Outlook 365 Advanced | Intellezy Trainers | Skillshare

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

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Get unlimited access to every class
Taught by industry leaders & working professionals
Topics include illustration, design, photography, and more

Lessons in This Class

27 Lessons (2h 13m)
    • 1. Introduction

      1:39
    • 2. Modifying View Settings

      8:30
    • 3. Modifying Mail Options

      10:50
    • 4. Using Tracking and Delivery Options

      4:31
    • 5. Using Voting Options

      5:24
    • 6. Modifying Contact Options

      4:58
    • 7. Using the Weather Bar

      2:39
    • 8. Creating Email Templates

      3:47
    • 9. Automating with Quick Parts

      3:42
    • 10. Creating and Managing Rules

      6:44
    • 11. Modifying Desktop Alerts

      5:17
    • 12. Advanced Search Options v2

      3:57
    • 13. Sharing Calendars

      3:53
    • 14. Printing and Saving a Calendar

      6:57
    • 15. Sharing Contacts and Groups

      4:19
    • 16. Sharing Mail Folders

      5:37
    • 17. Inserting Tables

      4:06
    • 18. Inserting SmartArt

      4:42
    • 19. Working with Pictures and Screenshots

      5:44
    • 20. Working with Pictures and Screenshots

      3:30
    • 21. Inserting Hyperlinks

      4:35
    • 22. Inserting Symbols and Lines

      4:16
    • 23. Cleaning up the Mailbox

      6:08
    • 24. Backing up Data

      4:18
    • 25. Importing and Exporting Contacts

      3:56
    • 26. Configuring Junk Mail Options

      5:52
    • 27. Course Recap

      2:41
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About This Class

In this course, students will expand upon their existing knowledge and learn and use advanced features of Microsoft Outlook 365. Students will modify and manage message options, track and delivery options, voting options, contact options, calendar options, and other advanced Outlook features. Students will also review rules and automation, cleanup commands, sharing options, advanced graphic options, junk mail options, import and export features, and how to back up their Outlook data.

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Intellezy Trainers

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

 

 

