MICROSOFT OUTLOOK 2007 LEVEL 2

Transcription

1 MICROSOFT OUTLOOK 2007 LEVEL 2 WWP Training Limited Page 1

2 CONTENTS CONTENTS... 2 LESSON 1 - WORKING WITH MESSAGES... 6 Setting Message Options... 7 Flagging Messages... 8 Recalling a Message... 8 Resending a Message... 9 Creating a Template Creating a New Message from a Template Deleting a Template Searching for Messages LESSON 2 - ENHANCING OUTLOOK MESSAGES Selecting a Message Format Using Microsoft Word as the Editor Selecting the HTML Message Format Applying HTML Formatting to a Message Changing the Message Background Colour Applying a Style to a Paragraph Inserting a Picture into a Message Adding a Hyperlink to an HTML Message Using Stationery to Create a Message Creating a New Stationery Exercise Formatting Outlook Messages LESSON 3 - USING OUTLOOK MESSAGE TRACKING Setting Message Tracking Options Viewing the Message Delivery Status Creating a Message with Voting Buttons Responding to a Voting Message Tracking Votes LESSON 4 - WORKING WITH CONTACTS Creating a Distribution List WWP Training Limited Page 2

3 Using Mail Merge with Outlook Monitoring Activities Cross-referencing a Contact LESSON 5 - WORKING WITH THE RULES WIZARD Opening the Rules Wizard Dialog Box Adding a Rule to the Rules Wizard Changing the Value of a Rule Editing a Rule Deleting a Rule Creating an Out Of Office Rule LESSON 6 - IMPORTING AND EXPORTING DATA Importing Data into an Outlook Folder Exporting Outlook Data LESSON 7 - OUTLOOK AND THE INTERNET Sharing Calendar Information icals RSS Feeds Using Outlook as a Web Browser Setting a Home Page Managing Favorites LESSON 8 - WORKING WITH TASKS Assigning Tasks Monitoring Task Progress LESSON 9 - MANAGING MAILBOX STORAGE Creating a New Personal Folder Adding an Existing Personal Folder Removing a Personal Folder Manually Archive Outlook Items AutoArchive Outlook Items Setting AutoArchive Properties LESSON 10 - SHARING INFORMATION Sharing Individual Folders Accessing Another Person s Folder Closing the other Person s Folder WWP Training Limited Page 3

4 Sending Calendar Information to another Person Setting Up Delegate Permissions Setting Delegates Options Sending A Message On Behalf Of Someone Adding In Another User s Shared Folders Setting Up Public Folders Posting a Item to a Folder Creating a Form Viewing Forms Properties Setting Manage Forms Options LESSON 11 - ORGANIZING INFORMATION Adding a Field to the Information Viewer Moving a Field in a View Formatting a Column in a Tabular View Removing Fields - Information Viewer Sorting Items in a Folder Filtering a View Grouping Items in a Folder Resetting a View Formatting the Settings for a View Formatting the Settings for Other Views Using Automatic Formatting Defining a Custom View Deleting a View Using Categories APPENDIX A - SETTING OUTLOOK OPTIONS Customizing the Outlook Today Page Opening the Options Dialog Box Setting Options Setting Default Message Fonts Setting Calendar Options Showing an Additional Time Zone Setting Tasks Options Setting Notes Options Setting Journal Options WWP Training Limited Page 4

5 Setting General Options Setting Reminder Options Setting Preview Pane Options Setting Spelling Options Setting Mail Services/Internet Options Setting Security Options INDEX WWP Training Limited Page 5

6 LESSON 1 - WORKING WITH MESSAGES In this lesson, you will learn how to: Set message options Add a flag to a message Recall a message Resend a message Create a template Create a new message from a template Delete a template Search for messages

7 SETTING MESSAGE OPTIONS You can use the Message Options dialog box in the Message window to enhance an e- mail message. In this dialog box, related options are grouped together under specific headings. The options under Message settings allow you to set the importance and sensitivity of the message. The options under Security allow you to send secure messages. These options are available if you have obtained a security file or valid certificate and have set up the appropriate security measures. The options under Voting and Tracking options are used to notify you that the message has been delivered and read. In addition, you can choose an option to include voting buttons in the message. This feature inserts buttons that the recipient can use to respond to a question or issue. You can select or type the button text. You can use the options under Delivery options to have replies to the message delivered to recipients other than yourself, as well as save the message to a specific location after it has been sent. You can also specify a date on which you want to send the message, as well as a date after which the message is no longer available. The Contacts button allows you to track activity for specific contacts. If you address a message to a contact and then select the contact name using the Contacts button, the message will appear on the Activities page in the Contacts window. The Categories button allows you to categorize the message. If you organize messages into categories, you can later group and sort them by category. The Message Options dialog box WWP Training Limited Page 7

