Microsoft Outlook 2013

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N E W S L E T T E R

Keeping track of emails, calendars and contacts can suck untold time out of any workday. Anything that speeds up your work in Outlook can boost your productivity measurably. These tips will help you zip through your messages and

agenda, and work more effectively overall. IT Computer Technical

Support Newsletter

June 02, 2014 Vol.1, No.4

TABLE OF CONTENTS

Using the Windows 8.1 Start …..………..1 Turning Off the Windows …………..………..2 Windows Mobility

Center…….………4 Burn a CD or DVD in Windows 8….…… …………...…………..7

The IT Computer Technical Support

Newsletter is complements of Pejman Kamkarian

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View your inbox your way

When you first open your inbox, a default view appears, but it doesn't have to look this way. To see Outlook's

many customization options, click the View tab on the

ribbon toolbar and choose Change View. There are

multiple preset views you can choose, like one that displays the most recent emails only.

Also on the View tab, you can select Message Previews

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IT Computer Technical Support Newsletter |

Click View Settings for options for customizing a view,

such as adding columns or rearranging their order. The Layout options let you customize the Folder Pane and Reading Pane.

Once you have arranged the inbox to your liking, click

Change View > Save Current View As a New View. Then

type a name for the view, click OK.

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Outlook colors unread emails differently from messages you've already read. However, it's all too easy for an email to be marked as read when you've barely given it a passing glance, which can make you overlook something important.

To prevent this, select File > Options > Mail, and then

click the Reading Pane button. Check the "Mark items as

read when viewed in the Reading Pane" checkbox. Adjust the number of seconds you want the message to appear in the Reading Pane before Outlook marks it as read. The default is 5 seconds. Let's say you set it to 30 seconds. After that, while you preview messages in the Reading Pane, only the emails that appear there longer than 30 seconds will be marked automatically as read.

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IT Computer Technical Support Newsletter |

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Unread messages are marked blue by default, but you can change this.

Outlook 2013 has a new way of indicating unread messages. There's a blue bar to the left of the message in your inbox, and the message header also appears blue, but you can change both the color and font.

You can assign a certain color to emails based upon who sent them, or upon which words appear in the subject

line. To do this, choose View > View Settings >

Conditional Formatting. You will see the Unread

Messages rule and the blue color. Here you can change the font or color as you wish.

You can also click Add to add a new rule. Start by typing

a name for the rule in the Name box. Then click Font and

choose a font and font color to apply to the email header.

Finally, click the Condition button. When the Filter dialog

opens, select the options that describe which types of emails will be formatted with your new settings.

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IT Computer Technical Support Newsletter | Make use of the Favorites

Make any folder a favorite so it appears at the top of the Folder Pane and is easy to find and use.

If you have a few email accounts your folder pane can become crowded with folders making it time consuming to navigate to find those folders that you use most of the time. You can simplify finding these folders if you add

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them as Favorites. Favorites appear at the top of the Folder list when you are in the Mail module.

If the Favorites area does not appear switch to Mail and

choose View > Folder Pane and click to enable Favorites.

Now you can add any folder to the Favorites by

right-clicking it in the Folder pane and choose Show in

Favorites. You can even set a Search Folder to be a

Favorite so it is easy to find and use.

Sending mass e-mail to students

Here’s how you can create groups and send mass emails to each group without having to type in addresses every time.

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IT Computer Technical Support Newsletter | Click on File > New Entry…

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Click on Add Members.

Click on “From Address Book” to select an existing contact.

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IT Computer Technical Support Newsletter | Click on “New E-mail Contact” to manually enter a Name and E-mail address as shown below.

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Any contacts you add will show up here.

Add as many contacts as you wish. Once you’ve added all contacts, Enter a name for the group in the area

highlighted above.

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IT Computer Technical Support Newsletter | It is important to enter a name for the group. If you try to save without a name, you will see the following error. Press No and enter a name.

When composing a new E-mail, type in the name of the group and select it form the drop down options.