An Overview of Outlook

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1 An Overview of Outlook Alabama Association of REALTORS STATE OF ALASKA 2012 SUMMER CONFERENCE - IT S A FAMILY AFFAIR Perdido Beach Resort - Orange Beach, Alabama

2 An Overview of Outlook 1. How Outlook Works 2. Features 3. Contact Features 4. Calendar Features

3 Primary Tools s Contacts Calendars 1. Clients 2. Customers 3. Contacts 4. Inquiries 5. Marketing Manage Contacts: 1. Clients 2. Customers 3. Business 4. Personal Keep Your Schedule: 1. Appointments 2. Meetings 3. Inspections 4. Tasks

4 Outlook Six Programs in One Calendar (appointments/ meetings/schedules) Contacts (mini database) Tasks (To do lists/reports) Notes (sticky notes) Journal (keep track of things you do for a project)

5 Everything is Integrated Drag and Drop! One item onto the various icons to create s, meetings tasks or notes. Contacts All activities with contacts are linked. Birthdays are linked to calendars s are tied to contacts Calendar Meeting Requests are s Outlook Notes Tasks Task tie into calendar and contacts & status reports can be sent via You can drag and drop to send s

6 Full Integration Windows, Office & Outlook Outlook integrates with all Office programs. Your contacts can be used in Mail merge letters. Folders on your desktop can be shortcuts in the Shortcuts pane in Outlook. You can drag and drop Word documents, Excel spreadsheets, anything to a mail message to attach and send it. When you re in Word, when you see that little circle above a name that means you can quickly schedule an appointment and that appointment is placed on your calendar. Everything is integrated. Everything is drag and droppable. Mail Merge Smart Tags Folders Drag & Drop

7 Total Integration Windows, Office & Outlook Folders Mail Merge Drag & Drop Smart Tags

8 Outlook Lets You Share Share your contacts or distribution lists Share your calendar Share your Tasks or Notes When you share your contacts you can designate who can see them. NOTE: Sharing is fully controlled by you and is not turned on as a default

9 With a Central Server You can share information Your is backed up No more lost s if your computer crashes You can access the same information from the Web, even if you don t have Outlook installed on your computer using Outlook Web Access All your contacts, archived mail, everything! Is available

10 Outlook Lets You Share Easy drag and drop means you can pull in information from your co-workers right into your own list of contacts, or calendars, notes, tasks or even s! Got a distribution list or a contact and your co-worker needs it? No problem. Just share it and have them drag and drop it into their contacts Shared resources like conference rooms have their own mailboxes and calendars and can be controlled by a designated person. Your broker can delegate his or calendar so you can keep him up to date and in the know.

11 It works the way you do It uses the familiar folder analogy for everything. Everything is a folder. Calendar is a folder full of appointments for example. It works like you. Do you like see things by date, flag, conversation? You can organize your the same way you organize your office. Do you only use the mail and calendar? No problem. It uses customizable views. Would you rather just see a few column headings in or your calendar listed a spreadsheet format? No problem.

12 Everything is a Folder Everything is just a folder Your Calendar is a folder full of appointments Your Contacts is a folder full of people Your Inbox is a folder full of messages or other folders To create a new calendar, list of contacts, folder in just.. 1. Right click 2. Select New Folder

13 Folders Can Have Views You have full control of how things look Each folder, whether you are in , calendar, or any part of the program, can have a different view and can be arranged the way you work Some like graphical views Some like text views Some like to see only certain info

14 Graphical or Text Based Same calendar, different views. Graphical or text based, it s up to you Every program in Outlook can have either a graphical or textbased view Every view can filter in or out information, sort information the way you want or display columns the way you want.

15 Graphical or Text Based Even can be text or graphic based Gives you a timeline view of your so you can quickly locate s by date Different views of the same information help you find what you are looking for Use the advanced toolbar to see the different views in the pull-down menu

16 Create a Folder 1. Right-click to create a folder at the top of any of the programs or other folders 2. Click New Folder 3. Arrange the items in the folder with a view choosing the view from the Advanced Toolbar 4. Drag and drop to arrange the column headings

17 About Folders Folders help you create groupings that make sense to you In names of folders should reflect archiving needs of the information stored in the folders Example: Prospecting Listing Client REMINDERS: Create folders outside your Inbox, to set retention schedules. Use the Inbox as temporary storage reminding you to deal with the information within 90 days from the date received.

18 Quick Archive Reference Folder Archive Suggestions New Folders New Folder 6mo New Folder #yr Sub Folders Calendar Items Messages are retained for 135 days if no archive rule has been set. Messages are retained for 6 months from the date of receipt. Messages are retained for # years from the date of receipt. Where # is 1,2,3,6 or 10 years. Same retention as Parent Folder unless a retention is specifically set. Appointments are maintained for 5 years, then deleted Inbox Messages are retained for 90 days, then deleted. Sent Items Messages are retained for 90 days, then deleted. Deleted Items Messages are retained for 7 days, then deleted.

