Complete Microsoft Outlook Guide: Beginner to Advanced Course

1. INTRODUCTION OF COURSE: Hi, and welcome to complete Microsoft Outlook Guide. Bigner to advanced course. I'm Mahavizing. I will be your guide throughout this journey of mastering Microsoft Outlook. With over 20 years of working experience across different industries, I have used outlook every day to manage e mails, task, and organize my workflow efficiently. Whether you are new to outlook or have been using it for a while, this course is designed to help you optimize your outlook experience. From the basics of e mail management to the advanced features, I will walk you through everything you need to know. So what exactly we will cover in this course, let me give you a quick overview. We will start by customizing the quick access to bar, allowing you to streamline your war flow by placing your most use commands right at your fingertips. Next, I will show you how to add and manage multiple e mail accounts, whether it's your work, personal, or other accounts. You will learn how to keep them organized within a unified interface. Your working environment matters. So we will spend time optimizing it. We will learn how to optimize your working area by customizing the layout and configuring your inbox for maximum productivity. E mails are at heart of outlook. I will teach you how to compose and send e mails like a pro, including scheduling them, attaching files, and managing recipients. But that's just a beginning. We will dive into the advanced e mail options like requesting read receipts, marking e mails as high priority, and even creating poll using voting options. We will also cover data and folder management, so you can organize your e mails and files into folders, set up rules for automation, and archive old messages for a lotto free inbox. Missed an e mail. Don't worry. I will show you how to recall e mails and how to set up out of office replies to manage expectations while you are away. Contacts are the backbone of your communication. Learn how to effectively manage and categorize them using contact management features and even create contact group for mass e mails. Finally, we will explore outlooks powerful appointment scheduling and calendar tools showing you how to manage meetings invite colleagues and keep track of your day to day task seamlessly. So by the end of this course, you will not only be comfortable using outlook, but we also have the skills to work more efficiently, communicate effectively and stay organized in your professional life. So what are you waiting for? Join me in this complete Microsoft outlook Guide, Begner to advance cores, and let's unlock the full potential of Microsoft outlook together. See you inside. Thank you. 2. INTERFACE OF OUTLOOK: Hello, everyone. Welcome to the Microsoft Outlook course. In today's video, we will discuss about the interface of outlook. The interface of Microsoft Outlook is designed to be user friendly and efficient. Featuring a familiar ribbon layout that organize commands into the logical different type of groups, which is also called taps. The main component include the navigation pan. This is this area is called navigation pan. Here we can see the inbox, draft, send items, all your folders of your e mail. On the very left hand side, this navigation pen, which provide quick access to male calendar people task. The reading pan, this is called reading pan. This area is called reading pan that allows user to preview e mail without opening them fully. While the Tudou task display upcoming event, if I click over this, so we can see the list of Td task, and here we can see all database of our connections. And here we can see the calendar. If you click on e mail, it will move to the e mail box. On the top of that, we can see the ribbon. So let me explain one by one all the ribbons. The first one is home. And this complete area from here to this way is called ribbon, and the first one is home tab. Microsoft features several. The home ribbon is the default tab, offering quick access to the most frequent used e mail functions, such as creating new emails, managing Junk mails, and using quick steps for common task. The next one is send and receive. The send receive ribbon focus on synchronerization, allowing users to send and receive emails, manage server connections, and download address books, And the next one is folder. The folder ribbon provide tools for managing e mail folders, including creating new folders, then cleaning up existing ones, cleaning up existing ones and managing archive settings. And the next one is view. The view ribbon allows customization of outlook interface, enabling user to change the layout. View settings and navigation options to suit your preferences. The next one is calendar, which is not available here, but in the navigation pan only. So if you click on this calendar, the calendar ven is designed to manage calendar events, including creating new appointment and meetings. You can manage calendar groups and accessing arisis calendar views from here. The next one is P. The People Reven focuses on contact management, offering tools to create and organize your contacts and contact groups. And the last one is Task, this ribbon is tailored to focused on task management, providing options to create manage and priorities and prioritize the task and to do list. Each ribbon is designed to cater the specific aspect of the outlook functionality, making it easier for user to navigate and utilize the application efficiently. 3. QUICK ACCESS TOOLBAR OR QAT: Hello, and welcome once again in the Outlook course. In today's video, we will discuss about the Quick Access tool bar. It is available top of this ribbon. Here we can see one Quick access tool bar. So what is the use of it? See, we use tools and commands which is available in this taps. So every time when we want to do any particular task, first, we need to click on tab, then come to that group, and then we have to do our task. For example, I want to write a new mail. So I'm on the Home tab, so I have to click on it. If I'm on another tab, so I need to click on New Tab from here, then it will be open. We can do our task. We can enter the e mail ID subject, and we can type our content, and then we will click on the Send button. It will go from the outlook. I'm going to close this one. But sometimes for fing, we need to click so many times. For avoiding this, you can add your popular commands on the Quick Access Toolbar. So in a single click, you can use them. So let me just click on this smaller button, and we can find some popular commands such as Print. Let's click on it, it will be enabled and displayed on this quick or in short form, we say Q AT and save as date folder, reply or reply all. So you can select any option which you want. And we have one more option. You just select this one, and it is on the above of the ribbon. If you want to display this on the below of the ribbon, just select this option, and it will be moved over here. But I prefer to use this on the above of the ribbon because it is getting some space from my interface. I need more area to work on my e mails. So I prefer to above, but that's your choice you can use over here as well. So I'm going to move it from below to above by using that option. Again, I'm going to click over here. So there are a few options and which are very frequently used. But if you want to add, which is not available here, so you can click on more commands. So I will open the outlook Options dialog box. Here, you will come directly to the category of Quick Access Toolbar. And here we can see the list of all popular commands of outlook. So we can select anyone to add over here. For example, we do not have these delete button, so I'm going to select this one, and I want to add over here. And if I want to remove from here, so we can select, let's say, this one, and I want to remove from here. So it will be removed. And if you want to see all commands or from any other tab, click on this option. And from here, we can select File tab, home tab, lender tab, or any other tab, or if you want to all commands in one go, so you can select all commands. So here, all commands of outlook will appear. So you need to select and you can add here. After doing that, you have to click on OK button, and this will be managed as per your choice. And one more thing, you can use the sequence shortcuts for using them very frequently. Let's take one example. I want to reply to a particular e mail. For that, we have to select a e mail, and then we have to click onto. This is for replying A, and this is for the reply only. If you press Alt key from the keyboard, One number will be highlighted on the tools or on the tabs as well. So as a shortcut key, I can use one for undo, which is grade out because we have not done any action, so we cannot do the undo, or we can use two to print out that e mail or three to reply. So I'm going to press three to reply. And here, I'm getting option automatic picture download. That is the warning message. I'm going to select this option. Do not show this message again, and I'm going to select no. In my reply, we will not get the pictures. And now I can start typing my content. And after that, I can click on the send button. The message will be gone from our outlook. Press escape to come out from here. And let's say you want to reply to all e mail all the persons available in this e mail ID. So press Alt pore. So see what is the use and how it is to use QAD in your work. That will improve your efficiency and productivity while using the outlook. So I hope you understood if you have any question. Let me know. I will give the answer as soon as possible. Thank you. 4. ADDING NEW ACCOUNT: Hello, and welcome once again in the outlook codes. In today's video, we will learn how to manage or add accounts multiple e mail accounts in the outlook. I need to come out from this e mail first. And then for maintaining the e mails, let's say, by default, whenever you open outlook first time and you logged into your Microsoft account, that would preferably asking that e mail ID. And to continue with that, you have to click on Continue button, then only you will be able to open your outlook. So without feeding the account details, you cannot open the outlook, and you cannot see this screen. So you can see I have logged in with my official e mail ID that is vidas tutorial@outlook.com, and on the navigation pan, we can see our inbox, draft, sent items or different folders available for my e mail ID. Now I want to add my G mail account over here. This, we have to click on File tab. And then on the first option, we have info. This is the back button, and this is for the info, and over here, I have option account settings. So just click on it, and the first option is account setting, just click on it. The new account setting dialogue box will be get open. Here we can see all our account connected already with our outlook. In this case, it is das tutorial.outlook.com has been connected. Now I want to add one more account. You can see a Blue tick in front of my e mail ID. That means that is a default account group. Right now I'm having only one, but whenever I have multiple accounts, more than one account, so every time I open my outlook, which account e mail inbox I want to see, I need to select over here. Or that is also very important whenever I'm replying whenever I'm sending a new mail. So which e mail or account I need to use that can be defined over here. So that is very important. So let me log in with my Google account or Gmail account by clicking on this new. And here we need to enter our e mail ID. So in this case, let's see, I have entered my Gmail ID, and here we have advance option. Just click on it one time. And here we need to enter all account settings manually. I advise, do not use this option because right now outlook has a very good option, connect with the Gmail account automatically without any problem. So go for the automatic option, so do not use this option. So once you're done with it, click on Connect. It will be connected to your G mail account. It will take a while, and Internet must be open in your computer. Now we can see the window sign in with Google and check your e mail ID. If it is okay, then click on next. In the next window, we have to enter the password. Make sure you enter the correct password. So now we have to authorize this one. I need to click on, and that it will be adding this account to my outlook. We got this message. Account successfully added maja doy@gmail.com. We can add another account if we want, and make sure you disable this option. Set up outlook on my mobile right now. After disable this one, click on Done. And now we can see our both account here. And now I want to set Gmail account as a default. So this time, I'm going to select this one, and I'm going to click on setup as default, and this e mail is now a default. So whenever next time I open my outlook, this e mail will be selected. So I'm going to close this one. We can see all the e mails. Right now it is getting download, you can see, we can see synchronerization is going on. This is how we can add. Now it is time to delete the account. Same we can delete from the same window, go to file and go to your account settings, select account settings, and select the account which you want to delete. But before that, you need to change to the default one. After selecting select remove, and we will get the barning message carefully. If you remove the account, its offline caching content will be deleted. So right now my account is getting snking with my local hard drive, that will be deleted permanently. If still we are confident that we want to remove, then click on es button. It will be deleted from our account. Right now I have only Microsoft account connected with my outlook. So I'm going to use this outlook for using full features of outlook because in the Google account, We have very few options which we cannot use. So I also suggest you to use outlook or Microsoft account for using its all options. So that's all from this video. We will connect to the next one for more details about the outlook Express, for outlook. 5. SETTING FOCUSE AND READING AREA: Hello, everyone. Welcome once again in the outlook course. In today's video, we will discuss about some view of our reading pan. Once you connect your account and you are ready to receive your e mails, if it is already there, you will see here if you click on in box. And first of all, we have, by default in the outlook, the focused option has been enabled. If you click on Other, you will see all your e mails, and here you will see all focused e mail. First of all, we have to disable this option. Later on, we will discuss about it later, how we can mark some few contacts which are focused, and you can see all these e mails received from some people will be covered over here, so you can focused thoroughly on those e mails and you can take the necessary action. For this, first of all, we have to click on view tab, and here we have special option called focused inbox. It is enabled by default, so you have to click to disable this one. Again, you want to enable, then click on it. It will be enabled. So I'm going to disable right now. And now we can see all our e mails, whether read or unread. If you want to see unread, just click on it. So you will see all e mails, which is unread right now. This is the difference. And in the inbox, you can see a number in the blue font 105. This is the number of e mails which are unread. So you have to read and take the necessary action. And now we will talk about the reading pan. Come to this option in the view tab layout. Here we have option reading pen, click on it. Right now it is on the right hand side. You can see this is the reading pen. Once you click on it, you will see the content of your e mail and you can read it as for your convenient or your time. Again, going to click on this option. Select bottom if you want to see the reading pen on your bottom area. And if you Don't want select off. Now you can see all the area for your e mails, and we have some little preview of the e mails. Now for reading our e mail, we have to double click on it, and our message will be open in a separate dialogue or the window, and now we can read. By default, we have disabled to download the pictures from this e mail ID, which we can enable by clicking on this, and we can select download pictures. All pictures in this e mail will be downloaded. We can change this option. By using this option, and we can add this send it to the safer list. So the next time whenever I receive any e mail, all content will be downloaded automatically. Press Escape button to come out from this window or you can click on X button. Now we can see our e mails, but I prefer always to see the reading pen on the right hand side because it is very easy. I can manage this area by dragging left to the right using our mouse. We can also manage this area, navigation pan as per our convenience. So right now, I have to just select the e mail, I can read, and I can take the necessary action from this reading pan. I can click here to reply to this person or reply all or I can forward this message. We'll learn all about these options later on. This is the area which you need to learn before going to the next option. Now we will discuss about some alert how we can get the alert if it is not enabled in your computer. We will do some settings in the computer in the Windows 11 and in the outlook as well to see the alert of the new e mails. Alert to the new e mails. 