Outlook 2016 User Manual
Version 1.0

August 1 2018

Outlook 2016 User ManualContents
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 ................................................................................................................................................... 93.

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) ..........................................................................611

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
2

Outlook 2016 User ManualManaging Tasks ......................................................................................................................................... 116
Creating Task........................................................................................................................................ 116
Finishing Task ....................................................................................................................................... 118
8.

Contact Us ...................................................................................................................................................... 119

Appendix.......................................................................................................................................................................... 120
System Requirements ........................................................................................................................................... 120

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Outlook 2016 User Manual

Introduction
This manual provides basic information on how to use our email system (Office365).
■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 thisapplication 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 yourExchange 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).

4Outlook 2016 User Manual

Outlook の仕様変更により、一部画面が変更になっている箇所があります。
例えば、以下の箇所が変わっており、本書では両者の画面が混在している場合があります。

旧
新

旧
新

1. What Does Outlook Do?
Outlook is the email client included in Microsoft Office and provides functions forsending and receiving emails as well as managing address book, contacts, andschedule. 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 theuniversity.
⇒ For information on how to use Outlook on the web, refer to “Outlook on the
Web User Manual.”5

Outlook 2016 User Manual6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 sharedemail.
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 towarning

the user via email.

atThis message prompts the user to delete unnecessary emails.

Prohibit

When the mailbox size has reached this size, a notification message is sent

send atto the user via email to tell him/her that no more emails can be sent. The

2

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 andreceived 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#

TargetMailboxsize

Issue warningatProhibitsend at

Prohibit send
and receive at

1

Default size limits

Office 365

49GB

49.5GB

50GB

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Outlook 2016 User Manual

Size Limit per Single EmailIn order to prevent large emails from affecting the system performance andensure that emails from all users are distributed quickly, each email is limited to acertain 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 asmaller value than this limit.

Limits on Number of Recipients (Destinations)
To prevent the user from sending junk emails at once, Exchange Online limits thenumber 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 andthose 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 morethan 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
up by one.

Limits on Number of Emails Sent during Certain Period
In order to prevent the system resources from being consumed excessively aswell 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.

8Outlook 2016 User Manual

Shared EmailThe 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 sincemultiple responsible persons within the organization can manage and reply to theinquiries. 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 andmake 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.

9Outlook 2016 User Manual

3. Using EmailThis chapter describes the basic operation for using the email service in Outlook.

Setting Up Email AccountYou 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.

①
②
③
④

① Your Name

An arbitrary name

② EmailYour email address

Address③ Password

Your password④ Retype

Enter your password again.

Password
Check that entered information is correct and click [Next].

10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 beenchecked, click [Finish].

Outlook launches.

11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
time.

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Outlook 2016 User Manual

Basic Operation
Basic Screen and Function Buttons
Ribbon UIClassified into tabs and “commands” areQuick 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.
SearchBy entering a keyword in the[Search] box, you can searchfor emails with the specified
keyword.

Favorites
Lists shortcuts to other Outlook
folders. By adding frequently
View paneused folders here, you canPreview of an email selected inaccess it quickly.

the email list is shown. You canreply 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.

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Outlook 2016 User Manual

Customizing Reading PaneThe 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
① 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:① Click the [VIEW] tab, [Reading Pane], and [Options...].
* When the reading pane is hidden, [Options...] is grayed out.

② In the [Reading Pane] dialog box, check desired options under [Reading Pane
options] and click [OK].

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Outlook 2016 User Manual

Folders Initially Provided
In Outlook 2013・2016, emails are managed in folders. You can create new folders
in addition to the folders initially provided.
Folders initially provided
FolderDescription

Inbox

Received emails are store in this folder. This folder stores unread andread emails which have not been deleted or moved to another folder.
Used to email-related tasks including viewing, transferring, andreplying to received emails.

DraftsWhen you save an email without sending it, it is saved in the [Drafts]
folder. You can open an email in this folder anytime and edit or sendit.

Sent Items

Copies of sent emails are saved. You can view and/or resend sent
emails saved in this folder.

Deleted Items

Items deleted in other folders are moved to the [Deleted Items]
folder. Items moved to the [Deleted Items] folder can be returned tothe original folder before this folder is emptied by choosing [Empty"Deleted Items" Folder].

OutboxWhen you send an email message, it is first moved to the Outbox
and stored there until the PC is connected to the network. When
network connection is established, the message will be sent to themail server. While you are offline, clicking [Send] moves themessage to this folder. You can choose to send the message
automatically or manually.

Junk EmailReceived junk emails are automatically moved to this folder. You can
add junk emails anytime to the junk list. If you find that an email
moved to this folder is not a junk, you can move it to the Inbox.

Search Folders

A search folder is a virtual folder which shows the result of search
queries from multiple folders. For example, a search folder [Larger
than 100 KB] contains emails which are larger than 100 KB in size.
Note that a search folder does not actually store emails. It just lists
search results and deleting a search folder does not delete actual
email items.

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Outlook 2016 User Manual

Favorites
You can add the shortcut to a frequently used folder to this folder. You can add asearch folder in addition to actual folders so that you can access a desired folder
without expanding the folder hierarchy. Since the folder name shown under[Favorites] is a shortcut, deleting it does not influence the folder itself.
Add a favorite folder in the following procedure:① Select a folder to add to the [Favorites] folder. Click the [FOLDER] tab, andclick [Show in Favorites] above [Favorites].
* Clicking it again deletes the folder from [Favorites].

Conversation Display
Outlook 2016 can show emails by conversation by organizing emails and theirreplies in a hierarchical manner. In an environment linked with Exchange Online,
emails replied or forwarded with their subjects modified are also grouped in thesame conversation thread.
Each email in a conversation is indicated by a multi-item icon in the email list.
Email messages within the same conversation are displayed with the newest one
first. When a new email in a conversation is received, the entire conversation is
moved to the top of the email list. Clicking the header of a conversation in theemail list displays the conversation in the reading pane, with the newest message
displayed first. When multiple messages are replied to a single email, theconversation is further divided into multiple threads.
The subject of a thread with unread messages is shown in bold, with the numberof unread messages indicated to the next of the subject. By expanding theconversation, the subject of the unread message is shown in bold. In the
expanded conversation, you can visually check replies and emails from othermembers.
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Outlook 2016 User Manual

Turning on/off conversation display
You can turn on and off conversation display as required. Also, you can turn on
conversation display for particular folders or all folders.
Turn on/off conversation display in the following procedure:① Click the [VIEW] tab and check or uncheck [Show as Conversations].

② Choose [All mailboxes] or [This folder].

Setting conversation
You can configure items shown in the conversation title and how to display
conversation in the following procedure:① Click the [VIEW] tab and [Conversation Settings] above [Messages]. Check or
uncheck each option as necessary.

17Outlook 2016 User Manual

Options
OptionDescription

Show Messages

Allows you to check messages included in the same conversationfrom Other Folders

but in other folders (e.g., subfolders under Sent Items or Inbox)
within the conversation thread.

Show Senders

Shows sender names above the subjects of messages.

Above the Subject
Always Expand

Always shows read emails in the conversation. If this option is not

Selected

checked, read messages are hidden within the conversation.

Conversation
Use Classic

Shows the conversation in a hierarchical manner. Emails are

Intended View

indented in order of received date.

Ignoring conversation
You can specify not to include unnecessary conversations in a folder (e.g., Inbox).
When you specify to ignore a conversation thread, all of its past and future email
messages are directly moved to the [Deleted Items] folder.
Ignore a conversation in the following procedure:① Click the [HOME] tab and the [Ignore] above [Delete].

② A warning message is displayed. Click [Ignore Conversation] to delete all
messages in the selected conversation. All messages to be received in the
future for the specified conversation will be also deleted automatically.

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Outlook 2016 User Manual

Cleaning up a conversation
You can reduce conversation size by cleaning up the conversation. Cleaning up aconversation regards messages which are not unread, flagged, or newest in theconversation to be unnecessary and moves them to the [Deleted Items] folder.
Note：
Emails with attachments are not deleted.
Clean up a conversation in the following procedure:① Click the [HOME] tab and the [Clean Up] above [Delete], and choose [Clean
Up Conversation].

② In the [Clean Up Conversation] dialog box, click [Clean Up].

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Outlook 2016 User Manual③ Clicking [Settings] opens the [Outlook Options] - [Mail] screen. Scroll down thescreen until [Conversation Clean Up] appears.

Options
OptionDescription

Cleaned-up items will go to this folder:Specify a folder to move messages
regarded to be unnecessary. Bydefault, these messages are moved tothe [Deleted Items] folder.

When cleaning sub-folders, recreate the folder

If you check this option when you

hierarchy in the destination folder

specified a folder other than [Deleted
Items] as the destination of cleaned up
messages, the same subfolder
hierarchy is created in the destination
folder and messages are moved tocorresponding subfolders.

