Outlook Inbox Quick Reference Guide

Transcription

1 Outlook Inbox Quick Reference Guide Outlook Inbox Quick Reference Guide Note: As an alternate method of sending attachments, most Microsoft Office applications (Word, Excel, etc.) provide a Send To option on the File menu when a document is open. To specify the message format for one new message From the main Microsoft Outlook window, on the Actions menu, point to New Mail Message Using, and then click the format you want to use. To change the format of a message you have received or already created Customising Inbox layout Two ways to automatically preview messages You can preview your Inbox messages that is, read some or all of their contents without opening them in the main message list or in the reading pane, or both. Sorting messages There are thirteen predefined standard sorting arrangements for displaying your messages in the main message list: Attachments, Categories, Conversation, Date, Account, Flag, Folder, From, Importance, Size, Subject, To, and Type. To apply an arrangement, open the View menu and choose Arrange By. Do one of the following: When reading a Rich Text Format message With the message open, on the Format menu, click the format you want to use (Plain Text or HTML). Note If you use Word to read Rich Text messages, you cannot change the format of the message. What message format (HTML, RTF or Plain Text)? In Outlook, you have three choices for the format of messages you create: HTML (the default) Rich Text Format (RTF), and Plain Text. Messages you receive will have the format that the sender chose when sending the message. However, there is an option to view all received messages in plain text if that s your preference. Advantages HTML and RTF both allow you to use a variety of colours, fonts and formatting options in your messages. Also, in HTML and RTF format, pictures appear in the body of the message, as do icons for opening attached files (which means you can place explanatory comments above or below each one in the message.) Disadvantages Not all mail reading programs can understand HTML, and even fewer can understand RTF. If you send a message format that your recipient s program can t understand, they may not see what you intended. All programs understand plain text. A good rule of thumb When sending internal mail messages (within GSJBW), choose RTF or HTML format. When sending external messages, avoid RTF. Instead, use HTML or Plain Text format. You can choose the default format for all messages you send, and even set a different default for messages that go to specific people. To change the default message format for all new messages 1 On the Tools menu, click Options, and then click the Mail Format tab. 2 In the Compose in this message format list, click the format you want. When reading a plain text or HTML message With the message open, on the Edit menu, click Edit Message. On the Format menu, click the format you want to use (Plain Text, HTML, or Rich Text). Change the format for all messages sent to a particular contact 1 Open the contact card for the person. 2 In the box, double-click the contact s address. 3 In the Internet Format list, select the format you want use for messages to this recipient. View online demos and tutorials For step-by-step instructions and assistance with Outlook (and other Microsoft Office programs), try the following. 1 In the Outlook menu bar, click Help. 2 In the Outlook Help dialog box, if you want information about a specific topic, enter a search term in the Search for: box and click 3 Otherwise, under Microsoft Office Online, click and do one of the following: Under Browse Assistance, click Outlook 2003 and then choose from the list of topics. Under Quick Links (on the right-hand side), click See Office Demos and then select a demo from the list. Remember the Four Ds: Do Defer (where/when) Delegate Delete to Navigation pane Message List pane Reading pane To automatically preview the first three lines of all messages in the main message list, on the View menu, click AutoPreview. To limit this preview to unread messages only, on the View menu, point to Arrange By, point to Current View, and then click Customize Current View. Click Other Settings, and then click Preview unread items. You can also preview items in your Inbox using the reading pane. To open the reading pane, or change its location, on the View menu, point to Reading Pane, and then click Right or Bottom. To display a message in the Reading Pane, click the item in the message list. To turn off the Reading Pane and view more of the list of messages, on the View menu, point to Reading Pane, and