Microsoft

Outlook 2016
Calendar, Contacts, and Organization

Instructor: Jeremy Kauffman

Training Specialist
CDFW Office of Training & Development
Organizational Development Branch
Winter 2018

Some material adapted from GCFLearnFree.org MS Office tutorials and other sources.
http://www.gcflearnfree.org/topics/office
MS Outlook 2016: Calendar, Contacts, and Organization

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Contents
Organizing Email ......................................................................................................................................... 3
Introduction ............................................................................................................................................ 3
Using Folders ........................................................................................................................................... 3
90-Day Retention Schedule ................................................................................................................ 4
Cabinet ................................................................................................................................................ 4
Creating a New Folder ........................................................................................................................ 4
Wait, I don’t have a Cabinet! .............................................................................................................. 5
Using Categories ..................................................................................................................................... 6
Customizing Categories....................................................................................................................... 6
Rules ........................................................................................................................................................ 8
Creating a New Rule from a Message ................................................................................................. 8
Creating a New Rule with the Wizard ................................................................................................. 9
Flags ...................................................................................................................................................... 10
Applying a Flag .................................................................................................................................. 10
Flagging a message for a recipient.................................................................................................... 11
Search.................................................................................................................................................... 12
Instant Search ................................................................................................................................... 12
Creating a Search Folder ................................................................................................................... 13
People (Contacts) ...................................................................................................................................... 16
Introduction .......................................................................................................................................... 16
Adding a New Contact .......................................................................................................................... 16
Creating a Contact Group ..................................................................................................................... 18
Sending a Message or Meeting to a Contact Group ............................................................................. 19
Sharing Contacts ................................................................................................................................... 20
Calendar .................................................................................................................................................... 21
Introduction .......................................................................................................................................... 21
Creating an Appointment ..................................................................................................................... 21
Recurrence ........................................................................................................................................ 22
Scheduling a Meeting............................................................................................................................ 23
Using the Scheduling Assistant ......................................................................................................... 24
Accepting a Meeting Request ............................................................................................................... 26

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Sharing a Calendar ................................................................................................................................ 27

Changing Calendar Permissions ............................................................................................................ 27
Calendar Properties > Permissions tab ............................................................................................. 28
Opening a Shared Calendar .................................................................................................................. 29
Tasks .......................................................................................................................................................... 30
Introduction .......................................................................................................................................... 30
Creating a New Task.............................................................................................................................. 30
Creating a Task from an Email .......................................................................................................... 31
Signature and Automatic Replies .............................................................................................................. 32
Introduction .......................................................................................................................................... 32
Creating a Signature.............................................................................................................................. 32
Manually Inserting a Signature into an Email ................................................................................... 34
Creating Automatic Replies .................................................................................................................. 35
Help and Training Resources .................................................................................................................... 37
CDFW Desktop Training ........................................................................................................................ 37
From within the CDFW network ....................................................................................................... 37
For remote users ............................................................................................................................... 37
Additional Resources ............................................................................................................................ 37

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Organizing Email
Introduction
Once you start using Outlook regularly, it can be difficult to keep up with
all of your messages. Fortunately, there are several features that can help
you manage and organize your messages.

In this section, you’ll learn how to create folders, apply categories, and
set rules. We’ll also talk about using flags to manage your messages and
deleting messages from your Inbox.

Using Folders
Folders can help keep your messages organized. There are four default folders in Mail view: Inbox,
Drafts, Sent Items, and Deleted Items. Just like the folders on your computer, folders in Outlook can be
nested to create multiple layers of organization. For example, you might create several folders within
the Inbox folder to keep track of the different types of messages you receive.

To access folder commands, locate and select the Folder tab on the Ribbon. The Folder tab will
appear.

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90-Day Retention Schedule

The default folders (Inbox, Drafts, Sent Items, and Deleted Items) are subject to CDFW’s 90-day
retention policy; that is, any messages in these folders will be automatically deleted after 90 days from
the date they were created. This applies to any nested folders (subfolders) within the default folders.