Don’t move unread messages, Don’t move

You can prevent particular types ofcategorized messages, Don’t move flagged

messages from being cleaned up by

messages, Don’t move digitally-signed

checking corresponding options.

messages, when a reply modifies a message,
don’t move the original20

Outlook 2016 User Manual

Arranging Emails
The emails in the list can be arranged in the order of date, sender, size, among
other properties. Email messages can be grouped and arranged in one of twelve
ways which are defined in advance. For example, by arranging messages by
name, size, or subject, you can easily find a necessary message.
Arrange email messages in the following procedure:① Click [VIEW] and [ ] (Other) above [Arrangement].

② All arrangement options are shown. Choose an arrangement option.

Arrangement options
Arrangement

Description

optionDate

Default arrangement order. When emails are viewed by conversation,(Conversations)email messages are grouped by conversation and arranged byreceived date. If conversation display is disabled, email messages aregrouped and arranged by received date.
Email properties are displayed in a simplified form by each dategroup. For example, only the receiving time is shown for each email
received today, the day of the week and receiving time are shown foreach email received within the past week, and more detailed
information is shown for the older emails.

21Outlook 2016 User Manual
Arrangement

Description

optionFrom

Email messages are grouped by [From] field and arranged byreceived date.

To

Email messages are grouped by [To] field and arranged by received
date.

Categories

Email messages are grouped by categories and arranged by received
date.

Flag: Start Date

Email messages are grouped by color of the quick flag and arranged
by start date. The message flag set by the sender is categorized into
the “No flag” group.

Flag: Due Date

Email messages are grouped by color of the quick flag and arranged
by due date. The message flag set by the sender is categorized into
the “No flag” group.

Size

Email messages are grouped into one of seven size categories; Very
Huge (larger than 5MB), Huge (1 to 5MB), Very Large (500KB to
1MB), Large (100 to 500KB), Medium (25 to 100KB), Small (10 to
25KB), Tiny (smaller than 10KB), and arranged by size.

Subject

Email messages are grouped by subject (in alphabetical order) andarranged by received date. Messages are grouped correctly if thesubject is prefixed with "RE:” or "FW:."

Type

Email messages are grouped by item type and arranged by received
date. For example, email messages, meeting invitations, and task
requests are classified into different groups.

Attachments

Email messages are grouped by presence of attachment andarranged by received date.

Account

Email messages are grouped by account and arranged by received
date.

Importance

Email messages are grouped by importance (High, Normal, or Low)
and arranged by received date.

* Groups are shown as expanded except for arrangement by Date
(Conversations). You cannot create a new arrangement option, however, you
can create your own view by using grouping and arrangement options.

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Outlook 2016 User Manual

Redirect Setting
You can use rules to redirect received emails. Emails which satisfy defined rules
are automatically redirected to another email address.
*There are no limitations if redirecting emails manually.
The automatic redirect feature in Office 365 comes with a few limitations.
Please note that in cases such as that outlined below, you will not receive an error
message even if an email cannot be redirected due to a system limitation.
(1) Mail that is automatically redirected from Office 365 the first time cannot
be redirected from Office 365 a second time.
E.g.) A Primary Inbox is setup to redirect email to a Private Inbox that is setup to
redirect mail to a Private Account. Email will be delivered to the Private Inbox,
but will not be delivered to the Private Account.

(2) Email can be automatically redirected to up to 10 other addresses.
*If you try to register 11 or more addresses, setup will fail.
(3) You are unable to automatically redirect emails back to the original
sender’s address only.

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Outlook 2016 User Manual■ Office 365 offers two different ways to redirect emails.
(1) Inbox and Sweep Rules(2) Outlook on the web Standard Forwarding Feature
In Outlook, you can configure automatic message forwarding by setting up(1) Inbox and Sweep Rules. If using (1), forwarded messages are retainedin the original account.
If you do not wish to retain messages in the original account, pleaseconfigure the settings for (2) Outlook on the web Standard Forwarding
Feature.
* However, if using the Outlook on the web Standard Forwarding Feature,
only one account can be specified as the forwarding destination.
For the procedures for setting up (2) Outlook on the web Standard
Forwarding Feature, please see “3.2.7.1 Using the Forwarding Feature” in“Outlook on the Web User Manual.”■Overview
・You can register up to 10 accounts as forwarding destinations.
・With this setting, a copy of the forwarded message will be retained in theoriginal account.
・Depending on the redirect method, the sender of the email may change.
a) If “Redirecting” Mail
Email received at the forwarding destination address will show the original
sender and recipient.
E.g.) If “office01@apu.ac.jp” is set to forward email to“office02@apu.ac.jp”, mail sent from “soushin@xxx.xxx” to“office01@apu.ac.jp” will be redirected as follows.
soushin@xxx.xxx

office01@apu.ac.jp
Sent

office02@apu.ac.jp
Forwarded

Sender: soushin@xxx.xxx

Sender: soushin@xxx.xxx

Sender: soushin@xxx.xxx

Recipient: office01@apu.ac.jp

Recipient: office01@apu.ac.jp

Recipient: office01@apu.ac.jp24Outlook 2016 User Manualb) If “Forwarding” Mail
Email received at the forwarding destination address will appear to be sentfrom the address that forwarded the email and not the original sender.
E.g.) If “office01@apu.ac.jp” is set to forward email to“office02@apu.ac.jp”, mail sent from “soushin@xxx.xxx” to“office01@apu.ac.jp” will be forwarded as follows.
soushin@xxx.xxx

office02@apu.ac.jp

office01@apu.ac.jp
Sent

Forwarded

Sender: soushin@xxx.xxx

Sender: soushin@xxx.xxx

Sender: office01@apu.ac.jp

Recipient: office01@apu.ac.jp

Recipient: office01@apu.ac.jp

Recipient: office02@apu.ac.jp

This manual uses the “Redirect Setting” in its examples. If you wish to forward
email, please replace “Redirect” with “Forward” when reading the manual andconfiguring your settings as such.

If you have already setup (2) Outlook on the web Standard Forwarding
Feature as described above, you will be unable to redirect (forward) using(1) Inbox and Sweep Rules.
*Please note that you will still be allowed to configure settings for Inbox and
Sweep Rules even if you are using the Outlook on the web Standard
Forwarding Feature. However, emails will not be redirected (forwarded) andyou will not receive an error message. Please be sure you are not using or
stop using (2) Outlook on the web Standard Forwarding Feature before using
Inbox and Sweep Rules.
Configure the redirect setting in the following procedure:
Click the [HOME] tab and [Rules], and choose [Manage Rules & Alerts...].

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Outlook 2016 User Manual

If you have multiple email accounts under your Outlook email profile,choose the Inbox of the account to apply a new rule from the [Applychanges to this folder] list.

Click [New Rule].

Choose [Apply rules on messages I receive] under [Start from a blankrule], and click [Next].

In [Step 1: Select condition(s)], leave all options unchecked and click[Next].

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Outlook 2016 User Manual

When the message “This rule will be applied to every message you
receive. Is this correct?” appears, click [Yes].

In [Step 1: Select action(s)], check [redirect it to people or public group],
click underlined “people or public group” in the bottom box, and enter
the email address of the redirect destination in the bottom field and click
[OK].

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Outlook 2016 User Manual

Check the setting and click [Finish].

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Outlook 2016 User Manual

Check the setting and click [OK].

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Outlook 2016 User Manual

Automatic Reply
You can use the automatic reply function of Outlook to reply to received emails
with a fixed message. When this function is enabled, the automatic reply message
is sent to the sender of each email received (once per email).
Configure the automatic reply setting in the following procedure:
Automatic reply setting① Click the [FILE] tab, [Info], and [Automatic Replies (Out of Office)].

② Choose the [Send automatic replies] radio button.
Switch between the [Inside My Organization] and [Outside My Organization(On)] tabs and configure each tab.
＜Inside My Organization＞＜Outside My Organization (On)＞30

Outlook 2016 User Manual

Settings
Setting

Description

Do not send
automatic

Choose this radio button to disable automatic reply.

replies
Send automatic
replies

Choose this radio button to enable automatic reply.

Only send

To control when to send automatic replies, check this box and specify

during this time

the start time and end time. If you do not specify the period,

range

automatic replies are sent until this function is disabled, and amessage which tells that automatic reply is enabled appears eachtime you sign in to the mailbox.

Inside My
Organization(replies for emails
from internal

Use this text box to create a message which is sent only to senders
within your organization.

addresses)

Outside My

Use this text box to create a message which is sent only to senders

Organization

external to your organization.

(On)

If you check [Auto-reply to people outside my organization], two(replies for emails
from external
addresses)

more options are available. Choose one of the following options:■My Contacts only
Automatic replies are sent only to senders who are listed yourpersonal contacts. Those not listed will not receive automatic
replies.

■Anyone outside my organization
Automatic replies are sent to all senders outside yourorganization.

③ Click [Rules...] if you want to add rules.
Click [Add Rule...].

」

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Configure the fields under [When a message arrives that meets the following
conditions] and [Perform these actions], check [Do not process subsequent
rules] if necessary, and click [OK].

Check [Show rules for all profiles] as necessary and click [OK].

④ Click [OK].

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If you check [Auto-reply to people outside my organization] on the [Outside
My Organization (On)] tab but the text box is blank, a warning message
appears. Click [OK] and resolve the problem.

If the text box on the [Inside My Organization] tab is blank, a warning
message appears. Click [No] and enter a reply message in the text box.

