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outlook 2013

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Slord Lombwa
Slord Lombwa

Microsoft Outlook 2013 is an email client and personal information manager that comes with Microsoft Office. It allows users to manage emails, schedule meetings, track tasks and contacts. The interface includes a ribbon, folder pane, navigation bar and status bar. Users can organize emails using rules, folders, flags and categories. Messages can be composed, sent, replied to, forwarded and have attachments. Signatures and outbox settings are customizable.

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outlook 2013
Microsoft Outlook 2013 is the email client and personal information organizer that comes with the Microsoft Office Suite. Outlook 2013 is used by businesses, freelancers, and home users alike to check, sort, and organize emails. Microsoft Outlook 2013
Managing messages Massage scheduling Managing task Managing contacts & personal info. Organizing information USING OUTLOOK 2013 You need to be able to complete the tasks that demonstrate the following skill set:
OUTLOOK INTERFACE  Quick access bar  Folder pane  Navigation bar  Status bar  Ribbon
▪ Quick Access Toolbar Provides access to the window-management menu (represented by a New Message icon) and the Save, Undo, Redo/Repeat, Previous Item, and Next Item buttons. The Save command is available in the Backstage view, but the other commands are not available either in the Backstage view or on the ribbon; they are available only from the Quick Access Toolbar. Quick Access
The ribbon is dynamic, meaning that as its width changes, its buttons adapt to the available space. As a result, a button might be large or small, it might or might not have a label, or it might even change to a command on a menu. When sufficient horizontal space is not available to fully display the ribbon commands, small button labels disappear and entire groups of buttons might hide under one button that represents the entire group. Clicking the group button displays a menu of the commands available in that group. When the rib- bon becomes too narrow to display all the groups, a scroll arrow appears at its right end. The Ribbon
This collapsible pane appears on the left side of the Outlook program window in every module. Its contents change depending on the module you’re viewing—it might display links to email folders, Microsoft SharePoint lists and libraries, external content, or view options. By default, the Folder Pane is minimized to display only favourite folders. The Folder Pane setting (Normal or Minimized) remains the same as you switch among modules. When the compact Navigation Bar is displayed, it is incorporated into the Folder Pane and displayed vertically when the Folder Pane is minimized or horizontally when the Folder Pane is open. Folder pane
The Navigation Bar, which is new in Outlook 2013, is located near the lower-left corner of the program window, above the status bar. In previous versions of Outlook, the navigation controls were incorporated into the Folder Pane (formerly called the Navigation Pane). In Outlook 2013, the navigation controls are presented on the Navigation Bar, which can appear as a compact vertical or horizontal bar that displays only module icons, or as a larger horizontal bar with text labels. The standard Navigation Bar is separate from the Folder Pane and does not change orientation. The compact Navigation Bar is incorporated into the Folder Pane and its orientation depends on whether the Folder Pane is minimized or expanded. To display more or fewer buttons on the vertical compact Navigation Bar, drag its top border up or down up. To dis- play more or fewer buttons on the horizontal compact Navigation Bar, change the width of the Folder Pane. Navigation Bar
By default, Outlook displays the Items In View, Unread Items In View, and Reminders indicators (whichever are valid) at the left end of the status bar. Each of these indicators displays at a glance the status of that feature; clicking the Reminders indicator displays the Reminders dialog box in which you can process active reminders. For Exchange accounts, the connection status is displayed in the centre of the status bar. Status Bar
1.In Outlook 2013, click File | Add Account. 2.Select Manual setup or additional server types. 3.Click Next. 4.Select POP. 5.Click Next. 6.On the "Account Settings" page, enter your account settings: 1. Your Name - The name you want to show when you send email. 2. Email address: - Your full Yahoo Mail address. 3. Account Type - POP3 4. Server information - Make sure your settings match the Incoming Mail (POP) Server •Server - pop.mail.yahoo.com •Port - 995 •Requires SSL - Yes Outgoing Mail (SMTP) Server •Server - smtp.mail.yahoo.com •Port - 465 or 587 •Requires SSL - Yes •Requires authentication - Yes Setting up Yahoo Mail in Outlook 2013
1. User Name - Your Yahoo ID. 2. Password - Your Yahoo Account password. 3. Leave the "Require logon using Secure Password Authentication" option unchecked. 1.Click More Settings. 2.Click the Outgoing Server tab. 1. Select the My outgoing server (SMTP) requires authentication box. 2. Click Use same settings as my incoming mail server. 3.Click the Advanced tab, then enter the following: 1. Incoming server (POP3) port - 995 2. Select This server requires an encrypted connection (SSL). 3. Outgoing server (SMTP) port - 465, 587, or 25 4. Set the encryption type to SSL or TLS 5. Set your desired server timeout and delivery options. - We recommend leaving a copy of messages on the server. 4.Click OK. 5.Restart Outlook. 6.Click Send/Receive All Folders.