then click Off. To quickly view or change options for the Reading Pane, right-click the border of the Reading Pane next to the list of messages. To resize the Reading Pane, point to its left border, and when the pointer becomes a double-headed arrow, drag the border to the left or right. Alternatively, right-click the Arrange By: heading at the top of the message list and then choose an arrangement. Automatically grouping your messages You can have Outlook automatically group the messages in your message list under headings that you can expand or collapse by clicking a button in the group heading. The groupings are based on the Arrangement (see above) that you have applied. The following example shows messages grouped by importance, with group headings High and Low. To group messages, on the View menu, choose Arrange By and then click Show in Groups. Saving your Search results To retrieve specific contents from your folders, on the Tools menu, click Find. To save time, you can then save the results of your searches in Search Folders for later re-use. These folders dynamically update as new items are received or created that meet your search criteria. By default, you already have three Search Folders: For Follow Up displays any message that is flagged for follow up. Large Mail displays message larger than 100 kilobytes. Unread Mail displays all unread messages. You can also create your own custom Search Folders by defining the search criteria that messages must meet to be included. (Continued)

2 Outlook Inbox Quick Reference Guide Outlook Inbox Quick Reference Guide To create a new Search Folder 1 On the File menu, click New and choose Search Folder. 2 In the Select a Search Folder box, under Custom, click Create a Custom Search Folder. 3 Click Choose to specify the search criteria. 4 In the Name box, type a name for your Search Folder. 5 To specify which folders mail should be included in the Search, click Browse, select the folders, and then click OK. 6 To specify the items that the Search Folder should contain, click Criteria, enter the required criteria, then click OK twice. Creating favourite folders Favorite Folders are displayed at the top of the Navigation pane, where they are easy to see, and where you can easily tell when new items appear. Automatic colour-coding Use colour to make important messages stand out from the rest. You can easily create rules so that messages you receive are automatically colour coded, based on sender, subject, keywords, or other criteria. To create a colour coding rule 1 Select a message of the type you want to create the colour-coding rule for. 2 On the Tools menu, click Organize. 3 Select Using Colors. 4 Set up the rule for colour coding. 5 Click Apply Color. Flagging a message for follow up You can flag a mail message to remind you to follow it up later. The Message Flag column displays in the Outlook Inbox message list, to the right of a message. Flagged messages are automatically displayed in the For Follow Up search folder. Items past their due date are displayed in red by default in the message list. Microsoft Outlook offers six coloured message flags that you can use to indicate different types of follow ups. The default flag is red, but you can change the default flag colour according to your preference. 6 If you want to run a newly created rule on messages already in the Inbox, select the Run this rule now on messages already in Inbox check box on the last page of the Rules Wizard. 7 To have this rule apply to all your accounts and each Inbox, select the Create this rule on all accounts check box on the last page of the Rules Wizard. To Remove a flag 1 With the message open, in the Outlook toolbar click the Follow Up button. 2 Click Clear Flag. Automatic message handling with Rules and Alerts Rules (sometimes referred to as filters) perform actions on messages that match a specific set of conditions. After you create a rule, Microsoft Outlook applies the rule when a message arrives in your Inbox or when you send a message. Notification rules alert you in some way when you receive a particular message. Organization rules perform one or more actions on a message. Many advisers use this feature to move research messages into a separate folder so their Inbox is more manageable. You can also run one or more of your rules manually to select ively apply them to messages already in your Inbox or in another folder. To create a rule 1 W ith the Inbox displayed, on the Tools menu, click Rul es and Alerts. 