Office 365 Tips and Tricks

Faculty & Staff Office 365 Tips and Tricks Quick Reference Guide DRAFT © 2016. All Rights Reserved. California State University, Bakersfield Janua...
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Faculty & Staff

Office 365 Tips and Tricks Quick Reference Guide

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© 2016. All Rights Reserved. California State University, Bakersfield

January 28, 2016

Faculty & Staff

Office 365 Tips and Tricks Quick Reference Guide

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Table of Contents 1.0

Tips and Tricks Overview.................................................................................................................................. 5

2.0

General Customizations.................................................................................................................................... 5

3.0

2.1

Open in new Window .............................................................................................................................. 5

2.2

Status Bar ............................................................................................................................................... 5

2.3

Quick Access Toolbar ............................................................................................................................. 6

2.4

Adding your picture ................................................................................................................................. 7

2.5

Backgrounds and Themes ...................................................................................................................... 8

2.6

Outlook Start and Exit ............................................................................................................................. 9

Email ............................................................................................................................................................... 11 3.1

Customizations ...................................................................................................................................... 11 Email Settings .......................................................................................................................... 11 Email From and BCC Buttons .................................................................................................. 14

3.2

3.1

To-Do Pane .............................................................................................................................. 15

3.1

Public Folders .......................................................................................................................... 16

Organization .......................................................................................................................................... 18 Unread Mail .............................................................................................................................. 18 Clutter ....................................................................................................................................... 19

3.3 4.0

5.0

Checking Names ................................................................................................................................... 19

Categories ....................................................................................................................................................... 20 4.1

Category Setup ..................................................................................................................................... 20

4.1

Categorize Email ................................................................................................................................... 21

4.2

Group Inbox by Categories ................................................................................................................... 22

4.3

Search by Categories............................................................................................................................ 22

Calendar ......................................................................................................................................................... 23 5.1

Customizations ...................................................................................................................................... 23

5.2

Add Campus Holidays........................................................................................................................... 24

5.3

Calendar Navigation.............................................................................................................................. 25

5.1

Calendar List View ................................................................................................................................ 26

5.2

Calendar List View to Excel .................................................................................................................. 27

5.3

Categorize Calendar items ................................................................................................................... 28

5.4

To Do pane ........................................................................................................................................... 28

5.5

Search Calendar ................................................................................................................................... 29

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Office 365 Tips and Tricks Quick Reference Guide

6.0

People (Contacts) ........................................................................................................................................... 30 6.1

People Views ........................................................................................................................................ 30

6.2

Categorize Contacts.............................................................................................................................. 31

6.3

Create contact from To box email address ........................................................................................... 31

6.4

Create Contact Group from email you receive ..................................................................................... 32

6.5

Create contacts from an Excel list ........................................................................................................ 34

6.1

Send business card ............................................................................................................................... 36 Create your electronic business card ....................................................................................... 36 Customize your business card ................................................................................................. 37 Attaching your business card ................................................................................................... 40

7.0

Getting Help .................................................................................................................................................... 41

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Office 365 Tips and Tricks Quick Reference Guide

1.0 Tips and Tricks Overview Outlook 2016 provides a wide range of flexibility and versatility for communicating with others and for managing your time. In the Outlook Basics and Outlook Advanced, we covered commonly used features and functions. The Office 365 Tips and Tricks guide builds upon training content presented in Outlook Basics and Outlook Advanced. This guide presents alternative methods for working with Outlook and its modules. These alternative methods or tips and tricks aim to increase your productivity by saving you time. This document covers tips and tricks for Outlook 2016 for PC. Additionally, it focuses on the Outlook Mail, Calendar, and People modules. The contents herein assume you are familiar with Outlook or have attended Outlook for PC Basics and Outlook for PC Advanced.

2.0 General Customizations You can customize your Outlook environment. It covers opening new windows, adding your picture, understanding the status bar, customizing the quick access toolbar, and changing themes.

2.1 Open in new Window You can open most Outlook modules in a new window. For example, you can have your Mail and Calendar open at the same time. 1.

