Microsoft Outlook E-Book

Kurt A. Prescott

• Herausgeber: Richardson Dunne
• Kategorie: Wissenschaft und neue Technologien
• Sprache: Englisch

Veröffentlichungsjahr: 2023

Beschreibung

<p><b>Start your journey to Outlook expertise today and unlock your potential as an Outlook aficionado in just one week!&nbsp;</b></p><p>With Microsoft Outlook, you will discover the secrets of Outlook and how to use it to revolutionize your life organization, seamlessly integrate with iOS and Android, and perform countless other tasks. This book is designed to simplify the Outlook experience for beginners and those transitioning to the latest edition and will help you:&nbsp;</p><ul><li><b>Harness</b> the <b>full potential</b> of Outlook by creating schedules, to-do lists, message folders, and notes</li><li>Unlock <b>hidden features</b> that will <b>elevate</b> your <b>organizational skills</b> and keep you<b> on top</b> of your game</li><li>Take <b>essential steps</b> to start your <b>Outlook journey</b>&nbsp;</li><li>Streamline your workflow with<b> time-saving tips</b> and <b>tricks</b>&nbsp;</li><li>Master automated <b>email handling rules</b> and <b>share your calendar</b> with others&nbsp;</li></ul><p><br></p><p>Microsoft Outlook has the <b>power</b> to<b> transform </b>your life.&nbsp;</p><p><b>Scroll up and click on "Buy now" and witness the transformation firsthand!<br></b><br></p>

Leseprobe

Microsoft Outlook

A Complete Guide from Beginner to Advanced to Learn Outlook's Useful Tips and Tricks for Email Management, Inbox Organization, and More

Kurt A. Prescott

Copyright © 2023 Kurt A. Prescott

All rights reserved. No part of this publication may be reproduced, distributed, or transmitted in any form or by any means, including photocopying, recording, or other electronic or mechanical methods, without the prior written permission of the publisher, except in the case of brief quotations embodied in critical reviews and certain other noncommercial uses permitted by copyright law.

Limit of Liability/Disclaimer of Warranty: While the publisher and author have used their best efforts in preparing this book, they make no representations or warranties with respect to the accuracy or completeness of the contents of this book and specifically disclaim any implied warranties of merchantability or fitness for a particular purpose. No warranty may be created or extended by sales representatives or written sales materials. The advice and strategies contained herein may not be suitable for your situation. You should consult with a professional where appropriate. Neither the publisher nor author shall be liable for any loss of profit or any other commercial damages, including but not limited to special, incidental, consequential, or other damages.