2 Click New Rule. 3 Choose one of the following: To create a rule from scratch, click Start from a blank rule. To create a rule based on one of the supplied templates, click Start creating a rule from a template. Out-of-Office Assistant If you are going to be out of the office for a significant period (for example, for personal leave or professional dev elopment), use the Out of Office option to automatically reply to your received messages. To create an out-of-office reply message 1 Wit h the Inbox displayed, on the Tools menu, click Out of Office Assistant. 2 Click Add Rule, and then click I am currently Out of the Office. 3 Type your out-of-office message in the AutoReply only once to each sender with the following text box. Ensure that you inform those receiving the message: the date(s) and day(s) you will be out of the office alternative contacts who can assist with any queries. 4 Click OK. To turn off the out-of-office option 1 With the Inbox displayed, on the Tools of Office Assistant. menu, click Out 2 Click Add Rule, and then click I am currently in the Office. 3 Click OK. Sending attachments You can send one or more computer files (Word documents, Excel spreadsheets, digital images, etc,) as attachments to an message. Adding a picture or file attachment can greatly increase the size of a message. Avoid attaching files larger than 1MB for external mail or 5MB for internal (GSJBW) mail. Also, avoid sending large file attachments to large numbers of recipients. Contact the Help Desk for advice. TTo attach a file to a messaget When you add a folder to Favorite Folders, Outlook creates a shortcut. The actual folder stays in its original location, while you have quick and easy access to the folder through the Favorite Folders shortcut. To add a mail folder to the Favorites folder Right-click the mail folder you want to add, and then on the shortcut menu click Add to Favorite Folders. Alternatively, you can click and drag a mail folder to Favorite Folders. To rearrange the list of folders in Favorite Folders Right-click a folder and then on the shortcut menu, click Move Up in List or Move Down in List. To flag a message 1 In the message list, right-click the message, and then from the shortcut menu, choose Follow Up. Alternatively, if the message is ope n, in the Outlook toolbar click the Follow Up button. 2 Specify the flag options you want to apply for the message. To quickly add the default flag to a message, in the message list, click the flag icon to the right of the message listing. It changes to the default flag. Click it again when you want to complete (clear) the flagged item. To automatically add a flag using a rule 1 On the Tools menu, click Rules and Alerts. 2 Click New Rule. 3 Under Step 1: Select a template, click Flag messages from someone with a colored flag. 4 Click Next. 5 Follow the instructions in the Rules Wizard. 4 Follow the rest of the instructions in the Rules Wizard. 5 If you want to run this rule on messages already in one of your folders, select the Run this rule now on messages already in folder check box on the last page of the Rules Wizard. 6 To have this rule apply to all your accounts and Inboxes, select the Create this rule on all accounts check box on the last page of the Rules Wizard. To create a rule based on a message in a folder 1 Open the folder that contains the message. 2 Right-click the message you want the rule to be based on. 3 Click Create Rule. 4 In the Create Rule dialog box, select the conditions and actions you want to apply. 5 To add more conditions, actions, or exceptions to the rule, click Advanced Options, and then follow the rest of the instructions in the Rules Wizard. 1 With your new message open, click the in the message toolbar. Insert File button 2 In the Insert File dialog box, select the file that you want to attach, and then click Insert. Optionally, you can click the Insert drop down arrow to select how you want to send your attachment. 3 In the new message toolbar, click Send. (Continued)

3 Outlook Calendar Quick Reference Guide Outlook Calendar Quick Reference Guide Using the TaskPad The TaskPad is a basic view of the Tasks folder that you can use in any of the Day/Week/Month calendar views. It s an easy way to deal with your tasks without having to switch to the Tasks view or keep a separate Tasks window open. To change the TaskPad View 1 In Calender click View, and then choose TaskPad View. 2 Select one of the following options: To display Click Turn into calendar entries You can quickly create a calendar entry (appointment or meeting request) just by dragging a mail message from your Inbox to your Calendar. When you do this, the information in the message will be visible in the calendar entry. Customising the calendar Views To show or hide the