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Webucator's Free Upgrading to Microsoft Office 2013 Tutorial

Lesson: Upgrading to Outlook 2013

Welcome to our free Upgrading to Microsoft Office 2013 tutorial. This tutorial is based on Webucator's Upgrading to Microsoft Office 2013 course.

Outlook 2013 provides new features that you can use to manage your email.

Lesson Goals

  • Learn how to work with messages.
  • Learn about Conversation view.
  • Learn about the Outlook Ribbon's tabs, groups, and commands.
  • Learn about using Backstage view in Outlook.
  • Learn about KeyTips.

Working with Messages

Creating a Message

To create a message in Outlook 2013:

  1. On the HOME tab of the Ribbon, in the New group, click New E-mail.
  2. In the blank message that is created, enter your recipient's email address in the To field, add a Cc if desired, and add a Subject if desired.
  3. Type the body of your email.

Sending a Message

To send an email message, click the Send button located in the upper-left corner of the message.

Reading and Replying to a Message

To read and reply to an Outlook 2013 message:

  1. Select the message in the message list and view it in the Reading pane, or double-click it to open it in a new window.
  2. On the Ribbon, on the HOME tab, in the Respond group, click Reply or Reply All. Or, if you have opened the message in a new window, click Reply or Reply All in the Respond group on the MESSAGE tab.

Conversation View

Overview

One of the new features of Outlook 2013 is Conversation view. When Conversation view is enabled, messages are organized by conversation, that is to say, messages with the same Subject line appear as Conversations.

You can then easily work with these Conversations.

To turn Conversation view on:

  1. On the Ribbon, select the VIEW tab.
  2. In the Messages group, select the Show as Conversations check box.

View and Work with Messages in a Conversation

With Conversation view turned on, Conversations will show up in your message list as indicated by an icon showing that there are multiple items.

Click the icon to view all messages in the Conversation.

When you click the Conversation header, that conversation appears in the Reading pane. The newest message in the thread appears at the top.

Ignore Conversations

If there is a Conversation that you would like to not appear in your inbox, you can remove it. To remove a Conversation:

  1. On the HOME tab of the Ribbon, in the Delete group, select Ignore.
  2. All of that Conversation's emails (including future emails) will now appear in the Trash folder.

Cleaning Up Conversations

If you would like to remove some messages from a Conversation, you can clean up that Conversation.

To clean up a Conversation:

  1. On the HOME tab of the Ribbon, in the Delete group, select Clean Up.
  2. Click Clean Up Conversation. Any redundant messages (messages that are not unread, categorized, or flagged, along with the newest message) will now appear in the Trash folder.

Ribbon Tabs

There are four main tabs on the Outlook Ribbon. The Ribbon is dynamic, and will change, depending on what view you are in. However, while in Mail view, these tabs are as follows:

  1. HOME. The HOME tab includes commands you can use to respond to and manage your email messages.
  2. SEND/RECEIVE. Use the SEND/RECEIVE tab to update Outlook items, as well as work offline.
  3. FOLDER. The FOLDER contains commands you can use to organize your mail into folders.
  4. VIEW. Use the VIEW tab to change views, set up Conversation view, and customize your Outlook layout.

Note that the FILE tab is not a typical tab. The FILE tab takes you to the Backstage view where you manage, rather than make changes to, your files.

Groups

Functionally related commands in Outlook are organized in groups on each tab. The following table lists the groups found on each tab:

Tab Group
HOME
  1. New
  2. Delete
  3. Respond
  4. Quick Steps
  5. Move
  6. Tags
  7. Find
  8. Send/Receive
SEND/RECEIVE
  1. Send & Receive
  2. Download
  3. Server
  4. Preferences
FOLDER
  1. New
  2. Action
  3. Clean Up
  4. Favorites
  5. IMAP
  6. Properties
VIEW
  1. Current View
  2. Messags
  3. Arrangements
  4. Layout
  5. People Pane
  6. Window

Commands

Commands are controls that enable you to accomplish specific tasks, such as creating a new message, forwarding a message, creating new folder, or deleting messages.

View Options

There are a number of different view options in Outlook 2013. To customize your Outlook view:

  1. On the Ribbon, on the VIEW tab, in the Current View group, select Change View.
  2. On the VIEW tab, in the Arrangement group, select how you would like your view to display your messages, for example, by Date, From, or To.
  3. To reset your View settings, on the VIEW tab, in the Current View group, select Reset View.