6. MANAGE ALERTS OF OUTLOOK IN WINDOWS 11: Hello, everyone. Welcome once again in this video, we will discuss how we can set up the alerts in our outlook. So whenever we receive any new e mail, outlook in the background work continuously. It will automatically send or receive or update our all folders time to time, that we can do the setting, whether it display the alert immediately receiving the e mails or some later on that we are going to cover in this video. First of all, we have to come to the file and come to the option. Outlook options dialogue box will be open. Select the e mail category and come to the message arrival option. Here we have option, when we receive a new message. What action should be done, taken by the outlook? If we enable this option, play a sound. Unable this option to briefly change the mouse pointer. That is not preferable option because whenever you're working in other application, your mouse pointer will be changed automatically whenever you receive a new mail, that is not preferable. And the next one is sew an envelope icon in the task bar. So if you click over here. So here you will see a new envelope icon whenever we receive a new e mail. I will show you. And we also want to display a dextop alert, which comes from this area. And then we can enable to see the preview on the right protected messages. We have option to enable a particular message as a right protected if we want to see the preview of that message as well, so enable this option, otherwise not. After selecting all these options as per your convenient, you can click on OK button. And now we have to do some settings here as well. But before that, I want to receive a new message in front of you for giving you the live example for receiving a new message. I'm going to receive a new message. I'm sending a new message from my other e mail account. Now I have sent one message from another account. So wait for some time to see how we are going to receive an alert whenever we receive a new message in our outlook. Just wait for some time. So we have received our e mail, you can see, and we can see an envelope, now you can see one envelope in my task bar and one envelope on the outlook in the task bar as well. On the top of that, you can see one new mail, and that is in the different format. It is under the read. If I click on all, that e mail is available on the top of my inbox. If I click on On the very left hand side, I can read the e mail, and then I can take the necessary action, or if I want to delete, then click on this button. It will be deleted from the inbox. It will be available for next few days, maybe 30 or whichever the settings we have done that we will discuss later on in the coming videos. So that will be moved over here. So we have done our setting in the outlook. Now it is time to do the settings in the Windows 11 also. For this, we have to click over here and type setting. And here, we need to type notification and action, select this option, and we have to enable this option and make sure you have disabled this option, do not disturb. If you enable this option, you will not receive any message whenever you marked yourself as do not stop. And you have to select your application for which you want to see the notification. You can shot by most recent used. If it is not coming, then you can shot it by name and then come to the outlook and make sure you enable this option. Click on this little ero button and you can select different options, which notification you want. Make sure you selected these options. Make sure you did the all settings like this. After doing this, if you want to see the envelope in this tray as well, click on here. Then right click and select the task bar settings. And here you can on and off all the options, and you have to select other system tray options, click on this option. And here, you need to enable this option Microsoft outlook on. If it is off, then you have to on it. Otherwise, you will not see the icon over here whenever we receive a new message. And once you read that message, that envelope sign will be gone from here. That yellow envelope icon will be hidden from here. So this is how you can manage your alerts in Microsoft outlook and Windows 11. In the next video, we will explore some more options related to the outlook. 7. COMPOSE NEW EMAIL: Hello, everyone. Welcome, once again, in this video, we will learn how we compose our new e mail from the outlook. We have many options. The first and easy option is to just press control in from the keyboard. We will get the new message window press escape to come out or we can close. It will ask to save if we want to save this as a draft. I will show you later on. Right now, I'm not going to save it. The next option is to use new e mail item in our QT section or we just click on new e mail. We also have an option for new items, click over here, and we will find many options from here, we can select e mail message. We will get this window for composing our new e mail. On the top of that, we can see no title, and it is in the HTML format. And we have different tabs as well. So first of all, we have to define the format which we are going to send. The bi default format is HTML. It is most computable mode for most of the e mail clients. It may possible the recipient have different client. So they will not find any problem for viewing your message if you send the message in the Table format. So we have another format as well. So come to the format text, and here we have option HTML. HTML messages can contain formatting and are compati with most e mail readers. The next one is plain text. Plain text can be read by everyone, but contain no formatting. And the last one is rich text. Rich text messages can contain formatting, but are only compat with Microsoft outlook and Microsoft exchange. So we recommend always use HTML only. So after defining this, we have to just click on it, and the formatting option will be changed automatically. So we have to select HTML, and now we have to define our recipients e mail IDs. So we have three options two CC and BCC. So let me explain one by one. The two field is the main recipient who need to respond or take action. The CC field for the people who should see the e mail, but don't need to reply. The BCC field hide the e mail addresses of the recipient from each other. So use it when you want to keep addresses private. By using these field correctly, you can communicate more effectively and keep everyone's e mail addresses secure. So we can directly type the e mail addresses or just click on two button. We'll open this window in which we can store our address books, so we can search or select a different address book. This is local address book, and this is global. We're not covering this global address list, but I will explain what is the use and how we can create. So we use contact in which we will find all our contact details over here, so we have to select to the two field CC and the BCC. So we have to select by using the control key. Let's say I want to select this address in my two field. I'm going to select this one, and also I want to select this one. So use the control key to select the multiple e mail IDs in one go. And then click on two. So we will get the option, and then we have to select another one, click on CC. And if we want to add anyone, so we have to select that e mail IDs and click on BCC. So after completion, this task, click on, Okay, the e mail IDs will be appear in the two and CCC. Now it is time to enter the subject. So here we have to define the subject intro ductry, message, and from here, we can start typing our content. I'm going to use my template. So I just simply copy and paste this content from my other e mail. So we can do the formatting of the text, which are quite similar with the word. If you have not completed the MS word, just go and complete. But I will also explain all the formatting options over here as well in the next video. After completion of the content and the formatting. We have to just click on the sent button or the shortcut key is Alt S. Once we click on it, the e mail will be gone from your outlook immediately, we can see the message sending message, and this will be appear in the sent items. If we click on it, so we can see the message over here, and if we double click, it will be open completely. Press escape to come down, and this is how we compose our new e mail address. In the next video, we will discuss about the different formatting options of the new e mail and other options as well. 8. FORMATTING TEXT: Hello, everyone. Welcome once again in this video, we are going to learn how to format the content of the e mail using the basic text formatting options. For formatting, first of all, we have to select our content. We can use our mouse, and we just click on this. So we can use our left click and move the mouse over the content, I will get highlighted or select. So once we release the mouse, we will get a pop up short menu, so we can do the bold italic underline highlight. If you click on Little Arrow button, we will get more colors for highlighting. We can change the font color from here, and from here, we can do bulleted list, and this is the number list. From here, we can use the styles and the format painter. We can increase or decrease the font size using these options. Also, we can define the number formatting from here. From this option, we can use the font type. These all options are also available over here. We will use one by one. First of all, we have to select and click on this, and then we have to select a particular font type. We can increase the font size, and we can decrease. We can use these numbers. We can select this one, we can change the font color. We can highlight if you want. So let's say I want to highlight this one so just double click on it, and then click on Highlight. And if you want some numbered list, so just select the content and click on numbered list. And if you want to convert in bulleted list, you can convert this in the bulleted list. And if you want to change the numbers, we have to select this Lttle arrow button. We can select different options. And if we do not like this one, so we can define our list like this, so define our new bulleted list by using this option, and from here, we can select the symbol. So A customized symbols we can select from here. Let's say I want to use this one, se and like. So you will get the custom icon from here, and I'm going to undo this one. And if you want different type of number list. We can select different options from here. Just over the mouse. You will see the preview, and once you're done, just click on it. And if you want to add some more content in this list, so just click on it. Just press inter. It will add the new line for you and you can start or continue with your typing. You can use the alignment from here. For this, we have to select this one and click to make it center on the right hand side. And this is use for creasing the indent of this. So this option is used to decrease the indent, and this is for the increase the indent. So let me show you. So let's say I have selected this contain, and now I want to increase the content. So it will move to the right hand side. And if you want to decrease, just click on it, it will decrease. So the selection of the content is very important for doing any formatting in the Microsoft office application. So these were basic text. Now, if you put your cursor here, and we will have some more advanced options in the format text. Click on this step and here we have all our advanced options related to the formatting. So let me explain from here. The first one is Clipboard in which we have first option paste. If you click over here, we have paste option. The first one is keep source options. So let me delete this one, and I already copied the data contained from another e mail, and now I'm going to paste over here. If I click on this, the simple text will be come. And if I click on this, here we have option. So the source formatting will be available over here. And if I select here, there will be no formatting, and this will be paste as a picture, so no one can addit the content because it is a picture only. And if we select this one, it is for the keep text only, there will be no formatting applied from the source. So in the most cases, we use this option, but it's all your choice, which you want to use. And if you want to cut, we can select the content and the cut option will be available, and the shortcut key is Control X. Remove the selection and put it on the clipboard so that you can paste in somewhere else, even in this e mail as well. Control X is the shortcut key, and if I want to paste over here or move here, so I will paste like this. I can do the paste in other application as well. Now the next one which we have already discussed about the formatting and font we already discussed, and these all options are already discussed, and this is the fill color option for shading. Let's say control all, click over here, and we can fill the color if we want. In professional emails, normally we do not use. But if you are going to send messages for marketing for kids or some children's or the women's one, then you can use these options. But normally these are not applicable. We can also do or use the borders. Let's say I want to do the border border, top, left in the paragraph itself. But if you want to insert any table, That also have an option. I'll show you. Let's say I want to Power BI, I want to copy home inter paste, and I want to highlight this. So let's say I will select this one. I will change the font for highlight. Let's say I want to use this one. I will increase the size, and I will adjust to the center alignment, and now I want to use our border as well. So this is how you can use these borders. All our options are available. This is inside inside orrizonal inside the vertical. This is very good for drawing the table as well. I will explain all these options in coming videos, which is specially for the table only. And this is for the shorting. This is also applicable for the shortings. And here we have some style options. So it is quite similar to the MS Word. So Microsoft already provided some predefined styles which we can use over here. So let's say I want to use this as a title. Sorry. I want to copy this one. Let's say I want to paste over here. So this time, I'm going to use keep text only, and I'm going to select this one. And now I want to apply this as a title. So I I ho our mouse on this title, we can see the preview. If you're satisfied with that, we just select by clicking on it. Style will be applicable on the font. And we have other styles as well. Let's say adding two heading subtitle. And if you click over here, you can explore more about styles. Different styles are also available, and you can create your own style by clicking over here, give some name. Click on Modify. And from here, we can select different options like style type link paragraph and the Corrector correctors table or the list. So let's say it's paragraph and style based on normal or the ab or bulleted list, all the options are available, so you just go through it and style for the following paragraph. So this is applicable for the VT only. And from here, we can define the format, size, bold italic and underline. And from here, we can define the color as well. So once you're done with it, so we can come to these options. So if you enable this option, so this will be added to the style gallery. So later on, we can use that style later on in other e mail as well. And if you select this one, it will be automatically updated if we're using predefined style. And if we use this option, only in this document. So this style will be applicable or can be used in this document only. If we select new document, that will be based on the template only, so we can select this one. So this will be available to the new other documents as well. So if we select format, so we have different options like font, paragraph, tap, language, frame, other So I have already explained these options. It is very much similar to the MS word. So you just go to that section and explore the style section in the MS Word. And here we can do the changes in the style. Let's say style set. It is predefined style sets we can use. So I'm going to move a bit from here. Style sets, and this is for the color theme, and this is for the fun. So you can use these predefined formatting options. That is quite useful, and this is for the spacing as well. So just explore these options. In the coming videos, we will explore about editing, find replace, and the selection options. 