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Microsoft Outlook 2016 Step by Step

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Table of Contents

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

About the Author

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.

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