1 Core Essentials Outlook 2010 Module 1 Diocese of St. Petersburg Office of Training
3 TABLE OF CONTENTS Topic One: Getting Started... 1 Workshop Objectives... 2 Topic Two: Opening and Closing Outlook... 4 Opening Outlook... 5 Understanding the Interface... 6 Using Backstage View... 9 Setting up an E mail Account Viewing Your Inbox Closing Outlook Topic Three: Working with E mail Sending and Receiving Mail Viewing an E mail Replying To or Forwarding an E mail Deleting an E mail Ignoring E mail Using Quick Steps Topic Four: Creating a New E mail Creating an E mail Addressing an E mail Creating the Body Attaching a File Sending the Message... 34
4 Topic Five: Managing E mail Marking an Item as Read or Unread Printing a Message Creating Folders Moving Messages to Folders Renaming, Moving, and Deleting Folders Topic Six: Managing Junk Mail About the Junk Mail Filter Enabling Junk Mail Filtering Enabling the Phishing Filter Modifying Safe and Blocked Senders Lists Marking a Message as Junk or Not Junk Topic Seven: Outlook s Organization Tools Creating a Basic Rule Creating an Advanced Rule Using Categories Flagging an Item for Follow Up Viewing Favorite Folders Topic Eight: Searching for Items Understanding Search Folders Setting Up and Using Search Folders Using Instant Search Using Advanced Search Using Contact Search Topic Nine: An Introduction to the Calendar... 80
5 Getting Started Creating an Appointment Changing Your Calendar View Editing an Appointment Managing Reminders Topic Ten: An Introduction to Tasks Getting Started Creating a New Task Editing a Task Updating Task Status Basic Task Views Topic Eleven: An Introduction to Contacts Getting Started Creating a New Contact Editing a Contact Organizing Contacts Basic Contact Views Topic Twelve: Wrapping Up... Error! Bookmark not defined. Words from the Wise... Error! Bookmark not defined.
7 The five essential entrepreneurial skills for success are concentration, discrimination, organization, innovation, and communication. Michael Faraday Topic One: Getting Started Outlook is a powerful e mail application. However, it does much more than that to help you stay organized. With contacts, calendars, and tasks, Outlook can help you manage every aspect of your life.
8 Workshop Objectives Research has consistently demonstrated that when clear goals are associated with learning, it occurs more easily and rapidly. By the end of this workshop, you should be able to: Open and close Outlook Use the Outlook Interface, including the new Backstage view Set up an e mail account View the Inbox Send and Receive messages View messages Use Quick Steps Reply to or forward messages Delete e mail Ignore e mail Create and send a new message Address a new message Create the body of an e mail message Attach files to messages Mark an item as Read or Unread Print messages Create folders and use them to organize messages Understand and handle Junk Mail Create Rules for handling messages Use Categories Flag items for follow up
9 Search for items Understand appointments and the calendar Understand tasks and the To Do List Create and organize contacts
10 Quick Tip: Most new computers have a shortcut for Outlook already pinned to the Start Menu. Topic Two: Opening and Closing Outlook In this topic, you will learn to open and close Outlook. You will also explore the Outlook interface, learn to set up an e mail account, and view your e mail Inbox.
11 Opening Outlook Use the following procedure to open Outlook. 1. Select START (or press the Windows key on the keyboard) to open the Start menu. Highlight Microsoft Office Outlook to open it.
12 Understanding the Interface Outlook has a sophisticated interface that changes based on the major activity you are performing. The Outlook Home Page includes: A Navigation Pane to help you select the task you want to do The Inbox to see a list of all of your messages A Reading Pane (when using e mail) to preview your messages A To Do Bar for a quick glance at your calendar, scheduled appointments, and tasks A Menu bar to access all of Outlook s commands A Toolbar customized to the current view As in the other Microsoft Office 2010 applications, menus and toolbars have been replaced by a new RIBBON interface. However, a different RIBBON displays depending on whether you are sending or receiving messages, working with appointments or contacts, or defining tasks. Each TAB in the active RIBBON contains many buttons for applying Outlook s features. To display a different set of commands, click the tab name. BUTTONS are organized into groups according to their function. For example, when you are sending an e mail message, the RIBBON interface displays TABS, GROUPS, COMMANDS, AND BUTTONS related to sending a message. The TABS are different for each activity to keep the most commonly used commands easy to find. The QUICK ACCESS TOOLBAR allows you quick and easy access to your most common commands.
