This comprehensive video course covers Microsoft Office Basics, focusing on Outlook and Teams. The Outlook segment teaches users to manage emails, schedule meetings, and organize their inbox using folders and search features. It also explains how to format content, attach files, track messages, and utilize recall and resend functions. The Teams portion introduces the collaboration platform’s purpose and navigation. Users will learn to create teams and channels, chat with colleagues, share screens and files, schedule meetings, and adjust notification settings. The goal is to improve efficiency in managing mailboxes, facilitating team collaboration and communication.

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Office Basics: Outlook and Teams Study Guide

I. Review Topics

Outlook Interface: Navigation of the Ribbon, Folder Pane, and Preview Pane.
Creating and Sending Messages: Addressing messages, subject lines, automatic spell check, and sending to multiple recipients.
Formatting Message Content: Using basic text formatting options, styles, and paragraph formatting.
Attaching Files and Items: Attaching files from your computer and OneDrive, and attaching Outlook items.
Tracking Messages: Requesting delivery and read receipts (and understanding the difference), and setting tracking as a default.
Recalling and Resending Messages: Understanding when recall is possible, and using the resend feature.
Organizing Messages: Marking messages for follow-up, and using folders (including creating new folders).
Search Folders: Creating and using search folders for unread mail, flagged items, and messages with attachments.
Outlook Calendar: Scheduling meetings and appointments, printing the calendar, and integrating email with the calendar.
Teams Purpose and Navigation: Understanding the purpose of Teams as a collaboration platform and navigating the Teams interface.
Setting up a Profile: Setting a profile picture and status.
Chatting with Colleagues: Engaging in one-on-one and group chats, and using video and audio calls.
Screen Sharing: Sharing your screen during a chat or meeting.
File Sharing via Chat: Sharing files with colleagues via chat.
Creating a Team: Creating a team from scratch and adding members.
Creating Channels: Creating channels for different topics within a team.
Creating a Post: Posting messages within a channel.
Searching in Teams: Searching for posts, files, and messages.
Scheduling Meetings: Scheduling meetings from Teams and Outlook (and understanding the benefits of each).
Notification Settings: Adjusting notification settings in Teams.

II. Quiz

Instructions: Answer the following questions in 2-3 sentences each.

What are the key components of the Outlook interface, and how do you navigate them?
How can you ensure that Outlook automatically checks your spelling and grammar before sending an email?
Explain the difference between a delivery receipt and a read receipt in Outlook.
Under what circumstances can you successfully recall an email in Outlook?
How can search folders help you manage your email more efficiently?
What is the difference between a meeting and an appointment in the Outlook calendar?
What is the primary purpose of Microsoft Teams as a collaboration platform?
How can you initiate a video call with a colleague in Teams?
How can you share a file with your teammates using Microsoft Teams?
What is a channel in Microsoft Teams, and what is its purpose?

III. Quiz Answer Key

The Outlook interface includes the Ribbon (with tabs like Home, Send/Receive, etc.), the Folder Pane (for navigating mailboxes), and the Preview Pane (for reading messages). You navigate by clicking on tabs in the Ribbon and selecting folders in the Folder Pane, or clicking on an email in the Preview Pane.
To ensure automatic spell check in Outlook, go to File > Options > Mail and check the box labeled “Always check spelling before sending.” This will automatically check the spelling and grammar when you click the Send button.
A delivery receipt confirms that an email has reached the recipient’s mailbox. A read receipt, on the other hand, is supposed to notify you when the recipient has opened and marked the email as read, though there is no guarantee that the email was actually read by the recipient.
You can successfully recall an email in Outlook only if the recipient has not yet opened and marked the email as read. Additionally, the recipient must be using an Outlook account within the same Exchange environment.
Search folders automatically organize emails based on specific criteria, such as unread messages, flagged items, or messages with attachments. This allows you to quickly access relevant emails without manually sorting through your inbox.
A meeting in the Outlook calendar involves multiple people and requires sending an invitation to attendees. An appointment, conversely, is a personal event or reminder on your calendar that does not involve inviting others.
Microsoft Teams is designed to be a persistent chat-based collaboration platform that facilitates document sharing, online meetings, and various other features for business communications and is used for organizing colleagues into work groups around topic-based discussion boards.
To initiate a video call in Teams, first open a chat with the colleague and then click the video camera icon at the top right of the chat window. This will start a video call with that person, and the video call screen will open.
Files can be shared with your teammates through file sharing functions of Microsoft Teams. Either upload a file to a chat by clicking the paperclip icon or upload the file to the general file sharing location associated with the specific Team.
A channel in Microsoft Teams is a dedicated conversation board within a team, focused on a specific topic or project. Channels help organize communication and discussions within a team.

IV. Essay Questions

Discuss the importance of email management in a professional setting, and explain how Outlook features like folders, search folders, and marking messages can enhance efficiency.
Compare and contrast the benefits of scheduling meetings from Outlook versus scheduling them from Microsoft Teams. In which situations might one be preferable over the other?
Describe the various ways Microsoft Teams facilitates collaboration among team members, and explain how these features can improve communication and productivity.
Imagine you are training a new employee on how to use Outlook and Teams. Outline the key features you would emphasize and explain why those features are essential for effective communication and collaboration.
Analyze the impact of Microsoft Teams on remote work and virtual teams. How does Teams address the challenges of remote collaboration, and what are its limitations?

V. Glossary of Key Terms

Channel (Teams): A dedicated section within a team focused on a specific topic, project, or department. It serves as a conversation board for team members.
Delivery Receipt (Outlook): A notification confirming that an email has reached the recipient’s mailbox.
Folder Pane (Outlook): The section in Outlook that displays your mailboxes, folders, and navigation options.
Meeting (Outlook): An event on the Outlook calendar that involves multiple attendees and requires an invitation.
Outlook Item (Outlook): An item from your email, calendar, contacts, or tasks that can be attached to an email message.
Persistent Chat (Teams): An ongoing chat history that is saved and accessible to all participants.
Preview Pane (Outlook): The section in Outlook that displays the content of an email message when selected.
Read Receipt (Outlook): A notification requesting confirmation that an email has been opened and marked as read by the recipient.
Recall (Outlook): An attempt to retract an email message that has already been sent.
Ribbon (Outlook/Teams): The strip at the top of the application window that contains tabs with various commands and options.
Search Folder (Outlook): A virtual folder that automatically organizes emails based on predefined criteria.
Team (Teams): A group of people in Microsoft Teams who work together on a common project, goal, or area of interest.

Office Basics: Mastering Outlook and Teams

Okay, here’s a briefing document summarizing the key themes and ideas from the provided text, which is a transcript of a video course on Office Basics, specifically focusing on Outlook and Teams.

Briefing Document: Office Basics Video Course (Outlook & Teams)

Overview:

This document summarizes the key themes and learning objectives of a “Learn It” video course on Office Basics, with a focus on Microsoft Outlook and Teams. The course aims to improve user efficiency and collaboration through practical demonstrations and step-by-step instructions. The instructor is Trish Connor Cato.

I. Outlook Module:

A. Core Themes & Learning Outcomes:

Efficient Mailbox Management: The course aims to improve the management of an Outlook mailbox. “Our learning outcomes here are that you will be more efficient when managing a mailbox.” This includes organizing messages, using folders and search folders, and effectively managing attachments.
Email Composition & Formatting: A key element is learning how to create, format, and send emails effectively. “We will ensure that spelling and grammar check happens automatically to avoid sending out messages with typos or poor grammar. We’ll learn how to format message content and attach files and items to messages.”
Message Tracking and Recall: Understanding features like read receipts, delivery receipts, and the ability to recall or resend messages.
Calendar Scheduling: Mastering the Outlook calendar for scheduling meetings and appointments. “We’ll switch over to the Outlook calendar and learn how to schedule meetings and how to print the calendar.”

B. Key Concepts and Functionality:

Outlook Interface Navigation: The course begins with a tour of the Outlook interface, including the ribbon, folder pane, and preview pane. “So let’s discuss the interface here in Outlook so at the top you have a search box and underneath that you have your Ribbon right Outlook ribbon…”
Email Creation and Addressing: Covers how to create new emails, add recipients, and use the address book. “We’ll create a new message and add recipients.” Also, explains the use of semicolons to separate multiple recipients.
Automatic Spelling and Grammar Check: Emphasis on enabling automatic spell check before sending emails. “You’ll learn how to set the system to automatically check your spelling and grammar when you go to send a message so you never forget…” The setting is found in File > Options > Mail, under “Always check spelling before sending.”
Formatting Message Content: Explores formatting options similar to Word, including font styles, sizes, and paragraph formatting.
Attaching Files and Items: Demonstrates how to attach files from a computer or cloud storage and how to insert Outlook items (e.g., other emails) into a message. “You’ll learn how to attach files in an email and we’ll get there by exploring these topics…”
Message Tracking and Receipts: Covers requesting delivery and read receipts to confirm message delivery and viewing. “For this one we want to make sure that the recipient receives and reads the message so we’re going to go to the options tab on the ribbon and in the tracking group we’re going to request a delivery receipt and request a read receipt…”
Recalling and Resending Messages: Explains how to recall a message (if unread) or resend it with modifications. “So Outlook has another feature that we’re going to learn about now and this one is the recall or resend feature maybe you click send on an email accidentally and you weren’t done typing it or you send the email to the wrong person…”
Organizing Messages with Folders: Demonstrates creating and using folders to organize emails. “Having organization in your outlook mailbox is critical as such we will learn how to how to Mark messages and how to organize messages using folders.”
Using Search Folders: Introduce “search folders”, to be able to get flagged messages in a cohesive manner, unread mail from all folders to improve efficiency.
Calendar Management: Scheduling meetings and appointments, and printing the calendar in different formats. “We’ll switch over to the Outlook calendar and learn how to schedule meetings and how to print the calendar.”
Integration of Email and Calendar: Shows how to drag an email to the calendar to create an appointment with the email’s content. “You can drag an email onto your calendar and have all the details right there instead of having to retype them and I think that’s just a cool thing to know.”

