Microsoft Outlook Mastery Course: Everything You Need to Know

1. 1 Introduction video: Hello and welcome to this new course. In this class, you will learn everything you need to know to start using Microsoft Outlook effectively. We'll start with how to send an e-mail and how to track that email to know exactly it. Let's see if I did open your email or not. All received the email to begin with, you will learn how to use signatures and how to add email signature easily. How to arrange your emails using folders, using categories, and using loads. You will also learn how to script steps to save yourself a lot of time. The end of this course, you will be able to create your own rules and to manage your email inbox so that you can get to the 0 email inbox point. You'll be able to filter all the incoming emails. You'll be able to flag the emails that are really important. You won't be able to create appointments, meetings, use the tasks embedded inside Microsoft Outlook. Use that people, all contacts function effectively. Use the calendar with the e-mail inside Microsoft Outlook. Microsoft Outlook, that very powerful tool. And I'm sure at the end of this course, you'll be able to use it effectively. Be able to mark emails in a certain color. So when your boss send you an e-mail, you'll be able to recognize it. Among other emails. I'm sure that this class will turn you from normal person using his email, too. Powerful employee who can manage his e-mail list and who can't send and receive emails effectively with follow-ups and alerts. Thanks for watching this intro. See you inside. 2. 2 How to add email accounts to Microsoft Outlook: Now after installing Microsoft Outlook, you can go to the Start menu and type Outlook. You will open the app. And in this lab, you will get to enter your e-mail account login credentials. Now, this Microsoft Outlook software works would Hotmail outlook Gmail accounts, and even your outcomes. So it's like an all in one experience. So I will use my Hotmail account. Once you click Next and click Enter, it will ask you to enter the password for this email address. And if you have two-step authentication enabled, it will ask you to add more information. Now since I already have this account length, I can easily add it without entering the password because it's basically my Windows account. Now if you want to add another email address, you can simply buy bit here. And even if this Gmail that will connect it without any issues. As you can see, accounts successfully added. Now, once you are done with adding all that counts, you can click the Done button and it will start loading your profiles. As you can see, loading outlook usually takes some time when it first loads. But after that, it will load faster because it already downloaded all that counts information and folders to your Windows PC. Now, this is all user interface and this is our main email. Now we'll talk about everything and few lessons, and we will cover the user interface. What does it for this lesson? You did learn how to add your e-mail accounts to Microsoft Outlook. See you next. 3. 3 Getting Started with Microsoft Outlook: Now let's start talking about more configurations that you can do. Now we can go to the File menu and inside the NFO, you can click the Add Account option to add other accounts as well. It will show you the same undo that What's shown in the previous lesson. And here you can enter your e-mail account information and now you can also check your emails. Now this is the favorite section. And here we have each of your e-mail addresses. And this is our Hotmail account, and this is our Gmail accounts. Now, when you click on this sign, the UDL, you can see the folders that you have inside your e-mail account for each of the emails. And you can see the number of emails that you haven't responded to. Now usually it will keep loading new emails. And this favorite is basically where everything shared between these email accounts is placed. Now this inbox is basically the inbox of this e-mail account. And this e-mail account doesn't items for both of these email accounts that drafts the archives that deleted items. So this is a shared folder created by outlook to manage all of your email accounts in one place. Now the main thing that we will cover here is the inbox. In the inbox you can see a list of fewer emails. And these are the new e-mails that I got. And you can see that the emails that are not thread are involved. Now, if you did read any of these emails, it will turn to unfold. Now you can click here to mark it as read without entering their email. Or you can click this spot again to make it a 100. So clicking once will turn this term to being red. And this is now showing the email as a 100. Now to change how this view. Now, let me show you. Now this is an email from Apple and this is the actual e-mail I clicked here, and emails showing up on this area. Now if you want another view, you can change the view by simply going to the View menu and click Change few. From here, you can change this from compared to single and from single to preview, as you can see. But the best of you is the Combat view. And it's the default view where you can see a list of your folders unless a few emails. And here you can click on any of the emails to see it on the screen. Now let's say that I did see this email and it's now unread. I want to turn it back to us now read sorry. And they want to tell it back to a 100, I simply click this blue bar. This is the first step. Now let's talk about how to delete a message. Let's say that I don't, I want to delete this message. Ready? So all the information inside it, you can simply click this, delete the item icon and the item and go to the deleted items folder. If you clicked here, you will see the item inside the deleted items folder, which is the email that we just deleted. And you can click again on the delete the item icon, and here you will get a message. This will permanently delete that email. Do you want to continue? Click Yes. And now the e-mail is gone. Okay. Now this is the first step. Another way to delete that deleted items, if you have too many items, is by clicking here and clicking on empty folder. Now if you have any emails, there will be deleted permanently. Now the patella way of dealing with emails and sort of deleting them is by simply saying archiving them. Now, as you can see, if we went back to the home menu, you can click any of the emails and then you can click on the Archive icon. Now this e-mail out the email that I archived will move to the archive folder, which is this folder. And you can see it in the archive folder here as well. And this means that it's not deleted, but it's hidden from the inbox because I already read read this