. So let's send along our example calendar. We could choose the date range here. I'm just gonna actually say that I want to just send the entire calendar, and then we can choose a details. So are a detail amount. I should say we can actually choose to send along full details, limited details or we can actually just send Onley are availabilities, so this will just show our time is being blocked and will show if we're free, busy, tentative, working elsewhere or if we're out of office. The limited details actually shows your availability and the subjects of your calendar items. Full details will just give everything that your calendar shows. Then, in advanced, you can include details of items marked as private. Now this is off by default as most of the time when we've made a private event or sort of a private appointment. It's because we don't want anyone else to see that information. However, if you find that you do for a certain instance or circumstance, feel free to check that box. Then you can include attachments within your calendar items. So I usually have this checked because if I'm sending along a glimpse into my calendar, there might be certain attachments for certain days that individuals will need to see in order to get the full picture of what might be going on at that time frame. Then here you can actually change or email layout so it could be a daily schedule or a list of events. Now watch what happens if I click OK, it will say Export Empty calendar confirmation. That's because my example Calendar isn't empty calendar. There are no dates there, so there's actually nothing to send. So it says the calendar example Calendar you are saving does not contain any appointments. Do you wish to continue? I'll just say yes and you'll actually see the example calendar right here in the month of February. Now, if there were events on this, you would see that listed out right below that glimpse of the count. Now, up here, I want to draw your attention to the attachment bar. Now, the attachment that is here is a calender file, which is a dot i CS file. Now you can open this in any other application that has a calendar component. So if, for example, you sent this to someone using Gmail, they could actually pull this into their Google calendar and still see the information that you have sent them So again, this is not sharing your calendar. This is just sending along a glimpse at what you have going on in a certain time frame. So if we just back out of here, we move over to sharing a calendar. This is something very different. Sharing actually gives access to your calendar to another individual or a group of individuals. Now you can choose how much access you want to give. You could give very little access so you could have them on Lee. Be able to read your calendar, not right. Or you could give full access and have it be a completely collaborative calendar environment. Now, up here, you can say who, exactly you'd like to be sending this calendar, too. You have a subject line here, which is sharing invitation by default. Now, when you send this, you can request permission to view your recipients calendar as well. So this is kind of like a two way share. You could allow the recipient of you your calendar, which is to be expected. If you're sharing your calendar down here, you can change those details again, so we'll give full details here, and then it's my calendar my basic calendar. Ethan Cane calendar. Now I'm going to say I'm going to send that to Ellen Wilson, and I'm not gonna put anything in the body just because this is an example. So we send that along and we'll get this prompt here that is confirming with us that we want to share our entire calendar and it gives us the permissions of full details. So we say Yes, if that's something that we'd like to do. And now if we were on Ellen Wilson's computer, for example, we would down in this category over here this shared calendars category now have access to even Keynes Calendar. We be ableto overlay that on our calendars in order to make sure that we were both available at given times, or that we were both able to collaborate on creating certain appointments or meetings. Now, if we were using office 3 65 as I mentioned earlier, we would be able to publish our calendar online in our 3 65 environment using one drive. But since we don't have that capability with 2019 the only way we can publish this calendar online, as you can see, is by logging into our office 3 65 account. So since I have one, it will allow me to publish this. But if you don't, you won't have this option available. It'll probably be great out. Or, it might say, send to a certain server. Then finally, we have calendar permissions, which this can be very helpful for you. You can actually change your permissions based on who is reviewing or viewing your calendar Anonymous. You can send certain permission levels. Ellen Wilson. We have as reviewer levels, so you can see we've actually set this earlier. She has full detail access. She can't delete any items, but she has visible folders, and she has no options here, too, Right? So let's add that in because we want to make this something collaborative with Ellen. So let's say we want her to be able to create items, creates sub folders, edit her own and actually added everything in the calendar. Now we trust Ellen, so this is giving a lot of access. I know that, but it's something that we are working on this as a team. So we want there to be full right access so again we can make them a folder owner as well and folder visible. So just click. Apply on that, and you'll see now that the permission level is custom. So anyone that comes in that has access to your calendar or who might be able to view that anywhere you can actually change these permission levels from owner all the way down to free slash busy time, as you can see, changes those right there. And you can even create your own, as I just did, based on the individual who may be viewing the calendar. So I urge you to go through and set those settings, especially if you're just sending across your calendar to a large group of people. You want to make sure that you're setting those permissions correctly so that you're not giving away too much access. If all you need to do is show, for example, your availability, but again, if you want a collaborative environment, I do suggest giving full access to other individuals so that you can share your calendars more effectively 14. Printing and Saving a Calendar: so, aside from sharing our calendars online, we actually do have options for printing and saving our calendars as well. Now, if you're like me, you may actually just like to use your calendar on your mobile device. Or you might like to use it on your computer much more than actually having a printed copy . But if you're like my mother, who likes toe, have everything in front of her all the time, and that's actually a compliment, by the way, she's a saint. So this is actually a really helpful feature if you want to have a hard copy of any of your calendar items. So from our email inbox, we're just gonna navigate over into the calendar component here, down the bottom left. And then what we're gonna do is just go up to file. And now all we have to do is go down to print. Very simple brings up this print preview, and as you can see, it's actually really nice to be able to actually print out your outlook calendars here. We could zoom in on the month of February and we could see everything is just placed for us right there. Now we have all sorts of options on the left hand side here for customized settings. Now, if we want this to be daily style, let's take a look at this. We'll zoom in here and you can see that this actually gives us Sunday, January 27th. Now this is not the today's date, exactly, but it actually helps to show this is the actual calendar for the specific date in two different time zones you'll see. And then we have our daily task list as well, and any notes that might pertain to the tasks or calendar items that we had. Now, this could be very helpful to maybe print out and tak up in your cubicle or in your office . Or just put on your desktop, your physical desktop. If it's something that you'd like to have access to, to be able to just right on, then you have weekly agenda style, which can be very helpful if you like a large amount of space. In order to write out what may be going on in certain days, you have the weekly calendar style, which is also very helpful, and you can see you have those multiple time zones again on the left. We have a monthly style, as I showed initially, and then we have my favorite, which is the Trife old style, which shows your schedule here on the left. A glimpse of your calendar week up coming on the right and your daily task list in the middle. Now, this might seem like a too much information to some individuals, but I honestly like having it all readily available. And then we have the calendars detail style, which just shows some upcoming sort of events, and you can just go down and see all of those specific events laid out for you in detail. So any one of these you could go into and you can actually go further into your print options If, for example, you'd like