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Using Microsoft
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Outlook 2016
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Session : 13
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 Objectives

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• Explain the functions of Microsoft Outlook

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• Describe how to organize emails, create

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categories, and use calendar

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 Introduction

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• Microsoft Outlook is an email client

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application, which is used with the

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Microsoft Exchange server.
• Microsoft also provides the mobile

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version of Outlook called the Outlook

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Mobile, which was launched in January

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2015.
• The latest version of Microsoft Outlook

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is Outlook 2016, which is a little
enhanced version of Outlook 2013
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version. Microsoft Outlook Window
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 Getting Started with Microsoft Outlook

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• Microsoft Outlook is generally used in

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organizations as their internal email
application, and is also called as a

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personal information manager.
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It is used to perform the following
functions:

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– Send and receive emails
– Manage calendars and meetings

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– Maintain contacts

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– Set reminders for tasks
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Emails Through Outlook
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 Organizing Emails

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• The main functionality for which Outlook

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is known for is sending and receiving

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emails and organize meetings.
• The interface of Outlook 2016 includes

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an email folder pane, an email pane, and

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an email reading pane.

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• The steps to create an email are:
– Click the New Email option from the

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New group in the Ribbon.
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– Clicking the New Email option New Message Window
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displays a blank message window

with the Message tab selected.
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 Using Categories

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• Categories are used to organize emails so that

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they are easier to find, when required.

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Categories also help users to mark different
emails per their importance, priority,

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department, sender, follow-up required and

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various other factors.
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Microsoft Outlook provides six categories by
default, which users can rename as per their

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requirements. ec
• Create mew categories using the Categorize
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option from the Tags group in the Ribbon.
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Categories
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 Searching Emails

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• Microsoft Outlook allows users to

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search emails in the default folders as
well as other folders and sub-folders.

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• The steps to search for an email in

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Outlook are:
– Click in the Search Current Mailbox

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text box display email pane.
– Specify a criterion in the Search

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Current Mailbox text box and also
select the folders that are to be

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searched from the Current Mailbox
drop-down list. ec
– Select the folder or mailbox that is to
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be searched for the search criteria Email Search
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mentioned in the textbox.

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 Using the Calendar

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• The Calendar functionality allows users to

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create appointments and schedule

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meetings, and helps them to manage
their office time.

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• The Calendar of Microsoft Outlook allows

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users to view their schedule in the

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following ways:
Today, Next 7 Days, Day, Work Week,

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Week, and Month. ec
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Outlook Calendar
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 Summary

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• Microsoft Outlook is an email client application, • The Favorites section generally lists the following
which is used with the Microsoft Exchange server. folders:

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• Microsoft Outlook is a part of the Microsoft Office – Inbox
suite of applications, and is used to perform the – Sent Items

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following functions: – Deleted Items.
– Send and receive emails

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• Folders are used to organize emails as per department,
– Manage calendars and meetings year, month, groups, projects, and so on. Folders are
the best way to organize emails so that one can find
– Maintain contacts

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them easily when required.
– Set reminders for tasks • Categories are used to organize emails so that they are

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• The latest version of Microsoft Outlook is Outlook easier to find, when required.
2016, which is a little enhanced version of Outlook • Users can apply multiple categories to a single email

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2013 version. message.
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Emails are electronic messages send within or
outside an organization. Primarily, Outlook is used
• Microsoft Outlook provides six categories by default,
which users can rename as per their requirements.
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as an email client application for organizations, • The Calendar functionality allows users to create
hence, the main usage is to send and receive appointments and schedule meetings, and helps them
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emails and organize official meetings.. to manage their office time.

• Outlook provides a convenient way to schedule
meetings using the Calendar.
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