Outlook 2019 - Beginner | Intellezy Trainers | Skillshare

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

Lessons in This Class

48 Lessons (3h 46m)
    • 1. Introduction

      2:08
    • 2. What is Outlook?

      7:43
    • 3. Basics of Email Etiquette

      4:28
    • 4. Opening Outlook

      2:06
    • 5. Identifying Outlook Components

      6:26
    • 6. Exploring the Outlook Interface

      5:25
    • 7. Opening Messages

      4:10
    • 8. Using Read Aloud

      4:03
    • 9. Creating a Basic Email

      4:56
    • 10. Formatting an Email Message

      3:15
    • 11. Mentioning in Outlook

      2:36
    • 12. Responding to Emails

      3:25
    • 13. Marking Importance and Sensitivity

      3:33
    • 14. Working with Attachments

      6:28
    • 15. Attaching Contacts and Messages

      7:10
    • 16. Proofing Emails

      4:55
    • 17. Understanding Outlook Folders

      4:04
    • 18. Organizing with Folders

      4:14
    • 19. Creating and Editing Favorites

      2:25
    • 20. Utilizing Focused Inbox

      2:50
    • 21. Adjusting Reading Options

      6:57
    • 22. Using Conversation View

      4:54
    • 23. Filtering and Sorting Messages

      4:47
    • 24. Organizing Emails with Color Categories

      5:49
    • 25. Using Follow Up Flags

      7:01
    • 26. Searching for Messages

      5:20
    • 27. Printing Messages

      5:28
    • 28. Deleting and Recovering Messages

      6:40
    • 29. Using Automatic Replies

      5:47
    • 30. Creating and Editing Contacts

      6:50
    • 31. Adjusting Contact Views

      6:48
    • 32. Creating and Working with Contact Groups

      5:32
    • 33. Adding Contacts from Meetings and Messages

      3:01
    • 34. Categorizing, Filtering, and Searching Contacts

      3:54
    • 35. Exploring the Calendar

      3:17
    • 36. Creating and Editing Appointments

      5:36
    • 37. Using the Scheduling Assistant

      4:04
    • 38. Managing Meeting Responses

      5:00
    • 39. Changing and Adding Time Zones

      3:22
    • 40. Creating Calendar Groups

      4:03
    • 41. Creating and Updating Tasks

      6:55
    • 42. Assigning Tasks

      5:30
    • 43. Working with Notes

      4:53
    • 44. Replying to Messages with Features

      4:00
    • 45. Recalling and Resending Messages

      3:51
    • 46. Creating and Using Email Signatures

      4:04
    • 47. Automating with Quick Steps

      5:00
    • 48. Course Recap

      1:27
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About This Class

This course is designed to teach students the basics of Microsoft Outlook 2019 and help them gain familiarity with the Outlook environment and basic functionality. Students will learn the basics of email, how to use the Help feature, how to create and send messages, and how to work with attachments. Students will also learn organizational techniques through the use of folders, views, categories, flags, and searching. Additionally, students will review printing options, automatic replies, contact creation and management, calendar use and management, task and note creation and management, message options, and email signatures.

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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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Transcripts