to change the page set up for any one of thes sort of styles, or if you'd like to define your own style, and you can resubmit that print preview and see what the changes might be after they've taken place, then just choose your printer and print like you would any other sort of word document excel, power point, anything like that, and then if you actually want to save this calendar to come back to later on. You could just do that again from the file menu just above print. There we have safe calendar, and you can see that by default. It saved in that I calendar format, which is that dot i CS that I mentioned in the previous video. But what I want you to focus on is this more options button that's appeared down here now. This is not usually in our save as dialog box. If we click on that, you'll see that we can actually select a date range to save, so we don't have to save our entire calendar. Let's say that maybe we wanted to look out the next seven days. We could just grab that snippet of information. Save that and have that available to us, for example, on a thumb drive so you can always set your availability again. Just availability only. It said that limited details where you could set full details and then you have options down here for advanced again, including the details of your items marked privately or including attachments within your calendar items so you can choose to actually enable any of those or hide them. And I mean, I don't think that any of these need to be taken her need to take effect for this particular action because we're just saving this calendar for ourselves. But it is important to keep in mind that if other people do find this file that you've saved, they can access this. So you just should remember that when you save your calendar with full details, there aren't actually any protections on that calendar file. So if, for example, you sent that out in an email, or if someone got hold of your thumb drive your USB, they could probably access your calendar. So just be careful about what you're putting on to that calendar. If you choose to save it onto your desktop or a removable disk, click on OK there and you can see we have full details down here through a certain date. And then when we're finished, all we have to do is click save, and that is saved into our templates folder. Now send. It was in our Templates folder. We can always choose to save that to, for example, our desktop for easier access, but sends its in our templates, we can always choose to open that calendar again in our actual outlook program. So let's say that we switched over to a different email client for maybe a week that we had to use. Let's say, a chromebook. So we were using Google Chrome and we were using Gmail. Google Calendar thinks like that. We could take our dot I CS file, put it on our chromebook, import our calendar, use it there, save that file again and bring it back into outlook, all updated with our new info. So this calendar does not need to be static in tow. Outlook. Just keep that in mind that although you can share your calendar, you can also choose to print that calendar and save it as well. 15. Sharing Contacts and Groups: We've already discussed how to share calendars in outlook as well as some other outlook items. But in this video, we're gonna focus primarily on how to share contacts as well as contact groups with other individuals. Now, from our basic email inbox here, we're gonna navigate down to the bottom left and switch over to our people's component or our contacts component here. And then all we have to do is just stay in the default view, which is this people view, which you'll notice up here, the top in your ribbon. So this is now highlighted in gray. That means we're in that current view. So if you're not in the people's view, just switch over to that really quickly because that's actually the Onley view that we confined these settings easily in. So then, from the top, your ribbon here, you're gonna look at where it's in this share section. Here we have forward contact, share contacts and open shared contacts. Now, if you want to send, let's say, just one contact entry to an individual or a group, you could do so very easily. Just by highlighting that contact and going up to where it says forward contact. Now you can also find this option by right clicking the contact. You'll see we have forward contact right here. Now, when I hover over it here or on the ribbon, you'll notice we have two options available. We have forwarding as a business card and forwarding as an outlook contact. Now, if you were with us from our level one course on Outlook, you'll have actually looked at how to forward as a business card. So this is essentially just attaching your contacts business card to an email. So as you can see, you have this dot V c F attachment here, and an attachment actually is displayed in the email body as well in this business card format. Now, if I back out of this and I go, let's go up here and do four contact this way, we'll just choose that other option. Now this will be forwarding as an outlook contact. Now, this differs because this is actually forwarding as an outlook item. So if we were to open like DoubleClick, this, for example, you'll see that we actually now have all the contact information for Ethan Cane. But we haven't laid out in the actual contact card format, not the business card, so we can still see that business card there. But it's not just the business card format, so we don't just have this snapshot. We actually have access to all this comprehensive information, and we can actually edit these fields as well if we're given permission. So if I back out of this, you'll see that that actually isn't included in the body of the email message. So if you're being sent a contact item, just pay attention to whether or not that's actually the entire contact card or just that business card. So now let's switch gears and talk about how we can actually share contacts. Now sharing is different from forwarding a contact. Just as sharing a calendar is different from just forwarding your calendar over to someone else. Now, if we click on share contacts up here, you'll see an email message will pop open with a subject line already put in titled Sharing Invitation, followed by whichever contact you're looking to share. Now sharing. As you can see, this actually shares our entire contacts folder, and we have two options here below the subject line. One allows us to request permission to view a recipients contact folder, which would kind of be a given take sort of thing. You would give them access to your contacts and they would give you access to theirs. And here you can, actually, and this is enabled by default. Since you're sharing, allow the recipient to view your contacts folder. So as you see here, were exchanging our entire contact list with another individual, so they'll have access to our contacts information, and this is a very comprehensive list. So be sure that you're sending this to the correct individuals or that you're doing this when you need to. If you're for example, just trying to send a snippet of one contacts information you don't need to share your entire contacts folder. You could just forward that contact over instead. So just keep that in mind when you're drafting your messages here and then if you open this shared contacts. If you have actual contact folders that have been shared with you and you have multiple of those, you can type in a name for one of them right here, and you can just bring up that shared folder now, finally, I want to talk about how we can actually forward contact groups. Now. It's all well and good to just fall. Far forward your individual contacts in an email, and you don't actually have to format that in any different way. But when you're sending an email with a contact group, we can't actually just forward the Contact Group from up here on the ribbon. What we have to do is right click on that group and go to forward contact. Now we only have one option available for us for this, and this is actually just forwarding as an outlook contact. Now. That's because there aren't business cards created. Four contact groups. Now, what I mean by that is we have three people. Let's say in this contact group for HR team, we can't actually generate one business card for all three individuals. So in order to actually look at this outlook item, we would have to open the H R team separately where we could see a list of the members as well as their email addresses. So if you're looking to send along or share a group with another individual, just remember, you have to do it via that right click, and there's only that one way to forward the contact as an outlaw contact. But if you're doing an individual, you have all those options available to you from the top here. If you'd like to just forward that contact or if that's not enough and you'd like to share your entire contacts list, you can do that up at the top in your ribbon as well. 16. Sharing Mail Folders: The final outlook item that I want to touch upon when it comes to sharing is mail folders. Now it's very easy to say or share and save individual emails by actually just sending them belong to another