Cabinet
To save important messages beyond 90 days, store the messages in
the Cabinet. You can create nested folders within the Cabinet to
organize your messages. Any messages saved in the Cabinet and its
subfolders will not be automatically deleted due to the retention
policy.

If you don’t have a Cabinet folder, see the instructions below.

Important Note! If you move messages from the Cabinet back into one of the default folders, those
messages may then be subject to the retention schedule and automatically deleted.

Creating a New Folder

Before you create a new folder, you must select the desired location for that folder. In our example,
we’ll create a folder within the Cabinet to help organize messages from the Help Desk.

1. Locate and select the Folder tab on the Ribbon. The Folder tab will appear.
2. Click the New Folder button.

3. The Create New Folder dialog box will appear. Type the name for the folder.

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4. In the Select where to place the folder section, choose the desired location for the new folder
(in this case, the Cabinet), then press OK.

5. The folder will be created in the selected location.

Wait, I don’t have a Cabinet!

If you are missing the Cabinet, you may easily create the folder by following the Creating a New Folder
instructions. In the Select where to place the folder section of the Create New Folder dialog box,
choose your account name (typically displayed as your e-mail address; in this example, it would be
Teacher@wildlife.ca.gov).

Your new Cabinet will be created beneath the default folders (Inbox, Drafts, Sent Items, Deleted
Items).

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To test that the new Cabinet is not subject to the retention policy, move a message from your Inbox.
When you open the message from within Cabinet, it should display Expires: Never.

Using Categories
Categories can make it easier to find and organize your messages. Applying a category is much like
moving a message to a folder, but with one important difference: You can apply multiple categories to
any message. For example, if you received a message about an upcoming hunting season meeting, you
could apply both the Hunting Season and Meetings categories. Categories are designed to work any
way you want – it’s easy to rename categories, choose new category colors, and even create new
categories.

Customizing Categories
Outlook 2016 has six default categories, which are named according to their colors. You may want to
customize the category names before you start using them to organize your messages.

1. Locate and select the Categorize command on the Ribbon, then select All Categories… from the
drop-down menu.

2. The Color Categories dialog box will appear.

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3. Select the desired category, then click the Rename button. In this example, we’ll rename one of
the default categories to help organize message about upcoming staff meetings.

4. Type the new name for the category. You can also select a new color if you prefer. Once you
are satisfied with the changes, click OK.
5. The customized category will appear in the categories list.

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Rules
Rules can save you a lot of time by automatically performing commands like moving or deleting
messages as they arrive. For example, if you always move e-mails from a certain person to a folder, you
could create a rule to do this automatically. [Tip: OTD does not recommend doing this with your
supervisor’s e-mails!]

You can create rules that look for a specific sender, recipient, subject, or specific words that are
contained in the body of the email.

Creating a New Rule from a Message

1. Locate and select the Rules command on the Ribbon, then select Create Rule.

2. The Create Rule dialog box will appear.

3. Select the conditions and the desired action for your rule (i.e., what are the parameters, and
what do you want to happen?). In this example, we are moving a message with specific Subject
keywords into the Cabinet folder. Press OK when finished.

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4. The Success dialogue box will appear. Select the Run this rule now check box if you wish to
apply the rule to messages that are already in the currently selected folder. If you do not check
the box, the rule will apply only to new messages.

Creating a New Rule with the Wizard

1. Located and select the Rules command on the Ribbon, then select Manage Rules & Alerts…
from the drop-down menu.

2. The Rules and Alerts dialog box will appear.

3. Click the New Rule… button.

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4. The Rules Wizard will appear. Follow the instructions to create a new rule.

Flags
As you respond to different messages throughout the day, some may prove to be more time sensitive
than others. If you want to make sure you respond to urgent messages quickly, you can use flags. Flags
create a task associated with the message, which will prompt you with reminders until the task is
complete.

