Managing Information Using Outlook

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Presentation transcript:

Managing Information Using Outlook Microsoft Office 2003- Illustrated Introductory, Premium Edition Appendix Managing Information Using Outlook

Objectives Organize your contacts Manage your appointments and tasks Use the Journal and Notes Managing Information Using Outlook 2003

Organizing Your Contacts Outlook enables you to manage both business and personal contacts Store general and detailed contact information Send a meeting request, task request, or an e-mail from Contacts Group, sort, and filter contacts by any part of their name or address Managing Information Using Outlook 2003

Organizing Your Contacts Outlook Contacts features Enter a name and up to three addresses for a contact Store more than a dozen telephone and fax numbers for a contact Store up to three e-mail addresses for a contact plus one Web page address Open the Details tab to store detailed information, such as office department, birthday, anniversary, or nickname Managing Information Using Outlook 2003

Organizing Your Contacts (cont.) Outlook Contacts features (cont.) File a contact under their first name, last name, company name, company, or job title Dial a contact telephone number if you have a modem Keep track of e-mail, tasks, appointments, and documents relating to specific contacts Send contact information over the Internet using vCards Create a mailing list by filtering your Contact list Managing Information Using Outlook 2003

Organizing Your Contacts (cont.) New Contact button Dial button Contacts Detailed address card Managing Information Using Outlook 2003

Organizing Your Contacts (cont.) Details tab Phone numbers Web page and e-mail information Managing Information Using Outlook 2003

Using Categories A category is a keyword or phrase used to tag items such as contacts, appointments, tasks, and notes Outlook provides a Master Category List Business Personal Phone Calls Hot Contacts Etc. Managing Information Using Outlook 2003

Managing Your Appointments and Tasks The Calendar and Tasks in Outlook provide a way to manage your appointments and tasks The Calendar is the electronic equivalent of your desk calendar The Tasks is an electronic to-do list Managing Information Using Outlook 2003

Managing Your Appointments and Tasks (cont.) An appointment is an activity that does not involve inviting other people or scheduling resources A meeting is an activity in which you invite people or reserve resources An event is an activity that lasts 24 hours or longer You can specify the subject of any activity and its start and end times Outlook identifies conflicts in scheduled activities Managing Information Using Outlook 2003

Managing Your Appointments and Tasks (cont.) Date Navigator Today New appointment button Appointment Recurring Appointment Appointment reminder TaskPad Managing Information Using Outlook 2003

Managing Your Appointments and Tasks (cont.) Show as busy in Calendar Assigned category Color coding label options Linked contact Managing Information Using Outlook 2003

Managing Your Appointments and Tasks (cont.) Type new task here New Task button Current view options Managing Information Using Outlook 2003

Using Notes and Journal Notes are the electronic version of sticky notes The Journal is a way to keep track of your activities The Journal tracks Documents, calls, messages, files, tasks, or appointments Managing Information Using Outlook 2003

Using Notes and Journal New Note button Notes are color coded First line identifies the note Managing Information Using Outlook 2003

Using Notes and Journal Click to record these items Select files to record Track files, calls, messages, from these contacts Managing Information Using Outlook 2003

Using Notes and Journal Previewing Your Day The Outlook Today page provides a preview of your day at a glance It is an electronic version of your day planner which provides a snapshot of your current activities, tasks, contacts, notes, and messages Outlook Today page can be customized Managing Information Using Outlook 2003

Click to customize page Previewing Your Day Messages Tasks Click to customize page Calendar Managing Information Using Outlook 2003

Summary Slide Objectives Organizing Your Contacts Using Categories Managing Your Appointments and Tasks Using Notes and Journal Previewing Your Day Managing Information Using Outlook 2003