individual, for example. But it's a lot harder to actually do this with an entire folder of e mails. Now let's say you have a very large folder that pertains. Maybe just to human Resource is, and you'd like to share it with certain individuals. Well, there are a couple ways that we can go about actually giving other people access to actually read and write email items within our folders. So from our email inbox, we're gonna navigate up to the upper left and open up our file menu. Now, from here, we're gonna be focusing on this info tab, which we are actually in by default. We're just gonna click on where it says account settings. Now we're gonna focus down here where it says delegate access. So what this does is give others permission to actually receive items and respond to items on your behalf. So while this is not sharing necessarily a specific folder, it does give a specific individual access to your folders. So it says here delegates can send items on your behalf, including creating and responding to meeting requests. If you want to grant folder permissions without giving send on behalf of permissions, close this dialog box, right click a folder, a specific folder, click change, sharing permissions and then change the options on the permissions tab. Now, that's what I'm gonna show you next. So this is if you want to essentially share your entire inbox or share access to your inbox . Now, we have just one individual named instructor on here who can actually access and send emails from our inbox. But we could choose to add any other individual in our address book. We also have the option here to remove access or change permissions. Now, if I click on this, you'll see we can actually delegate the following permissions for instructor. We can see here. We could actually have them just be a reviewer of our calendars, for example, that could read our calendar items, but not right them. We could have them be an author or an editor. We could do the same four tasks our inbox contacts and our notes as well. So essentially, we could give another individual or a group of individuals fundamentally access to every part of our outlook if we need it to. And you can also see here automatically send a message to a delegate summarizing these permissions. So if you were actually delegating access to your in box, you could let them know exactly what they would have access to if you weren't allowing full permissions. A delicate can see my private items. Now, this is something I would say. You should probably leave unchecked, especially if you're giving this to a large amount of individuals. You're giving them control of your private items. It just may not be something that you want them to see. When you're finished, just click on OK, And if you go down to properties here, you can actually check on the properties for the individual who you've selected to be a delicate and you can actually add them to your contacts if you haven't already. So now let's go and look at what we can do to actually share an individual folder. So if we go back to our email view here, what we can do, let's say we want to share our marketing folder down here. We'll right click on that folder and we click on Properties in the contextual menu down at the bottom there. And now we're gonna focus on this permissions tab up at the top. So we'll just click on that. And the dialogue box will now show us the actual names of individuals who have access to these folders or this folder as well as their permission level. So we have the default and then we have anonymous. Now we can remove these or add to these. Now these two are enabled by default. And as you can see, they don't have any permission levels so they can essentially have full access to everything in this folder. I would add an individual down here from my address book. Let's click on Carlos. Well, add him in now. We can actually set his permissions down here on the bottom, so we have some that are actually enabled by default. So these sent the four permissions down here, read, write, delete items and other based on certain criteria. So if you want this person to act as an owner, you'll see that they can act on full details for reading all deleting items. They can create items, sub folders edit everything and they're a folder owner contact and also visible. So, as you can see, the owner gives pretty much the most possible access to everything. Permissions wise, you go down to contributor. You can see that these individuals have essentially the least access, but they can create items Now. If you want to create one of these on your own, you can just click on none and actually go through and customize your own permission level for a certain individual. Once you're finished, just click on, apply there and click OK and which ever individual or individuals that you added to that list will now have access to those specific folders. And then finally, if you've been actually shared or a fuller has been shared with you, you can access that folder by going upto file here in the upper left, clicking on open and export and clicking on other users folder. So, for example, if we were a delegate for a certain individual and we were given access to their folders, we could then open up one of those folders by going through our address book here or typing out their name and then selecting on the specific folder type that we'd like to open. So if you're working on a team with a large group of individuals and you all want to be using somewhat of a shared inbox, or you'd like to have access to other individuals, items or actual outlook items, so, for example, contacts as well as calendar items or even tasks, it's very simple to delegate that access to anyone who you would like to have access to all of your items. And then it's just Azizi to send along shared access to particular folders and actually said the permission levels for each individual who will have access to that folder. So if you find in your daily life that you need to actually allow access or delegate access , I recommend you used these more advanced features in the file menu. 17. Inserting Tables: Now I want to start going over a few of the less known, I guess, or little talked about features in Outlook some features that you might not find very useful all the time. But that could be very useful in specific circumstances. Now, first, I'm going to talk about how we can actually insert tables into our email messages. Now we probably know how to insert tables and word or inserted Table in Excel, which already consists of a lot of cells. But if we're inserting a table into outlook, we don't have nearly as robust of functionality as we would and let's say Excel. So let's open a new email message and just look at how we can actually invoke this table functionality. So from here, we're just gonna go up and create a new email in the upper left and then in the body of the email. I'm just going to type a few things and demonstrate how he can convert that text into a table. Now, this is gonna be very rudimentary and not very helpful. But as you can see, it's just for demonstration purposes, and I want to show you how easy it is to take something that you already have existing in the body of an email message and convert it into a table. So if I grabbed these four headings here and I go to insert, we're gonna be focusing on this table's button right here in the table section. Then you could draw your table, for example, up here, or you gonna click on here for some MAWR, drawing options for your table, but we're going to look at is how to convert our text to a table. So you see, it's has split a single column of text and to multiple columns. For example, you can separate a column of full names into separate first and last name columns. You can choose how to split it up, fixed with or split at h comma period or other character. So if we click on this, we have a few options based on that little screen tip that was there. So number of columns let's boost this up to four. So we have one for each of our headings, and then we're on auto fit this to the window. Now we click on OK, you'll see immediately. We have those four headings available for us now, right here. And since it fixes to the window, if I maximize this window, you'll see that this will actually enlarge that table so it always is within the bounds of the window space. Now, if we wanted to just create a table from scratch and not use something that was already existing, let's just delete this. For now. We could just go back to insert here, just click on table again and use this familiar format, especially if you've used word. This is the exact same format for inserting a table so you can see you can add or reduce the amount of rows and columns. And when you're finished, just click where you're there and you'll see it'll pace that table right in for you. Now we do have a couple things that we can do in this table now that we have it created. As you can see, it brings up a sort of contextual menu up here at the top called Table Tools. Now then, here you have options for having a hetero having banded rose showing your first column having a total row Last column, banded rows and columns as well now you also have a bunch of table styles that'll available for you by default in outlook so you can change to any of these rather quickly. Let's pick this one here, which gives a bit of a boulder top bar. And then if we switch to the layout tab, we were in the design tab there. We switched to lay out. We have options for selecting our table viewing grid lines, opening its own properties, drawing mawr, parts of our table or another table, the leading the table inserting different rose, even splitting the cells. So you see, you do have quite a bit of functionality available for your tables, but again, it's not as robust as, say, Excel. But I do encourage. If you're using a table in an email, I encourage you to go through both the design tab and the layout tab of table tools and just check on some of the formatting availability or formatting options that are available for you as well as some of the design options, so that you can make sure that your table is conveying the most information in the best way possible. 