From the Outlook Navigation bar, right-click an Outlook module, such as Calendar

2.

From the menu, click Open in new window

3.

Your two Outlook modules appear in different windows.

2.2 Status Bar The Status Bar is the horizontal bar located at the bottom of your Outlook screen. This bar displays information about the current state or condition of Outlook and additional capabilities depending on the module you are using.

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Office 365 Tips and Tricks Quick Reference Guide



Status Message In the Mail module, the Status Bar displays information about your messages. For example, the Status Message can show the number of mail items in your inbox. In this case, there is one email, which is unread.



Connection Status

The connection status tells you about your sync and connection condition. It lets you know whether you are connected to Office 365 and whether your folders are update. In this case, folders refer to all Outlook items including your Inbox, calendar, etc. If you are connected to Office 365 your connection status will read All folder are up to date and Connected to: Microsoft Exchange. Periodically, it will provide information on folders it is updating, such as the address book. If you should see anything different, you should restart Outlook. If the problem persists, you should email [email protected]

Normal Button The Normal button returns your view to its normal configuration.



Reading Pane Button The Reading Pane button closes the Folder and To Do panes allowing you more room for previewing your email messages.



Zoom Scale The Zoom Scale allows you to zoom in and out on the text in your preview pane. The + zooms in (text gets larger) and the – zooms out (text gets smaller).

2.3 Quick Access Toolbar Your Quick Access Toolbar allows you to add your preferred Outlook functions. It located in the upper left corner of Outlook.

For example, you can add a Print button. These instructions will guide you in adding a Print button to your Quick Access Toolbar. 1.

To begin, click the More

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Office 365 Tips and Tricks Quick Reference Guide 2.

When the Customize Quick Access Toolbar menu opens, click Print

3.

The Print button is added to your Quick Access Toolbar.

2.4 Adding your picture You can add a photo to your Office 365 profile. The photo will appear on your sent email or in specific areas in Office 365 and Outlook. You will need to sign into Office 365 from a web browser to complete this process. 1.

Open your default web browser and navigate to: o365.office.com.

2.

On the CSUB page,  Enter your email address ([email protected])  Enter your password  Click Sign In

3.

Your Office 365 account opens. Click the Profile button. The upper right-hand side of screen.

4.

From the menu, click Change

5.

On the Change Photo page, click Browse

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Office 365 Tips and Tricks Quick Reference Guide 6.

Browse to the photo location  Click the desired photo  Click Open

7.

When photo is uploaded, click Save

8.

Your photo will appear in Office 365.

2.5 Backgrounds and Themes You can change the Outlook background and theme. The Outlook background refers to the embellishments that appear under the color scheme. The default background is No Background. Outlook themes are color schemes used. The default theme is Colorful. 1.

To begin, click the File tab

2.

From the menu, click Office Account

3.

To change the Office Background, click the down arrow

You must be signed in to see this option. 4.

Select a background

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Office 365 Tips and Tricks Quick Reference Guide 5.

To change the Office Theme, click the down arrow

6.

Select a theme

7.

To return to your previous page, click the

8.

Your background and theme choices are applied.

2.6 Outlook Start and Exit You can customize what tasks Outlook performs, when it opens and exits. For example, you may want Outlook to open your Calendar first or you may want Outlook to empty your Deleted Items folder, when you exit. 1.

To begin, click the File tab

2.

From the menu, click Options

3.

When the Outlook Options screen opens, click Advanced

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Office 365 Tips and Tricks Quick Reference Guide 4.

To change the folder Outlook opens when starting,  Click the Browse button

5.

From the Select Folder,  Select the Outlook folder, such as calendar  Click OK

6.

When you restart Outlook, it will open your Calendar first.

7.

To have your Deleted Items folder emptied, when you exit Outlook, check the Empty Deleted Items folders when exiting Outlook box.

8.

When you exit Outlook, you will receive a message. To empty the Deleted Items folder, click Yes

9.

Click OK to close the Options screen.

10.