19 After You Make a Folder You decide how you want to view it You decide what goes in it by simply dragging and dropping You can set rules (macros) to make Outlook sort information into folders automatically for you

20 Your Settings Date is default, but By default, Outlook shows messages grouped and sorted by date. You can change that! Here s an example: 1. The type of arrangement. 2. How messages are ordered. Here the newest messages are on top. In messages grouped by date, one thing you ll always be able to see is the sender s name. 3. Outlook displays only relevant date information. 4. To see the full date, position the pointer over the displayed date.

21 Change arrangements You can also arrange messages 13 other different ways: by size, by who they're from, or by subject (to name just a few). The Arranged By shortcut menu To quickly change from one arrangement to another, right-click the column heading, then select Arranged By and pick the one you want Groups arrangements have expand/collapse buttons so you can concentrate only on what you want to see

22 Flag it! Once you ve arranged your folders, now it s down to work! Flag those messages! 1. Find the Flag Status column. Rightclick here to add a flag. 2. You have six flag colors to choose from. The flags aren t labeled, so you decide what significance to assign a particular color.

23 Use flags to follow up You can use flags to prioritize, organize messages and to remind yourself to follow up. Flags can be used in messages and contacts to remind yourself to follow up on or follow up with a person or group of people. You decide the color coding you use and if you want a reminder

24 Flag it! You can flag messages right from your Inbox. 3. When you've followed up, use the Flag Complete command to change the flag status. 4. Or use Add Reminder to set a date and time for a reminder. A reminder will pop up at that time to remind you to follow up

25 Flag it! When you see a dialog box Just type in what you need, or pick from the pre-defined list. And when you see a date field, like Due by: just type in what you need, like Today or Tomorrow or two weeks from last Tuesday

26 "To Do" = flags To quickly get organized, a great trick is to use flags with Search Folders for an automated To Do List After you flag a message, it automatically appears in the For Follow Up Search Folder.

27 Don t forget Categories! Categories help you tag messages for later retrieval. Instead of moving or flagging, categories create connections Use Search folders to find categorized messages Unlike flags, you can create your own categories Just right-click on any message, contact, or click options when sending messages or look at the bottom of the contact page to categorize items

28 And then the Rules Rules are like macros and help you automate organizational tasks They help you decide what to do when messages come in to your Inbox Are used when you go on vacation and when you re archiving information Can also be used in Calendar and Contacts (called automatic formatting)

29 Folder Rules Need to send messages coming in about a specific project to a certain folder automatically? Need to organize all the old mail once you ve been migrated? It s all about Rules

30 Folder Rules To create a simple organizational rule, just right-click on the message that has the type of information, then select Create Rule The rule can be run on new incoming messages or on old messages already in that folder

31 Folder Rules Tell Outlook how you want messages to be handled and where they should go. Rules can be run on new incoming messages or on old messages Rules can go beyond simple organization. Rules can forward messages, send replies, print messages, etc. Check out Tools Rules & Alerts for more info

32 Out of Office Assistant Is a rule that lets you tell people you re gone, organize your mail, and turn off the 90 day / 300MB limits It s an on/off switch, so don t switch it back on until you ve dealt with all your because the date and size limitations will also be turned back on Check out Tools Out of Office Assistant

33 Everything s Organized! Now that you have rules moving messages to folders. Oh No! where did everything go? Don t worry! Search folders to the rescue!

34 Use Search Folders A Search Folder is a pointer to messages stored in different folders. It lets you see a particular group of messages without having to physically move or copy them Search Folders appear along with the rest of your mail folders in the Navigation Pane. Search folders display messages based on the results of your search criteria

35 Use Search Folders Outlook creates three Search Folders by default, but you can create your own. The default search folders are: For Follow Up Large Mail Search Folders appear along with the rest of your mail folders in the Navigation Pane. Unread Mail Plus you can make your own to search for specific messages!

36 Favorites = Quick Access Place search folders (or any folder) in the Favorite Folders area so you can jump right to the information you need! Favorites can be Search Folders or even folders!

