Outlook 2019 For Dummies

Faithe Wempen, M.A., is a Microsoft Office Master Instructor and the author of over 150 books on Windows, Office, and computer technology. Bill Dyszel is an author, consultant, and speaker on the topic of technology.

• Introduction 1About This Book 2About the Version Numbers 3Foolish Assumptions 3Conventions Used in This Book 3Dialog boxes 4Ribbons and tabs 4Keyboard shortcuts 5Icons Used in This Book 6Part 1: Getting Started with Outlook 2019 7Chapter 1: Outlook Features You Really Need to Know 9Explaining Why So Many People Use Outlook 9Doing Anything in Outlook the Easy Way 10Using Email: Basic Delivery Techniques 11Reading email 11Answering email 12Creating new email messages 13Sending a File 14Maintaining Your Calendar 17Entering an appointment 17Managing your schedule 18Adding a Contact 18Entering a Task 19Taking Notes 21Chapter 2: Inside Outlook: Getting More Done with Less Effort 23Outlook and Other Programs 24There’s No Place Like Home: Outlook’s Main Screen 25Moving between modules 27Using the Folder pane 28The Information Viewer: Outlook’s hotspot 29Navigating folders 31Tying It All Together: The Ribbon 31Viewing ScreenTips 32Using the New Items button 32Finding Things in a Flash with Instant Search 33Taking Peeks 35Getting Help in Outlook 35Chapter 3: On the Fast Track: Drag ’Til You Drop 37Dragging 37Dispatching Tasks in a Flash 39Making Time Stand Still with Calendar Wizardry 42Keeping Friends Close and Enemies Closer 44Creating Instant Email Messages 45Creating email from a name in your Contacts list 45Creating an email from an appointment 46Expanding Your Outlook Workspace 47Zen of the Right Button 48Part 2: Taming the Email Beast 49Chapter 4: The Essential Secrets of Email 51Front Ends and Back Ends 51Creating Messages 52The quick-and-dirty way 52The slow but complete way 53Setting priorities 55Setting sensitivity 57Setting other message options 58Adding an Internet link to an email message 58Reading and Replying to Email Messages 59Viewing previews of message text 60Sending a reply 61Resending messages 63Don’t get caught by phishing 63That’s Not My Department: Forwarding Email 64Blind Copying for Privacy 65Deleting Messages 66Saving Interrupted Messages 66Saving a Message as a File 67Chapter 5: Email Tools You Can’t Do Without 69Nagging by Flagging 70One-click flagging 70Setting flags for different days 71Changing the default flag date 71Adding a flag with a customized reminder 72Changing the date on a reminder 73Saving Copies of Your Messages 74Setting Your Reply and Forward Options 75Adding Comments to a Reply or a Forward 77Sending Attachments 78Emailing Screenshots 80Creating Signatures for Your Messages 81Chapter 6: Conquering Your Mountain of Messages 85Organizing Folders 86Creating a new mail folder 86Moving messages to another folder 87Organizing Your Email with Search Folders 88Setting up a search folder 88Using a search folder 90Deleting a search folder 91Using the Reading Pane 91Playing by the Rules 92Creating a rule 92Running a rule 95Filtering Junk Email 96Fine-tuning the filter’s sensitivity 96Filtering your email with sender and recipient lists 98Filtering domains 100Archiving for Posterity 101Setting up AutoArchive 102Setting AutoArchive for individual folders 103Starting the archive process manually 105Finding and viewing archived items 106Closing the archive data file 108Arranging Your Messages 108Viewing conversations 111Ignoring conversations 112Cleaning up conversations 113Simplifying Tasks Using Quick Steps 115Creating and managing Quick Steps 118Creating Quick Parts to save keystrokes 120Part 3: Managing Contacts, Dates, Tasks, and More 123Chapter 7: Your Little Black Book: Creating Contacts Lists 125Putting in Your Contacts: Names, Numbers, and Other Stuff 126The quick-and-dirty way to enter contacts 126The slow, complete way to enter contacts 126Viewing Your Contacts 132Sorting a view 133Rearranging views 134Using grouped views 134Flagging Your Friends 136Using Contact Information 138Searching for contacts 138Finding a contact from any Outlook module 141Forwarding a business card 141Gathering People Into Groups 143Creating a Contact group 143Editing a Contact group 145Using a Contact group 145Adding pictures to contacts 145Chapter 8: Unleashing the Calendar’s Power 147Getting Around the Outlook Calendar 147Meetings Galore: Scheduling Appointments 150The quick-and-dirty way to enter an appointment 150The complete way to enter an appointment 151Not this time: Changing dates 153Not ever: Breaking dates 155We’ve got to keep seeing each other: Recurring dates 156Getting a Good View of Your Calendar 158Printing Your Appointments 159Adding Holidays 161Handling Multiple Calendars 162Creating multiple calendars 162Managing multiple calendars 163Chapter 9: Task Mastery: Discovering All the Bells and Whistles 165Entering New Tasks in the Tasks Module 166The quick-and-dirty way to enter a task 166The regular way to enter a task 166Adding an Internet link to a task 169Editing Your Tasks 169The quick-and-dirty way to change a task 169The regular way to change a