New

THE RIBBON UNWOUND: Learn how to �nd your favorite features and customize the ribbon just the way you want.

Description Description DescriptionShortcut Key Shortcut Key Shortcut KeyMail Calendar Contacts Tasks Move to folderReplyReply to all

Ctrl+1Ctrl+2Ctrl+3Ctrl+4Ctrl+Shift+VCtrl+RCtrl+Shift+R

ForwardSendInboxOutboxSearch current boxAdd signatureOpen address book

Ctrl+FAlt+SCtrl+Shift+ICtrl+Shift+OCtrl+ECtrl+SCtrl+Shift+B

Mark as readMark as unreadCreate distribution listNew appointmentNew meeting requestNext appointmentPrevious appointment

Ctrl+QCtrl+UCtrl+Shift+LCtrl+Shift+ACtrl+Shift+QCtrl+Shift+PeriodCtrl+Shift+Comma

Using Keyboard Shortcuts

Using the Ribbon

Expand the Outlook ribbon to access the commands you need, and then hide the ribbon when you want more screen space. You can even customize the ribbon with the tools you use most.

Peeks: Take a look at your calendar, contacts, or tasks without leaving your Inbox.

People Pane: View a contact’s meetings, email attachments, and social media, and see if she is online.

Viewing Modes: Choose the Normal view or the Reading view to see more of your message.

Email: Drag email into folders or your calendar. Right-click to Print, Assign Categories, and more.

Backstage View: Click the File tab for easy access to vital functions such as Print and Save As.

Quick Access Toolbar: Quickly �nd your most-used commands on the customizable Quick Access Toolbar.

Instant Search: Type a few key letters and Outlook will show you any related messages in your folder.

Folder Pane: Create custom folders to manage your email. Right-click a folder to move, rename, or create a folder.

Take connectivity and e�ciency to a whole new level with Microsoft® Outlook® 2013. The new streamlined Inbox puts all of your messaging tools at your �ngertips, while the new Peek windows show you Tasks, Calendar items, and Contacts without switching views. And the People Hub brings your professional and social networks together in one convenient place so you never miss a beat. Outlook 2013 gives you more customization options than ever to help you stay on top of email, tasks, your schedule, and more.

Microsoft® Outlook® 2013BrainStorm Quick Start Card for

Links to additional online content are indicated throughout this card by the symbol to the left.Visit BrainStormInc.com/Cards/Outlook2013.

Copyright © 2015 BrainStorm, Inc.www.BrainStormInc.com

Note: This Quick Start Card is for use by FinishMaster employees only. Do not distribute.

Inserting an Online PictureScouting locations for the company retreat? You can insert photos straight from the web into your email message without ever opening a web browser or downloading an image to your desktop.

Viewing and creating email from Outlook is easier and more intuitive than ever before. Thanks to rich formatting capabilities and even reminders when you forget to attach a document, you can get your message across loud and clear.

1. On the Home tab, in the New group, click New Email.2. Enter the recipient’s email address, OR find it in your address book

by using the To button. When sending to more than one contact, separate the email

addresses with semicolons.3. Use the ribbon to change fonts, insert images, and edit your message as desired.4. Complete your email message and click Send.

1. Within your message window, on the Insert tab, in the Illustration group, click Online Pictures.2. Enter a search term into the Office.com Clip Art field or Microsoft Bing® Image Search field.3. Select the image you want to use, and click Insert.

Previewing AttachmentsWant to take a quick peek at this month’s sales numbers without downloading the file or opening a full program? Outlook lets you do just that. Click the attachment, and a preview will appear in your Reading Pane.

Retyping your contact information every time you send an email message can be time consuming and tedious. By creating a personalized signature, you can automatically include your contact info in your email. You can even create different versions of your signature for replies or forwards.

New

New

Using the File TabClicking the File tab opens Microsoft Office Backstage® view, which gives you all the tools you need to make your Inbox work for you. From customizing your toolbar to cleaning up your inbox, Backstage view helps you do it all.

Managing Multiple Email Accounts

Juggling multiple email accounts can be a hassle with fragmented contact information, data, and communications. With Outlook you can manage multiple accounts—Microsoft Exchange, professional, and personal—all in one place, ensuring that all of your vital information stays synced. Finally, your professional and personal life can work together in harmony.

1. Click the File tab to open Backstage view.

2. On the Info tab, click Add Account.

3. Follow the prompts to add the new account.

Remembering Attachments

Creating a Signature

1. On the File tab, click Options.2. Click Mail and then Signatures.3. On the E-mail Signature tab, click New.4. Enter a signature name, such as “Work” or “Personal.” Then enter your custom signature.5. Click OK. Your signature is now included when you create new mail.