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Transcripts

1. Introduction: Hello and welcome to this course on the advanced features of Outlook. So this is Outlook 365 level too. If you're coming over from Outlook 365 level 1, thank you for joining us and welcome back. But if you are new to this, again, thank you for joining us and welcome. My name is Ryan and I'll be taking you through this course. So we're going to be going further into Outlook now this is our advanced course on Outlook. So we're really going to be talking about how we can customize the Outlook experience and how we can actually create our own rules and actually modify the way that outlook automates itself. Then we can go in and talk a little bit more about how we can share our calendars, contacts and male. And although we touched on this in the first course, this is a bit of more of a deeper dive into how we can share. Then we're going to look at more advanced outlook options and really take a look, a deeper look at the background or backend settings that outlook has to offer. And then finally, we're going to look at advanced customization and how to work using data files in Outlook in order to back up our data and then Import and then possibly export that data to other outlook programs. So again, we're going to be going through all of this and more as we go through this course. So I encourage you to stick with me until we get to the end. Thank you very much and come with me and we'll look at some more outlook. 2. Modifying View Settings: Let's jump into some more advanced features inside of Outlook. We're specifically going to be talking about advanced view settings. So we're going to be taking a look today at our advanced view settings, but also a not super well-known feature called outlet Today. Outlook today pulls all sorts of information and data from other components of your outlook like your calendar and basically gives you a snapshot of your day. But before we begin, I do want to point out that Ryan, who was conducting other parts of this course, is using the simplified ribbon. So before we begin, I'm going to show you how to turn that on and off. But just so that, you know, Rhino continue the rest of this course with the simplified ribbon. Sorry, now if you take a look at my screen up at the top, you'll see we are currently in the simplified ribbon view. But if you ever want to change that at any point, if we go to the right of our screen, you'll find this little carrot right here. And if you click on that, it's going to expand our ribbon out and kinda gives us a little more detail to what we're looking at in some more options. So there you see the three dots kinda go away. And again, this is completely preference, how you want to see your Outlook. I personally prefer the more advanced ribbon like this. I like being able to see all my options, but some people prefer simplified, so completely up to you. But then again, remember for the remainder of the course, Ryan we using that simplified ribbon. So I'm going to simplify it again for the purpose of that. So now we're going to dive right into our view settings. So first we're going to look at our different views up at the top of our ribbon on our tabs, we're going to head over to the View tab and it gives us our little options, the option for our focus box. And currently we are in the what they call the New View tab where we can see in our emails a little bit rough like a note from the email and we can see things in our reader reading pane to the right. Now if we would like to change our views or look at the other ones, we have the option for a compact view. And the compact view just kind of combines everything in our inbox here, but we still have the reading pane available. And then we also have single-view, which leaves your reading pane open and gives you just a little more information about your e-mails if you want to drag it out. I'll show you what I mean here so we can see, you know, subject from any attachments when it was received size kinda just gives you a little more data about your emails. And then the last view is the preview. Now preview takes away that reading paints. You won't have access to that anymore, but you can see that we have a lot of details about our email. So again, Yeah, I can see your subject receives size, categories, mentions if it's five, et cetera. So you can see all of that information up at the top there. So now while we're still in this single view here, we're going to talk a little bit about columns. If we go back up to our simplified ribbon and we click on these three dots. We under the arrangement section, you can see we have the option to add columns or expand and collapse them. So if you click on Add columns, this is actually a way for you to add like anything else. So for example, if you want to see, you know, any, any who cc'd on the e-mail. You can add that, you know, if there's a due date, the message, original, originated delivery, requests, recipient name, et cetera. So anything else that you think you would like or you can completely out of custom one. It really just depends on your preferences. So for example, if I wanted to add to see who was cc'd on the email, I just click the Add. I click. Okay. And now you'll see that over here. It's right there. Cc. And at any time if you want to rearrange this, you have the option to move it, move it up or move it down by just selecting on worried for it to be. So if I want my CC to be right under that from category, I just click, move up until it gets there and I click Okay. And now you'll see that from NCC are right next to each other. Now another thing so we're going to talk about is be able to collapse these rows here. So you see I can, you know, manually go in and click them to close them up to really kinda clean up your mailbox, especially to see what type of view you would like. But I actually can click those three dots again. And under arrangement, expand or collapse. So I can expand all groups or have the option to collapse all groups. Or if I would like to say Expand know this from three weeks ago, I actually, so I can click the little carrot and do it that way. Or I can just click the three dots and expand this group. So you just select whatever group it is that you would like to expand or collapse. And you can do it that way. You also have the option to create a custom view if you wish as well. So if we go under this current view up in our ribbon, and let's go to View settings. And this brings us to more of our advanced where we can adjust our view. Oh excuse me, no, change view, manage views. And this is actually where we can add a custom view. So if you click new, this is actually where you can go in and customize how you want, exactly how you want your outlook to look. So you can go in and really get specific with how you'd like it there so that you can add a new view. And then we're going to talk a little bit about conditional formatting. So conditional formatting is actually we can edit the text and the font size, font color, if it's bolded, if it's italicized, we can actually edit what that looks like in our outlook of how we want to see our emails. So if we go to current view under View settings and we go to conditional formatting, if you click on that. So now you can see down here we can currently what a selected as our unread messages. And typically you guys are, we're used to seeing an outlook that bolded blue font and we have an unread message. So I actually can click on Font. And now I can customize my thought is, so I'm going to keep this font, but say I want to change my color to this purple. So now I can change it to purple. I also can make it. So say I want bigger text because whatever is I want my text to be bigger. I can do it that way. And then once I click, Okay, I'm going to mark this e-mail unread. And now you should see that it will. Oh, it did not save. There we go. So now you can see my emails instead of being not blue that we're so used to, It's now bigger texts. So now my unread emails are bigger and they are purple and more bolded that way. So it's kinda fun. Feel free to play around with that again, this is all just custom features for you. Now the next thing we're going to move over 2 is Outlook today. So to access Outlook today we're going to do is you're actually going to click on your email in the navigation pane. And that's going to bring us to this window here. So it gives us the option of our calendar tasks messages. And again, it's pulling data from our Outlook calendar. So it kinda gives us a little snapshot of our days and this gives us a snapshot for the next couple of days. Any tasks, you know, any red tasks or anything that's overdue and even gives you a little bit of stats about your inbox. So I have about 230 unread emails and 15 graphs and nothing in my outbox or anything in any specialized folders. So we can actually customize this as well and get a very specific view by going to the right corner under customize outlook today. So if you click on that, and this actually is where we can customize it. So we have the option if we would like to, for when. So when you open up your Outlook application, you can go right to Outlook today. We also have the option to show specific folder. So for example, if I would like my sales folder to be shown, I can add that, show this many number of days on my calendar so I can go anywhere from one to seven for that little like outlook of days. And then more customizations for your task lists. So all tasks just today's include Tosca, no due dates, how you'd like them to be sorted. And the last thing we can look out is style. So currently we're in the standard style of outlook today, but we also have the option to do different ones. So it gives you kind of a little preview at the bottom here what it looks like. We can look at standard one column's Standard Chu column. Even this nice winter features. So we'll change it up to the standard two column. And then when you're done, go up to the right corner and receive changes. And it showed up. Date to that to column look which it has. So now you see it's calendar messages and TASO. Now it's in this nice little two-column look. So feel free to play around with these different view settings and really create outlook and find something that works best for you. 3. Modifying Mail Options: So in our first course on Outlook, we did touch upon the backend or background settings just a little bit. But in this course we're really going to dive in a lot deeper and more in depth on each of those settings, in that background sort of settings window. So now I'm going to show you how we can access that window very easily from our File menu. And then how we can modify some of our male composition, as well as saving and sending settings that are available to us. So if I go up into the upper left-hand corner of my mailbox here, you'll find the File tab on the ribbon. And this will take you into your file menu. And then we're just going to navigate down to where it says Options. Now once we click on that, simple as that were taken into the backend of outlook where we can modify all of our more advanced settings. So for this video, we're going to be looking at the male settings. And now specifically we're going to top or start at the top here with composing messages. Now you can change the editing settings for specific messages. You can compose messages in different formats. Now, I recommend leaving this as HTML because this is the most common format. If however, you know a little bit more about this or you need to change it for a specific purpose, you can do so right from here. Then if we go into our editor options, we've discussed proofing and ease of access a little bit in our previous course. So we're going to dive straight into advanced here. But as you see this, you're advanced customizations for working with Outlook, specifically when composing messages for editing options. By default, you'll see that typing replaces selected text. Now what this means actually is that when you select a group of text, if you type over that, it will delete the text that you have selected and replace it with the text that you type. Now if you have this setting enabled as well, you may notice that if you're typing something in between two words, for example, that the text from the word your typing actually overlap the texts from another word, deleting that text. So just keep that in mind when you're changing your editing options, it can actually change how you format your e-mails. So here we also have enabled by default when selecting, you automatically select an entire word. So that means if you're selecting a bit of text when you're formatting your emails, you'll actually select the entire word by default instead of just one letter. You can also allow texts to be dragged and dropped. Now this is something that you can also do in Word and many other word processing programs. You can use Control click to follow hyperlink, also very common. You could just do automatically create a drawing canvas when inserting an auto shape is not very common, so it's not enabled by default. But again, this could be situational or situational or circumstantial. And if you actually need to use it, you can just find it back here. Use smart paragraph selection is on by default, so it allows you to actually select an entire paragraph, not by default, but in a smart way. So if you actually click on a word, for example, and you'll just see one word that's been selected. And then if you triple-click or double-click, you'll actually bring up a selection of that entire paragraph. You can also use smart cursory to make sure that your cursor lands exactly where it should when you're clicking around, you use the Insert key to control over type mode. It's a little bit more advanced, not enabled by default and not really something that you'll probably need. So essentially if you don't know what over type mode is, I don't recommend turning this on. You probably won't need it. Prompt to update style. Now this would just be if you're updating the style of your word or not your word. If you're updating this tile of your work, you want to make sure that it's actually all the same style. So if you're updating style, you'll get a prompt from Outlook saying, do you want to change your style to maybe match any of the formatting that you have in that email. You can also choose to use a normal style for bulleted or numbered lists. And this would mean that any style changes you do make will not take effect on your numbered or bulleted lists. You can keep track of formatting as you might in other actual programs from Microsoft office such as Word Excel or PowerPoint. And you can actually show, you can mark formatting and consistencies in order to then go back and change those to make nice formatting that actually goes across your entire document. Then you can choose to update style to match a selection. And you can actually open this drop-down and keep previous numbering and bullets or add numbering or bullets to all paragraphs with certain style. Enabled click and type, show autocomplete suggestions. And you can choose to not automatically hyperlink a screenshot. Then down here we're actually gonna kinda breeze through this a little bit because it's more common. These are your cut copy and paste options. So if you'll notice maybe when you cut or copy into a document, me that in Outlook documents such as an e-mail or maybe a Word document, that when you right-click you have different options available for pasting. Now, by default you'll be able to keep source formatting. But you also have options down here to merge formatting or keep text only. Now these could also be situational things, but if within same emails or certain emails and then pasting between emails, you might want to change rather than keeping your source formatting. Maybe you want to merge that formatting or by default keep the text only. So you can change those here. And down here you can choose to insert or paste pictures As and you have all these options for making sure that your pictures are cut and paste. And the ways that you want. Down here with a pen, you can use a pen to select and interact with content by default. Now this is not enabled by default unless you have a touch device, in which case you can go in here and make sure this is selected so that you can use your pen or stylus in order to select objects on the screen. And then finally, you can change some settings with your display. Now these are much more advanced and I don't recommend changing too much here unless you noticed that your display is scrunched in some sort of way or maybe stretched in some sort of way. And this would be something that actually would change depending on your screen resolution and size. So if you do have any sorts of problems, you can go in here and mess with these settings and you can always come back and change those. If you notice that the changes you didn't like maybe or maybe if you notice those changes actually messed with things further. So those are our editor options. Now if we go back to our mail tab here and we go down, we also have these options down here for stationary and fonts. Now this makes it very easy to create a specific theme and add it to every one of your e-mails, especially if you're sending a certain type of email. Now you can see this is coupled with email signature, which we discussed in the first course. But with personal stationary, you can change your theme here, as well as your font-style for new mail messages, as well as when we're applying or forwarding messages and composing and reading plain text messages. So I encourage you to go in here and mess around with some of these font style settings, as well as some of the themes that you have available to you in the actual Outlook sort of theme gallery. You'll see that each of these will change how your e-mails look. But be careful when you're adding these to your e-mails, especially if they're professional emails as something like this may not come across well in a professional setting. So be sure you're keeping an eye on which themes you're using. If you choose to change your stationary and fonts. Then as we go further down, you'll see you have settings here for your reading pane. And these reviewed before. But just to show you that you can actually access them here as well, you can mark items as red when viewed in your reading pane. You can mark an item is red when a selection changes, which is on by default, single key reading using the space bar also on by default. And turn on automatic full screen reading in portrait orientation, if you're using a touch enabled device. Then going down further, we have options here for replies and forwards. You