Advanced Skills. Outlook Module 2. Diocese of St. Petersburg Office of Training

Transcription

1 Advanced Skills Outlook 2010 Module 2 Diocese of St. Petersburg Office of Training Training@dosp.org

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3 TABLE OF CONTENTS Topic One: Getting Started... 1 Workshop Objectives... 2 Topic Two: Customizing Outlook... 3 Customizing the Navigation Pane... 4 Changing the Reading Pane... 7 Changing the To Do Bar... 9 Resizing Panes Topic Three: Adding Word Elements to an E mail Common Formatting Tasks Adding SmartArt Adding Pictures Adding Tables Topic Four: Customizing Your Profile Setting up a Signature Changing Font Theme Changing Stationery Options Enabling or Disabling Automatic Spell Check Topic Five: Advanced E Mail Tasks Adding Voting Buttons Setting the Priority Changing the Message Format Adding a Follow Up Flag Topic Six: Advanced Calendar Tasks Creating a Recurring Appointment... 42

4 Creating a Meeting Request Tracking Meeting Responses Color Coding Appointments Changing Calendar Options About Calendar Groups Create a Recurring Task Assigning a Task Using the Details Tab Setting Task Options Topic Eight: Using Notes Opening the Notes Folder Create a Note Editing a Note Color Coding a Note Changing Note Views Topic Nine: Viewing RSS Feeds Adding an RSS Feed Modifying or Deleting RSS Feeds Viewing a Feed Working with Feed Items Cleaning Up Folders Using Mailbox Cleanup Understanding Data Configurations Archiving Data Backing Up Data Adding a New PST File... 95

5 Closing a PST File Opening a PST File Words to the Wise

6 Give me a fruitful error any time, full of seeds, bursting with its own corrections. You can keep your sterile truth for yourself. Vilfredo Pareto Topic One: Getting Started Welcome to the Microsoft Outlook 2010 Advanced workshop. In this workshop, we ll cover some of the more advanced tasks in Outlook 2010, like customizing your Outlook interface and your profile. You ll learn how to use Word elements in your E mails. This course explains some of the advanced e mail, calendar, and task commands, as well as the Notes feature. You ll also learn about RSS feeds and how to manage and protect your Outlook data. Page 1

7 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: Customize Outlook, including the Navigation Pane, the Reading Pane, and the To Do Bar Understand the Outlook View Tab Split a Document Use Word elements in an E mail, including formatting, SmartArt, Pictures, and tables Set up a Signature Change Font options Change Stationary options Enable or disable automatic spell check Add Voting Buttons Set a message priority Change the message format Add a follow up flag Create a recurring appointment Create and track a meeting request Color code appointments Change calendar options Understand Calendar groups Create a recurring task Assign a task Use the Details tab Set task options Use Notes, including creating, editing, and color coding a note Add, view, modify, and delete an RSS feed Work with feed items Clean up folders Understand data configurations Archive and backup data Add, open or close a new PST file Page 2

8 Quick Tip: Press the TAB key to move from the Navigation pane to the Inbox to the Reading Pane. In the In Box, you can use the up and down arrows to move between different messages. Topic Two: Customizing Outlook Customizing the Outlook window is a powerful way to become more productive when working with Outlook. The first concept we ll cover in this topic is customizing the Navigation pane. We ll also discuss how to change the Reading Pane and the To Do Bar. This topic will explain how to resize panes to customize your Outlook view. We ll also present an overview of the View tab. Page 3

9 Customizing the Navigation Pane The Navigation Pane can be normal, minimized or off. You can select whether or not to include a Favorites area on the Navigation Pane. You can also control the number and order of options that appear on the Navigation pane. Use the following procedure the Navigation Pane command on the View tab. 1. Select the View tab from the Ribbon. 2. Select Navigation Pane. 3. Select Normal, Minimized, or Off to change how the Navigation is displayed. 4. Select Favorites to include or remove this area from the Navigation Pane. Page 4

10 Use the following procedure to use the Navigation Pane Options dialog box. 1. Select the View tab from the Ribbon. 2. Select Navigation Pane. 3. Select Options. Outlook displays the Navigation Pane Options dialog box. 4. Check a box to include the button in the Navigation Pane. Clear the box to remove it. 5. To change the button order, highlight a button name and select Move Up or Move Down. 6. To change the font of the items in the Navigation Pane (not the button labels), select Font. Select the Font, the Font Style, the Size, and if applicable, the Script. Select OK. 7. To reset the Navigation Pane Options to the default settings, select Reset. 8. Select OK to close the Navigation Pane Options dialog box. Page 5

11 Use the following procedure to add or remove buttons from the Navigation Pane. 1. Click the arrow at the bottom of the Navigation Pane. 2. Select Add or Remove Buttons. 3. Select the button to add or remove. Buttons that are visible are highlighted in orange. Page 6

