Microsoft Outlook: Beginner's Guide for Administrative Assistants

This module will cover the following resources in Microsoft Outlook:

1. Create an email signature.

2. Create an automatic reply.

3. Using Scheduling Assistant and Resource Scheduler to book a meeting.

Email Signatures

Creating an Email Signature

Watch the video! 

Follow the simple steps shown in the video to create your email signature. The template below shows an example, as well. 

*Please note you can copy and paste either signature below and edit with your own information.*

Helpful Tip

Default Signature

To get your signature to automatically populate on new messages and/or replies/forwards, simply select it from the drop down under Choose default signature after creating your email signature.

Will you be able to create your email signature after viewing this module?

  • Yes
  • No

Automatic Replies

Creating an Automatic Reply

Watch the video!

Follow the simple steps in the video to create an automatic reply.

Helpful Tips

Helpful Tip #1 

Selecting a time range for your automatic reply is optional, but also useful if you know the dates you will be away. All you have to do is check the box and adjust the dates/times to your choosing. If you do not select this option you will need to remember to turn off your automatic reply. 

Helpful Tip #2

You can have two different types of automatic replies. This is helpful because you may want to include different information for each group of people, for example a general contact number for people outside your organization vs the name and contact information of a specific back-up person within your organization. 

Will you be able to create an automatic reply after viewing this module?

  • Yes
  • No

Scheduling Assistant and Resource Scheduler

Scheduling Assistant

Scheduling Assistant

Scheduling Assistant can help you find a date and time that works for everyone attending the meeting.

Helpful Tips

The Color Key

The key listed below Start and End Time indicate what the colors or patterns on the day mean. You can quickly see when an invitee is busy or out of the office.

The Calendar Key

The calendar key below the calendar shows you what the colors mean and is a good indicator of what days would work best for the meeting.

Suggested times

Towards the bottom on the right hand side of the meeting invite you have a list of suggested times and can quickly see what times have no conflicts vs the ones that do.

Resource Scheduler

Resource Scheduler

This video has narration! Please make sure your volume is turned up while watching this video.

Will you be able to book a meeting after viewing this module?

  • Yes
  • No