1. Introduction: Hello and welcome to our beginner course on Outlook 2019. My name is Ryan Stebbins, and I'm going to be taking you through outlook as a program, and we're just going to kind of dissect it and go into each of the different components of Outlook that come together to make it one of the best informational management systems on Windows. Now, first we're gonna talk about an introduction to Microsoft Outlook and just how it is as a program. And then we're gonna go into how we can create and send different messages in outlook and how it actually is similar to but also differs from sending messages in different email clients. Then we'll go into how to organize a mailbox using folders. Now we'll talk about how to create folders and how to maneuver these folders around to make it so that you can actually organize your mailbox in a way that works best for you. Then we'll talk about how to manage and organize the outlook mailbox in more depth, and we'll talk about how to filter your emails here, as well as how to set up some rules and move around your e mails then we'll talk about how to utilize people and contacts, which is a different component of the outlook interface. And then we'll talk about how to actually go into the calendar component of the outlook interface and how we can create calendar invites as well as appointments for ourselves, then finally will talk about managing tasks and notes in those two separate outlook components. And at the end of the course, we're gonna pull all that together and talk about ways in which we can increase efficiency and effectiveness in using outlook as a program. So we're gonna talk about how we can use each of these components of outlook in tandem to make it easier for us to have all our information in one location. So come with me as we go through this beginner's level course of outlook and just kind of dissect outlook is a program and find out how we can make it work for us. 2. What is Outlook?: So what is Microsoft outlook and why would we use it? Well, outlook is a fantastic program, much like the rest of the Microsoft Office suite, but it's even more comprehensive than most of your other familiar options, such as Word, Excel or PowerPoint. Microsoft Outlook actually acts as the communication hub of the Microsoft Office suite, meaning that this is the place that you will access all of your emails as well as your contacts and your tasks, or two DUIs and your calendar all in one application. So there's quite a bit to see an outlook, and as we go through, this course will dive into each of its components one by one. But right now I want to give you a brief tour after we cover a few points. So as I said, Outlook is a personal and work information manager. It's very comprehensive, has multiple components that will go over in depth. It's part of the Microsoft Office suite, much like those other applications I had mentioned. It's a place where you can share and manage information via email messages, but also manage and maintain your calendars, contacts, tasks and even notes. So now let's switch over really quickly so I can show you the interface. We'll just do a brief tour so I can give you a glimpse of some of the functionality will be working. So as soon as I switch over, you'll notice when you start up. Outlook. You are in your in box in the mail component of outlook. So this is set up much the same as any other inbox for any sort of email client that you may have used in the past. You have your navigation options on the left side. Here in the middle, you have your items or your e mails. And on the right, you have what's known as the preview or reading pain, where you can see a preview of the email that you have highlighted in the middle here. As you can see, As I switched through these, each of them pops up on the right there. Now I'm gonna draw your attention down to the bottom. Here. This is where we will switch through the components. Now each of these has a name, although if you hover over them, you don't necessarily see it, but you can kind of gas based on the icons down there. So right now we're in this blue one, which is highlighted right here. We're in the mail component. The next view here or component is the calendar view. You can switch to that. And as you see, this is where it houses your calendar, as well as all of your meetings and appointments that our upcoming or have already happened . And your navigation options change on the left, as do your preview options on the right, based on the view or component that you currently reside in going next to the right, we have the people's pain or the contacts view. This is where you'll see all your contacts listed in much the same way as your email items . And then over here we have the tasks or to do view, and this is where you can see all of your tasks or follow ups that you've created in your Microsoft Outlook account. Now, as you can see, some of these will actually come from your email. So when you set some follow up flags, or if you actually created to do from an email that will be populated in this section as well, and then if you click on these three dots down here, you have access to even more options. You can go to this notes section here where you can create some sticky notes. You could go to this folder section, which gives you a comprehensive view of all the folders that you have on this account and then whips. And then you can actually go to this shortcuts view, which, actually on the left hand side, will take you to Outlook Today or Microsoft Office Online. And then finally, you have these navigation options, which can change which of these are actually visible in the navigation pane on the left. If you take off this compact navigation, you'll see that the navigation pane will actually extend across the entire bottom of the screen. Now, this is completely up to you. Whether you would like to do this or not, it's mostly personal preference. I like to have that compact, though, so I'll just switch back to that. And this is what will be using throughout most of the course. Let's get rid of thes shortcuts train. Actually, we'll pin that back for a moment, and then we'll switch over here back to our male view. So as you can see, everything switches back to that initial state that we were in where we could see all of our emails and everything else. Now, if I draw your attention to the top of the screen here, you'll realize that this is head up much the same way as any other office application. You have your title bar at the top with your quick access toolbar as well as your window controls for minimizing, maximizing or closing. And you have your ribbon right here with your file menu as well as your other tabs, such as home send and receive folder view and help. Now you'll notice I have a McAfee anti spam tab here, and that's because this is connected to my Microsoft account, meaning my actual anti spam, where is connected to my Microsoft account as well. So if you don't see this, that just means that you don't have that sort of component connected, which is totally fine. This is just something that's for me right now, so you should see all of these dome. If you don't, you may want to pay attention to which version of outlook you're using now as we go throughout, this course will be talking about Outlook 2019 which is the perpetual version of Microsoft Outlook, meaning that what you see is what you get as soon as you open this from the box. Now, the way that we can tell which actual accounts were using is by clicking on the file button up here and navigating down to where it says office account. When you click that over here under where it says product activated, pay attention to what product name is listed there, you'll see we're using Microsoft Office Professional 2019. If you see something other than that, such as Microsoft Office 3 65 which is the subscription based product, you should switch over to our course on that product as thes two products do different. So we'll go back here. So that was just a brief tour of the Microsoft Outlook sort of interface. But now we're going to switch back to our Power point presentation really quickly so I can go over the components of an email address with you because this is really key to getting started in an email sort of actually manager. So if we switch over. Now let's go down to this next section. So components of an email address. Now, most of us are familiar with these, but we may not know exactly what these components all are called. The first component is the user name. Now, if you were creating a personal email address, this is something that you make for yourself. If you are using a professional email address, this is usually something that your company will provide to you, and that starts right here in the beginning. Then you have this at sign, which is the sort of divider between the user name and the domain name of an address. And then you have your domain name, which is usually, if you're using a professional email, it could be at your company dot com, or it could be at outlook dot com. Or you could have any other email providers such as hot mail, MSN, Verizon, Comcast or Chino. So pretty simple. You just need to have your user name, your at sign and your domain. But it's important to remember that this is how you create your email addresses, and without an email address, there can be no email So as we go through the course, just pay attention to some of the ways that outlook is actually set up on this computer. Now, we're not gonna go too far in depth on how this differs from 3 65 But all the components of outlook are mostly the same. And pretty much all the functionality you need is housed in here. So now come with me as we take a deeper dive into each of these outlook components so we can make this program work for you. 3. Basics of Email Etiquette: before we jump into the core of the functionality of Microsoft Outlook, I want to take some time to go over the basics of email etiquette with you. Now we've discussed already how to create an email address, and we've taken a brief tour of the outlook interface and its multiple components. But just as important as being able to actually create an email address is being able to create a correctly made email. So we're gonna go through a couple of thes basics of email etiquette now. This isn't an exhaustive list, but I do just want to touch on these five main points. So if I just draw your attention to the slide I have open right now, well, just look at these one by one now. First, try not to have more than six words in the subject line. Now a subject line is just for the subject. As it says, You don't want to overwhelm your readers with a very long subject line if that can actually be taken from your subject line and just added to the body of your email, so just be careful that you're actually paying attention to what you're putting in that subject line. And while it's a rule of thumb to not use more than six words, if you do have a lengthy subject as long as it pertains to the subject, it's all right to put it in that line. Second, your email responses should not be expected immediately. Email is not instant messaging. It's Elektronik male, and as such, you can see that it's going to take a little bit longer. To get your responses, you have to send that email out. It has to go through a server land in someone else's inbox, and they have to sift through all the other emails they have before they can actually reach and read that email. So give a little bit of time and give a little bit of leeway to people who may have a lot of emails coming into their inbox at once before you expect that response. Third, do not overuse high importance Now. High importance is starting to be featured in a lot of other email clients as well, but it really had is mainstay and housing in the Microsoft Outlook app. So the high importance sort of feature basically makes it so that you can show that your emails are highly important, meaning that they need to be read right away, or that some action needs to be taken on those emails now. Not every email is highly important, so you don't want to be the person who cried wolf. When you send your emails, you want to be sure that you're actually using that high importance feature when it's only necessary, because that will show the users that you send your emails to that. That email needs to be read right away. But you don't want to overwhelm people, as we said before with all sorts of highly important emails, especially if they're really not that important. Fourth proof. Read your emails before you send them. Now I know this may sound like common sense, but it is very important that you do this because Justus with an instant message when you send an email, there's no taking it back. So if you haven't emailed, that was not proof. Read correctly and you send it to your business partner, perchance then that could be in their in box until they choose to delete it, and it really wouldn't show very well how you act in a professional setting, so just be sure you're proofing your emails. And later on in this course, we will go through how to proof. Read your emails using a spell checker that's very similar to the one you might find in Microsoft Word and then fifth. And finally determine your use of reply versus reply all when you're sending emails. Now reply will send your email response just to the individual who emailed you. Reply. All will send your email response toe everyone included in an email chain. Let's say you're the director of HR or the director of your HR department sent out an email blast to everyone in your department yourself included. Now, if you wanted to send something individually to them, you could then just use the reply function. But if you wanted to send something to everyone else on the team as well, you could use reply all. But this is where you need to be careful. There are some things that are only meant for one person, so you may wanna have that private conversation using the reply feature, so just be careful that you're not using the reply all feature when something should just be that reply versus when you know you don't want to be using the reply feature. If you have something that should be a reply all, so just keep an eye on that as you go through your emails. So now that we've gone through these, as I said before, this isn't an exhaustive list. But as you go further along through, this course will touch on some other basics of email etiquette and even some more advanced things about email etiquette. It's just important to know how to craft your emails so that you can maximize your usage of Microsoft Outlook and any other email clients that may exist. 4. Opening Outlook: So first things first with Microsoft Outlook How do we actually get into the program? So in this video, I'm just going to show you a couple ways that we can open outlook. Now the first way I'm going to show us how to open Outlook using the's search feature of Windows. The second is just how you Congar oh, through Your start menu and go into all APS in order to find out. Look, that way in the third is to pin it to your task bar for quick and easy access. So let's go through all of those one by one. So from our desktop, we're going to navigate down to the bottom left. We're gonna open up where it says type here to search. Now, As you start searching for outlook, you should see that it'll pop up immediately as the best match at the top of list. Now you can either just hit enter here, or you can left click on Outlook in order to open it and go straight into your email interface. And there you have it, so little close out of that for now. Another way is to open your start menu at the bottom left and then navigate through your all APS list right here, which is an alphabetical order. So we go all the way down to Oh, and just left Click on Outlook to open it from there now that third way that we had discussed involves I was going back into the start menu here or into search, finding out look one more time. But this time, instead of getting in left click, we're going to give it a right click, and we're going to go down where it says more. Just open that further menu and go to pin to Task Bar, and you'll notice it appears right here in its own space on my task bar. Now, if I left click this and dragged it around my task bar, I could place this anywhere I would like. And then a simple left click will open that at any time. So those are just three quick and easy ways to open outlook, and those are the most important things that you need to know before you can actually utilize that functionality. So now that we know how to get into outlook, let's take a look around inside 5. Identifying Outlook Components: now, as I mentioned in our first video, Microsoft Outlook is a comprehensive communication platform and manager for your Microsoft Office account. So it has multiple components. And while I gave you a glimpse of each of those, let's do a bit of a deeper dive into each one individually. So when you open outlook, you'll be placed straight into your inbox, as I had said before. Now you'll see on the left that you have your navigation pane. This shows all of the folders that are actually available on your account, starting from the top here so you can see this is my account. My inbox is here as well as its sub folders down here. And then I have my sent items, my deleted items, archive drafts, conversation history, junk email, my outbox, RSS feeds and search folders as well as groups. So there's a lot here, but a lot of this I actually created myself. So normally you're just given the in box here. Your sent items, deleted items, archived drafts, conversation history, junk mail. You'll have your outbox, those RSS feeds if you choose to use those, and you can choose to search folders as well here, you may not see a groups listing unless you're part of groups, which will go into in another video in this course and then down below, you'll see any other accounts that you have connected to your Microsoft Office or Outlook account. So we have an online archive, and we also have a SharePoint list. So again you may not see these or this group section. But if you do, that's how you know that you have some other components connected into your outlook or other groups that are actually carrying over into your outlook. So you may just see this up at the top here. And if you do choose to create new folders, you can add those as sub folders in your folder hierarchy below your in box. Now in the middle, we had discusses where all your email items will appear. Now, as you click on each one of these, you'll see a preview of that email on the right hand side, and there are multiple ways that which in which we can manipulate this email. Now, over here, you'll see you have your reply futures up at the top for reply versus reply, all versus forward, you'll have a nice little picture of the individual who emailed you as well as some of their contact information. And if you have a color category, you'll see that below. Or if you have a follow up flag or any sort of other functionality that actually connects to your emails, you'll see a little bit of information about those up at the top here. And as I mentioned in that first video, we do have the ribbon here much like we do across all the other Microsoft office applications. And as we go through, this course will go through each of thes ribbon sort of tabs in more depth. So for now, let's switch over to one of our other components. Let's switch to the calendar component now. The greatest thing about Outlook is that all of these components are not housed in their own silos. They all actually work together. So anything you and put into your calendar, you can also grab over into your email or your to do's, for example, so here you can see your calendar laid out before you for the month that we currently are in, and you'll see the day that it currently is highlighted in this darker blue over the top here. If you set your location, you can actually see the weather in your area. Or you can choose to add and whether location as well. And you can cycle through the months up here and at the top, you'll notice that all of our ribbon commands have changed, so as we go through, the ribbon will actually go through it in each one of these components as well. And on the left you have your navigation pane again. However, this time you have some different navigation options. You can choose certain calendars to overlay. For example, if you want to add birthdays to your calendar now, we can see both at one time. We can also choose to actually fuse those together so that you can see everything in one place so we'll exit out of that. And if you haven't other Section four calendars, such as Maybe if someone else shared their calendar with you, you can enable those as well or shared calendars and group calendars, so there's lots of options for navigation through your calendars. Now we're going to navigate over toothy people's pain or contacts component. Now again, this is set up very similar to your Microsoft Outlook email inbox where you have your navigation on the left here, with folders and sub folders. You have your items in the middle here, and you have information about those items on the right again. If I draw your attention to the top here, you'll notice some different icons and actually different functionality in our ribbon. But again, very similar to that in box. When we go through each of these, we can see any sort of information that we have on file for them. As you can see, we have all this information for Ethan Cane. We can actually choose to send him an instant message, actually send an email or some other options as well, straight from our contact section. Next, we'll navigate into the to do section or the task section. Now this you'll see again. The navigation pane on the left will show you your to do list or any other sorts of folders or lists you've created. Then you can see a list of other tasks or shared tasks of groups that you may be a part of , and here you can choose to arrange your flags or your to do's by date. Or you can choose to arrange by categories, start date, folder type or importance. So when this starts to fill up, it can be actually very helpful for you to categorise some of these items so that they can be easier for you to actually manipulate and see all in one location. And then finally, we have the notes and folders. Components notes just allows you to create a new note. So not terribly intensive functionality here. But it can be helpful for you to have your notes housed in one location for you to easily access, especially if you need to refer to them while you're sending your emails or creating your appointments. So we'll back out of that for now. But again, as you go through each of these, remember that this is actually comprehensive and all of these air connected components in outlook. So when we go through this course, we're gonna dive deeper into each of these individual components and look at how they actually come together to form the cohesive whole of Microsoft Outlook 6. Exploring the Outlook Interface: we have a bit more exploration of the outlook interface to do before we can actually jump into some of the way that we can use the functionality that's available to us. So in this video, I'm going to show you just kind of how you can navigate through the outlook interface as you would any other Microsoft office program. And again, how you can get into the backstage of you, which you can also manipulate similar to other Microsoft office programs. So from our inbox, I'm going to draw our attention straight to the top here. So this is the status bar. Now, this is also known as the title bar, and it's where you can see all sorts of information about where you are in outlook and which actual application you are in, which is outlook. So you can see right now we're in our inbox and were signed in his Ethan cane at air omar dot com. And we are in outlook. So if you're ever wondering which section you're in of your outlook or which component, look no further than the top right here on the top left, we have our quick access toolbar. This is also probably familiar to you. If you've used another Microsoft office program as thes air, very familiar options. If you go through any of thes, you can actually customize this quick access toolbar. So, for example, we could add the option to print quickly from this toolbar here, and you'll notice when you hover over these, you can see a little bit of information about those as well a sometimes a keyboard shortcut . So if there are certain things that you know, you use quite a bit that you don't want to navigate through any of these ribbons or you don't want to go into the file menu, just add it to this custom or rather, added to this quick access toolbar, which you can customize. So we're gonna leave that there. Now, if you look a little bit further down, we have the ribbon here. So in our file menu, this is where you would access all of your options for opening, saving, printing and some of your information about your account. We have the home tab, which has all of the information that's related to all of your functionality within email. Now, as we switch between the views or components available to us, you'll notice that all of the information within these tabs changes as well. And you'll see it's slightly different across each of these. And this is just because the functionality for each of the components does differ, even though they all do combine to make one hole. So then we have options for sending and receiving emails. Here we have options for making new folders or searching for folders. We have different options for changing how we view our in box. We have help options right here and again. I have this McAfee anti spam which you might not see if this is not connected to your outlook. But this gives me some additional options as well. Finally, we have to tell me what you want to do. Bar, which essentially is like a search bar, which allows you to input certain things that you would be looking for within outlook, and it will actually pull it up for you so you don't have to go through the ribbon to find it. Now, if we take all of our attention to the right here, we will see the window control options. Now, our 1st 1 here controls the ribbon. If we grab this, we can choose to automatically hide our ribbon, which gives us full screen space. We can open that back up here. We could choose to show just the tabs of our ribbon, which just shows the title tabs here and, as you see, gives you a bit more screen space. Or we can just have it open completely where we can show the tabs and the commands within. This is what I personally like best, but as you can see, it does take up a chunk of your screen real estate. So this is a personal preference. But if you do like to change that, this is where all that info is house. Then we have options for minimizing your actual outlook program, which just brings that back down into the task bar. You left like that again, you'll just maximize it back up. Then we have our restored down or maximize button. This actually windows sort of your program here. Let's kind of mess with size. As you can see, when you go on the edges of the program here, you can actually grab what's known as the sizing handle and you can drag this around to soothe sides that you need. Then if we're choosing to actually make that fill the full screen instead of just having this windowed approach, we could just hit that restore button again and it will maximize our window. Finally, we have that red X, which we're all familiar with, and this is how you close out of any program and outlook is no exception. Now, I'm gonna go over here again. So as I go through each of these components, as I was saying, Take a look at the ribbon here and how it changes now Not all of these options will change , as some of them are familiar and across all of these components. But the components themselves are smaller portions of one hole, which is the whole of outlook. So just realize that any sort of action that you take in any one of these components will be reflected in the other components. In some way. You can connect your to do's to contacts as well as e mails and appointments, and you can do all sorts of other things with emails themselves, such as categorizing and filtering. So there are so many ways to use use outlook. And now that we've explored the interface, I'd say it's about time we get started with looking into the multiple of ways in which we can use this great program. 7. Opening Messages: Now that we have thoroughly explored outlook, we've taken a look at some of the components that actually build up the outlook interface. Let's talk about how we can actually open and manipulate our email messages. So from our General Outlook interface here, as you open the program, your place straight into your inbox, we're just gonna look at a few emails. So as we go through these emails and I'm just left clicking on each one of these, you'll see it highlights them in this sort of a blue hue. And on the right hand side, you'll see a preview of what is in that email. As you can see, we have some conversations here. We have some individual emails. We have some appointments as well, so I want to go through some of these icons with you now on the left hand side, you'll notice here that you have some icons on the right of your e mails. Now this one has some three colored icons and this little flag icon. Now, what this means is that this has been categorized into three different color categories, and it has a follow up flag, and we can see that just based on these icons. But we can also look at the preview of the email and have that laid out for us is well, so we can see that it's in the Ellen category, the hr category and the sales category, and it has this follow up right here, and it says Start by Wednesday, January 23rd due by Friday, January 25th. So you can see a lot of information about an email just at a glance without even opening that email. As we can see that this is also in the Ellen category, and we don't even need to open the email, as is this one. Now I know you could say, Well, Brian, you can see that this is from Ellen Wilson, so it should probably be in that category. But if that was a different category, maybe H r or sales, it would be important to note if this was the sales team or the H R team, for example, and you could do that at a glance. Now, if you look at these icons thes, they're a little different, and that's because this is not actually an email, but it's an appointment invite Now you can see here that this was an appointment about the top because you have options for accepting, sending a tentative reply or declining. You can also propose a new time or access your calendar in order to see where that might fit in a line with your other appointments or meetings. Here, you'll get a glimpse of when this would be taking place, and you can see again how that kind of fits in with your other meetings. Now this will show you that this is an appointment or meeting invite, and this little bell icon will show you that you'll get a reminder as this is coming up. So again, as you go through, we can see that this is another meeting invite. We can see here that this message was sent with low importance, and that's what this little down arrow signifies. So as you go through, you'll see all sorts of different icons over here that mean a lot of different things. This at Symbol, for example, means that someone has mentioned you in this email. This paper clip means that this email actually has an attachment. This means that you have sent a reply to this email so you'll become familiar with all of the's as you go through. But I just wanted to give you a brief glimpse into what each of these might stand for now. We already talked about how we can preview an email in the preview pain here on the right. But let's say we wanted to actually open multiple emails at once and see them side by side . In order to do that, we would just double left click on an email in order to pop it out in its own window. Now we can minimize this window or maximize it. However we might want. We get also snapped that to the side, just like any other window making pullback. Open outlook here. And let's open another email and we'll snap that to the right side. So, as you can see, we have both of these emails open at once now, and if we need it to navigate between both of them, we could do so very easily. So when you're opening your emails, be sure you're paying attention to whether or not you can actually see the entirety of the email or the information that you might need in that preview pain, or if you need to do a double left click on that, you know, in order to pop it out in a new window so that you can multi task and maximize your energy . 