8 1. From the File menu, point to the New command and select the Mail Message command. 2. Select the View menu. 3. Select the Options command. 4. Under Message settings, select the desired options. 5. Under Security, select the desired options. 6. Under Voting and Tracking options, select the desired options. 7. Under Delivery options, select the desired options. 8. Select Contacts. 9. Select the desired contact from the Items list box. 10. Select OK. 11. Select Categories. 12. Select the desired category from the Available categories list box. 13. Select OK. 14. Select Close. FLAGGING MESSAGES Text RECALLING A MESSAGE Outlook allows you to recall certain messages. You can recall or replace messages sent to other Outlook or Exchange users only if the user is logged on to the Exchange server and has not read or moved the message you want to recall. If the Tell me if recall succeeds or fails for each recipient option is enabled in the Recall This Message dialog box, you will receive notification informing you whether WWP Training Limited Page 8

9 the message recall succeeds or fails. The notification will appear in your Inbox as a message with the subject Message Recall Success or Message Recall Failure. Recalling a message To replace a message, you must select the Delete unread copies and replace with a new message option in the Recall This Message dialog box and then select OK. Outlook then opens a new Message window so that you can compose a new message. If you do not send a replacement message, the original message is still recalled. 1. Click the My Shortcuts group on the Outlook Bar. 2. Click the Sent Items folder icon to open the Sent Items folder. 3. Double-click the message you want to recall. 4. Select the Actions menu. 5. Select the Recall This Message command. 6. Select the desired options. 7. Select OK. RESENDING A MESSAGE Text WWP Training Limited Page 9

10 1. 2. CREATING A TEMPLATE You can create a customized message form by creating an Outlook template. Templates allow you to quickly generate messages with a consistent appearance. You can create an Outlook template from any message item and then use it to create new messages. A template can include any information found in a message, including recipient information, a subject, and any formatted message text. Creating a template Outlook templates have an.oft file extension. A number of predefined templates are provided with Outlook. By default, templates are saved to the Templates subfolder; however, you can save them to a different location as desired. 1. Click the group on the Outlook Bar containing the desired mail folder. WWP Training Limited Page 10

11 2. Click the folder icon to open the desired mail folder. 3. Click the New Mail Message button. 4. Type or select the name of the message recipient, if desired. 5. Select the Subject text box. 6. Type the desired message subject, if desired. 7. Position the insertion point in the message body. 8. Type the desired template message text. 9. Select the File menu. 10. Select the Save As command. 11. Type the desired template name. 12. Select the Save as type list. 13. Select Outlook Template. 14. Select Save. 15. Close the Message window. CREATING A NEW MESSAGE FROM A TEMPLATE You can create messages from templates you design or from any of the predefined templates you can install with Outlook. Using templates can save you time and ensure a consistent message appearance. Templates you create are stored in the User Templates in File System folder. Several design templates (such as flame and ocean) may also be available to you in the Standard Templates folder, depending upon your setup. WWP Training Limited Page 11

12 Creating a new message from a template 1. Select the File menu. 2. Point to the New command. 3. Select the Choose Form command. 4. Select the Look in list. 5. Select the folder containing the template. 6. Select the desired template. 7. Select OK. 8. Send the message or close the Message window. DELETING A TEMPLATE You can delete an Outlook template using Outlook or Windows Explorer. By default, templates are saved to the Templates subfolder. This folder appears in the Save As dialog box when you change the file type to Outlook Template. You can use the shortcut menu to delete the template. WWP Training Limited Page 12

13 1. Click the Outlook Shortcuts group on the Outlook Bar. 2. Click the Inbox folder icon to open the Inbox folder. 3. Select any message in the information viewer. 4. Select the File menu. 5. Select the Save As command. 6. Select the Save as type list. 7. Select Outlook Template. 8. Right-click the template you want to delete. 9. Select the Delete command. 10. Select Yes to confirm the file deletion. 11. Select Cancel to close the Save As dialog box. SEARCHING FOR MESSAGES Text WWP Training Limited Page 13

14 LESSON 2 - ENHANCING OUTLOOK MESSAGES In this lesson, you will learn how to: Select a message format Using Microsoft Word as the message editor Apply HTML formatting to a message Change the message background colour Apply a style to a paragraph Insert a picture into a message Add a hyperlink to an HTML message Use stationery to create a message Create a new stationery WWP Training Limited Page 14

15 SELECTING A MESSAGE FORMAT In Outlook, you compose messages in the Message window. Outlook provides several message formats you can use to create and edit . Depending upon your setup, you can select HTML, Microsoft Outlook Rich Text, or Plain Text. Other options may also be available to you based on your particular setup. You can switch between message formats at any time. The formatting and message component features available vary according to the e- mail editor selected. You can use the Mail Format page in the Options dialog box to select your default message format. If either Plain Text or HTML is the message format, you will be able to switch between the two formats in the Message window. The Mail Format page WWP Training Limited Page 15

16 You can also use Microsoft Word as your editor by selecting the Use Microsoft Word to edit messages option on the Mail Format page in the Options dialog box. When you select this option, the menus and toolbars in the Message window will change to those available in Word. Recipients who do not use Word, however, may be unable to view some message formatting. 1. Select the Tools menu. 2. Select the Options command. 3. Select the Mail Format tab. 4. Select the Send in this message format list. 5. Select the desired message format. 6. Select OK. USING MICROSOFT WORD AS THE EDITOR Text. In order to edit a message created with the HTML editor in your Inbox or Sent Items folder, you must open the Message window, select the Edit menu, and then select the Edit Message command SELECTING THE HTML MESSAGE FORMAT You can use Outlook to create and edit messages in Hypertext Markup Language (HTML). HTML is the format used to create Web pages for publication on the World Wide Web. HTML formatted messages can include text formatting, WWP Training Limited Page 16