12 Changing the Reading Pane Use the following procedure to view the Reading Pane command on the View tab. 1. Select the View tab from the Ribbon. 2. Select Reading Pane. 3. Select Right, Bottom, or Off to indicate where (or if) the Reading Pane is displayed. Use the following procedure to use the Reading Pane Options dialog box. 1. Select the View tab from the Ribbon. 2. Select Reading Pane. 3. Select Options. Outlook displays the Reading Pane Options dialog box. Page 7

13 Page 8 4. If you consider items read after you have viewed them in the Reading Pane, check the Mark items as read when viewed in the Reading Pane box. If the box is check, enter the number of seconds to wait before marking an item read. 5. Check the Mark item as read when selection changes box to mark items read when the Inbox selection changes to another item. 6. Check the Single key reading using space bar box to use the space bar to navigate the reading pane for scrolling and moving to the next message at the end of each message. 7. Select OK to close the Reading Pane dialog box.

14 Changing the To Do Bar Below is the To Do Bar command on the View tab. 1. Select the View tab from the Ribbon. 2. Select To Do Bar. 3. Select Normal, Minimized, or Off to change how the To Do Bar is displayed. 4. Select Date Navigator to turn on or off the Calendar display in the To Do Bar. 5. Select Appointments to turn on or off the upcoming appointments display in the To Do Bar. 6. Select Task List to turn on or off the Task List display in the To Do Bar. 7. Select Quick Contacts (if applicable) to turn on or off the Quick Contacts display in the To Do Bar. Page 9

15 Use the following procedure to use the To Do Bar Options dialog box. 1. Select the View tab from the Ribbon. 2. Select To Do Bar. 3. Select Options. Outlook displays the To Do Bar Options dialog box. 4. Check the applicable box to show that item in the To Do Bar. 5. Select OK to close the To Do Bar Options dialog box. Use the following procedure to rearrange the way the tasks are organized. 1. Right click the Arrange By heading for the To Do List in the To Do Bar. 2. Select the option from the context menu. Page 10

16 Resizing Panes You can resize any pane in Outlook 2010 to make the panes you need larger and the less important panes smaller. Just click and drag the dividers. If you want to return the sizing to the original settings, you can always reset the view. Use the following procedure to resize a pane. 1. Hover the mouse over the edge of the area you want to resize. 2. The cursor changes to an icon with two arrows. 3. Drag the divider to the new location. Use the following procedure to reset the view. 1. Select the View tab from the Ribbon. 2. Select Reset View. Outlook displays a message to make sure you want to reset the view. 3. Select OK. Page 11

17 Information is a source of learning. But unless it is organized, processed, and available to the right people in a format for decision making, it is a burden, not a benefit. William Pollard Topic Three: Adding Word Elements to an E mail This topic will help you learn how to format text in your mail messages, appointments, or other Outlook items. It also explains how to add SmartArt, pictures, and tables to enhance your Outlook items even further. Page 12

18 Common Formatting Tasks There are several tools to help you format the characters and paragraphs in your Outlook items. You can change the font family, size, and color, as well as adding font enhancements like bold face and italics. You can also highlight text. You can create bulleted or numbered lists and control the indentation of your paragraphs. You can also change the alignment and the paragraph spacing. To follow are the formatting tools available on the Message tab in an message. Page 13

19 Use the following procedure to format font characteristics. The Font family is used in the following example. 1. Highlight the text you want to change by clicking and dragging over the selected text. 2. Select the arrow next to the Font name to see the list of fonts. Page 14

20 Page As you hover the mouse over the font names, Outlook displays a preview of that font on the selected text. Select the new Font family to change the font.

21 The bulleted list is used in the following example. Use the following procedure to format paragraph characteristics. 1. Place your cursor anywhere in the paragraph you want to format. You can select multiple paragraphs to format them the same way. 2. Select the Alignment tool and select the desired paragraph alignment. Page 16

22 Adding SmartArt SmartArt is a set of pre defined graphics to help you convey different types of information. SmartArt includes templates for lists, processes, cycles, hierarchies, relationships, matrices, pyramids, and pictures. You can insert a SmartArt graphic anywhere in your document. Use the following procedure to insert SmartArt. 1. Select the Insert tab from the Ribbon. 2. Select the SmartArt icon. 3. In the Choose a SmartArt Graphic dialog box, select the category on the left. Then you select the item in the middle. The right shows a preview of the item. Select OK to insert the content. Page 17

23 Outlook inserts the selected SmartArt graphic in the message at the current cursor position. 4. Enter the text for the selected SmartArt graphic in the provided popup box. Page 18

24 Adding Pictures Use the following procedure to insert a picture from a file. 1. Select the Insert tab from the Ribbon. 2. Select Picture. 3. Navigate to the location of the file on your computer or other media and highlight the file you want to insert. 4. Select Insert. Outlook inserts the picture. Page 19

25 Adding Tables Use the following procedure to insert a table. 1. Select the Insert tab from the Ribbon. 2. Select Table. 3. Highlight the number of rows and columns that you want to insert. Outlook inserts the table in the mesage at the current cursor position. Page 20