Contents

01 INTRODUCTION TO MICROSOFT OUTLOOK

1.1 Exploring the Versatility of Microsoft Outlook

1.2 A Look at Microsoft Outlook's Lesser-Known Features

1.2.1 Mail

1.2.2 Calendar

1.2.3 Contacts

1.2.4 OneNote Feed

1.2.5 To-Do Lists, Projects, and Tasks

1.3 Discover the Key Benefits of Using Microsoft Outlook for Improved Productivity

02 UNDERSTANDING OUTLOOK'S KEY FUNCTIONS

2.1 The Basics of Outlook

2.2 The Evolution of Microsoft Outlook: A Journey Through History

2.2.1 Outlook 97

2.2.2 Outlook 98

2.2.3 Outlook 2002

2.2.4 Outlook 2003

2.2.5 Outlook 2007

2.2.6 Outlook 2010

2.2.7 Outlook 2013

2.2.8 Outlook 2016

2.2.9 Outlook 2019

2.2.10 Outlook 2021

2.2.11 Android and Mac Mobile Versions

2.3 Exploring the Functions of Microsoft Outlook

2.4 The Ribbon in Microsoft Outlook

2.5 Lesser-Known Functions of Outlook

2.5.1 Using Emoji to React

2.5.2 How to Schedule Emails

2.5.3 Simplify and Enhance Email Efficiency with Quick Parts

2.5.4 Creating Contacts, Tasks, Appointments, and New Meetings from a Single Window

2.5.5 Boosting Your Efficiency with Keyboard Shortcuts: Simplifying Your Life

2.5.6 Setting Up Accessibility Options

2.5.7 Simplify Your Message Viewing Experience

2.5.8 Customizing Your View

2.5.9 Boosting Collaboration

2.5.10 How to Share Your Calendars

2.5.11 Email Rule Creation and Management

2.5.12 Organized Task Management

2.5.13 Enhanced Scheduling

2.5.14 Search

2.5.15 Swift Bookings

03 SIMPLIFYING CONTACT, CALENDAR, AND TASK MANAGEMENT

3.1 Setting Up Your Outlook Account

3.1.1 Adding Another Email Account at a Later Time

3.2 Using the Quick Access Bar

3.3 Customize What You See on Your Quick Access Bar

3.4 Mail

3.4.1 Creating a New Email Message

3.4.2 Enhancing Your Messages with an Email Signature

3.4.2.1 Adding a Signature to a New Message

3.4.3 Replying or Forwarding an Email Message

3.4.4 Adding Attachments to Email

3.4.5 Managing Email Attachments: Open or Save with Ease

3.4.5.1 Opening an Attachment

3.4.5.2 Saving an Attachment

3.5 Calendar

3.5.1 Creating an Appointment in the Calendar

3.5.2 How to Schedule a Meeting

3.5.3 Setting Reminders

3.5.3.1 Setting Reminders for Tasks, Contacts, and Email Messages

3.5.3.2 Using Reminders to Flag Email Messages as To-Do Items

3.5.3.3 Setting Reminders for Meetings or Appointments

3.6 People

3.6.1 Creating a Contact

3.6.1.1 Accessing Your Contact

3.6.1.2 How to Create a New Contact

3.6.2 Saving a Copy of Your Outlook Address Book Contacts

3.6.3 Viewing Your Contact .CSV File

3.7 Tasks

3.7.1 Creating a Task

3.7.2 Assigning a Task

3.7.3 Accepting or Declining an Assigned Task

3.7.4 Viewing Tasks in Full Form

3.7.5 Changing the View Style

3.7.6 Printing a Task

3.8 Printing a Contact, Email Message, or Calendar Item

3.9 A Fast and Efficient Way of Adding Contacts

3.9.1 Adding Contacts from Scratch

3.9.2 Adding Contacts from Email

3.10 Viewing Contacts

3.10.1 How to Send a Message to a Contact

3.11 View Management

3.11.1 Understanding Different View Types

3.11.1.1 Timeline

3.11.1.2 Table

3.11.1.3 Business Card

3.11.1.4 Card

3.11.1.5 Day/Week/Month

3.11.1.6 People

3.11.1.7 Icon

3.11.2 Adjusting Font and Font Size in the Reading Pane

3.11.2.1 Zooming as a Non-Microsoft 365 Subscriber

3.11.2.2 Zooming as a Microsoft 365 Subscriber

3.11.3 Adjusting Font and Font Size in the Message List

3.11.4 Adjusting Font Size for Composing, Replying, or Forwarding Messages

3.11.5 Personalizing the Navigation Bar

3.11.6 Lighten Up: Getting Rid of Dark Backgrounds

3.11.7 Creating a New View

3.11.8 Deleting a Custom View

3.11.9 Applying Current View to Multiple Folders in Outlook

3.12 e-Business Cards

3.12.1 Creating an Outlook Business Card

3.12.2 Sharing Your e-Business Cards with Others

3.12.3 Storing the e-Business Cards You Receive

04 MAXIMIZING PRODUCTIVITY

4.1 Essential Outlook Tips and Tricks

4.1.1 Focused Inbox

4.1.2 Enable Voice Communication with Outlook

4.1.3 Scheduling Assistant

4.1.4 Shared Calendars

4.1.5 Swipe Options

4.1.6 @ Mentions

4.1.7 Do Not Disturb

4.1.8 Connect and Manage On-the-Go

4.2 Top Add-Ins and Integrations for Outlook

4.2.1 Office 365

4.2.2 ClickUp

4.2.3 Slack

4.2.4 Microsoft Teams

4.2.5 Asana

4.2.6 Salesforce

4.2.7 Trello

4.2.8 Wrike

4.2.9 Calendly

4.2.10 Notion

4.2.11 Doodle

4.3 Showing or Hiding Screen Tips

4.4 New Items Feature

4.4.1 Creating New Contacts, Tasks, Appointments, and Meetings with the New Items Feature

4.5 Outlook's Calendar Peeks

4.5.1 Docking or Undocking Peeks

4.6 Simplifying the Help Process in Outlook

4.6.1 Accessing Self-Help Solutions

4.6.2 Reaching Out to Mobile Support

05 KEY EMAIL ELEMENTS

5.1 Addressing People Directly in Emails

