M ICROSOFT O UTLOOK 2011
G ETTING S TARTED AND H ELP R ESOURCES
Introduction... 4
Getting Started ... 4
Tour of the Outlook 2011 Interface ... 4
Start Outlook 2011... 5
Configure E-mail Accounts ... 6
Set up IMAP/ Microsoft Exchange Server Accounts ... 6
Set up POP Accounts ... 11
Import E-mail from Other Applications ... 16
Export and Import Contacts ... 17
Export contacts ... 17
Import contacts... 18
Quick notes ... 21
Use the Toolbar ... 21
Customize the Toolbar ... 22
Set the Toolbar back to default ... 23
Use the Ribbon ... 24
Show/hide the Ribbon ... 24
Command Tabs... 25
Work with Categories ... 26
Create categories ... 26
Edit categories ... 27
Add or remove categories ... 28
Set as Default ... 29 Need help ... 30
The following training document uses information from Microsoft Office Outlook 2011 Help and Lynda.com
Introduction
Microsoft Outlook 2011 offers a premium business and personal e-mail management tools to most of users all over the world.
From the redesigned look, Outlook 2011 provides a richer set of experiences to meet the communication needs at work, home and school such as:
Save time viewing, creating and managing e-mail
Get easier access to the right tools
Connect with people and stay up to date
Access personal information anywhere and anytime
This training document will provide users essential skills to explore most of the finest tools of organizing e-mail, communicating and keeping in touch with social networking
Getting Started
Tour of the Outlook 2011 Interface
Menu Bar: The area at the top of the screen where all menus are displayed.The File, Edit, and View menus have the most commonly used menu command
Standard Toolbar: The toolbar that displays the name of the current view (for example, mail, calendar, or contacts view) and buttons for some of the most common tasks, such as opening, saving, and printing a workbook
Ribbon: The tabbed command bar that organizes features into group. The current view determines which options appear on the Ribbon
Navigation Pane: In mail view, the navigation pane displays the folder list. In calendar, contacts, tasks, and notes views, the navigation pane lets you show and hide items in categories. If you don't see the navigation pane, click View > Navigation Pane.
View Switcher: Buttons to switch between the five main Outlook views — mail, calendar, contacts, tasks, and notes
Reading Pane: where you can read e-mail messages or see details about items such as contacts and tasks. To change the location of the reading pane, on the View menu, point to Reading Pane, and then select an option (for example, Below)Start Outlook 2011
From the Dock, do one of the following:
Click Applications folder
Click on the Microsoft Office 2011 folder icon
Click on Microsoft Office Outlook 2011 icon
For the first time using Outlook. the Outlook Startup Wizard will be displayed
Cancel out of the wizard
Set up e-mail accounts without using the wizard
Configure E-mail Accounts
Outlook requires you to configure an e-mail account when starting it up for the first time. There are three types of e-mail accounts that Outlook supports:
IMAP accounts
Yahoo, Google, Hotmail, and AOL e-mail accounts
Have access to mail folder on the mail server, store and process mail without downloading it to the local computer
Microsoft Exchange Server accounts
A collaborative communications server used by many organizations POP3 accounts
The leading e-mail account type on the Internet
E-mail messages are downloaded to the local computer and then usually deleted from the mail server
Set up IMAP/ Microsoft Exchange Server Accounts
From the Menu Bar, go to Tools menu Accounts…
In the Account dialog box, at the bottom of the window, click Add button choose E-mail…
Under Enter your account information section, do the following:
In E-mail Address textbox, enter e-mail address
In Password textbox, enter e-mail password
If you deselect Configure automatically check box, the window will drop down and allow you to manually configure the server settings
Click Add Account button
Repeat the all the steps to configure other new accounts
Once the accounts have been added, in the Accounts dialog box, you can change various settings
In Account description textbox, you can change how you want the account to be called. For example: instead of simply Gmail, you can change it to your specific e-mail address
In Full name textbox, enter your name
Click on Advanced…button to setup advance feature
Under the Server tab, you can change server settings if necessary
Under Folders tab, you have the options to set up Sent, Drafts, Junk, and Trash folders
Under the Security tab, you can set settings for digital signing and encryption
Set up POP Accounts
A POP e-mail is normally associated with a Web site or Internet Service Provider (ISP), such as Comcast or AT&T
Contact the ISP or Web hosting company to find out what information as well as requirements are needed to configure a POP account to Outlook
Incoming mail server address
Outgoing mail server (STMP) address
To set up a POP e-mail account, do the following:
From the Menu Bar, go to Tools menu Accounts…
In the Account dialog box, at the bottom of the window, click Add button choose E- mail…
Under Enter your account information section, do the following:
In E-mail Address textbox, enter e-mail address
NOTE Outlook may not recognize the account server, if not the window will automatically drop down more settings to configure the account
In Password textbox, enter e-mail password
In the User name textbox, enter either only the user’s first name and last name or a full e-
mail address, which depends on the ISP or Web hosting company
Click the Type list down arrow select POP
In Incoming server and Outgoing server textbox, type in the incoming mail server and outgoing server information provided by your Web hosting company
Click Add Account button
Once the accounts has been added, under the Accounts dialog box, you can change various settings, this will change depending on whether you have an Exchange or IMAP account
In Full name textbox, enter your name
If required, click on More Options… button to authenticate the account
For more options click on Advanced…
Under the Server tab, select any of the following options:
Select Leave a copy of each message on the server check box
If you leave this box un-checked messages will be deleted from the server and will not be able to be accessed from another location besides Outlook
If you check the box, you will be allowed to access the menu options for when the copies should be deleted from the server
Select Download headers only check box to show you who the e-mail is from, and the Subject line, but Outlook will not open the body message until you tell it to
Under the Security tab, you can set settings for digital signing and encryption
Import E-mail from Other Applications
Do one of the following:
From the Menu Bar, click on File menu click Import…
From the Ribbon, go to the Tools tab click on Import
In the Import dialog box, do the following:
Click on the circle next to the type of data you wish to import
Outlook Data File (.pst or .olm) - to import data from another version of Outlook, .pst for PC files and .olm for Mac files.
