Microsoft Outlook

Print the default view of an individual item

Right-click the item, and then click Quick Print

Switch between the compact and standard Navigation Bar

On the Navigation Bar, click the ellipsis, and then click Navigation Options. In the Navigation Options dialog box, select or clear the Compact Navigation check box, and then click OK.

Display peeks

On the Navigation Bar, point to (don't click) the Calendar, People, or Tasks button or link.

Print a list view of all messages in a folder

On the Print page of the program window Backstage view, in the Settings section, click the Table Style, and then click the Print button

Remove peeks from the To-Do Bar

On the To-Do Bar, in the upper-right corner of the peek, click the Remove the peek button (the X) On the View tab, in the Layout group, click the To-Do Bar button, and then click any active peek to remove it from the To-Do Bar.

Minimize or expand the Folder Pane

On the View tab, in the Layout group, click the Folder Pane button, and then click Minimized At the top of the Folder Pane, click the Minimize the Folder Pane button or the Click to expand Folder Pane button.

Display or close the Folder Pane

On the View tab, in the Layout group, click the Folder Pane button, and then click Normal to display the pane or Off to hide it

Save message attachments to Outlook

To add a contact record or business card to your primary address book, drag the attachment from the email message to the Contacts button on the Navigation Bar. To add a contact record or business card to a secondary address book, display the address book in the Folder Pane, and then drag the attachment to that folder.

Resize the To-Do Bar or its content

To change the width of the To-Do Bar, point to the left edge of the To-Do Bar, and when the pointer turns into a double-headed arrow, drag to the left or right To change the height of a peek, point to the separator between two peeks, and when the pointer changes to a double-headed arrow, drag up or down.

Change the number of buttons on the Navigation Bar

To display more or fewer buttons on the vertical (minimized) compact Navigation Bar, point to its top border, and when the pointer changes to a double-headed arrow, drag the border up or down To display more or fewer buttons on the horizontal compact Navigation Bar, change the width of the Folder Pane. Or On the Navigation Bar, click the ellipsis, and then click Navigation Options In the Navigation Options dialog box, set the maximum number of visible items (you can display up to eight), and then click OK.

Change the scope of the search operation

To search all items in the current type of folder across all installed accounts, do either of the following: ● On the Search tool tab, in the Scope group, click the All Items button for the type of item contained in the current folder (for example, All Mailboxes or All Calendar Items) ● Press Ctrl+Alt+A To include subfolders of the current folder in the search, do either of the following: ● On the Search tool tab, in the Scope group, click the Subfolders button ● Press Ctrl+Alt+Z To include messages, appointments, contact records, tasks, and notes from all installed accounts in the search, on the Search tool tab, in the Scope group, click the All Outlook Items button. Tip The All Items and All Outlook Items searches include all accounts configured in your Outlook installation. To return to the original content view: On the Search tool tab, in the Close group, click the Close Search button Click any folder in the Folder Pane.

Specify the sending account for a message, invitation, or assignment

To send from an account that is configured in Outlook, click the From button in the message header, and then click the account from which you want to send the message To send from an account that is not configured in Outlook, click the From button in the message header, and then click Other Email Address. In the Send From Other Email Address dialog box, enter the account from which you want to send the message in the From box, select an installed account that has permission to send as that account, and then click OK

Insert an identifier before inline responses

1. Do either of the following: ● On the Personal Stationery tab of the Signatures and Stationery dialog box, in the Replying or forwarding messages area, select the Mark my comments with check box ● On the Mail page of the Outlook Options dialog box, in the Replies and forwards section, select the Preface comments with check box 2. In the corresponding text box, enter the text that will identify your responses 3. In the open dialog box, click OK to save the changes.

Print a calendar

1. In the Calendar module, on the Print page of the Backstage view, click the Print Options button 2. In the Print dialog box, do the following: a. In the Print style list, click the print style you want. b. In the Print range section, specify the date range you want to print. c. If you want to exclude private appointments from the printed calendar, select the Hide details of private appointments check box 3. In the Print dialog box, click the Preview button 4. On the Print page of the Backstage view, click the Print button.

