Microsoft®

Outlook 2016 Intermediate

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Outlook 2016 Calendar View Advanced Calendar

Schedule Meeting Rooms: In a new
Calendar Tab meeting window, click the Rooms button,
(in overlay mode) select a meeting room from the address
book, click the Rooms button, and click
OK.

Forward a Calendar Item: Open a

calendar item, click the Forward button
on the Meeting tab, enter a contact in the
To: field, then click Send.

Mini Share Notes: In a new meeting window,

Calendar click the Meeting Notes button, click
Share notes with the meeting, expand a
Selected
notebook, expand a section, select a page,
Date
click OK, and then click Send.

Folder Access a Shared Calendar: Click the

Pane Open Calendar button on the Home
tab, select Open Shared Calendars,
enter another user’s name (or click Name
and select a user from the address book),
then click OK.

Send a Calendar Sharing Invitation:

Meeting / Appointment Click the Share button on the Home
tab, enter a contact in the To: field, click
the Details list arrow and select a level of
detail, and click Send.
Tasks
Tasks andand Notes
Notes Tasks and Notes
Send your Calendar in an Email: Click
Flag a Message: In Mail view, select an item, View Tasks in the To-Do Bar: Click the View tab the Email Calendar button on the
click the Follow Up button on the Home tab, on the ribbon, click the To-Do Bar button, and Home tab, select a calendar and date
then select a flag; or, right-click a message, select select Tasks. range, and click OK.
Follow Up, and select a flag.
Change Task Views: In Task view, click the Add New Calendars: Click the Open
Change a Flag: In Mail view, select a flagged Change View button on the Home tab (or, if Calendar button on the Home tab,
item, click the Follow Up button on the Home available, select a view from the Views gallery). select Create New Blank Calendar, give
tab, then select a new flag. the calendar a name, and click OK.
Create a Recurring Task: When creating a new
Add a Reminder: In Mail view, select an item, task, click the Recurrence button on the Task View Multiple Calendars: Check or
click the Follow Up button on the Home tab, tab. Specify a recurrence pattern, then set the uncheck a calendar’s check box in the
and select Add Reminder. Choose a date, time, recurrence pattern’s date range. Click OK. Folder pane to toggle it on and off.
and sound in the Reminder section of the Custom
• Daily tasks recur every day, every set number Overlay Calendars: While viewing
dialog box, then click OK.
of days, or every weekday. multiple calendars, click the Overlay
Remove a Flag: In Mail view, select a flagged • Weekly tasks recur on the same day of the arrow on a calendar tab.
item, click the Follow Up button on the Home week every week, or every certain number of
weeks. Delete a Calendar: Right-click a calendar
tab, and select Clear Flag.
tab (or a calendar in the Folder pane) and
• Monthly tasks recur on the same day of the select Delete Calendar.
Add a Task: Switch to Task view by clicking
month (the 10th), or the same day of a
Tasks on the Navigation bar, then click the
specified week of the month (the third Friday). Create a Calendar Group: Click the
New Task button on the Home tab (or click the
New Item button on the Home tab, then select • Yearly tasks recur annually on the same day Calendar Groups button on the Home
New Task). Enter a subject, start date, due date, of a month every year (July 8th), or the same tab, select Create New Calendar Group,
and other options, then click Save & Close. weekday in a specified week and month (the give the calendar group a name and click
second Tuesday of April). OK. Select contacts from the address
Mark a Task Complete: In Task view, check a book and click OK.
task’s check box; or, select a task and click the Remove Recurrence: After opening a task with
Mark Complete button on the Home tab. recurrence, click the Recurrence button on the
Task tab and click Remove Recurrence.

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Tasks and Notes Advanced Mail Manage Information
Assign a Task: When creating a task, click the Create a Rule Based on an Email: Select a Edit a Category: Click the Categorize
Assign Task button on the Task tab. Enter message, click the Rules button on the button on the Home tab, select All
an email address in the To: field, then click Home tab, and select Create Rule. Select the Categories, and select a category. Click
Send. conditions for the rule, then select the actions Rename, give the category a new name, and
for the rule to carry out. Click OK. click OK. Click the Color list arrow and select a
Accept or Decline an Assigned Task: Select new color. Click OK.
a task assignment request in your Mail inbox, Create a Rule from Scratch: Click the
then click either Accept or Decline in the Rules button on the Home tab, select Create a New Category: Click the
message preview. Choose whether to edit the Manage Rules & Alerts, click New Rule, and Categorize button on the Home tab, select
message response or not, and click OK. use the Rules Wizard to set conditions, actions, All Categories, and click New. Enter a name,
and exceptions. Give the rule a name, select select a color, and click OK.
View Notes: Click the More (⋯) button in the how you want it to run, and click Finish.
Navigation bar and select Notes. Double-click a Delete a Category: Click the Categorize
note to open it. Edit a Rule: Click the Rules button on the button on the Home tab, select All
Home tab, select Manage Rules & Alerts, Categories, select a category, click Delete,
Create a Note: While in Notes view, click the select a rule, click Change Rule, and select and click OK.
New Note button on the Home tab. Start Edit Rule Settings. Use the Rules Wizard to
typing within the note window, then click edit the rule’s conditions, actions, and Sort Inbox by Category: Click the sort by list
outside the note window to save it. exceptions, then click Finish. arrow above the Inbox and select Categories.

