for beginners to outlook 2013

2. Microsoft Outlook 2013 is the email client and personal information organizer
that comes with the Microsoft Office Suite. Outlook 2013 is used by businesses,
freelancers, and home users alike to check, sort, and organize emails.
Microsoft Outlook 2013

3. Managing
messages
Massage
scheduling
Managing
task
Managing
contacts &
personal
info.
Organizing
information
USING OUTLOOK 2013
You need to be able to complete the tasks that demonstrate the following skill set:

4. OUTLOOK INTERFACE
 Quick access bar
 Folder pane
 Navigation bar
 Status bar
 Ribbon

5. ▪ Quick Access Toolbar Provides access
to the window-management menu
(represented by a New Message icon)
and the Save, Undo, Redo/Repeat,
Previous Item, and Next Item buttons.
The Save command is available in the
Backstage view, but the other commands
are not available either in the Backstage
view or on the ribbon; they are available
only from the Quick Access Toolbar.
Quick Access

6. The ribbon is dynamic, meaning that as its
width changes, its buttons adapt to the
available space. As a result, a button might
be large or small, it might or might not have a
label, or it might even change to a command
on a menu. When sufficient horizontal space
is not available to fully display the ribbon
commands, small button labels disappear
and entire groups of buttons might hide
under one button that represents the entire
group. Clicking the group button displays a
menu of the commands available in that
group. When the rib- bon becomes too
narrow to display all the groups, a scroll
arrow appears at its right end.
The Ribbon

7. This collapsible pane appears on the left side of the
Outlook program window in every module. Its
contents change depending on the module you’re
viewing—it might display links to email folders,
Microsoft SharePoint lists and libraries, external
content, or view options. By default, the Folder Pane
is minimized to display only favourite folders. The
Folder Pane setting (Normal or Minimized) remains
the same as you switch among modules. When the
compact Navigation Bar is displayed, it is
incorporated into the Folder Pane and displayed
vertically when the Folder Pane is minimized or
horizontally when the Folder Pane is open.
Folder pane

8. The Navigation Bar, which is new in Outlook 2013, is
located near the lower-left corner of the program window,
above the status bar. In previous versions of Outlook, the
navigation controls were incorporated into the Folder
Pane (formerly called the Navigation Pane). In Outlook
2013, the navigation controls are presented on the
Navigation Bar, which can appear as a compact vertical or
horizontal bar that displays only module icons, or as a
larger horizontal bar with text labels.
The standard Navigation Bar is separate from the Folder
Pane and does not change orientation. The compact
Navigation Bar is incorporated into the Folder Pane and
its orientation depends on whether the Folder Pane is
minimized or expanded. To display more or fewer buttons
on the vertical compact Navigation Bar, drag its top border
up or down up. To dis- play more or fewer buttons on the
horizontal compact Navigation Bar, change the width of
the Folder Pane.
Navigation Bar

9. By default, Outlook displays the Items In
View, Unread Items In View, and
Reminders indicators (whichever are valid)
at the left end of the status bar. Each of
these indicators displays at a glance the
status of that feature; clicking the
Reminders indicator displays the
Reminders dialog box in which you can
process active reminders. For Exchange
accounts, the connection status is
displayed in the centre of the status bar.
Status Bar

10. 1.In Outlook 2013, click File | Add Account.
2.Select Manual setup or additional server types.
3.Click Next.
4.Select POP.
5.Click Next.
6.On the "Account Settings" page, enter your account settings:
1. Your Name - The name you want to show when you send email.
2. Email address: - Your full Yahoo Mail address.
3. Account Type - POP3
4. Server information - Make sure your settings match the
Incoming Mail (POP) Server
•Server - pop.mail.yahoo.com
•Port - 995
•Requires SSL - Yes
Outgoing Mail (SMTP) Server
•Server - smtp.mail.yahoo.com
•Port - 465 or 587
•Requires SSL - Yes
•Requires authentication - Yes
Setting up Yahoo Mail in Outlook 2013

11. 1. User Name - Your Yahoo ID.
2. Password - Your Yahoo Account password.
3. Leave the "Require logon using Secure Password Authentication" option unchecked.
1.Click More Settings.
2.Click the Outgoing Server tab.
1. Select the My outgoing server (SMTP) requires authentication box.
2. Click Use same settings as my incoming mail server.
3.Click the Advanced tab, then enter the following:
1. Incoming server (POP3) port - 995
2. Select This server requires an encrypted connection (SSL).
3. Outgoing server (SMTP) port - 465, 587, or 25
4. Set the encryption type to SSL or TLS
5. Set your desired server timeout and delivery options.
- We recommend leaving a copy of messages on the server.
4.Click OK.
5.Restart Outlook.
6.Click Send/Receive All Folders.

