Outlook 365 Beginner | Intellezy Trainers | Skillshare

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

Lessons in This Class

43 Lessons (1h 28m)
    • 1. Introduction

      1:06
    • 2. Getting Started with Outlook

      1:53
    • 3. Navigating and Understanding Outlook

      2:38
    • 4. Opening Messages

      2:14
    • 5. Adjusting Reading Options

      1:09
    • 6. Using Conversation View

      1:28
    • 7. Creating a Basic Email

      3:10
    • 8. Creating an Email Using Dictation

      1:39
    • 9. Formatting an Email

      3:10
    • 10. Mentioning in Outlook

      1:14
    • 11. Responding to Emails

      1:39
    • 12. Alternate Replies to Messages

      1:06
    • 13. Marking Importance

      1:31
    • 14. Attaching Files to Messages

      1:35
    • 15. Working with Attachments

      1:05
    • 16. Attaching Contacts to Messages

      1:10
    • 17. Proofing Emails

      3:21
    • 18. Printing Messages

      1:19
    • 19. Working with Folders

      2:29
    • 20. Creating and Editing Favorites

      0:59
    • 21. Filtering and Sorting Messages

      1:16
    • 22. Organizing Emails with Color Categories

      1:40
    • 23. Using Follow up Flags

      1:19
    • 24. Deleting and Recovering Messages

      1:45
    • 25. Navigating the Calendar

      3:34
    • 26. Working with Appointments and Meetings

      5:27
    • 27. Managing Meeting Responses

      3:31
    • 28. Cancelling Meetings

      0:45
    • 29. Creating and Editing Contacts

      2:53
    • 30. Adjusting Contact Views

      1:16
    • 31. Creating and Working with Contact Groups

      2:40
    • 32. Adding Contacts from Meetings and Messages

      1:29
    • 33. Working with Tasks

      4:41
    • 34. Assigning Tasks

      2:11
    • 35. Working with Notes

      2:13
    • 36. Using Focused Inbox

      1:54
    • 37. Recalling and Resending Messages

      1:51
    • 38. Creating and Using Signatures

      2:27
    • 39. Out of Office Replies

      2:55
    • 40. Using Read Aloud

      1:25
    • 41. Using the Search and Command Bar

      2:30
    • 42. Using Quick Steps

      2:29
    • 43. Course Recap

      0:17
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About This Class

This course is designed to teach students the basics of Microsoft Outlook 365 and help them gain familiarity with the Outlook environment and basic functionality. Students will learn the basics of email, how to create and send messages, and how to work with attachments. Students will also learn organizational techniques through the use of folders, views, categories, flags, and searching. Additionally, students will review printing options, automatic replies, contact creation and management, calendar use and management, task and note creation and management, message options, and email signatures.

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Intellezy Trainers

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

 

 

