1 P age. Outlook Set Up Options

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1 Outlook Set Up Options 1. Layout: Six Main Areas On The Main Screen: Menus, Toolbars, Navigation Pane/Folder List, Information Viewer, Reading Pane, To-Do Bar/Pane 2. Interface: Once an Item Is Opened Microsoft Office Button Quick Access Toolbar Ribbon Mini Toolbar Customizing the Quick Access Toolbar 3. Understanding and Customizing Toolbars Add a Frequently-Used Command or Field to Your Toolbar. If You Goof Up, Revert to the Default. Show Your Full Menus (So You Don t Click or Wait For Them to Expand) 4. Navigation Pane Changes The Ten Main Modules Use the Configure Button to Customize the Views You Use Frequently 5. Operations: The Outlook Cockpit There Are SIX Basic Ways to do Things in Outlook. Read/View Messages and Information. Turn on the Spelling Checker. Show the Help Menu. Turn on Screen Tips. 6. Views: Changing How You Slice and Dice Your Data Start Up in a Specific Area of Outlook (Calendar, Inbox, etc.). View Different Folder Lists. Sort Your Data. Group Your Data in Related Clumps. 7. Columns: Have It Your Way: Add, Remove, Move, Widen/Shrink, Format 8. Folders: It s Not Just For Create an Umbrella Folder. Create Personal Folders. Insert Calendar, Note, Task, and Contact Folders. You Don t HAVE to Use Outlook Folders to Save Your s. 9. What Is Outlook Today? 10. Other Customization Options and Settings Empty the Deleted Items Upon Exiting. Change the Font You Use to Compose s. Change the Font and Size for Messages in List View. 1 P age

2 1. Manage Your Inbox. Remove the Attachment from a Message. Use Automatic Formatting. Make Notes in Someone Else s Message. Use the Out Of Office Assistant Creatively. Add Reminders to Your Flags to Follow Up on . Set a Reminder on an for Someone ELSE. Create a Distribution List. Put a Sender in Your Junk Mail List. Use AutoName. Tag Your Comments with Your Name within an . Use Stationery to Dress Up an . a Document Directly from an Office Application. Set Even More Options. Find Related Messages. View Any Two Outlook Folders at the Same Time. 2. Use Drafts, Outbox, and Sent Items. Use Draft s as a Reminder. Use Outbox to Draft When off Line. Resend a Sent Item. Use Sent Items to Set a Reminder. Send a Previously Sent Item as an Attachment. To Do Lists 1. Turn on, Modify, and Filter the Daily To-Do List. 2. Enter a New Task with Minimal Information. 3. Create a New Task. 4. Schedule a Recurring Task. 5. Create a Regenerating Task. 6. Remove Completed Tasks from the List Rather than Cross Them Out. 7. Change the View in Your To-Do Bar to Make Sort Via Start Date. 8. Change Your To-Do Bar Preferences. 9. Capture an as a Task on the Task Pad. 10. Collapse Your Tasks on Your Calendar View. 11. Assign a Task to Someone Else. 12. View Assigned Tasks by Person Responsible. 13. Send a Status Update to the Assignor. 14. Modify Your Master Categories List. 15. Tag a Task with a Category. 16. Use Outlook for Project Management. 17. View Tasks for by Category/Project. 18. Filter the View to Sort Your Tasks. 19. Change the Task Options. 20. Print a Paper To-Do List. 21. Find a Task 22. Create Task Folders. 23. Schedule a Task Directly from Your Calendar. Outlook Calendar Training Tasks 1. Create a New Appointment for Yourself. 2. Create a New Recurring Meeting. 3. Share Your Calendar with Others. 2 P age

