Outlook 2019 For Dummies

Introduction 1 About This Book 2 About the Version Numbers 3 Foolish Assumptions 3 Conventions Used in This Book 3 Dialog boxes 4 Ribbons and tabs 4 Keyboard shortcuts 5 Icons Used in This Book 6 Part 1: Getting Started with Outlook 2019 7 Chapter 1: Outlook Features You Really Need to Know 9 Explaining Why So Many People Use Outlook 9 Doing Anything in Outlook the Easy Way 10 Using Email: Basic Delivery Techniques 11 Reading email 11 Answering email 12 Creating new email messages 13 Sending a File 14 Maintaining Your Calendar 17 Entering an appointment 17 Managing your schedule 18 Adding a Contact 18 Entering a Task 19 Taking Notes 21 Chapter 2: Inside Outlook: Getting More Done with Less Effort 23 Outlook and Other Programs 24 There’s No Place Like Home: Outlook’s Main Screen 25 Moving between modules 27 Using the Folder pane 28 The Information Viewer: Outlook’s hotspot 29 Navigating folders 31 Tying It All Together: The Ribbon 31 Viewing ScreenTips 32 Using the New Items button 32 Finding Things in a Flash with Instant Search 33 Taking Peeks 35 Getting Help in Outlook 35 Chapter 3: On the Fast Track: Drag ’Til You Drop 37 Dragging 37 Dispatching Tasks in a Flash 39 Making Time Stand Still with Calendar Wizardry 42 Keeping Friends Close and Enemies Closer 44 Creating Instant Email Messages 45 Creating email from a name in your Contacts list 45 Creating an email from an appointment 46 Expanding Your Outlook Workspace 47 Zen of the Right Button 48 Part 2: Taming the Email Beast 49 Chapter 4: The Essential Secrets of Email 51 Front Ends and Back Ends 51 Creating Messages 52 The quick-and-dirty way 52 The slow but complete way 53 Setting priorities 55 Setting sensitivity 57 Setting other message options 58 Adding an Internet link to an email message 58 Reading and Replying to Email Messages 59 Viewing previews of message text 60 Sending a reply 61 Resending messages 63 Don’t get caught by phishing 63 That’s Not My Department: Forwarding Email 64 Blind Copying for Privacy 65 Deleting Messages 66 Saving Interrupted Messages 66 Saving a Message as a File 67 Chapter 5: Email Tools You Can’t Do Without 69 Nagging by Flagging 70 One-click flagging 70 Setting flags for different days 71 Changing the default flag date 71 Adding a flag with a customized reminder 72 Changing the date on a reminder 73 Saving Copies of Your Messages 74 Setting Your Reply and Forward Options 75 Adding Comments to a Reply or a Forward 77 Sending Attachments 78 Emailing Screenshots 80 Creating Signatures for Your Messages 81 Chapter 6: Conquering Your Mountain of Messages 85 Organizing Folders 86 Creating a new mail folder 86 Moving messages to another folder 87 Organizing Your Email with Search Folders 88 Setting up a search folder 88 Using a search folder 90 Deleting a search folder 91 Using the Reading Pane 91 Playing by the Rules 92 Creating a rule 92 Running a rule 95 Filtering Junk Email 96 Fine-tuning the filter’s sensitivity 96 Filtering your email with sender and recipient lists 98 Filtering domains 100 Archiving for Posterity 101 Setting up AutoArchive 102 Setting AutoArchive for individual folders 103 Starting the archive process manually 105 Finding and viewing archived items 106 Closing the archive data file 108 Arranging Your Messages 108 Viewing conversations 111 Ignoring conversations 112 Cleaning up conversations 113 Simplifying Tasks Using Quick Steps 115 Creating and managing Quick Steps 118 Creating Quick Parts to save keystrokes 120 Part 3: Managing Contacts, Dates, Tasks, and More 123 Chapter 7: Your Little Black Book: Creating Contacts Lists 125 Putting in Your Contacts: Names, Numbers, and Other Stuff 126 The quick-and-dirty way to enter contacts 126 The slow, complete way to enter contacts 126 Viewing Your Contacts 132 Sorting a view 133 Rearranging views 134 Using grouped views 134 Flagging Your Friends 136 Using Contact Information 138 Searching for contacts 138 Finding a contact from any Outlook module 141 Forwarding a business card 141 Gathering People Into Groups 143 Creating a Contact group 143 Editing a Contact group 145 Using a Contact group 145 Adding pictures to contacts 145 Chapter 8: Unleashing the Calendar’s Power 147 Getting Around the Outlook Calendar 147 Meetings Galore: Scheduling Appointments 150 The quick-and-dirty way to enter an appointment 150 The complete way to enter an appointment 151 Not this time: Changing dates 153 Not ever: Breaking dates 155 We’ve got to keep seeing each other: Recurring dates 156 Getting a Good View of Your Calendar 158 Printing Your Appointments 159 Adding Holidays 161 Handling Multiple Calendars 162 Creating multiple calendars 162 Managing multiple calendars 163 Chapter 9: Task Mastery: Discovering All the Bells and Whistles 165 Entering New Tasks in the Tasks Module 166 The quick-and-dirty way to enter a task 166 The regular way to enter a task 166 Adding an Internet link to a task 169 Editing Your Tasks 169 The quick-and-dirty way to change a task 169 The regular way to change a task 170 Deleting a task 172 Managing Recurring Tasks 173 Creating a regenerating task 174 Skipping a recurring task