Microsoft Office 2010: Introductory Q&As Outlook Chapter 1

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1 Microsoft Office 2010: Introductory Q&As Outlook Chapter 1 What does the name in the title bar mean? (OUT 6) The name of your window in the title bar is the name of the profile you set up when starting Outlook for the first time. What is the Navigation Pane? (OUT 7) The Navigation Pane is a pane along the left side of the Outlook window that contains shortcuts to your Outlook folders and gives you quick access to them. You use the Navigation Pane to browse all your Outlook folders using one of its views: Mail, Calendar, Contacts, or Tasks. The contents of the Navigation Pane change depending on the folder you are using. What is the Inbox? (OUT 7) The Inbox is the Outlook folder that contains incoming messages. My Outlook window includes an option called Date: [Conversations]. Is that the same command as Date? (OUT 8) Yes, the Date command and the Date: [Conversations] commands are the same. What does HTML mean in the title bar? (OUT 9) HTML is the format for the new message. Outlook messages can use two other formats Rich Text Format (RTF) and Plain Text all of these are discussed later in this chapter. What if I make an error while typing an message? (OUT 9) Press the BACKSPACE key until you have deleted the error and then retype the text correctly. You also can click the Undo button on the Quick Access Toolbar to undo your most recent action. Do I always need to type my last name in the signature of an message? (OUT 10) No. If you and your recipient know each other, you can type only your first name as the signature. Why did a blank space appear between the greeting line and the insertion point? (OUT 10) Each time you press the ENTER key, Outlook creates a new paragraph. When you press the ENTER key on a line with no text, Outlook inserts blank space between the two paragraphs. What happened to the message? (OUT 11) messages are sent automatically when you click Send in a new message window.

2 What happens to the message icon when I select another message? (OUT 14) Outlook automatically marks messages as read after you preview the message in the Reading Pane and select another message to view. A read message is displayed in the message list with an open envelope and is not bold. An unread message is displayed with a closed envelope icon and appears in bold in the message list. Can I change the message status from unread to read or from read to unread? (OUT 15) Yes, right-click the message you want to change and select the desired command on the shortcut menu. Why did the number next to the Inbox folder change? (OUT 15) When you close a message window, the message header (Gayle Medvitz, in this case) in the message pane no longer appears in bold, the closed envelope icon changes to an open envelope icon to indicate the message has been opened, and the number next to the Inbox folder changes to reflect the number of unread messages. Why does RE: appear at the beginning of the subject line and in the title bar? (OUT 18) The RE: indicates this message is a reply to another message. The subject of the original message appears after the RE. Why does the original message appear in the message area of the window? (OUT 20) By default, Outlook is configured to automatically display the original message below the new message area for all message replies and forwards. A warning message appeared after I completed Step 1. How should I respond? (OUT 22) Click the Continue button. What happened to the line separating the existing message and the new message? (OUT 22) When Plain Text is selected as the message format, all formatting such as text color, font type, and size is removed. Why did the envelope icon for this message change to an open envelope with a forward-pointing blue arrow? (OUT 22) The forward-pointing blue arrow indicates you forwarded the message. The status of the envelope icon represents your last action with the message. Why does the Navigation Pane contain two Deleted Items folders? (OUT 23) By default, Outlook automatically includes the Deleted Items in the Favorites section of the Navigation Pane.

