Microsoft Office 2010 Outlook

Transcription

1 Microsoft Office 2010 Outlook More than Mid-America Regional Council Mona French

2 TRADEMARKS All brand and product names are trademarks or registered trademarks of their respective companies. DISCLAIMER While every attempt is made to provide accurate information in this reference, there is no warranty that this document is free of error, and the author disclaims liability for any damages resulting from use of information in this reference. June 2012

3 TABLE OF CONTENTS The Inbox... 1 Navigation Pane... 2 To Do Bar... 4 Flags... 6 Daily Task Pane... 8 Reminders... 9 Reading Pane and Attachment Preview Sort and Group Column Headings Advanced View Settings The View Ribbon Apply Views Globally Sending and Receiving Messages Options Ribbon Signatures Contact Groups Suggested Contacts Create Contacts from Out of Office Assistant (Automatic Replies) Save Attachments Quick Parts Locating Messages Instant Search People Pane Activities Search Folders Calendar Create Additional Calendars Share Calendar Information Display Multiple Calendars Meetings Schedule a Meeting No Frills The Scheduling Button The Schedule View Generate Meeting from Message Responding to Meeting Request Tracking Responses Update a Meeting Cancel a Meeting Recurring Events, Appointments, Meetings and Tasks Birthdays and Anniversaries Page i

4 Organize and Manage Messages Create Folders Rules Conversation View Quick Steps Categories Mailbox Cleanup Archive Personal Folders Index ii

5 THE INBOX Figure 1: The Inbox The Inbox consists of 3 main parts the Content pane, the Navigation Pane, and the To Do bar. Content Pane... displays the messages you've received. It is the center part of the window shown in Figure 1 above. Navigation Pane... the left portion of the window shown in Figure 1. Its purpose is to allow you to display the messages in various mail folders. It also lets you display other components of Outlook such as the calendar and contacts. See page 2 for more information about the navigation pane. To Do Bar... a fairly new element in Outlook (introduced in Office 2007) that combines a date navigator, upcoming appointments, and a to-do list. See page 4 for more information. Page 1

6 NAVIGATION PANE Figure 2: The Navigation Pane If you choose to minimize (see Figure 2) the navigation pane, it is displayed as shown in Figure 3. WHY WOULD YOU MINIMIZE THE NAVIGATION PANE? Minimizing the navigation pane increases the width of the content pane. Figure 3: Minimized Navigation Pane Page 2

7 FAVORITES The navigation pane may become quite extensive, depending on the number of folders and subfolders that you create to organize the inbox. This means you might be scrolling through a long list to find a folder that you use frequently. Favorites is a short list at the top of the navigation pane that has shortcuts to your frequently used folders. It is always visible. Figure 4 shows shortcuts to three folders. Clicking Drafts, for example, would open the Drafts folder. Figure 4: Favorites ADD A FOLDER TO FAVORITES 1. Right click the folder. 2. Click Show in Favorites. Page 3

8 TO DO BAR The To-Do Bar available in all Outlook components displays tasks, calendar appointments and flagged matters regardless of the particular part of Outlook you are using. You will see an overview of the items you need to address whether it is a meeting or a message that requires attention. Like the navigation pane, it can be minimized. Page 4

9 TO-DO SETTINGS AND OPTIONS 1. Click the View ribbon. 2. Click To-Do Bar button. HOW DO ITEMS GET ON THE TO-DO LIST? You flagged a message in your Inbox as a reminder to follow up on it. Someone sent you a flagged message. The item is a task in the Task component. You flagged a contact for follow up. Page 5

10 FLAGS FLAG A MESSAGE YOU HAVE RECEIVED The Inbox includes a flag for each message. When you receive a message that requires attention, click the flag. A flagged message automatically goes to the to-do list. A click on a flag icon sets the default to follow-up for today. Right click to see other options. Figure 5: Right click menu Flags are colored with red and pink. The farther out the due date, the lighter color the flag. Items due on the current day are flagged with a bright red flag. FLAG A MESSAGE YOU ARE SENDING When preparing a message, select a flag from the Follow Up menu. Page 6

11 FLAG A CONTACT 1. Open a contact. 2. Set a flag from the Follow Up menu. 3. Save & Close. CUSTOM FLAG SETTINGS Page 7

12 DAILY TASK PANE In addition to the to-do bar, flagged items and tasks are also seen in the calendar. Settings for the Daily Task Pane are found in the calendar component of Outlook. 1. Navigate to display the calendar. 2. Click the View ribbon. 3. Click Daily Task List. Note: The Daily Task Pane is shown in the Day and Week views only. If you use the Month view, you will not see the task pane. Page 8

13 REMINDERS TASKS, MESSAGES, CONTACTS Reminders can be set from any flag menu. To see the menu: Right click a flag in the Inbox or Inbox subfolder. Click Follow Up within an item, such as a contact, task, or message. 1. Check the Reminder check box. 2. Enter date and time for the reminder to appear. 3. Click the Speaker icon for sound settings. 4. Click OK. Page 9