II. Teams Module:

A. Core Themes & Learning Outcomes:

Understanding Teams Purpose: To understand the purpose of teams, chat-based collaboration platform, document sharing, online meetings and useful features for business Communications.
Collaboration: Focuses on using Teams for collaborative work, including chat, video conferencing, and screen sharing. “The last part of this course dives into teams Microsoft’s chat based collaboration platform…”
Team and Channel Management: Learning how to create and manage teams and channels for different projects and topics. “Then we move into creating a team which is a group of colleagues with a related purpose creating a channel which is a conversation board between teammates so you can have different channels for different topics and ultimately we will create a post.”
Effective Communication: Using chat, video, and screen sharing features to communicate effectively with colleagues. “The learning outcomes are using call video conference and screen sharing features as well as setting up collaborative teams and topic channels…”

B. Key Concepts and Functionality:

Teams Interface and Navigation: Touring the Teams interface, including activity, chat, teams, calendar, and files sections. “I’m going to start on the left side of the screen and you have this navigation panel and I can click on activity and so it shows my feed at that point and I’ll see mentions replies and other notifications there…”
Setting up a Profile: Customizing profile picture and availability status. “One of the first things you may want to do when you start working in teams is setting up your profile.”
Chatting with Colleagues: Initiating and participating in chats, including group chats. “We’ll get into the team’s chatting feature by chatting with a colleague having a group chat making a video or phone call during a chat sharing your screen and sharing files via chat.”
Video and Audio Conferencing: Making video and audio calls, screen sharing during chats. “You have online video calling and screen sharing capabilities so a lot of my remote trainings are via Microsoft teams and I’m able to share my screen and the students are able to see it and follow along with what I’m doing…”
Sharing Files via Chat: Uploading and sharing files within chat conversations.
Creating and Managing Teams: Creating new teams and adding members. “Then we move into creating a team which is a group of colleagues with a related purpose…”
Creating Channels: Creating channels within a team for specific topics or projects. “Creating a channel which is a conversation board between teammates so you can have different channels for different topics…”
Posting Messages and Searching: Creating posts within channels and using the search feature to find information. “We’ll learn how to search for posts files and messages…”
Scheduling Meetings from Teams: Scheduling team meetings using the Teams calendar and scheduling assistant. “We’ll learn how to schedule meetings from teams before ending with adjusting our notification settings…”
Notification Settings: Configuring notification preferences. “Before ending with adjusting our notification settings.”

Conclusion:

The Office Basics video course, particularly the segments on Outlook and Teams, aims to equip users with the essential skills for effective communication, organization, and collaboration in a modern office environment. The course combines practical demonstrations with clear explanations of core functionality, making it accessible for users of varying skill levels.

Mastering Microsoft Outlook and Teams: A Practical FAQ

FAQ: Mastering Microsoft Outlook and Teams

1. What are the primary functions covered within Microsoft Outlook, as discussed in the provided text?

The text focuses on several key Outlook functions. These include navigating the interface, creating and sending new emails, managing recipients, ensuring automatic spelling and grammar checks, formatting message content, attaching files and items to emails, tracking messages (including recall and resend), marking messages for follow-up, organizing emails into folders, scheduling meetings using the Outlook calendar, and printing the calendar.

2. How can you ensure that spelling and grammar are automatically checked in Outlook before sending an email?

To enable automatic spelling and grammar checks, navigate to the File tab, select Options, then choose Mail. In the Compose messages section, ensure that the box labeled “Always check spelling before sending” is checked. With this setting enabled, Outlook will automatically perform a spelling and grammar check every time you click the Send button.

3. What are “search folders” in Outlook, and how do they enhance email organization?

Search folders are virtual folders that display emails based on specific search criteria, regardless of their location within your mailbox. The text recommends creating search folders for unread mail, mail flagged for follow-up, and mail with attachments. These folders allow you to quickly access all emails meeting those criteria without manually browsing through numerous subfolders, thereby increasing efficiency. For example, the ‘mail with attachments’ search folder helps to quickly identify large attachments that might be eating up mailbox space.

4. What is the difference between a “meeting” and an “appointment” in Outlook, and how do you schedule a meeting?

In Outlook, a meeting involves multiple attendees, whereas an appointment is a single event in your own personal calendar. To schedule a meeting, navigate to your calendar, select a time slot, and then click “New Meeting.” Add the required attendees, set the time and location, include a message if neccessary, and send the invitation. Recipients will receive the meeting request and will be able to accept, tentatively accept, or decline the invitation.

5. What is the general purpose of Microsoft Teams, and what are its main features?

Microsoft Teams is a chat-based collaboration platform designed to enhance business communication and teamwork. It offers features such as persistent chat (between individuals, groups, and teams), file sharing, online meetings, video conferencing, screen sharing, and the ability to create collaborative teams and channels for focused discussions. Teams supports integration with other apps, and Audio conferencing provides phone access to meetings

6. How do you create a new team and a new channel within that team in Microsoft Teams?

To create a team, click “Join or create a team” at the bottom of the Teams section, and select “Create team.” Choose to create it from scratch, and select whether the team is private or public. Give your team a name and description. After creating the team, you can add members from within and outside of your organization. To create a channel within a team, click the ellipsis next to the team name and select “Add channel.” Name the channel and determine its privacy settings (standard for all team members or private for specific teammates).

7. How can you use the search function effectively in Microsoft Teams?

The search bar at the top of the Teams window allows you to search for messages, files, people, and more. Typing a keyword (e.g., “Excel”) will return relevant results. The slash (“/”) command provides a list of actions you can take, such as starting a chat or viewing recent files. Search can be used to quickly find information or content within Teams.

8. What steps are involved in scheduling a meeting using the Teams calendar, and how does it integrate with Outlook?

To schedule a meeting from the Teams calendar, navigate to the Calendar tab, select a desired time slot, and click “New meeting.” Add required attendees, set the time, add a channel to the meeting, and enter details. Send the invitation. Scheduled meetings will appear on both your Teams calendar and your Outlook calendar, demonstrating the seamless integration between the two platforms. You can also schedule from Outlook and include an attachment that isn’t possible when scheduling from within Teams.

Outlook Interface Overview

In Outlook, the interface includes several key components:

Search Box At the top.
Ribbon Located beneath the search box, the ribbon contains tabs such as Home, Send and Receive, Folder, and View. Depending on the context, such as when composing a message, the ribbon changes to display relevant tabs like Message, Insert, Options, Format Text, and Review. The ribbon can be customized.
Quick Access Toolbar Usually displayed above the ribbon, but can be customized to appear below it.
Folder Pane Situated on the left side of the screen, the folder pane contains folders such as the inbox. It can be minimized, expanded, and pinned to remain open. The folder pane also provides access to the mail icon for the inbox, calendar, contacts, and to-do list.
Mail Section In the middle section of the interface, the mail section displays a preview of messages.
Preview Pane Located on the right, the preview pane allows users to view the content of messages without opening them.
Status Bar At the bottom of the screen, the status bar displays information such as the number of items in the inbox and connection status. It also includes view buttons for normal and reading views, as well as a zoom slider.

Outlook Email Formatting Guide

When composing emails in Outlook, the message content can be formatted similarly to working in Word.

Where to find formatting options:

Message Tab The message tab on the ribbon provides basic text formatting options in the ‘Basic Text’ group.
Format Text Tab The ‘Format Text’ tab also has a ‘Font’ group (previously named ‘Basic Text’ group) with styles and formatting options, and a ‘Paragraph’ group.

How to format:

To format text, select the desired text in the message body.
Use the tools in the ‘Font’ group to modify the font, size, color, and style (bold, italic, underline). For example, the letter “I” can be selected to italicize, or the font size can be increased using the large letter “A”.
Styles can be applied to titles or headings to change their appearance. On the ‘Format Text’ tab, hover over different heading styles in the ‘Styles’ group to preview their impact on the text.
Normal formatting or pre-defined styles can be applied.

Teams Chat: Features and Usage

The Teams chat feature allows for communication between individuals and groups.

Key aspects of using chat in Teams:

Starting a Chat To begin a new chat, click the new chat button, and enter the name, email, group, or tag of the person you want to message.
Chat Features You can format messages, set delivery options, attach items, use emojis, GIFs, and stickers, schedule meetings, access Stream, give praise, use approvals, and more.
Group Chats You can include additional people in a chat by clicking “Add people” in the upper right corner of the chat screen. Adding someone to an existing chat creates a group chat. You can name the group chat using the pencil icon. Note that adding an external user to a chat may disable video and audio call, and screen sharing functions.
Chat Organization Your most recent chats appear at the top of the chat list. You can pop out a chat into a new window using the arrow icon.
Video and Audio Calls In a chat with members of your organization, you can initiate a video or audio call using the corresponding icons in the upper right corner.
Screen Sharing During a call, you can share your screen by clicking the share button. A red border appears around the screen being shared.
File Sharing You can share files via chat by clicking the paper clip icon below the message input area and uploading a file from your computer or OneDrive.