13 Inbox Reading Pane Calendar and Task Pane Navigation Pane Mail message Ribbon: Appointment Ribbon:
14 Contact Ribbon: Task Ribbon:
15 Using Backstage View Select the FILE tab in the Ribbon to open the Backstage view. The Backstage view is where you will find the commands for opening and saving Outlook files, as well as information about your account. The Backstage view includes a new interface for printing your documents. The Options command is also available to open a new screen for setting your Outlook options. Use the following procedure to open the Back Stage View. 1. Select the FILE tab on the Ribbon. Outlook displays the backstage View, open to the Info tab by default. A sample is illustrated below.
16 Setting up an E mail Account Use the ACCOUNT SETTINGS command in the INFO tab of the Backstage View to set up a new e mail account. Outlook opens a Wizard to help set up the account. Use the following procedure to set up an e mail account. 1. Select the FILE tab on the Ribbon. 2. Select ACCOUNT SETTINGS from the Info tab on the Backstage View. Outlook displays the ACCOUNT SETTINGS window with the E mail tab active. 3. Select the NEW button.
17 Outlook displays the ADD NEW E MAIL ACCOUNT window. 4. Select MICROSOFT EXCHANGE, POP3, OR IMAP and select NEXT. 5. Complete the Name, E mail address, and Password fields to set up your e mail account. Enter the password a second time to verify it. 6. Select NEXT.
18 Outlook establishes a network connection, searches for the server settings, and logs onto the server to send a test message. When Outlook successfully sets up the e mail account, it displays a confirmation window. 7. Select FINISH.
19 Viewing Your Inbox The Navigation pane of the Outlook interface defaults to viewing mail in your Inbox. You have a number of options for sorting the messages. Conversations are a new feature in Outlook 2010 that groups related messages together. Options for arranging messages: This is how to expand and collapse the list of messages by clicking on the plus and minus icons next to the date or other heading.
20 Use the following procedure for conversations: 1. Conversations are marked with a small arrow to the left of the sender s name. Click on the arrow to open the conversation. Options for Conversations:
21 Closing Outlook When you are finished with Outlook, you should close it, freeing your system resources for other tasks. You can exit the application from the Backstage View. Use the following procedure to close Outlook from the Backstage View. 1. Select the FILE tab on the Ribbon. 2. Select EXIT from the menu on the left.
23 Diamonds are forever. E mail comes close. June Kronholz Topic Three: Working with E mail Outlook provides some powerful tools for working with e mail. You can send and receive messages. While you are viewing the messages, you can use Quick Steps to apply common actions to your messages. You can reply to and forward messages. When you are finished, you can delete messages. You can even ignore . This topic will serve as an introduction to working with e mail. The next five topics will focus on the specifics of using Outlook for e mail.
24 Sending and Receiving Mail By default, Outlook performs an automatic send/receive every 30 minutes as long as your computer has a connection to the server. You can also use the Send/Receive tab to perform a manual send/receive at any time. Messages you are sending are stored in the Outbox until Outlook sends them. Messages you are receiving are stored on the server until Outlook retrieves them. The Status bar at the right of the Outlook window(under the Reading pane) indicates when Outlook is sending and receiving. If you are receiving a number of messages, the Status bar notifies you how many messages are coming, and the message number that it is currently downloading. The Send/Receive tab on the Outlook Home Page Ribbon: To change the amount of time in between automatic send/receive actions, use the following procedure. 1. Select the drop down arrow next to SEND/RECEIVE GROUPS button. 2. Select DEFINE SEND/RECEIVE GROUPS. Outlook displays the SEND/RECEIVE GROUPS window. 3. Use the arrows to change the number of minutes next to SCHEDULE AN AUTOMATIC SEND/RECEIVE EVERY MINUTES.
26 Viewing an E mail You can highlight a message in the Inbox for a preview of the message in the Reading Pane of Outlook s main interface. Double click on a message in the Inbox to open it. Highlight message in the Inbox to preview them in the Reading Pane.
27 Double click the message to open it. View the Previous Item and Next Item icons on the Quick Access Toolbar.
28 Replying To or Forwarding an E mail E mail is an important form of communication. Sometimes, you will need to be able to respond to inquiries. Sometimes, you will need to pass the information on to someone else. You can do either action in the original e mail message. When you reply to or forward a message, Outlook opens a new message. It includes the contents of the original e mail in the text by default. For forwarded messages, attachments are also included in the new message. Shown here is the RESPOND group of the MESSAGE tab on the ribbon when a received message is open.
29 Deleting an E mail When you have finished viewing a message, and you have already responded or do not need to respond or save the message, you can delete it. There are several ways to delete messages. View the DELETE group of the MESSAGE tab on the ribbon when a received message is open. Also view the Delete tool on the Outlook Home Page Toolbar.
