MICROSOFT OUTLOOK VERSION 2010 LEVEL 2
CONTENTS CONTENTS... 2 LESSON 1 ADVANCED MESSAGE TOOLS... 5 REQUESTING RECEIPTS... 6 VIEWING THE MESSAGE DELIVERY STATUS... 7 CREATING A MESSAGE WITH VOTING BUTTONS... 8 RESPONDING TO A VOTING MESSAGE... 9 TRACKING VOTES... 10 SETTING MESSAGE TRACKING OPTIONS... 11 SETTING OTHER MESSAGE OPTIONS... 13 RECALLING A MESSAGE... 15 RESENDING A MESSAGE... 16 USING THEMES (STATIONERY)... 16 WORKING WITH TEMPLATES... 18 LESSON 2 MANAGING AND ORGANISING THE MAILBOX... 21 USING MAILBOX CLEAN UP... 22 VIEWING AND CLEANING UP CONVERSATIONS... 23 USING CONDITIONAL FORMATTING... 26 USING DIFFERENT TEXT COLOURS WHEN REPLYING AND FORWARDING MESSAGES... 28 ARCHIVING MESSAGES... 28 SETTING GLOBAL AND FOLDER AUTOARCHIVE PROPERTIES... 34 MANAGING OUTLOOK DATA FILES... 36 LESSON 3 USING CROSS-COMPONENT TOOLS... 40 USING CATEGORIES... 41 MANAGING CATEGORIES... 44 USING INSTANT SEARCH... 45 USING ADVANCED FIND... 48 CREATING SEARCH FOLDERS... 49 IMPORTING DATA INTO AN OUTLOOK FOLDER... 52 EXPORTING OUTLOOK DATA... 54 LESSON 4 COLLABORATING WITH OTHERS... 56 SHARING INDIVIDUAL FOLDERS... 57 ACCESSING ANOTHER PERSON S FOLDER... 59 REMOVING SHARING PERMISSIONS FOR A FOLDER... 61 SENDING CALENDAR INFORMATION TO ANOTHER PERSON... 61 SETTING UP DELEGATE PERMISSIONS... 63 SENDING A MESSAGE ON BEHALF OF SOMEONE... 64 ADDING ANOTHER PERSON S MAILBOX... 64 CREATING CALENDARS GROUPS... 67 ASSIGNING A TASK TO ANOTHER OUTLOOK USER... 69 ACCEPTING/DECLINING TASKS... 70 INDICATING THE PROGRESS OF A TASK... 72 SENDING A STATUS REPORT... 73 VIEWING TASKS ASSIGNED TO OTHERS... 74 LESSON 5 AUTOMATING MESSAGE HANDLING... 75 ADDING A RULE TO THE RULES WIZARD... 76 EDITING A RULE... 78 DELETING A RULE... 79 CREATING AN AUTOMATIC REPLY RULE... 80 USING QUICK STEPS... 81 WWP Training Page 2
Contents LESSON 6 ADVANCED CALENDAR TOOLS... 85 CHANGING THE TIME SCALE... 86 CHANGING THE TIME ZONE... 86 DISPLAYING WEEK NUMBERS... 88 CUSTOMISING THE WORK WEEK... 89 PROPOSING NEW MEETING TIMES... 89 RESPONDING TO A NEW MEETING PROPOSAL... 91 SETTING OTHER CALENDAR OPTIONS... 92 LESSON 7 - ADVANCED CONTACTS TOOLS... 93 CREATING A CONTACT GROUP (DISTRIBUTION LIST)... 94 CREATING A SAME COMPANY CONTACT... 96 USING MAIL MERGE WITH OUTLOOK... 97 MONITORING ACTIVITIES WITH CONTACTS... 98 USING SUGGESTED CONTACTS... 100 MAKING CHANGES TO MULTIPLE CONTACTS... 102 LESSON 8 - USING THE JOURNAL... 105 OPENING THE JOURNAL FOLDER... 106 CREATING A MANUAL JOURNAL ENTRY... 108 ASSIGNING A CONTACT TO A JOURNAL ENTRY... 109 MODIFYING JOURNAL ENTRY TYPES... 110 DELETING A JOURNAL ENTRY... 110 LESSON 9 CUSTOMISING VIEWS... 111 ADDING AND REMOVING FIELDS IN A VIEW... 112 MOVING A FIELD IN A TABLE... 114 FORMATTING A COLUMN IN A TABLE VIEW... 114 SORTING ITEMS IN A FOLDER... 116 FILTERING A VIEW... 117 GROUPING ITEMS IN A FOLDER... 118 RESETTING A VIEW... 120 FORMATTING THE SETTINGS FOR A VIEW... 120 FORMATTING THE SETTINGS FOR NON TABLE VIEWS... 122 CREATING A CUSTOM VIEW... 123 DELETING A VIEW... 124 LESSON 10 - WORKING WITH RSS FEEDS... 126 SUBSCRIBE TO AN RSS FEED... 127 READ RSS FEEDS... 130 UNSUBSCRIBE FROM AN RSS FEED... 131 LESSON 11 - USING NOTES... 132 OPENING THE NOTES FOLDER... 133 CREATING A NOTE... 133 OPENING A NOTE... 134 VIEWING NOTES... 134 PRINTING NOTES... 136 DELETING A NOTE... 137 APPENDIX A - POPULAR OUTLOOK OPTIONS... 138 CUSTOMISING THE OUTLOOK TODAY PAGE... 139 OPENING THE OPTIONS DIALOG BOX... 140 GENERAL OPTIONS... 141 MAIL OPTIONS... 142 CALENDAR OPTIONS... 144 CONTACT OPTIONS... 145 TASKS OPTIONS... 146 NOTES AND JOURNAL OPTIONS... 147 WWP Training Page 3
Contents SEARCH OPTIONS... 148 ADVANCED OPTIONS... 149 CUSTOMISE THE RIBBON OPTION... 150 QUICK ACCESS TOOLBAR OPTIONS... 155 TRUST CENTER OPTIONS... 157 APPENDIX B MESSAGE RECALL BEHAVIOUR... 159 APPENDIX C INSTANT SEARCH CRITERIA EXAMPLES... 161 INDEX... 164 WWP Training Page 4
LESSON 1 ADVANCED MESSAGE TOOLS In this lesson, you will learn how to: Request receipts View message delivery status Use Voting Buttons Set tracking options Set other message options Recall a message Resend a message Use Themes and stationery Work with templates WWP Training Page 5
Lesson 1 Advanced Messaging Tools REQUESTING RECEIPTS Outlook includes a tracking feature allowing you to track the delivery and read status of sent messages. If these tracking options are selected, you automatically receive a receipt in your Inbox informing you that the message has been delivered and/or read. Receipts are identified by either a green arrow icon (delivered) or a green tick mark icon (read). Read receipts will have the name of the recipient in the From field and delivery receipts will have System Administrator in the From field. Delivery Receipt message icon Read Receipt message icon NB: Not all mail servers or email applications are able to process receipts, so you are not guaranteed a response on every occasion for messages sent outside of your organisation. Furthermore, when a recipient receives an email containing a read receipt, they may be given an information box warning them of the content and can click No to prevent a response being sent. Read receipt information message See page 11 for information on how to manage and change your tracking options. Procedure 1. Create a new email message. 2. Click the Options tab on the Ribbon. 3. Tick the Request a Delivery Receipt and/or Request a Read Receipt check box(es). 4. Complete the message as necessary. 5. Click Send. WWP Training Page 6
Lesson 1 Advanced Messaging Tools VIEWING THE MESSAGE DELIVERY STATUS The Tracking page in messages sent with delivery or read receipts, displays a table containing the delivery information for each recipient. When a receiving mail server (in the case of delivery receipts) or a recipient (in the case of a read receipt) respond to a receipt, the response is sent to the message owner s Inbox in the form of an email. The email for the receipts can be identified by its icon: (delivery receipt) or (read receipt). The message subject also confirms that it is a receipt with the words Delivered: <Subject of sent message> or Read: <subject of sent message> in the message list - or...... in the Reading Pane. The third confirmation that the message is a receipt, is given in the body of the email itself, visible in either the Reading Pane or the full message window. A list of all the people to whom the message was sent appear in the Tracking page of the sent email. The Tracking page will only appear in the sent message when the first response is received. You will know when this happens because the sent email s icon will change to As votes are received from other people to whom the message was sent, responses are automatically added to the tracking list. The Info Bar at the top of the Tracking page displays the totals for each response. WWP Training Page 7
Lesson 1 Advanced Messaging Tools NB The Tracking page will not appear in the original message until the first response is received. Results will then be updated automatically as each response is received. Procedures 1. Select the Sent Items folder. 2. Double-click to open a message sent with receipt requests; look for the icon next to the message. 3. Select the Tracking command on the Ribbon in the Show group. 4. To return to the message text, click the Message command in the Show group. 5. Close the message window when finished. Tip See page 13 for a useful option to automatically move receipts out of your Inbox. This is a useful setting to help keep your Inbox clear of unnecessary messages. CREATING A MESSAGE WITH VOTING BUTTONS When you use Outlook on a Microsoft Exchange Server, you can include voting buttons in your messages to poll recipients answers to a question. You can select one of the three standard voting button sets: Approve;Reject, Yes;No, or Yes;No;Maybe; or you can customise the buttons by entering your own text. When you create buttons with customised text, you must enter each button name into the Use voting buttons: text box, separated by a semicolon. Using voting buttons Creating custom voting buttons WWP Training Page 8
Lesson 1 Advanced Messaging Tools Voting buttons will not be visible in a message until the message is sent. Once the voting message is sent, the buttons appear when the recipient clicks the Vote command on the message Ribbon. Voting buttons do not appear in the Reading Pane. Procedures 1. Create a new mail message. 2. Select the Options tab on the Ribbon. 3. Click the Use Voting Buttons command. 4. Select the desired option. 5. If selecting Custom... 6. Delete Approve/Reject from the Use voting buttons: box. 7. Type your own choices separated by a semi-colon ( ; ), eg. Tom;Sally;Jim 8. Click Close. 9. Complete the message as necessary. 10. Click Send. RESPONDING TO A VOTING MESSAGE Messages that include voting buttons must be opened in a message window (ie. double click the message) in order to cast a vote. When you respond to a vote, a reply is sent to the message owner s Inbox indicating your response, and your name and response are entered into the message owner s Tracking page on the sent message. Tip Once you respond to a vote, the envelope icon next to the message in the Inbox includes a reply arrow. You can see how and when you voted in the Reading Pane or open the message and look in the Info Bar. You can also change your vote by voting again, which sends another reply to the message owner and changes your vote on their Tracking WWP Training Page 9
Lesson 1 Advanced Messaging Tools page. You can include a message when casting a vote by selecting the Edit response before sending option from the Microsoft Outlook warning box. Tip Procedures 1. Double-click to open the message containing voting buttons. 2. On the Ribbon, click the Vote command. 3. Select the desired voting option. 4. Select a response option (ie. send with or without accompanying text). 5. Click OK. 6. Close the message window. TRACKING VOTES When a person responds to a vote, a reply is sent to the message owner s Inbox indicating the voter s response. A reply message contains the selected response in the Subject field. The vote can also be seen in the Reading Pane or by opening the message and looking in the Info Bar. A list of all the people to whom the voting message was sent appear in the Tracking page of the sent email. The Tracking page will only appear in the sent message when the first response is received. You will know when this happens because the sent email s icon changes to. As votes are received from other people to whom the voting message was sent, responses are automatically added to the tracking list. The Info Bar at the top of the Tracking page displays the totals for each response. WWP Training Page 10
Lesson 1 Advanced Messaging Tools NB The Tracking page will not appear in the original voting message until the first vote is received. Voting results will then be updated automatically as each reply is received. Procedures 1. Select the Sent Items folder. 2. Double-click to open a message sent with voting buttons; look for the icon next to the message. 3. Select the Tracking command on the Ribbon in the Show group. 4. To return to the message text, click the Message command in the Show group. 5. Close the message window when finished. SETTING MESSAGE TRACKING OPTIONS You can use the tracking options in the Mail pane of Outlook Options to set preferences for how Outlook uses and manages the tracking tools described above. WWP Training Page 11
Lesson 1 Advanced Messaging Tools Settings are as follows: Option Outlook Options > Mail pane > Tracking section Description Select to add delivery and/or read receipts to ALL new messages that you send. NB The success of this setting will depend on the type of email server and application being used by the recipient. By default, Outlook warns you if a received email contains a read receipt. Use this option to specify a different action. De-select if you do not want Outlook to automatically update upon receipt of responses, the Tracking page of appointments to which you have invited people, and/or the Tracking page of messages send with voting buttons. To update the pages, you have to double-click the email and open it in its own window. Deselect if you do not want Outlook to automatically update upon receipt of responses, the Tracking page of messages sent with delivery or read receipts. To update the page, you have to double-click the email and open it in its own window. WWP Training Page 12
Lesson 1 Advanced Messaging Tools Automatically updates the Tracking page(s) for responses received from messages sent with receipt requests or voting buttons, and moves them to the Deleted Items folder if they have no accompanying text. After updating the Tracking page for responses received from messages sent with receipt requests, moves them to the selected folder. Procedures 1. Select the File tab. 2. Click the Options command. 3. Select Mail at the left. 4. Scroll down the right-hand pane to the Tracking section. 5. Select the desired options. 6. Click OK. SETTING OTHER MESSAGE OPTIONS You can use the Options tab in the message window to add additional functionality to and change the styles of an email message. On the Options tab, related commands are in groups as follows: The Themes group allows you to change the style set (fonts, colours and special effects) that Outlook is currently using for new messages that you create. Themes are common to all Office 2010 applications so a consistent, corporate style can be maintained across all the documents, emails, spreadsheets and presentations that you create on your computer. The Show Fields group gives you the option of adding additional lines to your message header, viz. BCC and From. BCC (blind carbon (or courtesy) copy) allows you to send a message to an addressee(s) but keep it hidden from addressee(s) in the To and CC boxes. Although a message can be sent BCC using the address book, by adding the BC field, you can type it directly into the message header. The From field is used in cases where another user has given you delegate permissions to send an email on their behalf (see Setting Up Delegate Permissions on page 63). Permission uses IRM technology to protect the message from unauthorised access. Consult your local IT department if this is required. WWP Training Page 13
Lesson 1 Advanced Messaging Tools The Tracking group is used to notify you that the message has been delivered and read. In addition, you can choose an option to include voting buttons in the message (see page 8). In the More Options group you can save the message to a specific location after it has been sent (Save Sent Item), specify a future date/time on which you want to send the message (Delay Delivery), or have replies to the message delivered to recipients other than yourself (Direct Replies to). Even more options are available from the Properties dialog box that can be opened by clicking the dialog launcher button in the bottom right of either the Tracking or More Options group. Dialog launcher buttons Message Properties dialog box The Properties dialog box contains an option for adding message sensitivity. Tip These options all add additional text in the message Info Bar, eg.. Each of these sensitivity settings is advisory only. Recipients can take any action on the message that they want, such as forwarding a confidential message to another person. Procedures 1. Create a new message. 2. Click the Options tab on the Ribbon. 3. Choose settings as required. WWP Training Page 14
Lesson 1 Advanced Messaging Tools 4. Complete the message as normal. 5. Click Send. RECALLING A MESSAGE Outlook allows you to recall messages under certain circumstances. You can recall or replace a sent message only if the recipient is using Microsoft Exchange server, has not read the message or, moved it to a folder other than the Inbox. If the Tell me if recall succeeds or fails for each recipient option is enabled in the Recall This Message dialog box, you will receive notification informing you whether the message recall succeeds or fails. The notification will appear in your Inbox as a message with the subject Message Recall Success or Message Recall Failure. Message recall is useful after you click Send and then realise that you forgot to attach a file, include information in the message, or want to revise what was originally sent. To replace a message, you must select the Delete unread copies and replace with a new message option in the Recall This Message dialog box and then select OK. Outlook then opens a new Message window so that you can compose a new message. If you do not send a replacement message, the original message is still recalled. NB: You can t recall messages sent to email addresses outside your organisation. The success or failure of a recall depends on the settings the recipient has in Outlook. If you requested an e-mail to tell you if the recall succeeds or fails, there is no way to know how long it might take for this e-mail message to arrive as there are many variables in this process. There also settings on the Exchange server itself that affects how recall works. For further information, see Appendix B on page 159. Procedures 1. Select the Sent Items folder. 2. Double-click the message you want to recall. 3. Click the Actions command in the Move group of the Ribbon. 4. Click Recall This Message... 5. Select the desired options. WWP Training Page 15
Lesson 1 Advanced Messaging Tools 6. Click OK. 7. Close the message. RESENDING A MESSAGE Sometimes a recipient s mail server may be unobtainable and your message will never be received by the recipient(s). On other occasions you may wish to send the message same message again but with alterations. Rather than retyping the message, forwarding back on to the person or copying and pasting the old one into a new one, you can resend the original. Procedures 1. Open the Sent Items folder. 2. Double-click the message you want to resend. 3. Select the Actions ribbon. 4. In the Actions group, click Other Actions. 5. Click Resend This Message. 6. Edit the message, if necessary. 7. Click Send. USING THEMES (STATIONERY) Themes are available in Outlook so that you can easily personalise HTML-formatted messages. These include backgrounds and patterns and offer a set of unified design elements such as fonts, bullets, colours, and effects. You can choose from a predefined list of Outlook Themes and stationery. NB. This procedure works only if you use HTML as your message format. On the Tools menu, click Options, and then click the Mail Format tab. In the Compose in this message format list, click HTML. WWP Training Page 16