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Transcripts

1. Introduction: Hello and welcome. My name is Maddie raphe and I will be guiding you through the Microsoft Outlook 365 level one course. Now before we get started, I want to give you a little idea of what we'll be covering today. First, we'll be starting with getting started with Outlook. This is where we'll cover how to open Outlook, kinda get familiar with the layout, et cetera. Next we'll go through creating and sending messages and will be managing and organizing our Outlook mailbox. This is where we'll be covering folders, how to use them, creating favorites, and further ways to organize your Outlook mailbox. Next, we'll be navigating and using the calendar. This is where we'll learn how to create appointments and meetings. Then we'll go through managing people, which is this is where we can add and create contacts, even contact groups. Then we'll jump to managing our tasks and notes. And then lastly, we'll talk about increasing efficiency and Outlook, which is using our focus inbox and even using quick steps. Now come with me as we take a dive into Outlook. Let's begin the course. 2. Getting Started with Outlook: Before we jump into this course, I want to give you a brief definition of what outlook is. Outlook as a part of the Microsoft 365 speak of applications. It is the communication hub for all your emails and other forms of communication, such as meetings and appointments. It also gives you access to your calendar, as well as other components in different views such as the people's pain or your contacts view. And you can manage your tasks into the list. Outlook is very integrated with other Microsoft 365 applications. For example, outlook is very integrated with Microsoft Teams, which we will go over in later videos. Now before we get started, I want to make sure you're following along in the same version of Outlook is me. I'm working in Outlook 365. And if you're using Outlook 2019, please make sure to switch over to the proper course before we go any further. I'm now going to show you how to find out what version of Outlook you're using. So you can see my blank screen here. And what we're gonna do is we're not open Outlook. And there are two different ways you can open Outlook. For me. I have Outlook pinned to my taskbar, but I also can go over here and type outlook into the search bar, which is another way to open the application. Once inside Outlook, you'll see I'm in our email view. We're going to go to the top left corner under File. When you click on that, you'll see my account information to find out what version you're using. We're going to go down to where it says Office account. To the right, you will see product information. Under the big Microsoft logo, you'll see subscription product and mine says Microsoft 365 apps for Enterprise. So if you were says Microsoft 365, you're in the right place. But if it says Microsoft 2019, please make sure to switch to the correct course. Let's get started. 3. Navigating and Understanding Outlook: When navigating Outlook, there are three terms you need to know. The ribbon, the folder pane, and the navigation bar. We're going to start looking at our navigation bar. At the bottom left part of our screen, you will see a little bar that looks like it has a little envelope, a calendar, a check a little checkmark on a clipboard. Now this is our navigation bar. This is where we can navigate through the different tabs, which can bring us into different features that look like your calendar, your people's pain, or your tasks. Currently, we are inside of our mailbox, which you can see by this little highlighted envelope. And then the calendar is represented by a little calendar. Tasks tend to do is as this little check mark inside of a clipboard. People's pain. Are these two people. Now for more options like if you want to view your folders in your notes, you click on these little ellipses and it will bring you to the other navigation options that we have. And you also have the option to customize your navigation bar a little bit here. So say I want to have my people next to my calendar. I'll have to do is click and hold. And then you should be able to just drag, drag it around and place it wherever you want within the navigation bar. Also something to note. When, if you want to see what tab you are in, you will notice that it highlights itself and blue. So currently we are inside of our calendar tab, and you will see that the calendar is highlighted in blue. We're now going to talk about the folder pane. The folder pane is further navigation inside would have whatever tab you are in. So for example, when we're inside of the mailbox tab, this is where all where you can find all of your folders, such as your Sent Items, your drafts, or any folders you create to help you with your organization. You also have the option to collapse your, your folder pane if you want it to just be out of the way for review purposes. And to do that, if you look at your folder pane here and the top right corner of it, just click Minimize folder pane. And you can see that it minimizes here and your navigation tab moves with it as well. And the same thing. If you want to open it back up, you just click that little arrow again and it will expand your folder paint out. But something to note, if you want to keep expanding, you just have to click this little tick in it will pin it right there for you. The last thing we're going to talk about up here is our ribbon layer. Ribbon is where you can find all of the things that you can do inside of that specific task. So for example, if we head into our calendar tab, this is where you can create a new appointment or a new meeting, or even switch up your calendar view. And same thing, an email when your e-mail, that's where you confine. You're creating a new message, deleting messages, etc. 4. Opening Messages: There are a couple of different ways where you can navigate an open emails inside of your mailbox and Outlook. Now as you can see, we are inside of our mailbox here, and you can see that I have some unopened emails up at the top, as well as some open emails at the bottom. Now to tell the difference between something that I've read and something that I haven't read. You'll see that this email with Ellen Wilson, you can see that the EHR rollout meeting is highlighted in blue and this little blue bar appears at the left. That means that it is an unread e-mail. If you scroll down to the meeting that I am currently or the message that I am currently in. You'll see that it says a meeting tomorrow. There is no blue bar and the meeting tar was not highlighted in blue, which means it's an e-mail that I've already read. If you'd like to mark and mark a email unread, it's actually pretty easy. You just right-click and you'll see that all these options appear. And we're just going to click mark as unread. And now you'll see that it highlights itself. And to open up a new email, what you're going to do is you're gonna find that e-mail you want open. So I'm gonna open this each our rollout meeting and I'm just going to click on it. And you'll see that it now appears. And you'll see that the email is highlight, the whole bar is highlighted in blue. And there's also another way if you want to open it in a separate window or a bigger screen, you actually can just double left-click on it and it should open your e-mail into a larger screen. You also may have noticed that there are some little icons that appear next to some of them an e-mail messages. So you see that here under the sales presentation email, you'll notice that there's this little purple arrow that looks like it's looping around. This arrow means that you've actually replied to that message. Now if you look at the email below it, under the meeting tomorrow email, you'll see that there is a blue arrow pointing, right? That means that I afforded this message to somebody else. Now say you would like to delete an email or get rid of an e-mail. All you have to do, just click on the little trash can that appears to the right of the e-mail, and then it will disappear. There's also another option that you have as well, where you can just hit the delete key. Or there's an option in the ribbon up at the top here to hit delete. 5. Adjusting Reading Options: There are a couple of different reading options that really can help you to customize your outlook reading experience. So currently, as you can see right now, I am in the normal view which shows I've pinned folder pane and my inbox is open. But you also have the option if you actually go to the bottom right part of your screen, you'll see that we have, let's see that currently what's highlighted as normal view, which it's showing all of my pins, pins. And then you also have the option to switch to Reading View so it hides all the pin pains to the side. And that makes our reading pane right here a little bigger. And you'll also have the option if you would like to, you can actually zoom in to make sure the text bigger. Now in that same bar down on your bottom right corner here, you'll see that we have a little zoom slider. And you actually can tap on the plus to make things bigger. I can tap on the minus to make things smaller. And then you also can actually drag this little bar here. And you can drag and drag to make things bigger or smaller if you want it to be super big like that. And that's how you can adjust your different leading views and Outlook. 6. Using Conversation View: We're now gonna take a look at Conversation view inside of your Outlook mailbox. Conversation view is something that outlook has where groups together whole conversations into one little bar, making it easier to find different things for navigation. As you can see on my screen here, I currently have a conversation open, so it's about a presentation tomorrow. And then you can see two emails that have come into that same category. Now if you would like to, you also have the option that you can turn off this view if you want. And how you do that is if you head up to our tabs at the top of the ribbon and then go into view. And then under messages, you actually can click, Show us conversations if you uncheck that. And that's going to ask you if you want to do just this folder, all your mailboxes, and then you can pick whatever you want. But I'm not going to cancel out right now. You also have conversation settings. So if you tap into here, you can check off any settings that you want this house show messages from other folders, show centers above the subject, always expense selected conversations. So those are rare. You can further customize how you want your conversation view to look. Now something I do want to mention when it comes to your conversation view is that there is a difference between deleting out a single message from our conversation and a whole conversation. So if you would like to just delete a single message, make sure you first band the message, and then you can delete that specific one. 7. Creating a Basic Email: To create a new email, what we're going to do is first you want to make sure that you were inside of your Email tab in Outlook. How you can tell again is that our little envelope here is highlighted. Now in the top-left corner on our ribbon, you're going to see new e-mail. You're going to want to click on that. And that's going to open into a new window to type in our email message. You also have the option to do a little shortcut, which is Control N. And it will do the same thing and open up a new e-mail message. As you can see, we have our ribbon up here at the top, which gives us all of our options are options for formatting, which we'll go over in a little bit. But right now what we're going to do is we're going to focus on this bar right here you can see Send to NCC. Now, two is whoever you're sending the e-mail to. And usually when you send someone something in the two line, it typically means that there's action required or you're expecting a response from them. Now, CC stands for carbon copy. So that person on the email is going to just receive a carbon copy of whatever email you send. And typically it means that this is just more informational, not necessarily needing a response from that person. There's also a third option that you can add, which is BCC, which stands for blind carbon copy. Now, the person who was blind carbon copied on the email, the people in the two in the CC category cannot see that that person is included on the e-mail. Next we're going to do is now I'm going to show you how to add a person to our two line. Now there are a few different ways that you can do this. The first way is you actually can start to type directly. So if I'm sending an email to Ellen, I can just start typing in her name and she should appear. But it looks like she's not appearing at the moment. So we actually can find her another way. So there's two different ways. You can click directly on the two. Or you can go up to our ribbon under names and click on to address book. And this brings us to our global address list. Now this is where you can find anybody located within your organization. All you have to do is start typing in their name. And there you can see Ellen Wilson has now appeared. Now then I have the option to add her to the to the CC or the BCC line and to add someone, all you have to do is just tap on where you want them to go. So I click there and I can see that Ellen Wilson is added to my two line. And I click Okay. And I will see her, her name has appeared right here. Next we're going to jump down to our subject line. The subject lines are important because it usually gives the person an idea about what you're emailing them about. So for this, I'm going to e-mail Ellen about lunch tomorrow. And now we're looking at the body of our message. Now this is where you can type what you would like to say to that person. So now I'm going to go through and I'm gonna say, hello Ellen. 