can open replies and forwards in a new window if you prefer. Cloze original message window when we're applying our forwarding or preface your comments, if you're actually going in and making some changes to a document. Then when replying to a message, you can choose any one of these settings. If maybe you'd like to include the original message text in your reply. Or if you'd want to not have that at all, or maybe even add it as an attachment to your original message. You can do the same thing when forwarding a message. And you can choose to preface each line in a plain text message with any sort of symbol or maybe your initials if you'd like as well. Then when saving messages, you can choose to automatically save items that have not been sent after a certain amount of minutes into your drafts folder. The default is three, but you can go all the way up to as many minutes as you would like, or as few from 0 to 99 there. So if you want that to immediately be saved and drafts you can put 0. But if you want to give yourself some extra time and maybe you don't want those draft copies piling up. You could put that up to 99 or something even higher, or rather higher than three. And you can choose again to change which folder about safe too. It doesn't have to be saved to drafts. When we're applying to a message that's not me inbox, you can save the reply in the same folder. You can save your forwarded messages, copies of messages, and use Unicode format. All of these are enabled by default, but this is just to show you that you have full and free rein to change these at anytime. And then finally, when we're sending messages, we can change our default importance level and our default sensitivity level. And we discussed these a little bit in the previous course. But just know that you can change these for all of your e-mails all at once. And these backend settings. We can also mark messages as expired after a certain amount of days. Always use a default accounts and composing new messages. And commas can also be used to separate multiple message recipients, which is not on by default. But it could make it easier if you're sending to a large list. Automatic name checking by default, deleting meeting requests and notifications after you've responded, Control and Enter to send a message using autocomplete list to suggest names when typing, and warning when you send a message that may be missing an attachment. So again, these male options, there are so many here and I encourage you to go into the back-end settings and look at a few of those and apply some. Now, none of these settings are something that would break your system. It's always something you can go back and change it anytime. And they're all things that can make your life a lot easier when composing your messages and sending or replying to messages as well. 4. Using Tracking and Delivery Options: If you've ever used an iPhone or a Mac PC and you've actually used I message. You're probably familiar with delivery and read receipts. Now, these work a little differently when you're using an email program versus an instant messaging program. But I'm going to talk about how we can enable delivery and red proceeds in Outlook and how we can also do that on an email to email basis rather than with every email that we send or receive. So from our basic e-mail inbox here we're going to go back into our backend settings by going to File and going down to options as we did before. We're going to jump back into the mail tab here. And then we're going to scroll down all the way here to tracking. Now here it says delivery and read receipts help provide confirmation that messages were successfully received. Not all email servers and applications supports sending receipts. For all messages sent. You can choose to request a delivery receipt which confirms that the message was delivered to the recipient's email server. And you can request a red received confirming that the recipient has viewed your message. Now these can be very useful if you have something, for example, that's time-sensitive and you need to know when an individual has seen it or if they've seen it, or if you just want to confirm that someone's read your e-mail or that someone has actually received that e-mail. For any message received that includes a read receipt request, you can choose to always send a read receipt. Now this would be for individuals. We're sending you emails that are requesting a read receipt. You can choose to never send a read receipt. Or as by default, ask each time whether or not you'd like to send one. You can choose to automatically process meeting requests and responses to meeting requests and poles, which is on by default, as well as automatically update original cent item with receipt information. You can update your tracking information and then delete responses that don't contain comments. As well as after updating tracking information, you can move a receipt to your deleted items. Now, this is something that I usually enable because when you actually get a read receipt, it will come in as a separate email. So it won't just be a notification or a blurb in a current e-mail, you'll actually get as a separate email and that can start to clog your inbox, especially if you're doing it across the board here in these outlook options. Now if you do or if rather if you enable these receipts for a specific email, this isn't really something that you need to worry about. But again, if we're doing this across the board, we want to make sure that we have these two enabled and this as well. So you're not clogging up your inbox with unnecessary items. So I'll just shut that off for now. So really that's the only thing that we need to focus on when it comes to tracking. And again, this is settings that would take place across the board and these are found in that back end. Now you can also find these tracking settings very easily in any e-mail that you're creating. So if we go up to the upper left and just create a new email here. If we go to our Options tab, and we go all the way to the right here to the ellipsis and click on More Commands. We have a tracking section here where we can just request a delivery receipt as well as a read receipt for this particular e-mail item. So it's as easy as that, just requesting one right there. And we can request a read receipt as well and we can send that along. And then the individual or individuals who were sending this to will have confirmation of those receipts or rather those requests. And we've should ideally get receipts that actually tell us of confirmation of having been delivered and having been read by other individuals if their e-mail servers actually support that functionality. So it's important to realize that by having these selected by default, maybe you'd like to be across the board sending those delivery and read receipts as well as receiving them. You have to be sure that an email server or individual knows how to use read receipts and can actually accept and send read receipts. Now not everyone has these settings enabled and not every e-mail server will allow them to be enabled. So sometimes you may not actually get those receipts back, but you'll never know unless you try. So I do recommend putting those settings on or messing around with them based on your own needs. 5. Using Voting Options: Let's say you'd like to send a poll to a group of individuals about maybe some lunch items or maybe something about what they'd like to bring to the next meeting or when they'd like that next meeting to be. Now, you could craft something like this in an e-mail and send out a very long sort of email where people could put marks next to what they wanted or send replies to you based on what they wanted. But if you're sending it to a large group that could get complicated. Now, Outlook actually has something that a lot of people don't know about, but it has voting options available. So you can create polls within your e-mails, and it's very easy to then track the responses of those poles as Outlook actually doesn't automatically. And you don't have to look through all of your emails to see which users responded what? So let me show you really quickly how we can actually activate those voting buttons within an email. And then I want to show you an email conversation that I have that demonstrates what it looks like on your end when you receive those voting options. So from our inbox here, we're just going to go and create a new email item. So we're gonna go on the upper left and just create our new e-mail. And then from here we're going to go to our Options tab. And then we're gonna go over towards says use voting buttons. Now if we hover over this, the tooltip says this adds voting buttons to this message. People reading this message can vote for any of the options that you specify. And the votes gets sent back to you as specific e-mail or special rather, but also specific e-mail messages. So if I left-click on this, we have these three options by default so we can approve or reject. We can yes or no, or we can yes, no, and maybe. But we can also create our own option using this custom setting. So this brings us into properties where you can change some certain settings about this e-mail. You can change the importance and sensitivity level as well as the security settings and voting and tracking options, as well as some delivery options. So we're just gonna look at this voting and tracking. So you'll see here, if I click on this, it looks like we still only have those three options. So if I want to actually make a custom option here, what I have to do is delete what's in here right now. And then I have to actually type in my option in this same format as the ones that are currently there. So if I pull this open, you'll see this is approved. Semicolon reject. Yes. Semicolon, no. So I have to do any sort of thing that let's say I'm doing timeframes. So I want nine semicolon, 10, semicolon 11. Now since it's in that same format, this should take, and this will be added into my e-mail. In these three voting options, you can choose again to request delivery receipts or read receipts from here. But we're just gonna keep those voting buttons on and we're going to close out. And you can see now it says you added voting buttons to this message. So there you have it. We've added those voting buttons in. Now if we send that out, we can get some replies from individuals based on the voting buttons we added. Now, I want to show you what that will look like when you actually get those responses. So right here I have an e-mail message or conversation where I sent out an email asking what we should order for or if we should order lunch for our meeting next week. So I sent this out and you'll see, I just said hello, Ellen and Carlos, would you like to have lunch ordered for the meeting next week? Please respond to the voting options. Sincerely, Ethan. So I added voting options to that. And you'll notice here I got responses from both Carlos and Alan and they are separate e-mail messages, but they don't actually say much of anything. Just you'll notice that the headline up here, the subject line actually says, yes now with a colon and then ordering lunch for next week's meeting, question-mark. So it has the subject, the initial subject that was there, but also the response that the individual gave in the front of that subject line. You can also see down here that the sender has responded yes. Well, let's say we had a large group of individuals sending us responses and we didn't want to look through every single one. If we open up the initial email here from are sent emails. So this is the initial email that I sent. And then we go to Tracking up here on the message tab. We can see who responded what and when. Now, since this was an email sent to just two individuals, this is not very helpful for us. It doesn't really show much information. But if this was sent to a large group, we could see who responded what and when. Exactly when. You can see we have the time here as well. So it's a lot easier for you to be able to keep track of who's replying, what, and how you can then cater your responses to those replies. So again, if you have any sort of pulling that you need to do in Outlook, don't try and manually create something yourself or send people to an external polling site. If it's something that you can do using those voting options within an email, I encourage you to do so and then track those options in your email afterwards to see who responded what and again, cater your own response. 6. Modifying Contact Options: Now we're going to switch gears over to contacts and some of the ways that we can modify our contacts and actually link contacts with other contact entries in order to make more comprehensive contact pages. We also are going to look at some of the more advanced contact settings we can do and how we can actually organize our contacts into different folder groups, not just different folders. So if we switch from our e-mail inbox view over to our contacts view. And we do that down from the bottom left here, just click on the People icon. Well, immediately switch over to this view, which as we've already discussed and looks very familiar to your e-mail view, but finds you a lot of different information. So for each of these contacts, you'll see their contact information here, their organization info, LinkedIn profile, and membership. If you have that information. If you don't have that information, but you might have an actual other contact entry for this contact. Or maybe you have a group contact entry that has some information about this contact. What we can do is actually linked those contact entries together to get a more comprehensive page. So let's say if I went down to Carlos here and I don't have all that much information about him. And I would like some more. What I can do is click on this ellipsis up here at the top, and click on Link contacts. When I do that, you'll see all the locations where I can find Carlos. Now, he's in my address book, but he's also in my contacts, as well as my recipient cash and my Skype for business contexts. Now, some of these may just have the same information, but it's often the case that individuals when they sign on to different sorts of programs will actually input different contact information. So if I want the most robust contact info, maybe I'll want to add in both the address book contact entry as well as the Skype for Business contact entry. Then I can also choose to add in another contact to link. You can also link with other contacts, although that's not very helpful. Now I normally recommend just creating a contact group if you're going to try and link multiple contacts information onto one card, if you link just multiple contacts, you'll have their information. But it will be a strange sort of amalgam between the two contacts, which can be a little complicated. So you always can look for another contact if you'd like to. But I normally recommend just linking contacts of the same name, just different entries. So we'll cancel out of that. And now let's talk about ways that we can actually organize our contacts. So on the left-hand side we have my contacts, which is our only folder group here, and two contacts folders, just contacts and person metadata. Now, if we wanted to create another folder, we've already kind of discussed how to do that. We can just right-click here, create new folder. And we can just type in a name for that, just call it test folder that contains contact items. Then we'll just plop it right here. Then we can always move that around by clicking and dragging as we've done before in order to place that between, for example, maybe these two folders. But let's say we wanted to create another folder group. How would we go about doing that? It's not the same as creating a new folder. We can't actually just grab it from here. But if we actually right-click this heading, then we can actually make a new folder group. So we'll just call this example group. And now you'll see it's large in texts like this, so that it's actually one of these group headings. Now if we wanted to create a folder in that group, this is something that's a little convoluted. We actually can't do it by right-clicking that group or by right-clicking anywhere around that group. In order to actually create a new folder there, we have to drag an existing folder, such as our test folder. Hover over this, and then just let go so that there's now a folder in that group. Now we can use this folder in order to create a new folder. So this can be helpful if you find that you're juggling a large amount of contacts and maybe you're juggling contacts from multiple organizations or multiple departments. And you actually want to switch those up rather than using maybe your color categories by using folder groups. So again, you can create as many folder groups as you'd like as well as folders. And you can drag and drop those as you might want to based on what those groups actually stand for. So in this case, we just have an example group and a test folder. But maybe if I wanted to put in the HR team for maybe Ethan's HR contacts, I can put that here as well as the individual contact entries as well. So just for some extra organization here, I don't have too many contacts to work with, but you might find that you will. And it can be helpful to create all of these groups so that you can better organize all of your contacts. 