26 A signature always reveals a man s character and sometimes even his name. Evan Esar Topic Four: Customizing Your Profile In this topic, you ll learn how to create a signature to include at the bottom of messages. You ll learn how to change the font options for your message. You ll also learn how to change the stationery options. Finally, we ll take a look at how to enable or disable automatic spell checking in Outlook Page 21

27 Setting up a Signature You can set up a signature to appear at the bottom of your messages. You can set up multiple signatures and select which one should appear at the bottom of a given message. Use the following procedure to create a signature. 1. Select Signature from the Message tab of the Ribbon. 2. Select Signatures to open the Signatures dialog box. 3. Select New to create a new signature. Page 22

28 4. Enter the name for the signature and select OK. 5. In the Edit Signature area, enter the signature text. Use the Font face, Size, Bold, Italics, Underline, Color, and Paragraph alignment tools to get the signature line looking like you want it. You can also insert a Business card (from your Contacts in Outlook) or insert a picture or a hyperlink to a website. Select Save when you have finished. Page 23

29 You can also Delete a signature you no longer want, or Rename a signature. Use the following procedure to select a default signature. 1. Under Choose default signature, select the E mail account for which you want to set up an automatic signature. 2. Select the signature from the drop down list for New Messages. 3. Select the signature from the drop down list for Replies/forwards. 4. Select OK to close the Signatures dialog box. Use the following procedure to include a signature in an message when not using automatic signatures. 1. Select Signature from the Message tab of the Ribbon. 2. Select the signature you want to use. 3. Outlook inserts the signature at the current cursor location in the message. Page 24

30 Changing Font Theme You can use Outlook s Theme fonts to create a more unified and professional look to your messages. You can easily change from one font theme to another. Use the following procedure to change the font options. 1. Select the Options tab from the Ribbon. 2. Select Fonts. 3. Select the Theme Font set you would like to use. 4. Select Create New Theme Fonts to create your own font options. Page 25

31 Outlook displays the Create New Theme Fonts dialog box. 5. Select a Heading font from the drop down list. 6. Select a Body font from the drop down list. 7. Enter a Name for the custom font set. 8. Select Save. Page 26

32 Changing Stationery Options You can create stationery options to enhance your messages. The Stationery option also allows you to set default fonts for new messages, replies, or plain text messages. Use the following procedure to change the stationery options. 1. Select Signature from the Message tab of the Ribbon. 2. Select Signatures to open the Signatures dialog box. 3. Select the Personal Stationery tab. 4. Select Theme to select a new stationery set. Page 27

33 5. Highlight a Theme to preview it. Select OK to use the theme. 6. The theme will be applied to the next new message you create. Use the following procedure to select default fonts for messages when not using a theme. 1. Select Signature from the Message tab of the Ribbon. 2. Select Signatures to open the Signatures dialog box. 3. Select the Personal Stationery tab. 4. Select Font next to New Messages, Replying or Forwarding Messages, or Composing and reading plain text messages to open the Font dialog box. Page 28

34 5. Select the font you want to use for the selected type of messages and select OK. Page 29

35 Enabling or Disabling Automatic Spell Check You have Outlook automatically check your spelling before you send messages. You can also control what types of items Outlook checks when performing the spell check. Use the following procedure to turn on the automatic spell check. 1. Select the File tab from the Ribbon to open the Backstage view. 2. Select Options. 3. Select the Mail tab. Page 30

36 Page Check the Always Check Spelling before sending box to enable automatic spell check. Clear the box to disable this feature.

37 5. Select Spelling and Autocorrect to open the Spelling and Autocorrect Options dialog box. Page 32

38 Quick Tip: To find out whether your message has been opened, request a Read Receipt for your message. Topic Five: Advanced E Mail Tasks This topic explains some advanced e mail tasks. You ll learn how to add voting buttons to your messages. You ll also learn how to set priority to your messages to let your readers know how important your message is. This topic explains how to change the message format to make sure readers with limited engines can still read your message. Finally, you ll learn how to add a follow up flag. Page 33

39 Adding Voting Buttons Voting buttons allow you to ask for one of two or three options with an message. You can use one of the following standard options, or you can create your own text for a decision between two options: Approve or Reject Yes or No Yes, No or Maybe Use the following procedure to add voting buttons to an message. Select the Options tab from the Ribbon. 1. Select Use Voting Buttons. 2. Select the Voting option. Page 34

40 Use the following procedure to create a custom voting button set. 1. Select the Options tab from the Ribbon. 2. Select Use Voting Buttons. 3. Select Custom. 4. Select a starting point for your voting buttons from the Use voting buttons drop down list. Make sure the box is checked. 5. Enter the new text for your voting buttons. Page 35

41 Setting the Priority You can set messages to have a priority of High Importance or Low Priority to give your readers an idea about the importance of the message. The Properties dialog box allows you to change the Priority or the sensitivity, so that you can mark a message as confidential. Use the following procedure to mark a high or low priority to a message. 1. Select the High Importance or Low Priority tool from the Message tab on the Ribbon. 2. To remove the priority, select it again from the Message tab of the Ribbon. Use the following procedure to open the Properties dialog box. 1. Select the small square in the Tags area of the Message tab of the Ribbon. Page 36