Print multiple contact records

1. In the People module, if you want to print only specific contact records, select those contact records 2. On the Print page of the Backstage view, click the Print Options button 3. In the Print dialog box, do the following: a. In the Print style list, click the print style you want. b. In the Print range section, click All items or Only selected items. 4. In the Print dialog box, click the Preview button 5. On the Print page of the Backstage view, click the Print button.

Print a message attachment

1. In the Reading Pane or message window, select the attachments you want to print 2. On the Attachments tool tab, in the Actions group, click the Quick Print button.

Search Outlook items in a specific folder

1. In the Search box at the top of the content pane, enter the search term 2. On the Search tool tab, in the Refine group, click buttons to specify additional search criteria.

Print tasks

1. In the Tasks module, if you want to print only specific task items and flagged items, select those items 2. On the Print page of the Backstage view, click the Print Options button 3. In the Print dialog box, do the following: a. In the Print style list, click the print style you want. b. In the Print options section, if you want to print files that are attached to the task items or flagged items, select the Print attached files check box 4. In the Print dialog box, click the Preview button 5. On the Print page of the Backstage view, click the Print button.

Print multiple items

1. In the content pane, select the items you want to print 2. On the Print page of the Backstage view, specify the print options and settings you want, and then click Print.

Create a rule that runs only when you are out of the office

1. On the Info page of the Backstage view, click Automatic Replies 2. In the Automatic Replies dialog box, click Rules 3. In the Automatic Reply Rules dialog box, click Add Rule 4. In the When a message arrives that meets the following conditions area of the Edit Rule dialog box, specify the conditions that define messages to be processed by the rule 5. To specify additional conditions such as message size, receipt date, importance, and sensitivity, click Advanced and, in the Advanced dialog box, specify the conditions, and then click OK 6. In the Perform these actions area of the Edit Rule dialog box, specify the actions to be performed by the rule 7. Click OK in each of the three open dialog boxes (Edit Rule, Automatic Reply Rules, and Automatic Replies).

Turn on automatic replies

1. On the Info page of the Backstage view, click Automatic Replies 2. In the Automatic Replies dialog box, on the Inside My Organization page, click the Send automatic replies option 3. Select the Only send during this time range check box 4. Set the Start time to the date and time when you want to start sending automatic replies, and the End time to the date and time you want to stop 5. In the content pane, enter and format the message you want to send to internal recipients 6. On the Outside My Organization page, select the Auto-reply to people outside my organization check box. 7. If you want to restrict automatic replies to only email messages that are in your Contacts address book, click the My Contacts only option 8. In the content pane, enter and format the message you want to send to external recipients 9. In the Automatic Replies dialog box, click OK.

Create a rule from scratch

1. On the Info page of the Backstage view, click Manage Rules & Alerts 2. On the Email Rules page of the Rules and Alerts dialog box, click New Rule 3. In the Rules Wizard, do one of the following, and then click Next: ● In the Stay Organized or Stay Up to Date section of the Select a template list, click the template from which you want to build the new rule. ● In the Start from a blank rule section of the Select a template list, click the type of message you want the rule to process 4. In the Select condition(s) list, select the check box for each of the conditions that will identify messages to be processed by the rule. In the Edit the rule description area, click each underlined word or phrase, and replace it with a criterion that identifies the target messages. Then click Next 5. In the Select action(s) list, select the check box for each of the actions you want Outlook to perform. Specify the criteria for the underlined words or phrases. Then click Next 6. In the Select exception(s) list, select the check box for any condition that will identify messages to exclude from the rule action. Specify the criteria for the underlined words or phrases. Then click Next 7. Specify a name for the new rule, do either of the following, and then click Finish: ● Select the Run this rule now on messages already in "Inbox" check box. ● Select the Turn on this rule check box.

