OUTLOOK 2013

OFFICE 365

USER GUIDE

Prepared By

CHASSasia (Malaysia) Sdn Bhd

ContentsConfigure Outlook 2013 for Office 365........................................................................................................4

Quick Start...................................................................................................................................................7

Create a new email message...................................................................................................................7

Forward or reply to an email message....................................................................................................7

Add an attachment to an email message................................................................................................8

Open or save an email message attachment...........................................................................................8

Open an attachment................................................................................................................................8

Save an attachment.................................................................................................................................8

Add an email signature to messages.......................................................................................................8

Create a signature...................................................................................................................................9

Add a signature........................................................................................................................................9

Create a calendar appointment...............................................................................................................9

Schedule a meeting...............................................................................................................................10

Set a reminder.......................................................................................................................................10

For appointments or meetings..............................................................................................................10

For email messages, contacts, and tasks...............................................................................................11

Create a contact....................................................................................................................................11

Create a task..........................................................................................................................................12

Print an email message, contact, calendar item, or task.......................................................................12

View your inbox your way.....................................................................................................................13

Change the font size used in the message list.......................................................................................14

Enlarge font size in the Reading Pane....................................................................................................15

Zoom in on the message....................................................................................................................15

Redefine what marks an email as already "read"..................................................................................16

Change how messages appear in Inbox.................................................................................................17

Email Basics...............................................................................................................................................18

Create an email messages.....................................................................................................................18

Reply to or forward an email message..................................................................................................19

Attachments..........................................................................................................................................20

Working with attachments....................................................................................................................20

Attach a file to a message......................................................................................................................21

Attach an Outlook item to a message....................................................................................................22

Create and add an email message signature.........................................................................................23

Create a signature.................................................................................................................................23

Add a signature to messages.................................................................................................................24

Setup a signature to appear automatically in every email you send.....................................................24

Insert a signature manually...................................................................................................................24

Automatically reply to email messages.................................................................................................25

Find a message with Instant Search.......................................................................................................26

Sorting Messages...................................................................................................................................30

Filter email messages............................................................................................................................33

Delete a message...................................................................................................................................34

Recover Deleted Items in Outlook 2013................................................................................................35

Move/Copy to a folder..........................................................................................................................36

Save a draft of a message that you want to finish later.........................................................................36

Default folders...........................................................................................................................................37

Right-click menu for folders...................................................................................................................37

Creating folders.....................................................................................................................................38

Moving folders.......................................................................................................................................38

The Deleted Items folder.......................................................................................................................40

Recover deleted items...........................................................................................................................40

Favorites................................................................................................................................................40

Contacts.....................................................................................................................................................41

Save more than one email address or phone number...........................................................................42

Add a photo of your contact..................................................................................................................42

Edit a contact.........................................................................................................................................43

Delete a contact....................................................................................................................................44

Calendars...................................................................................................................................................45

Create an appointment.........................................................................................................................45

Change an appointment........................................................................................................................46

Make an existing appointment recurring..............................................................................................47

Modify a non-recurring appointment/meeting.....................................................................................47

Modify a recurring appointment/meeting.............................................................................................48

Modify a single appointment/meeting within a recurring series.......................................................48

Modify all instances of a recurring appointment/meeting series......................................................48

Modify an event....................................................................................................................................49

Send a meeting request to set up a time to meet with others and to track who accepts the request..50

Make it a recurring meeting..................................................................................................................51

Respond to a Meeting Request.............................................................................................................52

Outlook 2013 for Windows calendar sharing with individuals..............................................................53

To access another user's calendar via Outlook 2013.............................................................................53

Remove a calendar via Outlook 2013....................................................................................................53

Task...........................................................................................................................................................54

Create a task..........................................................................................................................................54

Edit a task..............................................................................................................................................55

Delete a task..........................................................................................................................................55

Configure Outlook 2013 for Office 365

Microsoft Outlook for Windows uses profiles to manage your accounts within Outlook.

1. You have three options on configuring your Outlook profile:

Option 1: First time user of Outlook (no existing profile).

Launch Outlook to start the account creation wizard. Proceed to step 2.

Option 2: Create a new profile.

Make sure Outlook is not running.

a. Go to Start | Control Panel | Mail.b. Click Show Profiles.c. Click Add.d. Enter "Office 365" within 'Profile Name' field and click OK to start the

account creation wizard.e. Proceed to step 2.

Option 3: Add your account to an existing profile.

Make sure Outlook is not running.

a. Go to Start | Control Panel | Mail.b. Click Show Profiles.c. Select the profile you want to add your account to and Click Properties.d. Click E-mail Accounts....e. On the "Account Settings" screen, make sure the 'E-mail' tab is selected

and click New....f. Proceed to step 2.

2. On the Auto Account Setup window, enter the following for each field:

Your Name: Enter your name as you'd like it to appear Email Address: - Enter the primary address of your Office 365 account which

will take one of the following forms: username@airselangor.com Password/Retype Password: Enter the password for your account

3. Click Next.4. Outlook will now attempt to connect, search for, log into your account.5. After a few minutes, it will locate the appropriate configuration settings for your account.

