ACADEMIC TECHNOLOGY SUPPORT
Outlook:
MS Outlook 2013
ats@etsu.edu | 439-8611
www.etsu.edu/ats
Table of Contents:
Microsoft Outlook 2013 ..................................................................................... 1
The Outlook Ribbon .......................................................................................... 1
Using Outlook Mail ............................................................................................. 1
Creating Signatures in BackStage ...................................................................... 2
Formatting Signatures ......................................................................................... 3
Inserting an Image (optional) ............................................................................ 3
Thinking Outside of the Box ............................................................................. 4
Displaying Messages............................................................................................ 4
The Email Message ............................................................................................. 4
Recalling Messages .............................................................................................. 5
Mailbox Cleanup .................................................................................................. 5
Calendar Mode ..................................................................................................... 8
Scheduling Appointments and Meetings ......................................................... 8
Keeping Appointments Private ......................................................................... 9
Printing the Calendar .......................................................................................... 9
Color Coding Appointments and Categories .................................................. 9
People Mode (Previously Contacts)................................................................ 11
Adding Tasks to Outlook ................................................................................. 13
Tracking Assigned Tasks .................................................................................. 15
Customizing the Tasks Lists ............................................................................ 17
Creating OneNote TASK in Outlook ............................................................ 19
Sharing a Calendar ............................................................................................. 20
Automatic Replies (Out of Office) ................................................................. 21
Using the Navigation Pane............................................................................... 22
Under the Folder Tab ....................................................................................... 22
Viewing Tab ....................................................................................................... 23
Rules in Outlook................................................................................................ 24
Quick Steps......................................................................................................... 26
Customizing the Quick Access Toolbar ........................................................ 28
Overview
Microsoft Outlook is an instructor lead, hands-on, small group, interactive workshop. Templates, support
material, and an opportunity to ‘See and Try’ is the guiding methodology of this workshop. Participant
experiences will include the following Objectives and hands-on reinforcement to:
Find necessary Tools, Group, and Commands on the Ribbon
Find the Account Setting and Options to add Acounts and Delegates
Create and keep Out of Office enabled when absences are expected
Use the MailBox Cleanup to control size of ‘on the server’ storage
Move and utilize the Navigation Bar
Add Tasks and Track them
Effectively recall messages
Create Signature or Quick Text for autofill
Insert an Image with reduced size
Microsoft Outlook 2013
Overview
MS Outlook is an Email Communication, Collaboration, Event Scheduling tool by Microsoft. One of the
most important functions of Outlook is the ability to create Appointments and send E-mail Messages to
individuals and groups at the click of a mouse. Participants can monitor, follow, and respond by submitting
material for one or many.
The Outlook Ribbon
Open Outlook. If you have never opened Outlook before, go to All Programs on the computer and locate
the Microsoft Office folder. Inside the Microsoft Office folder resides Microsoft Outlook. This session’s
focus is Microsoft Office Outlook 2013.
Look for the Tabs found horizontally across the Outlook Open window. As with the other Microsoft Office
programs we have a File Tab which leads us to Microsoft “Backstage”. The Tabs across the top of Outlook
change to fit the mode selected. Outlook modes are Mail, Calendar, People, Tasks, Notes and other Folders.
Using Outlook Mail
The layout of Outlook Mail is a personal choice. The possibilities are the Navigation Pane on the left side, it
can be expanded or closed, the incoming email messages and their Reading Pane, which can be expanded or
closed. The Reading Pane can be used or turned off. Then on the right side, users can expand the Calendar
and To Do Pane if desired.
To create a new email message, go to the Home Tab and select New Email. A message dialog box will
appear. Each message dialog box has its own Ribbon at the top for Insert, Options, Formatting the Text and
Review. In addition to a text message, users may insert images, add attachments, insert a slim copy of their
calendar, and add a pre-created signature. Business cards can also be added to out going messages. The
standard To fields are To:, CC:, and the BCC (Blind Carbon Copy) is hidden. To turn on the Bcc, click
Options, and Show Fields. Click the box for Bcc.
To add an attachment to an outgoing message or to add an attachment to a Reply or Forward, in the message
dialog box select Massage > Attach File. The author may attach a file, an item and a signature. Items that can
be attached are other email messages, tasks, a contact list, a business card, and calendar items.
To open an attachment, double click the attachment. IF, editing or modifying is to be performed on the
attachment always save it first to somewhere on the local computer or to an external storage space.