email and I have all the information inside it. I don't want to delete it because I might need it for future reference. So the best solution for this situation. To click the archive I too icon and it will move the email from your inbox to archive folder. And this is what I do. I don't delete emails because you never know you might need an email in the future. Now, one more thing that we need to talk about is the symbols. Now this is called the flag symbol and we will cover it later. We also have other symbols that might appear on your email. Now, there is a blue arrow like this. Arrow means that this email was forwarded to. Now, if there is this arrow, as you can see, it means that this e-mail you have applied to all you are, what you have participated in that applies that we're in this email. And usually the icons appear on the scarier. So this one means that the email is for logic. And this one means that the email is, has a reply from new. And it's an easy way to deal with emails. Now there's also another way to arrange the emails inside your area or this area. Now, you can arrange them, the dates or by the person that these messages were sent from. Or two. You can even arrange them by size if they have attachments by subject, by type. And by that attachment itself, you can solve them by the news 2 on top or oldest on top. Now, you can show the unread emails only and this area. Or you can show all emails. Now what I do prefer it's showing unread emails only because if you have already read an email, there is no need for it to appear. And this area. Now one more feature that I like is the search feature. The search feature is basically a feature that helps you find an email by simply typing somewhere. So let's in iTunes or Apple. Now Tool show you all the emails that you did receive from Apple. And as you can see, here are the emails. These are the two presents two weeks ago. And basically the first result is the best results now. And the top plus alt tab. I have three emails from Apple, as you can see here, here and here. And you can easily find an email or contact by simply searching using this part. More features will appear once you started the searching process. Now, as you can see, you can specify all mailboxes to search all your mailboxes for results from Apple. Or you can select current mailbox, which is the Hotmail mailbox. Now you can even select the Form which is searching by sintered. So let's write iTunes. If you already know that email, we already know that it is. Do not select line. Items. Look on, hit Enter, and as you can see, there are no e-mails from this. So let's cut barrier down. Now. Anything that has ADD itunes.com and that from area of email, it will be displayed here. Now you can even select to filter results by subject or by showing them only that is honest, that has attachments. As you can see, none of the e-mails has dash min. That's why this filter won't work. Now once you are done with the searching process, simply hit the X icon and you will go back to your inbox. And alone. Nice way of looking up your emails is by simply going to the filter Email tab here and show only downloaded emails. Now, once you click on it, we'll change the view here. You can change this to any other thing. And as you can see, it's basically a search function. Now is dead. No. Now you can close this and you can't go back to filtering emails by showing only the emails that had attachments. By clicking here has attachment or by the category. And we'll talk about later on by showing only the flagged email. Now we already mentioned the flag. You can simply click on the flag on any of these emails like this flag. And if you choose the filter to show only flagged emails, it will only show the e-mails that has a flag. Now, as you can see, it's searching to see what emails has flagged. And as you can see, it's still organizing. So it didn't show the results, but it will show it eventually since the software is still loading. Now, another thing that we need to mention is inside the filter email is that you can filter them by the important, you can mark on email as an important email so that you can follow it up. You can categorize your e-mail list by creating a new category for a specific email. And you can add more filters. We will talk about that later. But that's it for this lesson. I'm sure that you have learned a lot. Don't move on to the next lesson before applying the knowledge in this lesson. So make sure that you go and install Outlook connected to your account. Start using the search feature, the filtered email feature, and starts like playing with the software to get used to it. And try deleting and archiving some of your emails. Thanks for watching this lesson. See you all next. 4. 4 Conditional Formating in Microsoft Outlook: Now let's talk about a more advanced topic which is conditional formatting. It's a very nice feature that lets you add conditions in which you can configure the email. So any new email that comes to you for Adobe or Apple, you can archive it, you can label it, you can add it to our category. All you can do anything you want with x. Now, to do this, you need to go to the View menu. Then from the view menu, go to View settings. Now click on the Conditional Formatting Feature. Here, user-defined fonts on each message. Now click on it. And here you will see the conditional formatting rules. Now the formatting that we will deal with here is basically that formed formatting will change the font depending on the sender. So to create a new full, here, we have already made rules by Microsoft or unread messages under the group headers and et cetera. As you can see, the color change depending on the status. So to create a new one click Add and listening image named with your name or the rule itself. So partial of, let's say Udi. Now, the next step is adding the font formatting. Let's say that you want to add, let's say bold, big font, and change the colors to pair. Then click. Okay. Now we have the font, we have the name dot. Last thing is the condition itself, which is what we will work with. Now. Now the next step is including our world here. Now to search for the world and the e-mail title. And if it is there, it will change that color. To make this e-mail unique. Usually this world must be your company name, all your hostname to make sure that you don't miss any new email from your boss. Now let's add apple. And the phone message you can add at Apple or add itunes.com. Now this will help them filter look for an e-mail that comes from Apple at items that gone. Now, if you want, you can specify that sent to e-mail. So anemia and that you have sent to someone. And you can add the e-mail of that person here. It will change the coloring of this email. Now, the last thing is pressing, Okay? Okay, and Okay. Now, if the filter applies to any of these emails, it will directly change the coloring. So let's take the schema and add it to the film. Brought back the view settings will back to Conditional Formatting. Ashraf and she used the e-mail address for happen. And to move the upload. Now usually we use the from email address to specify this filter and we change the color to make it unique. Once you do that, as you can see now, inside my e-mail list, you can see that Apple email is in a different color. Now because it was sent from the email that I have specified. Now you can change this with your boss e-mail or your company man email to change the coloring and make it stand out from other emails. This is Conditional Formatting. Now next we will talk about flags, which is another nice feature that you can use inside Outlook or Microsoft Outlook. Thanks for watching this lesson. See you next. 5. 