7/23/2019 5893 Email and Calendar on the Go With Outlook-WSG

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Published September 2015

Use Microsoft Outlook 2016 to keep your world in sync and stay

more connected. Microsoft Outlook helps you manage everything

you do, no matter where you are. et your emails, calendars,

contacts, tasks, and to!do lists all in one place, in a clear, uni"ed

view. #ecause Outlook is $uilt into Microsoft O%ce &6', you can

sign in from any $rowser, ta$let, or phone(and of course, you

can always use the full version on your desktop.

 )opics in this guide include*

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mail and calendar onthe go with Outlook

2016

/hats new etting started /orking with youremail

or moreinformation

Using Outlook ona phone or ta$let

/orking with yourcalendar andtasks

/orking with yourcontacts

haring yourdocuments withothers

7/23/2019 5893 Email and Calendar on the Go With Outlook-WSG

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-age 2 3 mail or calendar on the go with Outlook 2016

/hats new

Outlook 2016 for the desktop contains some improvements and new features to helpyou stay on task, "nd information easily, plan your calendar, and keep in touch withyour contacts.

 )ell Me 4ou do not need to $e a power user to use the power of Outlook. )ell Me will guide you

to the feature you need, to get the results you want. )his $uilt!in search saves timethat you would spend looking for a speci"c feature.

Using )ell Me

1 5t the top of the ri$$on, type what you are looking for in the Tell Me $o. 5s youtype, possi$le results are shown.

2 elect the result that applies to your task.

or eample, when you want to switch from the Mail view to the 7alendar view,type 8calendar,9 and )ell Me will $ring $ack the Calendar command.

:iewing previous commands

• 7lick or tap in the Tell Me $o. )heRecently Used drop!down list appears anddisplays the last "ve commands you eecuted from )ell Me.

mart ;ookup

mart ;ookup, powered $y #ing, uses the term you highlight and other contetualinformation from within your mail to deliver search results from the we$ while you reador work on it. /ith information from a variety of sources, you can "nd anything from a<uick de"nition to a detailed eploration without leaving Outlook.

5ccessing mart ;ookup

1 +n a new message, or a message you are replying to or forwarding, select the wordor phrase you want to "nd information on.

& =o one of the following*

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-age & 3 mail or calendar on the go with Outlook 2016

• >ight!click the word or phrase, and then select Smart Lookup on themenu that appears.

• On a touchscreen device, press and hold the word or phrase, and select thearrow at the right edge of the ?oating formatting tool$ar. On the menu thatappears, select Smart Lookup.

• On the ri$$on, on the Review ta$, selectSmart Lookup.

 )he Insights pane opens, displaying information relevant to your selection.

Note: If you are just looking up Insights for one word you !an skipsele!ting and simply right"!li!k or press and hold on the word# $ight"!li!kthe word or phrase and then sele!t Smart Lookup#

%igure 1# &onte'tual sear!h results from Insights

asier document sharing

/ith Outlook sharing, it is now easier to attach "les when you send your coworkers anew message or appointment. elect Attach File, and you get a list of recent itemsthat you have opened in other Microsoft O%ce programs, like Microsoft /ord, cel, or-ower-oint.

5ttach "les from One=rive or hare-oint and automatically con"gure permission forthe recipients. >ecipients receive a link to the document, $ut cloud!$ased attachments$ehave like traditional attachments so that the eperience is natural to users @ theystill have a paper clip icon and can $e "ltered as attachments, interop gracefully withother email clients, and recipients are automatically permissioned to make

colla$oration seamless./eather forecasts

7heck the eather !ar in 7alendar view, and let the forecast inform how you planyour daily schedule or your net trip.

%igure 2# (he )eather *ar 

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-age A 3 mail or calendar on the go with Outlook 2016

roup your contacts

ort multiple contacts into a single view that includes all their contact information andeven social network updates. 4ou will see social contet <uickly and remove needlessduplication.

Updates to O%ce themesBew O%ce User perience )hemes let you choose the O%ce eperience that is rightfor you. )he =ark and =ark ray themes provide a high!contrast look and feel that iseasier on the eyes(great for working at night or with a small ta$let or phone. Orchoose the new 7olorful theme for a modern, fresh look that is consistent across yourdevices.

7lutter manages your low!priority messages

7lutter moves low!priority messages out of your +n$o and into their own folder, savingyou time when you scan for important messages. 7lutter looks at what you have donein the past to determine the messages you are most likely to ignore. +t then movesthose messages to a folder in your in$o called Clutter.

