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14 Outlook tips that will make your day easier | Focus
In your Outlook calendar view, click on Calendar Groups along the top of the window. Select Create New Calendar Group. Enter a name for your Group Calendar and press OK. From the Global Address List , find the group members you need by clicking on their name and then clicking the Group Members button.
When you are done, press OK. The individuals in your new group schedule will now be visible on your navigation pane on the left column of your Outlook window. Their individual calendars will be visible to the right on the main window. To see the calendar as a group, rather than individual columns, click each left-pointing arrow above the individual calendars.
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Your group calendar will now have all members' calendars overlapping and look like this: You can view your group as a schedule as well. For more information, see Create and add an email message signature. On the ribbon or in the reading pane, choose Reply , Reply All , or Forward. In the To , Cc , or Bcc box, do one of the following:. To remove a recipient, click in the appropriate box, choose the recipient's name, and then press Delete.
For more information, see Reply to or forward an email message. To share a file, you can attach it to your message. You can also attach other Outlook items, such as messages, contacts, or tasks. Create a new message, or choose an existing message and choose Reply , Reply All , or Forward. For more information, see Attach a file, message, contact, or task to an email message. You can open an attachment from the reading pane or from an open message. After opening and viewing an attachment, you can save it. If a message has more than one attachment, you can save them as a group or one at a time.
Depending on the version of Outlook you're using, there might be multiple options available to open an attachment.
For more information, see Open attachments. On the Attachments tab, in the Actions group, choose Save As.
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You can also right-click the attachment, and then choose Save As. For more information, see Save attachments. If you use Outlook for iOS or Outlook for Android , your drafts will automatically synchronize to your mobile device. From there, you can finish messages you've started at your computer, easily add attachments from your photos or camera, or use Office Lens to capture notes from a whiteboard in a meeting.
Appointments and meetings are a byproduct of your personal and business life and your calendar is the perfect vehicle for managing both. With Outlook you also can set reminders of scheduled events. In a Calendar folder, choose New Appointment. You can also right-click a time block in your calendar grid, and then choose New Appointment. For more information, see Schedule an appointment. In Outlook, a meeting includes other people and can include resources such as conference rooms. For more information, see Schedule a meeting with other people.
You can set or remove reminders for almost anything in Outlook, including email messages, appointments, and contacts. Open an Appointment or Meeting , and then in the Reminder list box, choose the amount of time before the appointment or meeting when you want the reminder to appear.
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To turn off a reminder, choose None. Right-click the flag in the message list to add a reminder. People is the bucket name for those persons—and companies—who form your business and personal contacts. Who you add as a contact is completely discretionary and the only restrictions that might apply as to who you can or can't add are the limitations that you or your company impose. Your company, for example, might have rules about correspondence with certain external email addresses.
A contact can be as simple as a name and email addresses, or you can include, for example, details such as street addresses, multiple phone numbers, a picture, and birthdays. You'll find your Contacts under the People option in the shortcuts bar in the lower-left corner of the Outlook window. For more information, see Create or add a contact. Saving a copy of contacts in your address book is a good practice. In Outlook or Outlook for Windows, you can download a comma-separated value.
Choose Comma Separated Values and then, on the Export to a File page, choose Contacts as the folder to export from for your account.
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This is especially important if you're carrying out these steps from another person's computer. The comma-separated value. It's normal. Close the file without making any changes to avoid potential problems importing the file on a different device that has the same version of Outlook or a different email service. Tasks Create a task Many people keep to-do lists—on paper, in a spreadsheet, or with a combination of paper and electronic methods. In Outlook, you can combine various lists into one, get reminders, and track task progress.
For more information, see Create tasks and to-do items.
Choose on the quick access bar or Tasks on the navigation bar. Accept or clear the default selection of the two check boxes: Keep an updated copy of this task on my task list and Send me a status report when this task is complete. If you want the task to repeat, choose Recurrence on the ribbon, select the options you want in the Task Recurrence dialog box, and then choose OK.
If you select the Send me a status report when this task is complete check box, you receive status reports for each completed occurrence of the task.