14 APPOINTMENTS AND EVENTS For calendar items appointments and events set the reminder within the item. RESPOND TO REMINDER Dismiss Snooze Equivalent to turning off your alarm clock Equivalent to hitting the snooze button on your alarm clock Page 10

15 READING PANE AND ATTACHMENT PREVIEW MANAGE THE READING PANE DISPLAY 1. Click the View ribbon. 2. Click Reading Pane. 3. Make the desired selections. Note: Options is enabled only when the reading pane is on. VIEW ATTACHMENTS Attachments can be viewed in the reading pane without actually opening the attachment. 1. Be sure the reading pane is on. 2. Select the message in the inbox. 3. Click an attachment to view it. Page 11

16 SAVE ATTACHMENTS An attachment can be saved to the C drive, a flash drive, or a server drive. 1. Preview the message with the attachment in the Reading Pane OR open the message. 2. Click (single click; don't open the attachment) the attachment. The Attachments ribbon appears. 3. Click Attachments. 4. Click Save As. 5. Navigate to the folder for the saved attachment. 6. Change the file name, if desired. 7. Complete the save process. Page 12

17 SAVING MULTIPLE ATTACHMENTS When the message has more than one attachment, use Save All Attachments. 1. Preview the message with the attachment in the Reading Pane OR open the message. 2. Click (single click; don't open the attachments) an attachment. The Attachments ribbon appears. 3. Click Save All Attachments. A dialog box displays the attachments. They are selected so all will be saved at once. You can deselect any you do not wish to save with a CTRL+Click on the file. 4. Click OK. 5. Navigate to the folder for the saved attachments. You cannot change the file names when saving multiple attachments. 6. Complete the save process. Page 13

18 SORT AND GROUP SORT Click any column heading to sort messages by that column. Click again to sort in the reverse order. The subtle triangle on the column indicates if the sort is ascending or descending. Shading indicates the column by which the Inbox is sorted. GROUP Right click the column heading row. Select Show in Groups to arrange messages in groups for organizational purposes Figure 6 below shows an inbox sorted and grouped by date. Figure 6: Grouped Inbox Page 14

19 COLUMN HEADINGS ADD FIELDS (COLUMNS) TO THE INBOX 1. Right click the column heading bar. 2. Click Field Chooser. 3. Locate and select field from dialog box list. 4. Drag the field to the header bar. REARRANGE THE COLUMN ORDER Drag-and-drop the column heading to a different location along the header bar. REMOVE A COLUMN Drag-and-drop the column heading from the header bar. Page 15

20 ADVANCED VIEW SETTINGS 1. Right click the column header bar. 2. Click View Settings. 3. Make selections from the Advanced Settings dialog box. THE VIEW RIBBON Discussions of sorting, grouping, and column format have used a right click. You might be more comfortable using the View ribbon. The ribbon includes the items discussed on previous pages. Figure 7: Inbox View Ribbon Page 16

21 APPLY VIEWS GLOBALLY Once you have arranged the Inbox, you might want to apply the same look to all of your mail folders and subfolders. 1. Click the View ribbon. 2. Click Change View. 3. Click Apply Current View to Other Mail Folders. 4. In the dialog box, make appropriate selections for your situation. 5. Click OK. Page 17

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23 SENDING AND RECEIVING MESSAGES OPTIONS RIBBON Take note of the items on this ribbon. Bcc Delivery and Read receipts Overrides for location of Sent Items and Replies To Scheduled delay delivery SIGNATURES Signature files are stored blocks of text that can be added automatically to your message. It may be something as simple as your name, department and extension number. It might also include a boilerplate paragraph that instructs the recipient to respond in a specific manner. You can add formatting to the signature. You can have more than one signature and pick the one appropriate to the message. You can select one signature as the default for outgoing messages and another as the standard for replies to messages. Figure 8 lists 2 existing signatures. Either could be inserted into the message by clicking it. If there is a default signature in the message, it is replaced by the one clicked from the list. Figure 8: Signatures Page 19

24 CREATE A SIGNATURE 1. In the Inbox, click New to begin a message Click Signature. 3. Click Signatures to open the dialog box Click New. 5. Type a name for the signature; for example Outgoing, to indicate this signature is for outgoing messages. 6. Enter the text of the signature in the text box. Use format as desired, including pictures, graphics and hyperlinks. 7. Indicate if it is to be a default. A default signature is automatically placed in the message. You see it when you begin a new message and when you click reply or forward, assuming you specified a default for that option. 1 The Signature button is available any time you are creating a message a new message, a reply or a forward. 2 The dialog box could also be opened from the menu Tools/Options/Mail Format/Signatures. Page 20

