Administrative Assistant / Secretary: Using Microsoft Outlook

Microsoft Outlook is the most commonly used email and scheduling program in business today. Like all Windows-based programs, Outlook includes tabs and ribbon bars that display available functions. Outlook also includes a folder list, navigation pane, email message views, calendar, and tasks.

Tabs and Ribbon Bars
The tabs and ribbon bars in Outlook include buttons that are grouped together by function. The tabs include:
- File
- Home
- Send/receive
- Folder
- View
Each tab includes a ribbon bar with icon groups for various functions.

Navigation Pane
The Navigation pane is located along the left side of the Outlook window in Outlook 2010 and along the bottom of the screen in Outlook 2013. It contains the folder list as well as a customizable menu that allows you to easily select different Outlook features. As an example, MAIL takes you to your inbox for managing your email. CALENDAR takes you to the calendar for scheduling appointments.

Folder List
Outlook uses folders for you to store messages from your inbox, sent mail, deleted mail, and outbox. You can also create your own folders for organizing and archiving email messages you have received or written.
The Folder list displays all of your folders. Folders can be nested inside of one another for those who want a more detailed filing system.

Microsoft Outlook features and functions.



Search Field
Outlook includes a Search field that allows you to find any message stored anywhere within your folders. The default search searches only the currently viewed folder. You can also set the Search field to search all of your other folders.

Project Window
If you create a new mail message, appointment for the calendar, or task, a new window will open. This new window includes its own, unique tabs and buttons that are appropriate for your particular document.

Using Email with Outlook
The most common uses for Outlook include sending messages, reading messages, deleting messages, and printing them.

Sending a New Email
Follow these steps to send a new email message:
1. On the Home tab, click NEW EMAIL. An untitled message window displays.
2. In the To field, type the email address of the person to whom you are sending a message.
a. An alternative is to the search for recipients already in your contact list.
b. If you need to send a message to more than one person, use a semicolon to separate the email addresses.
3. In the Subject field, type the subject of the message.
4. Click in the body of the message and then type your message.
5. When you are finished and have reviewed your work, click the SEND button.

Reading Email Messages
Follow these steps to read an email message:
1. In the Folder list, select the INBOX.
2. Double-click the message you want to read.

Deleting Email Messages
Follow these steps to delete an email message:
1. In the Folder list, select the INBOX.
2. Select the message you want to delete, then press DELETE on your keyboard or click the DELETE icon on the ribbon bar.

Printing Email Messages
Follow these steps to print an email message:
1. In the Folder list, select the INBOX.
2. Double-click the message you want to print to open it in a new window.
3. Click the File Tab, then click PRINT.
4. On the Print window, click PRINT.

Using the Calendar with Outlook
The calendar within Microsoft Outlook has its own set of features and gives you the ability to schedule meetings and create reminders. You can share your calendar with your coworkers, so they’ll know when you are not available. You can access the calendar by clicking CALENDAR in the Navigation pane (Outlook 2010) or Navigation bar (Outlook 2013). Figure 25-2 shows the calendar in Microsoft Outlook.

Selecting a Calendar View
Adjustable calendar views allow you to view your calendar by day, week, or month. To adjust your calendar view, follow these steps:
1. Click CALENDAR in the Navigation pane (Outlook 2010) or Navigation bar (Outlook 2013).
2. On the Home tab, click the desired view in the Arrange group.

Scheduling an Appointment
When you need to block time for a project, you can schedule an appointment in Outlook. Follow these steps to schedule an appointment using Outlook’s calendar.
1. Click CALENDAR in the Navigation pane (Outlook 2010) or Navigation bar (Outlook 2013).
2. On the Home tab, click NEW APPOINTMENT.

Calendar features in Microsoft Outlook.


3. On the Untitled Appointment window, enter information in the Subject and Location fields.
4. To add a desired start and end date and time, adjust the times using the down arrows and make selections from the list of dates and times.
5. To receive a reminder, in the Options group, click the down arrow for the REMINDER list and select how much time before the appointment you would like the reminder to appear.
6. In the body of the message, enter any other information you deem necessary.
7. Click SAVE & CLOSE.

