Outlook For Dummies (For Dummies (Computer/Tech))

✍ Scribed by Faithe Wempen

• Tongue: English
• Leaves: 403
• Category: Library

✦ Synopsis

Learn all about the best application for emailing, scheduling, collaborating, and just plain getting stuff done 

Did you know that Microsoft Outlook can do everything, including cook your dinner? Okay, it can’t cook your dinner. But it can deliver your email, filter out the junk, help you organize your life, sync data to the cloud, integrate with iOS and Android, and about a zillion other things. Outlook For Dummies shows you how to work all the basic and advanced features of the Office 2021 version. 

Outlook is loaded with interesting productivity tools that most people―even in business environments―don’t know about. Did you know you can create automated mail-handling rules? Translate messages into other languages? Share your calendar with other people? It’s true, and when people start wondering how you suddenly got to be so productive, you can tell them: Outlook For Dummies. 

• Take a stroll around the basic interface and emailing capabilities of Outlook for Office 2021 
• Use Outlook to create daily and monthly schedules, manage a to-do list, organize messages into folders, and make notes for later reference 
• Discover advanced and little-known features that will help you get organized and stay on top of things 
• Sync email across your devices and access Outlook from any computer, tablet, or phone 

For users who are brand-new to Outlook and those upgrading to the latest version, this book makes it simple to get going. 