3 4. Set Your Default Permission Level. 5. Turn an Appointment into a Meeting Invitation. 6. Compare Multiple Calendars to Find an Open Meeting Date/Time. 7. Make Changes or Reschedule a Meeting. 8. Process Meeting Requests and Responses for Someone Else. 9. Schedule or Update a Meeting for Someone Else. 10. Track Meeting Responses. 11. Cancel a Meeting. 12. Jump to a Date on the Calendar Without Clicking. 13. Change the View of Your Calendar. 14. Display the Date Navigator to Easily Copy an Appointment. 15. Set Calendar Options. 16. Change the Color Labels in Your Calendar. 17. View Your Meetings by Category. 18. Create Separate Calendars. 19. Capture an as a Calendar Item. 20. Schedule Tasks from Your Task Pad on Your Calendar. 21. Print a Paper To-Do List. 22. Send Someone Else Your Calendar Via . Notes Category Lists, Clippings, Internet, Random Thoughts, Contact Info Create a New Note. Create Note Folders. Keep Project Notes in Folders. Move Notes between Folders. Copy a Note. Copy Information from Another Microsoft Application. Forward a Note. Insert the Text of a Note into an . Assign a Category to a Note. Attach a Note to a Contact. Add the View by Contact to Your List. Use the Toolbar to View Your Notes. Use the Navigation Pane to View Your Notes. Share Your Notes. Search for a Word or Phrase in a Note. Print a Note. Change the Default Note Style. Turn Off the Time Stamp. Journal Document History, Conversations, Meetings, Phone Calls Set up Automatic Tracking. Type Directly Into the Journal. Time the Length of a Phone Call to Track Billable Hours. Change the Journal Views to be More Helpful. Share Your Journal Entries. Forward a Journal Entry. Create Journal Folders for Different Projects or Clients. Print Your Journal Entries. Contacts 1. Add People to Your Local Contacts. 2. Check to See if a Contact Already Exists. 3. Create Contact Folders as Address Books. 4. Select an Address Book When ing. 5. Put Your Contacts into Categories. 3 P age

4 6. Display Contacts by Category. 7. Mail to an Entire Category. 8. Create a New , Meeting, Task, or Journal Entry for a Contact. 9. Link a Document to a Contact. 10. Display Contact History. 11. Share Your Contacts with Others. 12. Set Your Default Permission Level. 13. Change the Look of Your Electronic Business Card. 14. Send Someone Your V-Card. 15. Send Someone One of Your Contacts. 16. Send Contact Information as Text in an Attach Your Electronic Business Card to Every Outgoing Message. 18. Print an Address Book. 19. Export an Address Book to Excel or Another Program. 20. Set a Reminder to Call or Follow-Up with a Contact. 21. Add a Customized View. Time Savers 1. Turn Off The Automatic Notification Options. 2. Create A RULE To Play A Sound For Important People. 3. Experiment with the Rules Wizard. 4. Use the New Item Shortcut Dropdown. 5. Dictate When You Receive Your , So It Doesn t Distract You. 6. Create Signatures to Use as Templates for Common Responses. 7. Use an Outlook Template for Letters. 8. Use Search Folders to Create AutoSearches. 9. Use Outlook Today to Quickly Jump Around within Outlook. 10. Use Outlook Keyboard Shortcuts. 11. Take a Poll and Tally Results. 12. Specify Which Address Book Opens First. 13. Find Messages Using the Find Bar. 14. Add Groups and Shortcuts in the Folder List. 15. Create a New Toolbar with Favorite Buttons. 16. Add Your Own Menu with Your Favorite Commands. Advanced Tricks! 1. AutoArchive Old Mail to Reduce the Size of Your Mailbox. 2. Change the Auto Archive Settings for Specific Folders. 3. Archive Messages Manually. 4. Create or Open an Outlook Data File. 5. Cleanup or Reduce Your Mailbox Quickly and Easily. 6. Set the Importance and Sensitivity of a Message. 7. Keep Others from Being Able to Change Your Text. 8. Specify Delivery Options for Expire Messages When They No Longer Apply. 10. Have Replies Sent to Someone Else. 11. Delay the Delivery of a Message. 12. Categorize and View s in Groups. 13. Share Folders, Assign Delegates, and Specify Permissions. 14. Access Another Person s Folders. 15. Add Shared Documents to Public Folders. 16. View Your Outlook When You Are Not Connected. 17. Create Your Own Fields. 18. Add Your New Fields to Forms. 19. Make a Custom Form the Default in Another Folder. 4 P age

5 20. Deleting a Form You ve Designed. 21. Create a Customized Word Document, Letter, Envelope, Labels, or from Your Contacts. 22. Add an RSS Feed Through the Account Settings Dialog Box. 23. Add Heightened Security to Your Messages. Communication 1. Consider Whether Outlook Should Even Be Used. 2. Match The Message To The Medium. 3. Remember That Informal Doesn t Mean Sloppy. 4. Use Regular Sentence Case. 5. Use BCC and CC Appropriately. 6. Remember Your Isn t Private. 7. Be Sparing with Group Distribution Lists. 8. Use the Subject Field. 9. Don t Send Junk. 10. Don t Slow Down Your Reader: Learn Composition Rules. 11. Use Proper Signatures with a Phone Number. 12. Include Portions of the Original in Your Response. 13. Time Requirements for Responses. 14. Be Courteous to the Reader and Don t Waste Time. 15. Expire Your Messages as a Courtesy. 16. Use the 4 C s of Great Communication: Clear, Concise, Correct, and Conversational. 5 P age