once 175 Marking Tasks as Complete 176 Marking it off 176 Picking a color for completed or overdue tasks 177 Viewing Your Tasks 178 Frequenting the To-Do Bar 180 Adding a new item to the To-Do bar 180 Tasks in the Calendar 181 Chapter 10: Seeing It Your Way: Customizing Outlook 183 Customizing the Quick Access Toolbar 184 Customizing the Ribbon 185 Enjoying the Views 186 Table/List view 187 Card view 188 Calendar views 188 Playing with Columns in Table/List Views 189 Adding a column 189 Moving a column 190 Widening or narrowing a column 191 Removing a column 192 Sorting Items 192 Sorting from Table view 193 Sorting from the Sort dialog box 193 Grouping Items 194 Viewing grouped items 194 Viewing headings only 195 Saving Custom Views 195 Using Categories 196 Assigning a category 196 Renaming a category 197 Changing a category color 198 Assigning a category shortcut key 198 Part 4: Beyond the Basics: Tips and Tricks You Won’t Want to Miss 201 Chapter 11: Social Media Magic with Outlook RSS 203 Brushing Up on Social Media Basics 204 Sending an SOS for RSS 204 Feeling like a social butterfly 205 Subscribing to an RSS Feed via Internet Explorer 207 Setting Up an RSS Feed in Outlook 208 Reading Feeds 211 Chapter 12: Managing Multiple Email Accounts 213 Choosing an Email Provider 213 Buying Your Own Domain Name 215 Setting Up Email Accounts in Outlook 216 Understanding POP3 vs IMAP 216 Collecting the needed information for setup 217 Setting up an account using automatic settings 218 Setting up an account using manual settings 220 Modifying Mail Account Settings 222 Changing the Mail Server 223 Sending Messages from Different Accounts 224 Chapter 13: Merging Mail From Outlook to Microsoft Word 227 Conjuring Mailing Label Magic 228 Urging to merge 228 Making and using a merge template 232 Mastering Form Letter Formalities 233 Merging From Selected Contacts 234 You’ll Still Have to Lick It: Printing Envelopes 234 Merging to Email 235 Part 5: Outlook At Work 237 Chapter 14: Big-Time Collaboration with Outlook 239 Collaborating with Outlook’s Help 240 Organizing a meeting 240 Responding to a meeting request 243 Checking responses to your meeting request 244 Taking a vote 245 Tallying votes 247 Assigning tasks 247 Sending a status report 248 Collaborating with Outlook and Exchange 249 Giving delegate permissions 250 Opening someone else’s folder 251 Viewing Two Calendars Side by Side 252 Setting access permissions 252 Viewing two accounts 254 Managing Your Out of Office Message 256 Managing Your Address Books 257 Scheduling a Skype Meeting 259 Setting up a Skype meeting 259 Joining a Skype meeting 260 Chapter 15: Outlook for the iPad and Android Phones 261 Understanding the Mobile Difference 262 Accessing Mobile Email 263 Reading email 263 Replying to email 264 Composing email 265 Archiving, scheduling, and deleting email messages 267 Deleting messages 269 Managing groups of messages 269 Using Your Mobile Calendar 270 Navigating the mobile calendar 270 Creating a new appointment 271 Chapter 16: Telecommuting with Outlook.com and the Outlook Web App 273 Signing In to Outlook.com 274 Exploring the Outlook.com Interface 274 Getting Caught Up on Web Email Basics 276 Reading messages 276 Sending a message 277 Setting message importance 278 Flagging messages 278 Organizing Contacts 279 Viewing your contacts 279 Adding contacts 279 Using Your Calendar 281 Viewing your calendar 281 Entering an appointment 282 Moving an appointment 284 Exploring Your Options 285 Automated vacation replies/out of office message 286 Creating a signature 287 Understanding the Outlook Web App 288 Knowing when it’s handy 289 Signing in and out 289 Part 6: The Part of Tens 291 Chapter 17: Ten Shortcuts Worth Taking 293 Using the New Items Tool 293 Sending a File to an Email Recipient 294 Sending a File From a Microsoft Office Application 295 Turning a Message Into a Meeting 296 Finding Something 296 Undoing Your Mistakes 296 Using the Go to Date Dialog Box 296 Adding Items to List Views 297 Sending Repeat Messages 297 Resending a Message 298 Chapter 18: Ten Accessories for Outlook 299 Smartphones 299 A Tablet Computer 300 For Dummies E-Learning 300 Microsoft Office 301 A Business-Card Scanner 301 Online Backup 301 Skype 301 Microsoft SharePoint 302 Microsoft Exchange 302 OneDrive 302 Chapter 19: Ten Things You Can’t Do with Outlook 303 Create a Unified Inbox 304 Insert a Phone Number Into Your Calendar 304 Open a Message From the Reading Pane 304 Perform Two-Sided Printing 305 Search and Replace Area Codes 305 Print a List of Meeting Attendees 305 Enlarge the Type in the Calendar Location Box 305 Create Contact Records for All Recipients of an Email 306 Track Time Zones for Meetings 306 Back Up Outlook Data Easily 306 Ten More Things Outlook Can’t Do for You 307 Chapter 20: Ten Things You Can Do After You’re Comfy 309 Take Notes 310 Customize the Quick Access Toolbar 310 Wise Up Your Messages with Smart Art 311 Translate Your Email Messages 312 Add Charts for Impact 312 Use Symbols in Email 313 Open Multiple Calendars 313 Superimpose Calendars 313 Select Dates as a Group 314 Pin a Contact Card 314 Index 315