8. Using Read Aloud: outlook now includes some additional ease of access or accessibility features that allow you to actually make it easier to have your emails read or seen by individuals with any sort of impairment or difficulties. So what I'm gonna show you now is how you can enable the future for reading an email allowed. Now, this may be enabled by default in your outlook, and if it is, you'll see it on your home tab of your ribbon. Just it's the thing that says Read aloud, and it will have an A on it like a large A. And then, if you just click on that, you'll have some settings that you can enable in order for you to read any of your emails aloud. Now, if you don't see that in your ribbon, I will show you now how to go into the options in the background and actually enable that just so it appears in your home tab on that ribbon. So from your email inbox, as you'll see at the top here on my ribbon, there is no section for read aloud. So if yours looks like this, all you're gonna do is go up to the file tab here. We're gonna go down and click on options now in this menu. This is for, like, the back end of outlook, where you can change all of your options and settings in one place. We're gonna go down to where it says ease of access. And now here we're gonna focus on where it says application display options are gonna click on show read aloud. There were just gonna click, OK? And as soon as you'll do that, you'll see kind of what I mentioned before this little a here where it says read aloud in this new speech section. So we're gonna click on that We have scheduled for next Tuesday. Call me when you get a chance so we can discuss Thank you, Ellen. So as soon as you click on that, it will actually start reading whatever you have selected. So I have this email on the right here that you could see I had it already highlighted in this pain here and on the right. In my preview, my cursor was in this point here, so it began. Now, if you want to start out from beginning, you can highlight a certain section of your email that you'd like to be read, for example, and just click on that play button here. But on this tiny control panel, you do actually have a few other options. So as you heard when that email is being read, it defaulted to a female voice. If you do want to change those settings, if you just click on this little gear icon, which is usually just stands for settings, you click on that. You have an option here to change your reading speed. So if you want this to be read a little bit faster, for example, or a little bit slower, you could do that. And you also have an option down here to select a voice. So right now we're on Microsoft zero. We also have Microsoft David or Microsoft. Mark. Let's just switch to David, and I'm going to demonstrate that you can lower the speed down pretty low. So this is the lowest that it could possibly go now. This may not be something you ever find useful, but you do have an option to go this low or slow. Rather, if you need Teoh surgeries now, that almost put me to sleep. So, as you can tell, it's not very helpful. But if you do need it, you do have that option. And in much the same way you could increase that speed by a great deal as well. We boosted up to this. I don't anyone that can understand it at that speed, but if you're a speed reader or a speed listener than I do recommend you use that setting. But I like to keep it somewhere in the middle here, maybe even a little bit on the slower side. So that's up to you and your personal preferences. But also again, you can change that alongside of the voice here. Now, when you're finished reading your sections, allowed I need to do is click on this little X, and you will just get rid of that read aloud control panel and just as easy as we got rid of that, if we just want to invoke that again onto any email that we want read aloud. All we have to do is click here once again, and you'll see that it will immediately begin in whatever sort of email you have in your preview pain or whatever text selection that you have highlighted 9. Creating a Basic Email: all right. It's time for us to get into the down and dirty with Microsoft Outlook and where better to start than creating a basic email message. So from our outlook inbox right here, we're just gonna navigate up to the upper left and click on words, says new email. Now, as soon as we do that, you'll notice this pop up window, which will give you all of probably familiar sort of to to see, see and subject lines as well as your email body. So we're gonna go through each of these one by one, as well as a little bit of the formatting options that are available to you in your email messages so you'll see that the ribbon is different here than it waas out here, for example. So in here we have the message ribbon. We have an insert ribbon and options format text review and help. Now each of these pertains to the email message in particular. So in the message part of the ribbon, for example, we have access to all sorts of formatting options, and these may look familiar to you if you've used Microsoft Word, so let's just go through this one step at a time. So we're gonna ask, Were rather we're going to send this email to an individual. So I've already told Ellen that I wouldn't be sending this along, So he's gonna call this a test email, and we could just say Hi, Ellen. This is a test of the email service in Microsoft Outlook, and I'll just don't sign heathens name here. And then now we could actually choose to alter this text if we'd like to. So we can use our familiar options of bold italicized or underlined to add some flair to our email as well as we can highlight right here. Or we can even change the font color, and we can actually change the justification or alignment options as well. So when you're finished with your email, all you have to do is just click on send. But you want to be sure that everyone that you want to reach with this email is in either your to or CC bar. Now these are different ways of sending emails to individuals. When you put someone in the two section, that email will be sent directly to them. Now, if you put someone in the C C section. They will get what's called a carbon copy of the email so this won't be sent directly to them. It will be sent to Ellen. But let's say we wanted to give Carol a carbon copy of this. We could then add her to the C C list. There is 1/3 option that's available to us, which will go over later on, Known as BCC, this is the blind carbon copy option. Now, you would only use this if you're trying to send an email to a large number of people without those people knowing exactly who else got that email. So if I sent this to Ellen and a group of other people, but in a BCC Onley, Ellen and those other people would think that I got that email. Or rather they got that email from me and that I wasn't sending it to anyone else. So BCC can be useful again if you're sending out a large group of emails, but you don't want everyone else to see who you sent them to. C. C can be useful if you're sending a large amount of females to a large amount of people, and the two can just be useful if you're sending just one email to one or two people now, once you have everything, all set, as I had said before, you just click on send here and your email will be on its way. You'll see down at the bottom really quickly that you'll have a little progress bar down here that says, Sending one of one And then I will tell you that the out box was updated and so on and so forth and and when it's finished, you'll see here all folders are up to date. Now, if you look down here at any one time, you may see that it's updating different folders. You could have just seen that I was updating my sent items folder, for example, and this is your synchronization status. So this will constantly be updating, depending on the actions you take or that road, the emails you receive and other items you might receive in outlook. So if you take certain actions, they may actually synchronize to the cloud, which is Microsoft one drive or they may synchronize to your Microsoft account online. Now, also, when emails come into your server will also be synchronizing those. So just keep an eye on this, and you may notice some errors from time to time that you can then go into and actually fix from this synchronization status section. So again, very simple. To just open up a new email, fill out the two section C C. If you need to add that subject line at a nice body to your email, click on send, and that's all there is to it. 10. Formatting an Email Message: Once you have an email message created in Microsoft Outlook, it's important to know some of the options that you have for them formatting that email to make it look a little nicer. So I've created an email right now, but I'm just going to use as an example for showing you some of the ways in which we can format using this message tab of our ribbon. Now, we're just going to be focusing primarily on this in basic text section, which essentially takes some basic text functions from Microsoft Word and plants them into outlook. So if you've used word, these are probably familiar to you. But let me just show you how these change some of the things that we have here. So some of these things we may want to actually have pop in different ways, such as, maybe bolding and item I Tallis sizing, underlining or highlighting certain key points. So what we can do here is let's grab this and why don't we underlying that, um, why don't we bowled outlook here and then we can actually just I italicized these formatting options now. This is maybe not the emphasis that you would be wanting tad to this email. But as you can see, you can emphasize different portions of an email using these different features. Now, for example, let's say we wanted to highlight each of these in a different color weaken. Grab the text highlight color from up here. If you click on this drop down, you see all the colors that are available to you, and some of these are better than others for what we're trying to do. You wouldn't want this to be black as no one could see that. But it could be great, for example, and then maybe our second points could be a different color. Let's have that be yellow. And then this last point, why don't we highlight that in something else? Let's see. Try and find a lighter color here. Let's use this light blue boots. So now we have our three colors highlighted here. Now let's say that maybe something in here we wanted to actually change the text color. What? We can do that, too. So if we go in and we actually grab this here, we could change the text to read. For example, I was highlighting again. Let's grab this and will change the text to read. So now, as you can see, we've highlighted this in blue. But the text itself is this red color. So now if we wanted to change the actual alignment of this, for example, we could move it to the right side or even the middle of the page so we could take four sales meeting and do the same thing. Now you could see our agenda right there in the middle. Now let's grab all this and send it back to the left. You also have options here for in denting. And as you see, I used the numbered list option in order to create this list right here. So while it's not immensely comprehensive, you do have a lot of options available to you in outlook within an email for formatting that email message to make it look a little nicer and to draw the attention of your recipient to the areas in which it's needed 11. Mentioning in Outlook: another way in which you conform at your email messages and outlook without being as explicit as some of the formatting options we just discussed is by using what's called mentioning now, mentioning If you've ever used a Social media platform you may be familiar with, this is essentially a function that allows you to draw a recipients attention to a certain portion of an email or message. Now, when you have a message that's been mentioned or rather that you've been mentioned in an outlook, you'll also see a little icon in your email list, which denotes that you haven't been mentioned in that specific email. So if we look at my inbox right here, I'm just gonna go down on the left here to where Carlos Perez has sent this meeting update , and you'll notice this little at Symbol. This is the mention symbol. So this means that Carlos mentioned me in this email. As you can see, he said, Hi, all. Ethan Kane is going to take us through the presentation at one PM today, so that draws my attention to the fact that I'm going to be presenting now. I've created an email where I've invoked this command. And as you can see, it's meant for Ellen Wilson. Now, something important to keep in mind is that you don't need to have this entire mention at all times. If you want to just focus on either a first or last name, you could do so. So why don't we just delete the email address here? Because we don't really need it? Let's just keep Ellen's first name and I'll put a common there. So I just said, Alan, did you have a chance to look over the attachment I sent you? It's important that we discussed this soon. Let me know when you can regroup. So as soon as you add a mention to an email, that individual will be added into the to list up here. So let's say that I also wanted someone else to see this. I could mention them as well. Let's mention Carol in here and you see that immediately. Her name is added at the top there next to Ellen's. So if I wanted to mention Carlos as well, I could do that. And then all of these individuals will see this email and they'll see the key points in the email that are related to them. So as you go through your emails, be sure that you're utilizing the mentioned feature as it could be very useful for recognising certain portions of an email which may need to or with Richie. Recipients may need to be clued into. Also, it allows you to further filter or sort your own email when you receive an email that you've been mentioned in because of that little at icon, which will help you to see the certain emails that need your immediate attention and which portions of those emails need your attention. 12. Responding to Emails: just a Zim Porton is knowing how to create and format your emails is knowing how to reply to some emails that have come into your inbox. So in this video, we're gonna go over the multiple ways in which you can reply or reply all or even forward an email and how that might differ depending on where that email has come from and what attachments that email might have. So from here, this is our just basic inbox. And again, this is where you start as soon as you open outlook. But you'll see all of these emails that have come in from other individuals. Now I'm gonna pick one of these. Let's go with Carlos's email here, man. He had said, Hi all Ethan Keynes going to take us through the presentation at one PM today, so that presentation has been finished. Now, let's say I wanted to reach out to the individuals in this chain and thank them for being a part of it. So you can see who was in this chain up the top here. So you see, Ethan Cane, Ellen Wilson and instructor were all part of this email blast. Now, if I reply here. You'll notice that in the box that's created this is going straight to Carlos, but no one else that this email is sent to now I can discard this draft. Now watch what happens if I use reply all instead. Now. We had mentioned this in the beginning of the course during our basics of email etiquette video, and this is the difference between reply and reply. All reply only sends to that one individual who sent the initial message, whereas reply all will send to everyone included in that message as well. So this is something that we'd like to reply all. But if it's not, maybe we'd like to forward that email. What forwarding does is takes an email that was sent to you by one individual and sends that exact email to another individual so we could format or rather, forward Carlos is email and send it to someone else. If maybe he intended to put them on that email and they missed it, or if there was some other reason that they needed to know that this presentation had happened, So we just discard that we're gonna go back to reply all here and I'm just going to say hi all thank you to everyone who could make it for the presentation. It's a pleasure to engage with you all, so we'll keep that pretty professional. And then once you have that completed message, you'll see that you have the actual message that was initially sent down below, which will be sent along as well. And this is how you know you've now started a conversation. So we click on Send their and one of the ways in which we know that this has actually taken place is by looking now down at the email that Carlos sent us, and we can see that a new icon has been added next to that mention icon, which is the little at symbol there, this new icon, this sort of opened envelope. It means that we've now sent an email response so you can actually go into your sent items folder. If you want to double check that and make sure that it was sent along and there you have it . As you can see, that original email is their and our addition to that conversation is there as well. So when you're going thru and sending your emails. Just be sure that you're picking the correct sending option based on your emails and your needs. 13. Marking Importance and Sensitivity: if you remember back to one of our first videos, I had mentioned about high importance. Now, I had also mentioned about how we shouldn't overuse high importance. But what I'm gonna show you in this video is how you can access the important up importance options for your emails and also how you can access what is known as sensitivity options. Now, both of these allow you to designate whether or not your email is highly important, whether it is of low importance or whether it is of a certain sensitivity. Now, sensitivity can range anywhere from a personal email or something that is not confidential to something that is professional and something that is confidential. So from our actual email inbox here, what we're gonna do is we're just gonna go and create a new item. So we'll create a new email from the upper left, as we have before, and it'll pop out into this new window as it always does. But now we're gonna focus on a different section here. We're gonna go to our file menu. We're gonna go down to where it says properties. Now, if you click on this, you'll see right in the upper left this settings section. Now this is where you'll find both importance and sensitivity. So these air what we're going to be focusing on right now. So as you can see, they're both set to normal at this moment, and this is just for this email. So if we wanted to change our importance here, we could change it from low to normal toe high. Based on the importance of that email. If it's something that could wait, we could set that to a low priority. If it's something that's just a typical email, we can leave it at normal. And if it's something that really requires immediate attention, we could set that toe high priority. Now for sensitivity. We have normal that we have personal, private and confidential. Now, if you're sending something as confidential that is really telling an individual that that's meant for their eyes only, however, it's up to that individual to decide whether or not they show that to anyone else. So although you can mark something as being confidential, just marking it is confidential alone will allow that still to be opened by multiple people . The only way in which we can change that is through security settings, which is a bit too advanced for us to dive into at this point, but we'll come back to that in a later course. So for here, just go through and set if this is personal, private, confidential or just a normal email, and you can do all of these just based on your needs. So any email that you send you could just be normal, and you may not need to change these importance or sensitivity settings, but if you do, you can access them from this properties window and again. We just got there from file and going into the Properties section. Now. You also can change your importance options from the ribbon itself. Now you can't access sensitivity as easily through the ribbon, so I would recommend going into that properties box if you just want to have both of those options available in one location. But if you want to just slap a quick, high importance or low importance, identify or on your emails, you could do that right below the follow up flags here in the tag section of your message section in your ribbon. So again, depending on the emails you're sending, you should be marking them as high or low importance because there are lots of people who send a large amount of emails and who receive a larger out of e mails. And it could be very helpful for them to know whether those emails require than their immediate attention or whether or not they can be left on the back burner for a little while and they can come back to be looked at a little later on. 14. Working with Attachments: so attachments. What are they and why would we use them with our emails? Well, attachments are any sort of item that you can actually attached to an email message in order to send that along with the message to recipient. Now these items could range from anything to rather from another document, such as a word document to an Excel spreadsheet, to maybe a power point presentation, even a Pdf document or even a picture. Now I want to show you how you can actually attach these attachments to your documents or rather to your email messages in Outlook and then how you can actually get some of these attachments from other individuals and save them to different locations, either on your desktop or into the cloud. So from your email sort of in box here, I have selected an email right now, which came in with an attachment. Now, the way you can tell that on the left hand side here would be to look at the different icons that are on each of these e mails. The attachment icon is this little paper clip here. So this notifies us that in this email, there are either one or Mawr attachments. Now I'm an email right now from Carlos Perez, who sent along a proposal, as you can see right up here. So when you actually click on the email, you'll notice in the upper right that small little paper clip icon just has a one next to it, signifying that I have one attachment on this email. You actually see the attachment listed out here in this sort of window. Now, if you click on this tile here, you'll actually open up that document in a pre viewer within outlook. As you can see now, I can preview this proposal in the preview pain where the email message once waas Now, if I can't do much here other than actually just previewed this and kind of look at it so I can choose to select this or maybe copy the state and put it elsewhere, but I have no formatting options within outlook. So if I go back to the message here, if I click on this drop down arrow, I do have a couple additional options. I can again choose to preview that message or I can actually open this document. I could quickly print this attachment. I could save it as or I could save all attachments. If there were more than one, or I could actually choose to upload this straight to one of my connected cloud accounts. I could choose to remove it from this message. Copy it or again, select all. Now, if we click on open here, you'll notice this takes us into Microsoft Word 2019 as this was a Microsoft Word document . You'll see. Right now it's in a read only format, meaning we can't actually make any changes to this unless we save it onto our desks. So from here, all you have to do is go to file in word, actually, go to save as and then choose one of either your recent sort of saved locations or browse one on your PC. Then just give that document a name and you can save it anywhere onto your local drive or again into your cloud accounts that are connected. Now, back out of this document. So back in here, we did have a couple other options. We could again we could have chosen to just quickly print this, and you could actually skip that step of having open that document and save it again if we just toast to save it as something different. So it's important that you go through these and actually use any of the options that make sense to you, especially if this involves maybe uploading something to your organization's cloud account rather than your own computer. Now, if you want to personally attach a document to an actual email, you would just go up to your create a new email sort of the same way that we have done before. Except now we're gonna be focusing in. This includes section of the ribbon in your email message. Now this allows you to actually attach a file or different type of item here, or create a signature for your emails. So really focusing on attached file and attach item. Now, let's just assume we've created an email here. We have our twos listed are cc's are subject and the body of our email created now. Finally, we wanted to attach some files that we want to send out to the team were working with. So if we go into attach file here immediately, you'll see this recent items list, which will be populated with a lot of items that you have either recently created or recently opened and modified so you can select from any of thes. If maybe this was a recent document that you or your team were working on, you can choose to browse your Web locations, and now these locations include your actual connected cloud accounts. So this will let you kind of open these as if they were your file explorer on your local drive and go through any of those attached files that way. And then, if you actually choose to browse this PC, you'll just see this dialog window that will take you straight into your documents, where you can select any sort of document you would like to add as an attachment to your email. So for this, I'm going to go into this sales document, and I'm gonna left click on that and you'll see as soon as I do. So it's now attached to my email and we just notice it up here Now. If we clicked on attach item rather than attached file, we could have an option to actually attach what's known as an outlook item. Now this is different from a different sort of file items, such as a picture, which we could have also attached. As I had said before, an actual outlook item is either an email, a contact card or a calendar item. Now, as you can see, we could choose from our business cards here, which are contact cards. We could choose to attach that to one of our emails. We can actually attach a calendar slot or appointment onto our emails as well. And we could even attach an email onto this email if, for example, we had some information that was included in another email that someone else needed to see . And when you're finished attaching all of your files, all you have to do is just send your email as you normally would. But if you want to do anything to the attached files that you have attached before you send your email, you can click on this drop down menu again, and you can choose to open that again. We could upload it to a cloud account quickly print, or we could just save that as another type of document. And if you find that you actually attach something on accident and you don't actually really want to use that. You can just go to the remove attachment button here, and that will take it off your email message and again when you're finished, you just send that out as you normally would, and everyone that you sent that email to will now have access to the file that you attached . 15. Attaching Contacts and Messages: Now that we know how to attach our regular files to an email message, I want to go further into something that I touched upon in our last video. Then that is attaching actual outlook items to your emails. Now again, these outlook items differ from your traditional files and that they are either email messages themselves, contact cards or calendar slots. So I'm gonna show you how you can attach each one of those to a blank email and how that process actually differs from just attaching your traditional files. So from our actual email, I've just created a blank email here. We're gonna be focusing again in this include section specifically on where it says attached item. Now, if you hover down here, the first item here is business card. This is attaching one of your contact cards, so we'll click on other business cards, and as soon as you do so, a list will appear of your contacts that you've already created. And you'll notice this sort of business card preview that's actually created from the information that you've input onto a contact card so you can select from any of these toe actually attach to your email. And as you can see, some even have pictures. So we're going to use Let's go back and input Carlos Perez here. Also, you do have the option of looking in your different contacts. Folders. If maybe you have some other ones that might be connected to your outlook, the world's click on OK here and you'll see that this is attached to just like any other file. Except now it looks a little different and that we have a business card within the body of our email as well. Now you can see this is a different sort of file format than you might be familiar with. And if you click on this, we have a few different options. We can open this, which will show you more of information about that actual contact. We could upload this again to one of our cloud accounts. Quickly print this information or save it as now. If we want to just remove this for now, we'll just click on remove attachment. But you can see that the actual business card is still within the body of the email Now. That's just because when we actually input a business card or contact card into an email. It actually copies the contents of that card and adds it as almost a picture into the email body. So when we get rid of that attached item, that picture will remain unless we also delete the picture. So let's just go ahead. Highlight that, and we'll just backspace. Now we'll go back to attach item and we'll go to calendar. Now this opens a different dialogue box with some different instructions. Now, this is to specify the calendar info that you want to include. So first we have to pick one of the calendars that is created or connected to our account. And for this I'm just gonna use my personal calendar, and we can choose to actually attach the entire calendar or just for example, today. Or we could actually do tomorrow, the next seven days or the next month. Now, you can also specify a date, slot or dates, for example, multiple dates and arrange to be able to send along. And then from here, you can choose the amount of detail that you want to actually attach to that calendar slut . Now that could be full details, including your availability and full details of any items that are on your calendar. During that time, you could boot or do limited details here, which actually includes the availability and subjects of the calendar. Items on Lee. Or you could just show your availability on those days, and it will actually be shown as either free, busy, tentative, working elsewhere or out of office. So thes three options just correspond to how much detail you're looking to give the recipients of your email. Then you do have some advanced options here. You could choose to include the details of items that have been marked as private. Now this is up to your personal preference, but if you've marked something as private, it's usually because you don't want anyone else to see what that includes. So if you're sending this to an individual who may be involved in that event, then you can actually check this to include those details. But if not, I recommend leaving this unchecked. Then you can include your attachments within calendar items as well, if you would like. And finally you can choose a different type of email layout. Now this will actually show a list of the events that you have during that timeframe, whereas this will show your daily schedule. So if I click on OK here, calendar personal you are saving does not contain any appointments. Do you want to continue now? That's just because I did it for that small time frame as an example. So I'm just going to say yes here just so you can see what it will look like when it's put into an email. Now in the body of the email, your calendar will look very different from how it looks as an actual calendar item. Now, this information again, you'll just be giving to any of the recipients who are connected to this email, and they'll actually be able to then open this and maybe add this to their calendar. So again similar to what happened when we put in our contact card. This is an image that can be deleted without actually affecting the attached file, which has been now attached to this email. So this calendar item, we could then actually import into someone else's calendar if they have this item, and again we have are same options down here. We could just choose to remove that attachment at the end. Then finally, if we attach an outlook item, we can actually choose from all of our connected folders and accounts to select an outlook sort of email or folder to actually attach to this. So, as you can see, we can go through each of the emails that we have down here. And we could just click on which ones or multiple that we'd want to attach to this email. And we can choose if we want to insert this as the text only meaning well, actually, insert this email into the body of our current email, or we can insert this email as an attachment. So, for example, we could reference this email in the body of our current email and just used the attachment at the end. Now, when you're actually creating any of thes sorts of actual items that you're putting onto your e mails, you can actually access all of those just from the include section at any time so you can access again all of the calendars that are connected on my account. Here I get access all of the contacts that are connected to my account and you'll see now that I've actually attached. Carlos Prez is Contact card to this email at one point he's in that quick list. Here we go to other business cards. You'll see. I have my Contacts folder, Ethan, I T Contacts Folder and Persons Metadata Online Archive folder, which actually takes from my online sort of connected account as well. So again, you have access to all these items across your outlook connected accounts as well as your Microsoft Office connected accounts, which would be like your one drive or any other cloud service. When you select any of these items, they'll be input into this email. And just remember that you'll have a copy of that in the email as a picture as well. So if you want to delete those pictures, but leave the items you can do so or vice versa. 