17 background colours, graphics, and multimedia objects such as animation, sound, and video clips. Entire Web pages can be sent as messages. In order to edit a message created with the HTML editor in your Inbox or Sent Items folder, you must open the Message window, select the Edit menu, and then select the Edit Message command. 3. Select the Tools menu. 4. Select the Options command. 5. Select the Mail Format tab. 6. Select the Send in this message format list under Message format. 7. Select HTML. 8. Select OK. APPLYING HTML FORMATTING TO A MESSAGE The HTML message format includes all the formatting tools available in the Microsoft Outlook Rich Text format plus additional formatting options. For example, you can add interest to a message by changing the background colour. The HTML message format also allows you to create numbered lists and insert horizontal lines. You cannot apply HTML formatting to messages previously created with Microsoft Outlook Rich Text message format. 1. From the Tools menu, select the Options command. 2. Select the Mail Format tab, select the HTML format from the Send in this message format list, and then select OK to close the Options dialog box. 3. Create a new mail message or open a message created with the HTML message format. 4. Drag the Formatting toolbar to a new location to view all the buttons it contains, if necessary. WWP Training Limited Page 17

18 5. Position the insertion point where you want to start using the HTML message format, or select the text to which you want to apply the HTML message format. 6. Select the desired formatting button on the Formatting toolbar. CHANGING THE MESSAGE BACKGROUND COLOUR You can change the background colour of an HTML formatted message. For example, you may want to use the same background colour for all messages related to a specific issue. Background colours add interest and variety to messages. If you select a dark background, you can change the text colour to white so that the text is noticeable. The insertion point must be located in the body of a message in order to change the background of the message. To use a picture as a background instead of a colour, you can select the Format menu, point to the Background command, and then select the Picture command. When you select a picture file, the whole message background is filled with reproductions of the picture in its original size. Backgrounds from presentation software such as Microsoft PowerPoint can also be used as message backgrounds. You can remove a background picture by reopening the Background Picture dialog box, deleting the file name in the File text box, and then selecting OK. 1. From the Tools menu, select the Options command. 2. Select the Mail Format tab, select the HTML format from the Send in this message format list, and then select OK to close the Options dialog box. 3. Create a new mail message, or open a message created with the HTML message format. 4. Position the insertion point in the body of the message. 5. Select the Format menu. 6. Point to the Background command. 7. Point to the Colour command. WWP Training Limited Page 18

19 8. Select the desired colour. APPLYING A STYLE TO A PARAGRAPH Styles are used to format text and paragraphs consistently. You can apply styles as you type, or you can apply them to existing text and paragraphs. A style is composed of various character and paragraph formats and is saved with a style name. The styles available in the HTML editor are styles that contain formatting which can be viewed in a Web browser. The style applied to the current text or paragraph appears in the Style box at the far left of the Formatting toolbar. 1. From the Tools menu, select the Options command. 2. Select the Mail Format tab, select the HTML format from the Send in this message format list, and then select OK to close the Options dialog box. 3. Create a new mail message, or open a message created with the HTML message format. 4. Drag the Formatting toolbar to a new location to view all the buttons it contains, if necessary. 5. Select the paragraph to which you want to apply a style. 6. Click the Style arrow on the Formatting toolbar. 7. Select the desired style name. INSERTING A PICTURE INTO A MESSAGE You can insert pictures from graphic files into HTML formatted messages. You can insert any pictures saved with a variety of graphic formats, though.gif and.jpg are the formats recognized by Web browsers. When you insert a picture, you can specify the text you want to display if graphic images are disabled on the viewer s computer and select an alignment option. The Picture dialog box also provides options for you to place a border around the picture, specify the size of the border, and indicate the amount of spacing around the sides of WWP Training Limited Page 19

20 the picture. Both the size of the border and the amount of spacing are entered in pixels. You can enter values from 0 to 999 (there are 300 pixels in an inch). The Picture dialog box 1. From the Tools menu, select the Options command. 2. Select the Mail Format tab, select the HTML format from the Send in this message format list, and then select OK to close the Options dialog box. 3. Create a new mail message or open a message created with the HTML message format. 4. Position the insertion point where you want to insert the picture. 5. Select the Insert menu. 6. Select the Picture command. 7. Select Browse. 8. Select the Look in list. 9. Select the drive where the graphic file is stored. 10. Select the folder where the graphic file is stored. 11. Select the desired graphic file. 12. Select Open. 13. To include customized text that appears in place of a graphic if graphics are disabled, enter the desired text in the Alternate Text text box. 14. Select the Alignment list. 15. Select the desired alignment. 16. To add a border around the graphic, enter the number of pixels in the Border Thickness text box. WWP Training Limited Page 20

