Outlook 2007 Advanced

Transcription

1 Outlook 2007 Advanced Sample Corporate Training Materials All of our training products are fully customizable and are perfect for one day and half day workshops. You can easily update or insert your own content to make the training more relevant to participants. Our material is completely customizable and is backed up by a 90 day 100% no questions asked money back guarantee! With our training courseware you are able to: Add your name and logo (and remove ours). Add your own content to make the training more relevant to your clients (i.e. using examples and case studies from within your organization or city) Train unlimited users within your organization. No Annual Renewal Fees Download training material on your time from our secure servers United States International 73 Greentree Drive, Box # Provost Street Dover, Delaware New Glasgow, NS, Canada Toll-free: Phone: Fax: Fax: sales@corporatetrainingmaterials.com sales@corporatetrainingmaterials.com Any technical issues or questions can be addressed by our support team support@corporatetrainingmaterials.com Our Product Catalog contains our entire library of available and upcoming courses. Please follow this link: Review our License Agreement to answer any licensing questions you may have. Please follow this link:

2 TABLE OF CONTENTS Preface... 3 What is Courseware?... 3 How Do I Customize My Course?... 3 Materials Required... 4 Maximizing Your Training Power... 5 Icebreakers... 6 Icebreaker: Friends Indeed... 7 Training Manual Sample... 8 Sample Module: Managing Outlook Data... 9 Instructor Guide Sample Sample Module: Managing Outlook Data Quick Reference Sheets Certificate of Completion PowerPoint Sample Full Course Table of Contents... 36

3 Preface What is Courseware? Welcome to Corporate Training Materials, a completely new training experience! Our courseware packages offer you top-quality training materials that are customizable, user-friendly, educational, and fun. We provide your materials, materials for the student, PowerPoint slides, and a takehome reference sheet for the student. You simply need to prepare and train! Best of all, our courseware packages are created in Microsoft Office and can be opened using any version of Word and PowerPoint. (Most other word processing and presentation programs support these formats, too.) This means that you can customize the content, add your logo, change the color scheme, and easily print and training materials. How Do I Customize My Course? Customizing your course is easy. To edit text, just click and type as you would with any document. This is particularly convenient if you want to add customized statistics for your region, special examples for your participants industry, or additional information. You can, of course, also use all of your word processor s other features, including text formatting and editing tools (such as cutting and pasting). To remove modules, simply select the text and press Delete on your keyboard. Then, navigate to the Table of Contents, right-click, and click Update Field. You may see a dialog box; if so, click Update entire table and press OK. (You will also want to perform this step if you add modules or move them around.) If you want to change the way text looks, you can format any piece of text any way you want. However, to make it easy, we have used styles so that you can update all the text at once. If you are using Word 97 to 2003, start by clicking the Format menu followed by Styles and Formatting. In Word 2007 and 2010 under the Home tab, right-click on your chosen style and click Modify. That will then produce the Modify Style options window where you can set your preferred style options.

4 For example, if we wanted to change our Heading 1 style, used for Module Titles, this is what we would do: Now, we can change our formatting and it will apply to all the headings in the document. For more information on making Word work for you, please refer to Word 2007 or 2010 Essentials by Corporate Training Materials. Materials Required All of our courses use flip chart paper and markers extensively. (If you prefer, you can use a whiteboard or chalkboard instead.) We recommend that each participant have a copy of the Training Manual, and that you review each module before training to ensure you have any special materials required. Worksheets and handouts are included within a separate activities folder and can be reproduced and used where indicated. If you would like to save paper, these worksheets are easily transferrable to a flip chart paper format, instead of having individual worksheets.