task 170Deleting a task 172Managing Recurring Tasks 173Creating a regenerating task 174Skipping a recurring task once 175Marking Tasks as Complete 176Marking it off 176Picking a color for completed or overdue tasks 177Viewing Your Tasks 178Frequenting the To-Do Bar 180Adding a new item to the To-Do bar 180Tasks in the Calendar 181Chapter 10: Seeing It Your Way: Customizing Outlook 183Customizing the Quick Access Toolbar 184Customizing the Ribbon 185Enjoying the Views 186Table/List view 187Card view 188Calendar views 188Playing with Columns in Table/List Views 189Adding a column 189Moving a column 190Widening or narrowing a column 191Removing a column 192Sorting Items 192Sorting from Table view 193Sorting from the Sort dialog box 193Grouping Items 194Viewing grouped items 194Viewing headings only 195Saving Custom Views 195Using Categories 196Assigning a category 196Renaming a category 197Changing a category color 198Assigning a category shortcut key 198Part 4: Beyond the Basics: Tips and Tricks You Won’t Want to Miss 201Chapter 11: Social Media Magic with Outlook RSS 203Brushing Up on Social Media Basics 204Sending an SOS for RSS 204Feeling like a social butterfly 205Subscribing to an RSS Feed via Internet Explorer 207Setting Up an RSS Feed in Outlook 208Reading Feeds 211Chapter 12: Managing Multiple Email Accounts 213Choosing an Email Provider 213Buying Your Own Domain Name 215Setting Up Email Accounts in Outlook 216Understanding POP3 vs IMAP 216Collecting the needed information for setup 217Setting up an account using automatic settings 218Setting up an account using manual settings 220Modifying Mail Account Settings 222Changing the Mail Server 223Sending Messages from Different Accounts 224Chapter 13: Merging Mail From Outlook to Microsoft Word 227Conjuring Mailing Label Magic 228Urging to merge 228Making and using a merge template 232Mastering Form Letter Formalities 233Merging From Selected Contacts 234You’ll Still Have to Lick It: Printing Envelopes 234Merging to Email 235Part 5: Outlook At Work 237Chapter 14: Big-Time Collaboration with Outlook 239Collaborating with Outlook’s Help 240Organizing a meeting 240Responding to a meeting request 243Checking responses to your meeting request 244Taking a vote 245Tallying votes 247Assigning tasks 247Sending a status report 248Collaborating with Outlook and Exchange 249Giving delegate permissions 250Opening someone else’s folder 251Viewing Two Calendars Side by Side 252Setting access permissions 252Viewing two accounts 254Managing Your Out of Office Message 256Managing Your Address Books 257Scheduling a Skype Meeting 259Setting up a Skype meeting 259Joining a Skype meeting 260Chapter 15: Outlook for the iPad and Android Phones 261Understanding the Mobile Difference 262Accessing Mobile Email 263Reading email 263Replying to email 264Composing email 265Archiving, scheduling, and deleting email messages 267Deleting messages 269Managing groups of messages 269Using Your Mobile Calendar 270Navigating the mobile calendar 270Creating a new appointment 271Chapter 16: Telecommuting with Outlook.com and the Outlook Web App 273Signing In to Outlook.com 274Exploring the Outlook.com Interface 274Getting Caught Up on Web Email Basics 276Reading messages 276Sending a message 277Setting message importance 278Flagging messages 278Organizing Contacts 279Viewing your contacts 279Adding contacts 279Using Your Calendar 281Viewing your calendar 281Entering an appointment 282Moving an appointment 284Exploring Your Options 285Automated vacation replies/out of office message 286Creating a signature 287Understanding the Outlook Web App 288Knowing when it’s handy 289Signing in and out 289Part 6: The Part of Tens 291Chapter 17: Ten Shortcuts Worth Taking 293Using the New Items Tool 293Sending a File to an Email Recipient 294Sending a File From a Microsoft Office Application 295Turning a Message Into a Meeting 296Finding Something 296Undoing Your Mistakes 296Using the Go to Date Dialog Box 296Adding Items to List Views 297Sending Repeat Messages 297Resending a Message 298Chapter 18: Ten Accessories for Outlook 299Smartphones 299A Tablet Computer 300For Dummies E-Learning 300Microsoft Office 301A Business-Card Scanner 301Online Backup 301Skype 301Microsoft SharePoint 302Microsoft Exchange 302OneDrive 302Chapter 19: Ten Things You Can’t Do with Outlook 303Create a Unified Inbox 304Insert a Phone Number Into Your Calendar 304Open a Message From the Reading Pane 304Perform Two-Sided Printing 305Search and Replace Area Codes 305Print a List of Meeting Attendees 305Enlarge the Type in the Calendar Location Box 305Create Contact Records for All Recipients of an Email 306Track Time Zones for Meetings 306Back Up Outlook Data Easily 306Ten More Things Outlook Can’t Do for You 307Chapter 20: Ten Things You Can Do After You’re Comfy 309Take Notes 310Customize the Quick Access Toolbar 310Wise Up Your Messages with Smart Art 311Translate Your Email Messages 312Add Charts for Impact 312Use Symbols in Email 313Open Multiple Calendars 313Superimpose Calendars 313Select Dates as a Group 314Pin a Contact Card 314Index 315