Section 1: OverviewWelcome to the Microsoft Outlook tutorial. Show
In this tutorial you will learn about the ways you can use the keyboard to accomplish many common tasks in Outlook including opening messages, opening attachments, sending messages and creating appointments and tasks. As you progress through the chapters you will also discover useful SuperNova hot keys and some tips and tricks to help you be even more productive. Section 2: Learn the essentialsImportant configuration tipsFor best results:
Select textHere are just some of the ways you can select text using the keyboard:
Section 3: Work with emailCreate and send an emailTo do this:
Create and send an email to contactsTo do this:
Open an emailOutlook organises all email that you have received into a folder called "Inbox". You can read emails stored in here at any time. To do this:
Reply to an emailTo do this:
Forward an emailTo do this:
Show the BCC fieldIf you add a recipient's name to the BCC list in a mail message, a copy of the message is sent to that recipient, and the recipient's name is not visible to other recipients of the message. If the Bcc box is not visible when you create a new message, you can add it through the Ribbon. To do this:
To remove the BCC box, repeat the steps above. Save a message without sendingOutlook saves unsent messages in the Drafts folder. To compose and save a new message:
Open a draft emailOutlook saves unsent messages in the Drafts folder. To open and send a message from the "Drafts" folder:
Move email to a different folderYou can organise email messages by moving them into specific folders, for example, you may want to place all emails you receive from an organisation into a particular folder. To do this:
Note: You can also copy email messages to another folder as well as move messages. To copy an email message, select the message, choose "Move" in the "Home" tab and then select "Copy to folder" from the menu that opens. Check for new mailOutlook will check for new email messages periodically while the application is running. You can also manually check for new email at any time by pressing F9. Section 4: Format emailYou can apply format changes when creating Rich Text and HTML email. You cannot apply format changes when creating Plain Text emails. Change font typeTo do this:
Change font sizeTo do this:
Make text boldTo do this:
Make text italicTo do this:
Underline textTo do this:
Align paragraphsYou can set the edge of a paragraph to be flush with the left margin, right margin or centred. To change alignment:
For further alignment options, open the "Paragraph" dialog box. You can find access to this dialog box through the Ribbon. Section 5: Email attachmentsAttach a fileYou can attach a file or files stored on your computer to an email you are composing. The files will then be sent to the recipient along with the email message. To do this:
Open an attachmentEmail messages can contain attachments. If you are reading an email in Plain Text or HTML Format the attachments will appear in the header of the email. If you are viewing an email in Rich Text Format the attachments will be embedded in the message body. To open an attachment in a Plain Text or HTML message:
Attachments in a rich text email will be reported by SuperNova as an embedded object. To open an attachment in a Rich Text message:
List attachments using the SuperNova Item FinderYou can list the attachments that appear in a message header by pressing CAPS LOCK + A. This SuperNova hot key works in HTML and Plain Text emails. If the Item Finder fails to show the list of attachments then please refer to the following Dolphin Knowledge Base Article Number: Q0424. Save an attachmentYou can save a file attached to an email to a folder on the computer. To do this:
Section 6: ContactsAdd a contactYou can save email addresses and other contact information in Outlook. To do this:
Note: You can also add a new contact by selecting the contact's email address in the header of an email message. Open the email message, SHIFT + tab to the "From" field in the message header, press SHIFT + F10 to open a context menu and DOWN ARROW to "Add to Contact List" and press ENTER. This will automatically add the name and email address into the contact details. Edit a contactTo do this:
Find a contactOutlook contains a Find option. You can use the Find option to filter the items in the Contact folder. This can be helpful if you have a large number of contacts to navigate. To find a contact:
Tip: To show all contacts again, press F3 to go to the Search box, press DELETE to remove all text and then press ENTER. Delete a contactYou can permanently delete a contact from your Contact list. To do this:
Section 7: CalendarAdd appointmentsYou can add an appointment to the Calendar. To do this:
Edit an appointment in Calendar viewYou can set Outlook to show appointments using the Calendar's Day, Week or Month views. Although there is a slight variation in shortcut keys between some views, you will find the following steps allow you to open an appointment in any view. To open an appointment:
List active appointmentsIf you find reviewing appointments in the Calendar time consuming then try the "Active Appointments" view. This view shows only the active appointments in a simple to navigate list. To do this:
Request a meetingYou can ask colleagues to attend a meeting by sending a meeting request. The meeting time will be automatically added to the Calendar. To do this:
Reply to a meeting requestMeeting requests you receive appear as an email in the Inbox. To respond to a meeting request:
Section 8: TasksCreate a taskYou can create task items to help manage and track any jobs or errands that you need to perform. Outlook can remind you when the completion date of a task is approaching, or when the task is overdue. To do this:
Edit a taskOutlook displays all your tasks in a list view. You can easily browse these items to review any outstanding tasks. To do this:
Assign a taskYou can assign a task from your own task list to someone else. The task will then appear in the recipient's task list. To do this:
Delete a taskOutlook displays all your tasks in a list view. You can easily browse these items to review any outstanding tasks. To do this:
Section 9: FoldersRead number of items in a folderOutlook shows the number of items in the current folder on the Outlook status bar. This is positioned along the bottom of the Outlook window. You can read the Outlook status bar by pressing the SuperNova Read Status Speak Key. Speak Key
Create a new folderYou can create folders in Outlook. This allows you to store information like emails, tasks and notes to your own personal folders. To do this:
Some important notes:
Delete a folderPlease be aware that you can only delete personal folders. You cannot delete Outlook system folders like "Inbox", "Drafts" and "Outbox". To delete a folder:
You must remove the folder from the "Deleted Items" folder to permanently remove the folder. Rename a folderPlease be aware that you can only rename personal folders. You cannot rename Outlook system folders like "Inbox", "Drafts" and "Outbox". To rename a folder:
Move a folderYou can move an existing folder to another location, for example, you may wish to make one folder a sub folder of another. Please be aware that you can only move personal folders. You cannot move Outlook system folders like "Inbox", "Drafts" and "Outbox". To move a folder:
Empty the Deleted Items folderAll items and folders that you delete go to the Deleted Items folder. You should empty this folder regularly. To do this:
Section 10: Popular Outlook hot keysHot Keys
When using Skype in Outlook online A green check mark indicates that a contact is online?When using Skype in outlook online, a green checkmark indicates that a contact is online. True or false? True. Outlook online, by default, opens to the mail component.
Which of the following is the keyboard shortcut for displaying the calendar?Navigate in Calendar. Which views in Outlook allow you to sort your contacts list by clicking the column heading?How to Sort Contacts in Outlook. Click Change View and select List to switch to List view.. Click the column header you want to use to sort the list. The list is sorted alphabetically by that column.. (Optional) Click the column header again to sort in the reverse order.. What are some services features and tools that can be accessed via the Office 365 page?Office 365 contains the same core applications as traditional versions of Office, including Word, Excel, PowerPoint, Outlook, OneNote, and depending on the plan purchased, may also include other apps and services such as Publisher, Planner, OneDrive, Exchange, SharePoint, Access, Skype, Yammer, and Microsoft Teams.
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