5 We recommend these additional materials for all workshops: Laptop with projector, for PowerPoint slides Quick Reference Sheets for students to take home Timer or watch (separate from your laptop) Masking tape Blank paper Maximizing Your Training Power We have just one more thing for you before you get started. Our company is built for trainers, by trainers, so we thought we would share some of our tips with you, to help you create an engaging, unforgettable experience for your participants. Make it customized. By tailoring each course to your participants, you will find that your results will increase a thousand-fold. o o o Use examples, case studies, and stories that are relevant to the group. Identify whether your participants are strangers or whether they work together. Tailor your approach appropriately. Different people learn in different ways, so use different types of activities to balance it all out. (For example, some people learn by reading, while others learn by talking about it, while still others need a hands-on approach. For more information, we suggest Experiential Learning by David Kolb.) Make it fun and interactive. Most people do not enjoy sitting and listening to someone else talk for hours at a time. Make use of the tips in this book and your own experience to keep your participants engaged. Mix up the activities to include individual work, small group work, large group discussions, and mini-lectures. Make it relevant. Participants are much more receptive to learning if they understand why they are learning it and how they can apply it in their daily lives. Most importantly, they want to know how it will benefit them and make their lives easier. Take every opportunity to tie what you are teaching back to real life. Keep an open mind. Many trainers find that they learn something each time they teach a workshop. If you go into a training session with that attitude, you will find that there can be an amazing two-way flow of information between the trainer and trainees. Enjoy it, learn from it, and make the most of it in your workshops. And now, time for the training!

6 Icebreakers Each course is provided with a wide range of interactive Icebreakers. The trainer can utilize an Icebreaker to help facilitate the beginning of the course, as it helps break the ice with the participants. If the participants are new to each other, an icebreaker is a great way to introduce everyone to each other. If the participants all know each other it can still help loosen up the room and begin the training session on positive note. Below you will see one of the icebreakers that can be utilized from the Icebreakers folder.

7 Icebreaker: Friends Indeed Purpose Have the participants moving around and help to make introductions to each other. Materials Required Name card for each person Markers Preparation Have participants fill out their name card. Then, ask participants to stand in a circle, shoulder to shoulder. They should place their name card at their feet. Then they can take a step back. You as the facilitator should take the place in the center of the circle. Activity Explain that there is one less place than people in the group, as you are in the middle and will be participating. You will call out a statement that applies to you, and anyone to whom that statement applies must find another place in the circle. Examples: Friends who have cats at home Friends who are wearing blue Friends who don t like ice cream The odd person out must stand in the center and make a statement. The rules: You cannot move immediately to your left or right, or back to your place. Let s be adults: no kicking, punching, body-checking, etc. Play a few rounds until everyone has had a chance to move around.

8 Training Manual Sample On the following pages is a sample module from our Training Manual. Each of our courses contains twelve modules with three to five lessons per module. It is in the same format and contains the same material as the Instructor Guide, which is then shown after the Training Manual sample, but does not contain the Lesson Plans box which assists the trainer during facilitation. The Training Manual can be easily updated, edited, or customized to add your business name and company logo or that of your clients. It provides each participant with a copy of the material where they can follow along with the instructor.

9 Organizing is what you do before you do something, so that when you do it, it is not all mixed up. A. A. Milne Sample Module: Managing Outlook Data There is more to learn about managing data in Outlook. In this module, you will learn the following: Backing up data Adding a new PST file Opening a PST file Closing a PST file Let us continue to learn more about managing data in Outlook 2007.

10 Backing up Data The Backup data feature in Outlook is not installed automatically. In order to have this feature available on your version of Outlook 2007, you must go to the Microsoft Web site and download the free add-on. It takes a minute or so to install. If your data files are important and losing them would create a problem for you, then it is wise to have the backup tool installed. Backing up your data stores your data in a safe place for reference in case you suffer a system crash and lose your all your information. Once you install the backup add-on to your version of Outlook, you are ready to back up your data. Here is how. To begin, click the File Menu bar item and then click Backup. Click on the Options button to set your preferences.

11 In the Backup Options dialogue box, you can make the following selections: You can set a reminder to tell you when to back up your files automatically. Select the personal folder you wish to store your data Or, browse your computer and perhaps store you data on a CD-ROM. Click OK, and then Save Backup.

12 Adding a New PST File Personal folder files (PST) help to create an area to place large files. Here are the steps to adding a PST file in Outlook Click the File option on the Menu bar, select New, and then Outlook Data File. Select Office Outlook Personal Folders File (.pst), and click OK.

13 Name your PST file and click OK. Add a password to protect your data file if desired and click OK.

14 Your PST folder will now appear on the Navigation pane.

15 Opening a PST File Clicking the plus symbol or double-clicking the file name opens the PST folder in Outlook. Click the plus symbol to open the file.

