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 page i

Microsoft® Outlook 365

IN PRACTICE

2021

Photo Source: LWA/Larry Williams/Blend Images

page ii
 page iii

Microsoft® Outlook 365

IN PRACTICE

2021

Michael-Brian Ogawa
UNIVERSITY OF HAWAII

Randy Nordell
AMERICAN RIVER COLLEGE
Photo Source: LWA/Larry Williams/Blend Images
 page iv

MICROSOFT OUTLOOK 365: COMPLETE

Published by McGraw Hill LLC, 1325 Avenue of the Americas, New York, NY 10019.
Copyright ©2023 by McGraw Hill LLC. All rights reserved. Printed in the United
States of America. No part of this publication may be reproduced or distributed in
any form or by any means, or stored in a database or retrieval system, without the
prior written consent of McGraw Hill LLC, including, but not limited to, in any
network or other electronic storage or transmission, or broadcast for distance
learning.

Some ancillaries, including electronic and print components, may not be available
to customers outside the United States.

This book is printed on acid-free paper.

1 2 3 4 5 6 7 8 9 LMN 27 26 25 24 23 22

ISBN 978-1-265-17688-4
MHID 1-265-17688-4

Cover Image: LWA/Larry Williams/Blend Images

All credits appearing on page or at the end of the book are considered to be an
extension of the copyright page.

The Internet addresses listed in the text were accurate at the time of publication.
The inclusion of a website does not indicate an endorsement by the authors or
McGraw Hill LLC, and McGraw Hill LLC does not guarantee the accuracy of the
information presented at these sites.

mheducation.com/highered
 page v

dedication

To Nicole, I owe my deepest gratitude to you for

encouraging me throughout this endeavor. Your love
and support made this project successful, as you
were always there to keep me moving forward
regardless of what you had on your plate. I can
hardly wait to spend more time with you!
—M.B. Ogawa
Many thanks to our talented and dedicated author
team: Kathleen, Annette, Pat, Amie, and M.B. Thank
you also to the McGraw-Hill team (Wyatt, Brian,
Dean, and Alan) for your continued support of this
project. You all are a pleasure to work with. Kelly,
thank you for your daily love, support, and
encouragement. I could not have done this without
you. I’m looking forward to spending more time
together traveling, hiking, riding our tandem, and
paddle boarding!
—Randy Nordell
 page vi

brief contents

WINDOWS & OFFICE Intro Chapter: Windows 10,

Office 365/2019, and File Management Intro-1
OUTLOOK Chapter 1: Outlook Overview and Email Basics
O1-2
OUTLOOK Chapter 2: Email Special Features O2-53
OUTLOOK Chapter 3: Contacts O3-99
OUTLOOK Chapter 4: Calendar O4-140
OUTLOOK Chapter 5: Tasks, To-Do Items, and User
Interface O5-175
OUTLOOK Chapter 6: Folders, Rules, Quick Steps, and
Search Folders O6-218
OUTLOOK Chapter 7: Multiple Email Accounts, Advanced
Email Options, RSS Feeds, and Search O7-256
OUTLOOK Chapter 8: Advanced Contacts O8-294
OUTLOOK Chapter 9: Advanced Calendars and Sharing
O9-328
OUTLOOK Chapter 10: Note, Journal, Shortcuts,
Archiving, and Security O10-366

APPENDICES
APPENDIX A: Setting Up Outlook for an On-site or Online
Classroom Environment A-2
APPENDIX B: Outlook Shortcuts B-1
APPENDIX C: Outlook Quick Reference Guide C-1
APPENDIX D: Exchange Server versus Stand-Alone Usage D-1
APPENDIX E: Quick Tips and Troubleshooting E-1