Lesson 1 Advanced Messaging Tools Procedures Apply a Theme to all new messages 1. Select the File tab. 2. Click Options. 3. Select Mail at the left. 4. Click the Stationery and Fonts button. 5. Click the Theme button under: Theme or stationery for new HTML e-mail message. 6. Under Choose a Theme: click a Theme to preview it. 7. When you have found one that you like, click OK. 8. Click OK. 9. Click OK. When you create new messages, they will automatically use the Theme chosen. Tip As a shortcut, you can choose or change a Theme from an open message. Select the Message tab, click Signature in the Include group, click Signatures select the Personal Stationery tab, and then click Theme. Apply a Theme to a single message (as a one-off) 1. In the main Outlook window, click New Items in the New group. 2. Point to E-mail Using. 3. Click More Stationery. WWP Training Page 17
Lesson 1 Advanced Messaging Tools 4. Under Choose a Theme: select the theme or stationery that you want. 5. Click OK. 6. Compose and send your message as normal. NB. Stationery or themes cannot be applied for replies. Stop using a Theme for all new messages 1. Select the File tab. 2. Click Options. 3. Select Mail at the left. 4. Click the Stationery and Fonts button. 5. Click the Theme button under: Theme or stationery for new HTML e-mail message. 6. Under Choose a Theme: select No Theme. 7. Click OK. 8. Click OK. 9. Click OK. Tip As a shortcut, you can stop using a Theme for all new messages from an open message. Select the Message tab, click Signature in the Include group, click Signatures select the Personal Stationery tab, and then click Theme. WORKING WITH TEMPLATES If you frequently send the same email message, schedule meetings with the same people or create the same task two or three times a month, you can save time by saving templates. So, if you send the same report to the same people every week, you can save that message as a template. Saving a Template WWP Training Page 18
Lesson 1 Advanced Messaging Tools The template can contain the names of the recipients, a subject, standard body text and even attachments, pictures and charts that you regularly send. You then open the template when you need it, update it and send it. That way you can save time, reduce repetitive work and lessen the chance of errors. Templates can also save time when you enter frequently used information anywhere in Outlook. For example, you can create an invitation template for a meeting that is regularly held with the same set of colleagues. The meeting appointment can contain the names of the attendees, the subject of the meeting, a location and reminder and additional text, graphics and charts in the body of the message. Each time you open the template to use it, all you need do is change the date and time of the meeting and the message request is ready to be sent. Choose Form command used to open a template Templates work best for items that are similar but that you need to change slightly or customise when you use them. You can share templates with co-workers by saving them to a shared location on your network. Colleagues can then open them by navigating them to via an Explorer window or from the Choose Form command in Outlook. Procedure Create an email template 1. Start a new message. 2. Add the recipient(s), subject, body text and any other information or attachment that Outlook allows you to insert. 3. Click the message File tab. 4. Click Save As. 5. Enter a different name (if required) for the template in the Name: box. 6. Select Outlook Template (*.oft) in the Save as Type: drop down list. 7. Click Save. 8. Close the message; there is no need to save it. To open a template 1. Select the Home tab. WWP Training Page 19
Lesson 1 Advanced Messaging Tools 2. Click the New Item command. 3. Point at More Items. 4. Select Choose Form in the side menu. 5. Click the Look in: drop down list. 6. Select User Templates in File System. 7. Select the required template in the list box. 8. Click Open. 9. Make any changes necessary to the template. 10. Click Send. Delete an email template 1. Start a new message. 2. Click Save As. 3. Select Outlook Template (*.oft) in the Save as Type: drop down list. This will open your default templates folder. 4. Right-click the template you want to delete. 5. Select Delete. 6. Click Cancel. 7. Close the message without saving it. Tip Templates for other Outlook items (eg. appointment, contacts and tasks) are created, opened and deleted in a similar way to the procedures above. WWP Training Page 20
LESSON 2 MANAGING AND ORGANISING THE MAILBOX In this lesson, you will learn how to: Use Mailbox Clean Up View and clean up conversations Use conditional formatting Use different colours when replying to and forwarding messages Archive messages Setting Auto Archive properties Manage Outlook data files WWP Training Page 21
Lesson 2 Managing and Organising the Mailbox USING MAILBOX CLEAN UP There is no one single way of keeping your Outlook mailbox free of clutter and below your storage limit. Techniques include: deleting junk and old mail on a regular basis; emptying the Deleted Item folder regularly; moving items to Personal Folders (if used); saving messages outside of Outlook to your file system; saving attachments to your file system and removing them from the emails; effective use of archiving tools and add-ins (eg. Enterprise Vault). It is not just the Inbox (as many people think) that takes up space in your mailbox but ALL your folders. Appointments, tasks and contacts take up little space and it is your emails that generally cause the problems, especially if there are many with large attachments. In addition to keeping your storage levels low (and thus preventing the dreaded Your mailbox is full... email arriving), there are also technical benefits to having a tidy mailbox such as faster loading of Outlook and less clutter in your Search results. Outlook comes with tools that can help you identify problem areas with mailbox size, and narrow down the options to help resolve the issues. One of them is Mailbox Cleanup. Mailbox Cleanup helps you identify items in your mailbox that are taking up large amounts of space or that may no longer needed. It is then left to you to take action, if necessary, to deal with the results. Procedure 1. Select the File tab. 2. Click Info. 3. Click Cleanup Tools. WWP Training Page 22
Lesson 2 Managing and Organising the Mailbox 4. Click Mailbox Cleanup... 5. Click the View Mailbox Size... button to see a list of your folders and how much storage they are taking up. 6. Click Close when finished. 7. Select the Find items older than <x> days option and click Find... to identify items that could possibly be deleted. 8. Select the Find items lager than <x> kilobytes option and click Find... to identify large items that could possibly be deleted or have their attachments removed. 9. Click AutoArchive to execute a rule allowing Outlook to automatically move items according to their AutoArchive settings (see page 34) into the Archive folder (if used). 10. Click Empty to discard all items in the Deleted Items folder. 11. Click Close when finished. Tip If your organisation is using Exchange Server, you may be able to recover items for a period of time after they have been emptied from your deleted items folder. Select the Deleted Items folder, select the Folders tab and click the Recover Deleted Items command (if available) in the Clean Up group. VIEWING AND CLEANING UP CONVERSATIONS Emails that share the same subject are commonly referred to as a Conversation or Thread. This occurs when someone starts the conversation by sending a message to another person; that person then replies back to the sender; the originator then replies to the WWP Training Page 23
Lesson 2 Managing and Organising the Mailbox reply and also forwards it to another person, starting a branch to the conversation. The recipients all reply back to the originator and thus, a Conversation about a common subject is created. Conversations are common on internet bulletin boards, forums and newsgroups, where a person raises an issue or question and others reply to it. Traditionally, conversations are shown indented, with the original message at the top and subsequent responses (and branches) indented below. In Outlook 2010, the Show as Conversation option shows your e-mail items grouped by message subject or "thread." The group can be expanded to show the sequence of emails sorted by date/time in a descending order. The message with the large orange circle at the left is the latest message in the thread and hence, the one containing the full thread. When you click this circle, a tree is displayed showing related messages. You can change how Outlook displays the conversation using the Conversation Settings command. Conversation commands on the Ribbon All replies from recipients in descending date order. Replies from you back to the recipients in descending date order. Your original message Viewing Conversations from Sent Items (default view) Original message Replies back from recipients (indented) Replies to replies from recipients Viewing Conversation from Sent Items (indented view) You can reduce the size of a conversation with the Clean Up Folder command in the Folder tab. Any redundant messages, which means messages that aren t unread, flagged, WWP Training Page 24
Lesson 2 Managing and Organising the Mailbox categorised or the newest message in a branch of the conversation, are moved to the Deleted Items folder. Procedures 1. Select the mail folder for which you want to view conversations. 2. Select the View tab. 3. Click the Show as Conversations check box. 4. Select whether you want to show conversations for just the open folder or all mail folders. 5. Click the Expand arrow to the left of the message subject that you want to see the conservation for. 6. Click the arrow again to view the next level in the conversation (ie. replies to replies). 7. Keep clicking the Expand arrow until it points down, meaning there are no further levels to view. 8. To revert the view to NOT showing as conversations, untick the Show as Conversations check box. To remove redundant messages: 1. Select the Folder tab. 2. Click the Clean Up Folder command in the Clean Up group. 3. Click Clean Up Folder in the warning message. If there are no messages in the conversation to delete, a message will appear to inform you. WWP Training Page 25
Lesson 2 Managing and Organising the Mailbox Preferences for how Outlook deals with cleaning up conversations can be found by clicking the Settings button in the message or, selecting Outlook Options (File tab) and opening the Mail pane. USING CONDITIONAL FORMATTING You can create conditional formatting rules that change the font formatting of items that meet specific criteria. For example, you can create a new conditional formatting rule for the Inbox that displays the headers of all items including the word Project in the subject or message body in a blue font. You can also modify built-in rules. For example, change the Unread messages rule so that unread messages are displayed in a bold, red font. Conditional formatting is not unique to emails and the Inbox; it can be used in all Outlook folders. In the case of the Calendar, conditional formatting colours the entire appointment area; in the case of the Tasks folder, conditional formatting colours the font. Conditional formatting rules apply only to the current view. If, for example, you have created a conditional formatting rule in Calendar view that format all appointments containing the word Team in blue and you then change the view to List, the conditional formatting will not display. You can modify an existing conditional format rule for a view or create a new rule. Default Conditional Formatting dialog box for mail folders Default Conditional Formatting dialog box for Calendar view WWP Training Page 26
Lesson 2 Managing and Organising the Mailbox Setting a conditional formatting condition Setting a conditional formatting font You can delete a rule in the conditional formatting dialog box by selecting the rule and then clicking the Delete button. You can modify a rule in the conditional formatting dialog box by selecting the rule and then clicking the Font... or Condition... button. Conditional formatting rules are executed from top down in the Rules for this view: list. This means that you may have to click the Move Up or Move Down buttons to raise or lower their priority. You cannot give a custom rule higher priority that a built-in one. Procedures 1. Select the folder for which you want to create conditional formatting. 2. Select the View tab. 3. If necessary, click the Change View command in the Views group to apply the required view. 4. Click the View Settings command in the View group. 5. Click Conditional Formatting... 6. Click Add. 7. Type a name for the rule. 8. Click Font... 9. Select the desired font options. 10. Click OK. 11. Click Condition... 12. Select the desired options. 13. Click OK to close the Filter dialog box. 14. Click OK to close the Conditional Formatting dialog box. 15. Click OK to close the Advanced View Settings: dialog box. WWP Training Page 27
Lesson 2 Managing and Organising the Mailbox USING DIFFERENT TEXT COLOURS WHEN REPLYING AND FORWARDING MESSAGES Outlook can pick a new colour for your text each time you reply to or forward the same message. This can make it easier to distinguish what you wrote from other people s text. Procedure 1. Select the File tab. 2. Click Options. 3. Select Mail at the left. 4. Click the Stationery and Fonts button. 5. Tick the Pick a new color when replying or forwarding check box in the Replying and forwarding messages section. 6. Click OK. 7. Click OK. ARCHIVING MESSAGES An efficient way to reduce the size of your mailbox is to regularly archive older items. This means moving them to separate location on your computer system where space is not at such a premium as it is for the mailbox, but at the same time, allowing the same ease of use and functionality as the messages had in their mailbox folders. There are several ways of doing this: Saving messages in Outlook Message Format (.msg). Moving messages into Personal Folders also known as Outlook Data Files (.pst). Moving messages into folders on a Document Management System (eg. Livelink or Documentum) WWP Training Page 28
Lesson 2 Managing and Organising the Mailbox Making use of third-party "Add-Ins" such as Symantec Enterprise Vault to automatically archive messages. Using the latest Exchange Server 2010 Personal Archive feature. If you work in a large organisation, you may have access to as many as four of the abovementioned methods. In a small company, you will probably only have the options of saving in Outlook Message Format or moving to a Personal Folders. It is these two latter methods that will be discussed in this topic. Seek information and support locally from your IT department with third-party Document Management and automatic archiving systems or, Exchange Server 2010 Personal Archive (if used). Saving a message in an Outlook Message Format simply requires you to open the message in its own window (double click it) and use the Save As command to store it in a folder on one of your drives; in the same way as you would save a Word or Excel file. The original message in Outlook can then be deleted. Saving in Outlook Message Format By saving messages like this into a shared drive, you can ensure important messages are easily made available to other users. Opening a saved message, however, needs to be done by launching an Explorer window, navigating to the message location and double clicking the file. Outlook Messages in a folder Personal Folders (if you have any) appear at the bottom of your list of Mail folders or the Folder List in the Navigation Pane. Each set of personal folders are created from an Outlook Data File (often referred to as a.pst file). In Outlook 2010, Outlook Data Files are stored (by default) in a subfolder named Outlook Files in your (My) Documents folder (Windows XP and Vista) or Document Library (Windows 7). It is recommended that they are left in this location for convenience of use and backup purposes. WWP Training Page 29
Lesson 2 Managing and Organising the Mailbox In Outlook 2010 your personal folders will have a meaningful name such as Archive, Email store, Cabinets, etc. This is based on the name given to the Outlook Data File when it was created. Older versions of Outlook tended showed them as the vaguer and more anonymous Personal Folders (unless they had been renamed in their advanced properties). A set of Personal Folders in the Folder List By default, a new set of Personal Folders contain just a Deleted Items folder and Search Folders. You add additional folders to the Personal Folders in the same way as you do to your mailbox. You can then click and drag items from your mailbox (eg. Inbox, Sent Items, etc.) into the Personal Folders. Think of your Personal Folders as a second mailbox with extra space for storing Outlook items. Outlook will create automatically a special set of Personal Folders named Archive when you first make use of its archiving tools. The Outlook Data File thus created is given the name Archive and like other sets of Personal Folders that you may have, appears at the bottom of your Mail folder list or the Folder List of the Navigation Pane. Outlook s archiving tools work by moving messages older than a certain age into the Archive personal folders. You can manually archive items or, you can enable Outlook s AutoArchive feature. Manual archiving provides flexibility and allows you to specify exactly which folders are included in the archive. If AutoArchive is enabled, the following message will automatically appear every fourteen days, a minute or two after launching Outlook. Auto-Archive message By clicking yes to the above message, Outlook will automatically move items from certain folders (using their AutoArchive settings) into the Archive personal folders. To view and work with your archived items, open the Archive personal folders and use as normal. Default AutoArchive settings for folders are as follows: WWP Training Page 30
Lesson 2 Managing and Organising the Mailbox Folder Inbox, Drafts, Junk Mail, Outbox, RSS Feeds, Notes and custom folders Sent Items, Deleted Items, Calendar, Tasks, and Journal Contacts Setting No Auto-archiving Items older than 6 months Auto-Archiving not available Archive Folders If you cannot find the Archive and AutoArchive commands as mentioned above and you are working in a corporate environment, they could have been disabled by your administrator as a Group Policy. Not all IT departments like the use of Outlook Data Files because it decentralises storage of data and can cause difficulties if the data file becomes corrupted or lost. Another reason for the commands to go missing is when you have an Exchange 2010 account and Personal Archive has been enabled for you on the server. In this case, Outlook will automatically disable the standard Outlook archiving options and archive according to corporate policies set on the Exchange server. NB. Because there are many alternatives, options and local policies for archiving Outlook items, you are advised to consult your own IT department. Procedure Saving messages outside of Outlook 1. Open a message that you want to file outside of Outlook (double click it); it can be in any folder (eg, Inbox, Sent Items, custom). 2. Select the File tab. 3. Select Save As. 4. Navigate to the location on your computer system where you want to save the message (eg. My Documents or Documents Library). WWP Training Page 31