7. Using the Weather Bar: Now let's switch gears again, this time into our calendar component. But we're not actually going to be talking about our calendar settings in this video, we're going to be talking about what's known as the weather bar. Now this is something that's always there on your calendar, but you may have never actually drawn your attention there. I know that I don't usually use the weather bar, but now that I know more about it, I found that it can be very helpful to add multiple locations, especially if you're going between the two quite often. So from your basic e-mail inbox, we're going to navigate over to our calendar component by going down to the bottom left and left clicking on the calendar icon. From here, I'm just going to draw your attention up to the top here and you'll see the weather bar. It's right next to your month heading over here on the left, and your search calendar heading on the right. Now, you'll notice if I switch to my different views, the weather bar still stays at the top. So you'll always have access to the weather for any location that you add here. Now currently we have the weather for Seattle, Washington. If we click on this little drop-down arrow, we can actually add up to five locations here. Now I'm going to put, let's put Washington DC. And if you click Enter there or if you hit Enter, you'll see that it will load up a few options for you based on whatever you actually typed in there. And now we can select Washington DC right there. And you'll see that our weather has now shifted to this information over here. Now, you'll see when you hover over each of these, you have the current temperature as of 1137. You have the wind, whips, you have the wind, you have the humidity level as well as your precipitation percentage. And you can see this is coming from Fortune.com. And if you want to see more information, you can go online and pull up the entire forecasts that way right from here. You can also see tomorrow's as well as the day after. And then if you want to switch between these two, just click on this drop-down and we can actually select Seattle, Washington again and just seamlessly switch between those two forecasts. And if we find that we don't want a certain location on here anymore, all we have to do is click the X next to that entry and it will disappear from our view. Now all we have is that Washington DC. So again, very easy to access this weather bar. I encourage you to go in here and change around some of the settings so that you're seeing the most updated weather for the locations that matter the most to you. 8. Creating Email Templates: In this section of the course, we're going to be focusing primarily on how to make outlook work for you and how to make your work easy and effortless when it comes to using an automating outlook. So to begin with that, we're gonna talk about how we can actually create and manage email templates. This is a form of automation and that you can create a template for an email and then actually pull that template up at anytime or call upon that when you need to create a new and similar e-mail. So from our e-mail inbox, we're just going to go up to the upper left and create any new e-mail as we normally would. Now, we could send, for example, this to our HR team and we could call it weekly regroup agenda. And I could say Hello team. The following is the agenda for our upcoming weekly regroup. And now I'll leave this blank down here. And then I'll put sincerely Ethan. Now, I'll say this as a template and I can have this be our weekly meeting template essentially. And then we can just paste in that agenda as soon as I have it. And I can send this off just by clicking on Send. I've already filled in my two info, my subject and most of the body of my email. So when you're ready to save and email as a template, all you have to do is navigate to the file tab in the message. And when you're in that menu, click on Save As now by default, when you save and Outlook item, it just saves as an e-mail item, which you can then access from your desktop or any other sort of area on your File Explorer. But if you change this to save as type down here to Outlook template, immediately, you'll be placed in a different folder where you can find the user created templates for Outlook. So we'll just call this weekly breed group template. And we'll save it in there. And now you won't see anything different about this e-mail itself. But if I close out of this and say No, I don't want to save my changes. Now let's say that I wanted to pull that up so that I could just paste in my agenda for this week's upcoming weekly regroup. Instead of just clicking on new email up here in the upper left, we're going to click on this small drop-down icon. And we're going to go down to where it says More Items and then click on choose from. Now I know this seems like a drawn out process, but there are a lot of ways and also there's a lots of different places that we can choose to pull these templates from. So in order to actually use a user template when you're in this shoes form box here, you actually have to go down and click on user templates in the file system. Now as you can see, our template is right there, the weekly regroup template. And we can see right here where we found that in our system. Now if you want to browse to another location, for example, that may have other templates. We could do so as well, but by default all your templates will be saved here. Then if you click on Open, there we have it that email is already populated with all the information that we need. So I recommend that you go through and you create templates for e-mails that you know, you send quite often, or for emails where, you know, you will be sending them quite often in the future, It's good to have templates built up so that you can quickly automate your email creation and then send that e-mail quickly and effortless, effortlessly to make sure that the information gets to the individuals who need it as quickly as possible. 9. Automating with Quick Parts: Another quick and easy way that we can automate our email creation and outlook is by using Quick Parts. Now, quick parts are something that you can actually add to any e-mail message using what's known as auto text. So if there's maybe a snippet of text or a certain chart or table that you'll be using quite often in your e-mails. You can grab that or even an image, for example, like maybe your company logo or some sort of letterhead. If you want to grab that image and add it to your Quick Parts gallery, you can then find that at any point and inserted into any email. So I'm going to show you how we can actually grab a bit of text, make that a quick part, and then easily access that and paste it into any email. So we have our weekly regroup agenda email up that we had up in the last video, and in the last one we were using this as a template. Now, you can also use Quick Parts in place of a template. For example, if you don't want to constantly call upon a template, you can just use that quick part if maybe all you need is a certain tiny bit of that template. Now for this, I'm just going to demonstrate making a quick part of the entire email so he could show that if this was something that we wanted to send out quickly, we could actually use templates or we could use quick parts. So for this, I'm going to grab the email body here. And you'll see that I've highlighted all of it. And now what I'm gonna do is navigate to the Insert tab here. Click on our ellipsis for more commands on the far right, and then go all the way down here to Quick Parts. Now if I go into auto text here, you see that I have the ability to save this selection to my Auto Text gallery. So I'm gonna do that. I'm going to save it in here with weekly regroup. And we'll call it weekly regroup agenda. It's going to be auto text, and I'm going to keep that in a general category or you could create a new one if you'd like. You'll get added description, save it in a normal e-mail, and choose to insert your content in its own paragraph or even on its own page. We're just going to leave it like this for now. So now if I back out of this email and I'll just create a new blank email here. And I start, whoops. Well actually, I'm not actually going to type anything at all because I can pull all that in from my quick part. So if I go into Insert now and I go all the way to the right again and go down here to Quick Parts, hover over Auto Text. I'll now see weekly regroup agenda in my gallery here. If I just left-click on that, it's immediately paste it into my email. And now I've essentially again crafted a template for a weekly regrouped email. So again, we can choose to use multiple ways in automating or for automating our email creation, as well as our email sorting and filtering as well as even our emails sort of deletion, I guess, or cleaning up in Outlook. But there are multiple ways to do all of these things. So that's important to keep in mind is that it's not really just a one sort of way to actually go through and change all these settings. Each of these sort of settings has many ways in which they can be changed. So for this, you could choose to create an e-mail template if it's something that you know, you'll be using quite often. But you could also choose to just use your email quick parts in order to craft that same email. So it's really up to you which avenue you take. But I do want to show you essentially all of the ways that you can automate your e-mails in Outlook. And then you can choose the way that works best for you and your needs. 10. Creating and Managing Rules: So I briefly mentioned at the end of the last video that there are even ways that we can actually automate how our emails come into our inbox and how they're sorted and filtered. So what I want to show you is how you can actually create your own rules for your email sorting from the ground up, as well as managing some of the rules that may be pre-installed on your system. So from your e-mail inbox, what you're gonna do is make sure you're on the home tab of your ribbon and you're going to navigate up to the top here. So you're gonna go over and you're going to click on your ellipsis to get some more commands. You're going to be focusing on this move and delete section specifically where it says rules. Now by default, you don't have many rules, if any at all. Now if you're using a certain organizations server, they may have rules already created for you. And you can actually find out which rules you have if you go into Manage Rules and alerts. So we'll bring that up. And as you can see here, I have no rules that are currently being applied to my system, but I can create a new rule from here. Once I do that, I'll bring up the rules wizard. Now this is something important to keep in mind because there are multiple ways that you can create these new rules. Now if you do this, you'll be added straight into the rules with her. Rules are wizard. But if you actually go up here, go into rules and create a rule straight from here. You'll notice once it loads that it actually takes you to a bit of a different layout. So it won't take us straight into that rules wizard here. It will take us into this Create Rule dialog box. And now this gives us essentially the same functionality, but not as much hand-holding. So if you're creating a rule from scratch and it's your first time doing so, I recommend going in and using that rule creation wizard, which I'll show you how to use right now. So we'll go back in here and two rules, Manage Rules and alerts will create a new rule. And now the rules wizard kinda breaks it down for you here, first based on templates. So we have templates for rules on how to stay organized, templates for staying up to date, and templates for starting from a blank rule. So we have, for example, we can move messages from someone to a specific folder. So those could bypass our inbox and go, let's say to our HR team folder, if these were emails that were coming from a member of the HR team, we could move messages with specific words in the subject to a certain folder. Move messages sent to a public group to a folder. We could flag messages from a certain individual or group of individuals for follow-up. And we could move RSS items from a specific RSS feed to a folder. So these are just some templates that are in by default that we could then modify afterwards. We can also display mail from someone in the new item alert window. Play a sound when we get messages from someone. Send an alert to a mobile device when you get messages from a specific individual. Or we could just choose to apply a blank rule on a message I received, or blank rule on a message that we sent. So let's go and start a blank rule on a message I received. We're going to go in here. Now first step one is selecting our conditions. So which conditions do we want to check for this rule? So let's see. If I receive something from a certain person. I'm going to say, we want something in particular to happen. Now as you can see, you have all sorts of options in here. And I do recommend that you go through and craft a rules based on what you need. But just for example, I'm going to craft a rule really quickly. So I'm just gonna choose at the top here. We'll go next. And now you'll see it'll say, we can't save your rule yet because the value is missing to set it, click the underlined texts in the rule description area. Now that's this right here. So we have to specify the person or public group that we want this to apply to. So I'm going to have Carlos Perez because he's our HR manager here. I'm gonna go next, select an action. I'm going to say assign it to a certain category. So we have an HR category that we actually created in the previous course. It's a color category, it's kind of a pink color. So we'll click on Category here and we're going to assign that HR color category to all e-mails that come in from Carlos Perez signifying to us that he is on the HR team. Will go to next and then we can select an exception if we need to. Now, I don't think we need to for this particular rule, so I'm just going to skip through this. Then we can type an actual rule in here. So I'm going to call it Carlos Perez, HR. And we can set up our rule options here. So we can choose to run the rule now on the messages that are already in our inbox, or to just turn on this rule in the future. So this rule could just apply to emails that might come in from Carlos from now on. Or I can actually have it apply to all the messages that currently exist from Carlos as well. And then we can review the rule description and click on an underlying value to edit it before we actually finalize the rule. So apply the rule after a message arrives from Carlos, assign it to the HR category. And I'm actually going to apply this right now. So we'll just finish that. And it'll say this rule will only run when you check your email in Outlook. If outlook is not running, the rule won't work for your email that you check online or from another device. So just keep that in mind when you're creating your rules. Now we'll see that we have the Carlos pres HR rule and that it's checked over here. So that means it's running as well. And we can apply that. And just click on, Okay. And you'll notice right away that a pink color category was already added to one of these e-mails that I just received from Carlos. And if I scroll down, if we see some other emails that had Carlos involved, we can notice it based on this little pink icon which now appears on all of them. So again, great way to automate using Outlook is creating those different rules. And you can do it for messages that you receive and messages that you send out as well. And there's pretty much no limit to the amount of customization you can do or the amount of rules that you can have active at one time. So if you really want to get down and dirty with automating in Outlook, I do recommend building some of those rules from the ground up, using that wizard and going through and making sure that you have all your exceptions set correctly so that if there are exceptions to your rules that they're set and outlook can take care of it so that you can actually reduce all the manual work that you need to do with Outlook has a program. 11. Modifying Desktop Alerts: There are a plethora of modifications that you can make in Outlook in order to customize your user experience. You can even go so far as to customizing the alert sound for emails as they come in to your mailbox. And whether or not you'd actually even like that alert to be there in the first place. So in order to access these settings from our e-mail inbox, we're going to go up to file on our menu or rather on our ribbon and open the file menu. And then we're going to click on options to get into our background or backend settings. Now we're going to click in male and the male tab on the left there. We're going to go down to this section titled message arrival. Now by default, when a new message arrives, you'll hear a sound played and it'll be that default sort of Windows chyme. And then you'll also see an envelope icon in the taskbar as well as a desktop alert. Now you do have the option to change any of these settings. So if you don't want to hear any sound when you get a new email, you can just toggle that off. If you'd like the mouse cursor or pointer to actually change when you get a new email and you can toggle this on. You can toggle off showing that envelope icon down in the taskbar. You can also toggle off displaying that desktop alert if you'd like to just hear the sound itself or nothing at all. And then finally, you can enable a preview for rights protected messages. Now this might impact your performance. So what this means is that you can actually see a preview of your email down in that notification, but this could impact performance. So you have all these options here. And if you'd like to actually modify what sound is played when you receive a new email message. You actually have to navigate outside of outlook and into your control panel. So we're gonna go down into our search bar down here in the bottom left. And we're going to type control panel and just hit enter there. And then we're going to navigate into the category of hardware and sound. Now if you see this sort of display differently on your computer, it may be that you have it set up in a different view. So there are a couple of views in the control panel that you could actually have. And I like it in categories, but some individuals may choose to use large icons, or some might like small icons as well, where you can see pretty much everything that the control panel has to offer in one location. So then I'm going to pull that back to categories and we're going to go into hardware and sound. And then we're going to click on sound. Now from this dialog box, we're going to navigate over to the Sounds tab. And here is where we can actually modify the windows theme sounds. So you can see right now are sounds scheme is the Windows default. Now if you have another sound scheme that you've actually have saved on your desktop, you can actually change this to one of those. You could also modify the Windows default as we have and make a third actual default that you can then switch to between the sound themes. So down here you'll see a list of program events. And these are events in Windows that will actually trigger a response of a sound. And you'll see here that each of these has their own sound that's actually associated with the event. So if I hit instant message notification here, you can see down at the bottom, this is the sound that will play when I get an instant message. And you can test that sound to hear it right here. So that's the sound you'll probably hear if you end up getting one of those instant messages. So what we're going to look for here is if we get an email message. So there it is, desktop mail notification. Now by default that will be Windows notify email. We can test that sound as well. So it's probably a pretty common sound to those of us who had been using Windows for a while. And we could actually change that to any other sound that's currently installed on a system. Or we could add our own sound here if we browse our files. So I'm going to go in here and just pick one of these sounds to change this to just to demonstrate. And as you'll see as I scroll through here, we have quite a few options for Windows default sounds to use here. So I'm going to use this one because I think it's kinda funny. It's very excitable for getting an e-mail. So that may not be what you want to use, but we're just going to use it for example purposes in this video. So when you've selected a sound that you want to play for your e-mail notification. All you have to do is click on Apply or just click OK down at the bottom in order to apply that setting. And then next time you get an email notification come in, you'll hear that new sound instead of your old alert sound. So I would suggest that you go into those background settings as we did before and just mess around with how your notifications come in and how they are treated by outlook. If you want a sound to be played each time you get one of your e-mails, you can have that setting enabled by default and change those sounds on the control panel as we did. But if you don't want that, you can just get greater control over your notifications in general, when a message arrives in your inbox by navigating into those background settings. 