GLOSSARY G-1
INDEX I-1
 page vii

contents

WINDOWS & OFFICE

INTRO CHAPTER: WINDOWS, OFFICE, AND
FILE MANAGEMENT Intro-1

Chapter Overview Intro-1

Student Learning Outcomes (SLOs) Intro-1
Case Study Intro-1
SLO Intro.1—Using Windows Intro-2
Windows 10 & 11 Intro-2
Microsoft 365 and Your Microsoft Account Intro-2
Windows Desktop and Taskbar Intro-3
Start Menu Intro-3
Add Apps Intro-4
Customize the Start Menu Intro-4
Customize the Taskbar Intro-6
File Explorer Intro-6
OneDrive Intro-7
OneDrive Online Intro-8
Search Intro-9
Task View and Virtual Desktops Intro-9
Settings Intro-11
SLO Intro.2—Using Microsoft Office Intro-12
 Office 365 and Office 2021 Intro-13
Office 365 Products, Versions, and Update Channels Intro-13
Premium Office Apps, Office Online, and Office Mobile Apps
Open an Office Desktop Application Intro-15 Intro-14
Office Start Page Intro-16
Backstage View Intro-16
Microsoft Search Intro-17
Mouse and Pointers Intro-18
Touch Mode and Touch-Screen Gestures Intro-18
SLO Intro.3—Creating, Saving, Closing, and Opening Office
Files Intro-19
Create a New File Intro-19
Save a File Intro-21
AutoSave Intro-22
Create a New Folder When Saving a File Intro-22
Save As a Different File Name Intro-23
Office File Types Intro-23
Close a File Intro-24
Open an Existing File Intro-24

Pause & Practice: Intro-1 Intro-26

SLO Intro.4—Working with Files Intro-29
File Views Intro-29
Change Display Size Intro-30
Manage Multiple Open Files and Windows Intro-30
Snap Assist Intro-31
SLO Intro.5—Printing, Sharing, and Customizing Files
Print a File Intro-33 Intro-32
Export as a PDF File Intro-33
Document Properties Intro-34
Share a File Intro-35
Program Options Intro-36
SLO Intro.6—Using the Ribbon, Tabs, and Quick Access
Toolbar Intro-36
 The Ribbon, Tabs, and Groups Intro-36
Ribbon Display Options Intro-37
Buttons, Drop-Down Lists, and Galleries Intro-37
Dialog Boxes, Task Panes, and Launchers Intro-38
ScreenTips Intro-38
Radio Buttons, Check Boxes, and Text Boxes Intro-39
Quick Access Toolbar Intro-39
Customize the Quick Access Toolbar Intro-39
SLO Intro.7—Using Context Menus, the Mini Toolbar, and
Keyboard Shortcuts Intro-41
Context Menu Intro-41
Mini Toolbar Intro-41
Keyboard Shortcuts Intro-41
Function Keys on a Laptop Intro-42

Pause & Practice: Intro-2 Intro-42

SLO Intro.8—Organizing and Customizing Folders and Files
Customize File Explorer Intro-46 Intro-46
Create a Folder Intro-47
Move and Copy Files and Folders Intro-48
Rename Files and Folders Intro-48
Delete Files and Folders Intro-49
Create a Zipped (Compressed) Folder Intro-50
Extract a Zipped (Compressed) Folder Intro-50

Pause & Practice: Intro-3 Intro-51

Chapter Summary Intro-53
Check for Understanding Intro-55
Using Microsoft Windows and Office Intro-56
Guided Project Intro-1 Intro-56
Guided Project Intro-2 Intro-59
Independent Project Intro-3 Intro-61
Independent Project Intro-4 Intro-63
Challenge Project Intro-5 Intro-65
 Challenge Project Intro-6 Intro-65

OUTLOOK

CHAPTER 1: OUTLOOK OVERVIEW AND EMAIL

BASICS O1-2
Chapter Overview O1-2
Student Learning Outcomes (SLOs) O1-2
Case Study O1-3

page viii

1.1—Working with Outlook O1-3

Email O1-3
Calendar O1-3
Contacts O1-5
Tasks O1-5
Notes O1-6
Journal O1-6
1.2—Navigating Outlook O1-7
Outlook Today O1-7
Outlook Panes O1-8
The Ribbon, Tabs, and Dialog Boxes O1-9
Views O1-11
Folder List O1-11
Search O1-12
1.3—Understanding Outlook Environments O1-13
Outlook as a Stand-Alone Program O1-13
Outlook in an Exchange Environment O1-13
1.4—Adding an Email Account in Outlook O1-13
 Types of Email Accounts O1-14
Add an Email Account O1-14

Pause & Practice 1-1: Adding an Email Account

1.5—Creating, Sending, and Receiving Email O1-16O1-16
Create New Email O1-17
Select Recipients O1-17
Cc and Bcc O1-18
Subject Line and Body O1-19
Format Text O1-19
Send an Email O1-20
Save an Email Draft O1-21
Open an Email O1-21
Reply, Reply All, and Forward O1-22
Save an Email in a Windows Folder O1-23
Print an Email O1-23
Recall an Email Message O1-24
Resend an Email Message O1-25

