Microsoft Outlook Course

Go beyond just email and discover a full Swiss Army Knife of tools

Course Description

Arguably the most powerful email client on the market for large organisations, this 1 day beginners Outlook course will reveal to you how Outlook can revolutionise your life. Your work habits will change and your productivity will rise.

Outlook is so much more than e-mail, and yet that's all that 90% of people use it for. It's like having a Swiss army knife and only using it to open your letters in the morning.

As well as learning how to send, receive and manage e-mail, you will discover how to use the calendar to create appointments, arrange meetings, set tasks for yourself and for others and maintain your own private list of contacts.

You'll then discover how to work smarter and use Outlook more efficiently. Gain greater control over the way Outlook behaves, better manage incoming messages, share information and work more effectively with other users.

Want To Customise Your Training ?

Don't see exactly what you want in the topic list below?

You are welcome to swap topics in and out from the different courses available to create your own custom course.

We can accommodate all requests. Customisation is 100% free.

Let us deliver a powerful course with useful content that you or your staff will actually use. Tailor the training around your own needs and requirements.

Click to tell us what you need.

Duration

Corporate group training: 4-5 hours.
Private 1-on-1 training: 3-4 hours.

Prerequisites

You should be familiar with the Windows operating system and comfortable using a mouse. There are no other pre-requisites.

Whether you have never used Outlook before, dabbled a little or use it regularly, this course offers something for you and the training will be adapted to your level and needs.

Versions Taught

Our computers are always installed with the latest version of Office. The current version is Outlook 365 (desktop).

If you have an earlier or Outlook such as Outlook 2016 or Outlook 2013 we will explain any key differences during the training.

Still using Outlook 2010 or earlier? It's time to say goodbye to an old friend and upgrade! Microsoft don't support this version any more.

what you get

Here's what you'll learn in this course

Orientation, Configuration & The Grand Tour

The Outlook Screen
What does Outlook do?
The command centre
How screen size affects the commands you see
Tool tips
The navigation pane
The selection bar
The main window
Resizing the Outlook panes
Repositioning the reading pane
Configuring the folder pane
Resizing the message preview
Configuring the To Do bar
Simplifying the message summary
Using Outlook Today
Customising Outlook Today

Email Part 1: Messaging

Creating and sending a new message
Inbox, Drafts & Sent Items
Using an Address Book
When to use To, CC and BCC
Auto-completed recipient emails
Receiving and viewing a message
Viewing messages you have sent
Marking a message as read or unread
Deleting a message
Replying to or forwarding a message
Saving and retrieving a draft message
Finishing and sending a draft message
Flagging a message and creating a task
Adding a follow-up when you send a message
Adding a message status or instruction
Adding a flag column to your message summary

Email Part 2: Format & Design

Choosing the best message format
Setting the default message format
Different types of formatting
Playing with the font & paragraph settings
Changing the font and font size
Adding bold, italic or underline for emphasis
Changing the font colour
Striking through the text
Superscripting or subscripting text
Changing the case
Highlighting text
Positioning your text
Indenting text from the margins
Spacing out the lines in a paragraph
Controlling the spacing between paragraphs
Hanging indents
Using the paragraph setting dialog box
Inserting separators or dividers
Inserting a symbol
What kind of symbols to use?
Adding Icons
The much-underused Office Clipboard

Email Part 3: Features & Tools

Attaching a file to a message
Opening an attachment
Saving or stripping an attachment
Attaching any Outlook item to a message
Creating links (formerly hyperlinks) in a message
Linking to another file or web page
Linking to a new pre-populated e-mail message
Using links to create an interactive message
Editing or removing links
Displaying the message options
Changing the importance and sensitivity of a message
Redirecting expected replies to someone else
Delaying the delivery of a message
Putting a shelf life expiry date on a message
Requesting a Delivery Receipt
Requesting a Read Receipt
Setting your default response to read receipt requests
Responding to a read receipt request, one at a time
Receiving a read receipt
Creating voting buttons in a message
Receiving a vote request and voting
Counting the votes
Resending a message that was sent in error
Recalling a message
Retrieving deleted items after trash is emptied

Email Part 4: Efficiency

Ways to use outlook signatures
Creating, editing and deleting a signature
Inserting a signature automatically or manually
Setting a default signature
Creating a canned response using a signature
Creating a canned response using quick parts
Using automatic replies
Inbox zero
Selecting and deleting multiple emails
Removing redundant messages in a conversation
Using the conversation clean up tool
Emptying the Deleted Items folder
Retrieving 'permanently' deleted items
Creating a new email folder
Moving emails into a folder
Creating Favorites Folders
Categorising your Outlook items
Customising categories
Organising and viewing items by category
Using predefined quick steps for mail
Creating and running a new custom quick step
Using rules to automatically handle email
Creating a rule from an existing message
Creating a rule from scratch
Editing or deleting a rule
Switching a rule on or off
Exporting or importing rules

People (formerly called Contacts)

Where to find people
Creating a new contact
Entering name, company and job title
Entering internet details
E-mail, Web and Instant Messaging (IM)
Entering phone numbers
Entering address information and using MAP IT
Mug Shots
Marking a contact as private
Saving the contact
Changing a contacts details
Deleting a contact
Other contact information you can store
Business Card and other ways of viewing contact data
Categorising your contacts
Sending an e-mail to your contacts
Flagging a contact for follow-up
Locating an elusive contact
Creating and modifying a contact group
Maintaining the contact group
Sending an email to every group member
Setting up a meeting with every group member
Share the details of a contact or contact-group
What to do when you receive someones contact details
Sending a mail merge to your contacts (complete run-through)

Calendar

What can the Outlook Calendar do?
Calendar overview
Appointments, meetings and events
Scheduling a personal appointment
Using date descriptions
Setting a reminder
Removing an appointment from your calendar
Viewing appointment details without opening it
Moving an appointment to a new time or day
Views day, workweek, week, month & schedule
Viewing specific days
Creating an all-day-event
Scheduling a meeting
Autopick the next available time/date
Sending out meeting invites and tracking responses
Responding to a meeting invite
Booking shared resources
Rescheduling a meeting
Recurring appointment or meeting
Converting an email into message notes
Sharing your calendar with your work colleagues
Opening a calendar that has been shared with you

Tasks

What is a task?
Creating a task
Viewing the Task Summary
Updating task progress
Marking a task as complete
Deleting a task
Creating a recurring task
Assigning a task to someone else
Accepting or declining an assigned task

Notes

About Notes the electronic yellow sticky note
Creating, editing, deleting, resizing, moving, categorising or colour-coding your notes

Printing Email, Schedules & Tasks

Printing emails
Printing calendars
Printing a list of contacts
Printing the full details of a contact or contacts
Printing a task summary
Printing the full details of a task or tasks

Custom Templates 7 Custom Forms

Creating canned responses using message templates
Using a custom template
Designing your own custom form
Setting the Tab Order
Publishing your custom form
Using your custom form
Using forms with multiple active regions

Importing & Exporting Outlook Data

Creating a backup of outlook data
Importing from a backup file
Importing a comma separated variable CSV file

Custom Views

What is a view?
Exploring the standard views
Creating , cloning or modifying a view
Choosing which fields to display
Grouping, sorting or filtering data
Changing the view design
Setting conditional formatting
Changing the column format

Archiving Old Data

Why does data need to be archived?
Auto Archive: Archiving folders automatically
Overriding the Auto Archive settings
How to stop items in a folder from being archived
Manually archiving a folder