6. The username field will automatically be populated with the email address you entered in step 2.

7. Place a check mark within "Remember my credentials" checkbox.8. Click OK9. If prompted a second time, enter the same credentials as the previous step and click OK.

10. If all settings are correct, you will see the screen below. Your account is ready for use.

11. Click Finish.

Important: Depending on the size and amount of emails you have in your account, Outlook may require some time to completely download all your mail (and other data) the first time you load Outlook after configuring your account.

Quick Start

Create a new email message

In Mail, click New Email.

When you're done, click Send.

Forward or reply to an email messageIn the Reading Pane (Reading Pane: A window in Outlook where you can preview an item without opening it. To display the item in the Reading Pane, click the item.) or on the ribbon, click Reply, Reply All, or Forward.

To remove a name from the To and Cc lines, click the name, and then press Delete. To add a recipient, click in the To, Cc, or Bcc box and enter the recipient.

Add an attachment to an email message

To share a file, you can attach it to your message. You can also attach other Outlook items, such as messages, contacts, or tasks.

1. Create a message, or for an existing message, click Reply, Reply All, or Forward.2. In the message window, click Message > Attach File.

Open or save an email message attachment

You can open an attachment from the Reading Pane (Reading Pane: A window in Outlook where you can preview an item without opening it. To display the item in the Reading Pane, click the item.) or from an open message. After opening and viewing an attachment, you can save it. If a message has more than one attachment, you can save them as a group or one at a time.

Open an attachment

Double-click the attachment.

Save an attachment

1. Click the attachment in the Reading Pane or the open message.2. On the Attachments tab, in the Actions group, click Save As. You can also right-click the

attachment, and then click Save As.

Add an email signature to messages

Create personalized signatures that appear at the bottom of your messages. Signatures can include text, images, your Electronic Business Card (Electronic Business Card: A view of specific information about a contact, in a format like a paper-based business card, that can be inserted into messages.), a logo, or even an image of your handwritten signature.

Create a signature

In a new message, click Signature >Signatures.

On the Email Signature tab, click New.

Add a signature

In a new message, click Signature, and then click the signature that you want.

Create a calendar appointment

In Outlook, appointments aren't the same as meetings. Appointments are activities that you schedule in your calendar that don't involve inviting other people or reserving resources, such a conference room.

In Calendar, click New Appointment. You can also right-click a time block in your calendar grid, and then click New Appointment.

Schedule a meeting

In Outlook, a meeting includes other people and can include resources, such as conference rooms. You'll get responses to your meeting requests in your Inbox.

In Calendar, click New Meeting.

Set a reminder

Reminders pop-up an alert window so you don't miss an important deadline. You can add or remove reminders for almost anything in Outlook, including email messages, appointments, and contacts.

For appointments or meetings

Open an Appointment or Meeting, and then in the Reminder drop-down list, select the amount of time before the appointment or meeting when you want the reminder to appear. To turn a

reminder off, select None.

For email messages, contacts, and tasks

Click Follow Up > Add Reminder.

Tip You can quickly flag email messages as to-do items by using reminders. This makes the message appear on the Task peek and in Tasks, but doesn't automatically add a reminder. Right-click the flag in the message list to add a reminder. Or, if you have the message open, click Follow Up > Add Reminder.

Create a contact

Contacts can be as simple as a name and email address, or can include info and details such as street addresses, multiple phone numbers, a picture, birthdays, etc. for the contact.

In People, click New Contact.

Create a task

In Tasks, click New Task.

Print an email message, contact, calendar item, or task

Under File > Print, you can print items such as email messages, contacts, or calendar items, or larger views, such as calendars, address books, or content lists for Mail folders.

1. Click an item or folder in Outlook that you want to print.2. Click File > Print.

View your inbox your way

When you first open your inbox, a default view appears, but it doesn't have to look this way. To see Oulook's many customization options, click the View tab on the ribbon toolbar and choose Change View. There are multiple preset views you can choose, like one that displays the most recent emails only.

Also on the View tab, you can select Message Previews and choose Off to turn the preview off. Or, choose either 1, 2 or 3 to view that number of lines of the message text beneath its header. You can configure any of these options either for the current folder or for all mailboxes.

Click View Settings for options for customizing a view, such as adding columns or rearranging their order. The Arrangement options let you sort emails by Date, Subject and so on. The Layout options let you customize the Folder Pane and Reading Pane.

Once you have arranged the inbox to your liking, click Change View > Save Current View As a New View. Then type a name for the view, and specify which folders it can be used on and by whom. In the future, return to this view by selecting Change View and selecting your saved view.

Change the font size used in the message list

Outlook 2013 allows you to customize the font used to display the sender's name, subject, date received, and size of each message in your message list. Maybe you want to just change the size to make the font bigger or smaller, or change the font to one you like better.

1. To change the font settings for your message list, open Outlook and click on the View tab.

2. Click the View Settings button in the "Current View" section of the View tab.

3. On the "Advanced View Settings" dialog box, click Conditional Formatting button.4. On the "Conditional Formatting" dialog box, click Add button to add a new rule.