30 Ignoring E mail Outlook tracks replies to as conversations. You can ignore an , which lets Outlook know that you do not want to read any further messages in that conversation. Use the following procedure to ignore a message. 1. Select IGNORE (from the Home page Ribbon, from the Message Ribbon, or from the context menu when you right click on a message). 2. Select IGNORE CONVERSATION to move the message to the Deleted Items bin.
31 Using Quick Steps The Quick Steps feature allows you to quickly manage your with a number of common actions. For example if you commonly forward messages, you can configure a quick step to perform this action in one click. The first time you choose a default item in the Quick Steps group, a First Time Setup wizard will guide you through to process of setting up your quick step. You can also create your own custom Quick Steps. Quick Steps gallery: Use the following procedure to create a new Quick Step for permanently deleting an item. 1. Select CREATE NEW from the Quick Steps group on the Ribbon. Outlook displays the Edit Quick Step dialog box, illustrated below. 2. Select the PERMANENTLY DELETE MESSAGE option from the CHOOSE AN ACTION drop down list.
32 3. If desired, you can change the Name of the Quick Step by entering new text in the NAME field. 4. Select FINISH.
34 Quick Tip: You can use the keyboard shortcut Ctrl + N to create a new item based on the current Outlook view. When reading mail, press Ctrl + N to create a new message. Topic Four: Creating a New E mail Creating a new e mail message is the number one reason most people use Outlook. It includes easy toaccess tools for addressing, formatting, adding attachments and sending messages. This topic addresses creating a new e mail message, including addressing it and creating the body. It also explains how to attach a file and send the message.
35 Creating an E mail While Outlook is in the Mail view of the home page, you can simply select the New E mail tool to create a new message. Click the New E mail tool to start a new Mail Message.
36 Addressing an E mail You use the TO, CC, and BCC fields to address an . When you select the TO, CC, or BCC fields, Outlook provides a list of the addresses stored in your Contacts for quick entry of frequently used names. You can also enter a new e mail address directly in one of these fields. View the Select Names: Contacts window that Outlook displays when you select To or CC. The Address Book list allows you to select from your contacts or contact folders You can simply begin typing the e mail address into the To field. If Outlook recognizes the address, you can select it from the list without having to finish typing the address.
37 Creating the Body Outlook includes a powerful word processor to write and format your message. Below is how to enter text into the body of the message.
38 Attaching a File You can share any type of file with your e mail recipients. The ATTACH FILE tool appears on the INCLUDE Group of both the MESSAGE tab and the INSERT Tab. It opens an INSERT FILE window to allow you to navigate to the location of the file on your computer or server. To attach a file, use the following procedure. 1. Select ATTACH FILE from the INCLUDE group of the MESSAGE tab on the ribbon of a new message. Outlook opens the INSERT FILE window. 2. Choose the file to attach and select OPEN. Outlook includes the file with the message.
40 Sending the Message When you have addressed your message, created your body, and attached any pertinent files, you are ready to send the message. Select SEND to send your messages. View the Outbox to see the message if it has not been sent yet.
43 Quick Tip: The new Backstage view includes a new Print interface. Topic Five: Managing E mail Now that you understand the basics of e mail, let s take a look at the tools Outlook provides for organizing and using your messages.
44 Marking an Item as Read or Unread When messages first arrive in your Inbox, Outlook considers them unread. Outlook displays the name and date in bold as an indicator that you have not read the message. The envelope icon next to the sender s name is closed. When you highlight a message in the Inbox or open the message to read it, Outlook automatically marks the message as Read. Here is the same message after it has been read. Notice the envelope icon is now open. There are several ways to mark messages as read or unread. The unread message is boldface, and the envelope next to it is closed, see below: Use one of the following options to mark a message as read or unread. With the message open, the MARK AS UNREAD option is on the MESSAGE Tab of the ribbon. This option toggles between unread and read. When you right click on a message, the context menu provides either MARK AS READ or MARK AS UNREAD on the menu, depending on the current state of the message you selected.
45 Printing a Message The Backstage View allows you to print one message (memo style) from either the Inbox or the message itself. Use the following procedure to print a message directly from the Inbox. 1. Highlight a message in the Inbox. 2. Select the File tab on the Ribbon to open the Backstage view. 3. Select Print to print using the defaults. To use the Backstage View to print an open message, use the following procedure. 1. Open the message. 2. Select the File tab on the Ribbon to open the Backstage view. 3. Select Print to print using the defaults.
