Ribbon
Folders
Messages
Navigation
Bar
Reading
Pane
Zoom
Tabs
Message
Search
Quick
Access
Schedule a Meeting
Meeting requests are used for multiple attendees.
1. Click the date/time on the calendar for the meeting.
If needed, the date/time can be changed later.
2. Click Home tab if needed and then New Meeting.
3. In the To: field, type the first name of an attendee.
Repeat and as each name is recognized, press Enter.
4. Complete the Subject and Location fields as needed.
5. Change the End Time as needed.
6. Click Send.
Check Attendee Availability for a Meeting
1. Click Home tab and then New Meeting.
2. In the To: field, type the names of the attendees.
3. Click Scheduling Assistant on the ribbon.
4. Click new date/time to move meeting.
Drag an edge to increase/decrease time.
5. Complete the Subject and Location fields as needed.
6. Click Send.
Edit a Meeting
1. Double-click the meeting to open.
a. If it is a recurring appointment or meeting,
choose Just This One or The Entire Series.
2. Change details as needed.
3. Click Send Update to notify attendees.
Respond to a Meeting Request
1. Double-click the request.
2. Click Accept, Tentative, or Decline on the ribbon.
If accepted, the meeting will be added to your
calendar.
Create a Recurring Appointment or Meeting
1. Click Home tab and then New Appointment or
Meeting.
2. Complete the Subject and Location fields as needed.
3. Click Recurrence on the ribbon.
4. Complete needed fields and then click OK.
5. Click Save & Close or Send if it is a group meeting.
Share a Calendar
1. Open your calendar.
2. Click Share Calendar on the ribbon.
A new message window opens.
3. Type recipient‘s name:
a. If last name typed, click Check Names on ribbon
and choose recipient.
b. If first name typed and the system provides
correct option, press Enter.
4. Choose an access level from the Details list.
5. Click Send.
6. Click Yes to confirm sharing a read-only view.
View a Shared Calendar
1. Open your calendar and then click Open Calendar
on the ribbon.
2. Choose Open Shared Calendar
3. Enter a first and last name and press Enter.
The calendar appears on the right.
Note: Check/uncheck name check boxes to display
and hide calendars.
Calendar Peek
Hover over Calendar on the Navigation Pane to view the
days of appointments.
More Resources
HSCLink webpage for tipsheets and information:
http://hsc.unm.edu/email/
Lynda.com for online training
http://lynda.unm.edu/
Login using your UNMNetID
The Ribbon
The ribbon contains a series of tabs and commands
grouped by function. The ribbon tabs and commands
change for Messages, Calendar, People and Tasks.
Restore/Minimize Ribbon
To minimize or restore the ribbon, press CTRL + F1.
The Navigation Bar
Navigate between Mail, Calendar and People views.
Sort Messages
Click column heading such as date, click again to
reverse the order.
Alternatively, click VIEW tab and choose a sort
method in the Arrangement group.
Filter Read/Unread Messages
To view unread messages only, from the HOME tab,
click UNREAD at the top of the message list.
To view all messages, both read/unread, click All.
Search for Message
1. Open Inbox or folder to be searched.
2. Type search word into Search field and then press
Enter. As an alternative, click Magnifying glass.
To clear search, click the X in the search box.
Turn On/Off Email Alert
Set this option to be alerted when an email arrives. Alert
displays at the bottom right of your screen.
1. Click File, then Options, then Mail.
2. Under Message arrival, click Display a Desktop Alert
check\uncheck box.
3. And then click OK.
Read Message
Double-click to open, press ESC key to close.
Reading Pane Option:
o Click View on the ribbon and then Reading
Pane. Choose location, either Right or Bottom
o Watch for Alert Messages in the email:
View Message Attachment
To fully open the attachment, double-click the link.
When done viewing, close the attachment program
(Word, PowerPoint, etc.) to return to Outlook.
Save Attachment
1. From within the message, click the attachment link
and then click Save As on the ribbon.
2. Navigate to the location to which you want to save
and then click Save.
09/16/2014
Provided by: UNM Hospitals Computer Learning Technologies
Alert
Message
View the Calendar
Click Calendar on the navigation bar (bottom left).
Set Calendar Options
1. Click File, Options and then Calendar.
2. Set options as needed and then click OK.
Calendar Viewing Options
Click HOME tab on the ribbon and then choose a view:
Quick Enter an Appointment
Use to enter appointments for yourself only.
1. On the calendar, click the date/time for the
appointment.
2. Type an appointment Subject.
3. Press Enter on your keyboard.
Grab the bottom of the appointment and drag down
to extend the time. Click and drag appointments to
different date/times.
Schedule a Detailed Appointment
1. Double-click on the calendar the date/time for the
appointment.