Disabling automatic reply① Click the [FIIE] tab, [Info], and [Off] under [Automatic Replies (Out of Office)].

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Outlook 2016 User Manual

Setting Up Email
Email Editor
Outlook 2016 provides a standard editor (to create emails) which is functionallyequivalent to Word 2016.
You can use various functions used in Word and PowerPoint to create email
messages.
The email editor has the following functions:[INSERT] tab
You can insert images, files, and other items into the message.

[OPTIONS] tab
You can configure options such as the theme and colors.

[FORMAT TEXT] tab
You can change the format options such as font, size, and decorations.

[REVIEW] tab
You can check for errors and misspelled words as well as use thesaurus andgrammar check functions.

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Outlook 2016 User Manual

Creating Email Message
Outlook 2016 supports sending and receiving simple text and the Internet
standard HTML email messages, as well as messages in the Rich Text (RTF)
format that can embed link objects if Exchange Online is used.
When you send an RTF email message over the Internet, it will be converted into
the HTML format by default. If the email sent over the Internet is a task or
meeting invitation, it will be converted into the iCal format. iCal is a commonlyused format for calendar items over the Internet and can be used in other email
applications. When you reply to a message, the format of the original message is
automatically used.

Creating New Message as Personal EmailUse the email editor to create a new email message.
Create a new message in the following procedure:① Click the [HOME] tab and [New Email] above [New]. Or, click [New Items] andchoose [E-mail Message].

② The message creation screen is displayed. Specify the recipient (destination
address, Cc (carbon copy) address, and/or Bcc (blind carbon copy) address),enter subject, and write the message body.

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Outlook 2016 User Manual③ Click [Send]. The message is moved to the Outbox and will be sent at the
specified timing.
Specifying the recipient
You can specify three types of recipients; To, Cc, and Bcc as required.
Types of recipients
Recipient

Description

To

Specify who receives the message. You can directly enter the email
address in the [To] field, or click [To], choose a contact from the[Select Names] dialog box, and click [To]. You can specify multiple
contacts in the [To] field.

Cc“Cc” stands for “carbon copy.” Specify who receives the copy of themessage in the [Cc] field. Recipients specified in the [Cc] field will bealso shown to other recipients of the message.

Bcc“Bcc” stands for “blind carbon copy.” Specify who receives the copyof the message in the [Bcc] field. Recipients specified in the [Bcc]field will not be shown to other recipients of the message.

Note：
The enhanced auto complete function automatically chooses an email addressfrom the past recipients based on what you are entering in the address field.
You can save time to find the desired address when you create an email
message.

If you want to delete an address suggested by the auto complete function,
click [

] next to the address.

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Outlook 2016 User Manual

Creating New Message as Shared Email[Precautions]• Your address will be shown as the sender of a shared email by default. If you
want to show the shared email address as the sender, change the default sendereach time in the procedure below.
• This procedure is not required when you reply to or forward a received sharedemail. (The shared email address will be used as the sender.)• Sent shared emails are saved in the [Sent Items] folders for your own email
address and the shared email address.
• If you save a draft shared email, it is saved in the [Drafts] folder for your own
email address, but not in the [Drafts] folder for the shared email address.
If you want to save it in the [Drafts] folder for the shared email address, please
use Outlook on the web.
• When you create a shared email, the signature for your own email address is
displayed by default. Choose an appropriate signature as required.
Launch Outlook and click [New Email].

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Outlook 2016 User ManualShow the [From] field. (If it is already shown, proceed to Step (3).)
Click [OPTIONS] and [From].

Click [From] and choose [Other E-mail Address…].
* Email addresses entered before may be shown as options. In this case,choose the appropriate address.

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Outlook 2016 User ManualEnter the shared email address in the [From] field and click [OK].
* You can click [From] and search for an address.

Ensure that the [From] field has been changed.

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Outlook 2016 User Manual

Creating Signature for Personal EmailBy creating a signature, you can append a fixed phrase such as your name orcontact information to every message automatically or to each message manually.
Create a signature in the following procedure:① On the message creation screen, click the [INSERT] tab and [Signature], andchoose [Signature].

② In the [Signature and Stationery] dialog box, click [New] and enter the namefor the new signature in the [New Signature] dialog box. Click [OK].

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Outlook 2016 User Manual③ Create a signature and click [Save]. You can create a signature in the Rich
Text format.

* Repeat Steps ② and ③ if you need multiple signatures.
④ Under [Choose default signature], choose the email account, signature used
for new messages, and signature used for replied/forwarded messages inappropriated dropdown menus, and click [OK].

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Outlook 2016 User Manual

Specifying the signature
On the message creation screen, you can specify a signature for the message orchange from the default signature to another one.
Specify the signature in the following procedure:① On the message creation screen, click the [MESSAGE] tab and [Signature].
Choose a signature from the displayed list.

Note：
Outlook allows you to choose only one signature per message.

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Outlook 2016 User Manual

Creating Signature for Shared Email* You can register multiple signature. Use signatures as required for personal andshared emails.
• A signature created in Outlook will not be reflected on Outlook on the web. If
you use both Outlook and outlook on the web, set up the signature in eachapplication.
Launch Outlook and click [FILE].

Click [Options].

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Outlook 2016 User Manual

Click [Mail] and click [Signatures].

Click [New]. Enter the name for the new signature in the [New Signature]
dialog box and click [OK].
* A personal signature already exists in this example.
* In this example, a name “Signature (Shared Email)” is used forclarity.

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Outlook 2016 User Manual

Create a signature. Click [Save] and [OK].

Close the [Outlook Options] screen by clicking [OK].

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Outlook 2016 User Manual

Message Options
You can specify message options before sending an email. By using these options,
you can specify the importance and sensitivity of the email as well as request for aread receipt or voting.
Specify the message options in the following procedure:① On the message creation screen, click the [OPTIONS] tab and choose
appropriate options on the ribbon.
* If the desired options are not shown, click [] to open the [Properties]

window and choose appropriate options.

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Outlook 2016 User Manual

Properties
OptionDescription

Importance

By setting importance, the recipient can see how important thereceived email is by just viewing the email list. Available importancelevels are [High], [Normal], and [Low], and [Normal] is used bydefault. You can also change the importance on the message creation
screen. Each time you click [High Importance] or [Low Importance]
above [Tags], the importance level respectively increases ordecreases by one.
By setting sensitivity, the recipient can see which security level isrequired for the received email by just viewing the email list.
Available sensitivity levels are [Normal] (with no sensitivity setting),[Personal], [Private], and [Confidential], and you can choose one ofthem as necessary. For a message with a security level set, related
information is shown in the Information Bar of the reading pane.
Outlook 2016 allows you to easily conduct a survey by adding voting
buttons to an email message. Votes from recipients are distributed to
the Inbox.
When you check [Use voting buttons], three reply button sets areprovided by default; [Approve;Reject], [Yes;No] and[Yes;No;Maybe]. You can also enter any text strings as buttons inthis field as necessary. Separate the text strings by a semicolon (;) torepresent multiple choices (e.g., Necessary;Not necessary).
Each recipient can send the answer just by clicking a button.
By checking [Request a delivery receipt for this message], you canconfirm when the message has been delivered. Open the original
message saved in the [Sent Items] folder and click [Confirm] on the[Message] tab to log the confirmation message.

Sensitivity

Use voting
buttons

Request a
delivery receipt
for thismessageRequest a read
receipt for thismessage

Have replies
sent to

Do not deliver
beforeBy checking [Request a read receipt for this message], you canconfirm when the message has been read.
Open the original message saved in the [Sent Items] folder and click[Confirm] under [View] on the [Message] tab to log the confirmation
message.
You can add an email address to receive replies. You can directly
enter an email address or click [Select Names] to choose from youraddress book. You can also specify this address by clicking [Direct
Replies To] above [More Options] on the [Options] tab to open the[Properties] dialog box. Check [Have replies sent to] and enter orchoose the desired address.
If you are using Exchange Online, you can specify when to deliver
each message. You can also specify the delivery timing by clicking[Delay Delivery] above [More Options] on the [Options] tab to open
the [Properties] dialog box. Check Do not deliver before and choose
the date and time for delivery.

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Outlook 2016 User Manual
OptionDescription

Expires after

You can specify the expiration date and time of the message bychecking [Expires after] under [Delivery options] and choosing thedate and time. When the expiration date and time arrive, themessage is marked with strikethrough and a message appears on the
Information bar to indicate that the message has been expired.

Categories[Categories] allows you to categorize the message.
Use categories to group similar messages according to certain rules.
For example, when users submit their expenses to the administrator
via email, categorize these email messages into the “Expenses”
category so that the administrator can easily check messages related
to expense submission in a single category. Also, by categorizing
email items posted to the [Public] folder, you can view them per
subject matter such as “Competition information” or “News release”
without creating a subfolder for each. You can specify an arbitrary
text string for a category or click [Categories] and choose from themaster list. By specifying categories, you will be able to search foremails by category.
You can create, change, and/or delete categories by clicking [Home]tab and [Categorize], and choosing [All Categories] to open the[Color Categories] dialog box.

