Outlook 2016, Lesson Two
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Save Attachments
- To save an attachment from a message you are reading press ALT followed by H to go to the Message tab of the ribbon, followed by A to activate the Actions button. A menu appears.
- Press O for Other Actions submenu, a submenu appears.
- Press N to choose Save All Attachments. The Save All Attachments list dialog box appears. By default, multiple attachments are all selected. The default button is the OK button.
- Press ENTER if you want to save all the attachments. If not, first select only the attachment (or attachments) that you wish to save. A Save All Attachments save as dialog box appears.
- Pick a location on your computer where you can find the attachments later. By default, in Windows 7 and later, the location is the Documents folder. When you activate the OK button, the dialog boxes close and focus returns to the message.
Add Attachments
- To insert an attachment into a message you are composing press ALT followed by H to go to the Message tab of the ribbon.
- Next press A F to activate the Attach File button. The Insert File dialog box opens.
Use the Quick Access Toolbar (QAT) to Assign Keystrokes to Simplify Both Tasks
Follow along with the instructor to delete the existing items on the QAT, and then create one item on the QAT for receiving attachments in incoming e-mails, and one item on the QAT for adding attachments in outgoing e-mails.
Deleting Items from the Quick Access Toolbar
NOTE: The default items on the QAT are all easily accessed from the keyboard without needing to use the QAT itself. Next Item (CTRL+PERIOD), Previous Item (CTRL+COMMA), Repeat (CTRL+Y), Undo (CTRL+Z), Save (CTRL+S). Deleting them provides more room on the QAT to add items you normally cannot reach with just one keystroke.
- Make sure you have an open message that has an attachment to use for this part of the instruction.
- To move to the QAT, first press ALT followed by H to move to the Message tab of the ribbon.
- Next, press SHIFT+TAB to move to the QAT. Focus is on the Customize Tool Bar button at the right side of the QAT. This contains a menu of approximately a dozen common items people might attach to the QAT. The ones present show checked or not in this menu. You may also press UP ARROW to move to the QAT, but depending on how many items you have there, you may not always be in the same spot.
- Press LEFT ARROW to move to the last button on the QAT. Here are the ones on my computer:
- Next Item button, assigned to the keystroke ALT followed by 5
- Previous Item button, assigned to the keystroke ALT followed by 4
- Can't Repeat button, assigned to the keystroke ALT followed by 3
- Can't Undo button, assigned to the keystroke ALT followed by 2
- Save button, assigned to the keystroke ALT followed by 1
Stop on each of these five (some of you may only have the first three) buttons and delete them using the following steps:
- Press the APPLICATIONS Key. A context menu appears.
- Choose the first item in the list, Remove from Quick Access Toolbar, and press ENTER.
- Repeat this until you get rid of the existing buttons on the QAT.
Adding Items to the Quick Access Toolbar
Follow along with the instructor to add the Insert Attachment or Save Attachment button to the QAT.
- Open a message with an attachment.
- Press ALT+H to go to the Message tab of the ribbon, followed by A to activate the Actions button. A menu appears.
- Press O for Other Actions submenu, a submenu appears.
- Press DOWN ARROW to select Save All Attachments, but do not press ENTER. Stop there and go on to the next step.
- Instead of pressing ENTER to activate the Save Attachments button, press the APPLICATIONS Key. A context menu appears.
- Choose Add to Quick Access Toolbar in the menu and press ENTER. The item is now added to the QAT.
If you removed all the other buttons previously from the QAT you now have the keystroke ALT followed by 1 to save attachments in e-mail messages.
Follow along with the instructor to add the Insert File button to the QAT when you are composing an e-mail message. The button on the ribbon is different when sending vs. reading messages.
- Press CTRL+N to create a new message.
- Press ALT followed by H to go to the Home tab of the ribbon.
- Next, press TAB to move to the lower ribbon. Press TAB to move from one group of the ribbon to the next until focus moves to the Attach File button, which is the first button in the Include group. Do not press it, however!
- Instead of pressing ENTER to activate the Attach File button, press the APPLICATIONS Key. A context menu appears.
- Choose Add to Quick Access Toolbar in the menu and press ENTER. The item is now added to the QAT.
If you removed all the other buttons previously from the QAT you now have the keystroke ALT followed by 1 to add attachments to e-mail messages.
NOTE: There are JAWS scripts that read the headers in messages. ALT+1 reads the first header, for example the From field in an incoming message, ALT+2 reads the date sent, and so on. These keys are accessed by pressing the ALT key and the number key simultaneously. The QAT keys are accessed by placing a slight pause between pressing ALT and the corresponding number key, ALT *FOLLOWED BY* THE NUMBER. You can always access the QAT by pressing ALT+H to move to the Message tab of the ribbon followed by UP ARROW. Then you may have to use LEFT or RIGHT ARROW to find the button you want.
Appointments
Press CTRL+2 to move to the Calendar view.
- Press ALT+V to open the View menu, and Choose your preferred view:
- Day, CTRL+ALT+1
- Work Week, CTRL+ALT+2
- Week, CTRL+ALT+3
- Month, CTRL+ALT+4
Creating an Appointment
To create an appointment:
- Move to the day and time where you want to create the appointment and press CTRL+N. Alternatively, just press CTRL+N from anywhere in the calendar and fill in the date and time after the dialog box opens. Focus is in the Subject edit box.