Applying a Flag
1. Select the desired message, then click the Follow Up command on the Ribbon.

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2. Choose the deadline for the task from the drop-down menu.

3. The flag will be applied. To mark the task as complete, click the flag, then select Mark Complete
from the drop-down menu.

Flagging a message for a recipient

You can apply a flag to messages that you send. This will create a reminder for you and/or your
recipients to follow up on your message.

1. Create a new e-mail message. In the message window, click the Follow Up button on the right
side of the Ribbon and select Custom….

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2. Select Flag for Me to set a flag and/or reminder for yourself (the sender). Select Flag for
Recipients to set a flag and/or reminder for the person to whom you are sending the message.
When you are finished, press OK.

Search
As your Outlook setup may become more complex as you create folders and receive messages, it may
be difficult to find messages from specific senders or particular subjects. Outlook’s Search function can
help you easily find and group messages based on different search parameters.

Instant Search
You may use the Instant Search function to quickly search the current folder.

1. In the Navigation Pane on the left, select the folder you wish to search. In the View Pane, at
the top of your message list, click in the Search Window and enter your search term(s).

2. Clicking in the Search Window opens the Search Contextual Tab, which contains several options
to further configure your search.

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Using the options in the contextual menu, you can define the search scope, such as the current folder,
the current folder and all subfolders, or all Outlook items. You also may refine your search to limit to
specific senders or subject lines, unread messages, certain categories, or other criteria. The Search
Tools button will access more advanced search options.

Creating a Search Folder

1. In the Folder tab on the Ribbon, select the New Search Folder button.

2. You may select from a preset or create a custom Search Folder with parameters you define. To
create a custom folder, scroll to the bottom of the window and select create a custom Search
Folder, then click the Choose button.

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3. Name your search folder and press the Criteria button.

4. In the Search Folder Criteria window, you may configure a number of options for your folder,
such as limiting the scope of the search to the subject line only, or including the body of
messages; searching for items from a particular sender or to a specific recipient; searching
within a certain time frame; searching only Unread items or those with attachments, and many
more. In this example, we will search for the keywords account test, looking only in our
messages’ subject field.

When you have configured your search criteria, click OK, then OK again in the Custom Search Folder
window, until you have returned to the main Outlook window.

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Your new Search Folder will appear at the bottom of your folder list.

The View Pane will display the items that turned up in your search. It also tells you where the items are
located within Outlook.

Note that a Search Folder is a “virtual” folder. It indexes items based on your criteria, but does not
move them from their current location. When you delete a Search Folder, Outlook does not delete the
search items. Also, new items that meet your search parameters will be automatically indexed in the
Search Folder (for example, a new email you receive that has the correct Subject line).

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People (Contacts)
Introduction
People view (known as Contacts view in previous versions) is the central place for all your contacts in
Outlook 2016. Maintaining a detailed contacts list will make sending e-mails and scheduling meetings
much easier.

In this section, you’ll learn how to add, manage, and organize your contacts. We’ll also talk about how
to import contacts.

Adding a New Contact

For the most part, CDFW staff will locate their recipients’ e-mail addresses in the State’s Global
Address List (GAL), which lists the contact information for most State employees. In some cases,
however, you may wish to save an external contact – for example, an outside vendor or business
partner. You can add their contact information to your Contacts individually.

1. From People view, locate and select the New Contact command on the Ribbon.

2. The Contact dialog box will appear.

3. Enter the contact information. At the very least, you should enter a first and last name, as well
as an e-mail address. However, you can also enter other information, like phone numbers,
alternate e-mail addresses, and more.

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4. When you are finished filling out the contact information, click Save & Close.