TaskPad 1 Open any Day/Week/Month calendar view. 2 Click View, then TaskPad. a list of all your assigned tasks all the unfinished tasks with a start date of the current day or before All Tasks Today s Tasks To turn a mail message into an appointment 1 Find the message in your Inbox, and click the envelope icon to select it. 2 Drag the message to the Calendar button on the Navigation Pane. The TaskPad When you open the TaskPad, the Date Navigator appears above it. You can resize the TaskPad or even hide the Date Navigator by dragging the edges of the TaskPad. And you can control which tasks appear in it using the TaskPad View command in the main View menu. all tasks with a start date of the currently selected day or before, based on the selection in the Date Navigator all tasks for the next seven days from the current date all Tasks still incomplete as of the due date tasks completed on the date selected in the Date Navigator tasks that do not have a due date assigned to them Active Tasks for Selected Days Tasks for Next Seven Days Overdue Tasks Tasks Completed on Selected Days Include Tasks with no Due Date View online demos and tutorials For step-by-step instructions and assistance with Outlook (and other Microsoft Office programs), try the following. 1 In the Outlook menu bar, click Help. 2 In the Outlook Help dialog box, if you want information about a specific topic, enter a search term in the Search for: box and click 3 When the mouse pointer changes to an arrow and the Calendar button changes colour, release the mouse button. Result: The Appointment dialog box opens. 4 Select any additional options you want. 5 Click Save and Close. To turn an appointment into a meeting 1 Open the appointment. 2 Click Invite Attendees. 3 Enter a name or names in the To box. 4 Select any additional options you want. 5 Click Send. Add files, documents and Outlook items to calendar entries You can insert links to Microsoft Office documents, Outlook items and other objects into Calendar entries so that the information they contain will be readily available when you open the Calendar entry. When the Outlook Calendar is selected, you can choose one of the following views under Current View in the Calender pane: Day/Week/Month displays your Calendar by day, week or month Day/Week/Month with AutoPreview displays your Calendar by day, week or month and displays the first three lines of the appointment in the Appointment Schedule Active Appointments displays your appointments or meetings Events displays any activity that lasts 24 hours or longer Annual Events displays Events that occur on a yearly basis Recurring Appointments displays appointments that recur at fixed intervals By Category displays items grouped by the categories you have assigned to them. Appointment Schedule To change the increment of time shown in your Appointment Schedule, click one of the following on the Calendar toolbar: 3 Otherwise, under Microsoft Office Onli ne, click Insert items into a Calendar entry and do one of the following: Under Browse Assistance, click Outlook 2003 and then choose from the list of topics. Under Quick Links (on the right-hand side), click See Office Demos and then select a demo from the list. 1 Open the appointment or meeting request. 2 In the toolbar, click Insert. Options for printing your Calendar To print a single appointment, right-click the appointment and click Print. When printing more than one appointment, click File and then click Print. The Print and Page Setup dialog boxes give you many options for customising your printed calendar daily, weekly, monthly, five-day week, and more. 3 Select the File (such as a document or spreadsheet), Outlook Item (such as an message) or Object you want to insert. 4 Select whether to insert the item as a file attachment, a shortcut, text only, or other available option.

4 Outlook Calendar Quick Reference Guide Outlook Calendar Quick Reference Guide Time zones You can add and display a second time zone in Outlook, which is useful when scheduling meetings or conference calls with people in other time zones. When you add a second time zone, the current time in the primary time zone is highlighted with colour to make it easier to see. To add a second time zone 1 On the Tools menu, click Options. 2 Click Calendar Options. 3 Click Time Zone. 4 Select the Show an additional time zone check box. 5 In the Label box, type a description. 6 In the Time zone box, list the time zone you want to add. Group schedules After creating a group schedule, you can add members to the schedule, view each others calendars, schedule group meetings, and send messages to the group. To create a group schedule 1 In Outlook, open your Calendar folder. 