ABOUT THIS COURSE... 3 ABOUT THIS MANUAL... 4 LESSON 1: PERSONALIZING YOUR

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1 Table of Contents ABOUT THIS COURSE... 3 ABOUT THIS MANUAL... 4 LESSON 1: PERSONALIZING YOUR TOPIC 1A: APPLY STATIONERY AND THEMES... 6 Apply Stationery and Themes... 6 TOPIC 1B: CREATE A CUSTOM THEME... 8 Create a Custom Theme... 8 TOPIC 1C: CREATE A SIGNATURE Create a Signature TOPIC 1D: MODIFY A SIGNATURE Modify a Signature TOPIC 1E: CONFIGURE MESSAGE SECURITY SETTINGS Set the Out of the Office Notification Switch off the Out of the Office Notification LESSON 2: ORGANIZING OUTLOOK ITEMS TOPIC 2A: GROUP ITEMS Group Items Manually Create a Custom Group Ungroup Items TOPIC 2B: CREATE SEARCH FOLDERS Create a Search Folder Customise a Search Folder Delete Search Folders TOPIC 2C: APPLY CONDITIONAL FORMATTING Apply Conditional Formattting LESSON 3: MANAGING OUTLOOK DATA FILES TOPIC 3A: BACK UP OUTLOOK ITEMS IN OUTLOOK DATA FILES Find your Outlook Data Files Backing UP Outlook Items in Outlook Data Files TOPIC 3B: ADD OUTLOOK DATA FILES TO A MAIL PROFILE Add Outlook Data Files to a Mail Profile TOPIC 3C: CHANGE DATA FILE SETTINGS Change Data File Settings LESSON 4: MANAGING CONTACTS AND CONTACT INFORMATION TOPIC 4A: FORWARD CONTACTS Forward Contacts TOPIC 4B: EDIT AN ELECTRONIC BUSINESS CARD Edit an Electronic Business Card TOPIC 4C: EXPORT CONTACTS Export Contacts TOPIC 4D: PERFORM A MAIL MERGE Perform a Mail Merge LESSON 5: SAVING AND ARCHIVING SAVING AND ARCHIVING TOPIC 5A: SAVE MESSAGES IN ALTERNATE FORMATS TOPIC 5B: ARCHIVE MESSAGES Archive Messages TOPIC 5C: PROTECT ARCHIVES AND OTHER PERSONAL FOLDERS... 44

2 2 Microsoft Outlook 2010 Level 3 Protect Archives and Other Personal Folders LESSON 6: CREATING A CUSTOM OUTLOOK FORM TOPIC 6A: CUSTOMISE A FORM Customise a Form and Add Fields Form Regions Save a Form as a Template Test a Form TOPIC 6B: CREATE OUTLOOK ITEMS BASED ON A CUSTOM FORM Create Outlook Items based on a Custom Form LESSON 7: WORKING OFFLINE AND REMOTELY TOPIC 7A: MAKE FOLDERS AVAILABLE OFFLINE Make folders available offline Work Offline TOPIC 7B: DOWNLOAD SELECTED MESSAGES Download Selected Messages TOPIC 7C: PUBLISH CALENDAR INFORMATION TO OFFICE ONLINE Publish Calendar Information to Office Online... 56