18. Inserting SmartArt: next up on our list of little known outlook features is inserting smart art into an email. Now, there may be situations where this is warranted, but oftentimes individuals never need to insert smart art. Now, in order for us actually to look at how to insert this, we have to first remember what smart art actually is now. Smart art allows us to insert a sort of graphic into a document, and it actually allows us to then populate that graphic with certain information. So, for example, in the email that I'm gonna create and this email or in this video, I'm actually gonna show you how to pull in an organizational chart into your email. Now, let's say that I was sending this out to the rest of my team and we wanted to fill in what may be our ideal organizational chart might look like, so I could send along a blank orc chart and we can fill it in through email. So from our inbox, we're just gonna go up and create a normal email item, just as we would with any other. So we left click up here. We're gonna go back to our insert tab, and now you'll see that most of this is great out. And that's because I'm still in the two bar by default. So we have to go to the body of the email and you'll see that everything springs to life up here. Now we're gonna focus on this illustration section, and we're gonna click on Smart Art. Now, from here, I'm gonna go down to the hierarchy section. But as you can see, there are plenty of sections available here, and there's plenty of smart art that you could pull in. I'm gonna click on hierarchy, and I'm gonna use this organization chart here. Don't click on OK and that will immediately be added into my email body. Now again, you can click on any of these entries and add text. So this is very useful if I'm using, for example, the template oven or chart. And maybe I'm trying to get input from my colleagues about what might be best for reorganizing our group. So this is just one example of smart art. There's plenty available to actually pull into your emails, and you'll see if you grab any of these sizing handles, you can make this larger or smaller. Make the fit across there, and if you actually double click on your image itself, you'll be brought to this smart art tools contextual menu on the ribbon. You'll be in this design menu, and you also have an option for formatting. Now in the design, you have options for adding different shapes to your smart. Are graphic for switching it from light right to left, adding in a text. Pain if you like, and changing the layout of your graphic as well as its color scheme, then you can change your styles over here like so. And if we switch over to this format tab, we have available options for styles in shape styles. Here we can change the shape Phil shape outline and the effects on the shape if we want any . We also have options forward art styles so we can change how the words actually look, or rather have the text actually looks on the graphic itself. You can see I just switched between a few of those there, and if at any time you want to look at the full library of these, click on this drop down arrow when you can see all that is available to you. Oops, Let's navigate back down to that email and then you have options here for text Phil, text outline and text effects as well. Now, this is something that you want to add some alternative text to. If, for example, this image does not show up on all computers, you can do that here in the success ability option. And if you have multiple images or smart art images actually inserted into your email, you can change the size here and arrange those here is well, so again, this may not be something that you find very useful all the time, but in certain circumstances, especially when working with teams or if you're doing any sort of group activity, it could be very useful to pull in these smart art graphics, which you confined just on that insert tab. Within that illustrations section 19. Working with Pictures and Screenshots: Aside from inserting smart art graphics into our email items, we do have some other options for insertion of images. Now we can insert pictures as we could in, for example, word, PowerPoint or Excel. We can also insert Screenshots, which we could do in those programs as well. So let me show you really quickly. I'm gonna open up a new email message from our email inbox, and then we're just going to demonstrate how to insert some of these items. Now we're gonna have to make sure we're in the body of the email. You start again by default in the two bar here, and you actually can't access any of thes insertion settings from the two bar. So once you're in the body of your email down here, go over to this illustration section on the insert tab of your ribbon and we'll just go through each of these one by one. Now, with pictures, you have the option to insert a picture from your actual desktop or from somewhere online. So let's just go onto are being search really quick and let's grab a picture of the beach because I know that's where I'd like to be right now. Let's just grab this one and we'll insert that. And there you go is just inserted right away into your email message and you'll see down here it will say who it is by and where it was licensed. If it has been licensed and you have your options for sizing, that image here is you would any other. And you can also grab this some that you can change how the text actually wraps around your image so we don't have any text right now, so I can't really demonstrate any of the text wrapping. But I usually recommend square because then you can actually drag your email around. Rather, you could drag your picture around and you could see how it will affect the text in your email, As you can see by adding that in right now, it moves my sincerely over to the right hand side. So we're just going to control Z those things so that we can make sure that we can see everything down there and then if you double click on this image, you will have a new option at the top here. This contextual menu on the ribbon called format picture tools. This allows you to remove the background of the picture, make any sort of lighting corrections or adjustments to color as well as artistic effects. You can change the picture of style here so we could kind of make that a little more three dimensional with a shadow behind. It, for example, could change the pictures, border or effects as well as alternative text, which it does have a little bit of down to the bottom. We could choose to wrap the taxes I had just discussed, as well as bring this forward or send it backward into the foreground or background, depending on the other images in this actual outlook item. And if we have multiple images, we can use this selection pain here and then finally, we have options for cropping our image as well as creating its size up here. Now I'm gonna delete this really quickly so that I can demonstrate some of the other things that we can actually insert into our outlook item here. Now, if we go back to the insert tab, let's go down to shapes. Now shapes again. This is very similar to Word or Excel or PowerPoint. He may have created these sorts of shapes before We'll just pick a rectangle here and you'll see my cursor has now changed to this sort of cross. Now, if I click and drag, you'll see that I can create a shape in any dimensions that I would like. Once I let go, that shape will be created, and you'll notice that you're already sent to this new drawing tools. Contextual tab on that ribbon, and you can change different shape. Here. You could insert a new shape. You can change the shape style, Phil Outline effects, etcetera. You can choose to align text within that shape if you've made it into a text box so again, something you might not find very useful. But if you ever need to add a shape to a diagram, for example, or to an email, you can easily do it from that insert tab. Then we have icons here, as you can see these range all the way from people down to apparel. You can select any of these icons to add very easily, and this takes place across the Microsoft Office suite, so it's very simple to add these from any application you might be familiar with. So we'll just insert wine and again, just