25 8. Attach a business card, if desired. A business card (usually your own) is selected from your Contacts folder. A dialog box opens to allow you to do this. Once a contact is selected, a graphic of the business card is inserted in the signature. Additionally, a vcf file is attached to the message. What s the advantage of attaching the card? The recipient of the message can save the vcf file directly to his/her Outlook Contacts. 9. Save the completed signature. INSERT A SIGNATURE 3 1. Position the insertion point at the location in the message for the signature. 2. Click the Signature button. 3. Click the desired signature. 3 Assuming you do not have a default signature. If you have a default, the steps to insert a signature are used to select a different signature. Page 21

26 MANAGE SIGNATURES EDIT, DELETE, RENAME 1. Within a message new, reply, or forward click Signatures (Home ribbon). 2. Select the signature to edit. To Edit Make revisions the text box at the bottom on the dialog box. To Delete Click the Delete button. To Rename Click the Rename button. Page 22

27 CONTACT GROUPS A contact group is a collection of contacts. In previous versions, this was called a distribution list. It makes it easy to send a message to an entire group. CREATE A CONTACT GROUP 1. Go to the Contacts component of Outlook. 2. Click the New Contact Group on the Home ribbon. Page 23

28 3. Type a name for the group. Figure 9 4. Click Add Members. 5. Select the location of the member addresses. Outlook Contacts are contacts in your Outlook component. Address Book might be the global address book for your organization. New Contact is someone who isn't in your contacts or address book. 6. Select the members for the group. Be sure the member names are displayed at the bottom of the dialog box. 7. Click OK. The names of the selected individuals appear in the Contact Group dialog box. 8. Add members from another source, if necessary. Refer to Figure Click Save and Close. Page 24

29 MAIL TO THE CONTACT GROUP When the name of the contact group is entered in the message header, it displays with an expand icon. Leave it unexpanded and the message will be delivered to all the members of the list. Click the icon. A message appears. Click OK to list all the members. This allows you to remove any that should not receive this message. Click Cancel to leave the list intact. (If you do expand it, it is for this message only. If you expanded and change your mind, delete all the names and reenter the name of the list.) Page 25

30 SUGGESTED CONTACTS Suggested contacts are addresses from persons you have received messages from but are not in your Contacts. The card can be moved into Contacts by dragging it there. Once in the Contacts folder, double click the card to complete the remaining contact information. CREATE CONTACTS FROM Suggested contacts is "okay", but the only information that goes into the contact item is the address. You can drag a message from the Inbox into Contacts and capture more information. 1. Drag the message from the Inbox to the Contacts button. The Contact dialog box opens. Page 26

31 The Name fields are populated. Depending on the information in the message (which is copied into the Notes field), you can drag and drop info from the message into other fields. Once the message is gleaned for its information, select and delete the message from the Notes field. VARIATIONS OF MESSAGE TO CONTACT Drag a contact to the Mail button to create a message to that contact. Drag an to the Calendar button to create an appointment. Page 27

32 OUT OF OFFICE ASSISTANT (AUTOMATIC REPLIES) In Outlook 2010, this feature is known as Automatic Replies. Its purpose is to send replies when you are out of the office or unable to respond to messages as they arrive. You decide on the text of the reply. You can have different replies for individuals inside and outside your organization. 1. Click the File tab. 2. Click Info. 3. Click Automatic Replies. Page 28

33 4. Click Send automatic replies. You can elect to schedule the period of time during which the reply will be sent. If times are not specified, the reply is activated when you click OK. It continues to be active until you turn it off. 5. Confirm the Inside my Organization tab is active. 6. Enter the reply for messages received from persons inside your organization. 7. Click the Outside My Organization tab. 8. Check Auto-reply to people outside my organization. 9. Select My Contacts only OR Anyone outside my organization. 10. Compose the message and click OK. Page 29

34 TURN OFF AUTOMATIC REPLIES If you did not schedule a time period during which automatic replies are enabled, you will need to turn off the reply when you are ready to respond "in person." 1. Click the File tab. 2. Click Info. 3. Click Turn Off. You may also find that when Outlook opens, there is a band across the screen that gives you the option to turn off the automatic reply. Page 30

35 QUICK PARTS Quick Parts is a way to save blocks of repetitive text and insert the text into the body of a message. Figure 10 shows a company confidentiality statement that was saved as a Quick Part. Figure 10: Quick Part CREATE A QUICK PART 1. Open a message that contains the text. If you do not have a message with the text, type the text into a message. 2. Select the text. 3. On the Insert ribbon, click Quick Parts. 4. Click Save Selection to Quick Part Gallery. Page 31

36 5. Name the block. 6. Click OK. INSERT A QUICK PART INTO A MESSAGE 1. Place the insertion point in the body of a message or a reply at the location for the insert. 2. Click the Insert ribbon. 3. Click Quick Parts. 4. Click the item to insert. Page 32