37 Make a folder a favorite Once you ve set up folders, to get quick access add them to the Favorite Folders section of the Navigation Pane: Drag the folder that you want to the Favorite Folder area. You can move them up and down in the Favorites Folder section To remove a folder, right-click it in Favorite Folders area, then click Remove from Favorite Folders. Do NOT select Delete because that will delete the favorite folder AND the actual folder

38 Favorites, Not Duplicates You see mail folders when you are in . They are in the Navigation Pane underneath favorites. Mail folders are visible in two places, which might be confusing. Any thing in Favorites is simply a shortcut, not a duplicate: 1. Favorite Folders 2. The Main Mailbox

39 A Closer Look holds messages, meeting requests, return receipts, voting information, and archive stubs. Different icons represent different kinds of messages Contacts Contacts hold information about people or resources you want to keep track of. You don t have to have someone in your contacts to them. They also hold distribution lists Calendar Calendar holds events (like inspections or closings), appointments like that walk throughs, or showing requests, even recurring appointments. You can view group schedules and meetings

40 - The Message Very simple, very much the same as other programs List of all brokers, salespersons and contacts at the touch of a button. All in the Global Address List Click Options when creating an and you have voting options, delivery options, and more! You can even have replies sent to someone else

41 Options for Sending You can pick to send or receive HTML , RTF or Plain Text Insert pictures or add as attachments along with files. Or s are formatted with the right options

42 When Sending ing someone and decide you d rather meet with them? Outlook has intelligent sensing. Just move your pointer over their name, and a little ball or head will show Click the drop-down arrow next to it and if they are on the Exchange server, you see if they are available and you can instantly schedule a meeting No more phone calling!

43 Multiple Signatures Different signatures for new messages and for messages you reply or forward Signatures can also be auto-text entries for common information you may type again and again A signature can have whatever tone and style you think is appropriate. Signatures can be fancy and formatted

44 Create a signature To create a basic signature: 1. On the Tools menu, click Options. 2. Click the Mail Format tab. Creating an signature in Outlook 3. Click the Signatures button.

45 Name that signature Because signatures can also be used for auto-text entries you can name it anything you want Naming a signature If you're going to create many signatures, use descriptive names to tell them apart. Here, Bobby Moore is creating a plain signature for ing his colleagues.

46 Which Signature? 1. Signature for new messages 2. and for replies and forwards There are situations in which you want to use a different signature when replying to a message, or forwarding it, than the signature you use for new messages. As the picture shows, it s easy to set this up on the Mail Format tab of the Options dialog box.

47 Quick Info without Typing Choose the auto-text signature you ve created and Outlook will insert it right in your message 1. Signature for new messages 2. and for replies and forwards No more typing the same thing again and again! You can even format it to look the way you want!

48 Mailbox Size Activities 300MB At 300 MB users will receive a warning message. 325MB At 325 MB sending messages is disabled 400MB At 400 MB sending and receiving messages is disabled. LEAVE When on vacation, your Out of Office Reply Assistant automated rule will override limits.

49 Contacts Used to keep track of additional information about people, resources, etc. Don t need to have everyone you want to in the contacts You can import your contacts from other programs You can even flag contacts to remind yourself to follow up

50 Contacts Can be viewed differently just like messages You can view them as address cards Or view a phone list Or listed by Company And you can change the column headings just like

51 Contacts Contacts can contain lots of information about the person or group You can even write notes in the blank white space or attach or link files like PowerPoint presentations or contracts. You can make contacts private so no one see them when you share your contacts And you can categorize and flag contacts to follow up and to find them easily

52 Contacts You can even use it as a mini-database You can create fields for additional contact related information And it keeps track of everything you ve done with that contact You can quickly jump to messages or appointments by clicking the Activities tab

53 Sharing contacts Do you keep your contacts in a personal contacts list? What about distribution Lists Someone might have a distribution list. All you have to do is choose Share my Contact.

54 See the contacts When you click Contacts in the Navigation pane, you can see the shared contacts list by clicking its folder under Other Contacts. SharePoint contacts list viewed in Outlook Although the shared contacts list will be separate from your personal contacts, you'll be able to view them as address cards (or in whatever view you choose).

55 See the contacts SharePoint contacts list viewed in Outlook From Outlook, you can look up shared contacts' phone numbers, send them , or set up meetings with them just as you do with your personal Outlook contacts.

56 Into Your Contacts To make a copy of a shared contact that you can keep in your personal contacts list: Display the contact. Copy a shared contact to your personal contacts list. Drag it to the Contacts folder under My Contacts.

57 Importing Contacts You can import contacts from other programs No need to retype them! Just click on Contacts, then choose File Import and Export Pick the type of contacts and you re done You can import and export to Excel, Access, ACT, etc.

58 The Calendar is for Calendars are for you and your appointments, showings and all day events Or for group scheduling and creating meetings with others Or for tracking a colleague's schedule (calendar) and activities For sharing and scheduling resources like conference rooms, closings and more

59 Calendars See information the way you want, in calendar format Or as a list of appointments Share information with others

60 Find Dates Easy as typing in natural language Tell the calendar to not only go to the date, but show it to you your way

61 Lots of Things to Do? Various events grouped in one calendar Your current calendar might look like this: work appointments mixed in with the kids soccer events.

