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Webucator's Free Introduction to Microsoft Outlook Tutorial

Lesson: Performing Popular Tasks in Outlook 2019

Welcome to our free Introduction to Microsoft Outlook tutorial. This tutorial is based on Webucator's Introduction to Microsoft Outlook 2019 course.

To get started working with Outlook, you will need to know how to first set up an email account in Outlook, as well as how to open, reply to, print, and delete email messages.

Lesson Goals

  • Learn how to set up an email account in Outlook.
  • Learn how to open email messages.
  • Learn how to reply to and forward email messages.
  • Learn how to print and save an attachment.
  • Learn how to print messages.
  • Learn how to delete messages.
  • Learn how to save a message in an alternate format.
  • Learn how to delegate access.
  • Learn how to customize the Navigation Pane.

Setting Up an Email Account

Before you can begin using Outlook, you will need to set up an email account by adding and configuring it.

To set up an email account:

  1. Select the File menu tab. File Menu Tab
  2. In Backstage view, select Info, if it is not already selected. Info Option
  3. Under Account Information, click Add Account. Add Account Command
  4. In the Add New Account dialog box, enter the email address to add and click Connect. Add New Account Dialog Box
  5. Enter your password and click Connect. Enter Password
  6. You will see a message indicating that Outlook is configuring your email address. This may take a few minutes.
  7. When the account is configured, you will see a message indicating this. Click Done to exit the dialog box.

Please note: These dialog boxes may look different depending on which version of Outlook you are using as well as IMAP vs POP. Please check with your email provider for details.

Setting Up an Email Account

Duration: 15 to 25 minutes.

In this exercise, you will set up an email account in Outlook. This exercise requires that you have an existing email account. If you need to create an email account, Yahoo!, Google, and Hotmail offer free email accounts.

  1. Configure an email account in Outlook.

Solution:

  1. Go to the Backstage view by selecting the File menu tab.
  2. Select Info, if not already selected.
  3. Click Add Account.
  4. In the Add New Account dialog box, enter the email address to add and click Connect. Add New Account Dialog Box
  5. Enter your password and click Connect. Enter Password
  6. Wait for Outlook to configure your email account.
  7. When you see the Account successfully added screen, click Done.

Open Email Messages

To open an email message in Outlook:

  1. Select the email you would like to open from your message list. When you click to select, a preview of the email will appear in the Reading Pane. Email Preview
  2. To open the selected email message, double-click it.
  3. The email is now displayed in a separate window. Email in Separate Window

Reply to and Forward Email Messages

To reply to an email message:

  1. If you have not already done so, open the email you are going to reply to or forward by double-clicking it in your message list. Alternately, you can select the message in the message list and, from Home tab, use the Respond group options to complete the next step.
  2. On the Message tab of the message's Ribbon, in the Respond group, select Reply to reply to the message sender only, Reply All to reply to everyone who has been copied on the message, or Forward to resend the message to an email address you specify. The original message will appear in the new message. Reply
  3. If the email contained an attachment, when you reply to the message, by default the attachment will not be included; when you forward the message, the attachment will remain.
  4. Type your text in the body of the email. Type Text
  5. When finished, click Send to send the message. Send Command

Recall a Message

If you have sent an email that you wish to recall, you can recall it from inboxes of recipients who have not yet opened it.

To recall a message:

  1. Go to your Sent mail folder, and double-click to open the message.
  2. From the Message Ribbon tab, in the Move section, select the Actions drop-down list. Actions Drop-Down List
  3. Select Recall This Message. Recall This Message Command

Include Original Messages with All Replies

You can set Outlook to always include the original message when you reply to it.

To include the original message with all replies:

  1. Select the File menu tab to go to Backstage view. File Menu Tab
  2. Select Options. Options Command
  3. In the Outlook Options dialog box, on the left, select Mail. Mail Tab
  4. Scroll down to the Replies and forwards section, and select Include original message text in the When replying to a message: drop-down list. Replyinh to a message Drop-Down List
  5. Click OK. Click OK

Change Quoted Text Color

You can change the color of text that is displayed in replies and forwards.

To change quoted text color:

  1. Select the File menu tab to go to Backstage view. File Menu Tab
  2. Select Options. Options Command
  3. In the Outlook Options dialog box, on the left, select Mail. Mail Tab
  4. Select Stationery and Fonts. Stationery and Fonts Command
  5. In the Replying or forwarding messages section, select Font. Font Option
  6. In the Font dialog box, select a different color under Font color and click OK. Font Color
  7. Click OK in the Signatures and Stationery dialog box and again in the Outlook Options dialog box.

Using Cc and Bcc

To copy someone in on a message, enter their email address in the Cc field. Cc stands for carbon copy.

CC Field

You can also use blind carbon copy, or Bcc, to copy someone in on a message; however, with this method, the other recipients of the email will not see that this person was copied in on the email thread. Caution should be used when using the Bcc field. To enable it (it is not normally visible), select the Options tab and in the Show Fields group, click Bcc.

BCC Field

Redirect Replies

When you forward an email in Outlook, it appears as if it is from you rather than the original sender, and it contains headers. If you would like to send a message to another recipient so that he or she can easily reply to the original sender, you can redirect it.

