Lunch 'n Learn - Outlook: Miscellaneous
- 1. Windows Handy shortcuts and file handling
- 3. Introduction • Exercises • Please use your own MS Outlook client • Open the VMWare View Client to log on to your own personal virtual machine • Separate page with exercises
- 4. Search (1) • Instant search • Available on most panes (Mail, Calendar, Contacts, Tasks, …) • <CTRL + E> • Fastest way to find items • Search in the selected folder • More options: Search Ribbon (on top) is automatically shown
- 5. Search (2) • Search Ribbon • Scope: where do you want to search? • Current folder • All Mail Items • All Outlook Items • Refine: what do you want to search • Select filters • Options • Recent searches • Advanced search • Look for other items (e.g; appointments, tasks …) • Possible to add direct filters in the search bar • Examples: • from: kim.kesteloot@coleurope.eu • received: 20/11/2014 .. 27/11/2014 • received:last week • read:yes/no • (Ex. 1.1 & 1.2)
- 6. Out of Office: introduction • Autoreply message to contacts inside or outside your organisation. • File > Info > Out of Office > Automatic Replies
- 7. Out of Office: configuration • Auto reply in a given timespan • Possible to create different messages for persons inside or outside your organisation • Always check the ‘Outside My Organisation’ Tab • Previous setting is used by default (sometimes forgotten) • Outside My Organisation • Auto reply checkbox: activate/deactivate • Sent emails to your contacts only or to anyone
- 8. Out of Office: rules • Automatic Replies > Rules • Rules > Add rule • Define criteria • Define actions • Set-up specific rules for incoming messages • E,g. All e-mails should be forwarded to my colleague during my absence • Rules are only active when Out of Office is turned on • More options -> Rules wizard (next topic) • (Ex. 2)
- 9. Automate e-mail flow: rules • Home > Move > Rules • Define criteria and actions when a mail is received or sent: • E.g. always move messages from john.doe@coleurope.eu to your supplier folder • Select message • Quick rule: always move messages from/to • Create rule: e-mail parameters are automatically filled in
- 10. Manage rules • Activate, change or delete existing rules • Create new rules: rules wizard • = Query builder • Select a template or blank rule • Select condition(s) (e.g, received in a specific date span) • Select actions (e.g. move it / delete it) • Select exceptions (rule is not applied if…) • (Ex. 3)
- 11. Tasks • Tasks > My Tasks > Tasks • Create new: • Button ‘New Task’ or click in the first row
- 12. New Tasks • Tasks > My Tasks > Tasks • Create new: • Button ‘New Task’ or click in the first row • Possible to categorize tasks (see next topic) • Sent a Status Report to someone e.g. after you modified or updated a task • Assign a task • e.g. delegate a task to someone else • Mail to task • Drag and drop e-mail to your task pane • (Ex. 4.1)
- 13. View Tasks • Tasks > Home > Current View • Select a specific view for your tasks • Add other columns to view • Right click existing column > Select ‘Field Chooser’ and drag and drop the new column
- 14. Edit Tasks • Double click existing task • = same dialog windows as new task • Possible to add details to task • Tasks > Show > Details
- 15. Show task pane in mail view • View > To-Do Bar > Task List
- 16. Categories • Organize your items • mails, calendar items, tasks, … • Tag items with a specific category • E.g. academic, course, invoice, rooms • Home > Tags > Categorize • New category • Categorize > All categories > New • Possible to add shortcut • Apply category • Right click item > Categorize or use defined shortcut • (Ex. 5)
- 17. Categories & views • Group items by category • View > Arrangement > Categories • Sort A-Z • View > Arrangement > Reverse Sort
- 18. Recover deleted items • Mail > Folder > Cleanup > Recover deleted items • Items: messages, appointments, contacts, tasks • Select mail > Recover Selected Items • Be aware • retention time: 1 month • (Ex. 6)
- 19. Add folders to favourites • Select folder > right click, select ‘Show in Favourites’ • Select folder > Tab ‘Folder’ > ‘Show in Favourites’
- 20. Q&A Future questions? • ICT intranet Training ICT Service Lunch ‘n Learn • Helpdesk http://ict.coleurope.eu helpdesk.be@coleurope.eu Tel 050 47 70 00
Editor's Notes
- #5: By default: search -> subject & body