5 Flags in Microsoft Outlook: Hello and welcome. This is your last one, which we are going to talk about, flags and Microsoft Outlook. Now flowers are basically a way to keep track of important emails that requires follow-up. So let's say that's this e-mail from Apple requires a follow-up from me. All what you need to do is to press on the flag icon right here. Now, it would be flagged, as you can see. And the red flag will be on, means that you need to follow up this e-mail. Now, another thing, Let's flag this e-mail from Adobe. And once you have all of these e-mails flagged, you can easily see them in this menu. Now, let's go back. As you can see, this menu is called the Tasks menu. And here it shows all the flags email. Now I'm telling you to like home over without clicking on this menu, to see a list of the flags emails. Now if you want to see a full list, you can simply click on it and it will turn the view to the data view. Now these e-mails needs fall out from me and I must follow these emails. Now, these two or these three emails that I just flagged are flagged for today because I just flagged them. Now, once you click on any of these emails, it will show up in that ICT and you've got to spawned or do whatever you want. And once you are done with it, you can click once. And this will be removed from this area. Now if we went all, if you want to go back to the emails menu, go back by clicking here the mail icon. Now let's say that I'm done with this email. Click once on the flag and to turn to this checkmark. The checkmark means that this item once flagged and I'm done with it. So now it has a check mark. I don't need to do anything else with it. And this is a very good way of tracking the e-mails that requires some attention and that requires follow-up, all that requires you to do something. Then we'll back and remove the flag just to make sure that you are not forgetting what you need to do or what have, what you have, what, what has to be done, you know? So when you click a flag, you basically flagged the item for today. So this item must be done today and you must do it today. What if we want to flag an item for tomorrow, this week, next week, or a custom date? Well, you can simply do that by right-clicking on the flag itself. And you'll get a menu. And I'm saying it right-click, not left-click. Now, leg to model, it will be flagged with a different color. Now should collect here. You can flag it for next week. You can flag this e-mail. Let's click on the flag itself. Sorry. You can add a reminder. You can mark it as complete as you can see, or you can create a custom flag. Now, this custom flag can be of a specific date. Let's say on three December, December 3rd. Now, I have all of these flagged. If you go to this menu, you can see all the flag items. Now, I usually don't use a scrolling feature. As you can see, sometimes it the severe. So click once on it to see here we have that today flagged item tomorrow, next week. And here we have the next month lag items. So by entering the Tasks menu, I know for sure what needs to be done and when to do it. Now, once you are done with all of these, simply click this icon and it will be removed from here. And you have nothing to do with it. Now if you went back to the meals, you will see a checkmark over the items that you have finished, as you can see here. And this is how easy it is to use the flag future. Again, it's a very important feature that helps you keeping track of the tasks that you need to do. So if your boss assigned your task and you have to deliver this task at a deadline, let's say a week from now, you will most likely forget. But using the tasks feature, you can easily keep track of the most important tasks that you need to do in order to respond to these e-mails. Now what's spit out is that you can even add a reminder. You can go to this e-mail right-click are the reminder and you can flag to follow up. And start date for this is December 4th. And here is the reminder. You can ask it to remind you a day before the deadline, which is December 4th at two PM, let's say. And this will be the sound that will play on this reminders time comes. Simply click OK, and it will be flagged item with adding bill beside it to indicate that you will get a reminder when the deadline comes or are they before the deadline? Again, it's a very nice feature to remind you of the most important tasks that you need to do. That's it for this lesson. If you have any questions about anything, please ask. I'm here to help. Next, we are going to talk about another feature that is that categories. But that's it for the flag features. Thank you for watching this is Ashraf. See you next. 6. 6 Catergories in Microsoft Outlook: Hello and welcome. Now another way of organizing your email is by using categories. Simply go to anemia and right-click on it. Go to that categorize. And from there you can select the category if you want to add it to the orange category with this label or to the little category with this label. Now, you can also select all categories. And from here, you can add a new category. Let's call it important. And let's give it added colors. This is the name of the category, this is the color. And you can even add a shortcut key. Control plus F2. Click Okay, now we have this category. You can add another category, not important. And you cannot buy a new color. Control F3 and click Okay. Now you can even rename these two categories or remove them. Now once you click Okay, we have added these two categories, important and not important to the same e-mail. If we want to remove them, we can simply go to categorize clear all category, then right-click to add only one category which is not important. Now as you can see, it has a golden yellow indicating that this is not important email. Now