© 2001 ComputerPREP, Inc. All rights reserved. Outlook 2000: Module I.

Objectives Start Outlook Explore Outlook’s interface Customize Outlook Today Exit Outlook

Starting Outlook By starting Outlook, you gain quick access to your Inbox, Calendar, Contacts, Tasks and Notes folders To start Outlook: –Double-click the Outlook desktop icon or –Click Start, Programs, Microsoft Outlook

Exploring Menus and Using the Office Assistant The Outlook menu bar provides direct access to Outlook options relevant to the currently active Outlook folder When you open a menu, only the most frequently used commands appear by default. Click the double arrows at the bottom of the menu to show all the menu options

Exploring Menus and Using the Office Assistant (cont’d) The Office Assistant suggests help topics related to tasks you are currently performing and tips on using features more efficiently You can: –Specify to enable or disable the Office Assistant –Change the graphic that represents the Office Assistant The Office Assistant is a shared feature among all Office 2000 applications; changes you make to it in one application apply to the other applications

Exploring Toolbars In each Outlook view, you can access the following toolbars: –Standard –Advanced –Web To display and hide toolbars, click View, Toolbars, then choose the toolbar you want to display or hide In each view, the Standard toolbar displays common buttons as well as buttons relative to the current view

Exploring the Outlook Bar The Outlook Bar contains shortcuts to Outlook folders as well as to other shortcuts, including your Favorites folder, network folders and your desktop folders To hide and display the Outlook Bar, click View, Outlook Bar

Exploring the Folder List The Folder List displays links to all your Outlook folders by default To hide and display the Folder List, click View, Folder List Click any folder icon in the Folder List to display the folder’s contents in the Outlook view window

Customizing Outlook Today By default, Outlook Today displays: –Your Calendar schedule for the next five days –All the tasks on your Tasks list –The number of unread messages in your Inbox –The number of e-mail messages in your Drafts and Outbox mail folders Click the Customize Outlook Today… link to change the default settings for the Outlook Today view

Exiting Outlook To help safeguard your data, you should always close Outlook before shutting down your computer To exit Outlook: –Close the Outlook window or –Click File, Exit

Objectives Apply Address Book settings Add new entries Search for entries Create distribution lists Delete entries and distribution lists

About the Address Book Address Book – a collection of address books in which you store names, e-mail addresses, fax numbers and distribution lists Global Address List – contains your organization’s user, group and distribution list e-mail addresses Outlook Address Book – contains Contacts folder entries Personal Address Book – a customizable address book in which you store personal contacts and distribution lists

Verifying the Outlook Address Book Settings It is useful to display your Contacts folder information in your Address Book To specify that the Contacts folder will display in your Address Book: –Display the Outlook Address Book card of the Contacts Properties dialog box –Turn on “Show this folder as an e-mail Address Book”

Activating Your Personal Address Book Before you can use your Personal Address Book, you need to add it to the list of address books included in the Address Book To activate your Personal Address Book: –Click on Tools, Services… –Click on the Add button –Specify Personal Address Book in the Add Service to Profile dialog box –Click on OK

Adding New Entries To add new entries to your Personal Address Book: –Open the Address Book –Click on the New Entry button to display the New Entry dialog box –Specify the entry type and location, then display the New Internet Mail Address Properties dialog box –Specify the contact name and e-mail address

Searching for Entries Use the find feature to search for entries in your Address Book as the number of entries multiplies To search for entries: –Open the Address Book –Click on the Find Items button to display the Find dialog box –Specify the name for which you are searching

Creating Distribution Lists Distribution lists – Address Book entries composed of multiple names from the Address Book You can use distribution lists to send e-mail messages to all members of the list at once To create a distribution list: –Open the Address Book and click on the New Entry button –Specify to put the entry in the Personal Address Book

Creating Distribution Lists (cont’d) To create a distribution list (cont’d): –Specify that the entry is part of the Personal Distribution List, then click on OK –Name the personal distribution list, then click on the Add/Remove Members… button –Specify the names you want to add to the list, then click on the Members button