5. The contact will be added to your contacts list.

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Creating a Contact Group

1. From People view, locate and select the New Contact Group command on the Ribbon.

2. The Contact Group window will appear.

3. Enter a Group Name, then select the Add Members button.

4. The From Outlook Contacts option allows you to add group members from an existing contact
group. Selecting From Address Book allows you to choose group members from your address
book. The New Email Contact option will allow you to manually enter email addresses that may
not be in the address book.

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5. Select From Address Book. Search for contacts in the Global Address List. Select the desired
contact and press the Members button, then search for any additional contacts. When you
have finished, press OK.

6. When you have finished adding members to your group, press the Save & Close button.

Sending a Message or Meeting to a Contact Group

1. To send a message or meeting notice to a contact group, select the desired group from your
list, then select either the E-mail or Meeting button from the Communicate section of the
Home tab.

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2. Compose your message or schedule your meeting as usual. You may add additional contacts if
desired. When finished, press the Send button.

Sharing Contacts
You may send Contacts or Contact Groups to other people as an e-mail attachment. The recipients will
then be able to add the contacts to their own Contact lists.

1. In People view, select the contacts you wish to send, the press the Forward Contact button and
select As an Outlook Contact. This will create a new e-mail message window with the contact(s)
attached.

2. Compose and address your message as usual. Press Send when you are done.

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Calendar
Introduction
Outlook 2016 includes powerful scheduling features in Calendar
view. From there, you can create appointments and manage your
time.

In this section, you’ll learn how to schedule appointments and

create multiple calendars. We’ll also talk about how to organize
your schedule, including how to apply categories and reminders.

Creating an Appointment
Whenever you schedule a new appointment, it’s easy to add it to your calendar.

1. Locate and select the New Appointment command on the Ribbon.

2. The New Appointment dialog box will appear. Enter the desired information for the
appointment. At the very least, you should include a subject, time, and location, but you can
also include lots of other information, such as reminder preferences and detailed notes.
3. When you’re done entering the appointment information, click Save & Close.

4. The appointment will be saved and added to your calendar.

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You can also schedule a new appointment by selecting the desired time on your calendar, then
double-clicking that space with your mouse or pressing the New Appointment button. The New
Appointment dialog box will appear with the selected time.

Recurrence
If you have a standing appointment – for example, a weekly staff meeting, or a lunch date every
Wednesday – you can create a recurring appointment that will appear on your calendar automatically.
Simply click the Recurrence button when scheduling an appointment, then choose how frequently the
appointment should be scheduled.

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Scheduling a Meeting
A meeting is just like an appointment on your calendar, but with other attendees. To schedule a
meeting, you must first send a meeting request.

1. Locate and select the New Meeting command on the Ribbon, then select the New Meeting
item from the drop-down menu.

2. The New Meeting dialog box will appear. Whenever you request a meeting, you’ll actually be
sending an e-mail message to attendees. Enter the attendees for the meeting in the To: field as
you would enter the recipients in the Compose window of an e-mail.

3. Enter the information for the meeting. At the very least, you should include a subject, time,
and location. You can also include a message as you would in an e-mail.
4. When you’ve finished entering meeting information, click Send.

The meeting request will be sent to the selected attendees, and the meeting will appear on your
calendar. Your attendees will receive an e-mail message asking them to Accept, Tentatively Accept, or

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Decline your request. When your attendees accept the meeting request, the meeting will appear on
their calendars, as well.

You can create a recurring meeting using the same method described in the Appointment section,
above.

Using the Scheduling Assistant

When scheduling a meeting, it is useful to know when your invitees have available times on their
calendars. You can do this using the Scheduling Assistant, which will allow you to view the availability
of others in the Global Address List.

1. Open the New Meeting dialog box, or an existing meeting from your Calendar, and select the
Scheduling Assistant button.

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2. In the lower left of the Scheduling Assistant window, press the Add Attendees button.

You can search the Global Address List and add recipients/attendees in the same manner as
addressing an e-mail message. When you have finished adding attendees, press OK to return to
the Scheduling Assistant.
3. At the bottom of the window, you can set the start and end times for your meeting request.