To return to your previous page, click the

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3.0 Email The tips and trick for Email fall into two categories: customizations and organization. Customizations refer to setting up preferences for the Email module. Organization deals with Outlook features that can help you organize your mail items.

3.1 Customizations You can customize your Email environment to meet your needs. You can change the default settings for message arrival and tracking defaults. Additionally, you can organize your mail items to view Unread mail only, de-clutter your mail box, and categorize mail items.

Email Settings You can change the default settings for message font, message arrival, and tracking. Additionally, you can turn off the Desktop Alerts. These instructions will assist you. 1.

To begin, click the File tab

2.

From the menu, click Options

3.

When the Outlook Options screen opens, click Mail

4.

To change your default message font,  Locate the Compose message section  Click the Stationery and Fonts button

5.

On the Signatures and Stationery screen, click Font under the New mail messages section

6.

Make your selections and then click OK

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Office 365 Tips and Tricks Quick Reference Guide 7.

On the Signatures and Stationery screen, click Font under the Replying or Forwarding messages section

8.

Make your selections and then click OK

If you do not like your reply text appearing in blue, you can change the Font color.

9.

To close the Signatures and Stationery screen, click OK

10.

To turn off the message arrival sound,  Locate the Message arrival section  Uncheck Play a sound

11.

To turn off Desktop Alerts,  Uncheck Display a Desktop Alert

12.

To always request delivery and read receipts,  Locate the Tracking section  Check Delivery receipt confirming the message was delivered to the recipient’s e-mail server  Check Read receipt confirming the recipient viewed the message.

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Office 365 Tips and Tricks Quick Reference Guide 13.

To change how you respond to requests for read receipts,  Click the desired option

14.

To streamline the processing of delivery and read receipts,  Check the After updating tracking information, move receipt to: box  Click Browse

15.

On the Select Folder screen, click New

16.

On the Create New Folder screen, 

In the Name, enter a name, such as Processed Receipts



Click the Inbox folder



Click OK

17.

On the Select Folder screen, click OK

18.

When you receive receipts, they will be placed in the newly created folder in your Inbox.

19.

In the center pane, scroll down to Message Arrival

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Office 365 Tips and Tricks Quick Reference Guide 20.

In the Message Arrival,  Uncheck Play a sound 

Check Show an envelope icon in the taskbar



Uncheck Display a Desktop Alert



Click OK

21.

Click OK to close the Options screen.

22.

To return to your previous page, click the

Email From and BCC Buttons If you BCC people on a regular basis, you can change this button to display all the time. You can apply the same operation to the From button. The From button is especially helpful, if you have an organization account, alias, or group email addresses. 1.

To begin, open a New Email

2.

Click the Options tab

3.

From the Options tab,  Click the BCC button  Click the From button

4.

The From and BCC fields are added to your email.

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Office 365 Tips and Tricks Quick Reference Guide 5.

To change the email address that you are sending from, click the From

6.

From the menu, click Other E-mail Address

7.

On the Send From Other E-mail Address, click the From button

8.

On the Choose Sender window,  Enter your criteria  Select the email address from the results  Click OK

9.

On the Send From Other E-mail Address, click the OK

10. The From field displays the selected email

address.

11. The email will appear to the recipient with the

name for the selected email address.

3.1

To-Do Pane

You can customize your Mail module to add the To-Do pane. The To-Do pane allows you to show your Calendar, address book, and Tasks. 1.

To begin, click the View tab

2.

On the View tab, click the To-Do Bar

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3.1

3.

From the menu, click the Calendar, if it is unchecked.

4.

On the View tab, click the To-Do Bar again

5.

From the menu, click the Tasks

6.

The To-Do pane appears on the right. It contains a thumbnail of your calendar and tasks.

Public Folders

Public Folders are similar to FirstClass bulletin boards. One of the challenges with Public Folders is remembering to check them. With Outlook, you can make checking these folders easier by adding them to your Favorites. 1.

On the navigation bar,  Click Folders  Skip to step 5

If you navigation bar looks different, proceed with the next step. 2.

3.