Organizing mail • Using Conditional Formatting To Change Font And Color • Creating Follow-ups Flags And Color Categories • Organizing Mail Into Folders • Using Mail Rules To Process Messages • Using Quicksteps To Process Messages
Using Conditional Formatting To Change Font And Color Click the view tab in the ribbon view settings click on that it will open an advanced view settings window click on conditional formatting After adding a rule for view and changed the text font and color the next step is to specify the intended Email address for that rule Highlight the rule you have created and click on condition to fill in your specifications once you are done click on OK till you see the outlook interface only
Creating Follow-ups Flags And Color Categories Creating follow-up flags there are two benefits which outlook gives us: i. Virtual reminder ii. Popup reminder Virtual reminder On the ribbon click on home tab then follow-up an choose when you want to follow-up the email that requires action Popup reminder It has the same steps as the virtual reminder the difference is that it will popup To that date you have set our screen Follow-ups Flags
Color Categories You can categories the emails to the way you want them and name the categories by colour, this helps in terms of viewing emails, calendar appointments, and contact information. To add a category on the email click on the email that needs to be categorised then click home tab on the ribbon, in the ribbon click categories
Organizing Mail Into Folders To create a folder in you inbox right click on the inbox then choose new folder and give it a name. To move any email to the folder you just have to drag the email on top of the folder that you have created.
It’s a feature in outlook which you can manually trigger a sequence of events to process a message, its like a massage rule which acts manually and it can be done on any email. You can find the quick step in the home tab ribbon Using Quicksteps To Process Messages Using Mail Rules To Process Messages Highlight the email click on home tab in the ribbon click on rules then create rule This will open a window where you have to put your specifications concerning the email you highlighted
Creating an email message is a relatively simple process. You will usually provide information in the following fields: ▪ To Enter the email address of the primary message recipient(s) in this field. This is the only field that is absolutely required to send a message. ▪ Subject Enter a brief description of the message contents or purpose in this field. The subject is not required, but it is important to provide information in this field, both so that you and the recipient can identify the message and so that the message isn’t blocked as suspected junk mail by a recipient’s email program. Outlook will warn you if you try to send a message with no subject. ▪ Message body Enter your message to the recipient in this field, which is a large text box. You can include many types of information, including formatted text, hyperlinks, and graphics in the message body. Creating and sending messages
▪ To Enter the email address of the primary message recipient(s) in this field. This is the only field that is absolutely required to send a message. Cc Use for “courtesy copy” recipients. These are usually people you want to keep informed about the subject of the email message but from whom you don’t require a response ▪ Subject Enter a brief description of the message contents or purpose in this field. The subject is not required, but it is important to provide information in this field, both so that you and the recipient can identify the message and so that the message isn’t blocked as suspected junk mail by a recipient’s email program. Outlook will warn you if you try to send a message with no subject. ▪ Message body Enter your message to the recipient in this field, which is a large text box. You can include many types of information, including formatted text, hyperlinks, and graphics in the message body.
At regular intervals while you’re composing a message (every three minutes, by default), Outlook saves a copy of the message in the Drafts folder. This is intended to protect you from losing messages that are in progress. If you close a message that hasn’t yet had a draft saved, Outlook gives you the option of saving one. You can manually save a message draft at any time by clicking the Save button on the Quick Access Toolbar in the message window. Saving and sending messages After you finish composing a message, you can send it by clicking the Send button located in the message header or by pressing Ctrl+Enter. (The first time you press this key combination, Outlook asks whether you want to designate this as the keyboard shortcut for sending messages.) In the Microsoft Outlook message box, click Yes to save a draft and close the message window. In the Folder Pane, the number in the unread message counter to the right of the Drafts folder increases.
