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Simona Millham shows us how to use Microsoft Outlook 2016 to manage your Email, Calendar, Contacts, and Tasks. This video training covers all aspects of Microsoft Outlook 2016 for the end user, with real-world examples taken from a business environment....
Simona Millham shows us how to use Microsoft Outlook 2016 to manage your Email, Calendar, Contacts, and Tasks. This video training covers all aspects of Microsoft Outlook 2016 for the end user, with real-world examples taken from a business environment.

The course is designed to take a user who is new to Outlook right through to becoming an efficient user of the program. Beginning with Outlook basics such as sending and organizing emails, learners can expect to quickly progress to further functionality such as working with multiple email accounts, archiving, setting user permissions to manage a colleague’s content, automation, customizing forms, and tracking time. Even existing Outlook users can expect to pick up some tips and tricks to improve their productivity.

Recommended Experience
  • Some familiarity with Microsoft Windows
Recommended Equipment
  • Computer running Windows 7 or later
  • Any edition of Microsoft Office 2016 or an Office 365 plan which includes Microsoft Office. (Note that Outlook 2016 acquired outside of Office 365 has very slightly reduced functionality. This will be highlighted during the course.)
Related Certifications
  • None
Related Job Functions
  • Any
Simona Millham has been a CBT Nuggets trainer since 2015 and holds a variety of Microsoft certifications, including Microsoft Office Master, and Microsoft Certified Professional qualifications in Licensing and Software Asset Management.
 show less
1. Introduction (5 min)
2. Find Your Way Around and Get Help (9 min)
3. Email Basics (12 min)
4. Organizing Email into Folders (9 min)
5. Flags and Categories (8 min)
6. Searching for Emails (8 min)
7. Inbox Views (8 min)
8. Save Time with Email Templates, Quick Parts, and Stationery (10 min)
9. Automating Outlook Activities (12 min)
10. Reducing the Volume of Email in Your Inbox (11 min)
11. More Email Options (13 min)
12. Adding Multiple Email Accounts (10 min)
13. Managing Someone Else's Inbox (8 min)
14. Archiving (12 min)
15. Working with Your Calendar (8 min)
16. Scheduling Meetings (10 min)
17. Sharing Calendars (13 min)
18. Other Calendar Options (9 min)
19. Working with Outlook Contacts (11 min)
20. Do More with Your Contacts (10 min)
21. A Quick Look at Outlook Forms (9 min)
22. Working with Outlook Tasks (11 min)
23. Outlook Notes or OneNote? (5 min)
24. Recording Time in Outlook (8 min)

Introduction

00:00:00

Hello. My name is Simona Millham, and I'm your Microsoft Office trainer. And in this introductory Nugget, I'd just like to cover a few practical details to make sure that you do get the most from this Outlook 2016 course. So, first of all, I am going to be assuming that you are using Outlook with an Exchange or an Office 365 account, so probably in a business environment.

00:00:23

Now, that doesn't mean that you can't follow this course if you are using Outlook with, for example, a Hotmail account. But there'll just be one of two things that won't work quite the same way. So, don't be surprised, if you are using a Hotmail account rather than an Exchange or an Office 365 account, if things work ever so slightly differently.

00:00:39

But hey, you can still follow the course. But the next thing to be aware of is, ah, Outlook does come in lots of different flavors. So we do need to make sure that you are using the right flavor of Outlook to be able to follow this course. So, basically, if you acquired Outlook as part of the 2016 versions of Office Professional Plus or Office Standard, then you will be absolutely fine.

00:01:01

That will be absolutely perfect to follow everything that I'm going to cover on this course. And it's the same with many of the Office 365 plans. Now, I haven't listed all of the Office 365 plans on this screen, because there are quite a lot of them.

00:01:13

But just make sure that the plan you're using does include the full Office applications. So, for example, E1 does not, whereas E3, E4, and E5 do include the full Office applications. And then towards the bottom of my list here, if you're using Office Online-- so that would be the browser-based version of Outlook-- then that is a different product.

00:01:34

So, no, I would say that would not be suitable for using to follow this course. And it's the same if you are using Outlook acquired through Office for the Mac. Again, that's a different product. So, I would say, no, not really. That wouldn't help you when following this course.