37 LOCATING MESSAGES INSTANT SEARCH 4 The search feature conducts an incremental search. As soon as you begin typing, it begins searching the items in the component. TO SEARCH 1. Click the Search box. 2. Type the search string. Search begins as soon as you type. It searches the active component mailbox, calendar, etc. whatever component you were in when you initiated the search. The search is for the current folder in this example the Inbox. In the example below, we are searching the Inbox for karen and, as you see, no matches were found in the Inbox. 4 Search is illustrated here in the Inbox. Each component has this identical search feature. Page 33

38 SEARCH BEYOND CURRENT FOLDER Subfolders All Mail Items Click All Subfolders to search folders below the one just searched. Click All Mail Items to search all mailbox folders. Sent Items is included. Deleted Items is not UNLESS you modify the options. All Outlook Items Click All Outlook Items to search all of Outlook calendar, contacts, tasks, etc. Figure 11 shows all Outlook items that contain karen found in both mail boxes and contacts. Looking carefully at the ribbon in the illustration shows that All Outlook Items were searched. Figure 11: Results of comprehensive search Page 34

39 PEOPLE PANE The People Pane 5, new to Outlook 2010, lets you track interactions with people, including interactions through social networking. The People Pane is found in an open mail message and also in an open contact. The View ribbon lets you determine if the pane is enabled. Figure 12 shows the People Pane in an open message from John Staples. It shows all Outlook items involving John. Figure 13 shows the same information in his Contact. Actions shown in Figure 13 can also be initiated from the pane in the mail message. Figure 12: People Pane in a Mail Message Figure 13: People Pane in Contact 5 The feature may be disabled in your organization because of the social networking capability. Page 35

40 ACTIVITIES If your organization has disabled the People Pane because of social networking, you can use Activities to see similar information. IN THE INBOX 1. Right click a message in a mail folder. 2. Click Find Related. 3. Click to see a list of messages. (Conversations are discussed on page 65.) The same information can be accessed when a message is open. IN CONTACTS 1. Open the Contact of the individual. 2. Click Activities. 3. Make the appropriate selection in the Show list. Page 36

41 SEARCH FOLDERS When we think about "folders" we usually think of an object that contains messages. In that sense a Search folder is NOT really a folder. It doesn't actually contain messages; instead it shows the results of a query. When you create a search folder, you are actually creating a query, as in a database, where criteria are stored. Whenever you view the contents of the search folder, the criteria are run and the results of the query are displayed. Search folders allow you to gather s from more than one folder. Figure 14 shows two existing sets of criteria in expanded Search Folders in the navigation pane 5 messages that have not been read. Two of the 5 unread messages have attachments. Click Unread Mail to see the results of the search. Figure 14: Expanded Search Folder Figure 15 shows the results of the unread mail query. Observe the In Folder column. The search folder shows unread messages from the Inbox as well as its subfolders. Figure 15: Unread Mail Remember: the messages haven't been moved or copied to this folder; merely listed here. You can open the messages from this list. Page 37

42 CREATE A SEARCH FOLDER FROM PREDEFINED CRITERIA 1. Right click Search Folders in the Navigation pane. 2. Click New Search Folder. 3. Click one of the listed criterions. 4. Click OK. Depending on the selected folder, you may need to complete more information. For example, if you select Mail from specific people, you will need to identify the people. The Choose button appears in the dialog box. Click it to specify the person. Note: To specify more than one person, create a contact group (page 23). Page 38

43 CALENDAR CHOOSE THE CALENDAR VIEW Day, Work Week, Week, and Month show appointments and events entered on the calendar. Schedule View shows multiple calendars in a horizontal arrangement and is good for determining optimal times to set meetings. (See page 51) CALENDAR VIEW TIPS VIEW A SELECTED RANGE OF DAYS 1. Select the Day arrangement. 2. Click a start date on the date navigator. 3. SHIFT+Click an end date on the navigator. The selected days show side-by-side on the calendar. VIEW A RANDOM SELECTION OF DAYS 1. Select the Day arrangement. 2. Click a date on the date navigator. 3. CTRL+Click additional dates. The selected days show side-by-side on the calendar. Page 39

44 CREATE ADDITIONAL CALENDARS Every Outlook user has a default calendar. It is called Calendar. It cannot be renamed. You can create additional calendars to keep appointments and events that you don t want to keep on your main calendar. 1. Go to the Calendar component of Outlook. 2. Right click a calendar in the navigation pane. 3. Click New Calendar. 4. Name the new calendar. 5. Confirm or select other items in the dialog box. 6. Click OK. Page 40