To add a new account to Outlook:

Working with Email

Attaching a File to an Email Message

1. In the message window, on the Message tab, in the Include group, click Attach File.

2. Click Browse to find the file you want to attach.

3. Once you’ve selected the file, click Open to attach it to your message.

Create custom rules for filtering, filing, or deleting email.

Manage and add mail apps to keep yourself organized and in sync anywhere you go.

Customize the ribbon, Quick Access Toolbar, and more.

Preview and print an email message without ever leaving the File tab.

Creating an Email Message

To create an email message:

To attach a file:

To insert an online picture:

To create a signature:

We’ve all been there: after clicking Send, you realize you forgot to attach that a critical document. Never fear! If you mention the word “attach” or “attachment” in your message, Outlook will remind you to attach the document before your message is sent.

PICTURE PERFECT: Insert online images into your message without getting sidetracked in an Internet search.

Copyright © 2015 BrainStorm, Inc.www.BrainStormInc.com For internal use only. Do not distribute.

ORDER IN THE BOX: Learn to organize your Inbox in the way that works best for you.

For internal use only. Do not distribute.

Organizing Your EmailIt’s your mail, your way. Create custom folders, categories, and message views to organize your messages in a way that makes sense to you.

Arranging Your Email

Ignoring Conversations

1. Select the message. 2. On the Home tab, in the Tags group, click Follow

Up.3. Select a preset follow-up time. OR, to choose a

follow-up time from the calendar, click Custom.

Creating a FolderNeed a place to store messages about your big project? Create a new folder and you can access all relevant email with a single click.

1. In the message list, click and drag a message to the desired folder. 2. Hover over the folder where you want to move the message, and then release the mouse button.OR1. On the Home tab, in the Move group, click Move.2. Click the folder you want to move the message to.

Using Conversation ViewWhen multiple team members are involved in a series of email messages, replies can easily get lost in the Inbox. Conversation view groups messages based on subject so you won’t miss part of the conversation.

In Outlook you can let the clean-up tools do the dirty work. With a click of the mouse, you can get rid of unwieldy duplicates in your Inbox and cut through the clutter.

1. On the Home tab, in the Delete group, click

Clean Up. 2. Choose Clean Up

Conversation.

Setting Categories

Moving Email to a Folder

Cleaning Up Conversations

1. On the View tab, select Show as Conversations.2. To further customize the view, click Conversation Settings.

Not interested in the company softball team? Stop the messages from cluttering your Inbox. On the Home tab, in the Delete group, click Ignore to send all current and future messages in the conversation straight to your Deleted Items folder.

Adding an RSS Feed

Using Instant SearchNo more digging through message folders. Find exactly what you’re looking for with lightning speed by using Instant Search. As you type your search term in the Search bar, Outlook instantly begins to list matching search results. For more advanced search options, click the Search button.

1. On the Home tab, in the Tags group, click Categorize and then All Categories.

2. Assign, rename, or create a new category for your message.

1. Open a folder in the Inbox.2. At the top of the message list, click Arrange By.3. From the list, select a sorting group.

Flagging Messages

When a message doesn’t need immediate action, it’s easily forgotten. Flag messages to set a follow-up time, and Outlook will add a reminder to your To-Do Bar, Daily Task List, and Tasks.

Your organizational needs are unique. Use categories to visually identify your personal email, client email, special projects,and more.

1. On the Folder tab, in the New group, click New Folder.2. Name the folder.3. In the Folder pane, click where you want to insert the new folder.4. Click OK.

Keep tabs on the world outside of your Inbox. Use RSS feeds to track your favorite blogs and headlines right within Outlook.

1. In the Folder pane, right-click the RSS Feeds folder. 2. Click Add New RSS Feed.3. Enter the location of the RSS feed you want to add to Outlook, and

then click Add.

You decide what goes to the top of your Inbox. You can sort your mail by sender’s name, date received, or type of message. Outlook makes it so easy, you can rearrange your grouping as often as you want.

To arrange your mail:

To enable Conversation view:

To clean up a conversation:

To flag a message for follow-up:

To set up a new category:

To create a folder:

To move an email message to a folder:

To add a new RSS feed:

Copyright © 2015 BrainStorm, Inc.www.BrainStormInc.com

For internal use only. Do not distribute.

