The View drop-down menu allows you to customize your view.

1. Turn a view on or off by selecting it or un-selecting it. In the example image above, the Navigation Pane and AutoPreview are on.
2. Arrange By options: date conversation, from, to, folder, size, subject, type, flag, attachments, e-mail account, importance, categories, or custom.
3. Reading Pane (aka preview pane) options: right, bottom, or off.
4. Toolbars options: standard, advanced, web, or custom

1. Adding new shortcuts:
   1. Click on the expansion arrow in the Outlook Bar.
   2. Click on Add or Remove Buttons and select the shortcuts to add.
   3. Navigation Pane Options…: Display buttons in this order allows you to arrange your buttons

Navigation Pane – the Navigation Pane appears on the left side of the Outlook window and displays the outlook folders in a threaded layout.

*Please note that this can be dangerous if a message contains a virus. Some viruses are programmed to execute upon opening the message and will therefore execute when the message appears in the Reading Pane.

AutoPreview – like the Preview pane, the AutoPreview will give a preview of the message except that AutoPreview does so without opening the message. The AutoPreview shows the preview below the message rather than in a new pane.

Managing Messages

Opening, Replying, Flagging

1. To open a message, double click on it.
2. To reply to the message, select Reply (to sender), Reply to All (to sender and all recipients), or Forward (forward message to someone besides the sender or original recipients)

3. Messages can be flagged by right clicking over the message and selecting Follow up and then selecting the desired flag (color is personal preference).

Composing a New Message – See page 12 for New Message to Contact

1. Folders

Creating a new folder – to create a new folder or subfolder, right click on the item where you want the folder to appear and select New Folder. For instance, if you want a new folder under the Inbox, select the Inbox.

a.    Once the folder is made, you can Rename Folder or Delete Folder by right clicking on it.

b.    To move a message to a folder:

1. lick on the message in the message list and drag it to the appropriate folder in the Folder List.
2. If the message is open, go to File and select Move to Folder. Then select the folder form the Folder List in the window that appears.

For other folder options, right click on folder and select the appropriate action: Move, Copy, Mark All (messages) as Read, Add to Outlook Bar, Open, Open in New Window.

Backup of Folder – to back up a folder and all the messages in it, you must set the folder to AutoArchive.

1. Right click on the folder and select Properties.
2. In the Properties window, select AutoArchive.
3. Set the age of items to archive
4. Browse to select the location of the archive

Public Folders – Public folders are set up to contain information available to all mail users within an organization. South Dakota universities under the Board of Regents each have a folder within Public Folders. Each University folder contains several subfolders

Public Folders are accessed the same way personal folders are. However, without proper permissions information can not be added to the Public Folders. The folder list view has to be selected for the Public Folders to show up. To do this:

1. Select Configure buttons in the Outlook Bar
2. Select Add or Remove Buttons.
3. Select the Folder List Button.
4. Now that the Folder List button is in the Outlook Bar, select it.

Drafts – the Drafts folder is the default for saving messages that have been written and saved as drafts but not yet sent. You may change the folder for saving drafts:

1. Select the Tools drop down menu.
2. Select the Options and choose the Preferences tab.
3. Select E-mail Options and then Advanced E-mail Options.
4. Choose the desired folder for Save unsent items in:
5. Choose the desired folder for Save unsent items in:
6. Set the AutoSave time

Sent Items – the Sent Items folder contains copies of messages that you have sent to others.

Deleted Items – the Deleted Items folder contains the messages that you have deleted. Deleted items will stay in the folder until you or the server administrator empties the folder.

Calendar - when you open the Outlook calendar, you will have the option of choosing how to view the calendar:

1. Appointment

1. New Appointment – to create a new appointment on your calendar, go to the Actions drop down menu and select New Appointment.

Enter a Subject for your appointment in the subject area (i.e. meeting with Joe).

1. Enter a Location for your appointment if you choose.
2. Set the Start time, End time, and Reminder
3. If you choose, you may enter more information in the notes area at the bottom of the appointment window.
4. Once you have the appointment setup, select Save and Close.

2.      Recurring Appointment – to create a new recurring appointment on your calendar, go to the Actions drop down menu and select New Recurring Appointment.

1. The recurring appointment window will open on top of a new appointment window. Select the Appointment time and then set the Recurrence pattern and the Range of recurrence.

2. b.      Once these preferences have been set, select OK and then the window will close.

   Complete the appointment window and select Save and Close.

Contacts

    1.   Address Book – the Address Book can be opened with the shortcut button on the menu bar or from the Tools drop-down menu. The Address    Book contains all the address books available to you through your local network.

