Microsoft Outlook 2016 Step by Step

Joan Lambert has worked closely with Microsoft technologies since 1986 and in the training and certification industry since 1997. As President and CEO of Online Training Solutions, Inc. (OTSI), Joan guides the translation of technical information and requirements into useful, relevant, and measurable resources for people who are seeking certification of their computer skills or who simply want to get things done efficiently. Joan is the author or coauthor of more than three dozen books about Windows and Office (for Windows, Mac, and iPad), video-based training courses for SharePoint and OneNote, and three generations of Microsoft Office Specialist certification study guides. Joan is a Microsoft Certified Professional, Microsoft Certified Trainer, Microsoft Office Specialist Master (for all Office versions since Office 2007), Microsoft Certified Technology Specialist (for Windows and Windows Server), Microsoft Certified Technology Associate (for Windows), and Microsoft Dynamics Specialist. Joan currently lives in a small town in Texas with her simply divine daughter, Trinity; an ever-growing menagerie of dogs, cats, fish, and frogs; and the DeLonghi Gran Dama super-automatic espresso machine that runs the house.

Introduction     xiii
Who this book is for     xiii
The Step by Step approach     xiii
Download the practice files     xiv
Ebook edition     xv
Get support and give feedback     xvi
Errata and support     xvi
We want to hear from you     xvi
Stay in touch     xvi
Part 1: Get started with Outlook 2016
Chapter 1: Outlook 2016 basics     3
Start Outlook     4
Work in the Outlook user interface     5
Sidebar: About Office     6
Identify app window elements     8
Sidebar: Tell me what you want to do     15
Work with the ribbon and status bar     15
Sidebar: Adapt procedure steps     18
Manage Office and Outlook settings     22
Sidebar: Microsoft account options     24
Skills review     28
Practice tasks     29
Chapter 2: Explore Outlook modules     31
Work in the Outlook app window     32
Work with items     32
Switch among modules     34
Work in the Mail module     36
Folder Pane content     36
Ribbon tabs     39
Content area views     41
Sidebar: Display conversations     47
Message windows     47
Sidebar: Draft responses in the Reading Pane     53
Sidebar: The Backstage view of a message     54
Work in the Calendar module     55
Ribbon tabs     56
Calendar item windows     57
Work in the People module     59
Ribbon tabs     60
Contact record windows     61
Work in the Tasks module     63
Ribbon tabs     64
Task windows     64
Skills review     65
Practice tasks     66
Part 2: Manage email messages
Chapter 3: Send and receive email messages     71
Create and send messages     72
Create messages     73
Troubleshoot message addressing     78
Save and send messages     82
Sidebar: Send from a specific account     84
Attach files and Outlook items to messages     88
Sidebar: New mail notifications     95
Display messages and message attachments     96
Display message content     96
Display attachment content     98
Display message participant information     103
Respond to messages     108
Sidebar: Resending and recalling messages     112
Skills review     115
Practice tasks     116
Chapter 4: Enhance message content     119
Personalize default message formatting     120
Apply thematic elements to individual messages     127
Apply and change themes     127
Apply and change styles     129
Create and use automatic signatures     131
Incorporate images in messages     137
Change message settings and delivery options     139
Skills review     147
Practice tasks     148
Chapter 5: Manage email security     153
Block unwanted messages     154
Sidebar: Trace message origins     156
Manage messages in the Junk Email folder     158
Configure junk email settings in your Inbox     164
Configure junk email options     165
Increase email security     170
Apply security measures to incoming messages     170
Apply security measures to outgoing messages     176
Configure Outlook to use a digital ID     176
Digitally sign or encrypt messages     180
Sidebar: Restrict access by using rights management     184
Skills review     184
Practice tasks     185
Chapter 6: Organize your Inbox     187
Display and manage conversations     188
Arrange messages by specific attributes     194
Categorize items     198
Sidebar: Store information in Outlook notes     202
Organize messages in folders     206
Sidebar: Print messages     210
Skills review     211
Practice tasks     212
Part 3: Manage contacts
Chapter 7: Store and access contact information     217
Save and update contact information     218
Create and modify contact records     219
Sidebar: Contact record sources     220
Sidebar: Conform to name and address standards     225
Communicate with contacts     231
Sidebar: Create custom contact record fields     232
Initiate actions from contact records     233
Select message recipients from address books     235
Sidebar: Link contact records     238
Display different views of contact records     238
Sidebar: Modify the settings of any view     243
Print contact records     245
Skills review     251
Practice tasks     252
Chapter 8: Manage contact records     255
Create address books     256
Import and export contact records     260
Create contact groups     268
Quickly locate contact information     275
Personalize electronic business cards     279
Skills review     285
Practice tasks     286
Part 4: Manage appointments and tasks
Chapter 9: Manage scheduling     291
Schedule appointments and events     292
Sidebar: Add holidays to your calendar     296
Convert calendar items     298
Configure calendar item options     300
Schedule and change meetings     306
Respond to meeting requests     314
Display different views of a calendar     316
Sidebar: Use the Date Navigator     320
Skills review     323
Practice tasks     324
Chapter 10: Manage your calendar     329
Define your available time     330
Configure time zones     332
Sidebar: Specify appointment time zones     335
Work with multiple calendars     336
Connect to other calendars     337
Manage the display of multiple calendars     342
Share calendar information     346
Share calendars with co-workers     347
Share calendar information outside of your organization     356
Print a calendar     359
Skills review     364
Practice tasks     365
Chapter 11: Track tasks     369
Create tasks     370
Create task items     370
Create tasks from Outlook items     379
Manage tasks     381
Update tasks     382
Remove items from your task list     385
Manage task assignments     387
Assign tasks to other people     387
Respond to task assignments     391
Display different views of tasks     393
Display tasks in the Tasks module     393
Sidebar: Outlook Today     396
Display tasks in other modules     399
Skills review     401
Practice tasks     402
Part 5: Maximize efficiency
Chapter 12: Manage window elements     407
Personalize the Outlook app window     408
Configure the Folder Pane     409
Configure the Navigation Bar     411
Display module peeks     412
Configure the Reading Pane     414
Customize the Quick Access Toolbar     416
Customize the ribbon     420
Customize user interface fonts     425
Skills review     431
Practice tasks     432
Chapter 13: Customize Outlook options     437
Sidebar: About the Outlook Options dialog box     438
Configure general Office and Outlook options     440
Configure message options     443
Compose messages     444
Outlook panes     447
Message arrival     448
Conversation Clean Up     449
Replies and forwards     449
Save messages     451
Send messages     453
MailTips     454
Tracking     455
Message format     456
Other     456
Configure calendar options     457
Configure contact and task options     460
Group options     461
Contact options     461
Task options     463
Configure search and language options     463
Configure advanced options     467
Manage add-ins and security options     471
Manage add-ins     471
Configure Trust Center options     474
Skills review     476
Practice tasks     477
Chapter 14: Manage email automatically     479
Automatically reply to messages     480
Sidebar: Manage messages while you’re away     487
Create rules to process messages     488
Manage messages by using Quick Steps     496
Skills review     501
Practice tasks     502
Appendix A: Get connected     505
Appendix B: Keyboard shortcuts     521
Glossary     541
Index     549
About the author     573