 )he 7lutter folder is availa$le regardless of how you access your account. +n the

Outlook desktop program and in Outlook on the we$, you can access your 7lutterfolder and move an email $ack to the in$o if you decide it is not clutter after all. 4oucon"gure your clutter preferences through Microsoft Outlook Online(note that inOutlook for the desktop, if you select Manage Clutter, it takes you to the settingspage in Mail in Outlook Online.

 )urn 7lutter on

 4ou need to turn on 7lutter in Outlook on the we$ $efore you can use it in the Outlookdesktop program.

1 +n a $rowser, go to https*CCportal.o%ce.com, and sign in with your Microsoftaccount.

1. elect the app launcher , and then select Mail.

A 5t the top of the page, select Settings D"ptions.

' +n the "ptions side$ar, selectMail.

6 elect Clutter, select the Separate items identi#ed as clutter $utton, andthen Save.

/hen you return to the Outlook desktop program, you will see a new folder namedClutter.

Eow 7lutter works and learns

+t might take 7lutter a few days to fully adapt to your preference, as the systemrecords your choices and uses the information to identify similar messages in thefuture. #ut you can help 7lutter learn your choices faster*

• +f you see a message that was sent to 7lutter $y mistake, move it from the Clutterfolder to your +n$o.

• +f you see a low priority email in your +n$o, move it to the Clutter folder.

Messages from certain people will never $e identi"ed as clutter*

•  4ou

• 5nyone in your management chain

•  4our direct reports

 4ou can turn 7lutter oF or $ack on at any time in Outlook Online.

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-age ' 3 mail or calendar on the go with Outlook 2016

etting started

 4our "rst step is to set up your account. 5fter that, you will $e ready to start receivingand sending email, working with your calendar, creating contacts, and working with

tasks.

et up your email account

etting up the Outlook desktop program is a snap(it is taken care of automatically ifyou have used an earlier version of Outlook on the same computer. +f you have not,5uto 5ccount setup runs the "rst time you start Outlook and guides you through theprocess. etup will ask for your name, email address, and password. )hat is usuallyenough, $ut if automatic setup fails, Outlook will ask for a few more pieces ofinformation, such as your mail server name.

/ith Outlook in a $rowser, setup is taken care of automatically(Gust sign in to yourO%ce &6' account, and your eisting email messages, appointments, contacts, andtasks are availa$le right away.

tart using Outlook on the we$

1 +n a $rowser, go to https*CCportal.o%ce.com and sign in with your Microsoftaccount.

H elect the app launcher , and you will see all the O%ce apps you can use in the$rowser. )he Outlook apps you will $e using are Mail, Calendar, $eople, andTasks(which are highlighted in the following screenshot.

2. elect the tile for the app you want to use, to start mailing, scheduling, andconnectingI

/orking with your email

o much of modern life revolves around email. /hen you open Outlook, the "rst thingyou will see is your in$o. )his is where your emails arrive, and where you can viewand respond to them.

7reate a new email

1 =o one of the following*

• +n Outlook for the desktop, select %ew &mail.

• +n Outlook in a $rowser, select J %ew.

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-age 6 3 mail or calendar on the go with Outlook 2016

K ill in the To andSu'(ect lines, and then write your message. 4ou can also enternames on the Cc line to copy the message to additional people.

&. /hen you are done, select Send.

orward or reply to an email

1 +n the >eading pane, select Reply, Reply All, or Forward.L )o remove a name from the To andCc lines, select the name and then select

)elete desktopN, or select the* net to the name $rowserN.

10 )o add more recipients, select the To, Cc, or !cc $o or line, and enter therecipients name.

+f you cannot "nd the !cc $o or line, do one of the following*

• +n Outlook for the desktop, on the "ptions ta$ on the ri$$on, select!cc.

Note: In +utlook for the desktop the Cc bo' is always shown#

• +n Outlook in a $rowser, select the ellipsis N a$ove your message andthen selectShow !cc.

5dd an attachment to an email

 )o share a "le with others, you can attach it to your message.

1 7reate a messageP or, for an eisting message, select Reply, Reply All, orForward.

11 +n the message window, select Message + Attach File desktopN orAttach $rowserN. +n addition to "les, you can attach other Outlook items*

• Other email messages(a good way to provide information for an 84+9instead of copying tet or forwarding a message.

• 7ontacts(easily send information a$out a contact to another person.

•  )asks(delegate or otherwise share your workload.

/ork with email or meeting attachments

/ithout leaving Outlook, you can open an attachment either in the >eading pane orfrom an open message. 5fter opening and viewing an attachment, you can decide ifyou want to save it. +f a message has more than one attachment, you can either savethem all at once to a single location, or save one at a time to diFerent locations.