Outlook Calendar: Meetings, Appointments, and Integration

To schedule meetings and appointments using the Outlook calendar, remember that meetings involve multiple people while appointments are for personal scheduling.

Accessing the Calendar

In Outlook, the calendar can be accessed by clicking the calendar icon at the bottom of the folder pane.
To view the calendar and email inbox simultaneously, right-click the calendar icon and choose to open the calendar in a new window.

Scheduling a Meeting

Select a time slot on the calendar and click ‘New Meeting’ on the ribbon.
Add a title, invite attendees, set the duration, and type a message.
A location can be specified for the meeting.
Files can be attached to the meeting invitation via the insert tab.
The scheduling assistant can be used to view the availability of attendees.
Once the details are complete, click ‘Send’.
The meeting will then appear on the calendar.
Invited attendees will receive a meeting invitation. The meeting is added to their calendar once they accept the invitation.

Scheduling an Appointment

To create an appointment, double-click on a time slot in the calendar.
Enter the details of the appointment, such as the subject and time.
An appointment is for personal scheduling and does not involve inviting others.

Printing the Calendar

To print the calendar, use the Ctrl+P shortcut key to access the print preview.
Select a print style, such as daily, weekly, or monthly.
A date range for printing can be specified in the print options.
Click ‘Print’ to print the calendar.

Integrating Email and Calendar

Emails can be dragged directly onto the calendar to create an appointment.
Click and hold on an email, then drag it to a date and time on the calendar.
This creates an appointment with the email subject as the title and the email content in the body.
The appointment can then be turned into a meeting by inviting attendees.

Scheduling Teams Meetings from Outlook Calendar

When scheduling from the Outlook calendar, select ‘Teams Meeting’ on the calendar ribbon.
This creates a Teams meeting, and invitees can be added.
Files can be attached to the meeting invitation, a feature not currently available when scheduling a Teams meeting from within Teams itself.

Microsoft Teams: Notification and Settings Guide

In Teams, notification settings can be adjusted to control how you are alerted to different activities.

To access the notification settings:

Go to the settings and more ellipses to the left of your profile picture and go into settings.
Go to Notifications.

Key settings and options include:

Missed Activity Emails: Choose how often you receive emails about missed activities or turn them off.
Notification Style: Choose “Teams built-in.”
Message Preview: Choose whether to show message previews in notifications.
Play sound for incoming calls and notifications: Turn on or off notification sounds.
Teams and Channels: Customize notifications for all activity, mentions, and replies. Choose to receive desktop and activity notifications or customize the settings.
Custom Notifications: You can customize what you’re getting notifications for and how you receive them. For example, you can choose to get a banner and a feed, only show in feed, or turn notifications off.
Mentions: Choose to be notified when you’re mentioned in a channel, including pop-up banners if you are working in Outlook.

Other settings that can be accessed include:

File settings: Set files to always open Word, PowerPoint, and Excel files in Teams.
General Tab: You can change the theme, chat density and language and enable spell check, and schedule out of office.