5. Enter a name for the new rule -- such as "Message List Font Size" -- in the 'Name' edit box and then click Font button.

6. Change the Font, Font style, and Size, and select other settings such as Effects and Color, as desired. Click OK when you have made your changes.

7. Because we are applying the same font to all parts of the message list (sender's name, subject, date received, and size of each message), we are not specifying a condition. A dialog box displays, warning you of that fact. Click Yes.

8. The font for all parts of each message in the message list (except for the excerpt of the message text) is changed to the font and size (and other font settings) you selected.

9. You can delete the rule you created to go back to the default settings, or you can deselect it in the list of Rules for this view on the Conditional Formatting dialog box.

Enlarge font size in the Reading Pane

Using a high resolution has the benefit of a sharper display which is more relaxed for your eyes. The downside of this is that your font might become small and hard to read which is anything but relaxed for your eyes.

There are several ways to enlarge the font in the Reading Pane in Outlook;

Zoom in on the message

1. You can use CTRL+Mouse Scroll in the Reading Pane to zoom in and out per message. Depending on your mouse/scroll sensitivity you might need to scroll quite a bit before the font size will change.

2. In Outlook 2010 and Outlook 2013, you can also zoom via the zoom slider in the bottom right corner.

Redefine what marks an email as already "read"

1. Outlook colors unread emails differently from messages you've already read. However, it's all too easy for an email to be marked as read when you've barely given it a passing glance, which can make you overlook something important.

2. To prevent this, select File > Options > Mail, and then click the Reading Pane button. Check the "Mark items as read when viewed in the Reading Pane" checkbox. Adjust the number of seconds you want the message to appear in the Reading Pane before Outlook marks it as read. The default is 5 seconds.

Change how messages appear in Inbox

1. There's a blue bar to the left of the message in your inbox, and the message header also appears blue, indicating unread messages.

2. By Default, is set to blue. However, you can change both the color and font.3. To do this, choose View > View Settings > Conditional Formatting. You will see the

Unread Messages rule and the blue color. Here you can change the font or color as you wish.

Email Basics

Create an email messages

Creating a new message is as simple as clicking the New Email button within the 'New' group.

1. Click Home.2. In the New group, click New Email. 3. If multiple email accounts are configured in Microsoft Outlook 2013, the From button

appears and the account that will send the message is shown. To change the account, click From.

4. In the Subject box, type the subject of the message.

5. Enter the recipients' email addresses or names in the To, Cc, or Bcc box. Separate multiple recipients with a semicolon.

To select recipients' names from a list in the Address Book, click To, Cc, or Bcc, and then click the names that you want.

To display the Bcc box for this and all future messages, click Options, and then in the Show Fields group, click Bcc.

6. After you have composed the message, click Send.

Reply to or forward an email message

When you receive a message, you can send a reply to just the sender, or if there were multiple recipients, you can include them as well. You also have the option to forward the message to additional people.

1. In the Reading Pane (Reading Pane: A window in Outlook where you can preview an item without opening it. To display the item in the Reading Pane, click the item.), click Reply, Reply All, or Forward.

If the Reading Pane is off or if you've opened the message in its own window, on the Home or Message tab, click Reply, Reply All, or Forward.

2. Write your message.

Note If you'd like to open your reply in a new window (so you can do things like change the font), click the Pop Out button.

3. Recipients can be added or removed in the To, Cc, and Bcc boxes (To, Cc, and Bcc boxes: A message is sent to the recipients in the To box. Recipients in the Cc (carbon copy) and Bcc (blind carbon copy) boxes also get the message; however, the names of the recipients in the Bcc box aren't visible to other recipients.).

Add a recipient Click To, Cc or Bcc, and then select a recipient. You can also type the recipient's name or email address in the box.

Remove a recipient Click the name, and then press Delete.

4. Click Send.

Tip If you want all replies to automatically open in a new window, from the File menu, click Options > Mail. Under Replies and forwards, check the Open replies and forwards in a new window box.

5. When you reply to an email message, the person who sent you the message is automatically added in the To box. Similarly, when you use Reply All, the To box automatically includes the sender and all the other people who received the original message.

6. Before you click Reply All, consider whether everyone needs to see your reply, especially when the message was sent to a lot of people or distribution lists. It's often better to click Reply, and then add only the people you really want to include. Or, if you decide to click Reply All, remove people who don't need to see your message.

7. When you forward a message, the To, Cc, and Bcc boxes are empty. Enter at least one recipient in the To box.

Tip If you want to forward two or more messages to the same recipients in one message, in the message list, press and hold Ctrl as you click each message. Then, click Home > Forward. Each message is forwarded as attachments in one new message.

Attachments

1. When you forward a message, the message includes any attachments that were included with the original message. Additional attachments can be added to the message.

2. Attachments aren't included when you reply to a message. That's because you would be sending the same attachment the sender sent you.

Working with attachments

Files can be attached to an email message. Also, other Outlook items, such as messages, contacts, or tasks can be included with messages that you send.

Attach a file to a message

1. Create a message, or for an existing message, click Reply, Reply All, or Forward.2. In the message window, click Message.3. In the Include group, click Attach File.