like any other image. We have options here for graphics tools. We conform at the graphic style, converted to a shape change the graphic as well as bring that forward backwards or actually go through the selection pain. If we have multiple images, so again weaken size that as well. So I'm just gonna back out of that. Go back to our insert tab and then moving along. We have three D models now. Three D models are something new in office that actually allows us to pick from a library of three dimensional models here that we can actually add into our emails. So let's just pick on a three D shape. Let's do something to demonstrate. Now you'll see we have a new sizing handle, actually added to this, so we have our normal sizing handles up at the top here on the bottom. We can move this around. You can actually make sure that it's the right size, but then we have this one in the front here that actually allows us to till this on a three dimensional axis. So as you can see this is a three dimensional object, and we can actually move that around in any way that we would like. So we have three D model views at the top in our three D model tools as well as the all text, and we could reset our model or place another three D model moving along. We have charts now. These could be very helpful to insert into an email If, for example, you have a certain amount of data. If you've created a table which we have discussed previously in an email, and you'd like to take that tables data and actually interpret it into a column chart, for example, or a line chart, maybe a bar chart or something else from this selection on the left, you have all sorts of options available for inserting those charts, using that data into an email, and then we have options for screenshots. Now, what this allows us to do by default is actually select from our open windows currently and paste a snapshot of that window. So right now, the only window that we have open aside from this new email is our outlook window, so we can actually paste this image in here. As you can see, it pays real size. We've got to shrink that down if we'd like to see a little more. But it could be very helpful if you want to take a snapshot of whatever it is you're working on and send that in an email right away and again, you have your picture tools up here so you can change or adjust any of the settings of that photo. One more thing to keep in mind with Screenshots is that you actually have the ability to take a screen clipping from your screen currently. Now, what that will allow you to do is as you'll see here, you can pull down and select a certain chunk of your screen to snapshot and add into your email. I'm gonna back out of that because it's not something that we really need. So again, there are plenty of options available within this illustration section, and I encourage you to go in here on a case by case basis and see if you can use some of these extra features that you may not have actually heard about already but can still be extremely useful, especially if you're trying to convey certain information that you can't convey in words. Within an email message 20. Inserting Hyperlinks: there were more than likely come a time when you're using outlook and you need to send an email to an individual, which includes a hyperlink, Or you might receive an individual email that also includes a hyperlink, and you might be wondering how you can actually open that link. So just like you would in any other program where you receive a hyperlink, you have to hold down your control key and left click that link in order to follow it. But if you're actually looking to insert a hyperlink into an email message, you can do so in much the same way as you might in word, Excel, Power Point or any other Microsoft Office program. Now, if you're not sure how to do that, let me show you right now. If we navigate to the upper left in our inbox here and we create a new email message and we go into the body of our email, we just switch over to that insert tab on our ribbon here at the top. What we're gonna focus on is over in this links section, we're just gonna click on the link button now you may be familiar with the screen, but you might not be so if you're not, we have four options available to us for linking. First, we have existing file or Web page, and what we can do here is actually take from our desktop or our file Explorer and select a file that we would like to actually link to. Or we can look at the browse pages that we've currently or that we've gone to recently rather on our Web pages. We can actually look in our recent files, for example, or down in the bottom. We can type any sort of email or actual, not email. Sorry, we can cut any sort of Web. You are l address that we would like to be able to navigate to using this hyperlink. Then we could actually linked to a place in this document. Let's say we had a very large document here. If we wanted to link to a place maybe later on in the document, we could actually place a link in the top or at the top of the document. In order to link to that later portion. We can use this to create a new document and then linked to said Document. So, for example, maybe we'd like to create a collaborative document, and we'd like to send that out to everyone who will be a part of it. We can actually create that new document and then send a link to that in this email. And then, finally, as I had mentioned before, we can actually send an email address as well. So instead of typing your email address here in the Web page address, as I incorrectly said before, if you switch to this email address section, you can type in the email address to link to the subject of the email that you will send to that address. And then any sort of recently used email addresses will be down in the bottom here. When you're finished, you can change the text to display here. For example. You may say contact Ellen here, and you might actually link here so you could actually type the word here instead of Ellen's email address. So, for our example here, I'm just going to go and put in a U R L to Google. Now. This is not something that you'll necessarily want to send in an email, but I want to show you how simple it is to add a hyperlink. Once you have your address, you just click OK, and immediately you'll notice that that link has now been added and I can control Click to follow that and it should open. Let's see Google crown and also which us? Straight into Google. So again very easy to add links to your document. And if at any point you find that you want to delete that link, you can treat it just like any other text. Or you can choose here to actually remove ah, hyperlink from text. If you'd like to still keep that text, but just remove the link. So when you're going for your emails, if there's anything you would like to link to, including files on your computer or files online, make sure you're using those insert options for hyper linking to make it easier for the individuals that you're sending emails to toe access your files 21. Inserting Symbols and Lines: last advanced feature within formatting and outlook item that I want to talk to you about is actually inserting equations, symbols and lines into your email items. Now it may not be very useful for you to create an uncertain equation, but if you're working on a mathematical problem as a team, for example, or with another individual, you may want to be able to send along something that they can actually read and act upon in an equation form. And for example, if you're trying to split apart an email message that has multiple portions, you can actually fragment that using the horizontal line function to insert a line across your entire email. And then finally, if you want to just spice up some of your emails, you can add in some symbols. So let's talk about how to do each of those things from within an email message. So we're gonna go ahead and create a new email, and we're gonna navigate over to the insert tab on a ribbon here now, again by default, where you start in this two line and we want to make sure we're in the body of the email so that all of our functionality is available to us. Then we're gonna go all the way to the right in this symbols section. First is our equation button. Now, when you in certain equation, you have just a blank equation field that you can actually start from scratch using the's symbols at the top here. Or you can select an equation from this drop down, but not that one from thes drop downs. So we have fraction equations, script equations, radical equations, integral equations, etcetera all the way over to even matrices. So you have plenty of options for structuring an equation. But if you do choose to create one on your own, you have all the symbols that you might need over here in this symbols gallery. And if you open up, the full gallery is I did. By clicking on that drop down menu. You click up here. You have different options for what you might be looking for is, well, then, once you've created your equation here, you can navigate over to this equation button, and you can choose to save your selection to your equation gallery if it's not there already. So again, once you're finished with your