Office 2021 Basics: Outlook & Teams

The Original Text

welcome everyone I’m Trish Connor Cato and this is the office Basics video course the first part of the module covers Outlook the email calendaring program from Microsoft as with all applications will be introduced to the interface and learn how to start a new message and add message recipients we will ensure that spelling and grammar check happens automatically to avoid sending out messages with typos or poor grammar we’ll learn how to format message content and attach files and items to messages then we’ll move on to tracking messages and how to use the recall and resend message feature of Outlook having organization in your outlook mailbox is critical as such we will learn how to how to Mark messages and how to organize messages using folders we’ll switch over to the Outlook calendar and learn how to schedule meetings and how to print the calendar the last part of this course dives into teams Microsoft’s chat based collaboration platform we’ll start by gaining an understanding of the purpose of teams then we’ll learn how to navigate in teams and set up a profile we’ll get into the team’s chatting feature by chatting with a colleague having a group chat making a video or phone call during a chat sharing your screen and sharing files via chat then we move into creating a team which is a group of colleagues with a related purpose creating a channel which is a conversation board between teammates so you can have different channels for different topics and ultimately we will create a post we’ll learn how to search for posts files and messages and how to schedule meetings from teams before ending with adjusting our notification settings as mentioned module 2 begins with Outlook and ends with teams so we’re going to get started with Outlook now our learning outcomes here are that you will be more efficient when managing a mailbox and you’ll be able to attach files in an email and we’ll get there by exploring these topics we’ll start by navigating the Outlook interface like we did with Excel and PowerPoint will create a new message and add recipients you’ll learn how to set the system to automatically check your spelling and grammar when you go to send a message so you never forget and you’ll learn how to format the message content we’ll attach files and items to emails you’ll learn how to track messages recall and resend messages and Mark messages then we’ll get into organizing messages using folders scheduling meetings on the Outlook calendar and how to print the calendar so I’ve already launched Outlook I launched it from my taskbar and again you can go to your office your Windows button or your search button to search for it and launch the application so let’s discuss the interface here in Outlook so at the top you have a search box and underneath that you have your Ribbon right Outlook ribbon you have your Home tab send and receive tab folder tab view tab you may or may not have your developer tab up there you have a help Tab and you may or may not have acrobat and you don’t need developer or acrobat for what we’re doing in here I’m back on the Home tab underneath the ribbon here I have a little bit of a quick access toolbar and normally the quick access toolbar shows above the ribbon right but this one here if I go to the down arrow next to it I can tell it to show above the ribbon so now it’s above the ribbon and that of course can be customized like any other office program on the left side of your screen you have your folder Pane and I can minimize it by doing that left Arrow at the top of it and expand it again by doing the right arrow and then if I want it to stay open I can pin the folder pane by using the push pin there so it’s back to the way it was when we came in here so these are the folders that you have in your folder pane now on mine I have a lot of folders underneath my inbox and you’ll learn how to do that but your basic folders are here I have multiple emails coming into I actually have three different email addresses that come into this Outlook so I have personal and then I have this training one as well as my main one and so at the very bottom of the folder pane you have the mail icon where in the inbox you can get to your calendar from there you can get to your contacts you can get to your to-do list from there as well at the bottom and then in the middle section you have your mail this is where your mail comes up and you’re seeing a little bit of a preview of all of the messages and then over on the right you have a preview pane so if I click on any of the messages in my inbox then I can actually see the message in the preview pane I don’t actually have to double click to open the message if I don’t want to so you have a little bit of a status bar at the very bottom so it tells me I have 121 items right now in this particular inbox and then over to the right it lets me know all my folders are up to date I’m connected I have a couple of view buttons normal view which we’re in and reading view which will expand the screen a little bit more or it should and then you do have a zoom slider over there so that is your navigation you know getting used to navigating an Outlook I mean you’re going to use the ribbon you’re going to use the folder pane to switch to different things so now we’re ready to create an email message so the first button on the Home tab is new mail or when you’re sitting in your inbox you can do control and the letter n as in New to bring up a new mail window and by the way in Outlook if I was in the calendar and I did control and it would bring me a new appointment window so depending on where you are you’ll get a different result so now I’m in this Untitled message right and notice the ribbon has changed when you’re in a message it starts with the message tab you have insert tab options format text review and help so to address your message you can simply type an email address if the email is already in your contacts it will pop up so I’m going to type an email address here that is not in my contacts and it’s not even a real email address it’ll give me a suggestion but that doesn’t mean that it’s a real email address it just means that it’s accepting it and it’s formatted that way so you can use an email even if the person is not in your contact list I’m going to change that one I want to address it to my training email which is in my contacts right and so that one shows up with the little yellow icon on it because it’s in my contacts and it’s letting me know that that person is you know free for the next eight hours kind of thing so that’s because they’re in my contact list and I can close that so you should put a subject for your email and this is going to be Outlook communication and then you click in the body and you type your email so I’m going to say hello Trish this is an Outlook communication for the learn it video course of office basics and then I’ll just type my name I know it’s weird sending it to Trish from Trish but it’s a different email address and you have a message now notice when we address the message to training it put a colon after training and that means I can just keep adding more recipients if I wanted to put another email address up there I can just click it there here’s my recent people but I can just click there and I can type another email address or start typing a contact name and pop it in there so they just need to be separated by semicolons if you want to send it to multiple people and so now I am actually going to click Send and notice that spell check happens automatically I’m going to show you the setting to ensure that that happens automatically for you if it’s not happening right now your message is already sent but we want to get it set so that when you click Send spell check happens so learn it is correct so I’m going to just say ignore all and it sent the message now how do I know that it sent the message well I can go to my sent items folder and you can see that sent message there let me collapse all these groups and just expand today so you can see my Outlook communication message has been sent and I went back to my inbox so everything you send goes into your sent items I believe the setting is a default setting now but I want to show you the setting that causes spell check to happen as soon as you click Send on a message so we’re going to go to the file tab on the ribbon and on the bottom left we’re going to go to options and then Outlook options on the left you’re going to click on mail so this setting right here always checks Spelling before sending is what enables that and you want to make sure that is checked otherwise you would have to go within your message you’d have to go to the review tab before sending and check the spelling this will make it happen automatically so always check Spelling before sending and we can cancel out of Outlook options foreign so since I sent that message to my other account I want to show you what it looks like when I receive a new email if I go to my inbox I already clicked on it but if I go to my inbox here you’ll see this email right that I sent from my other self and I can just with it being selected I can look at it and the preview pane over on the right now I’m going to go back to my normal inbox and we’re going to do another new email and I’m going to address it to my other self again and by the way you can send emails to yourself I’m using a different account but you can actually send emails to the account that you’re sending an email from and so I have it addressed and the subject for this one is going to be format message content and I’m gonna type please let me know the progress on the slideshow again the presentation is scheduled for Tuesday and I’d like it in my hands by Monday so I can rehearse thank you all right so when it comes to formatting message content it’s very similar to working in word I’m going to just select the text of my message and right there on the message tab of the ribbon you have your basic text group right you also have a format text tab on the ribbon which has the basic text group it’s now called the font group as well as all kinds of styles and other formatting things you have your paragraph group there as all of that kind of stuff so in the font group I’m going to just make the font italicized right I use the letter I I could have done control I there right and I want to make the font size a little bit larger so I’m going to use the big letter A here to increase the font size just one click so that now it’s 12 point and I’m not going to give it a font color go ahead and make it bold as well so something like that so normal formatting or you can use some Styles and stuff and I’m not going to use the style for this email but just simple basic formatting right and I’m going to go ahead and send and let’s immediately do another new email address it to whoever you’ve been addressing them to even if it’s yourself right and this subject is going to be more formatting and in the message type the word Monday press enter twice and type review slash rehearse presentation enter enter Tuesday presentation day Wednesday feedback collected and analyzed Thursday and I’m just making this up off the top of my head Implement changes Friday present to company something like that and then what you’re going to do is you’re going to select Monday now if you hold down your control key you can go ahead and select Tuesday Wednesday and I’m double clicking on these days you can double click a word to select it my control key down Thursday and Friday and then we’re going to go to the format text tab on the ribbon and in the Styles group hover over heading one and you’ll see how it’s impacting the days of the week in your message hover over heading 2 and it’ll be like yeah that’s a better one so I’m going to give that a heading to style for those titles and you can go ahead and send that message so now we’re going to create a new message and we’re going to attach the Excel file that we used in module one to that message before we do that I want to point out your indicator when you have new messages in your inbox if you look at my inbox over here you’ll see that I have two unread messages if I click on that inbox those are the format message content and more formatting messages that we created and sent if I click on more formatting and I can read the message in the preview Pane and then I click on format message content more formatting becomes marked as read as soon as I move away from it it will mark it as red so now it says I only have one unread item in this inbox and when I click away from format message content that is marked as red so now I don’t have any new messages in that inbox gonna go back to my main one and we’re going to do new email again address it and the subject is going to be Excel Essentials yeah the subject is going to be Excel Essentials the body of the message I’m going to type hi I’ve attached the Excel Essentials file for your review if there are any changes needed I have to have them by Monday thanks and then Trish now there are two places where you can attach a file from on the message tab you have attach file right it also includes attaching an item which we’ll talk about separately if the file is on OneDrive or SharePoint you can get to those locations or you can browse your computer that’s one place where you can attach or you can go to the insert tab of the ribbon and they have the include group there you have attach file and that gives you the web locations in your PC but a separate item there is Outlook item so I’m going to just use that attach file browse this PC and I’m in the directory where I save that Excel Essentials file and I’m going to just double click it so let’s say I attached a wrong file right underneath the subject you can see your attachment and I could do the drop down arrow and choose remove it if I had double clicked the wrong file I’m not going to do that I’m going to leave it there and now I’m going to send now let’s go ahead and do another new email and address it and the subject is going to be Outlook item and I’m going to just type in the body please review and let me know what you think thanks Trish I’m gonna go to the insert tab of the ribbon and this time instead of attach file I’m going to choose Outlook item and so basically it’s showing me stuff from my inbox or I could navigate to different folders right so you can forward an email to somebody but this is another way of getting an email to someone if you don’t want to do the forward so I’m going to just select from last week I had this Microsoft power automate July newsletter is what I’m going to select right that’s what I want so I double clicked it and it inserted it into this message and we’re going to go ahead and send so it shows me I have the two unread items in my other mailbox and when you get an email with an attachment it will show the paper clip right so you’ll see the paper clip that indicates it has an attachment so I’m going to click on the Excel Essentials one and one of the best pieces of advice I can give you when you’re working in Outlook is if you receive an attachment and you need to keep it get rid of it in your outlook so I’m going to go over to the preview pane I’m going to do the down arrow next to excel Essentials and I can save if I had five different files attached to this email I could then save all attachments so you want to get in the habit and I’m going to just say save as right and I’m just going to throw it onto my desktop real quick I don’t want to put it in the same directory where I got it from so I’m going to just put it on my desktop save it there and once I have it saved on my system I can remove the attachment in Outlook large attachments can eat up the space in your inbox so you want to get in the habit if you need to keep an attachment save it to your computer and then remove it from the email so I’m going to go to the drop down arrow and I’m going to choose remove attachment and I’m going to confirm that I’m removing it and that way I still have the email but I don’t have the attachment that attachment takes up space in my inbox and so you you have a limited amount of space right depending on your organization setup and what will happen if you start getting you know to that limit you won’t be able to receive emails ultimately so if you get in this habit that will help you from getting to that limit as quickly as possible so the Outlook item this is the newsletter here and I can save this as well or I can just remove it once I open it and look at it so I’m going to open it I won’t remove this one I’ll open it and it shows me the newsletter right and everything now notice that some of the like icons the pictures are not showing so up here it’ll give you this blue band if there’s an issue so you click there and you choose download pictures and then you’ll see that it looks better and I’m going to go ahead and close that message and so I’m going to save the changes yeah it’s not going to let me but that’s okay so I’ll just say no and that’s because we told it to download the pictures and stuff like that I’m going to click away from that message so it’s marked as red and I’m going to go back to my main inbox go ahead and bring up a new message and address it and the subject is going to be tracking a message and I’m going to type hi would you please let me know if you can meet for lunch on Wednesday at Applebee’s I’ll just put in Applebee’s for this thanks Trish now for this one we want to make sure that the recipient receives and reads the message so we’re going to go to the options tab on the ribbon and in the tracking group we’re going to request a delivery receipt and request a read receipt so the delivery receipt really only means that the email hit the recipient’s inbox so it’s in their inbox the read receipt is supposed to track when the message has been read don’t it doesn’t mean that the recipient read the message so you know when we click on a message and then go to another message it marks the previous message as read well did they really read it that’s the case but anyway you’ll get a notification in either case and we’re going to go ahead and send if your spell check comes up I’m going to just add Applebee’s to the dictionary and so immediately almost immediately I get my delivered response right it hit