Deleting Entries and Distribution Lists You can delete items from your Personal Address Book as well as Contacts entries You cannot delete Global Address List entries from within the Address Book When you delete a Contacts entry, you also delete the contact’s e-mail and fax address from the Contacts folder To delete entries: –Open the Address Book –Select the entry you want to delete –Click on the Delete button

Objectives Manage the Contacts folder Explore the Contacts folder’s views View contact addresses on the Internet Import contact data

Creating Contacts To create a contact: –Click the Contacts icon in the Outlook Bar to display the Contacts view –Click New in the Standard toolbar to display a Contact dialog box –Complete the Contact dialog box’s fields, then click Save and Close to create an address card that stores the Contact information

Editing Contacts You can edit contact information in two main ways while working in the Contacts view: –Click in the information area of an address card, then type changes or –Double-click an address card to open the associated Contact dialog box, make changes to the dialog box, then click Save and Close

Flagging Contacts for Follow Up Flags help you to identify Outlook items that need attention in the future You can include a flag with a contact to help you remember to arrange a meeting, place a phone call or send correspondence To add and clear flags attached to contact entries, use the Flag for Follow Up dialog box

Creating Distribution Lists Distribution lists enable you to create contact entries that incorporate a number of contacts’ e-mail addresses Distribution list entries appear in your Contacts folder in the same way as other Contacts folder items To create a distribution list: –Click Actions, New Distribution List –Specify a name for the distribution list –Click the Select Members button to display the Select Members dialog box –Add members to the group

Deleting Contacts When you delete a contact item, Outlook places the item in the Deleted Items folder To delete a contact item: –Select the item and click Delete in the Standard toolbar, or –Right-click the item and click Delete, or –Drag an item from the Contacts view to the Deleted Items folder in the Outlook Bar or Folder List

Exploring the Contacts Folder’s Views You can display the Contacts folder information in the following views: –Address Cards –Detailed Address Cards –Phone List –By Category –By Company –By Location –By Follow-up Flag –Custom

Viewing Contact Addresses on the Internet If your computer is linked to the Internet, you can display a map showing a contact’s address To look up a contact’s address on the Internet: –Double-click an address card –Click the Display Map of Address button in the Contacts dialog box Outlook automatically opens your browser window and displays a map based on the contact’s address information

Importing Contact Data You can import data into your Contacts folder from other address books or programs supported by the Outlook Import and Export Wizard To import contact data: –Start the Import and Export Wizard –Proceed through the wizard dialog boxes that guide you through the process of importing contact data

Objectives Create and send messages View incoming messages Reply to messages Forward messages Recall messages Send contact information via e-mail Organize messages Delete messages

Creating and Sending Messages The Inbox view serves as Outlook’s e-mail interface Click the Inbox icon in the Outlook Bar or Folder List to display the Inbox view To create a new e-mail message, display the Inbox view, then click New in the Standard toolbar To send an e-mail message, click Send in the message dialog box, or click Send/Receive in the Standard toolbar to send all messages stored in your Outbox

Viewing Incoming Messages To check for new messages, display the Inbox view, then click Send/Receive in the Standard toolbar You can view the contents of incoming messages in a preview pane, or you can double-click messages to view the contents in a separate window

Replying to Messages To reply to a message: –Select the header of the message to which you want to respond, then click Reply in the Standard toolbar, or –Open the message, then click Reply in the message dialog box By default, replies automatically include the message recipient’s e-mail address, the subject line preceded by RE:, and the original message’s information

Forwarding Messages Forwarding a message sends a copy of a message you received to others To forward a message: –Select the header of the message you want to forward, then click Forward in the Standard toolbar or –Open the message and click Forward in the message dialog box –Enter recipient names in the To text box –Send the message

Forwarding Messages (cont’d) By default, forwarded messages automatically include the subject line preceded by FW: and the original message’s information You can type additional information in the body of a forwarded message before you send the message