equation, you can either leave it there or you can just delete it as we're going to do for now. And then we'll go back to that insert tab and we'll look at symbols. Now. These are the symbols that are available by default and symbols that you may have used frequently, or that you may have used recently will actually be up in the top here. So if you click on more symbols, you have access to the entire symbol library. Let's just grab this little sizing handle down here so I can actually just blame or of thes all at once. Susie. Right now we're in the font wing dings now. This gives us access to all of these unique symbols, as well as our recently use symbols down at the bottom Here. We could click on this drop down in order to change to a different type of font in order to have access to different sorts of symbols. And then we could switch over here to actually get access to special characters as well as see the shortcut keys that we could use to enable those characters. So if we switch back here, we can actually create a shortcut key for any one of thes. So if we find that we're using one of these very frequently, for example, one of these arrow icons we get at a shortcut key right here, and we could make a new shortcut for that if that key was not bound to any other sort of shortcut. So again, very easy to insert any of these symbols. Let's just select on the right arrow one and click on Insert here and you'll notice has just been added right there in the top. And this will be treated just like any other piece of text that you can then maneuver or place anywhere in the body of your email. I would leave that as well, and then finally will look at this horizontal line section. Now this just as a horizontal line across the entire page, cell or column. So what this will do if you click on it, is add a line here that if I maximize, this will continue to extend across the entire space available now. This could be very helpful if you're trying to section your email, for example, if you have multiple portions of your email Maybe you have different steps that you want to lay out in a table, but you'd actually like to just have it be so that we have a line separating those steps rather than entire self. So you can choose to add as many or as few of these horizontal lines as you'd like, and you can use them again to separate different portions of your e mails. So I really encourage you to use this entire insert tab. Now, we've covered pretty much everything here. Some of the things we didn't touch upon we do cover in our level one outlook Course, if you'd like to switch over to that and to get a refresher. But there are so many ways that you conform at your emails and a lot of ways that people might not even think about. So if you find that you have situations that might call for some of these, please be sure to use this insert tab and find what might work best for you. 22. Cleaning Up the Mailbox: After you've been using your outlook account for quite a while, you'll start to notice that you become inundated with emails. Now, try as we might, it's very hard to keep track of all the emails that we have and make sure that we're keeping up to date with what we should be deleting what we need to keep, what we need to file away in different folders or archive. So Outlook actually offers something by default that allows us to clean up our email inbox and our other folders to save space and just reduce some sort of clutter that we might be building up. So from our email inbox, if we go up to our file tab in the ribbon and open our file menu from info navigating down to our mailbox settings down here, we can see we can manage the size of our mailbox by emptying deleted items and archive. Now, write down here. What this box is showing us is actually our quota limits. So you see that I have 49.5 gigabytes of free space remaining, and I don't have too many emails on my system here, So I really do have quite a bit still available. But if I did want to use thes cleanup tools, all I had to do is click over here and click on mailbox cleanup. Now you can empty your deleted items. Folder from here is well, but we could also just do that from our folders Pain. But if we click on mailbox cleanup will have some extra sort of tools available for us so that we can actually make sure our mailboxes at the smallest size it could possibly be. So you can use this tool to manage the size of your mailbox. You confined types of emails or items to delete or move emptied the deleted items folder. Or you can have outlook transfer items to an archive file so we could view our mailbox size here. And this gives us great detail of the local data as well a server data for our outlook sort of account. So we could go through here and we can see how much space each of our calendars each of our items are. Email items or meeting items, or even each of our task items is taking up that we can close out of that down here, we can choose to actually find certain items that may be older than a certain time frame. Or we could find items that are larger than a certain size. And we could just delete all of those at once. We could empty the deleted items folder to permanently delete items within, and we actually look at the size thea amount of size in that folder that will then be getting rid of. And then finally, we can choose to delete alternate versions of items in our mailbox. So this would reduce some of the redundancy that we might find in our in our in our email inbox so you could click on delete here to actually go through and make sure that those alternate versions air being deleted so that you can sort of purge your in box. You can also choose to view conflict size if there are any conflicts. So there are quite a few tools that are available from the get go if we go into our file menu there. But we also have some tools that are available from the home tab of our ribbon when we're in our email inbox from here. If we actually look in this delete section. We have a couple options in these small icons. This is for cleanup. This removes redundant messages in our selected conversations. This down here is for marking a selected item as junk, and this up at the top is for ignoring a certain conversation entirely. Now. If we were to ignore an entire conversation, it would move current and future messages in the selected conversation to the deleted items folder. And in our next video watch, they go a little bit more in depth about how we can make sure that we're ignoring conversations within certain folders and actually making sure that others are untouched and then down here, free click on cleanup. We can choose to clean up this conversation, which we will talk about in that next video. Clean up a certain folder, which removes redundant messages from every conversation in that folder and clean up the folder and sub folders so we could essentially clean up our entire inbox here by just using this final command down at the bottom. So when you start to notice that your email inbox is getting a little overloaded, you just want to make sure that you can see how much space you have left by either going into your file tab and clicking on info, then looking down here or by right clicking your status, bar down in the bottom of your email inbox and actually enabling your quota information. Now, once I enable that you may or may not have noticed the actual change their but in the bottom left, you'll now see this little hard disk icon, which shows how much free space I have left. I would recommend that even if you don't think you're getting close to running out of space , that you actually enable that quota so you can always have an eye on how much space you have free and so that you can keep an eye on what folders are actually taking up the most space so that you can use those cleanup features to take back some control of your inbox. 