Cheat sheet

Sample steps only. Use the browser print dialog to save a PDF.

Lesson 1. Lesson 1 — Open Outlook

Start Outlook from the Start menu. Use a tutor-approved practice account.
Never type a real workplace password into this course.
Mail, Calendar, People, and Tasks move you among the main areas.
New messages usually arrive in the Inbox.
Switching to Calendar does not delete your mail.
Screens differ in classic, new, web, and mobile Outlook.
File > Add Account adds another account later — it is not how you open Calendar.

From the Inbox (or another mail folder), choose New Email. Shortcut: Ctrl+Shift+M.
Put the person who must act on the To line.
Write a descriptive, action-oriented subject (FYI: or Action Required can help).
Keep the body short. Most important point first. Questions on their own lines.
Read the message, then choose Send.
Check Sent Items rather than sending the same note twice.
Use a practice account. Never type a real workplace password into this course.

Reply = original sender only. Attachments not included.
Reply All = sender plus To and Cc. Attachments not included. Use it only when the group needs your words.
Forward = new recipients. Original attachments are included.
Subjects show RE: on a reply and FW: on a forward. Change the subject if the topic changes.
To = must act. Cc = needs to know. Bcc = receives a copy that others cannot see.
Show Bcc: new Outlook, Options > Show fields > Show Bcc; classic, Options > Bcc.
Do not secretly Bcc a manager on a sensitive note — forward the sent message instead.
Never Reply All only to ask to be removed from a large list.

Message > Attach File to add a file from your computer.
Write one sentence that names the file and what the reader should do.
Save a received file with Save As (Attachments tab or right-click).
Do not open an unexpected attachment just to see what it is.
Signature > Signatures > New. Keep it simple, short, and free of large graphics.
Read before you send. Do not write in ALL CAPS or send while angry — save a draft.
Use High Importance sparingly. Do not write anything you would not want others at work to read.

Classic Outlook: right-click in the Mail folder pane > New Folder. New Outlook: Create new folder.
File a message by dragging it onto the folder or by choosing Move.
Select the flag icon to make a to-do item (the flag turns red).
Right-click the flag > Add Reminder to pick a date and time.
Follow Up > Mark Complete when the follow-up is done.
Search box: top of the Outlook window. from:address finds mail from that sender.
Search for a few words from a long subject, not always the whole line.

Junk is often unwanted advertising. Outlook may move it to Junk Email.
Phishing tries to trick you into clicking, opening a file, or giving away a password or other secrets.
Pause. Do not click. Do not open an unexpected attachment. Do not reply with a password, PIN, or code.
Check the sender’s address, spelling, urgency, and odd requests (Get Cyber Safe).
Verify through official details you find yourself, not details inside the message.
Tell staff at work. Report fraud to the Canadian Anti-Fraud Centre: reportcyberandfraud.canada.ca or 1-888-495-8501.
If you were a victim, also contact local police. More practice: Email & Online Safety Basics in Canada.

Appointment = your own time, no guests, no room. New Appointment or Ctrl+Shift+A.
Meeting = other people, and it can include a room. New Meeting or Ctrl+Shift+Q.
Give every item a clear title, date, start time, and end time.
Set a reminder from the Reminder list, or choose None.
Save an appointment. Send a meeting request.
Meeting replies arrive in your Inbox.
Use a practice account. Do not invite real people unless your tutor agrees.

People > New Contact (Ctrl+Shift+C). A name and email are enough.
Do not store passwords, SINs, or other private numbers in a contact.
New Items > Task, then Save & Close (Ctrl+Shift+K).
A flag and a task can track the same follow-up — use the list you will actually open.
Daily habits: read Mail, reply with care, file or flag, check Calendar.
Pause on suspicious mail. Sign out on a shared computer.
Next: the ungraded “one good workday” capstone, then a knowledge exam.