46 Creating Folders Folders help to organize messages you want to save. You can use the FOLDER tab on the Ribbon, keyboard shortcuts, or the right click context menu to create a new folder. Below is the New Folder tool on the Folder tab of the Ribbon. Use the following procedure to create a new folder. 1. Click on the New Folder tool. Or right click on the Inbox folder of the Navigation pane and select New Folder from the context menu. Outlook displays the Create New Folder window. 2. Enter the Name 3. Highlight the location where you want the folder to be stored. 4. Select OK.
47 Moving Messages to Folders Now that you have created a folder for organizing and storing messages, you ll need to know how to move the messages to that folder. Moving messages is another task that is so common that Outlook provides many easy methods of accomplishing it. Use the following procedure to move a message from the Inbox by dragging it to the folder in the Navigation pane. 1. Highlight the message you want to move in the Inbox. 2. Drag it to the desired folder in the Navigation pane. Use the following procedure to use the Move command to move a message.
48 1. You can access the Move command from the Inbox Ribbon, the Message Ribbon, or the right click context menu. 2. Select the folder where you want to move the message from the list.
50 Use the following procedure to use the Move Items dialog box. 1. When using the Move command, one of the options is Other Folder. Select Other Folder to open the Move Item To dialog box. 2. Highlight the location where you want to move the message. 3. Select OK.
51 Renaming, Moving, and Deleting Folders The list of folders in the Navigation Pane works the same way as in Windows Explorer. You can rename, move, and delete folders easily. Use the following procedure to Rename a folder. 1. Right click on the folder in the Navigation Pane. Outlook displays the Context menu. 2. Select Rename Folder from the context menu. Outlook highlights the name. 3. Enter the text for the next name and press Enter. Use the following procedure to move a folder. 1. Highlight the folder in the Navigation pane and drag it to the new location.
52 Use the following procedure to delete the folder. 1. Highlight the folder in the Navigation pane and right click. Outlook displays the context menu.
53 2. Select Delete Folder from the Context menu. Outlook displays a warning message. Select YES to delete the folder.
55 The death of junk e mail will come from a social reason,... One of two things will happen: No one will check their e mail boxes, or junkers will know no one is reading their e mail. Either way, the message is not being delivered. Eric Arnum Topic Six: Managing Junk Mail Outlook can filter out certain types of messages and send them to a separate folder to keep your Inbox from being cluttered with junk mail. Outlook can also disable links in suspicious phishing type messages to protect you from malicious messages. This topic will address how to control these features so that you only have to look at the messages you want, and you make sure to see all the messages you want.
56 About the Junk Mail Filter Outlook s junk mail filters evaluate incoming messages using several factors to assess whether messages are spam. The junk mail filters do not prevent messages from being delivered. Outlook simply diverts these messages to a separate folder, where you can quickly scan for any real messages, then empty the folder. The new Junk tool on the Ribbon allows you to quickly block or enable a sender or domain, or to mark the message as not junk. You can control the protection level and control several junk e mail filter settings using the Junk E mail Options window. View the location of the Junk E mail folder in the Navigation pane. Junk tool on the Ribbon:
57 Use the following procedure to open the Junk E mail Options window. 1. Select the JUNK tool from the Ribbon. 2. Select JUNK E MAIL OPTIONS. Outlook opens the Junk E mail Options window. Enabling Junk Mail Filtering Outlook offers the following levels of protection:
58 No automatic filtering This level only moves messages from blocked senders to the Junk E mail folder. Low This level moves the most obvious junk e mail to the Junk E mail folder, based on factors like the address or domain of the sender and the time sent. High This level moves more to the Junk E mail folder. It may incorrectly move some legitimate messages as well. Safe Lists Only This level moves every message that is not on your safe senders list to the Junk E mail folder. With the Junk E mail Options window open (from the previous topic), select the filtering option (Low is the recommended setting) and select OK to enable Junk E mail filtering. (You will need the Junk E mail Options window in the next topics as well.)
59 Outlook displays a security message if you try to respond to a message in the Junk E mail folder. You can drag the message back to the Inbox if it is not junk e mail.
60 Enabling the Phishing Filter Phishing is the attempt to lure e mail recipients into divulging personal information. Phishers use the information they gain to steal identities and/or money. The Junk E mail filter evaluates messages for suspicious links or spoofed or fake e mail addresses. By default, suspicious message detection is turned on. If the filter determines a message is suspicious, the message is sent to the Junk E mail folder, the message format is changed to plain text format, and the links in the message are disabled. You will not be able to reply to these messages.
61 Modifying Safe and Blocked Senders Lists You can help Outlook learn which messages to consider junk e mail by using the safe and blocked senders list. Outlook never treats messages from Safe Senders as junk e mail. Outlook always moves messages from Blocked Senders to the Junk E mail folder. View the Safe Senders Tab on the Junk E mail Options window. Use the following procedure to add an e mail address to the Safe Senders list. 1. Select ADD. Outlook opens the ADD ADDRESS OR DOMAIN window.