21 17. To add space around an image, enter the number of pixels in the Horizontal and Vertical text boxes. 18. Select OK. ADDING A HYPERLINK TO AN HTML MESSAGE You can insert hyperlinks into an HTML message either by typing them or by using the Hyperlink dialog box. The Hyperlink dialog box includes a list of hyperlink file types and provides the correct format for the URL. The Hyperlink dialog box 1. From the Tools menu, select the Options command. 2. Select the Mail Format tab, select the HTML format from the Send in this message format list, and then select OK to close the Options dialog box. 3. Create a new mail message, or open a message created with the HTML message format. 4. Position the insertion point where you want to insert the hyperlink. 5. Select the Insert menu. 6. Select the Hyperlink command. 7. Select the Type list. 8. Select the desired file type. 9. Position the insertion point after the text in the URL text box. 10. Type the rest of the hyperlink location. 11. Select OK. WWP Training Limited Page 21

22 USING STATIONERY TO CREATE A MESSAGE Outlook provides predefined message templates called stationery that you can use to personalize your messages. Stationery can include graphics, background colors and patterns, and specially formatted text messages such as party invitations, birthday cards, and new baby announcements. Stationery is only available if you select HTML as your default editor. You can customize any stationery selection by changing its predefined message text, font, picture, and background. You can either edit the stationery template so that your changes are saved to the template, or you can make changes in the Message window that apply only to the individual message. The Select a Stationery dialog box You can use the Mail Format page in the Options dialog box to select a default stationery that automatically appears each time you create a new message. If you have an Internet connection, you can use the Get More Stationery button in the Select a Stationery dialog box to connect to Microsoft s Web site. WWP Training Limited Page 22

23 1. From the Tools menu, select the Options command. 2. Select the Mail Format tab, select the HTML format from the Send in this message format list, and then select OK to close the Options dialog box. 3. Click the group on the Outlook Bar containing the desired mail folder. 4. Click the folder icon to open the desired mail folder. 5. Select the Actions menu. 6. Point to the New Mail Message Using command. 7. Select the More Stationery command. 8. Select the desired stationery from the Stationery list box. 9. Scroll the Preview box to view the entire stationery message, if desired. 10. Select OK. CREATING A NEW STATIONERY You can create your own stationery containing a customized font, background, and message; or you can edit an existing stationery template. If you create new stationery, you can base it on an existing template or create one from scratch. Although you can add text to stationery in the Edit Stationery dialog box, you are limited to using a single font and it is difficult to edit text in this dialog box. For these reasons, it is best to keep your stationery text short. Since the Edit Signature dialog box provides more formatting options and is an easier dialog box in which to edit text, it is better to create signatures to insert default text. Therefore, you can use stationery for selecting the default message font and background and use signatures to insert the desired boilerplate message text. You cannot use the [Delete] key to delete stationery text in the Edit Stationery dialog box. You can only delete text using the [Backspace] key. You can use the Stationery Picker dialog box to edit or remove stationery. WWP Training Limited Page 23

24 1. Select the Tools menu. 2. Select the Options command. 3. Select the Mail Format tab. 4. Select the HTML message format. 5. Select Stationery Picker. 6. Select New. 7. Type a name for the new stationery. 8. Select the desired option under Choose how to create your stationery. 9. Select Next. 10. Select Change font. 11. Select the desired font options. 12. Select OK. 13. Select the desired background options. 14. To add text to the stationery, position the insertion point in the Preview box. 15. Type the desired text. 16. Press [Enter] as needed to insert new lines. 17. Select OK to close the Edit Stationery dialog box. 18. Select OK to close the Stationery Picker dialog box. 19. Select the Use this stationery by default list. 20. Select the desired default stationery. 21. Select OK. WWP Training Limited Page 24

25 EXERCISE FORMATTING OUTLOOK MESSAGES Task Format Outlook messages. 1. Open the Inbox and create a new message. Type the following text in the message body: Scheduling Information. 2. Change the colour of the message background to Teal (second row, fifth column). 3. Apply the Heading 1 style to the Scheduling Information heading. 4. At the end of the Scheduling Information heading, insert the litebulb.jpg picture from the student data folder. 5. Use the Message format list to change the format to Plain Text and accept the changes. 6. Close the Message window without saving the changes. 7. Create a new message using the Fiesta stationery. 8. In the message body, enter the text: Announcing our newest product line!. Press [Enter] twice. Close the Message window without saving the changes. 9. Create a new stationery named Announcement and start with a blank stationery. Select the Picture option and select Fiesta Bkgrd from the Picture list. Change the font to Comic Sans MS, Bold Italic, with a point size of 20. Save the stationery and designate <None> as the default stationery. 10. Create a new message using the Announcement stationery. Click in the message body and enter the following text: Our newest arrival!. Close the Message window without saving the changes. 11. Delete the Announcement stationery. Change the default stationery to <None> and close the Options dialog box. WWP Training Limited Page 25

26 LESSON 3 - USING OUTLOOK MESSAGE TRACKING In this lesson, you will learn how to: Set message tracking options View the message delivery status Create a message with voting buttons Respond to a voting message Track votes WWP Training Limited Page 26