5.2 Backing Up and Restoring Email Accounts, Signatures, and Profile Settings

5.3 Email Subject Lines for Enhanced Searching Efficiency

5.4 Drag & Drop to Move Appointments Across Months and Weeks in Calendar View

5.5 Using Text Modules in Outlook

5.6 Accelerating Email-to-Contact Conversion

5.7 Enabling or Disabling Focused Inbox

5.8 Flagging Messages as High or Low Importance

5.9 Managing Received Message Priority

5.10 Setting Message Sensitivity

5.10.1 Setting Your Message's Sensitivity Level

5.10.2 Default Sensitivity Level for Every New Message

5.11 How to Save a Message as a File or in the Cloud

5.12 Saving Messages as a PDF File

5.12.1 Print to or Save as a PDF for Windows 10

5.12.2 Save as a PDF for Other Windows Versions

5.13 Saving Messages as a Word Document File

06 ESSENTIAL TOOLS FOR EMAIL EFFICIENCY

6.1 Setting up a Follow-Up Flag

6.2 Viewing Every Follow-Up Flag

6.3 Removing a Follow-Up Flag

6.4 Setting a Reminder

6.5 How to Find an Action Item

6.6 Color Categories

6.6.1 Renaming Category Color

6.6.2 Changing the Category Color

6.6.3 Creating a New Color Category

6.6.4 Categorize Emails with Colors

6.7 A Simpler Approach to Saving Draft Messages

6.7.1 Manually Saving a Draft Message

6.7.2 Returning to a Saved Draft Message

6.8 Creating a Quick Reply Template for Messages

6.9 Emailing Screen Clippings or Screenshots

07 SIMPLIFYING THE WHOLE PROCESS

7.1 Worthwhile Keyboard Shortcuts

7.1.1 Top Outlook Shortcuts

7.1.2 Navigation Shortcuts

7.1.2.1 Navigating to the Inbox

7.1.2.2 Navigating to the Contacts View

7.1.2.3 Navigating to Calendar View

7.1.2.4 Navigating to Notes

7.1.2.5 Navigating to Tasks

7.1.2.6 Navigating to Print

7.1.3 Inbox View Shortcuts

7.1.3.1 Opening a Message

7.1.3.2 Creating a New Message

7.1.3.3 Deleting an Item

7.1.3.4 Selecting All

7.1.3.5 Flagging Messages for Follow-Up

7.1.3.6 Marking Selected Message as Read

7.1.3.7 Marking Selected Messages as Unread

7.1.3.8 Proceeding to the Search Box

7.1.3.9 Forwarding an Email as an Attachment

7.1.3.10 Enlarging Text

7.1.3.11 Reducing Text

7.1.4 Conversation View Shortcuts

7.1.4.1 Reply

7.1.4.2 Forward

7.1.4.3 Reply All

7.1.4.4 Switching to the Next Message

7.1.4.5 Switching to the Previous Message

7.1.4.6 Muting Threads in Outlook

7.1.5 Compose View Shortcuts

7.1.5.1 Saving as Draft

7.1.5.2 Send

7.1.5.3 Inserting a Hyperlink

7.1.5.4 Inserting a Bulleted List

7.1.5.5 Center Aligning Text

7.1.5.6 Left Aligning Text

7.1.5.7 Right-Aligning Text

7.1.5.8 Running Grammar and Spelling Check

7.1.5.9 Adding an Attachment

7.1.5.10 To Close an Active Window

7.1.6 Calendar View Shortcuts

7.1.6.1 Creating an Appointment from Calendar View

7.1.6.2 Forwarding a Calendar Event

7.1.6.3 Deleting an Appointment

7.1.6.4 Showing the Current Week

7.1.6.5 Creating a Meeting Request

7.1.6.6 Showing the Current Month

7.2 Undoing Mistakes in Outlook with Recall

7.2.1 Recalling a Message

7.2.2 Recalling and Replacing a Message

7.3 Sending Recurring Messages

08 CONCLUSION

01 INTRODUCTION TO MICROSOFT OUTLOOK 

When it comes to Microsoft Outlook, one can't help but marvel at its multifaceted nature. It transcends the boundaries of a mere inbox, transforming into a veritable powerhouse within the world of Microsoft 365. Sure, it excels at managing emails, but there's so much more to this digital marvel. Picture it as a trusty sidekick, effortlessly aiding users in professional communication, expertly juggling calendars, and deftly storing tasks and appointments. It's the ultimate companion for those seeking versatility and efficiency in digital productivity.

With a multitude of innovative and advantageous features, Microsoft Outlook has garnered immense popularity among users. This guide delves into the intricate workings of Outlook, unraveling its multifaceted capabilities. From the seamless integration of task and email management to the invaluable workplace insights and analytics it provides, Outlook emerges as a versatile tool that transcends expectations. Join me as I embark on a journey to explore the depths of this remarkable application and uncover its hidden gems.

1.1 Exploring the Versatility of Microsoft Outlook

In today's digital age, email reigns supreme as a ubiquitous means of communication. A staggering number of individuals, comprising nearly half of the world's population since 2019, have accepted email by subscribing to services or creating accounts. The enduring popularity of this medium, coupled with a steady influx of new users, underscores the undeniable importance of a reliable email client for businesses. After all, in a world where communication is king, an esteemed electronic mail provider is an essential tool for success.