16. Proofing Emails: If you remember back to the beginning of the course, I mentioned how important it is to proof. Read your emails before you send them, especially if you're being or they're being sent into a professional workplace. You had to be sure that all your things air correct before you send that along. So what I'm gonna show you right now is just how you can go through and enable the spelling and grammar checker in an email so that you can check to make sure that it's completely proofread and okay to send out before you send it. So I haven't email open right now, and you'll see if you just look at it right here. Some red underlines here and now. This is if you've ever used Microsoft Word, something you're probably very familiar with. This is how Microsoft notes something that's incorrect, either with spelling or grammar. Now we could go through and right click on each of these words individually in order to access a list here of options for maybe auto, correcting that word or going through and ignoring that word if it's actually something that just hasn't been input into Microsoft's dictionary. Now you also have an option for adding that to my dictionary so that it won't be considered incorrect the next time that you see it. And you could do this, Toe added to auto correct as well, so that if you make this mistake, it will correct it for you immediately. And then again, you have options for smart. Look up. If you want to look up a certain word, maybe see if there's actually something about it online, or you could choose to translate or even link this word. So again, you could do that for each individual one. Now, if you have an email that has a large amount of typos now this one has just three. But maybe if we had something larger and we had to go through and make sure we could proof read the entire document, we'd want to enable our spelling and grammar checker in order to go through each of these one at a time. Now, normally, you'll start on this message tab here when you open an email. But in order to enable the spelling and grammar checker, we're gonna navigate over to the review tab so we'll click on that up here. And then we're gonna look at this proofing section. So you just click on spelling and grammar. You'll notice a dialog box that will appear with some options available for actually going through and either ignoring these, adding to dictionary or changing them as we did before. Except this time when you go through each of these, you'll actually go through your entire document and we'll comb it for any sort of errors that might be there so that you can do them all in this one space. Then, once it's complete, you'll get a message from Microsoft saying that the spelling a grammar check is complete and you can go and send your email. Now we do have some options here. You'll notice in the bottom left corner. If we click on them, it'll take us into the back end of Outlook to actually change some of the options of how auto correct and our spelling and grammar checker work. Now you can go through each of these. I won't go through them in depth right now, but you can actually go into this and change some of the auto correct capabilities for your computer. Then you have options here for when correcting spelling in Microsoft Office programs. Now it's important to note this little phrase right here in Microsoft office programs. Which means this is a cross or rather will take place across the entire Microsoft office suite, not just in outlook. So just remember that if you change these, you might see these changed in word PowerPoint or excel as well. And down here, you have when correcting spelling specifically in outlook, you have some other options. I was gonna click OK, there and again. You can go through each of these one at a time here and make sure that your document is okay to send, so I'll just click on change here. Thank you. Change to please and change to them. And there we have it. Spell check is complete and my email is good to send. Now, some other options we have in this review tab we have the ability to access if tha saurus, which would allow us to look at different possible ways of saying a certain thing. We have word count, which displays some sorts of statistics about the email that we have created, and then we have options for checking for accessibility issues. If maybe this email couldn't be sent to a certain group of individuals, either those who were hearing impaired or visually impaired again, you could do smart. Look up here and again. You have options for translating either a specific item or word or selected text. You can also set your proofing language so that Microsoft actually pulls from a different dictionary. If you've been using a different language to type, so as you're going through with your emails before you send them again, just make sure that you proof read, and you make sure that all of those errors air dealt with before you send that out to one individual or a group of individuals. And all of those are. All of these sorts of settings and features can be found in this review tab of your ribbon , so just check that out before you send your emails and make sure that everything is a OK 17. Understanding Outlook Folders: folders in Microsoft Outlook. What are they? And why would be used them well, similar to how they work in any other program or in the file Explorer and Windows 10. You'll see that folders in Outlook are ways that you can organize all of your e mails. So, Justus, you would organize any of your files or data in any other way. You can organize your e mails by creating these folders in your inbox. So I'm gonna go through and show you how to create folders and name them. And then how you can actually do some sort of modifications to each of those and maneuver them around your interface, as well as showing you some of the folders that are already pre installed into the outlook interface. So from our inbox here, this is where your placed. As soon as you open up the outlook program, we're gonna be focusing on the left hand side here in the navigation pane. Now, from the get go, you'll see that I have these three connected accounts. So initially, this is where you'll see all the accounts that you have connected to your Microsoft outlook . So first I have my primary account, which is Ethan dot Kane, a remar dot com. Then I have an online archive account that's connected, as well as a SharePoint Lisk account that's connected through my one drive cloud account. So if you hit the arrow next to any of these, you'll see that it will fan out sort of a folder hierarchy Now. Initially, you'll see all these folders, which were pre installed with outlook. And those include your inbox, your sent items, your deleted items, archive and so on. Now any of these that have this small icon next to them. If you click on that, you'll see that will fan out further into more sub folders. Now, this is how you get a folder hierarchy, and you'll see that within my inbox. I've actually created some folders for myself, and I've actually put some e mails into those folders, and I had to have some unready emails and each of those as well or in some of those rather , you can see I have 16 unready males, my weekly digest folder, for example. And now if you click on any one of these folders, you'll see all of the emails that are located within each of those, and this again is a way that it makes it a lot easier to organize or filter emails even further. Now, if you want a maneuver, some of these folders around you can actually move them. If you just left, click and drag, for example, you'll see this black line will appear. When I'm between folders. I dropped my folder there. It will immediately be placed elsewhere on the screen, and if I actually place it inside of another folder, you'll see that it will say, Are you sure you want to move the folder? Microsoft teams Inside the Folder Weekly Digest. This makes it a sub folder of Weekly Digest because they know for now, but you do have that option now. If you right click on any of these folders, you'll bring up the folder contextual menu, which gives you all sorts of modifications that you can actually make to each of your folders. You could open this folder in a new window. For example. You could create a new folder inside this as a sub folder, rename the folder copy and move that folder to lead the folder mark. Everything in that folder as red or clean up the folder, which was akin to emptying your recycling bin. You can delete everything in that folder where you can add that folder to your favorite section at the top of the navigation pane and then finally confused to move this up and down in your folder hierarchy as well as view its properties. And if you want some more options for each of your folders here, you can navigate to the folder sort of tab of the ribbon here at the top. This will give you all of those contextual menu things and mawr. As you can see, you have more options here for older properties, for example, as well as some additional options for cleaning up your folders right here. So as you go through your outlook inbox, and as you start to get more and more emails, I recommend that you use folders so that you can organize all of the emails that air incoming into your inbox in a much more efficient and effective manner. 18. Organizing with Folders: So we've given a brief overview of folders in outlook and what they are and why we want to use them. But now let's dive a little bit deeper into some of the features that they actually offer us in outlook and how we can actually make it so that our e mails can skip our inbox entirely and just go straight into these folders for further organization. So from our email inbox, we're gonna be focusing on the left hand side that navigation pane once again. And this time I'm just gonna be focusing on these folders that are already sub folders in my inbox. Now, if I right click on any folder that's over here, including my inbox, for example, I can create a new folder as a sub folder of that folder. So you'll see if I click on my inbox and I click new folder Now, right below that, along with these other sub folders, I have an option to create another folder. Now, what I'm gonna do is create a folder from a caffee here. Now, McAfee is my anti virus and anti spyware software, and I may get promotional materials from them that I don't want to clog up my inbox. So let's just type McAfee here. And, as you can see on the right, I already have an email from them that came in on Monday here. Now there's a couple ways I can drag this from my inbox and actually place it into that folder. And one way is by clicking and dragging. As I said, you could just drag it over to McAfee here and drop it in, or you can right click on the email itself, and you have some other options. Now, if you go all the way down to where it says, move, you see right here you have an option to move it to McAfee as well as an option to move it to another folder. If you don't see McAfee there at the top, then you'll see over here if you click on the caffee right now, it says there's nothing in there. But if we dragged that email in or we went through the move section and the contextual menu , we then notice that that email was actually placed there and taken out of my inbox. So we go into McAfee here and there. It is at the top, as you can see. So then, if we go back to my inbox, we do have options for doing that with multiple emails at one time. For example, if you shift and click, you can grab a group of emails. If you want to move them all at once, or if you control click, you could grab some emails that may be separate from one another if you want to grab a group and actually put them together. So those are some ways that you can actually drag and drop your emails and place them into your other folders for further organization. Now let's say that this folder was something I no longer needed. If I wanted to delete that folder, all I have to do is right. Click on it, go down to where it says Delete folder, and then we'll give me this sort of warning, saying, Would you like to move McAfee to your deleted items folder? If I say yes, you'll notice if I go to deleted items and click on this that I actually have McAfee in my deleted items folder as a deleted item. Even though it's a folder now, What this means is that I still have access to this folder before I delete it. Now this is like a recycling bin and that you could actually see what's in this folder still, and access it before it's completely removed from your outlook server. So if you accidentally delete a folder, you can still find it in your deleted items folder here. But if it's something you want to delete for good, just go back to delete folder there and we'll say, Delete this folder and everything in it and all you have to do is click on yes, And then if you go back to your inbox, you'll see we don't have that folder anymore. And Onley that replica here is in the deleted items folder, so actually, we can delete that as well, cause it's just a copy. Let's go right click on it Delete folder, and we can spruce up our inbox in that way. So again you can create as many folders as you would like. You could organize them in any way that you would like and drag and drop your emails, or click and drag them in a swell or even use that move command in the contextual menu that we discussed. So again, this is a great way to organize your email inbox, and I highly recommend creating all these folders and making sure you have a good folder hierarchy going so then you can have the utmost organization in your inbox. 19. Creating and Editing Favorites: There will come a time when you're using Microsoft Outlook, and you find that you have so many emails that you need to create folders in order to organize them. And there will also come in time when you're using outlook, where you'll find that you have so many folders that it's hard to keep track of even those folders. Now. What you can utilize at that point is known as favorites, so I'm gonna show you how you can access your favorites within outlook and how you can actually modify what's in your favorite section of your navigation pane. So from your email in box, if you focus on the left of the navigation pane, you'll see probably by default, a favorite section of at the top with usually your inbox and sent items. Folders. Now favorites are just folders that can be easily accessed at any time from this one location in the upper left here, and they could be anywhere in your folder hierarchy. So let's say, for example, inside my inbox, I have one of these folders which also had some sub folders, which then had sub folders as well and maybe that sub folder way at the bottom of that hierarchy is something that I want to be accessing. Quite often, I can actually right click on that folder, for example, and go down toward says, Add to favorites. As soon as I do that, you'll see that it appears at the top here alongside my other favorites. Now your favorites here, if you right click on any of these, are treated just like any other folder. So you have the options that you would for any other folder here, and you can also just right click on removed from favorites. And that will save you some space in your favorite section for another folder that you might like to add now your actual favorites here. If we go to the folder section, we again have an option to add to favorites. So let's go. We'll add in clutter and we'll add in Microsoft teams. And let's add in budgets as well. So you can see my Favorites menu is getting a little large there. But if these are really the only folders that I find myself accessing quite often I can actually just narrow myself down by going all the way down here and leaving just my favorites open. So if you're getting to the point with using outlook, where you find that you have so many folders that it's even hard to keep track of those, I really recommend using this favorite section so that you can see all of the folders that matter to you the most right here when you need them. 20. Utilizing Focused Inbox: one of the newest features and Microsoft Outlook, which adds even an extra layer of organization to your files and folders and emails within Outlook is known as the focused in box. Now, this is not always enabled by default. So I'm gonna show you how to actually enable that in Microsoft Outlook 2019 and some of the ways in which it alters how your inbox deals with all the emails and items that it receives . So from your general email inbox, this is the view that you see as soon as you start outlook, we're gonna be focusing right here in the in box section where it shows your e mails. Now you can click on each one of these as usual, in order to open up that preview on the right hand side. But we're gonna be doing is focusing up at the top here. Now you'll see the way that I haven't set up right now. It says all and unready. So I already have options to sort my emails here right at the top between all of my emails and only the ones which I have that are still on red. But what we're gonna do is enable the Focused inbox, which will overtake thes two sections Now, in order to do that, we have to goto our view tab of our ribbon at the top. Click here and just click on this large button where it says show focused in box. Now, as soon as I do that, you'll see that these two have changed from all and un read too focused and other. Now, if I switch between these two, you'll see these air. Different items then were there before where I had all and just on read. The reason for this is that Microsoft has now intuitively taken my inbox and split it in two. Now, effectively, I have all the emails that Microsoft deems important to me within my focused inbox. And I have all those other emails within this other inbox now as ah, use Microsoft Office and as I use Outlook with focused inbox enabled the algorithm which decides what is actually important to me and what is not will get better over time. So as I have this on, you'll start to notice that what is actually deemed important to you will change over time . Based on your habits. Now. In the beginning, if you find things in your focused in box that you don't think should be there or that you would like to actually move to your other inbox, all you have to do is right. Click on those emails and go down here to where it says, move to other and always move to other. Now, this is the way in which you can manually assist Microsoft's algorithm and actually getting a little bit better. And seeing how you tailor your in box, we can just click on, Move to other there and you'll notice that that's moved to over here. So again, I recommend having the focused inbox on so that Microsoft can learn from your behaviors and your patterns with emails so that you can actually organize your inbox automatically. 21. Adjusting Reading Options: as I've mentioned before, Microsoft Outlook comes equipped with no shortage of customization options available for you as a user. Now, in this video, I want to discuss in particular how you can change the viewing or reading options within the email component of outlook. So from our email inbox here, this is just the general layout, and this is the default view that everyone sees when they open their outlook for the first time now, if we wanted to customize this, we would need to navigate to our view tab on our ribbon, and we're gonna be looking particularly at this layout section over here. On the right hand side, you'll notice it has a section for folder pain or navigation pane reading pain and to do bar. And you're kind of see how these actually are shown on the screen based on their icons here . So the folder Pain, otherwise known as the navigation pane, is on the left hand side here, and it shows all of the folders that are connected to your account. Then you have your email items or outlook items in the middle here and on the right hand side. You have your reading pain, also known as the preview pain, which actually gives you a preview of an email that you have highlighted this to do Bar is something that it's not enabled by default, but you can enable it at any time in order to actually pull in one of the other components of outlook, at least in a smaller view that allows you to, for example, take a look at your calendar while you're taking a look at your emails. Or you can look at certain contacts while you're looking at your calendar, or bring in your task list while you're looking your emails as well. So we're gonna go through each of these individually, and we'll start with the folder Pain Now again by default. This is your normal view of your folder pain or navigation pane, but you do have some options in here you have minimized, which just pulls in as soon as this loads. It pulls in that sort of navigation pane into this smaller sort of window over here, and so you'll notice now. But we can only see my inbox and my sent items folder. Now I can actually access each of these very easily just by left clicking as we would normally. But in order to access the rest of my folders that are either housed inside my inbox or aren't my sent items folder, I have to actually click on this to expand or fan out our list. Now you see will have access to all of these. But since it was minimized before now, you'll notice that the full view of the navigation pane actually covers over some of those emails or other outlook items in the centre pain there. Now, if you don't want that to be the case, you can always minimize this again. But you can always choose to pin it again as well. You'll notice once that loads that it just brings us back to our default view. And now, if you don't want to navigate to the view tab in order to actually change this to that minimized view, you always have the option of clicking on this small arrow up here which will just minimize that down. And just like we minimized it, we can maximize and pin it again. Next we have our reading mein now again by default. This is enabled so that you can get a preview of your emails on the right hand side here without actually having to double click on that email in order to pop it out in its own window. So close out of this, we actually have an option for changing where this is located. So I know some people who like to have this on the bottom of their screen, and with this you actually have the ability. If you'll notice by, hover my cursor over here, you'll have the ability to actually drag and size this to your liking so we can pull down our preview pain all the way down here, for example, and see some more of our emails. Or we could pull it up the other way, see less of our emails, but more of a preview. So again, this is just a personal preference. But I like to have mine on the right hand side now. We can also choose to disable this entirely. Now, if we disable it, you'll see that the email items themselves now take up the entire space here. But we can see a bit more information about those email items we can actually choose to which you'll actually find out another video about how we can actually arrange these email items. So we have different ways that we can arrange these. We can actually change the categories or columns that we have at the top in order to arrange them in different ways. So some people like to be able to see a preview of their emails. But some people like to have access to these other options for actually sorting their emails. So again, personal preference, whatever you prefer, you can just go in here and change that at any time now. We also have options in this section. So for the reading pain options we can mark are items as red when they're viewed in the reading pain. Which means if our reading pain is open and we actually highlighting email, it will remove its unready symbol because it will consider it to have been bred as you highlighted. We could mark an item is red when selection changes, and it was a very similar thing. Single key reading using the space bar allows us to actually cycle through our emails just using the click of the space bar, and then you can actually turn on automatic full screen reading in a portrait orientation, and this is in particular helpful. If you have a touch enabled device such as a tablet, let's click OK there and we'll go back to putting this on the right hand side because that's what I prefer Now. The to do bar can be very useful, but it also can sort of be a hindrance, and I'll show you what I mean by that. So this allows you to, as I said before, pull in another component of outlook into this one. So let's say I wanted to add my calendar component here. This adds a new pain or a new bar on the right hand side that gives me a snippet of my calendar up in the top here. But as you can see, when I do that, with all of these other pains enabled in the way that they are, it doesn't actually leave me much space here, and it might look a little too cluttered for you. It does for me. So what I could do to actually deal with that is I could change where my reading pain is, or I could minimize my folder pain, for example, and keep that to do bar up here now, what's important to notice. You can also add multiple sections of this to do bar. So if you'd like to add in all three of your outlook components alongside your main in box , you can do so. So when you get a little bit of a view into each of those and you can actually look for your contacts, for example, you could cycle through the dates of the upcoming month. Or you could look at some of your to do's that our upcoming. Now, if you'd like to get rid of this at any time, all you have to do is press on the X here. And if you'd like to resize these in any way, as we were doing with our reading pain before, If you hover over here and you'll notice your cursor change, you can grab that sizing handle and move that any which way. So I'm just gonna disable that for now, and just click it three times to get rid of each of those. So again, as you go through using outlook, make sure that your customizing your experience to your needs it can be very helpful for you to actually alter how the default view is set up if there's a certain way that you know that you prefer to go through your emails and other portions of your outlook. 22. Using Conversation View: now, if you used instant messaging or you've used another email client in the past, you're probably familiar with what a conversation is or what a thread is. But I want to show you actually how we can change the conversation settings that are enabled by default in the outlook program to suit our needs. So from our email inbox, you'll see on the left hand side here that I have an email already selected. Now I want you to notice on the left hand side of this email itself, there's this small arrow. If I click on that arrow, it will fan out a couple of emails that are within this one sort of umbrella. The Friday meeting. Now this is what's known as a conversation. This is a conversation how it's shown in outlook. Now. What this means is that this is an email chain that I started with another individual or a group of individuals, and all of these emails are then related and pulled into this one. Conversation based on the actual subject of the email. Appear so as you'll see that umbrella term before Friday. Meeting comes from this right here. Now you'll see I actually have multiple conversations here got three right in a row, and the conversation view is enabled by default just because it makes it a lot easier to keep track of e mails that actually have a lot to do with one another. So specifically emails that are in one chain, for example, you can see that entire chain in one place without having to look through those each of those e mails. Let's say that Ellen sent me an email last month that was in that same chain. I wouldn't want to go back through my email inbox to last month in order have to find out email if I could see it all in one location. But if for some reason you do actually want to disable that conversation view, or if you'd like to sort or arrange your emails in another way, you do have the option of doing so now. In order to do that, we need to navigate over to our view tab here, and we're gonna focus right here where it says messages now, as you can see, show as conversations is on again by default. But if we select that, you'll get a little notification from Outlook saying that this will not show messages arranged by conversations in and then you can say all mailboxes or just this one folder. So this is important to keep in mind, because if you just do this folder and then you go to another folder, there will be conversations in that one. So this could get a little complicated if you've enabled it on certain folders and not on others. So I would say either enable or disable it across the board. So we'll do that for now, and you'll notice right down here where those conversations were before. Now we no longer see those actual conversations, and we only see these particular emails. So we just have this forward Friday meeting email. But we don't have the other email that was actually from Ellen here for Friday meeting we do down here. But again, if this was sent way later on, or rather way earlier on, we would have to go way back into our email inbox in order to see it. So it's very helpful toe have things enabled with conversations to begin with again in order to just keep track of all those emails, especially if you have a large amount of conversations going at once. You do have some conversations settings also available to you. Here you can show messages from other folders, meaning these emails that have these conversations can actually be pulling conversation bits from other folders. So let's say that there was a certain email in this conversation that I wanted to categorize in a folder specifically for Ellen Wilson. Instead of having to actually go into that folder with in my in Box, I could just go into my in box and see that email still here. Now we have show centers above the subject. This just makes it so you can see who is involved in the email chain right above the subject line. We have always expand selected conversation, which means that that will always be fanned out so you can see it's a little bits and pieces. Or we could use the classic indented view, which is an older view that outlook used for its conversations. And all of these choices are again just up to your personal preference. Now, when you arrange your emails over here, you'll see that there's conversations in parentheses around this date section. Now, this is because you can Onley actually organize your emails into conversations if they're organized by date. So if you change, any of these views are conversation view will be immediately lost. So keep that in mind as you're going through and organizing all of your email inboxes. Because if you change those arrangements settings, you'll no longer have access to your conversations in the same way as you would if you were just using the date and conversation view. So again, very easy to find your conversation settings there right on the view tab in this messages section, as well as in this arrangement section, and I encourage you to go through and change this according to your needs and according to your personal preference. 