12. Advanced Search Options v2: We talked a little bit about the search box and previous outlook courses, but today we're going to be diving a little bit deeper into that search box, specifically talking about our search tools. And these offer us some more advanced search settings. So we're going to start by clicking into our search box. And you will see that it's going to open up. If we click out of that, you'll see that in our in our tabs at the top of the ribbon, you see that searches now appeared. So we're actually going to go all the way over to the right to those three dots. And we are going to just hover over search tools. And these kind of help us a little bit get more specific with our search. So specifically when we talk about this indexing status that we see at the top here, indexing status is more if we had a big, we're searching are really big inbox and we hide, you know, maybe thousands of emails it was filtering through. Indexing status actually would give us kind of a snapshot of how many emails or documents it was looking through before our search was complete. So that's kind of what the indexing status purposes for. The next thing is, we have locations to search. So this is where it kind of gives you the different places that can lock. So you can see it. You think Caine at Aramark or SharePoint lists or even our online archive. However, it is important to note that searching the online locations are only accessible if you're using Microsoft 365. Next, we have this Advanced Find feature. If we click on that, it's going to open up this big, this little box here and it gets really specific. So if any of you who have ever searched for a journal or an academic article, article in one of those big databases. This search box, we'll kinda feel very similar to that one where you can search for key words specifically, where in a specific subject field to from where are you? I'm the only person that Sue line, like all these very, very, very specific leads to search for an e-mail. So if you're looking for something really specific, this can be a great way to help you find things. And you can even add more criteria. So it's a very specific way to look for things in your inbox and you can even select, would like it to look for it. So any Outlook item and appointments and meetings, files and Outlook and Exchange journal entries, messages, notes, tasks, etc. So you can really, really get specific to finding out certain item inside of this advanced feature. You can even browse if you would like to search a specific folder or RSS feed, you can do it that way by just clicking the Browse button there. And then when you're ready for your search, you just click Find now and it should hopefully filter through that big inbox and find whatever you might be looking for. And this is also where that indexing, that index feature that I pointed out earlier could actually come in handy because it will tell you how many, how many items it has before your search's complete. Now the next thing we're going to look at again with our search items, I'm just going to open up our search bar again to get our search tab. So back to those three dots, to our search tools. We're going to click on Search Options. Now, this actually kind of brings us into like the behind the scenes of what is happening when we're searching. So we can pick our sources. You can change the outlook sources index by Windows search by just clicking indexing options. You actually can pick where you want things to be searched. And then you can pick where you'd like your results to be from, like a current folder, current folder, mailbox, all mailboxes, however you'd like that to be set up. You can even have it include messages from the deleted items folder, improve your search by limiting. You can check these on or off depending on what you'd like. Highlighting search, you have the option to pick your highlight color that you want, something like this or green. I'm really, really dig in and really digging this bright blue color. So that's going to be my highlight color now when I search. And you also can get notified when results might be limited. So you really again can go through and really customize how you'd like your search options to look. And these features can definitely be helpful if you're looking for very specific item. 13. Sharing Calendars: It's all well and good to have access to your own calendars and Outlook 365. But let's say you're working with a team on a more collaborative project and you want to have access to other individuals calendars as well. Now, you could ping each of them individually and say, Hey, could you give me your schedule for the upcoming weeks or something to that nature, but you could also actually just have them share their calendar with you so that you can view to at least certain extents some of their information that might be upcoming. Now they could actually give you very little permission. So you could only see that they might be busy or when they're available. But they could also give you full permission to read and write on their calendar, giving you access to even create events on someone else's calendar. So I want to show us or AMA show you how we can quickly do that. So we're going to navigate over to our calendar view here. And now once we're here, all we're going to focus on are these two sections right up here, add and share. Now, add on the left, lets you add a new calendar in here. So if you want to open a shared calendar, something that may have been sent to you at or in an e-mail or shared with you on Outlook. You can do that from here. But if you actually want to share your calendar with someone else, you have to do that from over here. So we're just going to share our basic calendar here. And immediately that will open up into calendar properties. Now, here is where we can set our permission levels. So my organization can view my calendar and they can see when I'm busy. Instructor can also view my calendar and see when I'm busy. Now, I gave Ellen Wilson some custom permissions down here to view my calendar as well. And as you can see, I can set these permission levels right here. So we're going to remove Alan from this list for now, but let's add her back in because I do work very closely with her and we want to customize how she can view my calendar. So I open up my address book and I see her right there. So we'll just add her in down here and click Okay. And now, right now it's set to can view all details. Now I'm going to say that she can even edit because we're working on this project together. So I want her to be able to actually add things to my calendar or remove things if they're getting in the way of when we might both be able to meet. So I'll apply that. And as easy as that, Alan now has access to my calendar. You'll see that appear on her system as well. Down in this calendar section, you'll see who's calendars have been shared with you down here, if any, have been shared with you, and you can toggle those on and off just like you would any other calendar down here. Then you can see that overlaid on your calendar or side-by-side if you prefer to keep them separate. But again, if I, for example, am going to add on Allan Wilson's calendar I have down here as an other calendar. Now, the difference between other down here and shared is that this is something that Ellen Wilson sent me once and I won't see the updates that she might be adding unless it's actually shared with me. So this is a static calendar. But if I click on this arrow up here, I can actually pull it in and overlay it or superimpose it on top of my calendar. So I can see when we actually might have some free time that overlaps. So this can be very useful again, if you're doing some sort of collaborative project where you need to be sure that everyone can meet at the same time. So when you're going through and using your calendars, you may come across times or situations where you'll need those shared calendars. So just be sure to go up here in the upper right of that home tab on your ribbon to share any of your calendars with any individual and alter their permission levels at anytime. 14. Printing and Saving a Calendar: Sticking with our theme of the calendar and modifying its settings, let's talk about how we can actually save our individual calendars and how we could print them as well. Now jumping off what we said in our last video about making a sort of collaborative calendar environment. You might want to print your calendar out and maybe on a large piece of paper or something where multiple people can add in there neither tentative times or busy times, even available times on that calendar. So you can keep track of it all at once on a physical copy. Now a lot of people may be string far away from physical copies nowadays, but there are options available to you if you want to print out either a personal or shared calendar for yourself and others. So from your main calendar page, all you have to do is navigate into the file menu. Now once we're there, we have options here for saving our calendar and for printing. Let's talk about printing first. So I'll click on that and you'll see on the right-hand side a print preview, which is nicely set up in a month view here. So we can see the month of February and all of the time slots that we were actually busy in that month. So if I zoom in a little bit, you can see the certain times that I was not available and what those actual times entailed. We can also see a little bit of the next month. So you can see March coming up there. And on the left-hand side here in the settings section, you'll notice that we have multiple settings that are there by default that we can switch into these different views. Now this is where I think it can be very helpful to print out your calendar as these views are not normally available on your phone, for example, you can look in a daily style here where you have your task list on the upper right here, as well as notes on the bottom right. And then on the left-hand side, you can see multiple time zones if you have those enabled and any of the events that you might have upcoming that day. So this can be really useful if you want to maybe print that out and add it into one of your notebooks or folders so you can keep track of what you have going on. Now, the same can be said for the weekly agenda. Now this is very helpful because it leaves a lot of room to write notes maybe about each of these items. As you can see, it just gives a color based on whatever category that item falls in and then the timeframe that you'll be there. But it actually leaves you a lot of extra space. If you want to write something about maybe those events, then we have a weekly, oops, weekly calendar style which shows those events laid out in more of a grid weekly. As you can see here, we have that one week from the 27 to the second of March. And we can see our three time zones on the left here and the meetings that we have set up in the middle. Let me have that monthly style again, as well as a trifold style, which I think can be very helpful. You have on the left-hand side, your schedule for the day. You have your task list in the middle, and then you have your upcoming week on the right-hand side. And then finally we have our calendars detail style. Now if we zoom in on this, you'll see that this just shows some of the details that we have about this meeting. So you'll see I haven't added too many details about any of these meetings, but if you do add a lot of detail to the subject or even body of your meeting invites. All of that will be displayed here. Now once you've chosen one that you'd like to print, let's choose our weekly calendar. Go into Print Options if you want to change the page setup, for example, or to find another style. And you have your normal print options here as well. If you'd like to print multiple copies, maybe a range of pages down here. And you can see that you can actually print a range of dates as well. And you can change your preview after you've actually changed any of those settings to make them take effect. So we'll just cancel out of that. And then we're going to look at how to save a calendar, which is right above printing. Now if we click save, automatically, our calendars will be saved into our Microsoft templates folder. And you'll see that they're saved in an eye calendar format. Now that format is usable by most other email services or calendar clients such as Google or Apple. Any other sort of calendar service should be able to import in and I calendar format. And actually not really changed that to anything else. You have to leave it as i calendar. But you do have some options down here if you'd like to change what you're actually showing in this calendar that you're saving. So you can actually specify a date range to save in this calendar. So you could just save today if you want just the information for today's date. But you can also do the whole calendar or maybe the next 30 days. Then you can change your detail level. This is the amount of detail that will be visible. If you open up this calendar, you'll be able to see availability by default. Then you could also apply it to limited details which could show a little bit about the event or full details which would show everything on your calendar. Then you can actually set it here to show time within your working hours only if you'd like. And there are a couple of advanced settings here as well. You could include the details of items marked as private, which I usually don't recommend doing because they're probably marked private for a reason. And you can also include attachments within calendar items. So I'm just gonna leave this as is just for example, sake, click on OK. And we'll just save Ethan cane calendar in the eye calendar format into my templates folder. Calendar Ethan can you were saving does not contain any appointments during the specified date range which was today. Do you want to change the date range or continue? Now if I continue, It's just essentially saving a blank calendar. So I'm not going to continue with this, but I could change that date range to include maybe the next month. So I would have a copy of that calendar upcoming. So I'll cancel out of this. So if you really like to have a physical copy, and I know many people do of calendars and all sorts of other items. You can print these out at anytime. And I could use this with any of my calendars, even some that could be superimposed. If, for example, I was adding multiple calendars to this. Let me take these off. It's very easy to just go in, save that calendar. If, for example, you want to import it into another platform, maybe you just got an iPhone and you'd like to import your Outlook calendar into your iPhones calendar. You could do that using that I calendar format. You could do the same thing if you were switching to Google Calendar for example. So it's very easy to export and then subsequently import that calendar into another e-mail server or calendar client. And if you want to print those e-mails, very easy as we said before, just go into those Print Settings, make sure everything matches the way that you would like it. And then just click on print. 