1230. Still work. Or what? Your message is all typed out. The less than that you have to do is just click the Send button and it will send the message to that person. 8. Creating an Email Using Dictation: There's a really great feature in Outlook that actually allows you to just speak your email and it will type it out onto the screen for you. And they call it dictate. But he used dictate. We're actually going to go and open a new email. Sort of go up to the top and click New, which is going to open us into a new message window. And just test this out for right now. But we're going to do is I'm going to tap into the body of our message. Now in our ribbon. If we scroll over to where it says voice, that is where your dictate microphone is located. To start dictate, you have to tap on it. And usually it will make kind of like a little play noise. And you'll see, when I tap on it, you'll actually see that the microphone, it has a little recording button next to it, which indicates that we are recording. It has you can see on screen it is actually recording everything. I am saying. As a little tip to using dictate, you want to make sure that you are seeking slowly and clearly so that the microphone can totally understand you. If you would like to add punctuation while you were speaking. For example, if you want to add an exclamation point or a period, all you have to do is just say exclamation point. And it should add the punctuation there for you. When you are done using e-mail dictate, all you have to do is go back up to that dictate button and click on it. And that should stop the dictation. Now if you would like to or if you've noticed there's a mistake, click it didn't put in the correct order punctuation. You can actually go back through and manually edit the text before you send the email. 9. Formatting an Email: Now we're going to take a deep dive into formatting options that are available to you inside of Outlook. As you can see, I have a message typed out to Ellen about how are how are meeting has been moved to Friday and is no longer on Wednesday. So I have some different formatting options I can use currently I'm in the standard Calibri body with size 11, but I actually have the option and outlook if I want to make the font bigger, if I want to move it around and put it, maybe Center, or maybe have it be on the right alignment. Or I can highlight, even add color to my text. So we look at our ribbon, we actually have some basic text formatting options up here. This is where you can change font, font size, add some bullets. Even change where it is aligned on the page, as well as add some highlight, bold, italics or underlined. So to start those, let's say I would like to highlight that our meeting has been moved to Friday and is no longer on Wednesday. If I wanted to highlight all of those, I can just tap on this highlight and it will highlight it in yellow. But if I'd like to change the color, maybe make it purple or red, have something a little more fun. Actually can click this little drop-down arrow next to our highlight basic text. And then I have the option to spring it, select one of these colors. So let's say I'm going to, we're going to highlight it in green. So I'll highlight that again. And now it's in green. Now say I'd like to maybe change the color of the text. So if I want to throw in the reminder, I want to change the color of our text so I can just highlight there. I'm going to throw in change this text to purple for fun. Now you can see, but maybe I want my purple to stand out a little more so than I also have the option if I want to, I can highlight. I can bold and underline if I want. If I want to bold and underline this as well, I can do that. So you can see I have some different formatting options here. You also, if you want to have any more extended formatting options, something that's a little similar to like your Microsoft Word rhythm. Actually, we head to the top where our tabs are and go to Format text. This is where you have further options like you would inside of Microsoft Word, where you can pick heading styles. You can change your styles and gives you a few more formatting options. If you'd like to get fancy with those. Something else I would like to explain to you is that there are two different ways that you also can format your text. There's HTML text and then there's plain text. Html texts actually stands for Hypertext Markup Language. And it's actually the way that webpages and emails are formatted. It's a code the way they're formatted so that they are able to have bold, italics and underline, as well as emoticons, like you can see here with Ellen. And plain texts actually is just plain texts, completely plain, no underline, no italics, no other formatting options. And they'll kinda show you what that looks like. So if I highlight here and flip it back into plain text, it's going to give me a little checker here and tell me that all the texts that I have formatted is going to turn plane. And you'll see that it has completely removed all of my formatting. And that's the different formatting options that you can use inside of Outlook. 10. Mentioning in Outlook: Mentioning is a great way to draw an individual's attention to an e-mail or a certain section of an email and Outlook. To mention in an email, what you're gonna do is we're going to put the app symbol in there. And then as you can see, it's going to give me some options of people to e-mail. But for this, I actually want to add Ellen in there. So as you can see, it kind of highlights her name and blue and she's also been added to the To line of our e-mail automatically just by mentioning her. And you guys, you can see it's her first and last name, but you also can just hit your backspace key and you can just keep abuse. Want to use her first-name instead of both. You can also just do that as well. You also have the option to filter in your mailbox by your mentioned male so you can see any emails that you've been mentioned. And how to find that we're going to do is if you look at our inbox up here, where it says by date, if we actually hit that little drop-down and click into mentioned male, that's actually going to then filter all of your emails by just mail that you have been mentioned in. And that's mentioning and Outlook. 11. Responding to Emails: To reply to a message and Outlook, there are one of two ways you can do it. One, if you head up to the ribbon and go to respond, you will actually see the option to reply, Reply All or to forward. And that's one way you can reply to an email message. The next way to reply to an email message is to make sure that you're clicked into the email that you want to reply to. So for me I'm in the EHR rollout meeting and you go to the right part of the screen and you can see that there's the option to reply, Reply All or forward. Now, the difference between reply and reply all is that if there are multiple people on an email, reply, all actually will respond to every single recipient of that e-mail. Whereas reply, just reply to the person that sent it to you. And you really want to use Reply All sparingly because sometimes those big chains can get really overwhelming. We also have the option to forward. And when you forward a message, affording a message allows you to send the email message to another person. So I want to afford this to let's say I want a fourth us to Carlos. I can throw Carlos in there and sent him this e-mail from Elon where you also can add your own little message there. Now something else I want to show you is when you aren't replying or forwarding an email and you don't want to be viewing it in the reading view that it is right now. And you want to pop it out because you want more formatting options or for whatever reason. If you go to the top right corner where it says pop out and click on that. It's actually going to open up your eat your e-mail response any bigger window. So you have more options if you want to add some formatting in there, that's where you can do all of that there. And that's how to reply to an email message. 12. Alternate Replies to Messages: There are alternate ways to reply to an email message inside of Outlook other than your typical e-mail message. To look at those options, what we're going to do is if you look at my screen here, I'm inside of our EHR rollout meeting stone. And if I head up to the ribbon under the respond category, you will see that we have the Reply Reply all but next to it you see these little icons. Now these are alternate replies that you can use when replying to an email. So the first one up top is actually a way to reply with a meeting. So if I click on this, it's actually going to open up a new, a new meeting that I can schedule so I can make a Teams meeting or if it's an office, that's where you can schedule all of those there. I also have the option to send an IM, so it's actually going to open up a Microsoft Teams message. So I will immediately just open up to Ellen's in my chat where I can then message her quickly about that, sent that email she sent me. And the other options that I have is I actually can forward this email as an attachment to somebody else or I can call Ellen directly using her contact. And those are the different replies that you can use inside of Outlook. 13. Marking Importance: And Outlook. You are able to mark your e-mails with a certain type of important. So for example, if you have an e-mail and you need an immediate responses in the day, you actually can mark your email as high importance when it gets sent. So it'll appear in their inbox with a little exclamation point, letting them know that it's an important email. You also can send your emails of low importance of it, something that you're like. It doesn't really need to get handles right now, but just so you're aware, whatever the whatever the issue is, you are able to mark importance as needed. So typical emails like this one I have drafted right now is just being sent with normal importance. There is no kind of tag attached to it. I would like to add some high importance to this email because this is about a meeting changed. I want to make sure people got covered. I'm going to go up to our ribbon and we are inside the message tab. We're going to scroll over to where it says tags. Now under tags you can see the follow-up flags and the Assign policy, but then you also see high and low importance. So I'm going to click on high importance, which is going to set this item is high priority and you can see that it is highlighted. They're not going to send this e-mail along to Ellen and Carlos. And then what we're going to do next is, sorry, I can show you what it looks like when it will appear in their mailbox. I'm going to head over to my sent items. And now you'll see that this email that I sent to them has a little exclamation mark next to it, a little red one, meaning that this is an email that was sent with high importance. 