23. Filtering and Sorting Messages: outlook is a very intuitive program when it comes to managing your emails. Now, it may seem like it does all of this automatically for you and makes it super easy for you , especially if you're just starting out and using outlook. But as you start to use outlook more and more and maybe you add on s'more email folders and you maybe add on some new accounts to your outlook, you'll start to notice that things may get a little convoluted. Now, when that happens, you have further options available to you beyond the defaults in order to actually filter and arrange your email in boxes and folders in a way that makes sense for you. Now, if we're looking in our inbox here by default, you'll see that our emails are organized by date and again, you can find that at the top here as I'm hovering over this and you'll see that it's in descending order. So the newest is on top Now. If we just click on this, you'll see immediately. It does a reverse sort here so that our oldest emails are up at the top. So depending on what you're looking for in your email list. You may want to actually enable this. Now, if we click on by date here, you'll immediately see a massive list of filtering arrangement and sorting options. So for filtering first, we can choose to enable a filter by either all nail that we have specifically are unready emails or specifically, male that we have been mentioned in or have mentioned other individuals in. Then, after we've picked a filter, we can pick all sorts of arrangement options here or pick from all sorts of arrangement option. Now the default is this date or conversation view, which we just discussed in the previous video. But if you actually change to one of these other views, for example, now you'll see that we're actually grouped in here by individual or by group. So you'll notice that all sorts oath my contacts are now groups within my inbox. So if I fan out any of these particular groups, and as you can see, I was actually just combining them all together just to show you here, if I take any one of these and I fan it out, I can see all of the emails that I've received from Carlos for example, so that could be very helpful. If you're looking for a particular email from a certain individual or if you're looking for a group of emails from Santa individual, we also have the two option, which you can see e mails that we send to another individual. So that's actually grouped by that, that we could group it by categories which are created these color categories that we make ourselves. And so, as you can see, I don't have too many categories here. I do have one for Ellen. I have one for H R and have one for sales, so you'll see these colors here and the names that they correspond to. And then you'll see whatever emails that you have chosen to categorize with that color. And then, of course, we have a section for none, which is pretty large here, So if you use a lot of color categories, this could be a very beneficial way of arranging your e mails. I don't, however, so this probably isn't one that I would like to stick with. We could choose to organize it by flags. That is, if we flagged a certain email for coming back to later. Or maybe we created a certain task based on an email. We can actually look at the flag start date or we could sort it by due date as well. Then we have options for a sorting by the size of the email. Perhaps that had an attachment that made it a larger email so the larger ones would go on the top. We could sort by the subject of the email he type. Now. This is not necessarily type of email. This is type of outlook item. So this would be maybe a calendar invite. Maybe it could be a contact. Maybe it could be a task you were assigned, so it doesn't always have to be an email item, so it could be helpful to actually sort by type. If you're looking for a particular sort of outlook item, then you consort by whether a non email has attachments, what account that email came from, and the level of importance of said email. And then finally, we have options for sorting again. We could do the ones on top that we had before, or we could actually switch it to have the later ones be on top now that can be enabled for any sort of arrangement you have here, so you can always do that reverse sort. If, for example, you're doing it in alphabetical order, you could start from Zia's Well, if you needed to find something at that end of the alphabet. So you always have the option to do a reverse sort or reverse filter. So again, as you start to go through outlook and you start to use it more and more, your email inbox will start to get filled. And as it starts to fill up, I do suggest you go through all of these options so that you can filter your email, arrange your email and sort it in a way that works best for you. 24. Organizing Emails with Color Categories: as we've already discussed, there are a multitude of options available for you within outlook for filtering and sorting your email messages. Now one of those we've yet to discuss is color categories, and these could be very useful, especially if you're on a team or you're working with the group on a certain thing. You can actually categorize all the emails that you receive from that team or group into a certain color and denote all of their importance. It in that way now from our inbox what we're gonna do is just navigate on our home tab up to where it says categorise. We're gonna left click there and you'll see all the categories that we've created here and some of the ones that have already been generically created for us, which are just thes collar categories that just say orange category, purple category and red category. So we're gonna do first is goingto all categories here, and outlook will prompt you, letting you know that this will apply to all items in your selected conversation. Now, you may not see that if you're not selecting a conversation, but I waas. As you can see, I was highlighting this at the top here. So it just popped up notifying me that would actually apply to everything in that conversation if I were to apply a color category. So it says to assign color categories to the currently selected items, used the check boxes in each to next to each category toe edit a categories like the category name and use the commands to the right. So if I selected maybe a couple of these, these three categories would now be applied to everything within my conversation. Now I see here we have a category specifically for Carol. But let's put a category specifically for Ellen. As we can see, these conversations came from Ellen. So what we'll do there is just create a new category here will type in that name. Well, type Ellen, and then we'll just select a color here. Now this color is just completely up to you. It's personal preference. I'm going to say we go with this dark maroon color here, and then we can also select a shortcut key, which means that if we find emails that are from Ellen, we can actually apply this color category quickly by using these shortcut keys rather than going up to that categorized button and selecting the category that way. So I'm gonna go down and just select control and f 10 We're gonna click, OK? And you see, that's added. Here is a short cut key. Ellen has now added at the bottom, and we can actually just choose to add that to this conversation. So, as you can see, this is denoted right here with this purple color of this dark maroon color now in your in box. And then the email itself also has that d notation at the top here, a bar showing the color as well as the name of the category. So, as I said before, you can apply multiple categories to these. For example, we could add Carol to this as well if she was a part of this and we could use this bar, then to see the multiple categories that were put onto this one conversation, and we would see the multiple categories over here next to each other here. So I'm gonna remove Carol. But let's say we want to add a category for Ethan. Here is well, because he's also part of this conversation Now I know that technically, I'm sending emails as Ethan, but we might want to know the emails that come back to Ethan as well. Let's put that in. Will use that gold color. There is that short cut key F 11 click, OK, And OK, and there you have it there, right next to each other. So you know that they're both part of that conversation. And if you find that you're done with the category, you no longer are using it or it's kind of out of date. You can just go to that specific category, highlight it and click on delete. Are you sure you want to delete the category? Ethan, The leading this category removes it from your category list but does not affect your previously categorized items. Now that's important to note, because that means if I remove my category here and I click OK, it still is applied to this item, which means that even though I remove that category, I can still see that it's categorized here, so removing a category actually won't go in back. Or rather, it won't go back and actually remove those categories in all the emails that you have retroactively. It will only be removing the category for emails that you're going to receive and emails that you could then add that Category two. So if you actually find that you want to go back and re categorize those items, you'll have to do so manually. For those items that were categorized, you can have an unlimited amount of categories here or at least many categories as you have colors, and you can always set that quick click in order to single. Click on the categories column in order to select a certain category. Now that could be helpful if you know you're going to categorizing a lot of items. As I had said before, If you have to manually go back and re categorize your items, you can use that quick click or your shortcut keys as well. So that categorizing option really helps you enable even further filtering and sorting options so you can actually add that in. For example, down here in your arrangement options you can arrange by the categories that you select. So it actually will show you here which category is being selected, and right now we have just none, and then we have that HR category we had in there you may have noticed when he pulled down the menu and the sales category. So if we had other categories down here, we could see all the emails and email conversations within those categories. So go in, create your categories, create the ones that work best for you and go through and make sure you're organizing your emails so that you can categorize and filter and sort so that you can find all your emails in one easy to access location. 25. Using Follow Up Flags: as you receive emails and outlook or email items, you may find some that require further action. Now, if this is the case, you can set what's called a follow up. Now this will be in the form of a follow up flag or some other kind of tag that denotes that an item has some sort of further action that needs to be taken. And what I'm gonna show you in this video is just how we can access those flags and how we can customize them so that we can note what action needs to be taken and when. So from our email inbox here, if you hover over any sort of email item, you'll notice a couple icons will appear. You'll have this red X, which allows you to delete this item, and you'll have this red flag, which allows you to flag as it to do. If you just left click that, you'll see that it just sets some generic sort of details for that flag. Now, if you want to customize thes details, we have to take a few extra steps. What we're gonna do is we're gonna right click on this flag icon to bring up a contextual menu. Now, this allows us to change when this flag is do so right now, we just have it do today. We could also said that two tomorrow, this week, next week, No due date or custom date. Then below that, we can choose to add a reminder for this flag to market as complete or clear the flag and much the same way we did when we were actually going over the color categories. We have this quick click option which allows us to single click on the flags icon in order to add the following flag so we can actually change this to anyone. And if we have a list of flags that we want to be able to mark complete all at once, we could just go down that list and left click with this complete selected. So we're just gonna cancel that for now. And we're gonna right click on this, and we're going to clear this flag and then I'll show you how to access flags from your ribbon. Now you can access your flags from the tags section of your home ribbon. Now, alongside the follow up flags, you have your categorized options, which we've already gone over. But they can be useful for flagging your items in a different way rather than follow up. So if I going to follow up here, you'll notice this is the same contextual menu we had when we right clicked on the flag over on the item itself. Well, what we're gonna do this time is click on custom. Now, a little dialogue box is gonna pop up and it's gonna tell you what flagging and item will do for you, and it's gonna let you change what that flag is. Four. Now the default is for follow up, but you have all sorts of other options available in this list. You could flag for calling, for example, Flag as do not forward flag for your information flag as to forward flag with no response necessary, etcetera. There are more options available to, so we're just gonna leave it as follow up because that's the most generic type. And then we're going to select our start date here. We're gonna leave that as today, but let's set a different due date. How about Monday? Actually, let's set it for Tuesday because Monday is a holiday, so we'll push it out one more day. Then we can also go down and set a reminder for ourselves, which is a notification that will appear on your computer alongside of sound that will let you know that you have some further action to complete and that your due date is coming up . So let's put that. Let's put that on Monday. Even though it's the holiday, I still want to maybe get that item done low early. Some will push that back to 1 p.m. And then if you collect this little speaker over here, this is the reminder sound. So when the reminder comes, do you can choose to play a sound or do not play a sound? But if you do play a sound, it's this default reminder dot wave, which actually comes from Microsoft itself. If you have another sound file you'd like to replace that with, you can do so just by clicking on the browse button over here and browsing for the file that you would like in order to personalize your reminders. What's gonna leave that, as is all of this is okay, But if you ran into any sort of issue here, or you realize that this is a flag that you actually don't need. You can just clear the flag down in the bottom left. So we're just gonna click on OK and immediately you'll notice here that we now have a flag icon here and this little bell icon denoting that we have a notification or reminder coming up. You'll also see the details for this flag in the body of your email. So before we had just a generic sort of detail, but now we actually have some more, so we can see already. This is a follow up. It will start on Friday, January 18th. That's today, and it's due by Tuesday the 22nd and we'll have our reminder on Monday the 21st at 1 p.m. So this is a very easy way for you to be able to manage your to do's within your email inbox. Now, something important to keep in mind is that these flags are different from tasks on your to do list. Now, if we go over here, you'll see that these do not show up in this task list. Now you can make a task in the list and assign it to an email item. But if you actually want to just be able to finish tasks that are relevant Onley to particular emails, what you can do is just set those follow up flags. So you know that you need to follow up on that email or some sort of item within that email . Now we can add follow up flags, toe any email or conversation, and as you can see what we added, our follow up flank here, too, in the beginning was actually a conversation and not just one email, which means that multiple emails will be flagged with this do noting that further action is necessary. You can also choose to actually arrange your emails by your color categories, as we did in the previous video, but also by your flags so we could do it by start date down here. Or as I like to do. We could do it by due date, and this actually gets a little more useful. This will show you if you have a lot of flags coming up when they're do so. As you can see down here, we actually have two flags that are due today, one of which we completed. This other one is still do. And actually you can see it's overdue here because it's in red, and then we have that one coming up next week that we just created. So if you want to see all your flags in one place, there's no need to navigate over to that task section of your outlook because they actually won't be housed there. I recommend that you just add this arrangement option here and just denote that you'd like it to be to the due date so that you can see all your flags in one place. Now you can set as many flags as you would like, and it can be very easy to navigate through all of your flags using those sorting options, as I had just discussed. And when you're done with your item, all you need to do here is to market as complete, either by left clicking or by right clicking and going down to that mark complete icon. Once you've selected that your follow up is good to go, it's been completed, will say it's completed today and now you can sort and filter this item away so that you no longer need to see it 26. Searching for Messages: As you become more familiar with Microsoft Outlook and your inbox starts to fill with emails, you may want to use the search function in order to narrow down some emails that you want to find. Now, you can couple your search function with the filtering function that we had used previously , as well as the color categories that we had also previously discussed. So in this video, I want to show you how we can invoke the quick search function in any mailbox and then how we can actually do a deeper dive into the functionality of the search feature in Microsoft Outlook. So from your in box, you're just gonna navigate to the top here where it just says, search current mailbox. Now, this is the quick search bar, and this allows you to search anything within the current mailbox center in, or any of these other locations that you congrats by clicking here and just going down through this contextual menu. So you have your current mailbox, your current folder, which differs from your mailbox. For example, if you look over here on the left, you can see that this is my inbox. But we have all sorts of folders within that mailbox, we'll go out of here. And at the top here were in Ethan Keynes mailbox. Ethan, Cannaday remar dot com. So this is the main mailbox, which has all these sub mailboxes as well as folders. So when we go back to our inbox here, which had to be careful that we're looking in the correct location for whatever email we're trying to find now, we can also look in the sub folders as I have mentioned current mailbox all mailboxes which would go across your entire system and all outlook items, which would essentially function in the same sort of purpose or function in the same sort of way. So I'm gonna click on current folder here, and now you can type in a name of an individual. For example, you could type in an email address where you could type in part or a complete subject line . So I'm just going to type in Ellen Wilson. Now you'll see I have two options here. I can search just for the name Ellen Wilson, or I can search for the individual who I already have a contact card for, which is also Ellen Wilson, you can see here. This is the contact card. If I click on that, I'll see all of Ellen's emails to me or to anyone else that I was also see seed or included on. So as you can see, we just have the list of all those emails right here and at the bottom. We see that our search is complete. I'm gonna back out of this. Now, If you click on the search bar here, you'll notice that up at the top here, your ribbon actually changes to a new section which is known as a contextual section called search Tools. Now, this allows you to change sort of the scope of your actual search. So again we have our options for searching within the current mailbox, all mailboxes, current folder sub folders or all outlook items. Then we also have ways we can refine the search over here. Now these are ways that we can kind of invoke some of the other refining features or filtering features that we had used previously. So as you can see, we can filter or refine by who that emails from the subject has attachments which will give you a list of emails that have certain attachment files categorized where you can search for or and refine your search using the color categories as we had used before. We can look for email sent this week. Or, if you grab this little drop down arrow, any of these other time frames we can look at sent to which is sent to either me or see seed not sent directly to me or sent to another recipient. We can look at just unready emails, flagged emails, important emails. And we even have this option for all sorts of other options in or rather other common properties that are available with an e mails in order to refine our search function. And you can even add a foreign field in here if this plethora of options is not enough free . And then finally, we have inability to actually invoke all of our recent searches so you can see I did a from Ellen Wilson search before, so we can actually go back and tap into that search if we need to. And then we have this Section four search tools, which allows us to take a little bit of a deeper dive into the search features. Now, this is a bit more advanced, so I won't go too in depth. But just so you know, you do have these tools available to you so you can actually check the number of items that are remaining to be indexed and your search. If, for example, you're sifting through a very large inbox, you can look in these specific locations, and you can narrow that down. If, for example, you have a lot of locations connected to your outlook, you can look for an advanced find, and you can actually change your search options here, which these options are familiar as they're actually located up here as well. But this is sort of your back end options pain of outlook, which allows you to have all those options in one easy to locate place. So I do encourage you to go through and mess around with your search and make sure that you're able to refine that search, especially if you have an inbox that's starting to overflow. As you may notice, you'll start to lose out on some of those important emails, so make sure you use that search feature, and you can find all of those emails easily 27. Printing Messages: If you have a personal collection of e mails, you may want to print those emails for safekeeping. That's not on your actual hard drive. So, for example, you might want a physical copy of some of your emails just to keep foursome records, for example, or if you're in a professional environment, you may need to hand in a physical copy of a document or handed around, for example, out of meeting. So what I'm gonna show you right now is how we can actually print out our email items similarly to how we would print out an item in other Microsoft products such as Microsoft Word, PowerPoint or Excel. So from our email inbox and outlook here, all you have to do is just navigate to the email item that you're looking to print or the outlook item that you're looking to print because you don't only have to print e mails, you can actually print your calendar items as well. You can print your tasks or you could print your contacts, but right now it's pretty much the same across all of these, So I'm just gonna show you how we can do it in our email inbox. So once you haven't emailed that you'd like to print, what you need to do is double click on that email in order to open it in this new pain. And they were gonna go up to where it says file here and go down to our print option. Now, this will probably be very familiar to you. If you've used another Microsoft Office product, it is exactly the same sort of shortcut keys. So that would be control P. And it's the same sort of layout to get to this page and you'll notice that the print preview is the same as well. So I'm gonna full screen this. And, as you say, we're on the memo style here. And if we want some more options for how to change how this will appear on the print preview, we could just click on this print options. But so from here we have our typical print options, which we can then go to the page set up in order to alter how this is shown on a page, we can define specific styles. If the style we want is not in this list, we can select the number of pages that we would like to print. The number of copies that we'd like and if we'd like to collate, are copies, and we can also set a page range to print. So this does not have to be contiguous, which means pages that are right next to one another. We can actually separate thes pages, so we could, for example, if this was a document of three or four pages, we could print page one and three, for example. Now we can go down to pages here, and the way in which you would do this is, for example, if you want to print one page, you would just type the number one or the number two. Now, if you'd like to print pages in a row or right next to one another, you would then put a hyphen between the two pages. Now, if you want a page that is not next to one another or pages that are not next to one another, you would put the first page Akama and then the second page that you were looking to print and so on and so forth. If you were looking to print further pages, so that's how you select that page range. So it's gonna leave it at all here, and then finally, you can actually choose to print attached files. So if this outlook item actually had an attachment, you could choose to then print that attachment alongside the document itself. And then when you're finished, you just click on print as you would normally, and it will go straight to your printer. If you want to preview again, this will update the print preview for you with any of the settings that you had changed. So pretty self explanatory. Pretty simple, especially if you've used another Microsoft office product. But I want to show you some of the different ways in which we can get to printing. So I did show you that we could pull this out into a separate window and print from there. Now, what happens if we highlight this here and then we choose to print? Now we can do that again by going to file and clicking on print, which this will bring us back to the page we're looking to print. Or we could invoke the keyboard shortcut Control P, as I had mentioned previously in this again will show us that same page. So if, for example, you don't want to dive straight into any of these emails and you'd like to print them in quick succession, you could go through each of these, and you actually don't have to pull it out into that separate pain in order to print the email itself. But you do have that option as well. So multiple ways to print, file and print here and multiple options for changing your page set up. You can see paper here. We can actually change specific paper types or the orientation for our document as we printed, and we can choose to format the title and the field's actual font and font style. And then we can also choose to manipulate a header and footer. If we would like to add that to our document to make it look a little bit more professional now, these are not the full extent of options that are available when printing, and unfortunately, since we're printing in outlook, we don't have the full extent of functionality that we might have in excel or word. But we do have quite a bit of capabilities available to us and outlook. That, as I said before, can make your emails and items that you print from outlook look very professional. So I do recommend that you go through and make sure that your print preview is matching exactly what you would like it to be when you print your document so that all of your documents can be neatly printed and organized for safekeeping as a physical copy. 28. Deleting and Recovering Messages: As you start to notice Mawr and Maury males coming into your inbox, you may start to actually reach the email limit. Now, that limit is a limit of size that your outlook mailbox can actually withstand. Once you're getting close to that limit, which is very large, outlook will start to send you messages notifying you that you'll need to start cleaning up your in box. Now, you can do this beforehand in order to mitigate these messages in order to alleviate some of the pain that goes through the process of actually slogging through your inbox is for the emails you want to keep. So I recommend that you start this process early on. So we're going to show you how you can delete and recover your emails if you need to. So from your email in box here, as you can see, I've got 66 unready emails that I could go through, and I have all sorts of UNWRA rather read emails that I can go through here to select from in order to delete. Now, a lot of these might be some spam emails that managed to go and bypass our junk email inbox so I might just want to get rid of a chunk of these. So as you can see these air from Microsoft teams and they're just