my email it hit the recipient’s inbox so you get that delivered message okay great I know it’s in their inbox now I’m gonna go to my other inbox and I’m gonna actually reply to this message and I’m gonna say absolutely what time works for you and I’m gonna send it when I go back to my other inbox you’ll see well it’ll update in a moment so I delivered my tracking message and I got my response and I should get my read receipt as well because it’s marked as red now another little thing if you go to descend and receive and you can do send and receive all folders it does it periodically I mean when you send something it initiates that process but if you think something is stuck you can click that send receive all folders and it will sync everything and if there’s anything hanging out there it will come through so I’ll let that send and receive process happen it’s still hourglassing for a minute and I’m not sure why my system is being crazy right now but I should have gotten a read receipt which would say your message has been read by the following recipient because that is marked as read I don’t know why that didn’t happen I hope it happened for you but again the delivery receipt only means it’s in the recipient’s mailbox the read receipt would mean that they actually read the message and again I apologize I can’t get my read receipt to show up now we did that from within the new message window if you want to track messages all your messages you won’t have to go to that options Tab and check the boxes if you set it up as a default and I’m going to show you how to do that now let’s go back to file options and click mail again on the left side and you’re going to scroll down so notice we have different topics here compose messages Outlook pains we’re going to scroll down until we see track messages tracking rather and in track message you can for all messages sent you can request a delivery and a read receipt here and that way it will happen automatically all the time if you want that enabled go ahead and check those two boxes and click ok I’m going to actually uncheck mine and click ok so that way you won’t have to do it on a message by message basis it will always do that for all the messages that you send foreign so Outlook has another feature that we’re going to learn about now and this one is the recall or resend feature maybe you click send on an email accidentally and you weren’t done typing it or you send the email to the wrong person as long as that person doesn’t read the email you will be able to recall it or another situation is you send out an email to a person and then after you click send you realize that you wanted to send that email to multiple people so in that case you can use the resend feature and either change the recipients or the content of the email now we’re going to set up to do this now let’s do another new email message and address it and we’re going to call this one recall email as the subject and I’m gonna type this is a demo for the video course and we will attempt to recall this email and I’m going to click Send so it’s saying you may have forgotten to attach a file sometimes this will pop up sometimes it’s useful sometimes it’s not I didn’t want to attach anything I’m going to choose send anyway now in order to try to recall that message I’m not going to go to my other email and read it I’m going to just make believe I haven’t seen it and I need to go from my inbox to my sent items and then I’m going to open that recall email message and sent items and go to the file tab of the ribbon and this is where you will find the message resend and recall features so I’m going to click on resend or recall and we’re going to select recall this message so it will tell you that some recipients may have already read this message and if they haven’t right you can tell it to just delete unread copies of this message or you could delete unread copies and replace with a new message we’re going to leave it on delete unread copies of this message and we’re going to leave the Box checked at the bottom tell me if the recall succeeds or fails for each recipient so if I sent this to 10 recipients and five of them read it it should be able to recall it from the five who haven’t read it and I’m going to click ok so it lets me know in the scent item that I tried to recall this message and it gives me the date and time I’m going to go ahead and close that message go back to my inbox up here and it lets me know that I got a message recall success so that message has been removed from my other inbox right because I didn’t read it in there and that’s why the recall was successful and I got that recall message now we’ll do it again let’s do another new email address it and we’ll call this recall message two we are going to attempt to recall this message and then send this time I’m going to go to my other inbox and I’m going to mark that messages read by clicking on it and away from it so I’ve made it red it’s marked as red I’m going to go back to my sent items folder and I’m going to open up the recall message to I’m going to go to the file tab resend or recall and I’m going to choose recall again I’m going to leave the same options and click ok I’m going to close that sent item go back to my inbox and you’ll see that I got a message recall failure this time because it was already read now we’re going to do another one let’s do another new email here address it and we’re going to call this resend and I’m going to type I’d like to and then make believe that my phone rings somebody comes in the office I get distracted I need to switch to a different screen and I actually accidentally on purpose click Send okay so in my sent items I’m going to open up that resend message go to the file tab and I’m going to go to resend or recall again and this time I’m going to choose resend this message and so it gives me the option to add more recipients or finish the sentence I’d like to finish typing this message contents and then I can go ahead and send it and I’m going to close the original sent item and so if I go to my other inbox I could have recalled the original one and then did a resend but they’re gonna get both right so the I like to and then this one so recall and resend can be very handy for you it’s just not foolproof meaning that if you send the message and somebody reads it or it’s marked as read you will not be able to recall it so you have the ability to Mark messages important messages that you might need to follow up on or you know for a variety of reasons you might want to mark your messages you’ll notice in my inbox I have several messages in here that have these flags on them and that’s what happens when you mark a message so I’m going to show you how to do this I have a message in my inbox you could do this on any message in your inbox it doesn’t matter I’m actually going to go to my other inbox where I some of the messages we sent are and I’m going to hover over a message and on the right side when I hover over the message when I see the flag I’m actually going to right click on the flag so I can set a flag for today tomorrow this week next week no date custom whatever right and so I’m gonna say this Outlook communication I want to take a look at this again next week so I’m going to just put the next week flag on there right and for another message the more formatting message now if I click just click on the flag right it just puts a flag it didn’t have just follow up right if I right click then I get to say so when I don’t right click it will give me the today flag if I do right click then I can choose next week or a custom option and thing like that right so one of the things I want to introduce here that will make it easier for you to find your flag messages and I’m going to kind of add this to the course we’re going to talk about search folders in a little while and it’ll be a great way for you to be able to get to all of your flagged messages quickly so hold that thought it’s not like you’re going to want to go through your inbox and scroll down to see every flag and then look at the flag to see what’s going on with it right that’s not how this is going to work that’s not very efficient so you’ll learn about search folders in just a little while and then you’ll be able to see how to get these flags in a cohesive manner so marking messages is one way of organization which you’ll see when we learn about search folders but another organization technique the most typical one is organizing using folders so in my main mailbox under my inbox I have that expand arrow in front of it I have a bunch of different folders different topics some of them are clients some of them are just like my LinkedIn stuff my Microsoft stuff that comes in and that way I can organize my messages now I’m going to show you how to set up folders underneath your inbox so you can literally right click on inbox and choose new folder and then you just type the name of the folder and we’re going to call this office basics and it puts it in your folders lists mine because I had other folders there it’s an alphabetical order and when I click on that folder it’s empty I’m going to go back to my inbox right and I am going to just move some these message recalls and the delivered one I’m gonna move those to that folder right so I can select the first one and just drag and drop it on top of office basics I can select I’m gonna actually do the rest of these three for today so I’m gonna select the first one hold down shift and click on the last one for today and I’m gonna drag those to the office Basics folder so now those are not in my regular inbox anymore they’re in a subfolder of the inbox for organization purposes now this is the tricky part right I have all of these different folders and so if I get and I have some rules set up so if I get email from this particular client the Netherlands it goes directly into that folder and then that folder will have the number one or two however many unread emails are in there if you’re going to use the folder structure that’s not going to be as efficient as it can be because you don’t want to have to go to each of your folders to read your mail items and this is where search folders come in so what I’m going to do is I just collapsed my inbox real quick and you’ll notice in your folder pane you have search folders I’m going to click on search folders and I’m going to choose new search folder so the one that I always always recommend to people well there’s a couple that I always recommend but unread mail so I’m gonna just that’s already selected I’m going to click ok so now I have an unread mail folder right click on search folders and choose new search folder and then I’m going to select mail flagged for follow-up and click ok and then there’s one more that I recommend right click on search folders new search folder and I’m going to say mail with attachments under organizing mail and click ok so this is how this works let me get out of this with attachments I’ll just go back to my regular inbox first right so first of all I have five things marked for follow-up here if you wanna in your inbox in this inbox in your inbox if you want to Mark a few things for follow-up then all of them can be accessed from this four follow-up folder so I don’t have to look through my inbox to see everything with a flag right it’s all in one folder and then my unread mail so I’m gonna go to my other inbox and I’m gonna send myself a new email I’m just going to call it unread mail search folder and send so one of the things that happens is that email came into my inbox and it’s showing me I have one unread message in my inbox but I have one unread message an unread mail unread mail is not just the inbox it’s any of the other folders that you created so if I get something from the Netherlands and it goes into that folder and it’s unread or this Lan project that I’m managing if that’s unread all I have to do is go to my unread mail to see all my unread messages and I can handle them from within that unread mail folder right so if I open it and I close it or even if I had replied to it notice now I have no unread mail it’s marked as red so when I click away from that folder and go back to it there’s nothing in there so these are efficiency tools your search folders doesn’t matter what subfolder the stuff is coming into or resides in your search folder is for everything in your mailbox so any items that are flagged for follow-up will show up in that for follow-up search folder all your unread mail will show up in your unread mail folder and the reason why I recommend with attachments folder is because we talked about your mailbox capacity at some point and I said as you receive emails with attachments if you need those attachments you should save them to your system and then detach them from your email well if you start getting that you’re reaching your quota message in your email you would want to find the emails that have attachments and they would all be in your with attachments folder so you can then detach and save and do what you need to do to gain more space in your mailbox and so now we’re going to switch our Focus to the Outlook calendar now one of the biggest complaints I hear from people about Outlook is once I open the calendar I can’t see my email well you actually can so let’s do it like this we’ll do it two ways if you go down to the bottom of your folder painting you have those icons the second one is calendar click on it and it takes you into your calendar and now you just have your calendar open right let me get rid of something in here but you can’t see your email at the bottom of that pane go back to the mail icon and now you’re back in your inbox so these are like different views right the inbox the calendar but you can actually have both open at the same time and this is how you do it this time right click on that calendar icon at the bottom and choose open and new window so now I can have my calendar open and I can have my inbox open and if you have multiple screens you can have one-on-one screen one on the other so that’s how I normally work in here so we’re in the calendar and I’m going to show you how to set up a meeting in the calendar so I’m going to say today is Thursday the 21st I don’t know what date you’re watching this but I’m going to just go to the next day right and so Friday in the 11 A.M slot is where I’m gonna click here on my calendar and so Friday at the 11 A.M slot I am going to go up to the ribbon and choose new meeting so the title is going to be reviewing presentation and I am going to invite my other email so the email I’ve been in emailing all the time right so to be me and that person and I’m going to set it for an hour so I did the drop down and changed it to one hour there type in something like let’s finally get some resolution on the this presentation so I have some text in there now I can also attach a file I’m going to go to the insert Tab and choose attach file I’m going to browse my PC and I’m going to grab that PowerPoint essential slide presentation that we made in module one and attach it so then I’m going to do send so I don’t have a location I’m going to say don’t send sometimes you set up locations right like I have some location set up in here I’m going to just type in my office as a location and then I’m gonna send okay so the meeting immediately shows up on my calendar the name of the meeting where it’s going to be held and it has the paper clip letting you know that it has an attachment so I switched back to my inbox window right and I went to my other account and in the inbox sure enough here’s the meeting invitation so when I click on it here right it shows me that the meeting is going to be on this date at this time and I can accept I can tentatively accept or I can decline this meeting is not on this calendar until I accept it so let me just do this a little bit clearer I’m going to switch back to my calendar right and this is the calendar for my primary email address if I go to my calendar for my other email address right this is kind of on there tentatively because I’ve been invited but if I hover over it it tells me it has not been accepted so it’s kind of like a placeholder but until I accept it I won’t really really be on my calendar so I’m going to go back over to my email window and in that message I’m going to go ahead and accept and I’m going to just I can send a note with my acceptance or just send the response now and so that meeting email disappears from my inbox once I accept it or if I had declined it whatever if I declined it it wouldn’t show on my calendar at all so now I’m going to go back over to the calendar and you can see that it’s this is the person who invited who set up the meeting this is the person who is attending so it’s on that calendar their calendar as well if they declined it it would not be on their calendar and it would disappear from the inbox as well so that’s kind of how you schedule a meeting I’m going to close this other calendar now what’s the difference between a meeting and an appointment and an Outlook well a meeting involves more than one person and you invite people to a meeting with an appointment it’s just you on your calendar so Friday at 2PM I’m going to just type directly on the calendar and I’m going to say off early today exclamation point so something like that just a note for myself that I’m off early at two o’clock I’m out is basically what it’s saying didn’t ask me to invite anybody right if I double click on a time slot on the calendar it opens up the appointment and this is just an appointment it doesn’t have a meeting now I can make it into a meeting right by clicking invite attendees and then it becomes a meeting like you saw before and I’m gonna just get rid of that and sometimes you may want a paper print out of your calendar and you can do that as well so I’m gonna just go Ctrl P that’s the print shortcut key and I’m in the calendar so it takes me to print preview right and notice on the left it’s showing it has the weekly agenda style is the default style so I’m seeing a weekly agenda style you can look at Daily Style and see what that looks like weekly calendar Style you have monthly Style and I used to be in a habit of printing my calendars I used to print monthly calendars because I was doing a hundred percent business travel