let's add this e-mail as unimportant e-mail. This e-mail as unimportant e-mail. And as you can see, it has that at sign here. Now, in order to see only important emails that we added to the category called important that has Dalit color. Go to the home New, and from there go to the filter email and select categorized. Select important. Now to only show the important degrees inside our email, but select all mailboxes here. Now, we are not seeing the results because it's already still loading the email list. So the filter is not applied yet, but this is the way to do it. Now, again, this will show you the important emails in this category. And you can play with the categories by simply going back to the home menu and select n box, scroll down. These are the e-mails that we categorize. Now, you can even and the categorized, as you can see, as a filter for showing your emails. Now we can see the important emails and they're not important email. That's it for the categories feature. Another nice feature that you can use to organize your email if you wish. Thanks for watching this lesson. This is Ashraf. See you next. 7. 7 Folders and Rules in Microsoft Outlook: Hello and welcome to this new lesson. No child going to talk about folders. Now, folder is dies. Another way to arrange your email inbox, as you can see in books here is a folder, sent items is a folder, drafts, archive, deleted items. All of these are folders. Now, if you want to create a specific folder on which you can add emails that you receive from a specific destination. You can right-click on any of the folders, click New Folder, and let's name it Instagram. Now, once you do that, you will get a new folder called serum inside your inbox folder. Now, let's drag some of the emails that we receive from Instagram to this folder. You can manually drag this e-mail by simply holding your left mouse button and dragging the e-mail inside your folder. Now, you can keep scrolling and add any email from Instagram to this folder. And once you click on the folder, you will see the email that you have tried. Now, if you want, what we did here, it is a manual transfer of this email to the Instagram folder. Let's say that we want to automatically transfer anemia that we receive from Instagram, from the schema and address to the Instagram folder. This can be easily done by right-clicking on the e-mail itself, going to the rules section. And click always move messages from Instagram. Now once you click on it, you will see a window that tells you where do you want to place that email that comes from Instagram? Simply select the folder. Or if you want to create another folder, click New, and call it a new folder and place it whatever you want. Now, since I already have an SLR folder that I just created using the normal method. I can click. Okay. And now we have a rule that would move any e-mail that we will receive from Instagram to this folder, which is basically that Islam folder, that is a subfolder of the inbox folder. Now the rules created and any email that you received from a single-arm will be placed here automatically. Now, this is one way to other contexts. You can create more than one sub folders like Google, Social media boss, company name, and an email that you'll receive from your company will be placed here using the rule. You can create simple rules by assembly and go to any of the emails that you received. Let's say this Microsoft Store e-mail and right-click and go to rules. Always move messages from Microsoft Store. And in here, we need to create a new folder. Let's call it Microsoft. And click. Okay. Now this is the Microsoft folder. Click Okay. And now every email message that will come from this email will be placed inside this folder that's called Microsoft folder. As you can see, I already have four emails and now another note is that you will see a number here indicating the number of emails that have a 100 status. Now, selecting all of these as unread, as you can see. Now we have the number 1. Now click again. It will go. That's it. Now if you're looking to manage the rules that you just created, folder, e-mails and folders. You can go to the Home tab. And from the rules, you can see the two items or you can create a new rule, or you can manage Rules, alerts. Now, you can delete any of the rules that are placed here by simply hitting the delete button, you can create a new rule and follow along with this rules wizard to specify what you need to do. More messages to someone, to a folder like what we did, or more messages with specific words and the subject to a folder. And out of other rules. Now, you can even create and manage alerts. So if at all is executed, you can simply create an alert to see what will happen. Now since we do not have any alerts source setup, you need to create an alert source by creating or linking Microsoft SharePoint server. But this is like an advanced feature and it's rarely used. Now, going back here, you can create a new rule, delete, copy a specific rule. And these are all the rules that I have previously created. Now you can uncheck them or shrink them. You can delete them. And here you can see that all description, what each of these rule does apply this rule after this message arrived from App Store over to the folder called Apple and stop processing models. Now, click Okay. And that's it. These are the rules and this is how to create a folder and create a rule so that any new email that comes to your inbox will be placed inside this folder. If you have any question about folders and rules, I'm here to help. Thanks for watching this as partial. 8. 8 Quick Steps Feature in Microsoft Outlook: Hello and welcome to this new lesson in which we are going to talk about quick steps and Microsoft Outlook. Now this is a very nice feature. We use it all the time. It makes your life easier. Basically. This is a feature that exists in the Home tab under the quick steps button. And here you can see some of them. You can simply click here to move an email anywhere. You can click here to create a new email to your team. You can take here to forward this email to your manager. You can click here tomorrow and email as done. Or you can click here to reply and delete a specific email. Now, let's try this out. If we went to the Instagram, we can simply mark this as done by clicking here. Now first-time setup, this is the tool name, Mark Complete, moved to a folder. Let's move it archive and mark as red. Now when you click on Done, it will move it to the archive folder and it will mark it as done with one quick step. Now fluent back here, we can scroll down. Look at these emails from Apple. Now this is an email that I want to move to a folder. Now you can simply click here and click New quick