62 2. Enter the e mail address or domain name. 3. Select OK. Outlook adds the e mail address or domain name to the Safe Senders List. View the Blocked Senders list by selecting the Blocked Senders tab. You can add, edit, and remove items the same way as for the Safe Senders List. Marking a Message as Junk or Not Junk Sometimes Outlook incorrectly sends a message to the Junk E mail folder. You can mark the message as not junk to return it to the Inbox and restore the functionality and attachments. Depending on your junk e mail settings, Outlook may not catch all spam messages as Junk. You can manually move the message to the Junk e mail folder. You can empty the Junk E mail Folder at any time to permanently delete messages stored there. Outlook does not move them to the Deleted Items folder before deleting them.
63 Use the following procedure to mark a message as Not Junk. 1. From the Junk E mail Folder, highlight the message that is not junk. 2. Select the Junk tool from the Ribbon and select NOT JUNK. Outlook displays a Mark as Not Junk window. 3. Check the box to add the e mail address to the Safe Senders List. 4. Select OK.
65 The trouble with organizing a thing is that pretty soon folks get to paying more attention to the organization than to what they're organized for. Laura Ingalls Wilder Topic Seven: Outlook s Organization Tools Outlook includes several tools to help you organize your e mail messages, as well as the other Outlook items we ll discuss in later topics. In this topic, we will look at rules, categories, flags, and favorite folders.
66 Creating a Basic Rule Rules are a tool in Outlook used to set up an automatic action for e mail messages and meeting requests that meet certain conditions. The Junk Mail filter is one rule, but you can create your own customized filters as well. Rules fall into two general categories: Notification rules provide some type of alert when the rule is invoked by a message that arrives in your Inbox. Organization rules perform a set of actions on a message, such as moving it to a certain folder. Organization rules can also automatically apply categories or flag a message for follow up. We ll talk more about these two organization tools later in this topic. There is a quick tool for creating a rule to move messages based on the sender of a currently selected message. After you create a rule, Microsoft Outlook applies the rule when a message arrives in your Inbox or when you send a message. You can manually run rules to selectively apply them to messages already in your Inbox (or another folder). View the Rules tool on the Ribbon. The Always Move Messages From option is only visible if you have a message selected first.
67 Use the following procedure to create a new rule. 1. Select Create Rule from the Rules tool on the Ribbon or from the Create Rule option on the right click context menu. Outlook opens the Create Rule dialog box. 2. Check the boxes in the first area to indicate the conditions for when to invoke the rule. The conditions that are available are based on the message you have highlighted in the Inbox before selecting the Create Rule command. The first option is based on the sender. The second option is based on the subject text. You can enter different text, if desired. The third option is based on the recipient. If the message was sent to you as part of a group, you can select yourself or the group. 3. Check the boxes in the second area to indicate what to do when the messages that meet the above conditions arrive. The first option displays the message sender, subject, and date in a New Item Alert window. From the New Item Alert window, you can open the item or edit the rule. The second option allows you to select a sound to play. The third option allows you to move the message to a selected folder. 4. Select OK to save your rule.
68 Creating an Advanced Rule The Rules and Alerts dialog box lists any rules created for your computer. You can use the Rules Wizard to create advanced rules that involve many other actions to your messages. You can also set up exceptions to the rule. Use the following procedure to open the Rules and Alerts window and use the New Rules wizard to create an advanced rule.. 1. Select MANAGE RULES AND ALERTS from the RULES tool on the Ribbon. Outlook opens the Rules and Alerts window. 2. Select New Rule from the top of the E mail Rules tab.
69 Outlook displays the Rules Wizard. 3. Select which rule template to use from either the Stay Organized, Stay Up to Date, or Start from a blank rule sections (top section of window). 4. Click the highlighted section(s) to edit the rule details (bottom section of window). For example, using the rule selected in the above illustration, you would: a. First select the people or distribution list link.
70 b. Outlook opens the RULE ADDRESS window, which lists your contacts. c. Highlight a contact and select FROM. d. Select OK. e. Then select the specified link from the bottom section of the Rules Wizard window. f. Outlook opens the Rules and Alerts Choose a Folder window. g. Highlight the folder and select OK.
71 5. When you have selected all of the details for the rule, select Next. 6. Indicate the conditions for when to invoke the rule. Edit the descriptions by clicking the link next to the condition in the Wizard. When you have finished, select Next.
72 7. Indicate the actions to apply to messages that meet the conditions of the rule. Edit the descriptions by clicking the link next to the action in the Wizard. When you have finished, select Next.