2 On the Actions menu, click View Group Schedules to open the Group Schedules dialog box. 3 Click New, type a name for the group schedule, and click OK. The group's schedule dialog box appears. Add members or a calendar to a group schedule 1 In the group s schedule dialog box (see above), click Add Others and click Add from Address Book. 2 In the Select Members dialog box, click a contact, and then click To. Repeat this step to add other members from your Address Book. 3 Click OK. 4 If you want to add a public Calendar folder to the group schedule, so that the calendar s events are available to the group, click Add Others and click Add Public Folder. Managing your group calendar 1 Open your own Calendar. 2 On the Actions menu, click View Group Schedules. 3 Click the group schedule, and click Open. 4 Choose one of the following: To Do this View someone's calendar Schedule a group meeting To schedule a meeting with one team member Send to a group member from a group schedule In the Group Members list, click the Open Member s Calendar icon to the left of a name. 1 Find a block of time when all of the required attendees are available. 2 Highlight the desired block of time for the meeting, click Make Meeting, and then click New Meeting with All To send the meeting request to the group, on the Appointment tab, type the information you want to include in your meeting request, and click Send. In the group s schedule dialog box, right-click the member s name in the Group Members list and click Schedule a Meeting. Highlight a block of time for the meeting. 3 Click the Appointment tab, type the information you want to include in the meeting request message, and click Send. Right-click the member s name in the Group Members list, and click Send Mail. A new message form appears; it has the To field filled in with the member s address. Colour-coding your appointments You can use colour to categorise your appointments and meetings. Each colour comes with a descriptive label. You can change these labels; for example, you can change the label of the colour red from important to urgent. You can use rules to automatically colour items that meet certain conditions. Colour an appointment or meeting In Calendar, right-click an appointment or meeting, point to Label on the shortcut menu, and then click a colour in the list. Colour a recurring appointment or meeting 1 In Calendar, open an appointment or meeting. 2 Click Open the series, and then click OK. 3 In the Label list, click a colour. Colour appointments and meetings automatically 1 In Calendar, right-click the calendar grid, and then click Automatic Formatting on the shortcut menu. 2 Click Add, and then type a name for the rule. 3 4 Click Condition to specify the conditions under which the colour will be applied. Change label colours 1 In Calendar, click Calendar Coloring click Edit Labels. 2 In the Label list, click a colour., and then Type the text you want to associate with each colour. To quickly switch your Calendar to the second time zone Note: This will affect all times displayed in Outlook as well as times displayed in other Microsoft Windows-based applications. 1 Display the Time Zone dialog box following the steps above. 2 Click Swap Time Zones. 5 6 In the Select Folder dialog box, click the public Calendar folder you want to add, and then click OK. Click Save and Close. Giv e someone permission to view your calendar 1 On the Go menu, click Folder List. 2 Right-click the Calendar folder, and click Properties. 3 Click the Permissions tab. 4 Click Add, select a user in the list, click Add, and click OK. Send to all group members from a group schedule Note You can also click a time block beside a member, click Make Meeting, and then click New Mail Message. To send a message to everyone in the group, click Make Meeting, and then click New Mail Message with All. A new message form opens with the To field already filled in with the group members addresses. 5 On the Permissions tab, select a permission level in the Permission Level box. You can select a permission level according to the actions you would like to allow the other person to perform in your Calendar folder. 6 Click OK.