Pause & Practice 1-2: Use Outlook to Send,

Receive, and Print Email Messages O1-26
1.6—Handling Attachments O1-27
Attach a File O1-27
Preview an Attachment O1-29
Open and Save Attachments O1-29
Forward an Email as an Attachment O1-31
Attach Other Outlook Items O1-31
1.7—Understanding Arrangement and Icons O1-32
Email Arrangement O1-32
Read/Unread Email O1-33
Mark as Read/Unread O1-34
Replied to and Forwarded O1-34
Attachment O1-34
Flag O1-34
 Importance O1-34
Reminder O1-35
Category O1-35
1.8—Cleaning Up Your Inbox O1-35
Delete an Email O1-35
Deleted Items Folder O1-36
Clean Up and Ignore O1-36
Empty Deleted Items O1-36

Pause & Practice 1-3: Use Attachments and

Delete Email Messages O1-38
Chapter Summary O1-40
Check for Understanding O1-42
Using Microsoft Outlook O1-43
Guided Projects (3) O1-43
Independent Projects (3) O1-47
Challenge Projects (3) O1-51

CHAPTER 2: EMAIL SPECIAL FEATURES O2-53

Chapter Overview O2-53
Student Learning Outcomes (SLOs) O2-53
Case Study O2-53
2.1—Understanding Email Formats O2-54
Plain Text O2-54
Hypertext Markup Language O2-54
Outlook Rich Text Format O2-54
Set Default and Change Message Format O2-54
2.2—Using Intelligent Technology O2-55
Text Prediction O2-55
Suggested Replies O2-56
Translate O2-57
 Read Aloud O2-57
2.3—Using Message Options O2-58
Properties Dialog Box O2-58
Importance O2-59
Sensitivity O2-59
Security O2-60
Delivery and Read Receipts O2-60
Delivery Options O2-62
Follow Up Flag O2-64
Flag for Recipients O2-64
Permission O2-65

Pause & Practice 2-1: Sending and Receiving

Messages Using Message Options O2-66
2.4—Using Categories O2-67
Customize a Category O2-67
Assign a Category O2-69
View by Categories O2-69
Set a Quick Click Category O2-70
2.5—Using Follow Up Flags O2-70
Apply a Follow Up Flag O2-71
Create a Custom Follow Up Flag O2-72
Set a Quick Click Follow Up Flag O2-72
View To-Do Items O2-72
Mark a Flagged Item as Complete O2-73

Pause & Practice 2-2: Organize Messages with

Categories and Apply FollowUp Flags O2-74
2.6—Using Voting Buttons and Polls O2-75
Preset Voting Buttons O2-75
Custom Voting Buttons O2-75
Respond Using Voting Buttons O2-76
Track Voting Responses O2-77
Create Polls O2-77
 Vote Using Polls O2-78
View Poll Results O2-79

Pause & Practice 2-3: Using Voting Buttons

2.7—Customizing Your Email O2-81O2-80
Create a Signature O2-81
Set a Default Signature O2-82

page ix

Manually Insert a Signature O2-83

Themes O2-83
Set the Default Theme and Font O2-84
Create and Use Templates O2-84
Desktop Alerts O2-85

Pause & Practice 2-4: Create and Apply a

Signature O2-85
Chapter Summary O2-87
Check for Understanding O2-88
Using Microsoft Outlook O2-89
Guided Projects (3) O2-89
Independent Projects (3) O2-93
Challenge Projects (3) O2-97

CHAPTER 3: CONTACTS O3-99

Chapter Overview O3-99
Student Learning Outcomes (SLOs) O3-99
Case Study O3-99
3.1—Understanding Contacts O3-100
Database Terminology O3-100
 Contacts versus Global Address List O3-100
3.2—Creating Contacts O3-101
Create a New Contact O3-101
Create a New Contact from the Same Company O3-102
Create a Contact from a Received Email O3-103
Create a Contact from an Electronic Business Card O3-104
Add a Contact from the Global Address List O3-104
Duplicate Contacts O3-105

Pause & Practice 3-1: Create and Send

Contacts O3-106
3.3—Editing a Contact Record O3-107
Change a Field Name O3-107
Add an Address O3-108
Add Multiple Email Addresses O3-108
Insert a Picture O3-109
Use the Map It Feature O3-110
Delete a Contact O3-110
3.4—Using and Modifying Views in Contacts O3-111
Contact Views O3-111
Sort Contacts O3-111
Modify a View O3-112