3 Microsoft Outlook 2010 Level 3 3 About this Course This course has been designed specifically for delegates with little or no experience of Outlook 2010 or who are migrating from an older version of Outlook. The objectives of this tailored course are the following: Lesson 1: Personalizing Your Topic 1A: Apply Stationery and Themes Topic 1B: Create a Custom Theme Topic 1C: Create a Signature Topic 1D: Modify Signatures Topic 1E: Configure Message Security Settings Lesson 2: Organizing Outlook Items Topic 2A: Group Items Topic 2B: Create Search Folders Topic 2C: Apply Conditional Formatting Lesson 3: Managing Outlook Data Files Topic 3A: Back Up Outlook Items in Outlook Data Files Topic 3B: Add Outlook Data Files to a Mail Profile Topic 3C: Change Data File Settings Lesson 4: Managing Contacts and Contact Information Topic 4A: Forward Contacts Topic 4B: Edit an Electronic Business Card Topic 4C: Export Contacts Topic 4D: Perform a Mail Merge Lesson 5: Saving and Archiving Topic 5A: Save Messages in Alternate Formats Topic 5B: Archive Messages Topic 5C: Protect Archives and Other Personal Folders Lesson 6: Creating a Custom Outlook Form Topic 6A: Customize a Form Topic 6B: Create Outlook Items Based on a Custom Form Lesson 7: Working Offline and Remotely Topic 7A: Make Folders Available Offline Topic 7B: Configure Remote Procedure Calls over HTTP Topic 7C: Download Selected Messages Topic 7D: Publish Calendar Information to Office Online Both the Course and the Manual will give you Hands-On experience which is vital to your learning process within this course.

4 4 Microsoft Outlook 2010 Level 3 About this Manual Within the Manual s contents, we have for simplicity, kept terminology to a minimum. Any terminology we have used is fully explained in easy to understand statements. The Manual has been designed to provide you with a useful tool both in the classroom environment and as a Reference Book once the course is over. At the beginning of each topic you will see a list of Module Objectives that detail exactly what the topic contains. Each topic is graphically represented at the top of each page with some diagrams and/or text. Often these are condensed items for the particular topic. Within each topic are snapshots of dialog boxes you will see on your own screen as you go through the course. This will assist you when you go back over any particular topic as to what you should be viewing on your screen at any given time. Whilst working with the Manual, you will see that when you are asked to click on something on your screen, the text will be in bold. For example: Click the Ok button In this instance, we would like you to click on the button, which says Ok. We are always interested in your comments on the Manual, Course and Tutor. We would ask, therefore, that you give your comments on your Course Evaluation Sheet at the end of the Course. Please be aware that Elite Training & Consultancy Ltd, holds the copyright to this manual and should not be sold or photocopied as a whole or in part.

5 Microsoft Outlook 2010 Level 3 5 Lesson 1: Personalizing Your Learning Module Objectives When you have completed this learning module you will have seen how to: Apply Stationery and Themes Create a Custom Theme Create a Signature Modify Signatures Configure Message Security Settings

6 6 Microsoft Outlook 2010 Level 3 Apply Stationery and Themes Applying your own Stationery and Themes can give your messages a whole new distinctive look There are lots to choose from File, Options, Mail, Stationery and Fonts Topic 1A: Apply Stationery and Themes Background Apply Stationery and Themes Applying your own Stationery and Themes can give your messages a whole new look and feel. When a new Theme is applied you should see the bottom part of the new message window change. There are lots to choose from. Although you can change the theme for an individual message, you can use Outlook Options to change the Theme for all messages which can be outgoing or replying. From the Home tab select the Option button. The Outlook Options dialog box will now be displayed. From the left of the window, select Mail From the Use stationery to change default fonts and styles, colors and backgrounds, click Stationery and Fonts button.

7 Microsoft Outlook 2010 Level 3 7 You will now see the Signatures and Stationery dialog box Click the Theme button and the Theme or Stationery dialog box will be displayed. To apply Stationery, click one of the options with the word (Stationery) in brackets To apply a Theme, click one of the other options. When selecting a Theme, you will notice that the bottom part of the window options will become available. By selecting Vivid Colors, Active Graphics, or Background Image you will see the changes offered. Click OK. When you create a new message, you will see the Stationery or Theme applied.

8 8 Microsoft Outlook 2010 Level 3 If you prefer to create your own Theme you can This can be applied to your messages just as you did before Create a Custom Theme Topic 1B: Create a Custom Theme Background If you find that the default themes are not to your liking, you can create a Custom Theme of your own and apply that to messages. Create a Custom Theme Open the message and select the Options tab In the Themes group of buttons, select the Colour drop down arrow and from the bottom of the list select Create New Theme Colors The Create New Theme Colors dialog box will be displayed Make the changes to the colours as required, enter a name and click Save. Do the same thing for the Fonts and Effects Next you will want to save your Theme.