45 SHARE CALENDAR INFORMATION Outlook 2010 gives you several ways of sharing information with other users both inside your organization and outside. OPEN A CALENDAR The purpose of this feature is to open calendars, primarily for availability and scheduling. Under normal circumstances, the details of the calendar are not seen by the user opening the calendar. All the opening user sees are blocks of time shown as busy, tentative or out of the office. Whether or not persons can see details of your calendar depends on your permissions discussed on page 43. SHARE A CALENDAR Sharing a calendar gives other users access to your calendar with varying degrees of permissions. Only YOU can set permissions for other users. People can request that you share your calendar, but only YOU can actually share it. WHAT HAPPENS WHEN YOU CLICK SHARE CALENDAR? A message opens in which you offer to share your calendar with the message recipient(s). You can request that the recipient(s) calendar is shared with you. Note the check boxes in Figure 16. The request is sent like any other . You will confirm that you want to share the calendar. Page 41

46 The recipient(s) will confirm accepting (or rejecting) your invitation to share as well as giving (or denying) you permission to their calendar(s). The level of permission is Reviewer. You have read-only permission and cannot make any changes to the calendar. You, however, can see all items except those marked as private. When a user is given access to a calendar, he still needs to open it to view it. Figure 16: Share a Calendar WHAT'S THE DIFFERENCE BETWEEN OPEN CALENDAR AND SHARE CALENDAR? Only the owner of a calendar can share it; therefore, sharing is initiated be the owner. Open a calendar, on the other hand, is initiated by a user who doesn't own the calendar. Page 42

47 CALENDAR PERMISSIONS The dialog box opened with the Calendar Permissions button allows you to modify permissions for persons with whom you've shared your calendar. It also gives you the option of sharing calendars here. Figure 17: Calendar Permissions MODIFY PERMISSIONS 1. Select user. 2. Modify permissions. ADD USER (SHARE CALENDAR WITH A USER) 1. Click Add. (Refer to Figure 17) 2. Select user from Global Address book. 3. Set permissions. Page 43

48 WHO ARE DEFAULT AND ANONYMOUS USERS? The default user is every user who comes in contact with your calendar. The anonymous user is everyone with access to your Exchange server. Generally, these two users should have low permission levels. If you want users to be able to see when you are available for a meeting, set the default user permission to Free/Busy time. WHAT DO THE PERMISSION LEVELS MEAN? The person. None Free/Busy time Free/Busy time, subject, location Contributor Reviewer Nonediting Author Author Publishing Author Editor Publishing Editor Owner cannot see any information related to your calendar can see when you are free or busy can see the time, subject, and location of your appointments can put appointments on your calendar but cannot see details of existing appointments can read everything related to an appointment (except a private one) and see folders, but not subfolders. can see appointment details, create appointments (but not folders), and delete the appointments they created can see appointment details, create appointments, edit appointments they created, and delete appointments they created can do everything an Author can, plus create subfolders can create items, edit all appointments, delete any appointment, and see the full details of all appointments can do everything an Editor can, plus create subfolders will have the same permissions to your calendar that you have Page 44

49 SEND CALENDAR BY Sometimes you want to let people know your availability without sharing your calendar with them. You can send your calendar by . NO, NOT your actual calendar. Your calendar becomes the content of your message. 1. On the Calendar Home ribbon, click E- mail Calendar. An message is begun and a dialog box is opened. 2. Complete the dialog box with the calendar (if you have more than one), the date (a single date or a date range), and the level of detail you wish to include. 3. Click OK. The calendar is written into the body of the message. 4. Enter the recipient(s) into the message and send the message in the normal way. Page 45

50 DISPLAY MULTIPLE CALENDARS The checkmark means the calendar is displayed. Calendars from different groups can be displayed simultaneously. An entire group can be displayed (or un-displayed) with the group checkbox. OVERLAY CALENDARS Page 46

51 CALENDAR GROUPS A calendar group is a collection of calendars and a way to organize the various calendars you have open. They might be calendars viewed side-by-side on a regular basis. It might be the shared/opened calendars of your team or workgroup. It might be the calendars of a group of people with whom you frequently schedule meetings. 1. Click Calendar Groups. 2. Click the desired option. 3. Type a name for the group and click OK. 4. If creating a new group, select calendars/users from the Address Book and click OK. Otherwise the group will automate include the calendars currently displayed. Page 47

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53 MEETINGS SCHEDULE A MEETING NO FRILLS 6 1. Display the Outlook calendar component. 2. Click New Meeting. 3. Populate the Meeting dialog box with the addresses of the persons to invite to the meeting. 4. Enter the subject, location, and time for the meetings. 5. If necessary, type narrative information in the body of the invitation. Figure 18: Basic Meeting 6. Send the meeting invitations. 6 There are a variety of ways to schedule meetings. Not each variation is shown in this handout. Page 49

