Microsoft® Outlook 2016 - Lesson 1
NOTE: For those of you participating in the live webinar, the following link will open the documentation in a new browser window Opens in a new window.
Introduction to Microsoft Outlook
In this class, you will learn how to use Microsoft Outlook to send and receive e-mail messages, work with attachments, set up preferences, and more.
First let's make some adjustments to the preferences in Outlook.
EXERCISE: Open Outlook 2016 and follow along as the instructor goes through some of the settings for Outlook preferences.
- Press ALT+F to open the File tab menu from the ribbon. The backstage view opens. Just as a reminder, the Office backstage view is where you manage your files and the data about them. It is where you do things TO a file, as opposed to doing things IN a file. Focus is in a vertical list of menu items and tab names. Whenever you come to a tab, the right side of the screen, approximately two thirds of the screen, changes.
- First, just press DOWN ARROW to explore the items in the File menu. Notice that if you hear that an item is a "menu" item, when you press ENTER on it, a dialog box opens. If you hear that the item is a "tab" you don't press ENTER. Instead the page has changed on the right side of the screen and you can press TAB to explore what is there. Then, in some cases, you may need to press ENTER to activate a button or link or other control there, depending on the task at hand.
- Press DOWN ARROW to find Options, and then press ENTER to open the Outlook Options dialog box. In this dialog box, the left side is a vertical group of categories. As you move up and down the categories, the right side of the screen changes to show options available in that category. You can press TAB to explore the items, but to change to another category you need to navigate back to the category list.
Mail Category Options
- Press DOWN ARROW to move to the Mail category.
- Press TAB to move to the Editor Options button, and then press ENTER to activate it. Another dialog box with categories on the left and options on the right appears. This is the Editor Options dialog box. Focus is on Proofing in the categories list.
- Press TAB to move to the AutoCorrect Options button, and then activate it with the SPACEBAR. The AutoCorrect dialog box opens with focus on the AutoCorrect page. It is very similar to the Microsoft Word AutoCorrect Options.
- Uncheck the following items (personal preference):
Press CTRL+TAB to move to the Autoformat as You Type page, uncheck these checkboxes (personal preference):
- Correct TWo INitial CApitals
- Capitalize first letter of sentences
- Capitalize first letter of table cells
Press CTRL+TAB to move to the AutoFormat tab page. Uncheck Automatic bulleted lists (personal preference).
After you have finished, choose the OK button. Focus returns to the Editor Options dialog box again.
Continue to press TAB to work through the remaining check boxes on this page until you get to the OK button. Change anything you wish and then activate the OK button. Focus returns to the Outlook Options dialog box.
Press TAB to move to the combo box "Compose messages in this format." The recommended format is HTML.
Press TAB to explore some of the other options in the Mail category. They include:
- Straight quotes with smart quotes
- Automatic bulleted lists
- Automatic numbered lists
- Always check spelling before sending
- Stationery and Fonts
- Customizing the Reading Pane
- Desktop Alert Settings (play sound when messages arrive, show envelope in system tray, etc.)
- Handling replies and forwards
- Saving messages, including auto save
- Importance level when sending messages
- Tracking items, such as delivery and read receipts
- Remove extra line breaks in plain text messages
- Show Paste Options button when content is pasted into a message
- And a lot more
Calendar Category Options
The Calendar category options have several settings you may want to change.
- Press DOWN ARROW in the Outlook Options category list until you find Calendar.
- Press TAB to explore some of the options here. These are some of the items you find here:
- Work hours start and end time
- Work week
- Default reminders (I set my default to one week, not 15 minutes)
When you are finished exploring this section, press TAB to move back to the Outlook Options category list.
Advanced Category Options
The Advanced category is where you can change the reminder sound, the starting folder for Outlook when it opens, send and receive options (I have mine set to send immediately when connected.), and more.
After you have finished exploring the Outlook Options, press TAB to move to the OK button, and then activate it with the SPACEBAR. The dialog box closes and focus returns to the backstage view. Press ESC to get out of the backstage view and return to the main Outlook screen.
Create, Send, and Receive Messages
Here are a few of the more commonly used keystrokes for working with messages:
- Switch to Inbox, CTRL+SHIFT+I
- Switch to Outbox, CTRL+SHIFT+O
- Create new message, CTRL+N (from within Mail) or CTRL+SHIFT+M (from within any view in Outlook)
- Open, CTRL+O
- Reply to message, CTRL+R or ALT+R
- Reply to all, CTRL+SHIFT+R or ALT+L
- Send, ALT+S
- Forward, CTRL+F
- Check for new messages, F9 or CTRL+M
- Find text in a message, F4
- Find next instance of text in message, SHIFT+F4
NOTE: One new behavior that began with Outlook 2013 is when replying to a message directly from the list view (without opening the message first); the reply is composed in the preview pane instead of opening a new message window. The preview pane must be open for this to occur. This option can also be changed in the Outlook Options > Mail category > Replies and Forwards section. There is a check box for "Open replies and forwards in a new window."