and I wanted to see all that stuff on a monthly calendar so I’m going to leave it on monthly calendar and then you would simply print now some other things before you print you can go to print options right and it’s carrying over the style that you have monthly calendar right monthly Style and I can print a range so I might want from July to September so I’m going to change my start date to July 1st and I’m going to change the end date to September 30th and then if I click preview down at the bottom you’ll see that it has one of three pages there’s July if I go to the next page there’s August and then there’s September and that’s what I would get if I were to print we can do the back arrow at the top to get back into your Outlook calendar and you can actually close that calendar window because you had your inbox open in another window now I want to show you one other thing an integration between your email and your calendar so let’s do this let’s do one more new email message and actually I’m in the wrong account but I can change it here from okay no I’m going to send it to my other account and the subject is going to be let’s do working dinner on and I’ll just pick a date I’ll say uh July 26th and I’ll do a question mark let’s try to meet on the 26th for a working meeting for a working dinner at and I’ll put hmm we’ll put Olive Garden for this one I don’t know I’m my restaurant game is is not very good I mostly cook so let’s try to meet on the 26th for a working dinner at Olive Garden and I’m gonna just go ahead and send it now this is really cool I’m going to right click on my calendar icon at the bottom of the folders Pane and open it in a new window again and then I’m going to arrange these windows side by side effects on this side okay okay so I just received an email in my other account right my inbox there working dinner on July 26th so I would apply to that email and say yay or nay or something like that right but I know I’m gonna go so and I have my calendar open on one side of my screen in my calendar I’m going to navigate to the following week by using this right arrow and I can see the 26th and what I’m going to do is I’m going to click and hold on this email and I’m going to drag it to the calendar on the 26th at around 6 pm and drop it so it creates an appointment with the name of the email subject line and the contents of the email in it which is really cool right and then for location there I’ll just type Olive Garden and instead of replying to the email I’m actually going to turn this into a meeting and just invite the person who wants to do this so I’m going to go up and I’m going to do invite attendees and I’m going to put in my other person and then send it so it shows up on my calendar right and I should have made it like longer I’m going to double click it on my calendar and I’m going to change the end time to like 8 o’clock and then I’m going to send an update so because I already sent it and then I changed it it’s going to get an update so here is I’ll go back to my other inbox all right oh this is where they accepted reviewing the presentation so they should get an email inviting them to that dinner which they can will be added to their calendar eventually it’ll come through eventually so that’s kind of how that works you can drag an email onto your calendar and have all the details right there instead of having to retype them and I think that’s just a cool thing to know so that completed the first part of module two Outlook 2021 and just by way of review at this point you should be more efficient when managing your mailbox you know how to do folders search folders how to flag messages all of that stuff and you can attach files in an email those were the two main learning outcomes you got a lot more than that out of this segment the final Topic in this office Basics video course is collaborating with teams the learning outcomes are using call video conference and screen sharing features as well as setting up collaborative teams and topic channels and we’ll get there by covering these topics we’ll Begin by understanding the purpose of teams and then how to navigate in teams and setting up your profile then we’ll move on to chatting with a colleague group chats making a video phone call during a chat sharing your screen and sharing files via chat you’ll also learn how to create a team create channels create a post searching for posts files and messages scheduling a meeting from teams and will review notification settings let’s start by gaining an understanding of the purpose of teams so Microsoft teams is a persistent chat-based collaboration platform complete with document sharing online meetings and many more extremely useful features for business Communications let’s talk about teams and channels you can have multiple teams think of them as work groups so you and related colleagues will be members of particular teams and teams are also made up of channels which are conversation boards between teammates so think of channels as like different topics maybe you have a team of colleagues and you’re working on two separate projects that would have two separate channels you can have conversations within channels and teams and all team members can view and add to different conversations in the general Channel and can use the at function to invite other members to different conversations the basic chat function is commonly found within most collaboration apps and can take place between teams groups and individuals you have online video calling and screen sharing capabilities so a lot of my remote trainings are via Microsoft teams and I’m able to share my screen and the students are able to see it and follow along with what I’m doing and then you have the online meetings feature which can enhance your Communications can be used for company-wide meetings and even trainings with online meetings online meetings can host up to 10 000 users they can include anyone that’s inside or outside of your business and online meetings also includes a scheduling Aid a note-taking app file uploading and in meeting chat messaging and there’s one thing that’s not on this slide that can also be included in teams and that is audio conferencing now I don’t have audio conferencing set up for my company and team I don’t need it but and you would have to be the admin to set that up but it’s a feature that you won’t find in many collaboration platforms with audio conferencing anyone can join an online meeting via phone with a dial-in number that spans hundreds of cities even users that are on the go can participate with no internet and it requires additional licensing and setup like I said by an administrator so that is the general purpose of teams let’s get working in it so I’ve launched teams from my taskbar I have the desktop application of teams on my computer versus the online teams and when I go into teams let’s do a tour of the environment I’m going to start on the left side of the screen and you have this navigation panel and I can click on activity and so it shows my feed at that point and I’ll see mentions replies and other notifications there if I do the drop down where it says feed I can go to my activity and I’ll see my sent messages there now after activity you have chat and this is where you’ll see all of your chats right and then I have teams and I actually have two teams in my teams the team for my company and then I have a project that I’m working on in here as a team then you have your calendar your team’s calendar and notice if you did the Outlook portion of this course on the calendar I put a couple of appointments when we were doing Outlook and they show on my team’s calendar I can schedule meetings for teams in Outlook or I can schedule them from the team’s calendar and I’ll show you how to do it both ways and I’ll then when we get to that part I’ll show you which way I prefer and then you have calls so if you have that audio conferencing setup you can receive phone calls and your call history will show here if it’s set up you can get voicemail messages into that number people can call using that number for meetings and stuff like that so if you’re going to have that set up you’ll have your calls you have your phone calls and then you would have your contacts on the other tab then you have files so it shows recent files that you used right it could be files from cloud storage it could be files that are on your computer these are going back I’m going to come in and clean some of these up right you can get to your downloads from here so you’re looking at recent then I have Microsoft teams as another category here so these are files that were used in teams then I have downloads if any if I’ve had any downloads in here and then I can get to my OneDrive cloud storage from in here as well underneath files you have an ellipsis for more added apps so you have a bunch of apps that can integrate really well with teams you have Excel you have a Wiki app OneNote tasks power bi all kinds of different apps word that you can use and there’s even more apps down here so this is how you get to all of the apps that you can gain access to you can even have YouTube arcgis Maps if you’re doing that you have various polls that you can use so it’s very app integration friendly and now so we were on the Ellipsis and then we went into more apps so now we’re on apps down here and then you have a help button at the bottom where you can get topics training what’s new suggest a feature as well as give feedback so at the top of your screen you have a search so you can if you click in the search box at the very top of your screen you can look for messages files and more or you can type the Slash there and you’ll get more commands right so if I type the Slash and I go to chat I can send a quick message to a person or if I type files or go to files I can see my recent files so it has that slash integration as well over to the right of the search box you’ll see a settings Ellipsis that says settings and more so we’ll review settings a little bit later but I have Google Chromecast right so I’m on my computer screen but I could literally cast this to one of my TV screens if I want to we’ll come back and review these a little bit later and after you look at that Ellipsis to the right of it you’ll see your initials and if you click on that that’s your profile you can get into managing your account and stuff like that from there and then you have your traditional window operations button minimize maximize restore so on and so forth so one of the first things you may want to do when you start working in teams is setting up your profile so I’m going to go up and click on my initials in the upper right hand corner and I’m going to click on my initials again now if you have a photo that you want to use as your profile photo on your system that’s what I’m getting ready to do I have a picture on my desktop that I’m going to put as my profile photo so I’m going to click on my initials and I’m going to upload the picture now if I put a picture in here for teams it’s going to be the same picture that shows in my other office apps so I’m going to just select this photo that I chose on my desktop and then I’m going to do save and once it’s saved I’m going to close that and you can see my picture instead of my initials up there now we’re going to go back to our picture or initials if you didn’t put a picture in click on that again and underneath that it says it has your email your name email then it says available do the drop down where it says available so I can set myself right now I’m available but I can say that I’m busy I can say do not disturb be right back if I step away I can be sitting at my desk working but appear as though I’m away and I can also appear as though I’m on offline so that’s your availability and then to the right of that you have set status message go ahead and click on that so you don’t have to use the at to mention someone in your status but you could or you could just type a status message if you want when you have a status message you can have it show when people message you in teams and you can clear your status message after today or never a couple of hours this week or a custom you can also schedule your out of office from in here so I’m going to just put in a status message saying I’m going to do an at mention for my other account and I’m just typing in a message my other person I hope you’re having a wonderful week it has been awesome on my side of this operation I could do that I’m not going to show it when people message me well I’ll do that I’ll check that box and I’ll just do done at the bottom you can always go back and edit your status message and I’m going to just click away from that so now we’re ready to explore the chat feature and before we do so look under your search box at the top of your screen it says your status message is showing in chat and channels when people message or mention you until 11 59 pm and I can change the status from there from that link at the end as well on the left side we’re going to go to chat and at the top this is your new chat button this icon here is a filter right so here’s your new chat button and when you click it you enter a name an email a group or a tag I’m going to put in my other self so that’s who it’s to and then it shows my automated message because I did my status before in here right so that was because this person was mentioned it’s showing up in here but I’m going to go ahead and click and type a new message and I’m going to say do you have time now for a quick chat and I’ll say about James I don’t know who James is but I’m just making it up so do you have time now for a quick chat about James and underneath it you’ll see that you have all of these icons I can format I can set the delivery options I can attach items to a chat looping components you have a bunch of emojis and gifs and stickers that you can add you can schedule a meeting from here you can get to stream from here you can give praise approvals all kinds of stuff Viva learning updates and then there’s more right we just want to send a chat so we’re going to use the send button and it shows up on our screen now I have teams open as my other self on my other computer so my other self just replied I sure do and you can see that reply in this chat right right there and I can maximize my chat window if I just want to focus on that kind of thing so pretty cool just chatting back and forth and you have two people in your chat yourself and the other person so now I chatting with the colleague we’re gonna have they have time for a quick chat about James and I’m gonna type a message back and I’m gonna say I’m going to include and I’ll just make up a name Teresa in this chat as well and I’ll go ahead and send that to my other self right so you’re getting the ones that you send are on the right side of the screen the ones that you’re receiving in the chat are on the left side of the screen so now if I want to include someone else in this chat I can go up here so let’s talk about the icons in the upper right corner of your chat screen I can go from here to a video call or an audio call I can do screen sharing from in here and I can also add people to the chat I’m going to click on ADD people and when I do that and I type the letter T right it brings up my contacts I have another self and it’s external so I’m gonna choose my external self and create so this is me my training self and my external self now it is a group chat with all three people in it and it’s like a new conversation here right so this is how you do a group chat you can be in a regular chat just go and add more people and now you’re in a group chat and so I’m going to type what do you think should be done about James at this point and I’m gonna go ahead and send it and so for my other computer I responded from my training account James has been awesome I think he has taken initiative and should be promoted I’m sure he can manage the team my external one I’m not going to go to my external one and log in and reply but you can have many people in a group chat just chatting back and forth all right and I’ll just do a reply here saying thanks for your feedback I’m on the same page and send that one so one thing I want to point out one of the users that I added to this chat is an external user meaning outside of my organization when I did that that disabled the video and audio call and screen sharing features for this chat so you need to kind of be aware of that based on team settings external users may not have those abilities so it disabled it now the other thing I want to point out here if I look at my external user here’s Trish right it has the offline symbol to the left of it so that user is offline training is available my other user is available here but the green check mark right and I could actually name this group chat so I’m going to click that little pencil icon and I’m going to call it teams video course that’s just what I’m gonna name it teams video course so you can see that name update there now the other thing I’m going to do because I maximize this window I’m going to just restore the window and I’m going to close the chat now I can open this chat again it’s sitting right here it’s my top chat right it’s top of the list I can open this chat again if I want to pop it out into a new window I can use that arrow and it does it and then I’m going to close that window so now I’m going to go to the second chat on my list so your most recent chat will be at the top of the chat list the second one is the first one we did before we did the group chat and this one since both of the people in this chat are in my organization I have access to the video audio call and screen sharing features now I’m not going to be able to do an audio call again my organization does not have a phone number set up for that but we’re gonna do a video call so we’re chatting and I’m gonna just type a message and I’m gonna say I’m going to transfer us to video and I’ll go ahead and send that and then I’m going to do it I’m going to click on the video icon [Music] Okay so we’re gonna get some kind of feedback here I had to mute my other computer to make the feedback go away so what you were hearing before I muted it is I was calling my colleague and they answered the call that was the ringing sound that