9. APPLY FORMATTING FIND AND REPLACE OPTIONS: Everyone. Welcome once again, in this video, we will explore some more options related to the formatting. I use the chair PT to generate my marketing e mail. Now I want to do some changes. So in the previous video, we learned some tools for formatting. Now we are going to use those options here. So here I want to delete this one, and I'm using my keyboard. So normally I do not use my mouse because of the saving my time. I use control and down or the left, right roches to move quickly. So let's say I want to make this bold, so I'm going to select and press Control B, and then I want to highlight this joint exclusive MS Axel led by John. I want to highlight this one by bold italic and underlying. And this one is, I want to move to the new line. And in just 6 hours, I want to highlight with the color. So I'm going to use alt keys for this. So I will press Alt and then Oh, and then I to highlight. So this is a very good option for saving your time, and John will take you to the bigner to the proficient for this. I want to make it bolt. And Italic covering all the essential features and function of the Axel. I want to convert these in the bulleted list. So I'm going to use Alt O and U for bulleted list, and I'm going to use this one, presenter. That's all. And we can highlight few words or the letters similar, and similarly I used earlier. We can also highlight some words or the lines by selecting. Now I want to move to the downside, and here I'm not going to replace. And this time, I'm going to use my editing option, which is called Find and Replace and the selection. So first of all, I want to find John. First the shortcut key is Control F, and here I need to enter the word, and I need to click on Find next. Next. These are the words we can see. Many times that word has been searched, so we can do the formatting, replacement, whatever we want. And now we are moving to the next option called replace. Just click on it. But before that, I want to expand this option called More. Here we have some more options, so we can select this one. So now if we want to highlight all all the reading pans, so we can select wherever we want to see the John, that will be highlighted. So we can easily see. And we can clear the highlighting. We can search where we want to find in the main document. We can click on Fine next, and we can close by using this option. And we have some more search options. So we can select search all up or down. So we can select if we want match case. So we can enable this option for finding whole word only for wildcard, for sound pronounce, for sounds like in English. Find all words form in English. We can select this option for match prefix or the six. So we can ignore the punctuation in the carcors, and we can ignore the wide space correctors. So we can use these options, and we can find further in the formatting spatial carcors, et cetera. So these are the options we can use. So I'm going to click to close this more options. And now I want to replace John with my name. V. So we can enter any correct word or the line or spatial code, which we want to find. And here we need to enter the word we want to replace with. So now I want to click on replace. It will it will first search, and then it will replace it with the V. So it is got replaced. And if I click on this, it will be search and replace in one go. So I'm going to use this time this one and We got six we got six replacement, click, and we can close this one. The third option is go to. So we can go to the different part of the message. This is the message, and here we have different pages, action, line, bookmark, comment, and footnote, et cetera. So we can go to there if we want. Now we are going to close this option. And the last one is for Zoom. If we want to zoom this message, so we can use this one. And this is for 75%. This is 100%. This is 200%. This is a predefined, and if we want customize, so we can use like 150, and if I click okay, so the message will be zoomed so we can read it, and that all text will be the same. So if I click over here once again and select 100% and click okay, so it will be in 100%. These are the options which we can use for formatting and we can do the find replace and the selection. This is the selection. We can select in one go. We can select that different objects. Right now, we have only the text. In the coming videos, we will be inserting some images icon or some tables, so we can select those data by using the selected options. In the next coming videos, we will explore some more options related to the inserting of images and icons and the tables as well. 10. INSERT TABLE: Hello, everyone. In this video, we are going to learn how to insert a table in the outlook message. First of all, we have to create a new message by preaching control. And then after typing your content in the text, you can select Insert tab and select table option. Click on this We will have some options. The first one is very easy. It is very similar to the MS word if you have completed that tutorial, all options are same, but don't worry. I'm going to explain each and every topic here as well. So here we can see small boxes. So the first one is, if we select this cell, only a single cell will be generated in the message. If I drag my mouse to the right hand side, there will be two columns and one row, and three columns, one row. Four columns, one row. You can drag your mouse to the right hand side to increase the number of columns. And if you want to increase the rows, just move your mouse to the downside, so you will get the number of rows as well. On the top of that menu, we can see three by four. It means three columns, four rows. Once you're done with your selection of number of rows and columns, click on it. You will get this option. And after that, you can see table tools in which we have two options, table design, and that table layout. So let me explain one by one. So first of all, we have to select the table styles predefined in the Microsoft outlook. If you hover the mouse, the design, and the style will be changed off that table. If you want more, just click on it, you will see so many options, so you can select any a per your convenient or your choice. So let's say I'm going to with this one. And on the left hand side, we have table style options in which if I want header off my table, then I have to enable this option. In this case, it is enabled. If I disable this. If I want total row, then I can enable this option as well. If you're going to do some total or want to see this in this format, you can select this option. Otherwise, you can disable this option. If I insert some rows, let me do it quickly. So you can just select the rows and right click and select insert and insert the row above. I want to insert some more rows below. Now we can see all Data cells rows. In this table, we can see the data rows having alternate colors, that can be maintained from the banded rows. If I disable this one, there will be no alternate colors. If you want to highlight first column, you can use this one, otherwise, disable this one. For this, you have to select this one, and then if you on and off the first column, you will see this changes. Similarly, you can use the last column as well. And here we can also use bandit columns and the rows. On the left hand side, we have some options for shading. Click on it. First of all, we have to select the row, which we can use our keyboard. Select the cell and use shift and right arrow key to select the row, then down site, shift down arrows key. You can select number of rows. Per your choice, after selection, you can come to the shading section and you can select any color of your choice if you want to fill. You can use standard colors and you can see more colors from here. You can select any color. And if you want to use RGB or HSL code, you can select these options. So once you're done with your color, you can cancel this, have to click, otherwise, cancel it. We can also manage the borders from here. Just click on it, and here we have predefined theme borders. So whatever you like, you can select the type of borders. Once you click on that, all border will be applied. So let's say I'm going to use this one, and you can see the shape of cursor has been changed to the paint, and now we have to just put like this. We have to draw the borders. It's very simple. Once you are done, you can click to disable this option. You can manage this border style. These are the predefined, but you can do the customization as per your choice. You can use any line style from here and color from here. By that way, you can manage the table in the new e mail. In the next video, we will discuss about the images and the icons. 11. INSERT IMAGE ICON 3D MODEL AND THEIR FORMATTING TOOLS: Hello, everyone. In this video, we are going to learn how to insert picture and shapes and icons. We will also insert some three D models. So for inserting the pictures, come to the Insert tab, and here we have option for images. Click on it. Here we can insert the images from our local hard drive, or we can search online that pop up will come out, and we have to search from the Internet. Also Microsoft provided some images, so these all are categorized. So according to your choice, you can select, let's say, some vocation related options. And here we have options, creative commons. It means these all pictures are copyright free. You can use them anywhere in the Internet in your e mail or there will be no copyright issue at all because all are creative commons. If you disable and search, some more pictures will be appear, but they may have copyright issue. So once you are select that picture you want to insert, let's say I'm going to with this one and click on Insert, that picture will be downloaded and inserted. And the top of that, we can see picture tool is coming in which we have option picture format. So let me explain all the options, which here which are very much similar to the MS Word. If you have not yet completed, just go there and learn it. So once you select that picture, We can see the picture styles. Just click on it and who the mouse, the style of the picture will be changed automatically. And once you are done with your style, just click and that will be applied on the picture. And if you want to remove the background, for removing the background, we have to select another picture because here it is very difficult. But we can explain some other options. Let's correction. So if you want to do some changes in the style, so you can just over the mouse, you can adjust the Contrast. You can change the cerners from here if you want. You can select the artistic effect if you want. And using this option, we can compress the picture. Click on it because this picture size may be heavy, and if we send this to the recipient, it may take so much size in MBs, so you can reduce the picture size using this option. I'm going to cancel this one. We can change the picture if you want, all style and everything will be applied on that picture that will be changed automatically. We can change from the Local Hat drive using this option. We can change it from the online, and we can also icons which are already preloaded in the system. The next option is reset. If we select this option, all formatting will be removed. Let's say I'm going to select this one, so all formatting gone from here. Again, I'm going to select this style, and from here, we can manage our picture styles. We can manage the picture border from here. We can select the weightage and the sketched from here. We can select the DCS style from here, and we can change the color from here if we want, then we will move to the picture effect. So that can be customized from here. These are the some presets, shadows, reflections, glow softages, bowl, and three d rotations. So just play with it and apply the changes as you want. And we can also add some alternate text. Let's say it is sun rises, or sunset, whatever it is. So once you are done. If someone now we will learn how we can apply the background changes. For this, we have to insert a new picture. So let's say I'm going to select this one, and we can resize it. We can see it's very big, and we can select the corner. Option, we can see a small round on the corner. So the aspect raso of the picture will be maintained. And once you're done with it, select the picture and go to the background removal tool, and system will automatically remove the background. But you can also do some changes. And once you're done, you can see the color that will be removed from this picture. But you can manage mark areas to keep L et's say I want to keep this area as well. You have to mark that area using this brush option. And once you're done, you have to click on keep changes and use this mark area to remove. Let's say you want to remove from the selection some area. You have to select that one, and after that, you have to click on keep changes. We can see the background of this image has has been removed. So that require a lot of efforts. So I'm not going to waste your previous time to do the formatting so you can do the editing as per your requirement. So these are the options related to the images. Now we are moving to the next option. So select the picture and press delete key from the keyboard to delete the picture. And now I'm going to insert shape. So just come to the insert tab and the shapes all categorized shapes. All shapes are categorized in different categories like lines, rectangle shapes, block arrow, equation, flow chart, stars, and banners, and call out. So you can use any of them if you want, and all options will be available similar to the Microsoft word. So in this case, let's say