73 8. Indicate the exceptions for when to invoke the rule. Edit the descriptions by clicking the link next to the exception in the Wizard. When you have finished, select Next.
74 9. On the Finish Rule Setup screen, enter a name for the rule. 10. Select the Setup rule options. Turn on this rule is checked by default. To run the rule on any messages in your Inbox, check the box next to Run this rule now on messages already in Inbox. Make sure the rule description is correct. 11. Select FINISH.
75 Using Categories Categories allow you to assign a keyword or phrase to a color, and then assign that category to e mail messages and other items in Outlook. Categories provide a greater level of visibility for items that are connected in some way, such as all belonging to a certain project. When you assign a category color the first time, Outlook opens the Rename category window, allowing you to change the name of the category. Use the following procedure to rename the category. 1. Change the Name. 2. Select the associated Color. 3. Assign a Shortcut Key, if desired. 4. Select Yes.
76 Flagging an Item for Follow Up Flags provide a visual reminder to follow up on an item. There are several default flags available in Outlook 2010, as well as the option to create custom flags. Use the following procedure to flag a message for follow up. 1. Right click on the flag icon next to the message you want to flag. 2. Select a flag from the list.
77 Viewing Favorite Folders The Favorite Folders area of the Navigation is a group. We will talk a little bit more about groups in the Contacts topic. A group is a way to organize items in the Navigation pane for easy access. The Favorites Folder is a default group in the Mail view that allows you to quickly access your most used folders. Expand or collapse the Favorite group by clicking on the arrow next to the heading. Shown below is how to drag an e mail folder from the Personal Folders area to the Favorites group.
79 All of the information is right there in front of you (on the screen). Before you had to search around for it. Bill Elliott Topic Eight: Searching for Items Outlook provides several tools to help you search for items. You can use standard or customized search folders to collect all messages (or other items) stored across different folders within Outlook. You can also quickly search for items within the current folder using Instant or Advanced Search. In this topic, we ll also look at searching for contacts.
80 Understanding Search Folders A search folder allows you to view all messages that meet certain criteria and view them in one virtual place. Outlook has three default search folders: Categorized Mail Large Mail Unread Mail In addition, you can create a number of custom search folders, such as to collect all messages that have been flagged for follow up or all mail from a certain sender. Setting Up and Using Search Folders Outlook provides several templates for search folders. You can also create a customized search folder. Use the following procedure to set up a custom search. 1. Right click on the Search Folder in the Navigation pane. 2. Select New Search Folder from the context menu.
81 Outlook displays the New Search Folder window. 3. Select one of the search folder templates in the top section of the window or select Create a Custom Search Folder. 4. Depending on your selection, you may need to enter the criteria in the bottom section of the window. Follow the instructions on the screen, and use the Choose button to open additional windows. Some examples are illustrated below. 5. Select whether to search the Personal Folders or the Archive Folders. 6. Select OK. Outlook creates the search folder and immediately includes any messages that meet the selected criteria.
82 Using Instant Search Use the following procedure to perform an Instant Search. 1. Click in the Search field at the top of the folder pane (Inbox or other selected folder). Outlook highlights the search area, as well as the selected folder on the Navigation pane. 2. Enter the text to include in the search. As you begin typing, Outlook starts searching. It displays the Search Results (in place of the full contents of that folder). 3. You can read, reply, delete, or move the items just like from any other folder. 4. Click the X in the Search field to clear the search.
83 Using Advanced Search When you click on the Search field at the top of the Inbox or any other folder, the Search tab appears on the Ribbon. The tools on this Ribbon allow you to refine the search and change the scope of the search. View the Search tab on the Ribbon. Use the following procedure to search for messages from a certain sender as an example of an advanced search. 1. Select the From tool from the Ribbon. 2. Enter the Sender s name to replace the highlighted text Sender Name.
84 Using Contact Search The Contact search allows you to quickly find one of your contacts from the Mail view of Outlook. Use the following procedure to perform a quick search for a contact. 1. Start typing the contact s name in the Search for Contact field in the Find group on the Ribbon. Outlook displays the Choose Contacts dialog box. 2. Highlight the name and select OK. Outlook opens the Contact screen for that contact.
86 The best thing about the future is that it comes one day at a time. Abraham Lincoln Topic Nine: An Introduction to the Calendar Outlook provides a calendar to help manage your appointments. In this topic, we ll look at creating and editing appointments, as well as managing reminders and changing the view of your calendar.