9 Microsoft Outlook 2010 Level 3 9 Select the Themes down arrow and select Save current theme The theme will be saved to the Document Theme folder Give the theme a name and click Save The next time you want to use your Theme, click the Theme drop down arrow and your Theme will be at the top under Custom.

10 10 Microsoft Outlook 2010 Level 3 You can set up a generic signature in Outlook 2010 which will save you time entering one at the end of each message Create a Signature Topic 1C: Create a Signature Background When you someone it is customary to end the with your signature which should contain your name and any other information you require. For instance, most companies will set up their own generic signature which may contain information like Name, Department, Company Name, Direct Dial, Disclaimer etc. This gives a professional image to customers if everyone in the company has similar signatures. Create a Signature Click the File tab then Options. Then from the Create or modify signatures for messages section, click the Signatures button. This will invoke Signatures and Stationery dialog box Click the New button which will invoke the New Signatures dialog box. Enter a name for the signature and click OK.

11 Microsoft Outlook 2010 Level 3 11 You will now be back in the Signatures and Stationery dialog box Enter the information you want contained in your signature to include all the formatting required. Click Save then OK. Click OK out of the Signatures and Stationery dialog box. Click OK out of Outlook Options. The next time you create a new message you should see your signature.

12 12 Microsoft Outlook 2010 Level 3 Modifying your Signature is easy. Just a few clicks is all it takes! Modify a Signature Topic 1D: Modify a Signature Background Now you have your signature. What if you want to modify it? Your accreditations or telephone number might have changed. Modifying your signature is easy and takes just a few clicks. Modify a Signature Click the File tab then Options. Then from the Create or modify signatures for messages section, click the Signatures button. This will invoke Signatures and Stationery dialog box and you should be able to see your signature. Make the necessary changes and click OK out of all the dialog boxes.

13 Microsoft Outlook 2010 Level 3 13 Configure Message Security Settings Within a Message and the Options tab Select the security options required. You can add a digital signature Topic 1E: Configure Message Security Settings Background To secure your you could use a digitally signed ID which could be obtained from an independent certification authority. Digitally signed ID/ Encryption Start your message On the Options tab and the Tracking of buttons and the More arrow This will take you to the Security Settings Click the Security Settings button and the Security Properties will be displayed.

14 14 Microsoft Outlook 2010 Level 3 Select Add digital signature to this message and if you wish tick Encrypt message contents and attachments to encrypt them when sending. If you tick on Request S/MIME receipt for this message, a receipt is an security feature used to request confirmation that a message was received unaltered. It also includes information about who opened the message and when it was opened. This verification information is returned as a message in your Inbox. You can configure Microsoft Office Outlook 2010 to send your messages with an S/MIME receipt request. Note: S/MIME (S/MIME: Secure Multipurpose Internet Mail Extensions (S/MIME) is a specification for secure messages that uses the X.509 format for digital certificates and uses various encryption algorithms such as 3DES. To change the settings further, click the Change Settings button. Here you can click Choose to select the Signing Certificate and/or Encryption Certificate. These would have to be set up prior to changing these settings. Click OK and send the message

15 Microsoft Outlook 2010 Level 3 15 Set the Out of the Office Notification From within Outlook, select the File tab Select the Info section at the left and then you will see the Automatic Replies option (this option will turn orange when it is turned on) Click the Automatic Replies option and you will see the Automatic Replies dialog box. Switch off the Out of the Office Notification Select the I am currently Out of the Office and enter the text you want people who are ing you to see. You could set Rules up to apply to messages so that different people would see different messages, but the option displayed at the top is the easiest to set up. Click OK Don t forget to switch this option off when you return! From within Outlook, select the File tab Select the Info section at the left and then you will see the Automatic Replies option Click the Automatic Replies option and you will see the Automatic Replies dialog box. Select the I am currently in the Office and click OK.