27 SETTING MESSAGE TRACKING OPTIONS Outlook includes tracking features that allow you to track the delivery and receipt of messages. When the tracking options are enabled, you automatically receive a notification in your Inbox when a message is delivered or read. Notifications are indicated by either a green arrow icon (delivered) or a green checkmark icon (read) and the words System Administrator in the From column. You can use the Tracking Options dialog box to track all messages automatically, or you can track a specific message using the Message Options dialog box in the Message window. In addition, you can specify where you would like receipts moved after they are processed in the Tracking Options dialog box. This option is helpful as you may want receipts moved to the Deleted Items folder after you process them. When the tracking options have been enabled, the Tracking page will be available in the Message window for messages in the Sent Items folder. The Tracking page displays the delivery and receipt status of the message. The Tracking Options dialog box You can enable tracking for a single message by selecting the View menu in the Message window and then selecting the Options command. You can choose from the tracking options listed below Voting and Tracking options. WWP Training Limited Page 27

28 The Tracking page will not appear in the original message until the delivery notification message is marked as read. 1. Select the Tools menu. 2. Select the Options command. 3. Select Options. 4. Select Tracking Options. 5. Select the desired options. 6. Select OK to close the Tracking Options dialog box. 7. Select OK to close the Options dialog box 8. Select OK. VIEWING THE MESSAGE DELIVERY STATUS When message tracking options have been enabled and the delivery notification message has been read, the delivery status of a message appears on the Tracking page in the Message window in the Sent Items folder. Messages that contain tracking information appear with an information symbol attached to the message envelope symbol. The Tracking page in the Message window displays a table containing the delivery information for each recipient. Viewing the message delivery status WWP Training Limited Page 28

29 1. Click the Outlook Shortcuts group on the Outlook Bar. 2. Click the Inbox folder icon to open the Inbox folder. 3. Open the delivery notification message in the Inbox folder and then close the Message window. 4. Open the Sent Items folder. 5. Double-click a message that contains an information symbol attached to the envelope symbol. 6. Select the Tracking tab. 7. Close the Message window. CREATING A MESSAGE WITH VOTING BUTTONS When you use Outlook on a Microsoft Exchange Server, you can include voting buttons in your messages to poll recipients answers to a question. You can select one of the three standard voting button sets: Approve;Reject, Yes;No, or Yes;No;Maybe; or you can customize the buttons by entering your own text. When you create buttons with customized text, you must enter each button name into the Use voting buttons text box, separated by a semicolon. You can also create multiple buttons, if desired. Voting buttons will not be visible in a message until the message is sent. Once the voting message is sent, the buttons appear as a toolbar above the message header in a Message window. Voting buttons do not appear in the Preview Pane. 1. From the File menu, point to the New command and select the Mail Message command to open a Message window. 2. Select the View menu. 3. Select the Options command. 4. Select the Use voting buttons list. 5. Select the desired button names. 6. Select Close. WWP Training Limited Page 29

30 7. Complete the message, if necessary. 8. Select the Send button. RESPONDING TO A VOTING MESSAGE Messages that include voting buttons must be opened in a Message window in order to cast a vote. When you respond to a vote, a reply is sent to the message owner s Inbox indicating your response, and your name and response are entered into the message owner s Tracking page. Once you respond to a vote, the envelope icon next to the message in the Inbox includes a response arrow. You can open the message and view how and when you voted in the Info Bar. You can also change your vote by voting again, which sends another reply to the message owner and changes your vote on the Tracking page. You can include a message when casting a vote by selecting the Edit response before sending option from the Microsoft Outlook warning box. 1. Click the Outlook Shortcuts group on the Outlook Bar. 2. Click the Inbox folder icon to open the Inbox folder. 3. Double-click a message containing voting buttons. 4. Click the desired voting button. 5. Select a response option. 6. Select OK. 7. Close the Message window. WWP Training Limited Page 30

31 TRACKING VOTES When a recipient responds to a vote, a reply is sent to the message owner s Inbox indicating the voter s response. A reply message contains the selected response in the Subject field. Once the message owner opens the response, the voter s name and response are entered into the Tracking page in the original message in the Sent Items folder. The Info Bar at the top of the Tracking page displays the totals for each response. The Tracking page will not appear in the original voting message until the first vote is cast and the message owner opens the message containing the vote. Voting results will be updated on the Tracking page immediately after you open and read a voting response message. 8. Click the Outlook Shortcuts group on the Outlook Bar. 9. Click the Inbox folder icon to open the Inbox folder. 10. Open a reply to a voting message. 11. Close the Message window. 12. Click the My Shortcuts group on the Outlook Bar. 13. Click the Sent Items folder icon to open the Sent Items folder. 14. Double-click a voting message that contains an information symbol attached to the envelope symbol. 15. Select the Tracking tab. 16. Close the Message window. WWP Training Limited Page 31

32 LESSON 4 - WORKING WITH CONTACTS In this lesson you will learn how to: Create and manage distribution lists Carry out a mailmerge using Outlook Contacts as the data source Monitor activities with a contact Cross-reference a contact Use categories to help identify and find contacts Modify the way the contacts folder is viewed WWP Training Limited Page 32