To switch to your Folders view, click the (lower left corner of your screen)

icon

From the menu, click Folders

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Office 365 Tips and Tricks Quick Reference Guide 4.

The Folders view opens.

5.

 Scroll down  Click the arrow next to the public folders – [your email address]

6.

When the folder opens, click All Public Folders

7.

The Public Folders appear.

8.

To add a public folder to your Favorites,  Right-click the desired public folder  Click Add to Favorites

9.

On the Add to Favorites screen, click Add

This step adds the public folder to the Public Folder Favorites. Continue with the next step to add the public folder to your Favorites in the Mail module. 10.

Click the arrow beside Favorites to expand the folder

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Office 365 Tips and Tricks Quick Reference Guide 11.

Right-click the desired public folder under Favorites

12.

From the menu, click Show in Favorites

This step adds the public folder to the Favorites in the Mail module.

13.

Return to the Mail module (lower left corner of your screen)

14.

The public folder you selected appears in your Favorites

3.2 Organization You can perform tasks that can help you keep your mail items organized. These tasks include using Unread to find your unread mail items, Clutter to move low priority items out of your Inbox, and Categorize to group related items together.

Unread Mail The Outlook feature, Unread, allows you to view your unread mail items, quickly and easily. 1.

By default, Outlooks displays all mail items.

2.

To begin, click Unread

3.

All your unread mail items appear.

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Clutter The Clutter feature moves low priority mail items from your Inbox and places them in your Clutter folder. It moves your mail items, based on your past actions with your mail items. 1.

2.

To begin, 

Select an email that has a low priority



Drag it to your Clutter folder.

In the future, any emails that are similar to this subject or are from the same email address, will get placed in this folder automatically.

3.3 Checking Names When you email someone, you have several methods for entering their addressee information. You can click the To button or the Address Book to search for the person. If you recently used their email addressee information, it will appear as you type. You can also use the Check Names button. 1.

On the Home tab, click New Email

2.

In the To,  Enter a few characters of the recipient’s first and last name  Click Check Names

3.

If the recipient’s information is found, it will enter the information in for you.

The Check Names will check the CSUB address book, your personal contacts, and recently used recipient information.

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Office 365 Tips and Tricks Quick Reference Guide 4.

If Check Names finds more than one entry for your recipient, it will give a list to choose from.  Just click the desired entry and click OK

4.0 Categories Categories allows you to color code and group Outlook items to make them easier to find. You can create categories and associate colors with each category. Once your categories are created, you can categorize your mail and calendar items easily and quickly. You also can search for Outlook items and group your Inbox based on your Categories.

4.1 Category Setup Before you start using Categories, you should spend some time defining your categories and their associated colors. These instructions will walk you through this process. 1.

To begin, click Categorize

2.

From the menu, click All Categories

3.

To rename a category,  Click the desired color  Click Rename  Give the category a name

4.

To change a color,  Click the Color down arrow

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Office 365 Tips and Tricks Quick Reference Guide 5.

From the menu, click the desired color

6.

To delete a category,  Click the desired category  Click Delete

7.

On the message, click Yes

8.

To add a category, click New

9.

On the Add New Category window,  In the Name, enter a name  In the Color, select a color using the down arrow  Click OK

10.

When you are finished, click OK

4.1 Categorize Email With your categories setup, you can quickly categorize your mail items. 1.

To begin, 

2.

Select an email that you want to categorize

Click Categorize

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Office 365 Tips and Tricks Quick Reference Guide 3.

From the menu, select your desired category

4.

The category is added to the mail item.

4.2 Group Inbox by Categories To find your categorized items quickly, you can group your Inbox by category. 1.

To begin, click the View tab

2.

On the View tab, click Categories

3.

Now, the mail items in your Inbox are grouped by category.

4.3 Search by Categories You also can search for Outlook items using your categories. 1.

To begin, click the Search box

2.

On the Search tab, click Categorized

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Office 365 Tips and Tricks Quick Reference Guide 3.

From the menu, click the desired category

4.

The search results displays all your mail items that are categorized with the selected category.