16 16 Microsoft Outlook 2010 Level 3 Lesson 2: Organizing Outlook Items Learning Module Objectives When you have completed this learning module you will have seen how to: Group Items Create Search Folders Apply Conditional Formatting

17 Microsoft Outlook 2010 Level 3 17 Group Items Outlook automatically groups items by date You can set up your own group Topic 2A: Group Items Background Group Items Manually If receive lots of messages you might find that your Inbox becomes cluttered and finding specific items is time consuming. You can group your items together to make finding things easier. Outlook automatically groups items by date but you might want to group by something else. You can even create a custom group! From the View tab and the Arrangement group of buttons, click the More arrow and then select Show in Groups. You should now find that your s are all now in groups similar to what you see below.

18 18 Microsoft Outlook 2010 Level 3 Create a Custom Group From the View tab and the Current View group of buttons, click the View Settings button This will invoke the Advanced View Settings dialog box. Click the Group By button to invoke the Group By dialog box. Untick the Automatically group according to arrangement tick box to allow the other settings to be changed. From the Group items by section, click the drop down arrow and select from the list of options. Select Ascending or Descending. From the Then by section, click the drop down arrow and select from the list of options. Select Ascending or Descending. Click OK then OK again.

19 Microsoft Outlook 2010 Level 3 19 Ungroup Items On the View tab, in the Current View group, click View Settings. Click Group By. In the Group By box, clear the Automatically group according to arrangement check box.

20 20 Microsoft Outlook 2010 Level 3 Creating Search Folders gives you the ability to confine the search Folder tab, New Group, New Search Folder button Create Search Folders Topic 2B: Create Search Folders Background Create a Search Folder Search Folders are virtual folders which provides a view of all items which match your specific search criteria. For example, the Flagged for follow up Search Folder enables you to view all messages you flagged for follow up in one folder. Outlook will do this even though the messages might be saved in other folders. From the Folder tab and the New group of buttons, click on the New Search Folder button The New Search Folder dialog box will be displayed. From the Reading Mail, Mail from People and Lists or Organizing Mail option, select the option you wish to use for your search. The bottom part of the window will change according to the option you select. For example, if you select Mail from specific people the bottom part of the window will change to allow you to select the person. Click OK.

21 Microsoft Outlook 2010 Level 3 21 Your new search folder will be displayed at the left hand side of the Outlook window. Customise a Search Folder Select the Search Folder from the left hand side of the Outlook window. Click the Customize This Search Folder button. This will invoke the Customize dialog box. Delete Search Folders Click the Criteria button to change what items the search folder contains and click OK. Right click the search folder and select Delete Folder. You will be asked to confirm. Click Yes.

22 22 Microsoft Outlook 2010 Level 3 Apply Conditional Formatting Set Conditional Formatting to see specific messages Was originally called Automatic Formatting in older versions of Outlook Topic 2C: Apply Conditional Formatting Background Apply Conditional Formatting In earlier versions of Outlook we had Automatic Formatting which was used to set conditions where you could for instance set a condition to see all people with the Blue Category. This will help users see all messages from a particular person. From the View tab and the Current View group of buttons, select the View Settings button The Advanced View Settings dialog box will be displayed. Click the Conditional Formatting button to invoke the Conditional Formatting dialog box.

23 Microsoft Outlook 2010 Level 3 23 You will see a set of Rules for this view with tick boxes. Untick/tick the boxes required. Click the Add button to add more conditions. In the Name box, enter a new name for the rule and click the Condition button and the Filter window will be displayed. From the Messages tab, select the Search Words, who the was send From, who the was Sent To etc. In the More Choices tab click Categories button to add one of the category colours. Tick the other items required.

24 24 Microsoft Outlook 2010 Level 3 From the Advanced tab, select Define more criteria and select a field, a condition and a value then click Add to list. The window above will become populated. Click OK three times to close all the windows.

