We get it (and IT!)

Phone: 1300-728-259 or .

Category Archives: outlook

Office 2016 for Mac is now available

Office 2016 for Mac has arrived, and it brings with it several new features to Microsoft’s popular productivity suite and cloud-based services. Microsoft has fixed various bugs and functionality issues in its latest Office version, allowing users to fully make use of the software and integrate it seamlessly with their Mac platform. Here’s all you need to know about the new features of Office 2016 for Mac.

So what’s new?

The obvious change in Office 2016 for Mac is the user interface. You’ll experience a cleaner and more modern design that looks consistent across all core applications. The toolbars and icons have been redesigned with a minimalistic approach, resulting in less clutter and making it easier to find what you’re looking for.

Looks are not the only improvement. Office 2016 for Mac provides huge improvements to the performance of Microsoft’s well-known applications.

Word 2016

Apart from the interface changes, in Word 2016 multiple Mac users can now work simultaneously on the same document. When a user working on a file saves any changes, a notification that highlights the changes is sent to other users. This new feature is similar to that of Google Docs, where users can collaborate by sharing and editing files online. Word 2016 includes a style pane on the right-hand side of the screen. When selected, you can apply pre-set styles to texts and paragraphs. What’s more, Word 2016 also adds a nifty new navigation pane, allowing you to navigate through files based on the changes you’ve made, including comments, formatting, deletion, and more.

PowerPoint 2016

The most prominent change made to PowerPoint 2016 is the redesigned ribbon. Many ribbons have been removed, renamed, and given new icons. The new PowerPoint also has the very same collaboration features as Word, meaning you and your colleagues can edit presentations simultaneously. In addition, Microsoft has added 24 all-new themes to PowerPoint, and these aren’t just normal themes – with just one click, you can alternate between different color palettes, fonts, and background styles for your current theme. These new features are identical to the ones in PowerPoint for Windows, but they have more functionality and are much easier to use.

Excel 2016

As soon as you launch Excel 2016, you’ll be greeted by its modern new appearance. One addition is a slicer tool that greatly increases the performance of pivot tables. With slicers, you can create buttons that simplify data filtering in a pivot table report without the need to use drop-down lists. Another new feature worth mentioning is the inclusion of the Analysis Toolpak extension. This add-on is especially useful if you want to generate complex statistical and engineering data – the Analysis Toolpak offers a number of advanced formulas that were absent in the former Excel for Mac 2011.

Outlook 2016

The previous Outlook for Mac 2011 proved to be flawed in many areas. And if you find that Apple Mail is not living up to your expectations, Outlook 2016 will be a great alternative to meet your email needs. As with other Office 2016 applications, the new Outlook has gotten a visual revamp. Some notable new features include improved usability, such as a blue vertical bar spanning across unread messages, faster email search and filtering, and a more powerful database and mail server that enables you to send and receive messages much more quickly.

Want to learn more about Office 2016 for Mac, and how you can implement it into your business? Give us a call today; we’re sure we can help.

Create a recurring appointment: Outlook

How to Create a recurring appointment using outlook.

A recurring appointment repeats on a regular basis (for example, every Tuesday). This is different from a recurring meeting, which involves inviting individuals.


 

  1. Open your calendar. Click on New Appointment or double click on a desired date and time in your calendar to open a new Appointment window.1
  2. Enter a Subject and Location. Adjust the Start time and End time if necessary.2
  3. Click on Recurrence to open the Appointment Recurrence dialogue window.3
  4. Set the Recurrence pattern and Range of recurrence. When finished, click OK to return to the Appointment window.4
  5. The recurring appointment has now been established. Click Save & Close.
    5

If you want more tech tips like this one – Create a recurring appointment using outlook, give us a call and one of our Tech Experts can help you out. Phone (07) 3806 6727 for more information.

Outlook tips to increase productivity

Outlook is considered one of the most powerful email platforms due to its ability to enable business users to manage emails, contacts, tasks, appointments, and so much more. But most people only use a small percentage of the features available in Outlook, without mastering the shortcuts and advanced features. We highlight some nifty tricks that will help you realize the full potential of Outlook and make the most of your email communications.