Open viewN an attachment

• +n your message, dou$le!click the attachment. +f you are using Outlook for thedesktop, the attachment opens in the desktop program associated with the "letype, such as cel or -ower-oint. +f you are using Outlook in a $rowser, theattachment opens in the O%ce &6' online version of the program, such asMicrosoft /ord Online or -ower-oint Online.

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-age H 3 mail or calendar on the go with Outlook 2016

ave an attachment

1 elect the attachment in the >eading pane or in the open message.

12 =o one of the following*

• +n Outlook for the desktop, on the Attachments ta$, selectSave As. 4ou

can also right!click the attachment, and then select Save As.• +n Outlook in a $rowser, select the arrow net to the attachment, select 

)ownload, and save the attachment as you would normally save adownload from the we$. 5nd in Outlook in a $rowser, you can save anattachment directly to your Microsoft One=rive for #usiness documentli$rary(select the arrow net to the attachment, and then select Save to"ne)rive.

-ersonaliQing your email and calendarOut of town or taking the day oFR Or Gust swamped with workR Use automatic replieswhenever you want to let people who send you email know that you will not $eresponding to their messages right away. 4ou can also give Outlook a personal touch$y changing the O%ce theme.

et up automatic replies

5utomatic replies in Outlook are very versatile. 4ou can set up separate automaticreplies for people inside and outside your organiQation. 5nd, if you have multipleMicrosoft change email accounts set up in Outlook, you can set up automatic repliesfor each of those accounts. 5fter automatic replies are turned on for an account, anOut of O%ce message is sent to each person who sends you email.

1 =o one of the following*

• +n Outlook for the desktop, select File DIn,o DAutomatic Replies.• +n Outlook in a $rowser, select Settings, and then, under Mail settings,

select Automatic replies.

2 elect Send automatic replies, type your message, and then choose the optionsyou want such as whether to automatically reply only to internal senders or alsoto eternal sendersN.

A. /hen you are done, select "- .

7reate and add an email signature

5 personaliQed signature lets you add key information such as your email alias, title,or company nameN or some ?ourish to the end of your messages. 4ou can create apersonaliQed signature that is automatically added to all outgoing messages, or youcan add it only to speci"c messages.

%igure ,# -n email signature

In "utlook ,or the desktop.

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-age K 3 mail or calendar on the go with Outlook 2016

1 +n a new message, select Signature DSignatures on the ri$$on.

1& On the &/mail Signature ta$, select%ew to create a new signature.

1A 7hoose an email account to use.

1' )ype a name for the signature.

16 7hoose whether to use the signature for %ew messages only, forReplies0,orwards, or for all messages.

+f you do not set this option, you can manually add your signature to a messagewhile you are composing it.

'. )ype your signature in the tet $o. 4ou can apply tet formatting, and insert a$usiness card, pictures, or links.

6. /hen you are done, select "- .

In "utlook in a 'rowser.

1 elect Settings D "ptions.

1H +n the left pane, under Mail DLayout, select &mail signature.

1K )ype your signature in the tet $o. 4ou can use the formatting $ar to format thefont as you want it to appear.

1L +f you want your signature to appear at the $ottom of all outgoing emails, includingreplies and forwards, select the Automatically include my signature onmessages I send check $o.

+f you do not select this option, you can manually add your signature to a messagewhile you are composing it.

H. /hen you are done, select Save.

7hoose an O%ce theme

Bew O%ce User perience )hemes let you choose the O%ce 2016 eperience that isright for you. )he =ark ray themes provide a high contrast look and feel that is easieron the eyes. Or, choose the new 7olorful theme for a modern and fresh look that is

consistent across your devices.

%igure .# (he /ark theme

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-age L 3 mail or calendar on the go with Outlook 2016

%igure 5# (he /ark ray theme

Note: (he /ark theme might not be aailable to all users at the time of

release#

 )o choose an O%ce theme, do one of the following*

• +n Outlook for the desktop, select File DAccount, and then choose a theme under"1ce Theme.

• +n Outlook in a $rowser, select Settings and then, selectChange theme.

/orking with your calendar and tasks

+n Outlook, you organiQe your time through meetings and appointments. Meetings areactivities that involve other people or resources, such a conference room, $utappointments usually involve only you. 4ou can view your calendar $y )ay, ork

eek , eek , or Month.

Many people keep to!do lists(on paper, in a spreadsheet, or through a com$ination ofpaper and electronic methods. +n Outlook, you can com$ine various lists into one, getreminders, and track the progress of tasks.

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-age 10 3 mail or calendar on the go with Outlook 2016

:iew your calendar

1 =o one of the following*

• +n Outlook for the desktop, select the Calendar $utton in the lower!leftcorner.