42 Outlook displays the Properties dialog box. 2. Select the Importance from the drop down list to set the priority. 3. Select the Sensitivity from the drop down list to use a confidential or other sensitivity setting. 4. Select Close when you have finished. Page 37

43 Changing the Message Format There are three formats available for messages: HTML, plain text, and rich text. HTML and rich text allow formatting. Plain text allows for very little formatting. However, plain text messages take up less space and may be more user friendly on some devices or computers. Rich text allows for formatting, but can only be read by Microsoft Exchange or Microsoft Outlook. HTML allows formatting as is readable by most programs. Use the following procedure to change the message format. 1. Select the Format Text tab from the Ribbon. 2. Select the format you want to use (HTML, Plain Text, or Rich Text). 3. If you select Plain Text, you get the following message. 4. Select Continue. Page 38

44 Adding a Follow Up Flag When you add a follow up flag, Outlook adds the message to your To Do list. You can use this to give yourself a reminder to complete some action related to the message. Use the following procedure to add a follow up flag to an message. 1. Highlight the message you want to add a follow up flag to in the Inbox. 2. Select the Home tab on the Ribbon. 3. Select Follow Up. 4. Select the date you would like to follow up on the message. Page 39

45 Use the following procedure to set a custom date for a follow up flag. 1. Select Follow Up from the Home tab on the Ribbon. 2. Select Custom. 3. Select the action for the flag from the Flag To drop down list. 4. Select the Start date from the drop down calendar. 5. Select the Due date from the drop down calendar. 6. Check the Reminder box if you would like to set a reminder. Select the date for the reminder from the drop down calendar. Select the Time for the reminder from the drop down list. Page 40

46 Don't be fooled by the calendar. There are only as many days in the year as you make use of. Charles Richards Topic Six: Advanced Calendar Tasks This topic will explain how to perform some advanced calendar tasks. You ll learn how to create a recurring appointment. You ll also learn how to create a meeting request and track meeting responses. You ll learn about categories, which will allow you to color code your appointments. This topic explains how to change your calendar options. It also explains calendar groups. Page 41

47 Creating a Recurring Appointment You can set up a recurring appointment for regularly scheduled appointments or activities. Use the following procedure to create a recurring appointment. 1. Select New Appointment from the Home tab on the Ribbon. 2. Enter the Subject and Location for the first occurrence of the appointment. 3. Enter the Start time and End time for the first occurrence of the appointment. 4. Select Recurrence from the Appointment tab of the Ribbon. 5. The Appointment time details are the same as you entered on the Appointment. Enter the Recurrence Pattern and the Range of Recurrence. Select OK. Page 42

48 Page Complete the other Appointment details (such as reminder options and any additional information about the appointment) and select Save & Close.

49 Creating a Meeting Request A meeting request differs slightly from an appointment in that you invite attendees to meetings. When the attendees accept the meeting request, the meeting is added to their calendars, as well, using the options you set in the meeting request. Use the following procedure to create a meeting request. 1. Select New Meeting from the Home tab on the Ribbon. Page 44

50 Outlook opens a new meeting request. 2. Select the To (recipients) just as you would for sending an message. 3. Select the Subject, Location, start time, End time, and any additional details in the body of the appointment just as you would for an appointment. The recipients can read anything in the body (or attachments) just as if it were an message. 4. Select Send. Page 45

51 Tracking Meeting Responses When the attendees read your meeting request, they will indicate whether they can attend the meeting or not. The default Respond options are Accept, Tentative, or Decline. If you have allowed it, the attendees may be able to propose a better time for the meeting. Use the following procedure to view a meeting response. 1. Meeting responses arrive in your Inbox like an message. Select the message to open it. Note the number of Accepted, Tentative, and Declined responses. Page 46

52 You can move the response to another folder or delete it. Deleting the response does not remove it from your calendar. Page 47

53 Color Coding Appointments You can color code your appointments and meetings on your calendar to help you see at a glance what type of appointments you have coming up. Color coding uses categories. Use the following procedure to color code appointments. 1. On the Calendar, highlight the appointment you want to color code. 2. Select Categorize from the Appointment tab on the Ribbon. 3. Select the Color Category you want to use. 4. If it is the first time you have used that color, Outlook displays the Rename Category dialog box. Page 48

54 5. Enter the Name of the Category and select Yes. Here is a sample calendar with color coding. Page 49

55 Changing Calendar Options The Calendar Options dialog box allows you to change the settings for calendars, meetings, and time zones. Use the following procedure to open the Calendar Options dialog box. 1. Select the small square in the Arrange area on the Home tab of the Ribbon in calendar view. Outlook displays the Outlook Options dialog box, open to the Calendar tab. YOU CAN SET YOUR STANDARD WORK HOURS, YOUR CALENDAR OPTIONS, AND YOUR DISPLAY OPTIONS. Page 50