4. Browse to and then click the file that you want to attach, and then click Insert.

Tip: When composing a message, you can also attach files by using the commands on the Insert tab in the Include group, or drag files from folders on your computer and drop them on the message window.

Attach an Outlook item to a message

You can attach Outlook items (item: An item is the basic element that holds information in Outlook (like a file in other programs). Items include e-mail messages, appointments, contacts, tasks, journal entries, notes, posted items, and documents.), such as other email messages, tasks, contacts, or calendar items, to a message. This is the easiest way to forward multiple items or messages.

1. Create a message, or for an existing message, click Reply, Reply All, or Forward.2. In the message window, click Message.3. In the Include group, click Attach Item.

4. Do one of the following: Point to Business Card, and then click Other Business Cards. Click a contact, and

then click OK. To select multiple contacts, press and hold Ctrl as you click each contact.

Click Calendar. Select the calendar, date range, and detail to include. For Advanced options, click Show. Click OK to add the calendar to your message.

Click Outlook Item. Browse through your folder list to find the folder that contains the item that you want to attach. Under Items, click the item, and then click OK.

Tip: When composing a message, you can also attach files by using the commands on the Insert tab in the Include group, or drag files from folders on your computer and drop them on the message window.

Create and add an email message signature

You can create personalized signatures for your email messages that include text, images, your electronic business card, a logo, etc. Your signature can automatically be added to outgoing messages, or you can manually add the signature to only the messages that you choose.

Create a signature

1. On the Home tab, click New Email.2. Click the Message tab.3. In the Include group, click Signature, and then click Signatures.4. On the Email Signature tab, click New.5. Type a name for the signature, and then click OK.6. In the Edit signature box, type the text that you want to include in the signature.7. To format the text, select the text, and then use the style and formatting buttons to

select the options that you want. 8. To add elements other than text, click where you want the element to appear, and then

do any of the following:

OPTIONS HOW TOTo add an electric business card

Click Business Card button, click a contact in the Filed As list, and then click OK.

To add a hyperlink Click Hyperlink button, type the link address or browse to a hyperlink, click to select it, and then click OK.

To add a pictureClick Picture button, browse to a picture, click to select it, and then click OK. Common image file formats for pictures include .bmp, .gif, .jpg, and .png.

9. To finish creating the signature, click OK.

Note The signature that you just created or changed won't appear in the open message; it must be added/inserted into the message.

Add a signature to messages

You can set it up so that signatures can be added automatically to all outgoing messages, or you can choose which messages include a signature.

Setup a signature to appear automatically in every email you send

1. On the Home tab, click New Email.2. Click the Message tab.3. In the Include group, click Signature, and then click Signatures.4. Under Choose default signature, in the Email account list, click an email account to

associate with the signature.5. In the New messages list, select the signature that you want to include.6. If you want a signature to be included when you reply to or forward messages, in the

Replies/forwards list, select the signature. Otherwise, click (none).

Insert a signature manually

1. In a new email message, click the Message tab.2. In the Include group, click Signature, and then click the signature that you want.

Tip To remove a signature from an open message, select the signature in the message body, and then press Delete.

Automatically reply to email messages

Automatic Replies in Microsoft Outlook 2013 respond to the first email message you receive from someone. Let people know you aren't in the office or your response might be delayed. Automatic Replies can include a referral to someone else who can respond in your absence.

1. Click File > Automatic Replies.

2. Select Send automatic replies.3. If you want, select the Only send during this time range check box to schedule when

your out of office replies are active. If you don't specify a start and end time, auto-replies are sent until you select the Do not send automatic replies check box.

4. On the Inside My Organization tab, type the response that you want to send to teammates or colleagues while you are out of the office.

5. On the Outside My Organization tab, select the Auto-reply to people outside my organization check box, and then type the response that you want to send while you are out of the office. Select whether you want replies sent to My contacts only or to Anyone outside my organization who sends you messages.

Note If you select My Contacts only, replies are sent only to contacts that exist in your Exchange Server Contacts folder. If the contact exists only in a folder that is a part of an Outlook Data File (.pst), then the auto-reply message isn't sent.

Find a message with Instant Search

Need to find an important message in your crowded inbox or folder? Maybe you remember who sent it, or a word or phrase it contains. But who wants to scroll through pages of mail, looking for that message? Use Instant Search to find it quickly.

Note Instant Search shows the first 30 matches. You can get up to 250 results by clicking More, below the results.

1. In the navigation bar, near the bottom of the screen, click Mail.

If you don't see this, "Compact Navigation" might be turned on, so you'll see icons instead, like this:

Or, in addition to "Compact Navigation" being on, the folder pane might be minimized, so the icons are arranged vertically. You can expand the folder pane by clicking the Minimize/Expand button, as shown here:

2. Find the search box. It's at the top of your messages, as shown here:

3. To find a word that you know is in a message, or a message from a person, type the word or person's name (you can use first, last, and partial names) in the search box. Messages that contain the word or name you specified appear with the search text highlighted in the results.