The Scheduling Assistant will display your attendees’ availability. You may scroll through the
calendars in this window to find more availability if you wish, and change your dates/times
accordingly.

Please note that the Scheduling Assistant will only be accurate if your attendees keep their
calendars up-to-date.

4. You may enter a message or details about the meeting either before or after using the
Scheduling Assistant. If you did not already enter this information, you may return to the main
Meeting window by pressing the Appointment button.
5. When you have finished scheduling your meeting and entering any desired message, press the
Send button near the upper left to send the Meeting Request.

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Accepting a Meeting Request

When someone wants to schedule a meeting with you, you will receive a meeting request as an e-mail
message.

1. Navigate to Mail view. Locate and select the meeting request.

2. Click Accept at the top of the message, then choose your desired option from the drop-down
menu. You can choose to either edit your reply or simply send a default acceptance response.

3. The meeting will be added to your calendar.

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You can also request to reschedule a meeting directly from a meeting request. Just click Propose New
Time, then select the desired option from the drop-down menu. The New Meeting dialog box, will
appear, allowing you to propose a new time to all meeting attendees.

Sharing a Calendar
You can share your calendar with others in your office, allowing them to view it in their own Outlook
calendars.

From the Calendar view’s Home tab, locate and select the Share Calendar command on the Ribbon.
The Sharing invitation dialog box will appear. You will be able to request that your recipients also
share their calendars with you, and you can set the level of information your recipients will be able to
see: Availability only, Limited details, or Full details.

Changing Calendar Permissions

You can edit your calendar permissions to change how your calendar is displayed to other users when
they open your calendar or use the Scheduling Assistant. You can show your Free/Busy time only,
Free/Busy time with subject and location of your calendar items, or Full Details.

1. In the Navigation Pane to the left in Calendar view, select the calendar for which you want to
edit the Permissions.

2. On either the Home or Folder tab, click the Calendar Permissions button. The Calendar
Properties dialog box will appear. If not already selected, choose the Permissions tab at the top
of this dialog box.

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Calendar Properties > Permissions tab

1. Select the person for whom you would like to edit the permissions by clicking on their name.
2. Change the Read permissions to change what the other person is able to see on your calendar.
3. Change the Write permissions to change what the other person is able to add or edit in your
calendar. If you do not wish to give the person any permissions to add or edit items on your
calendar, leave all the boxes unchecked.
4. Change the Delete Items permissions to change what the other person is able to delete in your
calendar. If you do not wish to give the other person permission to delete items from your
calendar, select None.
5. Click Apply.
6. Click OK.

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Opening a Shared Calendar

When someone shares a calendar, you will need to open that calendar to view its details.

1. Locate and select the Open Calendar command on the Ribbon, then choose From Address
Book… from the drop-down menu.

2. The address book will appear. Open the contact whose shared calendar you want to view, then
click OK.
3. The shared calendar will appear in the View pane. Click the check box in the Navigation pane
to the left to toggle the calendar on and off.

If you no longer need to view a shared calendar, you can remove it from your calendar list by right-
clicking with your mouse on the name of the calendar in the Navigation pane, then selecting Delete
Calendar from the pop-up menu.

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Tasks
Introduction
Outlook can help you create and organize tasks, set due dates and reminders, and add tasks to your
calendar.

Creating a New Task

1. Select the Tasks view on the lower left in the Navigation Pane, then press the New Task button
on the Ribbon.

2. Name your Task in the Subject line. You can change settings for Start Date, Due Date, Status,
Priority, and Completion Percentage if you wish. You may also set a reminder and type a
description of your Task.

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3. When you have finished, click Save & Close to exit this window.

The new task now appears in the Task List in the To-do Bar to the right of the Outlook window.

Creating a Task from an Email

You may have an email message that contains an action item or requires follow-up at a later time. You
can convert the email to a Task that will appear on your Task List.