Adding a signature Is the standard term for he short pre-text format block of text at the bottom of the email message containing contact information. It automatically pins itself on the email you want to send or reply. To create a signature in outlook go to the file tab and choose options, in the outlook options dialog go over to mail tab and choose signatures. click on new to add a name for the signature you are about to create, once done add the body of the signature contain your information.
A convenient way to distribute a file (such as a Microsoft PowerPoint presentation, Excel workbook, Word document, or picture) is by attaching the file to an email message. Message recipients can preview or open the file from the Reading Pane, open it from the message window, forward it to other people, or save it to their computers. Attaching external content to messages On the Message tab, in the ribbon, click the Attach File button to open the Insert File dialog box and display the contents of your Documents library.
You can respond to most email messages that you receive by clicking a response button either in the Reading Pane, in the message window, or in the Respond group on the Message tab. The most standard response to a message is a reply. When you reply to a message, Outlook fills in one or more of the address boxes for you, as follows: ▪ Reply Creates an email message, addressed to only the original message sender, that contains the original message text. ▪ Reply All Creates an email message, addressed to the message sender and all recipients listed in the To and Cc boxes, that contains the original message text. ▪ Reply with Meeting Creates a meeting invitation addressed to all message recipients. The message text is included in the meeting window content pane. Outlook suggests the current date and an upcoming half-hour time slot for the meeting. Responding to messages
You can forward a received message to any email address (regardless of whether the recipient uses Outlook) provided the message was not sent with restricted permissions. Outlook 2013 has the following message-forwarding options: ▪ Forward Creates a new message that contains the text of the original, and retains any attachments from the original message. ▪ Forward As Attachment Creates a blank message that contains no text but includes the original message as an attachment. The original message text and any attachments are available to the new recipient when he or she opens the attached message.
END for more slides email training@forumis.org Or visit www.forumis.org

More Related Content

outlook 2013

  • 2. Microsoft Outlook 2013 is the email client and personal information organizer that comes with the Microsoft Office Suite. Outlook 2013 is used by businesses, freelancers, and home users alike to check, sort, and organize emails. Microsoft Outlook 2013
  • 3. Managing messages Massage scheduling Managing task Managing contacts & personal info. Organizing information USING OUTLOOK 2013 You need to be able to complete the tasks that demonstrate the following skill set:
  • 4. OUTLOOK INTERFACE  Quick access bar  Folder pane  Navigation bar  Status bar  Ribbon
  • 5. ▪ Quick Access Toolbar Provides access to the window-management menu (represented by a New Message icon) and the Save, Undo, Redo/Repeat, Previous Item, and Next Item buttons. The Save command is available in the Backstage view, but the other commands are not available either in the Backstage view or on the ribbon; they are available only from the Quick Access Toolbar. Quick Access
  • 6. The ribbon is dynamic, meaning that as its width changes, its buttons adapt to the available space. As a result, a button might be large or small, it might or might not have a label, or it might even change to a command on a menu. When sufficient horizontal space is not available to fully display the ribbon commands, small button labels disappear and entire groups of buttons might hide under one button that represents the entire group. Clicking the group button displays a menu of the commands available in that group. When the rib- bon becomes too narrow to display all the groups, a scroll arrow appears at its right end. The Ribbon
  • 7. This collapsible pane appears on the left side of the Outlook program window in every module. Its contents change depending on the module you’re viewing—it might display links to email folders, Microsoft SharePoint lists and libraries, external content, or view options. By default, the Folder Pane is minimized to display only favourite folders. The Folder Pane setting (Normal or Minimized) remains the same as you switch among modules. When the compact Navigation Bar is displayed, it is incorporated into the Folder Pane and displayed vertically when the Folder Pane is minimized or horizontally when the Folder Pane is open. Folder pane