00:01:48

So, having got the right flavor of Outlook, what I would really love is that if you could click along with me and actually learn the features as I'm showing them to you on this course. And you've got a couple of different ways that you could do this.

00:02:02

You could, of course, use your own live email account. So, if you're confident that you're happy to play around with the emails, and the calendar, and the contacts without actually interfering with your live data, then sure, I have no problem with you doing that.

00:02:15

Possibly better, though, is that you could use a training environment or a demo account that you might already have set up within your organization. That probably is better. Then you can play around without worrying about damaging your live data. Or, you could create a new Outlook profile and import my dummy data into it to have a play with.

00:02:34

So, I will just show you how you can do that now in case that's going to be the best option for you. So, if you just go into your Control Panel-- I'm just searching for that from the Start menu. And then when you're in the Control Panel, just search for mail.

00:02:46

And that'll take you to the Mail item there in the Control Panel. And then from there, you can set up an extra profile which will keep everything separate from your live email account if you choose to. So, if you click the Show Profiles button, you'll see that I've already got quite a few profiles set up.

00:03:00

And in fact, you'll see me switching between the different characters in some of the Nuggets in this course. But if you choose Add to add your own profile-- let's call it, um, Training and click OK. If you make sure that you also-- let me just move this to one side-- choose the option to see a prompt for a profile to be used, that means that it will ask you, do you want to use the training profile today or your live profile?

00:03:22

But as soon as you do add a new profile, as you saw happened here, it'll try and connect an Outlook account-- or an email account, rather, to that profile. So, if you do have a demo account or a training email address that you can use, then by all means, go ahead and connect that now.

00:03:38

If you don't have an email address to add, then that means you can't actually send emails while you are following the course. But that might still be OK. You can still do everything else. Choose the option down here, Connect to a different account, and then choose Cancel.

00:03:51

And it'll warn you. It'll say, do you really want to create a profile with no email account? Yes, I do. Just click OK to that. So, I've created that training account with no email account associated with it. And I know that it's going to prompt me for which profile to use.

00:04:06

So, I'm going to click OK to that. And I can just close the Control Panel now. That means when I open up Outlook, it prompts me for a profile to be used. And that's where I see all of those different profiles that we saw a second ago. So, let me just choose the training one we set up.

00:04:18

Click OK. And it's going to be quite insistent that we really do need to add an email address to this. So, we can tell it otherwise. So, I'm going to choose Next and say I really, really want to set up Outlook without an email account, thank you very much.

00:04:32

So, I'm choosing No here. And I'm going to click Next and say yes, I really, really want to use Outlook without an email account. And finally, we click Finish. So, this gives you a completely empty Outlook environment. And then, to give yourself some data to play with, as part of the supplemental files, I have included a sample mailbox for you to import.

00:04:52

So, if you go to the File menu, choose Open & Export, and choose Import/Export, and then choose this option here, Import from another program or file, choose Next. And it's actually an Outlook data file, the .pst that I've given you to play with. And then you need to go and browse for that supplemental file.

00:05:12

And it's called mailbox. So, if you pick that up and click Open, and then click Next, and Finish, then after a moment or two, you'll see the Outlook environment magically springing into life. And you'll see you've got a load of inbox entries there with all the folders and whatnot.

00:05:28

And if you go into the Calendar, that's all been populated. And if you go into Contacts, and [INAUDIBLE] tasks. So, that's fully populated and fully separate from your live environment. So, you can have a play with all of this data to your heart's content.

00:05:42

So, we've checked you've got the right type of Outlook 2016 to be able to follow this course. We've got some dummy data so you can click along. So, let's get started. I hope this has been informative for you, and I'd like to thank you for viewing.

Find Your Way Around and Get Help

Email Basics

Organizing Email into Folders

Flags and Categories

Searching for Emails

Inbox Views

Save Time with Email Templates, Quick Parts, and Stationery

Automating Outlook Activities

Reducing the Volume of Email in Your Inbox

More Email Options

Adding Multiple Email Accounts

Managing Someone Else's Inbox

Archiving

Working with Your Calendar

Scheduling Meetings

Sharing Calendars

Other Calendar Options

Working with Outlook Contacts

Do More with Your Contacts

A Quick Look at Outlook Forms

Working with Outlook Tasks

Outlook Notes or OneNote?

Recording Time in Outlook

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Simona Millham
Nugget trainer since 2015