Recalling Messages You can recall or replace only messages that have not been read or moved out of the recipient’s Inbox To recall or replace a message: –Select the message you sent in your Sent Items folder –Click Actions, Recall This Message… –Complete the Recall This Message dialog box

Sending Contact Information Via E-mail To send a contact entry via e-mail: –Right-click a contact entry, then click Forward –Enter recipient names in the To text box –Send the message The contact information is sent as an attachment to the e-mail message The recipient can drag the contact icon from the message window to his or her Contacts folder to automatically add the contact

Organizing Messages You can organize your Inbox by: –Storing messages from particular senders in separate folders –Modifying the Inbox view, such as grouping messages by topic or sorting messages –Modifying how messages display, such as by using color, bold type or other font attributes Many organizational settings are available in the Organize box, which opens in Outlook’s view area when you click the Organize button in the Standard toolbar

Deleting Messages Delete messages regularly to avoid cluttering your Inbox and to conserve system space To delete messages: –Right-click a message header, then click Delete –Select a message header, then click the Delete button in the Standard toolbar Deleted messages are moved to the Deleted Items folder Delete the messages in the Deleted Items folder to permanently remove them

Objectives Set up appointments Manage appointments Mark events in your Calendar Configure calendar options

Scheduling Appointments Appointments are activities that you schedule that do not involve inviting other people or reserving resources, but they do require your time and attention When you create an appointment, Outlook blocks off the specified time span in your Calendar To create an appointment: –Display Calendar view –Click New –Complete the Appointment dialog box –Click Save and Close

Scheduling Recurring Appointments Recurring appointments repeat at regular intervals Specify that an appointment is recurring by configuring the Appointment Recurrence dialog box You can specify the following settings regarding the recurring appointment: –The appointment’s start and end times –Recurrence pattern (daily, weekly, monthly or yearly) –Range of recurrence, including start and end dates

Scheduling Multi-day Appointments Multi-day appointments span a number of days in a row To extend an existing appointment to multiple days: –Select the appointment in Month view –Press and hold CTRL –Click and drag to copy the appointment information to following days To create a multi-day appointment, specify start and end dates in the Appointment dialog box

Setting Reminders Outlook can sound an alarm and display an alert dialog box before an appointment’s start time By default, Outlook is set to remind you about an appointment 15 minutes before its start time using a chime sound and a pop-up Reminder dialog box Click Dismiss in the Reminder dialog box to close the alert, or click Snooze if you want Outlook to remind you again 5 minutes (by default) before the appointment Calendar items that are configured to send a reminder appear with a bell icon in the Calendar entries

Rescheduling Appointments To reschedule an appointment: –Drag the appointment to another time or day –Change the settings in the appointment’s Appointment dialog box –Cut and paste the appointment from its original date and time to the newly scheduled date and time

Deleting Appointments To delete an appointment : –Select the appointment you want to delete, then click Delete in the Standard toolbar, or –Right-click an appointment and click Delete, or –Drag the appointment to the Deleted Items folder in the Outlook Bar or Folder List When you delete a recurring appointment, Outlook displays the Confirm Delete dialog box, which enables you to specify whether you want to delete a single occurrence of the appointment or all occurrences

Marking Events in Your Calendar An event is an activity that lasts an entire day or longer An annual event designates a yearly entry, such as a birthday or an anniversary Events appear as banners in the Daily Schedule in Calendar’s Day view Events and annual events do not occupy blocks of time in Calendar unless you specify that you will be out of the office for the duration of the event Use the Event dialog box to create an event

Configuring Calendar Options Calendar includes a Calendar Options dialog box, which enables you to customize: –Work week settings –Calendar’s view –Meeting-related options To view and change Calendar options: –Display the Options dialog box –Click the Calendar Options button in the Preferences card

Objectives Create tasks Create recurring tasks Set reminders Group tasks Mark tasks as completed Delete tasks