56 The Default Reminders check box allows you to select a time period before a scheduled appointment or meeting to give you a reminder. Allow attendees to propose new times for meetings allows any meeting invitee to propose a new time for a meeting request. Select a default response for when you send new meeting times by selecting an option from the drop down list. Select the Add Holidays button to select the country holidays you want to add to your calendar. Select the Free/Busy Options button to indicate how to you want to publish free/busy times on your calendar on the server. To enable an alternate calendar, check the box and select the language and the calendar from the drop down lists. Check the When sending Meeting request outside of your organization, use the icalendar format to indicate how you want meeting request to be sent. Check the Show the bell icon on the calendar for appointments and meetings with reminders box to use the reminder icon. Page 51

57 About Calendar Groups You can have multiple calendars to segregate certain types of appointments so that you do not have to view everything on your calendar at the same time. For instance, you may have a calendar that just includes birthdays, a calendar with your work appointments, and a personal calendar for your family commitments and doctor s appointments. Or you can view a separate calendar for each person on your team.. You can put your calendars into groups to help manage them. Use the following procedure to Open Calendar tool. 1. Select Open Calendar from the Home tab on the Ribbon. 2. Select one of the options to open a new calendar. Use the following procedure to create a new calendar group. 1. Select Calendar Group from the Home tab on the Ribbon. 2. Select Create New Calendar Group. 3. Enter the Name for the calendar group and select OK. Page 52

58 4. Highlight the Contacts you want to include in the Calendar Group and select Group Members. 5. When you have selected all of the Group Members, select OK. Page 53

59 The calendar appears in the newly created group. You can easily drag a calendar from one group to another, or right click the calendar or groups to see additional options in the context menu. Page 54

60 The secret of getting ahead is getting started. The secret of getting started is breaking your complex overwhelming tasks into small manageable tasks, and then starting on the first one. Mark Twain Topic Seven: Doing More with Tasks This topic will explain how to work with other objects to enhance your documents even further. You ll learn how to add a cover page to your document. You ll also learn about WordArt. This topic also explains how to draw shapes and add text boxes. Page 55

61 Create a Recurring Task Use the following procedure to create a recurring task. 1. Select Tasks from the Navigation Pane. 2. Select New Task from the Home tab on the Ribbon. 3. Enter the Subject for the first occurrence of the task. 4. Enter the Start date and Due date for the first occurrence of the task. 5. If desired, select the Status, Priority and % Complete for the first occurrence of the task. 6. Select a Reminder for the first occurrence of the task, if desired. 7. Select Recurrence from the Task tab of the Ribbon. 8. Enter the Recurrence Pattern and the Range of Recurrence. Select OK. Page 56

62 Page Complete the other Task details (such as any additional information about the task) and select Save & Close.

63 Assigning a Task You can assign a task to another person who uses Outlook. This allows you to create the task details, and send it like an message to the recipients, where it is added to their To Do Lists. Use the following procedure to assign a task. Select New Task from the Home tab on the Ribbon. 1. Select Assign Task. Page 58

64 2. Select the To (recipients) just as you would for sending an message. 3. Select the Subject, Start Date, Due Date, Status, Priority, % Complete, and any additional details in the body of the task just as you would for any task. The recipients can read anything in the body (or attachments) just as if it were an message. 4. Select Send. Page 59

65 Using the Details Tab Use the following procedure when using the Details area for a task. 1. Select New Task from the Home tab on the Ribbon. 2. Select Details. 3. You can track the following information: Date completed Total work Actual work Mileage Billing Information Company When you edit assigned tasks, you can select the Create Unassigned Copy button. Outlook displays the following message: Select OK if you no longer want to receive updates for the assigned task. Page 60

66 Setting Task Options The Tasks tab on the Outlook Options dialog box allows you to set options for reminders, assignments, colors, the Quick Click setting, and your standard work hours. Use the following procedure to set the Task options. 1. Select the File tab from the Ribbon to open the Backstage view. 2. Select Options. 3. Select the Tasks tab. 4. Complete the task options as desired: Check the Set Reminders on tasks with due dates box to have a default reminder for tasks. If the box is checked, select the default reminder time from the drop down list. Check the Keep my task list updated with copies of tasks I assign to other people box to help you manage all of your tasks, even the delegated tasks. Check the Send status report when I complete an assigned task box to generate an for completed assigned tasks. Select an Overdue task color from the drop down list. Select a Completed task color from the drop down list. Page 61

67 Select Quick Click to set a flag when you single click on the flag icon on any item in Outlook. Select a flag from the drop down list and select OK. Set the number of hours of task working hours per day and per week by entering the number or using the up and down arrows to select the numbers. Select OK when you have finished. Page 62

68 When your heart speaks, take good notes. Judith Campbell Topic Eight: Using Notes This topic explains how to use the Notes feature in Outlook You ll learn how to open the Notes folder and create a note. You ll also learn how to edit a note. This topic shows you how to color code your notes using Categories. Finally, you ll learn how to change note views. Page 63

