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Microsoft Outlook

Manage your emails, calendars & contacts more efficiently with the Microsoft Outlook level 1 course.


Training methods available:

Training available for Microsoft Outlook versions:
2003, 2007, 2010 and 2013.


Optimum has offered Microsoft Outlook user training, from our central London training facility, for nearly 20 years. We come highly-recommended by our clients – who include a series of market-leading brands.

Our Level 1 training course will teach new users of Outlook to make the most of scheduling, tracking and communication features. The 1-day course will benefit existing users who need to consolidate and optimise their skills.

We offer these on a closed-course basis. This means we will tailor the content to your specific Microsoft Outlook release and deliver it at a location and time to best suit your staff. Alternatively, we are more than happy to host you at our London training centre.

Outlook Level 1


New users of Outlook who want to make the most of scheduling, tracking and communication features.  This course is also of benefit to existing users who need to consolidate and optimise their skills.


1 Day


Although there are no prerequisites for this course, it would be helpful if you can use a mouse and basic Windows techniques such as opening and closing items, navigating and resizing windows.


  • Send, receive and store e-mail messages, including forwarding and replying
  • Attach files to messages, and describe the implications of doing so
  • Organise messages and describe the importance of good housekeeping
  • Store names, addresses, and other information about your business and personal contacts
  • Maintain and use a personal calendar of appointments, events and meetings
  • Create appointments and schedule meetings
  • Create to-do lists and manage personal or group projects.


Overview of Outlook:
Email, calendar, task list, contacts, integration with Office

The role of email:
When to use email; email etiquette.

Maintaining a contacts list:
Using Contacts to address e-mail; adding details of a message sender to Contacts; defining new contacts and distribution lists; viewing contacts’ information in different ways.

Organising information:
Working with Outlook folders; creating folders; moving messages to folders; setting up rules for filing and filtering messages; automatically colour-coding messages according to rules; different views of messages; storing miscellaneous items in the Notes folder.

Making the most of your Calendar:
Creating appointments; repeating appointments; viewing or printing your calendar in different ways; categorising appointments; turning messages into appointments.

Sharing Calendars:
Setting up meetings with other users; viewing another user’s calendar; booking resources; inviting people to meetings and responding to invitations.

Using Outlook to explore the Web:
Accessing Web sites; displaying the Address Bar; browsing the Internet, your intranet or network.

Keeping track of tasks:
Defining new tasks; setting detailed task information; recurring tasks, viewing the task list in different ways; marking tasks as completed; turning messages into tasks; delegating tasks.

Outlook Online: Best practices – 9 points in 90 minutes

Who is the course for:

Attendees will be regular users of Outlook who need to manage their activities and workflow more effectively. The course focuses on techniques for managing commitments and increasing personal effectiveness using Outlook tools.


90 minutes

What does the course cover:

Creating a system:
Finding the optimum screen layout; creating a system for incoming emails; housekeeping techniques; folder structures; managing mailbox rules.

Keeping track of follow-up activities:
Flagging and categorising items to action; knowing where to find saved information quickly and reliably.

Email Etiquette:
Take one last look; when to use Reply All; email subjects and content; tips to consider when forwarding emails; signatures.

Responding to emails:
The two minute rule; keyboard shortcuts; Reply or Reply All; email notifications; attachments; Out of Office notifications

Processing emails in blocks:
The DANF system – Delete, Act Now or File; converting a message to an appointment/task; creating an appointment from individual parts of an email; assigning a task to a colleague; filing and flagging

Finding emails:
Using the search tools tab; refining your search criteria; changing the scope; creating and saving a search folder; adding folders to your favourites area

Maintaining contacts list:
Using contacts to address an e-mail; using email contacts to create a contact; setting up a contact group; creating a public contacts folder; viewing contacts by category

Scheduling a convenient meeting:
Calendar permissions; private items; multiple time zones; calendar preferences; using the scheduling assistant; replying to meeting invitations; tracking responses and contacting attendees

Working with the To Do Bar:
Using the date navigator; flagging emails to action; modifying the view settings of the To Do Bar