Hi there, welcome to this video! Let's see how to use Microsoft Outlook
2016 easily and shortly.
If you have problems with the accent, enable our closed captions clicking
on the CC icon in the video corner.
Microsoft Outlook is a software used to open and send emails, make and
organize your agenda and also save your email contacts.
Before starting with Outlook, you firstly need to connect at least one
email account. You can do this through the dialog box that appears when
you open Outlook for the first time. Insert your name, your email address
and the password associated to it. When you click on Next, Outlook will
retrieve all the settings and addresses of your email for you.
When the process finishes, Outlook opens your email account just added.
You can also connect more email accounts to Outlook, in order to check
all of them at the same time. If you go to File and then to Account
Settings..., under the first tab you have all email accounts actually
linked to Outlook. To add other email accounts, click on New, and follow
the steps just seen.
Plus, use Change... to edit the settings of the selected email account,
or use Remove to remove the selected email account from the list.
By default, Outlook shows the email workspace used to check, send and
manage all messages from your linked email accounts. This is composed
by different parts.
On the left, you have the Folder Pane, that lists all your email accounts
linked and all their respective folders; on the centre you are able to
check all emails contained inside the selected folder on the left; and on
the right you have the Reading Pane, used to read the selected email
from the previous panel.
The folders shown are the default ones: Inbox contains all received
emails, showing all unread ones in blue color; Drafts all emails you
have not sent already; Sent all emails sent and Trash and Spam all emails
deleted.
You can create, rename and organize your folders going to the Folder
tab on top. Just remember that these folders will exist just in your
Outlook list, and not in the original email server. Then, drag and drop
an email to a folder on the left to move it there.
Remember to refresh your emails list going to the Send / Receive tab
and clicking on the first icon.
You can organize your workspace as you wish, opening the View tab on top.
For example, you can order your emails by Date, senders, receivers or
Size selecting from the Arrangement section. You can also arrange the
different Panes sizes and position from Layout.
If you hover on an email, you can delete it clicking on the cross icon
on the extreme right, or flag it clicking on the red icon flag. This icon
is very useful to indicate that there is a task to be completed. You
can click again on this icon to remove the flag.
Let's see shortly all that Outlook has to write and send emails under
the Home tab.
To start writing a new email, simply click on New Email on the extreme
left. You have different Fields available. From lets you select the
email address to use to send the current email. To is used to add the
receivers. Cc is used to send the email in copy to other people. Bcc is
used to send the email in copy to other people, but secretly, in order
not to appear in the list of receivers. If you don't see this field,
go to Options and click on Bcc. To type more receivers on a same field,
just type all email addresses separated by a semicolon mark.
Then, fill the text message below, adjusting the font size and style
through the font options under Message and Format Text tabs. If you need
to add attachments, you can click on Attach File under Message tab, or
simply dragging and dropping your file from your computer to your email
page interested.
In case your email is quite urgent, you can add a High Importance tag
under Tags. This will add a tag that will help your receivers to reply
faster to your email.
Emails can contain more than simple text and file attachments. Under the
Insert tab, you can add Calendars, ready-made signatures through
Signature, Pictures and Shapes through the Illutrations section, and also
special text, like WordArts, Symbols or Equations.
To make grammar and spelling checks, you can open the Review tab and
click on the first button on the left. You can also Translate selected
text, or use Start Inking to draw freehand inside your email.
Let's see what you can do when receiving an email. To reply to the
sender, just click on Reply on top. To send the received email as it is
to other people, use Forward.
If you don't want to receive any more emails from someone, just right-click
on one of his emails, go to Junk and then to Block Sender. Plus, you can
use Mark as Unread to show the email in blue color again.
In case you start having lots of emails, you may need to organize them
better and smarter inside Outlook, by using Filters and Cleanups.
Filters are used to show, from your emails list, just all messages that
meet what you are looking for. For example, if you want to see just emails
with High Importance, select Important inside Filter Email, under the
Home tab. This also opens the Search tab, used to fine your filter.
Then you can make Cleanups. The servers that store your emails online do
have limited space available for them, so you may need to delete or
store your old emails in your computer. To do so, go to File and then to
Cleanup Tools. If you choose to delete emails remained in the Deleted or
Trash folders, click on Empty Deleted Items Folder. To archieve and save
all in your computer, click on Archieve....
In the new dialog box, decide what to archieve (the whole email account
or just a folder content) and browse for the destination folder below.
Emails stored will be collected inside a unique local file with a .pst
format. In the future, whenever you want to open this file, just go to
File, Open & Export and then to Open Outlook Data File. Data archives
will be shown on the left as standard online email accounts. So, whenever
you want to archieve an email, just drag and drop it in the desired
folder in the archived account.
Microsoft Outlook is also a personal agenda, reminding you all your
personal appointments, meetings and contacts.
In the bottom left corner you can change the Outlook workspace, choosing
between your Calendar, your Contacts and your Tasks. Let's see each one
more in detail.
The second button opens the Calendar. This lists all your appointments
and meetings taken. You can change its view going to Arrange on top.
On the left, under New, you can create new appointments or meetings.
Appointments are events you add in your Calendar for yourself, specifying
Subject, Location, time and eventually other notes at the bottom, typing
text as you do for emails. Then just save it through Save & Close, and
your appointment will appear in your Calendar.
A Meeting is simply a public appointment, that you can receive from other
people or you can invite people to.
To create a new meeting, click on New Meeting above. This appears like
a new email, with the difference that you have just the From and the To
fields, and you must specify location and duration of the event. People
that receive your meeting can Decline, Accept the meeting, or mark it
as tempative, if their presence is not sure. Meetings accepted or in
temptative will be automatically added inside your Calendar.
Appointments and meetings work fine whatever is the email provider you
use. All you need to have, is just Microsoft Outlook in background.
Appointments and meetings can have reminders, under the Options section.
Here, you decide the status to show off when the event occurs, and
decide to apply a reminder, 15 minutes or weeks before the event itself.
Enable Recurrence if you want to make the event periodic.
Outlook can save all your contacts. You can fast save an email address
right-clicking on it and going to Add to Outlook Contacts. All contacts
saved are collected in the third workspace. Above, select your favorite
view, or go to Folder to organize your contacts through folders.
So when you write a new email, you can go to Address Book above to
insert a contact saved.
The last workspace left is dedicated to the Tasks. These are notes more
complete than the red flags seen before. Each Task describes the subject,
the period of time, the percentage of completion, the status and any
reminder.
Thanks for watching this video! Check out our channel to discover more
about Microsoft Office 2016!