69 Opening the Notes Folder If the Notes icon is not showing on the Navigation pane, you can show more icons on the Navigation pane so that it is showing. Use the following procedure to show more or fewer buttons on the Navigation Pane. 1. Click the arrow at the bottom of the Navigation Pane. 2. Select Show More Buttons or Show Fewer Buttons. If you select Show More Buttons, Outlook adds to the display the first button from the minimized buttons on the bottom. If you select Show Fewer Buttons, the last button in the list is minimized to the group on the bottom. Page 64

70 Use the following procedure to open the Notes folder. 1. Select the Notes icon or tab from the Navigation pane. Page 65

71 Use the following procedure to open the Notes folder from the Folder List. 1. Select the Folder List icon from the Navigation Pane. 2. Select the Notes icon. Step Two Step One Page 66

72 Create a Note Use the following procedure to create a new note. 1. Select New Note from the Home tab of the Ribbon (with the Notes folder visible). 2. Begin typing. 3. You can resize a note by dragging the bottom right hand corner to the new size. 4. Select the X in the top right hand corner to close. Or you can press the ESC key. Page 67

73 Editing a Note You can change any note that you have previously added. Just open and correct, delete, or add to the text. Close it to save your changes. Use the following procedure to edit a note. 1. Highlight the Note in the Notes view. 2. Press the Enter key or double click on the note to open it. 3. You can add, edit, or delete text in the note as needed. Page 68

74 Color Coding a Note Use the following procedure to color code a note. Highlight the Note in the Notes view. 1. Select Categorize from the Home tab on the Ribbon. 2. Select the Category you want to use. Page 69

75 Changing Note Views You can view your notes by thumbnail icons as we have seen or as a notes list. You can also show a list of only the notes from the last seven days. The Manage View dialog box allows you to customize your notes view even further, with tools like sorts and filters. Use the following procedure to change to a different Notes view. 1. Select a new view from the Current View area on the Home tab of the Ribbon. Use the following procedure to utilize the Manage Views dialog box. 1. Select the small down arrow in the Current View area on the Home tab of the Ribbon. Page 70

76 2. Select Manage Views. 3. Select one of the listed views and select Modify. Page 71

77 Page The Advanced View Settings dialog box allows you to change the sorting options, the filtering options, and other settings. Select OK when you have finished. Select OK or Apply View in the Manage Views dialog box.

78 By offering RSS feeds which is one of the hottest technologies on the Internet right now our customers can subscribe to the exact, updated information they need. Bob Parsons Topic Nine: Viewing RSS Feeds This topic explains how to use Really Simple Syndication (RSS) feeds, which is a way to feed web content directly to your Inbox whenever a website is updated. You ll learn how to add an RSS feed to Outlook You ll learn how to modify or delete RSS feeds. This topic also explains how to view a feed and work with feed items. Page 73

79 Adding an RSS Feed Use the following procedure to subscribe to an RSS feed. Microsoft Security alerts are used in this example. 1. Navigate to the website to which you want to subscribe. 2. Click on the RSS feed icon. 3. Your browser opens to the XML page of the website. If you select the Subscribe to this feed link, you will be subscribed in your browser, but not in Outlook. Instead, go to the address bar and select the address. Copy it by pressing CTRL C. 4. Return to Outlook. From the Mail view or the Folders list, right click on RSS Feeds. 5. Select Add a New RSS Feed from the context menu. Page 74

80 6. Outlook displays the New RSS Feed dialog box. Paste the address you copied from the website by pressing CTRL V. 7. Select Add. 8. Outlook displays a warning message. Select Yes if you trust the source. Page 75

81 Modifying or Deleting RSS Feeds Use the following procedure how to modify an RSS feed. Select the File tab to open the Backstage View. 1. Select the Account Settings from the Account Settings button. 2. In the Account Settings dialog box, select the RSS Feeds tab. 3. Select the feed you want to modify and select Change. Page 76

82 Outlook opens the RSS Feed Options dialog box. 4. You can make the following changes: Change the Feed Name by entering a more descriptive name for your use. Select Change Folder to select a new location where Outlook will deliver new feed content. Select whether to download enclosures for the RSS feed. Make sure that you trust the source before checking this. Select Download the full article as an HTML attachment to see articles in HTML instead of the simpler XML format. Check the Update Limit box to limit how often RSS feeds are updated. 5. Select OK to save your changes. Page 77

83 Use the following procedure to delete an RSS feed. 1. In the Account Settings dialog box, select the RSS Feeds tab. 2. Select the feed you want to modify and select Remove. Outlook displays a warning message. 3. Select Yes. Page 78

84 Viewing a Feed When you add a feed, Outlook begins receiving feeds in the selected folder. The items are listed and arranged in the middle pane like your Inbox. You can read a highlighted item in the Reading pane. Page 79

85 Working with Feed Items You can download or view RSS content in HTML. You can also share a feed. You can move, forward and delete feed content just like an message. You can also categorize and set follow up flags. Below are the tools available for RSS feed items. Download Content Share This Feed View Article Forward Categorize Flag for Follow up Page 80

