OUTLOOK: Did you know you could…?

Manage meetings and check the availability of other

users?

Customize the look of your inbox and other folders?

Do a Mail Merge with Outlook Contacts?

Give others permission to view your mail/ calendar?

Sort and search any of your folders?

Build rules to manage your mail?

MS OUTLO

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Use themes to send attractive email messages? www.ccac.edu/its

Managing Meetings

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Click on Calendar, Actions, Plan a Meeting

Set date and time

Add names of employees/ contacts you want to invite

You can add a list from your Contacts; click on the + to expand to its membership

You can view their availability for the meeting on the calendar

gridClick on Make Meeting; the Appointment will

appear; when you click Send, invitations will be sent to attendees

AutoPick lets you find the next time that all attendees are available

Mail Merge from Contacts

In the Contact folder, use Tools, Mail Merge

Choose Document Type and Merge to

You can also create a custom view to filter and select contacts who match certain criteria; find under

Contacts, View, Current View

Use this window to set all your options for the mail merge.

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Build Rules to Manage Mail

To add a new rule, click New…

Choose the rule type and Next…

Choose the conditions you want to check

Click on specific words, and enter a search list, click ok & next

Choose what you want to do with it

Add any exceptions

Give the rule a name.Decide whether you want to run this rule for past messages and if you want to turn

on the rule, and click finish

Tools, Rule Wizard 

The rule can be turned on and off as needed

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Give Others Permissions

To assign permissions to a new person, click on Add…

Tools, Options, Delegates

Choose the person to whom you will give permission

You need to decide exactly what you will allow this person to do

with each of these Outlook items

It’s probably a good idea to check “Automatically send a message…” to alert the person as to their status

You can update these at any time

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Customize your Inbox View

Go to View, Current View, Customize Current View

To add Fields to the view, click on Fields…

Decide which fields you wish to add to your view, highlight and click Add

Notice that the size field has been added

You can use Customize Current View to add sorting, filtering, grouping,

formatting, etc

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Sort and Search your Folders

To find an email, click on Find

Click on any of the headers to sort in ascending or descending order

You can choose to search all text in the message

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Use Themes to Send Email

Personal Stationery tab, click on Theme

First, you have to use Word as your email editor; click on Tools, Options, Mail Format

Create a new email message. Click Tools, Options, General Tab, Email Options

(Notice all the Word features/ buttons that are now available)

Choose a Theme from the left hand column, a sample will appear to the right

The current message will not change; close it and your subsequent emails will show the

new theme

If you do not want to constantly use themes, ignore all these steps except the first;

To add a theme to just one email, in the email message, choose Format, Theme

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TIPS & SECRETS

Look for more tips and help at:

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