62 Make New Calendar Everything is a folder! The Navigation Pane in Calendar is the same as in Just right-click to create a new folder that contains calendar items

63 Move appointments To move appointments to the new calendar, just drag and drop them An appointment being dragged Change an appointment? Drag and drop it

64 Scheduling Meetings A successful meeting requires three basic components: an organizer, participants, and a location. Outlook meetings are no different. The components of a meeting In an Outlook meeting, each person involved has a distinct role that dictates what that person does and the amount of control he or she has.

65 No more schedule conflicts With the Schedule option you can quickly see an in & out board of all the people in a particular group You set up the groups by choosing Actions View Group Schedules Set up meetings with any or all of the people in a group Add the people and conference rooms you want to see, then view the schedules

66 Behind the Scenes Outlook works behind the scenes to maintain the connections between meeting requests, responses, and entries in your Calendar. 1. A meeting request sent to an attendee. 2. The Infobar. A meeting request and a tentative response 3. A tentative Calendar entry for the meeting. 4. Your free/busy information is sent to the server so other people can see your schedule (but not details if you don t want)

67 Scheduling: A Quick Look Outlook meetings are activities you schedule in your Calendar that involve inviting other people or reserving resources. Each meeting member has its own icon. In Outlook, each "player" in the meeting is represented by an icon that you can see on the Scheduling tab of a meeting request.

68 Auto-Pick Next does it! 1. Colored horizontal bars show time constraints, such as Free, Busy, or Out of Office. 2. The green and red vertical bars represent the start and end times of the meeting you're setting up. The Scheduling tab. The color coding is set when you create an appointment on your calendar 3. To quickly find a time when everyone is available, click AutoPick Next.

69 How Scheduling Works Here's a quick overview of the process: The meeting organizer sends a meeting request to attendees. The request goes both to the Inboxes and the Calendars of the attendees. Responses go back to the meeting organizer.

70 The Process The meeting organizer schedules the meeting and sends all of the participants a special type of message called a meeting request. This request is delivered to the Inboxes of all of the meeting participants.

71 The Process Attendees read the request and respond. A meeting response, which is similar to a meeting request, is sent to the meeting organizer s Inbox. As Outlook receives each response, the meeting entry is updated in the organizer's calendar with information about who is coming.

72 Track Responses Once you've set up the meeting in your own Calendar, click Send to send the meeting request to the participants. Once you've sent your request and started receiving responses, you can see how many people plan to attend by looking at the Infobar at the top of the meeting request in your Calendar (you need to open the request to see this). The Location box in a meeting request You can get more details by looking at the Tracking tab for the meeting item in your Calendar.

73 Wrong time? Change it! You can change any aspect of the meeting any time after the meeting request has been sent: Send Update button First, make your changes in the meeting request in your Calendar. Then, send an update to the people who need to know about the change by clicking the Send Update button. The attendees will get a new with the new details!

74 Meeting Requests The request lands in your Inbox, and the meeting time is blocked out tentatively in your Calendar automatically Now, it's up to you to respond to the organizer's request with additional information Animation: Right-click, and click Play to see the process animated. A meeting request in the Inbox You can even attach meeting notes to responses and new meeting requests

75 See who else is coming You can use the Scheduling tab to see who else is coming to the meeting: Open the meeting request. Click the Scheduling tab. The Scheduling tab of a meeting request You'll see a list of all of the other people who were invited to the meeting.

76 It s in the Calendar Once you've accepted (or tentatively accepted) a meeting request, you'll have the ability to open and modify it in your own Calendar but you shouldn't. Meeting in Calendar with reminder from attendee Remember, you don't own the meeting, so it's not really yours to change.

77 In Summary Lots of features But keystrokes, creating folders, flagging, changing views all the same! You learn to do something and it works the same way in the rest Contacts Additional fields Drag and drop to Keep track of activities Write notes Connect to files Options Signatures Folders Rules Flagging Outlook Calendar Different Views Multiple Calendars Shared Calendars Group Schedules Meeting Requests Tracking Notes Tasks Status Reports To Do Lists Integrates with Calendar Keep track of progress Quick Reminders Drag and Drop to , calendar Color coding

78 In Summary Full integration with all features (Outlook and Office) Information is easily accessible Organization is much easier Working with others is streamlined Your workload is reduced & you re more organized You can share information Once You know Outlook, You can use it anywhere!

79 Thank you for attending. Haran Hunter Associate Broker, epro RE/MAX of Orange Beach STATE OF ALASKA

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