14. Attaching Files to Messages: To attach a file to an email. What you're gonna do is see, as you can see, we are opened inside of an email message, so they already have typed out and I'm going to attach the updated coffee house presentation. So we're going to look up at our ribbon up here, and you'll see that we have, you can attach a file link or a signature. And then you also have the option actually if you go to the Insert tab, you also can attach a file that way as well. So when you click attach a file, it's going to drop down and it's going to show all of your recent items. And then you also have the option to attach a business card or an Outlook item if you wish. You can browse an ether web locations, which could be your OneDrive or any SharePoint sites that you may have. Or you can just browse your local PC for any files that you may have directly on your computer. So for me, I'm gonna go into browse into my web locations and head into my OneDrive. I'm going to scroll down and find the coffee house presentation. And I'm going to just insert it in. And when you insert something from OneDrive, you can either insert it as a share link. So they can have a link that they can directly go in and edit it. Or you can attach as a copy if you want them to have their own version of it. So for this, I'm actually just going to attach us of a copy. You can see that it appears there. And just to note, you also want to make sure that your file size is under 25 megabytes because that is the maximum that you can send inside of an email. And then when you're all set with that, I'm going to do is hit Send. And that's how you attach a file to an email. 15. Working with Attachments: When you receive an attachment in an email, there are a couple of different ways that you can interact with it. So as you can see, I have an e-mail from Ellen Wilson which includes a PowerPoint presentation titled 2021 project. And as you can see, I can click on it. And it should open up a little preview here. But if I would like to open it or save it to my OneDrive, what I will do is if you click this little drop-down arrow next to the attachment, it gives you all the different options. So I have the option to preview open. I can quick print it. I can save it directly to my computer. I also have the option if this e-mail had multiple attachments like Ebola, the PowerPoint presentation, and an Excel sheet. You can actually save all. I also can upload it, so I can upload it directly to my OneDrive or any of my SharePoint sites if I wish, I can remove it or I can copy it. So I click this open folder, it should open up the PowerPoint directly into PowerPoint. And those are the different ways you can work with attachments and Outlook. 16. Attaching Contacts to Messages: If you need to share a contact in an email message, there's a quick way to do so. We're going to do is we're going to head down to our navigation bar. And we're going to head to our peoples paint, which is represented by the two people down here. If you click into that, you're going to open yourself into your contacts. Now say I need to share Carlos has contact with Ellen. So once I've clicked into Carlos and you'll see that when you click into someone, it'll change there. The view in this reading pane and will also be highlighted in blue. We're going to add up to our ribbon and go over to where it says share. And I'm going to forward this contact. Now it's gonna give me two different options. I have the option to share it as a business card or as an Outlook contact. The business card just shows up like a little outlet business card and it has the name and the email and whatever other information that you have put in, it will formulate it into a nice little business card. And when you forward it as an Outlook contact, it appears like this, a little Outlook item that the person who receives it then can open and have it added to their contact list. 17. Proofing Emails: Before sending an email message, it is always important to review your message and check for any spelling or grammatical errors. In Outlook, there's actually a way that you can check for spelling and grammar errors, errors directly in your email when you're inside your message. As you can see, I have a couple different spelling errors. And as the spelling errors or underlined and easy with a red squiggly line to indicate that they are misspelled. And there are two different ways that you can actually make sure to correct these. The first way is you can right-click on the misspelled word. And that's going to tell you what the error is. It's a double-check your spelling here. And then it's going to give us some suggestions for what it thinks you are trying to type. And I was trying to type Ellen and then it will auto corrected there. The next way to do it is that you had up to the tabs and go over to review. This brings us to where we can use the editor feature. You click into editor. It has, I will tell you how many suggestions that has. And then we'll tell you what corrections of spelling or grammar, as well as it can give you any refinements such as if you need some more clarity or conciseness to your e-mail. So what I'm going to do is I'm going to click on spelling. And now it's going to show me all the words that are misspelt within my email message. And so for this at starting with what appears, what it believes to say is wondering which it's correct. And I can click on it if that's the word I'm thinking of. If not, I can also click to ignore all. I also can click on the three dots next to the word and ask them to read it to you allowed spell it out or I can change all. So if there is a bunch of words misspelled that appear to be wondering, I've also can just change them all directly there. So we're gonna click on that and then it's gonna go to the next misspelt word, which is details. And then once that's done, it will say spelling a little check. But it also, it says I still have four more suggestions that are all grammatical. If I click onto grammar, it's going to highlight the words. So as you can see, it says, I think I want to say thank period, but that's actually not true. So we're going to ignore that for now, infix that ourselves. So it's actually giving me a suggestion that a period would work better here than a question mark. So I can accept that. And it also, it says possible word twice error. So I've used the wrong word version of there. And you can click that in. And then that will show me the last one. It also thinks that a period would work better here then a question mark so it can give you some other other pointers and tips for editing your message so it is grammatically correct. The other thing, other feature inside of this Review tab, as we actually can see, word count. So back up in this proofing tab, if we click on word count, it's going to tell you how many pages, words, characters with and without spaces, how many paragraphs and lines? And also the option to include textboxes, footnotes, and endnotes. And it can give you a little bit of a word count there. We also have the option to out of the source. So say I wanted to find another word for wondering, I can highlight the word and click thesaurus. And then it actually is going to give you a whole bunch of different options that you might want to use instead of the word wondering if you don't want to seem repetitive inside of an email. 18. Printing Messages: If you ever need to print a message from Outlook, there are a few different ways you can do it. One of the first ways it's kind of like a quick way to do it is you can do something called Quick Print. So if you click, so I want to print this meeting with or this message from Ellen, I'm going to right-click and you're going to see at the top I have the option to Quick Print. And what it will do is it's just going to print the last printer that I have used that was attached to this outlook. But if you're looking at to print something and select the printer you would like to use. Or if you want to use a certain printer. Well, you're going to do is you're going to, once you're clicked into that email message, you're going ahead to the top left corner under File. And then you're gonna scroll down to where you see print. Now that's going to bring up this print window. Now if we click on print, that's just going to print the, sending them to the printer to print. But you also have the option to select a different printer if you would like. And so if you click this little drop-down, it will show the other printers that might be available. I'm going to use this one. You also have the option to change the setting and the setting style of how you want your e-mail message to print. We have this table style that looks kinda like this. And then we have the memo style which prints the message out like that. And then when you're ready to print, all you gotta do is just click print. The message will print to your printer. 19. Working with Folders: Folders are a great way to increase efficiency and organization in your Outlook mailbox. Folders or digital locations where you can store emails and categorize them anyway you wish, for example. So say, as you can see, I have this project 2021 email between myself and Ellen and say we'd like to make a folder so I can put all email correspondence from about this product 2021 into one place. To do that, I'm going to create a folder. Now above our ribbon and our tabs up here, we're going to jump over to the folder tab. And on the ribbon, we're going to find the new folder option. We click that. It's going to open up this little separate window where we can name, select the folder contains in where we'd like to place the folder in our Outlook mailbox. So for this, I'm going to call it Project 2021. And I'm just going to have it saved in the inbox right now and I'm going to hit, Okay. As you can see on our folder pane here under inbox, you'll see the Project 2021 folder is now out there. And I actually can collapse this and expand it to see the folders that are located inside my inbox. But say I don't want my folder inside that inbox, I want it to be its own separate folder. You actually can move your folder simply by left clicking and then dragging it wherever you'd like it to go. So if I want to place it above my inbox in your training, I can do that as well. It's going to give you a little message asking if you're sure we are. And then you can see that it appears there now about mbox where I dragged and dropped it. Now to add e-mail messages to a folder, all I'm going to do is click on the email message that I would like to put in there, and I'm going to drag and drop it into my folder. Now as you can see, there's a little one next to it because the e-mail is unread. And I actually can right-click and have the option to mark all the messages as red in that folder. I'd like to rename the folder, say I don't want to call it Project 2021 or Project 2021 has a name. Now, I can actually right-click and rename the folder from there as well to whatever name. So say we, this is the coffee house project now. And then I hit Enter and you'll see that the name updates there. Also, if I right-click that gives me the option to copy the folder, move it, or even delete it, as well as clean up the folder. And that's the different things you can do with folders. 20. Creating and Editing Favorites: And Outlook. You can favorite folders for easy access in the future if you don't want to have to go searching for them. There are a couple of different ways that you can favorite folders and outlook. The first way is you can find the folder you want to favorite. And I'm going to favorite this coffee house project. So I'm going to right-click. And thus you can see I have the option to add it to my favorites. The other way to add something to your favorites is if you go up to the tabs, to the folder tab under Favorites, as long as the folder is selected, I have the option to add it to my favorites. So I'm gonna click on that. And now you can see that in the reading pane under the Favorites bar, you can see that the coffee house project is now under there as well. I'd like to remove something from favorites. All I have to do is either click this, Add to Favorites buttons again. So at unhighlight, or I can right-click on the folder and remove from my favorites. And you can see it goes back to where it was before. And that is how you add and remove favorites and Outlook. 