Lesson 2 Managing and Organising the Mailbox 5. Enter a name for the file or leave the default subject name. 6. Ensure Outlook Message Format shows in the Save as Type: box. If not select it from the drop list. 7. Click Save. Creating a new Outlook Data File (.pst) to make a set of Personal Folder 1. Select the Home tab. 2. Click the New Items command in the New group. 3. Point at More Items. 4. Click Outlook Data File. 5. Enter a name for the data file, eg. Old Email Store. 6. Click OK. 7. Add additional folders as required. 8. Move (click and drag) messages to the new folders. Manually archiving messages 1. Select the File tab. 2. Select Info. 3. Click the Cleanup Tools button. 4. Click Archive. 5. Select the required option at the top of the dialog box. For more information about AutoArchive settings, see the next topic in this lesson on page 34. 6. Select the folder you wish to manually archive. 7. Select or type a date in the Archive items older than: drop down box. 8. Leave other setting as they are, but see the topic Managing Outlook Data Files on page 36. 9. Click OK. 10. Archiving may take just a few seconds or minutes depending on the number of items in the folder being archived. An indicator will appear in the Status Bar showing progress. WWP Training Page 32
Lesson 2 Managing and Organising the Mailbox 11. If you are archiving for the first time, Outlook will create an Outlook Data File named Archive and once archiving is complete, you will find Archive as a set of personal folders near the bottom of your Navigation Pane (you may have to expand them). If, for example, you have archived your Inbox, Outlook will have created a personal folder named Inbox and moved into it the messages older than you defined in the Archive dialog box. 12. If, however, you have archived before, Outlook will add folders (if necessary) and move old messages to the existing Archive folders. AutoArchiving messages 1. Check that AutoArchive is enabled as follows: 2. Select the File tab. 3. Click Options. 4. Select Advanced at the left. 5. Click the AutoArchive settings button at the right. 6. Tick the Run AutoArchive every <x> days check box. 7. Click OK. 8. Click OK. 9. After 14 days when the: Would you like to AutoArchive your old items now? message appears, click Yes. 10. Archiving may take just a few seconds or minutes depending on the number of items in the folders being archived. An indicator will appear in the Status Bar showing progress. 11. If you are AutoArchiving your messages for the first time, Outlook will create an Outlook Data File named Archive and once archiving is complete, you will find WWP Training Page 33
Lesson 2 Managing and Organising the Mailbox Archive as a set of personal folders near the bottom of your Navigation Pane (you may have to expand them). 12. In the Archive you will find matching names for the folders that have had items archived. Inside them Outlook will have moved messages as defined in the AutoArchive settings (see next topic). 13. If, however, you have archived before, Outlook will add new folders (if necessary) and move old messages to the existing Archive folders. SETTING GLOBAL AND FOLDER AUTOARCHIVE PROPERTIES Once the AutoArchive feature has been enabled, Outlook will carry out the necessary moving of old messages every 14 days according to the settings in the AutoArchive dialog box (see the AutoArchiving messages procedure on page 33 for how to enable this). One of these global settings, however, is misleading because it implies that ALL folders will have items older than 6 months moved to the Archive. In reality, there is another setting on each folder separately that over-rides this. You access this setting by right-clicking a folder in the Folder List, selecting Properties and opening the AutoArchive tab. Inbox AutoArchive settings WWP Training Page 34
Lesson 2 Managing and Organising the Mailbox The table on page 31 describes what the folder level time periods are. You will notice that the Inbox, which for the majority of people gathers the most messages, is not included in the process! At the folder level, therefore, you can determine which items are to be archived, how they are to be archived (AutoArchive can delete old messages instead of moving them) and what length of time they must have been in the folder in order to be archived, either using the 6- month global setting or specifying another option. Contact folders cannot be AutoArchived. Procedure To change global AutoArchive settings 1. Select the File tab. 2. Click Options. 3. Select Advanced at the left. 4. Click the AutoArchive settings button at the right. 5. If necessary, tick the Run AutoArchive every <x> days check box to enable AutoArchive. 6. Select/deselect or change settings as desired. 7. Click OK. 8. Click OK. To change an individual folder s AutoArchive settings 1. Right click a folder that you want to check or modify the AutoArchive settings for. 2. Select Properties. 3. Select the AutoArchive tab. 4. If you wish the folder to be AutoArchived according to the global setting as specified in the AutoArchive dialog box, select the Archive items in this folder using the default settings option and then click OK. 5. If you wish to specify a different option, click the Archive this folder using these settings option. WWP Training Page 35
Lesson 2 Managing and Organising the Mailbox 6. Select whether you want the old items moved to the default Archive Data File (recommended); a different data file (you would have to create it first.); or have them permanently deleted. 7. Click OK. MANAGING OUTLOOK DATA FILES As discussed in previous topics, Outlook data files are used to create Personal Folders to store Outlook items off the system folders (eg. Inbox and Sent Items) and thus, free up space in the mailbox. An Outlook data files can be created manually or, automatically when you make use of Outlook s archiving features for the first time. An Outlook data file, therefore, may after a time store hundreds of emails in dozens of folders. Outlook Data Files are not files, therefore, items that you want to risk losing or accidentally deleting! In Outlook 2010, the default location for Outlook Data Files - whether you create one manually or automatically by archiving - is the Outlook Files folder in your (My) Documents (Windows XP and Vista) or your Document Library (Windows 7). Outlook Files folder (Windows Vista) Depending on how your computer system has been configured, this location may not be backed up and hence, your data files risks being unrecoverable if they corrupt or are accidentally deleted. There can are also be issues accessing files in this location if you are logging on at a different computer or working remotely. You are advised therefore, to seek advice from you IT department on the best and safest location for storing your data files. WWP Training Page 36
Lesson 2 Managing and Organising the Mailbox Data files will grow in size over time. The author of this book has personal experience of an Outlook data file that was over 2Gb in size. Outlook can compress (Compact) data files and bring their size down to a less space-consuming size. Compressing a data file If you have to save your Outlook data files is a shared location, it becomes possible for other people with access to the same shared location to add your data file(s) to their own Outlook installation and hence, gain access to all your stored messages and other items. In cases like this, Outlook gives you the option of protecting the data file so that it can t be added or opened without a password. Password protecting a data file Procedure Making a backup copy of an Outlook Data File 1. Right-click the Windows Start button. 2. Select Explore. 3. Navigate to your (My_ Documents/Documents folder/library. 4. Open the Outlook Files folder. 5. Right click the data file you want to make a copy of. 6. Select Copy. 7. Navigate to an alternative location to store the copy; this can be another folder, drive, USB memory stick or CD/DVD writer. WWP Training Page 37
Lesson 2 Managing and Organising the Mailbox 8. Right click a blank area in the new location. 9. Select Paste. 10. Close the Explorer window. Compacting an Outlook Data File 1. In Outlook, right click the name of the data file that you want to compress in the Navigation Pane. 2. Select Data File Properties. 3. Click the Advanced button. 4. Click Compact Now. 5. Click Close. Password protecting an Outlook Data File 1. In Outlook, right click the name of the data file that you want to compress in the Navigation Pane. 2. Select Data File Properties. 3. Click the Advanced button. 4. Click Change Password. 5. If there is currently no password for the data file, leave the Old password: box empty. If the data file currently has a password, type it in. 6. Click in the New password: box. 7. Type a password for the data file. 8. Click in the Verify password: box. 9. Re-type the password. 10. Tick the Save this password in your password list check box if you wish Outlook to remember the password so that you don t have to enter it each time you launch Outlook. 11. Click OK. 12. Click OK. 13. Click OK. WWP Training Page 38
Lesson 2 Managing and Organising the Mailbox Opening an existing Outlook Data File 1. Select the Home tab. 2. Click the New Items command in the New group. 3. Point at More Items. 4. Click Outlook Data File. 5. Navigate to the location (drive/folder) where the data file is stored. 6. Select the data file in the list box. 7. Click OK. The data file is added at the bottom of the folder list in the Navigation Pane and you can expand it to work with the personal folders stored within. WWP Training Page 39
LESSON 3 USING CROSS-COMPONENT TOOLS In this lesson, you will learn how to: Use categories Manage categories Use Instant Search Use advanced search tools Create search folders Import & Export Data WWP Training Page 40
Lesson 3 Using Cross-Component Tools USING CATEGORIES Colour adds visibility and organisation to your Outlook items. Colour categories can be assigned to almost all items in Outlook, which enables you to quickly identify them and associate them with related items. For example, categorise with the same colour all the emails and appointments about a particular project that you are working on. You can assign more than one colour category to messages, or use Quick Click to assign a preferred colour to messages. The Quick Click colour is assigned to an item when you click the Categories column for the item in your Inbox or other table view. By default this is red but you can set this colour to one of your choice. Categorised emails in Compact View Categorised emails in tabular (list view Categories tasks Categorised appointments Categorised items also show the category colour in the information bar when opened in their own window (double-click). WWP Training Page 41
Lesson 3 Using Cross-Component Tools Category colour in an appointment info bar Double categorised email information bar (in Reading Pane) A colour category must be in the colour category list before you can assign it. If a colour category is not listed, you can create a new colour category (see page 44) and assign it to an item for the first time. You can also choose from several default colour categories and rename them to be more meaningful to you. You can access the categories list by right clicking an item and selecting Categorize from the shortcut menu. Shortcut menu and default categories list Procedure To assign a colour category to a closed message 1. Right-click in the information viewer, the message you wish to categorise. 2. Point to Categorize... 3. Click a colour category. To assign a colour category to an open message 1. Select the Message tab. 2. In the Tags group, click Categorize. 3. Click a colour category. WWP Training Page 42
Lesson 3 Using Cross-Component Tools To see more categories or to create a category 1. Select All Categories... in the colour categories list. 2. Click the check box next to the required colour category. The Color Categories dialog box is also a quick way to assign multiple categories to an item. The first time that you assign a default colour category to an item, you'll be prompted to rename the category. At this time, you can also change the colour of the category and choose a keyboard shortcut. Assign a Quick Click category to an email Click the category box (or category column if in tabular view) in the row of the message that you want to categorise. Set a Quick Click category 1. Select the Home tab. 2. In the Tags group, click Categorize, and then click Set Quick Click... 3. In the Set Quick Click dialog box, in the drop-down list, select a colour category. Tip From an open message, you can click Set Quick Click on the Categorize menu to set the default colour category for all future messages, not just the message that is selected. Tip If you change the Quick Click category, it does not change the colour category assigned to previously marked messages. WWP Training Page 43
Lesson 3 Using Cross-Component Tools MANAGING CATEGORIES As described above, colour categories enable you to easily identify and group associated items in Microsoft Outlook. By default, six colours are provided for you to use but you can increase that number to 25. You can also rename categories to something more meaningful to you or, delete those that you no longer need and re-use them for another purpose. This flexibility enables you to design a colour category system that fits your personal work style. Procedures To create a new colour category 1. In any view, select he Home tab. 2. In the Tags group, click Categorize... and then click All Categories... NB: For calendar items, the Tags group appears on the Appointment or Meeting tab. For an open contact or task, the Tags group appears on the Contact or Task tab. 3. Click New. 4. In the Name box, type a name for the new colour category. 5. Click the arrow next to Color, click the colour that you want. 6. If you want to assign a keyboard shortcut, in the Shortcut Key list, click a shortcut. 7. Click OK. 8. Click OK. To rename a colour category 1. In any view, select he Home tab. 2. In the Tags group, click Categorize... and then click All Categories... NB: For calendar items, the Tags group appears on the Appointment or Meeting tab. For an open contact or task, the Tags group appears on the Contact or Task tab. 3. Click a category, and then click Rename. WWP Training Page 44
Lesson 3 Using Cross-Component Tools 4. Type the new name for the colour category, and then press [Enter]. To delete a colour category 1. In any view, select he Home tab. 2. In the Tags group, click Categorize... and then click All Categories... NB: For calendar items, the Tags group appears on the Appointment or Meeting tab. For an open contact or task, the Tags group appears on the Contact or Task tab. 3. Click a category, and then click Delete. 4. Click Yes. 5. Click OK. USING INSTANT SEARCH Instant Search helps you quickly find items in Microsoft Outlook. The Instant Search box is always available at the top of all of your Outlook folders, eg. Mail, Calendar, Tasks, and Contacts. You search the current folder by typing keywords into the Instant Search box. Instant Search searches for the keywords in the commonly-used fields for the items in that folder and immediately shows you the results in the information viewer below, highlighting in yellow where the word(s) is/are found. As soon as you click in the Instant Search box, you will also see a new tab appear at the right of the Ribbon Search Tools > Search. This tab provides options for improving the quality and accuracy of the search results. For example, if you want to search a folder for messages containing attachments, you can click the Has Attachment button. This will be added as extra criteria to the Instant Search box. The WWP Training Page 45
Lesson 3 Using Cross-Component Tools Instant Search box below is searching for emails containing the word team AND that have attachments. Tip In Instant Search box you can change the keyword that follows has attachment. If you change true to pptx, it will find messages containing the word team AND containing PowerPoint presentations only. Eg. Use docx for Word and xlsx for Excel. If you want to do an Instant search for messages from a specific person, click From the left of the Refine group and enter the name of the recipient in the Instant Search box. Result will show messages from the specified person. at Click More in the Refine group to unleash additional search criteria options. These appear as boxes below the Instant Search box and named the Query Builder. Instant Search box with Query Builder below The search query syntax, available when the Instant Search is enabled, follows this basic form: keyword:your search criteria value. For example, from:bobby. You can also use logical operators AND, NOT, OR, <, >, =, and so forth to refine your search, and these are noted in WWP Training Page 46
Lesson 3 Using Cross-Component Tools the table. Logical operators must be typed in uppercase letters. See Appendix B on page xx for a table of examples for searches you might find useful. In the Options group of the Search Tools tab, click Recent Searches to view previously used search keywords and criteria. Your 10 most recent searches are saved and can be reused. Procedure Carry out a basic search 1. Select the folder that you want to search. 2. In the Instant Search box, type your search text. 3. Items that contain the text that you typed appear with the search text highlighted. 4. To narrow your search, type more characters. 5. To widen your search to include all folders, at the end of the search results, click. 6. When you are finished with the search, you can clear the search by clicking Close Search next to the Instant Search box or, Close Search at the right of the Search Tools tab on the Ribbon. Tip Tip To return the insertion point to the Instant Search box, press CTRL+E. Attachments are searched, but search results from attachments are not highlighted. Add more search criteria 1. Conduct a basic search as described above; note the addition of the Search Tools tab on the Ribbon. 2. Click commands in the Refine group to add criteria to the Instant Search box and/or the Query Builder. 3. Proceed as for basic search. WWP Training Page 47