87 Getting Started You may have noticed the small calendar in the To Do Bar of Outlook s Home page. Let s take a closer look at the calendar. Select Calendar in the Navigation Pane to open the Calendar view. Open the Calendar view from the Navigation pane. Notice the Previous and Next arrows in the Calendar pane. Calendar Ribbon:
88 Creating an Appointment Outlook provides several tools to help you with your scheduled appointments. In addition to setting the date and time of the appointment, you can: Invite others to the appointment Mark how the time is blocked on your calendar Set recurrence patterns Set reminders You can also include text, pictures, and attachments to include information pertinent to your appointment. Use the following procedure to create an appointment both without and with recurrence patterns. 1. Open a new appointment either by selecting the New Appointment tool from the Ribbon, or by using Ctrl + N in the Calendar view. You can also use Ctrl + Shift + A from a view other than the Calendar view from the Outlook Home Page.
89 Outlook opens a new appointment. 2. Complete the Subject. This information will appear on the calendar view. 3. Enter the location, if applicable. 4. Select the Start and End date. When you click on the down arrow next to the date, a mini calendar is displayed to help you choose the date. Use the previous and next arrows to change months. Click the date to select it. Or you can simply enter the date.
90 5. Select the Start and End time. When you click on the down arrow next to the time, a list of times in 30 minute increments is displayed to help you choose the time. Use the scroll bar to scroll down. Highlight the time to select it. Or you can simply enter a time. If the event lasts all day, you can check the ALL DAY EVENT box instead of selecting a time. 6. If desired, you can set a recurrence pattern. Complete the following steps: Select Recurrence from the Options group on the ribbon. Outlook opens the Appointment Recurrence window.
91 Ensure the Appointment (Start, End and duration) times are correct. Select whether the recurrence pattern is daily, weekly, monthly, or yearly. Enter the recurrence information based on the pattern you selected. Enter the Range of recurrence (start and end dates). Select OK. 7. If desired, include text in the body of the appointment. You can also include pictures or attach files using the Insert tab of the ribbon. 8. Select Save & Close from the appointment Ribbon to save the appointment.
92 Changing Your Calendar View You can view your calendar by the day, by the full week or work week, or by the month. In the month view, you can also control the level of detail. Low detail shows only all day events. Medium detail also shows colored areas where appointments are scheduled. High detail displays the time and some of the subject of the appointments. Select Day to view the current day s appointments. Use the next or previous arrows to switch days.
93 Select Week to view the current week s appointments. Select Show full week to include the weekend or Show work week to hide the weekend. Use the next or previous arrows to change weeks.
94 Select Month to view the current month s appointments. Select Show Low Detail, Show Medium Detail, or Show High Detail from the month tool on the Ribbon to include additional details. Use the next or previous arrows to change months.
95 Editing an Appointment Once you have saved an appointment, you can see the details on the calendar. An example from the month view is displayed below. Double click on the appointment to open it. With the appointment open, you can edit any of the details the same as when originally creating the appointment.
96 Managing Reminders If you set reminders for your appointments, Outlook will remind you of the appointment at the specified time. Outlook opens the Reminder window at the time specified when you set up an appointment. Highlight the desired appointment (if there is more than one displayed). Then you can either: Select a time increment to receive another reminder. Click the down arrow next to Click Snooze to be reminded again in, and select the amount of time. Then click Snooze. Select Open Item to see the appointment details, including any attachments. Select Dismiss to close the Reminder for that item. If it is the only item in the Reminder window, the window closes. If you have several items in the Reminder window (for example, if Outlook has been closed without providing reminders to more than one appointment), you can dismiss all of the reminders at once by selecting Dismiss All.
99 One of the secrets of getting more done is to make a TO DO List every day, keep it visible, and use it as a guide to action as you go through the day. Jean de La Fontaine Topic Ten: An Introduction to Tasks Outlook can help you stay on top of your To Do list with tasks. In this topic, we ll look at creating and editing tasks, as well as updating task status and changing the view of your tasks.
100 Getting Started You may have noticed the pane on the Outlook Home page to the far right, which includes the calendar and any tasks. You can show your task list in this bar to keep your to do list visible while you are reading mail. Select Tasks in the Navigation Pane to open the To Do List. Outlook provides different views for tasks, which we ll cover in another topic. Open the To Do List view from the Navigation pane by selecting Tasks. Task Ribbon:
101 The To Do List pane can be expanded, collapsed, arranged, and searched in the same ways as the Inbox.
102 The Reading Pane displays the selected task or flagged e mail message just like the Reading Pane in the Mail view.
103 Creating a New Task Use the following procedure to create a task both without and with recurrence patterns.. 1. Open a new task either by selecting the New Task tool on the Ribbon, or by pressing Ctrl + N while in the To Do List view. You can also use Ctrl + Shift + K from a view other than the To Do List view from the Outlook Home Page. Outlook opens a new task. 2. Complete the Subject. This information will appear on the To Do bar.
