Microsoft®

Outlook 2013 Intermediate

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Outlook 2013 Calendar View Advanced Calendar

Schedule Meeting Rooms: In a new
Calendar Tab meeting window, click the Rooms button,
(in overlay mode) select a meeting room from the address
book, click the Rooms button, and click
OK.

Use the Scheduling Assistant: Create a

meeting with all invitees. Click Scheduling
Assistant on the Meeting tab and select
a time that works for all.

Mini Forward a Calendar Item: Open a calendar

Calendar item, click the Forward button on the
Meeting tab, enter a contact in the To:
field, then click Send.

Send Calendar Information: Click and drag

a meeting or an appointment and drop it on
Folder
the Mail Navigation Bar option. In the
Pane
message window that opens, add a
recipient in the To field and click the Send
button.

Access a Shared Calendar: Click the Open

Calendar button on the Home tab,
Selected Date Meeting / Appointment select Open Shared Calendars, enter
another user’s name (or click Name and
select a user from the address book), then
click OK.
Tasks
Tasks andand Notes
Notes Tasks and Notes
Send a Calendar Sharing Invitation: Click
Flag a Message: In Mail view, select an item, click View Tasks in the To-Do Bar: Click the View tab on the Share button on the Home tab,
the Follow Up button on the Home tab, then the ribbon, click the To-Do Bar button, and enter a contact in the To: field, click the
select a flag; or, right-click a message, select select Tasks. Details list arrow and select a level of
Follow Up, and select a flag. detail, and click Send.
Change Task Views: In Task view, click the
Change a Flag: In Mail view, select a flagged item, Change View button on the Home tab (or, if Send your Calendar in an Email: Click the
click the Follow Up button on the Home tab, available, select a view from the Views gallery). Email Calendar button on the Home
then select a new flag. tab, select a calendar and date range, and
Create a Recurring Task: When creating a new click OK.
Add a Reminder: In Mail view, select an item, click task, click the Recurrence button on the Task
the Follow Up button on the Home tab, and tab. Specify a recurrence pattern, then set the Add New Calendars: Click the Open
select Add Reminder. Choose a date, time, and recurrence pattern’s date range. Click OK. Calendar button on the Home tab,
sound in the Reminder section of the Custom select Create New Blank Calendar, give
• Daily tasks recur every day, every set number the calendar a name, and click OK.
dialog box, then click OK. of days, or every weekday.
Remove a Flag: In Mail view, select a flagged item, • Weekly tasks recur on the same day of the View Multiple Calendars: Check or
click the Follow Up button on the Home tab, week every week, or every certain number of uncheck a calendar’s check box in the
and select Clear Flag. weeks. Folder pane to toggle it on and off.

• Monthly tasks recur on the same day of the Overlay Calendars: While viewing multiple
Add a Task: Switch to Task view by clicking Tasks
month (the 10th), or the same day of a calendars, click the Overlay arrow on a
on the Navigation bar, then click the
specified week of the month (the third Friday). calendar tab.
New Task button on the Home tab (or click the
New Item button on the Home tab, then select • Yearly tasks recur annually on the same day
Delete a Calendar: Right-click a calendar
New Task). Enter a subject, start date, due date, of a month every year (July 8th), or the same
tab (or a calendar in the Folder pane) and
and other options, then click Save & Close. weekday in a specified week and month (the
select Delete Calendar.
second Tuesday of April).
Mark a Task Complete: In Task view, check a
Remove Recurrence: After opening a task with Configure Calendar Settings: Click the File
task’s check box; or, select a task and click the
recurrence, click the Recurrence button on the tab and select Options at the left. In the
Mark Complete button on the Home tab.
Task tab and click Remove Recurrence. Outlook Options dialog box that appears,
select Calendar. Customize the calendar
settings and click OK.