Lesson 3 Using Cross-Component Tools NB. Search fields that you add are specific to where you are within Outlook, such as Mail, Calendar, Contacts, Tasks, Notes, Folder List, or Journal. The search fields are also specific to the Outlook profile that you are currently using. You can set preferences for how Outlook conducts an Instant Search in Outlook Options (File > Options > Search pane) Tip. USING ADVANCED FIND Although Instant Search is easy and quick to use, your search may be so specific and focussed on elaborate criteria that the Advanced Find dialog box may offer a more userfriendly solution for finding the required items. When using the Advanced Find, results are displayed in a pane below the dialog box. The Advanced Find dialog box Criteria for the search is entered into one, two or all of the tabs, viz. Messages, More Choices, Advanced. The Messages tab contains criteria on the message content or properties, such as sender, keywords, or recipients. The More Choices tab contains criteria on other message conditions, such as importance, flags, attachments, or categorisation. WWP Training Page 48
Lesson 3 Using Cross-Component Tools The Advanced tab enables you to make detailed criteria. Under Define more criteria, click Field, click the type of criterion that you want, and then click the specific criterion from the list. Then in the Condition box and the Value box, click the options that you want, and then click Add to List. Repeat for each criterion that you want to add to this search folder, and then click OK. NB the three tabs have a cumulative effect. If, for example, you enter team in the Search for the word(s): box of the Messages tab and Red in the Categories: box of the More Choices tab, messages found will have to match BOTH those criteria. Tip Always click New Search when conducting a new search to ensure any existing criteria is cleared from ALL tabs. Procedure 1. In any view, click in the Instant Search box to activate the Search Tools contextual tab. 2. Select the Search Tools command. 3. Select Advanced Find... 4. Click the Look for: drop list and select the type of Outlook item to search for. 5. Click the Browse... button to specify a folder to search. 6. Enter criteria for the search in any of the three tabs (Messages: More Choices: Advanced). 7. Click Find Now. Search results are displayed below the dialog box. 8. Close the Advanced Find dialog box when finished. CREATING SEARCH FOLDERS A Search Folder is a special storage area that does not actually hold items, but provides a view of all email items that match specific search criteria. Search Folders appear at the bottom of your list of mail folders. WWP Training Page 49
Lesson 3 Using Cross-Component Tools When you open a Search Folder, a list of items appears in the Information Viewer. The list is grouped by folder name and sorted by date in descending order. You can then read, move, reply to, forward, delete, etc. the item as you would normally. Outlook comes with various pre-defined search folders that can be added to the list. For example, the Unread Mail Search Folder enables you to view all unread messages in one place, even though the messages might actually be stored in different folders. NB Search Folders can t contain search results from multiple Outlook Data Files (.pst). Search Folders support prefix matching in the text strings that you specify. For example, if you want to include all messages that contain the word "rain" in a Search Folder, the Search Folder also includes messages that contain words such as "raining" or "rainy." Words such as "brain," however, are excluded. Search Folders remain active for 8 days, and then stop searching until you use the folder again. There is a limit to the number of Search folder available with Exchange accounts Procedures Add a predefined Search Folder 1. Select Mail in the Navigation Pane. 2. Right-click Search Folders at the bottom of the folder list. 3. Click New Search Folder. 4. From the Select a Search Folder list, click the Search Folder you want to add. 5. If prompted, under Customize Search Folder, specify the search criteria to use, eg. if selecting the Mail from specific people Search Folder, you will need to enter who the people are. 6. To select a different mailbox to search, under Customize Search Folder, click the arrow at the Search mail in box, and then select the mailbox from the list (usually unnecessary in a corporate environment). 7. Click OK. WWP Training Page 50
Lesson 3 Using Cross-Component Tools Tip Tip The keyboard shortcut to create a Search Folder is CTRL+SHIFT+P. To change the criteria for a Search Folder, right-click the folder in the Navigation Pane, click Customize this Search Folder, click Criteria, and then change the criteria. The criteria of Search Folders in the Reading Mail group can t be changed. Create a custom Search Folder 1. Select Mail in the Navigation Pane. 2. Right-click Search Folders at the bottom of the folder list. 3. Click New Search Folder. 4. Scroll to the bottom of the Select a Search Folder list. 5. Select Create a custom Search Folder. 6. Under Customize Search Folder, click Choose. 7. Type a name for your custom Search Folder. 8. Click Criteria, and then select the options that you want. See Advanced Find on page 48 for details on how to use this dialog box. 9. Click Browse. 10. Select the folder(s) that you want to be searched. 11. Click OK to close each open dialog box. WWP Training Page 51
Lesson 3 Using Cross-Component Tools IMPORTING DATA INTO AN OUTLOOK FOLDER Outlook allows you to import information from other files. In this way, you can update your Outlook folders with data from other data sources such as Excel, Access and text files. You can also import vcard and vcalendar files, RSS Feeds, as well as Internet mail account settings. The Import and Export Wizard Outlook examines the file you are importing and compares the fields in it to the field names used in the destination folder. Although Outlook does a pretty good job at matching the field names, it doesn t always get it right! It is important, therefore, to Map the fields in the final step of the Import a File dialog box. This ensures that Outlook will understand clearly how to import the desired data into its equivalent field. For example, Outlook uses the names Business Street, Business Town, Business Post Code to store addresses in the Contacts folder. If the data you are importing uses, for example, Street, City, and Pcode for the same fields, you will need to map them to ensure a successful import. Mapping address fields for importing contacts The Import and Export Wizard is available from the File tab, Open command. WWP Training Page 52
Lesson 3 Using Cross-Component Tools The Import command in the File tab Tip Tip You or your IT department may need to install the Outlook converters to import data from other programs. If you are importing data from a Microsoft Excel file, you must first include the data in a Named Range. The file must also be in Excel 97-2003 format. Procedures 1. Select the File tab. 2. Click Open. 3. Click Import. 4. Select the desired action from the Choose an action to perform list box. 5. Click Next. 6. Select the desired file type from the Select file type to import from list box. 7. Click Next. 8. Click Browse... 9. Navigate to and select the file you want to import. 10. Click OK. 11. Select the desired option under Options. 12. Click Next. 13. Select the desired destination folder from the Select destination folder list box. 14. Click Next. 15. Select Map Custom Fields. 16. To include a destination field, not already mapped, drag its name from the left list box to the appropriate field in the right list box. 17. Click OK. 18. Click Finish. Confirmation of import WWP Training Page 53
Lesson 3 Using Cross-Component Tools EXPORTING OUTLOOK DATA If you have data in Outlook that other users want to access in a different software program, you can export Outlook data to a different file format. Each Outlook folder, however, must be exported separately. Supported file types include text files, Access and Excel. If you are exporting data to a Microsoft Word or PowerPoint file, you need to use the comma-separated or tab-separated file type. The Import and Export Wizard Outlook exports all fields in the selected folder to the destination file. Since there may be many fields in a folder in which you do not currently have data, or do not need, you may want to exclude those fields from being imported. If you want to modify or remove fields before exporting your Outlook data, you can do so in the Map Custom Fields dialog box. If there are a large number of fields in a folder, you may find it easier to choose the Clear Map option and then specify only those fields you want to export. If you previously used a custom map, you can select the Default Map button to return to the default settings. The Map Custom Fields dialog box with preferred fields selected (Exporting) WWP Training Page 54
Lesson 3 Using Cross-Component Tools Procedures 1. Select the File tab. 2. Click Open. 3. Click Import. 4. Select the action you want to perform from the Choose an action to perform list box. 5. Click Next. 6. Select the desired file type from the Create a file of type list box. 7. Click Next. 8. Select the folder you want to export from the Select folder to export from list box. 9. Click Next. 10. Click Browse... 11. Navigate to the location where you want to create the exported file and name it. 12. Click OK. 13. Click Next. 14. Click Map Custom Fields to modify the fields to be exported. 15. To remove a destination field, drag it from the right list box to the left list box or select Clear Map to remove all destination fields. 16. To add a field from the source to the destination file, drag its name from the left list box to the right list box. 17. Click OK. 18. Click Finish. Confirmation of export WWP Training Page 55
LESSON 4 COLLABORATING WITH OTHERS In this lesson, you will learn how to: Share individual folders Access another person s folders Remove permissions to folders Send Calendar information Set up delegate permissions Send a message on behalf of someone else Add another person s mailbox to your folder list Create Group Calendars Assign tasks to colleagues Accept/decline tasks Indicate progress on a task Send a status report View tasks assigned to others WWP Training Page 56
Lesson 4 Collaborating with Others SHARING INDIVIDUAL FOLDERS You can share information in your Outlook folders with other Outlook users. For example, you may want to allow other users to view your Calendar so that they are aware of your schedule. You may also want to share your Contacts and/or your Tasks folders. You can use the Share group of commands in the Folder tab of the relevant Ribbon to share your Outlook folders. Methods and options vary depending on the folder in question. You can also give other people permission to your System Folders (ie. Calendar, Contacts, Tasks, Notes and Journal but not Inbox or Sent Items) via an email. The email message gives the recipient immediate Reviewer permission, meaning they can open and view items in the folder but cannot add, edit or remove them. This can always be changed later to a higher or lower level. The message also includes as option for them to reciprocate by sharing their equivalent folder with you. Calendar sharing email message You can control who has access to your information and to what extent they can view, edit, or create information in the folder by using the Permissions dialog box. For example, you may have an assistant who needs to enter appointments into your Calendar, or you may have a supervisor or manager who needs to view the information in your Calendar. Whereas the assistant requires permission to create items, the supervisor only needs permission to read the items already entered. Calendar Permissions dialog box WWP Training Page 57
Lesson 4 Collaborating with Others Permissions are determined by roles, and each role has a specific set of permissions associated with it. The Editor role, for example, grants the user permission to create, read, modify, and delete all items and files. The Contributor role grants the user permission to create items and files, but not to view existing items. You can use the Custom role to define your own set of permissions for other users. In the Permissions dialog box, you can use the Add button and the options under Permissions to define a Custom role. The Folder owner option grants a user full permission to the folder and the Folder contact option allows a user to automatically receive notifications from the folder regarding specific folder activities. NB: In order to share an Outlook folder with other users, Outlook must be configured to work as a client on a Microsoft Exchange server Procedures Grant permissions by email (System Folders only except Inbox and Sent Items) 1. Open the folder that you wish to give permissions to. 2. Select the Folder tab. 3. Click the Share Calendar/Contacts/Tasks/Notes/Journal) command in the Share group. 4. Address the email to people whom you want to share the folder with. 5. Select whether you want the recipient(s) to share their equivalent folder with you 6. Add any additional message text required.. 7. Click Send. Grant or change permissions using the Permissions dialog box 1. Open the folder that you wish to give permissions to. 2. Select the Folder tab. 3. Click the Folder Permissions command (Calendar Permissions in the case of the Calendar folder) in the Share group or, in the case of the Inbox or Sent Items folders - Properties. 4. To add people, click Add. 5. Type the name of the user to whom you want to grant permissions in the Search: box, and then select their name in the list below. 6. Click Add. 7. Click OK. 8. Select the name(s) of the user(s) for whom you want to define or change permissions in the Name list box. 9. Click the Permission Level: drop-down list. 10. Select the role you want to grant the selected user(s). 11. Select or deselect additional permissions below, if desired. 12. Click OK. WWP Training Page 58
Lesson 4 Collaborating with Others ACCESSING ANOTHER PERSON S FOLDER You can access other Outlook users folders if you have been granted the appropriate permissions. Your ability to manipulate and control data in a folder belonging to another user, however, varies depending on the folder and the level of permission you have been granted. The way Outlook displays other users folders depend on the folder type. The table below summarises the methods: Folder Type Inbox Calendar Contacts, Tasks, Notes and Journal Displays as Other user s Inbox replaces your own in the Information Viewer. Click Inbox in the Navigation Bar to return to yours. Displays vertically next to yours in the Information Viewer. Up to four calendars are displayed vertically alongside each other. Upon opening a fifth, their orientation changes to horizontal with some loss of detail. When you close open shared Calendars from your view, they remain displayed horizontally (even if there are less than five) until you close them all down bar one. These setting can be change in the Calendar options (see page 144). Other user s folder replaces your own in the Information Viewer and is listed under Shared Contacts/Tasks/Notes/Journals. To return to your folder, click My Contacts/Tasks/Notes/Journal in the Navigation Bar. You open folders by selecting the appropriate Open command in the Share group of the relevant folder s Folder tab. In the Contacts, Tasks, Notes and Journal folders, the command is named Open Shared <current folder name> In the Calendar folder, the command is named Open Calendar and offers a menu of choices. In a corporate environment, use either From Address Book... or Open Shared Calendar... In some cases depending on how your IT department has configured the Exchange Server, you may be able to use From Room List... WWP Training Page 59
Lesson 4 Collaborating with Others The Open Shared <current folder name> dialog box is similar in all cases. Outlook folders residing on the Microsoft Exchange Server are available at any time, irrespective of whether the user is logged on to Outlook or not. The Open a Shared Calendar dialog box The owner of a folder must have granted the appropriate permissions in order for you to access the folder. If this is not the case, the following message will appear. NB. Non-system folders (ie. folders created by the user) cannot be opened by this method. See Adding Another User s Mailbox on page 64 for further information. Procedures All System Folders except Inbox and Sent Items 1. Open the folder for which you want to open another person s. 2. Select the Folder tab. 3. Click Open Shared <current folder name> or, in the case of the Calendar folder Open Calendar > Open Shared Calendar... 4. Enter the name for the person whose folder you want to open or, select it from the Address Book by clicking the Name: button. 5. Select OK. 6. Select the Folder list. 7. Select the folder you want to access. 8. Select OK. Tip You can also open other people s Calendars by selecting their name(s) in the From Address Book command that drops down from Open Calendars. Opening another user s Inbox or Sent Items folder 1. Select the File tab. 2. Click Open at the left. 3. Click Other User s Folder. 4. Enter the name for the person whose folder you want to open or, select it from the Address Book by clicking the Name: button. WWP Training Page 60
Lesson 4 Collaborating with Others 5. Select in the Folder type drop-down list the folder your wish to open (Inbox or Sent Item). 6. Click OK. REMOVING SHARING PERMISSIONS FOR A FOLDER Denying people access your shared folders can be done any time using the Permissions dialog box. Procedure 1. Open the folder that you wish to deny permissions to. 2. Select the Folder tab. 3. Click the Folder Permissions command (Calendar Permissions in the case of the Calendar folder) in the Share group or, in the case of the Inbox or Sent Items folders - Properties. 4. Select the person(s) to remove. 5. Click Remove. 6. Click OK. SENDING CALENDAR INFORMATION TO ANOTHER PERSON A copy of your calendar can be sent to anyone in an email message. The calendar appears within the message body, together with an.ics file as an attachment to the message..ics files can be opened by some email programs, including Outlook. When you email your Calendar, you decide what dates are included and the amount of detail to show. This is a useful technique to use where is may not be possible, or you do not wish to, grant full sight of your Calendar to another person. Outlook sends a static copy of your Calendar at the time of sending. If, therefore, there are changes to your Calendar, you may wish to send a replacement. Procedure 1. Open your Calendar folder. 2. Select the Home tab. WWP Training Page 61