21. Filtering and Sorting Messages: You can use the filter and sort feature in Outlook to help further categorize your e-mails in any way that you'd like. So you can categorize by date, by people, even if there are attachments within the messages. To filter and sort your inbox, we're going to head into our MEL tab and b inside of our inbox. And up at the top here you're going to see by date. So we're going to click on that little arrow. And these are all of our different filtering options that we have. Currently. We are set to all male and then also filtered by unread flagged email that you mentioned it. You then can also further filter your messages by what you'd like it to be arranged by. So if you want it to be who it's from, who it's two different categories that you've set, even different flags, goddesses, as well as the size, subject, or even attachments. So to show you an example, I'm going to arrange my mail by who it's from. So now it's going to group all of my messages together based on who it's from. I also have the option if I'd like to do is I can change how it's being sorted. So I can have an ADC from the top or I can have it from a to Z at the bottom. Either way, you can pick different ways that you'd like to filter and sort your messages to find them to make it easier and customize it how you want. 22. Organizing Emails with Color Categories: Another way to help further categorize your emails is you can use color categories to add a color category to an email. There are a few different ways you can do it. The first way is you can right-click on the e-mail you want to categorize. So this e-mail check in with Owen Wilson, I'm going to right-click. And then if I scroll down, you'll see I have the option to categorize and then it's going to give me different color category options. So I'm going to mark this from Ellen, and then I'm also going to mark it as HR. So you can use as many color categories as you'd like on here. And you can see that the tags appear not only next to the e-mail, but inside of the e-mail here you can see HR and Alan. Another way that I can tag this meeting is if I go up to my ribbon under tags under categorize, I can then add another tag. I'm going to add this to Ellen, but say you want to add a new tag or create your own. To do so under categorize, you're ready to go to all categories. And this is going to open up the window here to create them. So you can either rename and ones that already exists with the orange, purple, or red categories. So I can just click on this and I can hit rename. So say I want to call this meetings. But if I want to create a completely new one, I just hit New. And it's going to say add a new category where I can add a name, I can give it a color, and I can even give it a shortcut key if I wish. And when you're all done with those, you can just hit okay, and the category should update automatically. And now I can just add this meeting tag to my meeting with Ellen. And that is how you organize with color categories. 23. Using Follow up Flags: Following flags are a great way to categorize emails that have a follow-up item inside of them. To add to follow a flag to an email, what you're gonna do is, as you can see, I have this e-mail, the project 2021. I would like to add a follow-up flag to this because I need to make any changes and look at this PowerPoint presentation. Up in our home tab, in our ribbon, you're going to see the follow-up. If I click this little arrow, it's going to give me a bunch of different options. So I have the option to follow up today, tomorrow, this week, next week, no date or I can pick a customize if I'd like to say I want to follow up tomorrow with Ellen, I'm going to add that and as you can see it now with a little flag and a little message that says follow-up starting, start by Tuesday and the date. That you actually can further edit this follow-up flag because it's going to appear inside of your tasks. So as you can see tomorrow, it says Project 2021 and it has the little follow-up flag next to it. Now, the next thing you can do is when you complete this task, you actually can click that little follow up again and then you can just look mark as complete. And now you can see that the email went from being highlighted and having that little red flag to know nice checkmark because it's an item that is now done. 24. Deleting and Recovering Messages: I don't know about you, but I like to keep my Outlook inbox nice and organized. And for me, that means deleting any unneeded or unwanted items in my inbox to delete an email message, there are actually a few different ways that you can do this. One way is to, as you can see here, we have our email message right to the right, you see this little trash can. If you click on that, it's going to delete that item and send it to the deleted items folder. Another way that you can delete an item is you can right-click on it and scroll down to where it says delete, and that will delete the item. Another way, when that email is highlighted, as you can see, you can just hit your Delete key on your keyboard and that will delete an email message. And then the last way to delete an e-mail is up on the ribbon. Under delete, you can click on the little delete trash can there. Or you also have the option to do Control D and that will delete an email as well. Now say you deleted an email accidentally that you didn't mean to delete and you wanna get it back. There is a way that you can do that. So we're going to head now on our folder pane down to our deleted items folder. So if you left-click into that, these are all of the emails, whether their drafts, e-mails that you've received, they all live in this deleted items folder. Now up at the top here you see it says recover items recently. Now be careful with using this because it's going to recover all the items you've deleted recently. But it's still recover those deleted items for you. But also if you'd like, you also can just drag and drop an e-mail back into your inbox and you can remove it from the deleted items folder back into your inbox if you just would like to use bring one or two bad. And that's how you can delete him, recover messages inside of Outlook. 25. Navigating the Calendar: Before we dive into the meat and potatoes of the calendar tab, I'm going to show you how to navigate burst. So as you can see, we're currently in our E-mail tab. We're going to head down to our navigation bar in the bottom left. And we're going to click into the calendar. Now this is what our calendar view looks like. As you can see, we have what looks to be are just workweek schedule from Monday to Friday. You can see some scattered appointments in here and we'll talk later more about how to edit those and move those around. So we're going to actually just take a look at our folder pane here. You can see it is a little different from the mailbox version. So up here at the top you see we have what looks to be some two months out spiel for the rest of February and March. You can see that the wheel is highlighted in light blue because you can see that's the weekly are selected into and today's date is highlighted in dark blue. If you want to move to a different date. So say we want to see what March 15th looks like and you click on that. It's actually going to bring us to March 15th. And you see now that this week is highlighted, but today's date will always stay highlighted in dark blue up there. And you can see below we have the other calendars options. So right now we're currently selected in my calendar. But you also feel birthdays calendar that can be thrown in there and other personal and then any other calendars here. And to just select those, you just hit the check marks and you can see that they are appear in different colors. So as you can see, the thin canes, so that is yellow to show you that it's matching, you think Keynes calendar, if we had a birthday on Thursday, the birthday would be highlighted in green. And then you may also have other calendars that might be shared with us. We have stuff from planners. We all have access to Ellen Wilson's calendar, and then we have shared calendar. So the new marketing campaign calendar appears there. Now up at the top, if you want to see these as two separate calendars and not emerged calendar, you actually just click this little arrow here and it opens up into two separate calendars. But if you want to merge them back so they're all in one place, things look a little less crowded. Just hit that arrow there. To get rid of a calendar that you've added, you can click the check mark or you also can just click this little x mark and it will get rid of that calendar there. We're now going to add up to the ribbon and kinda look at what this looks like up here. So as you can see, we have no appointment and you meeting new items and new Teams meeting. And we'll go over in later videos on how to exactly create those, as well as we have some different views. So say I want to jump back to today's date. I can actually just click on this today's button under the go-to section and it will bring me back to today's date. We also have the option to look at the next seven days. So we have the next seven days. So from Thursday to next Wednesday, we can look at that view there. And they also have some different views as well as the day view, which will show us just what today's date looks like. We have worked with, which shows us Monday through Friday or whatever your work week is, as well as the whole week view, month view, and schedule view, which breaks things out into little half an hour increments. The one last thing I want to show you is if we go up to the View tab, you actually can further customize your view by timescales of you want to see things and every 15 minutes you can do it that way. You also can adjust the color, your calendar. So if I want my calendar to be pink, you can see it shows a pink or maybe blue. So you can customize it more there as well as you can do different tasks view so you can see, you know, your daily task list at the bottom. You can minimize your folder pane. You also can adjust where you want your reading pane to live and your to-do bar. And that's navigating through the calendar portion of Outlook. 26. Working with Appointments and Meetings: Creating new appointments and meetings is a great way to manage your time and outlook. I'm going to show you how to creating an appointment, make it recurring, teach you to create a new meeting and couldn't have Teams meeting in Outlook. Now the difference between appointments and meetings is that an appointment is personal to you. It's a way to help you block off time in your schedule. Again, you need to leave early if you're taking a day off, even if you just want to hold some focus time for yourself to catch up on e-mails. Appointments are personal to you, whereas meetings is where you can add other people. You want to make a big team meeting. That's what you use it for. In meetings is also where you can add Teams meetings. So to create an appointment and Outlook, we're going to be in our calendar tab. And up in our ribbon under the Home tab, you're going to see the new section, re senior appointment, New Meeting and new items. We're going to click into new appointment. It's going to open in a separate window. And you're going to see all options similarly, when we look at an email, but we'll see but Title, start time, end time, a location, as well as the options to make a last all day and have it make it a recurring. So say you need to leave early for a doctor's appointment on Friday. So we'll say and then to select to change the date, you just click this little calendar icon and a calendar will appear. So within the Friday, the 26. And then we're going to select our time. Now to change the time, you can either manually type it in or you can use this little drop-down arrow here, or can give you different time options. I'm going to scroll down and I need to leave any believe it 345. So you actually can just directly edit inside of there as well. And we'll make the end time five. Now if I wanted to make this recurring, I actually have two places I can do this. You can click make recurring, could make recurring there, or else have the option to click reoccurrence up top in the ribbon under option. Now in here I can select my appointment occurrence start time, end time, the duration, and then their occurrence pattern. So I can pick daily, weekly, monthly, yearly. And you also can specify even more so under weekly you can, you know, if I want if this is a biweekly appointment that I have, I can do every two weeks then it's on Friday, and then you also can pick the range of occurrence. So the start date is on Friday 26th, and then you could have end by a certain date or say this is an appointment that I'm only going to have for the next three weeks for the next many times, you would have it, I'd end up with three occurrences. Or you can also have MOND. When you're all set with that, you can just click Okay. And then you'll notice that the bar changes to recurrence and you see occurs every two weeks on Friday, effective of this date until the state 345 2015. You also can put a location and you can put like a specific place and you can even make notes in here if you want, like. You also have the option to show us what it is. So in here we have the option to show as free working elsewhere, tentative, busy, or out of office, but I'm just going to mark it as busy for now. It goes up the option to categorize it if I wish. Aimee of a market with high or low importance. So when you're done with your appoint, appointment, just hit Save and Close. And now you're going to see that it should appear on my calendar. You'll see leaving early, eat them. And then if I click to the next two weeks, you'll see that it appears from there. Now I'm gonna show you how to create a meeting. Now, same up in that same little new section of the ribbon, we're going to click New Meeting and it's going to open up a window. And you'll see that it looks similar to creating an appointment. The only difference is now we have the option to add required and optional attendees. So say we want to do a sales staff. So the title of our meeting, and then we can add our required attendees. So I'm going to add L into this meeting. I'm going to have any optional attendees in it for now. So we're just going to do that and we're gonna pick our start time. So I think we're gonna do this Wednesday and we're going to do it at night. I am. And that's going to be an hour about all set up. And then you also have the option to pick a location. So if you have conference rooms or if you wanted to hint at a coffee shop or a pizza place, that's where economic dislocation. We also have the option to edit Teams meeting. So we're going to head up to the ribbon under Teams meeting. And we can click that and it's automatically going to add a Teams meeting. Another great feature inside of meaning is we have the option to use Scheduling Assistant. So we're going to go up to the top to the second tab, w3c scheduling assistant. What's great about scheduling assistant is it actually helps you to see people's calendars. So they have put stuff in their calendar. You can see if people are busy. So for this meeting that I have set up for Wednesday, the 24th, it actually shows me that Ellen is free from those times that there was no conflicts and reschedule. And if there were complex and reschedule, it would show up. There's also the option if we go to the right, it shows you suggested time. So if you're trying to schedule a meeting with somebody and you want to see what's in their availability, you actually can see the suggested times of what might work for them. So now that we're all set with that, I'm going to head back to meeting. We're all set and I'm just going to hit Send. And that's how you can create appointments and meetings in Outlook. 