we have we draw some rectangle, and drawing tool will be appeared in which we have shape format. So we have predefined styles. Just click on it. We can select any, and we can do the customization using the shape fill option from here, we can use gradient, texture fill picture fill or any particular color which you want. We can do the shape outline, we can manage from here. We can manage the borders, weight, sketched, draw, or we can manage the color from here, and we can do the changes of the shape effect from here. We can now insert another shape from this tab, also. We have insert shapes from here. So this is how we can insert the shapes. I'm going to remove by pressing delete key. Now I'm going to insert the icon, click over here, all icons are available, which are categories in different categories like analytics, animal Apparl, arrow arts, body, bergs, building. So you can select any category which suits your requirements. So let's say I'm going to select let's say education. Okay. Go to technology and electronics. So I'm going to select that bike. Click insert. We can increase the size from here, select this one. And we can change the color from here. We can change the color using this option. And we can increase or decrease the size, and we have some different options from here as well. We can do the outline thing, or we can remove the fill area, which can we manage from here? We just go through all the options. These all are related to the formatting and vari. And we can change this to undo the graphics or icon using this device if you want to insert any graphic from your local hard drive or this option from the online, and this is from the icon. All applied formatting will be available. Only the shape will be changed. Now we are going to insert the three D model. Go to the insert tab, select the three D model, and select stock model. So Online three D models will be available. So let's say I'm going to select Microsoft products. In this case, I'm going to use that mouse inserted. It may take some time for downloading. And once you are done, it will be inserted. You can increase the size. And the best part of this, these are the three D models in which in the middle, we can see one option, click on it and hold the mouse and you can move these in three D. This is how you can use the three D models. Once you select that one, we have different views, that is totally depend on the available model, and we can change it from here. These are the options related to the images, shapes, icons, and the three D models. In the next video, we will discuss about the inc some items with our e mail. 12. EMAIL MESSAGE ATTACHEMENTS: Hello, everyone. In this video, we are going to learn how to attach different items with our message. For this, first of all, we have to click on new message. And here we need to insert an e mail ID to whom we want to send. And here we have to type our message. Now, once you click on this message area content area, click on Insert tab. Here we have Include. We have five options. Attach fine. That is very much popular. We sometimes we want to send some files to the recipient. It can be a document file. It can be a picture, it can be a catalog PPT photoshop zip file, but try to avoid EX files. So for this, first of all, we have to click on attach file. Then recently used file will be appeared. We can see all the list because because I'm recording my videos, my taktop videos, all Rro and the footage files are coming over here. If you want to upload some file from your local hard drive, click on Browse this file. So you can select any file. Let's say I'm going to select this one and selecting, then click on Insert. If you want to attach multiple at a time, use Control key to select multiple files. Once you're done with the selection, click on Insert tap. That will be inserted, and you can see. O here. Now you just double click to open that file, but make sure do not make any changes. First of all, do the changes in your local hard drive, then you can attach your file over here. We can attach any outlook item. In this message, click on our outlook item. And from here on the top of on the first window, we can see different folders in box, drafts, and items. And let's say I want to attach this message with this message. After selection, click on Okay, that message will be attached with this. Double click on it. It will open and press escape or click on X button to close this one. And you can type your content and it will go. Can also if we are managing our contact, so that will be appeared as a business card. So we can create our business card, and we can attach this by clicking over here. So we have created three contacts so that business card will be appeared over here. So you can create your own business card and you can insert with your e mail message, and that will be coming over here. And this will be as a VCF. So if someone else is using outlook, your receiver is using outlook, that can import this business card in their system, and they can use our contact details. So if you want, you can remove this one, that picture of business card. Only VCF file will be attached with this message. Now we are going to calendar, click over here. We can create the calendar. This is for the appointment that will be covered later in this video, in which we will schedule our meetings using the calendar options. And that is very important the signature. That will be covered in the separate video, in which we will define our signature, and then we will use it. These are the few options in which we can attach the options. We can also attach any message or file, which can be copied from the file exploer. But before that, I want to show something else. Let's say I want to attach this message with a new e mail. Just right click, click on Copy or simply press Control C after selecting particular message. Then click on this page on content area, then press Control V to copy paste that message. We can copy paste any file. Like, I want to attach that file also, so I'm going to control C after selection of that file, minimize this and control V to paste. That also will be attached with this message. So this is how we can do the attachment and send the files with a new message. And once you click on Send button, it will be gone. So in the next video, we will explore some more options related to the Microsoft outlook. Thank you. 13. MANAGE SIGNATURES: Hello everyone. In this video, we are going to create signature for our messages. Let me show you where is the option available. There are two ways to open the signature editing option. The first one is available on the backstage. Click on File Menu. Go to options and go to mail, and here we have signature option. Or you can click on new message and come to insert and here we have signatures, and as we have not yet created any signature, so we cannot see any options, select the signatures to add the option. From here, we can create our signatures. Let me take one example or scenario. You're working in a company and you are doing communication outside of your company and your intercompany with your colleagues. With your colleagues, there is no need to share your company name, your contact details, your designation, and everything. Yes, you can share with your mobile number and the e mails if your company or the organization is very big. So your short signature would be enough for your internal communications. And if you are doing communication or sending the e mails outside of your organization, then the complete or the full company details will be libel. For this, first of all, we have to give the name for this, select your e mail account, and from here, we can select the new message. We will select whether we want to use a particular signature with the new message reply or the forwards. The first of all we have to create, then we will decide. Click on New. Here, we will use short signature. Click, and then here we can do the editing. It is useful to give some space, maybe two or three lines. Then start typing your name, let's say Mahavi Singh, and then your contact number or extension or anything. And on the top of that, you can use with regards or best regards, thanks or anything. So whatever you want to use, you can type over here, that could be very short. And once you're done with it, click on Okay, that signature will be saved, and now you can insert the signature in this message. I'm going to select the body part and then click on signature and you can see short signature is coming. Just click on it, that will be appeared over here. If you want to do some changes, click on signatures and here, we can select the options. Now these options are available. Once we select new message, that short message should appear automatically. If we want to use reply, then short message will appear. Now I want to create my full signature. Click Ok. Here, for an example, I have created my complete or the full details in the full signature. So here some text, then my name, company name, and address, then e mail, phone number. Also we can share our website. And here one more thing once you select any text and click on this link. You can provide your link. That will work as a hyperlink. Someone if click on this tab, it will open that website. Also you can create follow us on Facebook, Twitter, and Linked Din, and then you can create those words as a hyper link. So whenever someone click on it, that will be created. Now, you can select full signature for the new messages, and you can select the replies and forwards and you can use short signature for your replies and forwards. Once you're done with these settings, click on. Now I'm going to close this one. Now I'm going to click on new Mail. And you will see the full signature is coming. Now we can start typing, and we can send this signature with our e mail message. This is how you can use these options. If you have any related queries, please do your question in the question answer section. I'll try my best to give the answer as soon as possible. Thank you. 14. SEARCHING OUTLOOK: Hello, everyone. In this video, we are going to learn about search tool in Microsoft Outlook that help you to quickly find your e mail, contact, and other items in your inbox and folders. You can type any keyword of phrases into the search bar or we can easily look at specific message and information. This feature is designed to save your time and make managing your e mails more efficiently. Whether we need to find an old conversation or a contact details or an attachment. The search tool is a very handy resource to have in our outlook. So let us begin for searching any content. We have search tool top of the inbox. Once we click on it, a new tap search tool will appear. Here we have different options. So let's say I want to select all e mails in the current mailbox. Just write to that field we have. Scoop field, whether we want to search that keyword in the current folder, subfolder, current mailbox or all outlook items. If we select all outlook items, it means it contains calendar content, all other e mail accounts, if we have. Right now we have only one e mail account, if we have multiple e mail accounts, so that will search globally in the outlook. But that takes time. So right now I'm going to select current mailbox. So I have written tac and all the messages available in the inbox, which contain the tack would appear over here, and the keyword will be highlighted. So this is the first option. Once we're done with it, we can close it or press escape or we can click on close search. Once again, I'm going to click over here, and now we have some options on the ribbon. The first one is from. If I click on it, so the keyword from and inverted coma appears. So if I know the sender's name from where we receive that message. So we can type. Let's say I want to type Linovo. So all the e mails or the contacts having the Linovo word will be appear and the highlighted. We can close this one. Again, I'm going to click on it, then click on subject. If we know the subject, so we can type. Let's say tack. So all the messages having the tech word in the subject will be filtered over here and select and do the need for. Press escape to come out. Again, I'm going to click on it and that select has attachment. If you want to filter or search all the messages having the attachments. I'm going to click on it. I do not have any. Escape button. Again, I'm going to click. Then if we are using categorization, so we can do the categorization as well. We can filter all the messages or search all the messages within the time range. Click on this button. Today, yesterday, this week, last week, we can select these options. The search begins within this range only. The next one is Sen two. We can define the send two as well, and last one is the unread flagged important. And in the last, we can see more option. That is very good option, which I personally use in my professional work. So just click on it. And here we can select some options, which we use regularly. For example, I want to select from, and then I want to add a subject. So now, these two keywords will be available just below of the keyword field. So whenever I'm clicking over here, and I know I want to search Lenovo or the person name, so I just type here, and I can easily find out, and I can use subject as well. There are two criteria. From Lenovo, subject is tack. This is the one way. Or we can use end or or keywords. For example, Lenovo or tech. All messages will be filtered or the search in which whether Lenovo or the tech, any one of them will be available. If I select end, then both keyword must be included in that message. These are the few options. Now we are going to use advance options. We can select the scope from here as well, and now going to search tool and select Advance find. You can increase the size if you want. So here we have so many criteria for filter or the search. We can select message, all nodes, talks, contacts, whatever it is, we can select. So we are going to select messages. We can select in inbox or we can select other folders as well. If we want, we have to select and click. Then we can search the keyword. We can type anything. We can enter from name sent to where I am. So whenever we done, we have to click on, find now. All messages related to these keywords or the criteria we entered will appear over here. So we can just double click, that message will be open, and we can take the necessary action as per our requirement. So this is how we use the search option in the Microsoft outlook. 15. SEARCH FOLDER: Hello, everyone. Welcome once again in today's video, we're going to learn about folders. That is a very good option provided by the Microsoft in the outlook. Let's take one example. We want to create a separate folders or search criteria, and we want to save in our system, that criteria could be different. Maybe you want to search all the times messages received from your boss, and you want to create a criteria and saved in the system. So whenever you want to see all the messages received from your boss. You just one click, you want to see all the messages, or maybe you want to create a criteria for unread messages. So let's begin how we can do that. There are a lot of other criterias, so you can explore those as well. For this, you can come to the folder tab and click on new Search folder. And before that, I need to select inbox. Then click on New Search. Here we have criteria. That is categorized in different categories, reading mails, mail from different peoples, organizing custom. Let's see, I want to filter unread emails. We already having that option, but we want to create for our learning purpose. So I just select this unread and click Okay. And you can see Search folder. We have another folder called Un read Mails. You can right click and you can rename if you want, and select that folder and click on Add two fabrics, which is also available under the folder tab. I'm going to click on that. That favorite in boxes, or the folders will be available top of the list. So you can easily go to that, and we are going to use one more criteria. Let's say you want to search, but before that, I need to select inbox. Because this criteria will be applied on the inbox. Now, click on new Search, and this time I'm going to select mail from two specific people, or we can select mail from specific people. We can select this option called organizing mails. Let's say you have e mails received. So for this, you have to select this option, mail for specific people and click on Choose. There's some problem in my outlook. That is why this option is not working. So I'm getting this message. But for your learning purpose, you can select any from your contact list, and you can select, and then k. Oh, we're getting. I think some problem was there initially, that that's why I was getting that error. So we can select this criteria. And now, whenever I receive any message or all message already available in my system, it means in the inbox, which received from the Lenovo India will appear over here. I'm going to select this one and click click on the ad in Fabrics. So we can rename it by right click rename folder, or we can do the rename from here as well. So you can do the same if you want to receive or create a search folder for easy access of your e mails. 