Office Management

Quick reference

• 00:05 All right, in this lesson, we're going to address office management using Outlook.
• 00:10 So it's not really how to manage your emails as much as how to set up
• 00:14 email accounts in order to manage them.
• 00:16 It's all found on the file menu.
• 00:18 So when I click on File, we have an entire list here that says Info,
• 00:22 Open, Save as, or Print, Office Account, Feedback, Options and Exit.
• 00:27 But notice that whatever is selected the contents show on the right hand side.
• 00:32 So when I click Options a brand new screen will open.
• 00:36 I'll go ahead and close that, go back to File
• 00:39 when it's automatically clicked on Info and this little setup here.
• 00:43 Well, this is where you set up multiple email accounts.
• 00:46 You can use as many email accounts as you want.
• 00:48 And then you decide if your emails download to the actual program or
• 00:52 if they stay out in the ether in the cloud through what's called an IMAP server.
• 00:57 Now I'm not here to teach you how to set up those settings.
• 00:59 And that's because it all happens automatically.
• 01:02 You no longer have to be a programmer in order to set up an email account.
• 01:06 You just need to go to File on the Info tab and hit: Add Account.
• 01:10 This is in two places, it's right here in front of us which is great,
• 01:14 it's also under Account Settings.
• 01:16 When I click that, then I can go to Account Settings again and
• 01:20 now hit Add Account > Brand New, brand new right there.
• 01:24 And I would set up my email account.
• 01:26 I simply enter my username and then at whatever the domain is, at hotmail.com,
• 01:33 at msn.com, whatever it would be, then you just it'll walk you through the process.
• 01:38 What if you work for
• 01:39 a company and they are telling you specifically what your settings should be?
• 01:43 Well, that requires advanced options.
• 01:45 So you would click the Advanced Options and say let me set up my account manually.
• 01:50 You'd enter your email address, and then it would give you the connect button here.
• 01:54 Okay?
• 01:55 Again revisiting.
• 01:56 The best part of this is you don't have to figure it out it's mostly automated and
• 02:01 there such great help online.
• 02:03 So if you do get little lost when you hit that Add Account
• 02:06 you'll find help online to figure this all out.
• 02:08 It's not scary at all.
• 02:10 All right, the next button on here is Tools, the mailbox settings.
• 02:15 When you click this, we can clean up our mailbox, empty our deleted items,
• 02:19 clean up old items, which means archiving, sweeping it up with the little broom and
• 02:24 putting it into a banker box and setting it on a digital shelf somewhere.
• 02:28 But you cannot clean up old items if you haven't set up your archive folder.
• 02:31 So please, please make sure to set your Archive folder first.
• 02:35 So we would click this, you'd get in here,
• 02:37 you'd tell it, I want to archive my inbox and all subsequent folders.
• 02:41 Yes, and then you would come back here to our Tools and
• 02:46 you would clean up old items.
• 02:48 And you would tell how old, as of what date, include items or not,
• 02:53 tell it where to, well, hopefully it's in the archive folder.
• 02:57 If you didn't set one up, it'll choose it's own, which is fine, I like that.
• 03:01 All right and the last thing on this tools is the mailbox cleanup.
• 03:04 Maybe you work for a large company and they have limited your mailbox size.
• 03:08 Well in this screen you can go ahead and view your mailbox size.
• 03:12 And you can see well how big are some of these files.
• 03:15 Maybe I should get in and clean those out.
• 03:17 Kind of nice.
• 03:18 So this is what we call office management using Microsoft Outlook.
• 03:22 The last item, this is going to be entirely its own lesson, manage rules and
• 03:26 alerts, so we can set up junk mail and
• 03:28 block senders and have emails file themselves.
• 03:31 That is what that option is for.
• 03:32 And then the last one over here is simply options.
• 03:35 When we click options, this is where you would set up
• 03:38 certain behaviors of your mail and your calendar and your people and your task.
• 03:43 Every time we get into one of those lessons we'll be coming in here and
• 03:46 making a couple changes, nothing major just kind of fun, fun little changes.
• 03:50 All right stay with me we're on to the next lesson.

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