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1. Outlook 2016 Training Agus Rizki - CNR Section

2. Microsoft Outlook 2016 Microsoft Outlook is a personal information manager from Microsoft, available as a part of the Microsoft Office suite. Used mainly as an email application, it also includes a calendar, task manager, contact manager… Let’s see Outlook interface… 1

3. Content Email Basics Attachments Search Calendar Contacts Rules Recall & Replace Messages Automatic Replies 2

4. Email Basics 3

5. Email Basics in Outlook 2016 Compose an Email Select New Email or Press Ctrl + N Type the Subject of the message Enter the recipients’ email addresses or name in the To, Cc or Bcc After you finish composing your message, Select Send Sometimes the Bcc field is hidden by default 4

6. Email Basics in Outlook 2016 Enable Bcc Click on Options Enable Bcc Field 5

7. Email Basics in Outlook 2016 Email Body While typing, the font options appears up in the toolbar 6

8. Email Basics in Outlook 2016 Email Body While typing, the font options appears up in the toolbar For further options and features you need to Click on Format Text 7

9. Email Basics in Outlook 2016 Personalize default message formatting Open Signatures Click on Personal Stationery Design your preferred theme or font 8

10. Attachments 9

11. Attachments in Outlook 2016 Attach Files On the Insert tab, Click Attach File and Select one of the following: Recent items Browse Web Locations Browse this PC 100

12. Attachments in Outlook 2016 Attach Outlook Item Choose Outlook Item Select the Folder where the email is Select the email desired 11

13. Attachments in Outlook 2016 Save Or Display attachment We can display or preview an attachment without downloading it. Otherwise, we can download it anywhere we want. 12

14. Search 13

15. Search in Outlook 2016 If you need to find an important message in your crowded inbox or folder, and you remember who sent it, or a word or phrase it contains. Use Instant Search to find it quickly instead of scrolling through pages. 14

16. Search in Outlook 2016 Instant Search Type the word or person’s name Messages that contain the word or name you specified appear with the search text highlighted in the results. 15

17. Search in Outlook 2016 Searching Options When you click the search box two type of options appear on the ribbon: Scope Options Refine Options 16

18. Search in Outlook 2016 Searching Options (Scope Options) Scope options help us determine the folder where to find the message 17

19. Search in Outlook 2016 Searching Options (Refine Options) Refine Options help us determine what to search for, these options are used to add a special script to the search box to limit its search. Options existing: From Subject Has attachment Categorized This week Sent to Unread 18

20. Calendar 19

21. Calendar in Outlook 2016 In order to organize our daily activities and to remember important tasks and events we need to use Outlook Calendar. We can schedule and track appointments, meetings and events. We can also set up Outlook on our mobile device so we can be assured of having up-to-date schedule information. 20

22. Calendar in Outlook 2016 Schedule Appointments (Appointments are blocks of time we schedule for only ourselves) Click Calendar at the bottom Click New Appointment When filling information Subject and Time are required 21

23. Calendar in Outlook 2016 Schedule Appointments (2 nd Method) Display the Calendar in the Day Click the time slot at the appointment start time and drag the cursor to the desired end time Name the Appointment 4. Click Enter 22

24. Calendar in Outlook 2016 Appointment Options Availability Reminder Time Zone Categorize 23

25. Calendar in Outlook 2016 Schedule Meeting Same as creating an appointment, except we invite contacts here 24

26. Calendar in Outlook 2016 Schedule Meeting (Scheduling Assistant) The scheduling Assistant page include the status of each attendee’s time 25

27. Calendar in Outlook 2016 We can display the Calendar in different ways: Day: Displays one day at a time separated into half-hour increments Work Week: Displays only the days of work Week: Displays all the days of the week Month: Displays one month Schedule View: Displays a horizontal view of the calendar for the selected time period. We can add other people’s calendars. 26

28. Contacts 27

29. Contacts in Outlook 2016 Contacts are like electronic cards that save a person’s contact information A contact can be as basic as a name and email address, or include more information like a street address, multiple phone numbers and a profile picture. Simple access similar to smartphones 28

30. Contacts in Outlook 2016 Add a Contact (from a received email) Open the message Right-Click the name and Click Add to Outlook Contacts Fill contact’s information and Click Save 29

31. Contacts in Outlook 2016 Add a Contact (from scratch) Click People at the bottom of the screen Click New Contact 30

32. Contacts in Outlook 2016 Add a Contact (from scratch) Enter a name and any other information to include for the contact We can save more than one phone number, email address for someone or even a photo 31

33. Contacts in Outlook 2016 Add a Contact (from scratch) If you want to immediately Create another contact, Click Save & New After you’re done entering new contacts, Click Save & Close 32

34. Contacts in Outlook 2016 Where and How do we use these Contacts? While composing a new Email and to determine the recipient we can: Click on Address Book. It shows us our contacts Click on To Button and it does the same Type first letters of a contact and suggestions appear 33

35. Rules 34

36. Rules in Outlook 2016 Rules help reduce manually filing or taking the same action when similar messages arrive. Rules are always on and run automatically. For example, when a message is received from someone you’ve specified in a rule, it’s automatically moved to the folder you designate. 35

37. Rules in Outlook 2016 Create a Rule Click on Manage Rules and Alerts 36

38. Rules in Outlook 2016 Create a Rule Click on New Rule 37

39. Rules in Outlook 2016 Create a Rule Select a template Click Next 38

40. Rules in Outlook 2016 Create a Rule Select a Condition Edit the Rule Description 39

41. Rules in Outlook 2016 Create a Rule Select an Action Edit the Rule Description 40

42. Rules in Outlook 2016 Create a Rule Select an Exception (If needed) Edit the Rule Description 41

43. Rules in Outlook 2016 Create a Rule Specify the Name of the rule Apply the rule on the messages in the inbox (if needed) The rule is On, you can turn it off Click Finish 42

44. Recall & Replace Emails 43

45. Recall and Replace in Outlook 2016 With message recall, a message that we sent is retrieved from the mailboxes of the recipients who haven’t yet opened it. We can also substitute a replacement message. If we forgot to include an attachment, we can try to retract the message, and then we send a replacement message that has the attachment 44

46. Recall and Replace in Outlook 2016 Recall or Replace a message Choose Sent Items Open the message that you want to recall Under the Message tab, Choose Actions > Recall this message 45

47. Recall and Replace in Outlook 2016 Recall or Replace a message Choose to Delete the message Or replace it (edit the message and resend it) 46

48. Automatic Replies 47

49. Automatic Replies in Outlook 2016 Set an Automatic Reply Click File tab Click Info tab in the menu Click Automatic Replies (Out of Office) 48

50. Automatic Replies in Outlook 2016 Set an Automatic Reply In the Automatic Replies dialog box: Select the Send Automatic Replies check box Specify Time & date if desired Type the message to send within the company and outside it. Click OK 49

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