16. CONVERSATION MESSAGE: Hello, everyone. Welcome once again in today's video. We will discuss about the conversations. The conversation option in Microsoft Outlook help you to organized and view related e mails as a single thread. Making it very easier to follow ongoing discussions. For example, if you receive several replies to an e mail or you sent, the conversations view will group all these replies together, showing them in chronological order. This way, you can see the entire conversation history in one place. Without having to search through your inbox for each individual emails, it is very handy feature for keeping track of all discussions and staying organized. Let me show you one example. So this is the e mail which first send through this and this was for the SAP schedule. Then we receive then conversations was going on. I think seven to eight conversations e mails was done. To or maybe three, I sent from this e mail account and I received. But I cannot see the chain of all these discussions. If I use that conversation option, we can easily see these all conversations in one thread. Let me show you where we can do that. First of all, we have to come to the view option, and here we have options so as conversations. You have to enable this option and you have to select all mailboxes. Once you've done with that, we can see that heading SAP trading schedule, having the lot of e mail conversations. If you click on this arrow button, we can see all. On Blow side, we can see the first one. That was the first e mail was sent in this conversation. Then we received this reply, then I sent this reply, then I received that reply. We can chase or we can see all the conversations in one line. Now we have one another scenario. Let's see you created then conversations and you are in the CC in some discussions in which you don't want to participate. It is not useful for you and there is nothing you have to do with that conversation. You can ignore that. You have to select that conversation. After selecting your first hiding of this one, you have to come to the home tab, and from the delete option, we have ignored. Just click on it. And click. You will get the ignoring conversations. The selected conversation and all future messages will be moved to the deleted folders. You can now whenever you receive any conversations related to that conversation, that will move to the delete folder automatically. You will be not a participant for the future e mails. But make sure you want to ignore them. Then only you have to enable this option. Now, let's say you want to see the conversation here in the delete folder. For this, you have to come to the view tab. Click on Show as conversation. This time, I'm going to select this folder only, and we can see the conversation over here. And if you select on the top of that, it was ignored, if you click on that, that will be move to the in box once again. So now we can see this conversation in the inbox. So this is how you can use the ignoring conversations and the conversation option that is very useful for your professionals. Thank you, friends for watching. If you have any query, just let me know. I'll try my best to give the answer as soon as possible. Thank you. 17. DELETE AND ARCHIVE MESSAGES: Hello, everyone. Welcome once again in today's video, we will discuss about deleting or clean up or archive your inbox or the other folders. Over the time, whenever we have thousands of e mails, our mailbox get overloaded by the size of e mails because we received huge or high files attachment files, some images or some other office document or anything. That is very important to manage or clean up your inbox or other folders time to time. We have two options. One delete second is archive. Delete option is very good for deleting the messages time to time from your inbox because your inbox should be neat and clean. Only the important e mails or to do e mails will be present in the inbox, rest, you have to delete. For example, I have this e mail, and if I click on delete from the tab or press the delete key from the keyboard, that will move to the delete folder. But it will be available all the time here. It will not be get cleaned. Until I clean up this delete folder. We can see the size of our mailbox from here, go to the info tab and come to the mailbox setting. Here we have the size of our inbox. Total is 15.8 gB and almost all the size is free. Here we have some two mailbox clean up empty the delete items folder. If I select this one and click on yes. Now all e mails from the delete folder will be permanently delete. Now I cannot remove them. So actually, what happens whenever we search any e mails, which is not useful for us, we can delete them. That will be moved to the deleted option, but it may possible sometimes some useful or important e mail get deleted. That is why it is moved to the delete items so you can find that and then you can simply move that uh e mails very easily. Let me show you, I'm going to delete this e mail and it is moved to the deleted items. Now I thought that is that e mail will be deleted accidentally. Simply, you have to drag this e mail to the inbox and that will be available for you. This is the one way you can use or clean up your mailbox. The next one is archive. Delete folder is used, which is very useful for moving your unused or unnecessary promotional e mails. Now you can move to your old e mails, which is actually useful for your future references and very important for you and your work. You can archive them. In the just below to the delete, we have arch option. And click on in box. Let's say that conversations was going on. Now it is complete. I know that it is completed, and I want to move and I want to archive this. We can select this one and go to the home tab and in the delete section, we have archive. Just click on it. That will be moved to the archive. Now it is available in the archive. How I can see that Click on Archive. Here I have all these e mails. In the future, if I want, I can see all those e mails conversations. We can make it favorites, go to the folders, select that one and click on favorite. Also, we can define or we can schedule. System can automatically archive after few dates for that, we have to click on file, go to options, and go to advance, and here we have auto archive settings. Click here. In every 14 days, it will run and here we can define the criteria. Clean up item older then six month move to the archive. That is totally depends on you. You can just read all our self explanatory and you can clean up your system that is very useful. Otherwise, you will be in deep trouble if you will not clean up your mailbox regularly. 18. CATEGORIES: Everyone. Welcome once again in today's video. We will discuss about categories. This is the option of categories. So what is the use of it? We have so many e mails. Right now, we have around 143, but you have thousands of e mails. But managing the e mail is very biggest task, especially for the follow ups. So we can use these categories. We can use these categories for follow up or to categorize all our e mails. Let's take one example. We have different type of departments. So we can assign these categories, department wise, or project wise. So we are taking the example of the projects. So just click on it and click on all categories. And here we have different colors and their names. So just select one and click on rename and type Project one. Select another one, rename Project two. And here you can type your marketing and sales, and you can type it personal. And you can select this category for accounts, and this is for billing, and you can select Yellow for, let's say dispatch. So you can create like that, and then you can also assign the shortcut keys. Let's say I have selected Project one, and I can select the shortcut key Control F two. So whenever I press Control after selecting any e mail from here, that project one will be assigned. And once you're done, if you want to create new color, you can click on new and you can give any name and select the color, and you can assign any shortcut key. So after that, you can click on, that will be created. So if you want to delete, then you can also select and then delete. So I'm going to click on Ok button. And before that, I have to you know, for category assignment, we have to we need some more space. For assigning and display purpose, we need some more space. What I'm going to do, I am going to change this message preview to off. First of all, I do not want to see the preview of my e mail. For this, come to the view tab, click on Massage Preview and select this one. I want to apply this to all my mailboxes. Now I want to remove this reading pan as well. Come to the layout and select the reading pan to off. Now I have too much of space. Here I have categories mentioned and the follow up. If you can't see this tab over here, right click and field chooser, And from here, you can drag and drop, let's say due date. I want to use this one, so just drag and drop anywhere. So that will be appeared. If you want to remove, just select and drag somewhere else outside this box, so that will be removed. Once you're done with it, you can close this one. I already having this categories. We can also move this from any area like this, but normally it must be here only. Okay? So now you can select any e mails. Let's say, I have these three e mails, so I'm going to select these three, and I want to assign come to the home, and now I want to assign the categories that these are related to the Project one. So we can see the project one over here, and we can select other e mails. So I'm selecting random, and you can assign like billing. So these are related to the billings. We can select more e mails, and we can assign any other category. Let's say this is related to the dispatch. And once you're done, I'm not going to spend so much time. So once you're done, you can short the e mails by using this option. Just click over here. These all will be shorted by the different categories we have created. Now, in some e mails, we have not assigned the categories. All are coming over here. These are the 63 total. If I click on this ero button, all are expended. And if I click, this will be collapsed, you can manage this collapse and expand from here, just right click. So you can collapse all groups, and you can expand all groups from here. Also, you can use the keyboard, which is very useful. So what I do, I just collapse all the groups, and now I can easily move using my down paro key and use right and left arrow key to expend and the collapse. Let's say I want to see the e mails related to the Project one. So if I press right key from the keyboard, that will be expended. Now I can move and I can see all the e mails. After selection. Now, if I want to see the e mail, then just press enter from the keyboard and press escape to come out. So these are the shortcut keys. Now I want to collapse that. So use left key to collapse up key to come up, then expend. So this is how you can use the categories. Also, these are very useful. So I'm going to expend all and received and shorted by the dates. These categories are very useful in the search as well. So just click on this one and select the categories and select, let's say, dispatch. So all e mails in which we assign the dispatch category will appear over here, and we can select, and we can do the next action, which we want. So this is the use of the categories. In the next video, we will discuss about the follow up tack. 19. FOLLOWUP FLAG: Hello, everyone. Welcome once again, in today's video, we will discuss about the follow up option, which is available on the Home tab and text group. This is the option. What is the use of it? We have so much of e mails, but we cannot do the need for or our action immediately. We can assign the follow up tab. Let's say summer task which I need to complete by today itself. So I can select today after selecting the e mail. Maybe some task I want to complete by tomorrow, this week, next week, or no date or customs. We can add reminders, and we can also mark complete. So let us start. First of all, we have to select any particular e mail. Then we have to click on follow up. Let's say I want to follow up this e mail by tomorrow. Just click on it and we can see this follow up tag over here, that will be assigned. I'm moving this tag here that is going to move. I don't know why. We can assign this follow up tags like this, and we can also assign by clicking over here and we can delete by this. It is very quickly, just over the mouse and that will be assigned. So let's say I want to assign some reminder. Let's say I want to take the action on this e mail, and I want to click on this and click reminder. We will have this custom dialog box. Here we can assign the date and then due date, and we can also assign the reminder. Give the date and the time and click on this button to select the sound. We can browse, but this is the by default, and then we can click over here. So whatever the date we have selected in the follow up dialogue box, that time we will get that reminder on our outlook, but it must be open. The outlook must be open for getting the reminders. Also, just come on this and here we have Option task. If I click over here, we can see all list of ho to do and the task list here. We can take the necessary action. As you can see, we assigned tomorrow's date 26th of July, and we assign the remainder. So tomorrow morning 8:00 A.M. I will get the remainder, but my outlook must be open. And after done your work, we can also mark this as complete. Select your e mail and then come to the follow up tab and click Mark Complete. We can also add the completion date if we want, right click and select Field chooser. And from here, we can select completed flag completed date. Just drag this to here. I want to move Here we can see. I marked the completed on this e mail. So I can see the date as well. This is a very good option for follow up and category for categorize your e mail and managing groups for your all e mails. That is very useful for effective work and managing your e mail in the outlook. 