This document provides an overview of various features in Microsoft Outlook, including search functions, setting up out of office messages, creating rules to automate email workflows, managing tasks, using categories to organize emails and calendar items, recovering deleted items, and adding folders to favorites. It includes instructions for common Outlook tasks like searching, configuring out of office settings, creating rules, adding categories, and more. Exercises are provided throughout to allow users to practice the different Outlook features covered.

1. Windows
Handy shortcuts and file handling

2. Outlook
Miscellaneous

3. Introduction
• Exercises
• Please use your own MS Outlook client
• Open the VMWare View Client to log on to your
own personal virtual machine
• Separate page with exercises

4. Search (1)
• Instant search
• Available on most panes (Mail, Calendar,
Contacts, Tasks, …)
• <CTRL + E>
• Fastest way to find items
• Search in the selected folder
• More options: Search Ribbon (on top) is
automatically shown

5. Search (2)
• Search Ribbon
• Scope: where do you want to search?
• Current folder
• All Mail Items
• All Outlook Items
• Refine: what do you want to search
• Select filters
• Options
• Recent searches
• Advanced search
• Look for other items (e.g; appointments, tasks …)
• Possible to add direct filters in the search
bar
• Examples:
• from: kim.kesteloot@coleurope.eu
• received: 20/11/2014 .. 27/11/2014
• received:last week
• read:yes/no
• (Ex. 1.1 & 1.2)

6. Out of Office: introduction
• Autoreply message to contacts inside or outside
your organisation.
• File > Info > Out of Office > Automatic Replies

7. Out of Office: configuration
• Auto reply in a given timespan
• Possible to create different messages for
persons inside or outside your
organisation
• Always check the ‘Outside My
Organisation’ Tab
• Previous setting is used by default
(sometimes forgotten)
• Outside My Organisation
• Auto reply checkbox: activate/deactivate
• Sent emails to your contacts only or to
anyone

8. Out of Office: rules
• Automatic Replies > Rules
• Rules > Add rule
• Define criteria
• Define actions
• Set-up specific rules for incoming messages
• E,g. All e-mails should be forwarded to my
colleague during my absence
• Rules are only active when Out of Office is
turned on
• More options -> Rules wizard (next topic)
• (Ex. 2)

9. Automate e-mail flow: rules
• Home > Move > Rules
• Define criteria and actions when a
mail is received or sent:
• E.g. always move messages from
john.doe@coleurope.eu to your supplier
folder
• Select message
• Quick rule: always move messages
from/to
• Create rule: e-mail parameters are
automatically filled in

10. Manage rules
• Activate, change or delete existing
rules
• Create new rules: rules wizard
• = Query builder
• Select a template or blank rule
• Select condition(s) (e.g, received in a
specific date span)
• Select actions (e.g. move it / delete it)
• Select exceptions (rule is not applied
if…)
• (Ex. 3)

11. Tasks
• Tasks > My Tasks > Tasks
• Create new:
• Button ‘New Task’ or click in the
first row

12. New Tasks
• Tasks > My Tasks > Tasks
• Create new:
• Button ‘New Task’ or click in the
first row
• Possible to categorize tasks (see
next topic)
• Sent a Status Report to someone
e.g. after you modified or updated a
task
• Assign a task
• e.g. delegate a task to someone
else
• Mail to task
• Drag and drop e-mail to your task
pane
• (Ex. 4.1)

13. View Tasks
• Tasks > Home > Current View
• Select a specific view for your
tasks
• Add other columns to view
• Right click existing column >
Select ‘Field Chooser’ and drag
and drop the new column

14. Edit Tasks
• Double click existing task
• = same dialog windows as new task
• Possible to add details to task
• Tasks > Show > Details

15. Show task pane in mail view
• View > To-Do Bar > Task List

16. Categories
• Organize your items
• mails, calendar items, tasks, …
• Tag items with a specific category
• E.g. academic, course, invoice, rooms
• Home > Tags > Categorize
• New category
• Categorize > All categories > New
• Possible to add shortcut
• Apply category
• Right click item > Categorize or use defined
shortcut
• (Ex. 5)

17. Categories & views
• Group items by category
• View > Arrangement > Categories
• Sort A-Z
• View > Arrangement > Reverse Sort

18. Recover deleted items
• Mail > Folder > Cleanup > Recover
deleted items
• Items: messages, appointments, contacts,
tasks
• Select mail > Recover Selected Items
• Be aware
• retention time: 1 month
• (Ex. 6)

19. Add folders to favourites
• Select folder > right click,
select ‘Show in Favourites’
• Select folder > Tab ‘Folder’ >
‘Show in Favourites’

20. Q&A
Future questions?
• ICT intranet
 Training
 ICT Service Lunch ‘n Learn
• Helpdesk
http://ict.coleurope.eu
helpdesk.be@coleurope.eu
Tel 050 47 70 00