Embed Size (px)
Citation preview
Windows
Handy shortcuts and file handling
Outlook
Miscellaneous
Introduction
• Exercises• Please use your own MS Outlook client
• Open the VMWare View Client to log on to your own personal virtual machine
• Separate page with exercises
Search (1)
• Instant search• Available on most panes (Mail, Calendar,
Contacts, Tasks, …)
• <CTRL + E>
• Fastest way to find items
• Search in the selected folder
• More options: Search Ribbon (on top) is automatically shown
Search (2)
• Search Ribbon• Scope: where do you want to search?
• Current folder• All Mail Items• All Outlook Items
• Refine: what do you want to search• Select filters
• Options• Recent searches• Advanced search
• Look for other items (e.g; appointments, tasks …)
• Possible to add direct filters in the search bar
• Examples:• from: [email protected]• received: 20/11/2014 .. 27/11/2014• received:last week• read:yes/no
• (Ex. 1.1 & 1.2)
Out of Office: introduction
• Autoreply message to contacts inside or outsideyour organisation.
• File > Info > Out of Office > Automatic Replies
Out of Office: configuration
• Auto reply in a given timespan
• Possible to create different messages forpersons inside or outside yourorganisation
• Always check the ‘Outside My Organisation’ Tab
• Previous setting is used by default (sometimes forgotten)
• Outside My Organisation• Auto reply checkbox: activate/deactivate• Sent emails to your contacts only or to
anyone
Out of Office: rules
• Automatic Replies > Rules
• Rules > Add rule• Define criteria
• Define actions
• Set-up specific rules for incoming messages• E,g. All e-mails should be forwarded to my
colleague during my absence
• Rules are only active when Out of Office is turned on
• More options -> Rules wizard (next topic)
• (Ex. 2)
Automate e-mail flow: rules
• Home > Move > Rules
• Define criteria and actions when a mail is received or sent:
• E.g. always move messages from [email protected] to your supplier folder
• Select message• Quick rule: always move messages
from/to
• Create rule: e-mail parameters are automatically filled in
Manage rules
• Activate, change or delete existing rules
• Create new rules: rules wizard
• = Query builder• Select a template or blank rule• Select condition(s) (e.g, received in a
specific date span)• Select actions (e.g. move it / delete it)• Select exceptions (rule is not applied
if…)
• (Ex. 3)
Tasks
• Tasks > My Tasks > Tasks
• Create new:• Button ‘New Task’ or click in the
first row
New Tasks
• Tasks > My Tasks > Tasks
• Create new:• Button ‘New Task’ or click in the
first row• Possible to categorize tasks (see
next topic)• Sent a Status Report to someone
e.g. after you modified or updated a task
• Assign a task• e.g. delegate a task to someone
else
• Mail to task• Drag and drop e-mail to your task
pane
• (Ex. 4.1)
View Tasks
• Tasks > Home > Current View
• Select a specific view for your tasks
• Add other columns to view• Right click existing column >
Select ‘Field Chooser’ and drag and drop the new column
Edit Tasks
• Double click existing task
• = same dialog windows as new task
• Possible to add details to task• Tasks > Show > Details
Show task pane in mail view
• View > To-Do Bar > Task List
Categories
• Organize your items• mails, calendar items, tasks, …
• Tag items with a specific category• E.g. academic, course, invoice, rooms
• Home > Tags > Categorize
• New category• Categorize > All categories > New• Possible to add shortcut
• Apply category• Right click item > Categorize or use defined
shortcut
• (Ex. 5)
Categories & views
• Group items by category
• View > Arrangement > Categories
• Sort A-Z• View > Arrangement > Reverse Sort
Recover deleted items
• Mail > Folder > Cleanup > Recover deleted items
• Items: messages, appointments, contacts, tasks
• Select mail > Recover Selected Items
• Be aware• retention time: 1 month
• (Ex. 6)
Add folders to favourites
• Select folder > right click, select ‘Show in Favourites’
• Select folder > Tab ‘Folder’ > ‘Show in Favourites’
Q&A
Future questions?
• ICT intranet Training
ICT Service Lunch ‘n Learn
• Helpdesk
http://ict.coleurope.eu
Tel 050 47 70 00