15. Sharing Contacts and Groups: Let's switch for a moment from our calendar to our contacts. Let's say we'd like to maybe share one individual contact or a contact group with some other individuals or maybe another group. Now, in order to do that, we could send that as a business card attachment, which we've actually discussed in our first course on Outlook. Or we could actually send that as a contact card attachment itself. So let me show you what I mean by both of those options and just how we can actually accomplish both of those things. So from our e-mail inbox, we're just going to switch over to the people's view. Here are the people's component. And as you see, we have all of our contacts listed out right here in this view. Now, first thing to keep in mind, you can only share your contacts when you're in this people view. So if your view does not match this, head on over to your View tab here, go to change view and just make sure you're in that people view right there. Then as soon as you've selected a contact, for example, we'll do Steve Dodd here. All we have to do now is go back to our Home tab on the ribbon and go to share contacts. And there we have it we could share as a business card, as I've mentioned before. And I'll just show you again what that looks like really quickly. This will actually share the contact card as a business card mockup in the e-mail body. Now you see this is also attached it as a dot VCF file, but it's also placed in the document here. So we don't see very much information about Steve in this business card, but we can actually move this around as if it were a picture or other image that was placed inside this email. Now if I back out of this and let's say we wanted to share a contact as an Outlook contact. Now this differs in a little, or this is different in a few ways because this forwards the contacts information to someone else as an Outlook contact. So this isn't just that business card mock-up. This is actually as an Outlook item, which is a comprehensive list of all of their contact materials. Now I'll show you what I mean if I double-click on that and we can open that item. Now as you can see, this has a category. Are you listed at the top? We have a full name here, file as email as well as display as. And we can even see that business card mockup over here as well. Now all of this information is blank, but we do have the capability to add that in now that it's being sent to us as an Outlook contact, we could not do the same thing if it was only sent along is that business card mock-up where we could see the contact information, but we wouldn't have access to this view. So we'll back out of this. So it really depends on how you'd like to share your contacts, whether or not you'd like to share them in that one small view as a business card, or if you'd like to give access to the entire contact card as an Outlook item. Now, if you're doing this with teams or groups, contact groups, you only have one of those two options available. You can't actually send a group or a team as a business card. And the reason for that is that you can't have multiple people's information filling in on one business card, outlook just doesn't allow it to work in that way. We can also send it as an Outlook, contact them. And now again, this just sends as that comprehensive outlook item and it would give us access to modify this group contact. So if you're sending a group contact, you can only send in a way that would allow for modification. You can't share in that way, which it's just a business card. So just keep that in mind when you're going through your contacts and you're deciding how and who you wanted to share them with. So when you're sharing individual contacts one more time, you have these two options. Business card, Outlook contact, just choose between those based on if you want that contact to be manipulatable, essentially, if you want them to be able to manipulate that contact, send it as a full contact. If you want to just send a snippet of it, send it as a business card. And with the HR team, for example, or any other group, all you have to do is just send that over as an Outlook item and give access to any other individual. 16. Sharing Mail Folders: The final thing when it comes to sharing that I want to mention is how we can actually go about sharing our mail folders or even our entire Outlook account with other individuals if need be. Now in order to access these features from our e-mail inbox, we have to go into our File menu and you have to access our account settings. Now in order to do that, we're not going to go down to Options and go into the back-end or background settings as we have been. But we're just going to stay in this info tab in the file menu and just click on Account Settings right here. Then we're going to click where it says delegate access, which gives others permission to receive items and respond to them on your behalf. Now if we open up this dialog box here, you'll see we have delegates right here. So delegates can send items on your behalf, including creating and responding to meeting requests. If you want to grant folder permissions without giving send on behalf of permissions, close this box, right-click on a particular folder, could change sharing permissions and then change the options on the permissions tab. I'll show you that later on. But right now I just want to show you how you could actually give access to the entirety of your account to a certain individual. So if, for example, you're going to be a way for a certain week or you worked very closely with another individual and you want to essentially have a shared account going. You can add access for someone else. So let me add access here for Ellen Wilson. I was talking about how I was going to share things with her before. So there she is. At her in and now we have this little pop-up window where we have to change the delegates permissions. So the delegate has the following permissions for our calendar. She's listed as an editor so she can actually read, create, and modify items on the calendar. And the delegate receives copies of meeting related messages that are sent to me for a task sues also listed as an editor by default for my inbox, I'm going to LR as an author so she can read and create, but you can't modify. And same with my contacts and with my notes. She can just be a reviewer to just read those items. I can choose to automatically send a message after this to my delegates, summarizing these permissions. And I can also show that the delegate could see my private items. Now this is something if maybe it's a family member who could have access to your private items, you could maybe tick that box, but normally I would recommend keeping that off as your items are usually listed as private for a reason. So once you're done setting these permissions, click Okay, and you'll notice that Ellen Wilson has been added here as a delegate alongside instructor. Then I'll click okay. And now LN should get a response. Well, actually no, I didn't check that box, but if I did, Ellen would have gotten an automatic response listing her permissions and it would've been sent straight to her inbox so she would know exactly what she would be able to do and what access you would have to my inbox. Now, if I want to go back and let's say that I only want to give permissions to a particular folder. If, let's say the annual meeting folder, I want a couple of my colleagues to be able to access as well as myself. So if that's the case, we right-click on the folder. We're going to go all the way down to where it says properties here. And then in our properties tabs, we're going to click on the permissions tab. Now, here we have the default permission level and then an anonymous permission level as well. Now we can add or remove any of these at any point if we'd like to. But these are usually here by default, so I recommend keeping them in these settings and then adding your own later on. So we can add our own here. We're going to add in Carlos. And we're gonna give him down here. We can change the permission levels. We can change from all of these which come with their own different levels for reading, writing, and deleting items and other. So we're going to have Carlos be a author for this. And then we're going to add an L and Wilson as well. I can find her here, there she is. Click on Add and we'll have her be an author as well. And that gives them access to read full details as well as delete items that are their own. And they can actually create items and edit their own items. Now and click Apply. And all of this only applies to this annual meeting folder. So they can now access this on their account. But all of my other folders they will not have access to except for Ellen Wilson because I have delegated full access to my entire account to her. So when you're going through this, makes sure that you're selecting correctly between delegating access to your entire account or just delegating access to certain folders. I usually don't recommend that you delegate access to your entire account unless you know the person who you're sending that access to very well. And you work very closely with them because you're giving them a lot of control over your emails and how you create those e-mails. Also, your calendar, your contacts, your tasks, and your notes. So it's important to keep in mind that you should use that as a last resort. And if you don't need to, I usually just recommend going into particular folders and setting those delegation access points so that you can make sure that certain individuals have certain permission levels for viewing or creating their own emails in your folders. 17. Inserting Tables: Let's go ahead and talk about some advanced features when it comes to formatting our emails. Now the first thing that I want to talk about is how we can actually create tables within our email documents. Now, the way that we create tables and outlook is very similar to how you might create a table in Word if you've done it in that program. Now at differs greatly from how you would create a table in Excel as that program is built from the ground up to be used with tables and Outlook and word really aren't. However, if you do need to display your information in a more concise way that might be visible to everyone. Or if a table just makes more sense, there are ways that you can actually invoke those features into each of your e-mails. So from the email that I have up right now, Let's just say that I wanted to make each of these over here into headings in a table. Now if I grab this text as I have right now, I just left-click and highlighted that. If I go to the Insert tab and I click on table here, I have an option right away to actually kind of draw my table right here, sort of craft it that way. I could choose to insert a table and set the number of rows and columns and things like that myself. Or again, I could draw that table. But what I'm gonna do here is convert text to table. So what this does is actually splits a single column of text into multiple columns. So I'm going to say I want this to be in four columns, one for each of those. And we'll leave the column width as fixed or automatic. Actually, no, you know, we're going to auto fit that to the window because I want to show you something really quick. And we'll separate the text, add paragraphs. So immediately you'll see that is pulled across the top there in four headings now. But if I enlarge this, one of the settings that I actually placed in there was to have this fit to the window. So however large this window becomes is how large this table will become as well. And the same goes for harbor small. You'll see if I shrink this down using the sizing handle on the side here, that the table will shrink accordingly. This can be helpful if you're going to be manipulating your window or if you have multiple windows open. So you can also just create a table from scratch without using any text. So if I just X out of this, let me just delete this table here. Save some space. I'm going to stop here. We'll go back to our Insert tab. We'll click on table. And now we can actually create our own table here. So as I go down, you see the number of rows increases. If I go to the right here, the number of columns increases. So based on whatever information you're looking to convey, you can create your table in that size. To click on Insert table here. You'll see again the number of columns and rows and whether or not you'd like to have the fixed width there or auto fit to the contents or to the window. You can also have it remember dimensions for new tables that you might be creating in the future. So I'll exit out of that, go back into table here. You could draw, as I said, or we could pull in an Excel worksheet. Now this is actually creating a table in Excel if you have already created, and then actually pulling that data into and pasting it into one of your email documents. You can also go into Quick Tables like our Quick Parts gallery that we mentioned earlier. If you have a table that you know, you'll be using quite often, you can save it into this gallery so that you can essentially some in that table into any one of your e-mails at will. Now again, very simple to add a table in multiple ways. To add those tables, insert as many as you would like. You usually probably won't need to use a table in your emails. But if by chance you do need to convey your information in this way, you do have the option available to you and you can make a ten by ten table or a 10 by 8 rather table and even more if you go into those insert table settings to actually modify the advanced settings for your tables. 18. Inserting SmartArt: Next up on our list of advanced formatting options in Outlook is how to add smart art into your emails. Now, you may be familiar with smart art if you've actually used it in Word or a similar program. But smart art essentially pulls in some sort of diagram or chart that you can actually modify and place data into in order to envision your data in a different way. Now what I mean by that it may sound a little convoluted, but essentially it's a very pretty way of inserting a chart or a table, making it actually work a little bit better visually. So I'll show you what I mean by that as I add one into the e-mail we have here. So I have a blank email right now. And in order to add any of these things into an e-mail, you need to start from the body of the email. Now what I mean by that is if you are in this Insert tab here, you'll notice that a large portion of your, or if you're in this two section, you'll notice that a large portion of your Insert tab will be grayed out. If you're also in the CC or the subject line, the same will be the case. So if you actually go down into the body of your email, you can actually re-enable all of these features. So now we're going to make sure we can find our Smart Art here. So if we open up, down here and illustrations, we have Smart Art. Now this is different from charts. Charts make it easy to spot patterns and trends in your data by inserting a bar area or line chart. Whereas Smart Art inserts a SmartArt graphic to visually communicate information. Smartart graphics range from graphical lists and process diagrams to more complex graphics such as Venn diagrams and organization charts. So let's say that we wanted to add in an organization chart to this email. Let's go down to hierarchy. And I'll just pick this first one here. So this is used to show hierarchical information or reporting relationships in an organization. And let's say that this email was being sent out by Ethan to try and craft a new organization chart for the HR team. So as you can see, we have areas where we can already insert text. We can add new things to this, as well as modify each of these boxes as if they were their own shapes or textboxes. We're going to increase the size or reduce the size using our sizing handles as usual. And up here we can change our layout options for word wrapping. Now, you also have options, smart tools, contextual tabs up here for designing and formatting your smart art. So you can actually change the text pane if you want to add that in here. So you'll see the way that your text is envisioned as an actual list. You can add a shape to your diagram. You can switch it from right to left. Changed the layout. You could change the theme colors as well as go through a quick styles guide and actually change any of these into another style. And then finally, if you notice that you want to reset this graphic to the defaults, you can do that as well. Then if you click on More Options, you can actually create a graphic of your own from scratch. If you switch over to the format tab, you have options for formatting over here, as well as options for changing the colors, for example, of the shapes or the borders and effects. We can also change our word styles as well, so we can change how these words in the middle look. And then finally, we could add alternative text if maybe this image won't show up on all computers to let them know what that image was supposed to be up. And then finally, if we go into our more options ellipsis here we have options for changing this into a shape or arranging this if we have multiple diagrams, charts, or shapes in one e-mail, and actually altering the size and position right here. So smart art can be really useful if there's another or if there are ways that you actually need to display your information and you're having trouble finding out how you can display that. So for example, in this, we, yes, we could have made a table, for example, or we could have just written in an e-mail, we were looking to start a new organization chart. Here's what the levels would look like, something of that nature. But with Smart Art, you can really visually represent what you're trying to convey in a more efficient way. So I would suggest you go through and make use of smart art, especially if you're working on collaborative projects that require you to use a more comprehensive diagram. 