Microsoft Outlook & OfficeCalendar

School of Environmental and Biological Sciences

October 14, 2014

Andy Campbell & Judy CoughlinSEBS ITS

SEBS ITS

Microsoft Outlook

Getting Started

• This presentation will look at a few tips, tricks and efficiencies within Microsoft Outlook & OfficeCalendar (calendar sharing program)

• The focus will be on Outlook 2010 & 2013 for Windows Machines.

• We will do a few live demonstrations and questions are welcome at any time.

• Resource links for more information/details are located on each slide.

http://office.microsoft.com/en-us/outlook-help/training-courses-for-outlook-2013-HA104032127.aspx

SEBS ITS

Microsoft Outlook

Outlook: Keyboard Shortcuts• Ctrl+R: reply to email• Alt+R: reply to all in email or switch to the work week

calendar view• Alt+W: forward email or switch to the weekly calendar

view• Ctrl+M: F9 to Send/Receive all• Alt+S: Send email• Ctrl+G: open the "Go to date" dialog to jump to any date

in the calendar• Ctrl+6: Show hidden calendars - *OfficeCalendar*http://www.scrubly.com/blog/how-to-outlook/complete-list-of-keyboard-shortcuts-and-hotkeys-for-outlook-2013/

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Microsoft Outlook

Outlook: Create & Use Rules• Rules can help organize incoming messages – flag items as

important, move items to specific folders, move others directly to trash and more.

http://www.wikihow.com/Manage-Email-Using-Microsoft-Outlook-Rules

http://www.eduleadership.org/how-to-use-rules-filters-in-gmail-and-outlook/

http://officetwoten.blogspot.com/2009/07/outlook-2010-rules.html

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Microsoft Outlook

Outlook: Email Templates

• Create email templates for messages that you send frequently• Easier to do than you may imagine

http://www.ablebits.com/office-addins-blog/2014/02/20/create-email-templates-outlook/

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Microsoft Outlook

Outlook: Archive Your Email

Save space & optimize Outlook - Move older email to the archive

Create a new data file

http://email.about.com/od/outlooktips/qt/et_archive_mail.htm

http://www.wikihow.com/Archive-in-Outlook-2010

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Microsoft Outlook

OfficeCalendar: Sync Process Overview

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Microsoft Outlook

OfficeCalendar: Checking Status• Got to the “Add-Ins” tab in Outlook• You will see under “Custom Toolbars” the following two icons:

• A RED X means you are offline:

• Click the red X to turn your calendar back online

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Microsoft Outlook

OfficeCalendar: Response Templates

3 Types of Templates:

• Insert Text – Can include a combination of formatted text, URLS, images and/or attachments.

• Attachments – frequently used files/documents (product brochures, forms, instructions

• URLS –frequently used web URLs

http://officecalendar.fileburst.com/documents/ocwhatsnewv10.pdf

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Microsoft Outlook

OfficeCalendar: Notifications

• Improved Notifications and the ability to add back items other users have deleted from your calendar from within OfficeCalendar

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Microsoft Outlook

OfficeCalendar: Other Features

Access Your Calendar via Web Browser• https://www.officecalendaronline.com/sebs1.login• You will need login information that you can get from Judy• Use the calendar the same way you would use Outlook

View Appointment History• See who made changes & when

Martin Hall Contacts List• Available to Martin Hall staff – updated regularly

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Microsoft Outlook

More Resource Links

• http://lifehacker.com/12-tips-and-tricks-to-work-faster-in-microsoft-outlook-1540483009

• http://www.pcworld.com/article/2038282/10-tips-for-mastering-microsoft-outlook-2013.html

• http://email.about.com/od/outlooktips/tp/popular_tips.-06V.htm

• http://www.pcmag.com/article2/0,2817,2418518,00.asp

• http://www.groovypost.com/tags/outlook-2013/

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Microsoft Outlook

Thank you!