Microsoft Outlook Quick Reference Guide

a.
Contacts 1. To Access Contacts Select Actions > New Mail Message or click on the New Mail Message tool

b. c.

a.
2.

Select Go > Contacts

Click on [To…] to display the Select Names dialog box Click on the recipient's user name on the left, click on [To ->]

To Create A New Contact

a.
3.

Select Actions > New Contact

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.
5.

Click on the Save and Close tool

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

c.
6. a.

To Delete An Unwanted Contact Click on the contact to select it

b.
7.

Select Edit > Delete or click on the Delete tool To Create A Distribution List

a.
b.

Select Actions > New Distribution List Type a name for the list

c.

Click on [Select Members] to choose members for the list

d.
8.

Click on the Save and Close tool

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

Click on Send button 12. click the File > Send to > Mail Recipient (as Attachment) . Send a document directly from Word as email a. Click where the attachment should be inserted b. e. 13. e. c. Click the File > Send to > Mail Recipient (to send the document as the body of the message) d. g.Microsoft Outlook Quick Reference Guide (to send the document as an attachment to the message. Click the File > Send to > Mail Recipient (to send the document as the body of the message) d. Select Insert > File Locate the folder and the file. Click [OK] to paste the name into the To box in the message window Click in the Subject box and type the title for the message f. Alternatively. Alternatively. f. Select/Enter recipient address in the To / Cc / Bcc boxes Type the subject of the message Click Send g. To Add An Attachment To A Message a. Send a document directly from Excel as email a. Click in the large white box and type the text of the message f. Open Microsoft Excel Open the excel file c. then click on [Insert] 11. To Send A Message a. d. b. b. Select Tools > Spelling and Grammar 10. Select/Enter recipient address in the To / Cc / Bcc boxes Type the subject of the message Click Send g. Open Microsoft Word Type the message c. click the File > Send to > Mail Recipient (as Attachment) (to send the document as an attachment to the message. click on the file name. e.

j. a. Make sure Schedule an automatic send/receive every ___ minutes is checked under Setting for group "All Accounts". Use the same setting under When Outlook is Offline e. . To Move Messages Select the messages to move Select Edit > Move to Folder b. e. Determine how often you want to clean out older items in Clean out items older than ___ Months Place a mark to Move old items to d. To Mark A Message As Junk E-mail a. (Default / Standard is 5 minutes) Click Apply these settings to all folders now Click OK f. Make Outlook Send and Receive Periodically Place a checkmark next to Run AutoArchive every __ day e. Type the name of the new folder and choose where to place the folder Click on [OK] Archiving Email 22. To Mark Messages As Safe Click on the message f. b. b. c. Select/Enter recipient address in the To / Cc / Bcc boxes Type the subject of the message Click Send 20. Open the Tools menu Click Options then choose the Other tab Click AutoArchive Click on the name of the destination folder and click on [OK] 18. a. Click on the message a. Choose a frequency between every day and every 60 days a. a. Send a document directly from Excel as email Junk E-Mail 19. Select Actions > Junk E-mail > Add Sender to Blocked Senders List Click on [OK] d. To Find Messages Click on the Find tool Type the search text in Look for Click on Find Now Select Actions > Junk E-mail > Add Sender to Safe Senders List Click on [OK] 21. Click Close. To Empty The Junk E-mail Folder Click on the Junk E-mail folder and review the messages 16. c. c. a. h. g. Select Tools | Send/Receive | Send/Receive Settings | Define Send/Receive Groups Highlight the All Accounts group f. click the File > Send to > Mail Recipient (as Attachment) b. To Create A New Message Folder Select File > New > Folder b. Open Microsoft PowerPoint Open the PowerPoint file c. c. d.Microsoft Outlook Quick Reference Guide 14. 15. c. Place a checkmark next to archive or delete old mail and show archive folder in your folder list c. To Archive Old Mail Automatically 17. Alternatively. a. c. i. b. a. Right-click on the Junk E-mail folder and select Empty "Junk E-mail" Folder b. b. b. Enter the desired interval for automatic mail retrieval.

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