  • 8. The Navigation Bar, which is new in Outlook 2013, is located near the lower-left corner of the program window, above the status bar. In previous versions of Outlook, the navigation controls were incorporated into the Folder Pane (formerly called the Navigation Pane). In Outlook 2013, the navigation controls are presented on the Navigation Bar, which can appear as a compact vertical or horizontal bar that displays only module icons, or as a larger horizontal bar with text labels. The standard Navigation Bar is separate from the Folder Pane and does not change orientation. The compact Navigation Bar is incorporated into the Folder Pane and its orientation depends on whether the Folder Pane is minimized or expanded. To display more or fewer buttons on the vertical compact Navigation Bar, drag its top border up or down up. To dis- play more or fewer buttons on the horizontal compact Navigation Bar, change the width of the Folder Pane. Navigation Bar
  • 9. By default, Outlook displays the Items In View, Unread Items In View, and Reminders indicators (whichever are valid) at the left end of the status bar. Each of these indicators displays at a glance the status of that feature; clicking the Reminders indicator displays the Reminders dialog box in which you can process active reminders. For Exchange accounts, the connection status is displayed in the centre of the status bar. Status Bar
  • 10. 1.In Outlook 2013, click File | Add Account. 2.Select Manual setup or additional server types. 3.Click Next. 4.Select POP. 5.Click Next. 6.On the "Account Settings" page, enter your account settings: 1. Your Name - The name you want to show when you send email. 2. Email address: - Your full Yahoo Mail address. 3. Account Type - POP3 4. Server information - Make sure your settings match the Incoming Mail (POP) Server •Server - pop.mail.yahoo.com •Port - 995 •Requires SSL - Yes Outgoing Mail (SMTP) Server •Server - smtp.mail.yahoo.com •Port - 465 or 587 •Requires SSL - Yes •Requires authentication - Yes Setting up Yahoo Mail in Outlook 2013
  • 11. 1. User Name - Your Yahoo ID. 2. Password - Your Yahoo Account password. 3. Leave the "Require logon using Secure Password Authentication" option unchecked. 1.Click More Settings. 2.Click the Outgoing Server tab. 1. Select the My outgoing server (SMTP) requires authentication box. 2. Click Use same settings as my incoming mail server. 3.Click the Advanced tab, then enter the following: 1. Incoming server (POP3) port - 995 2. Select This server requires an encrypted connection (SSL). 3. Outgoing server (SMTP) port - 465, 587, or 25 4. Set the encryption type to SSL or TLS 5. Set your desired server timeout and delivery options. - We recommend leaving a copy of messages on the server. 4.Click OK. 5.Restart Outlook. 6.Click Send/Receive All Folders.
  • 12. Organizing mail • Using Conditional Formatting To Change Font And Color • Creating Follow-ups Flags And Color Categories • Organizing Mail Into Folders • Using Mail Rules To Process Messages • Using Quicksteps To Process Messages
  • 13. Using Conditional Formatting To Change Font And Color Click the view tab in the ribbon view settings click on that it will open an advanced view settings window click on conditional formatting After adding a rule for view and changed the text font and color the next step is to specify the intended Email address for that rule Highlight the rule you have created and click on condition to fill in your specifications once you are done click on OK till you see the outlook interface only
  • 14. Creating Follow-ups Flags And Color Categories Creating follow-up flags there are two benefits which outlook gives us: i. Virtual reminder ii. Popup reminder Virtual reminder On the ribbon click on home tab then follow-up an choose when you want to follow-up the email that requires action Popup reminder It has the same steps as the virtual reminder the difference is that it will popup To that date you have set our screen Follow-ups Flags
  • 15. Color Categories You can categories the emails to the way you want them and name the categories by colour, this helps in terms of viewing emails, calendar appointments, and contact information. To add a category on the email click on the email that needs to be categorised then click home tab on the ribbon, in the ribbon click categories
  • 16. Organizing Mail Into Folders To create a folder in you inbox right click on the inbox then choose new folder and give it a name. To move any email to the folder you just have to drag the email on top of the folder that you have created.