25 Microsoft Outlook 2010 Level 3 25 Lesson 3: Managing Outlook Data Files Learning Module Objectives When you have completed this learning module you will have seen how to: Back Up Outlook Items in Outlook Data Files Add Outlook Data Files to a Mail Profile Change Data File Settings

26 26 Microsoft Outlook 2010 Level 3 Back Up Outlook Items in Outlook Data Files File, Options then click the Calendar option at the left Set the Workdays and Time Topic 3A: Back Up Outlook Items in Outlook Data Files Background Before you can back up your Outlook Data Files you must first know where they are. The first thing we will do here is just that. Find your Outlook Data Files From the File menu select Info. Then click the Account Settings button. From the Account Settings window click the Data Files tab. Backing UP Outlook Items in Outlook Data Files Click the Open File Location button to determine where your files are. With Outlook closed navigate to where the Data Files reside. Copy the file to your back up location. For example, a network drive, or a CD/DVD or Flash Drive.

27 Microsoft Outlook 2010 Level 3 27 Add Outlook Data Files to a Mail Profile Data Files can be imported to a Mail Profile This can be done from the back up file Topic 3B: Add Outlook Data Files to a Mail Profile Background Once your Data Files have been backed up, you can then import them into a Mail Profile. Add Outlook Data Files to a Mail Profile From the File menu select Open. Then click the Import button From the Account Settings window click the Data Files tab. Select the option required and click Next. Select the file type to import from (we have chosen Outlook Data File). Click Next

28 28 Microsoft Outlook 2010 Level 3 In the Options section, select one of the options required and click Next Click Finish

29 Microsoft Outlook 2010 Level 3 29 Setting up a password to your Data Files is certainly worth consideration Change Data File Settings Also compacting the Outlook Data File to conserve space Topic 3C: Change Data File Settings Change Data File Settings From the File menu select Info. Then click the Account Settings button. From the Account Settings window click the Data Files tab. Click the Settings button. Click the Change Password to change the password used to access the Outlook Data File. Click Compact Now to reduce the size of the Outlook Data File. Click OK.

30 30 Microsoft Outlook 2010 Level 3 Lesson 4: Managing Contacts and Contact Information Learning Module Objectives When you have completed this learning module you will have seen how to: Forward Contacts Edit an Electronic Business Card Export Contacts Perform a Mail Merge Link Items to the Business Contact Manager

31 Microsoft Outlook 2010 Level 3 31 Contacts can be forwarded easily to others Home tab, Share Group, Forward button Forward Contacts Topic 4A: Forward Contacts Background The Contacts you have in your Outlook can be forwarded to others very simply. You can select one or more contacts and forward them at the one time. You can forward the contact as a Business Card, an Outlook Contact or as a Text Message. Forward Contacts Select your Contacts folder in Outlook. Select either a single contact or hold down your Ctrl key and select more than one contact. From the Home tab and the Share group of buttons, click the Forward Contact button drop down arrow If you have only selected one contact, all three options will be displayed as below. If you have selected more than one contact only the top two options will be displayed. Select the required option. As a Business Card will give you this option with the Business Card as an attachment

32 32 Microsoft Outlook 2010 Level 3 Forwarded as an Outlook Contact will give you this option.

33 Microsoft Outlook 2010 Level 3 33 Edit an Electronic Business Card Business Cards can contain addresses and pictures as well as names and addresses View, Current View, Change View, Business Card Topic 4B: Edit an Electronic Business Card Edit an Electronic Business Card Select the Contacts in Outlook. Change the view to View, Current View, Change View, Business Card. Select the Business Card to want to edit. Click the Business Card button

34 34 Microsoft Outlook 2010 Level 3 This will invoke the Edit Business Card dialog box From the Layout section, click the drop down arrow and select where you want the image to appear, if at all. Click the Background button to change the background colour. From the Image section, click the Change button to change the picture From the Image Area section enter a % number or use the spinner to set a number From the Image Align section, select how you want to align the image. In the Field section. Select the fields required. Click Add to add new fields or click the field you don t want and click the Remove button. Rearrange fields using the small up and down arrows From the Edit section, use the formatting buttons for formatting the text and finally decide if you want a label or not. Click OK

35 Microsoft Outlook 2010 Level 3 35 You can export contacts with a couple of clicks Useful if you want to keep or share them with others. Export Contacts Topic 4C: Export Contacts Export Contacts From the File tab, select Options From the Options window, select the Advanced option on the left hand side. Scroll down to the Export section Click the Export button You will now see the first step of the Import and Export Wizard. Select Export to a file and click Next. The next step of the wizard will be displayed.