Pause & Practice 3-2: Edit a Contact Record to

Include a Picture, Mailing Address, and
Secondary Email Address O3-113
3.5—Using Contacts and Contact Groups O3-114
Send an Email to a Contact O3-114
Forward a Contact as a Business Card O3-115
Create a Contact Group O3-116
Send an Email to a Contact Group O3-117
Modify a Contact Group O3-118
Update a Contact Group O3-120
Pause & Practice 3-3: Create and Edit Contact
Groups O3-120
3.6—Using Groups O3-121
Create a Group O3-121
Start a Conversation in a Group O3-123
Replying to a Group O3-124
Edit a Group O3-124

Pause & Practice 3-4: Create, Edit, and Send

Messages to a Group O3-127
Chapter Summary O3-129
Check for Understanding O3-130
Using Microsoft Outlook O3-131
Guided Projects (3) O3-131
Independent Projects (3) O3-135
Challenge Projects (3) O3-138

CHAPTER 4: CALENDAR O4-140

Chapter Overview O4-140
Student Learning Outcomes (SLOs) O4-140
Case Study O4-140
4.1—Understanding Calendar Items O4-141
Appointments O4-141
Events O4-142
Meeting Requests O4-142
4.2—Navigating the Calendar Views O4-142
Day View O4-143
Week View O4-143
Month View O4-144
Schedule View O4-144
Other Views O4-145
4.3—Creating and Editing Calendar Items O4-145
Create an Appointment O4-146
Create an Event O4-146
Reminders O4-147
Move and Copy Calendar Items O4-148
Recurring Appointments and Events O4-148
Delete a Calendar Item O4-149
Create a Calendar Item from an Email O4-149

Pause & Practice 4-1: Create Appointments

and Events O4-150
4.4—Creating and Using Meeting Requests O4-151
Create and Send a Meeting Request O4-152
Respond to a Meeting Request O4-153
Propose a New Time for a Meeting Request O4-154
Track Meeting Request Respondents O4-155
Change and Update a Meeting Request O4-156
Cancel a Scheduled Meeting O4-157

Pause & Practice 4-2: Updating Meeting

Requests and Proposing New Times O4-157
4.5—Working with Group Calendars O4-159
Accessing the Group Calendar O4-159
Add Group Meetings to Your Calendar O4-160

Pause & Practice 4-3: Creating and Updating

Meeting Requests on Group Calendars O4-161
Chapter Summary O4-163
Check for Understanding O4-164
Using Microsoft Outlook O4-165
Guided Projects (3) O4-165
Independent Projects (3) O4-169
Challenge Projects (3) O4-173
 page x

CHAPTER 5: TASKS, TO-DO ITEMS, AND USER

INTERFACE O5-175
Chapter Overview O5-175
Student Learning Outcomes (SLOs) O5-175
Case Study O5-175
5.1—Understanding Tasks and To-Do Items O5-176
Tasks O5-176
Task List O5-176
Flagged Items O5-176
To-Do List O5-176
To-Do Bar O5-177
5.2—Creating and Using Tasks O5-177
Create a New Task O5-177
Edit a Task O5-178
Attach a File or an Outlook Item O5-180
Mark a Task as Complete O5-181
Recurring Task O5-182
Create a Task from an Email O5-183
Create a Task from a Calendar Item O5-184

Pause & Practice 5-1: Create Tasks O5-184

5.3—Viewing Tasks and To-Do Items O5-186
Task Views O5-186
Reading Pane O5-187
Tasks in Calendar Views O5-187
Customize the To-Do Bar O5-187
5.4—Managing Tasks O5-188
Assign a Task O5-189
Accept a Task Request O5-189
Task Icons O5-190
 Update a Task and Send a Status Report O5-191
Complete a Task O5-191
Task Options O5-192

Pause & Practice 5-2: Assign, Accept, Update,

and Complete Tasks O5-193
5.5—Customize the User Interface in Outlook O5-194
Outlook Today O5-195
Navigation Bar Options O5-195
Favorites Folders O5-196
Customize the Quick Access Toolbar O5-196
Optimize Space for Touch Displays O5-197
Sort and Arrange Items O5-198
Customize the Reminders Window O5-199
Add Columns and Use the Field Chooser O5-200
Show in Groups O5-201
Customize Views O5-201
Create a Custom View O5-202
Dark Mode O5-203

Pause & Practice 5-3: Customize Outlook

Chapter Summary O5-205O5-204
Check for Understanding O5-206
Using Microsoft Outlook O5-207
Guided Projects (3) O5-207
Independent Projects (3) O5-212
Challenge Projects (3) O5-216