✦ Table of Contents

Title Page
Copyright Page
Table of Contents
Introduction
Outlook: What Is It Good For?
About This Book
About Version Numbers
Foolish Assumptions
Interface Conventions Used in This Book
Dialog boxes and windows
Ribbons and tabs
Keyboard shortcuts
Icons Used in This Book
Beyond the Book
Part 1 Getting Started with Outlook
Chapter 1 A First Look at Outlook
Why Outlook?
Doing (Almost) Anything with a Few Clicks
Switching to the Simplified Ribbon
Using Email: Basic Delivery Techniques
Reading email
Answering email
Creating new email messages
Sending a file
Maintaining Your Calendar
Entering an appointment
Managing your schedule
Adding a Contact
Entering a Task
Taking Notes
Chapter 2 Taking a Tour of the Outlook Interface
How Outlook Fits Into the Office Picture
Exploring Outlook’s Main Screen
Moving between modules
Using the Folder pane
Changing views in a module
Working with the To-Do bar
Working with the Daily Task List
Taking a peek
Navigating folders
Taking Control with the Ribbon
Viewing ScreenTips
Using the New Item(s) button
Finding Things in a Flash with Search
Simple searching
Advanced searching
Getting Help
Just do it for me!
Just tell me what to do!
Chapter 3 Getting on the Fast Track with Handy Shortcuts
Learning the Value of Dragging
Creating Other Outlook Items from Email Messages
Creating a task from an email message
Scheduling an appointment from an email message
Creating a new contact from an email message
Creating Email Messages from Other Items
Creating an email from a contact
Creating an email from an appointment
Keeping the Interface Simple
Zen of the Right Button
Part 2 Taming the Email Beast
Chapter 4 Email Essentials
Front Ends and Back Ends
Creating Messages
The quick-and-dirty way
The slow but complete way
Blind copying for privacy
Formatting a message
Setting the message importance
Setting sensitivity
Setting other message options
Adding an Internet link to an email message
Dictating a message
Reading and Replying to Email Messages
Viewing previews of message text
Sending a reply
Resending messages
Read it to me!
That’s Not My Department: Forwarding Email
Deleting Messages
Saving a Draft of a Message
Saving a Message as a File
Chapter 5 Taking Email to the Next Level
Nagging by Flagging
One-click flagging
What kind of flagging have you got?
Setting a flag’s status
Setting flags for different days
Changing the default flag date
Adding a reminder to a flag
Attaching a flag to an outgoing message
Changing the date on a reminder
Saving Copies of Your Messages — or Not
Setting Your Reply and Forward Options
Adding Comments to a Reply or a Forward
Sending Attachments
Sending a file from Outlook
Sending a file from another application
Emailing Screenshots
Creating Signatures for Your Messages
Translating a Foreign-Language Message
Chapter 6 Conquering Your Mountain of Messages
Organizing Folders
Creating a new mail folder
Moving messages to another folder
Organizing Your Email with Search Folders
Setting up a search folder
Using a search folder
Deleting a search folder
Playing by the Rules
Creating a rule: the complete method
Creating a rule: the quick method
Running a rule
Filtering Junk Email
Fine-tuning the filter’s sensitivity
Filtering your email with sender and recipient lists
Filtering domains
Archiving for Posterity
Setting up AutoArchive
Setting AutoArchive for individual folders
Starting the archive process manually
Finding and viewing archived items
Closing the archive data file
Arranging Your Messages
Filtering your messages
Sorting your messages
Viewing conversations
Ignoring conversations
Cleaning up conversations
Simplifying Tasks Using Quick Steps
Creating and managing Quick Steps
Creating Quick Parts to save keystrokes
Chapter 7 Managing Multiple Email Accounts and Data Files
Choosing an Email Provider
Buying Your Own Domain Name
Setting Up Email Accounts in Outlook
Understanding POP3 vs. IMAP
Collecting the needed information for setup
Setting up an account using automatic settings
Setting up an account using manual settings
Sending Messages from Different Accounts
Modifying Mail Account Settings
Changing the basic account settings
Changing the mail server
Updating your stored email password
Managing Outlook Data Files
Removing an account from Outlook
Purging old data files
Moving a data file to another computer
Part 3 Keeping Track of Contacts, Dates, Tasks, and More
Chapter 8 Your Little Black Book: Managing Your Contacts
Putting in Your Contacts: Names, Numbers, and Other Stuff
The quick-and-dirty way to enter contacts
The slow, complete way to enter contacts
Viewing Your Contacts
Sorting a view
Rearranging views
Using grouped views
Flagging Your Friends
Using Contact Information
Searching for contacts
Finding a contact from the Mail module
Forwarding a business card
Gathering People Into Groups
Creating a Contact group
Editing a Contact group
Using a Contact group
Adding pictures to contacts
Chapter 9 Organizing Your Schedule with the Calendar
Getting a Good View of Your Calendar
Choosing a view
Viewing calendar items
Time Travel: Viewing Different Dates in the Calendar
Meetings Galore: Scheduling Appointments