Scheduling a Meeting
You can schedule a meeting with one or more people using the Scheduling Assistant tool in Outlook. This feature allows you to send one meeting request to a group of people rather than having to send separate emails to each one. Follow these steps to schedule a meeting:
1. Click CALENDAR in the Navigation pane (Outlook 2010) or Navigation bar (Outlook 2013).
2. On the Home tab, click NEW MEETING.
3. On the Untitled Meeting window, click SCHEDULING. The Scheduling Assistant will display.
4. To select meeting attendees from your address book, click SCHEDULING.
a. Select the attendees and click either the REQUIRED or OPTIONAL button.
b. When you are finished, click OK.
5. Click APPOINTMENT on the Meeting tab.
6. Enter the subject of the meeting in the Subject field.
7. Enter the location of the meeting in the Location field.
8. Set the time for the meeting using the Start Time and End Time fields.
9. In the body of the appointment message, enter information about the purpose of the meeting. If you have a meeting agenda, copy and paste it in the body of the meeting message.
10. When you are finished, click SEND.

Contact and Distribution Lists
Contact information can be stored in Outlook for the individuals with whom you regularly communicate. You can store names, addresses, phone numbers, and email addresses. Anyone who sends you an email can quickly be added to your contact list. You can also manually enter information about your contacts.

Adding Contacts
You can add contacts from the File menu or from an existing email message. To add a contact manually from the File menu, follow these steps:
1. Click CONTACTS in the Navigation pane (Outlook 2010) or PEOPLE on the Navigation bar (Outlook 2013).
2. On the Home tab, click NEW CONTACT. The Contact window displays.
3. Enter the information you have in the appropriate field, such as full name, company, email address, and so forth.
4. When you are finished, click SAVE & CLOSE.
To add a contact from an existing email message, follow these steps:
1. Open the email message.
2. Right-click the person’s email address.
3. From the pop-up menu, click ADD TO OUTLOOK CONTACTS.

Making Distribution Lists
A distribution list is a group of email addresses for people who are generally related in some way. For example, you might want a distribution list for everyone in your workgroup or all of the team members for a particular project. To create a distribution list, follow these steps:
1. Click CONTACTS in the Navigation pane (Outlook 2010) or PEOPLE on the Navigation bar (Outlook 2013).
2. Click NEW CONTACT GROUP on the Home tab.
3. In the Name field, enter a name for the distribution list.
4. Click ADD MEMBERS.
5. From the drop-down list, click FROM OUTLOOK CONTACTS.
6. A list of your Outlook contacts displays. Select the members you want to add, then click the MEMBERS button.
7. Click OK when you are finished.
8. Click SAVE & CLOSE.
9. The distribution list will be available as one of your Outlook contacts. Select it when sending a message just like any other entry in your contact list.

Using the Tasks Feature in Outlook
A day in the life of a typical administrative assistant is filled with to-do lists, telephone messages, and emails. Rather than letting your desk pile up with Post-it notes, bombarding your boss with telephone message slips, or letting your email inbox fill up with hundreds, or even thousands, of messages, consider using the Tasks feature in Microsoft Outlook to organize your life.
If you learn to use the Tasks feature, you can plan your work effort and be more effective and productive. Tasks can also help you avoid feeling overwhelmed, when too much work gets piled upon you at one time. If you combine the Tasks feature with scheduling appointments in Outlook, you can prioritize your assignments and more effectively communicate delivery times with individuals who are expecting information from you.
If you and your manager both agree to use Outlook tasks, your manager can assign tasks to you electronically. When you complete a task, your manager will be updated automatically.

Using Tasks in Outlook involves the following:
- Viewing tasks
- Creating a new task
- Creating recurring tasks
- Assigning tasks
- Accepting a task
- Updating the status of a task
- Marking a task complete

Viewing Tasks in Outlook
Outlook’s Task feature creates an electronic to-do list. It is also fully integrated with Outlook’s calendar. Follow these steps to view Tasks in Outlook:
1. Click TASKS from the Outlook Navigation pane along the left sidebar (Outlook 2010) or Tasks on the Navigation bar (Outlook 2013).
2. You can view tasks in several different ways by clicking the appropriate radio button in the Navigation pane.
3. The Task Timeline view is useful when planning projects.
4. When you view email, if you maximize the right sidebar, you will see the to-do bar with a list of your tasks.