It is a great time saver to create an email Signature. Go to the Include Group and select Signatures…Open
the Signatures options and select New. Steps for creating an email signature:
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Open MS Outlook 2013
Support Contact: Barbara Chamberlain (knightb@etsu.edu; 439-8615)
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Select the Home Tab
Select New Email and Message
Go to the Include Group and select Signature
On the Signature option select NEW
Type a name identifying the formatting used for this particular Signature
Go to the Edit Box and type in all the information for the signature
Add any of the following to the Signature
o A business card
o A web link to somewhere on the web
o An image
When finished Save this Signature
If more than one Signature is created, select the one that will be default and whether this one is to be
used with replies
Follow the same steps to create other Signature if needed
Creating Signatures in BackStage
Select the File Tab and Options. Choose Mail and see the options available for Composing messages. Select
Signatures and a dialog box opens. Two tabs are displayed. One is for the E-mail Signature and the other is
for Personal Stationery. New creates a new signature, delete a signature or rename a signature. When a
signature is selected, changes can be made in the text box. Select a default signature and determine which
signature is to be used with New Messages and which signature is to be used for replies. Owners can also
create and add a business card to a signature, an image or a hyperlink using the icon associated with the text
box. The default signature will automatically appear for each new message created. If there is more than one
signature to choose from, the author can use the Signature Dropdown found in the Include Group under the
Message Tab.
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Formatting Signatures
Format the information. Block/select the information and select the font type, size, and whether it will be
bold, italics, underlined. Modify the color of the font if needed and align it. Adjust the
spacing. (Note: Should you have difficulty with the spacing when it appears on the email messages, this is a
result of various themes that can be in conflict with manual settings.)
Inserting an Image (optional)
Notice the little icon that represents an image. If you want to include a picture, logo, scanned signature, or
other graphics you can include them by selecting the 'Insert Image' and browse till you find the image on your
computer.
Add a Link (optional)
If you want folks to be directed to your web site, a blog, the company site or other online information you
can enter the text and block it. Select the Link icon and a dialog box will appear providing a place to enter
the URL.
Insert Business Card (optional)
Support Contact: Barbara Chamberlain (knightb@etsu.edu; 439-8615)
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The business card is taken directly from your contact list. Fill out a Contact for yourself, select that Contact,
and it is attached to your emails. Your Business Contact will appear as an attachment and will be in the
signature. Folks can select it and it so your Contact Information can be added to their contacts.
Thinking Outside of the Box
The User can create as many signatures as needed. If the user should find need to insert paragraphs often...a
signature containing a paragraph can be created with unique name. The User can select to insert that
signature in an email message by going to compose an email message, go to Insert and select Signature, select
the Signature name of choice.
Displaying Messages
How to display a three-line AutoPreview or How to Remove the Display of a three-line AutoPreview.
Outlook 2012 Current View Group contains many options for controlling how Outlook displays messages.
Go to the View Tab > Current View Group and use the DropDown associated with Change View.
The Outlook owner can display messages by seeing them grouped by the Last Seven Days, by Conversation,
by Date, by sender, by singles and various previews. Once the display is selected or before the display is
selected go to View Settings and adjust as desired. Be sure to take a look at Other Settings. Here the Column
Font, Row Font and Grid Lines are modified. ALSO, the AutoPreview is set here to allow or disallow the 3
line AutoPreview for messages. If the Reading Pane is set to off, a 3 lined reading pane is available.
The Email Message
Select New E-Mail on the Ribbon under the Home Tab. The message body appears along with a Tabbed
Ribbon associated with creating messages. The Author may pick a Theme and modify that theme by
changing the Color, Fonts and Effects. This selection can be found in the Themes Group on the left side of
the Ribbon. The Author may Show the BCC Fields and or the From Field. Next are the Permission options
that can prevent someone from forwarding the message. A seldom used Voting Button is next. To add
Voting Buttons select the Use Voting Buttons. A very small message will appear above the To Field saying
‘You have added voting buttons to this message’. Receivers of the message will have the opportunity to
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Vote. This works nicely IF the persons receiving the message see the voting option. It is very small and most
people overlook it. For this message the author can assign a Request Delivery Receipt and a Request Read
Receipt. To track the vote messages the send items can be stored in a selected folder by assigning them to a
folder with a Rule. Messages can be set for delivery at a later date. Select the Delay Delivery to set the
delivery time. Direct Replies to someone else. The replies to the message will be sent to a different person or
more than one person.
