Maximizing Productivity with Microsoft Outlook
BASIC USE OF MICROSOFT
OUTLOOK
Presented by Andrew Oberste, St. Landry Parish School Board
Why should I use Outlook?
To sort and keep track of emails.
Organize and retrieve information quickly.
When are you scheduled to work events/games?
Keep track of class schedule.
Keep track of appointments.
When is your next test/quiz?
Keep track of project due dates.
Make folders to categorize
(Ex: Specific Class, Teachers, Principal, Central Office, Parents, Important, Not
Important, etc.)
Use search and search folders to
Automatically search for certain emails.
Maybe you misplaced an email that contained important info.
Have a folder with messages that just contain attachments
Maybe you sent an email, and want to verify that it was sent.
How can I organize my E-mails?
Personalize E-mails with custom signatures.
Personalize with themes.
Insert files, folders, pictures, etc.
Attachments
Importance/Priority Ratings
Turn Them into Meetings/Appointments/Tasks
Scheduled Delivery
What can I do with E-mails in
Outlook?
How to Create a Signature
Manage your schedule by making
appointments.
Let Outlook remind you of class events, IEP
meetings, observations, tests, or anything else
you ask it to.
Invite others to appointments you make.
View the calendars of other Outlook users.
What else?
How do I make an appointment?
(1) On the
blank
calendar
screen,
click
N
ew
on the
upper left
hand side
of Outlook.
(2) A box will
pop-up.
Example: SUBJECT; write Test
In LOCATION; write Your Room Number
START TIME/END TIME; select Thursdau 7/27/2017, 9:00am as Start time, and 10:00am as End
time.
Click SAVE & CLOSE on the top left.
Step-by-step Instructions for Making an Appointment
Your Appointment is Now on Your Calendar!
The next
slides will
show you
how to
advance
your
appoint-
ment-
making
skills.
Invite Attendees / Creating Meetings
WHY YOU’LL
USE IT: This
allows you to
create
calendar
events and turn
them into
meetings
where you will
invite people
to attend.
On appointment sheet,
click “Invite Attendees”
The picture above is an
example of what the
box will look like.
To cancel, simply click
cancel invitation & a
cancelation e-mail will
be sent.
(1)
Type the email addresses of members of your group into the
box next to “To..” button
(2)
Type what the meeting is for in Subject
(3)
Type where the meeting will take place in Location
(4)
Include start time and end time
(5)
Include a note for the email recipients
Your event saves itself as an
appointment on your calendar!
Shared Calendars
Share your Calander with your
team so they know your schedule
and can plan around it.
Useful for: IEPs, Professional
Development, Tests, Observations,
Pacing
Shared Calendars
Share your Calander with your
team so they know your schedule
and can plan around it.
Useful for: IEPs, Professional
Development, Tests, Observations,
Pacing
Recurrence
WHY YOU’LL
USE IT: Things
that happen at
certain
intervals. This
will allow you
to create one
event. The
reoccurring
scheduling will
actually place
this event in the
correct place
on the
calendar
according to
the
reoccurrence
time.
Groups
Groups are a
way of
combining
multiple email
recipients into
one easy
group to
access when
sending email
Instead of
picking the
same multiple
people every
time, you can
just send mail
to the group
Creating a Contact Group
Click New Item, Go to “More
Items”, Select “Contract Groups”
Groups can be useful to save time
when emailing multiple people,
especially groups you email often
Basic Folder Rules
To keep your
organized,
you can
create folders
for specific
people,
events, and
groups, etc
and set a rule
where mail is
automactially
filed to that
location
Pick your Folder
This will also
search your
current inbox
with the
criteria you
selected and
move every
message that
it pertains
with to that
specific folder.
Search Folders
You can create
folders that
have search
your current
mailbox for
certain
parameters
(Attachments,
mail older than
certain date,
unread mail,
mail from a
certain person,
etc) and act
like a real
folder
Search Folders
You can create
folders that
have search
your current
mailbox for
certain
parameters
(Attachments,
mail older than
certain date,
unread mail,
mail from a
certain person,
etc) and act
like a real
folder
Digital Handout
Use this link or
take a picture
to use the QR
code to
download this
handout.