4. You can narrow your results even further by changing your search. Here are some common examples:

Type "test" (including the quotes) to find messages containing the exact phrase test.

Type test AND use ("AND" needs to be in all caps) to find messages containing both the word test and the word use, but not necessarily in that order. You can also use "OR."

Type test NOT use ("NOT" needs to be in all caps) to find messages containing the word test but not the word use.

5. There are some buttons on the Search tab you can use to quickly refine your search:

As shown below, choosing This Week finds the messages received during the current week:

6. When you're finished, you can clear the search by clicking the in the search box.

Sorting Messages

Outlook 2013 displays messages in your various mailboxes per a combination of grouping and sorting. To best organize your inbox for your needs, you are given the option of using a pre-defined "arrangement," many of which use both methods. If these arrangements do not provide the view you desire, you may also customize the grouping and sorting criteria.

Grouping allows you to lump together sets of emails based on the criteria you opt to use. By default, messages are grouped by when they are received, i.e. Today, Yesterday, Last Week, Last Month, and Older. Other common criteria include grouping by conversation, importance, and flags.

Sorting dictates the order that emails appear in the specified folder. The default sort order is based on date received, though there are several other sorting options available. In addition, you can switch between an ascending and descending sort order.

Or by right-clicking the inbox sorting column header, as shown below:

To customize your message arrangement:

Click on View Settings (located under the View tab in the Current View area).

This will open the Advanced View Settings window.

To change message grouping, click on the Group By... button.

Uncheck the Automatically group according to arrangement checkbox, then proceed with selecting up to four criteria to control message grouping.

To customize message sorting, click on the Sort... button.

You can select up to four criteria to sort messages.

Filter email messages

When searching for a message, you might remember that it contained an attachment, was marked important, or was received last week. To find a message based on certain criteria, the Filter Email command provides fast access to the most frequently used Instant Searches.

Click Home, and then in the Find group, click Filter Email.

When you use a filter, the same Search Tools tab appears on the ribbon as when you click in the Instant Search box.

To clear the search results and view all items in the selected mail folder, click in the Instant Search box, or on the Search tab, in the Close group, click Close Search.

In the Instant Search box, click to clear the search results

Delete a message

Delete messages you no longer need or want to see in your Inbox or mail folders.

In the message list, when you point to or select a message, the icon appears. To

delete the message, press If a message is open in its own window, click Message > Delete.

When a message is deleted, it's moved to the Deleted Items folder.

If you want to bypass the Deleted Items folder and permanently delete a message, press Shift +

Delete or Shift + . You won't have an opportunity to change your mind later and recover the message.

Recover Deleted Items in Outlook 2013

1. Click "Mail".2. Click Folder > Recover Deleted Items.

3. Click the message you want to recover, and then click Recover Selected Items .

Tip To select multiple items, press Ctrl as you click each item, and then click Recover Selected Items .

4. Recovered items are restored to the folder you're working in.

Move/Copy to a folder

To move a message to a folder, you can drag and drop it in place. You can also use this method:

1. Click the title of the message you want to move.2. Click the "Home" tab.3. Click the Move button.4. Select the name of the folder where you want to place the message. If the folder you

want to use isn’t listed in the "Move" menu, click the Other Folder option and use the "Move Items" dialog box to choose your desired folder.

Note If you want to copy the message to another folder, use the Copy to Folder... menu selection from within the "Move" sub-menu.

Save a draft of a message that you want to finish later

By default, any message that you create, but don't send, are saved automatically to the Drafts folder. You can return to Outlook later and find the unsent message.

To manually save a draft of a message, do one of the following:

1. Click Save on the Quick Access Toolbar.

2. Click the File tab, and then click Save.3. To return to a saved draft so that you can continue composing the message, do the

following:i. In Mail, in the Folder Pane (Folder Pane: The column on the left side of the

Outlook window that contains folders for each view, such as Mail or Calendar. Click a folder to show the items in the folder.), click Drafts, and then double-click the message.

Default folders

Your account starts with these default folders:

1. Inbox Incoming messages arrive in your Inbox unless you've created an Inbox rule to redirect them to another folder, or they're identified as junk email.

2. Drafts If you create or respond to a message, but can't finish it right away, it will automatically be saved to your Drafts folder. You can come back to the message later to continue editing it, and then send it.

3. Sent Items By default, a copy of every message you send is put in your Sent Items folder.

4. Deleted Items When you delete a message, it's moved to the Deleted Items folder. 5. Junk Email Messages that have junk email characteristics but that aren't blocked by a

spam filter before they reach your mailbox will automatically be moved to this folder.

Right-click menu for folders

Most of what you can do with a folder will be found in the right-click menu. Actions you can take include:

1. New Folder Use this to create a new sub-folder in the folder you right-clicked.2. Rename Folder Rename the folder. You can't rename the default folders, such as the

Inbox folder.3. Delete Folder Delete the entire folder. Delete will move the folder to the Deleted Items

folder.4. Empty Folder Deletes everything in the folder, including any sub-folders.5. Show in Favorites Adds the current folder to your Favorites.6. Move Opens a window where you can select a folder to move this folder to. You can

also move a folder by clicking it and dragging it to where you want it.7. Mark all as read Marks every item in the folder as read.8. Properties Allows you to manage your auto archive, permissions, and other settings

related to your account.