The Insert Tab in the Message Window looks much like a tab on Word. Many items can be inserted in an
Email Message. The Author is limited by the organizations size limited and security standards. In the body
of an Email message an Author can insert Files, Calendars, Signatures, Tables, Pictures, Clip Art, Shapes,
SmartArt, Charts, Screenshots, Hyperlinks, Bookmarks, Text Boxes, Quick Parts, WordArt, Date and Times,
Equations, Symbols, Horizontal Lines and Objects. Therefore, an Email message can behave much like a
Web Page. This works nicely IF all the recipients are using Word as their Email Editor.
Format Text Tab is much like a Web Editor or Word Editor. The author can format a message using all the
tools available. Keep in mind, the receiver will need to have the same fonts and styles on his or her computer
or the email may not look the same for them. Know the audience. If the audience has old computers with
slow upload, use few graphics and common fonts. If the audience has computers equal to the one being used
by the creator, then more bells and whistles may be added.
Lastly, the Review Tab is available to check spelling, grammar, look up words, count words and translate.
Recalling Messages
A message is created and sent. Immediately, the author wants to bring it back or delete that message. The
sending was a mistake. Go to the Send folder. Find the message. Open the message and go to the Message
Tab > Move Group > Actions Command. Drop down the more options and select Edit Message, Recall
This Message, or View in Browser. If the recipient has not opened the email, Exchange will retrieve it or
replace it as you direct. If the recipient has already opened and read, you will receive a message saying it
could not be retrieved.
Mailbox Cleanup
Folks on the ETSU Exchange Server are allowed 500 MB of storage space. If you receive a message saying
your mailbox is full, that means you have gone over the maximum storage allotment. Mailbox Cleanup will
help identify items to move or delete. The first button shows size of files on local machine (your computer
hard drive) and size of files on the ETSU server. Reducing the size of files on the ETSU Server will enable
Outlook to accept and send messages again. One way to reduce the file size is to find all items older than 90
days or more. Once it displays those files, you can decide what to do with them. Next, it could be that
someone has sent you a large attachment and it is taking up too much space. Use the Find items larger
than….to pinpoint those items. AutoArchive can move old items to the archive file, which is on your hard
drive. Selecting the AutoArchive button ‘does it’. It moves files according to the AutoArchive setting that
has been created or uses the default setting. To see the AutoArchive settings go to Backstage and
Options>Advanced>AutoArchive.
Support Contact: Barbara Chamberlain (knightb@etsu.edu; 439-8615)
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Modify the settings to your liking or Go to the Folder Tab and select AutoArchive. Both paths will take you
to the same area. IF, you are going to use AutoArchive, take time to look for the archived messages, and see
where they will be stored. It is very difficult to find those messages should you need to move or export
them. You may create a folder anywhere on your computer to store the AutoArchive files. Go to Browse
on Move Old Items to assign that folder as the storage area for archived files. Another method, one which I
prefer, is to create Personal Folders and manually move files as needed. To create a Personal Folder go to
Backstage> Account Settings> New Data Folder> a New Outlook Data file.
This will appear in the list of Outlook Folders. The name can be changed from Outlook Data file to My
Folders or My Personal Folders.
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Support Contact: Barbara Chamberlain (knightb@etsu.edu; 439-8615)
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Calendar Mode
MS Outlook Calendar has two placeholder types. The author can add a new appointment, which is for the
author only or a Meeting which includes an invitation to others to attend. Open Outlook and Calendar Mode
To set up an appointment:
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Go to the Home Tab and New Appointment
Type in the Subject, Location and Time
Did you know: The time field will accept words and phrases such as today, tomorrow, holiday etc.
Set the availability, whether this appointment will result in being out of the office or free etc
Make the appointment recurring if needed
Did you know: Individual appointments in a series can still be modified even when set to recurring
To set up a meeting:
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Open MS Outlook 2013
Go to Calendar Mode
Select New Meeting on the Home Tab
Add a Subject, Location, Rooms IF applicable, the time and how long the meeting will last, attach
files if needed and go to the Scheduling Assistant
The Scheduling Assistant is another Tab on the Meeting Dialog box
Add the attendees and determine if they are Required, Optional or IF a room is associated with an
email address, add that (the attendees do NOT have to have an ETSU address)
The top bar represents times that everyone invited is available, those who are not ETSU will not
show their availability
IF the meeting will be recurring set the time span for the recurrence
Go back to the Meeting Tab
Set Importance Level for the Meeting
Modify the Response Options
IF, wanted add a location to keep notes on the meeting in OneNote
Scheduling Appointments and Meetings
On the Home Tab select New Items and in the Drop Down pick New Meeting or Appointment. The
difference in New Appointment and New Meeting is the addition of a Room Finder and the TO field. New
Appointment displays a Field for the Subject, Location and Start and End Time. If other folks are to be
invited to this appointment, go to the Attendees Group under the Appointment Tab. Invite Attendees opens
a TO field. The Room Finder appears on the right side and the Scheduling Assistant can be displayed by
selecting the Scheduling Assistant. Insert an attendee’s username or email address and the Scheduling
Assistant will display color coded availability blocks. Blue means Busy, Diagonal Stripes means Tentative,
Maroon shows Out of Office, White diagonal Stripes indicate no information available and Beige is outside of
working hours.
