Improving Your Outlook

1. Improving Your Outlook Pat Yevics Director, Law Office Management Assistance pyevics@msba.org, ext 3039 John Anderson Web Coordinator janderson@msba.org, ext 3036 If you have any questions about these tips or need more assistance, please call us at Bar Headquarters at 800-492-1964

2. Or use the table of contents OR Answer Wizard lets you type in a question

3. How to automatically add an email message address to your Contacts Open the message of the Email you want to save and Right Click on the Email address in the "From" line Click on Add to Contacts It will go to your contacts list and put in the email address. To make certain that the name is listed alphabetically, click on "Full Name"

5. This is the box you will get. To put it in alphabetical order in your address book, Put the last name and then first name in the box Listed "first" and click on OK Click "Save and Close" and this email will be in your contact list and address book in correct order

6. This is how most of the screens look when you start but your can change the look

7. You can change Outlook Start Screen

8. To change Outlook View 1. Click on "View" 2. Click on "Go To" 3. Click on "Outlook Today"

9. You can customize the look

10. When finished, click save changes

11. You can set up as many folders as you may need. This can help you manage your emails

12. How to Set Up Folders 1. Click on File 2. Click on New 3. Click on Folder

13. 1. Give the folder a name 2. Decide where you want the folder to go. It can be a main folder under your Mailbox OR It can be a sub-folder. If a folder has a plus (+) sign, it means it has a sub folder. Tidbits: If a folder is in bold, it means that there are unread messages. The number in (3) is the number of unread messages. 3. Click on "OK" to save

14. A distribution lists is a collection of contacts. It provides an easy way to send messages to a group of people. Click on Address Book OR 1. Click on "New". 2. Click on Distribution list

16. 1. Type in name of list 2. Click on Select Members 3. Scroll to the names of those people in your address book that you want in your distribution list 5. When finished, click on "Save and Close" This will be in your address book and you can send a message to all these people by just using one address 4. Click on "Members" to add person to the list

17. The name of the list appears in your address book This is how the list looks. You can add and remove names

18. Did you know that you can sort by any of These categories simply by clicking on them. This allows you to sort by person or subject. Helpful in finding messages

19. You can sort by topic to help you save and find information. You can sort each folder differently and re-sort by clicking on the bar.

20. Tasks can help you keep track of every thing you need to do and send you reminders If you do not have "Task" icons on your tool bar, click on File, New, Task

21. Type in the subject: Send Reminder about Bar Brief Due date and Start dates are usually the same unless it is a long term project Choose due date. Also click on "Reminders" and the time you want to be reminded. You will get an email reminder.

22. Outlook sends a message to your inbox reminding you that the task is due. It sends reminder at the time you set Click on "Dismiss" if you complete the task If you want to postpone handling the Task, click on "Snooze" and how long you want to postpone it

23. Organizing: Tools, Organize This screen will come to your inbox. By clicking on "Using Colors" you can change the font color for messages from specific people. Click on the person whose messages you want colored and the color. Click on "Apply Color" and all John Anderson's messages will appear in Red

24. Rules to filter your mail:Tools, Rules Wizard 1. 2. Click on NEW to create a new rule

25. Best to start with a template There are many choices to use to create the rules. Choose the one you want and click on the box. 3. 4. Rule Description To get more choices for creating rules for moving messages, click on Next

26. Example: to stop messages from a particular address from reaching the inbox, You can send them to directly to the delete folder. First, choose "specific words in sender's address" Second, click on "specific words" which will give you, the "search text" screen. Type the address of the sender and click "Add" Click on "specified" folder to choose the location the message is to be sent such as "delete folder" And, click "finish" to complete.

28. Using Out of Office Assistant: Go to Tools, Out of Office Assistant Type the message you want sent in the box and click "OK" When you are ready to shut down before you leave, click on " I am currently Out of the Office" When you return, remember to click "I am currently In the Office" to turn off the message

29. Using the Calendar in Outlook: Click on Calendar Folder You can use any view from one day to one month Click on date to add information

30. Insert title, start time, reminder and any other information. Click on "save and close" When finished

31. Work Week Dates that have something scheduled are highlighted Tasks that past due are in red

32. One Day