20. FOLDER AND SUBFOLDERS: Hello, everyone. Welcome once again, in today's with you, we are going to discuss about folders and sub folder in MS outlook. On the left hand side, we can see inbox, drafts and. These are all treated as folders because we are saving all our e mail messages over here. Whatever we receive comes directly into the inbox, then we do. We can assign categories, follow ups, and also we can create subfolders under the inbox or any other or similar to the inbox so that we can move some related e mails to those folders so that we can manage very easily. First, we have to assign categories, then we can assign the follow flags, and we can also move e mails to the particular folder for better management. Let's say we are working in accounts department and we are dealing with different banks. We have a lot of communications with the banks, so we can create folders for all banks. In this case, we are creating two folders under the inbox only. For this, we have to select our inbox first, come to the folder and click on New Folder. And here, make sure you have selected inbox or your mailbox. If you select that mail e mail account, so that will be treated similar to the inbox draft, they will not come under the inbox. Make sure you selected the inbox and give the name, let's say, bank A, then, and we can see bank A is coming over here. Under that, we can create payables and receivable. In a similar way, select the inbox first, then bank B, click, select the bank B, click new folder, then payable, and recei Now, if I click on this folder, we can see e mails, but there is no emails. How we can transfer, that's very easy. You can easily expand and collapse by clicking on this little arrow button. Every time whenever we want to move any e mails. Let's say I want to move some e mails from pables and here, it's very easy. Drag and drop like this. Now, go to bank A. Here, I cannot see any e mails because I have created some sub folders, as I have created subfolders, but we can move e mails in the bank A as well. When I select payable under the bank A, we can see that e mails receivables and payables for bank B. If we want to move in the bank B, so we can move in the bank B as well. If it is not related to these two category, so we can move other e mails to these folders as well. These all will be treated as a folder we create in the windows. And here we can manage our e mails, though so that's very easy and useful. We can do the rename if we want. Select the folder click on rename, and then we can rename. We can copy move folder from the action group under the folder tab. We can also add some folders in our favorites, let's say we have created some projects. Let's say when projects is going on. So this time, I'm going to select my main mailbox, and I want to create projects. Main is going on. So I will create this folder, and I want to mark it favorite. So it will be available top of the mailbox. Whenever I transfer any e mail in it. We can easily just click on the Folder. Let's say I want to move some e mails. Let's select some mails, and I'll move here. Now if I click on this project folder, all e mails will appear over here. This is the best option for categorizing or managing your e mail, you must use this option in your outlook as well. Thank you for watching. If you have any queries, just let me know. I'll try my best to give the answer as soon as possible. 21. QUICK STEPS: Here, everyone. Welcome once again in today's video, we will discuss about quick steps. This is a very good option for automate your routine task. Let's say you want to forward some e mails to your manager regularly. Instead of just opening your e mail and then click on the forward button and then type his name. It takes a lot of time and efforts. What you can do? We can assign quick steps. It's works like macros in other applications of Microsoft office. Let's say I want to forward this one to my manager or to somebody else. This is just for an example. Click on to manager, and because this is the first time we are going to use, so we can assign any name like to manager or to self or to personal or to any person's name. Let's say it is. And from here, we can select his or her e mail ID. After selecting this one. So we can select their e mail address to and click Okay, and then save. So the next time whenever we receive any e mail, and if I want to forward it to the particular person, just select that e mail and click on that button and you will get message in the forward form with the e mail ID, and then click on Sand, it will be forwarded to your manager or to the person. The second example we can take, let's say you have a team, you all are working on a project. So you can assign as many as e mails in one go. Then whenever we select any e mails, we just click on that new e mail with their addresses will appear. Let's say, if I click on team e mail, let's say training, program is going on. So I need to do some communication with them. So F here, we can assign many e mails. First of all, I have to select the contact list address book. Then select the e mails, click on two, then, and save. So next time, whenever I click on this training, so all e mails will be appeared over here. We can type the subject, type the content, click on Send button, that mail will we go to. All the e mail IDs mentioned over here. So that is very good option. Quick Setups. Just click on this button. From here, you can design quick setup customize requirements. Let's say you want to move particular e mails to particular folder, or you can assign categories and then move one go. So I'm going to select this one. Let's say one project Min is going on project. Main is going on and billing. We have to do this. I want to move some e mails related to the billings to this folder. I will select Project Mail and messagery would be billing. We can mark it as a read if we want, and then click on finish. Now whenever we receive any e mail, let's say this one, and I receive this one because it's unread e mail, and I want to forward to my main project. If I click on it, that would be let's see project Main. Yes. Uh, I got some error. Let's see, why we were getting the error. So let's say I want to select 13th, September 30, September, Commander victory. And if I select this one, yeah, it's working now. So Project Maine and 30th of September. Yeah, it is coming and it is unread. You can see it is marked billing as well. This is how you can set up the quick steps. It's very easy and very useful. I used in my professional work and we can manage the quick steps from here. We can do the editing, we can duplicate and we can do a lot of stuffs from here. It's very easy. And all our self explanatory. You have to just go through all the steps in the new quick steps. Let's say new e mails to some persons new meeting, and we will discuss about customs incoming videos. We can move to a particular folder. We can also move and assign flag in one single click. A lot of options are available. Just try and learn how you can use. Thank you for watching. If you have any queries, just let me know. I'll try my best to give the answer as soon as possible. 22. CONDITIONAL FORMATTING: Hello, everyone. In this video, we will discuss about conditional formatting. If you have already done MS Excel course in which we discussed about the conditional formatting. In the same way, we can also apply the conditional formatting in our e mail box as well. So for this, first of all, we have to go to the view tab, and from here, we have to select view settings, and here we have option conditional formatting. And here we can apply our condition. So click on ad and give some name. My condition is whenever I receive any e mail from a particular e mail address, so that should be stand out with bold color and very dark color red dacler. So this is my condition. So here we need to give some name, like highlight. Boss. And click over here to select your font. All available font from your system will appear over here. So you have to select a font which be very bold and stand out from others. So let me go through all the avable. Let's say I'm going to select this one, and we can select some options, white No, that doesn't look good. Okay. The impact is good. I'm selecting the bold, and from here, we can select the size. This is the style, and from here, we can strike out under line or we can select the color as well. So I'm going to use blue lime will be good. No good. I think this will be nice and script should be Western or you can select from here. And after that, click Okay. And from here, we have to define our condition. So here, let's say search for a particular word. And that word should be mentioned in the sub subject field or the message body or frequently used text field. So that totally depends on you, that these are the options we can use. And we can select a particular address from our contact list, or we can type the address from here. So let's say I'm going to type my e mail ID. And click, and then and then okay. So we can see the e mails I received from that address got highlighted. That's very good option whenever you highlight something based on your condition. I hope you will use this. That is also a very good option for regular work or highlighting your particular e mail. 23. RULES: Hello, everyone. In today's video, we will discuss about rules in outlook. This is very important for automate your tasks in the outlook, which are available in the Home tab. Come over here rules. So let me explain one scenario. So as we have already discussed, we are in the accounting department, and we are dealing with some banks, L Bank one and Bank two. And we have created payable and receivable sub folders over here. So what we were doing, we were just moving the e mails in these subfolders manually. But we can do it automatically whenever I receive any e mail from a particular e mail ID or particular domain like bank.com dfc.com. And there are so many criterias available. We can assign those criterias and system will do the work according to that particular condition. So we can move, we can read, we can forward. We can delete. There's so many options. It is very difficult to cover all the conditions, but you can explore. I will give you a very good option for forwarding a message to some other person whenever I receive a particular e mail or we can move to a particular folder. So let's say, whenever I receive any e mail from Mahavir, my G mail account, it must be moved to the payable account automatically. So for this, first of all, we have go to rules from the Home tab. We can select Create rule option that will open the create rule dialer box. From here, we have to select F Mahavir, if we have already assigned. These are the conditions we are assigning to the system. So we have to take if I want to apply that condition whenever I receive any e mail from Mahavi or we can assign a particular subject. So what we were doing. Let me explain one scenario when I was working in a private company. So we were receiving some law related updates. So every day I was receiving around 15 to 20 e mails, and some are not useful for me. But that particular company from where we were receiving the messages, categorized all the e mails. So in the subject line, they put the law related to the they maintain the category in the subject. For example, if the law or any update in the income tax, so they put IT, if it is related to the indirect tax, they type GST. So I assigned subject content, whenever I receive any e mail from there, and I created subcategories as well. So this is the one scenario I'm explaining, which I was using. Also, I was transferring all my e mails because I was in the account department, from my bank to these folders. So that is very good. So I'm using from, and then we can use the action, do the following, display in the new alert window, or play a sound or move to the item to a particular folder. So whenever I receive e mail from Mahawir, G mail account, it means, so I have to move that e mail to my payable folder. Select, Okay, we can select folder from here as well, or click here to get the advance options. So now I'm explaining one by one. I'm trying. So these are where we can assign the condition do you want to check? So these are the conditions. Let's say whenever I receive the e mail from Mahavi or with the subject line with hello, that can be changed. So suppose I'm selecting this one. And from here with the subject line, I need to click here and we can enter any particular keyword line or just click on ad. So that will be added to the search list. So these are the conditions you can specify. Or if any e mail sent to, this e mail also can be changed. Let's click over here, and you can select and any e mail received with hello line in the subject or the body. So we can change this keyword from here, and this can be moved to the folder. So these are the different you just read all our self explanatory because it is difficult and time consuming for explaining each and every condition, all our self explanatory. I'm selecting from Mahavi and we can change this address from here as well. So Let's say I'm going to select this one, Mave G mail, click, and then click on next. And here, what do you want to do with the message? This is the action we want to apply. From here, stop processing more rules. It means, if any other rule is also applied that particular e mail, that should be stopped. And this will be applied only. Move it to the specified folder. That is sticked already, and here we can assign our folder in which we want to transfer. And here also we have some actions which we want to do. We can assign any category, we can delete, we can permanently delete, we can move a copy to the specified folder, we can forward it to a particular people group, we can forward it to particular e mail ID or the group. There are a lot of options. So I'm selecting to the specified folder. Then next, and here we can apply any exception. It means, let's say, if it this is also a condition, which is exclude from condition we have applied in the first step. Let's say if it is sent only to me, so that rule will not apply. So this is the exception. So you can select any if it fit with your rule, the next. And here we have to give the name, let's say, G mail. And here, that is very important. Run this rule now on message already in the inbox. Select this option if we want to apply this to all e mails, which already in the inbox. And we can turn on this rule. And after that, we have to click on Finish. And then, okay. And you can see all my e mails gone from here and all are moved. Here automatically. So now, let me show you one more thing. I'm sending one e mail. Let's see how it goes. So this is the inbox, and I'm sending my e mail from my G mail account. Now I have sent one e mail, so go to the send and receive and click on send and receive to send or receive all e mails. So you can see I received directly in my payable leisure, and it is not available in the invox. It is directly moved to my bank A PL pable folder. So that is very important to learn to every outlook user to do the automated task in the outlook. Thank you for watching. If you have any issue, just let me know, I'll try my best to give the answer as soon as possible. 