Creating folders

1. You can create additional folders to organize your messages any way you want. For example, you can create a folder for a specific project, or for all messages sent by a person, or all messages sent to a distribution group that you're a member of.

2. To create a new folder, right-click the parent folder you want to create the new folder in. If you want a top-level folder (a folder at the same level as your Inbox), you would use your mailbox as the parent folder.

To create a folder within your account:

1. Right-click your account.2. Click New folder.

3. Type the name you want to use for this folder.4. Press Enter or click away.

Moving folders

There are two ways to move a folder.

1. Click the folder you want to move and drag it to where you want it.2. Right-click the folder you want to move and click Move. A window will pop up that you

can use to choose what folder to move the folder into. Click the folder you want to move to and click Move. Or click Cancel to close the move folder window without moving the folder.

You can even create a new folder to move the folder into by right-clicking the parent folder you want and clicking New.

The Deleted Items folder

When you delete a message, it's first moved to the Deleted Items folder. You can either let messages stay there, or you can right click > empty your Deleted Items folder. Default policy that is to removes anything that's been in your Deleted Items folder for 30 days.

Recover deleted items

1. Go to FOLDER tab.2. Click Recover deleted items from within "Clean Up" group..

3. Click the item you want and then click Recover Selected Items button. The item will be moved to its default location. Messages will go to your Inbox, calendar items will go to your Calendar, contacts to your Contacts folder, and tasks to your Tasks folder.

4. You can also select Purge to permanently delete an item. If you purge an item, you won't be able to use Recover deleted items to get it back. Purging a message won't remove it from any backups that were made before you purged it.

Favorites

It's not unusual to end up with so many folders that it can be hard to keep track of the folders that are most important to you. To make it easier to keep track of those folders, you can add them to your Favorites. Favorites don't appear in your folder list until you've added at least one folder to Favorites. Adding a folder to Favorites doesn't move the folder, but creates a link to it.

1. To add a folder to Favorites, right-click it and click Show in Favorites.2. You can re-order folders in Favorites by clicking and dragging, or by right-clicking and

then clicking Move up or Move down.3. To remove a folder from Favorites, right-click it in Favorites and click Remove from

Favorites. This only removes the link to the folder from Favorites; it won't delete the folder from your mailbox.

Tip To Hide/Show the Favorites section -- by default, the Favorites section is visible. If you want to hide or unhide:

1. Click VIEW tab.2. Within the "Layout" section on the ribbon, click Folder Pane.3. Click Favorites. If a checkmark is next to this selection, then your Favorites will

appear.

Contacts

You can capture and organize information about people by creating contacts. Contacts are like electronic cards that store a person's information. A contact can be as basic as a name and email address, or include more information like a street address, multiple phone numbers, and a photo.

Once you've saved someone as a contact, you can type the first few letters of their name into an email, and Outlook will fill in their email address for you.

1. Click People at the bottom of the screen.

2. In the New group, click New Contact or press Ctrl+N.

Tip To create a contact from anywhere in Outlook, press Ctrl+Shift+C.

3. Enter a name and any other information that you want to include for the contact.4. If you want to create another contact, click Save & New. When you are done entering

new contacts, click Save & Close

Tip Want to add another contact from the same company? Just click the little down arrow next to Save & New, and then click Contact from the Same Company.

Save more than one email address or phone number

You can save more than one phone number, email address, or mailing address for someone. For example:

1. On the new Contact Card, type your contact’ first email address in the E-mail box.2. Click the down arrow next to E-mail, and then click E-mail 2. The first e-mail address will

be saved and you can type a second one in the field.

Add a photo of your contact

If you have a picture of the person saved on your computer (or in some other location), you can use it in their contact information.

1. Click the image icon in the new contact box.

2. Locate the picture you want to use in the Add Contact Picture box, and then click OK.

Edit a contact

You can add information about your contacts --- such as their birthdays and anniversaries, or the names of their spouses and children. Information that you add appears only on your computer.

1. On the Navigation Bar, click People.

2. In the ribbon, in Current View, click Business Contact.

3. Within the contact listing, double-click on the contact you want to update. The edit contact window will be displayed.

4. Make the desired modifications and click Save & Close from within "Actions" group.

Delete a contact

1. On the Navigation Bar (Navigation Bar: Commands at the bottom of the Outlook window that enable you to quickly navigate to Mail, Calendar, People, and Tasks.), click People.

2. In the ribbon, in Current View, click People.

3. Select the contact you want to delete.4. Click Delete.

 

Calendars

Create an appointment

1. In Calendar, click the Home tab.2. In the New group, click New Appointment. Alternately, you can right-click a time block

in your calendar grid and click New Appointment. 3. In the Subject box, type a description.4. In the Location box, type the location.5. Enter the start and end times.

Tip You can type specific words and phrases in the Start time and End time boxes instead of dates. For example, you can type Today, Tomorrow, New Year's Day, Two Weeks from Tomorrow, Three days before New Year's Day, and most holiday names.