104 3. Select the Start and Due date. When you click on the down arrow next to the date, a mini calendar is displayed to help you choose the date. Use the previous and next arrows to change months. Click the date to select it. Or you can simply enter the date. 4. Select the Status. When you click on the down arrow next to the Status, a list of options is displayed to help you choose the status. Highlight the status to select it. 5. If desired, you can set a recurrence pattern. Complete the following steps: Select Recurrence from the Recurrence group on the Ribbon. Outlook opens the Task Recurrence window.
105 Select whether the recurrence pattern is daily, weekly, monthly, or yearly. Enter the recurrence information based on the pattern you selected. Enter the Range of recurrence (start and end dates). Select OK. 6. If desired, include text in the body of the task. You can also include pictures or attach files using the Insert tab of the ribbon. 7. Select Save & Close from the task Ribbon to save the task. Editing a Task Once you have saved a task, you can see the subject on the To Do Bar. Double click on the task to open it. With the task open, you can edit any of the details the same as when originally creating the task.
106 Updating Task Status The status of a task helps you keep track of items that are in progress and items that are complete. To quickly mark an item complete, simply right click on the flag next to the task. Select Mark Complete from the Context menu. Basic Task Views Your tasks can be viewed as a To Do List, which you have already seen in the Getting Started topic. Tasks can also be shown in a format more like a spreadsheet, which can be filtered and sorted in a variety of ways. The Change View tool on the Ribbon provides a number of different ways to view tasks. Use the following procedure to update a task in the detailed task view..
107 1. Select Detailed from the Change View tool on the Ribbon. 2. Click in the field at the top to add a new task. 3. Enter the Task Subject. Press Tab to go to the next field. 4. Select the Status and press Tab. 5. Select the Due Date and press Tab. 6. Press Tab to skip the Modified field. Outlook uses this field to track tasks that have been modified. 7. Select the Date Completed, if applicable, and press Tab. 8. Press Enter when you have finished entering task details. Tasks can be edited from this list in the same manner as creating a new task. Check the box to the left of the task to mark it complete.
109 Quick Tip: You can add a contact by right clicking on the address when that person sends you an e mail message. Topic Eleven: An Introduction to Contacts Outlook can help you manage your contacts. Contacts can help simplify sending e mail messages. It is also a great place to store phone numbers and mailing addresses, as well as other information about a contact.
110 Getting Started Select Contacts in the Navigation Pane to open the Contacts view. Outlook provides different views for contacts, which we ll cover in another topic. Open the Contact view from the Navigation pane by selecting Contacts. The Contacts Pane displays the selected folder of contacts. The letter tabs on the right side of the Contacts pane. These are used to navigate to that letter in the alphabet in a long listing of contacts.
111 Creating a New Contact Use the following procedure to create a contact.. 1. Create a new contact either by choosing the New Contact tool from the Ribbon, or by using Ctrl + N in the Contact view. You can also use Ctrl + Shift + C from a view other than the Contact view from the Outlook Home Page. Outlook opens a new contact.
112 2. Complete the Full Name. This information will appear on the Contacts list and any e mail messages to this contact. 3. Enter as much additional information about the contact as you like. Outlook provides space for several e mail addresses, phone numbers, and physical addresses. Use the arrow keys to select a new option if you are entering multiple e mail addresses, phone numbers, and/or addresses. 4. If desired, include text in the Notes section of the contact. You can also include pictures or attach files using the Insert tab of the ribbon. 5. Select SAVE & CLOSE to save the Contact when you have finished. Editing a Contact Once you have saved a contact, you can see the contact in the Contacts list. Double click on the contact to open it. With the contact open, you can edit any of the details the same as when originally creating the contact
113 Organizing Contacts Contacts can be arranged into folders, similar to the way e mail messages can be arranged. Folders can be arranged into groups. The groups can be expanded and collapsed to help you organize your contacts. Use the following procedure to add a contacts folder.. 1. Right click in the Navigation pane and select New Folder. Outlook displays the Create New Folder window 2. Enter the Name for the Folder. 3. Highlight the folder where you want to store the new Contacts folder.
114 4. Select OK. Use the following procedure to create a new group to organize folders.. 1. Right Click on the My Contacts group in the Navigation pane and select New Folder Group. Outlook adds a new group. 2. Enter the Name of the new group and press Enter. The arrow to the left of the Group allows you to expand or collapse the group folder.
115 Basic Contact Views Outlook provides a number of different ways to view your contacts. The Current View tool includes a gallery of different view options. Use the Current View gallery in the Ribbon to choose a different view.
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