27. Managing Meeting Responses: We've talked about how to create a new meeting and send a meeting request to other people. But what happens when you get a meeting request? So as you can see here on my screen near currently, we have a meeting requests from Ellen Wilson and it appears in your Outlook inbox just as like a normal e-mail, except you have some options on the right here that are different than an e-mail. So as you can see that this is a project 2021 update meeting. It shows the required attendees here and it says please respond. It shows the time and date of when the meeting is and that it's a Microsoft Teams meeting. Now we have a few different options that we can send back to Ellen. You have the option to just accept the meeting. And when we accept the meeting, this email actually will go away and the meeting will appear in our calendar. We can tentatively accepted, decline it or even propose a new time if it's not working for us. So say we're just going to accept the meeting. Actually, if you click this little arrow next to accept, you can edit a response before you send. So if you want to send a little email message in there, you can, you can just send the response now and then we'll get a little like ping that Ethan cane is accepted your meeting invite or you don't have to send a response. So if I want to edit my response before sending, I'll click that and it's going to open in a little email here. And I'm gonna say, hi, Ellen. Can't wait. And then hit send. And now you see the email has gone away. And if we go into the calendar tab, see that? Now that meeting appears on that date here. Now say something has come up and we're like, oh no, We can no longer meet on this day. I need to propose a new time to go. You actually can double-click into the meeting and it will open up the meeting and a bigger window. So as you can see, you know, the organizers L, and the date and time. You can see that I've accepted this, but say I need to propose a new time or even declined even mark tentative. You can do that all here and send what we like to call a meeting update. So I'm going to propose a new time. So I'm going to click this arrow here. And you can either tentatively respondent and propose new time or you can full on decline and proposing your time. So we're going to decline it proposed a new time. So then you can see here, you can see are required. So it would attendees, you can see everybody and all their schedules. And then let's pick a new time. So we're going to head to let's say Wednesday works better for me. And it looks like everybody has that time for R3. So we're just going to hit propose new time. And now it's going to create a new meeting invite. So now it's not rebel and Wilson subject new proposed meeting time. And then you can type in a message there. So hi Ellen. And then when you're set with your message, you can just hit send. And I will notice the meeting has moved. And it should have moved. Let me have to wait, actually for Elon to accept the meeting. And once she accepts it, it will appear in our calendar. Again. Something else that is interesting is if you hover over a meeting, you actually can also see the date, the details there as well. And that's how you can go through and edit different meeting responses and Outlook. 28. Cancelling Meetings: We've talked about creating meetings, editing meetings, even in managing our responses within meetings. Last thing we're going to talk about is how to cancel meetings. So to cancel a meeting is we are currently back in our calendar tab and looking at our calendar here. So say I need to cancel this project kickoff meeting. So what I'm going to do is you double-click to open it up in a separate window. Here we're going to head up to our ribbon under actions where it says Cancel meeting. So you're going to click that and then you're going to send the cancellations and I'm Ellen Wilson would be notified that are meeting has been canceled. And so once I send that, you'll see now it is removed from my calendar and Ellen will get a notification and that's a cancel meetings and Outlook. 29. Creating and Editing Contacts: The people's pain or your contacts view is a great place where you can create, edit, and manage your contacts. To get to your contacts view, we're going to head back down to our navigation bar. And we're going to look for the two people. This is your contacts. So we're gonna click into that. And as you can see, it opens up a window where you can see your contacts or any groups that you may have, as well as all your contacts listed from a to Z here. And if you click on them, it will open up your contact. You can see about the group or the people they're all listed in there. Create a new contact. All you have to do is head up to our ribbon under knew where you'll see new contact. If you click on that, it's going to open up a separate window for an untitled contact. So we're going to put myself into Ethan cans contact lists. So when I name the company which is Aramark, my job title. And then it's going to show me what I'm going to file it as. So I could actually file it in a couple of different ways if I wanted to for right now It's filing as Raph current Maddie, it could also do Maddie raphe, just arrow, Mar even Roth, common Maddie arrow mark, however you would like it to be filed into your contacts as then we're going to add my e-mail address pops up there. And then you can also show you wanted to display at us what's going to. Oops. There we go. So it appears that keeps disappearing. So it's right there. I was at the option to put in a phone number and I can pick what type of phone number so fits my assistant, my callback number, car company, home, et cetera. You can pick which number it is, but we're going to put in my business number. And as you can see, it's actually appearing on like this little business card right here, which is really cool. So my email is not showing up. And as you can see, it also looked the email, so heres up there as well. And then also the option to add an address, whether it's business, home or other. And you can even say that this is the mailing address and not all would appear on the card here. Now when you're all done, what we're going to do is we head back up to the ribbon under Actions and you hit Save and Close. And then you can see that my contact appears right here. If you click on it, you can see all the options. Construct an audio call, chat, even send an email. You can see all of my contact information. Now say, you made a mistake and typing somebody's name or their job title or company changed. You need to edit this contact. To just edit, all you have to do is just double-click and it will open that contact back up in a window. And you can make your edits as needed. Again, when you're done, just hit Save and close and it will save and close up there. And that's creating and editing contacts in Outlook. 30. Adjusting Contact Views: Outlook also gives you the option to change the view of how you view your contacts. Currently it's just setting our people's view where it's very standard where you can see that people sorted from a to Z, but they also give you the option to put them in a business card format or even a phone list style and change your contact view. There's two different ways you can do it. Currently in the Home tab, you actually can see under the current view section and we'll show you the different views that we can see. So if we want to switch to business card, we can click that. And then you can see it. They now appear as business cards rather than the little contact view we saw before. The other way to change your view inside of Outlook as if we had up to the tabs at the top we go to View. And then you can see under Current View, under the View tab, we can click Change view and then we can change to a different view like the list or phone list, etc. You also can still edit your contacts if you double-click on them. Or you should be able to, whoops, I clicked on HR team. You can still edit your contacts if you double-click on them the same way that you did before. And then it can make your edits and hit, Save and Close. And if you want to reset your view, all you have to do is is changed view again, go back to people and that's you can change your view settings and Outlook. 31. Creating and Working with Contact Groups: Outlook offers an amazing feature of being able to create contact groups so that e-mailing groups of people are creating meetings and groups of people becomes a lot easier. You don't have to type in all those e-mail addresses. You can just type in the group name and automatically it will send to those people. So to create a new contact group are going to be in our home tab under the people's tab. And we're going to head up to the ribbon under New, and we're going to select New Contact Group. It's going to open up a window where you can see the name it, and then we can add members to it. So we're going to call this the Project 2021 rollout grip. Now that I've done that, what we're going to do is we're going to head up to add members, which is under the Contact Group tab on the ribbon members, we're going to click Add members so we can do it from our outlook contacts, from our address book, or even directly from an email contact. So I'm gonna select people from our address book. So now it's going to give us everybody in there. So I'm going to add, we'll add Ethan cane. So let's add Ellen Wilson. So we highlight Allan Wilson's name and then click members. Nancy, her name appears here, which means she's going to be added. We're going to add Joe Smith, john Smith, and Adam Johnson to this list and hit, Okay. And then we also can add from our outlook contacts to, so we're going to add Heather and myself to this list. And then you can see you see our names appear in our emails. And then if you want to remove the members who say We don't need atom out of us need to be in this group. You actually can just tap, click on new member in the members category to get rid of him as well. You also have the option to add some categories. So for this, we're going to call this sales. And then you also cannot follow it flags, even make it private. When you're done, we're going to do is just hit Save and Close. And now you'll see here that it appears in our contacts. So then you click inside and there's the project 2020 rollout group to so there's five members and you can send an email directly in here. So actually if you click Send e-mail, you'll see that it appears Project 2021 rollout group. You also can type in Project and it can appear there as well. And you can actually send an email to this group, which makes it a lot easier than having to type in all those email addresses. And that's creating contact groups inside of Outlook. 