6. To show others your availability during this time, on the Appointment tab, in the Options group, click the Show As box and then click Free, Working Elsewhere, Tentative, Busy or Out of Office.

7. To make the appointment recurring, on the Appointment tab, in the Options group, click Recurrence. Click the frequency (Daily, Weekly, Monthly, Yearly) with which the appointment recurs, and then select options for the frequency. Click OK.

Note Adding a recurrence to an appointment changes the Appointment tab to say Appointment Series.

8. By default, a reminder appears 15 minutes before the appointment start time. To change when the reminder appears, on the Appointment tab, in the Options group, click the Reminder box arrow and then click the new reminder time. To turn the reminder off, click None.

9. On the Appointment tab, in the Actions group, click Save & Close.

Tip Double-click any blank area on the calendar grid to create a new appointment.

Change an appointment

1. Open the appointment that you want to change.2. Do one of the following:

Change options for an appointment that is not part of a series

1. Change the options, such as subject, location, and time, that you want to change.

Change options for all appointments in a series

1. Click The entire series, and then change any options that you want to change

2. To change recurrence options, on the Recurring Appointment tab, in the Options group, click Recurrence, change the options, and then click OK.

Change options for one appointment that is part of a series

1. Click Just this one.

2. On the Recurring Appointment tab, change the options that you want.

2. On the Appointment or Recurring Appointment tab, in the Actions group, click Save & Close.

Tip In Calendar, you can drag the appointment to a different date. You also can edit the subject by clicking the description text, pressing F2, and then typing your changes.

Make an existing appointment recurring

1. Open the appointment that you want to set to recur. .2. On the Appointment tab, in the Options group, click Recurrence3. Click the frequency Daily, Weekly, Monthly, Yearly with which you want the

appointment to recur, and then select the options for the frequency.4. On the Recurring Appointment tab, in the Actions group, click Save & Close.

Modify a non-recurring appointment/meeting

1. Open (double-click) the appointment/meeting.2. Modify the desired settings/options and then click Save & Close, or for a meeting, click

Send Update.

Tip Drag the appointment or meeting to a different date on the calendar. You can also change the subject by clicking the text, and then typing your changes.

Modify a recurring appointment/meetingModify a single appointment/meeting within a recurring series

Important: There are times when you want to modify a single instance of a recurring appointment/meeting. Due to the complexity/coding of recurrence rules across many of the calendaring clients/devices, it is recommended that you delete the single instance within the recurrence and create a new appointment/meeting in its behalf.

1. Open (double-click) the appointment/meeting.2. On the Open Recurring Item dialog box, click Just this one, and then click OK.

3. Move this window to the side so that you can view your calendar.4. Create a new appointment/meeting which will replace the single occurrence you

opened earlier. Use that event to make sure all the necessary information is populated within this new event.

5. Click Save & Close, or for a meeting, click Send.6. Go to the recurring event you opened earlier and from within the Appointment/Meeting

Recurrence tab, click Delete option from within "Actions" group.

Modify all instances of a recurring appointment/meeting series

1. Open (double-click) the appointment/meeting.2. On the Open Recurring Item dialog box, click The entire series, and then click OK.

3. On the Appointment/Meeting Recurrence tab, modify the desired settings. To change recurrence rule, click Recurrence from within "Options" group.

4. Make the desired change and click Save & Close, or for a meeting, click Send Update.

Modify an event

Events differ from appointments or meetings as they are all-day items that appear as free time on your calendar. A conference or a vacation is an example of an event.

You can change an event into an appointment, by opening the event, and then unchecking the All day event box. Now, as an appointment, the time is marked as busy on your calendar. If you add attendees, your appointment becomes a meeting.

After you finish making changes, click Save & Close.

If you want to keep the event as an all-day event, but show the time as something other than free on your calendar, change Show As.

1. Open the event on your calendar.2. Click Event.3. Change Show As to Busy, Working Elsewhere, Tentative, or Out of Office.

4. Click Save & Close.

Send a meeting request to set up a time to meet with others and to track who accepts the request.

1. In Calendar, click New Meeting.

2. In the Subject box, tell your recipients what the meeting is about.3. In the Location box, tell your recipients where this meeting will be held. If you use a

Microsoft Exchange account, click Rooms to check availability and reserve rooms.4. In the Start time and End time lists, click the meeting start and end times. If you check

the All day event box, the event shows as a full 24-hour event, lasting from midnight to midnight.

5. In the meeting request, type any information you want to share with the recipients. You can also attach files.

6. Click Scheduling Assistant. The Scheduling Assistant for Exchange accounts helps you find the best time for your meeting by analyzing when recipients and meeting resources, such as rooms, are available.

7. Click Add Attendees, and then type the recipient’s names, email addresses, or resource names (separated by semicolons) in the Required, Optional, or Resources boxes.

You can search for attendees by typing in the Search box, and then clicking Go. Click the name from the results list, and then click Required, Optional, or Resources.

A green vertical line represents the start of the meeting. A red vertical line represents the end of the meeting. You can click and drag the lines to a new start and end time.