54 THE SCHEDULING BUTTON Assuming your co-workers keep their calendars up-to-date, you can use the Scheduling button to view their availability. 1. Initiate the meeting as shown on page 49. Do not send the request. 2. Click Scheduling. If you have already entered invitees in the meeting window (Figure 18, page 49), the list of attendees will be populated. Click Add Others to select additional invitees. If no attendees appear in the list, click Add Others to select invitees. Solid bars in the calendar show when invitees are not available. The slashed lines in the calendar indicate a user whose calendar is not available. When a person outside your organization (not on your Exchange server) is invited, slash marks will appear in the calendar. Observe the legend at the bottom of the dialog box. The vertical gray column represents the meeting time. You can use the AutoPick Next button to find an open time for the meeting. 3. Send the meeting request. Page 50

55 THE SCHEDULE VIEW 7 1. Display the Outlook calendar component 2. Click Schedule View. 3. Select calendars. Calendars shown in the navigation pane can be selected. More calendars can be opened and selected. Observe the availability of the users. 4. Determine an appropriate time for a meeting. 5. Double click as shown in the above illustration. A meeting is created. addresses of persons whose calendars are displayed in the Schedule View are automatically inserted into the meeting invitation. See Figure 19 on page New to Outlook Page 51

56 Figure 19: Meeting generated with Schedule View 6. Complete the meeting with subject, location, etc. 7. Send. Page 52

57 GENERATE MEETING FROM MESSAGE Another new Outlook 2010 feature is the Meeting option when responding to a message. Figure 20 shows an opened message. Observe the large number of persons to whom the message is sent. Click Meeting to generate a meeting with all addressees (both direct and copied to). Figure 21 shows the meeting generated from the message. Figure 20: Reply with Meeting Figure 21: Meeting Request Page 53

58 RESPONDING TO MEETING REQUEST A meeting request appears in the Inbox of the invitee. When you open the message you see buttons that allow you to respond to the request. You also see a snippet of your calendar to aid in determining if you can attend the meeting. Accept Tentative Decline Propose New Time The meeting is placed on your calendar; the request is sent to the Deleted Items folder. The meeting is placed on your calendar and marked (colorcoded) as tentative. The meeting request is sent to the Deleted Items folder. Dialog boxes guide you through responding with a different time. When clicking a response to the invitation, you have 3 options regarding your response to the meeting organizer. Edit the Response before Sending: You can type a message to the organizer. Send the Response Now: The response is sent to the organizer with no additional information from you. Do Not Send a Response: No response is sent; the organizer does not know your response. Page 54

59 TRACKING RESPONSES 8 1. Open the meeting on the calendar 2. Click Tracking. UPDATE A MEETING 1. Open the appointment from the calendar. 2. Make the necessary changes to the appointment add more invitees, change time or location, etc. 3. Click Send Update. If the only item in the update was adding attendee(s) to the meeting, the following dialog box is displayed when sending the update. CANCEL A MEETING 1. Open the appointment from the calendar. 2. Click Cancel Meeting. 3. Click Send Cancellation. 8 Responses are tracked by the meeting organizer. Page 55

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61 RECURRING EVENTS, APPOINTMENTS, MEETINGS AND TASKS 1. Generate an appointment, event, meeting or task. 2. Click Recurrence. 3. Complete the dialog box with the appropriate settings. Figure 22: Settings for Recurring Calendar Item Appointment, Event, or Meeting Figure 23: Settings for Recurring Task Page 57

62 BIRTHDAYS AND ANNIVERSARIES Outlook has a built-in recurrence that may be useful to you. 1. Open a contact. 2. Click the Details button. 3. Select a birthday and/or anniversary. If you are using this for business you might use anniversary for hire date. 4. Save and close the contact item. The birthday is placed on the calendar as a recurring event. Page 58

63 ORGANIZE AND MANAGE MESSAGES CREATE FOLDERS 1. Right click the parent folder in the Navigation Pane. In Figure 24, the new folder will fall under MARC. 2. Click New Folder. Figure Type a name for the new folder. Outlook Training is used in Figure Click OK. Figure 25 The folder appears in the Navigation Pane. Page 59

64 MOVE MESSAGES TO OTHER FOLDERS 9 Not surprisingly, there are multiple ways that this task can be accomplished. Several of the methods for moving items between folders are discussed below. Drag-and-Drop Display the target folder and drag the message(s) to it. In the example below, the messages will be moved to the Office Newsletter folder when the drag-and-drop is complete. Ribbon Select the message(s) Click Move on the Inbox Home ribbon Select the target folder from the list Click Other Folder if specific folder is not listed. Right click Select the message(s) Right click a selected message Click Move Select the target folder from the list Click Other Folder if specific folder is not listed. 9 You can select and move more than one message at a time. Use CTRL+Click and SHIFT+Click to select multiple messages. Page 60

65 RULES A Rule is a tool to assist you in managing your messages by creating a set of instructions that is applied automatically when messages, sent or received, meet conditions set up in the rule. For example, you can create a rule that automatically deletes messages with specified words in the subject or have messages moved to specific folders based on the sender or subject matter. CREATE A RULE TO MOVE MESSAGES BASED ON SENDER 1. Select a message in the Inbox for which you wish to write a rule. 2. Click Rules. 3. Select the folder for the messages. 4. Click OK. CREATE A RULE BASED ON A MESSAGE 1. Select the message. 2. Click Rules. 3. Click Create Rule. Page 61