really notifying me of some things I already am aware off, So I can really just delete all of these. Now, if you want to delete items one at a time, you have multiple options for doing so. The first is just to click on this red X when you'll see on every item that you hover over . And as you can see as I hover over these, it appears on the right there. When you hover over the X itself, it'll become red. And if you left click, you will delete that item. Now, be careful when you're doing this because you won't get a warning from Microsoft saying that Do you want to delete this item? For example, it will just go straight to your deleted items folder. Now, if you deleted something on accident and you'd like to get it back, for example, if I needed this, I could right click on this to bring up our contextual menu, and I could go down to where it says move and I could move it back to my inbox. This is known as restoring an item from your deleted items folder. You can also do the same thing by left clicking and item. We'll just grab this draft here and you can drag it back to your inbox and you could just leave it there. And then if you go up here, both of those will be back in your inbox. So you see this happen two weeks ago? It's back in my in box here and you'll see this was something we just got rid of a few minutes ago and it's back here again. Now. Another option for deleting is just to use the delete key on your keyboard. So if I left click on this item and I click that key, it will immediately be deleted and put into my deleted items folder. Now, one more way in which you could delete is by right clicking and item. Now you can right click, and you may have seen this actually in the contextual menu before when I was restoring the item. But if you go all the way down to the bottom, there's an option for deleting as well. Now important to note If you delete an item from your deleted items folder, let's grab that when we just deleted. This will actually be deleted for good. So this is much the same way. Or rather, it's set up much the same way as the recycling bin is on the Windows desktop. You know what I mean by that is that this is actually sort of a housing unit for all of your deleted items before they're deleted for good. Now, what you can do here is actually access items that you deleted and say, Wow, this is something that I want to get rid of Or maybe this is something I'd like to keep, But it's important to notice that, or it's important to note that your deleted items folder will be sort of purged at a certain time. So Microsoft may give you a notification about when that's coming up, but it's safe to assume that every 30 days or so your deleted items folder, maybe perched. So be sure that you're keeping an eye on that folder and you're going through and grabbing those items that you'd still like to keep. But if you know that an item is something that you don't want to keep, and you want to empty that right away. You could just delete that from your deleted items folder. Now you'll notice that Microsoft prompts us with a message saying this will be permanently deleted. Would you like to continue? So we're just going to say yes. And now there is no way that we can get that email back, so just be careful when you're doing that. Now, if you'd like to delete multiple emails at once, as we can see here I have these three billing statements for Microsoft. Let's say I'm completely all set with those I don't need them anymore. What we can do is just grab multiple emails a couple of ways in which we can do this. If you hover over the left side of an email, you'll notice this light blue sort of bar that will become a little bigger as you hover over it. If you click on that bar, what this does is actually denote an item as being unready. So you have a quick way to denote your items is being read and unready. And if you want to grab those items all at once and you could make them ready or unready. You could delete them. You could move them as a unit. All we need to do is hold the shift key as we're clicking. So we click on the one we want. First we hold that shift key and click on the last one we want. And you see, it grabs the range of the free there. Now, if we wanted to grab these items one by one, if they weren't right next to one another, we could hold down the control key and then click on each item that we'd like Individually . You can see we can add any items to this selection. And now, similarly, as we could have done before, we can manipulate these items as a group in any way we would like. We could drag them all to one email folder. We could right click and use that contextual menu on all of the's at once. And we can also use our unready and read feature in order to make all of those un red or red at once. So I'm gonna do is I'm gonna grab. These three items were gonna right click and we're gonna make sure we can just delete those . Then when you're finished deleting all the items that you'd like to you can go up here. And either you can choose to recover items that are recently removed from the folder, or you can actually delete your entire deleted items folder. Now, when you empty a folder, you're getting rid of all of its contents. So this will actually permanently delete all the items in your deleted items folder. So make sure that you're very well aware of that. Before you go through this process, you're right. Click on your deleted items folder and you'll go to where it says Empty folder with that recycling bin icon left click. There it will give you one message saying everything in the folder will be permanently deleted. Continue yes or no, and when you're finished, just click on yes, and you'll have that folder good as new for any of the new deleted items that will be ending up there before you do a purge of your mailboxes 29. Using Automatic Replies: Have you ever received an email only to receive a second message afterwards? That said something along the lines of Hi, I'm on vacation in Hawaii. I'll be back next week. Now, it may not have been exactly that, but along those lines now, a lot of us are very familiar with these types of messages, and they're known either as out of office messages or as automatic replies. Now, I want to show you how you can actually create and enable these automatic replies for your own messages in Microsoft Outlook. So from your in box, you're gonna go up to the file menu up here, and then you're gonna stay on this info section. Now we're just gonna be focusing on this little king right here where it says, automatic replies out of office. Now, if you left click on that once it loads here, a dialog box will appear and it's pretty simple. So this will just say, Do not send automatic replies or do send automatic replies. Now, if you toggle it to send automatic replies, the rest of this becomes operational. Now you can choose to actually narrow down a time range that you would like to send these out of office replies so you can actually choose from your start time. You can choose a date and a time and then an end, date and time as well. So that means that once that dating time is reached, those notes or those messages will no longer be sent to other individuals. So you'll still see this here. But it will be disabled. Now. You have two options for this, and I do recommend setting one for both. One is inside your organization, so this would go straight to your employees or your fellow employees. And this outside my organization would go to anyone else who emailed you, either personally or privately, who was separate from your work organization. So you have that one for inside, and then you have the other four outside, such as your friends, for example, or anyone else whom you don't work with. So these can be different, but they could also be rather similar. So you have options here for some brief formatting options. You don't have too many, but you don't really need too many for a small message like this. But you can choose to bold italicized or underlined certain sections. Change or font color at a bulleted or numbered list, or change the indented position of your message. And then, of course, you can choose to change the font of your message and the font size as well. So with these messages, I usually recommend keeping it very brief, as this is just something you want to notify others off that you won't be available. You don't need to write a novel about where you're going to be and what you'll be doing, but you could include some additional information, such as maybe another contact if there is someone else they could get in touch with if they have a question that's initially meant for you, so you could add that here into your inside my organization. Or you could add that in your outside my organization. So again pretty simple with this, and you can actually narrow down some extra rules if you go here and what these rules will be applied to incoming messages while you're out of the office. So if you choose to add a rule here, this may look a little daunting, but we'll go through it step by step and It's actually pretty simple when a message arrives that meets the following conditions. So what we're doing right here is setting criteria that if a message comes in and Microsoft flags it as meeting some of these conditions, these actions will be performed. So up here basically is part of your if statements. So if you think about this as an if then sort of statement, this is the If a message comes in and meets the following, then these actions will be performed. So for this, if section you could put who it's from, who it is sent to if it sent directly to you, or was he cede to you a subject line or in a message body? Or you could choose or and you could choose thes actions. Afterwards, you could alert with a certain action here so you could be notified with certain text. You could delete that email. You could choose to move it to a certain inbox or folder. You could copy it to a certain in boxer folder. You could forward it to another individual, so this could be helpful. If you do have another point person or another point of contact, you could reply with something where you could even set a custom rule down here. If we click on Advanced over here, we do have some other options. Now, this does get a little bit more technical, so you probably don't need to venture too far into these. But if you do, these are available. You do have options for setting a size limit for these emails a received date. So from an to a level of importance such as high, normal or low, a level of sensitivity and these could be ranging from normal to to confidential. You could do this to only items with attachments only items that do not match these conditions. And you could also show the properties of selected forms or documents or even folders look like Okay there and we'll click. OK, there. Now, as you can see it saying, I can't add this rule and that's because I didn't actually create a rule here, So I'm just gonna cancel. And if you do add rules to this, they will stay in this location so that you can easily invoke those on other sorts of out of office messages if you need to. Later on so we'll click. OK there And then once you're finished setting up your message, all you need to do is click OK here and you'll notice that this is highlighted in yellow. This means that your automatic replies air now on. And as soon as a message comes in, the user who sent that message will be notified that you're out of the office and they'll be notified of when you will return. 30. Creating and Editing Contacts: as we had mentioned towards the beginning of this course, Microsoft Outlook is not only an email based communication platform, you also have options for invoking or using a calendar as well as a list of task tasks and two DUIs, and you can actually access all of your contacts and outlook as well. So what we're gonna do throughout this chapter is actually go through the contacts component of outlook and show you just basically how to create and edit these contacts as well as how you can group them similarly to you how you group your e mails into different folders and sub folders. So right now, I'm just going to show you the general layout of the contact view, and I'm gonna show you how we can create an edit a basic contact. So from our email inbox, which is the default view or component of outlook, we're gonna navigate down to the bottom left here and click on this little people icon. This will take you to the people's pain or the contacts list. Now, this is set up very similarly to how your inbox is set up. So you knows you have your navigation bar on the left. Here you have this pain in the middle with all of your contact items and then on the right . You have some info about each item in that preview pain. So if we scroll through these items, you'll see all of the information that's available to you on their contact card on the right. Now, from here, we have options again, very similar to our outlook inbox up in the top left, we can choose to create some new items here so we don't have to actually create just a new contact. We can create a new group, a new contact group and some separate items here as well. So we can actually pull in all those other components of outlook and create an email message from here, or an appointment, meeting group or task as well as those contact and contact group options. So right now, we're just gonna focus on creating a new contact. So as soon as we do that again similar to how he would in that email component, it brings up this new sort of page that is very blank here, So we don't have any of this information already available to us, so we have to kind of fill all this in from scratch. But while it may seem daunting, it's not too difficult, so going through each of this one by one first, we have the full name that we need to input for our new contact, then a company name. If they have one and a job title as well, then we can choose to file them as a specific sort of individual or a specific member of a team or something like that or a specific member of a company. Now in the Internet section, we can choose to add their email address or if they have multiple email addresses that were aware, if we can add up to three, then we can choose to display them as a certain name. What their Web page address is if they have one and they're instant messaging address if they have one as well. Next, we have a section for phone numbers where we can choose to add a business, home, fax or mobile number. And if you click on that drop down, you do have a large number of additional sorts of identify ears that you can choose from and then down here we have an address, his section so we could put a business address, the home address or an other address. And then on the right side, we have a notes section now something that I want to draw your attention to is this little card up here. Now this is a mock up of a contact business card. So any information that you input here, so let's just input some information. We'll call this test contact and let's say that the test contact works at example Company and let's say it was called an example. Employees, Oops, employees. So as soon as I go through each of those options, you can see on the right that this is being populated with that information. So when you have a full contact, you'll be able to see all of their information laid out in this card format. If you wish, then when you're finished in putting all the details for your contact, you just click on save and close in the upper left, and that contact will be added directly to your list. Now, if we click on that contact, we can see any of the information that we hid input here. Now it says we couldn't find a default email, address, phone number or office for this person. But you do see that it has the example Employee of example Company up at the top here. So it did save the information that we input. Now, if we want to edit this information or maybe add some additional information to our contact , what we can do is click on these Mawr Options button here. So this is the three dots. That's usually what it stands for. This more options. So we choose edit outlook, contact. This will bring us back to this familiar page, and we can choose to insert any of the other information that we might now have. So, for example, let's input a email address. We're just gonna call this test email at example. Company got net. Now this email is not actually going to go anywhere. But you can see that as soon as I do that this page or rather, this section of the page is filled in automatically. Now this is filled in with the first and last name of the individual who is on the contact as well as their email address, and this is what will be displayed when they send you an email. Now you can see that the email address was again added to our business card mock up. And now we're gonna click on saving close again because we're done editing our contact. And as you can see now, we have test contact here again, and any of that new information should appear over here and now. The one thing that you can see is that test email at example, Company got net, so those changes did take effect. So pretty simple to go through your contacts interface again, it's set up. It promised exactly like your outlook inbox, so none of this should be new to you. But going through each of these, you could just see all of the information that's been input into your contact system. Either my you manually or automatically by Microsoft as you've communicated with these individuals. And if you want to edit any of thes, just a simple right click on one or clicking on that MAWR options icon here and clicking on edit outlook contact, we'll bring that up in the new window so that you can make all the changes you need to before saving and closing and re adding that contact to your contact list 31. Adjusting Contact Views: as we just discussed the default layout of the contacts component of Microsoft Outlook Is that a very similar to how the outlook inbox is set up for emails? But this is not the only view that we have available to us. Much like the Outlook inbox, we can actually alter the view to change how we actually see our contacts. So I'm going to navigate right now to the contacts of you section and just show you some of the different views that are already available to you by default and some of the ways in which you can modify or create a view yourself. So from our general contacts view here, this was something we just accessed from our Microsoft Outlook inbox by navigating to the bottom left and just clicking on this people's icon. So that just takes us here in the people view. So I'm gonna draw your attention up here where it says current view on this home tab so we can actually go through any of these view options. Let me just click this to actually maximize that. So we have these five default views, and then we can choose to manage views and if we have changed of you, weaken, save our current view as a new view or we can choose to apply our current view toe other contact folders as as we had learned using our email views. This only applies to the folder that you're currently in when you change the view. Now, if we wanted to access thes view options, we do have another way of doing so by navigating to the view tab in our in our contacts section. Now, when we do that, our view settings here will be in the upper left where we click on change view and you'll see that similar dialogue box will appear here. And you could select any of those preset views or go to manage views to select some of the new ones that you may have created that will go back to home here. And let me just show you how this actually changes the layout of your in box here. So if you click on business card, you'll now see that your contacts sort of inbox is actually set up as cards. Now, these cards we had talked about in the previous video these are sort of input with all of the information that you add to your contact in the contacts section. So if I double click on one of these, it will pull up the actual contact for Ethan Cane, and we can see where all of this information is being pulled from. As you can see, it all matches up over here, and the notes here actually have some things that don't even end up on that business card. So if you know an individual may have some notes on their contact, I do recommend that you open that contact in order to see those as they may not show up. In the current view that you're using, we go out of here so you can see that all of our individual contacts are set up. In this view, we can actually navigate through them on the left. Here. If, for example, we had so many that we weren't able to see them all at once. Then you can click on the card view, which sets the actual view up in a similar way to business cards, but in a sort of different way. So these cards don't show as much helpful information as the business cards do. But they do show some information about the individual contacts, and they leave a lot of room on the right hand side for other information Now going through our list. We also have the phone view which sets it up kind of similar to any sort of phone book you could think of so you might have the full name. Here. You have your company. What? They're filed as country and region of a business phone number of business, fax number, home phone, mobile phone. You have your email you have. I don't know what this stands for. Sort by journal. That's actually something that you have a sort of double section here that you can change. So if I right click on this, I can choose to arrange by certain categories or a company or even a location, and we can actually choose the fields here as well. And then we have a category section which would take anything that you had created a color category for, and apply that to a certain contact. You can also choose to flag contacts as well. Now, in this list, it's important to note you have full access to a plethora of additional sorts of column headers. So if you want to sort your contacts or filter them in a different way, you don't actually have to use this preset list of Collins. Now if we go to the list view here, we haven't said up in a different sort of way, using slightly different columns than our previous one. You can see here they actually are set up in groups as well. Now these air set up by companies. But you can also choose to list this in a different way and group them using a different identify. Now let's open this up and we'll go to manage views. So let's say we want to create a new view. How would we go about that? So we're just gonna call this example view, and now first we have to select the type of you. So do we want this to be a table, for example, a business card of people view or just a Nikon view? So what I'm gonna do is I'm going to set this house. Let's see, let's set it as a people for you, and this can be used in this folder. But visible to everyone. Let's say now, as we go through based on the type of you you selected, some of these options will be grayed out. But any of the ones that are available to you, I do recommend going through so that you can customize this view. So here we can choose to sort are items. Now. I'm not gonna go through each of the sorting options here as they get a little tedious, but it's not too complicated, and it's very helpful in order to be able to sort your items before you actually create them. So you can choose to sort items by file as or any other of these sort of identify ears. But then you can also choose to actually evoke another sort of sorting so you can do a first past sorting a second pass, 1/3 and even 1/4 pass of sorting if you need to look like okay there, and you can also choose to add a filter here so you can search for certain words and contacts, for example, in order to group them or you can search for certain emails and even more choices, such as categories. Then, once you've said that the fault settings for the new view that you've created, you just click on OK and that if you will be added to your list here now, you can select any one of these in order to apply that view. And when you select one of these, you'll notice down below. This description will show you what settings are enabled. For this view, each of these is different, as you can see, so I recommend going through each of the views and actually picking out the one that works best for you and your contacts based on your needs. 32. Creating and Working with Contact Groups: when working with contacts in Microsoft, Outlook were not just limited to creating singular contacts. We can actually create contact groups which will pull together multiple contacts with similar characteristics. So I want to show you how you can create a contact contact group and some of the ways in which we can use contact groups in our e mails and appointments. So from our people's pain here, we're going to go up to the upper left into this new section, and we're just gonna focus on this new Contact Group icon. Now, when you open this, you'll see you're already inserted into this name field, so this will just be adding a name for your new contact group. So we're just gonna call this example Group Now, once we have a name, we need to add some members to our group. Now, in order to do that, we just click on this ad members button and then choose a location. So if we want to add maybe a new email contact to our group, we can do that. From here we get ad from our out or from our address book and from our outlook contacts, which are separate So your contacts are just in this contact section, whereas your address book is actually taken from across Microsoft. So let's liked our address book here, and let's see if there's a few members that maybe we want to adhere. So why don't we add Let's and Carlos as a member? And let's add Ellen Wilson, I'll and Ethan Kane is a member as well. And let's that's good for now. So we'll just click on OK, so, as you see, we've added those three members here, and you can see their names as well as their email addresses will show up in this list. Now when you're finished, adding members to your group I need to do is click on save and Close, and your group will be added to the list here. So you see, I created this example group here. We have another example group here, so we do have a duplication. I'll just delete one of those. So, as you would with deleting an item on other outlook components such as an appointment or an email item we have to do is right. Click on that item and navigate to delete. So here you'll see the example group I just created, and you'll see the members of that group listed right here. Now, if you hover over any of these members, you'll see some information about each of them. You also have an option to either send them an instant message or send them an email. You also have this icon form or options, which would let you actually edit an individual contact, add to favorites or schedule and meeting with just this one individual. Now you can do the same things with the group. So what I mean by this is you can actually choose to email everyone in the group at once, so this could be very helpful if you have a large team. For example, if you're the director of your human resource is team. If you have human resource is team as a contact group, you can email them all at once with a simple click. As you can see, we're now sending an email to this example group. If you press on plus here, if you expand the list outlook will replace the list with its members. You will not be able to collapse it again. Now, if you actually do this, you can pick and choose which members you'd like to send this to. So let's say that this is an email that Ellen doesn't actually need to see. But we want to send it to the rest of our example group. Now that we've increased the size of that email or rather now that we've sort of opened that email pain, we can choose to select or delete individual email recipients. So now we've deleted Allen from the list, and we have Carlos and Ethan that this will be going to now again. As I said before, we can't actually re collapse that list so we can't add Ellen back in unless we add her name again manually. So if she did need to see that email or we decided otherwise, before we sent it, we could just add her back in rather quickly. So we're gonna go out of that email so very simple to use an example, group, or rather any sort of group contact in order to create an email for everyone in that group at once. Now similar to how we did with our individual contacts, you compress this Mawr options button in order to edit the group contact as well. And now let's say, for example, if this might be a little bit of an outdated group, you may want to remove momentum. Yeah, remove a member so you can choose to do so just by clicking on a member and clicking on the remove member. But but as you do so and I was a little taken off guard by this. But if you do it rather quickly, you may remove those members, and you may actually not even get any sort of notification that you removed them. So be sure you know who you want to remove from your group before you click that button, because you may be taken by surprise. But if you do remove someone on accident and you do want to add them back in, it's very simple. And it's just a simple is going back into that address list and picking the individual from there once more So we'll add back in Carlos. But let's just leave Ellen out for now. So there we go. We added our group. Just click on save and close and you will notice that those changes will have taken effect and Ellen's picture is no longer there, so these groups can make it very easy in order for you to navigate all of the individuals who you communicate with on a regular basis. If you have a large team that you're in charge of, or a large amount of people who you normally email all at once, I recommend creating those contact groups so you can send those emails quick and efficiently. 