5.0 Calendar You can customize your Calendar environment to meet your needs. You can change the default settings for reminder sounds, default reminder time, and work hours. Additionally, you can customize your calendar environment to show a To-Do pane, use calendar overlays, move forward 7 days, search for calendar items, change views, send .ics files, and categorize calendar items.

5.1 Customizations In customizing your calendar, you can set the duration for your reminders, change the reminder sound for your notifications and set your work hours. By default, you work hours are set to 8 am to 5 pm.

1.

To begin, click the File tab

2.

From the menu, click Options

3.

When the Outlook Options screen opens, click Calendar

4.

Under the Work time section,  Select your Start time  Select your End time  Check the days for your Work week

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Office 365 Tips and Tricks Quick Reference Guide 5.

Under Calendar options,  Set the duration for your Default reminders

6.

On the folder pane, click Advanced

7.

Under the Reminders section, click Browse

8.

On the Reminder Sound File screen,  Navigate to c:/windows/media  Select a .wav file  Click Open

9.

To close the Options screen, click OK

10.

To return to your previous page, click the

5.2 Add Campus Holidays You can add the campus holidays to your calendar. By adding the campus holidays, you can avoid scheduling meetings when the campus is closed. 1.

To begin, you will need to download the CSUB Holiday Calendar 2015-2016.ics file. Click the link below to download the file. http://www.csub.edu/training/_files/csub%20holiday%20calendar%202015-2016.ics

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Office 365 Tips and Tricks Quick Reference Guide 2.

Click the File tab

3.

On the File tab, click Open & Export

4.

On the Open & Export page, click Import/Export

5.

On the Import and Export Wizard,  Click Import an iCalendar (.ics) or vCalendar file (.vcs)  Click Next

6.

On the Browse screen,  Navigate to where you saved the file, such as Download  Click CSUB Holiday Calendar 2015-2016.ics  Click Open

7.

On the next screen, click Import The CSUB holidays will appear in your calendar.

5.3 Calendar Navigation You can navigate your calendar using a number of methods. In this section, we will cover a few of these methods. 1.

On the Home tab, the Go To group allows you to: Jump to today on your calendar

Move calendar forward 7 days

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Office 365 Tips and Tricks Quick Reference Guide 2.

The arrows allow you to navigate your calendar, as well. The left arrow moves backward in time and the right arrows moves the calendar forward in time.



The increments are based on your calendar arrangement.



If you are using the Day arrangement, the arrow will move your calendar one day forward or backward.



Similarly, if you are using the Month arrangement, the arrows will move your calendar forward or backward one month.

5.1 Calendar List View In addition to Calendar Arrangement options, you have alternative calendar views. You can change the calendar views based on your needs. By default, your view is set to Calendar. The Calendar List View makes it easy to maintain calendar items. From the list, you can quickly open or delete items. 1.

To begin, click the View tab

2.

On the View tab, click Change View

3.

From the menu, click the desired view

4.

Your calendar appears in List view. The information is grouped by recurrence patterns. In the List view, you can sort the items by clicking the columns names.

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5.2 Calendar List View to Excel One advantage of using list view is the ability to copy the information and paste it into an Excel spreadsheet. This is helpful, if you use multiple calendar systems and want to compare information or if you want to a list of specific appointments or meetings. 1.

To begin, make sure your calendar is in the List view. For instructions, see Section 5.2 Calendar List View.

2.

Copy and Select all the calendar Items  Press CTRL + A on your keyboard to select all the items  Press CTRL + C on your keyboard to copy all the items

3.

Open Excel, press CTRL + V on your keyboard to paste the items into Excel.

4.

Your calendar items appear in Excel. From here you can manipulate the information, such as sort, delete, etc.

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5.3 Categorize Calendar items With your categories setup, you can quickly categorize your calendar items, just like your mail items. To setup your categories, please refer to section 4.1 Category Setup. 1.

To begin, select the meeting or appointment that you want to categorize

2.

If the calendar item is in a series,  Click The entire series  Click OK

3.

On the Meeting or Meeting Series tab, click Categorize

4.

From the menu, select your desired category

5.