Creating a Task

1. On the Home tab, in the New group, click New Items.

2. Click Task.3. Type a subject for your task.4. Set start and end dates.5. Provide the necessary information for

your task, and then click Save & Close.

Simplifying with Quick Steps Using the Out of Office Assistant

In Outlook, you make the rules. Create rules to automatically file messages, flag them, or delete them after a certain amount of time. For example, you can move messages received from a colleague to a corresponding folder.

1. On the File tab, click Automatic Replies.

2. Select Only send during this time range.

3. Set a Start and End time for when you’re away.

4. Personalize a message to people who contact you from inside your organization and

Creating and Applying Rules to Email

Going on vacation? The Out of Office Assistant will send an automatic reply to email, letting people know when you’ll be back to work.

Managing Your Tasks

1. On the Home tab, in the Rules group, click Rules.

2. Select Manage Rules & Alerts.3. On the Email Rules tab, click New Rule.

Don’t lose important tasks on your long to-do list. Outlook can help prioritize your task list and remind you of upcoming due dates. When you organize with Outlook, prepare to stay on task and on schedule.

From filing messages to forwarding them to your manager, your routine tasks should be fast and easy. Quick Steps combine your multistep tasks into a single click. You can even customize and create new Quick Steps to fit the way you work.

To create a new Quick Step from scratch, on the Home tab, in the Quick Steps gallery, click Create New.

Name your Quick Step.

Select an action.

Assign a keyboard shortcut to your Quick Step.

Save your Quick Step.

4. In the Rules Wizard, select a template, such as Move messages from someone to a folder.

5. In the window below, click from people or public group.

6. From the Contacts list, select My Colleague and click From. Click OK.

7. Go back to the Rules Wizard, in Step 2, and click the specified folder hyperlink.

8. On the Choose a Folder page, click New.

9. Enter the folder name, and click OK.

10. In the Rules Wizard, check that the information is correct, and click Finish.

11. Review the information in the Rules and Alerts dialog box, and click Apply.

6. Use commands on the Home tab to Follow Up or to Categorize your task.

from outside your organization.

To create a rule:

To send an automatic reply:

To create a task:

Assigning a Task

1. Double-click a task to open it. 2. On the Task tab, in the Manage Task

group, click Assign Task. 3. In the To field, type the name or

email address of the person you’re

Managing a project? Outlook can help you delegate tasks to your team members. You can track who has an assignment, its status, and its due date.

To assign a task:

assigning the task to.

4. Choose to keep a copy of the task on your list, or get a status report when the task is finished.

5. Click Send to assign your task.

To customize an existing Quick Step, right-click it and then select Manage Quick Steps.

RULES OF ENGAGEMENT: Learn more about keeping your email organized with customized rules and instant actions.

Copyright © 2015 BrainStorm, Inc.www.BrainStormInc.com

Your dental visit, the company picnic, a meeting with the boss—enter all your appointments in Outlook and never miss or double-book again.

Creating an Appointment

Using the Scheduling Assistant

Avoid the guesswork. Use Schedule view to see several calendars together so you’ll know when coworkers are busy, tentatively busy, or out of the office. You’ll quickly find the best time for a meeting.

1. On the Home tab, in the New group, click New Appointment.2. Enter your appointment information. 3. Use the ribbon commands to set reminders and indicate priority.4. Click Save & Close.

New

Working with CalendarsNo need to exchange multiple messages with team members to find a time when everyone can meet. Using Schedule view, the Room Finder, and Calendar sharing, you can see all the information you need to schedule your meeting. Calendar your meeting with just a few clicks.

Sharing a Calendar

Take the hassle out of coordinating schedules with your coworkers. With a Microsoft Exchange Server account, you can share calendars, agendas, and tasks. It’s easy to work together when everyone’s on the same page. Note: Microsoft Exchange is required.

1. In Calendar view, on the Home tab, in the Share group, click Share Calendar.

2. In the To field, type the name(s) of people who will share the calendar.

3. Select Allow recipient to view your Calendar. You can also Request permission to view recipient’s Calendar.

4. Enter additional information in the message body.5. Click Send.6. In the Confirmation box, click Yes.

Using Schedule View

A place to meet is as important as a time to meet. In Outlook, Room Finder lets you know what rooms are available when your team can meet. With a few clicks, you can reserve a room and schedule your meeting at the same time.

Using the Room Finder

Using the Weather BarNot sure what to pack for your business trip to Seattle? The new Outlook Weather Bar appears in Calendar view so you can avoid being caught without an umbrella.

1. In the Scheduling Assistant, on the Meeting tab, in the Room Finder group, click Room Finder. Room availability is displayed in the right pane.

