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Outlook 2016 User Manual
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Outlook 2016 User Manual, Introduction 4, 1 What Does Outlook Do 5. 2 Types of Emails 7, Personal Email 7, Mailbox Size 7. Size Limit per Single Email 8, Limits on Number of Recipients Destinations 8. Limits on Number of Emails Sent during Certain Period 8. Shared Email 9, 3 Using Email 10, Setting Up Email Account 10. Basic Operation 13, Basic Screen and Function Buttons 13.
Customizing Reading Pane 14, Folders Initially Provided 15. Favorites 16, Conversation Display 16, Arranging Emails 21. Redirect Setting 23, Automatic Reply 30, Setting Up Email 34. Creating Email Message 35, Creating New Message as Personal Email 35. Creating New Message as Shared Email 37, Creating Signature for Personal Email 40.
Creating Signature for Shared Email 43, Message Options 46. Message Flag 48, Message Format 50, Email Error Prevention Functions Email Tips Spell Check Input Error Check 52. Attaching or Inserting Files 56, Sending and Receiving Emails 58. Offline Work 61, Compressing Offline Outlook Folder File ost 61. Outlook 2016 User Manual, Utilizing Exchange Cache Mode 63.
Downloading Messages When Connecting to Slow Network 64. Putting Emails In Order 66, Quick Search 66, Search Folders 67. Creating a subfolder 68, Filtering Rules 69, Deleted Items Folder 72. Email Security 75, How Junk Email Filter Works 75, Changing Download Settings of Images 82. Blocking Suspicious Attachment 84, 4 Setting Up and Managing Shared Email 85. Displaying Shared Email 85, Managing Users Members 89.
5 Contacts 91, Functions of Contacts 91, Managing Contacts 92. Creating Contacts 92, Creating Contact Group 96, Utilizing Shared Email Address Book 98. 6 Calendar 100, Functions of Calendar 100, Calendar Display 101. Changing Calendar Display Method 101, Calendar Navigator 102. Changing and Adding Time Zone 103, Changing Work Week 105.
Time Scale Time Unit 107, Creating Calendar 108, Calendar Items 109. Creating Appointment 110, Creating Appointment from Timetable 112. Creating Event 113, 7 Task 115, Task Functions 115. Outlook 2016 User Manual, Managing Tasks 116, Creating Task 116. Finishing Task 118, 8 Contact Us 119, Appendix 120.
System Requirements 120, Outlook 2016 User Manual, Introduction. This manual provides basic information on how to use our email system Office. Office 365 is a cloud service provided by Microsoft and offers other collaboration. tools e g Office applications in addition to the email service. This manual describes how to use Outlook 2016 For information on how to use. Outlook on the Web Outlook on the web refer to Outlook on the Web User. Manual Choose your email client according to the purpose preference and or. environment, Using Email System from Smartphone or Tablet. You can use both the official and standard email applications. Official email application, Use Outlook for iOS Android provided by Microsoft You can download this. application from a distribution service such as Google Play or App Store. Standard email application, The standard email application is one which comes with your Smartphone You. can use the service from the standard email application by adding your. Exchange account on the settings screen of your Smartphone. Caution Particularly for Staff, Since you are handling business emails pay attention to security when using.
the email service from outside the organization e g lock the screen or enable. the remote wipe function, Outlook 2016 User Manual. 1 What Does Outlook Do, Outlook is the email client included in Microsoft Office and provides functions for. sending and receiving emails as well as managing address book contacts and. schedule You need to install Outlook on your PC to use it. Refer to Appendix at the end of the manual for the system requirements. Reference Overview of Outlook on the Web, Outlook on the web is a web based application used to access the Office 365. mailbox from a web browser and provides almost the same functions as Outlook. including sending and receiving emails as well as managing address book. contacts and schedule You can use Outlook on the web in any environment. where you can use a web browser whether you are inside or outside the. university, For information on how to use Outlook on the web refer to Outlook on the. Web User Manual, Outlook 2016 User Manual, Outlook 2016 User Manual.
2 Types of Emails, A mailbox stores received emails and one mailbox is provided for each email. address There are two types of emails in Office 365 personal email and shared. The following provides some notes on using the email function of Office 365. Personal Email, Mailbox Size, Warning on mailbox size. When the mailbox size increases to certain values three types of notifications are. given from Exchange Online as listed below, Item Description. 1 Issue When the mailbox size has reached this size a warning message is sent to. warning the user via email, at This message prompts the user to delete unnecessary emails. 2 Prohibit When the mailbox size has reached this size a notification message is sent. send at to the user via email to tell him her that no more emails can be sent The. user cannot send a new email unless he she deletes unnecessary emails to. make his her mailbox smaller than this limit, 3 Prohibit When the mailbox size has reached this size Exchange Online rejects all.
send and received emails and returns a non delivery report NDR to each sender. receive at The sender can try sending the email later In order to receive new emails. the user must delete unnecessary emails to make his her mailbox smaller. than this limit, Mailbox size limits and notifications. Target Mailbox Issue warning Prohibit Prohibit send. size at send at and receive at, 1 Default size limits Office 365 49GB 49 5GB 50GB. Outlook 2016 User Manual, Size Limit per Single Email. In order to prevent large emails from affecting the system performance and. ensure that emails from all users are distributed quickly each email is limited to a. certain size, The size of a single email to send including its attachment is limited to 35 MB. Any email exceeding this size is not sent and a non delivery report NDR is sent. to the sender The same size limit is applied to received emails. Note that a particular email client may limit the size of each attachment to a. smaller value than this limit, Limits on Number of Recipients Destinations.