Filter emails

We all get bombarded with new emails every day. Finding relevant emails and messages that you really need to re-read can be time-consuming, especially if you have to keep going back to old emails in a huge inbox. That’s where the Filter Email option comes in. With this filter you can instantly sort your mailbox to show only certain types of emails, such as those with attachments and specific time periods. You can also type into the search box to drill down even further in your filtered view.

Write new emails instantly

This shortcut is designed to save you time from switching back and forth between Outlook and other programs. Regardless of what you currently have on your screen, you can create new emails, appointments, meetings, contacts, and tasks easily. Simply right-click on the Outlook icon to open a list containing these direct shortcuts.

Assign categories

If you receive a large number of emails every day, it certainly helps to create categories and assign emails to their corresponding groups. Outlook allows you to create color-coded categories such as green for Done, yellow for Pending, orange for Urgent, red for Due, and so on. This way you can quickly identify the status of each email and prioritize your tasks at a glance. To create a new category, right click on the Categories column and select All Categories from the dropdown list.

Create folders

This is one of the most basic and useful email management tips that is often overlooked. You can avoid cluttering your inbox by creating custom folders for specific emails. While there’s no limit to the number of folders you can create, the general rule of thumb is to create a folder for each client or subject. To create custom folders, simply right click on Outlook’s left navigational panel and chooseNew Folder from the dropdown list. Moving the emails from your inbox to a custom folder is as easy as dragging and dropping.

Email templates

If you have to send emails that contain the same basic information that is rarely updated, templates can save you a lot of time. Start by writing a new email message, entering essential information that you need to reuse, and leaving a visible blank space for new information that needs to be changed each time you send the message. Then navigate to the Files tab and choose Save As. From the dialog box, change the file type to Outlook Template (*.oft), and save. Whenever you want to use the template, head over to New Items > More Items > Choose Form… and select the template file that you have saved, then begin customizing it.

Outlook is a great email communication software that is included in the Microsoft Office 365 package. For more information about Office 365 and how it can improve your business’s productivity and bottom line, get in touch with our experts today.

Create a rule Outlook

Create a rule Outlook 2010 and 2013

Rules can be established based on various criteria such as senders, recipients and subjects. You can perform a number of tasks such as deleting messages, moving them to specific folders, and creating alerts. Using rules in Outlook 2010 or 2013 can help you manage your email more efficiently.

In this tutorial, we will walk you through an example of how to create a rule to send all accepted meeting responses to one specific folder. You can skip to step 4 if you already have a specific folder in mind.

  1. Under the Folder tab select New Folder to open the Create New Folder dialog box.
    createrule1
  2. Enter a name for your folder and select Mail and Post Items in the Folder containsdrop-down menu. Scroll and highlight to select where you want to place the folder and click OK.

    createrule2

  3. Click on the Home tab. Click Rules and then Manage Rules & Alerts to open theRules and Alerts dialog window.
    createrule3
  4. Click on New Rule… to open the Rules Wizard dialog box.
    createrule4
  5. Click on Move messages with specific words in the subject to a folder.
    createrule5
  6. Click on the specific words link to open the Search Text dialog box.
    createrule6
  7. Type the specified word in the field provided and click Add.
    createrule7
  8. Click OK to return to the Rules Wizard dialog box. Then click on the specified link to open the Rules and Alerts dialog box.
    createrule8
  9. Scroll and click to highlight the desired folder and click OK to return to the Rules Wizard dialog box.
    createrule9
  10. You will see that the link in the rule description has changed from specific words to Accepted and the specified folder link has changed to Accepted Meetings.
    createrule10
  11. Click on Finish to return to the Rules and Alerts dialog box. You will see that the rule has been created and is selected. Click OK to complete the rule process.

createrule2

If you want more Tech Tips like this one – Create a rule Outlook using outlook, give us a call and one of our Tech Experts can help you out. Phone (07) 3806 6727 for more information.