setup. Choose move to folder. Here. You need to write moved folder, move through Apple folder. Now you can select the folder from the list. Here it is upland, and you can choose to mark as red or not. Now, click finish and you have a tear move to Apple. Now when I click on this e-mail, I click Move to Apple. It will be moved to the Apple folder right here. Now if I click tier also Apple, again, it would move it to Apple folder. That's it. Now, if we went back with an Instagram, all the Microsoft folder, you can do the same. You can either my them as done for the e-mail to your manager and do a lot of things. But that is not just that you can even create. And new week's tip that is very complex. Now go to New Quick Step. By clicking here. New Quick Step and select Custom. Now here you can create a customized quick step that has more than one action. Now, let's call this important. The first action that we need to do is to mark this message as important. So we need to categorize it and choose the important category. The second action is basically, let's follow this message to Our boss or my other, email, others in that case. And the third action is flagging this message. Now choose to flag it for this week. Once you are done, you can even add a shortcut key, Control Shift plus one. And click Finish. Here we have the important flag. Now once you select that e-mail, click on the important and it will be flagged. Let's move this aside. It will be flagged. It will be marked as An important, which is the category of important emails. And you will see this new window, which is a new email window that will let you add anything you want to this area. I please follow up. This fall for the formation of foil I. Now you can simply hit Send and the e-mail will be sent. So we did three actions in one goal using the quick steps methyl, Sorry, nice method of dealing with important emails. Or if you want to for all the specific e-mail to your manager. Now you can simply click to manager, and it will show you the Name Manager. And here you need to enter your manager email address so that any new email that you want to send to your manager, who will be sent directly by simply clicking here. And this is only a onetime or first-time setup. A very nice feature. I recommend that everyone of you use it, configure it so that it will make your email experience our much easier. Thanks for watching this lesson. If you have any questions I'm here to help. This is Ashraf. 9. 9 Sending Emails with Microsoft Outlook: Hello and welcome to this new lesson and we'll trial going to explain how to send an email and the features that comes with that in Microsoft Outlook. Now to send an email, you can simply click new e-mail and then you email window will appear to you. Now this window has a lot of features. We will start with from, which is basically the email that you want to send the message from. Now if you have more than one email, there's an arrow here. You can choose the image that you want to send the message from. Now, I will leave it to default to is basically the email that you want to send the message to. And we'll show you a list of recent people to select from. Or you can simply write the email address and hit enter. Now, if you don't remember the email address and you don't have a recent menu, you can click that to Icon and search for the email. Now, once you start typing, it will show you a list of your e-mails so that you can easily pick one of them. Now, there's also the SCC menu. And the SCC is basically the carbon copy. These are the people that you want to send a couple of scheming to. And if we want to load that they were cc'd. So Ashraf will know that the same Muhammad or anyone, you launched his name here. It was cc'd and this list. Now, let's say that you want to send a copy of this e-mail without anyone knowing this, I can simply do that by clicking the CC icon. And here, down here we have that VCC option. Here you can type the email that you want to send the message to. And you don't want anyone to law. So it's blind carbon copy. So Ashraf, one know that Adrian's team at gmail.com deceived our copy of this e-mail. But if you place the email and this area, as lawful know that the change team at gmail.com received a copy of this e-mail. That's why this is called a blind carbon copy. Now another way to show that BCC menu here is to go to the Options and select BCC. Now we have it here. You can add the emails that you want. Now, let's go back to the main messages tab. Here, we need to add our name for our e-mail, new email from national. Now here you write the body of your e-mail. So we start typing the SRO. Finally, find that document and you need to add regards. We'll talk about that. Now this is our email. We can add some, let's say formatting by increasing the font size, changing the color, adding foreground or background color. Changing the text alignment to the middle. I'll give it to the left. Now, if you want, you can clear the formatting as you can see, and you cut him off the background colors or do whatever you want. So this is basically like Microsoft Word. You can do whatever you want. Now let's say that I wanted to send an attachment, simply go to Attach File and choose the attachment that you want. Now, I can attach any of these things. Let's say that I want to tell you this script. It's a very small script. And this is how to add an attachment. This is how to, By the email subject line, that email buddy. Now once we are done with this, you can also add a follow-up to this email or market as high importance or low importance. Now this will appear in the center because it will show him that this is a very important email and he needs to respond immediately. No importance means that this is a low priority email and he can take his time to respond. And once you are done, you can simply click Send to send the message. Now let's say that you don't want the Senate now, you can click the plus sign. I'll tell you we saved a draft of this message for you. Want to keep it? Click Yes. Now, the message will be moved to the drafts folder, which is basically this folder. Now, let's check the drafts folder here. Now here you can see all the drafts that I was sending, but I didn't. Now you can pull up one of the drafts out by clicking the pop out icon and you can change the symbol older TO email. Let's change it to my email address. So that we got to see with and see what's inside it all in L. And here we will add high importance and we cannot dash I document. Then if you want to send it, simply hit the send button. Now, the e-mail will be sent to the email that we have assigned and we can't see then you will email and our inbox. If we have checked all animals. This is how simple it is to send a