36 36 Microsoft Outlook 2010 Level 3 Select the type of file and click Next. Select the folder to export from (Contacts should be selected by default) Click Next. The last step of the wizard will be displayed. Select the appropriate option from the Options and click Finish.

37 Microsoft Outlook 2010 Level 3 37 Mail Merge works just like it does in Word You can select which Contacts to use in the Mail Merge Perform a Mail Merge Topic 4D: Perform a Mail Merge Perform a Mail Merge Select the Contacts in Outlook. Select the contacts you wish to use for the Mail Merge From the Home tab, select the Actions group and then the Mail Merge button This will invoke the Mail Merge Contacts dialog box. In the Contacts section, decide which contacts and fields you wish to use. In the Document file section, decide if you want to use a new document or an existing one. If an existing one, click the Browse button to find it. In the Contact data file section, decide if you want to save the contact data for future use. If so, click the Permanent file tick box. In the Merge options section, from the Document type select which type of document you require and from the Merge to section, decide whether New Document, Printer or is required. Click OK.

38 38 Microsoft Outlook 2010 Level 3 Outlook will now initialise Word. In our case a new Word document opens ready for the mail merge. From the Mailings tab and the Start Mail Merge group, click the Start Mail Merge button. Select Step by Step Mail Merge Wizard A new panel will be displayed at the right. From the Select recipients section, click Select from Outlook Contacts Click Choose Contacts Folder or Edit recipient list Click Next: Write your letter The next part of the wizard will be displayed. Click Address Block to add a block of address fields. Click the Greeting Line to insert a greeting. Type the rest of your letter then click the option at the bottom of the screen.

39 Microsoft Outlook 2010 Level 3 39 You will now be able to see if your letters and fields look ok. At the bottom of the window select Complete the Merge. You will see the last part of the wizard. Decide whether you want to print the letters or edit the individual letters. You will be asked if you want to select all records or just some of them. If you have selected Printer you will be taken to the Print dialog box to print them out. If you have chosen Edit individual letters you will see a document containing all the letters.

40 40 Microsoft Outlook 2010 Level 3 Lesson 5: Saving and Archiving Learning Module Objectives When you have completed this learning module you will have seen how to: Save Messages in Alternate Formats Archive Messages Protect Archives and Other Personal Folders

41 Microsoft Outlook 2010 Level 3 41 Saving and Archiving Learning Module Objectives When you have completed this learning module you will have seen how to: Save Messages in Alternate Formats Archive Messages Protect Personal folders

42 42 Microsoft Outlook 2010 Level 3 Save Messages in Alternate Formats You can save messages in formats like txt,.oft,.msg Useful if you want to store them and use them with other applications Topic 5A: Save Messages in Alternate Formats Background You can save messages in other formats like.txt,.oft,.msg Save Messages in Alternate Formats Either open the message in full or select the message from the main Outlook window. Select the Office button and Save As In the Save as type section at the bottom of the window, click the drop down arrow and select from one of the formats listed. Navigate to where you want to store the message Click Save

43 Microsoft Outlook 2010 Level 3 43 Your mailbox will be automatically archived when it was set up You can archive additional folders too Archive Messages Topic 5B: Archive Messages Archive Messages From the Inbox, right click the folder you wish to archive Select Properties and select the Auto Archive tab. From the top of the window you can select, Archive items in this folder using the default settings then click the Default Archive Settings button to change the setting In the Archive this folder using these settings you can select to clean out items older than and select the Months, Days or Weeks. In the Move old items to default archive folder or Move old items to and select the folder. If you want to delete old items for ever, click the Permanently delete old items Click Apply then OK.

