2. MS Outlook 2016 - Emails
What is Outlook?
Outlook is a part of the Microsoft Office suite.
Using Outlook allows you to manage:
• Email
• Calendars
• Tasks
3. 1. Select New Email (or press Ctrl + N.)
2. Enter the recipients' email addresses or
select names form the Address book in the
To, Cc, or Bcc box.
3. In the Subject box, type the subject of the
message
4. Compose your message, select Send
Tip: To display the Cc or Bcc
box, Select Options > Select Cc
or Bcc in the Show Fields group.
MS Outlook 2016 - Emails
Email – Compose and Send
4. MS Outlook 2016 - Emails
Email – Creating signatures
1. On the Home tab, select New Email.
2. Select the Message tab.
3. In the Include group, select Signature, and then choose
Signatures.
1. Under Choose default signature, in the E-mail account
list, select an email account to associate with the
signature.
2. Under Select signature to edit, select New and type a
name for the signature.
3. Under Edit signature, type the signature that you want
to use
4. Select OK
5. MS Outlook 2016 - Emails
Email – Changing Fonts (individual email)
1. On the Message tab, in the Basic Text group, you can select the font, font
size, font style (bold, italic, and underline), font color, and text highlighting.
1. On the Format tab, in the Font group, you can select the font and font size;
increase or decrease the size by one increment; change the font style (bold,
italic, underline, strikethrough, subscript, superscript); change the case, the
font color, and the text highlighting; and remove all font formatting.
2. On the Mini toolbar that appears when you select text, you can select font
customization and size, select a theme and highlight text.
6. MS Outlook 2016 - Emails
Email – Changing Fonts (set default for all emails)
1. Select File
2. Select Options
3. Select Mail
4. Under Compose messages, Select Stationery and Fonts
5. On the Personal Stationery tab, under New mail messages, Select
Font.
6. If you want to change font styles for messages you reply to or
forward, under Replying or forwarding messages, Select Font.
7. On the Font tab, under Font, Select the font you want to use.
8. Select OK
9. Format any other customizations you want
10. Select OK
7. MS Outlook 2016 - Emails
Reading Emails
In your Inbox, unread messages have bold titles. After you Select on a message, and
then Select on something else, the message title is no longer bold, indicating that it
has been read.
There may be times when you might want to mark an email unread so it is bold again
so that you can easily find and look at it again later. You can also mark messages as
read without opening them.
1. Right-Select the message
2. Tip: To mark several messages as either read or unread at once, Select the first
message, hold down Ctrl, Select the other messages, and then select the option
you want
3. Select Mark as Read (Ctrl+Q )
or Mark as Unread (Ctrl+U)
Tip: To mark several messages as
either read or unread at once,
Select the first message, hold
down Ctrl, Select the other
messages, and then select the
option you want.
8. MS Outlook 2016 - Emails
Email – Conversation Threads
Conversations are identified in the message list by an icon showing multiple items. The messages within each conversation are
sorted with the newest message on top.
Turn on or off conversations
1. On the View tab, in the Conversations group,
select or clear the Show as Conversations check box.
2. Select All Folders or This folder.
The first header indicates a Conversation by the on the message header. The
second header indicates a single message.
To expand or open the conversation
1. Select on the message header.
2. The expanded Conversation includes visual threads that connect each
message together with those that preceded it in the Conversation.
9. MS Outlook 2016 - Emails
Emails - Replying
1. Select Reply, Reply All, or Forward.
2. Compose your message.
3. Recipients can be added or removed in the To, Cc, and Bcc boxes
4. Select Send
Emails - Searching
1. From any folder find the Search box at the top of your messages
2. To find a word that you know is in a message, or a message from a
particular person, type the word or person's name in the Search box.
Messages that contain the word or name you specified appear with
the search text highlighted in the results.
3. You can also choose where you want to search from – All Mailboxes,
Current Mailbox, Current Folder, Subfolder, or All Outlook Items.
10. MS Outlook 2016 - Emails
Tips and Tricks – Log-in Credentials
1. Select Use another account
1. Enter your ASURite credentials
ex: asuriteuserid and password
2. Select OK
Outlook needs to know your ASURite credentials to sign in. If Outlook tries to sign you in with the wrong credentials,
follow the steps below to sign in using the correct account.
11. MS Outlook 2016 - Emails
Tips and Tricks – Outlook Web App
1. Go to any web browser and type outlook.com/asu.edu in the address bar
2. Enter your ASURite Username and password to log in
3. Be sure to check ‘Faculty/Staff’ (even if you are a student) to access
ASUEP Outlook online.
Did you know, you can access your ASU Enterprise Partners email directly from any computer with internet access!
12. MS Outlook 2016 - Emails
Tips and Tricks – Email Cleanup
1. Select File
2. Select Cleanup Tools
3. Select Mailbox Cleanup
4. Select what you want to do to cleanup your mailbox
5. Select Close when you are done
If your mailbox is large you can: check mailbox size, find old emails to delete, find large emails to delete and much more!
Tip: Sort by size and get rid of the
largest files you no longer need.
You do not need to save all
iterations and attachments from a
single email correspondence.
13. MS Outlook 2016
Best Practices
Most of us have become quite dependent on our email and calendars to keep things in order and to collaborate with our
colleagues. Things typically go smoothly with these services, but there are some unforeseen behaviors when using the more
advanced calendar features such as scheduling meetings or managing shared calendars.
Email and General Tips
Limit the number of messages in your inbox for the best performance. Outlook has to load your inbox into memory every time it starts and can
do so more quickly if there are fewer items. Keep your inbox tidy by moving items into other folders as you process them or create rules in
Outlook to automatically file messages away for you.
Do not edit attachments from within Outlook. The application will let you do so with some types of files, but the updated attachment will be
saved in an obscure temporary directory and you may not be able to find it again. Always save attachments to your computer and edit them from
there.