23. Working with Conversation Cleanup: So, as I mentioned in the previous video, cleaning up a conversation differs in part from cleaning up a actual email item or an email item folder. So if we're actually looking to clean up a particular conversation or a particular group of conversations across our email folders, we have to follow some different steps. So from our email inbox, we can go up to the delete section in our home tab where we were in the previous video, where we talked about sort of our options for junk, our options for clean up here and then our option up here for ignoring a conversation. Now, if we ignore conversation, which we can also use control delete to do the same feature. This moves current and future messages in the selected conversation to the deleted items folder. So let's say this test request conversation right here. I know I didn't really need it anymore, and I mean, there are only a few responses in this one, but let's say maybe there were like, 10 or so responses, and it was really getting overwhelming. We could go up here and we could choose to ignore that entire conversation, and you can see, it says this action will apply to all items in the selected conversation. Now this is important to note because it allows you to actually move all of the items that will be coming in the future as well as the items that are here right now. So if we ignore this conversation, it means that we don't even want to be a part of it going forward. So it's different than just deleting your item, because now even your future emails that might be coming in with that same subject line you won't be a part of, so that's important to keep in mind. If it's something that you just want to delete your conversation, you could delete it just like any other email. But if you want to ignore that conversation and make sure that you're taken out of the loop within that conversation, you can choose to make sure that anything with that subject line will immediately go into your deleted items folder. Then, if we go to clean up down here and we choose to clean up a conversation, we click on that says all redundant messages in this conversation will be moved to the deleted items folder. Now what this does. If we open up our settings here, this will actually take us into the back end Settings of outlook, which we might be a little more familiar with now after this course. But we're going to focus on is down here where it says conversation Cleanup Now cleaned up items You can choose a specific folder to actually place those in, and messages that are moved by cleanup will go to their accounts. Deleted items by default. When cleaning a sub folder, recreate the folder hierarchy in the destination folder that keeps basically everything the same. Just moves it to your deleted items folder. You could choose to not move on, read messages, not move categorized messages, not move flagged messages or digitally signed messages. And when a reply modifies the message, you can choose not to move the original message. So let's say that I want to browse my folders here, and I actually want my cleaned up messages to go into Let's open up in box. I want those to go into business. Click on OK there and instead of going to mind deleted items folder, my clean up conversations will now be placed into business now, since this is cleaning up redundant items, if you don't want to keep them, you can just leave it as that default deleted items folder. But it's important to know that you do have the option of selecting another folder if you so choose, so I'll go back to deleted items and then we'll click on OK, here and now, it says all redundant messages in this conversation will be moved to the deleted items folder. Now click on Clean Up. And if any conversations in this folder needed cleaning up. So, for example, if there were multiple copies of certain emails, or if there were on useful copies of certain emails, we could go in here and we could actually make sure that there was were cleaned up and disposed off. So no messages were cleaned up on Lee. Messages that satisfy your cleanup settings will be moved to the Deleted Items folder. You can choose which type of messages are cleaned up in settings, so if we went here, it tastes, takes us right back into here. So if we went to conversations cleanup, we could alter those settings in order to make sure that we actually found something on our next passed through. So if you're looking to clean up your conversations, it's pretty much as simple as just going into this delete section here and going into clean up. And then, rather than clicking on folder and sub folders, just go into clean up conversation, in particular so you can get rid of those redundant emails that may be plaguing your in box . 24. Backing Up Data: After all that we've discussed in this course as well as our level one course on Outlook 2019 I'm sure that you now realize just how important outlook is as a program and how important your data is. So in this video, I want to talk about how you can actually back up the data of your outlook program onto your computer or on removable disk drive to make sure that you have access to all of your materials anywhere that you might need them. So from your email inbox, what you gonna do is go up to the upper left to new items. Now, instead of creating a new outlook item, for example, we're gonna go here into more items. We're gonna go all the way to the bottom, down to where it says outlook data file. When we click on that will be prompted to save that file into an Outlook Files folder. Now, this file is a backup, essentially of all the data on the server for your outlook account. Now, if we want to say that we could just save it as my outlook data file and you see, it has a one here, so what will save it into that folder? And there we go. You see, there's nothing really in this data file right now, but if we want to add different things into that data file, we can make sure we have MAWR data that we can back up. And then if we want to actually access our data file at any point or change its settings, we can do so by going to the file tab up here and from our account setting section, going into account settings all the way down to where it says accounts headings. Here, you open it up and then groups in this dialog box, you'll notice a lot of tabs across the top. Here, instead of email, you're gonna focusing on this data files tab. Now, if we click on that, you'll see my outlook data file is now added into here. Now, if we click on settings here, we'll get a couple different settings that we can actually do to our new data file so we can change the name here as well as the file name. We could change the format password if we'd like it to be password protected, and we can actually make it more compact so we can reduce the size of our outlook data. We can even add a comment there if maybe we have multiple data files that will be juggling on our computer so again very easy to create that data file. And then if you'd like to set that as your default for data to actually be inserting or taken from outlook, we could just set that as default right there. And then we can also choose to open that file location if we want to be sure of where that is in our file Explorer. So again, for any one of these, very easy to go into your settings, change whether or not it's set as default and even remove that from the list. So let's just remove that my outlook data file, because we didn't really need it right now. Just click on yes, and it removes very easily. So again, if you want to create one of those very simple to do so it's actually just found in that new items section. Except now you're gonna be looking in this more items rather than just creating your general outlook items. So if you notice that your emails are starting to become a very important part of your life . I do recommend that you back up your server every back up to the server rather every now and again to make sure that you have all your information and that you'll be sure not to lose any of it. 25. Importing and Exporting Contacts: there may come a time when you have a contact file that you've been given either by another individual or that you've found online for a certain individual, something that you might need to import into your outlook. Now there are multiple options for importing and exporting files. But in this particular video, I want to discuss how to do all about with contacts in particular. So from our email inbox here, we're gonna be going to our file tab on the ribbon and open up the file menu from here. We're gonna look at this open and export section, and we're gonna primarily focus on the import slash export wizard down here. So if we click on that to start the wizard, we have to choose an action to perform. Now we have options for exporting RSS feeds, exporting to a file and you sort of outlook item importing a V card, which would be importing a contact importing in calendar, importing from another program, importing an RSS feed, or importing an RSS feed from the common feed list. So we have plenty of options here, but let's just focus on this import of e card and export to a file. So for importing a V card, If we click on next here, we'll be prompted to select the V card from our documents or our desktop anywhere in our file Explorer. Now, the V card again is the typical contact format that outlook uses. So if you've been sent to contact or a V card, you can easily import that into your contacts list by navigating to wherever that item is on your PC and just adding it in in this way. Now we're gonna go back to our home or our filed have over here, go toe open an export import and export. And they were gonna talk about exporting. Now we're gonna export a file. We don't have the availability to actually export that as a V card. So if we go next, we have to actually choose between an outlook data file here, which we actually talked about in a previous video or a comma separated value, which is a C S V file. So we're gonna click on this, and now we have to select a folder to actually export from. So let's find our contacts here if we can up there they are contacts, so we'll double click on that. And now we have to choose what to save the exported file. As so, we can get this in name very quickly. But then, if we choose, browse here. We can change these safe as type. But as you see, this is important to note on Li See, SV is available. So for saving these files, we have to be sure that we remember that they're being saved as see SV files, not V card files. So even though we're exporting our contacts here, it won't be as simple toe Have someone else import that contact in tow Outlook as it would for you to send them a V card. File yourself. So if you're exporting a contact and you want to send that to someone else, I do recommend using the actual export commands within an email or the attached commands so that you can attach your your outlook contact to an email item or other outlook item rather than having to actually take your contacts list in a comma separated values sort of document and then parse through it from there. So this could be very useful if you want a copy of your contacts off line, but it's not very useful if you're trying to send those contacts to another individual. So just keep that in mind when you're using your import and export wizard here, and also keep in mind the other options that are available here. Although we're only talking about how to actually import or export contacts here, we could do the same four calendars. We could do the same from another program or file even, and we could also do the same for RSS feeds. So just be sure when you're going through and using this wizard that you're using it to the utmost of its capabilities. 