CHAPTER 6: FOLDERS, RULES, QUICK STEPS,

AND SEARCH FOLDERS O6-218
Chapter Overview O6-218
Student Learning Outcomes (SLOs) O6-218
Case Study O6-218
6.1—Using Folders O6-219
Create a Folder O6-219
Move a Folder O6-220
Delete a Folder O6-221
Use the Folders List O6-221

Pause & Practice 6-1: Create and Use Folders

6.2—Creating and Using Rules O6-223O6-222
Create a Rule O6-223
Create an Advanced Rule O6-225
Modify a Rule O6-228
Delete or Turn On/Off a Rule O6-229
Run a Rule O6-230
Rearrange Rules O6-230

Pause & Practice 6-2: Create and Run Rules

6.3—Customize and Use Quick Steps O6-233O6-231
Modify an Existing Quick Step O6-233
Create a New Quick Step O6-234
Manage Quick Steps O6-235

Pause & Practice 6-3: Create and use Quick

Steps O6-235
6.4—Using Search Folders O6-238
Create a New Search Folder O6-238
Customize a Search Folder O6-239
Delete a Search Folder O6-240

Pause & Practice 6-4:Utilize Search Folders to

Find Information Quickly O6-241
Chapter Summary O6-243
Check for Understanding O6-243
Using Microsoft Outlook O6-244
Guided Projects (3) O6-244
Independent Projects (3) O6-250
Challenge Projects (3) O6-254

CHAPTER 7: MULTIPLE EMAIL ACCOUNTS,

ADVANCED EMAIL OPTIONS, RSS FEEDS, AND
SEARCH O7-256
Chapter Overview O7-256
Student Learning Outcomes (SLOs) O7-256
Case Study O7-256
7.1—Connect and Use Multiple Email Accounts in Outlook
Auto Account Setup O7-257O7-257
Troubleshoot Email Problems O7-259
7.2—Managing Multiple Email Accounts O7-260
Set the Default Account O7-261
Send Email through a Different Account O7-261
Change the Email Delivery Folder O7-262
Create Folders and Use Rules O7-263
Outlook on the web O7-263

page xi

Pause & Practice 7-1: Add a Secondary Email

Address to Outlook and Set the Default
Account O7-264
7.3—Customizing Email Options O7-265
Email Options O7-266
Compose Messages O7-266
Outlook Panes O7-267
Message Arrival O7-267
 Conversation Clean Up O7-267
Replies and Forwards O7-268
Save Messages O7-268
Send Messages O7-269
MailTips (Available on Exchange Servers) O7-269
Tracking Options O7-270
Message Format and Other O7-270
Automatic Replies (Out of Office) O7-270
Junk Email Options O7-271
» Safe and Blocked Senders and Recipients O7-272
» Retrieving Email That Is Marked as Junk O7-273
7.4—Using RSS Feeds O7-274
Subscribe to an RSS Feed O7-274
Manage RSS Feeds O7-276
Forward an RSS Feed O7-276
Unsubscribe from an RSS Feed O7-277

Pause & Practice 7-2: Subscribe to and

Manage RSS Feeds O7-278
7.5—Searching for Outlook Items O7-279
Search O7-279
Search Options O7-280
Advanced Find O7-281

Pause & Practice 7-3: Search for Messages

Chapter Summary O7-283O7-281
Check for Understanding O7-284
Using Microsoft Outlook O7-285
Guided Projects (3) O7-285
Independent Projects (3) O7-289
Challenge Projects (3) O7-292

CHAPTER 8: ADVANCED CONTACTS O8-294

Chapter Overview O8-294
Student Learning Outcomes (SLOs) O8-294
Case Study O8-294
8.1—Managing Contacts O8-295
Change the Default Address Book O8-295
Create a Contacts Folder O8-296
Categorize Contacts O8-297
Update Contacts O8-298
Customize Contact Options O8-299

Pause & Practice 8-1: Work with Partners to

Create a Contact Folder O8-300
8.2—Using Business Cards O8-301
Send an Electronic Business Card O8-301
Include Your Business Card in a Signature O8-303
Customize Your Business Card O8-304

Pause & Practice 8-2: Modify Your Business

Card to Improve Its Appearance O8-305
8.3—Importing and Exporting Contact Information O8-306
Import Contacts O8-307
Export Contacts O8-308
Export an Outlook Data File O8-310
Import an Outlook Data File O8-311