When it comes to managing your digital correspondence, Microsoft Outlook stands as a versatile tool in its own right. However, its true potential lies in its seamless integration with the suite of Microsoft 365 applications. By harnessing its power in tandem with other software, Outlook becomes a catalyst for enhanced task management, appointment scheduling, note-taking, and beyond. Take advantage of its holistic capabilities to transform your digital workspace into a well-ordered world of productivity.

Just like its Microsoft counterparts like SharePoint or OneNote, Outlook is a highly customizable application. It offers the flexibility to tailor it according to your preferences. You can utilize Outlook not only for basic email functions but also as a central hub for organizing and storing various elements. This includes managing and storing messages, weekly tasks, notes, and appointments from your calendar. Outlook truly allows you to mold it into a personalized tool that caters to your specific needs and preferences. So go ahead and make Outlook your own!

1.2 A Look at Microsoft Outlook's Lesser-Known Features

When it comes to personal information storage and communication with loved ones, coworkers, and clients, Microsoft Outlook is more than just your average email platform. With a plethora of unique functionalities and features, Outlook presents a world of possibilities that elevate it above the mundane world of traditional emailing.

1.2.1 Mail

Renowned for its prowess in facilitating communication, the software Outlook is primarily known for its seamless email functionality. With a user-friendly interface, it offers a convenient window pane through which users can effortlessly access and manage their diverse array of mailboxes.

1.2.2 Calendar

For individuals juggling demanding schedules, like busy professionals, the allure of calendar applications is irresistible. In the quest for digital efficiency, these apps become the ultimate guardians of one's daily, weekly, or even monthly routines. Among the multitude of features they offer, the ability to seamlessly integrate with email is a game-changer. Take Outlook, for instance, a favored choice within the corporate world. With the power of automatic synchronization, users can effortlessly merge their inbox and calendar, transforming it into an all-in-one hub where task requests, calls, and meetings converge and nestle comfortably in the folds of their meticulously organized schedules.

The powerful customizable calendar boasts a range of essential functions that empower users to effortlessly establish recurring reminders, meticulously document personal notes, and seamlessly collaborate on schedules with others. Furthermore, it offers a comprehensive monthly overview, enabling users to efficiently schedule important calls and appointments and effortlessly track the evolution of their tasks over time.

1.2.3 Contacts

Outlook is a digital sanctuary that allows individuals to immerse themselves in a vast network of connections. Within this virtual domain lies a valuable tool called "People," a feature that empowers users to build and navigate a world of communities, directories, and contacts. This impressive tool possesses the capability to engrave essential snippets of information into memory, ranging from job titles and addresses to phone numbers and miscellaneous notes. It is a treasure trove that ensures important details are never lost or forgotten.

1.2.4 OneNote Feed

Appreciated for its seamless integration with the Microsoft 365 suite, Outlook users can effortlessly access their note feed right from their inbox. The unified OneNote feed consolidates notes from a multitude of applications, such as OneNote, Sticky Notes, and Samsung Notes, effectively organizing your workflow giving you a cohesive and uninterrupted stream.

1.2.5 To-Do Lists, Projects, and Tasks

Crafted to empower users in managing their time and boosting productivity, Outlook encompasses a valuable project-management tool known as the "To-Do" list. This ingenious feature efficiently keeps users informed about impending tasks, critical deadlines, and essential priorities. Moreover, Outlook goes the extra mile by fostering collaboration and seamless sharing capabilities among individuals within their professional network. By seamlessly integrating these functionalities, Outlook becomes an indispensable ally for individuals seeking to optimize their workflow and accomplish their goals with utmost efficiency.

One can effectively manage project deadlines by creating task lists and assigning responsibilities to team members. The added advantage lies in the ability to access these tasks on the move, thanks to the convenience of using the Outlook mobile application.

1.3 Discover the Key Benefits of Using Microsoft Outlook for Improved Productivity

When it comes to getting the most out of your Microsoft account, Outlook shines as a valuable extension. It seamlessly integrates with other applications, like OneNote, right from your inbox, making productivity very easy. But Outlook doesn't stop there. With its user-friendly interface and standout features, it consistently leaves a lasting impression on users, even when used independently of these integrations.

Security 

Users can now experience enhanced security measures when utilizing their Microsoft accounts. With the inclusion of two-step authentication, individuals can avail themselves of optional layers of protection against cybercrime. Moreover, Microsoft Outlook offers an array of advanced features, such as email encryption and diligent identification of threats related to suspicious senders, links, or attachments. These comprehensive security measures provide users with peace of mind and ensure their online experiences remain secure and free from potential threats.

Productivity Insights