The BCC field is not on by default. To turn it on:
- First, you must be in a message that you are composing. Press CTRL+N to create a new message.
- Press ALT followed by P to move to the Options tab of the ribbon.
- Press B to toggle the setting On or Off. It is in the Show Fields Permission group of the lower ribbon.
- To open the Address Book press CTRL+SHIFT+B. The Address Book opens with focus in the search edit box.
- First press SHIFT+TAB to move to a group of two radio buttons. Make sure that Name Only is selected as opposed to More Columns.
- Press TAB to explore the items here with the instructor.
- Next in tab order is the extended select list box. You can choose non-contiguous names here by holding the CTRL key down and pressing SPACEBAR to select each person you want to send a message to.
- The next item is the Address Book combo box. Typically, there will be several items within the combo box, such as Global Address List, Contacts, and more. If you don't find someone in the Global Address List try checking in one of the other groups, such as Contacts.
- Press TAB a couple of more times. Focus moves to the Advanced Find button and then the radio buttons for Name Only or More Columns. Most of the time you want to have the Name Only radio button selected.
- Press TAB again. Focus returns to the search edit box.
Adding a New Contact in the Address Book
Let us look at the menus and how to add a new contact to the address book. Press ALT+F to open the file menu and explore the items there. You find the following:
- New Entry...
- New Message CTRL+N
- Add to Contacts
- Delete CTRL+D
- Close ALT+F4
Choose New Entry and press ENTER. You have a choice of the following:
- New Contact
- New Contact Group (formerly called Distribution List)
Choose New Contact and press ENTER.
The Untitled Contact dialog box appears. It has a ribbon at the top instead of menus. Focus is in the Full Name edit box. I am not going to take a lot of time during the class to go through each one of these items. The main ones you need to get in and out of here fast are the following:
To save a contact press CTRL+S. To use the ribbon to save AND close the contact dialog box press ALT+H to move to the Home tab of the ribbon, followed by the KeyTip A V. The new entry is added to your Contacts group.
Adding a New Contact Group (Formerly Distribution List)
Adding a contact group is like adding a new contact. Here is how to do that if you would like to try it.
- From the main Outlook 2016 window, press CTRL+SHIFT+B to open the Address Book.
- Press ALT+F to go to the File menu, and then choose New Entry. The New Entry dialog box appears.
- Choose New Contact Group in the list view and press ENTER. An untitled Contact Group appears with focus in the Name edit box.
- Type in a name for the contact group.
- On the ribbon, go to the Members group and choose the Add Members button. Press ALT+H to move to the Contact Group tab of the ribbon, followed by M to activate the Add Members button. You can also press TAB to move to it, and then press ENTER on it. A menu appears with the following choices:
Choose From Address Book and press ENTER. The Select Members Global Address list opens.
Make sure to choose the Search radio button for Name Only, not More Columns.
Press TAB to move to the search edit box and begin typing someone's name you are looking for. The list view below scrolls to match what you type.
Press TAB to move to the extended list box and use ARROW KEYS up or down to select the person.
Press ENTER to add that person to the group of members. Focus returns to the search edit box.
Repeat steps 8 through 10 to select other members.
To complete the process, press TAB to move to the OK button, and then press ENTER. Focus returns to the Contact Group dialog box, which now should have the name you gave it.
Press ESC to close it. You are asked if you want to save the changes, answer Yes. The new contact group is saved and focus returns to the Address Book.
Press ESC to close the Address Book.
- From Outlook Contacts
- From Address Book
- New E-mail Contact
The new contact group is saved in the Contacts listing under your Address Book.
Selecting Messages for Moving to a Folder or for Deletion
To select a message move to a folder list view and highlight the message by pressing UP or DOWN ARROW.
To select multiple contiguous messages, press SHIFT+UP or DOWN ARROW and select the range of messages.
To select multiple non-contiguous messages, press and hold the CTRL key. While holding the CTRL key down, use the arrow keys to move up or down a folder list view to find the non-contiguous message(s) you want to include. Press SPACEBAR, still holding the CTRL key down. When finished with the selection process let go of the CTRL key.
To delete selected messages, press DEL. The messages are moved to the Deleted Items folder.
To permanently delete messages without sending them to the Deleted Items folder, press SHIFT+DEL.
Create and Use Folders
- To move to a folder press CTRL+Y.