you were hearing you were just hearing it from my microphone as well as from my other computer so I muted the other computer now on my screen I have my camera on and I can see the little mini me right and while I’m here I could do something like share my screen so I’m gonna go ahead and click on the share button and I can see my screens in different windows that I have open right so I’m gonna go to my screen and now you’re seeing like the desktop screen right you’re just seeing some folders on my screen and I’m gonna stop sharing that I’m going to go back to share and because I have teams I’m going to have to move my teams first pardon me one second here yeah I had to move some windows around so now I’m going to click on share again and I can see the screen where I have that Excel file open from the Excel portion of this course and now I am able to share that screen and I’m looking at my other computer and that’s what it’s showing on that screen as well because I’m sharing it when you’re sharing a screen it puts a red border around the screen so you’re aware that you’re sharing and you get this presenting toolbar going across the top right so I can give control if I allow it in my organization I can give control to a user somebody else I can do annotations and I can stop presenting and so that’s kind of how the share feature works you can share different screens now I’m going to bring my teams back up and bring it back over to the screen so now you’re seeing me share my team screen right and I’m going to click on the share button to say stop sharing so now in the recording that I’m doing for the video course you’re still seeing my team screen but I’m not sharing it now it’s just in the video and so I also can bring up the chat by using chat up here and it brings up the chat and so we’re seeing the chat that we were in from which I generated the video call right so I’m seeing that chat and I can continue to chat here and I’m gonna type how’s the video quality on your end and press enter that’s kind of how that works right and I just responded from my other account great and then you can mute your mic when you’re in teams you can turn your camera off if you don’t want to be on screen and then it will just show your profile pic right and that type of thing if you want to make sure that you look good before you turn your camera on if you hover over the button you’ll see a preview a private preview of what you look like and you can put background effects and stuff on it if you’d like so when you’re done with your video call you can click leave to get out of it and that’s what I am going to do I’m going to leave the call and then I can minimize Excel and so even though I don’t have the capability of doing phone calls from here only video calls if I go over on the left to my calls I’ll see that outgoing call even though it was a video call it will still show here in the log on the phone and then I’m going to go back to chat on the left you can also share a file via chat so I’m still I’m now on what’s now the top chat in the list the one where we did the call from and underneath where it says type a new message I’m going to click on the paper clip and I’m going to choose upload from my computer I could go to OneDrive but I’ll upload from my computer and on my desktop I have that Excel file so I’m going to just grab that and then I’m going to send so you can actually share files via chat as well and you get the notification down here that you shared Excel so on and so forth and I just shared a file from my other account with this account so I just uploaded another file there so you can see how it comes in so you can share files via chat as well so now we’re gonna go ahead and create a team I don’t believe there’s a limit to the number of teams you can have in teams so on the left side I’m going to go to teams and I already have my two teams down at the bottom you’ll see join or create a team and I’m going to click there so I’m going to choose create team and I’m going to just do it from scratch instead of using a template I can make it private so people will need permission to join public anyone in my organization can join or org-wide everyone in my organization automatically joins right so I’m gonna leave it on private well let’s do public anyone in your organization can join and right now we’re going to give it a team name of learn it video course and a description is this is how you create a team in teams and then you’re going to click the create button so let you know you created it you got good job and all of that and now you can add members right so I could type a name a distribution list a security group I can also add people to this team outside of my organization as guests so I’m gonna go ahead and add an in-person in organization person and an outside organization person and then I’m going to click add on the right and then I’m going to close and of course I’m a member of the team because I created the team so when you get a team when you create a team it gives you the general page right which shows some posts you can add more people you can create more channels you can open the frequently asked questions if you look up at the top there’s files tab so you can actually upload files to the team so everybody in the team has access to those files I’m going to go ahead and upload files and I’m going to upload the Excel Essentials and the PowerPoint essentials from earlier in module one into this team so it lets me know this is just like OneDrive it’s uploading two items right lets me know that I’m doing that it kind of looks like OneDrive it also looks like SharePoint right so all of the office integration is here it really does and so everybody that has access to this team will be able to see those files now a Wiki page is kind of like used for documenting stuff so you can create multiple Wiki pages and you can add images to them I did a training several years ago and it was for a sheriff’s department and they use their Wiki to document the proper procedures for arresting somebody and they had pictures and videos and stuff like that as a resource for their internal team we are going to go back to post and we’re going to create so we have that General is really a channel right that’s a channel it’s a open Forum discussion board for team members we can create more channels so click on create more channels and we’ll just name it for video and the Privacy everyone on the team has access is to standard privacy setting right or you could say only specific teammates have access and you’d have to give them access to it we’re going to leave it on standard and we’re going to say automatically show this Channel and everyone’s channel list so they don’t have to go searching for it and then we’re going to add so different channels for different conversation topics for your team on a general Channel I’m gonna go to the bottom and select new conversation and I’m going to just type our channels are completed and you can press enter by the way to post you don’t have to click the button you can post so that shows up right on the general Channel under post and I can go to the four video channel and do a new conversation and I’m gonna type the office basics video course has lots of great information and techniques and enter and you can see that my other self replied to my post here and when I hover over their reply I get these little I can give thumbs up all these little emojis just give a thumbs up to it and that shows on their end as well and now we’re going to use the search feature in teams let’s go up to the search box and click and type Excel and as you’re typing Excel you’ll see the top hits the files the apps all that kind of stuff and if we wanted to find where that file was I can click directly on the file and what it’s going to do is it’s going to open it in kind of like an Excel interface right here so I can see the details of that file that’s kind of how that works and I can use the back button up here right to go back now let’s go up to search and type James and press enter and it brings up the messages where the word James is or the name James is it tells you there’s no files and no people by that name but it found three messages for that search result so you can see that search is pretty powerful on the right side of the search box Duty X and then just a reminder type your slash there because you have that at everything that you can use by using the slash so you can slash and then go to keys and you can look at all the keyboard shortcuts that can be used in teams for example and you’re going to go ahead and close that and I’m just going to go back over to teams on the left or I could have actually going to calendar because that’s where we’re going to go next to get rid of the search results so let’s go ahead and click on calendar on the left and let’s navigate to Next the following week and you can see that working dinner on July 26 Olive Garden thing that I put on there from Outlook let’s go to Monday the 25th and 10 a.m slot and click on it so it comes up with new meeting right and that you’re on the details Tab and there’s a scheduling assistant tab once you have your require ease in here your required attendees you can see their schedule if they’re in your organization so I’m going to go back to details first and I’m going to say the name of this meeting is follow up learn it office basics course I’m going to go down to add required attendees and put in my Other Self that’s within my organization and we’ll make it a 30-minute meeting that’s the default right and so it’s going to be from 10 to 10 30. it gives you some suggested 30 minute blocks and this is based on schedules for myself and this other person it’s not a recurring meeting it doesn’t repeat I can add a channel to the meeting so I’m going to add the learn it video course for video channel to the meeting location it’s going to be an online meeting so that’s fine A team’s meeting and down at the bottom I have a text box details for the next meeting and I’ll type in review what was learned in Excel PowerPoint Outlook and teams and then I’m going to go ahead and well we could take a look at the scheduling assistant at the top right so this is I’m viewing my work hours so it’s only going to show working hours it’s showing that our current status for both attendees is available it doesn’t look like there’s any conflicts for that time frame so I’m good I’m gonna go back to details now you can see response options here request responses allow forwarding if you send a team’s meeting request to someone and they fall with it to someone else you will get an email letting you know that it was forwarded and I’m not requiring any registration so I’m going to just send it so it will show up on my team’s calendar once it’s finished loading and once it’s on my calendar on a day of the meeting I can come in here and click on it and just join the meeting that’s how that kind of works now I’m going to switch over to my Outlook calendar and show you something because you’ve already seen that the two are integrated with each other so let me just bring up my Outlook calendar and show you this and so in Outlook it’s on my calendar in there as well and in Outlook I can double click it and I can click here to join the meeting right so that’s kind of how that works now I can also schedule meetings from Outlook and to be honest with you I normally schedule all of my meetings including teams meetings from Outlook and I’ll show you the reason why so I’m going to just do this one I’m going to set it for one o’clock on Monday the 25th and on the Outlook calendar ribbon I’m going to choose teams meeting so both of these is teams meeting group meet now instantly will give you an instant team meeting that you can invite people to if I want to schedule it new teams meeting so this is a little bit different in doing it in teams right so I’ll give this a I’ll just call it review apps and I’ll invite my other self as required you can invite optional people right and we’ll leave it at a half hour now what I like about doing it in Outlook like I can put text down here I can type stuff in but I can also attach documents if I wanted to which I can’t do in teams at this point so I can go up to insert and I can attach a file to the invitation right and I’ll just attach this PowerPoint one and I don’t have the capability of attaching a file to a team’s invite in teams so I’m going to go ahead and send this it shows up on my calendar Microsoft teams and it says Microsoft teams meeting when I schedule it from within Outlook right and if I go back it’s still sending it the invitation out but if I go back to teams here go away from my calendar come back to my calendar navigate to next week and it shows on my team’s calendar as well and last but not least we’re going to go over notification settings in teams so I’m going to go up to the settings and more ellipses to the left of my profile picture and I’m going to go into settings okay so you have all different types of settings so the default theme in teams is the what we’ve been looking at the white background with the blue borders and everything you can have a dark theme high contrast theme you can change your chat density back here and this is just on the general tab so I’m going to do a little bit more than just notification settings here if you want teams to start automatically when you go into Windows you can auto start the application I’ve registered teams as my chat app for office and you would have to restart office applications for that right you can have a new chat open in a new window or in the main window I like doing it in a new window you could set your languages and stuff like that and I also have spell check enabled and once you enable that you would have to restart teams for it to take effect I can schedule my out of office stuff from here and I’m getting suggested replies showing in my chat which could be helpful you have all of these other categories on the left let’s go to Notifications so if I’ve missed any activity emails right it checks once per hour here right I can change that or turn it off I have my notification style which is teams built in I show message preview and I can play that sound for incoming calls and notifications so you heard that sound when I was doing the call the video call from my other computer you heard the ringing sound so then you have your teams and channels you will get desktop and activity notifications for all activity mentions and replies or custom so if I click on custom you can see what I’m getting notifications for here I’ll get a banner and a feed the banner shows up in the lower right corner of your screen it’s like a pop-up right I don’t want to be notified there’s a new Post in every any in this Channel or any channel right so I have that off and then I’ll get a banner and a feed as opposed to only showing feed or off for any time i’m mentioned in this channel you want to be notified so you’ll get a pop-up if you’re working in Outlook you’ll see the banner pop up and stuff like that so you get to control your notification settings we can go back to settings and I would encourage you to go through some of your other settings you know like the file settings always open word PowerPoint and Excel files in teams when we open that Excel file it opened it in teams when we selected that Excel file that we put in here so that’s why that’s happening go ahead and do the X on your settings and that concludes this module so just to recap what we covered in the teams portion of this we weren’t able to use the call feature because I don’t have audio conferencing set up but you saw where the phone icon is if you do have it set up you can place the call that way we used video conferencing and screen sharing features we also set up collaborative teams and topic channels I’d really like to thank everyone for viewing this learn it video course on office Basics again my name is Trish Connor Cato and it’s been my pleasure recording this video for you to take a few moments to recap what was covered in this course we started out with Outlook and we were introduced to the interface we learned how to start a new message and add message recipients we ensured that spelling and grammar check would happen automatically as soon as we click Send on a message we learned how to format message content and attach files and items to messages then we moved on to tracking messages and you learned about the recall and resend message features of Outlook you also learned how to flag messages and also how to organize messages using folders and you saw all of the folders I have under my inbox folder for organization purposes I also introduced you to a few search folders which gives you more efficient use of your mailbox then we went over to the Outlook calendar you learned how you could have the calendar and your inbox windows open at the same time and you learned how to schedule meetings from your calendar and how to print the calendar and then we got into teams we started out by getting an understanding of the purpose of teams and then we learned how to navigate it in it I we set up our profile or we added a picture we checked our status message and our availability and then we started using the chatting feature by chatting with a colleague then we added on and had a group chat and we were able to make a video call during the chat and share the screen we also shared files via chat then we created a team and we created an additional Channel other than the general channel that comes with a team and we created some posts in those channels we moved on to searching for post files and messages and you learned about that backslash that you can use to search for a bunch of different things and we learned how to schedule meetings from the team’s calendar as well as from our Outlook calendar and with Outlook again you can attach files to the teams meeting invite and then we reviewed teams settings again thank you for your attention and I hope that you will view more videos out here for learn it thanks for watching don’t forget we also offer live classes and office applications professional development and private training visit learnit.com for more details please remember to like And subscribe and let us know your thoughts in the comments thank you for choosing learn it [Music]