33 CREATING A DISTRIBUTION LIST USING MAIL MERGE WITH OUTLOOK You can use the information in your Contacts folder as the data source for Microsoft Word mail merges. This feature is helpful when you need to create labels, envelopes, or form letters. For example, you may need to send a form letter to all of your customers that you have saved as contacts in your Contacts folder. You can use the Mail Merge feature in Outlook with all of your contacts or selected ones, as well as all contact fields or the fields that only appear in the current Outlook view or a custom view you created. You can add the merge fields to a new document or an existing one. You also have the option of saving the contacts in a merge file to use again. The document types available for the merge are form letters, mailing labels, envelopes, and catalogue. After selecting the document type, you can choose to merge the data to a new document, printer, , or other destination you have available. Once Microsoft Word starts, you will be advised as to what your next steps are depending upon the particular merge type and the document to which you are merging the data. The Mail Merge Contacts dialog box WWP Training Limited Page 33

34 1. Select the Tools menu. 2. Select the Mail Merge command. 3. Select the desired option below Contacts. 4. Select the desired option below Fields to merge. 5. Select the desired option below Document file. 6. Select the Document type list below Merge options. 7. Select the type of mail merge. 8. Select the Merge to list below Merge options. 9. Select the destination to which you want to send the merged records. 10. Select OK. 11. Complete the mail merge in Microsoft Word. MONITORING ACTIVITIES CROSS-REFERENCING A CONTACT WWP Training Limited Page 34

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36 LESSON 5 - WORKING WITH THE RULES WIZARD In this lesson, you will learn how to: Open the Rules Wizard dialog box Add a rule to the Rules Wizard Change the value of a rule Edit a rule Delete a rule Create an Out Of Office rule WWP Training Limited Page 36

37 OPENING THE RULES WIZARD DIALOG BOX The Rules Wizard allows you to create and apply rules to process incoming or outgoing messages automatically. For example, you may be working on a specific project and want all messages pertaining to that project to go to a special folder, or you may get messages that are not of interest to you and want to have those messages automatically deleted. By adding rules to the Rules Wizard dialog box, you can control your messages. All meeting and task requests are regarded as messages by the Rules Wizard. Therefore, you can create rules that affect meetings and tasks. However, the following situations will affect the rules you create: If a rule moves a message to a non-mail folder, the appropriate scheduling may not work. For example, if a message is automatically moved to the Calendar, an appointment may not be scheduled. If a rule moves the response to a meeting or task to the Deleted Items folder, the original item will not be able to track the response. If a rule moves a meeting request to the Deleted Items folder, the meeting will not be added to the Calendar. A meeting or task request cannot be flagged using a rule. Rules which apply to messages that you send do not apply to task and meeting requests that you send. You can create multiple rules and turn them off and on as needed. When multiple rules are in effect, their order is very important. When you enable multiple rules, all rules are followed in the order they are placed in the Rules Wizard dialog box. The Move Up and Move Down buttons, available in the Rules Wizard dialog box whenever multiple rules are present, allow you to organize the rules. If the first rule in the Rules Wizard deletes messages, none of the subsequent rules can be applied to any message that meets the conditions of the first rule. Therefore, any rule that deletes messages should be at the bottom of the rules list box. WWP Training Limited Page 37

38 1. Click a group on the Outlook Bar containing a mail folder. 2. Click a mail folder icon to open a mail folder. 3. Select the Tools menu. 4. Select the Rules Wizard command. ADDING A RULE TO THE RULES WIZARD In order for the Rules Wizard to manage incoming messages, you must create rules that identify which messages you want to process and what actions you want to apply to them. The Rules Wizard contains five steps in which you define the conditions that a message must meet before any action can be taken on it. As you proceed through the Rules Wizard, you define the general conditions and exceptions and enter the specific values the rule will evaluate. In the first step, you select the type of rule you want to create. This step allows you to specify the common types of rules you can apply. You can select one of the rules already defined for a specific action. For example, you can select a rule to automatically identify all new messages from a specific sender for a Reply in 2 days. If none of the preset rules accomplish your objective, you should select one of the general rules: Check messages when they arrive or Check messages after sending. In the second step, you define a condition based on criteria such as the sender of the message, the recipient, the subject of the message, or the message body. For example, you could define the conditions of a message as any message sent to you from John Smith that includes the text company picnic in the Subject field. In the third step, after you have defined the conditions, you can designate the action you want taken on all messages meeting that criteria. You can create alerts for messages, as well as move, copy, delete, forward, or reply to messages. You can choose from other available actions as well define a custom action you want to take on messages. The fourth step allows you to enter the exceptions to the rule. For example, if the body of the message contains the words HealthTime Corporation, the rule will not be applied. In the fifth step, you name the rule and indicate if you want to activate it. The option to turn on the rule immediately is selected by default. WWP Training Limited Page 38

39 The Rules Wizard dialog box You can use the Back and Next commands to move through the steps in the Rules Wizard dialog box. If you specify multiple conditions (such as a From condition and a Sent to condition), messages must meet each condition for the action to be taken. If you specify more than one value in a condition (such as two names in the From field), you are creating an OR condition; messages can meet either value in order to fulfill the condition. Multiple values in a condition (such as two categories) must be separated by semicolons (;). 1. Click a group on the Outlook Bar containing a mail folder. 2. Click the folder icon for any mail folder. 3. Select the Tools menu. 4. Select the Rules Wizard command. 5. Select New. 6. Select the No, don t provide help now option when the Office Assistant opens. WWP Training Limited Page 39