Pause & Practice 8-3: Export Your Contacts

8.4—Using Contacts with Other Office Programs O8-311
Use Contacts to Create Mailing Labels in Word O8-313O8-312

Pause & Practice 8-4: Create Mailing Labels

Chapter Summary O8-317O8-315
Check for Understanding O8-317
Using Microsoft Outlook O8-318
Guided Projects (3) O8-318
Independent Projects (3) O8-323
Challenge Projects (3) O8-327

CHAPTER 9: ADVANCED CALENDARS AND

SHARING O9-328
Chapter Overview O9-328
Student Learning Outcomes (SLOs) O9-328
Case Study O9-328
9.1—Using Multiple Calendars O9-329
Create a New Calendar O9-329
View Multiple Calendars O9-330
9.2—Customizing the Calendar Using Calendar Options
Work Time Options O9-331O9-331
Calendar Options O9-332
Display Options O9-332
Time Zones O9-333
Scheduling Assistant O9-333
Automatic Accept or Decline O9-333
Weather O9-333
9.3—Printing and Sharing an Outlook Calendar O9-334
Print an Outlook Calendar O9-334
Forward an Appointment O9-335
Share a Calendar O9-335
Send a Calendar via Email O9-337
Share a Microsoft Account Calendar O9-338
View a Shared Microsoft Account Calendar O9-339

Pause & Practice 9-1: Create a Calendar and

Forward Appointments O9-340
9.4—Using Advanced Calendar Features O9-341
 Categorize Calendar Items O9-341
Attach Items to a Calendar Item O9-342
Private Calendar Items O9-343
Recurring Meetings O9-344
Scheduling Assistant O9-345
AutoPick a Meeting Time O9-345

Pause & Practice 9-2: Categorize

Appointments and Attach Items O9-347
9.5—Sharing Your Outlook with Others O9-348
Delegates and Permissions O9-348
Assign a Delegate O9-349
Open Another Outlook User’s Folders O9-350

page xii

Create Outlook Items as a Delegate O9-351

Remove a Delegate O9-351

Pause & Practice 9-3: Adding Delegates,

Restricting Permissions, and Removing
Delegates O9-351
Chapter Summary O9-353
Check for Understanding O9-354
Using Microsoft Outlook O9-355
Guided Projects (3) O9-355
Independent Projects (3) O9-360
Challenge Projects (3) O9-364

CHAPTER 10: NOTE, JOURNAL, SHORTCUTS,

ARCHIVING, AND SECURITY O10-366
Chapter Overview O10-366
Student Learning Outcomes (SLOs) O10-366
Case Study O10-366
10.1—Using Notes O10-367
Create a Note O10-367
Edit a Note O10-368
Categorize Notes O10-368
Note Views O10-368
Forward a Note O10-369
10.2—Using the Journal O10-369
Record a Journal Entry O10-370
Journal Views O10-371
10.3—Using Shortcuts O10-372
Create a New Shortcut O10-372
Create a New Shortcut Group O10-373
Edit a Shortcut or Shortcut Group O10-373

Pause & Practice 10-1: Create and Use Notes,

Journal Entries, and Shortcuts O10-374
10.4—Storing Outlook Items in Archive Folders O10-375
AutoArchive Settings O10-376
Custom AutoArchive Settings O10-377
Running AutoArchive and Archive O10-378
10.5—Customizing Security Settings O10-379
Outlook Trust Center O10-379
» Trusted Publishers O10-379
» Privacy Options O10-380
» Form-based Sign-in O10-380
» Email Security O10-380
» Attachment Handling O10-381
» Automatic Download O10-382
» Macro Settings O10-383
» Programmatic Access O10-383
Add-Ins O10-383
 Digital Signatures O10-384

Pause & Practice 10-2: Set up and use a Digital

ID O10-386
10.6—Optimizing your Work Schedule with Viva Insights
Viva Insights in Outlook O10-388O10-388
10.7—Understanding the Difference between Outlook on the
Web and Outlook 365 Online O10-389
Outlook on the Web O10-389
Outlook 365 Online O10-391

Pause & Practice 10-3: Setting lunch hours

and delaying delivery of messages O10-392
Chapter Summary O10-393
Check for Understanding O10-394
Using Microsoft Outlook O10-395
Guided Projects (3) O10-395
Independent Projects (3) O10-399
Challenge Projects (3) O10-403

