Microsoft Outlook

Quick Reference Guide

a. Select Actions > New Mail
Message or click on the New Mail
Contacts
Message tool

1. To Access Contacts b. Click on [To…] to display the

Select Names dialog box
a. Select Go > Contacts
c. Click on the recipient's user name
on the left, click on [To ->]
2. To Create A New Contact
a. Select Actions > New Contact

3. To Add A Contact From Email

a. Double click on the message to
open it
b. Right click on the email address
address in From and select Add To
Outlook Contacts

4. To Enter Details Into A Contact Card

a. Click on the appropriate fields and
type the relevant information
b. Click on the Save and Close tool

5. To Edit Contact Details

a. Double-click on the contact to
display the Contact window
b. Make the appropriate changes
c. Click on the Save and Close tool

6. To Delete An Unwanted Contact

a. Click on the contact to select it
b. Select Edit > Delete or click on the
Delete tool

7. To Create A Distribution List

a. Select Actions > New
Distribution List
b. Type a name for the list
c. Click on [Select Members] to
choose members for the list
d. Click on the Save and Close tool

8. To Add A Contact From Email

a. Double click on the message to
open it
b. Right click on the email address
address in From and select Add To
Outlook Contacts

Sending Emails

9. To Create A New Message

Microsoft Outlook
Quick Reference Guide
(to send the document as an attachment
to the message.
e. Select/Enter recipient address in
the To / Cc / Bcc boxes
d. Click [OK] to paste the name into
f. Type the subject of the message
the To box in the message window
g. Click Send
e. Click in the Subject box and type
the title for the message
f. Click in the large white box and
type the text of the message
g. Select Tools > Spelling and
Grammar

10. To Add An Attachment To A Message

a. Click where the attachment should
be inserted
b. Select Insert > File

c. Locate the folder and the file, click

on the file name, then click on [Insert]

11. To Send A Message

a. Click on Send button

12. Send a document directly from Word as e-

mail
a. Open Microsoft Word
b. Type the message
c. Click the File > Send to > Mail
Recipient
(to send the document as the body of
the message)
d. Alternatively, click the File > Send
to > Mail Recipient (as Attachment)
(to send the document as an attachment
to the message.
e. Select/Enter recipient address in
the To / Cc / Bcc boxes
f. Type the subject of the message
g. Click Send

13. Send a document directly from Excel as e-

mail
a. Open Microsoft Excel
b. Open the excel file
c. Click the File > Send to > Mail
Recipient
(to send the document as the body of
the message)
d. Alternatively, click the File > Send
to > Mail Recipient (as Attachment)
Microsoft Outlook
Quick Reference Guide

14. Send a document directly from Excel as e- Junk E-Mail

mail
19. To Mark A Message As Junk E-mail
a. Open Microsoft PowerPoint
a. Click on the message
b. Open the PowerPoint file
b. Select Actions > Junk E-mail >
c. Alternatively, click the File > Send Add Sender to Blocked Senders List
to > Mail Recipient (as Attachment)
c. Click on [OK]
d. Select/Enter recipient address in
the To / Cc / Bcc boxes
20. To Mark Messages As Safe
e. Type the subject of the message
a. Click on the message
f. Click Send
b. Select Actions > Junk E-mail >
Add Sender to Safe Senders List
15. To Find Messages
c. Click on [OK]
a. Click on the Find tool

b. Type the search text in Look for 21. To Empty The Junk E-mail Folder
c. Click on Find Now a. Click on the Junk E-mail folder
and review the messages
16. To Create A New Message Folder b. Right-click on the Junk E-mail
folder and select Empty "Junk E-mail"
a. Select File > New > Folder
Folder
b. Type the name of the new folder
and choose where to place the folder
c. Click on [OK] Archiving Email

22. To Archive Old Mail Automatically

17. To Move Messages
a. Select the messages to move a. Open the Tools menu

b. Select Edit > Move to Folder b. Click Options then choose the
Other tab
c. Click on the name of the
destination folder and click on [OK] c. Click AutoArchive

d. Place a checkmark next to Run

18. Make Outlook Send and Receive AutoArchive every __ day
Periodically e. Choose a frequency between every
day and every 60 days
a. Select Tools | Send/Receive |
Send/Receive Settings | Define f. Place a checkmark next to archive
Send/Receive Groups or delete old mail and show archive
b. Highlight the All Accounts group folder in your folder list

c. Make sure Schedule an g. Determine how often you want to

automatic send/receive every ___ clean out older items in Clean out
minutes is checked under Setting for items older than ___ Months
group "All Accounts".
h. Place a mark to Move old items to
d. Use the same setting under When
Outlook is Offline i. Click Apply these settings to all
folders now
e. Enter the desired interval for
automatic mail retrieval. (Default / j. Click OK
Standard is 5 minutes)
f. Click Close.