By Amjad Izhar
Contact: amjad.izhar@gmail.com
https://amjadizhar.blog

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Office 2021 Basics: Outlook & Teams

Office Basics: Outlook and Teams Study Guide

I. Review Topics

II. Quiz

III. Quiz Answer Key

IV. Essay Questions

V. Glossary of Key Terms

Office Basics: Mastering Outlook and Teams

Mastering Microsoft Outlook and Teams: A Practical FAQ

FAQ: Mastering Microsoft Outlook and Teams

Outlook Interface Overview

Outlook Email Formatting Guide

Teams Chat: Features and Usage

Outlook Calendar: Meetings, Appointments, and Integration

Microsoft Teams: Notification and Settings Guide

The Original Text

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Office 2021 Basics: Outlook & Teams

Office Basics: Outlook and Teams Study Guide

I. Review Topics

II. Quiz

III. Quiz Answer Key

IV. Essay Questions

V. Glossary of Key Terms

Office Basics: Mastering Outlook and Teams

Mastering Microsoft Outlook and Teams: A Practical FAQ

FAQ: Mastering Microsoft Outlook and Teams

Outlook Interface Overview

Outlook Email Formatting Guide

Teams Chat: Features and Usage

Outlook Calendar: Meetings, Appointments, and Integration

Microsoft Teams: Notification and Settings Guide

The Original Text

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Discover more from Amjad Izhar Blog

Comments

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More posts

Jinnah, Partition, and the Creation of Pakistan by Jaswant Singh – Study Notes

Jinnah of Pakistan by Stanley Wolpert – Study Notes

From Jinnah to Zia by Muhammad Munir Chief Justice of Pakistan – Study Notes

Kashmir Elections and BJP’s Setback – Study Notes