new e-mail. And you can check your inbox to see. Then you will email. Sometimes it takes some time to load. Now we have 467. This is the new email that we have sent. As you can see, it's marked as high importance. And this is that dashed line. This is the e-mail body and this is the email subject line. Now, if when you are sending an email, there wasn't an internet connection or there was a problem. It will find this email in a folder called outbox right here. This is the outbox emails. And usually it shows you the emails that are being sent. Now once the email is sent without any problems, you will find in the Sent Items folder right here. This is how easy it is to track the ascent items. Now let's say that this is an email that we received from our inbox for loop. And you want to respond to this email. We can't respond in more than one way by right-clicking the e-mail and hitting Reply button, or by clicking that button right here, or by clicking the button by button right here. Now once you click on it, then you email window will pop up and you can life noted. And you can also importance to your response. And click Send. Once you look like this email, you will see this sign. It means that this email is one of the emails that you have read and you did reply to this e-mail. Now this sign means that it has an attachment. This means that it is of high importance. And this mean that the email is not flagged. And now we receive that apply as you can see here. Now there is also the Reply All button where if this email was sent to more than one person, you can click the blight all send that apply to all of the emails that are unserved. And they're all from the sender email. Now, we also have another option. Let's discard this. We also have the four old e-mail future, which helps you forward an email to someone else and lists for all the thoughts so it makes sense. Now we will receive a follow-up e-mail here. And as you can see, this sign means that this email was full order to someone else. Now, once we receive that email, you will see it in your inbox with the full road sign as well. Tuan, take long. As you can see, this is the email that we have received and it was followed the us. But knowledge I'll e-mail was this one that has the follow-wall time, as you can see here, which is this. Now this is everything you need to know about sending and your e-mails and dealing with the new emails and applying the CC and BCC. Next, we are going to talk about signature on how you can add a signature or your own signature. She will e-mail. Thanks for watching this lesson. This is Ashraf. See you all next. 10. 10 Signature: Hello and welcome to this new lesson in which we are going to talk about adding a signature to every e-mail that you send using Microsoft Outlook. Now to an end with the signatures go to File. And from there go to options. From there, we'll go to that mail tab. And once you are inside the metal tab, you can see the word signatures, which is used to create or modify signatures for messages. Click on it and you will get the signature. And it's a wizard. Now to create a new signature, click New, and let's name it business signature. And in here by tool business signature lists out mobile number and website. Now you can even create a new acquaintances first, save this. We haven't saved the changes. So like it again, web, WhatsApp. Now once you're done, hit the Save button. Now we have saved the first, initial, create, a new one, call it personal and hit okay. Now this Ashraf, first solo. Now you can adjust it, make it bold and 16. Change the font type. Make it in the middle, change the coloring and whatever you want. Now once you are done, click Save again. Now here we have very important options. These signatures will be for this e-mail account. For your series will use the business signature. Now for the replies unfolds, we will also use there isn't a signature. You can use the personal signature or any other signature as well. Now, you can choose the other email and choose the associated signature as well. Now we have both of these emails, each assigned signature. Now once you are done, click Okay. Click Okay again. Now when you create a new email, you will see that once you clear then you email, you have the signature written here directly without having to write it on your own. And this is a very nice feature. It's basically a way to add your own signature. Now, Let's say that you forgot to add a signature. All you needed your personal signature here. You can either move this, you can go to the signature and hit personal. It will add your personal signature, the one we created directly. But I prefer the automatic methods of adding signatures. Now, that's it on how to create signature that stand out for you. I prefer that law to live my name, my job, my company that I worked for, my whoop, psi, my whatsapp number, my Skype number on my signature so that anyone who wants to reach out to me can easily child without any problems. Thank you for watching this lesson. See you next. 11. 11 People and Contact in Microsoft Outlook: Hello and welcome to this new lesson in which we are going to discuss contacts. Now, Microsoft outlooks helps you manage your contacts as well as your e-mails. So here is the Email tab. If you click on the People tab, you will see a list of your contacts. And as you can see, I have money. Now in order to add a new contact, you can simply hit the new Contact button and you'll get this window. You can choose the image, the full name, the e-mail address that display as name. If you have outside, you can add it here, Skype your candidates here, fill out their fax number, their home, respond to any other type of inflammation. Once you are done, simply hit the Save and Close button. Now, another way is by importing a CSV file that has all your contacts from another platform or from Gmail or any other location. Simply go to File, Open and export. And here we have import, export. Click on it. And you'll see our wizard choose import from another program or file, then hit Next. Now, choose comma separated values or CSV file, which is basically the, let's say common format for Contacts Backup. Click Next. Now it will ask you for the location of your CSV file. Click Browse and located, and choose from here, do you want to replace duplicates or allow them or do not import duplicate items, will usually allow duplicates to be created and hit Next and to start importing new contacts. Now, another thing is that contact group. Now let's say that you work in a big company and there are 10 people who work in this company that you need to send you e-mails to, but you don't want to go through the hassle of adding their emails one-by-one. And this is why we have low contact