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To go back to the appointment window select Appointment again. Other options available are settings related
to the Responses, Reminders, Recurrence, Times Zones and Status. If the Appointment includes someone in
another time zone, add their times zone information using the Time Zones icon. An additional field will
appear; helping the author set the appropriate settings. Calendar owners can see two times zones if
needed. Go to File Tab > Options > Calendar > Times Zones > Show a second time zone. Now it is easy to
see and compare two times zones. Recurrence is full of options. When Recurrence under the Appointment
Tab is selected a dialog box appears. First the appoint is shown with its begging and ending time. Next is the
Recurrence Pattern. Will the appointment/meetings happen Daily, Weekly, Monthly, or Yearly? Adjust the
settings to how often each Day, Week, Month or Year. For example, if a meeting is set to occur Weekly but
not each Week instead each 3 weeks on Thursday. If the setting select is Monthly, you have options of the
23rd day of each Month or the 3rd Thursday of each month. Lastly, set the range with no end or to end by.
Keeping Appointments Private
Appointments and Meetings can be tagged. The Outlook Owner can categorize, mark important or
private. A private appointment shows the status, whether busy, tentative or out of office but no details are
available. A Delegate may be assigned to manage appointments and tasks. Go to the File Tab…Account
Settings and in the drop down pick Delegate Access. Delegates can send and receive meeting request and
task requests. The Delegate can respond as if he or she was the owner of the Calendar. Select the Delegate
and assign Permissions as wanted. As your Delegate, what can the Delegate have control of in your
Outlook. Also do you want your Delegate to see your Private Appointments.
If you want to share your calendar with other folks and assign permissions without giving Delegate Control
go to the Folder Tab and select…Folder Properties. Under the Permission tab add folks and adjust
permission as needed. Permission can range from Viewing to Ownership.
Printing the Calendar
The print option is found under the File Tab. Here you will find an option to print a daily style, weekly
agenda, weekly calendar, monthly calendar, tri-fold and various calendar styles. If you use a planner, you can
also select print options to find the Paper Style needed for your planner. For example, you may need 1/2
sheet or 1/4 sheet booklet styles. You can select Day-Timers, Day Runners, and Franklin styles.
Color Coding Appointments and Categories
The Calendar owner can auto-color all appointments. Open the calendar. Go to the View Tab and View
Settings. Select Conditional Formatting. Add a new Condition and assign a color. Now each time the owner
adds an appointment on the calendar the default color will be selected. IF the owner would like to have
appointments placed on the calendar by others he or she can create another Rule for Conditional Formatting.
It matters about the order of the rules.
Support Contact: Barbara Chamberlain (knightb@etsu.edu; 439-8615)
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Looking at the image above; see that I have moved the Myra Rule above My Appointments. The Rule for my
appointments, if place on top completely over powers all other conditions. So my Myra Rule will work I have
to put it on top so it takes effect on select filtering criteria. Therefore, all the owners’ appointments auto
format to the default selected color of dark blue.
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People Mode (Previously Contacts)
To add a new Contact go to People Mode and select New. Type as little or as much as needed or know about
the Contact. (The more the better) Once a contact is added and a message is started, entering the first few
letters will generally auto fill the To. Contacts can be added from emails that are received. Right-click the
name and select add to Contacts. (Note: if the Contact is an ETSU staff or faculty member, the Global
Address List will Auto-fill.) In addition to these two methods, contacts can be imported from a .pst or .csv
file.