3 Is the message permanently deleted when I click the Delete button? (OUT 23) No, after Outlook moves the message to the Deleted Items folder, it stores the deleted message in that folder until you permanently delete the message. One way to permanently delete a message is to select the Deleted Items folder to view its contents in the message pane and then select the item to be deleted. Click the Delete button (Home tab Delete group), and then click the Yes button in the Microsoft Office Outlook dialog box to permanently delete the selected item from Outlook. Why does a red wavy line appear below Medvitz even though it is spelled correctly? (OUT 25) Outlook places a red wavy line below any word that is not in the main dictionary when Outlook checks for spelling errors. What if Outlook does not flag my spelling and grammar errors with wavy underlines? (OUT 25) To verify that the check spelling and grammar as you type features are enabled, click the File tab on the Ribbon to open the Backstage view and then click Options to display the Outlook Options dialog box. In the Compose messages section, click the Editor Options button to display the Editor Options dialog box. Click Proofing in the left pane (Editor Options dialog box). In the When correcting spelling in Outlook section, ensure the Check spelling as you type check box contains a check mark. Click the OK button two times to close each open dialog box. What is the toolbar that appears above the shortcut menu? (OUT 25) The Mini toolbar appears when you right-click text by default and provides quick and easy access formatting options for the selected text. What should I do if the correction I want to use is not in the list on the shortcut menu? (OUT 26) You can click outside the shortcut menu to close the shortcut menu and then retype the correct word, or you can click Spelling on the shortcut menu to display the Spelling dialog box. What happens if I click the Close button without saving the message? (OUT 28) If you create a message and then click the Close button, Outlook displays a dialog box asking you if you want to save the changes. If you click Yes, Outlook saves the file to the Drafts folder and closes the message window. If you click No, Outlook discards the e- mail message and closes the message window. How does Outlook know where to store the saved message? (OUT 28) The Drafts folder is the default folder where Outlook automatically stores all saved messages. Can I save the message to a location other than the Drafts folder? (OUT 28) To save the message on a USB flash drive, click File on the Ribbon to open the Backstage view and then click Save As in the Backstage view to display the Save As dialog box. Click Computer to display a list of available devices and select a USB flash

4 drive. In the File name text box, type the name of the message and then click the Save button. Do I need to view the messages in the Drafts folder? (OUT 28) No, they are stored in the Drafts folder until you need them. Why does Rose Stewart s complete address appear when I start typing the address? (OUT 30) As you type in the Cc text box, Outlook uses a feature called AutoComplete, which begins to suggest possible matches based on names you have typed before. Because you have typed Rose Stewart s address before, AutoComplete suggests the complete address before you finish typing. Press the ENTER key to add the suggested address to the Cc text box. Why does my screen show.docx after the file name? (OUT 31) Windows does not display file name extensions by default, so your system has been changed to display the file extension with the name of the file. To change this, open a folder window. Press ALT+T to display the Tools menu. Click Folder options to open the Folder Options dialog box and then click the View tab. In the Advanced settings section, click the appropriate check box to hide or unhide the file extensions. How would I set a low importance to an message? (OUT 32) Click the Low Importance button (Message tab Tags group). What happens to the message I just sent? (OUT 33) After Outlook closes the message window, it stores the message reply in the Outbox folder while it sends the message to the two recipients. You might not see the message in the Outbox because Outlook usually stores it there only briefly. Next, Outlook moves the message to the Sent Items folder. The original message in the message list now shows an open envelope icon with a purple arrow to indicate a reply was sent. What if I do not have a message from Jay Ballentyne in my Inbox? (OUT 34) If you sent the message with the AV Request Form attachment to yourself, that message should appear in your Inbox. Otherwise, you can read but not perform these steps. After I save the attachment, is there a way to keep the message but not the attachment? (OUT 35) Yes, click the attachment in the Reading Pane and then click the Remove Attachment button (Attachment Tools Attachments tab Actions group) to remove the attachment from the message. Why is the Volunteers folder indented below the Inbox folder? (OUT 37) A folder within a folder is called a subfolder. When you create a subfolder, Outlook indents the folder in the list to indicate that it is a subfolder of a main folder.

5 Can I move more than one message at a time? (OUT 38) Yes. Click the first message to select it. While holding the CTRL key, click additional messages to select them. Click the Move button (Home tab Move group) and then click the destination folder to select it. Can I copy the messages instead of moving them? (OUT 38) Yes. Select the message(s) to copy and click the Move button (Home tab Move group). Click Copy to Folder on the menu to display the Copy Items dialog box. Select the destination folder (the folder you want to copy the message to) and then click the OK button to copy the selected message to the destination folder.