Tools and Settings

5.3.1 Use available help functions.

 As in most applications Outlook has a built-in support feature. To use Help, simply click on the Help menu in the main view. Then choose Microsoft Office Outlook Help

 The Help window will be displayed as illustrated:

 Select one of the available help topics, or click on the Search Box to search for a topic by entering a keyword.

5.3.2 Display, hide built-in toolbars. Restore, minimise the ribbon.

To Display and hide built-in toolbars:-

• Click View

• Click Toolbars

• Choose one of them

Minimise the Ribbon

 To quickly minimize the Ribbon, double-click the name of the active tab. Double-click a tab again to restore the Ribbon.

 Keyboard shortcut To minimize or restore the Ribbon, press CTRL+F1.

©TCTC 43 Restore the Ribbon

 Click Customize Quick Access Toolbar Button image.

 In the list, click Minimize the Ribbon.

 Keyboard shortcut To minimize or restore the Ribbon, press CTRL+F1.

5.3.3 Create and insert a text e-mail signature.

Create a Signature

In a new message, on the Message tab, in the Include group, click Signature, and then click Signatures.

 On the E-mail Signature tab, click New.

 Type a name for the signature, and then click OK.

 In the Edit signature box, type the text that you want to include in the signature.

5. To format the text, select the text, and then use the style and formatting buttons to select the options that you want.

©TCTC 44 Insert a Signature

You can set a signature to be added automatically to outgoing messages, or you can manually insert a signature when needed.

You can insert only one signature per e-mail message; you cannot include multiple signatures.

If you want to include more information, create one signature with all the information, and then save it with a new name.

Insert a signature automatically

 Signature menu In a new message, on the Message tab, in the Include group, click Signature, and then click Signatures.

 Under Choose default signature, in the E-mail account list, click an e-mail account with which you want to associate the signature.

 In the New messages list, select the signature that you want.

 Select the signature you want to use

 If you want a signature to be included in message replies and in forwarded messages, in the Replies/forwards list, select the signature. If not, select none.

 Click OK.

©TCTC 45 Insert a signature manually

 Insert the signature you want In a new message, on the Message tab, in the Include group, click Signature, and then select the signature that you want.

5.3.4 Turn on, turn off an automatic out of office reply.

 On the Tools menu, click Out of Office Assistant.

 Out of Office command on Tools menu

Note The Tools menu appears on the main Outlook window. The main window is the same window that appears when you start Outlook and includes the File, Edit, View, Go, Tools, Actions, and Help menus. There is no Tools menu in windows where you create or view items such as e-mail messages, contacts, or tasks.

If the Out of Office Assistant command does not appear, an alternative method to

automatically reply to messages is available for all Outlook users. Go to Automatically reply to messages.

 Click Send Out of Office auto-replies.

 If you want, select the Only send during this time range check box to schedule when your out of office replies are active. If you do not specify a start and end time, auto-replies will be sent until you click Do not send Out of Office auto-auto-replies.

 On the Inside My Organization tab, type the response that you want to send while you are out of the office.

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 To send auto-replies to people out of your organization, continue with steps 4 and 5.

 On the Outside My Organization tab, select the Auto-reply to people outside my organization check box, and then type the response that you want to send while you are out of the office.

Organization is usually defined as your company and includes people who have an Exchange Server account on your e-mail system.

 When the Auto-reply to people outside my organization check box is selected, the Outside My Organization tab displays (On) next to the tab name.

 On the Outside My Organization tab, click My Contacts only or Anyone outside my organization to specify the people to whom auto-replies are to be sent.

The contact must exist in your Exchange Server Contacts folder. If the contact exists only in a folder that is a part of a Personal Folders file (.pst), the auto-reply message will not be sent.

5.3.5 Recognise e-mail status as read, unread. Mark an e-mail as read, unread. Flag, unflag an e-mail.

Recognise e-mail status as read, unread. Mark an e-mail as read, unread

After opening an e-mail message, you might wish to mark the e-mail message as unread. To do this, click on the button ―Mark as Unread‖ On the Message Toolbar. Or right click on the email and click on mark as unread

If you want to mark it again as read, repeat the same step choosing ―Mark as Read

©TCTC 47 Flag, unflag an e-mail.

Flagging is a method of marking messages which you want to stand out as being important.

 To flag a message, open the message, click on Follow up and choose one of the list.

 To remove the flag repeat the same steps but choose Clear Flag

5.3.6 Create, delete, update a contact, distribution list / mailing list.

Add a new contact

To add a new contact to the address book, first open the Address Book from:

 Tools

 Address Book

Then click on:

 File

 New Entry

 New Contact

 OK

©TCTC 48 Fill in the contact details as appropriate and click Save and Close.

Delete a contact



 Right Click on the Contact you want to delete

 Click Delete

OR

 Open the Address Book again f

 Select the Contact you want to delete

 Go to File

 Click delete

Create; update a distribution list/mailing list.

You can create a single group name (or alias) to use when sending a message to several contacts at once. Simply create a group name and add individual contacts to the group. Then, just type the group name in the To box when you send e-mail.



 Click on File -> New Entry

 Choose Distribution List

 Click OK

©TCTC 49 Add a contact to an existing group

In the Address Book list, double-click the group you want. The group's Properties dialog box opens.

 You can add people to the group in several ways —and in some cases you can add them to your Address Book as well.

 To add a person from your Address Book list, click Select Members, and then double click a name from the Address Book list and then click OK.

 To add a person directly to the group without adding the name to your Address Book, Click on Add New type the person's name and e-mail address in the boxes provided in the open window and then click OK

Using the Address Book

You can use the Address book at any time when creating an e-mail message. Let‘s say I have added my friend Tom to my address book. How will I use the address book to send an e-mail to Tom?

Follow the below steps…

 Click File – New – Mail Message

 Click on To:

 The address book will be displayed, as illustrated:

 Double Click on the name of the person to whom you wish to send the e-mail.

 Click OK.

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