The quick-and-dirty way to enter an appointment
The complete way to enter an appointment
Changing an appointment’s date or time
Moving an appointment by dragging
Copying an appointment by dragging
Moving an appointment using the Appointment form
Adjusting the length of an appointment
Cancelling an appointment
Scheduling a recurring appointment
Changing a recurring appointment
Printing Your Appointments
Adding Holidays
Handling Multiple Calendars
Creating multiple calendars
Managing multiple calendars
Sharing Calendars
Sharing a calendar associated with an Exchange account
Accepting a calendar-share invitation
Calendar-sharing options for non-Exchange accounts
Chapter 10 Staying on Task: To-Do Lists and More
Entering New Tasks in the Tasks Module
The quick-and-dirty way to enter a task
The regular way to enter a task
Working with Tasks Folders
Tasks vs. To-Do List: What’s the difference?
Browsing a data file’s folders
Creating new Tasks lists
Renaming a Tasks list
Moving tasks between lists
Switching Up the View
Editing Your Tasks
The quick-and-dirty way to change a task
The regular way to change a task
Deleting a task
Managing Recurring Tasks
Creating a regenerating task
Skipping a recurring task once
Marking Tasks as Complete
Marking it off
Picking a color for completed or overdue tasks
Using the To-Do Bar (and List)
Viewing the Daily Task List
Working with the To-Do Module
Part 4 Taking Outlook to the Next Level
Chapter 11 Merging Mail From Outlook to Microsoft Word
Making Mailing Label Magic
Making and Using a Merge Template
Mastering Form Letter Formalities
Merging to Envelopes
Merging to Email
Chapter 12 Integrating Outlook with Google and iCloud
Integrating Google Calendar with Outlook
Subscribing to a Google Calendar in Outlook
Importing a Google Calendar into Outlook
Accessing Gmail Contacts in Outlook
Integrating Outlook with iCloud
Installing the iCloud app on your PC
Setting up Outlook to work with iCloud
Using iCloud content in Outlook
Chapter 13 Outlook for iOS and Android Devices
Understanding the Mobile Difference
Accessing Mobile Email
Setting up Outlook on a mobile device
Reading email
Replying to email
Composing email
Archiving, scheduling, and deleting email messages
Deleting messages
Managing groups of messages
Using Your Mobile Calendar
Navigating the mobile calendar
Creating a new appointment
Chapter 14 Seeing It Your Way: Customizing Outlook
Customizing the Quick Access Toolbar
Displaying and positioning the QAT
Adding and removing commands from the QAT
Customizing the Ribbon
Creating a new tab and group
Adding and removing commands on the Ribbon
Reordering Ribbon tabs
Resetting Ribbon customization
Hiding or deleting a Ribbon tab or group
Playing with Columns in Table/List Views
Adding a column
Moving a column
Widening or narrowing a column
Removing a column
Sorting Items
Sorting from Table view
Sorting from the Sort dialog box
Grouping Items
Saving Custom Views
Using Categories
Assigning a category
Renaming a category
Changing a category color
Assigning a category shortcut key
Part 5 Outlook at Work
Chapter 15 Outlook on the Job
Planning Meetings with Outlook
Organizing a meeting
Responding to a meeting request
Checking responses to your meeting request
Taking a vote
Casting your vote
Assigning tasks
Sending a status report
Enabling Coworkers to Help You with Your Work
Giving delegate permissions
Opening someone else’s folder
Viewing Two Calendars Side by Side
Setting access permissions
Viewing two accounts
Managing Your Out of Office Message
Managing Your Address Books
Chapter 16 Using Outlook on the Web: Your Outlook Away From Outlook
Signing In to Outlook on the Web
Exploring the Outlook on the Web Interface
Getting Caught Up on Web Email Basics
Reading messages
Sending a message
Setting message importance
Flagging messages
Organizing Contacts
Sorting your contacts
Using Your Calendar
Viewing your calendar
Entering an appointment
Moving an appointment
Creating a To-Do List
Exploring Your Options
Automated vacation replies/out of office message
Creating a signature
Part 6 The Part of Tens
Chapter 17 Ten Shortcuts Worth Taking
Using the New Item Button
Sending a File to an Email Recipient
Sending a Link to a File
Sending a File From a Microsoft Office Application
Turning a Message Into a Meeting
Finding Something
Undoing Your Mistakes
Using the Go to Date Dialog Box
Adding Items in List Views
Sending Repeat Messages
Resending a Message
Chapter 18 Ten Things You Can’t Do with Outlook
Create a Unified Inbox
Insert a Phone Number Into Your Calendar
Open a Message From the Reading Pane
Perform Two-Sided Printing
Search and Replace Area Codes
Print a List of Meeting Attendees
Enlarge the Type in the Calendar Location Box
Create Contact Records for All Recipients of an Email
Track Time Zones for Meetings
Back Up Outlook Data Easily
Chapter 19 Ten Things You Can Do After You’re Comfy
Take Notes
Customize the Quick Access Toolbar
Smarten Up Your Messages with Smart Art
Translate Your Email Messages
Add Charts for Impact
Use Symbols in Email
Open Multiple Calendars
Superimpose Calendars
Select Dates as a Group
Pin a Contact Card
Index
EULA