Initiate a meeting: Outlook 2010 and 2013

Initiate a meeting: Outlook 2010 and 2013

A meeting occurs at a scheduled time and location. Unlike appointments, it includes notifying and inviting other people. A meeting in your calendar could be one you set up, or it could be one you’ve been invited to by someone else. Meetings appear both in your calendar and in the calendars of the invitees.

  1. When looking at your calendar, click on the New Meeting icon.

    initiatemeeting1

  2. Enter a Subject and Location for your meeting and adjust the Start and End times if necessary. Make sure the All Day Event box is NOT selected and include a comment or description of the meeting in the field provided.

    initiatemeeting2

  3. When you are finished, click on the Scheduling Assistant icon to begin inviting attendees.

    initiatemeeting3

  4. Enter a name in the Search field and highlight the name of the person you wish to invite. Then click on Required. You can also click on Optional if the invitee’s presence isn’t mandatory. Once you have added everyone that you want to invite, click OK.

    initiatemeeting4

  5. You can now scroll through the calendar to find an available meeting time for all attendees, or you can use the Suggested Times in the bottom right of the screen to automatically search for the next available meeting time open to all invitees.

    initiatemeeting6

  6. Once the attendees and time have been established, click the Send button to send the invitation.
    initiatemeeting7
  7. The meeting has now been created in your calendar and will also appear in the calendars of those invited, provided they accept your invitation.
    initiatemeeting8
    To add a room to a meeting, double click on the meeting in your calendar. Then click onRooms.
  8. initiatemeeting9
  9. Type the room name in the Search field and highlight the desired room on the list. Then click on Rooms and then OK.

    initiatemeeting10

  10. To add other resources or individuals to a meeting, click on the Scheduling Assistant. Then click on the Add Attendees icon. Enter new information or edit the existing information. Once you are finished editing your meeting, click Send Update.

    initiatemeeting11

    initiatemeeting5

  11. Replies to your meeting invitation will be sent to your Inbox. To track who has responded to your meeting invite, open the meeting in your calendar and click onTracking. There you will see all of the responses.
    initiatemeeting12

If you want more Tech Tips like this one – Initiate a meeting using outlook, give us a call and one of our Tech Experts can help you out. Phone (07) 3806 6727 for more information.

Disable Out-of-Office Assistant: Outlook 2010 and 2013

Disable Out-of-Office Assistant: Outlook 2010 and 2013

If you did not set an end date, you will need to turn the Out of Office Assistant off when you return. For more information about setting up the Out of Office Assistant, see Activate Out of Office Assistant: Outlook 2010 and 2013.

  1. Click the File tab then click Turn off.

outofoffice_turnoff1

 

If you want more Tech Tips like this one – Disable Out-of-Office Assistant using outlook, give us a call and one of our Tech Experts can help you out. Phone (07) 3806 6727 for more information.

Activate Out-of-Office Assistant

Activate Out of Office Assistant: Outlook 2010 and 2013

When you are away from your computer and are not checking emails, you can setup Outlook’s Out of Office Assistant to send an automated response to some or all of the people who send you emails.

  1. Click the File tab and click Automatic Replies.
    outofoffice1
  2. Click to change the selection to Send automatic replies.
    outofoffice2
  3. You can choose to send automatic replies only during a specific date and time range by clicking the Only send during this time range box and entering the start and end times. If you don’t specify a time now, you can manually disable the Out of Office Assistant when you begin checking emails again.
    outofoffice3
  4. Type your message in the space provided. Note that you can choose to send replies Inside My Organization or Outside My Organization and can have a different message for each option. Note that Inside My Organization refers to faculty and staff who use Exchange email.
    outofoffice4
  5. To send an automatic reply outside your organization, click the Outside My Organization tab and click the box beside Auto-reply to people outside my organization. You can also only send the automatic reply to people in your contact list.
    outofoffice5
  6. Click OK to activate your out-of-office message.

 

If you want more Tech Tips like this one – Activate Out-of-Office Assistant using outlook, give us a call and one of our Tech Experts can help you out. Phone (07) 3806 6727 for more information.