66 4. Complete the dialog box with the specifics for the rule. In Figure 26 the subject Reality Training is inserted because it is the subject of the selected message. However, if the user deletes Reality, the rule will apply to any message containing the work training. When moving an incoming message to a specific folder, click Select Folder to choose the folder. Figure 26 Advanced Options is used to specify additional conditions for the rule. 5. Click OK to establish the rule. 6. Mark the check box and click OK to apply the rule to messages that meet the criteria of the rule. Page 62

67 WRITE RULES FROM SCRATCH 1. Click Rules on the Inbox Home ribbon. 2. Click Manage Rules & Alerts. 3. Click New Rule. The Rules Wizard dialog box opens. Generally, each screen of the wizard consists of two steps: selecting an action and describing the action. The second step cues you with underlined links. 4. Select if the rule will apply to an incoming or outgoing message. 5. Use Next to advance through the wizard. Proceed through the dialog boxes of the wizard until the rule is created. Page 63

68 MANAGE RULES 1. Click Rules on the Inbox Home ribbon. 2. Click Manage Rules & Alerts. The Rules and Alerts dialog box opens. It includes: A list of the rules you've created. o The check mark indicates the rule is turned on. o The description of the rule show in the lower part of the dialog box when the rule is selected in the list. Buttons to manage the rules edit, delete, etc. Page 64

69 CONVERSATION VIEW This is a new view for the inbox that tracks messages that share a subject line. Messages from multiple folders are displayed as part of the thread. Figure 27: conversation View ACTIVATE CONVERSATION VIEW Mark the check box on the View ribbon. Page 65

70 CONVERSATION CLEAN UP A feature of the Conversation view is the easy removal of redundancy in the Inbox. In Figure 28, each message of the thread repeats the content of the previous message. 1. Click Clean Up on the Home ribbon. 2. Pick the appropriate scope for clean up individual conversation, folder, multiple folders. Figure 28: Clean-Up Conversation 3. Click Clean Up in the dialog box. Page 66

71 QUICK STEPS On the Home ribbon, you find Quick Steps. This is a one-click method to perform multiple actions on an message. If you have ever created rules for managing e- mails, you will see similarities. A quick step might also be compared to a macro. The items shown initially are rather generic and are intended to be customized by each user. For example, it is necessary to identify the team in order to send a message to the members. CREATE OR MODIFY A QUICK STEP 1. Right click an item on the ribbon. 2. Select from the menu. 3. Complete the dialog box with the specific information for the action(s). QUICK STEP EXAMPLE Scenario: One of my duties at work is to answer questions about Office for the staff. Some questions are beyond my technical expertise. Those questions are forwarded to Sasan. When one of those messages is sent, I can quickly dispatch it with the Sasan quick step. The quick step has 2 actions. First, it forwards the message to Sasan with a flag and high importance. Additionally, it is sent automatically. Second, it moves the message from my Inbox to my IT Issues folder. Page 67

72 CATEGORIES Suppose I am working on a project that involves the four persons selected in the illustration. Figure 29 Click Categorize and assign a color category to the selected contacts. This allows me to view contacts by categories; the individuals on the project are grouped. The All Categories command on Figure 29 opens the Color Categories dialog box. You can rename the categories to be more descriptive. You can also create additional categories with the New button. Page 68

73 Items other than contacts can be assigned to categories. Mail messages may be assigned to categories. Messages can be sorted by category to group all categories together. (Use Field Chooser page 15 to add Category to the Inbox.) Flagged messages that have been assigned to a category include a category (color) indicator on the To-Do Bar. Calendar items can be categorized. View them by category when appropriate. Calendar items appear in the calendar and on the To-Do Bar in the category color. Tasks can be assigned to categories. Like other flagged items, they show a color indicator on the To-Do Bar. CREATE THE CATEGORY VIEW If you use categories and want to view by category, it is likely you will have to create the view. 1. Display the component. For example, to create a category view for Calendar, display Outlook Calendar. 2. Click the View ribbon. 3. Click Change View. 4. Click Manage Views. 5. Click New. Page 69

74 6. Name the view and click OK. It is wise to include category in the view name. 7. Click Group By in the Advanced View Settings dialog box. 8. Select Categories as the item to group by. 9. Click OK to close all dialog boxes. VIEW BY CATEGORY 1. Click the View ribbon. 2. Click Change View. 3. Click the category view. (The name you assigned to the view is displayed.) Page 70