26. Configuring Junk Mail Options: Let's leave off with something that everybody is familiar with an outlook and that is junk . So junk emails, they're always coming in spam emails. They're always coming. We know what drunk is, and we know how to handle it. But some of the advanced features for actually enabling certain senders or blocking certain centers we have not touched upon just yet. So in this video, let's take a look at some of the more advanced functionality that we have available within our junk folder. So from our email inbox, we're going to navigate on to the home tab of our ribbon here. We're just gonna focus in this delete section down at this bottom icon for junk. Now, junk marks the selected items as Joncour prevents items sent by the sender, the centers domain or a certain group or mailing list from being marked as junk. So if we click on this immediately, we have some options available. Weaken block a certain sender. So if I highlight an email and I say I don't want anything from the center ever again, I can easily just click on block center and that'll be added to my blocked list immediately . I could click on Never Block Center so that I can ensure that this will never end up in my junkie. Now, ever I could never block the centers domain for at example dot com is the example they put here, so the domain would be at gmail dot com, for example, at outlook dot com. Hotmail, MSN Verizon, etcetera never blocked this group or mailing list. If used to get an email from a mailing list, you could choose to make sure that they're essentially white listed on your outlook so that you'll continue receiving emails from them and it'll bypass your junk email folder. Then, if you click on junk email options, this is where it gets fun. This is where we can really customize the options available to us for actually navigating through an organizing our junk email. So first Outlook can move messages that appear to be junk email into a special junk email folder. Pretty self explanatory, we've already all found out about that. Choose the level of junk email protection that you want. So right now, by default, I have no automatic filtering. Mail from block senders is still moved, however, to the junk emails folder. You could do low to move the most obvious junkie ineligible junk email folder High, which most junkie now is caught. But some regular mail may be caught as well, and you could also do, say, flys on Lee, which only mail from people or domains on your safe centers list or safe recipients list will actually be delivered to your inbox. And then, finally, you could permanently delete suspected junk email instead of actually moving it to the junk email folder so you could bypass that folder completely. If you know exactly what's being sent there, you just tell it to send straight to that deleted items folder or even permanently deleted . Also, you could be warned about suspicious domain names and email addresses as well. So from this, let's just keep it on low so that we can make sure that we're moving the most obvious drunk emails into that folder. I know a lot of people who prefer to have this on high, but you do want to be careful. If something's could be flagged as junk when they're not meant to be, Then if we go to the right here, we also have a safe senders list. Now this is something. As I was saying before that, we could add, It's essentially a white list that we ourselves create based on domain names or senders that we know are safe so we can add certain individuals to this so that they will never end up in our junk email. Same force safe recipients. If we're and actually sending an email to a certain group or a certain recipient based on their email address, we could get a flag from Outlook or they could be flagged. Now, if we want to send to a certain address or domain name on a safe recipients list, they will never be flagged. So this is something useful to add either a domain name that you know you'll be communicating with a lot or individuals emails as well. Then you have blocked centers, which, much like it says, is just a list of senders that you have blocked from actually accessing your in box. So emails from these addresses or domain names will actually always be treated as drunk email and will always be filtered through your junk filter. Now, here you can set international settings as well. Some email I suggest you received might be written in languages you are unfamiliar with and don't want to read. These messages can be marked as drunk and moved for junkie. Now folder. The centers email address in different countries or regions can end with top level domain codes such as dot C a dot m excess or duct and X or dot us. The blocked top level domain list allows you to block all messages sent from an email address ending with a specific top level domain. So these are things that if you work quite often internationally or you're sending emails internationally, these air settings I highly recommend setting. But if you're only doing stuff for doing things within your current country, then I don't think you really need to worry too much about making sure that you're blocking top down level domains. But it is important to realize that you do have these options available if, like I said, if you're using international work, but if you're mostly working on your things from a national level or a very local level, then you don't really need to pull in those features so again, when you're going through your junk, email. Just make sure you're setting the features as you need them. At that moment, you may find, as you're starting to use your email, that you could keep it on a lower sort of filter. But as you start to use it more often, if you notice that certain emails air coming in that you want to be junk, you can either boosted up too high to get a more aggressive filter going. Or you can choose to actually allow those to be added to your block to centres list so you can customize your junk email preferences yourself. 27. Course Recap: congratulations. You have made it to the end of our level to course on Outlook 2019. I want to thank you for joining me throughout this course as we looked into some of the more advanced functionality and features that outlook has to offer. Some of the things we really want to take away from this that we touched upon during this course are how to actually manage and create your own rules and outlook. Now, this makes it so much easier to automate all sorts of things so that you can actually make it so that you don't even need to manually do much of anything with your outlook program. And you can have all your emails sent to the exact folders that you want them to be sent to all of the correct emails placed in your junk folder and etcetera. So that's a very important thing to keep in mind. And then also, we talked about how to actually clean up our inbox. Now, when you're just starting out without look, this might not be that helpful. But as we start to really use outlook and especially if it's our main email program, we will start to get a little overwhelmed with emails. So actually being able to go in and use the default cleanup tools that we have available from Microsoft, it can make it a lot easier for us to get a handle on our in box and then finally backing up our data. This is one of the most important things to take away from this course just because it's always important to make sure that you have an extra copy of any of your data and outlook is no exception. You want to make sure that you have a data file built up so that if anything goes wrong with your outlook, both on your end or on the server end that you have a way to get all that data back. So just kid, those three things in mind. And if there's anything else you'd like to see about outlook, I encourage you to go back through this course and look at any particular videos that you might need some more assistance with. But other than that, thank you so much again for watching and congratulations for finishing our course on Outlook 2019