Message Flag
Attaching a flag to an email message helps to check necessary tasks or attract
attention of the recipient. The [] (flag) column of the email list indicates theflag status as listed below.
Flag list
Flag

Description

Blank

No flagWith flag
Flag completed48Outlook 2016 User Manual

Adding a message flag to an outgoing message① On the message creation screen, click the [Message] tab. Click [Follow Up] andchoose from the list of flags displayed. To specify detailed options, click[Custom].

② Set [Flag for Me] and [Flag for Recipients] and click [OK].

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Outlook 2016 User ManualCompleting a flag
By completing the flag attached to an email of which task has been completed,
you can visually indicate that the email has been processed in any way.
① In the message list, click [] at the right edge of the message.

② The flag changes its status and completes.

Message Format
Outlook 2016 can send and receive messages in HTML, plain text, and Rich Text
(RTF) formats.
Message types
Message Format

Description

HTML format

Outlook 2016 uses the HTML format to create a new email(default)

message by default. Using the HTML format, you can specify the
font, bullets and numbering, text alignment, ruled lines, figure(background), HTML style, prototype, signature, and Web-related
properties. Since popular email application uses HTML, it isrecommended to use the HTML format if you often send email
messages over the Internet. It is also recommended to use theHTML format if you often send internal messages using Exchange
Online.

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Outlook 2016 User Manual
Message Format

Description

Plain text format

The plain text format can be used by all email applications. Also,an email in this format is smaller than the HTML and Rich Text
formats. However, you cannot specify the font, including bold,italic, and colored text. While you cannot show an image directly
within the message body, you can attach an image file to theemail.

Rich Text format

The Rich Text format can only be used in Microsoft Exchange andOutlook. Using the Rich Text format, you can specify the font,itemization with a leading letter, text alignment, and link object
properties. No matter which format is used as the default,
messages for meeting invitation and task request as well as
messages with reply buttons are automatically created in the Rich
Text format.

Changing the message format① On the message creation screen, click the [FORMAT TEXT] tab and [HTML],[Plain Text], or [Rich Text].

② If you choose [Plain Text], a confirmation message is displayed.
Click [Continue].
* A confirmation message may not be displayed on some PCs.

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Outlook 2016 User Manual

Changing the default message format① Click the [FILE] tab and [Options].
② Click [Mail] on the [Outlook Options] screen.
③ Under [Compose messages], choose the required message format from the[Compose messages in this format] drop-down list, and click [OK].

Email Error Prevention Functions: Email Tips, Spell Check,
Input Error Check
Outlook 2016 provides email tips, input confirmation before sending, and proofing functions toprevent erroneous distribution of emails.

Confirmation functions
Confirmation
function
Email tip

Description
Email tips helps you avoid general email errors. The email tip appears
when too many recipients are specified, or you try to send confidential
information to a recipient outside your organization or to a recipient
who is absent.

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Outlook 2016 User Manual
Confirmation
function

Description

Confirmation for

When you click [Send] to send an email message without entering a

subject

subject, a warning message appears to prevent erroneous distribution.

Proofing

The email editor automatically verifies the message text to prevent
errors and omissions. The proofing function automatically detects input
errors and orthographical variants and marks them.
When you right-click a marked portion, a context menu appears. Whena misspelled word has been detected, right-clicking it opens a list ofcorrectly-spelled words. You can also start proofing manually.
Click the [Review] tab and [Spelling & Grammar], and a dialog box
appears. You can use this dialog box to proof the message text.
Note：
To use the proofing function, you must enable it. Click the [File] tab,
[Options], [Mail], and [Editor Options]. On the [Editor Options] screen,choose appropriate options and click [OK].

Setting the email tip options
You can specify the frequency and occasions to show email tips.
Specify the email tip options in the following procedure:① Click the [FILE] tab and [Options].
② Click [Mail] on the [Outlook Options] screen.
③ Click [Mail Tip Options] under [Mail Tips].

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Outlook 2016 User Manual④ Choose appropriate options on the [Mail Tip Options] screen and click [OK].

Spell check
You can use the spell check function for the subject in addition to the message
text as well as for task and meeting invitation emails.
Start spell check in the following procedure:① On the message creation screen, click the [REVIEW] tab and [Spelling &Grammar].

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Outlook 2016 User Manual

Using the auto check function when sending emails
If you create English messages frequently, you can specify to perform spell checkevery time before sending an email.
Enable automatic spell check in the following procedure:① Click the [FILE] tab and [Options].
② Click [Mail] on the [Outlook Options] screen.
③ Check [Always check spelling before sending] under [Compose messages] andclick [OK].

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Outlook 2016 User Manual

Attaching or Inserting Files
You can attach a file or shortcut to an email. You can also insert a file into themessage body. Further, you can resize a large image before sending or capture ascreenshot and insert it into the message.
Attaching or Inserting Files① On the message creation screen, click the [INSERT] tab and [Attach File],[Outlook Item], [Business Card], or [Calendar] above [Include]. To insert animage, click [Pictures], [Online Pictures], [SmartArt], or [Chart] above[Illustrations].
* The buttons above [Illustrations] are initially grayed out and become
selectable by clicking on the message form.

Resizing a large image① Select the attached file and click the [FILE] tab.
② Click [Info] and choose [Resize large images when I send this message]. Clickthe arrow icon at the top left corner to return to the message creation screen.

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Outlook 2016 User Manual

Inserting a screenshot
You can take a snapshot of one of open windows or the whole or part of the PC
screen, and insert it into a message.
Insert a screenshot in the following procedure:① On the message creation screen, click the [INSERT] tab and [Screenshot]
above [Illustrations]. Choose from window images listed under [Available
Windows] or choose [Screen Clipping]. If you click [Screen Clipping], themessage creation screen is minimized and the entire screen is highlighted.
Move the mouse cursor to one corner of the screen area you want to capture,press and hold the mouse button, drag to the opposite corner, and release themouse button.
* The buttons above [Illustrations] are initially grayed out and become
selectable by clicking on the message form.

Prohibited file name extensions
Outlook 2016 blocks a file with one of the file name extensions listed below.
File name extensions.ade, .adp, .app, .asp, .bas, .bat, .cer, .chm, .cmd, .cnt, .com, .cpl, .crt, .csh, .der, .diagc
ab, .exe, .fxp, .gadget, .grp, .hlp, .hpj, .hta, .inf, .ins, .isp, .its, .jar, .jnlp, .js, .jse, .ksh, .
lnk, .mad, .maf, .mag, .mam, .maq, .mar, .mas, .mat, .mau, .mav, .maw, .mcf, .mda, .
mdb, .mde, .mdt, .mdw, .mdz, .msc, .msh, .msh1, .msh2, .mshxml, .msh1xml, .msh2x
ml, .msi, .msp, .mst, .msu, .ops, .osd, .pcd, .pif, .pl, .plg, .prf, .prg, .printerexport, .ps1,.ps1xml, .ps2, .ps2xml, .psc1, .psc2, .psd1, .psdm1, .pst, .reg, .scf, .scr, .sct, .shb, .shs,.theme, .tmp, .url, .vb, .vbe, .vbp, .vbs, .vsmacros, .vsw, .webpnp, .website, .ws, .wsc, .
wsf, .wsh, .xbap, .xll, .xnk,

Limit on email size sent and received
A single email message size cannot exceed 35MB.
Item

Limit

Note

Limit on email size to send

35MB

Including the attached file

Limit on email size to

35MB

Including the attached filereceive57

Outlook 2016 User Manual

Sending and Receiving Emails
You can send and receive emails from and to all folders of all accounts or aparticular folder of a particular account.
Sending and receiving from and to all folders① Click the [SEND/RECEIVE] tab and [Send/Receive All Folders] above [Send &Receive].

Sending and receiving from and to a particular folder① Click the [SEND/RECEIVE] tab and [Send/Receive Groups] above [Send &Receive], and choose the desired folder under the desired account.

Scheduled sending and receiving
You can specify when to send messages. Note that messages scheduled to send
are saved on your PC, and you must keep the PC and Outlook running at thescheduled date and time. (If they are not running, the messages are not sent.)
Be careful when you schedule sending messages on a holiday or during thenighttime. In addition, since it can happen that your PC gets faulty and needs
replacement, do not specify a date several months later.
* Outlook on the web does not have this function. Be sure to schedule sending in
Outlook.

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Outlook 2016 User Manual(1) Create a new message, and click the [OPTIONS] tab and [Delay Delivery].

(2) On the [Properties] screen, check [Do not deliver before] under [Delivery
options] and choose a date and time to send the message.
* Check the setting and click [Close].

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Outlook 2016 User Manual(3) Click [Send].

* This concludes the setting. Be sure to keep your PC and Outlook running at the
specified date and time.

60Outlook 2016 User Manual

Offline Work
Outlook 2016 allows you to work with local copies of Exchange Online data offline.
For example, you can continue working even when:Server is offline for maintenance,You cannot connect to the server while out of office, orYou are working in a slow network environment.

During offline work, Outlook does not connect to Exchange Online unless you
request for connection to the server. Messages sent while offline are saved under
the Outbox and will be sent when you connect to the server next time.
Switch to the offline mode in the following procedure:① Click the [SEND/RECEIVE] tab and [Work Offline] above [Preferences].