Entourage information from an archive or earlier version - to import data from Entourage
Information from another application - for data from Apple Mail, Eudora, or another mail application
Contacts or messages from a text file to select a text file - to import
Holidays to select your region and import specific holidays into your calendar
Click the right pointing arrow at the bottom of the dialog box
Depending on which selection you made you will be prompted to select which version, type of mail application, file, or region you wish to import data from.
Click Done or Finish to import the data
Export and Import Contacts Export contacts
Open your default web browser and log into your e-mail
Open your contact list and click on Export contacts, the location will be different depending on the mail service
Choose the option to export for Outlook or to export as a .csv file The contacts should be downloaded as a .csv file
Import contacts
Do one of the following:
From the Menu Bar, click on File menu click Import…
From the Ribbon, go to the Tools tab click on the Import button
In the Import dialog box, do the following:
Select the option Contacts or messages from a text file option click on the blue arrow in the bottom right corner
Select Import contacts from a tab- or comma-delimited text file option click on the blue arrow in the bottom right corner
You will be prompted to select the file you wish to import In the Import Text File dialog box, do the following:
Open your Downloads folder and select the file with your contact information
Click Import
Outlook will now map the contacts to make sure that the fields in your e-mail are the same as the fields in Outlook, for example the name filed in you contact will map to the name filed in Outlook In the Import Contacts dialog box, do the following:
If there are any fields in the Unmapped fields section on the right, click the grey square to the left of the unmapped field and drag it to its corresponding filed in the section on the left
For example, if Outlook does not map the field, E-mail Address, drag the unmapped field to the Email Address 1 in the Mapped fields list.
Click Import again and then Finish to import the contacts into Outlook
Quick notes
Multiple e-mail accounts can be setup in Outlook
A primary e-mail account can be setup together with additional ones such as:
An e-mail account for clients (primary)
An e-mail account for general inquiries
An e-mail account for personal messages
Use the Toolbar
The Standard Toolbar is located above the Ribbon. It includes commonly used commands such as Send/Receive, Undo, Redo, and Print
To hide/ show the Toolbar, do one of the following:
Click on the grey oval in the upper right corner of the window
From the Menu Bar, go to View menu click Hide Toolbar
Customize the Toolbar
From the Menu Bar, click on the View menu click Customize Toolbar…
When the window opens up, you can drag items you don’t use off the Toolbar and drop them anywhere in the screen to remove from the Toolbar
From the window you can select items to add to the Toolbar by dragging them onto Toolbar in
any order you wish
When the window is open, you can rearrange icons on the Toolbar by dragging and dropping them in their new location
Set the Toolbar back to default
Do one of the following:
Drag the default set into the Toolbar from the window
At the bottom of the window, next to Show you can choose how the icons will appear in the Toolbar by selecting:
Icon and Text to show the picture image and the name
Icon Only to show only the picture
Text Only to show only the name of the button
Click Done when you are finished
Use the Ribbon
The Ribbon stretches across the top of the message box. It displays groups of related commands in separate tabs called Command tabs and groups called Command Groups
Show/hide the Ribbon
Do one of the following
On the right side of the Ribbon, click to minimize the Ribbon (only Command tabs appear)
On the right side of the Ribbon, click to expand the Ribbon to see commands in Command groups under selected tab
From the Menu Bar, go to View menu click Ribbon
If there is a check mark next to Ribbon then the Ribbon is showing
If there is no check mark then the Ribbon is hidden
Command Tabs
Home tab – changes depending on which component you have selected, such as Mail or Contacts, however this tab contains the commands needed to create, delete, and edit different components of Outlook
Organize tab - changes depending on which component you have selected, this tab contains commands that help you organize your mail, calendar events, tasks and notes
Tools tab – this tab remains the same for all components and contains tools used for all of Outlook
Work with Categories
Categories allow you to sort and filter data such as contacts, e-mails, or events into specific categories
Create categories
From the Menu Bar, go to the Outlook menu click on Preferences…
Click on the Categories button
Outlook automatically creates categories for you
Edit categories
Click on the pull down arrow next to the color box to change the color
Double click on the name to re-name the category
Add or remove categories
Click the + or – buttons on the lower left
Check the box next to the category to show in Navigation Pane
Select Assign categories to messages from categorized contacts check box to automatically categorize any e-mail into the same category that the sender of the e-mail is in
Select Show new categories in navigation pane check box to automatically show any new categories you create in the Navigation Pane
You can also make new categories through the Categorize button on the Home tab from the Ribbon
Set as Default
If you choose to make Outlook your default e-mail program then, if you are on the internet and you click a link to open an e-mail, or are in a Word document and you choose to send the document as an attachment, Outlook will automatically open, instead of Apple Mail.
From the Menu Bar, go to Outlook menu click on Preferences… click on General
Click Make Default button
Need help
The help button is located on the far right of the Standard Toolbar. It contains a search feature to assist with any questions occurring while using the Outlook program