• +n Outlook in a $rowser, select the app launcher , and then selectCalendar.

20 elect )ay, ork eek , eek , or Month to change your calendar view.

5ny meeting that you have $een invited to shows the organiQers name andincludes links to respond to the invitation.

chedule a meeting with others

1 =o one of the following*

• +n Outlook for the desktop, on the 2ome ta$, select%ew Meeting.

• +n Outlook in a $rowser, select 3 %ew.

21 )ype a meeting su$Gect in the Su'(ect $o desktopN or on the&vent line$rowserN.

22 5dd a location, such as a conference room or an o%ce. elect Rooms desktopN orAdd Room $rowserN to choose one.

2& +f some attendees might not $e a$le to meet with you in person, you can add akype for #usiness link to your meeting invitation. =o the following*

• +n Outlook for the desktop, on the Meeting ta$, selectSkype Meeting.

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-age 11 3 mail or calendar on the go with Outlook 2016

• +n Outlook in the $rowser, select Skype Meeting + Add Skype Meeting on the ri$$on.

Outlook inserts a 4oin Skype Meeting link in the $ody of the message.

2A )o add attendees, do one of the following*

• +n Outlook for the desktop, select the To $utton.

• +n Outlook in a $rowser, select J in the $eople $o to open your list ofcontacts. elect contact names to add them to the list of attendees. +fsomeone is not in your list of contacts, you can start typing their name andselect Search )irectory.

2' pecify a start time and an end time.

26 elect Scheduling Assistant to view the attendeesS calendars and freeC$usytime, and then adGust the time as appropriate. /hen you are done, select "- .

2H +n the Reminder list, choose how long $efore the meeting you want people to geta reminder. )he default time is 1' minutes.N

K. elect Send.

chedule an appointment for yourself 

Beed a <uick reminderR Or want to make sure you do not miss net weeks visit to thedentistR 4ou can create an appointment for yourself the same way you create ameeting, ecept you do not add attendees or a conference room.

 )o mark an appointment as private, so others see you are $usy $ut no details areshown a$out your appointment, do one of the following*

• +n Outlook for the desktop, on the ri$$on 2ome ta$, in theTags groupN, select$rivate.

• +n Outlook in a $rowser, select the $rivate $o.

7hange the calendar color desktop onlyN

1 elect the calendar you want to customiQe.

2K On the 5iew ta$, selectColor.

2L elect the color you want.

Important: &hanging the !olor in the !alendar does not ae!t how yours!hedule is displayed in the To-Do bar #

7hange the calendar font desktop onlyN

1 elect the calendar you want to customiQe.

&0 On the 5iew ta$, in theCurrent 5iew group, select5iew Settings.

&1 elect "ther Settings, and then, in the Format Calendar dialog $o, choose thefont you want.

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-age 12 3 mail or calendar on the go with Outlook 2016

7hange the default $ackground color for all calendars

1 elect File D"ptions DCalendar.L. Under )isplay "ptions, select )e,ault calendar color, select the color that you

want, and then select the Use this color on all calendars check $o.

/ork with tasks in Outlook desktop1 elect 666 DTasks in the lower!left corner.

&2 On the ri$$on, select %ew Task .

&& ill out the details(the su$Gect, start and due dates, status, priority, and reminderinformation.

5s work progresses on your task, you can change status and dates, and eventuallymark the task as complete.

/ork with tasks in Outlook in a $rowser

1 elect the app launcher , and then select Tasks.

&A elect 3 %ew task  to create a task.

&' ill out the Su'(ect $o, assign a due date, and enter any relevant information inthe tet $o.

&6 elect Show more details to see additional $oes for more detailed information,such as the status, priority, percentage complete, and work hours.

5s work progresses on your task, you can change the status and dates, andeventually mark the task as complete.

/orking with your contacts

 )hese days, most of us work and communicate with more people than we can easilykeep track of. tay connected $y "nding people in your organiQation or adding newcontacts that you can access across all your devices.

ind or add contacts $y using Outlook for the desktop

1 elect the $eople $utton in the!lower left corner.

&H )o "nd eisting contacts that you have already added, start typing in the SearchContacts $o.

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-age 1& 3 mail or calendar on the go with Outlook 2016

&K )o "nd new contacts that you would like to add, do one of the following*

• Under My Contacts, select Skype ,or !usiness Contacts orSuggestedContacts to "nd people that Outlook recogniQes from previous messagesor meetings.

• On the ri$$on, select 2ome + Address !ook  to search for someone elsein your organiQation. 5fter you select a person, you can then add him orher as a contact.

ind or add contacts $y using Outlook in a $rowser

1 elect the app launcher , and then select $eople.