group option. Simply hit New Contact Group. And in here you need to. Now. And yet fuel robot name, let's call it information thick. Now let's add members. Click this option. You can add them from Outlook contacts, from address book. Or by adding new email contact. We will choose from Outlook Contacts and I'll start typing the email address. And once I see emails that I want to send emails to, this is a Contact click members and it will be added here. You can keep scrolling until you see other contacts. Members. Again, members, members. Now once you are done with adding all the emails, click Okay. And there will be added to ungroup. Once you're done, click, Save and Close. And now you have a group called information technology. Now harm, how am I going to use this group? Now, let's see this group. Now go to the e-mail menu. Click New Email. And in the tool section are the globe Nim information tech. This is the group. Now by sending the e-mail to this group, it will be sent to everyone in this group. Now as you can see, this little house for emails. Now if you want to expand them, click the plus sign. Click. Okay. And we'll show you all of these emails. You can't remove any of these emails if you don't want to send this e-mail tool. And this is how easy it is to create a group form, a set of emails. Easily send email and bulk without having to lie every person email each time. So you can make a group for your friends, for your company, or group for the people you work with. And name it with the name of the company. So that when you're sending an email will be sent to all of them. It's the easiest way of sending email to a lot of people. Thanks for watching this lesson. If you have any questions, I'm here to help see you next. 12. 12 Calender and Appointments in Microsoft Outlook: Hello and welcome to this new lesson in Welsh while ago, talk about calendar. Calendar is used to manage your tasks that line, and your appointments, your meetings, and everything inside Outlook itself. Now, you can go to the cylinder by simply clicking on the calendar icon or that it's on the left side or on the bottom. And here you can see your calendar. These are the meetings that I have and I see a monthly view, a weekly view, or a workweek already, but I usually go for the month view. Now, you can also check the schedule view to see only the scheduled events month of you is the best one in my experience. Now here you can see the temperature for today, tomorrow and Monday. You can't change and add your own location. And as you can see, you can select the country. And it will change the data depending on your location. Now, this is today, which is November 13th, and you can add a new appointment by simply clicking Finish. Now there is a difference between our new appointment annual meeting. Your appointment is basically a way for you to remind yourself of an appointment or deadline or a project that you must get done. So you can click new appointment, you can click limit final report submission. And the liberty to be, let's say today, that time all day. Once you are done, you can choose other options like adding. This wasn't a specific category, making it Recording event like scheduled this item to be regularly by simply clicking here and choosing one you wanted to start to end. Do you want it to record monthly or weekly? On which day? The range of recurrence from two, like sars and November and then some February or whatever. And to create the same appointment or over and over again, every Saturday or every month on the 13th of each one. It's a very nice feature. Now, you can't select on here to choose to show yourself as free or busy. Well out of the office during the meeting. You can invite attendees to join your appointment. But we don't usually use this here. I will tell you about that in a minute. Now, once you are done, you can even choose the location. You can't lie. My home office. Once you are done, you can simply save and close this meeting and it will be added to your calendar right here. Now if you want to edit any of the events in your calendar, you can double-click it. And it will show you the same menu. You can change the time, or you can choose to other reminders to be reminded four hours before the meeting. And then save and close again. Now, let's talk about the other option, which is the new meeting option. The new meeting has the very same user interface but with more features. Now, let's call it meeting with the. Now. Here you must add emails in which other people must all are required to attend this meeting. And here's your emails for people who are not required to join this meeting. It's optional for them. Now you can choose the time. Let's choose 14th. And change that. I'm from here from eight, let's say two hours meeting to 10. Let's make it recording by selecting yearly on November 14th every year. Or we can simply not recourse at all. So the difference between the new meeting and then your appointment is that new meeting is between you and someone else. So you have to add an email and this meeting will appear on their calendar. Now, you can choose the location, meeting room. And you can add the high importance. You can add the category to be important. And you can select out all the IT department. And they did some rooms for you. And this is for big companies. And you can add a reminder, let's say 11 hours before the event. Make everyone busy during that event itself. And I think these are the most important options. You can add our Team's link to make the meeting on Microsoft Teams. Once you're done, hit the Send button. And you will see the meeting here, November 14th. And here are the details that meeting room reminder 11 hours before and all the information that you need. So do you recreate an appointment for the pores, the lines, submissions and other thing. And this is a new meeting that you will have with someone else. And you must add his email. That's it for that calendar, you can add more things. But next we will talk about tasks, which is another important feature and Microsoft Outlook. Thanks for watching this lesson. This is Ashraf. 13. 