Compressing Offline Outlook Folder File (.ost)
The Offline folder is saved in the offline Outlook folder file (OST). Since this file issaved on the local PC, you can use it while network connection is not available. Bycompressing the offline Outlook folder file, you can increase the free space on thelocal hard disk.
Compressing the offline Outlook folder file (.ost)① Click the [FILE] tab and [Info].
② Click [Account Settings] and [Account Settings...].

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Outlook 2016 User Manual③ Click the [Data Files] tab in the [Account Settings] window. Choose the OST
file and click [Settings].

④ On the [Microsoft Exchange] screen, click the [Advanced] tab and [Outlook
Data File Settings...].

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Outlook 2016 User Manual⑤ In the [Outlook Data File Settings] window, click [Compact Now].

⑥ When compression completes, click [OK].

Utilizing Exchange Cache Mode
Normally, messages in the Inbox and other information (e.g., contacts) areautomatically cached from Exchange Online to the user’s local PC. Outlook 2016
recognizes connection with Exchange Online and you can continue processing data
even when connection with Exchange Online is lost (e.g., while connecting to the
network via wireless LAN). When connection recovers, Outlook 2016 automaticallysynchronizes changes made offline with Exchange Online.
Choosing how to download messages
In the Exchange cache mode, entire messages are downloaded during normal
network connection and only the headers are downloaded during slow network
connection. When network connection is not stable, you can specify the message
download method manually.
Specify the message download method in the following procedure:① Click the [SEND/RECEIVE] tab and [Download Preferences] above[Preferences], and choose appropriate options.
￥

Options
OptionDescription

Download Full

For all items, headers and contents are all downloaded together.
This option is appropriate when you are connecting to a high-speed
network.

Items

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Outlook 2016 User Manual
OptionDescription

Download

Headers of all items are downloaded first, and then their contents
are downloaded. It is convenient when downloading full items takes
time since you can view the list of item headers quickly. Clicking aheader in the list downloads its contents immediately.

Headers andThen Full Items
Download
Headers

For all items, only headers are downloaded. The full contents of each
item are not downloaded until you click [Download the rest of thismessage now] in the reading pane or open the item. This option isappropriate when you are connecting to a slow network anddownloading full items takes time.

On Slow
Connections
Download Only

If you check this option, Outlook automatically checks for the
network speed and downloads full items when the network is fastand headers only when it is slow.

Headers

Downloading Messages When Connecting to Slow Network
By default, only headers are downloaded when you are connecting to a slow
network. To process email messages efficiently on a slow network, check the
downloaded headers to determine which messages are necessary and which are
not, mark the headers to download, copy, or delete them, and then download
necessary messages only.
Marking to download message(s)Mark the headers of necessary messages to download the messages next timeconnection to the server is established.
Mark the headers to download messages in the following procedure:① Select a message.
② Click the [SEND/RECEIVE] tab and [Mark to Download] above [Server].

64Outlook 2016 User Manual

Processing marked messages
After marking the headers of necessary messages, connect to the server again to
download their messages. When Outlook connects to the server, it downloads only
items marked to download. After that, Outlook sends new emails and/or
synchronizes folders according to the settings of the send/receive group of eachaccount.
Manually download marked messages in the following procedure:① Click the [SEND/RECEIVE] tab and [Process Marked Headers] above [Server].

65Outlook 2016 User Manual

Putting Emails In Order
Emails are accumulated day by day. It is important to put them in order for more
efficient work.

Quick Search
Outlook 2016 provides a series of filters to quickly search for particular items
using keywords and search conditions.
① Enter a text string to find in the [Search] box and press the Enter key.

② Items including the entered string are listed in the [Quick Search Result]window, with the specified string highlighted. To narrow the search result,enter more strings. To widen the search target to all folders, click [Search allemail items again] at the end of the search result.
Note：
When you enter a text string in the [Quick Search] box, the [Search Tools] tab
appears. Use various search conditions on this tab to raise the search
accuracy.

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Outlook 2016 User Manual

Search Folders
Outlook 2016 provides the Search Folders function to register search patterns as
virtual folders to efficiently arrange messages. Since the [Search Folders] folder
contains search results as virtual folders, you do not need to perform search eachtime. By preparing search folders for various purposes, you do not need to movemessages to the Inbox or subfolders. Deleting a search folder does not delete
actual messages.
Create a new search folder in the following procedure:① Click the [FOLDER] tab and [New Search Folder] above [New].

② In the [New Search Folder] window, select the search folder type from the list
and specify the condition. Click [OK].

Note：
The created search folder stores the search condition instead of search result
itself. Therefore, when a new message which meets the search condition ofthis search folder is received or created, this message will also be added to thissearch folder.
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Outlook 2016 User Manual

Creating a subfolder
In Outlook 2016, while you can classify messages by using search folders without
copying or moving them, you can also create subfolders and classify messages
into them. You can create a subfolder under your mailbox or the public folder. For
example, you can create subfolders under the Inbox and classify messages intothem.
Create a new subfolder in the following procedure:① Click the [FOLDER] tab and [New Folder] above [New].

② In the [Create New Folder] window, enter the folder name, and choose what
to store in the new folder and where to create the folder. Click [OK].

68Outlook 2016 User Manual

Filtering Rules
You can create rules to automatically process email messages in Outlook 2016.
Rules created by the Rules Wizard are applied to emails when they are received or
sent. You can also specify exceptions to the rules. When a message comes under
one of the exceptions, rules are not applied to the message. Rules can also be
executed manually. By manually executing rules, they can be applied to existing
messages in the Inbox or other folders.
While using Exchange Online, certain rules can be applied even when Outlook is
not running. These rules must be defined to be applied “when messages arereceived in the Inbox” of the server. Also, the actions for these rules must becompletable by the server. For example, a rule which moves messages to a folder
under the Outlook Data File cannot be executed by the server. Rules which cannot
be executed by the server will be applied when Outlook launches the next time.
These rules are indicated with “Client Rule” at the end of the name and applied
last. That is, if the list of rules include those which can be and cannot be executedby the server, server rules are applied first, and then the client rules are applied.
Creating a rule
Use the Rules Wizard to create a new rule.
Create a rule in the following procedure:① Click the [HOME] tab and [Rules] above [Move], and choose [Manage Rules &Alerts...].

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Outlook 2016 User Manual② In the [Rules and Alerts] window, click [New Rule...].
* If you have multiple folders, specify the desired folder in [Apply changes to this folder].

③ Follow the instructions given by the Rules Wizard to define a rule, and click[Next >].

④ Click [Finish].

70Outlook 2016 User Manual

Creating a message-based rule
You can create a new rule based on a received email message. When you create arule based on a message, properties (e.g., From or Subject) are quoted from themessage.
Create a new message-based rule in the following procedure:① Select a message.
② Click the [HOME] tab and [Rules] above [Move], and choose [Create Rule...].

③ Choose appropriate options in the [Create Rule] window. Clicking [Advanced
Options...] launches the Rules Wizard.

④ When the Wizard completes, click [OK].
⑤ A message appears and asks if you want to execute the rule immediately. Click
[OK].

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Outlook 2016 User Manual[Deleted Items] Folder
Deleted items are moved to the [Deleted Items] folder. The [Deleted Items] folder
keeps items until the folder is emptied. The contents of this folder grow over timeand can consume a large part of the storage for data files and email account.
Automatically emptying the [Deleted Items] folder
You can set to automatically empty the [Deleted Items] folder. When you specify
to empty the [Deleted Items] folder when you sign out, a confirmation message
will be displayed before emptying the folder.
Specify to empty the [Deleted Items] folder automatically in the following
procedure:① Click the [FILE] tab and [Options].
② Click the [Advanced] tab and check [Empty Deleted Items folders when exiting
Outlook] under [Outlook start and exit]. Click [OK].

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Outlook 2016 User Manual

Manually deleting the [Deleted Items] folder
The [Deleted Items] folder can also be emptied manually.
Empty the [Deleted Items] folder manually in the following procedure:① Right-click the [Deleted Items] folder and choose [Empty folder].

Recovering delete items
When using Outlook 2016 linked with Exchange Online, you may be able torecover deleted items even after emptying the [Deleted Items] folder, depending
on how the administrator configure the related settings.
Recover deleted items in the following procedure:① Show the folder where you deleted items or the [Deleted Items] folder, andclick the [FOLDER] tab.
② Click [Recover Deleted Items] above [Clean Up].

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Outlook 2016 User Manual③ Click the desired item and select the [Restore Selected Items]. Click [OK].
* It may take time before the deleted items are shown.

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Email Security
As email has become more prevalent in the market, the importance of email
security has become more significant. Emails may contain viruses and othermalware which affect your computer. In addition, ad messages generally called“Junk” are also sent to you.
Outlook 2016 has the junk email filter function to decrease unnecessary emails
stored in the Inbox. Junk (or Spam) emails are classified by the filter and moved
from the Inbox to the [Junk Email] folder.