Outlook Social Connector

The Outlook Social Connector is an Outlook 2010 and 2013 add-in that allows you to view social network data about your message senders and recipients. The results of the Social Connector appear in the People Pane, which appears at the bottom of the Reading Pane.

Changing Your Outlook View

Duration: 5 to 10 minutes.

In this exercise, you will change your Outlook view.

  1. Change how you view messages in Outlook.

Solution:

  1. While in the main Mail view of Outlook, select the VIEW tab of the Ribbon.
  2. From the Arrangement group, select a view. For example, you can select the From option to view messages in your Inbox sorted by sender.

Working with the Backstage View

The Ribbon, covered in the previous lesson, is where you find all the commands necessary to work with your email messages. Clicking the tabs in the Ribbon changes the set of commands available to you while you work in Outlook.

After clicking the FILE tab, you can no longer see your inbox or the Ribbon. Instead, you see what Microsoft calls the Backstage view. As previously discussed, this is where you manage your email account(s) and your Inbox.

Printing Emails and Other Outlook Items

You can print email messages and other items in Outlook, including contacts and calendar items. To print an email or other item:

  1. Open the item you would like to print.
  2. From the FILE menu, select Print.
  3. Select a printer and print settings.
  4. Click the Print button.

Keyboard Shortcuts

In Outlook 2010 and 2013, keyboard shortcuts that begin with the CTRL key, such as CTRL+N to create a new, blank email, remain the same as in previous versions of Outlook.

However, shortcuts that in previous Outlook versions involved pressing ALT have changed; these are now called KeyTips.

To display KeyTips:

  1. Press ALT. Doing this makes KeyTips appear for all of the tabs on the Ribbon.
  2. Now press the corresponding key to open the tab or Quick Access Toolbar you want to use.
  3. Press the letter of the command you wish to execute.

For example, to create a new folder for your messages, you would press ALT, and then O to display the folder tab, and finally N to create a new folder.

Using KeyTips

Duration: 5 to 10 minutes.

In this exercise, you will use KeyTips to create a new, blank message.

  1. Using KeyTips, open up a new, blank message.

Solution:

  1. While in your main Mail view in Outlook, press ALT.
  2. Press H to display the HOME tab's KeyTips.
  3. Press N to display a new, blank message.

The Calendar Ribbon

The Calendar Ribbon appears when you are viewing your Outlook calendar. It works as the Mail Ribbon does, by categorizing calendar commands into groups and tabs. The default Calendar Ribbon tabs are as follows:

  1. HOME. Use the HOME tab to create new appointments and meetings, arrange your Calendar, and manage your Calendars.
  2. SENF/RECEIVE. Use the SEND/RECEIVE tab to update Outlook items, as well as work offline.
  3. FOLDER. The FOLDER contains commands you can use to organize your Calendar items.
  4. VIEW. Use the VIEW tab to change your Calendar view and layout.

Searching in Outlook 2013

With Outlook 2013, you can easily search emails, contacts, and calendar items. When you click in the Search text box, the on-demand SEARCH tab appears in the Ribbon.

The SEARCH tab provides options you can use to refine your search. For example, you can choose to search in your current folder only or search all Outlook items. You can also access recent searches that you have performed.

The Screenshot Tool

With Outlook 2010 and 2013, you have the ability to quickly and easily add screen shots to your email messages. To add a screen shot to a message:

  1. In the Message Ribbon, select the INSERT tab.
  2. From the Illustrations group, select Screenshot.
  3. Choose to insert a window or a screen clipping.

The following is an example of a screen clipping of a Word document inserted into a message.

Quick Steps

Quick Steps is a new Outlook 2010 and 2013 feature that allows you to quickly manage your Inbox by applying multiple actions to email messages simultaneously. You can use the Quick Steps provided by Outlook, which are located in the Quick Steps group on the Home tab of the Ribbon, or you can create your own.

To create your own Quick Step:

  1. In the Quick Steps group on the HOME tab, click Create New.
  2. Use the dialog box to name and create your Quick Step.
  3. Click Finish. Your Quick Step now appears in the Quick Steps group.