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Technology Training

Get Started With Microsoft Outlook 2016

Are you looking for a quick way to get up to speed with Outlook 2016? Most companies will be upgrading to Microsoft Office 2016 in the near future and Outlook is part of that migration. As a result, a lot of people will have to get used to the minor user interface changes that come along with each new upgrade. Luckily, Microsoft has been working hard to ensure that their products get easier to use as they come out with new versions. We have put together a series of training videos on Outlook 2016 that will show you how to use the most common functions.

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Technology Training

Install And Set Up Microsoft Outlook 2016

If you are new to Microsoft, or thinking about making the switch from another platform, you will need to know how to get started with the various programs that Microsoft has to offer. This week we have put together a quick video to help you get started with Outlook.

Microsoft Outlook 2016 is a great program that will centralize your email, calendar, task lists and contacts. It seamlessly uses each of these applications to keep all of your information synchronized. You can easily send and receive emails with attachments, schedule meetings with clients, and keep track of everything across all of your devices.

If you’re coming over to the Microsoft world from a platform like Google, there will be a learning curve. However, once you understand how one application works, you will be able to navigate all of them with ease. To begin, watch our tutorial for beginners to learn how to install Outlook from Microsoft Office 365. Once it is downloaded on your computer, we will show you how to set up Outlook to work with your email address. Since Outlook has a few hidden features, we will show you how to navigate through the most important ones such as the email application, your calendar, and the contacts options.

If you need to learn more about Outlook 2016, or any of the other Office suite of products, you can visit our YouTube channel or website for more how-to videos that will walk you through each feature. We have videos specifically for all of the many features in Outlook: from email signatures, to calendar sharing, and task features. We hope you find this useful!

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Technology Training

Microsoft Outlook 2016 Out of Office Auto Reply

Are you going on vacation? Don’t forget to set your “Out of Office” auto email reply in Microsoft Office 2016. In this video, we will show you how to set up and schedule an automated reply so that you don’t have to worry about emails going unanswered while you are away.

If you are worried that you might miss something important, the best practice is to put the name and contact information for someone in your company that can be available to respond if your customers need help. If necessary, you can even set your emails to forward to a colleague while you are away. Now you are ready to go on vacation! The only thing to remember now is that you need to turn off your auto reply when you return.

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Technology Training

Microsoft Outlook 2016 Task and ToDo Lists

One feature that frequently goes overlooked in Microsoft Outlook 2016 is the task feature. If you need a to-do list or a task list, you are probably more likely to find a third party tool rather than using the one that is built into Outlook. This feature works well, but is little known even among people who use Outlook frequently.

Since the task feature is integrated into a platform that manages email, contacts, and calendaring, it makes your to-do list flow seamlessly into the rest of your work life. Features such as the ability to assign a to-do to someone in your contacts using an email is just one example of how three of the different features in Outlook can work together.

In this video, we will show you how to set up new tasks and walk you through all of the features such as scheduling, reminders and automatically recurring tasks. Outlook will even allow you to categorize your task lists so that you can separate tasks in any way you like. As simple as this tool is, it is extremely useful and can help you maximize your day when you are wondering what you need to do next.

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Technology Training

Microsoft Outlook 2016 – How to create an email signature

Everyone needs an automatic signature in their email. Setting one up is a simple process if you follow the steps in this how-to video. Generally, an email signature is made up of your name, job title, company name, phone number(s), extension, website, and reply email address.

The important thing to consider is how much information you should give out. Do you need to give away all of your information? If so, will everyone receive the same signature from you? You may want some people to receive all of your contact information, but you may want others to receive only your name.

For this reason, you may want to set up multiple email signatures. For example, if you are reaching out to a potential client and you want them to have all of your contact information, you can have a signature for that purpose. On the other hand, if you are replying to a sales person that is offering something that you don’t want, you can reply with a signature that just includes your name. There is no reason to offer your cell phone number to someone who is going to try to contact you to offer something that you don’t need.

This is an easy thing to overlook. In a business environment where you are already busy, you don’t need to sort through additional emails and phone calls. Take these steps now so that you can limit the amount of noise in your life and become more productive.

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Technology Training

Import and Export Contacts in Outlook 2016

If you use Outlook for work, at some point you may need to import and export contacts from your account. Though it may seem complicated, it is actually an easy process if you use the tricks we lay out in this video.

Have you ever tried to import something into Outlook, only to have your file rejected, or your data imported incorrectly?  If you are trying to import contacts into Outlook from a file that isn’t using the same data fields that Outlook needs, you will get bogged down trying to make sure that your data is mapped correctly. If for example, your ‘first name’ data gets mapped to the ‘last name’ data field, your data will flow into Outlook incorrectly.

Before you import anything into Outlook, you will need to know what Outlook wants. Outlook considers a lot of data fields during the import process, and it can be difficult to determine which fields are necessary, or how to get them in the right format. For this reason, it is easier and more reliable to import data into Outlook using the spreadsheet it gives you.

To fix this problem, start by exporting a CSV file out of Outlook. This will give you a spreadsheet template with all of the fields that Outlook requires. Once you have exported a CSV file, you can begin entering the data you have regarding your contacts. If you carefully input your data into the correct fields, you will have a complete data set that is ready to be imported back into Outlook.

Importing is the same process as exporting. You will need to select the updated CSV file from your computer. Outlook will want to verify that the data fields match up, and this won’t be a problem since you are now using Outlook’s template. Now, you should be ready to start importing your contacts into Outlook.

If you follow these steps, you will soon be a master at importing and exporting contacts in Outlook!

To shortcut the export process, you can use this Excel Contacts Template that has all of the data fields that Outlook requires for contact import.