Importing Contacts:
There are the steps:
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To import contacts from another Outlook Exchange Account
o Open the Outlook Account containing the contacts
o Select File > Options and Advanced
o Export
o Export to a file
o Select the type of file, either .pst or .csv
o Select the Contact Folder in Outlook to export from
o IF, Contacts are in several folder they will have to be exported one at a time
o Save the file to the location on local computer
o Finish
o NOW we are ready to Import the Exported Contacts
o Open Outlook 2013 (the Outlook that will receive the Contact File)
o Go to File > Open & Export and Open an Outlook data file
o Fine the file by browsing to it’s location
o Make sure People mode is open
o Go to My Contacts and select the Contact list you just imported
o Select ALL and Drag them into your Contacts Folder (other options are Move or Copy) and
select OK
o Close the Outlook Data File
To import from a Google Gmail Account - from a .csv file
o Open Gmail
o In the upper left corner see the word Gmail, it has a drop down
o Select Contacts
o Go to More
o Export the contacts to a .csv file
o Open Outlook 2013 (the Outlook that will receive the Contact File)
o Go to File > Open & Export and Open an Outlook data file
o Fine the file by browsing to it’s location
o Make sure People mode is open
o Go to My Contacts and select the Contact list you just imported
o Select ALL and Drag them into your Contacts Folder (other options are Move or Copy) and
select OK
o Close the Outlook Data File
Support Contact: Barbara Chamberlain (knightb@etsu.edu; 439-8615)
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IF Contact are in an Excel file, first save the Excel file as a .csv file and Save, then follow the above
steps for importing. IF the heading is not exactly like Outlooks headings, Outlook will not
understand what to do with the data. To map the CSV file to meet needs of Outlook:
 Starting with the import….
 Import from another program or file
 Select CSV file
 Choose your contact file folder
 A Mapping option should appear
 Map custom fields
 On the left is the heading from the imported CSV file
 On the right is what Outlook understands
 Drag from the left to the right to match fields
 Now Import the Contacts
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Adding Tasks to Outlook
Go to Task Mode
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Open MS Outlook in Task Mode
In the upper left corner select New Task
Add a Subject
Add the Date
Set the level of Priority
Set the Reminders
Save and Close
More details
Go to Tasks View.
1. Select Tasks in the lower left area of the Outlook Window.
OR
2. Under the Home Tab select new item and find Tasks in the dropdown
OR
3. Use Keystrokes Ctrl+4
The default Task View is divided into two areas. The navigation links are located by default on the left side.
The Tasks details: To-Do List, Due Date, Start Date, Reminders, Categories and Red Flag are located in the
main window section.
Deleting a Task may delete the associated email. The same will happen if you delete the associated email
message. It will remove the Task or ‘Follow up’ associated with it.
If a category is being assigned to all of your emails or your calendar events, the Task View can be arranged
using Category to filter the data.
Support Contact: Barbara Chamberlain (knightb@etsu.edu; 439-8615)
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To view the status of Completed or Ongoing Tasks view use the options in Current View.
Notice the Fields Available:
Subject
Start Date
Due Date
Status
Priority
%Complete
Reminders
Owner
Notes
Create a Task from an email.
Click the message and drag it to the Tasks Button ON the Task Mode bar at the bottom of the screen. The
contents (minus the attachments) are added to the new task. The Task window opens and the due add,
reminders and assign to someone else appears. Most anything can be dragged to the Task Button, such as
contacts, calendar items, and notes. Items that have been flagged also appears on the To Do Task List but the
flagged items are directly associated with the email, so if the flagged item in To Do is deleted, so is the email.
If the task is to act independently of the email, use the Drag and Drop or go to Task, open the program and
create a task from there.
Assigning Tasks to Others
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Tasks may be assigned to others. An assigned Task can issue a progress report and updates. Also, an
individual may reject the Task. It can be reassigned. When a Task is sent, and it is accepted, that person
becomes the owner. The person who is responsible for the Task is the owner and only that person can make
changes to the Task. When the owner makes changes, prior owners are sent updates.
What if someone rejects the Task? To reclaim a rejected Task assignment, open the message that contains the
Task request, this is usually in the Sent Items folder. On the Task tab, click Return to Task List or reclaim the
Task from the declines Task message by clicking Return to Task List.
To share or assign Tasks, participants must be Outlook Exchange users. When you select the Assign Task
control, Outlook adds a To Field above the subject and two check boxes.
Two notification options are provided. 1) Keep the task and its updates on my task list 2) Receive status
reports. Check the two checkboxes if updates and status reports are required.
The individual accepting the Task becomes the owner. The owner can add changes to the Task. The current
Owner can update Tasks, forward it to someone else to do, and/or mark it complete. The completed
notification will go to ALL persons who have been owners of the Task Assignment.
Tracking Assigned Tasks
There are three ways to track assigned Tasks that have been assigned to other people.