To prevent the user from sending junk emails at once Exchange Online limits the. number of recipients for each email sent, The maximum number of recipients to send emails from the Exchange Online. mailbox i e the number of email addresses specified as destinations is 10 000. per day Also a single email can be sent to up to 500 recipients email. addresses These limits apply to both emails sent within the organization and. those sent to the outside world While these limits cannot be changed the limit on. the number recipients per email 500 can be managed to send an email to more. than 500 recipients by including multiple recipients in a distribution list. For example if 10 recipients are included in a single distribution list and the. distribution list is specified as the destination the number of recipients is counted. Limits on Number of Emails Sent during Certain Period. In order to prevent the system resources from being consumed excessively as. well as being used illegally the number of emails which can be sent by a single. user is limited to 30 emails per 1 minute, If the user sends emails at a higher rate Exchange Online sends these emails but. they will be queued on the server to adjust the distribution rate. Outlook 2016 User Manual, Shared Email, The shared email is a mailbox where multiple users can read and send emails By. using the shared email a shared calendar is provided so that multiple users can adjust. their holiday and work shift schedules, About shared email. Using the shared email service users of the same distribution group can send emails. from a common account similar a public email address e g info contoso com. contact contoso com and easily manage these emails When a user replies to an. email which was sent the shared email account the reply message will be shown as. an email sent from the shared account but not the personal account. The shared email is most suitable to process inquiries from users via email since. multiple responsible persons within the organization can manage and reply to the. inquiries The users can obtain answers to their inquiries quickly and related emails. are saved in a single mailbox, There is no user name or password dedicated to the shared email You cannot directly.
sign in to the shared mailbox using the Outlook Outlook Web App Exchange. ActiveSync Exchange Web Services EWS and other Exchange protocols You need. to be granted permission to access the shared mailbox first and access to it using. Outlook or Outlook Web App, Notes on Shared Email, Determine who are responsible for replying to received emails as well as. sending new emails and, make sure that everyone in the group knows it This is important to avoid. accidents such as sending the same email twice, Since the mailbox is shared by all members if someone deletes an email. other members can no longer view it, If one of the group members changes the state of an email from Unread to. Read other members will see it as Read, Limits on shared mailbox.
The size of the shared mailbox is limited to 50 GB When the shared mailbox size. reaches 50GB it will be locked in one month Be careful so that the shared mailbox. does not exceed this limit by archiving it regularly. Outlook 2016 User Manual, 3 Using Email, This chapter describes the basic operation for using the email service in Outlook. Setting Up Email Account, You need to set up your email account when you launch Outlook for the first time. Launch Outlook by double clicking the desktop icon or choosing from the. Start menu, Set up your email account, Your Name An arbitrary name. Email Your email address, Password Your password, Retype Enter your password again. Check that entered information is correct and click Next. Outlook 2016 User Manual, If the following screen appears enter your password and click OK.
Do not check Remember my credentials, All of three steps will be checked in a while When all steps have been. checked click Finish, Outlook launches, Outlook 2016 User Manual. Account setup is complete if Outlook has launched successfully. The setup procedure above is not necessary when you launch Outlook next. Outlook 2016 User Manual, Basic Operation, Basic Screen and Function Buttons. Classified into tabs and commands are, Quick Steps arranged on each tab. You can add frequently used operations to Quick Use the ribbon UI to create a new email or. Steps reply to a received email, By entering a keyword in the.
Search box you can search, for emails with the specified. Lists shortcuts to other Outlook, folders By adding frequently. used folders here you can, Preview of an email selected in. access it quickly, the email list is shown You can. reply to or forward a received, email in this pane.
Email list, Emails included in a selected folder or search. result are shown here Outlook can show, emails by conversation by organizing emails. and their replies in a hierarchical manner, Outlook 2016 User Manual. Customizing Reading Pane, The reading pane is displayed to the right of the message list. If you are using a special size monitor or you do not prefer showing the message. preview you can move the reading pane to another location or hidden it. Changing the display method of the reading pane, Click the VIEW tab and Reading Pane Choose Right Bottom or Off.
from the menu displayed, Configuring the options for the reading window. You can configure various reading pane options to specify for example when an. email is flagged as Read and how the message contents are scrolled. Configure the options for the reading window in the following procedure. Click the VIEW tab Reading Pane and Options, When the reading pane is hidden Options is grayed out. In the Reading Pane dialog box check desired options under Reading Pane. Outlook 2016 User Manual 10 3 Using Email This chapter describes the basic operation for using the email service in Outlook Setting Up Email Account You need to set up your email account when you launch Outlook for the first time Launch Outlook by double clicking the desktop icon or choosing from the Start menu Set up your email account

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