2. Complete the Subject and Location fields as needed.
3. Change the Date and/or Start/End Times as needed.
4. Enter additional details into the text area.
5. Click Save & Close.
Mark Appointment/Meeting Private
1. Right-click any appointment or meeting.
2. Click Private.
Archived Email
After 60 days, email is moved to Outlook Archive folder.
Click folder to access. Up to 1 year will be available.
Older email will still be available in Groupwise.
Reply to Message:
1. From within an open message,
click Reply (<Ctrl> + <R>) or Reply All (<Alt> + <L>).
2. Complete the message and then click Send.
Forward a Message:
1. From within an open message click Forward.
2. Complete the message and then click Send.
Delete Message(s):
Click the message and then press the Delete key.
To delete multiple messages, press Ctrl and then
click each message to be deleted. Finally, press the
Delete key.
Send Message
1. Click Home Tab.
2. Click New Email. (<Ctrl> + <N>)
3. Type first or last name in the To… field.
4. Click Check Names on the ribbon.
5. Double-click the desired name.
If needed, use Address Book:
a. Click Address Book. (<Shift> + <Ctrl> + <B>)
b. Type first name in Search field.
System automatically searches.
c. Double-click the name.
Name(s) are added to the To… field.
Notes:
Highlight the name and click CC or BCC to add
names to those fields.
To remove name, click name and press Delete.
6. Click OK.
7. Type a Subject and a Message in the body.
8. Click Send.
Send Message with High Importance
From within a new email, click High Importance on the
ribbon.
Request a Read Receipt
Outlook allows the message recipient to decline to send
read receipts.
1. From within a new email, click Options Tab.
2. Then click Request a Read Receipt check box.
Set Reply Request
1. From within a new message, click Follow Up on the
ribbon.
2. Click Add Reminder.
3. Click Flag for Recipients check box.
4. Click Reminder check box and choose a date/time.
5. Click OK.
Recall or Resend Message(s):
1. From within the Sent Items folder, double click to
open the message in a new window.
2. Click Actions in the Move section.
3. Click Recall this message or Resend.
Creating a Distribution List (Group)
1. Select People from the Navigation Bar.
2. Click New Contact Group.
3. Type group name in the Name box.
4. Click Add Members, choose From Address Book
5. Type first and last name in Search box.
Note: System will automatically search.
6. Double-click each name you wish to add. Repeat
steps 5 & 6 to add more members to the group.
7. Click OK when done.
8. Click Save & Close. (<Ctrl> + <S>)
Create Folders
1. Right-click on Inbox.
2. Click New Folder.
3. Type folder name and then press the Enter key .
Edit Folder Name
1. Right-click folder name.
2. Click Rename Folder.
3. Type new name and press the Enter key.
Removing Folders
1. Right-click folder name.
2. Click Delete Folder.
3. Click Yes.
Moving or Copying Messages into Folders
Click and drag message into desired folder.
Create Signature
1. From within a new mail message, click Signature on
the ribbon and then choose Signatures…
2. Click New.
3. Type a name for signature.
4. Click OK.
Note: Assigning a name serves as a way to identify them
as multiple signatures may be created.
5. Type signature elements in the Edit Signature box.
Note: Set signature defaults by choosing signature from
“New Message” and/or “Replies/forwards” drop-downs.
6. Click OK. Repeat steps 2—5 to add more signatures.
NOTE: if default signatures are not set, simply click
Signatures on the ribbon and select the signature name
you wish to use.
Delete/Edit/Rename Signature
1. Click File then Options.
2. Click Mail in the menu to the left.
3. Click Signatures.
4. Select the signature name
5. Complete desire action:
Click Delete then click Yes.
Edit text in the Edit Signature box then click OK.
Click Rename, edit name and then click OK.
Using Out of Office Assistant
1. Click File.
2. Click Info.
3. Click Automatic Replies.
4. Click Send Automatic Replies radio button.
5. Click Only send during this time range check box.
6. Enter Start and End date and times.
7. Type your reply message under the Inside My
Organization tab.
Note: This reply will only go to internal users.
8. Type your reply message under the Outside My
Organization tab.
Note: This reply will only go to external users.
9. Click OK when done.
Turning off the Out Of Office Assistant
From within your Inbox, click Turn off.
Create Rule
1. From within your inbox, click Rules on the ribbon,
then Manage Rules and Alerts.
2. Click New Rule.
3. Choose a template from the top pane.
4. Then choose rule specifics in the lower pane by
clicking the underlined value. Then click Next>.
5. Choose additional Conditions if needed and click
Next>.
6. Choose Exceptions if needed and click Next>.
7. Type rule name if needed and click Finish.
8. Click OK.