Creating Tasks Manually A task is an activity that you want to accomplish and track through completion Tasks appear in the Tasks view as well as on the TaskPad in Calendar’s Day view To create a task: –Display the Tasks view –Click New –Complete the Tasks dialog box –Click Save and Close

Creating Tasks from E-mail Messages You can create tasks from e-mail messages Drag an e-mail message to the Tasks folder icon in the Outlook Bar or Folder List to open a Task dialog box containing the e-mail information The e-mail subject line displays in the Subject text box in the Task dialog box, and the body of the e-mail message displays in the body of the Task dialog box

Creating Recurring Tasks Outlook can create multiple task entries for tasks that recur regularly Use the Task Recurrence dialog box to specify the recurrence pattern for a task A Task dialog box displays a task’s recurrence pattern in a banner on the Task card

Setting Reminders Outlook can notify you of uncompleted tasks before they are due By default, the Reminder feature is automatically activated to display an alert dialog box To set a reminder for a task manually, turn on the Reminder check box in the Task dialog box

Grouping Tasks You can group tasks by: –Category –Due date –Company name –Contacts –Other parameters You can group tasks by category by clicking View, Current View, By Category For more advanced grouping options, configure the Group By dialog box

Marking Tasks as Completed As you complete tasks, you can mark them as completed without deleting them Completed tasks appear in gray text with a line through the task entry in Tasks view and in the TaskPad To mark a task as completed: –Turn on the check box next to the task in Task view or in the TaskPad, or –Open a Task dialog box and specify that the task is 100 percent complete

Deleting Tasks At times, you might want to delete a task instead of marking it as completed To delete tasks: –Select a task in Task view, then click Delete in the Standard toolbar –Right-click a task entry, then click Delete –Drag a task to the Deleted Items icon in the Outlook Bar or Folder List

Objectives Set Journal options Create Journal entries Modify Journal entries Delete Journal entries

Setting Journal Options Setting Journal options enables the Journal to automatically record specific types of Journal entries Use the Journal Options dialog box to record Outlook activities, including: –E-mail messages –Meeting requests –Tasks –The date and time you create files in Office applications or other programs compatible with Microsoft Office

Creating Journal Entries To create journal entries automatically: –Configure the Journal Options dialog box To create journal entries manually: –Display the Journal Entry dialog box –Enter a subject line in the Subject text box –Specify the type of journal entry you want to create –Enter the name of the person with whom you are interacting in the Contacts text box –Specify the start date and duration for the entry

Modifying Journal Entries You can modify a journal entry by changing the information in an existing Journal Entry dialog box To open an existing Journal entry, double-click the entry in the Journal view After you make changes to an entry, click the Save and Close button

Deleting Journal Entries When you delete a Journal entry, you delete only the record of an activity—you do not delete the documents or contacts associated with the Journal entry Similarly, when you delete documents and contacts that are recorded in Journal entries, the Journal entry is not affected or deleted

Objectives Create notes Modify notes Copy notes to other views Change the color of notes Organize notes Delete notes

Creating Notes A note is the electronic equivalent to a paper “sticky note” Use notes to jot down quick comments for yourself or to send to others To open a new note: –In Notes view, click New, or –Double-click in a blank area in the Notes view pane After you open a new note, enter text, then click the close button to complete the note creation process

Modifying Notes To modify a note: –Double-click the note –Edit the note’s contents –Close the note

Copying Notes to Other Views Notes can be copied to create other types of Outlook items When you copy a note to another view, the note’s text appears in the body of the appropriate dialog box Copying a note to other views does not delete the original note To copy a note, drag the note to an icon in the Outlook Bar or Folder List

Changing the Color of Notes Notes can be blue, green, pink, yellow or white You can change the color of an individual note or of all notes you create in the future To specify the color of all future notes, configure the Notes Options dialog box To change the color of an individual note: –Select the note –Right-click the selected note –Point to Color –Click a color

Organizing Notes To change how notes are organized, click View, Current View, then choose a view option Notes can be organized and viewed: –As large and small icons –As a notes list –As a list showing only the notes you wrote during the last seven days –By note category –By note color