Lesson 4 Collaborating with Others 3. Click the E-mail Calendar command in the Share group. 4. In the Calendar list, choose the calendar to send. By default, the default (system) Calendar is chosen. 5. In the Date Range list, choose the amount of calendar data to include in your message, or click Specify dates to enter a custom date range. 6. In the Detail list, choose the amount of detail to show the recipients. By default, the Availability only option is selected. None of the options include your items marked private unless you change the privacy option in Advanced options. 7. Optionally, you can restrict the information included in the message to your working hours only by selecting the Only show time within my working hours check box. To change your working hours, click Set working hours. 8. Click the Show button, if required, to see advanced options as follows: 9. Include details of items marked private - This option requires Detail to be set to Limited Details or Full Details. The existence of private items is included, but no further information is shared. 10. Include attachments within calendar items - This option requires Detail to be set to Full Details. All attachments on calendar items, such as spreadsheets, are included. 11. E-mail Layout - You can include your Daily schedule or a List of events. 12. Click OK. 13. In the To box, enter the name of the person(s) to whom you want to send the information. 14. In the message body, enter any information you want to include. 15. Click Send. WWP Training Page 62
Lesson 4 Collaborating with Others SETTING UP DELEGATE PERMISSIONS You can use the Delegate functionality in Outlook to give special permissions to people who you want to help manage your Outlook folders. These would normally be trusted colleagues, secretaries or personal assistants. Delegate permissions are based on roles: editors can read, create, and modify items; authors can read and create items; reviewers can read items only. Specific tasks that delegates can help you carry out are: send emails on your behalf; receive and respond to meeting requests on your behalf; see private items in your folders (usually calendar appointments but can also apply to emails that have been sent with a Private sensitivity). You can add one delegate or more than one as necessary to manage a desired folder. For example, you could set delegate access to share your task list with both your boss and your assistant. You can add and remove delegates or modify their permissions at any time in the Delegates dialog box. Procedures 1. Select the File tab. 2. Click Info. 3. Click the Account Settings button. 4. Click Delegate Access. 5. Click Add. 6. Type the name of the person you want to add as a delegate in the Search: box and then select it from the list below. 7. Click Add. 8. Click OK. The Delegate Permissions dialog box opens. 9. Click the drop down list for the folder(s) to which you want to grant permissions. 10. Select the desired role. 11. Select other options as desired. 12. Click OK to close the Delegate Permissions dialog box. 13. Click OK. NB: You must be using Microsoft Exchange Server to give delegate access. If the command is missing from the Account Settings, you will not able to set them. WWP Training Page 63
Lesson 4 Collaborating with Others SENDING A MESSAGE ON BEHALF OF SOMEONE If you have been given delegate permissions at Editor level to a person s inbox, you can send messages from your own Inbox on behalf of that person. When the message arrives in the recipient(s) Inbox, it will display with the name of the person that you have sent it in on behalf of in the message header. When they read the message, however, the header will display that it was sent from you on behalf of that person. Message sent on behalf of another person Procedures 1. Create a new email message. 2. Select the Options tab. 3. Click From in the Show Fields group. A From: box appears in the message header. 4. In the From: box, type or select from the address book the name of the person that you are sending the message on behalf of. 5. Complete the message as normal (ie. recipient addresses, subject, body text, etc). 6. Click Send. ADDING ANOTHER PERSON S MAILBOX If another person (eg. a secretary or assistant) regularly needs to access folders that you have given them permissions to - and this includes non-system folders - they need to add-in your mailbox to theirs. The added-in mailbox appears at the bottom of the Folder List in their Navigation Pane. WWP Training Page 64
Lesson 4 Collaborating with Others Your folders Other person s shared folders An added-in mailbox displayed in the Folder List NB: In order to carry out this procedure, Outlook must be connected to the same Microsoft Exchange Server host. To be able to add-in another person (or persons) mailbox THEY have to follow a two-step procedure first. 1. Set permissions (or grant delegate access) to all the individual folder(s) that they want the other person to see and use (see pages 57 and 63). 2. Set permissions on their mailbox. This is done as follows: a. Select the mailbox name at the top of the Folder List in the Navigation Pane (it will normally have something like joe.smith@wwp.co.uk or Mailbox Joe Smith) b. Select the Folder tab. c. Click the Folder Permissions command in the Properties group. d. To add people, click Add. e. Type the name of the user to whom you want to grant permissions in the Search: box and then select their name in the list below. f. Click Add. g. Click OK. h. Select the name(s) of the user(s) for whom you want to define or change permissions in the Name list box. i. Click the Permission Level: drop-down list j. Select the role you want to grant the selected user(s). k. Select or deselect additional permissions below, if desired. l. Click OK. NB. The level of permission set will depend on how much you wish the other person(s) to be able to do to your mailbox. Reviewer is sufficient to allow them to add it in, but if you wish to allow them to also create, modify or delete folders in your mailbox, you need to elevate it to Editor. Owner level allows them to treat your mailbox as if it were their own, including giving and changing permissions for other people. Once they have set the necessary permissions as described above, you can follow the procedure below to add-in their mailbox. Procedure 1. Select the File tab. WWP Training Page 65
Lesson 4 Collaborating with Others 2. Click Info. 3. Click the Account Settings command. 4. Click Account Settings... 5. Select in the list the item referring to Microsoft Exchange; it will normally have your user name in the first column. 6. Click the Change... button above the list. 7. Click the More Settings... button. 8. Select the Advanced tab. 9. Click Add. 10. Type the name of the person who s mailbox you want to add-in (there is no address book to select from). 11. Click OK. 12. Click OK. WWP Training Page 66
Lesson 4 Collaborating with Others 13. Click Next. 14. Click Finish. The mailbox will have been added to the bottom of your own Mail Folder List. Click the expand arrow to view the folders within. If the following message and screen appears, it is because the person whose mailbox you are trying to add in has not granted permission to their mailbox. CREATING CALENDARS GROUPS You can create a calendar for a particular group of people and/or resources. When you want to plan a meeting, you can open the group calendar, view the availability of everyone in the group at a single glance, and then schedule a meeting for all the people in the group. It is not necessary for people to give you permissions to their Calendar for them to be included in a Calendar Group. Their free and busy times should be visible by default. A Calendar Group of displayed horizontally (more than four) A Calendar Group displayed vertically (less than five) WWP Training Page 67
Lesson 4 Collaborating with Others The calendar group is displayed in the Navigation Pane name by name and when selected, displays individual people s calendars vertically if there are four or less members or horizontally if there are more than 4 (rather like the Meeting Scheduler). This allows easy assessment of their availability at a particular date and time. You can then create a meeting for all the people in the group by clicking the New Meeting > New Meeting with All command in the New group of the Calendar Home tab. You can create and save more than one group calendar. For example, you can create a calendar with all the employees from a particular department, or a calendar with a group of people that attend a specific meeting. Group calendars can also be created solely from resources. You may want to create a group calendar for resources to find when they are free. The Select Group Members dialog box Tip Tip Tip Tip In order for a resource to be included in a group calendar, it must be set up with its own mailbox by the system administrator. You can add additional member to the calendar group by right clicking the name of the Group Calendar in the Navigation Pane and selecting Add Calendar. Members can be removed from a group by right clicking their name in the Navigation Pane and selecting Delete Calendar. A Group Calendar can be removed completely from the Navigation Pane by right clicking its name and selecting Delete Group. Procedures 1. Open the Calendar. 2. Select the Home tab, if necessary. 3. Click Create New Calendar Group in the Calendar group. WWP Training Page 68
Lesson 4 Collaborating with Others. 4. Type a name for the new calendar group. 5. Click OK. 6. Select from the address book, the names of the people and/or resources that you want to include in the group. 7. Click OK. The group is displayed as a whole and name by name in the Navigation Pane. The group s availability is shown in the scheduler pane. 8. To return to your own Calendar, click My Calendars > Calendar in the Navigation Pane. 9. To view a Calendar Group at any time, click the check box next to its name Tip. It is not necessary to see all the members of a Calendar Group listed in the Navigation Pane to view their schedules or arrange a meeting with them. You can collapse the group by clicking the small, black arrow head to the left of the group name. The arrow turns 45 o anti-clockwise and changes to white. Tip Click the arrow head again to expand the Calendar Group. This is useful to temporarily exclude or include members from the group. ASSIGNING A TASK TO ANOTHER OUTLOOK USER You can assign tasks by delegating them to other Outlook users. When a task is assigned to another user, it is sent as a message to the user s Inbox. You can select options to track the status of the delegated task, as well as monitor the progress of the task. WWP Training Page 69
Lesson 4 Collaborating with Others Assigning a task to another person If the task recipient accepts the task, the task is added to the recipient s task list and removed from yours unless you select the Keep an updated copy of this task on my task list option in the Task window. This option allows you to view the changes made to the task by the recipient in your task list. When the recipient records the task as completed, it will be marked complete in your task list. If you select the Send me a status report when this task is complete option, Outlook automatically delivers a message to your Inbox when the recipient indicates that the task is complete. Tip When you assign a task to another user, the task icon next to the task changes to. Procedures 1. View the Tasks folder. 2. Double-click the task you want to assign to another user. 3. Select the Assign Task command in the Manage Task group. 4. Enter the recipient s e-mail address. 5. Select the options and settings as desired. 6. Click Send. 7. Click OK if a Microsoft Outlook warning box opens, informing you that since you are no longer the owner of the task, you will not be sent a task reminder. ACCEPTING/DECLINING TASKS When a task is assigned to you from another Outlook user, you receive a message with the subject Task Request in your Inbox. WWP Training Page 70
Lesson 4 Collaborating with Others In addition, the task is added to your task list. Task request email When you accept or decline a task, a Task Accepted or Task Declined message is sent to the owner of the task. If the task has been accepted, it will be displayed in the message list with a icon. You can include a response with this message or simply send the default message. Once you send your response to a task assignment, the Task Request message is removed from your Inbox. In addition, once you read a Task Accepted or Task Declined message, it is removed from your Inbox. If you accept a task, the task remains in your task list. You can then update the owner on your progress as well as mark the task complete when you are finished. If you decline a task, the task is removed from your task list. Tasks you assign to others appear with a hand on the left side of the task icon and tasks assigned to you appear with a hand on the right side of the task icon. Procedures 1. View the Inbox. 2. Double-click the Task Request message to open it. 3. Select the Accept or Decline button. 4. Select the Edit the response before sending or Send the response now option. 5. Click OK. 6. If you have selected Edit the response before sending, type the desired response and click Send. WWP Training Page 71
Lesson 4 Collaborating with Others INDICATING THE PROGRESS OF A TASK If a task is assigned to you, you can accept or decline it, or you can assign it to someone else. If you accept the task, you can indicate your progress as you work on the task. This option helps you manage your overall workload. In addition, it allows other Outlook users to maintain task lists that include your tasks so that they can track your progress. You indicate your progress on a task by entering a percentage complete on the Task page in the Task window. You can further indicate your progress on the Details page in the Task window. Here you can enter the Total work (an estimation of the number of hours necessary to complete the task) and the Actual work (the number of hours you have spent on it so far). The Details page If the task owner selected the option to keep an updated copy in his or her task list, a Task Update message will be sent each time the task recipient changes the task details. Tip When a task is reassigned, the owner s task details update only when the owner opens the Task Update message in the Inbox. Procedures 1. View the Tasks folder. 2. Double-click the task for which you want to track the progress. 3. Enter the percent complete in the % Complete: spin box. 4. Select the Details command in the Show group on the Ribbon. 5. Select the text in the Total work: box. 6. Type the estimated time or days it will take to complete the task. 7. Select the text in the Actual work: box. 8. Type the amount of time you spent on the task to date. WWP Training Page 72
Lesson 4 Collaborating with Others 9. Click the Save and Close button. SENDING A STATUS REPORT You can send information about the status of a task to others. When you send a status report, a message is sent summarising the work progress of the task. The summary details include the task name, priority, date due, its current status, the percentage of work completed, the total and actual work, and the name of the task owner. When a task is assigned to another owner, the person assigning the task is added to an update list if they selected the option to keep an updated copy of the task in their task list. Each person reassigning the task is then added to the list. When the task owner sends a status report, it is sent to everyone on the update list. Sending a status report Procedures 1. View the Tasks folder. 2. Double-click the task about which you want to send a status report. 3. Click the Status drop-down list. 4. Select a status description. 5. Enter a value in the % Complete spin box. 6. Select the Task tab on the Ribbon. 7. Click the Send Status Report command in the Manage Task group. 8. Enter the name or address of the recipient in the To box. 9. Enter any required text in the body of the message. 10. Click Send. WWP Training Page 73
Lesson 4 Collaborating with Others VIEWING TASKS ASSIGNED TO OTHERS You can filter your tasks by viewing only those tasks that you have assigned to others. You should keep track of tasks assigned by you to other users. In addition to viewing the tasks you have assigned to others, you can change the Tasks view to control how they are displayed in the information viewer. You should change to the view that best suits the task at hand. The default Tasks view is Simple List; the default view for the To-Do List is To-Do. Procedures 1. View the Tasks folder. 2. Select the View tab on the Ribbon. 3. Click the Change View command in the Current View group. 4. Select Assignment. WWP Training Page 74
LESSON 5 AUTOMATING MESSAGE HANDLING In this lesson, you will learn how to: Add a rule to the Rules Wizard Edit a rule Delete a rule Create an automatic reply rule Create Quick Step actions WWP Training Page 75
Lesson 5 Automating Message Handling ADDING A RULE TO THE RULES WIZARD In order for the Rules Wizard to manage incoming messages, you must create rules that identify which messages you want to process and what actions you want to apply to them. You access the Rules Wizard via the Rules and Alerts dialog box. The Rule and Alerts dialog box The Rules Wizard contains five steps in which you define the conditions that a message must meet before any action can be taken on it. As you proceed through the Rules Wizard, you define the general conditions and exceptions and enter the specific values the rule will evaluate. In Step 1, you select the type of rule you want to create. You can select one of the ready-made rules (templates) under the Stay Organized or Stay Up to Date headings, eg. Move messages from someone to a folder or, if none of the preset rules meet what your requirements, you can select from under Start from a blank rule, and set up your own custom rule by selecting Apply rule on messages I receive or Apply rule on messages I send. WWP Training Page 76
Lesson 5 Automating Message Handling Step 2 on the first page of the Wizard only applies if you are using a template. See procedures below. In the next step, you define a condition based on criteria such as the sender of the message, the recipient, the subject of the message, or the message body, etc. For example, you could define the conditions of a message as any message sent to you from John Smith that includes the text project in the Subject field. In the following step, after you have defined the conditions, you can designate the action you want taken on all messages meeting that criteria. You can create alerts for messages, as well as move, copy, delete, forward, or reply to messages. You can choose from other available actions as well define a custom action you want to take on messages. The next step allows you to enter exceptions to the rule. For example, if you tick: Except if my name is in the CC box, the rule will not be applied if the message has been copied to you only. In the final step, you name the rule and indicate if you want to Run this rule now on messages already in <current folder> and/or Turn on this rule. Turn on this rule means that it will apply to all new messages that you receive. The option to Turn on this rule is selected by default. Tip Tip You can use the Back and Next commands to move through the steps in the Rules Wizard. If you specify multiple conditions (such as a From condition and a Sent to condition), messages must meet each condition for the action to be taken. If you specify more than one value in a condition (such as two names in the From field), you are creating an OR condition; messages can meet either value in order to fulfil the condition. Multiple values in a condition (such as two categories) must be separated by semicolons (;). Procedures 1. Select the File tab. 2. Select Info at the left. 3. Click the Manage Rules and Alert command. 4. Click New Rule. 5. Select a template under the Stay Organized or Stay Up to Date headings or, Apply rule on messages I receive or Apply rule on messages I send under Start from a Blank Rule. 6. If you have selected creating a rule using a template, click the blue, underlined words in the box under Step 2: Edit the rule description (click an underlined value) and add additional information. For example, if you are using the Move messages from someone to a folder template, you will need to tell the Wizard who the someone is and which folder you want to move the messages to. If starting with a blank rule, ignore Step 2 of the Wizard. 7. Click Next. 8. If creating a rule using a template, select, if necessary, any additional condition(s) to make the rule more specific. If starting with a blank rule, add a condition (or conditions) for the rule. WWP Training Page 77
