Overview

Every day, millions of email messages are exchanged among people within and between organizations. Email has a ubiquitous presence in the lives of many, and it’s likely that email technologies will continue to evolve with the changing needs of workplaces. After all, email communication has not been replaced, or its growth slowed, as many predicted with the rise of social media and the widespread adoption of mobile technologies. Many organizations have implemented mail management systems that combine the back-end power of Microsoft® Exchange Server and the front-end intuitive user interface of Microsoft® Office Outlook® 2016.

In this course, you will customize command sets, configure mail accounts, set global options, perform advanced searches, apply filters to intercept mail and control spam, create rules to automate many management tasks, work with calendars and contacts, manage tasks, protect data with archiving and data files, as well as share and delegate access to your workspaces. In short, you’ll work with a wide range of features and options and, in so doing, understand why Outlook is a leading personal management system.

This course builds upon the foundational knowledge presented in the Microsoft ® Office Outlook® 2016: Part 1 course and will help you customize a communication system well-suited to your work styles. In addition, this course will help you prepare for the Microsoft Office Specialist (MOS) Certification exam for Microsoft Outlook 2016.

Objectives

In this course, you will use Outlook’s advanced features to customize and manage your email communications, including using advanced features to organize emails; managing calendar settings and options; managing contact information; scheduling tasks; and managing Outlook backups and data file settings.

You will:

  • Modify messages and set global options.
  • Organize, search, and manage messages.
  • Manage your mailbox.
  • Automate message management.
  • Work with calendar settings.
  • Manage contacts and groups.
  • Manage activities by using tasks.
  • Share workspaces with others.
  • Manage Outlook data files.

Audience

This course is intended for people who have a basic understanding of Microsoft® Windows® and want to know how to use Outlook’s advanced features to manage their email communications, calendar events, contact information, search functions, and other communication tasks.

This course is also designed for students who are preparing for the Microsoft Office Specialist certification and who want to prepare for Microsoft Outlook 2016.

Prerequisites

To ensure your success in this course, you should have end-user skills with any current version of Windows, including being able to open and close applications, navigate basic file structures, and manage files and folders. Additionally, it will benefit you to have basic Outlook skills. You can obtain these skills and knowledge by taking the following Logical Operations course:

  • Microsoft® Office Outlook® 2016: Part 1

Outline

Lesson 1: Modifying Messages and Setting Global Options

Topic A: Insert Advanced Characters and Objects

– Hyperlinks

– Equation

– Symbols

– Horizontal Lines

– Tables

– Charts

– Quick Parts

– How to Insert Advanced Characters and Objects

– Inserting Advanced Characters and Objects in an Email

Topic B: Modify Message Settings and Options

– Importance Levels

– Sensitivity Levels

– Delivery Options

– How to Modify Message and Delivery Options

– Modifying Message Settings, Properties, and Options

Topic C: Configure Global Outlook Options

– Multiple Email Accounts

– The From Option

– Language Options

– Advanced Options

– How to Manage Email Accounts

– Creating Email Accounts and Setting Options

Topic D: Customize the Outlook Interface

– Interface Preferences

– Customizing the Ribbon

– Quick Access Tools

– How to Customize the Outlook Interface

– Customizing the Outlook Interface

Lesson 2: Organizing, Searching, and Managing Messages

Topic A: Group and Sort Messages

– Group and Sort Criteria

– The Sort Dialog Box

– How to Group and Sort Messages

– Sorting and Grouping Your Messages

Topic B: Filter and Manage Messages

– Filters

– The Filter Dialog Box

– Clutter

– How to Filter Email and Manage Low-Priority Messages

– Filtering Messages

– Activating and Using the Clutter Folder (Optional)

Topic C: Search Outlook Items

– Instant Search

– The Search Tools Contextual Tab

– The Advanced Find Dialog Box

– Search Folders

– Custom Search Folders

– How to Use Search Folders

– Using Search for Outlook Items

Lesson 3: Managing Your Mailbox

Topic A: Use the Junk E-Mail Filter to Manage Messages

– Junk E-Mail Filter

– Safe Senders List

– Blocked Senders List

– How to Manage Junk Mail

– Managing Junk Mail

Topic B: Manage Your Mailbox

– Mailbox Size

– Alternate Message Formats

– Cleanup Tools

– How to Manage Your Mailbox and Accounts

– Managing Your Mailbox

Lesson 4: Automating Message Management

Topic A: Use Automatic Replies

– Automatic Replies

– Automatic Replies Dialog Box

– Rules

– Automatic Reply Rules

– How to Use Automatic Replies and Rules

– Using an Automatic Reply

Topic B: Use the Rules Wizard to Organize Messages

– Conditional Formatting

– Default Conditional Formatting Rules

– The Rules Wizard

– How to Organize Messages

– Organizing Your Messages

Topic C: Create and Use Quick Steps

– Quick Steps

– The Manage Quick Steps Dialog Box

– How to Work with Quick Steps

– Using Quick Steps

– Creating a Custom Quick Step