Maintaining Outlook

  Maintaining Outlook

User Interface for Outlook 2016

• Title Bar – shows the Email address of the user and the

folder access by the user.

• Ribbon – The ribbon is a user interface element created by

Microsoft, and introduced since Microsoft Office 2007. The

purpose of the ribbon is to provide quick access to

commonly used tasks within each program.

• Mail Folders consists of various related folders like Inbox,

Drafts, Sent Items etc.

• Navigation Bar provides access to Mails, Calendar, People

(that is Contacts), and To-Do Lists.

• To-Do Bar is a ready reckoner for activities planned for a

specific day, Status Bar provides information about ZoomIn. Zoom-Out and Connection and Message Status of the

Outlook client.

Home Ribbon in Outlook 2016 

• New option is used to draft a new email

• Other Email based operation are Delete the message

• Reply to Sender or Reply the message to all the recipients

• Forward the email to all the recipients

• Move the corresponding email to the specified folder

• Mark the email message for a Follow-up

Add the specified email address to the Address Book, additionally Search Option can be used to find a contact from the Address Book in the Outlook.

Outlook Options

To access the advanced Outlook options of the user

management. Select message icon in the Navigation bar – Click

on “File” Tab, click on Options.

Outlook 2016 Contacts

In Outlook you use the People (in Navigation Bar) to view,

create, edit, find, and delete contacts.

You can use your contacts for your own reference, and you

can automatically add them as recipients while you are

composing an email message.

The contacts options as shown from the image is used to

Create, Edit or Delete the contacts and Email address used in

Outlook 2016.

The Home Tab of the Contacts option is used to arrange the

view of the contacts.

The Contact or Group actions are creating Email or Mail

Merge to documents and OneNote.

Additionally Group Sharing Options include

• Forward of Outlook Contacts like a Business card to 

recipients,

• Sharing Contact details to the recipients.

Outlook 2016 Calendar

Outlook 2016 has powerful calendaring capabilities that can

help keep you organized.

Outlook calendar is more than just a current calendar month. It also allows you to jump to a different date and see any

appointments and meetings for that date.

Outlook calendar is used for,

• To create New Appointments or Meeting (like Skype

Meetings or Go-To- Web Meetings).

Outlook 2016 Tasks and To-Do Items

The To-Do List is basically a search folder that contains all

of the flagged items plus Tasks, allowing users to see an

aggregate list of all tasks that need to be done.

Without the To-Do List, users would need to check each

tasks folder in their profile. Various task operations are,

• Create a New Task, View/Complete/Delete Task.

• Create Recurring Task

• Assign a Task

Outlook Email Signature

You can personalize your emails with a signature that

provides essential contact information that recipients can use to

contact you. Outlook signature is like attaching a business card

to every new message or reply that you send to your recipients.

You can also have multiple signatures for different accounts

by using Outlook available in Microsoft Office 2016 or Office

365.

Type of Information that can be included in your email

signature is,

• Social Media connection link for ex, Facebook, Twitter,

Instagram.

• Link to your Website or Blog.

• Your office telephone, mobile number or Skype Connection

ID etc..

Additionally, Email Signature may include the combination

of following,

• Text, Images

• Electronic Business card and Logo

• Handwritten signature

The image illustrates the steps to create an Email Signature,

• On your Outlook 2016 Open ”File Options”, 

• In the Outlook Options window click on “Mail” and select the

“Signature” Button to create or edit the Email Signature.

– Email Rules

Outlook 2016 for Windows provides an option to set Email

Rules. A rule is an action that runs automatically on incoming or

outgoing messages.

You choose what triggers the rule as well as the actions

taken by the rule.

By using Email rules, you can reduce manual and repetitive actions needed to manage your email messages. When you turn on rules, they run automatically until they are stopped. Rules generally fall into one of two categories • Organization based rules or • Notification based rules. Organization based rules are used to mark the message priority, message flags etc. While Notification based rules deals with alert settings for emails. You can use the Rules Wizard to help you design rules to manage your messages.

Conditional formatting in Outlook 2016

Conditional formatting is a way to make messages that

meet defined conditions stand out in the message list by using

colour, fonts, and styles.

You specify conditions that an incoming message should

meet Conditions like (specific sender, specific Subject line) and then the conditional formatting rules are applied only to those

messages.

For example, a conditional rule can specify that all

messages sent from your manager appear as red text in the

message Inbox List.

The image illustrates Outlook 2016 View settings for

Conditional Formatting.

Outlook Email Folders

MS Outlook folders are used to organize email messages,

calendars, contacts and Tasks in OUTLOOK 2016.

To add the folder to the specified pane, perform the

following tasks :

• Open Outlook 2016 Program

• In any of the navigation pane like Mails, Contacts, Tasks

or Calendar, you have to right click on the place to add a

Folder, and select the option “New Folder”

• The same is illustrated in the image. It should be noted

that you can create an Outlook rule to direct or move

email messages to a specific folder, thus maintaining your

Inbox clean.

Outlook Junk Email Settings

Most organizations maintain a compliance requirement to

configure Junk Email settings, the reason being the suspected

spam mail is moved to a Junk Email Folder.

By default, the Junk Email Filter is turned on and the

protection level is set to No Automatic Filtering.

The Junk Email Filter evaluates each incoming message

based on several factors like,

• Email address and domain names in “Safe Sender List” are

never treated as Junk email, regardless of the content of the

message. The maximum limit of Safe Sender list is 1024.

• Messages sent to email address or domain names in “Safe

Recipient List” are never treated as junk, regardless of the

content of the message.

• To block the messages from particular senders by adding

their name or email address to “Blocked Senders List”. The

maximum limit of the Blocked sender list is 500.

• To block email messages from another country/region, you

can add country or region codes to “Blocked Top-Level

Domain list”, example US (refers to United States), CA

(refers to Canada).

• To block the email messages that appears unknown character

set or alphabet, you can add encodings to “Blocked

Encodings List ”.

The image illustrates the Junk Email Options

• On your Outlook 2016 Home screen,

• Click on “Junk”

• Select the last option – “Junk E-mail Options”