OUTLOOK 2013
QUICK START GUIDE
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INTERFACE OVERVIEW
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Quick Access Toolbar - contains shortcuts for the most commonly used tools.
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File tab (Backstage View) - contains tools to manage account and settings.
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Ribbon - contains groups of tools for use with Outlook 2013 such as New Message,
Reply, Follow-Up, etc.
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Messages- move, flag, categorize or delete messages within the message list.
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Reading Pane - displays the contents of the selected email message.
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Navigation Pane- gives access to Inbox folders, sent and deleted items and the ability
to toggle to calendar and tasks.
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Panes can be removed or minimized from the View Tab - Layout.
MAIL MESSAGES
Create New Message
1. In Mail, on the Home tab, in the New group, click New E-mail.
2. Address and type the message. To add an attachment, click
Attach File on the Message tab.
Total message size is limited to 25 MB including attachments.
3. On the Address tab, click Send.
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Open or Save an E-mail Attachment
1. Select the e-mail with the
attachment.
2. Right-click on the attachments
icon in the Reading Pane.
3. Select Save Attachments and choose
where to save the file.
The same right click menu gives you an
option to remove the attachment from
the email.
Create and add a Signature
1. Go to the File menu and select
Options, then click Mail.
2. Within the settings area, click
Signatures....
3. Click New to add a new signature,
type the name of the signature and
continue to enter the necessary
information within the Edit
Signature section.
4. Repeat step 3 to create additional
signatures. You can also set default
signatures for new messages,
replies, and forwards.
5. When creating a new message or
replying to an existing one, on the
Message tab, click Signatures and
select the signature you want.
Signatures are not maintained across
clients. A new signature will need to
be created when using another e-mail
client (e.g. Outlook Web App).
Out of Office
1. Click File - Automatic Replies.
2. Select Send automatic replies.
3. If you want, select Only Send
During this time range checkbox to
schedule your out of office replies.
If you don’t specify a start and end
time, auto-replies are sent until you
select the Do Not Send Autoreplies
checkbox.
4. You can specify messages for Inside
My Organization and Outside
My Organization.
OUTLOOK 2013
CALENDAR
New Appointment
On the Home tab, within the New
group, click New Appointment or
right-click a time block in your
calendar grid, then click New
Appointment.
QUICK START GUIDE
New Meeting
1. On the Home tab, within the
Calendar, click New Meeting or
right-click a time block in your
calendar grid, then click New
Meeting Request.
2. Invite attendees using the To: field.
3. Click on the Scheduling Assistant
button to view attendees availability.
4. Add the appointment details (time,
locations, etc.
5. When finished, click Send.
Track Meeting Responses
Meeting organizers can track accepted
and declined responses.
1. Double-click on the Meeting/
Appointment.
2. Click the Tracking button to view
responses.
CONTACTS
Create a New Contact
1. Click on the People icon in the
Navigation bar.
2. On the Home tab, within the New
group, click New Contact.
3. Enter your contacts details.
4. When finished, click Save & Close.
Edit Contact
1. Double click the contact name
of the contact you wish to make
changes to.
2. Edit and make changes.
3. When finished, click Save & Close.
Contact Groups
1. Click on the People icon in the
Navigation bar.
2. On the Home tab, within the New
group, click New Contact Group.
3. Type in a name for the Contact Group
in the Name box.
4. On the Contact Group tab, in the
Members group, click Add Members
and then select From Outlook Contacts
or New Email Contact.
5. Find the individual you would like to
add.
6. Follow steps 4-5 for each individual
whom you want to add to the Contact
Group.
7. When finsihed, click Save & Close.
Manage Appointments
• Change - drag the appointment to a
new location on the calendar.
• Delete - select the appointment on
the calendar view and then press
Delete.
• Edit - double-click the appointment
to open it. Amend any dates, times,
etc and then click Send Update.
• Cancel - double-click the
appointment to open it. Click
on the Cancel Meeting. Choose
options for notifing attendees.
Change Calendar Permissions
1. On the Home tab, within the Share group, click Calendar
Permissions.
2. To change the default view, select Default and then select the
desired read level access.
3. To give others more detail or other permissions, click Add.
4. Select an individual from the Address book and click OK.
You will be returned to the Permissions tab of your Calendar
Properties and those individuals(s) just added will be selected.
5. Select the desired permissions and click OK.
OPTIONS
Add a Flag to a Message, Task or Contact
1. In an open message, on the Home tab, within the
Tags group, click Follow Up, then click a flag.
2. Select Add Reminder from the Follow Up menu.
3. In a Message list, such as in your inbox, click the
Flag icon to the right of item to set your default
flag.
4. Right-click the flagged item and select Add
Reminder.
Categorize a Message, Contact or Calendar
On the Home tab, in the Tags group, click Categorize
and select a color category. To see more categorizes,
click All Categories.
Additional Resources and Help
This guide has been developed for a
quick reference. It is not an exhaustive
list of all features of Outlook.
Online Documentation:
https://ncstatecollege.edu/help