&L )o "nd new contacts that you would like to add, do one of the following*

•  )o "nd someone in your organiQation, select )irectory + All Users in theleft pane. 4ou can also search for someone $y typing his or her name in theSearch all users $o and pressing nter. 5dd the person $y selectingAddto Contacts on the ri$$on.

•  )o add someone from outside your organiQation, select 3 %ew, and then"ll in the persons information. /hen you are done, select Save.

haring your documents with others

ometimes, the $est way to keep your coworkers in the loop is to attach a "le whenyou send them a new message or appointment. /ith the new modern attachments

feature in the desktop version of Outlook, this is now easier than ever(O%ceremem$ers your most recently used documents, so they are always at your "ngertipsin Outlook.

Or, to keep your documents under control and in one place, you can instead send a linkto a "le from within a Microsoft hare-oint Online or One=rive for #usiness documentli$rary.

>ecipients receive a link to the document, $ut cloud!$ased attachments $ehave liketraditional attachments so that the eperience is natural to users @ they still have apaper clip and can $e "ltered as attachments, interop gracefully with other emailclients, and recipients are automatically permissioned to make colla$oration seamless.iles attached from One=rive or hare-oint are automatically con"gured withpermissions for the recipients.

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-age 1A 3 mail or calendar on the go with Outlook 2016

Outlook modern attachments

5ttach "les in Outlook for the desktop

1 +n your new email or appointment message, select Attach File.

A0 +n the Recent Items list, select a "le to attach to your message. 4ou can attach

one "le at a time from the list, or you can $rowse to a location to attach multiple"les at once.

A1 )o attach more "les, select Attach File again.10. 5fter you have attached the "les you want, send your message.

5ttach "les in Outlook in a $rowser

1 +n your new email or appointment message, select Attach.

A2 4ou will see a Recent list that shows documents you have worked with recently. 4ou can select multiple documents to attach.

A& elect %e7t, and then choose $etween Share with "ne)rive inserts a link tothe Microsoft One=rive folderN or Send as attachment attaches the documentsto the message or appointmentN.

11. 5fter you have attached or linked to the "les you want, send your message.

hare $y sending a link invitation to a "le from One=rive for #usinessor hare-oint Online

5void the pitfalls of emailing documents around $y keeping one copy in a centraliQedlocation. 5 document li$rary in One=rive for #usiness or hare-oint Online always hasthe latest version availa$le and can keep a version history for you.

 4ou do not need to go through Outlook to share a link. =o the following*

1 +n your hare-oint Online or One=rive for #usiness document li$rary, right!click the"le you want to send as a link, and then select Share.

AA )ype the names of the people you want to receive the invitation. 5s you type aname, matches appear and are re"ned as you continue typing.

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-age 1' 3 mail or calendar on the go with Outlook 2016

A' elect a persons name to add it, and then continue typing to search for and addmore people.

A6 +n the Can edit0Can view $o, choose whether to make the "le edita$le or read!only.

AH elect Share.

#ehind the scenes, Outlook sends a message to the recipients you chose.

Using Outlook on a phone or ta$let

+n addition to working with Outlook in the desktop program or in O%ce &6' in a$rowser, you can access emails and meeting appointments from a Microsoft /indowsphone, an iO ta$let or phone, or an 5ndroid ta$let or phone.

ollow these links to download set up the Outlook app for your device*

• et up email on a /indows phone

• et up email on an i-hone, i-ad, or i-od )ouch

• et up email on an 5ndroid phone or ta$let

or more information

or more great productivity guidance, visit

http*CCmicrosoft.comC+)howcaseC-roductivity  

Microsoft +) howcase

http*CCwww.microsoft.comC+)howcase

or more information a$out Microsoft products or services, call the Microsoft ales+nformation 7enter at K00N A26!LA00. +n 7anada, call the Microsoft 7anada Order7entre at K00N L&&!AH'0. Outside the '0 United tates and 7anada, please contact

your local Microsoft su$sidiary. )o access information via the we$, go to*

http*CCwww.microsoft.com

3 2015 4i!rosoft &orporation# -ll rights resered# 4i!rosoft and )indows are either registeredtrademarks or trademarks of 4i!rosoft &orporation in the nited States and6or other !ountries#(he names of a!tual !ompanies and produ!ts mentioned herein may be the trademarks of theirrespe!tie owners# (his do!ument is for informational purposes only# 4I&$+S+%( 4-78S N+)-$$-N(I8S 89P$8SS +$ I4PI8/ IN (;IS S44-$<#

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