33. Adding Contacts from Meetings and Messages: Well, you may notice that as you use your outlook email inbox, your contacts list starts to get filled up with preinstalled contacts or contacts that are actually installed based on your usage. It's important to know how to create your own contacts, either from scratch or actually grabbing your contacts from an email or a meeting invite. So what I want to show you in this video is how to take a contact from an email and add them into your contacts list without having to create a separate contact card and doing the same thing from a meeting, invite or appointment that you have listed. So from our email inbox, we're just going to look for an individual we don't currently have in our contact list. So we'll go down to Carlos Perez is, you know, here from last month. Now it's very quick and easy to add a new contact. All you need to do is hover over their name up here until you see this little box that will appear now. There are two ways that you can add this contact. From here. You can click on this Mawr options kind of icon here. This three dots and click. Add to outlook contacts, or you can right click on the individual's name and just click. Add outlook contacts from there. Now. You could do the same thing from a meeting, invite all switch over to the calendar view and just show you that Carlos Perez is in this meeting as well. Now, if I right click on his name up here, we also have that option for adding toe outlook contacts so you can really capture an individual's information from multiple places without having to manually create those contact cards. So let's switch back over here, and we'll add Carlos from that email. So that's right. Click and go to add to outlook contacts Now, as soon as we do that, you'll see that a contact card has already created for him, and it's pre installed with this information that we already had. So we have his full name. We have a job title here. What he's filed as an email address, a display name and on I am addresses well, and you can see that's all placed over onto the mock up business card we have. And it looks pretty good now. This isn't all the information that we could get for Carlos. But it is what is preinstalled into your contact card based on the information that you know about the individual from e mails that you've received from them. So we'll go to save and close for now. And if we switch to our contacts view, we will see that Carlos Perez is now. They're in our contacts view as well. So very easy to add these contacts from both e mails and meeting invites. And as you go through, I would recommend that if you have any sort of communication with individuals who you either don't know or who you may not actually have their contact information rather than manually creating that card yourself, it could be really useful to know how to just grab that information from something that's already been preinstalled into Microsoft Outlook 34. Categorizing, Filtering, and Searching Contacts: There are multiple ways in which we can sort and filter our contacts, similar to how it would sort and filter our email inbox. Now I want to show you ways in which we can search for particular contacts. If you have a large contact list, how we can actually add different categories to our context, similar to how we would before and then how that weaken essentially sort our contacts using those categories. So this is our initial contacts view, and this is what you see. As soon as you start up Outlook and navigate down to your people's pain in the bottom left and you'll see that it set up similar to our outlook inbox, and it functions in much the same way. Now we have our search bar at the top here, similar to the search bar in our email inbox and again similar to that. If we just type in a contact name, we can actually search directly for them. So let's type in. I mean, I can already see Ellen Wilson, but let's just hyper in to show you here that as soon as you do that index the search and you'll have the one result or multiple results that pertain to your search criteria down here at the bottom. Now, when you click on that, you'll notice that a contextual menu appears at the top here in your ribbon called search tools, and this gives you some options for actually searching amongst your contacts. You can search all contact items or your current folder as well as sub folders. We're all outlook items, which would actually go across all of your outlook sort of components. So this would look for things that weren't just contacts. For example, you would look for e mails as well as calendar items and tasks. Here. You could include older search results, if you'd like, as well as searching for specific categories if certain contacts have been categorized. Now we're gonna close search here and in line with that, I want to show you how we can categorize some contacts. So let's go back down to Ellen Wilson's contact here. Well, left. Click on that and then in my home tab of my ribbon here, all the way over the right in this tag section, we're gonna focus where it says categorise. Here I have some categories available that I can choose to place on any one of my contacts . Now. I haven't Ellen category, so why don't we just categorize Ellen as such? So we go in categorize right there. We can tell that now she is categorized by that. Now, if I go into Carlos, for example, and I categorize him by sales in the non categorize Even Cane, which is myself, I'm gonna categorize that were already in the HR category. Perfect. Now, if we search here, go back to this menu, we'll click on Categorized and let's click on the Ellen category. And as soon as we do that, anything that is categorized with that category, color and name will appear in our search list without us having to search for those disparate items. Similarly, we could do the HR category, and as you can see, nothing popped up with this. And that's because we researching in the Ellen category and the hr category, meaning Onley results rather, yeah, only results would appear that actually had both of those categories at once. Now, if I take out Ellen's category here and leave just a jar, you'll notice that the two categories which have been rather two items which have been categorized with HR now appear, and I could do the same again. If I x out of that with sales category, go back up here, click on Categorized and click on Sales. And there you have it. So easy is that going through categorizing each of your contacts if you have quite a few and grouping them in such a way that it makes it easier to filter through an organizer contacts similar to how you might your email inbox. 35. Exploring the Calendar: We've mentioned time and time again throughout this course how outlook is a comprehensive informational manager for your emails as well as your calendar, sort of events and your contacts and your tasks. So in this section of the course, we're going to discuss primarily the calendar portion of Outlook. So I'm gonna actually go into that view of outlook or that component of outlook. And we're just gonna explore a bit in what actually separates the calendar from the rest of your components of outlook and some of the capabilities that the calendar has. So when you go into outlook, you'll be placed directly into your email inbox. As usual, however, we're going to navigate in the bottom, left here to this little calendar icon you'll see as I hover over that, we get a little bit of a peek into the month of February and what we have of coming on Monday. But if I left click on this, my view will instantly shift to this calendar view now similar to all of the other views you'll notice on the left hand side. Here we have our navigation pane, but except for this time, we can navigate between this month and the upcoming month, as well as choosing all of the calendars that we want to be enabled, in our view, on the right hand side. So right now, the only calendar that we're actually looking at is my personal calendar here. But you'll see if I check mark this, I can actually add all of the's calendars onto my view at once. And in doing so, you'll notice that this actually switch is how the view looks. Now you'll see for the specific date any of the upcoming items I have for each of these calendars. If you look at the top here, we can switch around the view that my calendar is displayed in. Right now, it's displayed in the schedule view. We could shift that to this month. You here, and you'll notice this is a little overwhelming because I have multiple calendars enabled. But when I can choose to do here is actually pulled these calendars altogether and have them overlay on top of one another in sort of a superposition. Now, if I click this arrow, it pulls thes all into one another in views them in this overlay mode, you'll see I can overlay as many calendars as I would like and see all of those items connected in one place based on the colors of those calendars. So you can see that these have come from the Boston Bruins calendar, for example, and you see that these have come from my personal calendar. So again you can create an enables many calendars, as you need to in this section in order to keep track of all of your items. Now, this could be helpful for both a personal calendar, like a home calendar. But it can also be very helpful for a professional calendar where you can create recurring events such as a weekly regroup, and you can see exactly where that takes place and with whom you'll be meeting. So as we go through this section of the course, we're gonna dive a bit deeper into the calendar component of Outlook, and it's multiple features as well as its settings. But for now, I just wanted to give you a bit of an overview of this calendar view and how you can easily see all of your appointments, meetings and events that are upcoming in this month and the next in one location 36. Creating and Editing Appointments: when creating an item in the outlook calendar. We have two main options available to us. Those are to create an appointment and create a meeting. Now, these air both rather similar and they really only differ in one key way. An appointment is just a meeting without any attendees. So an appointment is something that you make just for yourself. Whereas a meeting is something that you'll send out an invite to multiple people in orderto have them as attendees. Now we're going to go into more depth on how to create a meeting in a later video using the scheduling assistant in this video. I'm just going to show you how we can actually create appointments in our outlook calendar . So from our calendar interface, we're just gonna be focusing up on the upper left in the home tab. And this is that typical new section that we've been going to in each of the components to create a new outlook item. So we're gonna click on new appointment up here, and as soon as we do so you'll see this new window appear where it's again. Very similar to how are emails? Look, initially, all we need to include. Here's a subject for our appointment, so let's just call this example appointment and then a location. I'm just gonna leave that blank for now. Sometimes you don't have to put that in. You can put a start time in an end time, and you could also make this an all day event. Now, if I do that, you'll see that now things have changed a little bit. You'll see Right now this is an appointment. Find the all day event it shifts to event. Now. This is just a terminology change. It doesn't really change the fact that this is still an appointment. It's just considered an event because it takes place across an entire day. So if you see event rather than appointment, you should realize that that's probably something that takes place across an entire day or multiple days. So you can make an all day event just by clicking this box and then selecting the day or days that that event will take place Now for our appointment. Let's pick, let's say Monday, and we'll pick 9 30 to 10 3 So that's an hour here and you'll see at the top of the ribbon here, you'll notice on the left hand side. We have some actions we can take such a saving and closing this invite. Well, actually, this isn't an invite because we're not doing a meeting. So that's important to remember. We could save and close this appointment request and actually place that onto our calendar . We could delete this. We could look at where it would be on our calendar. Forward this to another individual. Access. The scheduling assistant creates a meeting, notes, invite attendees. And then here is an important section to keep in mind, especially when you're making meetings or appointments. You want to be able to show yourself as busy or any one of these other types of categories , such as you are free working elsewhere, tentative or out of office Now. This can help others know exactly what your status is when you have an event created on your calendar or a slot that might be taken up on your calendar. And this can be especially useful for others who are invoking the scheduling assistant in order to make sure you're available for a possible meeting. So if you're going to be busy during your appointments, make sure you say so. You can also set a reminder time for each of these appointments so that you'll note or you'll be notified by Microsoft when it's coming up. You can also add a section of recurrence here if you'd like if this is something that you know will be happening multiple times. If you click on that, you'll see this dialog box appear where you can set your start time and end time so that duration again. But this time you can set what's called a recurrence pattern, which will make it so that this item actually Rikers over and over until you tell it to stop. So from here we could say weekly service Rikers every one week on Monday, and we could put the range of the recurrence right here so we could say it ends on a certain date that it ends after a certain amount of occurrences, or that there's no end date and this will go on indefinitely. Once we've selected all those, we just click OK and you'll see that the recurrence will then appear on your calendar, so we'll cancel that for now. You can also open this time zone section. If you we need to make sure that this actual meeting might be taking place across time zones and that all attendees can actually make it for the specific time that you're looking for now. This doesn't necessarily help with an appointment unless your appointment does take place in another time zone, in which case you would want to actually pull that time zone in. So you could accurately be sure that you were seeing what the correct time waas For your appointment. You could go over here and categorize these appointments if you'd like, and you can also make it a private appointment or notify that it's high or low importance on your calendar. Then, if you have a body down here that you would like to include, or some information about your appointment, you can do so before clicking on save and Cloves and you'll see a soon as I do so. My example. Appointment is now added in the morning, right next to my monthly planning meeting with H R. So a simple is that for creating a new appointment. Not much you need to do but just keep in mind, as I said before to mark. Your status is either busy or free or tentative, depending on where you'll be and what you'll be doing, so that others who are trying to create appointments or meetings with you will be able to see an accurate representation of your upcoming schedule. 37. Using the Scheduling Assistant: Now that we've discussed creating appointments, let's discuss creating a meeting and how we can actually use the scheduling assistant to make sure that all of our possible attendees are available at the times that we need them. So from our calendar view, we're gonna go up back to our upper left here. But instead of clicking on new appointment, we're going to click on where it says new meeting So you'll see here that it looks a little different from our appointment view that we had before. But on the right hand side, the primary difference is just this room finder. So this will actually show us based on a certain date or time frame when certain individuals would be available. You'll so you'll see. This suggested timeframe section will actually differ depending on who you're inviting to this meeting. So let's send out my meeting request to Ellen Wilson and Carlos Perez to people who have worked really closely with that a remark so you'll see here that we could choose an available room if we have that database actually included in our outlook, and we can also choose some suggested times again based on their schedule now If this kind of snippet is not enough for us, we can actually pull in the full scheduling assistant in order to make sure that we have the exact perfect time for everyone. In order to do that, all we have to do is click where it says show here, just click on scheduling assistant. Now this takes over the main view of the body of your actual meeting invites. So if you need that information, switch it back to that view. But right here we can see the three different schedules for the individuals who were actually inviting to this. Now, the scheduling assistant isn't all that useful when you only have three attendees, as I do right here. But if you're inviting your entire department, for example, or entire team to a specific event or some sort of meeting, it could be great toe. Have all of the's actually filled in so you can see in a particular timeframe, which you won't see. I can actually, in large over here or shrink based on this sizing handle, you'll be able to see if individuals are free during that time frame. Now you can see here on Saturday, obviously we have it blocked off here that were not available just because we won't be at work. You can also see on Friday that Ellen Wilson has some reduced availability. Asked us Ethan Cane, at 88 30. So if we were trying to actually make something for Ellen, Ethan and Carlos, we would want to do something from nine all the way up until four. We could do anything in the middle there, but we also have to keep in mind people's lunch hours as well. So this enables you to get sort of a two dimensional representation of people's schedules in order to actually visually see where you can place yourself or insert yourself into that schedule. In orderto have a perfect meeting time. Once you're finished with all of this information, go back to your appointment view. Make sure you've sent a subject, for example, so we're going to call this regroup meeting and then, as you would with your appointments, make sure that you select a location if it's not going to be a virtual meeting, and then select a start time and end time, or make this an all day event now, once all of that is selected. Everything is OK. All you have to do is click send and you'll see that this request will go out to all the attendees. Now, this says, Do you want to send this meeting request without a location? Since this is going to be a virtual re group meeting, we're just going to send that anyways and you'll see it's immediately placed on my schedule , and I already have my reminder that it's coming up very soon. So just dismissed that. But you can see it's right here on my schedule. And now I can await to see if Ellen and Carlos will actually accept that invitation. And if they do accept that invitation, it'll come back in the form of an email in my inbox, where I can see all of my responses in one place. 38. Managing Meeting Responses: when creating a meeting in Microsoft Outlook. You can either be the organizer for that meeting, or you can be in attendee in that meeting. Now, if you're an organizer, you have certain options available to you that actually differ from the options that are available as an attendee. Now, what I want to show you in this video is how you can actually see who is actually going to be available and actually is accepted your invite if you're an organizer And if you're in attendee, how you can see the same sorts of information in a different way. Now we're in our basic calendar view here, and I'm going to go over to this regroup meeting that I actually created in a previous video. Now, if I double click on the meeting, I'll open up that meeting in a new window and now what we're gonna do is focus on tracking . Now, already, we can see the top here that we have one accepted response from one of our attendees. Zero tentatively accepted and zero declined. But there were three of us who are going to be in this meeting now I, as the organizer, have already accepted this because I sent it out. But we're still waiting on someone and in order to see who we just click on tracking up here where it says show So you'll see here the three individuals who are coming to this meeting, you'll see who is the meeting organizer, which is Ethan Cane here who has required attendance down here. And you can actually alter that if you are the meeting organizer and then you'll see the responses on the right hand side here. Now, as I have mentioned in the previous video, since we only have three people in this meeting, it's actually not that paramount that we use this because we can probably individually reach out to these people and ask them, You know, are you going to be able to come to this meeting or will you be available at this time? But if you have a very large group of individuals whom you're sending out an email to, such as this meeting invite, you need to be sure that everyone can come. And if some people cannot, then you might want to reach out individually to those and away that which you can see who is available in who isn't is by looking in this response column on this tracking page. So we see right now Ellen Wilson has accepted. But there's no response from the meeting organizer or from Carlos Perez. Now we can choose from options appear based on this. Maybe if this was a time that isn't working for everyone, we could choose to cancel the meeting and create a new meeting. But for now, we're gonna back out of our tracking and go back to our appointment here so we don't need to send an update or anything like that. This has already been created. So we're just gonna wait on Carlos his reply before we go forward. So we'll back out of that. Now let's switch over to our email inbox really quickly and show you what it looks like if you're in attendee for a meeting and when you actually receive a meeting request. Now you notice when you create a meeting request here, it's actually just placed on your calendar as a calendar item. Now, when you send out that request to your attendees or other individuals, it comes into their email inbox as if it were an email item now show you that if we navigate down in the bottom left here to our email inbox, you'll see here at the top are ready that Alan Wilson has accepted our regroup meeting notice. So that's helpful. That came in as a little email email update there, and you'll see down here. If I click on this, this little calendar icon tells me that this is a calendar invite. If I click on this, it will look a little different from how my other calendar events might look or how my emails went. Look, and I can tell this is a specific thing that requires my actual attendance. Because if a top I have options for accepting the invite, giving a tentative reply or declining that invite, you can also choose to propose a new time. If there's a better time that would work for you, or see how this would look on your calendar and see how it might stack up to some of the other things that you have going on Now I'm gonna go in and I can see all this is fine. Now you'll see that this actually took place a little while ago, so this is sort of a moot point, but this is just, for example, about what this will look like when it comes into your email inbox. So we'll go on here and we're gonna retroactively accept this meeting invite. You could choose to edit your response before sending. If you would like to actually add a response or just click sending the response now in order to let the other individual No. Yes, I can make it to that meeting and you'll notice a soon as you do so that's removed from your email inbox. And then they'll get some sort of email message akin to what Ellen Wilson actually sent us , saying that she accepted our regroup meeting. So, as you can see, it's actually a little bit different in order to access that information about who is attending a meeting when you're attendee versus when you are an organizer. So just remember, if you're an organizer, you can access the information and track your individual attendees using the calendar view here and going into your tracking section. And if you're actually in attendee, just keep an eye on your email inbox and make sure your flagging down any emails that you may need to respond to that are an invitation to a meeting 39. Changing and Adding Time Zones: right. The great features in the Microsoft Outlook calendar is the ability to actually use more than one time zone at once. Now what I mean by that is when you're looking at your calendar, normally you're just viewing in your local time zone. However, you can actually enable a second time zone if you travel internationally quite often, for example, or if you communicate with individuals internationally, it's helpful to actually enable this second time zone so you can compare times and see exactly if something would interfere in the time in another time zone. So from your calendar initially, and it's important to note that you can't actually access your time zone in the month view . So right here we don't actually see any time zones. But if we go down to our week view, but you can access up at the top here in the home tab of your ribbon, you'll notice on the left that I have my settings here for just one time zone enabled, and I've called that home. You can name your time zones as well, so you can see this in the week view the workweek view the Dave you and your schedule view . You'll see It's at the top there. So you just can't see this in the month You. So just keep that in mind, especially if you're enabling a second time zone. It's only actually going to be useful for you in all those other views. Now, how do we actually add in that second time zone? Well, in order to change our time zone settings, we actually have to go into the back end of the outlook system. Now, in order to do that, we have to navigate up to the file tab in the upper left. Here. We're gonna go down to this option section, and as soon as we do that, a new window will appear without look options. Now we're gonna focus in the calendar section here. We're gonna go down to the bottom into this section where it says time zones. Now you'll see my home time zone is here, and I could label this whatever I would like, and that shows me Eastern time for the U. S. And Canada, because that's where I'm located. Now I do have the option to enable this second time zone, and let's say that I communicate with individuals in this area. Now I've labeled this a M, and I've set the time zone. Here. You can choose from a large list, as you can see, and once you have that that's been selected and that check boxes selected, just click on OK and you'll notice that next to that home sort of view here, another time zone view has been added. Now, if you're using Outlook 3 65 you actually would have the ability to add 1/3 time zone in. However, in Microsoft Outlook 2019 we don't have that ability. So again, if you have three time zones there, just make sure you're actually watching the correct course here because we do have a course on Outlook 3 65 as well. So just check your version before you do this. And remember, if you're on 2019 you only have the ability to have two time zones at once. So again you can see how the times will compare across these time zones and how each of the meetings or each of your appointments will actually be affected across those time zones as well. So if you're an international traveler or an international business person or professional . I highly recommend you make use of that second time zone so that you can see that all of your meeting times work best in those multiple times. 40. Creating Calendar Groups: if you use outlook with others frequently, especially a certain group of individuals that can be helpful for you to create a group calendar. Now, when you create a group in Outlook, you automatically create a group inbox as well as a group calendar. But for the purposes of this video, we're gonna focus primarily on that calendar portion. So I'm gonna show you how easy it is to create a group in outlook and how you can then organize a specific calendar based on certain people's schedules. So from our calendar view here, we're just going to go up into our home tab of the ribbon. But instead of going to the left, where we normally do to create new items, were gonna go into this group section right here and click on new group As soon as we do that, the Create Group dialogue box appears and says the group provides a place for shared email files and a group calendar. So right off the bat, you can see this is very helpful. If you have a group of individuals with whom you normally have contact or with whom you're working on a specific project, for example, so Let's just call this project group and you'll see that this will check for a specific email address that can be provided for that group, and this will be provided by your actual organization service. We Project group had a romar dot com. Now here you can see that you can set the privacy for your group. We want this to be a private group where only approved members can actually see what's inside that group. Or we could have it be a public group where anyone could actually access that group and its files. Now, anyone in our organization could access that, not anyone outside. Then you could go down here and you can choose to subscribe new members so that they receive group email in their inbox. Otherwise they'll only see it in their group inbox. So I don't want to inundate my new members here, so I'm just gonna take this off so that it's only shown in our group inbox. Then you just click on OK and your group will begin to be set up now. This is where you add members to your group, so I communicate quite often with Carlos Perez and with Ellen Wilson. So I'm gonna add them to my group here. And you say they appear right next to me in the members section right here. Now, we could choose to create a photo for our group that represented the group in some way. For example, if this was an HR team, we could put in a jar local up there. But we're all set right now, so we can also add a description for this group. We're just gonna leave it as is and click on OK, and now you'll see your group will be created. Now, as soon as your group is created, you'll be placed into what's known as your groups in box. Now you'll see down here that were over in the email section of our outlook again. But we're in this group section down below in our project group, so you can see here. This is a private group, and we're not following this yet. So let's say to follow it in our inbox, you can see the members of the group in the upper right there, and you can see our first email, which just explained some information about a group and how you can use it. So here you can choose to start a conversation. Add to the team's sight on SharePoint if you'd like, share different files or connect different applications. Now, you also have options up here to access your group calendar, so this is what we're going to focus on right now. You'll see this pops out its own window. We hope that up. Or open that up Rather, and you see down here on all group calendars that are. Project Group Calendar is now enabled. Now this will pull together the three calendars of Ethan Cane, Ellen Wilson and Carlos Perez. We can actually use this. The three of us can use this in order to create shared events or appointments, so this could be very useful. As I've been saying throughout, if you have a small group of people with whom you normally communicate and work with, so that you can make sure that all of your meeting times work for everyone and that all of your files are found in one location 41. Creating and Updating Tasks: in this chapter of the course, we're going to be focusing primarily on the last two components in Outlook. And those are the tasks component and the notes component. Now, these two are separate, but they're pretty much intertwined, and they don't have a very robust amount of functionality. So we're gonna lump the two into these next couple videos. So I'm gonna show you right now what the tasks, view or tasks component looks like. And just some of the ways that we can organize, categorize and actually create and edit our tasks. So from our email inbox, we're gonna go back down to the bottom left as we have been. And this time we're going to click on the tasks component here. As you'll see when I hover over it, you get a little bit of a peak as to what your tasks list will look like. But if we left click that we'll see, our view will switch. Now into this tasks view, which again has a similar layout to our email inbox. You'll see your or your navigation pane on the left here where you can navigate between all of your to do or task lists you'll see in the middle each of the tasks within a certain list that you're a part of, and then on the right. If you click on one of these tasks, you'll actually see some information regarding that task. So you can see here all sorts of information, such as when a last update on this task was sent. If this has been assigned to use, for example, the subject of the task, it's due date, its status priority percentage of completion and the owner of the task, you'll notice next to these tasks that you have a couple sort of icons. And each of these denote whether this task with something you created, which is this icon here, this little red check whether this was assigned to you, which gives this little person icon as well as this arrow and you could see all of these are flagged as well. And if you click on this flag, you can mark thes as complete. And then in the middle here you'll see these categorization icons. So each of these has some color categories as well. Now this is our to do list. But if we go to a task list it looks a little bit different, but has all the same kite capabilities and functionality available just in a different view . So you'll see again, those icons will be on the left hand side. Here we have our flag still, but just on the right. And we have our categories here in the middle. We also have an ability to just check this check box in order to notify that this has been completed. So this is just a simple list of you if you look in the current views up here and it just looks a little bit different from that to do list. But it has that same functionality. And if you want, you can do this detailed view as well. Or if you click on this drop down arrow, you can see the different views that are available within the tasks component. So we'll go back to our to do list here. And if I want to create a new task, all I have to do is go into the upper left. And as we would with all our other new outlook items, just click where it says new task. Now here, you're going to see the task sort of dialogue box appear. This is a new window, and again it's set up very similar to a new calendar item, a new contact item or a new email item. Salil input a subject for that task. We're gonna call it test task. You can set a start date we'll just set today. We'll say it's due today as well, and we could set a status here. If we were updating this, for example, we could say it's in progress or that may be waiting on someone else or that we might defer this to a later time. We could set our priority here, depending on whether this is something that needs to be taken care of right away, or if it's something that could wait for a later time. Then we could set up our percentage of completion again. If we were updating this, we could set a reminder to actually send us a specific sort of response at a specific time . If we wanted a notification that we still need to complete this item and then we can see over in the bottom right here who owns this item? So right now it's even cane. We could put any sort of information down in the body of this task about what we actually need to complete in order to get this task done. The only thing you'll see in your task list is this subject. But if you actually go into edit a task, you'll see more of that body or more of the information about that task. Now again, you can go and manage your task up here. You can mark it as complete. You could assign this to another individual, which will go into in another video where you could send a status report If this spend assigned to you. You can also choose to make this Ryker just as we could for any of our calendar items, for example, so we can choose a recurrence pattern here. Worker Everyone week on Friday, for example. And we could choose to regenerate a new task one week, for example, after each is completed and then you could set our range of recurrence down here and by a certain date and after a certain amount of occurrences, or just go on indefinitely. So look like cancel on that going further right. We have our options for categorization again, as we have for our calendar items, we could add a follow up flag to some of these, and we could actually set a different due date for our flag as well. We could show that we want this to be private, high importance or low importance. Change the zooms level here, and we could actually start thinking, which means we can start to write on the screen here if we want to take some notes, for example, without having to actually type. So we have all this information here, and I'm just gonna click on save and close, and now you'll see that this appears right at the bottom of my to do list for today's tasks . And again when I'm finished with that task, if I right click on that and go to Mark complete, you'll see that it's removed from my to do list as it's now been completed. Now, if I want to see my completed tasks, I can search here for the item that was just completed, so that was test task. As you can see, it's not showing up here, and that's because it's actually been completed. So this is no longer to do, which means that we can't find it in our to do list. So when you complete these tasks, be sure that you actually want them to be complete and that you're not gonna need to find them at a later time. If you are, you might need to change your views, but you can locate those completed tasks, which will not be visible in your typical view of your list right here. Then we could go into again are other task list. And as you can see in this view, you can now see the tasks that have been completed down at the bottom. So task is a very useful feature in outlook. It could be very helpful to kind of augment your email and calendar items by adding tasks and actually going through and managing them in this tasks interface. 