19. Working with Pictures and Screenshots: Moving further with some of the modifications that we can make to our email items, I now want to talk about how we can insert pictures either from our desktop or from our file explorer, as well as how we can insert pictures from the Internet using Microsoft's being powered database. And finally, how we can insert screenshots from our own desktop. Now in our e-mail message right here, it's just a blank message just for demonstration. What we're gonna do is when we're in the body of the e-mail, we're going to navigate over to the Insert tab and we're going to click on pictures or online pictures. I don't actually have any pictures on my desktop to add, so I'm just going to switch over to the online pictures. But if you have something you want to insert into your document that's either on a removable hard disk attached to your computer, maybe an SD card, or if you actually have it in your file system, you can just add it using this button. Now if we go to online pictures will have this being powered database of pictures by Microsoft. Let's just select one from the beach and we'll grab this one. Why don't we end then we'll just insert that down at the bottom there. Has a download from the Internet and once that's done, it will be pasted right into the body of my e-mail. And as you can see, it has some information down at the bottom that you can see that this is by an unknown author, but it's also licensed. And we have options here if we'd like to extend this picture or maybe shrink it a little bit using our sizing handles as we would any other picture. They also have options right here for layout. So we could actually change how this would be around text and text wrapping. And then you'll notice if we double-click on this, we have a new Picture Tools tab that's available to us where we can format this particular picture. We can make corrections to the brightness, contrast or sharpness of the picture. We could alter the color or tint of the picture. We could even go so far as to adding artistic effects to this picture or picking from a list of quick styles to change this picture. So we could make it look like it has a shadow behind it, for example, and give it a little bit of flair of 3D. We could add a border around the back there. Why don't we just keep that one? Then we could actually make a picture border ourselves if we chose to or changed the picture effects, as well as put alternative text if an image could not be displayed on someone's computer. Here we have our Wrap Text Options again, as well as arrangement options. If we have multiple pictures or shapes that are in our email document, we can then crop our picture if we'd like to maybe take away a certain part of the picture, or if we'd like to crop it to a certain shape or aspect ratio. We can also choose to fill or fit the picture within a certain bound. And then finally, we have options for adjusting, such as removing the background from the picture, compressing that picture, changing the picture, or resetting it, as well as changing its layout if that's available, and altering its size, height, and width right here in this menu. So lots that you can do with pictures. Sometimes it's more helpful to add a picture than just typing out a bunch of words. You might actually find that a picture might be able to convey what you're looking for in a better way. Now, if you want to send, let's say, a screenshot of your desktop, you can do so rather easily by using the screenshot command that outlook has by default. So if I just delete this picture here and we'll delete this little text box as well. And you get that either and start from scratch. We'll go back to our Insert tab. Except now we're gonna go all the way over and click on the More Options are more commands, ellipses over here. Then we're going to go down until we find screenshot. Now when we hover over this, you'll see what Windows we have open. We can grab a snippet of that screen. So we can get a clipping, for example, of our available window here, or we could get the entire window. So if I paste the entire window in, you'll see the Outlook window that was in the background here was taken, basically we did a screen capture of that and was pasted into my Outlook message here. Now I can size that and change that using those Picture Tools just as I did that other photo. And if I delete that, I can also choose to clip a certain part of the screen. So if I go to Insert and I go over here back to screenshot. If I go to Screen Clipping, you'll see now that I'll be put into the background. So my email has been removed. And then I can take a certain section of this screen now that my cursor has changed by clicking and dragging the section that I'd like to clip. So I could just clip, for example, my e-mail list right here and maybe add that into my email like so. And I could also, as you can see, it actually adds in some alternative text for me already, just based on the size of this, it assumes it's a screenshot of a cell phone, but that's not the case. So I should go in and make sure that I'm changing that alternative text to read correctly if this doesn't show up on an individual screen. But as you can see, it has all the information that I need without being overbearing and actually having all that extraneous information that I don't need. So be sure to use that screenshot feature if there's something that you might not want to convey in words and that you could actually just grab a quick screenshot or screen clipping of your screen in order to send to another individual. And if there's something that a screenshot won't convey, maybe a picture either from Bing or your computer can do the trick and you can access all those insert settings from any e-mail. 20. Working with Pictures and Screenshots : We are now going to go over how to insert pictures inside of an e-mail, either directly from our desktop and File Explorer or from Microsoft's being powered database of images and even Microsoft stock images. And then lastly, we're going to be covering how to bring a screenshot from your own desktop into an e-mail. So I currently have a new email open here and I've clicked into it, so my ribbon has now been activated. And you're going to go over to the Insert tab, which I already have open. And now you'll see is we'll have some options in the middle here for pictures. So this picture is from files. So this is anything that we're going to pull from our computer or desktop. So if I click this, It's going to open up my window here and I can select many. I'm in my pictures thing right now, but I can select any photo from my computer. So if I were to click that and hit Insert, that beach photo has now inserted right there. The next option that we have is if we go over next to stock images. So Microsoft actually offers a really nice little like stock library of different photos. If we click on it, it mainly is. A lot of flooding. Typically tends to be a lot of people cut outs as well as any type of any type of stock photos we can do images as the options for icons has these little cut-out people. We have stickers and illustrations. And what's great is we actually can click Search and you can search anything so, well, hope I didn't come up. But you typically can type in if you're looking for something specifically. And we can look and click as many as we'd like and insert them that way. So those funds stock images are there. And then we also have the option to do online pictures. So instead of, you know, used to have to open up your browser and you'd have to, you know, search a picture. You'd have to either copy it or save it. Now you can actually just click this online pictures and you can search. So if I'm looking for apple pie specifically, I can now search Bing, Bing images bright in my Outlook. And I can bring, I can grab and insert a photo directly from there. And what's great is they have the option to do Creative Commons only when causal unchecked out if you would like to. But the Creative Commons allows you to use images that are not currently copyrighted, which is great. So I'm gonna select this one. And so instead of having to like search the, search the web for it, I now can just do it directly in my Outlook, which is just really convenient. And what's great is it also gives you a little caption, giving the owner whoever credit for that image. And then lastly, what we'll talk about is adding a screenshot directly from your computer to your email. Now the way we're gonna do that is in our simplified ribbon, we're going to go over to the right to those three dots. And we're going to click scroll down to illustrations where we see screenshots. So it's going to say, you know, available windows or you can pick a screen clipping. So if I want to just do a small screen clipping, you know, it's going to appear. So I'm just gonna do is gonna talk about my favorites items. So now you can see that the little favorites items that I grabbed from my desktop, I've just screenshot it and it automatically inserted that picture into my email. So those are the different features that we have or inserting different types of images into an e-mail. 21. Inserting Hyperlinks: Inserting hyperlinks. Now, this is a very simple concept. A lot of people insert hyperlinks into emails all the time. And most of the ways that they do that, our many of the times that they do that, the way in which they do it is by just copying and pasting the URL into an email. And while that does work pretty much all the time, there are other ways that you can actually insert a hyperlink into your email using some of outlooks predetermined settings. So from our email here we just have a blank email we're going to use as our canvas. We're going to go into Insert. And we're gonna go over to where it says link. And now if we click on this, you see we have four options for linking. Now. First, I'll talk about existing file or web page. Now when we make a link to an existing file or web page where either linking to a URL from the Internet or we're linking to a file that we currently have on our computer. So as you see, I can go through any of my folders and actually link to a document that could then be opened by another individual. But I could also go to browse pages, for example, that I've gone to recently. And I could add those in as a link as well. Or recent files that I may have accessed. And if I actually just want to type in a web page address myself, I can do so at the bottom here, or I could paste one in as well. So I'm just going to put it in Google.com as an example. And as you can see, it kinda defaults to that. That's a pretty simple one and pretty easy one to do. So if I click Okay, now, you'll see that this would just be inserted as a hyperlink right away. And you can tell because it's got that trademark kind of blue font color and that underline. And we could control click in order to follow this. So we hold down my control key, left-click, and we should be taken straight into Google. Once that loads. And if that doesn't load up, we can just try and control. Click it again. And as you can see, it's now pinging me down at the bottom, letting me know that it did open an instance for it. So we do get taken straight to Google. Now if you wanted to maybe make this say something different, not just the URL for google. We could say access Google here. And we could actually have the word here, B, where the link for Google was. Now the way that we would do that is if we go in here and we actually edit, our hyperlink will be taken back into this page. And we go up to the top where it says text to display. Now, we don't have to have this match the actual web address. This could display the word here. Now you'll see we have a linked word here, which if I Control click on it, should take me to Google.com as you can see from there. So if I delete that, Let's just go back in and we'll link something else. Now I could also link to another place in this document. Let's say that I'm sending along a very comprehensive email. Maybe it has a database of information within the email body. If I want to link to a place maybe later on in the document and create maybe like a makeshift table of contents within Outlook. I can do that as well based on some of the headings or bookmarks that I have placed in a document. I could also create a new document from here and then link to that new document. And I can even actually linked to a person's e-mail address. So I could type in the email address here. So maybe Ellen Wilson. And then I could also type a subject line where if someone clicked on that email address, it would automatically insert the subject for them. And down here we can use recently used email addresses, you can see here. And then the text to display again is at the top there. So many ways that we can actually insert different types of hyperlinks into our documents. And then one more thing to keep in mind with your hyperlinks here, you also have access to all sorts of recent files or webpages you visited. If you just click on this drop-down arrow. So you can see I can add in all of these recent items. Or I could go down here to where it says Insert Link to get back to this page where we can then go through our four options for linking. And we can make sure that we've selected the option that works best for us and whatever circumstance or situation we find ourselves in. 22. Inserting Symbols and Lines: Finally, I wanted to discuss how we can add symbols into our email documents and how we could also add horizontal lines. Now while that doesn't sound very exciting, adding a horizontal line to your document can make it very easy to section your document into different sorts of compartments. So if you have something that you want to discuss in one section, you can actually make it so that that is divided into another section by a horizontal line can be very helpful if you have a large document or a document with a large amount of data. So from our blank email here, we're just going to go back to our Insert tab. We're going to go over to the symbol section. Now as we go in here and you'll see the most frequently used symbols or most recently used symbols will be in this list right here. But if we want to add more symbols into our document, you'll see we have access to quite a large library here. And I actually want to see if I can make this a little bit bigger. There we go. So we have our symbols here as well as special characters, and we can see shortcut keys for adding particular characters. Now this can be helpful if you want to add, for example, maybe a copyright or a registered or even a trademark symbol. Now if we go back to symbols here, we have all sorts of symbols that we can choose from. And these may not be that useful for you, especially in a professional setting, but you can actually change your font styles here from these Wingdings or Wingdings into all sorts of other types of fonts that may have different symbols for you to use. And you may find that you want to use certain symbols to convey certain information. And again, you have your recently used symbols down at the bottom. But you can also go here and create a shortcut key for the symbols as well. So we were just looking at that special characters sort of shortcut list. But with this, we can actually create our own commands to use with a shortcut key. I'm gonna go out of here now. So I'm just going to insert, let's see here. Insert this diagonal arrow here. Just so you can see what it looks like when you insert one of these symbols. So it's very small. It's normally the size of your font. So if you want to actually enlarge that simple, I would just recommend changing your font size there. But since it's the size of your font, it can also be manipulated in the same way so you could change that color as well or highlight that even underlying or bold. So just keep that in mind that symbols do act very much like text. Now finally, we're going to talk about adding a horizontal line. So let's just type some text here. I'm just going to type something random, blah, blah, blah. Now let's say we wanted to separate that text from something else in this document. Now in order to do that, we could essentially right align ourselves, maybe using some hyphens. Or if we wanted to use some of the underlying key, we could sit on that for a little while. And that takes a long time to build something that isn't actually one solid unit. So in order to get around that, we can use one of the predetermined features and Outlook to go to our Insert tab, go to our more commands icon over here, this ellipsis, and go down all the way to the bottom in the simple section where it says horizontal line, we select that you'll see a line is added right between the blah-blah-blah that I just wrote and whatever our cursor is placed at next. Now if we click on this line, you'll see it is one physical entities that we can actually move this up and down. So we can make it a little bit larger if we want and shrink that. We can also increase it on the sides. But much like our table did before, this is automatically set to snap to your window size. So if we maximize this window as I just did, you'll see that it actually goes across the entire screen here. So I'll actually take that down a little bit. So again, if you actually want to split apart your emails into separate sections, I recommend using this horizontal line feature. And if you want to add any specific symbols or you might need to add any specific symbols to your email. Very easy to access all of those from the Insert tab as well. 23. Cleaning up the Mailbox: So let's say you've been using Outlook for quite awhile and you're starting to notice that your inboxes getting a little full. Now, Outlook does have a size limit for your inbox. It's not just indefinite. You can't really just continue getting email items and not deleting them and things like that or else you'll actually fill up that quota. So one of the ways that we can make sure we're maximizing our space in Outlook is by actually cleaning up our mailbox. Now we can do this as a whole. If we want to clean up our entire system. We can also just do this in a way that we can delete our deleted items folder permanently to space. But we can also go through and clean up individual folders as well as individual conversations. So from our e-mail inbox, if we want to do this to our entire system at once, we can go into the File menu here in the upper left. Stay on the Info tab here, and go down to where it says mailbox settings. Now you'll notice a bar below this, which shows the size of your inbox. And it also shows how much free space you have. So as you can see, mine's 49.5 gigabytes large. Yours might differ a bit depending on your organization's settings. And as you can see, I really don't have much on my server here, so it's not really clogging too much space. But I could still go in and make sure that I'm saving space by using these tools on the left-hand side. If I click there, I have two options, mailbox, clean up and empty the deleted items folder. As I discussed, That's a pretty easy way to save some space. Well, let's look at how we can actually clean up our mailbox. So you can use this tool to manage the size of your mailbox. You can find types of items to delete or move, empty the deleted items folder. Or you can have Outlook actually transfer items to an archive file. So if we view the mailbox size here, this actually gives us really specific information about how much size each of our items is taking up on the server. So we can see here our calendar is taking up a couple of megabytes here. And our biggest thing is probably our inbox here. But even then that's not too large, so we're in pretty good shape. But if you really wanted to break it down and see all the statistics for size and see which things you might want to take a look at, possibly deleting. You could do that right here. Now this is local data and you can also check server data if it's available to you. Now it may not be. And I believe that this is load. There we go. It was loading for me. So my server data actually has a lot more information in it and my local data. But if you want to see both of those, all you have to do is go to this folder size or mailbox size settings. Down here, you can choose to find certain items that you may want to delete. So you can find items that are older than a certain timeframe, for example, or find items that are larger than a certain time or a certain size. So maybe if I went into items that were larger than a couple megabytes, I would find some of those items in my inbox that I could then delete to save a bunch of space. Then down here, emptying the deleted items folder permanently deletes those items. Again, this would help us to save some space depending on the size of our deleted items. So besides right now, including the sub folders is really only two megabytes, almost three megabytes. So it's really not going to help us much to actually clean that out right now. And then finally, all alternate versions of items in your mailbox. Now this is maybe if you have drafts for certain items or if you have conversations that actually have multiple responses that are the same response or maybe things kinda got clogged up in a conversation. You can use this to delete URL, alternate versions, all alternate versions of your actual mailbox. So while not alternate versions of your mailbox, but all alternate versions of items in your mailbox. So then if