44 44 Microsoft Outlook 2010 Level 3 Protect Archives and Other Personal Folders You can add a password to protect your personal folders This is done on the data file Topic 5C: Protect Archives and Other Personal Folders Protect Archives and Other Personal Folders Right click the mailbox and choose. Data File Properties In the Outlook Today Properties window click the Advanced button

45 Microsoft Outlook 2010 Level 3 45 In the Outlook Data File window, click the Change Password button and enter a password. Click OK three times to close all the windows.

46 46 Microsoft Outlook 2010 Level 3 Lesson 6: Creating a Custom Outlook Form Learning Module Objectives When you have completed this learning module you will have seen how to: Customize a Form Create Outlook Items Based on a Custom Form

47 Microsoft Outlook 2010 Level 3 47 There are 11 default forms in Outlook 2010 You can customise the existing ones or you can create new ones depending on what you want the form to accomplish Customise a Form Topic 6A: Customise a Form Background There are 11 Default Forms in Outlook These are listed below Contact Distribution List Standard Default Message Note Appointment Journal Entry Meeting Request Task Request Note Standard Default Keeping track of information about a person or organization. Creating a list of contacts and addresses that can be used as a single address. Tracking information about a task that needs to be accomplished. Sending information to someone in a specific format, or providing a means to enter data so that it can be shared electronically. Facilitating a threaded conversation that is saved in a folder, or for attaching files to a folder. Representing a meeting or scheduled event. Logging information about an item or event. Sending specifically formatted meeting requests and providing a means for invitees to respond. Sending information about a task to others and providing a means for them to respond. The simplest of all forms. Offers a way of storing notes. Used when the correct form cannot be used and is the standard default of all the forms. You can add your own forms and use these as you require them.

48 48 Microsoft Outlook 2010 Level 3 Customise a Form and Add Fields From the Tools menu select Forms then Design a form This will invoke the Design Form dialog box Select one of the existing forms as the basis for your new form Click Open You will be presented with the basis of the form and a Developer tab to work with to alter the form To change the Tab Name (except for the first tab) click the Page button then select Rename Page To add fields, click the Field Chooser button and drag the fields onto the page required.

49 Microsoft Outlook 2010 Level 3 49 Form Regions Save a Form as a Template Outlook form regions help to make the custom form experience richer. Form regions are also designed in the Outlook Form Designer and are added to standard Outlook forms. Many restrictions in customizing form pages do not apply to customizing form regions. For example, form regions allow you to override any part of an Outlook form template or custom form, including the first form page. By using form regions, developers can extend Outlook forms with ActiveX controls and put Web pages on the form by using the Web Browser control. Forms that include form regions are designed as individual Outlook Form Storage files (.ofs), each of which contains one form region. Multiple.ofs files can be attached to the same message class to build a complete form with multiple form pages. Note: Unlike Outlook forms, forms that include form regions must be installed on each computer where they will be used, for both senders and recipients. Other advantages of using form regions include the following: Form regions enable forms to appear as a seamless part of both the Microsoft Windows XP and program user interfaces. Forms that are designed by using form regions can be viewed both in the main Office Outlook 2010 window and in the Reading Pane. Form regions are deployed by using an add-in to Outlook and are not dependent on Exchange public folders. Click the Publish button and select Publish Form as In the dialog box enter a Display name a Form Name and click the Publish button Test a Form Open the form and enter data into the fields.

50 50 Microsoft Outlook 2010 Level 3 Create Outlook Items Based on a Custom Form Once you have created or customised a form you can use it over and over again You may want use this form as the default Topic 6B: Create Outlook Items Based on a Custom Form Create Outlook Items based on a Custom Form Select the Outlook section where the form was customised or created (in our case it was a change to a Contact Form where we added a CallBack field). From the Home tab and the New group of buttons, select the New Items button drop down arrow Click on Custom Forms and from the fly out menu, select the form require. Your form will be displayed like the one we did below where we added a Callback field.

