Microsoft Outlook 2016: Level 2

Course Code: OU16L2

Duration: 1 Day

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Course Aims:

This course is aimed at people who want to learn how to advance their knowledge of Outlook as a personal information management tool and explore some of its built-in automation.

Course Pre-requisites:

Students who wish to attend this course should have attended the Outlook 2016 Level 1 course or possess good knowledge in the use of email and understand how to use the calendar, tasks, journal and notes folders in Outlook 2016.

Course Objectives:

On completion of this course delegates will be able to:
▪ Use advanced messaging, calendar and contact tools
▪ Automate Outlook using Rules
▪ Manage the mailbox
▪ Use Outlook to collaborate with colleagues
▪ Use instant and advanced search tools
▪ Customise Outlook views

Course Content:

Introduction and Objectives

Advanced Messaging Tools
▪ Requesting receipts
▪ Using voting buttons
▪ Recalling a message
▪ Resending a message
▪ Using Themes (stationery)
▪ Working with templates

Managing and Organising the Mailbox
▪ Using Mailbox Cleanup
▪ Viewing conversations
▪ Using conditional formatting
▪ Using colours to organise messages
▪ Using cross-component tools
▪ Using categories
▪ Managing categories
▪ Using ‘Instant Search’
▪ Using advanced search
▪ Creating search folders

Collaborating with others
▪ Sharing individual folders
▪ Accessing another person’s folder
▪ Sending calendar information
▪ Setting up delegate permissions
▪ Assigning tasks to other people

Appendix – Archiving messages (If time/relevant)
▪ Personal folders (.pst files)
▪ Archiving messages
▪ Setting global and auto-archive properties

Automating Message handling
▪ ‘Quick Steps’
▪ Add a Rule
▪ Change the value of a Rule
▪ Edit & delete a Rule
▪ Adding a Rule to an automatic reply

Advanced Calendar tools
▪ Customising the timescale and zone
▪ Customising the week display
▪ Proposing new meeting times
▪ Viewing suggested meeting times

Advanced Contacts tools
▪ Creating a contact group (distribution list)
▪ Creating a same company contact
▪ Using mail merge with Outlook
▪ Monitoring activities with Contacts
▪ Using Suggested Contacts
▪ Making changes to multiple contacts

Customising Views
▪ Adding and removing fields in a view
▪ Formatting columns
▪ Sorting items
▪ Filtering a view
▪ Grouping items
▪ Resetting a view
▪ Creating a custom view

Appendix – Managing Outlook Data (If time)
▪ Importing & exporting data

Action planning

Review of Programme