2. Click a room to schedule it for your meeting.

1. On the Home tab, in the Arrange group, click Schedule View.

2. In the Folder pane, click the calendars you want to view, OR click Add Calendar.

3. Click the proposed meeting space to see available schedules on that date.

View multiple calendars at once.

Select a calendar view.

Use calendar groups to set up a shared team calendar.

Double-click a free space to open a new event window.

Reschedule an appointment by dragging it to free calendar space.

Who says you can’t have it all? Availability for the right people, the right place, and the right equipment for your meeting is all shown on one easy- to-read screen. You’re sure to find the perfect time and place for everyone.

1. On the Home tab, in the New group, click New Meeting.2. In the Untitled – Meeting window, on the Meeting tab, in the Show

group, click Scheduling Assistant.3. The Scheduling Assistant shows the potential attendees with their

availability color-coded as Free, Tentative, Busy, or Out of Office.4. Select a meeting time when all participants are available.

To change the Weather Bar’s location:

1. On the Weather Bar, next to the city name, click the arrow.2. Select the city whose weather you want to display.

Hover over the Weather Bar to get a more detailed forecast.

To add a new city:

1. At the bottom of the city list, click Add Location.2. In the search box, enter the city name.3. In the results, click the city you want to add.

To create an appointment:

To share a calendar:

To see the Schedule view:

To use the Scheduling Assistant:

To use the Room Finder:

Copyright © 2015 BrainStorm, Inc.www.BrainStormInc.com For internal use only. Do not distribute.

For internal use only. Do not distribute.

Using People Cards

The People Hub is made up of People Cards. Each card contains what you need to know about your contacts.

When only face to face will do, schedule a meeting with one click.

See if your contact is busy, and find out when he’ll be free.

Find out how your colleague fits into the company—his job title, department,and manager.

Edit or update contact information.

Click an icon to email, IM, call, or even video chat.

See your contact’s latest social networking activities.

Select a contact on the left to see her information on the right.

New

Copyright © 2015 BrainStorm, Inc.www.BrainStormInc.com

Creating a Distribution List

New

Working with Contacts

Sharing Your Contacts

You’re way beyond an address book. In Outlook you can check your contacts’ information and availability, share calendars, and see photos and social network updates.

Using the People Hub

Adding a Contact

1. In People view, on the Home tab, click New Contact.

2. In the new window, enter the contact’s information. Alternatively, you can add a contact directly from an email message. Simply right-click the name and select Add to Outlook contacts.

When you frequently email the same group of people, save time and hassle by creating a distribution list. The list organizes related contacts under one group name. Just insert the group name so Outlook can send your message to everyone on the list.

You can share your Contacts folder with others who are using Outlook 2013 and Microsoft Exchange. Sharing allows others to view, edit, or create information in your folder.

You can never have too many contacts. Add them all to Outlook to keep all your contacts a click away.

The new People Hub is like a command center for your contact list. It gathers your contacts from multiple email accounts, phone lists, and social networking sites in one place. From there you can send a message, schedule a meeting, see what’s new on social networks, and more.

Check a contact’s status update on your favorite social networking sites.

Avoid endless scrolling. Type a contact’s name in the Search field to find it fast.

Start a chat, phone call, or email message from your contact window.

Put a face with a name so you recognize your contacts when you see them.

1. In People view, on the Home tab, in the New group, click New Contact Group.

To share your contacts:

1. On the Home tab, in the Share group, click Share Contacts. 2. Enter the name of the person with whom you want to share contacts.3. Enter a subject.4. Type a note into the body if needed.5. You can also select Request permission to view recipient’s Contact

folder.6. Click Send.

To add a contact:

To create a distribution list:

2. In the New Contact Group window, click Add Members.

3. Choose to add members from Outlook, or insert them manually.

4. Click Save & Close.

© 2015 BrainStorm, Inc. All rights reserved. Reproduction or transmission of any kind is prohibited without written permission. BrainStorm, Inc. assumes no responsibility for errors or omissions or for any damages that result from the use of this card. Microsoft and Outlook are registered trademarks of Microsoft Corporation in the United States and other countries. MSO20130915

QUICK START CARDSSix-page illustrated reference cards with step-by-step instructions for most user applications

INSTRUCTOR-LED TRAININGOn-site and eLive instruction led by experienced, high-energy experts

QUICKHELP™ TRAININGOn-demand, video-based training for Microsoft programs, accessible through the ribbon, the SharePoint app, the Windows 8 app, or the web portal