42. Assigning Tasks: Although tasks could be very beneficial for an individual user in order to keep track of what they need to accomplish, it can also be they're useful in order to keep track of what others need to accomplish, especially if your leader of a team and you need to delegate certain things to other individuals. So I'm going to show you now how you can assign a task to a group of individuals or another individual. Now, from our typical tasks view here, you'll see that I have a list of tasks right here, some which have been assigned to me. But you can tell by this little icon here with a person and a red check mark behind it, and some which I've just created for myself, which are just denoted by that red check mark. Now, if I want to create a new task, let's say in the upper left hand corner here I can actually go in and assign this task in the manage task section of my home section in my ribbon, my home tab in my ribbon. Rather, I can click on Assigned task here and actually send this to another individual so you'll see If I click on cancel assignment, it switches my ribbon back to a different sort of ribbon. If I click back on assigned task, it switches things around again. So when I go down here first, I have to assign this to a certain individual. Let's send this over to Carlos and let's call this, Um, let's call. It's Microsoft Teens to do Now Microsoft Teams is another sort of Microsoft program that's about to kind of overtake Skype. So this is something that I want to get multiple individuals within my company onboard with . So I have a Microsoft teams to do that I'm going to send over to Carlos so we can get that ball rolling. Now. I'm not going to step or set a due date for this in particular. Or rather, I'm gonna set one a little farther down the road, for example, so I can set the start date as today, And although that due date is initially set to today as well, we're gonna push that back by two weeks. So we're going to give him some time to get started with this, and we're gonna actually change this from to do to roll out so he can help us with this rollout process, for example. So now I'm gonna leave. The status is not started. And once I send this over to Carlos, he can actually change that status and send me a status update, and I'll actually show you how to send one of those. As I do have some task that have been assigned to me already. We're gonna said this has high priority because it's something that we really want to be taken care of as soon as possible. We're gonna leave that 0% complete for now, keeping updated copy of this task on the task list at all times and send me a status report when the task is complete. Now, those two I usually leave checked us. They could be very helpful. Especially if you're keeping track of multiple tasks at once. Now, in the body here, I'm just going to write. Hello, Carlos. I would like your help in the rollout process of Microsoft teams. We will be this where shortly. There we go. So as soon as you input whatever information they would need to see you just click on send and you'll see that this has now been assigned to another individual, and it's been sent off for completion. Now, if I go into any one of these, you can see that this is overdue by two days, for example, and it's waiting for a response from the recipient. Now I can choose to send a status report now if I want to send a status report on this certain task, for example, I would include the individual with whom I wanted to send that report to. And as you can see, this immediately placed us into an email message where you can see that this was requested by Carlos. This task priority is normal. The due date was Wednesday, the 30th. The status is not started and the completion is 0%. So here I could give Carlos and information about this task, and I could send it over to him so that he could realise that this information may not be correct and that I'm still working on this task and maybe to leave it open, or do you give me just a little bit more time so you can always send a status update to any individual who is assigned you a task just to let them know where the task is along its completion route. Now you can go into that task, and you can alter, for example, the completion percentage. But it can be more helpful to send along a detailed status update, especially if you have a complex project that you and multiple other individuals are working on. So that's the just of how you go to assign a task to another individual and some of the capabilities you have when assigning tasks and how those differ from when you yourself have been assigned a task. So once you start to notice, you have a lot of tasks to keep track of. Maybe you can delegate some of those two other individuals, so be sure to actually go in and send out those tasks to others. And if you get some sent to you, be sure to use the options that we discussed to make sure that you can send those status updates and complete your tasks on time. 43. Working with Notes: the final component of outlook that we're going to touch on is the notes component now. I mentioned briefly at the beginning of this chapter that notes and tasks are similar, but they do differ in some key ways. So we're gonna actually access the notes component, and I'll show you just a couple ways in which we can create and edit some notes. So as soon as you enter Outlook, you'll be placed into your email inbox by default. Now we're gonna go down to the bottom left, as we normally do. In order to access these other components, we're gonna click on the three dots here, which is theme or options. But from there we're gonna click on notes. You'll see that our view will shift automatically into this notes view, which is a pretty different view from any of the others that we've been used to up to this point. But you'll see that on left hand side, you, as usual, have your navigation pane, and on the right hand side, you have all of your note items. Now, if I double click on any of these notes, I will enter into that note and you'll see whatever was in the body. Now again, these don't really have great features. This is pretty rudimentary. It's just sort of sticky notes just for your information, sorts of things. But if there's, for example, certain things that you would like to include here, it's important that you create new email rather new actually note items for each of those. In order to do that, all you have to do is, as usual, up in the upper left. Here. Just give a left click on that new note button, so here we could just call this. This is a note for even to send Alan Wilson and updated meeting request. So I'm just made a little note for myself there. We can x out of that and you'll see that I have that right there. Now if I click on it, I can see the majority of what was actually included in that note because it's pretty small . But sometimes you may have a large note where you can't actually see all of it. In that title there now similar to how we did in all of our other components of outlook, we can actually change the view that's available to us in the notes section. Now, the current view is this icon view. We could change it to a list of notes, for example, or we could change it to notes over the last seven days. And we can actually choose to manage our views and maybe even create a new view as being dead and all the other categories. So look like, Okay, there, I'll switch back to that icon view. Now, in each of these, you can actually categorize them similar to the ways that which we categorized emails and calendar items. So, for example, if I categorize one of these, such as this is a note from Ethan to send Ellen, I'm going to categorize this as Ellen. You'll see that the color of the note itself changes. Even when I open it, it will change. That's how you know this has been categorized. So unfortunately, you won't actually see the name of the category here. You're just going to see that color. So if you need to be sure you recognize what this color corresponds to, I recommend that you just note in the categorization menu which color, or rather, which category that color is corresponding to so pretty easy to categorize your notes and just to make some folders for your notes as well. So you can do that in much the same way you could make a folder for your e mails. Just right click over here. Click on new folder. I could just call this heathens notes. Now I have a my Notes folder here, just notes. And now I haven't Heathens, Notes folder as well, so again, there's not that much capability to this note section, but it can be very helpful if you don't really have sticky notes available on your computer or on the system that you're using. Now you can also have any of these notes open and as many as you would like open at one time. You can also size them in much the same way you would any other window using the sizing handles on the sides. But this is, And if you actually go out of this, you'll notice that this will hover over my desktop until I close outlook for good so I could minimize outlook and still have these notes open. If it's something I'd like tohave for easy access on my desktop. So when you're using outlook, I recommend that you use this notes view, especially if you have small notes that you just maybe want to keep some information for yourself. Maybe there's some numbers you need to remember, or there's something coming up that you need to be notified about that you don't necessarily need to create a task or a calendar sort of item for so this could be helpful, especially if it's something small. But just remember again that there is limited functionality to this notes component. So if you need something more in depth, switch back over to the tasks component or your calendar component in orderto organize your time. 44. Replying to Messages with Features: in order to increase your efficiency and effective this when creating emails or other sorts of items. In Microsoft Outlook Outlook actually comes equipped with multiple ways for you to reply to certain messages. Now you can actually pull in different components of outlook into your replies or even different Microsoft applications that are actually connected to your outlook. So, for example, you could actually reply to an individual with an instant message if, for example, you both had Skype for business connected to your Microsoft Outlook account. Or you could reply to an individual with a meeting invite straight from your email inbox without having to go into your calendar to create that actual event. So from our email inbox, I'm just gonna focus on this email I have right now is going to double click that and pop that out in its own window, and I'm just gonna focus on this section at the top this respond section. Now we have our typical responses here, which is a reply reply all and forward. But we're going to focus on these two right here, this reply with meeting and then these other features such as foreign as attachment. If I click on reply as meeting here, you'll see another actual box will appear this new window. And if I boost this open here, you'll see that now the body of my email here is the information. Rather, the body of my meeting request is the information that was carried over from that email message. So as I scroll down, you see, it has all the information that was in that email itself just now in the body of our meeting request. Now I'm sending this out is a meeting request because now I'm in this project group and this is something that I want to pull in the other members of that project group into so we can have a little bit of a debrief. And now I'm going to send that to myself, and I'm also going to send it to Carlos Perez, who is another member of that group as well as Ellen Wilson. Now I can actually invoke our scheduling assistant once again in order to see a time that would work best for everyone in order to actually have this meeting. So let's push it out down here on the bottom to next Monday as you can see there are some things that are filled in here, but let's actually take from 11 to 12 and we'll actually talk about this sort of meeting and how we can actually work together as a group using the newly created group. We all made an outlook. So now I'll just go ahead and I will send this out to my other. Individuals will do a virtual meeting so we don't need that location send anyway, and you'll see that I responded to my own actual meeting invite. I've accepted it, and now I could send that out without even ever having to access my calendar. Now, if we had again Skype for business connected here, we could also reply to individuals with an instant message. How are we? Don't in this instance, so we don't actually see that as an option, but we could actually include this as an attachment and forward this onto another email. So, for example, I made this email an attachment to an email. So if I wanted to add someone else to this group, for example, maybe I could send this out to someone and say for your reference, check out the email that I've attached here that has information about a meeting request that I've sent out to go over our new project team so it can get a little complicated. But essentially, you have all of these options that are available in this one place so you don't have to switch through the components of outlook multiple times in order to get something done. You can actually do all of those tasks straight from your email inbox, just using those different reply options and invoking those other features from the different components of outlook. 45. Recalling and Resending Messages: Let's say you're in a hurry and you're sending out email message or a calendar. Invite to attendees for a meeting, for example, and you're in a hurry. See? Didn't have time to do your proof reading before you sent that email. But as soon as you send that email, you notice that there were a ton of grammatical mistakes. Or maybe there were some spelling errors as well, and that actually got sent out to your entire team. Now, obviously, in a professional workplace, that's not something you'd want to send. Now. Outlook does have a fail safe that is enabled, called recall, that allows you to recall an email if it hasn't been opened by another individual. Now, I'm gonna show you how we can recall these emails and the criteria for actually successfully re calling and re sending an email. So I haven't email open right now. And as you can see, there are some mistakes. So let's pretend I didn't notice these mistakes, and I'm gonna send out this staff meeting emails saying to everyone that they should bring their materials to the meeting and be prepared to speak on their assigned topics. Now I'm going to send that to the entire E learning team. And as soon as I do that, I say Whoops, OK, that's not what I meant to do. I need to recall that email now If I go to my sent items folder first, I need to go find the email that I just sent. Now I can't actually access my recall settings from here. I need to go into that email by opening it in a new window. So that's just a double left click to pull it into this new window. Now from here, we're gonna look at this move section on the message tab of your ribbon click down here where it says MAWR move actions and you have the options here for recalling and re sending the message. We're gonna click on Recall. And, as you can see from a little tool tip here, this recalls a message that you've sent Message. Recall can delete or replace copies of this message in recipient in boxes if the message has not been read. So that's your criteria right there. If they have already read your message, Unfortunately, it's too late for you to take it back. So again This is a fail safe, but it's not one that will always work in your favor. So really, just be sure to proof. Read your emails. Now it'll say some recipients may have already read this message. Message Recall can delete it. Replace copies of the message in inboxes if they have not yet read this email. Are you sure you want to delete on read copies of this message? And then our other option is delete on read copies and replace with a new message. Now I'm going to say I want to delete on read copies and replace it with a new message. And now tell me if the recall succeeds or if it fails for each of my recipients in order to actually let me see who needs to be sent another email now who might need to be sent something that says, Sorry, I didn't mean to send that before I was in a rush. Something like that. So now, as you can see, this opens back up before I resend it so I can make any edits that I need to before I send that out of second time. Now I'm going to go through and make sure I change my spelling errors here so we'll just go through each one of these. There we go. There we go. And now that I look over this again and I see that it's all proofread and edited, everything is fine and good to go. I could just click on Send one more Time, and the individuals in the e learning team will not have any idea that I sent out that first message again. If someone has read your message, they will actually not be able to be re sent. That message seem they need to send them another message individually, but it's just really useful to be able to access the recall feature, if again, you need that sort of a fail safe in order to make sure that you can have your email in the best condition before you send it. 46. Creating and Using Email Signatures: were the most beneficial time saving features enabled across any sort of email client is creating a basic email signature. Now, this is something again that you could do in any email client, and outlook is no exception. So I'm gonna show you how we can access our email signature settings and how we can actually make it so that we can apply different signatures for different accounts, which may be connected to our outlook application. So from our email inbox, we're going to navigate to the file tab of our ribbon. We'll click here, and we're going to go down toe options to open up the back end or the backstage view of Outlook. Now from here, we're going to click on the mail settings. We're gonna go down right here to where it says, create or modify signatures for messages. Now, as soon as we click on signatures, a new dialog box will open called the Signatures and Stationery box. Now, first, we can create a signature here if we don't have any signatures created already so we can click on new Well, type a name for this signature. We'll just call it basic signature. This will be my used. Normally you'll see that's immediately placed into our signature list here. Now we can choose a default signature for, as I said, individual email accounts, but I only have Ethan dot Kane. It a remar dot com connected to this outlook. So I'm just gonna leave this blank for new messages, will want that basic signature and for replies, and forwards will also want that basic signature. Now we go down here and we consign this in any way that we would like now, As you see, you have some formatting options available to you, but they're not that comprehensive, but you don't actually need it to be too flashy for a signature, so I could just put sincerely even now, although that seems very simplistic, it's actually very helpful in order to have something like this created so that you don't need to even sign any of your emails. This will already be added into the body of your email by default as soon as you open a new email. So again you can change this. Using these sort of rudimentary options here, you can also choose to add your business card. Now, if you remember back to the contacts component section of this course when we talked about how to create business cards with your contacts. You can actually add this to your signature, for example, which will now show all the information about Ethan Cane in this one location. Now, I could just have this in place of the signature, for example, or I could have this as an ident, um, to my signature. But right now, I'm just gonna delete that and leave it sincerely, Ethan. So you do have that option you can add in a business card for yourself or another individual, Or you could add in a different image from the Internet or from your computer, as well as adding in a link to some sort of site or web address. So when I click, OK, here. And now that I've created this, I'm just gonna go up to the upper left and create a new email to demonstrate that this is already input into the body of my email. So it saves a lot of time, especially if you might be sending out a large number of emails at one time. You can go through and just make sure that that signature is across all of your emails Now , one thing to keep in mind is that if you're using your emails for outlook on your phone, you'll need to actually separately create another signature for your phone or for outlook online. Sometimes thes signatures won't carry over onto these other versions of the applications, so you may need to create a new on each time you use a different version. But within those specific versions, all of your actual settings for your signatures will be saved in that back and section under mail. When you click on signatures, you'll see all the ones you've created before in that list, and you can click there to edit them and modify in any way you would like, as well as delete or utilize any of those actual signatures that you've created. 47. Automating with Quick Steps: I want to let you in on a little bit of a secret in Outlook. This is a bit of a bonus feature, and since they were coming upon the end of the course here, I just wanted to give you yet another way to increase your efficiency and effectiveness when using outlook. Now, what we're gonna talk about today is quick steps. Now, many people may know what quick steps are. However, I want to show you how you can use thes quick steps in order to enable a degree of automation within your outlook. So from our inbox, what we're gonna do is we're gonna right click on any item, and we're gonna look in our contextual menu specifically down where that lightning bolt icon is where it says quick steps. Now, from here, we see we already have some quick steps created and we could choose thes and you see, if we hover over each of them, it gives the description of what this will actually accomplish. So this quickstep moves a selected email to this folder after marking the email is read. So this would move any email that we right click on and go down two quick steps into our clutter folder as well as taking off its red status, meaning that it will rather putting on red status, meaning that it is now a red email here. We could actually for the selected email to my manager, for example, here we could create a new email for a team. We could mark something as completed. We could reply and lead an email, and we can go down here to create a new quickstep. So let's click on manage quick steps now. First of all, this will show all the quick steps that we have created on our system, of which you can create quite a few. And you'll see here in the description what the actions are for the specific quickstep, the shortcut key to enable that quick step as well as the tool tip. If you've created one for that quick step now here, the example. Quickstep with something I created myself. I'm going to go ahead and delete that, and then let's create another one from scratch. We'll go to new here and you can see that there are already some specific preset quick steps for you to choose from. Move to folder is one categorize and move is another. Then we have flag and move new email to forward to and new meeting with. Now all of these can be very helpful defaults to start from, but you can also click on custom to create your own quickstep. So let's just call this test step. And now first we have to choose in action. Now, this is what action will be performed when we use this quick step. And as you can see, we have quite a few actions to choose from, which can help us toe automate outlook. We can choose from filing options here, change status options categories, tasks and flag options, respond options, appointment and even conversation option. So let's have this before creating a new meeting, and we're gonna actually put this as my project group, which I had created in an earlier video. So this is actually going to be a quick step that initially just creates in the meeting invite for my project group. So I actually won't have to go into my calendar at any point and say that I want to create this new meeting. All I have to do is invoked this quick step. Now, I could choose to add a section action second action if I would like to. But I'm actually just going to leave this 1st 1 as is now down here. If I go on show options, you have multiple options for actually pre setting what your meeting invite will say. So we could put this as three group meeting location, virtual importance, nothing. And this could be our weekly regrouped. So now I have a quick step to create our weekly Greek group immediately, and I can automatically send this after a one minute delay. Now again, I could add another action if I'd like to, but I'm just gonna leave this, as is here. You can choose a shortcut key if you would like there to be a specific key command that actually makes it so that you can use that quick step without having to go and access it by right clicking. And then finally, you can write a tool tip text down here, which will display when you hover over your quickstep, as I showed at the beginning of the video. When you're finished, click on finish there and you'll notice your quickstep is now added at the top of the list . And if we'd like to invoke that quickstep, all we have to do is right. Click on an email, go down two quick steps and click on test step, and immediately you'll see that that email was now sent out to all my individuals. Abouts are all the individuals who were in that team about our weekly regroup. So be sure that you're using these quick steps and that you're creating the ones that work best for you in orderto automate your organization and filing, as well as your email or other outlook item creation in your outlook application. 48. Course Recap: congratulations. You have made it to the end of our beginner course on Outlook 2019. Now, throughout this course, I've hope you've learned a lot about outlook as a program and how you can really make the program work for you and how you can actually go through and make all of those disparate sort of components of outlook work in tandem and work together. Now, some of the key takeaways from this course that I want you to remember are all about how we made Outlook automate things for us so that we didn't have to go through and organize everything ourselves. Now this is very important, especially as you start to use outlook more and more, and your inbox starts to get inundated with emails. Now, some of the ways in which we actually discussed automation were in creating a basic email signature for when you send emails either new emails or when you respond to other individuals emails. We also talked about how to create groups in outlook so that you can pull together multiple people schedules and e mails into one inbox. And then finally we talked about all sorts of rules and quick steps that you can create an outlook in order to automate some functions and features even further. So just remember thes three things as you go forward when you use outlook in order to make sure you can maximize its efficiency and effectiveness as a program.