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Course Reference Handout

MICROSOFT
OUTLOOK -
Contact us at Learn iT!
HANDOUT
(415) 693-0250
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Ribbon:
The Ribbon in Outlook replaces what were known as the Standard Toolbar and the Formatting Toolbar in previous versions of
1 Outlook. To switch the display from one set of commands to another on the Ribbon, click on the Command Tabs, which were known
as the Menu Bar commands in previous versions of Outlook.

The File Tab:

2 The File Tab, located at the far left of the Ribbon, replaces the File Menu command from previous versions of Outlook. This activates
a screen within Office applications known as the “Backstage View.”

The Quick Access Toolbar:

3 The Quick Access Toolbar is a customizable toolbar in Outlook 2016. Add the command buttons that you use most often to the Quick
Access Toolbar. To customize the Quick Access Toolbar, click the arrow on the right edge.

Command Tabs:
4 Click a tab name to view commands that are specific to that name. You will notice that additional tabs will be added to the far right
of the Ribbon when utilizing specific features within the application.

Ribbon Groups:
5 The commands on each tab are separated into groups. Sometimes you will see an option button in the bottom right-hand corner of
a group. Click this button to see additional commands related to the group.

6 Window Control Buttons:

From left to right, these are the Ribbon Display, Minimize, Maximize/Restore, and Close commands.

Navigation Pane:
7 This pane is the easiest way to get around in Outlook. It contains links to various folders so that you can easily view your mailbox
folders, contacts, calendar, task, and more.

Reading Pane:
8 View the contents of the selected item from the Main Working Area here. In the illustration above, the contents of a selected
message in the Inbox are being displayed.

Navigation Bar Folder Shortcuts:

9 Navigate the various folders of Outlook (Mail, Calendar, People, and Tasks) by clicking these icons. Simply point to the icons to “peek”
at the information that is available in each.

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Creating and Sending New Emails:
To begin a new email message, click the New Email button located at the far left of the Home Ribbon – or press the CTRL + N keys.

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Message Ribbon Tabs: Recipient Buttons:

1 Various command tabs that are specific to creating a new Click the To or Cc buttons to select the email’s recipients
email message.
6 via your company address book (Global Address List), your
Contacts list, or other Outlook email address books. You
Font Formatting Group: can also enter recipient names directly into the areas to the
2 This is a group of commands on the Message tab of the right of these buttons.
Ribbon for formatting your message text.
Subject Line:
Attach File Button: 7 Type the subject of the message here. Subjects should be
3 Use this to attach files such as documents, spreadsheets, specific and concise.
PDFs, or photos to an outgoing email message.
Message Body:
Signature Button: Type the main content of your outgoing message here.
4 Use this to insert Automatic Signatures into the email 8 Use formatting options to emphasize key words or phrases
message below your message text. within the message body area.

Send Button:
5 Click the Send button to send your message to the message
9 Tell Me Bar:
A search bar for all tools and settings.
recipients.

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1 Theme Options:
Set the formatting theme for the message. 3
Bcc and From Buttons:
Add the Bcc and From buttons to the email message
window.
2 Options Tab:
Display options for the current email message.
4 Voting Buttons:
Enable the Voting Button options for the current email.

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Tracking Options: Delay Delivery Button:
5 Select this to track when the message was received by its 7 Select this to delay the delivery of a message to a different
recipients or to request the reader to let you know when the date or time.
message was read.
Direct Replies To Button:
Save Sent Items To Button: 8 Use this to select another person in charge of receiving the
6 Choose this to select where to save a copy of your sent replies to the message.
message.

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1 New Appointment/Meeting Buttons:

Click to begin creating a new appointment or meeting.
Calendars List:
This displays your own personal calendars as well as those
7 of others who have granted you permission to open their
Go To Buttons: calendars.
2 Click the Today button to display the current date or the
Next 7 Days button to display the next 7 days in the calendar, Calendar Main Working Area:
including the current date. 8 Displays meetings and appointments for the selected day(s)
from the Navigation Calendar.
Arrange Buttons:
3 Click this to change Calendar views, such as viewing a single
day, the whole month, or the Schedule.

Open Calendar Button:

4 Click this to open a co-worker’s calendar after receiving
permission to do so.

Share Buttons:
5 Includes options to send your scheduled appointments
and meetings to another person via email or to share your
calendar with a co-worker.

Navigation Calendar(s):
6 Select days in a Navigation Calendar to display the selected
day(s) in your Calendar Working Area.

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1 Save & Close Button:

This saves an appointment to your calendar. When creating a Meeting Invitation, this will change to the Send Invitation button.

2 Show Buttons:
Switch between regular appointment or meeting details and the Scheduling Assistant.

3 Invite Attendees Button:

Convert the appointment into a meeting and add the To: recipient area in order to invite others to the meeting.

4 Show As and Reminder Options:

Set your availability status and activate the reminder for the appointment or meeting.

5 Recurrence Button:
Set a recurring pattern of dates for the appointment or meeting.

6 Time Zones Button:

This gives you the ability to set the time for the appointment or meeting in another time zone.

7 Categorize Button:
This applies a category to the appointment or meeting.

8 Private & Priority Buttons:

Use these to set the appointment or meeting as Private and High or Low Priority.

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