12. Organizing mail
• Using Conditional Formatting To Change Font And Color
• Creating Follow-ups Flags And Color Categories
• Organizing Mail Into Folders
• Using Mail Rules To Process Messages
• Using Quicksteps To Process Messages

13. Using Conditional Formatting To Change Font And Color
Click the view tab in the ribbon
view settings click on that it will open an advanced view settings
window
click on conditional formatting
After adding a rule for view and changed the text font and color the next step
is to specify the intended Email address for that rule
Highlight the rule you have created and click on condition to fill in your
specifications once you are done click on OK till you see the outlook interface
only

14. Creating Follow-ups Flags And Color Categories
Creating follow-up flags there are two benefits which outlook gives us:
i. Virtual reminder
ii. Popup reminder
Virtual reminder
On the ribbon click on home tab then follow-up an choose when you want to follow-up
the email that requires action
Popup reminder
It has the same steps as the virtual reminder the difference is that it will popup
To that date you have set our screen
Follow-ups Flags

15. Color Categories
You can categories the emails to the way you want them and name the
categories by colour, this helps in terms of viewing emails, calendar
appointments, and contact information.
To add a category on the email click on the email that needs to be categorised
then click home tab on the ribbon, in the ribbon click categories

16. Organizing Mail Into Folders
To create a folder in you inbox right click on the inbox then choose new folder
and give it a name.
To move any email to the folder you just have to drag the email on top of the
folder that you have created.

17. It’s a feature in outlook which you can manually trigger a sequence of events to
process a message, its like a massage rule which acts manually and it can be
done on any email.
You can find the quick step in the home tab ribbon
Using Quicksteps To Process Messages
Using Mail Rules To Process Messages
Highlight the email click on home tab
in the ribbon click on rules then create rule
This will open a window where you have to put your
specifications concerning the email you highlighted

18. Creating an email message is a relatively simple process. You will usually provide
information in the following fields:
▪ To Enter the email address of the primary message recipient(s) in this field. This is the
only field that is absolutely required to send a message.
▪ Subject Enter a brief description of the message contents or purpose in this field. The
subject is not required, but it is important to provide information in this field, both so that
you and the recipient can identify the message and so that the message isn’t blocked as
suspected junk mail by a recipient’s email program. Outlook will warn you if you try to
send a message with no subject.
▪ Message body Enter your message to the recipient in this field, which is a large text
box. You can include many types of information, including formatted text, hyperlinks, and
graphics in the message body.
Creating and sending messages

19. ▪ To Enter the email address of the primary message recipient(s) in this field. This is the only field that
is absolutely required to send a message.
Cc Use for “courtesy copy” recipients. These are usually people you want to keep informed about the
subject of the email message but from whom you don’t require a response
▪ Subject Enter a brief description of the message contents or purpose in this field. The subject is
not required, but it is important to provide information in this field, both so that you and the recipient
can identify the message and so that the message isn’t blocked as suspected junk mail by a
recipient’s email program. Outlook will warn you if you try to send a message with no subject.
▪ Message body Enter your message to the recipient in this field, which is a large text box. You can
include many types of information, including formatted text, hyperlinks, and graphics in the message
body.

20. At regular intervals while you’re composing a message (every three minutes, by
default), Outlook saves a copy of the message in the Drafts folder. This is intended to
protect you from losing messages that are in progress. If you close a message that
hasn’t yet had a draft saved, Outlook gives you the option of saving one. You can
manually save a message draft at any time by clicking the Save button on the Quick
Access Toolbar in the message window.
Saving and sending messages
After you finish composing a message, you can send it by clicking the Send button
located in the message header or by pressing Ctrl+Enter. (The first time you press this
key combination, Outlook asks whether you want to designate this as the keyboard
shortcut for sending messages.)
In the Microsoft Outlook message box, click Yes to save a draft and close the message
window. In the Folder Pane, the number in the unread message counter to the right of the
Drafts folder increases.

21. Adding a signature
Is the standard term for he short pre-text format block of text at the bottom of
the email message containing contact information.
It automatically pins itself on the email you want to send or reply.
To create a signature in outlook go to the file tab and choose options, in the
outlook options dialog go over to mail tab and choose signatures.
click on new to add a name for the signature you are about to create, once
done add the body of the signature contain your information.

22. A convenient way to distribute a file (such as a Microsoft PowerPoint
presentation, Excel workbook, Word document, or picture) is by
attaching the file to an email message. Message recipients can
preview or open the file from the Reading Pane, open it from the
message window, forward it to other people, or save it to their
computers.
Attaching external content to messages
On the Message tab, in the ribbon, click the Attach File button to
open the Insert File dialog box and display the contents of your
Documents library.

23. You can respond to most email messages that you receive by clicking a response
button either in the Reading Pane, in the message window, or in the Respond group
on the Message tab.
The most standard response to a message is a reply. When you reply to a message,
Outlook fills in one or more of the address boxes for you, as follows:
▪ Reply Creates an email message, addressed to only the original message sender,
that contains the original message text.
▪ Reply All Creates an email message, addressed to the message sender and all
recipients listed in the To and Cc boxes, that contains the original message text.
▪ Reply with Meeting Creates a meeting invitation addressed to all message
recipients. The message text is included in the meeting window content pane. Outlook
suggests the current date and an upcoming half-hour time slot for the meeting.
Responding to messages

24. You can forward a received message to any email address (regardless of whether the
recipient uses Outlook) provided the message was not sent with restricted permissions.
Outlook 2013 has the following message-forwarding options:
▪ Forward Creates a new message that contains the text of the original, and retains any
attachments from the original message.
▪ Forward As Attachment Creates a blank message that contains no text but includes the
original message as an attachment. The original message text and any attachments are
available to the new recipient when he or she opens the attached message.

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