Export messages to an Outlook data file

1. On the Open & Export page of the Backstage view, click Import/Export to start the Import And Export Wizard 2. In the Choose an action to perform list, click Export to a file, and then click Next 3. In the Create a file of type list, click Outlook Data File (.pst), and then click Next 4. In the Select the folder to export from list, click the folder from which you want to export messages 5. If you want to export only some of the messages from the folder, click Filter to open the Filter dialog box, filter the folder to display only the messages you want to export, and then click OK 6. In the Export Outlook Data File wizard, click Next 7. To the right of the Save exported file as box, click the Browse button. In the Open Outlook Data Files dialog box, browse to the folder in which you want to save the .pst file. Enter a name for the exported file in the File name box, click OK, and then click Next 8. On the wizard's last page, click Finish 9. In the Create Outlook Data File dialog box, if you want to password-protect the file, enter a password in the Password and Verify Password boxes. Then click OK to create the file

Print and email message and its attachments

1. On the Print page of the Backstage view, click the Print Options button 2. In the Print dialog box, select the Print attached files check box. Then click Print

Specify text included in response messages

1. Open the Outlook Options dialog box and display the Mail page 2. In the Replies and forwards section, click the message options you want for original content that is included in response messages, in the When replying to a message and When forwarding a message lists 3. In the Outlook Options dialog box, click OK to save the changes.

Run a rule on existing messages

1. Open the Rules and Alerts dialog box. On the Email Rules page, click Run Rules Now 2. In the Run Rules Now dialog box, select the check box of each rule you want to run, select the folder or folders and type of messages on which you want to run the rule or rules, and then click Run Now.

Delete a rule

1. Open the Rules and Alerts dialog box. On the Email Rules page, in the Rule list, click the name of the rule you want to delete, and then click Delete 2. In the Microsoft Outlook dialog box that appears, click Yes.

Create a new rule based on an existing rule

1. Open the Rules and Alerts dialog box. On the Email Rules page, in the Rule list, click the name of the rule you want to use as the basis for the new rule. Then click Copy 2. In the Copy rule to dialog box, if the Folder list includes multiple accounts or sets of accounts, click the account or set of accounts to which you want the rule to apply. Then click OK 3. On the Email Rules page, with the copy selected, click Change Rule, and then click Edit Rule Settings 4. In the Rules Wizard, modify the rule as necessary, and specify a unique name for the rule on the final page of the wizard.

Save message attachments to a file storage location

1. Open the Save All Attachments dialog box by doing any of the following: ● Right-click any attachment, and then click Save All Attachments ● In the message header, click a message attachment. Then on the Attachments tool tab, click the Save All Attachments button ● In the left pane of the Backstage view, click Save Attachments 2. In the Save All Attachments dialog box, select the attachments you want to save, and then click OK 3. In the Save Attachment dialog box, browse to the folder in which you want to save the files, and then click OK.

Edit an automatic signature

1. Open the Signatures and Stationery dialog box and display the Email Signature tab 2. In the Select signatures to edit box, click the signature you want to modify 3. In the Edit signature box, modify the signature content and formatting 4. In the Choose default signature section, modify the signature assignments 5. Click OK in each of the open dialog boxes.

Modify criteria for an existing Search Folder

1. Right-click the folder, and then click Customize This Search Folder 2. Modify the Search Folder name or criteria, and then click OK

Dock peeks to the To-Do Bar

Display the peek that you want to add to the To-Do Bar. In the upper-right corner of the peek, click the Dock the peek button. Or On the View tab, in the Layout group, click the To-Do Bar button, and then click any inactive peek (without a check mark) to pin it to the To-Do Bar.

Change the width of the folder pane of To-Do Bar

Drag the divider between the Folder Pane or To-Do Bar and the content pane to the right or left.

Update a Search Folder

In the Folder List, click the folder name

Change the order of buttons on the Navigation Bar

In the Navigation Options dialog box, move module names up and down in the Display in this order box to set the order of the module buttons from left to right on the Navigation Bar.

Open message attachments

In the Reading Pane or in an open message window, double-click the attachment in the message header.

Preview message attachments

In the Reading Pane, do the following: a. To replace the message text with the attachment content, click the attachment (one time) in the message header b. To redisplay the message content, click the Back to message button in the upper-left corner of the Reading Pane.

Manage settings for a specific account

In the account list at the top of the Info page of the Backstage view, select the account you want to manage