 Automatic
 Go to Tools menu, click Options
 Click Task Options
 Keep updated copies of assigned Tasks
 Select Send status reports when assigned Tasks are completed check box
 Manually view Tasks that you have assigned to others
 Click Tasks
 On the View, point to Current View, and then click Assignment
 Manually view the list of people who received updated copies of an assigned Task
 Open the assigned Task for which you want to view the list
Support Contact: Barbara Chamberlain (knightb@etsu.edu; 439-8615)
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On the Details tab, view the names in the Update list box
Accepting or Declining a Task Assignment
Open the Task request and on the Task tab, in the Manage Task group, click Accept or Decline. You may
click Edit the response before sending and type a comment or you may click Send the response now.
How to Send a Status Report
Open the Task and on the Task tab select Send Status Report, Reply, or Reply All. Enter the recipient name
in the To: and Cc: If the Task had been assigned to you the names of folks to be updated should appear
automatically. Type comments and Send.
Recurrence
The Recurrence pattern is familiar to most of us who have used Outlook for appointments. The one added
choice to the Task Recurrence option is the ‘Regenerate new Task’. This is an addition to 2007. If I have a
recurring Task, I don’t want to see the same Task appearing over and over on my Task list. The Regenerate
new Task replaces each old recurring Task with a new one with new due dates.
More about the To-Do Bar on the Right Navigation Bar
The To-Do Bar is available in every Outlook application. Current commitments and activities are available at
a glance. The To-Do Bar includes the:
Date Navigator
Next Appointments
Task List
Right click on the To-Do Bar’s title bar. Modify the To-Do Bar display information. Select the menu option
at the bottom of this menu. A dialog box appears. Choose whether to view the Date Navigator,
Appointments, and Task List. It also gives an option to choose number of month to show and how many
appointments.
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Customizing the Tasks Lists
One of the customize options is Field Chooser. Access this tool by right clicking on the column header bar at
the top of the Task list. You will see something like this…
Drag field(s) you want to the top of the column header. Also, removing fields is just as easy. Select any
column header not wanted and drag it back to the Field Chooser dialog box. Now open, create, adjust,
modify and customize a Task List. View the To-Do Bar from anywhere in Outlook so you never miss an
appointment.
View the Task in Outlook Calendar
Support Contact: Barbara Chamberlain (knightb@etsu.edu; 439-8615)
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If, the Calendar Owner wants to see the Daily Task List at the bottom of the Day Calendar View, go to Daily
Task List in the View Tab > Layout Group and toggle On or Off. Click View, Daily Task List, and then
click Normal, Minimized, or Off.
In Calendar, click View, point to Daily Task List, and then click Minimized or hover the mouse over the
bottom edge of the Daily Calendar View. When the pointer becomes a
, drag the edge to the bottom of
the window. You can open the Task View to see all tasks or minimize to see the total number of tasks
pending.
You can add a task from this view by hovering over an empty area in the Task View and it will either say
Click to Add Task or if you Click you will be given an empty area with a blinking cursor.
Hover or Click in the area just under the visible Task. In this example I will click under the task called
'Convert PDF Spreadsheet'.
Try adding another Task by hovering over the next clear/empty area and watch as the pointer reveals, Click
to add task. Click in a blank space beneath a day column and add a new task. The task will be assigned a
Start Date and you can change that. Add a Due Date if desired. Make it a Recurring Task with the frequency
Daily, Weekly, Monthly or Yearly.
Note that in the Task Recurrence dialog box you will see an option to make the task recur at intervals or you
can select Regenerate new task.
If you select Regenerate new task, you will also need to type in the amount of time between completion of
the task and the date which a new task will be generated. Then, when you mark the task complete, a new task
will appear based on your selection. For example, let's say that a weekly activity report must be generated. It
is due each Friday so the task is generated for each Thursday. Rather than continuing to see last Thursday's
task with no indication it was completed, mark the task completed and Outlook will Regenerate the new task.
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Creating OneNote TASK in Outlook
While storing an email or taking Note in OneNote, select the text or page and go to Outlook Tasks on the
Ribbon. The words selected in OneNote becomes the Task in Outlook. Select the reminder and a flag
appears in the OneNote document. It is automatically added as a Task in Outlook. Tags can be added if it
will help in organizing the activities. On the Home Tab click Find Tags and all Tags will appear in the Tags
Summary. When the task is complete, click the flag and the task can be marked as completed, both in
OneNote and in Outlook. Once it is marked as completed it is removed from Tasks. If you want to remove it
or delete it follow the steps:
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Right click the tag in OneNote and Select Deleted Outlook Task
o The text will not be deleted from OneNote
o If you want to keep the task in Outlook, remove the flag from OneNote by selecting
Remove Tag
Use Task and Meeting from Outlook to keep better notes.