Download this Powerpoint for later use
https://tinyurl.com/outlookASO
This PowerPoint presentation is the property of St Landry Parish Computer Center. It
may not be reproduced without written consent.
www.slp.k12.la.us
Special thanks to Jackie Oberste for her input and design help with this presentation
.
Enhance your efficiency with Microsoft Outlook by learning how to organize emails, create appointments, manage schedules, categorize messages, and personalize your communication. Discover the benefits of using Outlook for keeping track of important events, deadlines, and tasks. Get step-by-step instructions on creating appointments, organizing emails, and utilizing Outlook's features effectively.
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Presentation Transcript
BASIC USE OF MICROSOFT OUTLOOK Presented by Andrew Oberste, St. Landry Parish School Board
Why should I use Outlook? To sort and keep track of emails. Organize and retrieve information quickly. When are you scheduled to work events/games? Keep track of class schedule. Keep track of appointments. When is your next test/quiz? Keep track of project due dates.
How can I organize my E-mails? Make folders to categorize (Ex: Specific Class, Teachers, Principal, Central Office, Parents, Important, Not Important, etc.) Use search and search folders to Automatically search for certain emails. Maybe you misplaced an email that contained important info. Have a folder with messages that just contain attachments Maybe you sent an email, and want to verify that it was sent.
What can I do with E-mails in Outlook? Personalize E-mails with custom signatures. Personalize with themes. Insert files, folders, pictures, etc. Attachments Importance/Priority Ratings Turn Them into Meetings/Appointments/Tasks Scheduled Delivery
What else? Manage your schedule by making appointments. Let Outlook remind you of class events, IEP meetings, observations, tests, or anything else you ask it to. Invite others to appointments you make. View the calendars of other Outlook users.
How do I make an appointment? (1) On the blank calendar screen, click New on the upper left hand side of Outlook. (2) A box will pop-up.
Step-by-step Instructions for Making an Appointment Example: SUBJECT; write Test In LOCATION; write Your Room Number START TIME/END TIME; select Thursdau 7/27/2017, 9:00am as Start time, and 10:00am as End time. Click SAVE & CLOSE on the top left.
Your Appointment is Now on Your Calendar! The next slides will show you how to advance your appoint- ment- making skills.
Invite Attendees / Creating Meetings WHY YOU LL USE IT: This allows you to create calendar events and turn them into meetings where you will invite people to attend. On appointment sheet, click Invite Attendees (1) Type the email addresses of members of your group into the box next to To.. button (2) Type what the meeting is for in Subject (3) Type where the meeting will take place in Location (4) Include start time and end time (5) Include a note for the email recipients The picture above is an example of what the box will look like. To cancel, simply click cancel invitation & a cancelation e-mail will be sent.
Your event saves itself as an appointment on your calendar!
Shared Calendars Share your Calander with your team so they know your schedule and can plan around it. Useful for: IEPs, Professional Development, Tests, Observations, Pacing
Shared Calendars Share your Calander with your team so they know your schedule and can plan around it. Useful for: IEPs, Professional Development, Tests, Observations, Pacing
Recurrence WHY YOU LL USE IT: Things that happen at certain intervals. This will allow you to create one event. The reoccurring scheduling will actually place this event in the correct place on the calendar according to the reoccurrence time.
Groups Groups are a way of combining multiple email recipients into one easy group to access when sending email Instead of picking the same multiple people every time, you can just send mail to the group
Creating a Contact Group Groups can be useful to save time when emailing multiple people, especially groups you email often Click New Item, Go to More Items , Select Contract Groups
Basic Folder Rules To keep your email organized, you can create folders for specific people, events, and groups, etc and set a rule where mail is automactially filed to that location
Pick your Folder This will also search your current inbox with the criteria you selected and move every message that it pertains with to that specific folder.
Search Folders You can create folders that have search your current mailbox for certain parameters (Attachments, mail older than certain date, unread mail, mail from a certain person, etc) and act like a real folder
Search Folders You can create folders that have search your current mailbox for certain parameters (Attachments, mail older than certain date, unread mail, mail from a certain person, etc) and act like a real folder
Digital Handout Download this Powerpoint for later use Use this link or take a picture to use the QR code to download this handout. https://tinyurl.com/outlookASO
This PowerPoint presentation is the property of St Landry Parish Computer Center. It may not be reproduced without written consent. www.slp.k12.la.us Special thanks to Jackie Oberste for her input and design help with this presentation.