40 7. Select one rule from the Which type of rule do you want to create? list box. 8. Select Next. 9. Continue to select options as necessary to create the desired rule. 10. Select Finish when you have selected all options necessary to create the desired rule. 11. Select OK to confirm the client-only message, if necessary. 12. Select OK to close the Rules Wizard dialog box. CHANGING THE VALUE OF A RULE You can change the values for either the conditions or the actions to be taken for any rule in the Rules Wizard dialog box. You can easily change the specific values of a rule by selecting the underlined text in the Rule description box and entering the replacement value. You can use the Copy button in the Rules Wizard dialog box to create a copy of a rule. Then, you can edit the rule and use the Rename button to give the rule another name. 1. Click a group on the Outlook Bar containing a mail folder and then click any mail folder icon. 2. From the Tools menu, select the Rules Wizard command to open the Rules Wizard dialog box. 3. Select the rule you want to edit from the Apply rules in the following order list box. 4. Click the underlined value you want to change in the Rule description box. 5. Make the desired changes to the rule value. 6. Select OK. 7. Select OK to close the Rules Wizard dialog box. WWP Training Limited Page 40

41 EDITING A RULE You can use the Rules Wizard to add, delete, or edit conditions and actions for any rule you have created. You can use the Modify button to edit a rule by moving through the five steps of the Rules Wizard. You can also use the buttons in the Rules Wizard to make a copy of a rule, rename a rule, or delete a rule. 8. Click a group on the Outlook Bar containing a mail folder and then click any mail folder icon. 9. From the Tools menu, select the Rules Wizard command to open the Rules Wizard dialog box. 10. Select the rule you want to edit from the Apply rules in the following order list box. 11. Select Modify. 12. Select the page containing the condition, action, or exception you want to modify. 13. Select the desired condition, action, or exception. 14. Click the underlined value you want to change in the Rule description box. 15. Make the desired changes to the rule value. 16. Select OK. 17. When you have finished modifying the rule, select Finish. 18. Select OK to confirm the client-only message, if necessary. 19. Select OK to close the Rules Wizard dialog box. DELETING A RULE You can delete rules you no longer use or that no longer apply to your messages. Outlook prompts you to verify a deletion before the rule is actually deleted. Once a rule has been deleted, it cannot be recovered. You can, however, recreate it at any time. WWP Training Limited Page 41

42 You can also disable a rule so that it does not process instead of deleting it. To disable a rule, deselect the check box to the left of the rule in the Rules Wizard dialog box. 20. Click a group on the Outlook Bar containing a mail folder and then click any mail folder icon. 21. From the Tools menu, select the Rules Wizard command to open the Rules Wizard dialog box. 22. Select the rule you want to delete from the Apply rules in the following order list box. 23. Select Delete. 24. Select Yes. 25. Select OK to close the Rules Wizard dialog box. CREATING AN OUT OF OFFICE RULE Text. Text WWP Training Limited Page 42

43 LESSON 6 - IMPORTING AND EXPORTING DATA In this lesson, you will learn how to: Import data into an Outlook folder Export Outlook data WWP Training Limited Page 43

44 IMPORTING DATA INTO AN OUTLOOK FOLDER Outlook allows you to import information from other files. In this way, you can update your Outlook folders with data from other sources such as a database, a personal organizer program, or sales contact software. You can import from other program files such as Schedule+, from a Microsoft Mail file (.mmf), or from a personal folder file (.pst). Supported file types include comma-separated and tab-separated values, dbase, Microsoft Access, Microsoft Excel, Microsoft FoxPro, and Lotus Organizer. You can also import vcard and vcalendar files, as well as Internet mail account settings, mail, and addresses. Outlook examines the file you are importing and compares the fields in it to the fields in the destination folder. If the fields do not match, you must select the Map Custom Fields button in the final step of the Import a File dialog box to map the fields. This way, you can ensure that the desired data will be imported properly. Importing a file into Outlook You may need to install the Outlook converters to import data from other programs. If you are importing data from a Microsoft Excel file, you must first include the data in a Named Range. 7. Select the File menu. 8. Select the Import and Export command. WWP Training Limited Page 44

45 9. Select the No, don t provide help now option if the Office Assistant opens. 10. Select the desired action from the Choose an action to perform list box. 11. Select Next. 12. Select the desired file type from the Select file type to import from list box. 13. Select Next. 14. Select Browse. 15. Select the Look in list. 16. Select the drive where the file you want to import is stored. 17. Select the folder where the file you want to import is stored. 18. Select the file you want to import. 19. Select OK. 20. Select the desired option under Options. 21. Select Next. 22. Select the desired destination folder from the Select destination folder list box. 23. Select Next. 24. Select Map Custom Fields. 25. To include a destination field, not already mapped, drag the value from the left list box to the appropriate field in the right list box. 26. Select OK. 27. Select Finish. EXPORTING OUTLOOK DATA If you have data in Outlook that other users want to access in a different software program, you can export Outlook data to a different file format. Each Outlook folder, however, must be exported separately. You can export to a file, a personal folder file, or the Timex Data Link Watch. Supported file types include comma-separated and tab-separated values, dbase, Microsoft Access, Microsoft Excel, and Microsoft FoxPro. If you are exporting data to a WWP Training Limited Page 45