16 Closing a PST File Clicking the minus symbol or double-clicking the file name closes the PST folder in Outlook. Click the minus symbol to close the PST file. To remove the PST folder from the Navigation pane, you should right-click the folder and select close. To reopen it on to the Navigation pane, you should click on the File menu on the Menu bar, select Open and then Outlook Data File. There, select your file and click OK.

17 Instructor Guide Sample On the following pages is a sample module from our Instructor Guide. It provides the instructor with a copy of the material and a Lesson Plans box. Each Instructor Guide and Training Manual mirrors each other in terms of the content. They differ in that the Instructor Guide is customized towards the trainer, and Training Manual is customized for the participant. The key benefit for the trainer is the Lesson Plan box. It provides a standardized set of tools to assist the instructor train that particular lesson. The Lesson Plan box gives an estimated time to complete the lesson, any materials that are needed for the lesson, recommended activities, and additional points to assist in delivering the lessons such as Stories to Share and Delivery Tips.

18 Organizing is what you do before you do something, so that when you do it, it is not all mixed up. A. A. Milne Sample Module: Managing Outlook Data There is more to learn about managing data in Outlook. In this module, you will learn the following: Backing up data Adding a new PST file Opening a PST file Closing a PST file Let us continue to learn more about managing data in Outlook 2007.

19 Backing up Data Estimated Time Topic Objective Topic Summary Materials Required Planning Checklist 8 Minutes Participants will learn the steps to backing up data in Outlook. The backup feature is an add-in feature obtained free from the Microsoft Web site. Classroom set up Install the free backup add-in from the Microsoft Web site before class Be prepared to demonstrate how to use this feature 1. Introduce the topic 2. Review talking points Recommended Activity 3. Demonstrate how to backup data 4. If possible, allow them to explore this feature 5. Allow 2-3 minutes 6. Probe for questions Stories to Share Delivery Tips Review Questions None Check with your IT department to see if this add-in is permitted. What questions do you have about backing up data in Outlook? Will vary

20 The Backup data feature in Outlook is not installed automatically. In order to have this feature available on your version of Outlook 2007, you must go to the Microsoft Web site and download the free add-on. It takes a minute or so to install. If your data files are important and losing them would create a problem for you, then it is wise to have the backup tool installed. Backing up your data stores your data in a safe place for reference in case you suffer a system crash and lose your all your information. Once you install the backup add-on to your version of Outlook, you are ready to back up your data. Here is how. To begin, click the File Menu bar item and then click Backup. Click on the Options button to set your preferences.

21 In the Backup Options dialogue box, you can make the following selections: You can set a reminder to tell you when to back up your files automatically. Select the personal folder you wish to store your data Or, browse your computer and perhaps store you data on a CD-ROM. Click OK, and then Save Backup.

22 Adding a New PST File Estimated Time Topic Objective Topic Summary Materials Required 8 Minutes Participants will learn how to add a new PST file in Outlook. Creating a personal folder file (PST) is accomplished in a few short steps in Outlook Classroom set up Planning Checklist Be prepared to demonstrate how to use this feature 1. Introduce the topic 2. Review talking points Recommended Activity 3. Demonstrate how to add a PST file 4. If possible, allow them to add a PST file 5. Allow 2-3 minutes 6. Probe for questions Stories to Share Delivery Tips Review Questions None Verify with your IT department if adding a PST file is permitted before class begins. What questions do you have? Answer all questions, and then continue.

23 Personal folder files (PST) help to create an area to place large files. Here are the steps to adding a PST file in Outlook Click the File option on the Menu bar, select New, and then Outlook Data File. Select Office Outlook Personal Folders File (.pst), and click OK.

24 Name your PST file and click OK. Add a password to protect your data file if desired and click OK.

25 Your PST folder will now appear on the Navigation pane.

26 Opening a PST File Estimated Time Topic Objective Topic Summary Materials Required 5 Minutes Participants will identify the steps to opening a PST file in Outlook. Clicking the plus symbol or double-clicking the file name opens the PST folder in Outlook. Classroom set up Planning Checklist Be prepared to demonstrate this function to the class 1. Introduce the topic Recommended Activity 2. Review talking points 3. Demonstrate how to open a PST file 4. Probe for questions Stories to Share Delivery Tips Review Questions None None What questions do you have? Answer any and continue.

27 Clicking the plus symbol or double-clicking the file name opens the PST folder in Outlook. Click the plus symbol to open the file.