2.    Contacts – this is the Address Book that holds your personal contacts.

a.       New Contact

1)      When you get a new message from someone, you may add that person to your contact list by right clicking over his or her name and selecting Add to Outlook Contacts.

2)      New Entry – you may also add a new contact to your list with a new entry. Open the Address Book, select the New Entry button, select New Contact, and enter the appropriate information.  

b.      Properties – the contact’s properties is the information you entered in the New Contact window. You may view this information by double clicking on the name or right clicking on the name and selecting Properties.

c.       New Message to Contact: 

2)      From the Address Book, select the contact’s name and then click the New Message button to compose a new message to that contact.

3)      From the New Message window, select the To: button. This will display an Address Book window allowing you to add names from the address book to the To, Cc (Carbon Copy), and Bcc (Blind Carbon Copy) categories of your message. Just highlight the name and select the button corresponding to the area where you want the name.

4)      When you have composed a new message, you may select the importance level of the message as High Importance or Low Importance, or for follow-up.

Distribution List is a group of contacts. Distributions Lists will appear as a Contact in the Address Book.

1. Creating a New Distribution List - you can create a new distribution list with a new entry. Open the Address Book, select the New Entry button, select New Distribution List, and then Select Members to add names from your contact list(s) to the distribution list. Add New will allow you to add names and addresses to the distribution list that aren’t already in a contact list.
2. Editing Distribution Lists
3. Double click on the Distribution List in the Address Book
4. In addition to the Select Members and Add New buttons available when the Distribution List was created, a Remove button is now available to remove names from the list.

G.     Rules and Alerts helps you manage your e-mail messages by using rules to automatically perform actions on messages.

1. to the Tools drop-down menu and select Rules and Alerts.
2. Select New Rule…
3. Select Start creating a rule from a template and select a template then click Next
4. Select Conditions you want to use for your rule and then answer the Wizard questions accordingly
5. Check the box next to the rule to turn it on

H.     Out of Office Assistant – the Out of Office Assistant will send a message to anyone who sends you a message while you are gone.

1. 1.   To turn on the Out of Office Assistant, go to the Tools menu and select Out of Office Assistant.
2. In the window that appears, type the message you want to be sent in your out of office message
3. Add Rule if desired
4. Select I am currently Out of the Office to turn on the Out of Office Assistant
5. Select OK to save the changes made to the Out of Office Assistant
6. When you login to your e-mail for the first time after you return, you will be prompted to turn your Out of Office Assistant off.

A.     Options Window (under the Tools drop-down menu)

1. Preferences
2. E-mail options button
   1. Message Handling
   2. Replies and Forward
      1. Calendar
   3. Default Reminder
   4. Calendar Options
      1. Tasks
   5. Reminder Time
   6. Task Options
      1. Overdue task color
      2. Completed task color
3. Contacts
   1. Contact Options
      1. Full name order for contacts (i.e. First Middle Last)
      2. Order for filing contacts (i.e. Last, First)
   2. Journal Options
4. Mail Format

5. Stationary
   1. Under Message Format, select HTML
   2. Under Stationary and Fonts, select Stationary Picker, and choose the desired pattern
6. Fonts - Under Stationary and Fonts, select Fonts to choose the desired message font
7. Signature – the signature will appear at the bottom of all the messages you send.
   5. Select Signature Picker
   6. Select New to create a new signature
   7. Title the new signature (i.e. Your Name)
   8. Select Start with a blank signature
   9. Type the signature using the desired font styles and sizes
   10. Select Finish
   11. In the Signature Picker window, make sure the signature you desire is selected, select OK
   12. *Note that you may also select a signature and choose to Edit or Remove it.

8. Spelling

9. Customize window (under Tools drop-down menu)
   1. Toolbars – check the ones you want to appear or uncheck those you don’t want
   2. Commands
      1. Select the Category to view the related commands
      2. Select the Command and click the Description button OR right-click and select What’s This?
      3. Options - Personalized Menus and Toolbars: check OR uncheck Menus show recently used commands first

Help

1. Select the Help button to search for information OR select Microsoft Outlook Help from the Help drop-down menu

2. Help window
   1. Contents – organized by category
   2. Answer Wizard – type in a question and it will give you a list of related topics
   3. Index – lists key words for you to select for more information
3. Office assistant
   2. Select Show the Office Assistant from the Help drop-down menu
   3. Click on the assistant to view a list of possible questions or type in your own question
   4. Right-click options for office assistant:
4. Hide
   2. Options or Choose Assistant