32. Adding Contacts from Meetings and Messages: Also gives you the option to add contacts from emails you receive. And even for meeting requests that you got to add a contact from an email we're going to do is currently we're back inside of our Inbox tab. And you can see that we have this e-mail from Ellen Wilson. So if I want to add Ellen to my contacts, all I'm going to do is go up to her name and see that how it's highlighted. I'm going to right click and it's going to give me a bunch of different options. And now you can see Add to Outlook Contacts. When I click to that, it's going to open up a separate window, the same contact window we've seen before. And then it gives me an option to edit at a company job title, et cetera. And then when I'm done, I can just hit Save and Close. And now she will appear inside of my Outlook contacts. Now to add a contact from a calendar appointment or meeting, we're going to head back over to our calendar tab and I'm going to open up this meeting check-in with Ellen Wilson. So I'm going to double-check here. And now it's opened up our meeting and a window. And now same thing, we're going to hover over Ellen's name. And then we're going to right-click and again gives us the option to add to Outlook Contacts. Clicking on that, It's again going to open up that window we've seen before. We can edit her information, hit Save and Close, and then her contact will now appear. And that is how you can add contacts from email messages and appointments. 33. Working with Tasks : Creating tasks and to-do is a great way to help you manage your projects and workload and Outlook. So to get to the tasks and To-do tab, we're going to head back to our navigation bar at the bottom of your screen and go to the clipboard with a checkmark inside. Once you're in there, this is our tax tasks into to-do. As you can see, we have a whole bunch with no date. So these are all my non-data tasks. And to do that, you can assign dates to once you learn how to edit those tasks. Also stuff that's due today, tomorrow, and even next month or something. As you can see, some of the tasks are in black lettering and some of them are in red lettering. There are bad lettering actually means that that is an overdue tasks. So if we click on the consult client under today, you can see that the due date was from over a month ago. And he came and see that the task is not started. So that is an overdue do task. Now to create a new task inside of your tasks, we're going to head up to the new tab under the Home ribbon. And here is we're going to click into new task. Now say for this task, I need to update a certain project or presentation. I'm going to do our update our product 2021 presentation, and then have the option to pick a start date. And so say I want to make my start date today and I want to end it next week. So we're going to click on this little calendar here and go to the 26. So we have about a week to work on this. And you can see it's doing the DES at the top. Now we also have the option to pick a status in the priority of this. So for you click the drop-down arrow next to not started. You can see that now it says started in progress, completed if you're waiting on someone else or even if you've deferred the project for a while. So I'm gonna say that we're in progress. Now we also have the option to select the priority of this. If this is a high priority task, a low priority task, or even normal, if you click that dropdown, you can see that the priority has changed. You also have the option if we go back to our ribbon under tags, I can mark it with high importance and now you'll see the priority has changed. So you can also change up there. Also have the option to say how the percentage of how much this is then complete. So this actually just goes up in 25 percent increments, but you also can actually physically type it in as well. So I want to say it's 15 percent done. And we also have the option to actually set a reminder for this task. So if you check off that box, you'll see that another date appears. So I would like my date to be set on Monday. And then my reminder time is we click the drop-down arrow will say ten AM and it actually will ping you and your calendar like being a reminder, you have to do this, which is fantastic. The next day if you want to notice that you can mark it as complete, you can even send a status report to somebody or you also can make a recurrence that there's like a recurring tasks, like you need to do monthly budgets or monthly reports. You also can set recurring tasks to constantly remind you when you need to do things. When we're done, all you have to do is head up to save and close. And you will see that a new section will open under next week. And it says Update Project 2021 presentation. And you'll notice that there's little, a little icon of a bell that actually means that leave a reminder, set that as a to-do item and it's flagged for next week. And if we click on that, you actually can see, you know, when it's due, the subject, the due date, status, etc. Is all right. There. Something else I want to point out at the top is you can set certain follow-up flags if you want for today, tomorrow, this week, next week. And you also can adjust your current view as well. If we click this little drop-down menu here, you actually can adjust by different tasks to help you stay organized. So if I want to prioritize my stuff, buy stuff that's been overdue. So I really want to get these done. You actually can sort and organize your tasks that way as well so that you can manage your time wisely. And last thing I want to show you a piers that you also can categorize them into importance directly from your ribbon in your home screen as well. Now, to edit just in case, you know, say you're like, Oh, I've completed my project or I have an update to edit. All you have to do is so we're gonna click into our update the same thing we did. If you double-click, it's going to open in a new window. And now I have the option to adjust our higher completion. We can adjust our due date. We can set to maybe I'm waiting on someone else now. And we also have the option to just mark complete as well. And once they are marked completed, they actually will disappear because they're no longer tasks that you need to do anymore. And that's how you create and edit tasks in Outlook. 34. Assigning Tasks : Also gives you the option to assign tasks to other people, to maybe if you need to delegate your workflow or if you're working on a project with somebody else, it actually gives you the option to assign them a task and they'll get an email notification similar to like a calendar invite. So to, to assign a task to someone, we're actually going to create a new task. So I'm gonna head back up to the new section, create a new task. And as you can see here, we're going to create our little subjects. So we're going to have this be I need a monthly budget done. Monthly budget. And we'll have the start date be today, and I want that due date on Tuesday. The status is not started. We're going to make this high priority has been completed. And I don't need a reminder to assign this task to somebody else. We're going to add up to that ribbon where we see manage tasks. And we're going to click a sign task. They see it's going to change a little bit and now it kind of has a little bit of an email message. Look, now we have a two. So I'm going to assign this to Ellen Wilson. And you have the option actually to keep an updated copy of this task that will still appear in your task list. So you can see it also will send you a status report when the task is completed. And now you also consent like an email message. Hi Ellyn, sink and sender little message and there and once you're already with your tasks in your details for it, you can hit send. And you will see though, that the monthly budget has appeared in my next week. But you can see that it is you're waiting response from recipient, but you can see that it is an assigned task to somebody else. And as you can see, the little sensitive having a clipboard with a checkmark, it's actually a clipboard with a person on it, meaning that this is a task that you assigned for somebody else. And that's how you can assign tasks in Outlook. 35. Working with Notes: Using outlooks notes feature is a great way to stay organized. It's like having your own virtual sticky notes. To get to your notes section. We're going to head to our navigation bar and we're going to go to those ellipses. Under those ellipses, there gets to be have the notes option. As you can see, I already have a couple notes already in there, but we're actually going to create a new note. So we're going to head up to our ribbon here under New, we're going to hit new node, and it's going to open this window here. And here we have the option to just type there actually isn't any formatting options like there are inside of Outlook. This is just very basic. You can write texts. So if I want to make like our quick email list, I want to make, you know, e-mails or you can jot down ideas. Honestly, whatever you wish, you also can adjust the size of the sticky note as well. So if you wanna make it bigger or smaller, and then you can also move it around as well. And then when you're done, you can just click the little X. And now you'll see that this note appears in this bigger space here. You also have the option to change your notes view as well. So if we had up to current view and click that drop-down menu, we can view it notes list. So it looks more like this. It gives you the data was created if there are any categories assigned. So we can assign categories as well as you can see any that have been made in the last seven days. Like the icon look the best. And when you notice that when I changed the category, when you categorize them, it actually changes the color of our sticky note, which is super, super, super fun. Now to delete a sticky note, we just had up to this little delete box here and you can hit Delete. You also can use your Delete key. And there's also the awesome option in notes as well as you can forward them or move them to a folder. So if I wanted to forward this note, I can actually forward this e-mails note to somebody in my Outlook. Outlook. And that is how you can create and edit notes inside of Outlook. 36. Using Focused Inbox: Microsoft Outlook offers a great feature called the Focused Inbox. The Focused Inbox uses a algorithm that microsoft takes, e-mails that it deems important and it puts it into a focused inbox and then sticks everything else in your other your focus inbox though, we'll update depending on your habits. So who you email, what you delete, et cetera. And then you also have the option to actually move things from your focus inbox into your other and vice versa, which I'm going to show you how to do right now. So as you can see, we are currently in our Focused Inbox up here. And then if you click into other, this is our other inbox. I want to, you know, anytime my analytics emails me, I want to have a go onto my focus inbox and not my other because it's something I want to see first. So what you can do is we go to we right-click on the email. And then if you look down, you have the option to move just that email to your focus or we actually can always move to focus. So anything from that e-mail address will always get moved to focus. So we're gonna do that. We click that. And that says, do you want to move all future messages? So we'll hit Yes. And as you can see that my analytics has now disappeared and it has moved into our Focused Inbox. Note the focus inbox isn't something that you want to use, doesn't really seem like you're kinda thing. You actually do have the option to turn it off. I'm going to show you how to do now. Now if we hit up to the tabs above the ribbon, we're going to go to View. And then on that ribbon you're going to see focused inbox and you see show focused in Marx's currently highlighted. So if I click on that, it's actually going to completely remove the focus inbox from there and you can see all of your e-mails. But if you want to turn it back on, same thing under the View tab, show focus inbox. Click on that and focused, we'll come back. And that's utilizing your focused inbox in Outlook. 