13 Tasks in Microsoft Outlook: Hello and welcome this in your lesson in which we are going to talk about the tasks tab. Now from its name, it's basically four tasks. Once you are here, you can see all the tasks that you have to do. You have more than one folder to-do list tasks to do. And you could right-click to create a new folder. And let's call it my to do list 1, 1, 0, 1, point 2. Now here we have our new tasks list. You can simply add a new task by writing here, five allomorphs. Submit, I'll video. And you can see the icons. And once you're all done with a task, you can simply click the check mark here. Now from this very same menu, you can either due date for this task by clicking here, choosing 20 to be the due dates. And you can add a category for this task as well. As you can see. Now, you can double-click the task itself. To enter the edit task menu. You can either start the due date, economic status, and progress, let's say high priority. And you have completed 50% of the task. Once you're all done, click, Save and Close, and you're good to go. Now there is another way to add a task, which is the new task button here. Now, new task. You can add the same information started, the due date, status priority. You can add the reminder. And you can choose the winding time once you select a task time. As you can see, now enable the reminder and choose the date and time. Choose the complete period, and click, Save and Close. Now we have added a task that we must do. But what if we want to add a task that we want someone else to do? To do this, you can easily go to the new task menu. And from here, click assign task. Now you need to write the email address for the person that you want to send the task 2 on the right here, assign tasks. Assigned, let's say thus to you. And from here you can add the same inflammation. In progress, higher priority, 0%, and hit the send button. Now the task request is nothing new tasks folder. This task will not be updated when you'll see responses updates unless you over to your tasks folder. So first you need to save and close this task. Now once you save and close the task, as you can see, this is our task. You can click the Send button and click Yes. Now we have the task added here with a different icon. This icon means that someone else must do this task, not you. The one that has that ID checkmark is the ones that you must do while this one is assigned to someone else. As you can see from this Mach Now you can double-click it to see the information, the progress, and other things. But that's watching this lesson. Now this is everything you need to know about the tasks. It's a good way to keep track of your time and the tasks that you have to do. And you can even assign emails, as we already explained, by simply adding this flag sign. And if you did right-click on any of the emails, you can choose to assign these tasks. All. Turn this e-mail into a task that must be done this week. Once you do that, you will find it in New York tasks list. As you can see here, we have a lot of emails. That's it for this lesson. I know that we are explaining things in a pretty fast pace, but this is to make sure that we are not wasting your time. If you have any question, please ask. I'm here to help and this is Ashraf. See you next. 14. 14 How to take a Backup in Microsoft Outlook: Hello and welcome to this new lesson in which I will teach you how to create a full backup of your email. First you need to go to File menu. And from there, you need to go to the Account Settings. And in the account settings. Now after clicking on account settings, click account settings again. From there, you must go to the data files, select the account that you want to take a backup from. Now, we have two accounts here. Once you click on it, click Open file location. Now when you click Open file location, you will get this. As you can see, Microsoft Outlook app data. And we have that outlook e-mail dot STI. It's around a 130 megabytes. And you can see all my other email is about nine gigabytes. That's why it took so long to, let's say sync this email. So depending on how many emails you have, you might get different backup size. Now it is recommended to close Outlook in order for this operation to happen successfully. Now this is the backup file. Copy the file, or right-click and select copy and pasted whatever you want. Let's say that we want to paste it inside our document folder, outlook backup. Now, inside here, paste the file and make sure that it is the S35. Now if you want to solve this file or this backup file, you must go and open up our cloak and any new device that you might have. Then you need to do a few simple steps. The first step is going to the File menu, open and export, open Outlook data file. Once you click here, you can simply go to the backup file that you just created. And we already created that finds are the documents. We call this outlook files. And inside here we have the backup. We have another folder which is called outlook backup. Inside the documents, we can head over to that folder. You can select All files and double-click this file. Now once you double-click it, you'll be able to see it inside your new outlook. You'll be able to download that dash means leave the emails, but you won't be able to use it normally. Like if it was added using the Ad account option right here. Now, if you want to use it as a normal account, you must use the other account option by going to file. Yes. Now, go to File Add account and you can start adding accounts. That's it for this lesson. Thanks for watching and this is Ashraf. See you in another lesson. 15. 15 how to know if the receiver read your email Microsoft Outlook: Hello and welcome to this new lesson in which I'm going to teach you how to track your email. Now clicking you all Mian. And that too, which is basically about email account that we will send this e-mail to. Now after adding the two Une subject, anything inside the body. Now, in order to drag this e-mail, we need to enable few things. The first thing is that confirm delivery feature. And the second thing is confirm reading feature. So go to the Options menu. And from here you can see request a delivery receipt and request a read receipt. Check. Both of them. And now click Send. Now this e-mail will be sent to the user. I have sent it to myself just so things out. Now we have 467 emails. Now there are 468 emails. This is the email that we have seen already. And now I open the email. Now I should receive the delivery received from Microsoft Outlook, which indicates that the reader did receive, as you can see, delivers, the reader did receive your message has been delivered to the following recipients, which is Ashraf. And this is to confirm that we did receive the email or the one that I'm sending the email to did receive it. Now we already opened the email. And this is a valuable thing because now after their personal reads the email, we will receive another email indicating that this email was read on Saturday, November 13th, and the exact time and location. So we have a delivered and read receipts that these two pieces of information are very crucial when it comes to business deals because we are sending email to someone. You need to make sure that he got this e-mail. You open this e-mail and this is a very nice feature that's watching this lesson. See you all next.