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Tasks and Notes Advanced Mail Manage Information
Assign a Task: When creating a task, click the Create a Rule Based on an Email: Select a Edit a Category: Click the Categorize button
Assign Task button on the Task tab. Enter message, click the Rules button on the on the Home tab, select All Categories, and
an email address in the To: field, then click Home tab, and select Create Rule. Select the select a category. Click Rename, give the
Send. conditions for the rule, then select the actions category a new name, and click OK. Click the
for the rule to carry out. Click OK. Color list arrow and select a new color. Click
Accept or Decline an Assigned Task: Select a OK.
task assignment request in your Mail inbox, then Create a Rule from Scratch: Click the
click either Accept or Decline in the message Rules button on the Home tab, select Create a New Category: Click the Categorize
preview. Choose whether to edit the message Manage Rules & Alerts, click New Rule, and button on the Home tab, select All
response or not, and click OK. use the Rules Wizard to set conditions, actions, Categories, and click New. Enter a name,
and exceptions. Give the rule a name, select select a color, and click OK.
View Notes: Click the More (⋯) button in the how you want it to run, and click Finish.
Navigation bar and select Notes. Double-click a Delete a Category: Click the Categorize
note to open it. Edit a Rule: Click the Rules button on the button on the Home tab, select All Categories,
Home tab, select Manage Rules & Alerts, select a category, click Delete, and click OK.
Create a Note: While in Notes view, click the select a rule, click Change Rule, and select
New Note button on the Home tab. Start Edit Rule Settings. Use the Rules Wizard to Sort Inbox by Category: Click the sort by list
typing within the note window, then click outside edit the rule’s conditions, actions, and arrow above the Inbox and select Categories.
the note window to save it. exceptions, then click Finish.
Create a Folder: Click the Folder tab, click the
Advanced Mail Delete a Rule: Click the Rules button on the New Folder button, enter a name, select a
Home tab, select Manage Rules & Alerts, type of content, select a location, and click OK.
Run a Quick Step: Click a Quick Step in the select a rule, click Delete, and click Yes.
Rename a Folder: Select a folder in the Folder
Quick Steps gallery, or click the More button
Save an Email in Another Format: Double-click pane, click the Folder tab, and click the
and select a Quick Step.
an email to open it, then click the File tab and Rename Folder button. Enter a new folder
Add a New Quick Step: Click the More button select Save As. Select where you want to save name and press Enter.
in the Quick Steps gallery, then select Create the email, then click the Save as type list arrow
and select a file type. Click Save. Move a Folder: Select a folder in the Folder
New. Give the new Quick Step a name, then
pane, click the Folder tab, and click the Move
customize the actions that the Quick Step will
Delegate Mail Folders: Click the File tab, click Folder button. Select a new location, then
take. Click Finish.
Account Settings, and select Delegate click OK.
Edit a Quick Step: Click the More button in Access. Click Add, select a contact from the
address book, click Add, then click OK. Select Delete a Folder: Select a folder in the Folder
the Quick Steps gallery, then select Manage
the permissions for the delegated user, then pane, click the Folder tab, and click the Delete
Quick Steps. Select a Quick Step, then click
click OK. Click OK again. Folder button. Click Yes to confirm.
Edit. Update the Quick Step’s actions, then
click Save. • Reviewer permissions allow the user to Create a Search Folder: Click the Folder tab
read items and files, but not create or edit and click the New Search Folder button.
Create a Quick Part: Select the text or graphics
them. Select Create a Custom Search Folder, click
you want to use as a Quick Part, click the Insert
• Author permissions allow the user to create Choose, and select criteria for the search
tab, click the Quick Parts button, and select
and read items and files, and to modify and folder. Click OK in the three open dialog boxes.
Save Selection to Quick Parts Gallery. Give
the Quick Part a name, category, and delete items they’ve created.
Clean Up a Conversation: Select a conversation
description, then click OK. • Editor permissions allow the user to create, in the Inbox, click the Clean Up button on
read, modify, and delete all items and files. the Home tab, select Clean Up Conversation,
Use a Quick Part: While composing a message,
then click Clean Up.
click the Insert tab, click the Access a Shared Folder: Click the File tab, click
Quick Parts button, and select a Quick Part. Open & Export, click Other User’s Folder, Clean Up a Folder: Select a folder, click the
enter another user’s name (or click Name and Clean Up button on the Home tab, select
Redirect Replies: While composing a message,
select a user), then click OK. Clean Up Folder, then click Clean Up Folder.
click the Options tab, and click the Direct
Replies button. Click Select Names, select Create an Email Using a Theme or Stationery: Export Outlook Data: Click the File tab, click
names from the address book, and click OK. Click the New Items button on the Home Open & Export, and click Import/Export.
Click Close. tab, select Email Message Using, and select Select Export to a file and click Next. Select a
More Stationery. Select a theme or stationery file type and click Next. Select a folder to export
Recall a Message: Click the Sent Items folder
in the dialog box, then click OK. data from and click Next. Specify where you
in the Folder pane, open a message, click the
want to save the exported file, and how you’d
Actions button on the Message tab, and Add Additional Accounts: Click the File tab and like to deal with duplicate items, and click
select Recall this Message. Select whether to click the Add Account button. Fill in the Finish. Add an optional password and click OK.
just delete the message or to replace it with a account information and click Next. Click
new message, then click OK. Finish. Import Data into Outlook: Click the File tab,
click Open & Export, and click Import/Export.
Send a Poll: In a new message window, click the Specify Which Account Email is Sent From: Select Import from another program or file
Options tab, click the Use Voting While composing an email, click the From field and click Next. Select a file type to import and
Options button, and select a poll option (or list arrow and select an email account. click Next. Click Browse and specify a file,
select Custom, specify your own poll options,
choose how to handle duplicate items, and click
then click Close).
Manage Information Next. If necessary, select a folder from the file
Track Votes: Click the Sent Items folder, open to import, and click Finish.
a message with a poll, and click the Tracking Categorize an Item: Select an item, click the
button on the Message tab. Categorize button on the Home tab, and
select a category.

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