Creating a New Task in Outlook
Follow these steps to create a new task in Outlook:
1. While viewing tasks, click the NEW TASK icon on the far left of the Outlook toolbar.
2. An Untitled Task window will open.
3. Enter the description of the task in the Subject field. Also enter the Start Date and the Due Date.
4. Use the Status field to select the level of progress you’ve made on this task.
5. Use the % Complete field to list how much of the task has been completed.
6. Use the Priority field to set the priority.
7. Back on the Untitled Task window, you can put notes and other information about the task in the box below the reminder line.
8. You can set a reminder by clicking the REMINDER checkbox, and then selecting the time when you want to be reminded. At the appropriate time, a pop-up window will appear on your screen to remind you about the task.
9. You can group your tasks into color-coded categories by clicking CATEGORIES on the ribbon bar of the new Task window and then selecting one of the categories from the list.
10. To rename or add new categories, click ALL CATEGORIES from the Category menu.
11. Select a category and click the RENAME button to rename it.
12. Click the NEW button to add a new category to the list.
13. When you are finished click the OK button.
14. As an option, you can flag a task to follow up at a particular time by clicking the FOLLOW-UP icon on the ribbon bar of the new Task window and then selecting one of the items from the list.
15. To save your task and allow it to show up on your to-do list, click the SAVE & CLOSE icon on the ribbon bar of the new Task window. You should now see the new task on your to-do list.

Creating a Recurring Task
A recurring task is one that happens on a regular basis. For example, you might want to create a recurring task for your weekly status report. To create a recurring task, follow the same steps for creating a task. After entering the necessary information about the task, click the RECURRENCE button on the Task window toolbar. On the Task Recurrence dialog box, change the settings so the task will automatically recur based on the timing you select.

Assigning a Task
If you and your boss agree to use Outlook tasks as a way to assign work, your boss may create tasks and assign them to you. You would also be able to assign tasks to your boss, such as asking for reviews of material, or as a way to give your boss telephone messages. Follow these steps to assign a task:
1. To assign a task to someone else, start by creating a new task as previously described. After filling out the appropriate information on the New Task window, click the ASSIGN icon on the Ribbon Bar.
2. Enter the email address of the person to whom you want to assign the task in the To field. You can also check the box to indicate whether you want the task to appear on your own to-do list.
3. There is also a checkbox to indicate whether you would like to receive an email report when the task has been completed.
4. Click the SEND button to email the task request.

Accepting an Assigned Task
You may receive task assignments from your manager or colleagues as email messages in Outlook. Follow these steps to accept an assigned task:
1. To view the task, double-click the message in your Inbox.
2. To accept the task, click the green ACCEPT checkmark on the Ribbon Bar. Your to-do list will be updated with the task automatically.

Updating the Status of a Task
If a task has been assigned to you, when you update the status, the person who assigned it to you will be automatically notified of your status change. Follow these steps to update the status on a task:
1. Click TASKS from the Outlook Navigation pane along the left sidebar (Outlook 2010) or Tasks on the Navigation bar (Outlook 2013).
2. Double-click the task you want to update from the list. The Task window will display.
3. Click the Status field and update the status.
4. Click the up or down arrows for the % COMPLETE field to update the completion status.
5. Click SAVE & CLOSE.

Marking a Task as Completed
When you finish a task, you should mark it as completed. If the task was assigned to you by someone else, when you mark it as completed, the person who created the task for you will be notified. To complete a task, follow these steps:
1. Click TASKS from the Outlook Navigation pane along the left sidebar (Outlook 2010) or Tasks on the Navigation bar (Outlook 2013).
2. Double-click the task you want to complete from the list. The Task window will display.
3. Click MARK COMPLETE. The Task window will automatically close.