- To move a message from one folder to another, press CTRL+SHIFT+V.
- To create a new folder, press CTRL+SHIFT+E. Type a name for the folder in the Name edit box.
- Next press TAB until you find the tree view of folders. If you select an existing folder in the tree view the new folder becomes a SUBFOLDER of the selected folder. If you want the new folder to be a new folder at the same level as the main folders, press HOME to move to the top of the tree view, level zero, which should say something like "Mailbox - your name."
- After selecting where to place the new folder, press ENTER. The Create New Folder dialog box closes.
Another option you have is to move a message from one folder to another and create a new folder in the process. Here's how:
- Select a message to move and press CTRL+SHIFT+V. The Move Items dialog box appears.
- Press TAB to explore the dialog box and you find a button for New. You can also press ALT+N to activate it without having to press the TAB key.
This brings you to the same dialog box we just explored. Follow the instructions given previously to give the new folder a name and location in the folder tree view. When you close the dialog box the message is automatically moved into the new folder.
JAWS Help for Microsoft Outlook
Don't forget to press INSERT+F1 twice quickly to open JAWS help for Outlook while you are in the Outlook program or a message. This opens the JAWS Help system directly to the topic for JAWS help for Outlook. There are links there for not only JAWS keystrokes but some common ones for Outlook as well.
Automatic Replies (Out of Office)
Let us look at setting up the Automatic Replies feature in Outlook 2016.
NOTE: You do not get the automatic replies feature if you are using Outlook in a stand-alone environment, such as at home. This only works if you are using Outlook in a corporate environment using Microsoft Exchange. Also, these instructions are for Outlook 2016 Exchange Server.
- Press ALT+F to open the backstage view.
- Press UP or DOWN ARROW to make sure focus is on the Info tab. The backstage view on the right side of the screen contains things like Account Settings, Automatic Replies, Mailbox Cleanup, and Rules and Alerts.
- Press TAB to move to the Automatic Replies button, and then press ENTER to activate it. The Automatic Replies dialog box appears. Focus is on a radio button for "Do not send automatic replies."
- Press DOWN ARROW to select the radio button that reads, "Send automatic replies." Once this radio button is selected, the text area where you can type your reply message becomes available below.
- Press TAB. Focus moves to a check box for "Only send during this time range." If you check this check box, combo boxes for start and end dates and times become available. I will leave it unchecked.
- Press TAB again. Focus moves to the font drop down button. The default is Tahoma. Press DOWN ARROW to activate the button, and then scroll through the different fonts if you wish to change it.
- Press TAB until focus moves to the point size. The default is 8. You can press DOWN ARROW if you want to change it.
- Press TAB again several times. Focus moves through several other buttons, including bold, italic, underline, font color, bullets, numbering, decrease indent, increase indent, and then finally you get to the edit area where you can type the automatic response message you wish.
NOTE: In Outlook 2016 exchange server this is a multi-tab page. Focus is on the Inside My Organization page, so this message will only be sent to people within your organization.
- Type in the text you want to send to anyone within your organization who sends you a message while you are out. Pressing ENTER in a multiline edit box moves the cursor to the next line.
- When you are finished typing the note, press TAB again. Focus moves to the tab for "Inside My Organization."
- Press RIGHT ARROW to move to the tab for "Outside My Organization (On)."
- Press SHIFT+TAB to move back to the edit area for this tab page, and then type the text you want to send to anyone outside your organization who sends you a message while you are out.
- Press TAB once more, and focus moves back to the tab for "Outside My Organization."
- Press TAB again. Focus moves to the Rules button. This allows you to create rules that will be applied to incoming messages while you are out of the office. I am not going to cover this in this training, but feel free to explore it on your own. Rules can include such things as messages:
Go ahead and press TAB to move to the OK button, and then activate it with the SPACEBAR. The dialog box closes. In the backstage view, next to the Automatic Replies button there is now a Turn Off button.
Press TAB to move to it. Press ENTER on the Turn Off button and automatic replies are now turned off. The message you typed is still there, however. You can go back into Automatic Replies any time you wish and delete the prior message or create a new one.
I am going to press SHIFT+TAB to move back to the Automatic Replies button, and then I will activate it with the SPACEBAR.
Follow the instructions above to move back to the edit boxes for both inside and outside your organization, and then delete the text that is there.
When you are finished, press TAB to move to the OK button, and then activate it with the SPACEBAR. The Automatic Replies dialog box closes and focus returns to the backstage view.
Press ESC to get out of the backstage view. Focus returns to the main Outlook 2016 window.
- From certain people or organizations
- Sent "To" certain people
- With certain text in the subject line
- With certain text in the message body
- and much more