Lesson 5 Automating Message Handling NB. Most conditions require you to provide additional information by clicking the blue, underlined words in the box under Step 2: Edit the rule description (click an underlined value). 9. Click Next. 10. If creating a rule using a template, select, if necessary, any additional action(s) that you wish the rule to perform. If starting with a blank rule, add an action (or actions) for the rule. 11. NB. Most actions require you to provide additional information by clicking the blue, underlined words in the box under Step 2: Edit the rule description (click an underlined value). 12. Click Next. 13. Select any exceptions to the conditions given earlier. 14. NB. Most exceptions require you to provide additional information by clicking the blue, underlined words in the box under Step 2: Edit the rule description (click an underlined value). 15. Click Next. 16. Give the rule a name. 17. If required, tick the Run this rule now on messages already in <current folder> check box. 18. Click Finish to close the Rules Wizard. 19. Click OK to confirm the client-only message, if necessary. 20. Click OK to close the Rules and Alerts dialog box. EDITING A RULE You can add, remove or change the values for either the conditions, actions or exceptions of any existing rule in the Rules and Alerts dialog box. You make these changes by clicking the Change Rule drop-down button and editing the rule settings. This open the Rules Wizard where you can tick or untick conditions, actions or exceptions and/or click the underlined text in the Step 2: Edit the rule description (click an underlined value) box to enter replacement values. Additionally, you can use the Rules and Alerts dialog box to make a copy of a rule, rename a rule, or delete a rule. When you copy a rule, you rename it and then edit its settings. Procedures 1. Select the File tab. 2. Select Info at the left. 3. Click the Manage Rules and Alert command. 4. Select the rule you want to edit from the Rule (applied in the order shown) list box. 5. Click the Change Rule drop-down button. 6. Select Edit Rule Settings... WWP Training Page 78
Lesson 5 Automating Message Handling 7. Tick or untick additional conditions in the Step1: Select condition(s) box. 8. If necessary, click the underlined value(s) that you want to change under Step 2: Edit the rule description (click an underlined value). 9. Click Next. 10. Tick or untick additional actions in the Step1: Select action(s) box. 11. If necessary, click the underlined value(s) that you want to change under Step 2: Edit the rule description (click an underlined value). 12. Click Next. 13. Tick or untick additional exceptions in the Step1: Select exceptions(s) (if necessary) box. 14. If necessary, click the underlined value(s) that you want to change under Step 2: Edit the rule description (click an underlined value). 15. Click Next. 16. Rename the rule if you wish. 17. If required, tick the Run this rule now on messages already in <current folder> check box. 18. Click Finish. 19. Select OK to close the Rules and Alerts dialog box. Tip You can also add actions to an existing rule by selecting it in the Rules list, clicking the Change Rule drop-down arrow and selecting actions from the lower half of the menu, eg. Play a sound. DELETING A RULE You can delete rules you no longer use or that no longer apply to your messages. Outlook prompts you to verify a deletion before the rule is actually deleted. Once a rule has been deleted, it cannot be recovered. You can, however, recreate it at any time. Tip You can also disable a rule so that it does not process instead of deleting it. To disable a rule, untick the check box to the left of the rule in the Rules Wizard dialog box. WWP Training Page 79
Lesson 5 Automating Message Handling Procedures 1. Select the File tab. 2. Select Info at the left. 3. Click the Manage Rules and Alert command. 4. Select the rule you want to edit from the Rule (applied in the order shown) list box. 5. Click Delete. 6. Click Yes on the warning message. 7. Click OK to close the Rules and Alerts dialog box. CREATING AN AUTOMATIC REPLY RULE The Microsoft Outlook 2010 Level 1 course describes using Automatic Replies (Out of Office) to create replies to messages received while you are unable to respond to them. You can combine Automatic Replies with rules to handle messages for you while you are unable to respond to them personally. For example, you can set up a rule while you are on holiday to forward messages received from a specific person to a colleague of yours. Automatic Replies Rules dialog boxes Automatic reply rules take precedent over any other rules that normally apply to your messages, and which have been created as described in the previous topics of this lesson. Automatic reply rules only apply while you have Automated Replies activated. WWP Training Page 80
Lesson 5 Automating Message Handling Procedures 1. Select the File tab. 2. Click Info. 3. Click the Automatic Replies (Out of Office) button. 4. In the lower left corner of the dialog box, click the Rules button. 5. Click Add Rules. 6. Under When a message arrives that meets the following conditions: specify the conditions of the rule that the message must meet for the action to occur. 7. To specify more conditions, click Advanced, select the options you want, and then click OK. 8. To specify that this rule must be the last one applied, select the Do not process subsequent rules check box. 9. Under Perform these actions: select the options you want. You can select more than one option. 10. Click OK. 11. Click OK. NB. If a rule deletes a message, any following rules that may have applied to that message are ignored. USING QUICK STEPS Quick Steps apply multiple actions at the same time to email messages. This helps you quickly manage your mailbox. For example, if you frequently move messages to a specific folder, you can use a Quick Step to move the message in one click. Or, if you forward messages to your manager or peers, a one-click Quick Step can simplify the task. Outlook contains six built-in Quick Steps. When you use some of these for the first time, you are prompted to configure them. For example, if you want a Quick Step to move messages to a certain folder, you must specify the folder before you can use the Quick Step. WWP Training Page 81
Lesson 5 Automating Message Handling Default Quick Steps in Outlook 2010 include the following: Quick Step Action Move to: To Manager Team E-mail Done Reply & Delete Create New Description Moves the selected message to a mail folder that you specify and marks the message as read. Forwards the message to your manager. If your organization uses Microsoft Exchange Server, your manager's name is detected in the Global Address List and inserted in the "To" box, or you can specify the recipient. Forwards the message to others in your team. If your organization uses Microsoft Exchange Server, your team members names are detected in the Global Address List and inserted in the "To" box Moves the message to a specified mail folder, marks the message complete, and then marks it as read. Opens a reply to the selected message, and then deletes the original message Create your own Quick Step to execute any sequence of commands, name it, and then apply an icon to help you identify it Procedure Configure a built-in Quick Step for the first time 1. View the Mail folders. 2. Select the Home tab. 3. Click the More arrow at the side of the Quick Steps gallery, and then click Manage Quick Steps. 4. Select the Quick Step that you want to change, and then click Edit. 5. Rename the Quick Step, if desired. WWP Training Page 82
Lesson 5 Automating Message Handling 6. Under Actions, change or add the actions that you want this Quick Step to do. 7. If you wish, click into the Shortcut key: drop-down list and select a keyboard shortcut that you want to assign to that Quick Step. 8. If you want to change the explanatory text that appears when you hold the mouse pointer over the Quick Tip command, click in the Tooltip text: box and replace the current text with your own. 9. If you want to change the icon for a Quick Step, click the icon at the left of the Name: box, select a new image, and then click OK. 10. Click Save when finished. Create a custom Quick Step 1. View the Mail folders. 2. Select the Home tab. WWP Training Page 83
Lesson 5 Automating Message Handling 3. Click the More arrow at the side of the Quick Steps gallery, and then click New Quick Step. 4. Click an action type from the list or click Custom. 5. In the Name box, type a name for the new Quick Step. 6. Under Actions, choose and/or elaborate on the action that you want the Quick Step to perform. 7. Click Add Action for any additional actions, if available. 8. Click the Options button in the bottom left of the dialog box, if available. 9. If you wish, click into the Shortcut key: drop-down list and select a keyboard shortcut that you want to assign to that Quick Step. 10. If you want to change the explanatory text that appears when you hold the mouse pointer over the Quick Tip command, click in the Tooltip text: box and replace the current text with your own. 11. If you want to change the icon for the Quick Step, click the icon at the left of the Name: box, select a new image, and then click OK. 12. Click Save when finished. New Quick Steps appear at the top of the gallery on the Home tab in the Quick Steps group. Although changed Quick Steps keep the same location in the gallery, you can rearrange them in Manage Quick Steps dialog box. You can also edit, duplicate, delete and reset Quick steps in the Manage Quick Steps dialog box. WWP Training Page 84
LESSON 6 ADVANCED CALENDAR TOOLS In this lesson you will learn how to: Change the time scale Change or add a time zone Display Week numbers Customise Work Week view Propose new meeting times Setting other Calendar options WWP Training Page 85
Lesson 6 Advanced Calendar Tools CHANGING THE TIME SCALE By default, the calendar grid shows a time interval of 30 minutes. You can increase or decrease this interval. 30 minute scale 15 minute scale Procedure 1. Select the View tab. 2. Click Time Scale in the Arrangement group. 3. Click the time interval that you want to show in the calendar. CHANGING THE TIME ZONE At any time, you can change the time zone in Outlook so that it matches your current geographic location. When the time zone is changed, this is the same as changing the time zone in Control Panel in Windows. When you change the time zone setting in Outlook, all Calendar views are updated so that they display the new time zone, and all Calendar items reflect the new time zone. NB. When you adjust time zone settings in Outlook, Windows clock settings are also adjusted Additionally, two separate time zones can be displayed in the Calendar. The two time zones can be, for example, your local time zone and the time zone of a city that you often travel to. The second time zone is used only to show a second time bar in Calendar view, and does not affect the way in which Calendar items are stored or displayed. WWP Training Page 86
Lesson 6 Advanced Calendar Tools Calendar displaying two time zones When you have two time zones displayed in the Calendar, you can swap their positions. Procedures Change your time zone 1. Select the File tab. 2. Click Options. 3. Click Calendar at the left. 4. Under Time Zones, type a name for the current time zone in the Label box. 5. In the Time zone: drop-down list, click the time zone that you want to use. 6. Click OK. Add a second time zone 1. Select the File tab. 2. Click Options. 3. Click Calendar at the left. 4. Under Time Zones, select the Show a second time zone check box. 5. In the Label box, type a name for the additional time zone. 6. In the Time zone: drop-down list, click the time zone that you want to add. 7. If you want your computer clock to automatically adjust for daylight saving time (DST) changes, select the Adjust for daylight saving time check box. This option is available only in time zones that use daylight saving time (DST). 8. Click OK. Swap time zones 1. Select the File tab. 2. Click Options. 3. Click Calendar at the left. WWP Training Page 87
Lesson 6 Advanced Calendar Tools 4. Under Time Zones, click the Swap Time Zones button. Remove a time zone 1. Select the File tab. 2. Click Options. 3. Click Calendar at the left. 4. Under Time Zones, clear the Show an additional time zone check box. DISPLAYING WEEK NUMBERS Week numbers can be made to appear on the calendar month view and on the calendar Date Navigator and on the To-Do Bar. Week numbers restart at the beginning of each year (even if the first week consists of less than seven days). By default, week numbers are turned off. Week numbers in the Date Navigator Week numbers in Month view Procedure 1. Select the File tab. 2. Click Options. 3. Click Calendar at the left. 4. Under Display options, select or clear the Show week numbers in the month view and in the Date Navigator check box. WWP Training Page 88
Lesson 6 Advanced Calendar Tools CUSTOMISING THE WORK WEEK If your working week and times are different from the Outlook calendar default (ie. Monday to Friday: 9am to 5pm), you can change them to match your actual schedule. You can choose the days of the week that are a part of your work week, the time when your work day starts and ends, and the day of the week that you want to be the start of your week. Once you have specified these parameters, you calendar s look and feel will reflect these choices. Furthermore, it will make your availability clearer to anyone wishing to send you a meeting request. Procedure 1. Select the File tab. 2. Click Options. 3. Click Calendar at the left 4. Under Work Time, do any of the following: 5. To set your work days, select the check boxes next to the days of the week that you want. 6. To set the first day of the week, in the First day of week box, click the day that you want. 7. To set the first week of the year, in the First week of year box, click the option that you want. 8. To set the beginning and end of your work day, enter times in the Start time box and the End time box. 9. Click OK. PROPOSING NEW MEETING TIMES When you receive a meeting request for a time that you aren t available, you can propose a new meeting time. The meeting organiser makes the final decision whether to accept or decline a proposed meeting time. NB. Meeting organisers can restrict the ability to propose alternate meeting times. If the meeting organizer has restricted meeting proposals, the Propose New Time command is not available in the meeting request message. WWP Training Page 89
Lesson 6 Advanced Calendar Tools If you click Propose New Time, you are given the option of either tentatively accepting the meeting request and proposing a new time or, declining the meeting request and proposing a new time. If you want to propose a new time, Outlook will open the Meeting Scheduler to help you find a new time when the necessary people and resources are available. Upon finding a new time and clicking the Propose Time button, an email to the meeting organiser will appear for you to complete and send. Procedure 1. Open the meeting request (double click). 2. On the Meeting tab, click Propose New Time in the Respond group. 3. By default, when you propose a new time, you tentatively accept the meeting. However, if you click the lower half of the Propose New Time button, you have the additional options to click Tentative and Propose New Time or Decline and Propose New Time. WWP Training Page 90
Lesson 6 Advanced Calendar Tools 4. Select in the Scheduling Assistant, a time when all invitees are available. 5. Click Propose Time. 6. Complete the message and click Send. Tip If you view the meeting request in the Reading Pane, you don t have to open the message. At the top of the Reading Pane, click Propose New Time. Tip You can change the default response for all meetings requests that you reply with proposed new time. Click the File tab > Options > Calendar. Under Calendar options click the Use this response when proposing a new meeting time drop list, and select Accept, Tentative, or Decline. Click OK. RESPONDING TO A NEW MEETING PROPOSAL As a meeting organizer, you receive any proposed meeting time changes. You decide whether to change the scheduled meeting time. Meeting organisers can also disable the ability for attendees to propose alternate meeting times. Procedures Accept a proposed new meeting time 1. Open the meeting request (double click). 2. Click Accept Proposal. 3. Click Send Update. Decline a proposed new meeting time 1. Open the meeting request (double click). 2. On the Meeting Response tab, in the Respond group, click Reply. 3. Type your message text. 4. Click Send. 5. In the meeting request, select the Meeting Response tab. 6. In the Action group, click Delete. The meeting remains at the original time. Disable attendees from proposing new times 1. Select the File tab. 2. Click Options. 3. Click Calendar at the left. 4. Under Calendar options, clear the Allow attendees to propose new times for meetings check box. 5. Click OK. WWP Training Page 91
Lesson 6 Advanced Calendar Tools SETTING OTHER CALENDAR OPTIONS In the Calendar pane of Outlook Options, you can set and change many preferences on how your Outlook calendar displays and functions. Some have been described in the previous topics of this lesson. A summary of others is given in Appendix A on page 144. Procedure 1. Select the File tab. 2. Click Options. 3. Click Calendar at the left. 4. Change options and settings as desired. 5. Click OK. WWP Training Page 92
LESSON 7 - ADVANCED CONTACTS TOOLS In this lesson you will learn how to: Create a contact group Creating a new contact from the same company Using mail merge with Outlook Monitor contact activities Use Suggested Contacts Make changes for multiple contacts WWP Training Page 93