How Junk Email Filter Works
The junk email filter of Outlook 2016 determines whether a received email
message is a junk by evaluating multiple factors. These include when the email
was sent and what it contains. The junk email filter is enabled and the protectionlevel is set to [Low] by default. At this level, only messages which are obviously
judged to be Spam are filtered.
Functions
Function

Description[Junk Email]Email messages classified by the junk email filter are moved to thefolder[Junk Email] folder. It is recommended to check the [Junk Email]folder regularly to see if normal messages were incorrectly moved tothis folder. In this case, you can drag the normal messages to theInbox or another folder.

List of junk

While received emails are automatically checked by the junk email

email filters

filters, you can use this list to control what emails should be
regarded as junk emails. By adding a name, email address, and/or
domain to this list, you can allow messages from a trusted sourceand block messages from unknown or untrusted email address or
domain.
Safe Senders: Email messages from email addresses or domains
registered in this list are not regarded as junk emails without regard
to their contents. You can add contacts and other addresses to thislist. When using an Exchange account, all names and addresses in
the Global Address List (GAL) are regarded to be safe.

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Function

Description
Safe Recipients: If you are a member of a mailing list or contact
group, you can add the address of the list sender to the [SafeRecipients] list. Email messages sent to email addresses or domains
registered in this list are not regarded as junk emails without regard
to their contents.
[Blocked Senders]: You can block emails from particular senders byadding their email addresses or domains to this list. By adding a
name or email address to this list, all messages from this name oraddress are moved to the [Junk Email] folder. Email messages froma sender or domain registered in this list are regarded as junkwithout regard to their contents.
Blocked Top-Level Domain List: Click this button and check thecountry/region code of a country or region from which you want toblock incoming emails. For example, if you check [CA (Canada)], [US(United States)], and [MX (Mexico)], all messages from email
addresses appended with ".ca,” “.us,” and “.mx” are blocked.
Blocked Encodings List: Click this button and check the encoding of
emails you want to block. Use this option to block emails written inparticular character sets.

Note：
The junk email filter of Outlook does not stop distributing junk emails but justmoves emails which are suspicious of junk to the [Junk Email] filter.

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Configuring the junk email filter
You can make the filter condition stricter by changing the protection level of thefilter. Use [Junk Email Options] to configure the junk email filter.
Configure the junk email filter setting in the following procedure:① Select a folder (e.g., Inbox), click the [HOME] tab and [Junk] above [Delete],and choose [Junk E-mail Options...].

② Choose appropriate options on the [Junk E-mail Options] screen and click
[OK].

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Manually specifying junk emails
You can register an email received in the Inbox as a junk email, or set an email
moved to the [Junk Email] folder not to be treated as junk.
① Select an email to register and click the [HOME] tab. Click [Junk] above[Delete] and choose [Block Sender], [Never Block Sender], [Never Block
Sender’s Domain (@example.com)], or [Never Block this Group or Mailing
List].

Releasing a message from Junk Email folder① Right-click a message moved to the [Junk Email] folder and choose [NotJunk].
* An email message specified with [Mark as Not Junk] will not be regarded asa junk email any more.

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Outlook 2016 User Manual② The message is displayed. Click [OK].

*If you want to move back this message only, do not check this box.

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Releasing a message from Spam notification
When a message is judged as Spam at high probability is moved to the [Junk
Email] folder and reported to the user as Spam. If the message is actually not
Spam, you can release it from the Spam notification.
① An email ”Spam Notification” is sent to the Inbox. You can see the details of
the message judged to be Spam at high probability from the contents of thenotification email.

* Reference
Image② If you think it is not Spam, click [Release to Inbox] in the message. The
message is released.

* Reference
Image

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Items
Item

Description

Sender

The sender and email address of the quarantined
message.

Subject

The subject of the quarantined message.

Date (UTC)The date when the message was quarantined.

Size

The size in KB of the quarantined message.

ReleaseClicking this link moves the message to the Inbox (oranother folder).

ReportClicking this link sends the message to Microsoft foranalysis. The Spam team evaluates and analyzes themessage, and adjust the Spam filter rule according to theanalysis result to allow the message as necessary.

① When you release a message from Spam notification, the following message isdisplayed.

* Reference
Image

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Changing Download Settings of Images
Outlook 2016 and Outlook Web App prevent private information from being leakedby junk email beacons. When a message which can be used as a beacon isreceived, Outlook displays a warning message to prevent the user from activating
the beacon. Since an incoming HTML email which refers to external contents (e.g.,
image) may pretend a valid email, these contents are not downloaded
automatically by default. When the user is convinced that the linked image is safe,
he or she can click the Information Bar to download the image.
* Reference
Image

Note：
Since automatic download is not prohibited for an HTML email from or to an
address or domain registered in the Safe Senders or Safe Recipients list, thecontents in the message are displayed completely.
Unblocking automatic download of images
You can specify to automatically download external contents (e.g., images)
included in HTML-format emails.
Unblock automatic download of images in the following procedure:① Click the [FILE] tab and [Options].
② On the [Outlook Options] screen, click [Trust Center] and [Trust Center
Settings...] under [Microsoft Outlook Trust Center].

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Outlook 2016 User Manual③ On the [Trust Center] screen, click [Automatic Download] and uncheck [Don’t
download pictures automatically in HTML e-mail messages or RSS items]. Click
[OK].

Note：
Since [Warn me before downloading content when editing, forwarding, orreplying to e-mail] is checked by default, Outlook displays a warning message
when you try to edit, forward, or reply to a message which refers to external
contents.

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Blocking Suspicious Attachment
A file attached to an email may contain malware (e.g., virus) which affects yourPC. To prevent damages to the network by such malware, Exchange Online blocks
attached files with particular filename extensions (e.g., .bat, .exe, .vbs, .js, .lnk)
and an attached file with one of these extensions will become unavailable after
sending or receiving the email.
Sending suspicious attachment
When a file with a particular filename extension (e.g., .bat, .exe, .vbs, .js, .lnk) is
attached to a sent or received email, you cannot open this file.
If you should need to send such a file via email, try the following methods:
Change the filename extension to an allowed one. For example, if you attach
Picture.exe file to your email, it will be blocked. However, if you rename it to
MyFile.exe_EXTRA and attach it to your email, it will not be blocked. In theemail message, direct the recipient to change the file name extension to theoriginal one.



Compress (e.g., zip) the file and attach the compressed file to your email.



Save the file in a shared network folder which is secured, and include the linkto the file in the message.

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4. Setting Up and Managing Shared Email

Displaying Shared Email
Click [FILE].

Click [Info], [Account Settings], and [Account Settings].

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Open the [Data Files] tab, select your own email address, and click[Settings].

Open the [Advanced] tab and click [Add].

Enter the shared email address and click [OK].

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Ensure that the shared mailbox has been added, and click [OK].

Click [Close].

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Ensure that the shared mailbox is shown.

88Outlook 2016 User ManualManaging Users (Members)
Add email addresses of members who use shared emails on Outlook. Settings in
Outlook will be reflected on Outlook on the web. If you have already configured
the settings in Outlook on the web, you do not need to perform the procedure
below.
* Internal email addresses can only be registered as members.
* You cannot modify (e.g., add or delete) administrator settings in Outlook. Do
it in Outlook on the web.
Launch Outlook and click the [HOME] tab and [Address Book].

Select [Name only] and enter “shared mailbox access privilege
management group” in the search field.
Double-click the displayed “shared mailbox access privilege management
group.”

Click the [General] tab and [Modify Members].

89Outlook 2016 User ManualManage (add or remove) the member.
(1) Click [Add] to add or [Remove] to remove a member.
(2) Click [OK] to save changes.

①②

Ensure that the members added and remove in Step (4) are shown andnot shown, respectively, and click [OK].
* Check the [Members] list.

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5. Contacts
Outlook 2013 provides the [Contact] folder to manage the list of contacts anddetailed information. The [Contact] folder is not just an address book of email
addresses, but stores various types of information related to contacts including
the email address, postal address, phone number, among others.

Functions of Contacts
Functions
Function

Description

Ribbon UIClassified into tabs and “commands” are arranged on each tab. The
ribbon dynamically changes depending on what you are doing toprovide only necessary function sets.

Contacts folder

Shows the list of personal contacts and information of the user
currently open.

Contact list

Shows the list of contacts. In the card-format view, clicking the index
tab jumps to the specified location of the list in the alphabeticalorder.

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Outlook 2016 User ManualManaging Contacts
You can add information such as personal information, belonging organization’s
information, role in the organization to the Contacts as well as create a personal
information database by linking other items (e.g., schedules and tasks) to utilize
the information effectively.

Creating Contacts
You can add contacts in one of three ways. When creating a new contact from aprinted material such as a business card, enter necessary information fromscratch. When you have an email message from which to create a new contact,
you can omit entering the name and email address. When you are creating
contacts for multiple persons belonging to the same organization, you have toenter the basic information of the organization (e.g., company name, address, orphone number) for the first contact only.
Creating a new contact① Click theicon at the bottom of the screen.

② Click the [HOME] tab and [New Contact] above [New].

