Using Voting Buttons

Using Voting Buttons

Using the voting button feature in Outlook allows you to create an easy poll and collect stakeholder decisions via e-mail.

E-mail Sender:

1. Open a new e-mail message window.
2. Click on the Options tab.

3. Click on the Use Voting Buttons tab.

A drop down menu opens.

4. Select the appropriate voting button.

Note: After you apply the voting button, you will see the message “You have added voting buttons to this message.”

5. Send the e-mail to the intended recipient.

E-mail Recipient:

1. Open the e-mail message and click on the Vote tab.

  2. Select the applicable response from the drop down menu.

E-mail Sender:

1. View the voting button e-mail response from the recipient.

 

 

Creating a Folder in the Folder Pane

Creating a Folder in the Folder Pane

Creating a folder in the folder pane allows you to manage incoming e-mails by sorting them into folders.

1. Open the e-mail you want to go into the new folder.
2. In the Outlook ribbon, click on the Rules tab.

A drop down menu opens.

3. Click on Create Rule.

A configuration window opens.

4. Populate the Create Rule window as follows:

• Check Subject contains and enter in the subject line information from future e-mails that will go into the new folder.
• Check Sent to (automatically selects “me only”).
• Check Move the item to folder.

A new configuration window opens.

5. Click the New tab.

A new configuration window opens.

6. Enter the name of the new Outlook folder.

7. Click OK. The new folder is displayed in the folder pane.
8. Drag the folder to the desired location within the folder pane.

Recalling a Message

Recalling a Message in Outlook

Using the message recall feature allows you to recall a sent e-mail, provided it remains unopened by the receiver.

1. Click on Sent Items in the folder pane.

A list of sent e-mails opens.

2. Double-click on the e-mail you want to recall.

3. Double-click on File in the Outlook ribbon.

A “documentation needed” pane opens.

 

 

 

 

 

 

 

4. Click on the Resend or Recall tab.

A drop down window opens.

 

 

 

 

 

 

 

 

 

5. Select Recall this Message.

A “Recall This Message” dialogue box opens.

 

 

 

 

 

 

 

6. Select the applicable answer and click OK.

 

 

 

 

 

 

 

Note: You will see a message in your email: “You tried to recall this message on (the date and time).”

 

 

 

 

 

7. Check your Inbox for an Outlook message confirming that your e-mail was recalled successfully.

Setting Up an Automatic Reply (Out of Office)

Setting up an Automatic Reply (Out of Office)

Using the automatic reply (out of office) feature in Outlook allows you to communicate when you are out of the office and when you’ll be returning.

1. Click on File.

An “Account Information” dialogue box opens.

2. Click on the Automatic Replies tab.

A dialogue box opens.

3. Populate the dialogue box as follows:

• Select “Send automatic replies.”
• Check “Only send during this time range.” Enter the applicable date and
  time ranges.
• Select the “Inside My Organization” tab. Compose your out-of-office message.

      Note: You can update the typeface and size if necessary.

4. Click OK.

A dialogue message box opens. If you want to update your message for people
outside your organization, click “yes” and proceed to Step 5.    

 Note: If you don’t want to update your message for people outside your
organization, click “no” and proceed to Step 6.

5. Update the outside your organization message.

6. Click OK.

 

Attaching a File

Attaching a File

This Outlook feature allows you to attach applicable files to outgoing e-mails.

1. Open a new e-mail.
2. Click on the Insert tab.

The “Insert File” dialogue box opens.

3. Browse the folders in the “Insert File” dialogue box and locate the file to attach.

4. Click on the file name to highlight it. Click the Insert button to attach the file to the e-mail message.

Note 1: You can also double-click on the file to attach it to the e-mail message.

Note 2: Attach multiple files at the same time by holding the “Ctrl” key as you click on the file name selections.

5. Confirm the attachment file is inserted into your e-mail message.

Note: E-mail messages formatted in HTML or plain text display attachment files in the attachment box. E-mail messages formatted in Rich Text format (RTF) are displayed in the body of the e-mail message.

6. Once the e-mail message is complete, click Send.

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.