Lesson 7 Advanced Contacts Tools CREATING A CONTACT GROUP (DISTRIBUTION LIST) A Contact Group is a way to group e-mail addresses under one name. A message sent to a Contact Group goes to all recipients listed in the group. You can include Contact Groups in messages, task requests, meeting requests and in other Contact Groups. The Contact Group window There is no maximum number of names that you can include in a Contact Group. You type the name of a Contact Group into the address bar of a new message, complete the message with additional recipients, subject and body text, etc. and click Send. The name of the Contact Group appears with an expand button at the left. The purpose of the expand button is to display all the individual addresses from the group in the address bar of the message. You can then delete addresses that you do not wish to send the message to on this occasion. Removing an address from a group in this way does not permanently remove it from the Contact Group. If you expand a group, you cannot collapse it again for that message. Procedures Creating a Contact Group 1. Open the Contacts folder. 2. Click the New Contact Group command in the New group of the Ribbon. 3. Type a name for the group. WWP Training Page 94
Lesson 7 Advanced Contacts Tools 4. Click Add Members in the Members group. 5. Select from Address Book. 6. Search for and select people you want to include in the group. 7. Click Members at the bottom of the names list. 8. If necessary, select a different address book in the Address Book drop-down list, eg. Contacts. 9. Repeat steps 5 to 7. 10. Click OK. 11. Click Save and Close in the Actions group of the Ribbon. The group is saved in your Contacts folder. Save a Contact Group received from someone 1. When you receive a message that includes a Contact Group that you want to use, you can save it to your Contacts folder. 2. Open the message that contains the Contact Group. 3. In the To or Cc box, right-click the Contact Group, and then click Add to Outlook Contacts. Add a member to a Contact Group 1. View the Contacts folder. 2. Open the Contact Group item (double click it). 3. Click Add Members in the Members group. 4. Search for and select people you want to include in the group. 5. Click Members at the bottom of the names list. 6. If necessary, select a different address book in the Address Book drop-down list, eg. Contacts. 7. Repeat steps 5 to 7. 8. Click OK. 9. Click Save and Close in the Actions group of the Ribbon. The group is saved with the changes. Remove a member from a Contact Group 1. View the Contacts folder. 2. Open the Contact Group item (double click it). 3. In the list of names, select the name that you want to remove. 4. Select the Contact Group tab on the Ribbon. 5. Click Remove Member in the Members group. 6. Click Save and Close in the Actions group of the Ribbon. The group is saved with the changes. Tip If you wish to include a person in a group who is NOT in your address books (eg. Global Address Book or Contacts), click the Add Members command and select New E-mail Contact. Type the name of the person in the Name: box and their email address in the E-mail address: box. Click OK. WWP Training Page 95
Lesson 7 Advanced Contacts Tools Email addresses of people that you include in a group are not automatically updated if they change in the address book that they originate from. Tip It is advisable, therefore, to regularly click the Update Now command in the Members group of the Ribbon to ensure the latest addresses are used. CREATING A SAME COMPANY CONTACT You can use the Contact from the Same Company feature to reduce time and effort when adding multiple contacts from the same company or other organisation that shares the same basic contact information among its employees. After you have entered the contact information for one contact from a company, it becomes a template on which other contacts can be based. The contacts that you create from this template contact will contain the same information in the following contact fields: Company Web page address Business phone number Business Fax number Business address After creating a new contact from the template, you can add information or edit any contact field as necessary for each individual. Procedure 1. View the Contacts folder. 2. Open the contact you want to use as a template (double click the contact). WWP Training Page 96
Lesson 7 Advanced Contacts Tools 3. Click the bottom half of the Save & New command in the Actions group. 4. Click Contact from the Same Company. 5. Add information or edit any contact field as necessary for each individual. 6. Click Save and Close. USING MAIL MERGE WITH OUTLOOK You can use the information in your Contacts folder as the data source for Microsoft Word mail merges. This feature is helpful when you need to create labels, envelopes, or form letters. For example, you may need to send a mail shot to all of your customers that you have in your Contacts folder. Outlook itself cannot carry out a mail merge, it has to borrow Word to do it. Outlook just sets up your contacts to be used as a data source. Users need to know how to carry out a mail merge in Word for successful execution and completion of the command. For a mail merge, you can use all of your Outlook contacts or selected ones only, as well as all contact fields or the fields that only appear in the current Outlook view or a custom view you created. You can add the merge fields to a new Word document or to an existing one. You also have the option of saving the contacts in a merged file to use again. The document types available for the merge are form letters, mailing labels, envelopes, and catalogue. After selecting the document type, you can choose to merge the data to a new document, printer, e- mail, or other destination you have available. For further information on how to carry out a mail merge in Word, refer to our Microsoft Word Level 2 book, Lesson 9. The Mail Merge Contacts dialog box WWP Training Page 97
Lesson 7 Advanced Contacts Tools Procedures 1. View the Contacts folder. 2. Click Mail Merge in the Actions group on the Home tab the Tools menu. 3. Select the desired option below Contacts. 4. Select the desired option below Fields to merge. 5. Select the desired option below Document file. 6. Click the Document type drop list below Merge options. 7. Select the type of mail merge document you want to produce. 8. Select the Merge to list below Merge options. 9. Select the destination to which you want to send the merged records. 10. Click OK. 11. Complete the mail merge in Microsoft Word. MONITORING ACTIVITIES WITH CONTACTS Outlook allows you to track any activities that you have with a contact. For example, if you are working on a project with a contact, you can track all the emails, appointments and tasks that you and that person are involved in. It s rather like creating cross-references between a contact and other places in Outlook where that person is mentioned. You have to mark the fact that a contact is associated with an email, appointment, tasks, etc. by tagging it in the item s properties. Once you open the properties window for an item, you enter the name of the contact that you want to associate with the item, in the Contacts box. If you have many contacts and are not sure of the correct spelling for a contact name, it may be advisable to click the Contacts button and select from the list. The properties window is closed to save the setting; there is no OK button. Example of a received or sent email s properties window The properties window for Outlook items is accessed by opening the item in its own window (double-click it) and selecting Properties under Info in the File tab. The only item not to have properties is Notes. WWP Training Page 98
Lesson 7 Advanced Contacts Tools When you wish to view activities associated with a contact, you open the contact item (double-click it) and select the Activities command in the Show group of the Contact tab on the Ribbon. Procedures Associate a contact with an item 1. Open the Outlook item that you want to associate with a contact in its own window (double-click it). 2. Select the File tab. 3. Select Info at the left. 4. Click Properties. 5. Enter the name of the contact on the Contacts box or, click the Contacts button and select from the list. 6. Click Close on the properties window. View activities for a contact 7. Open the contact in its own window (double-click it). 8. Click the Activities command in the Show group of the Contact tab. Tip If you frequently wish to associate contacts with your Outlook items, you can add a Contacts text box and select button at the bottom of appointment, task, contacts and journal forms. Click the File tab > Options > Contacts and tick the Show contacts linked to the current item check box under Linking. WWP Training Page 99
Lesson 7 Advanced Contacts Tools Appointment form showing Contacts box and button USING SUGGESTED CONTACTS When you enter an address into a new email, Outlook remembers it. So next time you started typing the same address into the To: CC; or BCC box(es) of a new message, a list of matches appeared below for you to pick from and complete the address. This feature is known as the Autocomplete list. The Autocomplete list In addition to the Autocomplete list, Outlook 2010 introduces the Suggested Contacts feature. This creates contacts for addresses you send messages to when the address is not already in your address books, and stores them is a separate Suggested Contacts folder. This is so as not to pollute your normal Contacts folder with entries that you have just used as a one-off. Unlike the AutoComplete List, you can search your suggested contacts, and there is no maximum number of suggested contacts. The AutoComplete list has a maximum of 1,000 entries. To view and manage your suggested contacts, view the Contacts folder and click Suggested Contacts under My Contacts at the top of the Navigation Pane. You can use the Suggested Contacts folder in the same way as other contacts folders that you have. WWP Training Page 100
Lesson 7 Advanced Contacts Tools If you prefer not to use Suggested Contacts, you can disable it in Outlook Options. Although this will stop Outlook from creating new contacts in the Suggested Contacts folder, it will not delete any contacts already in there. Tip Tip Suggested Contacts is turned on by default. Because Suggested Contacts is considered part of Outlook Address Book, some synchronization programs might attempt to synchronize the contacts to other devices. The Suggested Contacts folder can contain a large number of entries. To prevent synchronization of the Suggested Contacts folder, review the documentation provided by your synchronization software. You can also exclude the folder as part of the Outlook Address Book. This might prevent the folder from being synchronized with other devices. Procedure Find a suggested contact when composing a message 1. Create a new message. 2. Click the To, Cc, or Bcc button to open the Select Names dialog box. 3. Click the Address Book drop-down list. 4. Click Suggested Contacts. 5. Search for and select a contact. 6. Click To, Cc, or Bcc. 7. Click OK, to return to the message window. 8. Complete and send the message as normal. Review or search Suggested Contacts 1. Contacts folder. 2. Under My Contacts, click Suggested Contacts. 3. In the Instant Search box, begin typing part of the name or email address. To quickly jump to the Instant Search box, press CTRL+E. 4. As you type, the contacts shown will be filtered to match. Add a Suggested Contact to your Outlook Contacts 1. Contacts folder. 2. Under My Contacts, click Suggested Contacts. 3. Click the contact that you want to move 4. Select the Home tab. 5. In the Actions group, click Move. WWP Training Page 101
Lesson 7 Advanced Contacts Tools 6. Click Contacts. If Contacts doesn t appear in the list, click Other Folder, select the Contacts folder, and then click OK. To prevent Suggested Contacts being regarded as an Outlook address book 1. Contacts folder. 2. Under My Contacts, click Suggested Contacts. 3. Select the Folder tab. 4. In the Properties group, click Folder Properties. 5. On the Outlook Address Book tab, clear the Show this folder as an e-mail Address Book check box. To turn Suggested Contacts off completely 1. Select the File tab. 2. Click Options. 3. Click Contacts at the left. 4. Under Suggested contacts, select or clear the Automatically create Outlook contacts for recipients that do not belong to an Outlook Address Book. To delete the contents of the Suggested Contacts folder. 1. Contacts folder. 2. Under My Contacts, click Suggested Contacts. 3. Select any contact. 4. Press CTRL+A. 5. On the Home tab, in the Delete group, click Delete or, press [Del] on the keyboard. MAKING CHANGES TO MULTIPLE CONTACTS If you store many contacts for a company and, for example, that company changes its name, it would be a very time-consuming task to change the company names for all the contacts individually. Outlook, however, offers a quick way of doing this; in fact you can change any piece of information about multiple contacts (eg. fax number, postcode, etc.) in identical fashion. The technique is to change the information for one of the contacts, change the Contacts folder view so that the items are grouped by the field that you want to change, and then click and drag the entire group of contacts that have the old address into the group for the new one. The task needs to be carried out in a table view such as List and have the Arrangement changed. Depending on the field to be changed, the view may need customising to create the necessary grouping (see page 118). WWP Training Page 102
Lesson 7 Advanced Contacts Tools Contacts folder grouped by Company Procedure (changing a company name) 1. Open the Contacts folder. 2. Double click one the contacts whose details (eg. company) you want to change. 3. Make the necessary change. 4. Click Save and Close. 5. Select the View tab. 6. Click the Change View command in the Current View group. 7. Click List. 8. Right click on the Company column heading. 9. Select Group By This Field. WWP Training Page 103
Lesson 7 Advanced Contacts Tools 10. Identify the group with the new company name; the contact that you changed in steps 2 to 4 above will be listed under it. 11. Identify the group with the old company name. 12. Hold the mouse pointer over the group heading of the old company name. 13. Click and drag until the mouse pointer is over or under the new group heading. The Help Tip under the tail of the pointer will display: Change Company to <new company> 14. Release the mouse button. 15. If desired, restore List view back to its default setting and the Calendar folder back to Business Card view as follows: a. Select the View tab. b. Click Reset View in the Current View group. c. Click the Change View command. d. Click Business Cards. NB. Although changing company name has been used in this procedure, you can use the same techniques for changing other fields; the main difference being in step 8 when you group by a different field (eg. Business Fax). If the field that you wish to group by does not appear in List view, see Lesson 9 on customising views. WWP Training Page 104
LESSON 8 - USING THE JOURNAL In this lesson, you will learn how to: Open the Journal folder Create a Journal entry Assign a contact to a Journal entry Modify Journal entry types Delete a Journal entry WWP Training Page 105
Lesson 8 Using the Journal OPENING THE JOURNAL FOLDER Journal is a tool designed to let you automatically record your activities with contacts, including e-mail messages, telephone calls, meetings, tasks, and faxes. You can also use Journal to track documents, worksheets, and files you create in other Office applications. Tracking activities and Outlook items in the Journal The Journal folder is not by default accessible from the Navigation Pane. So if you want to use it, you have to add a Journal button by clicking the Configure Buttons button and selecting Journal from the Add or Remove Buttons list. When you open the Journal folder, a Microsoft Outlook message box opens, prompting you to turn on automatic tracking of Office files (Word, Excel Access and PowerPoint) and emails that are sent or received from people in your contacts folder. It also suggests that the Activities page in the Contacts window is the best place to track e-mail (see page 98). You can select the Please do not show me this dialog again option to prevent the message box from opening again, if desired. WWP Training Page 106
Lesson 8 Using the Journal If you choose to turn the Journal on using the above method, you must then set Journal options in order for Outlook to track your activities automatically. You must select options to have Outlook track items such as e-mail messages; meeting requests, responses, and cancellations; and task requests and responses. You must also select contacts for which these activities will be monitored. If you have contact information stored in the Contacts folder, the names of the contacts appear in the Journal Options dialog box. You can select a contact name to have Journal automatically track the selected activities for that specific contact. In addition, you must select the Office applications for which you want to record file activity, if desired. You can also control the action taken when you double-click a Journal entry. You can either have the Journal entry open in the Journal Entry window or have the actual file to which the entry is referring (such as a Word document or an Excel workbook) open in its parent Office application. Additionally, you can control AutoArchive settings from this dialog box. If you do not turn Journal on, the Journal folder will open; however, no activities will be automatically recorded. The Journal Options dialog box Tip If you do not turn the Journal on when prompted or, you want to change Journal options later, you can make the necessary changes in the Notes and Journal pane of Outlook Options. Procedures 1. Click the Configure Buttons drop-down button at the bottom of the Navigation Pane. 2. Point at Add or Remove Buttons. 3. Click Journal in the side menu. The Journal button is added as a small icon at the bottom of the Navigation Pane. WWP Training Page 107