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Go to Home and Meeting Details
Select the Meeting
Insert Details including all notes…add or remove attendees without it sending another update
When the meeting is over and the meeting notes are ready, go to Home > Email Page. Add the email
addresses. In OneNote be sure you are in the Notebook with the notes you want to send. Click > File and
Export. Select how much of the Notebook you want to send and the format. Click Export and select a
location, such as your desktop.
Support Contact: Barbara Chamberlain (knightb@etsu.edu; 439-8615)
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Delegates in Outlook
A delegate can send, receive, and schedule as if he or she were you. Only a supervisor, close partner or an
executive aide would have delegate permission. Other folks who need permission to view or add to your
calendar can be given permissions on various levels. Some may need permission to view, while others need to
be able to add and remove appointments. Permissions can be modified at any time.
Sharing a Calendar
These are the steps to Share an ETSU Outlook Calendar:
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Open Outlook 2013
Select the Calendar Mode
Select the Home Tab and Share Group
An email message opens
Add the person’s email address
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Select the details level to be shared
Send to the individual
Modify the permissions of shared calendars
On the Home Tab, Share Group select Calendar Permission
Select the Permission Tab
Determine what the person can do by checking or unchecking boxes
Note: Calendars can be shared from here also by adding peoples email addresses
Automatic Replies (Out of Office)
Owner can set up an Automatic Reply to respond to send Emails messages. Two responses can be created;
one for those attempts to communicate from within the ETSU Network and another for those who attempt
to communicate from Outside the ETSU Organization. The replies can be modified and applied to
designated times and dates. In addition to the response, an Owner may create a Rule. The Rule(s) can send,
move, delete, copy or forward messages as you direct while you are out of the office.
Support Contact: Barbara Chamberlain (knightb@etsu.edu; 439-8615)
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Using the Navigation Pane
It is helpful to reduce the size of the Navigation Pane when working in Outlook. Using the tiny
>, the Navigation Pane can be expanded. Selecting the < the navigation pane can be
reduced. The same process works for the To Do List on the right side of the message screen. At
the bottom of the Navigation Bar see the drop down triangle. Use this to add or reduce the number of items
showing in the Navigation Bar. Look for and hover the mouse pointer over the area between files and
folders. See the pointer change. It will look something like this image. The owner can drag so items display
as desired. To the right side of the Outlook window see the To Do Pane, Calendar notifications and Task
information. This is a Display of the To Do Items, Tasks, Calendar and Follow-up items. Its purpose is to
help keep all arranged in a useful display. Depending on your sense of style…you have the ability to collapse
and expand the Various Panes and the To-Do Bar. Most of these options can be found under the View Tab.
The Lower Navigation bar can be modified to show more or less Mode Items. Right click the lower bar that
contains the words Mail, Calendar, People, Tasks, Notes and Folders…Click the three visible dots and select
options. If the user would rather see the Mode Navigation retracted select Compact Navigation.
Under the Folder Tab
In the New Group, select New Folder. Give it a name, identify the contents and use the drop down to select
the type of content it will hold. Identify where the folder will reside. Name the new folder. Go to New
Search Folder. Use this option to find a message to, from, about in any folder in Outlook. An Outlook
owner can copy a folder, move a folder and of course delete a folder.
Clean up Group
Mark all as ‘Read’ selects all messages and treats them as read. This is helpful if the owner has several
messages that were not read previously; that is being kept for follow-up, but are being somewhat annoying in
the ‘Bolded’ status. If Rules are not set to run automatically, all Rules may be run now. Clean up looks for
redundant messages….and deletes them. The Outlook owner can place messages in a folder and delete
everything in that folder with Delete All. Last in the Clean Up is a very important item. Recover Deleted
Items will open a list displaying the items that have been deleted in the past and makes them available for
recovery.
Show in Favorites
Most folks have a love/hate relationship with this option. At the top of the Navigation Pane, above the
Outlook owners name is a Favorites Section. Any folder in Outlook can be added to Favorites. Drag or
right click and assign Favorites Status. Now there is a copy or duplicate icon for that folder located in the
Navigation Pane at the top.
AutoArchive Settings
AutoArchive is located in the Properties Group under the Folder Tab. All folders can be archived, or select
folders can be archived. Also Archiving can take place in a folder of your choosing anywhere on the owners
hard drive. If Archive is enabled, settings provide length of time and where to move them.