75 MAILBOX CLEANUP Mailbox Cleanup is useful in locating files that are old or large and need to be removed from your mailbox. 1. Click the File tab. 2. Click Info in the Navigation pane. 3. Click Cleanup Tools. 4. Click Mailbox Cleanup. 5. Specify days or size and click Find. You can select and delete (right click) directly from the list at the bottom of the Advanced Find dialog box. Note: When deleting files, don t forget about the Sent Items folder. Page 71

76 ARCHIVE Archive is a method of retaining messages outside of the exchange server, yet keeping them accessible to users. This keeps both the users and the IT people happy. AUTOARCHIVE AutoArchive transfers old items automatically, based on settings in Options and for individual folders. The two-step process requires 1) enabling AutoArchive, and 2) establishing the AutoArchive properties of the folders included in the AutoArchive. STEP 1 ENABLING AUTOARCHIVE 1. Click the File tab. 2. Click Options. 3. Click Advanced. 4. Click AutoArchive Settings. The AutoArchive dialog box opens. Settings in this box are the global settings for AutoArchive. 5. Complete the AutoArchive dialog box with appropriate selections. 6. Click Apply these setting to all folders now. Page 72

77 STEP 2 SET INDIVIDUAL FOLDER AUTOARCHIVE PROPERTIES Use these steps for folders that have different AutoArchive settings that the global settings established in Step In the Navigation pane, right click the folder. In the illustration, Sent Items is the selected folder. 2. Click Properties. 3. Click the AutoArchive tab. 4. Determine the settings for the folder. These settings override the default/global settings in Outlook options for this folder. Page 73

78 MANUAL ARCHIVE If you choose to forego AutoArchive, you can manually archive folders when desired. (You can manually archive on demand, even when AutoArchive is used.) 1. Click the File tab. 2. Click Info. 3. Click Cleanup Tools. 4. Click Archive. 5. Make appropriate selections in the dialog box. 6. Click OK. Archived items are removed from their current folders. Page 74

79 PERSONAL FOLDERS Personal folders are files that use.pst format. Outlook information can be exported to this file format. The structure of Outlook is preserved, but the items are not stored on the exchange/ server. The exported file can be stored on removable media, such as a CD or memory stick. If you want to have access to the information in these folders "all the time," archive is probably the better method. However, if you want to transport your Outlook data or make copies of it, exporting to personal folders is the better option. 10 Personal folders can be opened to appear in the Navigation pane, just like Archive folders. EXPORT TO PERSONAL FOLDERS 1. Click the File tab. 2. Click Options. 3. Click Advanced. 4. Click Export. 5. Complete the dialog boxes by selecting to export to a Personal Folder File. 10 It is important to remember that exporting to personal folders doesn't move items (as Archive does). If you are exporting in order to reduce the volume of data on the exchange server, you need to delete the items from the regular folders after exporting to a personal folder. Page 75

80 6. Select the source folder. Click the Filter button to specify criteria defining the specific items to export. If you don t filter, the entire folder is exported. 7. Specify path and filename for exported file. 8. Click Finish. 9. Enter a password if desired. Page 76

81 INDEX A Activities, 36 Anniversaries, 58 Archive AutoArchive, 72 Manual, 74 Attachment Save, 12 Attachment Preview, 11 Automatic Replies, 28 Turn off, 30 B Bcc, 19 Birthdays, 58 C Calendar Create, 40 Display, 45 Open, 41 Overlay, 45 Schedule view, 51 Send via , 45 Share, 41 View, 39 Calendar Groups, 47 Calendar Permissions, 43 Categories, 68 Category View Create, 69 Contact Group Mail to, 25 Contact Groups, 23 Contacts Create, 26 Conversation View, 65 Create Folders, 59 D Daily Task Pane, 8 Distribution List, 23 Mail to, 25 E Outlook Calendar, 45 Export, 75 F Favorites, 3 Add folder, 3 Field Chooser, 15 Flags, 6 Custom settings, 7 Folder List Creating Subfolders, 59 I Inbox Apply views globally, 17 Columns, 15 Group, 14 View ribbon, 16 Views, 16 Instant Search, 33 M Mailbox Cleanup, 71 Meetings Cancel, 55 Respond, 54 Schedule, 49 Schedule tool, 50 Schedule view, 51 Track responses, 55 Track Responses, 55 Update, 55 Move Messages, 60 Multiple Calendars, 45 N Navigation Pane, 2 O Out of Office Assistant, 28 Overlay Calendars, 46 P People Pane, 35 Personal Folders, 75 Q Quick Parts Create, 31 Insert, 32 Quick Steps, 67 R Reading Pane, 11 Recurring Items, 57 Related Messages, 36 Reminder, 7, 9, 10 Reminders, 9 Rules, 61 S Search, 33 Search Folders, 37 Signatures Create, 20 Edit, 22 Insert, 21 Sort Inbox, 14 Suggested Contacts, 26 T To Do Bar, 4 Settings, 5 V Views Inbox, 16 Page 77