37. Recalling and Resending Messages: We've all had those moments where you've accidentally sent an email that wasn't quite ready to go to that person yet. Luckily and outlook, there is a feature where you actually can recall and resend your message back to that person before they even open it. And I'm going to show you how. So I accidentally sent out an email with the wrong date inside of it and I'd like to change before she opens it to avoid any confusion. So what I'm going to do is I'm going to head over to my sent items. And you can see that I have an email to LN where I have meeting Monday and I have meeting Friday and we would like to I'd like to just resend that. So I'm going to double-click into the email to open it up. And under the message tab in the move section, we're going to go to Actions. And now you can see where I have recall this message and resend the message. There are few things that you need to know about this before we proceed. You can't recall a resend the message if the person has already opened the message, this includes even just in the reading pain, they have not, they shouldn't touch this message if you want to be able to recall or reset. And there's a difference between recalling and resending. If you just recall the message, it will pull it from their email inbox and won't give you the option to type in your response if you want. You want to resend, it, will pull it from their inbox. You can edit and then send them a new e-mail. We're going to resend this message. So now it opens. You can see I can add more people to it. So say I forgot to CC Carlos or teen on it. I can add them there. But now I also can edit my email message and send it before Ellen even opens it. Social. Never know that my message originally said Friday. And as you can see them, messages actually will still both appear in my sent inbox, but Ellen will only see the correct email in her. 38. Creating and Using Signatures: I'm now going to show you how to create an e-mail signature that will show up on your Outlook e-mails. So to create a new email signature, we are actually going to crew go to the new e-mail section. Under the message tab, we're actually going to go and to include signatures. So if you click on that and as you can see, we don't have any signatures created at the moment. And we're going to click signatures. Now you can see that we have a bunch of different options to create our new signatures. We have the options to do personal, stationary, et cetera. But I'm going to show you just how to make a basic e-mail signature. So we're going to do is select a signature to edit. You don't have any. So we're going to click this New button. And now we can type a name. So we're going to call this Ethan's basic. So it's just the basic Ethan signature. And now we can use this textbox. And here we can adjust the font. So I want to get a little fun. We're news this one. You can select the font size. So let's do, do that. You can bold, underline, italicize, and even pick a color of you, which we're going to get fun with Ethernet, different grain signature. You can pick where you would like it to be oriented if you want it in the center of your email or the right or left, depending on where you want it. We're just going to keep it on the left for now. We also have the option to use a business card so we can pick so Ethan's contact. We even just want this at the bottom, as you can see, we can just post in Ethan's business card, but we're just going to type in. So now I can put it became CEO, MMR. And there's a signature there. And then the option so it's the default signature suffers account. We can have it automatically go onto his messages and his replies. Some are done with that. We'll just hit Okay. And so for the first time, since this is where we created it, we're going to have to manually add it. And I can see Ethan signature. But now what's really cool is since we've created his signature, once we open a new email, it's automatically going to now appear on every new message he creates as well. So Sam and reply to this meeting with Ellen. When I reply to a meeting, my signature also will appear there, and that's how you can create a basic signature inside of Outlook. 39. Out of Office Replies: If you know you're gonna be out of office or you're going to be taking some personal time off. It might be smart to set up an out of office reply. And out of office reply will automatically send an email to someone, to anybody who emails you inside and outside of your organization to let them know that you're, you know, you might be on vacation and you might be, uh, you know, taking the weekend. And that way they know who to contact, et cetera. And it all gets triggered based on your Outlook calendar as we kind of talked about before. So to create out of office message, what you're going to do is we're going to head up to the File tab. Inside of the file tab under info, you're going to say that we have the automatic replies are out of office. Sprint. I click on that and it's going to open a little separate window. Currently I have checked off, do not send automatic replies because I'm an office and able to answer my e-mails. But we're going to go to send automatic replies. Now you can have it right now. It's set to always send them out right now. But you also have the option to send during a specific time range. So let's say we'll check that off and let's say that we're going to be out of office next week from, say, starting on Tuesday the 22nd or Monday the 22nd. And we'll say we're going into Wednesday, the 3rd, and then you can pick your start time. So if you're taking half-day or a full day, you can pick from there. So we'll say it, we'll have it start at noon and it's going to go into five on that Wednesday. So now there's two different once you've inside your organization. So this is for anybody who e-mails with an arrow bar.com e-mail address or whatever your e-mail company domain is. So that's inside of your organization. And you also have your outside of organization as well. Those are two separate. So you also have automatic replies to people outside your organization and you can pick your contacts only or for anyone or disk or anybody. So for enzyme organization, as you can see, I have a message that's already been typed in and you can type in here anyway, so I'll be out of the office next week and they can say, please contact Ellen Wilson for further assistance. For their assistance. And you can pick your font size, font type, bold, italicize, underline, even on some fun color if you want in there. But then you can put your message there. You also can type in something for here, but I'm actually just going to copy and paste the same message into there. And when you're all ready, if you're out for your out of offices to be set to just hit. Okay. And now you're out of office. Replies are set up so they will automatically start sending when not PTO starts. And I'll take concrete out of office replies and Outlook. 40. Using Read Aloud: Outlook offers an accessibility feature called Read Aloud, where your e-mails can actually get read out loud. Who you. So to find the Read Aloud feature, you're going to be in your home tab and we're going to scroll over all the way to speak on the ribbon. Were then you'll see read aloud appears there. If you don't see read aloud there, don't worry, I can actually show you how to add it to your button. So we're going to head to File Options. And then we're going to go to ease of access. There you'll be able under application display options, you'll actually see the show Read Aloud button. Make sure that's checked. That read aloud will appear in your home ribbon. So then to get rid of lead to read your email, select the e-mail that you'd like to have read to you and then click the Read Aloud button. Hi Ethan. Can you look at it and make any changes to the 2020 one project presentation for next week. Thank you, Ellen. As you will also notice, a little player bar appears to the right here where you actually have options to fast forward to just play it, or even to click to the next. And there's also a setting option where you can adjust the volume and even select a different voice. I am currently set to 0, which is the female voice. And then there are two male voice options as well that you can select. And that is how to use the Read Aloud feature. 41. Using the Search and Command Bar: If you ever need any help or assistance in finding something or looking up a certain action or Command. Look no further than the search bar. The search bar and outlook is actually quite dynamic and not only allows you to search all your emails, but contacts, calendar events, and even certain commands and actions that you didn't know you had access to. So our search bar is actually located at the top of the page where you see search. If you click into it, it's automatically going to give us some suggested searches, any recently used actions AND been suggested actions based on our search history. You also have the option if we go right to the left to just our torque current mailboxes, all mailbox and even all outlook items, which opens up our search even further if you're looking for something. So we'll click into that. So say I want to look for something from Ellen. She's one of our suggested searches. I'll give it a second to load. And now it's actually going to sort everything in my Outlook mailbox. It has to do with Ellen. So we have the monthly budget task, any meetings, even e-mails and in projects from her from weeks and weeks ago. And you can search through there as well and you see her little contact photo appears right there. I also then have the option to further filter so I can filter if there's attachments from there's anything with bodies to dates received and even subject lines to further filter my search options, making it a lot easier to find things might, might not have been able to find in Outlook. So another great thing is you can do actions. So say I want to quickly print something or I forgot how to print. You even can just type in print. Any print preview, even prints, there's all sorts of actions you can type it in as well. Or if you're ever confused on how to do something or find something, the search bar is your one-stop place for everything. If you might have questions or forget where something might be located, even like appointments, you can see potential matches. So there's an appointment in the calendar, but it also will show you actions like creating a new appointment. It's really, really helpful because they can help you maybe find something across the entire board that you didn't know you needed before. And that's using our search and command bar in Outlook. 42. Using Quick Steps: Now what is a quick snap? A quick step is almost like a shortcut. So and they can kind of do whatever you want them to do, their customized bone that way. Some of the quick steps that are just offered immediately with Outlook is sent to the manager. So whoever your manager is, you can click that and it will send her forward an e-mail to your manager. You're the option to create a team, e-mail, even mark things as complete, and even reply and delete the email designed to help increase your efficiency. So what we're going to do is we're actually going to create our own Quick Step and then see how it works. So to look at quick steps, we're going to be in her home tab in our inbox. And we're going to scroll over to where you see quick Stapp. So as you can see, I have a couple in here as web to manager by click, this little drop-down. You'll see that we have teen email done reply and delete. But we're going to go to Create nail. And that's going to open us chew and email, right? Or into little window right here where you can see where we can name it, give it an action, choose a shortcut, even a tooltip tax if we so wish. So for this, I'm actually going to call this create a task. Because what I wanna do is I want to create tasks for emails that I sent. So then what I'm going to do is we're going to choose to action and it's gonna give you all different options. We have filing options like to move to a folder, to copy to a folder that change of status, even two categories, tasks and flax. So as well as different responding. So new messages, reply, reply with meeting, appointments, even conversations, and the options are really endless year. So we're gonna do is, I'm going to do, create a task with attachment. And weren't click that. And I'm going to add the action. So you also have multiple actions. So not only am I going to create my on-task with my attachment, I'm also going to create a task with texts of message. So not only do I get the attachment from the e-mail, but I also get the email. Now these are optional features if you would like, you can do a shortcut. So if I want to use Control Shift 1, this is all just more for increasing efficiency if you wish, but we're not going to add a shortcut or any tool tip text. And I'm just going to hit Finish. Now as you can see, that task 10 appears at the top of my list up here. And what I'm going to do is I'm going to add this coffee house project. I would like to create a task out of this. So then when you're done, you can actually just click on the Quick Step and look, it's automatically takes that task and the attachment and it turns it into a test that I can now edit. And that is creating and using quick steps. 43. Course Recap: I hope you enjoyed this Microsoft Outlook 365 level one course. Or we learned how to create and send messages, create new meetings, and even create out of office requires and use email signatures. Thank you.