24. JUNK EMAILS: Hello, everyone. Welcome once again in today's video, we will discuss about junk e mails in outlook. Junk mails in the outlook are unwanted messages that usually includes pam advertisement and pushing. These e mails are often sent in the bulk to the many recipients and can clutter your inbox. Outlook uses filter to automatically detect and move these junk e mails to separate junk e mail folder, which is located here. This powerful option helping to keep your main inbox organized and free from the unwanted messages. Users can also manually mark e mails as Junk to improve the accuracy of outlooks filtering system. So let's understand what are the options related to the Junk. Go to your inbox, select an e mail and come to the Home tab. Here, under the delete category, we have option called Junk. Just click on it and mark this selected item as junk or prevent items sent by this sender, this sender's domain or this group or mailing list from the being marked as Junk. So I have selected this e mail ID. And I'm marking this as a junk. So once you click on that, we have four options and some advance options are related to the junk e mail options. So let me explain one by one all these options. So the first one is block center. Here, the first one is block Sender. This is used to stop e mails from a specific address from reaching your inbox. The next is Never block sender. This option ensures that the e mail from a specific address. Always go to your inbox. It may possible sometimes outlooks, Internal system can mark any e mail, which is important for you, and also not a spam. It can be moved to the junk e mail. So if you select that e mail and select Never block address, so that will ensure the e mails to this specific address will always go to your inbox. The next one is never block centers domain. That ensures this option ensures that the e mails from all addresses in a specific domain, like example.com or google.com or your HDFC bank.com or any domain will always go to your invoke. So you have to define the domain over here. The next one is never block this group or e mail list. This option is also same. Never block this group and mailing list, and not a junk. If by mistake, any e mail moved into the junk e mail address, you have to select that one and come to Junk option, and this option will be available, not a junk. If you think that e mail or e mail address is safe for you, then you can select that option. Next one, we are going to move to the Junk e mail options. This is the advanced uses of the Junk e mail, so you can use these options. So let me explain one by one. The first one is options. So the first one is no automatic filtering. You can select this option if you want mail from blocked sender is still move to your junk email folder. You can select this option to move the most obvious junk e mail to the junk e mail folder, and these are only safety labels, so you can select as per your choice. The next one is safe senders. Whenever you select any e mail and dt are moved to the junk e mails automatically, so you can select a particular e mail or you can add e mails by importing from a Axel file, all e mails which you think are safe. That never we move to the junk e mail folder. These are the recipients. It is also same. Here you can mention the name. You can import or you can add by clicking on these options. And here you can see the list of block senders. So if you think the e mail addresses are not safe or you are receiving so much of advertising and spamming e mails from particular domain or e mail. So you can mark over here, you can click ad or you can import from a file. And these are the international domains. So if you think some international domains like Pakistani domain, Afghanistan, Russia, or Somalia, or any other kind of country, which you think is not permissible in your country, and you think these all are related to the spam, so you can you can block the top domain list of the international level. Once you're done with these settings, you can click on apply and click Okay. So From the settings, you can maintain your spam filtering options in the MS outlook. So just explore these options. That is very good option and important for any organization and for you as well for your personal work as well. Because these days, lot of spam e mails and pushing e mails are coming automatically, so you can manage those e mails by using this option. Thank you for watching. If you have any question related to this, just let me know, I'll try my best to give the answer as soon as possible. Thank you. 25. USE OF MENTION IN THE OUTLOOK: Hello, everyone. Welcome once again, in today's video, we are going to discuss about mentions in Outlook. Using the mentions feature in outlook is a great way to ensure someone's notice to your e mail or a specific part of your e mail. If you ever worked, I hope you are using Instagram and Facebook, and sometimes you're using at for mentioning someone else in your message or your post, Similarly, you can also do the same in the outlook. When you're composing an e mail type ad symbol followed by the person's name, Outlook will show a list of matching contacts as you type. Select the correct contact from the list, and the person's name will be highlighted in the e mail, and outlook will automatically add them to the two field if they are not already included. So that's a great feature. Let me tell you how you can use that. That, first of all, we need a new message, suppress control, and to get the new message. And let's take the example. Let's say you are writing an e mail to your team about a project update. Here's how you might use mention. I have already written content of the e mail for saving our time. And here, what I want the update from the project from my team members. So I have written High team. I wanted to provide a quick update. I wanted to provide a quick update on Phase two of our project. So here you can mention the person's name starting by At. And you can see the list of the person's name, so you can select any person, and that person's e mail will be automatically added in the two. And the next one is At, let's say, I'm going to select my another e mail. Could you start working on the next step outlined in the report. Thanks, everyone for your hard work. And I have written my name, which I have already created as a signature. And I use this signature for my new e mails. So once you're done, let's click on SN, the mail will be go to all. So let's say I'm going to send anyways. And one more thing I want to explain here, this will be available in the sent items, So the last option was when you mentioned someone in your e mail ID, let's say someone else mentioned you in their e mail and send it to your team or to you. And you want to see here all the e mails because you want to filter in which you have mentioned, so you can add this field mention. So how you can include this right click. If you cannot see this, then you can just right click and field chooser. And from here you can select mention, and then you can drag and drop like we did before. And whenever you receive any e mail in which you have mentioned, that will be appeared over here, and you can easily filter, and you can do the necessary action. So this is a very good option you must use in your professional or the personal work in the outlook. Thank you for watching. If you have any queries, just let me know. I'll try my best to give the answer as soon as possible. Thank you. 26. RECALL MESSAGE: Hello, everyone. Welcome once again. In today's video, we will discuss about the recall message. The recall message option in outlook allows you to retract your e mail you have sent. If you realize there is a mistake or if you have sent it to the wrong recipient, this feature attempts to delete the e mail from the recipient's inbox. But for recalling, we have some conditions. What are those? Let me explain. Both users must be on Microsoft Exchange. The recall message feature will only work if both the senders and the recipients are using the Microsoft exchange within the same organization. Second, recipient's outlook must be open. The recall will be work if the recipient outlook is running and connected to the server. Third, e mail must be unread. The recall will only succeed if the recipient has not yet opened the e mail. The recall will only succeed if the recipient has not opened the e mail. Number four, no rule to move e mails. The recall will fail if the recipient has a rule that moves the e mail out of the invox to another folder. If these conditions are made, the recall attempt is more likely to be successful. However, if the recipient has already read the e mail and if they are not using the outlook with the exchange, the recall may not work. Let me give you one scenario that I sent one e mail for scheduling a meeting. So let me create one e mail, and I'm going to give the address of this one. And this is my subject. So after some time, I realized that I sent that e mail by mistake. Now I want to recall them. Now I want to recall that e mail. So double click on it and make sure you come to the move section from the message tab and click on actions. And from here Option, recall this message. The message recall can delete or replace copies of this message in recipient inbox if the message has not been. And also, I have already explained all conditions must be true to retrieve or recall this message. Just click on it, and here we have two options. Are you sure you want to delete unread copies of this message? Select this option if you want to delete or select this option to delete unread copies and replace with a new message. And also, you need to enable this option. Tell me, I recall succeed or fail, each recipient, if we have sent the e mail to multiple recipients, so I want to get the message, whether that recall is succeed or fail. So I think you should enable this option, but it is not mandatory. You can off this message as well. So I'm going to use this and clicking Okay. And if all conditions are met, that message will be recalled automatically. So that is also a very good option provided by the Microsoft. If you have any query related to that, just let me know. I'll try my best to give the answer as soon as possible. Thank you. 27. AUTOMATIC REPLIES: Hello, and welcome once again. In today's video, we will discuss about automatic replies in outlook. Automatic replies in outlook, let you set up a message that is sent automatically when you receive an e mail while you are away or unable to respond. This is very useful for letting people know you are out of the office or on vacation. To set up an automatic reply, go to outlooks settings and find the automatic replies sction. You can then type in the message you want to send, choose the date for when the reply should be active and specify if you want to reply to go to everyone or just people within your organization. Once you set, outlook will automatically send your message to anyone who emails you during that particular time. Let's begin in the outlook. You can find this option under the file, and go to automatic replies. Let's click over here. On dialogue box will pop up. I'm using personal account. That is why I can see only single option automatic replies. If you have business e mail account, then you might find one more option within your organization. Options will be similar. For enable this option, you have to click, send automatic replies during that period, so enable the second option as well. And from here, you need to enter the date and time you are on vocation or out of the office. So here you need to mention the start date and your time as well. So here would be the end date. Let's say I will come back on next Monday. So until 9:00 A.M. Or whatever the time you want to mention, and here you can mention your message. So this way, you can mention your message over here. Whenever you complete all your settings, just click Okay, to activate this one. So now, during that particular time, whenever someone send any message to you, that reply will be delivered to them automatically. So that is very good option. You must use it. So if you have any question related to that, just let me know. I'll try my best to give the answer as soon as possible. A 28. ADDING NEW CONTACT: Hello, everyone. Welcome Once again. In this section, we are going to start our new topic on people. It means the contacts. Microsoft outlook provide very good option to maintain your all contacts, whether it is within your organization or outside your organization. So you can keep all their details in the outlook for better management of the contacts. So you can send the e mails, you can create the groups, and then you can send the e mails to all groups. You can search the peoples just type there in the name in the search bar. The people feature keep all the important contact information in one place, making it quick and easy to find and communicate with the people. So let us begin with that. So right now we are on the e mail module. We have to change it to the P module by clicking on this option here. Now, everything has been changed in the outlook. Instead of inbox handbox, we can see our contacts. Here we can find all the people's name, their address on the details. You select anyone, you can see the related information of the people over here. So we have not yet entered so too much details. Only I have saved the e mail. That is why I cannot found. But let us begin by creating a new contact. For this, you can use the shortcut key Control or you can just click on this new contact button over here. Here is the window for creating the new contact. Click on First name if you want to insert more details about the first name. Here you can select the title, then give the first middle last name or suffix, or you can cancel or just simple inter your details. Here you can enter the name, then company name, then job title. Here, how you would like to maintain this file. There are a lot of options, so you can select whichever you choose. And here you can enter the e mail address. And this will be displayed as Mahir Bada, and in the bracket, you will see his e mail ID. Here you can enter the web address if you want. You can see it is converted into the hyperlink automatically, and here you can enter the IM address. And here you can enter the contact details, business, home, fax, mobile, et cetera. So you can click over here to enter the country region area, local extension, et cetera, or you can enter directly all their information here. And here we can enter the address so you can select as business home or others, so you can enter the address over here. We can add the contact picture over here. Just click on it. Go to your folder, select the picture and click. Okay, the picture will be updated. So here we can see the preview of the picture and related details. So that can be saved in a business card. Once you're done with it, you can save and close this one. And now we can see that detail has been added over here, and we can see the related details on the right hand side as well. So we can just click on these three dots so we can add it the outlook contact details, and then we can provide the link, we can add to the fabrics, and we can start a meeting from here or we can see the complete profile from this. And one more thing I would like to explain over here, we can manage this preview by using these options, which is available on the Home tab. Just see the current view. So this is in the people view, we can see in the business card view, then card only, then phone, then list. So all options are available. Just see which works for you. I mostly like to use this one because it's very easy to search if we have so many of contacts. Because once we start searching, just click over here and we will get the option to start type the name, that will be searched and filtered by the name we have entered in this field. This is how we can add the new contact. One more options we have, that's very nice. If we receive any e mail from outside our organization, So we can directly save that e mail ID in few clicks. So let's say, I would like to add this e mail ID in my contact Dites. So just over your mouse and over the mouse on this e mail, and then right click. And here we have Option. Actually, I have already added that address into my contact Dites. So let's see whether we have some e mail, right click. Sorry, we have already added. So you can do, just right click, and here you will find the option to add into the contact. Then the new contact window will appear. You can enter all the details, and then you can save it for future os. So this is how you can save the new contact directly from the e mail you received. You can explore more options incoming videos. So stay tuned. Thank you for watching. If you have any query, just let me know, I'll try my best to give the answer as soon as possible. Thank you. 29. UPDATE CONTACT: Hello. I welcome once again. In this video, we will explore some more options related to the people or the contacts. So once you open any contact, so we will have some more options. So in this video, I'm going to cover all these topics on the tap. So I'm going to adjust the window. Okay. So let's start one by one. So we have