In This Issue: Introducing Outlook Outlook Today Navigation Pane
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1 Microsoft In This Issue: Introducing Today Navigation Pane Although primarily used for sending, receiving, and organizing , Microsoft also functions as a dynamic, personal information manager. The program provides you with the tools needed to manage and organize your daily tasks, including the following: Calendar A daily, weekly, or monthly view of scheduled events, meetings, and appointments Tasks A sortable to do list with scheduled reminders Contacts Address book of information including name, address, telephone, fax, addresses, company, notes, and category Notes Note pad format for quick notes and reminders Web Access Access the Internet within Introducing the Microsoft Window Standard / Formatting Toolbars The Navigation Pane includes a list of mail folders and navigation tools (below). The Inbox is where all received s are located. All messages are organized by date, and can be sorted based on selected column headings, and flagged for follow-up at a specified date and time. All newly received, unopened s are highlighted in bold until opened or marked as read. The Reading Pane provides quick and easy viewing of a highlighted message. The Reading Pane can be displayed either to the right of the Inbox (as shown), below the Inbox, or turned off. Using a dual-pane format, the window is very easy to view and navigate. The bottom left navigation has four primary buttons: Mail, Calendar, Contacts, and Tasks. Depending on which function you choose, both the top portion of the left pane as well as the right pane changes to display the features of that function. For example, if you click on Calendar, the top pane changes to a miniature calendar view, and the right pane displays an hourly breakdown of the current day (default calendar view). The calendar view can be changed to a daily, weekly, or monthly view. 2009, BSM Consulting 1
2 Today Today is an optional start-up pane, displaying a summary of your current calendar events, tasks, and new messages. To view Today, click on the Today button located on the Navigation pane (highlighted above and to the right). Note that your Advanced toolbar must be turned on. Customizing Today To customize Today, or to make Today the default window when opening, open Today and click the Customize Today button in the top right corner above the Messages pane. The following options are provided: 2009, BSM Consulting 2
3 Startup: Check the box next to When starting, go directly to Today, to make Today the default view when you open the program. Messages: Check the folders for new to be displayed in Today under Messages. For example, in the images above, the Inbox, Drafts, and Outbox folders are checked, and as a result, are listed in the Today window under Messages. Calendar: Show from 1 to 7 calendar days in the Today window. Tasks: Choose which tasks to display (i.e., All tasks, Today s tasks) as well as sorting options. Styles: Styles provides visual and display options. You can choose either One or Two Columns. You also have three visual choices to choose from: Standard, Summer, or Winter. When you re finished changing the settings, click the Save Changes button at the top right corner of the screen, or if you decide you don t want to make any changes, click the Cancel button. Navigation Pane The Navigation Pane is located on the left side of the Window. To display or hide the Navigation Pane, choose View > Navigation Pane or press Alt+F1 on your keyboard. Mail: Divided into two sections: Favorite Folders and All Mail Folders, this section displays your folder structure. Navigation Tools: Below the mail folders are a series of buttons. The buttons displayed can vary depending on your settings. The options available include: Mail, Calendar, Contacts, Tasks, Notes, Folder List, Shortcuts, and Journal. Clicking on any of the above options in the navigation will cause the top and side panes to change, depending on the option selected. The activated button changes in color from blue to orange. Folder List To View the Contents of a Folder: Click on any of the folders listed under Favorite Folders or All Mail Folders. All saved s will display in the window to the right of the navigation. Add a New Folder: The most efficient method for organizing multiple s is to create folders and subfolders for specific categories. To add a new folder, choose File > Folder > New Folder or right click on an existing folder in the Navigation Pane (i.e., Inbox), and choose New Folder from the list of options. In the Create New Folder box, type a name for the folder under Name (i.e. Personal). The Folder Contains drop down box allows you to choose what type of items will be placed in the folder: Calendar Items, Contact Items, Journal Items, Mail and Post Items, Note Items, and 2009, BSM Consulting 3
4 Task Items. For s, select Mail and Post Items. Select where to place the folder displays the current folder structure. Clicking on one of the options creates a subfolder below the folder selected. Click the OK button. Once new folders are created, new s can be added to the folder by creating rules, or simply dragging and dropping s into the appropriate folder. Remove a Folder: To delete a folder, including any s contained within the folder, right click on the folder in the Navigation Pane and choose Delete Folder Name. A warning will pop up asking if you are sure you want to delete the selected folder. Choose Yes or No. Rename a Folder: Right click on the folder and choose Rename "Folder Name. Type the new name and press Enter. Move a Folder into another Folder: Left click on the folder and drag it on top of an existing folder. Release the mouse button once the folder is over the folder you want it placed under. Navigation Pane Options In the lower right corner of the navigation pane is a set of arrows >>. Clicking on the arrows will bring up a shortcut menu of options: Show Fewer Buttons: Clicking on this option will cause navigation buttons to disappear (starting from the bottom up) depending on the number of times the option is clicked. Show More Buttons: Clicking on this option will reverse the results created by Show Fewer Buttons, causing the deleted buttons to return (starting from the bottom up). Navigation Pane Options: Displays a list of all available buttons. The options with a check mark next to them are all buttons that are currently displayed in the Navigation Pane. If you don t want a button to appear in the navigation, click the checked box and the check mark will disappear. If you want to change the order of the buttons, highlight one of the options, i.e., Contacts, then choose either the Move Up or Move Down button to the right. The items listed are in the same order as they appear in the Navigation Pane. Add or Remove Buttons: Clicking on this option brings up a menu of all available folders. Clicking on any of the options will either cause it to appear in the navigation or disappear from the navigation. All of the above options perform the same basic function in allowing you to add or hide buttons from your Navigation Pane. Choose whichever method works best for you. 2009, BSM Consulting 4
5 Keyboard Shortcuts Keyboard Shortcuts for Viewing Options: Mail Calendar Contacts Tasks Notes Folder List Shortcuts Ctrl+1 Ctrl+2 Ctrl+3 Ctrl+4 Ctrl+5 Ctrl+6 Ctrl+7 View/Hide Navigation Pane Create New Folder Alt+F1 Ctrl+Shift+E 2009, BSM Consulting 5
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