③ Enter necessary information for the new contact and click [Save & Close]. You
can switch the view of the Contacts screen by clicking the [CONTACT] tab and[General], [Details], or [All Fields] above [View].
Page list
Page

Type

GeneralEnter the basic information of the contact. You can enter the name,company, email address, website, phone number, and postal address.
You can enter multiple set of information for a single item by clicking[] to the right of the item.

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Page

Type

Details

You can enter detailed information including the manager’s name, suffix,
and birthday among others.

All

You can list all information fields in a tabular format. Narrow fields byFieldschoosing a field group in [Select from]. Select a field and enter
information in the corresponding [Value] field.

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Creating a contact from an email
By saving a sender or recipient of a received or sent message as a contact, you
can create a new contact without entering details.
Add the sender of a received message in the following procedure:① Display a sent or received message. Right-click the name or photo and choose[Open Contact Card] from the context menu.

② The contact card is shown. Click [Add].

③ A new contact form with basic information entered is displayed. Click [Save].

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Creating new contacts for the same company
When you are creating contacts for multiple persons belonging to the sameorganization, you can omit entering the basic information of the organization forthe second and later contacts. You do not have to repeat entering the same
information such as the company name, address, phone number, and website
URL.
Create a new contact with the same company information as an existing contact
in the following procedure:① Select a contact from [People].
② Click the [HOME] tab and [New Items] above [New], and choose [Contactfrom the Same Company].

③ A new contact form is shown with the company information (e.g., company
name, address, phone number, and website URL) already entered. Add or edit
information such as the contact name or department as necessary.

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Outlook 2016 User Manual④ Click the [CONTACT] tab and [Save & Close] above [Actions]. To continue
another contact with the same company information, click [Save & New]
above [Actions] and choose [Contact from the Same Company].
<When creating a single contact><When creating multiple contacts>

Creating Contact GroupA contact group is a collection of multiple email addresses.

You can use thecontact group to send a message to multiple recipients inside or outside theorganization at once (e.g., within a department or project team).
Create a contact group in the following procedure:① On the [Contact] screen, click the [HOME] tab.
② Click [New Contact Group] above [New].

③ Enter the name of the new contact group. On the [CONTACT GROUP] tab, click[Add Members] and choose an option depending on from which source youwant to add members.

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Options
OptionDescription

From Outlook

The [Select Members] dialog box appears to show the Outlook

Contacts

contacts. Select one or more contacts and click [Members]. Click[OK].

From Address

The [Select Members] dialog box appears to show the Global Address

Book

List. Select one or more contacts and click [Members]. Click [OK].

New E-mailThe [Add New Member] dialog box appears. Enter or select theContact

display name, email address, email type, and Internet format, andclick [OK].

④ Click [Save & Close].
Note：
The contact group differs from a group in the Global Address List (GAL). A
group in GAL is a distribution group created in Exchange Online while thecontact group is a personal group created by each user in his or her mailbox. A
distribution group can only be created by a privileged user.

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Utilizing Shared Email Address Book
The address book for the shared email can be created in Outlook or Outlook on
the web. (Create it in one of them, and data will be synchronized to the other.)<Tip> Address book
Global Address List
An address book registered to the system. GAL shows a list of email addresses ofstaffs and you can search it.
No individual user can edit GAL.
* GAL cannot be displayed or searched from the shared email account due to therestriction.
Peple
An address book linked with your email account. You can add, edit, and search
the address book.
You can also create subfolders to put contacts in order.

Launch Outlook and click

icon.

Your contacts and shared email contacts are listed under [My Contacts].
* Shared email contacts are shown only when they are registered.

Address book linked with your email address

Address book linked to sharedemail address98Outlook 2016 User Manual

Click

to create a new email message.

<Note>
By default, your email address
is used as the sender address.
To send the message using theshared email address as thesender address, follow theprocedure in Section 3.4.2.

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6. Calendar
You can use the Calendar function of Outlook to manage your schedule as simple
as using a notebook. Calendar also allows you to manage a group schedule orother team member’s schedule via the network, in addition to your schedule. Bylinking Calendar with Contacts and Inbox, you can efficiently manage your work.
The calendar screen is organized to display schedules efficiently. You can display
the calendar in various ways (e.g., a single day or work week) so that you canconfirm your schedule at a glance. In addition, you can display multiple calendars(e.g., your and team member’s calendars) and you can make a schedule
efficiently.

Functions of Calendar
Functions
Function

Description

Ribbon UIClassified into tabs and “commands” are arranged on each tab. The
ribbon dynamically changes depending on what you are doing toprovide only necessary function sets.

CalendarShows the calendar of this month. To display a schedule on a

Navigator

particular day, click the date on the calendar.

My Calendars,

Shows the list of calendars available for display. You can also share

Other Calendars

your calendar.

Timetable

Shows schedules by day, work week, week, or month. The display
method differs depending on the time span. Outlook 2016 candisplay multiple schedules simultaneously.

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Calendar Display
You can change how to display the calendar so that you can view it easily. You
can change the number of days displayed at once as well as the schedule view.

Changing Calendar Display Method
Change the calendar display method in the following procedure:① Click theicon at the bottom of the screen.

② Click the [HOME] tab and [Day], [Work Week], [Week], [Month], or [ScheduleView] above [Arrange].

③ The calendar changes the display format.
<Day><Work Week>.
<Week><Month>.

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Outlook 2016 User Manual<Schedule View>

Calendar Navigator
Calendar Navigator allows you to efficiently display the schedule for a day, work
week, week, or month.

Calendar Navigator

Checking the schedule of a day, work week, or week in Calendar Navigator
To check the schedule of a day, work week, or week, click the desired date in
Calendar Navigator.
Changing the month/year displayed in Calendar Navigator
If the desired date is now shown, click one of the arrows at the right and left endof the year and month line (or) to change the month. (Clicking

andshows the previous and next months, respectively.)
Clicking and holding the mouse button over the year and month line displays thelist of seven months (the current month and three months before and after thecurrent month). Drag to the desired month and release the mouse button toswitch to the selected month.

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Displaying multiple days
In Calendar Navigator, you can select multiple days to display a list of schedules.
You can select continuous and discontinuous days.
To select continuous days, drag over them in Calendar Navigator.
To select discontinuous days, click each of them while pressing the Ctrl key.

Changing and Adding Time Zone
In Outlook 2016, you can change the time zone in accordance with the current
locale at any time. Changing the time zone results in the same effect as done in
Windows Control Panel.
When you plan a meeting and add a user in a location with a different time zone,
the date and time will be based on your time zone. That is, when you view
Free/Busy information of an attendee with a different time zone, his or her time
will be converted into your time zone and displayed. An added time zone isdisplayed in the day, work week, and week calendars only.
Adding a time zone
① Click the [VIEW] tab and [Time Scale] above [Arrangement], and choose[Change Time Zone...].

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Outlook 2016 User Manual② Check [Show a second time zone] under [Time zones] and enter the label.
Choose a time zone, enter the label for the current time zone if necessary, andclick [OK].

Note：
The added time zone is only used to show an additional time bar in thecalendar view, and does not influence how the calendar items are saved anddisplayed.
Changing the time zone
① Click the [VIEW] tab and [Time Scale] above [Arrangement], and choose[Change Time Zone...].

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Outlook 2016 User Manual② Click [Swap Time Zones] under [Time zones]. The standard time zone andadditional time zone are swapped. Click [OK].

Changing Work Week
You can change the days of the week to include in the work week, the start timeand end time of a work day, and the start day (of the week) of the work day. Bydefault, the work week is set to 8:00am to 5:00pm on Monday through Friday.
Also, the week starts on Sunday by default. If Saturday and Sunday are notholidays, you can change the setting of the work week in accordance with yourbusiness days.
Changing the work week and work time
You can change the work week and work time shown on the calendar inaccordance with your work environment.
Change the work week and work time in the following procedure:① On the [Calendar] screen, click the [HOME] tab and [] (calendar options)above [Arrange].

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Outlook 2016 User Manual② Choose appropriate options under [Work time].

Options
OptionDescription

Work hours

Choose the start time and end time of the work hours in [Start time]and [End time].

Work week

Check the days of the week to include in the work week.

First day of week

Choose the first day of the week.

First week ofChoose the first week of the year.

year.

③ Click [OK].

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Time Scale (Time Unit)
Time scale is the grid shown on the calendar and used as the time base to display
a schedule. The default time scale is 30 minutes. You can change it within therange from 5 to 60 minutes.
Change the time scale in the following procedure:① Click the [VIEW] tab and [Time Scale] above [Arrangement], and choose thedesired time scale option.

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Creating Calendar
You can perform tasks listed below using the calendar.
Task list
Task

Description

CreateJust like writing a schedule in your notebook, click the Calendar ofschedules andOutlook and enter a schedule. You can set up a sound or message toeventsremind you of a schedule, meeting, or event, or display different
items in different colors for clarification.

Hold a meeting

Choose the time, create a schedule, and invite attendees. In Outlook,
you can easily find the earliest time when all of the attendees canattend. When you send an email for invitation to the meeting, it will
be shown under the Inbox of each attendee. When the invited user
opens the invitation email, Outlook tells the user if the meetingschedule conflicts with an existing item in his or her item. The user
can choose to accept, temporarily accept, or reject the invitation byclicking an appropriate button. The invited user can suggest a
different date if it is allowed by the host user. You can open themeeting event to see who accepted, rejected, has not yet replied tothe invitation or requested for another date.

