Outlook 2016 For Dummies

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Dyszel Bill. Outlook 2016 For Dummies

Introduction

About This Book

Foolish Assumptions

How This Book Is Organized

Conventions Used in This Book

Icons Used in This Book

Part I. Getting Started With Outlook 2016

Chapter 1. Outlook Features You Really Need to Know

Explaining Why So Many People Use Outlook

Doing Anything in Outlook the Easy Way

Using Email: Basic Delivery Techniques

Sending a File

Maintaining Your Calendar

Adding a Contact

Entering a Task

Taking Notes

Chapter 2. Inside Outlook: Getting More Done With Less Effort

Outlook and Other Programs

There’s No Place Like Home: Outlook’s Main Screen

Tying It All Together: The Ribbon

Finding Things in a Flash With Instant Search

Taking Peeks

Getting Help in Outlook

Chapter 3. On the Fast Track: Drag ’Til You Drop

Dragging

Dispatching Tasks in a Flash

Making Time Stand Still With Calendar Wizardry

Keeping Friends Close and Enemies Closer

Creating Instant Email Messages

Expanding Your Outlook Workspace

Zen of the Right Button

Part II. Taming the Email Beast

Chapter 4. The Essential Secrets of Email

Front Ends and Back Ends

Creating Messages

Reading and Replying to Email Messages

That’s Not My Department: Forwarding Email

Blind Copying for Privacy

Deleting Messages

Saving Interrupted Messages

Saving a Message as a File

Chapter 5. Email Tools You Can’t Do Without

Nagging by Flagging

Saving Copies of Your Messages

Setting Your Reply and Forward Options

Adding Comments to a Reply or a Forward

Sending Attachments

Emailing Screenshots

Creating Signatures for Your Messages

Chapter 6. Conquering Your Mountain of Messages

Organizing Folders

Organizing Your Email With Search Folders

Using the Reading Pane

Playing by the Rules

Filtering Junk Email

Archiving for Posterity

Arranging Your Messages

Simplifying Tasks Using Quick Steps

Part III. Managing Contacts, Dates, Tasks, and More

Chapter 7. Your Little Black Book: Creating Contacts Lists

Putting in Your Contacts: Names, Numbers, and Other Stuff

Viewing Your Contacts

Flagging Your Friends

Using Contact Information

Gathering People Into Groups

Chapter 8. Unleashing the Calendar’s Power

Getting Around the Outlook Calendar

Meetings Galore: Scheduling Appointments

Getting a Good View of Your Calendar

Printing Your Appointments

Adding Holidays

Handling Multiple Calendars

Chapter 9. Task Mastery: Discovering All the Bells and Whistles

Entering New Tasks in the Tasks Module

Editing Your Tasks

Managing Recurring Tasks

Marking Tasks as Complete

Viewing Your Tasks

Frequenting the To-Do Bar

Tasks in the Calendar

Chapter 10. Seeing It Your Way: Customizing Outlook

Customizing the Quick Access Toolbar

Customizing the Ribbon

Enjoying the Views

Playing With Columns in Table/List View

Sorting Items

Grouping Items

Saving Custom Views

Using Categories

Part IV. Beyond the Basics: Tips and Tricks You Won’t Want to Miss

Chapter 11. Social Media Magic With Outlook RSS

Brushing Up on Social Media Basics

Subscribing to a Blog in Outlook

Subscribing to Podcasts via Outlook

Reading Feeds

Chapter 12. Powering Your Home Office With Outlook

Investigating an ISP

Picking a Provider

Setting Up Internet Email Accounts

Dealing With Multiple Email Accounts

Chapter 13. Merging Mail From Outlook to Microsoft Word

Conjuring Mailing Label Magic

Form Letter Formalities

Merging From Selected Contacts

You’ll Still Have to Lick It: Printing Envelopes

Merging to Email

Part V. Outlook at Work

Chapter 14. Big-Time Collaboration With Outlook

Collaborating With Outlook’s Help

Collaborating With Outlook and Exchange

Viewing Two Calendars Side by Side

Managing Your Out of Office Message

About Address Books

Scheduling a Skype Meeting

Chapter 15. Outlook for the iPad and Android Phones

Understanding the Mobile Difference

Accessing Mobile Email

Using Your Mobile Calendar

Chapter 16. Telecommuting With Outlook.com and the Outlook Web App

Exploring Outlook.com

Getting Caught Up on Web Email Basics

Organizing Contacts

Using Your Calendar

Using Mobile Collaboration

Exploring Your Options

Understanding Outlook Web App

Part VI. The Part of Tens

Chapter 17. Ten Shortcuts Worth Taking

Using the New Items Tool

Sending a File to an Email Recipient

Sending a File From a Microsoft Office Application

Turning a Message Into a Meeting

Finding Something

Undoing Your Mistakes

Using the Go to Date Command

Adding Items to List Views

Sending Repeat Messages

Resending a Message

Chapter 18. Ten Accessories for Outlook

Smartphones

A Tablet Computer

For Dummies E-Learning

Microsoft Office

A Business-Card Scanner

Online Backup

Skype

Microsoft SharePoint

Microsoft Exchange

OneDrive

Chapter 19. Ten Things You Can’t Do With Outlook

Create a Unified Inbox on the Desktop

Insert a Phone Number Into Your Calendar

Open a Message From the Reading Pane

Perform Two-Sided Printing

Search and Replace Area Codes

Print a List of Meeting Attendees

Enlarge the Type in the Calendar Location Box

Create Contact Records for All Recipients of an Email

Track Time Zones for Meetings

Back Up Outlook Data

Ten More Things Outlook Can’t Do for You

Chapter 20. Ten Things You Can Do After You’re Comfy

Taking Notes

Customizing the Quick Access Toolbar

Wising Up Your Messages With Smart Art

Translating Your Email Messages

Adding Charts for Impact

Using Symbols in Email

Opening Multiple Calendars

Superimposing Calendars

Selecting Dates as a Group

Pinning a Contact Card

About the Author

Dedication

Author’s Acknowledgments

WILEY END USER LICENSE AGREEMENT

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Microsoft Outlook has become an essential business tool in the years since I covered its first pre-release versions in 1996. If you work in a company that employs more than a dozen people, it’s virtually certain that most of your communications and time planning will take place in Microsoft Outlook. Knowing Outlook well can make you more successful at work. Whether you’re taking directions from your boss, giving directions to your employees, organizing meetings, collaborating on important projects, or just keeping up with business, Outlook is what you’ll use to get it done fast.

Not understanding Outlook is almost like not understanding how to get to work. Because Outlook is so popular, hundreds of millions of people now spend their entire workday using Outlook one way or another. Now that more companies encourage telecommuting and hire employees who work from home, Outlook is the virtual workplace for so many people.

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You deal with more dialog boxes in Outlook than you do in many other Microsoft Office programs. You can call dialog boxes forms. Email message forms, appointments, name and address forms, and plenty of other common functions in Outlook use dialog boxes to ask you what you want to do. The following list summarizes the essential parts of a dialog box:

The easiest way to move around a dialog box is to click the part you want to use. If you’re a real whiz on the keyboard, you may prefer to press the Tab key to move around the dialog box; this method is much faster if you’re a touch-typist. Otherwise, you’re fine just mousing around.

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