5 Tasks & Contacts Quick Reference Guide Tasks & Contacts Quick Reference Guide Customising your view of tasks To sort your tasks 1 In the Navigation pane, below the Current View, click Customize Current View. 2 Choose a sort option. To see task details in the Reading pane 1 If you want to see any notes associated with the task selected without having to open the item, select the Reading Pane option. 2 In the View menu, point to Reading Pane, and then choose the view you want. Using the TaskPad The TaskPad is a basic view of the Tasks folder that you can use in any of the Day/Week/Month calendar views. It s an easy way to deal with your tasks without having to switch to the Tasks view or keep a separate Tasks window open. To show or hide the TaskPad 1 Open any Day/Week/Month calendar view. 2 Click View, then TaskPad. To change the TaskPad View 1 In Calender click View, and then choose TaskPad View. 2 Select one of the following options: To display a list of all your assigned tasks all the unfinished tasks with a start date of the current day or before all tasks with a start date of the currently selected day or before, based on the selection in the Date Navigator all tasks for the next seven days from the current date all Tasks still incomplete as of the due date tasks completed on the date selected in the Date Navigator Click All Tasks Today s Tasks Active Tasks for Selected Days Tasks for Next Seven Days Overdue Tasks Tasks Completed on Selected Days Entering contacts The Contacts folder is your address book and information storage for the people and businesses you want to communicate with. Use the Contacts folder to store the e- mail address, street address, multiple phone numbers, picture, and any other information that relates to the contact. To create a new contact 1 In the Outlook toolbar, click the down arrow next to New, and then from the drop-down list, choose Contact. 2 In the Untitled Contact dialog box, supply the relevant details. 3 Click Save and Close. Assigning Contacts to categories In Outlook, Categories are keywords or phrases that help you organize and keep track of things. You can choose from Outlook s built-in categories and create new ones. Everything in Outlook messages, contacts, tasks can be assigned to categories. For example, Contact categories might be Suppliers, Customers and Employees. Categories make it easy to view and track all items having something in common. For example, you can use categories to quickly create distribution lists when sending . To assign contacts to categories 1 In the Navigation pane, click Contacts. 2 In the Contacts pane, select the contact(s) you want to assign to a category. The TaskPad When you above it. open the TaskPad, the Date Navigator appears You can resize the TaskPad or even hide the Date Navigator by dragging the edges of the TaskPad. And you can control which tasks appear in it using the TaskPad View command in the main View menu. tasks that do not have a due date assigned to them Include Tasks with no Due Date View online demos and tutorials For step-by-step instructions and assistance with Outlook (and other Microsoft Office programs), try the following. 1 In the Outlook menu bar, click Help. 2 In the Outlook Help dialog box, if you want information about a specific topic, enter a search term in the Search for: box and click 3 Otherwise, under Microsoft Office Online, click and do one of the following: Under Browse Assistance, click Outlook 2003 and then choose from the list of topics. Under Quick Links (on the right-hand side), click See Office Demos and then select a demo from the list. To create a contact from an message 1 Open or preview the message that contains the name you want to add to your contact list. 2 Right-click the name of the sender you want to make into a contact, and then click Add to Contacts on the shortcut menu. Creating Contacts folders You may want to organise your Contacts into separate folders for example, personal and business. To create a new folder 1 In the Outlook toolbar, click the down arrow next to New, and then from the drop-down list, choose Folder. 2 In the New Folder dialog box, type a name for the folder and then click OK. 3 You can then add contact information to the folder. 3 On the Edit menu, click Categories. 4 In the Categories list, tick the categories you want the selected contacts to belong to. 5 To create a new category, type a new category name in the Items belong to these categories box add then click Add to List. 6 Click OK. To send using contact categories 1 In the Navigation pane, click Contacts. 2 On the Edit menu, click Categories. 3 Select the category of contacts you want to send a message to. 4 In the Actions menu, click the New Message to Contact command. Or, if you want to set up a meeting or appointment with the selected contacts, on the Actions menu choose New Meeting Request to Contact or New Appointment with Contact. An alternative method: 1 In the Contacts pane, under Current View, click By Category. 2 Drag the category onto the mail icon.