86 We are drowning in information and starved for knowledge. Anonymous Topic Ten: Managing Outlook Data, Part One With use, your Outlook Inbox can get unmanageable or overwhelming unless you perform some maintenance. This topic explains two methods of cleanup: how to clean up folders and how to use mailbox cleanup. You ll also learn about data configuration. Finally, you ll learn how to archive old data. Page 81

87 Cleaning Up Folders You can cleanup any folder in Outlook 2010 to have Outlook automatically delete any redundant messages. The Conversation Cleanup settings in the Outlook Options dialog box allow you to control what types of messages get moved to the Deleted Items area. Use the following procedure to clean up a folder. 1. Right click on the folder you want to clean up in the Navigation pane. 2. Select Clean Up Folder from the context menu. Outlook displays the Clean Up Folder dialog box. 3. To see the settings, select Settings. Page 82

88 Outlook displays the Outlook Options dialog box. 4. Scroll down within the Mail tab to see the Conversation Clean Up area. You can select a new folder for the items that will be cleaned up. Check or clear the other boxes to indicate what types of messages will go to the selected clean up folder. When you have finished, select OK. 5. To clean up the selected folder, select Clean Up Folder on the Clean Up Folder dialog box. Outlook deletes any messages that match your settings and move them to the default clean up folder (may be your deleted items folder). Page 83

89 Using Mailbox Cleanup The mailbox cleanup tool allows you to perform several actions to help reduce the size of your Outlook file, including finding items older than a certain number of days or items larger than a certain size. It shows any items that meet the criteria separately, where you can move or delete them. You can also use mailbox cleanup to view your mailbox size, auto archive old items, or empty your deleted items folder. Use the following procedure to open the Mailbox Cleanup tool. 1. Select the File tab from the Ribbon to open the Backstage View. 2. Select Cleanup Tools. 3. Select Mailbox Cleanup. Page 84

90 Outlook displays the Mailbox Cleanup dialog box. THE MAILBOX CLEANUP OPTIONS. Select View Mailbox Size to view the total size of your mailbox. To locate old items, select Find items older than n days and enter a number between 1 and 999. Select Find. To locate large items, select Find items larger than n kilobytes and enter a number between 1 and Select Find. To move older items in your mailbox to an archive Outlook Data File (.pst), select AutoArchive. elect View Deleted Items Size to view the size of your Deleted Items folder. Select Empty to empty your Deleted Items folder. Select View Conflicts Size to view the size of your Conflicts folder. Select Delete to delete the contents of your Conflicts folder. Page 85

91 Understanding Data Configurations Outlook 2010 creates the following types of files: Outlook data file (.pst) Outlook data file (.ost) Offline Address Book (.oab) Command bar and menu customizations (.dat) Navigation pane settings (.xml) Signatures (.rtf,.txt,.htm) Stationery (.htm) Dictionary (.dic) Templates (.oft) Send/Receive Settings (.srs) Message (.msg,.htm,.rtf) The following table explains the different data configuration files for Outlook The top locations are for Windows 7 or Vista. The bottom is for Windows XP. Name Where it is located Description Outlook Data File (.pst) Outlook Data File (.ost) Offline Address Book (.oab) Documents\Outlook Files folder OR My Documents\Outlook Files folder drive:\users\user\appdata\local\microsoft\outl ook OR drive:\documents and Settings\user\Local Settings\Application Data\Microsoft\Outlook drive:\users\user\appdata\local\microsoft\outl ook OR drive:\documents and Settings\user\Local Settings\Application Data\Microsoft\Outlook The Outlook Data files include your messages, calendars, contacts, tasks, and notes. Outlook is required to open these files. This Outlook data file synchronizes items from the Exchange server. Your data remains on the server, so you can recreate this file on a new computer without having to back it up. Microsoft Exchange Server accounts create an.oab file to include names, addresses, titles, and office locations from the Global Address List. This file is created and updated automatically. drive:\users\user\appdata\roaming\microsoft\ This.dat file stores information about Page 86

92 Command bar and menu customizations (.dat) Navigation Pane settings (.xml) Signatures (.rtf,.txt,.htm) Stationery (.htm) Dictionary (.dic) Templates (.oft) Send/Receive settings (.srs) Outlook\outcmd.dat OR drive:\documents and Settings\user\Application Data\Microsoft\Outlook\outcmd.dat drive:\users\user\appdata\roaming\outlook\pr ofile name.xml OR drive:\documents and Settings\user\Application Data\Microsoft\Outlook\profile name.xml drive:\users\user\appdata\roaming\microsoft\s ignatures OR drive:\documents and Settings\user\Application Data\Microsoft\Signatures drive:\program Files\Common Files\Microsoft Shared\Stationery OR drive:\program Files (x86)\common Files\Microsoft Shared\Stationery OR drive:\program Files\Common Files\Microsoft Shared\Stationery drive:\users\user\appdata\roaming\microsoft\u Proof OR drive:\documents and Settings\user\Application Data\Microsoft\UProof drive:\users\user\appdata\roaming\microsoft\t emplates OR drive:\documents and Settings\user\Application Data\Microsoft\Templates drive:\users\user\appdata\roaming\microsoft\ Outlook OR drive:\documents and Settings\user\Application Data\Microsoft\Outlook any command bar or menu customizations you have made in Outlook. This.xml file includes information about the contents of the Navigation pane, including folders you have created. These files include information about any signatures you have created. These files include information about any stationery you have created. This file includes information about words you have added to the Outlook spelling dictionary. This file include information about any templates you have created. This file include customized send/receive setting information. Page 87