you close that, that's really where all of these settings are housed for cleaning up your mailbox. But as I mentioned in the beginning of the video, you may just not want to do is to your entire mailbox. You may just want to clean up one folder at a time or even one conversation at a time. Now to do that, we have to go back into our e-mail inbox settings here. So from our main view, what we're gonna do is we're going to go up to this trash icon in the Home tab of our ribbon. And we're going to click on this little drop-down. Now below ignore you'll notice clean up conversation, clean up folder and clean up folder and subfolders. And I'll read the tool tips as I hover over each of these. So this allows us to remove redundant messages in a selected conversation. Now if we had a very long conversation going, we could choose to clean that up and remove, as it says here, those redundant messages that may have been repeated or things that you may have been attached to an e-mail chain that you didn't want to be a part of, you could clean up that conversation. Now, cleaning up a folder removes redundant messages from every conversation in a selected folder. So for example, if I did this with my inbox, I could actually remove those redundant messages from every conversation in my inbox all at once. And this can be very helpful if you want to clean things up. Down here we have clean up folder and subfolders. This allows us to remove redundant messages from every conversation in a selected folder as well as its sub folders. So if I chose to remove or remove the redundant messages in my inbox now, it would actually do everything below my inbox as well and buy below, I mean, sub folder. So it'd be my inbox as well as clutter annual meeting, weekly digest, and so on and so forth, all the way up until training. So again, it can be helpful to just clean up these conversations and save some space that way. So you have options for saving space right there. You can always delete your deleted items folder. But if you really want to gain all sorts of full capabilities, you can say over your full control, over your inbox. I do recommend going into the mailbox cleanup settings found in the info tab of your file menu. 24. Backing up Data: One of the big questions that a lot of individuals have when using these sorts of programs is, how do I make sure that my data is safe? How do I back my data up and how do I access that backed up data? Now in Outlook, there's a way that we can create a backup, but it's not a very, I would say, intuitive way to create a backup. So I'm going to go through the process with you and then show you how you can change the settings of that data file and how you can access it as well. So from our e-mail inbox, we're just going to navigate into our File menu. We're going to stay in the info tab here, and we're going to go to account settings. Now in account settings, if you click on this other account settings sort of icon, it will take you to a place where you can see your email accounts. Next, we'll navigate over to the data files tab, and here is where you can see the data files that you currently have. Now there are two ways to add data files, and these data files can be a backup file essentially, and they can also act as a file for all of your predetermined fonts. For example, your formatting, maybe your styles that you like to use, as well as your signature. So in order to create a new one, there are two ways we could create a new one from here, we could add a data file right here. Or if we close this, we can actually add a data file, be just creating a new outlook item. So it's not a new e-mail. We're going to actually open this list here. And we're gonna go two more items all the way to the bottom where it says outlook data file. By default, this is saved as my Outlook data file and it saved into Outlook files in your documents. So we'll just save that there will just give out. Okay. And it's not going to take me very long to save just because this isn't something that's too large at the moment. Now, you'll see I'm searching my Outlook data file. If there are certain things that I want to add to this data file, I can actually drag them and drop them into this right here, and then make sure that I actually save this somewhere else in my computer. Then if we go into our settings, so we go back into file here and go to account settings. And account settings again. If we go over to data files, you'll notice that my Outlook data file is now input in here as well as another sort of account. Now if I wanted to remove this, but also save some of that data, I could open its file location and just make sure I was aware of where that file was so that if I needed to add this data into another outlook program, I could do so at a later point. Now this data file could then be taken with you, for example, on a external hard drive or maybe even an SD card if it's not too large. So then you can actually input that data into any Outlook client on a laptop or other PC. So if we close out of that, we'll be back in this data file section. Now we can click on Settings here to actually alter just a few settings of our data file. And we don't have too much that we can actually do other than just add or remove data to this file. So the settings that we have available for us here are actually changing a password here if we want to add some privacy to this and also making this more compact, if maybe it's too large of a file to either send an email or to actually fit on one of your drives. Now, if it's small enough that you can actually just send that around or keep it maybe on a pen drive, then you can just keep all of these same and maybe make a comment if you wanted to say that this is your backup file, and then just click on, Okay. You can always remove this file from your list here, which will not remove the file from your computer. So just keep that in mind that it just will not show up or be enabled in your list here. So I'll just click on Remove right there. And I'd like to remove that Outlook file. So then if you want to create another one again, we could just do that right from here. Click on Add, and we can choose to add again our data file here, which as I said before, is still created. So data files are very good way to backup your data and you don't need too many. You only really need that one backup file that you can continuously add to to make sure it's kept up to date just in case something goes wrong with you or your server. 25. Importing and Exporting Contacts: Another useful feature in Outlook 365 that we haven't really touched upon just yet is how to actually import and export a variety of Outlook items. Now in this video, we're going to be focusing primarily on how to import and export contacts, but we'll be using the Import Export Wizard, which is actually included with Outlook. And it can actually do much more than just import or export only your contacts. So to access the wizard, what we have to do is go to our File menu. And then we have to go to the section titled Open and export. Now from here we're going to be focusing on this specific import and export button. When we click on that will be taken into the import and export wizard. And as you see, we have multiple actions that we can perform here. So we could export RSS, RSS feeds to an OPM OWL file. We can export any Outlook information to a file, import a V card file. And this will be importing a contact import and I calendar or the calendar file which would be importing a calendar, import from another program or file, import your RSS feeds from an OPM, OPM L file, or import your RSS feeds from the common field list. So for this, I'm going to focus on just exporting to a file and then importing a V card file. So exporting to a file, if we click next to there, we have two options here we can make an outlook data file, which we discussed in the previous video, which can be very useful for backing up your data. We can also create a comma separated values or dot CSV file. So that's what we're gonna do right now. And then we're actually going to go down. And we're going to try and find, let's see if we can find any of our contacts list. At the top, see a few, we're just going to click on that. So this will actually save our contacts list as a CSV file. Another individual could open. Now, they could see the information included in our contacts list, but they would not be able to manipulate that information and then pull it in very easily into Outlook. So it's possible to import a file into outlook, a CSV file, but it's not possible to import that as a contact card, if that makes sense. Now I'm going to go further into that when I actually show you how to import a contact card because they are different files. So what I just want you to take away from this right now is that a dot CSV file differs greatly from a dot v card file. So if we exit out of this and we go back to our wizard, go back to open and export, import and export, and then go to import a V card file. So this is a contact card file used in Outlook. We go to next, It's going to ask us to select that file. And you'll see we're only looking for v card files here. So even if we made a dot csv file in this template section, it would not be visible to us because we're only looking for those V card files. So while you could have an entire contact list in that dot csv file, which is an Excel file. By the way, you could have an entire contact list and that file, which you wouldn't be able to import it as a contact card into Outlook just because you're not in that same format. What you can do though with that dot CSV file is then go into your own outlook and start to populate your contacts list using the information that's provided in the file. So just remember if you have a V card file that may have been sent to you by another individual, you can easily import that contact to your contact list. But if you've exported your contact list or you've been given another person's contact list and that CSV file, you're going to have to do a little bit more manual work in order to update your contact list. 26. Configuring Junk Mail Options: Last but not least, I want to touch upon ways in which we can actually modify how our junk email works. Now we did discuss this in our first outlook course when we mentioned focused inbox and how it actually makes it easier to actually avoid using the junk email or clutter feature. But I actually want to show you how we can make it so that we have a very rigorous filter in place for our junkie nails so that all of the e-mails that we know are junk end up in our junk email and none of the emails that we know are not junk end up there. So from our e-mail inbox, what we're gonna do is we're actually going to navigate on the right-hand side of our Home tab to our More Commands button here, there's a little ellipsis. If we click on that, we're going to be focusing on this junk section right here and move and delete. Now, first, you can choose to block centers or never block senders or senders domains, or never blocked this group or mailing list. Now if you block a sender, that's just saying that any email that I get from this individual, I wanted to be sent straight to my junk email. If you choose to never block ascender, that means that even if something may be flagged as junk email, it will never be sent to junk from this sender. Same with a certain senders domain, let's say at gmail.com, if I know I'm getting a lot of emails from my friends or someone at gmail.com that's being considered to be junk email, I can choose to never blocked that senders domain. Although in that case you do risk getting junk email from someone else who has that same domain name, then you can choose to never block this group or mailing list. Now if you get an email from a group or emails from a group or mailing list, you can choose to make sure that they're actually white listed, so to speak and your account so that they know that that should never be put into junk email. You can also hover over a specific item that's in your junk email and just mark that as not junk here as well. Then finally, if we open this junk e-mail options section, this is where we can really alter our filter. So for our options, we first can choose the level of junk e-mail protection that we want. And this essentially alters the baseline level of our filter. So we get up no automatic filtering and this is male from blocked senders is still moved, but all other email would just end up in the inbox. We can have low, which is what is on by default, which moves the most obvious junkie and L2 your junk mail folder and leaves the rest in your inbox. Then you could also move that to high, where most junkie mal was caught, but some regular mail might be caught as well. So this is a very rigorous filter. And some of your mail, but you actually might need, could end up in your junk email folders. That's not usually on by default. But if you'd like to change it, you can do so within these settings. Then you can also do safe lists only, which only male from people or domains that are on your Safe Senders List or safe recipients list will actually be delivered to your inbox. You can also choose to permanently delete suspected junk email instead of just moving it to the junky now folder. Or to be warned about suspicious domain names in your e-mail addresses. Then we can create what's called a Safe Senders List. Now if you mark someone has a safe center, as we said before, all those emails will come into your inbox and none of them will end up in your junk email. So you can add any individuals here to your Safe Senders List in order to make that happen for each of them. Safe recipients happens on the other end. So essentially, if you have an individual who you're sending something to, where outlook may flag them as a dangerous recipient, that email may go into their junk or it may not leave your outbox. You can actually set a safe recipients list so that they'll never be treated as junk email. Blocked ascenders. You can add different centers to this blocked ascenders list so that you will not receive. Or if you do receive, it'll be put straight into your junk email, certain emails, from certain domain names, or even e-mail addresses. So again, you can add, edit or remove those from here. And if you have a list that you've created yourself, you can actually export that to a file. So if you have a blocked Senders List that you might want to share with someone else, you can export that to a file and send it along to them that way. And if you receive one yourself, you can also import that from a file to populate a blocked Senders List. You can do the same for your recipients as well as your Safe Senders. And then finally, we have an international section. So if you actually are sending e-mails internationally, you can add some further section or further filters to your junk email. As you can see, some email messages you received might be written in languages you're unfamiliar with and don't want to read. These messages can be marked as junk and move to a junkie and our folder, the sender's e-mail address in different countries or regions can end with top-level domain codes, such as dot ca, dot n, x or dot us. The blocked top-level domain list allows you to block all messages sent from an e-mail address ending with a specific top-level domain. So if you're getting emails from these international places and you don't want to receive those, you can add this to a blocked top-level domain list. And then finally, you can block certain encodings as well if you need to. Now these are pretty advanced and only really apply if you are doing anything internationally. But if you need them, you have those settings there as well. What I do suggest you do is go through and change the level of junk e-mail protection that you desire, as well as populating your own Safe Senders, safe recipients, and blocked Senders List based on your email preferences and your day-to-day emails. So you know who exactly you're getting emails from and who you're sending them to, and the rest will end up in your junk mail. 27. Course Recap: Congratulations, you have made it to the end of our L2 course on Outlook 365, where we discussed a lot of the more advanced features of outlook and took a deeper dive into the back-end and background settings. And actually looked at some of the ways in which we could modify even the automation of Outlook to make it work for us. Now, if you actually are coming here from starting the course and you've actually gone through the entire course. Congratulations, there's a lot of good material here. If you have only seen a few bits and pieces of the course, I do encourage you to go back to the beginning and go through the entire course as there's so many useful features here to learn about. Now, some of the key takeaways I want to leave you with are how we actually discussed voting options in Outlook. Now, you can actually pull in these polling options in Outlook by default, rather than having to go to a separate piece of software or maybe an online program in order to actually create a poll. So let's say you're trying to nail down a meeting time for your team. You can actually just send out those voting options yourself rather than pulling in some external software. Then we also talked about how to clean up the mailbox. And this is a key component of any sort of email. You actually really need to make sure that you're keeping track of your inbox and its size. As every e-mail client differs on how large their size is for their mailbox or how many emails you can actually hold on that server. And this can also vary between organizations as well. So while I may have 50 gigabytes on my server, you might not on yours. So keep an eye on how much mailbox space you have and use some of the things we talked about to actually clean out your mailbox and make sure that you're saving as much space as possible. And then finally, configuring your junk mail options. Now this is a really important one as this is something that will constantly be active. Emails come into your inbox. Now this allows you to actually configure the level of, I guess, aggression you could say that your filter actually has when e-mails come in, whether or not they are considered junk or normal e-mails. You can set this to a high level in order to make most things be considered junk, but some of your e-mails may get into that junk email as well. So I encourage you to go into those background settings for junk mail and just kinda alter that filter to your preferences. So again, thank you so much for joining me in this course, and I hope you'll stay tuned for some of our other course offerings on Outlook as well. Thanks again and have a great day.