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AutoArchive Settings in the Properties Group will open the Inbox Properties dialog box. Tabs and
commands are General, Home Page, AutoArchive, Permissions and Synchronization. Under General the
owner can see how much space is being using on the local computer and also on the exchange server. Home
Page Tab allows the owner to assign a web page as the home page for a folder. Create a folder, give it a name
and open the AutoArchive Setting in the Properties Group under Folder Tab. Add a web address to the
dialog box. Check Show home page by default for this folder. Click or select and the web page will open
inside of Outlook. Permissions for the Inbox can be set here under the Inbox Properties. Add folks on the
network and adjust levels of permissions. The owner may synchronize selected off line folders by using a
search/filter option here.
Viewing Tab
Change the View in Manage All Views found under the Change View Command. Views for folder Inbox are
seen. Select any of the views and click Modify. A description is available showing the owner what is used for
columns, how it is grouped, sorted, Filtered (or not), and other settings such as the font and conditions that
might be applied. Modify a preset setting or create your own from scratch.
Selecting Conversations under the View Tab puts all conversations or threads of a conversation in a
grouping. As long as the participants continue to use the original message and or reply to a message it will be
arranged together making it easier to follow the conversation flow. Arranging the organization structure of
messages puts them in a date order, to whom order, from whom or by categories. In addition to that order
the grouped messages can be in A-Z or Collapsed format.
Layout options under View include display options for the Navigation Pane, Reading Pane, To-Do Bar and
People Pane. The People Pane is somewhat new. It includes a Social Connector. See information about the
individual who sent the message and the messages associated with that individual or individuals and if desired,
connect with friends on Facebook and LinkedIn. Last group under the View tab includes an option to open
Reminders pending, Open a message and associated messages in a new or select to close all items.
Home Tab groups and commands control most of the creation of items in Outlook. In the New Group find
New E-mail but also New Items which will open any of the items in Outlook by using the tiny drop
down. Next in the Delete group you have some interesting options. One is Ignore. If you are involved in
some ongoing email messages and really tired of participating, select Ignore. All future messages in the
conversation will be placed in the delete folder. Clean Up looks for redundant messages and removes them
and lastly the Junk labels the message as junk. Future messages are flagged for moving to the Junk folder.
Response commands are found in the Respond group. A recipient can Reply, Reply All, Forward, Invite to a
meeting and or Forward as an attachment.
Support Contact: Barbara Chamberlain (knightb@etsu.edu; 439-8615)
23
Rules in Outlook
Go to the Home Tab and locate the Rules Command.
If the message related to the new rule is selected, the process is easier. The fields will already have
information about the message in the field options.
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Follow the prompts where it says, “When I get email with all of the selected conditions.”
The conditions may be many or simple. Select and mark the boxes that apply; from who, if there is a
particular subject, who it was sent to and etc. Next select what you want to happen when the email arrives in
your inbox. To assign it to a folder use the Browse Option. If you have a more detailed sophisticated action
for email, go to Advanced Options. The owner has many options to choose from. Look for and check the
conditions that are to be met.
If you mark the ‘from’ check box, in the rule description an underline value appears where you can change
the value. Go to the Next prompt and select what is to happen next. If the owner wants to move it to a
specified folder check that box and look in the description area for Step 2.
Support Contact: Barbara Chamberlain (knightb@etsu.edu; 439-8615)
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Are there any exceptions to this rule? If not, select Next and turn the rule on. To save it select Finish.
Some of the other actions that can be assigned to a Message Rule are: delete, assign a category, move and
copy, forward, redirect, auto reply and the owner can even start some applications.
Quick Steps
Go to the Home Tab. Using the tiny diagonal icon found in the lower right corner, open the dialog box.
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Select the action you wish to occur when the Quick Step is selected.
Support Contact: Barbara Chamberlain (knightb@etsu.edu; 439-8615)
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Give the Quick Step a Name. Use the Choose folder drop down IF that is the action to take. Now, for any
message that appears in your inbox, the owner may select the message and click the Quick Step that was
created to move the message to a selected folder.
This is great but what if the owner wants this to happen automatically.
Customizing the Quick Access Toolbar
Go to the File Tab. The options that appear under the File Tab are ‘BackStage’. In BackStage go to
Options. Select Quick Access Toolbar. On the left side is a list of items that is available in the Quick Access
Toolbar. The Quick Access Toolbar is located just above the File Tab or Just under the Ribbon on the left
side. The user may move it above or below the Ribbon. The Quick Access Toolbar can be filled will
commands that is used often. To add commands, select the command on the left side and use the Add>>to
send it to the Toolbar. Remove items the same way by selecting them on the right and <<Remove.
This Concludes our Session. Thank you for your attention. Do not hesitate to contact me with
questions. KNIGHTB@ETSU.EDU or 9-8615.
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