APPENDICES
Appendix A: Setting Up Outlook for an On-site or Online
Classroom Environment A-2
Appendix B: Outlook Shortcuts B-1
Appendix C: Outlook Quick Reference Guide C-1
Appendix D: Exchange Server versus Stand-Alone Usage D-1
Appendix E: Quick Tips and Troubleshooting E-1

GLOSSARY G-1
INDEX I-1
 page xiii

about the authors

MICHAEL-BRIAN OGAWA, PH.D.
Michael-Brian Ogawa, “M.B.,” is a faculty member in the Information
and Computer Sciences Department at the University of Hawaii at
Manoa. He has been an educator for over a decade and worked with
students ranging from elementary school through graduate school.
M.B. holds a bachelor’s degree in Business Administration, master’s
degrees in Library and Information Science and Educational
Technology, and a doctor of philosophy in education from the
University of Hawaii at Manoa. M.B. co-authored Microsoft Outlook
2007: A Professional Approach, Microsoft Office Outlook 2013
Complete: In Practice, Microsoft Office Outlook 2016 Complete: In
Practice, published Microsoft Outlook 365 Complete: In Practice,
2019 Edition. articles on student academic success and information
ethics, and speaks at a variety of conferences. In his spare time, he
enjoys his family, baseball, running, and reading.

RANDY NORDELL, ED D
Dr. Randy Nordell is a professor of business technology at American
River College in Sacramento, California. He has been an educator for
over 30 years and has taught at the high school, community college,
and university levels. He holds a bachelor’s degree in business
administration from California State University, Stanislaus, a single
subject teaching credential from Fresno State University, a master’s
degree in education from Fresno Pacific University, and a doctorate
in education from Argosy University. Randy is the lead author of the
Microsoft Office 365: In Practice, Microsoft Office 2016: In Practice,
and Microsoft Office 2013: In Practice series of texts. He is also the
author of 101 Tips for Online Course Success and Microsoft Outlook
2010. Randy speaks regularly at conferences on the integration of
technology into the curriculum. When not teaching and writing, he
enjoys spending time with his family, cycling, skiing, swimming,
backpacking, and enjoying the California weather and terrain.
 page xiv

preface

What We’re About

We wrote Microsoft Office 365: In Practice, 2021 Edition to meet the
diverse needs of both students and instructors. Our approach
focuses on presenting Office topics in a logical and structured
manner, teaching concepts in a way that reinforces learning with
practice projects that are transferrable, relevant, and engaging. Our
pedagogy and content are based on the following beliefs.

Students Need to Learn and Practice Transferable

Skills
Students must be able to transfer the concepts and skills learned in
the text to a variety of projects, not simply follow steps in a
textbook. Our material goes beyond the instruction of many texts. In
our content, students practice the concepts in a variety of current
and relevant projects and are able to transfer skills and concepts
learned to different projects in the real world. To further increase the
transferability of skills learned, this text is integrated with SIMnet so
students also practice skills and complete projects in an online
environment.

Your Curriculum Drives the Content

The curriculum in the classroom should drive the content of the text,
not the other way around. This book is designed to allow instructors
and students to cover all the material they need to in order to meet
the curriculum requirements of their courses no matter how the
courses are structured. Microsoft Office 365: In Practice, 2021
Edition teaches the marketable skills that are key to student success.
McGraw-Hill’s Custom Publishing site, Create, can further tailor the
content material to meet the unique educational needs of any
school.

Integrated with Technology

Our text provides a fresh and new approach to an Office applications
course. Topics integrate seamlessly with SIMnet with 1:1 content to
help students practice and master concepts and skills using SIMnet’s
interactive learning philosophy. Projects in SIMnet allow students to
practice their skills and receive immediate feedback. This integration
with SIMnet meets the diverse needs of students and accommodates
individual learning styles. Additional textbook resources found in
SIMnet (Resources and Library sections) integrate with the learning
management systems that are widely used in many online and
onsite courses.

page xv

Reference Text
In addition to providing students with an abundance of real-life
examples and practice projects, we designed this text to be used as
a Microsoft Office 365 reference source. The core material,
uncluttered with exercises, focuses on real-world use and
application. Our text provides clear step-by-step instructions on how
readers can apply the various features available in Microsoft Office in
a variety of contexts. At the same time, users have access to a
variety of both online (SIMnet) and textbook practice projects to
reinforce skills and concepts. Both SIMnet and this text are updated
with the most current Office 365 features. For the most current
updates, please refer first to SIMnet.
 page xvi

instructor walkthrough

Textbook Learning Approach

Microsoft Office 365: In Practice, 2021 Edition uses the T.I.P.
approach:
Topic
Instruction
Practice

Topic
Each Office application section begins with foundational skills and
builds to more complex topics as the text progresses.
Topics are logically sequenced and grouped by topics.
Student Learning Outcomes (SLOs) are thoroughly integrated with
and mapped to chapter content, projects, end-of-chapter review,
and test banks.
Reports are available within SIMnet for displaying how students
have met these Student Learning Outcomes.