Deleting Notes To delete notes: –Select a note, then click Delete in the Standard toolbar –Right-click a note and click Delete –Drag a note to the Deleted Items folder in the Outlook Bar or Folders List

Objectives Print e-mail messages Print your Calendar Print contact information Print tasks Print Journal entries Print notes

Printing E-mail Messages E-mail messages can be printed in: –Memo Style – selected items are printed one at a time and attachments are printed as graphics, or –Table Style – selected items or all items can be printed in a list with visible columns denoted To print an e-mail message: –Select a message header or open a message –Click File, Print… –In the Print dialog box, select a print style –Click OK

Printing Your Calendar Calendar information can be printed in: –Daily Style –Weekly Style –Monthly Style –Tri-fold Style –Calendar Details Style To print calendar information: –Display the Calendar view –Click the Print button in the Standard toolbar –Specify a print style and print range –Click OK

Printing Contact Information Contact information can be printed in: –Card Style –Small Booklet Style –Medium Booklet Style –Phone Directory Style To print contact information: –Display the Contacts view –Click the Print button in the Standard toolbar –Specify a print style and print range –Click OK

Printing Tasks Tasks can be printed in Table Style or Memo Style You can also print tasks when you print your Calendar if you select a print format that includes the TaskPad To print a task: –Select the task you want to print –Click the Print button in the Standard toolbar –Specify a print style –Click OK

Printing Journal Entries Journal entries can be printed in Table Style or Memo Style To print Journal entries: –Select the Journal entries you want to print –Click the Print button in the Standard toolbar –Specify a print style –Click OK

Printing Notes Notes can only be printed in Memo Style By default, Outlook prints one note per page To print a note: –Select a note –Click the Print button in the Standard toolbar –Click OK

Objectives Start Newsreader Search for newsgroups View newsgroup message headers Subscribe to newsgroups Open news messages Post news messages

Starting Newsreader Newsreader – an interface that you can use to participate in newsgroups Newsgroup – a collection of related messages posted by individuals to a news server News server – a computer maintained by a business, special interest group or individual; configured to accept and store news messages from the news network (called Usenet) By default, Outlook uses the Outlook Express Newsreader To start newsreader: –Click on View, Go To, News

Searching for Newsgroups In the Outlook Express Newsreader, you search for newsgroups by using keywords You can search for keywords in newsgroup names as well as newsgroup descriptions To search for a newsgroup, enter keyword text in the “Display newsgroups which contain” text box in the Newsgroup Subscriptions dialog box To redisplay all the newsgroups after you conduct a search, delete the keywords

Viewing Newsgroup Messages Viewing newsgroup message headers enables you to quickly see if the newsgroup contains the type of information you need By default, Outlook downloads the 300 most recent message headers at a time In the Outlook Express Newsreader, newsgroup message headers display in the same manner e-mail message headers display in the Inbox

Subscribing to Newsgroups Subscribing – the act of saving a newsgroup listing to your newsreader In the Outlook Express Newsreader, a newsgroup is added to the Folders List when you subscribe to the newsgroup Subscribing enables you to quickly return to a newsgroup because you can click on the newsgroup icon instead of searching for it by keyword To subscribe to a newsgroup: –Right-click the newsgroup icon in the Folders List –Click on Subscribe

Opening News Messages Reading newsgroup messages is similar to reading e-mail messages: –Double-click on a message header to open the message in a separate window, or –Click on a message header to view the message’s contents in the Preview Pane Newsgroup messages are stored on the news server, which means that (by default) you will be able to view the messages for only as long as they are stored on the server

Posting News Messages To participate in a newsgroup, you post messages using the New Message window You can post messages: –To the entire newsgroup –To any person who posts a message to the newsgroup; in this instance, your communication would be an e-mail message instead of a newsgroup post

© 2001 ComputerPREP, Inc. All rights reserved. Outlook 2000: Module I.

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© 2001 ComputerPREP, Inc. All rights reserved. Outlook 2000: Module I.

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