51 Microsoft Outlook 2010 Level 3 51 Lesson 7: Working Offline and Remotely Learning Module Objectives When you have completed this learning module you will have seen how to: Make Folders Available Offline Download Selected Messages Publish Calendar Information to Office Online

52 52 Microsoft Outlook 2010 Level 3 Will allow you to work if your Exchange Server is offline for maintenance Make Folders Available Offline Or maybe you are travelling and can t connect to the server Topic 7A: Make Folders Available Offline Background Working offline, when you use a Microsoft Exchange Server account, will let you continue to work with a local copy of your information. There are a few reasons to work offline, below are just a couple of them: The Exchange server is offline for maintenance. You are traveling and can t connect to your Exchange server. You find performance unacceptable when using a slow connection to the server, such as dial-up connections with a 56 Kbps modem. Any time you choose to work offline, Microsoft Outlook only attempts to establish a connection to the Exchange server when you request it or specify to do so in Send/Receive groups. (Tools, Send/Receive, Send/Receive Settings, Define Send/Receive Groups) Offline folders are just copies of the folders you have in your mailbox on the Exchange server. These local copies of the server folders are kept on your computer in an Offline Folder file called a (.ost). This can be created automatically when you set up Outlook or when you first make a folder available offline and available even when your network connection is unavailable. Offline folders (.ost file) can be synchronized when you next connect to the Exchange Server which will keep both folders identical. You can, therefore, add, delete and modify the contents of your offline folder just as if you were connected to the Server. Synchronized information includes: Headers For items only, a descriptive identifier that provides the sender's name, subject line of the message, time the message was received, and size of the message. Full items Includes the header, the body of the message, and any attachments, including embedded objects or pictures.

53 Microsoft Outlook 2010 Level 3 53 Make folders available offline Every Microsoft Office Outlook folder supports a folder home page. This page can be an Internet Web page, an HTML file, or an Active Server Pages (ASP) file that appears when you click the folder's name. If you want access to a folder home page when Outlook is offline, you must enable this in an Outlook Send/Receive group. On the Send/Receive tab and the Send & Receive group, select Send/Receive Groups drop down arrow Click Define Send/Receive Groups. Select the Send/Receive group that you want to change, and then click Edit. Click a tick in the Include the selected account in this group tick box to allow you to change the settings here. Under Folder Options, select a folder. Under Account Options, select the Make folder home pages available offline check box.

54 54 Microsoft Outlook 2010 Level 3 Work Offline From the Send/Receive tab and the Preferences group, select Work Offline

55 Microsoft Outlook 2010 Level 3 55 Messages to be downloaded can be marked Use the Send/Receive tab and the Server group of buttons to accomplish this Download Selected Messages Topic 7B: Download Selected Messages Download Selected Messages Select the messages to be downloaded. From the Send/Receive tab and the Preferences group, select Mark to Download Click Download Headers to download the selected messages When the processed headers are downloaded, then the selected messages will be downloaded too.

56 56 Microsoft Outlook 2010 Level 3 Publish Calendar Information to Office Online To accomplish this you need to have an Office Online Account You then need to sign into the Online Account to Publish the Calendar Topic 7C: Publish Calendar Information to Office Online Publish Calendar Information to Office Online Select the Calendar From the Home tab and the Share group select Publish to Office Online You need a Windows Live Account to do this so if you don t have one you can set one up here Click Sign In Enter your address and password and click Sign in

57 Microsoft Outlook 2010 Level 3 57 In the Time Span section decide how long you want to publish for In the Detail decide how much or little details you require If you only want to show time within your working hours click the Show time with my working hours only In the Permissions section decide who can view this calendar Click OK After your calendar is successfully shared on Office Online, you can invite people to view and subscribe to the calendar. To let others know about your published calendar, when prompted to send a sharing invitation, click Yes. After sharing a calendar, the calendar icon in the Navigation Pane changes as shown below.

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