46 Microsoft Word or PowerPoint file, you need to use the comma-separated or tabseparated file type. Outlook exports all fields in the selected folder to the destination file. Since there may be many fields in a folder in which you do not currently have data, or do not need, you may want to exclude those fields from being imported. If you want to modify or remove fields before exporting your Outlook data, you can do so in the Map Custom Fields dialog box. If there are large number of fields in a folder, you may find it easier to choose the Clear Map option and then specify only those fields you want to export. If you previously used a custom map, you can select the Default Map button to return to the default settings. The Map Custom Fields dialog box 1. Select the File menu. 2. Select the Import and Export command. 3. Select the No, don t provide help now option if the Office Assistant opens. 4. Select the action you want to perform from the Choose an action to perform list box. 5. Select Next. 6. Select the desired file type from the Create a file of type list box. 7. Select Next. 8. Select the folder you want to export from the Select folder to export from list box. WWP Training Limited Page 46

47 9. Select Next. 10. Select Browse. 11. Type the desired name for the file. 12. Select the Save in list. 13. Select the drive where you want to save the file. 14. Select the folder where you want to save the file. 15. Select OK. 16. Select Next. 17. Select Map Custom Fields to modify the fields to be exported. 18. To remove a destination field, drag it from the right list box to the left list box or select Clear Map to remove all destination fields. 19. To make a value from the source file a destination field, drag the desired value from the left list box to the right list box. 20. Select OK. 21. Select Finish. WWP Training Limited Page 47

48 LESSON 7 - OUTLOOK AND THE INTERNET In this lesson, you will learn how to: Share calendar information Work with icals Use RSS Feeds Use Outlook as a Web Browser Set a Home Page to a Folder WWP Training Limited Page 48

49 SHARING CALENDAR INFORMATION You can share calendar information across the Internet to others who do not use Outlook, but use an ical compliant mail program. ical or icalendar refers to the Internet Calendaring feature which makes this transfer of information possible. Not only can you share your schedule with another user, but you can send meeting requests via icalendar. The recipient can respond to your request as well as add the meeting to his/her calendar. To use the icalendar feature, you create the calendar item or open an existing item and, if sending a meeting request, select the invitees you want to attend. Instead of sending or saving the calendar item as you normally would, you select the Forward as icalendar command from the Actions menu. This opens a new message window which displays the calendar item as an attachment. At that point you complete and send the message just as you would any other message. Once the message is sent, you will see that the calendar item window is still open. In order for the item to appear on your calendar, you need to save it and close the item window. When you attempt to close the window, you may be prompted to send the item again. If so, you should close the window without sending it again; otherwise, the recipient will receive two messages. If you want to send all meeting requests via the Internet Calendaring feature, select the Tools menu and the Options command. Select Calendar Options and then select the Send meeting requests using icalendar by default option. Select OK to close all dialog boxes. If you want to publish your free and busy time, you can do so by selecting the Tools menu and the Options command. Select Calendar Options and then select Free/Busy Options. Complete the appropriate information and then select OK to close all open dialog boxes. 1. Create or open the calendar item you want to send via the Internet. 2. Select the Actions menu. 3. Select the Forward as icalendar command. 4. Type a message in the message area, if desired. WWP Training Limited Page 49

50 5. Select the Send button. 6. Select the File menu. 7. Select the Save command. 8. Close the item window. 9. Select No when prompted to send the item, if applicable. ICALS Text RSS FEEDS Text USING OUTLOOK AS A WEB BROWSER Text WWP Training Limited Page 50

51 SETTING A HOME PAGE You can use the Home Page page in the Properties dialog box to specify a home page for a folder. You can choose to have the home page appear by default when you open the folder, or you can display it when desired. If you choose to display the home page when you open the folder, the page will appear when you select the folder icon. To view the contents of the folder, you can select the icon again. If you do not want the home page to appear by default, you can use the Show Folder Home Page command on the View menu to display the page when desired. You can also use this command to switch back to the home page after viewing the folder contents. You can choose to display the home page without the back/forward buttons available, or you can use the Microsoft Web Control to use the back/forward buttons on the Web toolbar as desired. In addition, you can use the Offline Web Page Settings button to download the desired pages for offline viewing. You can also view Web pages from within Outlook using the Web toolbar and the Favorites menu. The Web toolbar allows you to enter an address (URL) to move to the desired site. The Favorites menu includes default pages you can view as well as the Add to Favorites command, which allows you to add pages as desired. You can use the Restore Defaults button on the Home Page page to restore the settings to the defaults at any time. 1. Click the group on the Outlook Bar containing the desired folder. 2. Right-click the icon for the folder for which you want to set Home Page properties. 3. Select the Properties command. 4. Select the Home Page tab. 5. Type the Web page address (URL) for the desired site (for example, 6. Select the Show home page by default for this folder option, if desired. WWP Training Limited Page 51