To redirect a reply:

  1. In the message you want to redirect, on the Message tab, in the Move group, select Actions. Actions Command
  2. Select Resend This Message. Resend Message
  3. You will see the message is now ready to resend, and it does not appear as a forward but instead it looks like the original message. Use the To field to enter the recipient's email address. To Field

Preview and Save an Attachment

In Outlook 2019, you can preview and save attachments that you receive in email messages.

To preview an attachment:

  1. Select the message in your message list. Select Message
  2. In the Reading Pane, right-click the attachment link. Click Attachment
  3. Click Preview. Preview File Command
  4. A preview of the attachment now appears. Attachment Preview

To save an attachment:

  1. With the message displayed in the Reading Pane, right-click on the attachment link. Right-Click Link
  2. Select Save As. Save As Command
  3. In the Save Attachment dialog box, navigate to a location to save the document, name it, and click Save to save the file. Save Attachment Dialog Box

In Outlook 2019, you can drag and drop a OneDrive attachment from an email to your desktop, and Outlook will download a copy of the attachment files.

Opening and Replying to a Message

Duration: 10 to 15 minutes.

In this exercise, you will open and reply to a message in Outlook.

  1. Open an email in your message list, and reply to it.
  2. Send the message.

Solution:

  1. Open a message in your message list by double-clicking it.
  2. On the message's Ribbon, on the Home tab, select Reply. Select Reply
  3. Type your text.Typed Text
  4. Click Send. Ready to Send

Print a Message

To print an email message:

  1. In your message list, select the message that you want to print.
  2. Select the File menu tab.
  3. Select Print. Print Command
  4. Select Print Options to set options. Print Options
  5. View a preview of the message on the right. Message Preview
  6. If necessary, select a printer from the Printer drop-down list. Select Printer
  7. When ready to print, click Print. Print Command

Delete a Message

To delete a message from your message list:

  1. In your message list, select the message that you want to delete.
  2. From the Home tab, in the Delete group, select Delete. Delete Command

Configure AutoArchive Settings

You can configure AutoArchive settings in Outlook to delete or archive messages to your archive data file. To do so:

  1. Select the File tab, and then select Options.
  2. From the Outlook Options dialog box, select Advanced. Advanced Command
  3. Under AutoArchive, select AutoArchive Settings. AutoArchive
  4. Configure AutoArchive settings, and click OK twice to save the settings. AutoArchive Settings

Configure Junk Email and Clutter Settings

You can organize your email using the Junk E-mail options. To access them, from the Home tab, in the Delete group, select Junk.

Select Junk E-mail Options and configure options to manage your junk email.

Junk E-mail Options

You can also use the Clutter feature to manage your email messages.

The Clutter feature allows you to move low-priority emails to a folder named Clutter, so you can easily view more important messages.

This feature analyzes your past behavior with your emails and moves messages that it deems lower priority to the folder. You can send emails to the Clutter folder by right-clicking the email and selecting Move > Move to Clutter.

Save a Message in an Alternate Format

You can save Outlook 2019 messages in alternate formats.

To save an Outlook message:

  1. While in the message, select the File tab, and then select Save As.
  2. The Save As dialog box opens.
  3. Select a location to save the file and specify a name of the file in the File name text box. File Name Text Box
  4. From the Save as type drop-down list, select a file type, such as HTML. Save as type Drop-Down List
  5. Click Save to save the message file. Save Command

Delegate Access

You can delegate access to your account so that others can log in and perform various actions. A Microsoft Exchange Server account is required to do this.

To delegate access to your account:

  1. Select the File menu tab and from the Info tab, select Account Settings. Account Settings
  2. From the drop-down list, select Delegate Access.
  3. Click Add and type the name of the person you want to designate as your delegate (this must be a person in your organization's Exchange Global Address List (GAL).
  4. Click Add, and then click OK.
  5. In the Delegate Permissions dialog box, you can accept the default permission settings or alternately, you can select custom access levels for Exchange folders.

Printing a Message

Duration: 10 to 15 minutes.

In this exercise, you will print an email message.

  1. Print an email from your message list.
  1. In your message list, click to select an email message. Select Message
  2. Return to Backstage view, and select Print. Print Command
  3. If necessary, select a printer from the Printer drop-down list. Printer Drop-Down List
  4. Use the Print Preview on the right to view how your message will print. Print Preview
  5. When ready, click the Print button in the upper-left. Print Button

Customize the Navigation Pane

You can customize the Navigation Pane in Outlook to suit your needs.

To customize the Navigation Pane:

  1. To change the size of the Navigation Pane, hover your cursor over its right edge until it turns into a double arrow and then click and drag. Click and Drag
  2. At the bottom of your Outlook window, click the three dots and select Navigation Options. Navigation Options
  3. Use the Navigation Options dialog box to change what is displayed at the bottom of the pane; you can change the order and amount of options that are displayed. Options Dialog Box
  4. Check the Compact Navigation check box to display the options with icons instead of words, thus saving space in your Outlook view. Compact Navigation Check Box