Job Aid

Outlook Options Quick Reference Guide

E-mail Options / Instructions
Adding an e-mail signature / Mail: Tools menu > Options > Mail Format tab > Signatures button
Advanced message search / Mail: Tools menu > Instant Search > Advanced Find
Categorizing e-mail messages / Mail: Right-click a message under the Categories column > Select a category color
Changing the subject for a message in the Inbox / Mail: Double-click the message to open it > Other Actions button > Edit Message
Creating Folders / Mail: New Folder Name of new folder Identify folder location OK button
E-mail notification settings / Mail: Tools menu > Options > Preferences tab > E-mail Options button > Advanced E-mail Options button
Emptying Deleted Items folder / Mail: Right-click Deleted Items folder > Empty Deleted Items Folder
Reading pane settings / Mail: View menu > Reading pane > Right, Bottom, or Off
Renaming categories / Mail: Right-click a message under the Categories column > All categories > Rename
Sending contacts or messages as attachments / Mail: Drag and drop the message or contact into the e-mail directly
Setting up automatic e-mail archiving / Mail: Tools menu > Options > Other tab > Auto Archive button
Setting up Outlook rules / Mail: Tools menu > Rules and Alerts > New Rule button
Setting out-of-office messages / Mail: Tools menu > Out of Office Assistant Type message Click Save
Sorting messages / Mail: Sort messages by clicking a column header such as Received, Size, etc. > Clicking again will toggle between ascending or descending sort
Spell-checking outgoing messages / Mail: Tools menu > Options > Spelling tab > Always check spelling before sending
Calendar Options / Instructions
Adding a meeting request / Calendar: New Meeting Request Add attendees’ e-mail addresses Add subject and location of meeting Set date, start time,
end time Enter instructions in bottom panel Send button
Updating a meeting / Calendar: Double-click on meeting to update Change meeting details Send Update button
Cancelling meetings / Calendar: Double-click on the meeting to cancel > Delete Meeting button Send Cancellation button
Sharing calendars / Calendar: Each team member must send a request to share their calendar with all team members Click Share My Calendar Enter e-mail addresses of all team members Click Send
Allowing calendars to be shared / Mail: Open Sharing Calendar Request e-mail Allow button
Viewing multiple calendars / Calendar: Click Open a Shared Calendar Type a name OK button
Task Options / Instructions
Entering tasks / Task: New drop-down menu Task Type task information Save and Close button
Completing tasks / Task: Double-click on task on the To-Do Bar Click Mark as Complete
Color coding tasks / Task: Double-click on task on the To-Do Bar Click Categorize
Assigning a task to others / Task: New drop-down menu Task Enter task information Click Assign Task Enter recipient e-mail address Send button

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