Outlook 2021: Using Functions, Folders and the Calendar

Name: Outlook 2021: Using Functions, Folders and the Calendar
Author: KIwanna Brackett

Learn how to organize email messages and create calendar appointments in Microsoft Outlook 2021.

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Course: On-Demand

Welcome to Microsoft Outlook 2021 Course for Beginners. In this lesson, we will review some basic functions that will be helpful in managing your email account effectively. We will review some of the following basic functions that can help to navigate and manage your email account in Outlook. We'll look at how to save messages as drafts, how to delete and restore email messages, how to change views, how to search for email content, how to print email messages, and how to mark an email as read or unread. To begin, we'll open up Outlook, and by default, you'll land on the homepage where you'll be able to access some of the key functions that we'll talk about today. So the first one we'll talk about is how to save a message as a draft. When you are creating an email, to send, there may be times where you need to save the email message and return to it later to complete and send. You have the ability to do that by using the Save options that are available. To navigate to the Save options, on the New Message window, you will click on the File tab, and you can choose the option to Save. And by default, it'll save it in your draft folder in your folder pane, or you can choose the option to Save As to designate the location of where that message will be saved. So for this lesson, we're gonna click Save, and then we're gonna close the email message. To get back to it, once you're ready to complete the email to prepare it to send, you'll navigate to the folder pane and click on the Drafts folder. Here, you can click on the draft to open and access the email, complete your message, and then click Send to deliver it to the intended recipient. Or you've completed the message, but you wanna take time to review it prior to sending. So you can use the Save option as a way to store it for later. The next function that we wanna look at is the ability to delete messages and restore deleted messages in cases where you might need to. To delete a message, you navigate to the specific message that you no longer need, and you have two options to delete. The first is there should be a Delete icon. It looks like a little trash can. To the right, you can click on here to delete. Or you can right click and then select Delete out of the dropdown list to delete the message from your inbox. Once it's deleted, it will go to your Deleted Items folder. Now, this is great when you are trying to clean up your email account and reduce clutter. But there may be times where you may delete a email by accident, and you want to be able to restore that email to its original location. To do that, you'll navigate to the Delete folder in your folder pane. Select the email that was deleted accidentally. And you can right click and choose Move and move it to the designated location, or you can click and drag it to the folder that you want to move the message to. So in this case, I deleted the message from the inbox accidentally so I want to place it back in that folder. So I'm gonna choose the option Move to Inbox to move it back to that location. Definitely great if you delete an email and then decide later that you still need access or still need to use that email. The next option that we want to look at that's available in Outlook is the ability to change the view to give you different ways to access and review your email information. To change the views, you'll go to the View tab on your ribbon, and in the Current View group, you'll click on the Change View button. And you have three options here for views that you can navigate between: Compact, Single view or Preview. So depending on what function you're performing at that time or how you're trying to navigate through the information, you can choose a view that will best support the way in which you're currently working within the Outlook messages. Next, we wanna talk about the search options. Depending on how many emails you may have in your email account, there might be an email that you're looking for and it could be time consuming to scroll through all of your emails to try and find it. You can use your search feature as a way to locate and access any emails that you are looking for to be able to shorten that time in searching and accessing that information. So to search for email content, you would click in the Search box at the top of your screen, and you have an option to search by the name of the sender of the email or by a subject that will help you to identify an email based on subject. So the first option I'm gonna choose is to search for emails from kb instructor. And when I do that, any email messages I have from that email address should pop up. If I'm unsuccessful using that option, as I stated, you can also search by subject. So I know I sent some emails to a coworker about procedures. So I can search for procedures, and it will pull up any emails that has the word procedure somewhere within the message, whether it be the subject line or within the body of the email. Then I can search through the list of items in my results to be able to find the email that I'm looking for. So that search feature is definitely great in helping you to cut down the time and looking for information in your email account. The next option we want to talk through is how to print an email message. There may be times where you wanna print that email to review the information in more detail or save it for later use. So to do so, you will open up the email and then click File and Print to give you the options for printing. To print, you would select the specific printer that you wanna print to, if it's not set to that printer by default, and then click Print to send the email message to the printer. You can also print to PDF to save an electronic copy of the email, selecting and then clicking Print. And if you do so, then you'll be prompted to name it and then select the location of where you wanna save the email, if you wanna save an electronic or print of your email message. The last feature that we'll look at in this lesson is how to mark a email message as read or unread. If you're working in Outlook and you want to mark a email that you've read already as unread, you would navigate to the Home tab, and in the Tags group, you can click on the Unread/Read button to toggle back and forth between the two options. So when I click on the button, if it was read, it will now be indicated as unread, and you'll notice the difference is the title, the subject line is kind of highlighted in blue. That lets me know that message has not been read. And if I want to indicate that the message has been read, if I reviewed it already, I can click on the same button to switch it to unread. That can be helpful in helping you navigate through messages that you have in your email account. So these are awesome basic functions that can definitely help you in being more effective in managing your Outlook account. And hopefully you'll be able to put this information to use. Thank you for watching.

Beginner Provider : KIwanna Brackett 6 Lessons · 1h in Arabic, German, English, Spanish, French, Portuguese, Chinese

Course Description

One way to effectively manage email communication in Microsoft Outlook is to create folders to organize messages. In this course we will explore the types of folders that can be utilized in Outlook for email management. Outlook can also serve as an electronic calendar to track and manage upcoming appointments. We will explore how to create, edit, and track appointments in Outlook, and how to set up recurring appointments.

In this course on Using Functions, Folders, and Calendar in Microsoft Outlook, you will learn how to organize email messages using Outlook folders and functions; create and manage calendar appointments; and manage messages classified as junk mail.

What You'll Learn

Organize email messages using Outlook folders and basic functions
Create and edit calendar appointments in Outlook
Set up and edit recurring appointments
Use the to-do bar to track upcoming appointments
Manage email messages classified as junk mail

Key Takeaways

Outlook folders can be used to organize and manage email messages effectively.
Outlook can serve as an electronic calendar to track and manage upcoming appointments.
Appointments in Outlook can be created, edited, and set up to recur.
The to-do bar helps track upcoming appointments.
Outlook includes functions for managing messages classified as junk mail.

Frequently Asked Questions

What will I learn in this Outlook 2021 course?

You will learn how to organize email messages using Outlook folders and functions, create and manage calendar appointments, set up recurring appointments, track upcoming appointments with the to-do bar, and manage messages classified as junk mail.

What topics do the lessons cover?

The course covers using basic Outlook functions, organizing mail with folders, creating and editing calendar appointments, creating recurring appointments, tracking upcoming appointments, and managing junk mail.

Which Microsoft Outlook skills does this course build?

It builds skills in Microsoft Outlook, calendaring and calendar management, Microsoft Calendar, email management, and Outlook Add-Ins.

Does this course cover the Outlook calendar?

Yes. It explains how to use Outlook as an electronic calendar, including creating, editing, and tracking appointments and setting up recurring appointments.