The category is added to the contact or contact group.

6.

To finish, click Save & Close

5.4 To Do pane You can customize your Calendar to add the To-Do pane. The To-Do pane allows you to show your Calendar, address book, and Tasks. 5.

To begin, click the View tab

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Office 365 Tips and Tricks Quick Reference Guide 6.

On the View tab, click the To-Do Bar

7.

From the menu, click the Calendar, if it is unchecked.

8.

On the View tab, click the To-Do Bar again

9.

From the menu, click the Tasks

10. The To-Do pane appears on the right. It contains a

thumbnail of your calendar and tasks.

5.5 Search Calendar You can search for calendar items using the Search box. You can enter your criteria, such as an event name or category. 1.

To begin, click the Search box

2.

On the Search tab, click Categorized

3.

From the menu, click the desired category

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Office 365 Tips and Tricks Quick Reference Guide 4.

The search results display all your meetings and appointments that are categorized with the selected category.

5.

You can also search based on key words. To begin, click the Search box.

6.

In the Search box, enter your key words, such as party.

You can refine your results by choosing one of the options listed 7.

The search results display all your meetings and appointments based on your search criteria. Notice that your criteria is highlighted.

6.0 People (Contacts) You can save time working with your personal contacts by changing the view and adding categories. Additionally, you can create contact groups using a number of methods.

6.1 People Views You have five options for viewing your personal contacts. By default, Outlook displays your contacts using the People view. 1.

On the navigation bar, click People

2.

Your Contacts open

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Office 365 Tips and Tricks Quick Reference Guide 3.

On the Home tab, the Current View is shown highlighted

4.

To change the view, click one of the other options, such as List

5.

With the List view, you can sort your contacts by clicking the column names.

6.2 Categorize Contacts With your categories setup, you can quickly categorize your personal contacts, just like your mail and calendar items. To setup your categories, please refer to section 4.1 Category Setup. 1.

To begin, select the contact or contact group that you want to categorize

2.

On the Home tab, click Categorize

3.

From the menu, select your desired category

4.

The category is added to the contact or contact group.

6.3 Create contact from To box email address You can create a contact, while sending an email. 1.

On the Home tab, click New Email

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Office 365 Tips and Tricks Quick Reference Guide 2.

In the To,  Enter the recipient’s email address  Click Check Names

3.

Right-click the recipient’s email address

4.

From the menu, click Add to Outlook Contacts

5.

On the Contact screen,  Make your changes  Click Save

6.

If this window appears, click the X to close it.

7.

Complete your email and click Send

6.4 Create Contact Group from email you receive You can create a contact group from email that you receive. 1.

Open the email that contains the members for the contact group.

2.

Right-click a name

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Office 365 Tips and Tricks Quick Reference Guide 3.

From the menu, click Select All

4.

Right-click the selected names

5.

From the menu, click Copy

6.

Close the email.

7.

On the Home tab, click New Items

8.

From the menu, click More Items

9.

Then click Contact Group

10.

 In the Name, give the contact group a name  Click Add Members

11. From the menu, click From Address Book

12. On the Add Members screen, 

In the Members box, paste the names (CTRL + V on your keyboard)



Click OK

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Office 365 Tips and Tricks Quick Reference Guide 13. Click Save & Close

6.5 Create contacts from an Excel list One way to create a contacts is to import them from an Excel spreadsheet. 1.

Click the File tab

2.

On the File tab, click Open & Export

3.

On the Open & Export page, click Import/Export

4.

On the Import and Export Wizard,  Click Import from another program or file  Click Next

5.

Next,  Select Comma Separated Values  Click Next

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Office 365 Tips and Tricks Quick Reference Guide 6.

Under File to import, click Browse

7.

On the Browse screen,  Navigate to where you saved the file, such as Desktop  Click the desired file, such as students.csv  Click OK

8.

On the next screen, click Next

9.

On the Select a destination folder,  Click Contacts  Click Next

10.

On the next screen, click Map Custom Fields

11.