Display a group

You can create a schedule to display schedules of multiple persons orschedule

resources. For example, you can display schedules of all members ofyour department or meeting rooms of your company to quickly plana meeting.

Manage other

By using the proxy access function, you can manage other users’

users’ schedule

schedules easily. For example, an assistant may manage his or her
manager’s schedule. When the manager appoints the assistant as aproxy, he or she can create, change, and/or delete the manager’sschedule as well as hold a meeting on the manager’s behalf.

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Calendar Items
The calendar displays three items; schedule, meeting, and event.
Items
Item

Description

Appointment

An appointment is an activity which does not involve other members.
You can set an alarm to display a message to remind you of an
appointment. Also, you can publish your appointments such as[Busy], [Free], [Tentative], or [Out of Office] to others and control
how these appointments are published. Manage an appointment
repeated weekly or monthly as a regular appointment. Appointments
are displayed daily, weekly, or monthly.
Create appointments in your calendar. When you obtain the accessprivilege to other users’ calendars, you can create and change
appointments in their calendars. You can make your appointment
private.

Meeting

A meeting is an activity which involves other members and/or
resources. You can set up an online meeting if such a service isprovided in your organization or over the Internet.
To set up a meeting, specify attendees, resources to reserve, and thestart time and end time. Replies to invitation to the meeting areshown under the Inbox. A user who received the invitation to themeeting can check other attendees’ appointments and request for adifferent time. You can add attendees to the meeting already set up
and change the settings of the meeting.

Event

An event is an activity lasting for longer than 24 hours. For example,
an exhibition, holiday, seminar are all events. An event is not shownin the time frame of the calendar, but shown in the header. Whenanother user views your calendar, an appointment which lasts formore than a day is shown as [Busy], but an event is shown as[Free]. A normal event is done just once and continues for one ormore days.

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Creating Appointment
An appointment is one of the items managed on the calendar which does not
require inviting other members or reserving a resource and finishes within a day.
Create an appointment in the following procedure:① Click the [HOME] tab and [New Appointment] above [New].

② Enter the appointment name in [Subject] and choose the time for each of[Start time] and [End time].

Items
Item

Description

Subject

Enter the subject of the appointment. A descriptive name ispreferred.

LocationEnter the location where the event takes place. You can choose fromlocations entered in the past. For a meeting, selecting a resource
automatically shows the name of the meeting room.

Start time,

Choose or enter the start date/time and end date/time of the

End time

appointment. For an appointment which lasts for the whole day,check [All day event]. An appointment with [All day event] checkedis saved as an event.

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Item

Description

Options

You can control the publishing method, reminder, and recurrence of
the appointment using the options above [Options].
Show As: When you are linked with Exchange Online andsharing the calendar with other members, you can specify how
to publish your calendar. Note that details of your appointments
are not published.

Reminder: You can specify how many minutes prior to theappointment to trigger an alarm.



Recurrence: For an appointment which occurs regularly, you can
set the cycle to repeat the appointment.

Tags

You can categorize, make private, and set importance of theappointment.


Categorize: You can categorize the appointment using colors. By
default, generic category names (e.g., Red Category) are given,
but you can change them to more descriptive names tocustomize the categories.



Private: Click [Private] once to make the appointment private,
and click it again to make it public.

Importance: You can set the importance of the appointment toHigh, Low, or Normal. (Click the currently selected importanceto unselect it and the importance returns to Normal.)③ Click [Save & Close].

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Creating Appointment from Timetable
The time table is a calendar to display appointments for a day, work week, week,or month. In Outlook, you can create an appointment with the start date and time
already entered from the timetable.
Create an appointment from the timetable in the following procedure:① Click and hold the mouse button on the start date and time in the timetable,
and drag to the end date and time.

② Click the [HOME] tab and [New Appointment] above [New].

③ The appointment creation screen appears with the start date and time alreadyentered.

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Outlook 2016 User Manual④ Enter the subject of the appointment in [Subject] and click [Save & Close].

Creating Event
An event is not shown in the time frame of the calendar, but shown in the header.
An appointment which requires one or more days such as holiday, exhibition, or
seminar, or a memorial day for the whole day is set up as an event.
Create an event in the following procedure:① Click the [HOME] tab and [New Items] above [New], and choose [All Day
Event].

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Outlook 2016 User Manual② The appointment creation screen appears with [All day event] alreadychecked. Specify the date of the event.

③ Enter the subject of the event in [Subject] and click [Save & Close].

What you need to enter is almost the same as for an appointment. [Starttime] and [End time] are set to the default values, [All day event] is checked,
and you can only specify dates.
Note：[Show As] is set to [Free] by default. If you choose [Busy] or [Out of Office],
24 hours of the specified date are shown as “Busy” or “Out of Office,” making
it difficult to make the plan on that day. Be sure to choose [Out of Office] only
for an event for which you will be out of office (e.g., exhibition or holiday).
Choose [Free] for an event for which you will be at the office (e.g., ananniversary of the company).

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7. Task
A task is an Outlook item for work management, which lists “To Do”s andmanages the progress to the end. In the task list, you can check your work (task
items) and items with flags (To Do). Since tasks with due dates are shown on thecalendar and the task list is displayed on the To Do bar, you can always check“what to do” in any window.

Task Functions
Functions
Function

Description

Ribbon UIClassified into tabs and “commands” are arranged on each tab. The
ribbon dynamically changes depending on what you are doing toprovide only necessary function sets.

Task folder

Shows To-Do list and tasks.

Task list

Lists tasks in the selected folder.

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Outlook 2016 User ManualManaging Tasks
You can create a task seamlessly without interrupting the current work.

Creating Task
① Click theicon at the bottom of the screen.

② Click the [HOME] tab and [New Task] above [New].

③ The task creation screen appears. Enter the task subject in [Subject] andspecify the start date in [Start date] and due date in [Due date]. Choose
appropriate options in [Status], [Priority], and [% Complete] as necessary.
* You can change the layout of the task creation screen by clicking [Task] or[Details] above [Show] on the [Task] tab.
<Task screen><Details screen>116

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Items
Item

Description

Task screen
Subject

Enter the subject of the task.

Start date,Enter the start day of the task (optional) and due date (required).

Due date

You can choose each date from the calendar.

Priority

Choose the priority of the task from [High], [Normal], and [Low].
[Normal] is the default.

StatusChoose status of the task from [Not Started], [In Progress],[Completed], [Waiting on someone else], and [Deferred]. [NotStarted] is the default.

% CompleteEnter or choose the progress of the task in percent (%).

ReminderTo notify of the task due date, check [Reminder] and specify thedate and time.

Text box

Enter description of the task.

Details screen
Date completed

Specify the completion date of the task. If you choose other than[None] (i.e., if you choose a particular completion date), [%Complete] changes to [100%] and [Status] changes to [Completed].

Total work,

Enter the forecasted total work time and actual time of the task. If

Actual work

you enter a work time longer than 8 hours, the number of days
(calculated by dividing the value by 8 hours per day) is shown
instead. (*)

Mileage, Billing

You can enter arbitrary text. (*)

information,
Company
Other items
Recurrence

You can set up a cycle for a task which needs to be done regularly.

Categorize

If you want to group tasks for particular items, you can use[Categorize] to categorize tasks in the same way as you do for other
Outlook items.

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Outlook 2016 User Manual④ Click the [TASK] tab and [Save & Close] above [Actions].

Finishing Task
Information related to created tasks (e.g., subjects and due dates) is shown in thetask view and overdue task names are shown in red. You can mark completed
tasks to distinguish them from those not completed yet.
Finish a task in the following procedure:① In the task list or on the To Do bar, click [] (flag icon) next to the task item

to finish. Or, you can open the item and change [Status] to [Completed].

.

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8. Contact Us
We accept inquiries about email data migration and operation of the system byphone or via email.
■Information Systems AdministrativSystems
3rd floor Building D
Monday – Friday 10:00-16:30■Via email
system@apu.ac.jp※Please understand that it may take time to reply to inquiries received via
email.
■FAQs
Anouncement of Office 365
http://www.apu.ac.jp/home/ct/office365/119Outlook 2016 User Manual

Appendix

System Requirements
For more detailed system requirements, refer to following the URL.
https://products.office.com/ja-jp/office-system-requirements
Component list
Component

Requirement

Computer andx86 or x64 processor, 1 GHz or faster (compatible with SSE2

processor

instruction set)

Memory2 GB RAM

Hard disk

3 GB or more of free space

MonitorDefinition: Windows 1024 × 768
Mac 1280 × 800
Graphics card conforming to DirectX is necessary to use the graphics
hardware accelerator.

Operating system

Windows 10, Windows 7, Windows 8, Windows 8.1, Windows Server
2008 R2, or Windows Server 2012
Mac OS X 10.10 or higher

Browser

Latest Internet Explorer, Microsoft Edge, Firefox, Safari, Chrome.NET version

3.5, 4.0, 4.5 or 4.6CLR

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