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Outlook 2013 Absolute Beginner's Guide

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Outlook 2013 Absolute Beginner's Guide


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  • Copyright 2014
  • Edition: 1st
  • Book
  • ISBN-10: 0-7897-5091-0
  • ISBN-13: 978-0-7897-5091-4

Make the most of Outlook 2013–without becoming a technical expert! This book is the fastest way to learn Outlook and use it to efficiently manage all your contacts and communications! Even if you’ve never used Outlook before, you’ll learn how to do what you want, one incredibly clear and easy step at a time. Outlook has never, ever been this simple!

Who knew how simple Outlook 2013 could be?

This is the easiest, most practical beginner’s guide to using Microsoft’s incredibly powerful new Outlook 2013 program…simple, reliable instructions for doing everything you really want to do! Here’s a small sample of what you’ll learn:

•   Regain control and automatically get rid of junk email

•   Make email more efficient

•   Create appointments, events, meeting invitations, and reminders

•   Publish and share your calendar

•   Manage contacts, Facebook friends, and LinkedIn connections with People Hub

•   Use Tasks and To-Do Lists more effectively

•   Sync Outlook data across multiple devices, including smartphones and tablets

•   Make the most of Outlook together with Exchange and SharePoint

•   Use Peeks to instantly find what you need without changing views

•   Track your life with Color Categories, Folders, and Outlook 2013’s improved Search

•   Run mail or email merges from within Outlook

•   Efficiently manage and protect your Outlook data files

•   And much more…

Diane Poremsky has been recognized as a Microsoft Most Valuable Professional since 1999 for her knowledge and support of Microsoft Outlook. She founded Outlook Tips (outlook-tips.net) and operates The Outlook and Exchange Solutions Center (slipstick.com). Her weekly newsletter, Exchange Outlook Messaging, has 7,000+ subscribers, and her Outlook Daily Tips email reaches 5,000+ subscribers. Her books include Sams Teach Yourself Outlook 2003 in 24 Hours.

Sherry Kinkoph Gunter has authored more than 50 computer books on a wide variety of topics, including Word 2013 Absolute Beginner’s Guide and several other books on Microsoft Office.

Sample Content

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Managing Email in Microsoft Outlook 2013

