Ensure Outlook is set up in the way that suits you. Learn how to arrange and customise Outlook views. Create Favourite, Search and sub folders.
Espresso topics are 'bite' sized topics that are no longer than two hours in duration. If you feel that you need longer on an individual topic or want a 'pic 'n mix' of multiple topics then request a Latte workshop. If you can't see a topic of your choice, please get in contact so that we can discuss it.
If you feel that you need longer on an individual topic or want a 'pic 'n mix' of multiple topics then request a Latte workshop. If you can't see a topic of your choice, please get in contact so that we can discuss it.
ARRANGE THE OUTLOOK SCREEN
SEND, RECEIVE AND SAVE MESSAGES AND ATTACHMENTS
Outlook allows you to send and receive emails with various types of attachments added to them. These attachments can also be saved and reused when required.
Signatures allow you to add text to a message that you use frequently, such as your name, the organisation name, telephone number, etc. As a signature can contain any formatted text, it can also be used to create pre-set messages or to add standard paragraphs to a message.
SEND HYPERLINKS IN AN EMAIL INSTEAD OF ATTACHED FILES
Sending attached files fills your sent items and the recipient’s inbox with needless duplicate files. As long as your recipient has access to the folder the file is stored in, then you’d be better off sending a hyperlink. Hyperlinks simply guide the recipient via the email to the original file without any of the duplication.
• Recall Messages
• Create Quick Steps
• Create Rules
• Deal with Junk mail
• Create and use colour categories
• Set Flag for Follow-ups
APPOINTMENTS, MEETINGS AND EVENTS
The Outlook Calendar provides an excellent alternative to a paper-based diary. You can store details of appointments, meetings and events, and when using Outlook with Exchange Server, you are able to let others view your calendar and arrange meetings at times when your colleagues are free.
Appointments are activities that you allocate time for in your Calendar that do not involve other people or resources. Appointments can also have reminders attached to them and can be arranged to repeat according to a pre-set pattern.
A meeting is an appointment to which you invite people and resources. Use the Meeting Planner to create and send meeting requests and to reserve resources, or create an appointment and then invite others to it in order to turn it into a meeting. When you create a meeting, you identify the people and resources that are needed, check when these are available, and then send invitations for an appropriate time. Responses to your meeting request appear in your Inbox, and Outlook takes care of booking the meeting in the invitees’ calendars.
An event is an activity that lasts 24 hours or longer. Examples may include a trade show, a holiday, a seminar, or even birthdays and anniversaries.
A Personal Distribution List is a group of contacts to whom you regularly send messages or invite to meetings. This avoids having to enter each one individually each time you create a message. For example, if you frequently send messages to the Sales team, you can create a distribution list called Sales that contains the names of all members of the sales team. A message sent to this distribution list goes to all recipients listed in the distribution list. Recipients see their own names and the names of all other recipients on the To line of the message instead of seeing the name of the distribution list. You can use distribution lists in messages, task requests, meeting requests and other personal distribution lists.
CREATE AND ASSIGN TASKS
The Task list helps with weekly and long-range planning and keeps track of what the user needs to do and when it has to be done. Items can be added, updated or deleted as ideas and projects evolve. The user can track the progress of a task and organise tasks by categories to group complex lists. A task can occur once or can be repeated as many times as required (a recurring task).
OUT OF OFFICE REPLY AND FORWARDING MESSAGES
When you are away from the office, the Out Of Office Assistant can notify other users that you are not able to respond to or deal with messages. It does this by you indicating in a rule the action that it should carry out. Rules, therefore, allow you to specify that certain actions are applied when specific conditions are met i.e. automatically send a draft message to anyone who sends you mail whilst you are out of the office. As Outlook does not give any on-screen indication that this feature is active, it is best used for longer periods of absence i.e. when visiting another office, attending a training course or seminar, or taking annual leave. However, when you return to the office and start Outlook, you will be reminded to turn off the Assistant.
DEALING WITH CONTACTS
A contact is a person or organisation that you correspond with. You can store information about contacts, such as job titles, phone numbers, addresses, e-mail addresses, Internet e-mail addresses and notes. This is especially useful for mailing purposes. It can also assist in making appointments, inserting tasks associated with people in the Contact list, and addressing e-mail. If a user’s computer is configured to use a telephone, Outlook can also dial the contact’s phone number directly from the Contact list.