Computer Applications

What steps should a user take to create a secondary address book?

Open the Backstage view and Account Settings.

How do you access the Advanced Calendar options?

Open the Backstage view, and click the Calendar tab.

Use the drop-down menus to describe the Time Zone feature in the Outlook calendar

Outlook only allows a maximum of ✔ two time zones to be set in a calendar. Time zones are set by accessing the calendar options ✔ in Backstage the View while in Calendar view. When creating a second time zone, it is helpful to enable ✔ label both.

Once a table has been inserted into a message, how can a user add new rows or columns? Check all that apply.

Place the cursor on the last cell and press the Tab key. Right-click for the insert options menu at the insertion point.

One way to create delegates is to go into the Backstage view and open Account Settings. What is another way?

Right-click the Outlook folder, and open the Permissions tab.

What is the main difference between delegating access to a calendar and just sharing a calendar?

Sharing allows users to view the whole calendar.

What is the best option for configuring an automatic reply when you will be out of the office for a week?

Specify the time for sending the reply.

Use the drop-down menus to identify the roles that can be granted to a delegate in Outlook.

The editor✔ role grants read, create, and modify permissions. The read-only permission is granted by the X ✔ reviewer role. The ✔ author reviewer role will allow the user to create new items.

Why is it important to turn a filter off when you have found what you are looking for?

The items that were filtered out, including new items, are not visible.

What happens when a sender configures the sensitivity setting of a message to Private?

The recipient is notified that the message is private

What happens when you forward an Outlook contact item to a non-Outlook user?

The recipient will not be able to open the contact item.

Use the drop-down menus to identify the roles that can be granted to a delegate in Outlook.

The ✔ editor role grants read, create, and modify permissions. The read-only permission is granted by the ✔ reviewer role. The ✔ author role will allow the user to create new items.

How are status reports useful?

They list the hours worked and the percentage completed.

What are characteristics of using multiple email accounts in Outlook 2016? Check all that apply.

Users can easily create business, personal, and web-based emails. Accounts can be set up automatically by Outlook or manually by the user. The From field makes it easy to switch the account that sends out a message.

Under which tab would you look to find the Show in Groups and advanced sort options for messages in Outlook?

View

How does a hyperlink function in an Outlook message?

When the hyperlink is selected, a web page opens in the default browser.

Which contact format would be best for forwarding to multiple recipients with different email programs?

a business card

Which inserted element in an email message displays a graphic from a data source?

a chart

What can be created to handle large numbers of meeting responses?

a new rule

At which point should a user select the option to make a delegate aware of permissions?

after configuring the permissions in the dialog box

Which option exists to turn multiple calendars on or off at the same time?

create a calendar group

What form of contacts can be shared in Outlook 2016?

folders of contacts

What kind of email formatting change can you make using the Rules Wizard?

font color, size, and type

Where are the results from the Advanced Find feature displayed?

in the bottom window of the Advanced Find dialog box

When a word or phrase is typed into the Instant Search box, how are the results displayed?

in the pane, with search words highlighted

Where do you access the status report of an assigned task that is open?

on the Manage Task command group of the Task tab

Which file format would be best for transferring contacts from one program to another?

the .csv format

When would it be necessary to edit the information shown on an electronic business card?

to show only relevant information to people inside your organization

What are the characteristics of Instant Search in Outlook 2016? Check all that apply.

-An Instant Search box appears in every view in Outlook. -After typing one word, it immediately begins displaying results. -The Search contextual tab appears when Instant Search is selected.

What are the characteristics of the sorting and grouping options in Outlook? Check all that apply.

-Columns can be sorted by clicking the column heading. -Advanced View Settings include Group By and Sort settings. -When Show by Groups is selected, they can be collapsed for easy view. -The current view can be saved as a new view under the Change View button.

Which options are available in the Data File Properties dialog box? Check all that apply.

-creating tasks -renaming the file -setting reminders -changing folder size -making a new password

What is the Outlook file type for creating a data file on an Exchange server?

.ost

Why are Quick Parts useful in an Outlook message?

A gallery of shapes will open up, and you can quickly choose one to insert.

How can you ensure that messages from a trusted email address will not be identified as spam or junk email?

Add the message to the Safe Senders list.

What is the benefit of making an archive folder visible in the Outlook folder list?

Archived items in the folder are accessible within the Outlook client.

After adding an email account, how do you switch accounts to send a message?

Click the From button, and choose an account from a drop-down menu.

If you want to remove meeting responses from your inbox but still want to see tracking options, what should you do?

Create a tracking rule that moves responses to a new folder.

How can a user access the Mailbox Cleanup tools?

Enter the Backstage view

Where can you find the Language and Advanced features in Outlook?

File tab, Options link

After selecting multiple calendars, how do you view them in one single calendar?

In the Calendar view, click the View tab, and click the Overlay button.

How would an assignee enter details, such as mileage and billing information, for a task?

In the main task window, click the Details button.

Use the drop-down menus to describe how to send an electronic business card.

In the✔ People view, select the contact, right-click Business Card, and select Email. In Mail view, open a new ✔ email, click Attach Item, and choose Business Card.

After opening a new message, which tab is used to add objects?

Insert

What is the advantage of using the Publish Online option for sharing a calendar?

It allows a user outside an organization to view the calendar.

Which statement accurately defines the Quick Steps feature in Outlook?

It simplifies common tasks into one-step commands.

If you schedule a message to be delivered at 6 p.m., but you log out of your computer at 5 p.m., what will happen to the message?

It will be delivered when you log back in.

Which task option will keep you aware of the progress of a task you assign?

Keep my task list updated with copies of tasks.

Where can you find additional commands to include in menu options?

Look under Outlook options in the Backstage view.

What is the most commonly used tab in the Filter dialog box?

Messages

Under which command group will you find the options to configure Outlook rules

Move

What is the default junk email protection in Outlook 2016?

No Automatic Filtering