  • 17. It’s a feature in outlook which you can manually trigger a sequence of events to process a message, its like a massage rule which acts manually and it can be done on any email. You can find the quick step in the home tab ribbon Using Quicksteps To Process Messages Using Mail Rules To Process Messages Highlight the email click on home tab in the ribbon click on rules then create rule This will open a window where you have to put your specifications concerning the email you highlighted
  • 18. Creating an email message is a relatively simple process. You will usually provide information in the following fields: ▪ To Enter the email address of the primary message recipient(s) in this field. This is the only field that is absolutely required to send a message. ▪ Subject Enter a brief description of the message contents or purpose in this field. The subject is not required, but it is important to provide information in this field, both so that you and the recipient can identify the message and so that the message isn’t blocked as suspected junk mail by a recipient’s email program. Outlook will warn you if you try to send a message with no subject. ▪ Message body Enter your message to the recipient in this field, which is a large text box. You can include many types of information, including formatted text, hyperlinks, and graphics in the message body. Creating and sending messages
  • 19. ▪ To Enter the email address of the primary message recipient(s) in this field. This is the only field that is absolutely required to send a message. Cc Use for “courtesy copy” recipients. These are usually people you want to keep informed about the subject of the email message but from whom you don’t require a response ▪ Subject Enter a brief description of the message contents or purpose in this field. The subject is not required, but it is important to provide information in this field, both so that you and the recipient can identify the message and so that the message isn’t blocked as suspected junk mail by a recipient’s email program. Outlook will warn you if you try to send a message with no subject. ▪ Message body Enter your message to the recipient in this field, which is a large text box. You can include many types of information, including formatted text, hyperlinks, and graphics in the message body.
  • 20. At regular intervals while you’re composing a message (every three minutes, by default), Outlook saves a copy of the message in the Drafts folder. This is intended to protect you from losing messages that are in progress. If you close a message that hasn’t yet had a draft saved, Outlook gives you the option of saving one. You can manually save a message draft at any time by clicking the Save button on the Quick Access Toolbar in the message window. Saving and sending messages After you finish composing a message, you can send it by clicking the Send button located in the message header or by pressing Ctrl+Enter. (The first time you press this key combination, Outlook asks whether you want to designate this as the keyboard shortcut for sending messages.) In the Microsoft Outlook message box, click Yes to save a draft and close the message window. In the Folder Pane, the number in the unread message counter to the right of the Drafts folder increases.
  • 21. Adding a signature Is the standard term for he short pre-text format block of text at the bottom of the email message containing contact information. It automatically pins itself on the email you want to send or reply. To create a signature in outlook go to the file tab and choose options, in the outlook options dialog go over to mail tab and choose signatures. click on new to add a name for the signature you are about to create, once done add the body of the signature contain your information.
  • 22. A convenient way to distribute a file (such as a Microsoft PowerPoint presentation, Excel workbook, Word document, or picture) is by attaching the file to an email message. Message recipients can preview or open the file from the Reading Pane, open it from the message window, forward it to other people, or save it to their computers. Attaching external content to messages On the Message tab, in the ribbon, click the Attach File button to open the Insert File dialog box and display the contents of your Documents library.
  • 23. You can respond to most email messages that you receive by clicking a response button either in the Reading Pane, in the message window, or in the Respond group on the Message tab. The most standard response to a message is a reply. When you reply to a message, Outlook fills in one or more of the address boxes for you, as follows: ▪ Reply Creates an email message, addressed to only the original message sender, that contains the original message text. ▪ Reply All Creates an email message, addressed to the message sender and all recipients listed in the To and Cc boxes, that contains the original message text. ▪ Reply with Meeting Creates a meeting invitation addressed to all message recipients. The message text is included in the meeting window content pane. Outlook suggests the current date and an upcoming half-hour time slot for the meeting. Responding to messages
  • 24. You can forward a received message to any email address (regardless of whether the recipient uses Outlook) provided the message was not sent with restricted permissions. Outlook 2013 has the following message-forwarding options: ▪ Forward Creates a new message that contains the text of the original, and retains any attachments from the original message. ▪ Forward As Attachment Creates a blank message that contains no text but includes the original message as an attachment. The original message text and any attachments are available to the new recipient when he or she opens the attached message.
  • 25. END for more slides email training@forumis.org Or visit www.forumis.org