Delegating Outlook Access

Delegating Access

Delegating access to your inbox allows others to manage, read, or modify messages when you’re gone for an extended period.

1. Click on File to view the Main Menu.
2. Select Account Settings

3.  A drop down menu appears. Select Delegate Access

 

 

 

 

 

 

 

4. Select the user from your contacts list to delegate access to.

Select OK

5. Change permissions and privacy as needed for delegation.

 

 

 

 

 

 

 

 

6. Select OK to apply changes and delegate account.

Your preferences will be applied automatically.

Creating Quick Parts

Creating Quick Parts:

Quick Parts allows you to insert text or media as building blocks for your messages in Microsoft Outlook, as well as Microsoft Word.

1. While in the message pane, highlight and copy a section of text to use as a quick part.

Select the Quick Parts icon in the message bar.

 

 

 

 

 

 

3.  Select Create New Building Block.

 

 

 

 

 

 

 

 

 

4. Paste the content (images, tables, text) you would like to reuse in the text box.

5. Enter a name, description, and category for easy reuse. 

 

 

 

 

 

 

Select OK to apply settings.

6. To reuse Quick Parts content, select Quick Parts and then your selected topic.

Using Rules to Move Messages to a Folder

Using Rules to Move Messages to a Folder

Creating rules to move messages can be an efficient way to control your inbox and organize your e-mail.

1. Click on File

 

 

 

 

 

 

 

 

 

2. Select Manage Rules and Alerts, select New Rule.

The Rules Wizard dialogue box opens.

3. From Step 1: Select a Template, select move messages from someone to a folder to apply to incoming messages.

4. Within Step 2: Edit the Rule Description, select the underlined term people or public group to modify information about the sender.

5. Select the contact this rule is applied to and select From to add.

Select OK to apply.

Note: The sender must be added to your address book in order to utilize this function.

6. Within Step 2: Edit the Rule Description, select the term specified to choose the destination folder for incoming messages.

7. Select Finish to apply and begin processing rule.

Your rule will be applied to the selected folder.

Flagging an Email for Follow Up

Flagging an Email for Follow Up

Flagging messages allows the user to set reminders to take action on messages or events.

Flagging an E-mail:

1. Open Outlook and select the message that you want to follow up on.
2. Right click on the message and hover over the Follow Up (flag) button.

A drop down opens.

3. Select the appropriate follow up response.

4. To set a reminder to follow up on your e-mail, right click on the message and select Add Reminder.

5. Select the date and action you want for the targeted message and click OK.

Your email flags will be applied.

 

Searching Within A Message

Searching Within a Message

Searching within a message allows the user to find parts of information for easy retrieval or reference.

1. Double click on Message in the preview pane to open the window in a new pane.

2. Once open, select the Find setting (small binocular icon) and select.

    Note: Once selected, you will see the Find and Replace menu.

Enter the specific terms or keywords you want to locate in the message

3. Locate the Reading Highlight option below the text box and select Highlight All to highlight all found cases.

Note: Outlook automatically highlights all found cases for your search. You may select Find Next (hot key F) to navigate between cases.