The Map Custom Fields screen opens. The left side shows the column names from your file. The right side shows the different Outlook columns. The purpose of this step is match the columns in your file (left) with the appropriate Outlook names (right).

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Office 365 Tips and Tricks Quick Reference Guide 12.

Under From, drag Name on top of Name on right side .

Notice the Mapped From column reads Name. 13.

Under From, drag Email on top of Email on right side .  You will need to scroll down to find it.  Notice the Mapped From column reads

Email.  Repeat these steps for other fields you

would like to map. 14.

When you are finished mapping fields, click OK

15.

On the next screen, click Finish

16.

Your contacts are imported.

6.1 Send business card As a courtesy, you can send people from off-campus your electronic business card. An electronic business card is a special attachment that allows them to add your contact information to their address book automatically. This file saves your recipient from manually adding your contact information.

Create your electronic business card Before you can send your electronic business card, you will need to create one for yourself. 1.

From the Home tab, click New Contact

2.

When the new contact window opens,  In the Full Name, enter the your first and last name  In the Company, enter CSU Bakersfield

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Office 365 Tips and Tricks Quick Reference Guide

 (Optional) In the Job title, enter your job title 3.

In the File As,  Click the down arrow  Select how you want to appear in your address book

4.

 In the E-mail, enter your email address  (Optional) In the Web page address, enter your website address

5.

Under Phone numbers,  In the Business, enter the your Business number.  In Business Fax, enter your fax number

6.

Under Addresses, enter your business address Mail Stop: [your mail stop information] 9001 Stockdale Hwy Bakersfield, California 93311-1022

7.

Your business card display your information as you enter it.

8.

Click Save & Close

9.

Your contact appears in your address book.

Customize your business card You can customize your business card to add a picture, change the format, and ___. O365 Office 365 Tips and Tricks – QRG Last Modified by tsherman on 2/10/2016

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Office 365 Tips and Tricks Quick Reference Guide 1.

To customize your contact information, doubleclick your contact

2.

When your contact opens, click the picture icon.

3.

Navigate to your picture and click OK

4.

On the Contact tab, click Business Card

5.

The Edit Business Card screen opens. Under Card Design  Change the Layout to Image Left  Adjust the Image Area so you can see all your information around 21%  Change the Image Align to Top Left

6.

Under Fields, click Add

7.

From the menu, click Phone

8.

From the options, click Business Fax

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Office 365 Tips and Tricks Quick Reference Guide 9.

Under Fields, use the arrow to move the fields as follows  Full Name  Job Title  Blank line  Company  Business Address  Business Phone  Business Fax  E-mail  Business Home Page (optional)

10.

To edit labels,  Click Business Phone  In Label, change the name if desired  Change the location to Left  Change font color to Black

11.

To edit labels,  Click Business Fax  Change the location to Left  In Label, change the name if desired

12.

To edit labels,  Click E-mail  Change font color to Black

13.

To edit labels,  Click Business Home page  Change the location to Left  In Label, change the name if desired

14.

When you are satisfied with your changes, click OK

15.

Your business card reflects your changes.

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Office 365 Tips and Tricks Quick Reference Guide 16.

To save your changes, click Save & Close.

Attaching your business card You can send your business card as an attachment. 1.

To send your business card, click New Email

2.

From the Message tab, click Attach Item

3.

From the menu, click Business Card

4.

On the pop-up, click Other Business Cards

5.

When the Insert Business Card screen opens,  Scroll down, if necessary  Click your business card  Click OK

6.

Your business card will be added as an attachment and as an image in you’re the body of the email.

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Office 365 Tips and Tricks Quick Reference Guide 7.

Remove the image by clicking it and pressing Delete on your keyboard.

8.

Complete your email and click Send

7.0 Getting Help If you are unsure or need assistance, please refer to the resources below: 

Resources on the Web Office 365 How-To Information



For questions and assistance with Office 365 Email [email protected]



For general training questions or information Tammara Sherman, Ed.D. Campus Training 661-654-6919 [email protected] www.csub.edu/training/index.html



For help with computer-related Issues Help Desk 661-654-2307 [email protected]

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