6 Tasks & Contacts Quick Reference Guide Tasks & Contacts Quick Reference Guide To change your view of Contacts 1 In the Navigation pane, click Contacts. 2 Click the Current View button and then select a view from the list. Entering tasks You can create Tasks in Outlook to help you track and monitor your own work or group projects. Click the Tasks folder in the Navigation Pane to see a list of your current tasks and related information. You can also assign a task to other people, so that the task appears in their Task List as well as in your own. Using task categories Everything in Outlook messages, contacts, tasks can be assigned to categories. Categories are keywords or phrases that help you find, organize and keep track of things. You can choose from Outlook s built-in categories, and you can create new ones. To change the way a timeline looks 1 In timeline view click the View menu, point to Arrange by, point to Current View, and then click Customize Current View. 2 Click Other Settings. 3 Select the options you want. To change the amount of time shown on the timeline, click Day, Week, or Month. To create a task from scratch 1 On the File menu, point to New, and then click Task. 2 In the Subject box, type a task name. 3 Complete any other boxes on the Task and Details tabs for information you want to record for the task. To move tasks up or down in the task list 1 On the View menu, point to Arrange By, point to Current View, and then click Customize Current View. 2 Click Sort, click Clear All, and then click OK. To change the sorting of your Contacts list When your contacts are displayed in a grid view, you can click any column heading to sort on that heading. 4 To make the task recur, click Recurrence, click the frequency (Daily, Weekly, Monthly, Yearly) at which you want the task to recur. 5 To make the task recur at regular intervals, select options for the frequency. 6 To make the task recur based on completion date, click Regenerate new task, and then type a time frequency in the box. 7 If you want, set start and end dates for the task. 8 Click OK, and then click Save and Close. To create a task from an existing task 1 In task list, select the task you want to copy. 2 On the Edit menu, click Copy. 3 On the Edit menu, click Paste. 4 As appropriate, open the task and change its options. Items can be assigned to more than one category. For example, a task can be assigned to the categories Business, Key Customer, and Strategies. To assign a task to a category 1 Click any task item, and then on the Edit menu, click Categories. 2 In the Categories list, tick the categories you want the selected task(s) to belong to. 3 To create a new category, type a new category name in the Items belong to these categories box add then click Add to List. 4 Click OK. 3 Click Group By, click Clear All, and then click OK twice. 4 Drag a task up or down in the task list using the guide to position the task. 5 To save this order as the default, on the Actions menu, click Save Task Order. To prioritize tasks 1 Open the task you want to change the priority level for. 2 In the Priority box, click a priority level. Viewing tasks Choose from the following default views for tasks: Simple List A simple list of all tasks, including a box that can be checked with the task is complete You can also right-click a column heading to choose from a number of other viewing options. To assign a task to another person 1 With the Task list displayed, click Assign Task on the toolbar. 2 In the Task window, in the To field, enter the name of the person to whom you are assigning the task 3 Click Send. To create a Task from an 1 2 In the message list, select the message and drag it to the Tasks folder in the Navigation Pane. Click the Save and Close button. Automatically grouping your tasks You can have Outlook automatically group your tasks under expandable and collapsible headings, for an uncluttered view. To group tasks, on the View menu, choose Arrange By and then click Show in Groups. To view your tasks In the Navigation pane, click Tasks to see the Tasks View. To Change the order of tasks 1 On the View menu, point to Arrange By, point to Current View, and then click Customize Current View. 2 5 To sort by an additional field, click a field in the Then by box. 6 Click Sort. 3 In the Sort items by box, click a field to sort by. 4 Select Ascending or Descending for the sort order. If you are in a table view type, you can click a column heading to sort by that column. Or, right-click the column heading for a menu of additional view options. To change the colour of tasks: 1 In the toolbar, click Tools and then click Options. Detailed List Active Tasks Next Seven Days Overdue Tasks By Category Assignment By Person Responsible Completed Tasks Task Timeline A detailed list of all tasks, showing additional information such as percentage complete All incomplete and overdue tasks Only tasks that are due in the next seven days Only overdue tasks All tasks, grouped by category and sorted by the date on which the task is due Only tasks that have been assigned to other users All tasks are grouped by task owner and sorted by the date on which the task is due Only completed tasks All tasks as icons arranged on a timeline. 2 Click the Task Options button. 3 Click Overdue Task Color and then choose the colour for overdue tasks. 4 Click Completed Task Color and then choose a colour for completed tasks. 5 Click OK.

