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Microsoft Outlook 2016: Part One


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Outlook is Microsoft’s personal information management software. Used mainly as an email application, it also includes?calendar, task manager, contact manager, and note taking features

This is the first course in a two-part series focusing on Microsoft Outlook 2016. Topics covered include:

  • Getting started with Microsoft Outlook 2016
  • Composing messages
  • Reading and responding to messages
  • Managing messages, calendar, and contacts
  • Working with Tasks and Notes
  • Customizing the Outlook environment

Like all Velsoft training materials, we include everything that you need to train: instructor guide, student manual, PowerPoint slides, exercise files,

quick reference guide, lesson plan, and course outline. Best of all, everything is customizable!

About This Course

Course Prerequisites

Course Overview

Course Objectives

How To Use This Book

Lesson 1: Getting Started with Outlook 2016

TOPIC A: Navigate the Outlook Interface


E-mail Addresses

Microsoft Outlook 2016

Items and Folders

Components of the Outlook Interface

Components of the Ribbon

The Backstage View

The Mail Workspace

Mail Folders

Read and Unread Messages

Message Icons

The Calendar Workspace

The People Workspace

Additional Outlook Tools


Activity 1-1

TOPIC B: Perform Basic E-mail Functions

The Message Form

Message Form Tabs

Inline Replies

Replying to Messages

Forwarding Messages

Print Options

Moving Messages

The Deleted Items Folder

The Clutter Folder

Activity 1-2

TOPIC C: Use Outlook Help

Using Tell Me

Accessing Advanced Help Options

Activity 1-3


Review Questions

Lesson 2: Composing Messages

TOPIC A: Create an E-mail Message

The Address Book

Microsoft Exchange Server

Global Address List


Activity 2-1

TOPIC B: Check Spelling and Grammar

The AutoCorrect Feature

The Spelling and Grammar Checker

Components of the Spelling and Grammar Dialog Box

Activity 2-2

TOPIC C: Format Message Content

Message Formats

Font Options

Paste Options

Paste Special

Live Preview

The Mini Toolbar

Activity 2-3

TOPIC D: Attach Files and Items


Saving Attachments

Creating Attachments

Outlook Items as Attachments

Attachment Reminder

Activity 2-4

TOPIC E: Enhance an E-mail Message

The Illustrations Group


The Screenshot Tool

The Text Group

Quick Parts


Contextual Tabs

The Background Removal Tool




Activity 2-5

TOPIC F: Manage Automatic Message Content

Stationery and Themes

Font Options


Activity 2-6


Review Questions

Lesson 3: Reading and Responding to Messages

TOPIC A: Customize Reading Options

Desktop Alerts

Pane Views

Message Preview


Mail Options

Activity 3-1

TOPIC B: Work with Attachments

Attachment Preview

Printing Attachments

Activity 3-2

TOPIC C: Manage Your Message Responses

The InfoBar

Voting Options

Tracking Options

The Resend Option

The Recall Option

Activity 3-3


Review Questions

Lesson 4: Managing Your Messages

TOPIC A: Manage Messages Using Tags, Flags, and Other Commands

Marking Messages as Unread/Read

Color Categories

Flagging Messages for Follow-Up

Follow-Up Flag Options

The Ignore Conversation Command

Clean Up Commands

Activity 4-1

TOPIC B: Organize Messages Using Folders

Default E-mail Folders

E-mail Folders on the Server

Personal Folders

Activity 4-2


Review Questions

Lesson 5: Managing Your Calendar

TOPIC A: View the Calendar

Types of Calendar Entries

Calendar Grid Arrangement Options

The Weather Bar

The Daily Task List

Calendar Layout Options

Overlaying Calendars with Schedule View

Deleting Calendars

Activity 5-1

TOPIC B: Manage Appointments

The Appointment Form

Creating Recurring Events


Show As Options

The Private Option

Categorizing Appointments

Setting Appointment Priority

Searching Appointments

Printing Appointments

Forwarding Appointments

Activity 5-2

TOPIC C: Manage Meetings

The Meeting Scheduling Process

The Meeting Form

The Room Finder Pane

The Scheduling Assistant

Sharing Meeting Notes Using OneNote

Meeting Response Options

Updating a Meeting Request

Cancelling a Meeting

Proposing a New Time for a Meeting

Activity 5-3

TOPIC D: Print Your Calendar

Calendar Print Styles

Activity 5-4


Review Questions

Lesson 6: Managing Your Contacts

TOPIC A: Create and Update Contacts


The People Workspace

The Contact Form

Linking Contact Notes to a Contact

Tagging Contacts

Secondary Address Books

Importing Contacts

Forwarding Contacts

Deleting Contacts

Activity 6-1

TOPIC B: View and Organize Contacts

Electronic Business Cards

Contact Views

The People Pane

The Search People Tool

Contacts Print Styles

Activity 6-2


Review Questions

Lesson 7: Working with Tasks and Notes

TOPIC A: Create Tasks


Task Form

Creating Recurring Tasks

Task Views

Server Tasks

Task Options

Print Tasks

Activity 7-1

TOPIC B: Manage Tasks

Searching Tasks

Assign Tasks

Tagging Tasks

Marking a Task as Complete

Moving Tasks

Activity 7-2

TOPIC C: Manage Notes


Note Form

Note Views

Categorizing Notes

Printing Notes

Activity 7-3


Review Questions

Lesson 8: Customizing the Outlook Environment

TOPIC A: Customize the Outlook Interface

Setting General Outlook Options

Customizing Quick Access Toolbar Buttons

Moving the Quick Access Toolbar

Minimizing the Ribbon Interface

Customizing the Ribbon

Resetting Customizations

Activity 8-1

TOPIC B: Create and Manage Quick Steps

Quick Steps

Using Quick Steps

Creating Quick Steps

The Manage Quick Steps Dialog Box

Resetting Quick Steps

Activity 8-2


Review Questions

Lesson Labs

Lesson 1

Lesson Lab 1-1

Lesson 2

Lesson Lab 2-1

Lesson Lab 2-2

Lesson Lab 2-3

Lesson 3

Lesson Lab 3-1

Lesson 4

Lesson Lab 4-1

Lesson 5

Lesson Lab 5-1

Lesson Lab 5-2

Lesson 6

Lesson Lab 6-1

Lesson 7

Lesson Lab 7-1

Lesson 8

Lesson Lab 8-1

Course Wrap-Up

Post-Course Assessment

Course Summary

Next Steps


Keyboard Shortcut Quick Reference Sheet



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