28 Closing a PST File Estimated Time Topic Objective Topic Summary Materials Required 5 Minutes Participants will identify the steps to closing a PST file in Outlook. Clicking the minus symbol or double-clicking the file name closes the PST folder in Outlook. Classroom set up Planning Checklist Be prepared to demonstrate this function to the class 5. Introduce the topic Recommended Activity 6. Review talking points 7. Demonstrate how to close a PST file 8. Probe for questions Stories to Share Delivery Tips Review Questions None None What questions do you have? Answer any and continue.

29 Clicking the minus symbol or double-clicking the file name closes the PST folder in Outlook. Click the minus symbol to close the PST file. To remove the PST folder from the Navigation pane, you should right-click the folder and select close. To reopen it on to the Navigation pane, you should click on the File menu on the Menu bar, select Open and then Outlook Data File. There, select your file and click OK.

30 Quick Reference Sheets Below is an example of our Quick reference Sheets. They are used to provide the participants with a quick way to reference the material after the course has been completed. They can be customized by the trainer to provide the material deemed the most important. They are a way the participants can look back and reference the material at a later date. They are also very useful as a take-away from the workshop when branded. When a participant leaves with a Quick Reference Sheet it provides a great way to promote future business.

31 Outlook 2007 Advanced Changing the To-Do Bar The To-do bar is a great feature in Outlook Changing the Reading Pane Navigate to the View menu bar item and select the Reading pane menu option. Navigate to the View menu bar item and hover over the To Do bar menu item. If the To-do bar is off, select Normal. Minimize will convert the To-do bar to a single vertical bar on the extreme right of the Outlook 2007 window.. Select the Reading pane you wish to apply. Please note that when you change the reading pane, it will apply to all your other folders in Outlook. For instance, if you choose to shut off your preview window for you Inbox, you will have this option appear also in your Outbox. Adding Voting Buttons Voting buttons is an option you can incorporate into your . Voting buttons track responses from your recipients on almost any topic. You can track responses to project decisions, purchasing choices and more. The voting button function automatically tracks the responses and sends you an confirming your recipient s response. Here is how you add a voting button to an in Outlook. Open a new and click on the Options tab. There you will see the Use Voting Buttons drop down. Corporate Training Materials,

32 PowerPoint Sample Below you will find the PowerPoint sample. The slides are based on and created from the Training Manual. PowerPoint slides are a great tool to use during the facilitation of the material; they help to focus on the important points of information presented during the training.

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36 Full Course Table of Contents Preface...1 What is Courseware?... 1 How Do I Customize My Course?... 1 Materials Required... 3 Maximizing Your Training Power... 3 Module One: Getting Started...5 Icebreaker... 6 Housekeeping Items... 7 Workshop Objectives... 8 Action Plans and Evaluations... 8 Module Two: Customizing Outlook...9 Customizing the Navigation Pane Changing the Reading Pane Changing the To-Do Bar Resizing Panes Module Three: Adding Word Elements to an Common Formatting Tasks Adding SmartArt Adding Pictures Adding Tables Module Four: Customizing Your Profile Setting up a Signature Changing Font Options Changing Stationary Options Enabling or Disabling Automatic Spell Check... 48

37 Module Five: Advanced Tasks Adding Voting Buttons Setting the Priority Changing the Message Format Adding a Follow-Up Flag Module Six: Advanced Calendar Tasks Creating a Recurring Appointment Creating a Meeting Request Tracking Meeting Responses Color-Coding Appointments Changing Calendar Options Module Seven: Doing More with Tasks Create a Recurring Task Assigning a Task Using the Details Tab Setting Task Options Module Eight: Using Notes Opening the Notes Folder Creating a Note Editing a Note Color-Coding a Note Changing Notes Views Module Nine: Viewing RSS Feeds Adding an RSS Feed Modifying or Deleting RSS Feeds Viewing a Feed

38 Working with Feed Items Module Ten: Managing Outlook Data, Part One Understanding Data Configurations Archiving Data Using Mailbox Cleanup Module Eleven: Managing Outlook Data, Part Two Backing up Data Adding a New PST File Opening a PST File Closing a PST File Module Twelve: Wrapping Up Words from the Wise Parking Lot Action Plans and Evaluations Appendix Pre-Assignment Action Plan Evaluation Form