Respond to a meeting request: Outlook 2010 and 2013

Respond to a meeting request: Outlook 2010 and 2013

When invited to a meeting, there are four actions you can take: Accept, Decline,Tentative, and Propose New Time. Until you act on the on a meeting invitation, Outlook automatically sets your reply as Tentative and the date/time in your calendar is also marked as Tentative. It is very important that you act on a meeting request as soon as you receive one.

Accept

Open the meeting request and click Accept. Click Send the response now if you wish to respond or select Do not send a response.  Then click OK. You may wish to select Edit the response before sending to include a comment such as: “I will be arriving late.”

respondtomeetingrequest1

Tentative

Open the meeting request and click on Tentative. Click Send the response now if you wish to respond or select Do not send a response. You may wish to select Edit the response before sending to include a comment such as: “This meeting overlaps another meeting I have across campus.”

respondtomeetingrequest2

Note: If your Out of Office Assistant has been activated, the meeting organizer will receive an Out of Office reply indicating Tentative as the default status.

Decline

Open the meeting request and click on Decline. Click Send the response now if you wish to respond or select Do not send a response. You may wish to select Edit the response before sending to include a comment such as: “I have an off-campus appointment during this time.”

Note: If you decline a meeting request it will be moved from your Inbox to your Deleted Items folder. If circumstances change later and you are able to attend, you can always undelete the meeting request and accept it.

respondtomeetingrequest3

Propose New Time

  1. Open the meeting request and click on Propose New Time.
  2. Click Tentative and propose new time or Decline and propose new time.

    respondtomeetingrequest4

  3. A dialog window will open allowing you to select an alternate date and time. When you are finished choosing your desired time, click on Propose Time.

    respondtomeetingrequest5

  4. A message window addressed to the meeting organizer will automatically open, and you will also see the current meeting time and time you are proposing for the meeting. Type a message or comment in the field provided and click Send.

    respondtomeetingrequest6

If you want more Tech Tips like this one – Respond to a meeting request using outlook, give us a call and one of our Tech Experts can help you out. Phone (07) 3806 6727 for more information.

Open a shared calendar: Outlook 2010 and 2013

Open a shared calendar: Outlook 2010 and 2013

In order to open a shared calendar, you must first be given the appropriate access. Please seeShare calendar: Office 2010 and 2013 for more information. If you have received a Sharing Invitation from another Outlook user, there are two ways to open the calendar:

  1. In the Outlook calendar view, click Open Calendar, then Open Shared Calendar.opensharedcalendar1
  2. Type the name or click on Name to access the Global Address List. Click OK when you are finished.opensharedcalendar2
  3. Alternatively, on the File menu, select Open and then click on Other User’s Folder.opensharedcalendar3
  4. Enter the person’s name or click on Name to access the Global Address List. SelectCalendar as the Folder Type. Click OK when you are finished.opensharedcalendar4
  5. The shared calendar you have opened is now visible and appears under Shared Calendars in the Outlook task pane. To close the shared calendar, click the check box beside it to deselect it.opensharedcalendar5

If you want more Tech Tips like this one – Open a shared calendar using outlook, give us a call and one of our Tech Experts can help you out. Phone (07) 3806 6727 for more information.

Cancel meeting request: Outlook 2010 and 2013

As the organizer of a meeting, it is often necessary to make changes to a meeting that has already been scheduled. The only item that cannot be changed is your attendance: as the organizer, the meeting cannot exist without you. Follow these steps to cancel a meeting. Otherwise, edit your meeting details.

  1. Double click on the meeting in your calendar to open the meeting dialogue box.1

    Note: If this meeting is a reoccurring event, you will be given the option of opening one occurrence or the entire series.

    2

  2. In the main meeting window, click on Cancel Meeting.3
  3. Click on Send Cancellation.4

This action cannot be undone. If you change your mind and decide to hold the meeting after all, you will need to send a new meeting request.

If you want more Tech Tips like this one – Outlook Cancel meeting request using outlook, give us a call and one of our Tech Experts can help you out. Phone (07) 3806 6727 for more information.