already created this contact and entered all the related details. So if you want to delete, just click over here and that contact will be deleted permanently from the outlook, you can use this option to save and start a new. So that contact details which we have entered will be saved, and we will get a new contact window by default. We can add new contact from the same company. If you want, you can use this option. If you want to forward this contact to anybody in your organization or in outside, you can use this option. Just click over here. So we can select as a business card or as a Internet format in the V card so anyone can inport into the outlook, so he can save the time or as an outlook contact. Here, if you select the details option, so we can add some more details. These fields are If you select the details sep, we can add some more details. Here we can upload any certificate if we want and select this if you want to see all the fields, so we can select and update if you want. So select this option for general. Then if you want to send the e mail, use the e mail from the contact group, we can start meeting by using this option. We have not yet covered how to start the meeting. So we will soon start that option as well. In the next section, click over here. You can do the call if you have configured the call directly from your computer. We can open this contact in the browser. If we want, we can assign any task, if you want, just select this one, and we can assign any task in this. So here you can enter the subject, you can start and status and everything. So I'm going to delete this one. And here, we can check the names, and here we can design our business card, how it looks, so we can add it as per our choice. Let's say I want to change the outlook of the picture. Let's say I want to change the picture from left to right hand side, so we can select this option. We can change the name formatting. You just click over here, and this will be coming over here, and you can do the changes. You can increase decrees or you can change the color of the font. And you can change the image from here, you can change the background from here. All our self explanatory just go through it. It's very easy. So once you're done, just click on, and that will be saved. You can also assign or change the picture from here. We can also categorize all the contacts. Let's say some project is going on, and I want to assign this person or the contact in that project. So we can assign that category as well. We can also start follow up using that option. Today, tomorrow, this week, or we can add reminder, and then we can mark as complete using this option. If you want to keep this contact as a private, so no one can see the details of this contact, so you can mark the private as well. Once you're done with it, you can just click on the update, and that will be updated, and then you have to save and close after doing all those things. 30. CREATE NEW GROUP: Hello, everyone. Welcome once again. In this video, we will discuss about the group of contact. Let's take one scenario. One project is going on, and you want to add some members in it so that every time whenever you want to communicate with that group of people. So instead of selecting their e mails one by one, you can select that group and all e mail addresses will come automatically and you can save you a lot of time. Let's take second scenario, you are in the finance department. And whenever you want to send any update or notice or any other communication to all team members. So you can define a group fall or your team members of your department, then you can select that group, and you can fire the e mail. That's very easy. So let's begin in the outlook, how we can create that. So for this, first of all, we have to select new group from here, t click on it, and here we will find this option. So let me adjust the window first. So you can give any name, let's say, Project A, and you can add the members by clicking over here, and you can select the contact from the outlook. Select this one and select click on Member button and click Okay. Then you can select these options to update later on. You can add or remove from here. You can give any notes if you want, and you can forward this group if you want as a contact outlook contact or in the V card format. Once you're done with it, you can save and close, and now I can see the project A added in my contact list. So now, if you want to send the e mail to all from this window, just select, and from here you can select this option. So we will get the new e mail message window with Project A. If you want to expand their e mails, just click on this plus sign and click Okay, all e mail IDs with their name will appear in the two box. So you can see, you can type their message. You can enter the subject, type the content, and you can fire the e mail by clicking on this Sen Putin. We can also select the groups. Go to your e mail window, click on new e mail, and you can select your group from here. Or the second way you can delete and you can just start typing that would appear automatically, and you can enter the subject and you can send the e mail and you can save a lot of time by using this option. So that is very good option to maintain your contact in the groups for saving your previous time. So let me give your query if you have in the question answer section. I'll give my answer as soon as possible. Thank you. 31. INTRODUCTION OF CALENDER AND SETUP NEW APPOINTMENT: Hello, everyone. Welcome once again in this section, we are going to start calendar. Calendar in outlook help you keep track your schedule and important dates. You can send reminders so you don't forget any important events. The calendar let you view your schedule by day, week, month, or even you can also share your calendar with others to coordinate meetings. You can also see shared calendars of anybody in your outlook so that you can check the timing. Using the outlook calendar help you to stay organized and ensures you don't miss any important appointments or events. Let's begin. This is our outlook and here is a calendar. If you click over here over the mouse, you can see the preview of your current month, which is going on. By default, we can see the day and in which we have hourly. Right now, the 3:00 P.M. Is going on, so the cursor is over here. You can see a horizontal line, which will be going down whenever time increases. You can change it to the different view, just come to the home tab and come to the arrange, and here we can see work week. All working days will be appear over here and here Monday, Tuesday, Wednesday, Thursday, and here we can see the different times. We can see the week wise as well in which Sunday and Saturday will be included. We can go by month, but here we cannot see any time, but we can see a particular date. We can see all our appointments, meetings over all dates. A will be highlighted with the different colors we set, and we can see the schedule view as well. Today, we do not have. We can change the date by clicking over here or we can select any date from here as well. Below of the calendar, we have calendar option in which we can select different options. Let's say right now our zone is US. We can see the US Hal days. If you click on that, so we can see the separate calendar. With holidays. If you click on this arrow, it will be merged with our present calendar. So you can close that one and we can see the birth date. We can see the other calendars as well. And here we can see the shared calendars with us by anybody else. Let's say your boss always share your calendar so that you can have proper timing and appointments with him, and you know his schedule as well. So that option is very good. These are the few features which we can use. Now we are going to start by new appointment. Click on new appointment from the Home tab. Basically, appointments are different from the meetings. In the meetings, we need someone else. We need to intimate him or people who was invited in that meeting. But in the appointment, That is for self only. Maybe I have some appointment with the doctor or I have some task to do, so I want to keep busy at that time, and I want to see my calendar, and that will be displayed to other people to whom I have shared my calendar. If you click on that, so we can give any title, let's say we want to learn something or doctor appointment or personal appointment, doctors personal appointment. We can note anything, we can give our text, and that is very important when it is going to start. Just click on this calendar button and from here we can select the date. Let's say 24th of July and that will be ended on the same day. And here I have option all day. If it is that appointment is going to full day, I can select that one or I can provide the particular time by selecting here. Let's say that appointment will start from 112. 12 only for 1 hour, so we can select the timing as well, and we can also mark the location. And here I can ter all the text contained, go to the format text, all options which we already discussed in the e mail section. All are available, so you can design or you can enter picture. You can insert any image icon three D icon, all are available as a formatting. Now coming back to the appointment, Here I have one more option, recurrence. Here also that is available. Let's say I have recurring appointment weekly at the same time with the doctor. Just click on it, the new window will appear. You can see the start appointment timing. It will start and that duration. Here we can set up the recurrence. It would be daily, weekly, monthly, yearly. Right now I have weekly. Here I can select when it is going to recur, every Wednesday, every Sunday, Monday, whatever it can be selected. Below that, we have option range of recrans. It would be started from 24 July, so that we can provide a particular date by which that will and we can also select how many occurrences we want. We can enter the number of occurrence of that event. And we can select no and date. It will be recurring every week on Wednesday at that particular time. There is no need to provide that appointment time and date every time. Once you're done with it, let's say I'm going with the five occurrence only, and if I click, if I save and close, and you can see every Wednesday. Five appointments will be saved in my calendar, and these all are highlighted. If I go by day and if I move to 24th of July, at that time, that will be displayed in my days schedule. Now I can see and I can see the work week as well. And on weekly and monthly and here I can see the scheduled view. These are the options which we discussed in this video related to the appointment. In the next video, we will discuss about how to set up our new meeting. 32. USE CATEGORIES IN APPOINTMENT: Hello, and welcome once again. In today's video, I'm going to give you one great tip regarding the categories in the appointment. We learn about the categories in the e mail section in which we created different categories. We can check these categories from here. We go to our e mail section, and from here, we have categories in the tax section. So we have created accounts billing dispatch, marketing, project, and project two. We can create, you can just go to my previous video, and then you can watch how we can create. That's very easy, actually. So once you design that, we can use these categories in the calendar appointment as well. So let me show you how we can. So that's my calendar, and I have appointment on 26th. So I'm creating my new appointment from here for training. So I have to take some training for project management. So project management training. And time will appear automatically. So that will be all day event, so I'm selecting all day then I have saved. So, but that way, we can create our new appointment, and now I can assign my categories in it. So whenever I want to search any appointment, so we can also search by the category. So first of all, we have to select a particular appointment tab, then appointment tab will appear. From here, we can see the categories. Just we have to click on it, and then we have to select. Let's say this training is related to the Project one, so I am assigning that category. And now if I search from here, then Search tab will appear. From here, we have to select our particular project, and then related to all the appointments with this color code or the Project one will appear over here in search results. So we just double click and we can check when it is going to start, when it will happen or something like that. We can use this quick tip in the appointments, and we can use categories effectively to increase our productivity. 33. SCHEDULE A NEW MEETING: Hello, everyone. Welcome, once again, in today's video, we are going to discuss about how to schedule a meeting and its related options. To starting a new meeting, come to Home Tap. In this new group, we have option called new meeting, click on it. It will open the new window for scheduling a new meeting within your organization or outside the organization. So it is quite similar, but we have a new option for inviting the people. Because in the appointment, so let's start exploding all the options. On the top of that, we have to provide the title of the meeting. Let's say we have team meeting regarding Project A. And here we have to select the participants. Click on this required button and select the people you want to include. And here we have three options, required optional or resource. So select the people accordingly. So I'm inviting in required option and I click. And here also, you can provide the e mail IDs of the optional people. And here we have to define the time. So let's say that would be starting on 26. So as we can see that, that is suggested times, which is available. And I'm going to select 20, let's say, this one. So here we can see the suggested time automatically. So here I can change the time. So let's say, this will be started from 10:00 A.M. To lunchtime. And here we can define the locations. If you are in organization, your IT admin team already defined some places or the rooms. So you will find these over here. But as my outlook is individual, as I'm using individual version of outlook, so I do not have, but I can type the location. And here we can define any text or we can attach any file. So let's say I want to attach a file, so we can browse a file, and let's say sales contract, and I can insert that one. And here I will type my message that dear Team, please review the sales contract before meeting or any text which you want, all options related to the formatting which we already discussed in the e mail sections are available, and come to the format tap. Here are the formatting related options, and these are the inserting picture, shapes, icon, screenshot. All are available. So you can use any After completion of this, we have to click on Sin Button to send the invitation. So all these two people will get the link to join the meeting. So I'm going to click over here, and that appointment will be available into your calendar as well. So here we can see if you double click on this day, we will see by timing as well. So let's say go to the day wise, and here we can see T team meeting regarding project, A. So by that way, we can schedule our meeting. And let me explore some more options related to the meetings. We can track the invitation whether the recipient has been accepted the meeting or not. So you have to double click on it. That will open the meeting request in aditing form, here it is. And here we have tracking option. So we have sent the meeting request to Admin at Vittorial or Mahavira Vittorial. So they have to accept it. Once they accept, here, their response will be stored and you can see whether they have accepted or not. So these are the options for scheduling a meeting. Thank you for watching. If you have any queries, just let me know. I'll try my best to give the answer as soon as possible.