- Type in a subject and press TAB. Focus moves to the Location edit box.
- Press TAB to continue through the dialog box and fill in the appropriate information. The remaining fields include:
- Start Date (type in MM/DD/YYYY format), ALT+T
- Start Time (type in HH:MM AM/PM format)
- End Date (type in MM/DD/YYYY format), ALT+D
- End Time (type in HH:MM AM/PM format)
- All Day Event check box, ALT+V (NOTE: This keystroke activates the Review tab, so it does not work to go to the check box.)
- Appointment body edit area where you can type additional information such as contact's phone numbers, or other reminders and notes.
- You can move to the Subject edit box by pressing ALT+U
- You can move to the Location edit box by pressing ALT+I
Before you save the appointment, you may want to check the settings for a few items on the ribbon first:
- Scheduling Assistant button, in the Show group on the Appointment tab, opens a different view to allow selection of other people.
- Show As, in the Options group on the Appointment tab: Busy, free, tentative, out of office, or working elsewhere (the latter was new in 2013)
- Reminder, in the Options group on the Appointment tab: None, minutes, hours, etc.
TIP: To switch between showing the Appointment or the Scheduling Assistant pages you can also press CTRL+TAB or CTRL+PGUP and CTRL+PGDN.
To save the appointment, press CTRL+S. To close it press ESC. Alternatively, to use the ribbon to save and close the appointment press ALT followed by H to move to the Appointment tab of the ribbon, followed by A V.
INSERT+CTRL+D announces the currently focused date and view in the calendar, and pressing the key twice quickly announces the current date range, when in Week or Work Week views.
While in the Month View, use LEFT and RIGHT ARROW to move between days, UP and DOWN ARROW to move through weeks.
In all views:
- When you move to a new date, JAWS announces if appointments exist within that range. If in Day view, the appointment count is announced for that day; if in Week or Month views, the appointment count is for the current view's entire range.
- If you type characters here, focus changes to an edit box where you can make a note at the current time slot. It uses the default settings. To save it just TAB out of it or press ENTER.
- To hear the next appointment in the current view, press TAB. Press this key again to hear subsequent appointments.
- To hear the prior appointment in the current view, press SHIFT+TAB.
- To exit an appointment field, either continue pressing one of these keys or press UP or DOWN ARROW, and the current calendar view returns.
- These appointments are read-only objects in which you cannot use standard editing and movement keys to navigate the text.
- Pressing ENTER while focus is on one of these calendar objects opens the appointment and takes you to the Notes field of the current appointment. You can then press SHIFT+TAB to move to and edit the time and other options. In addition, you can press the following keystrokes to jump to these areas:
- ALT+U, subject line
- ALT+I, location
- ALT+T, start time
- ALT+D, end time
- ALT+V, all day event check box
- Pressing INSERT+TAB repeats the current appointment.
- In the new appointment dialog, save the appointment by pressing CTRL+S.
- To both save and close the appointment, press ALT+S.
Meeting Requests
Meeting requests are like appointments. You may invite others to participate or accept invitations from others. The main difference is the addition of a "To" field.
- New Meeting is on the Home tab, in the New group, the first group on the lower ribbon. Press ALT+H to go to the Home tab, followed by H 1 to activate the New Meeting button.
- Alternatively, press CTRL+SHIFT+Q from anywhere in Outlook.
- Fill in fields as needed.
- Press ALT followed by H to go to the Home tab of the ribbon and then choose U to switch to the Scheduling Assistant page. Scheduling Assistant is in the Show group, the second group of the lower ribbon on the Meeting tab.
- Press TAB to move through the fields to set the appointment subject, location, and start/end time and date.
- Press CTRL+TAB to move to the Scheduling Assistant tab to select the attendees of the scheduled appointment.
- When pressing TAB to move through this dialog box and focus moves to the area that JAWS announces as Attendees List Box you can press SPACEBAR to go into edit mode and type in a person's e-mail address. Just prior to this, when JAWS announces All Attendees Status you also hear the availability of each person in the list.
- Press UP or DOWN ARROW in the list to view the people you have invited.
- To the left of each person's name in the list of All Attendees are two columns. The first column is a check box that is checked by default. The second column represents one of the following status icons for the attendee:
- Required attendee
- Optional attendee
- Resource (room or equipment)
- While selecting attendees, use CTRL+SHIFT+S to get the busy/free status of the attendees.
Calendar Navigation
We've used keyboard navigation all throughout this workshop. Remember to press INSERT+F1 to get screen sensitive help for navigation and other keystrokes for whatever view you happen to be in. Here are a few other keystrokes you may find handy:
- Go To Date, CTRL+G
- Navigation among open panes, F6. If you have multiple calendars open, this cycles between them and the tree view, the task list, and other panes that may be open.
- Create a new appointment (in any Outlook view), CTRL+SHIFT+A
- Prior week, ALT+UP ARROW
- Next week, ALT+DOWN ARROW
- Beginning of week, ALT+HOME
- End of week, ALT+END
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