Advanced Mail Delete a Rule: Click the Rules button on Create a Folder: Click the Folder tab, click the
the Home tab, select Manage Rules & Alerts, New Folder button, enter a name, select a
Run a Quick Step: Click a Quick Step in the select a rule, click Delete, and click Yes. type of content, select a location, and click OK.
Quick Steps gallery, or click the More button
Save an Email in Another Format: Double- Rename a Folder: Select a folder in the Folder
and select a Quick Step.
click an email to open it, then click the File tab pane, click the Folder tab, and click the
Add a New Quick Step: Click the More and select Save As. Select where you want to Rename Folder button. Enter a new folder
button in the Quick Steps gallery, then select save the email, then click the Save as type list name and press Enter.
Create New. Give the new Quick Step a name, arrow and select a file type. Click Save.
then customize the actions that the Quick Step Move a Folder: Select a folder in the Folder
will take. Click Finish. Delegate Mail Folders: Click the File tab, pane, click the Folder tab, and click the Move
click Account Settings, and select Delegate Folder button. Select a new location, then
Edit a Quick Step: Click the More button in Access. Click Add, select a contact from the click OK.
the Quick Steps gallery, then select Manage address book, click Add, then click OK. Select
Quick Steps. Select a Quick Step, then click the permissions for the delegated user, then Delete a Folder: Select a folder in the Folder
Edit. Update the Quick Step’s actions, then click OK. Click OK again. pane, click the Folder tab, and click the Delete
click Save. Folder button. Click Yes to confirm.
• Reviewer permissions allow the user to
read items and files, but not create or edit Create a Search Folder: Click the Folder tab
Create a Quick Part: Select the text or
them. and click the New Search Folder button.
graphics you want to use as a Quick Part, click
the Insert tab, click the Quick Parts button, • Author permissions allow the user to Select Create a Custom Search Folder, click
and select Save Selection to Quick Parts create and read items and files, and to Choose, and select criteria for the search
Gallery. Give the Quick Part a name, category, modify and delete items they’ve created. folder. Click OK in the three open dialog boxes.
and description, then click OK. • Editor permissions allow the user to create, Clean Up a Conversation: Select a
read, modify, and delete all items and files. conversation in the Inbox, click the Clean
Use a Quick Part: While composing a
message, click the Insert tab, click the Up button on the Home tab, select Clean
Access a Shared Folder: Click the File tab, Up Conversation, then click Clean Up.
Quick Parts button, and select a Quick Part. click Open & Export, click Other User’s
Folder, enter another user’s name (or click Clean Up a Folder: Select a folder, click the
Redirect Replies: While composing a
Name and select a user from the address Clean Up button on the Home tab, select
message, click the Options tab, and click the
book), then click OK. Clean Up Folder, then click Clean Up Folder.
Direct Replies button. Click Select
Names, select names from the address book, Create an Email Using a Theme or Export Outlook Data: Click the File tab, click
and click OK. Click Close. Stationery: Click the New Items button on Open & Export, and click Import/Export.
the Home tab, select Email Message Using, Select Export to a file and click Next. Select a
Recall a Message: Click the Sent Items folder
and select More Stationery. Select a theme or file type and click Next. Select a folder to
in the Folder pane, open a message, click the
stationery in the dialog box, then click OK. export data from and click Next. Specify where
Actions button on the Message tab, and
select Recall this Message. Select whether to you want to save the exported file, and how
Specify Which Account Email is Sent you’d like to deal with duplicate items, and click
just delete the message or to replace it with a From: While composing an email, click the
new message, then click OK. Finish. Add an optional password and click
From field list arrow and select an email OK.
account.
Send a Poll: In a new message window, click
the Options tab, click the Use Voting Import Data into Outlook: Click the File tab,
Options button, and select a poll option (or Manage Information click Open & Export, and click
select Custom, specify your own poll options, Import/Export. Select Import from another
Categorize an Item: Select an item, click the program or file and click Next. Select a file
then click Close).
Categorize button on the Home tab, and type to import and click Next. Click Browse
Track Votes: Click the Sent Items folder, select a category. and specify a file, choose how to handle
open a message with a poll, and click the duplicate items, and click Next. If necessary,
Tracking button on the Message tab. select a folder from the file to import, and click
Finish.

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