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9 Outlook 2003 Keyboard Shortcuts Note In Outlook, more than one keyboard shortcut often exists to carry out the same action. Similarly, for most common actions, you can choose between menu commands and toolbar buttons to achieve the same result. Shortcuts for Calendar Action Change calendar to week Keyboard Shortcut ALT+HYPHEN Shortcuts for Mail Action Move between panes in window Keyboard Shortcut F6 (SHIFT+F6 to go backwards) Shortcuts for moving around in Outlook Mail Calendar Contacts Tasks Notes Folder List Shortcuts Press CTRL+1 Press CTRL+2 Press CTRL+3 Press CTRL+4 Press CTRL+5 Press CTRL+6 Press CTRL+7 Text formatting shortcuts Format menu Select all Bold text Delete a word Copy Centre Add italics Left align Add bullets Clear formatting Underline Paste Cut Undo ALT+O CTRL+A CTRL+B CTRL+BACKSPACE CTRL+C or CTRL+INSERT CTRL+E CTRL+I CTRL+L CTRL+SHIFT+L CTRL+SHIFT+Z or CTRL+SPACEBAR CRTL+U CTRL+V or SHIFT+INSERT CTRL+X or SHIFT+DELETE CTRL+Z Change calendar to month Change calendar to see specific number of days Move to a specific date Create a new appointment Create a new meeting request Send a meeting request Save and close an appointment Accept a meeting request Tentatively accept a meeting request Decline a meeting request Delete a meeting request Open a task Shortcuts for Contacts Action Create a new contact Find a contact Save and close a contact Delete a contact ALT+EQUAL SIGN ALT+ number of days (for example, ALT+5 shows five days) CTRL+G CTRL+SHIFT+A or CTRL+N CTRL+SHIFT+Q ALT+S ALT+S ALT+C ALT+N ALT+D CTRL+D CTRL+SHIFT+K Keyboard Shortcut CTRL+SHIFT+C F11 ALT+S CTRL+D Move between folders Create a new message Move around fields in a new Message window Look up an e mail address Check the validity of an address that you ve typed Send message Open next item Open previous item Reply to a message Reply to the sender and all addressees of the selected message Forward a message Delete a message Permanently delete a message Move a message Move around a folder tree Create a new folder Add an attachment Save an attachment Mark an message as read Check for new mail CTRL+Y CTRL+SHIFT+M or CTRL+N TAB (or SHIFT+TAB) CTRL+SHIFT+B CTRL+K ALT+S CTRL+COMMA CTRL+PERIOD CTRL+R CTRL+SHIFT+R CTRL+F CTRL+D SHIFT+DELETE CTRL+SHIFT+V The arrow keys CTRL+SHIFT+E On the Insert menu (ALT+I) use the File command (F). From the open message, use the Save Attachments command (N) on the File menu (ALT+F) CTRL+Q F5 or CTRL+M 2006 Goldman Sachs JBWere

10 Outlook 2003 Productivity tips Work Value Matrix The Work Value Matrix allows us to determine clearly the value and importance of the work we do each day. By looking at the tasks we do in terms of the 4 quadrants, we can begin to plan and prioritise better so that we start to work in a proactive rather than purely reactive manner. It is when we are being proactive that we are actively working towards our goals so we should focus much of our time in this area. Important Not important Urgent Quadrant 1 Quadrant 2 Activities Crises Pressing Problems Deadline driven projects Activities Not Urgent Prevention, PC activities Relationship building Recognising new opportunities Planning Tasks as part of job Quadrant 3 Quadrant 4 Activities Interruptions Some calls Some mail, some reports Some meetings Proximate, pressing matters Activities Trivia, busy work Some mail Some phone calls Time wasters The 20 Biggest Time Wasters Management by crisis Telephone Interruptions Inadequate Planning Attempting too much Drop-in visitors Ineffective Delegation Personal Disorganisation Lack of Self Discipline Inability to Say No Procrastination Meetings Paper Work Leaving Tasks Unfinished Inadequate Staff Socialising Confused Responsibility or Authority Poor Communication Inadequate Controls and Progress Reports Incomplete Information Travel Time Savers Leave your desk clear at the end of each day Label everything Learn to say No Don t over commit yourself to unimportant activities Don t waste other people s time Don t accept upward delegation Get into a routine Plan your To Do list at the beginning of each day Divide large or complex tasks into manageable chunks Deal with each task or paper only once Set time guides Plan your activities Group similar tasks together Set realistic goals Review your time management plan on a daily and weekly basis Reward yourself at the end of every major task Enjoy your newfound control and self-management!