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Table of Contents


What’s in This Book?    2

1  Introduction to Outlook    3

Welcome to Your New Outlook    4

Outlook Then and Now    5

What’s New?    7

Things to Know Before You Get Started    8

Starting and Exiting Outlook    10

Familiarizing Yourself with the Program Window    13

Finding Help with Outlook Issues and Topics    16

2  Basic Outlook Operations    21

Working with the Ribbon    22

How to Use Ribbon Elements    23

Hiding and Displaying the Ribbon    26

Working with the Quick Access Toolbar    27

Using Context Menus and Toolbars    28

Dealing with Dialog Boxes    30

Working with the Navigation Bar    31

Working with Panes    34

Working with the Folder Pane    34

Working with the Reading Pane    37

Working with the To-Do Bar and Peeks    38

3  Setting Up Accounts and Personalizing Outlook    43

Understanding Email Services and Internet Access    44

Using Backstage View    47

Adding Email Accounts to Outlook    49

Automatically Configure an Account    50

Manually Configure an Account    51

Editing Your Email Accounts    54

Personalizing Your User Account    55

Changing the Background and Theme    55

Adding and Switching User Accounts    58

Changing Your Account Photo    59

4  Basic Email Tasks    65

Composing and Sending Messages    66

Reading and Replying to Messages    70

Checking for New Messages    74

Replying to a Message    76

Forwarding a Message    77

Deleting a Message    78

Saving Messages    79

Saving a Draft Message    79

Saving a Message File    80

Working with File Attachments    82

Attach a File    83

Open an Attachment    85

Using Simple Message Tools    86

Marking Messages as Read or Unread    87

Flagging Messages    88

Categorizing Messages    88

5  Managing Email    93

Organizing Messages with Folders    94

Making a New Email Folder    94

Moving a Message to Your New Folder    97

Working with Folder Contents    97

Routing Messages with Quick Steps    99

Managing Incoming Messages with Rules    102

Controlling Junk Email    105

Archiving Messages    108

Manually Archive Messages    108

Setting Up Automatic Archiving    110

Searching for Messages    111

Conducting a Quick Search    111

Making Search Folders    113

6  Advanced Email Features    117

Formatting Your Messages    118

Setting Priority and Sensitivity Options    121

Using Quick Parts    122

Adding Signatures    124

Controlling Replies, Forwarding, and Receipts    127

Inserting Other Items into Messages    129

Inserting a Picture    130

Inserting Online Pictures    132

Inserting Shapes    133

The Wonderful World of RSS Feeds    135

7  Using the Calendar    139

Displaying Your Calendar    140

Navigating Your Calendar    142

Navigating to a Date    146

Changing the Weather Display    147

Recording Events and Appointments    149

Recording Events    149

Recording Appointments    154

Setting Reminders    157

Setting Up Meetings    158

Sending Out an Invite    159

Tracking Invites    160

Sharing Your Calendar    162

8  Contacts    167

People Hub    168

Editing Contact Cards in the People Hub    169

Linking Contacts    170

Creating Contacts    170

Creating a Contact    172

Create New Contacts from the Same Company    174

Customizing Contacts and Business Cards    174

Using Contact Groups    177

Auto-Complete List    180

Using the Contact Data    182

Using the Address Book    183

Changing Contact Options    184

Searching for Contacts    186

Using the People Pane    187

Using Views    187

The People Peek    189

9  Using Tasks and To-Do’s    193

Creating Tasks    194

How to Create a Task    194

More Ways to Create Tasks    196

Completing Tasks    197

Entering Task Details    199

Recurring Tasks    199

Using Task Requests    201

Viewing Tasks    203

Configuring Task Options    206

Creating To-Dos    208

Sending tasks to and linking with OneNote    210

10  Social Connector    215

Meet the Social Connector    216

Configuring the Social Connector    216

Setting Up Social Networking Accounts    217

Turning Off Contact Photos    220

Showing or Hiding the Social Connector Pane    220

Social Connector Security    221

Facebook    221

Who Sees Your Photo and Your People Pane Content?    223

11  Notes and Journal    225

Using Outlook’s “Sticky Notes”    226

Creating Notes    226

Assigning Categories to Notes    228

Saving Notes    228

Emailing Notes    230

Organizing Your Notes    230

Keyboard Shortcuts    231

Outlook’s Hidden Journal    232

Creating Journal Entries    232

Journal Views    236

12  Sync and Share Outlook Data    239

Sharing Calendar and Contacts    240

Syncing with Smartphones and Tablets    240

Sharing with a Second Computer    241

Using Outlook.com to Share Calendar and Contacts    243

Using Contacts in Other Programs    248

Using Contacts in Word    248

13  Using Exchange Server and SharePoint    249

Sharing Folders with Other Users    250

Sharing Mailbox Folders    252

Using Delegates    256

Using Public Folders and Shared Mailboxes    258

Connecting SharePoint and Outlook    259

14  Using Color Categories    263

Assigning Color Categories to Outlook Items    264

Using the Quick Click Category    266

Creating Color Categories    268

Upgrading to Color Categories    270

How to Upgrade to Color Categories    270

Using Color Categories to Create Contact Groups    272

Sharing Color Categories    273

Discovering tips for using categories    273

15  Using Folders    275

Creating New Folders    276

Managing Folders    277

Managing Data Using Folders    280

Conversation View    281

Adding More Data Files    282

16  Using Search    285

Instant Search    286

Instant Search Queries    287

Partial Word Searches    288

Finding Mail Sent to or from Specific People    289

Find Related    289

People Pane    290

Search Folders    290

Advanced Find    292

Search Troubleshooting    295

17  Working with Views    297

Changing Views    298

Email Views    299

Calendar Views    300

People Views    301

Task Views    302

Notes Views    303

Journal Views    303

Applying Views to Folders    304

Creating Custom Views    305

Resetting Views    306

Copying Views    307

Using Conditional Formatting    307

18  Printing    311

Printing Basics    312

Printing Email    313

Print Styles    314

Configuring Printing Options    317

Removing Your Name from the Printout    320

Printing Calendars    321

Printing Contacts    323

Phone Directory    325

19  Data File Management    327

Understanding Outlook Data File Types    327

Moving Data Files    328

Importing and Exporting Data Files    329

Backing Up Your Data    332

Archiving Email    333

Mailbox Cleanup    336

Storing Data Files in the Cloud    337

Repairing the .pst Using Scanpst    338

20  Using Mail Merge    343

Using Contacts for Mail Merge    344

How Mail Merge Works    344

Using Mail Merge    344

Starting the Merge from Outlook    345

Mail Merge Using Categories    348

Starting the Merge in Word    349

Create Envelopes and Labels    349

Index    353


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