1. In Mail view, select the email you wish to convert to a Task.

2. Using your mouse, click-and-drag the selected message to the Tasks button in the Navigation
Pane and release the mouse button.

Outlook will open a New Task window with the information from your email in the Subject line and
description area. You may then modify this item as you would a regular task. You can edit the subject
and details, set Start and Due Dates, change the Priority, and add a reminder. To add it to your Task
List, click Save & Close when you are finished.

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Signature and Automatic Replies

Introduction
You can create personalized signatures for
your emails that include your name, phone
number, organization, a logo, or other
information. Once created, signatures can
be added either manually or automatically.

You can also configure Automatic Replies

to be sent when you are out of the office.

Creating a Signature
1. Click the File tab to navigate to Backstage view, then select Options.

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2. Select Mail options and press the Signatures button on the right of the Options window.

3. Press the New button. In the New Signature window that appears, name your signature and
press OK.

4. In the Edit signature field of the Signatures and Stationery window, add the information you
wish to include in your signature. You can edit such attributes as the font face and size, bold or
italic text, graphics, and hyperlinks.

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5. In the Choose default signature section to the right, you can choose to automatically add a
signature to New messages and/or to Replies/forwards you compose. If you select (none), you
may add a signature manually as you are composing a message.

6. When you are finished composing and formatting your signature, press OK.

Manually Inserting a Signature into an Email

1. On the Home tab, press the New E-mail button to start a new message.
2. Place the cursor where you want to insert the signature.
3. Click the Signature button and select the signature you wish to add.

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Creating Automatic Replies

1. Click the File tab to navigate to the Backstage view, then press the Automatic Replies (Out of
Office) button.

2. Select the Send automatic replies option. If you did not specify a time range, your Out of Office
message will start immediately and remain active until you manually turn it off. Checking the
Only send during this time range box and setting Start and End times will enable your Out of
Office message only during the specified period.

3. In the field below the formatting buttons, enter your message.

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4. To include people outside the organization, click the Outside My Organization tab and check
the box to enable the Auto-reply.

5. Enter your message. If you wish to use the same message for both internal and external
senders, you may simply copy and paste your message from the Inside My Organization tab.
You will need to use keyboard shortcuts to Copy (Ctrl+C) and Paste (Ctrl+V) your message.
6. If you wish to turn off the Out of Office message (for example, if you did not specify a time
range), open the Automatic Replies window and select Do not send automatic replies.

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Help and Training Resources

CDFW Desktop Training

From within the CDFW network
OTD Office 2016 Resources
http://dfgintranet/portal/tabid/2682/Default.aspx

OTD Desktop Training Center

http://dfgintranet/portal/tabid/2651/Default.aspx

PACe eLearning – at no cost to you or your program

http://dfgintranet/portal/tabid/167/Default.aspx

For remote users

OTD Office 2016 Resources link for remote users
https://intranet.dfg.ca.gov/portal/tabid/2682/Default.aspx

OTD Desktop Training Center link for remote users

https://intranet.dfg.ca.gov/portal/tabid/2651/Default.aspx

PACe eLearning link for remote users

https://intranet.dfg.ca.gov/portal/tabid/167/Default.aspx

Additional Resources
Some information in this manual was adapted or gathered from:

GCF Learn Free – Outlook 2010

http://www.gcflearnfree.org/outlook2010
Most of the functions are the same; for most users, the biggest difference is the appearance.

What’s New in Outlook 2016 for Windows?

https://support.office.com/en-us/article/What-s-new-in-Outlook-2016-for-Windows-51c81e7a-de25-4a34-a7fe-
bd79f8e48647?ui=en-US&rs=en-US&ad=US

Microsoft Outlook Help

https://support.office.com/en-us/outlook

Microsoft Outlook Training

https://support.office.com/en-us/article/Outlook-training-8a5b816d-9052-4190-a5eb-494512343cca?ui=en-US&rs=en-
US&ad=US

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