93 Archiving Data You can archive old information automatically or manually. This allows you to save old messages and retrieve them if you ever need to, without having such a large Outlook data file that it compromises your computer s performance. After you have used Outlook awhile, you may get a message asking whether you want to auto archive old messages now. Use the following procedure to manage the Auto Archive settings. 1. Select the File tab from the Ribbon to open the Backstage View. 2. Select Options. 3. Select the Advanced Tab. 4. Select AutoArchive Settings. Page 88

94 5. If the Run AutoArchive Every Days box is checked, you can set your auto archive settings. 6. After you have selected your settings, select OK to close. Page 89

95 Use the following procedure to archive old items. 1. Select the File tab from the Ribbon to open the Backstage View. 2. Select Cleanup Tools. 3. Select Archive. Page 90

96 Page You can select what, how, and where you want to archive items. Select OK to perform the archive. Outlook creates a file that you can view in your Navigation pane.

97 Topic Eleven: Managing Outlook Data, Part Two Back up my hard drive? How do I put it in reverse? Anonymous In this module, we ll talk more about managing your Outlook data. Outlook stores all of your messages, contact information, calendars, tasks and other items in a Personal Storage Folder (PST). You ll learn how to backup your Outlook data. You ll learn how to add a new PST file. You ll also learn how to open and close a PST file. Page 92

98 Backing Up Data Outlook can help you locate your PST file. You must close Outlook 2010 before you can move or copy your PST file. Once Outlook is closed, you can backup your PST file to a flash drive, CD or other location for safekeeping. Use the following procedure to back up Outlook data. 1. Select the File tab from the Ribbon to open the Backstage View. 2. Select Account Settings. Select the Account Settings option to open the Account Settings dialog box. 3. Select the Data Files tab. 4. Select the file you want to backup (the default PST file is marked with a check). 5. Select Open File Location Page 93

99 6. Windows Explorer opens to the file location. Leave this window open. 7. Close the Account Settings dialog box in Outlook. 8. Close Outlook. You cannot move or copy Outlook files while Outlook is open. 9. Return to the Windows Explorer window displaying your Outlook files. 10. Copy the files to your desired media. Page 94

100 Adding a New PST File You can use multiple PST files to help you organize your Outlook data. The default file will show your default Inbox, calendar, contacts, and tasks, but you can store any of these types of data in another PST file to manage the size of your Outlook data file. Creating a new Outlook data file is simple. Use the following procedure to create a new Outlook data file. 1. Select New Items from the Home tab on the Ribbon. 2. Select More Items. 3. Select Outlook Data File. Page 95

101 4. In the Create or Open Outlook Data File dialog box, enter the name for the new file in the File Name field. This name will be displayed in the Navigation Pane. 5. Select OK. Outlook displays the Create Outlook Data File Password dialog box. Page 96

102 6. Enter a password twice to password protect your new data file. You can leave the fields blank if you do not want to require a password for this file. 7. Select OK. Look for the new item in the Navigation Pane. Page 97

103 Closing a PST File You can close a PST file that you are not currently using, such as an archive file or a PST file you have created for a special project. Use the following procedure how to close an Outlook data file. 1. Right click on the item in the Navigation pane that you are not currently using. 2. Select Close from the context menu. 3. Look in the Navigation Pane. The item is no longer listed. Page 98

104 Opening a PST File If you want to open a PST file that you do not have open, such as an archive file, a PST file you created, or a backup file, you use the Backstage View to open the file just as with other Microsoft Office applications. Use the following procedure how to open an Outlook data file. 1. Select the File tab from the Ribbon to open the Backstage View. 2. Select Open. 3. Select Open Outlook Data File. Page 99

105 Outlook opens the Open Outlook Data File dialog box. 4. Select the file you want to open. If you are opening a backup, you will need to navigate to the backup file location. 5. Select OK. Page 100

106 Words to the Wise Customize the Outlook interface so that it works best for how YOU use Outlook. Make your messages more interesting by adding formatting, SmartArt, pictures, and tables. Use signatures and stationery to personalize your messages. Add voting buttons to your messages to collect information. Create recurring appointments for your regularly scheduled activities. Create meeting requests and track your attendee responses. Use categories to color code your messages, appointments, tasks, and notes. Assign tasks to other people and receive status reports. Use notes to record miscellaneous information. Stay informed with RSS feeds. Stay on top of the size of your Outlook file by cleaning up old data. Back up your Outlook file regularly! Page 101