8. The Room Finder pane contains suggested best times for your meeting (when most attendees are available). To select a meeting time, click a time suggestion in the Room Finder pane in the Suggested times section, or pick a time on the free/busy grid.

9. After your attendees are added, to switch back to the meeting request, on the ribbon, click Appointment.

10. Unless you want to make this a recurring meeting, click Send.

Make it a recurring meeting

1. Click Meeting > Recurrence.

2. Choose the options for the recurrence pattern you want, and then click OK.

When you add a recurrence pattern to a meeting request, the Meeting tab changes to Recurring Meeting.

3. To send the meeting request, click Send.

Respond to a Meeting Request

Even if you don't organize meetings and send invitations in Outlook 2013, you may get invited to meetings now and then, so it's a good idea to know how to respond to a meeting request if you get one.

When you've been invited to a meeting, you get a special e-mail message that offers these

buttons:

1. Accept: Outlook automatically adds the meeting to your schedule and creates a new e-mail message to the person who organized the meeting, telling that person your decision.

2. Tentative: The meetings automatically added to your schedule. A new e-mail message goes to the person who organized the meeting.

3. Decline: Just can't make it? If you click Decline, Outlook sends a message to the meeting organizer to convey the bad news. It's good form to add a business reason to explain why you're missing a meeting -- "Sorry, I have a deadline," rather than "I have to wash my aardvark" or "Sorry, I plan to be sane that day."

4. Propose New Time: If the meeting organizer chose an inconvenient time, you can suggest another by clicking Propose New Time. Outlook gives you two ways to propose a new time: Choose Decline and then click Propose New Time if the original time is simply impossible; choose Tentative and then click Propose New Time if you're not sure whether the suggested time will work and you'd like to suggest an alternative.

5. Respond: Since the meeting invitation arrives as an e-mail, you can click Respond to reply with an e-mail message without committing one way or another to the scheduled meeting.

6. Calendar: Outlook shows your complete calendar in a separate window so that you can get a bigger picture of what your schedule looks like.

Tip You can choose Edit the Response Before Sending if you want to include an explanation to the message, or just select Send the Response Now to deliver your message.

Important: If you do not send your response back to the organizer, they will not be able to track your response. In other words, it will appear as though you have not responded even though you had accepted or declined the meeting request.

7. When you get a meeting invitation, the message has a preview of your calendar for the date and time of the meeting -- giving you a quick snapshot of your availability. This preview is only a small slice of your schedule, displaying about an hour or so before the meeting starts and about an hour or so after the meeting's start time.

Outlook 2013 for Windows calendar sharing with individuals

1. Start Outlook.2. Navigate to your calendar by clicking on the Calendar tab or icon in the lower left-hand

corner of the Outlook 2013 for Windows client.3. On the calendar screen, select your default calendar, which is labeled "Calendar". You

can find your list of calendars on the left-hand side of the client.4. Right or alternate click "Calendar", and select Properties... from the drop-down menu.5. The Calendar Properties window will appear, click the Permissions tab near the top of

the window.6. Click Add..., which will open a new window for you to search for the person who you

want to give access to your calendar. Once you've found the person, select their name and click Add. You can add more than one person at a time.

7. Automatically, the new person(s) you have given access to your calendar will have the permission level of "Free/Busy time". You can change their level of permissions via the Permission Level: drop-down menu.

8. Click Apply, then OK to save your changes and return to your calendar screen.

To access another user's calendar via Outlook 2013

When another individual shares their calendar with you, you will receive an email. You can view the message and click Open this Calendar in the top-left corner of the email message.

If you are having trouble viewing this email or opening the calendar from the email, you can follow the steps below to open the calendar manually.

1. Within Outlook, click Calendar.2. Next, click the Home tab.3. In the Manage Calendars group, click Open Calendar.4. Select Open Shared Calendar... from within the drop-down menu.5. Type a name in the Name box, or click Name to select a name from the Global Address

Book. This does not search against your personal contact list.6. Important: If you receive the error "The folder you selected is not available", use the

following steps to open the calendar:7. Right-click on "My Calendars" within the calendar folder listing.8. Select Add Calendar | Open Shared Calendar...9. Type a name in the Name box, or click Name to select a name from the Global Address

Book.

Remove a calendar via Outlook 2013

1. Within Outlook, click Calendar.2. Next, click the Home tab.3. From the navigation panel, locate the calendar you want to remove/delete and right-

click it. 4. From the sub-menu that appears, click Delete Calendar.

Task

Create a task

1. Click Tasks > New Task or press Ctrl+Shift+K.

2. In the Subject box, type a name for the task. If you’ve got a lot to enter, keep the subject short, and then add the details in the task body.

3. If there’s a fixed start or end date, set the Start date or Due date.

4. Set the task’s priority by using Priority.

5. If you want a pop-up reminder, check Reminder, and set the date and time.

6. Click Task > Save & Close.

Edit a task

1. Click Tasks.2. Find the task you want to edit and double-click the task to open it.3. Make the desired changes and click Task > Save & Close.

Delete a task

1. Click Tasks > Delete.

2. Click Yes to confirm the delete action.