Instruction (How To)

How To guided instructions about chapter topics provide transferable
and adaptable instructions.
Because How To instructions are not locked into single projects, this
textbook functions as a reference text, not just a point-and-click
textbook.
Chapter content is aligned 1:1 with SIMnet.
Practice (Pause & Practice and End-of-Chapter
Projects)
Within each chapter, integrated Pause & Practice projects (three to
five per chapter) reinforce learning and provide hands-on guided
practice.
In addition to Pause & Practice projects, each chapter has 10
comprehensive and practical practice projects: Guided Projects
(three per chapter), Independent Projects (three per chapter),
Advanced Project (one per chapter), and Challenge Projects (three
per chapter). Additional projects can also be found in the Library or
Resources section of SIMnet.
Pause & Practice and end-of-chapter projects are complete content-
rich projects, not small examples lacking context.

page xvii

Chapter Features
All chapters follow a consistent theme and instructional methodology.
Below is an example of chapter structure.
A list of Student Learning Outcomes begins each chapter. All
chapter content, examples, and practice projects are
organized according to the chapter SLOs.

The Case Study for each chapter is a scenario that

establishes the theme for the entire chapter. Chapter
content, examples, figures, Pause & Practice projects,
SIMnet skills, and projects throughout the chapter are
closely related to this case study content. The three to five
Pause & Practice projects in each chapter build upon each
other and address key case study themes.

page xviii

How To instructions are easy-to-follow concise steps. Screen

shots and other figures fully illustrate How To topics.

Pause & Practice projects, which each cover two to three of

the student learning outcomes in the chapter, provide
students with the opportunity to review and practice skills
and concepts. Every chapter contains three to five Pause &
Practice projects.
Marginal notations present additional information and
alternative methods.

page xix

End-of-Chapter Projects
Ten learning projects at the end of each chapter provide additional
reinforcement and practice for students. Many of these projects are
available in SIMnet for completion and automatic grading.
Guided Projects (three per chapter): These projects provide
guided step-by-step instructions to apply Office features, skills, and
concepts from the chapter. Screen shots guide students through the
more challenging tasks. End-of-project screen shots provide a visual
of the completed project.
Independent Projects (three per chapter): These projects
provide students further opportunities to practice and apply skills,
instructing students what to do, but not how to do it. These projects
allow students to apply previously learned content in a different
context.
Challenge Projects (three per chapter): These projects are
open-ended and encourage creativity and critical thinking by
integrating Office concepts and features into relevant and engaging
projects.

Appendix
 Setting Up Outlook for an On-Site or Online Classroom
Environment: Appendix A includes step-by-step instructions to set
up Outlook for On-Site and Online classroom environments using an
Exchange server or Microsoft 365 Admin Center.
Outlook Shortcuts: Appendix B covers the shortcuts available in
Microsoft Outlook. Information is in a table format for easy access
and reference.
Outlook Quick Reference Guide: Appendix C covers actions,
alternative methods, and keyboard shortcuts for tasks in Outlook.
Exchange Server versus Stand-Alone Usage: Appendix D
includes a detailed description of difference between using Outlook
with and Exchange Server and as a Stand-Alone application.
Quick Tips and Troubleshooting: Appendix E covers tips to
improve user efficiency and trouble instructions when features do
not work as expected.

page xx

Additional Resources in SIMnet

Students and instructors can find the following resources in the
Library or Resources sections in SIMnet.
Cover Photo: pixdeluxe/Getty Images

Student Resources
Data Files: Files contain start files for all Pause & Practice, and
end-of-chapter projects.
SIMnet Resources: Resources provide getting started and
informational handouts for instructors and students.
Check for Understanding: A combination of multiple choice, fill-
in, matching, and short answer questions are available at the end of
each SIMbook chapter in SIMnet to assist students in their review of
the skills and concepts covered in the chapter.

Appendix
The appendices include details about the differences between the
use of an Exchange server and stand-alone use of Outlook.
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