Lesson 8 Using the Journal 4. Click the Journal button. 5. Click Yes, if desired, to turn Journal on and record activities automatically. Otherwise, click No. 6. If you selected Yes in step 2: 7. In the Automatically record these items list box, select the activities you want Journal to record automatically. 8. In the For these contacts list box, select the contacts for whom you want selected activities tracked. 9. Select other options as desired. 10. Select OK to save your Journal option settings. CREATING A MANUAL JOURNAL ENTRY You can use Journal to record any activity. Although Journal can automatically record activities in Outlook and other Office applications, you can also manually add activities. For example, you can manually record a conversation you had in your office or a letter you received from a business associate. Journal allows you to add an activity using the Journal Entry window. As with other Message, Task, Appointment, and Meeting windows, the Journal Entry window allows you to define a subject. Other options allow you to specify an entry type, contact, and company, as well as start and end times and entry duration. A timer is also available to track the actual amount of time spent on the activity. You can use the Address Book button to select from a list of your contacts and use the Categorize button to organise your entries. Adding a Journal entry WWP Training Page 108
Lesson 8 Using the Journal Procedures 1. If necessary, add the Journal button to the Navigation Pane as described on page 107. 2. View the Journal. 3. Click the Journal Entry command in the New group of the Ribbon. 4. Type a subject that summarizes the activity. 5. Select the Entry type list. 6. Select the appropriate entry type. 7. Click in the Company: box. 8. Enter a company name to associate with the Journal entry, if desired. 9. Enter the Start time and Duration as desired. 10. Click into the details box. 11. Type any notes you want add to the Journal entry. 12. Click the Save and Close command when finished. ASSIGNING A CONTACT TO A JOURNAL ENTRY You can use Journal to assign an entry to a contact. When you assign Journal entries to contacts, you can view all the Journal entries for a contact in the Contact window under Activities (see page 98). Once you assign a contact to a Journal entry, the Journal entry becomes linked to the contact. Procedures 1. If necessary, add the Journal button to the Navigation Pane as described on page 107. 2. View the Journal. 3. Open the Journal entry for which you want to assign a contact. 4. Click Address Book in the Names group of the Journal Entry tab. 5. Select the desired folder from the Look in: list. 6. Select the desired item from the Items list box. 7. Click OK. 8. Click the Save and Close command when finished. WWP Training Page 109
Lesson 8 Using the Journal MODIFYING JOURNAL ENTRY TYPES You can change the entry type in a Journal entry at any time. If you have a meeting regarding a sales proposal and later decide to work on a written sales proposal, you can change the type of entry from meeting to document. Journal also lets you link the file to that entry. If you cannot remember where the file is located at a later date, you can go to the Journal entry and find the file. Procedures 1. If necessary, add the Journal button to the Navigation Pane as described on page 107. 2. View the Journal. 3. Open the Journal entry for which you want to change the entry type. 4. Select the Entry type list. 5. Select the appropriate entry type. 6. If desired, select the Insert tab. 7. Click the Attach File command in the Include group. 8. Select the Journal Entry tab. 9. Click the Save and Close command. DELETING A JOURNAL ENTRY You can delete Journal entries you no longer need or that clutter your Journal view. You can delete entries using the shortcut menu (right-click over the Journal entry), the Home tab, Delete command or the keyboard. Deleted entries are moved to the Deleted Items folder and not actually removed from your mailbox until the Deleted Items folder is emptied. Procedures 1. If necessary, add the Journal button to the Navigation Pane as described on page 107. 2. View the Journal. 3. Select the Journal entry you want to delete. 4. Click the Delete button on the Home tab, Delete group. WWP Training Page 110
LESSON 9 CUSTOMISING VIEWS In this lesson, you will learn how to: Add and remove fields to a view Move a field in a table view Format a column in a table view Sort items in a folder Filter a view Group items in a folder Reset a view Format the settings for a table view Format the settings for non-table views Create a custom view Delete a view WWP Training Page 111
Lesson 9 Customising Views ADDING AND REMOVING FIELDS IN A VIEW You can control which columns appear in a view by adding or removing fields. Table views - where the information is laid out in standard columns and rows - offer the greatest flexibility for adding extra fields. For example, the Task folder provides a Simple List table view comprising of six columns Icon; Complete; Subject;; Due Date; Categories and Flag. You could, for example, remove columns that you don t use and add additional columns that you do, such as Status or Progress. Customising the Simple Task List view Graphical views, however, offer less flexibility when it comes to adding or removing fields. Some standard graphical views are: Calendar - in Day, Work Week, Week, Month or Schedule arrangement or in Preview view. Contacts - in Business Card or Card view. Notes - in Icon view Journal - in Timeline view In timeline type views such as the Calendar in Day, Work Week, Week, Month or Schedule arrangement or Journal in Timeline view, you cannot add or remove fields at all, but merely define which fields are used to control how the items are displayed against the timeline. There are only a few built-in Timeline views but it is possible to customise most folders to display in this form. In the case of Contacts in Business Card or Card view, you cannot add or remove fields at all. Folders in Compact view cannot display additional fields either unless they are customised further to show more rows or, are converted to a table view (eg. by moving the Reading Pane). There are only a few built-in Compact views but it is possible to customise most folders into this arrangement. Examples of Compact views - Inbox (left) and Tasks To-Do List (right) To add or remove fields to a view, you open the Advanced View Settings: <name of view> dialog box. If it is possible to add/remove fields in the view or, in the case of timeline type WWP Training Page 112
Lesson 9 Customising Views views (see above), specify which fields to use to display items against the timeline, the Columns button will be active. The Advanced View Settings dialog box for mail folders Single view On clicking the Columns button, the Show Columns dialog box will appear allowing you to add, remove, move and even create new, custom columns in the current view. The Show Columns dialog box Procedures 1. View the folder that you want to add or remove a column to. 2. Select the View tab. 3. Click View Settings command in the Current View group. 4. Click Columns. 5. Click the Select available columns from: drop down list. 6. Select the desired type of field (eg. All Mail fields). 7. Select the desired field in the Available fields: list box. 8. Click Add - >. 9. Click Move Up or Move Down to reposition the field in the list box as desired. WWP Training Page 113
Lesson 9 Customising Views 10. Select any columns that you want to remove in the Show these columns in this order: list box. 11. Click < - Remove. 12. Click OK to close the Show Columns dialog box. 13. Click OK. Tip You can add fields to a table view by rightclicking the grey column headings and selecting Field Chooser. The Field Chooser displays a list of available fields for that folder type. You can then drag and drop fields directly into the desired position on headings row of the table. Tip You can also remove columns from a table view by clicking and dragging the grey column heading down until a large cross appears over it. MOVING A FIELD IN A TABLE You can move the columns in a view and re-order them according to your needs. A field in a table view can easiest be moved by dragging the column heading to the desired position. Moving the task status field to between % Complete and Categories Procedures 1. View the folder where you want to move a column. 2. Apply a table view, if necessary. 3. Drag the column heading for the field you want to move until the red arrows appear in the desired position on the grey column heading row. FORMATTING A COLUMN IN A TABLE VIEW You can format the columns in a tabular view and change the look of the columns and their data. You may want to change the label used as the column heading. For example, if the WWP Training Page 114
Lesson 9 Customising Views column label is much longer than the data in the column, you can create a shorter column label. You can also change the width of a column to a specific number of characters or select the Best Fit option, which automatically sizes the column to fit its longest entry. In addition, you can change the alignment of the text in the column to Left, Center, or Right. Some fields allow you to change the format used for icons or data in the field. You may prefer to display text instead of an icon for a field. You can also change the format of dates, times, and durations. For example, instead of displaying the data in the Start column in the Fri 12/3/12 3:00 PM format, you can select the Fri 4/3 format and omit the year and time. The Format Columns dialog box for Calendar List view Tip You can also change the width of a column by dragging the right column border in the column heading row. Double-clicking the right column border in the column heading row automatically sizes the column to its longest entry. Procedures 1. View the folder where you want to format the columns. 2. Apply a table view, if necessary. 3. Right-click anywhere in the grey column headings row. 4. Select the Format Columns command. 5. Select the field you want to format in the Available fields: list. 6. Select the Format list. 7. Select the desired format. 8. To rename the field, select the text in the Label text box. 9. Type the new field label. 10. Select the desired Width option. 11. Select the desired Alignment option. 12. Click OK. Tip You can also format columns by clicking the Format Columns button in the Advanced View Settings dialog box (see page 112). WWP Training Page 115
Lesson 9 Customising Views SORTING ITEMS IN A FOLDER Most Outlook folders can be sorted, even some graphical ones such as Contacts Business Card and Card but not timeline ones. For example, you cannot sort items in the Calendar folder in the Day: Work Week; Week; Month and Schedule arrangements. If a folder is not in a view that you can sort, you have to change the view to one that can (usually a table). The Sort dialog box allows you to select the field by which you want to sort. If you attempt to sort by fields that do not currently appear in the information viewer, Outlook prompts you to display those fields. Sort dialog box for Contacts folders Tip Tip The Clear All button in the Sort dialog box allows you to quickly remove all current sort criteria. It does not, however, return items to their previous order. You can also sort columns is table views by clicking the grey heading at the top of the column that you want to sort by. Hold down the SHIFT key and click other column headings to carry out multiple level sorts. Procedures 1. View the folder where you want to sort the columns. 2. Apply the view you want to customise. 3. Select the View tab. 4. Click View Settings command in the Current View group. 5. Click Sort. 6. Select the Sort items by list. 7. Select the first field by which you want to sort. WWP Training Page 116
Lesson 9 Customising Views 8. Click the Ascending or Descending option, as desired. 9. To sort by a second field, select the upper Then by list. 10. Select the second field by which you want to sort. 11. Select the Ascending or Descending option, as desired. 12. When you have finished selecting fields by which to sort, click OK. 13. If a Microsoft Outlook information box opens, click Yes or No to display the field. 14. Click OK. FILTERING A VIEW You can apply a filter to any view in an Outlook folder so that only those items meeting the filter criteria appear. The other items are still stored in the folder, but are hidden so that only the data you want to view appears. When a filter is applied to a view, the message Filter Applied appears in the bottom left corner of the status bar (at the bottom of the window over the Windows Start button). Filtering appointments in a Calendar view Tip The tabs in the Filter dialog box will vary depending on the folder type being filtered. Tip The Clear All button in the Filter dialog box allows you to quickly clear a filter and display all items in a folder. Clearing a filter in a view also removes the Filter Applied message from the left corner of the status bar. WWP Training Page 117
Lesson 9 Customising Views Procedures 1. View the folder where you want to filter the columns. 2. Apply the view you want to customise. 3. Select the View tab. 4. Click View Settings command in the Current View group. 5. Click Filter. 6. Type the text you want to use as a filter, if applicable. 7. Select the In list. 8. Select the field types you want to search. 9. Continue to select options on the current page as desired. 10. Select the More Choices tab. 11. To filter by category, select Categories. 12. Select the category you want to use as a filter. 13. Click OK. 14. Continue to select options on the More Choices page as desired. 15. Select the Advanced tab. 16. Select Field. 17. Point to the desired field type. 18. Select the field you want to use for a condition. 19. Select the Condition list. 20. Select the desired condition. 21. Enter a comparison value in the Value box, if necessary. 22. Click Add to List. 23. Continue adding more conditions to the list, if necessary. 24. If you are familiar with the SQL programming language, select the SQL tab and write the necessary code. 25. Click OK to close the Filter dialog box. 26. Click OK. GROUPING ITEMS IN A FOLDER You can group items to control how they appear in the information viewer; however, you can only group items that appear in tabular and timeline views. For example, you cannot group contacts in the Business Card view. Some views come grouped by default, eg. mail folders are grouped by time interval (Today, Yesterday, Last Week, etc) and the Contacts folder List view comes grouped by Company. You can, however, change these groupings to your own preference. WWP Training Page 118
Lesson 9 Customising Views You group items in a view using the Group By dialog box or the Group By box in the information viewer. The Group By box is an area above the column headings that you can activate, and then drag and drop column headings in the order that you want to group them. A typical Group By dialog box Tip You can quickly group items by right-clicking a column heading at the top of a table view and selecting the Group By This Field command. This command automatically displays the Group By box. If you had already grouped the items by one field before selecting this command, items will now be grouped by two fields. Both field names will appear at the top of the information viewer in Group By boxes. Remove a group by clicking and dragging the field off the Group By box until a large black cross appears over it. Removing a group from a view does not remove the column from the table. Tip The Clear All button in the Group By dialog box allows you to quickly clear the settings and remove a group. Procedures 1. View the folder where you want to group the columns. 2. Apply the view you want to customise. 3. Select the View tab. 4. Click View Settings command in the Current View group. 5. Click Group By. 6. Untick the Automatically group according to arrangement check box if the view is already grouped by a built-in Outlook method. 7. Click the Select available fields from: drop down list. 8. Select the type of field by which you want to group. 9. Click the Expand/collapse defaults drop down list. WWP Training Page 119
Lesson 9 Customising Views 10. Select the desired option. 11. Select the Group items by list. 12. Select the field by which you want to group. 13. Select the desired sort order. 14. Continue setting additional groups (up to four in total). 15. When you have finished selecting the desired options, click OK. 16. Click OK. RESETTING A VIEW You can reset all the field, sort, group, and filter settings you have applied to a view back to their default settings using the Reset View button in the Views tab. If you want to reset only one setting without affecting other changes, open the Advanced View Settings dialog box and clear that particular setting. Resetting a view Procedures 1. View the folder and apply the view that you want to reset. 2. Select the View tab. 3. Click Reset View in the Current View group. FORMATTING THE SETTINGS FOR A VIEW You can use the Other Settings dialog box to format the fonts and change other settings in a table view so that the display in the information viewer meets your requirements. The options in the Other Settings dialog box are identical for all table views, regardless of the folder. Depending on your selections, however, some options may not be available. WWP Training Page 120
Lesson 9 Customising Views The Other Settings dialog box If the Allow in-cell editing option is selected, you can change the information directly in the information viewer. This option also allows you to enable and disable certain fields in the information viewer. For example, you can flag a contact by clicking in the Flag Status column for that contact and selecting the desired flag status. AutoPreview is a legacy feature going back to early versions of Outlook that did not have a Reading Pane (or its equivalent). AutoPreview, if activated, displays the first three lines of an email under the message header. Example of AutoPreview for all Inbox messages in Compact view You can use the Other Options section at the bottom of the dialog box to force table views to change to Compact view when the number of visible characters becomes smaller than the number you enter in the Use compact layout in widths smaller than x characters. For Compact views to work, you generally need to show the Reading Pane at the right and make it quite wide. The two conversation options force the view to show related messages (Threads) in various layouts (see page 107). Tip Resetting a view (see previous topic) does not reset the options in the Other Settings dialog box. Procedure 1. View the folder where you want to change the view settings. 2. Apply the view you want to customise. 3. Select the View tab. WWP Training Page 121
Lesson 9 Customising Views 4. Click View Settings command in the Current View group. 5. Click Other Settings. 6. Select Font for the text you want to format. 7. Select the desired font options. 8. Click OK. 9. Select additional options as desired. 10. Click OK to close the Other Settings dialog box. 11. Click OK. FORMATTING THE SETTINGS FOR NON TABLE VIEWS Although table views contain the same options in the Other Settings dialog box, graphical views and arrangements have options specific to those views. For example, selecting the Other Settings button for the Day; Work Week; Week; Month and Schedule arrangements in the Calendar folder opens the Format Day/Week/Month View dialog box which includes options such as the Time scale option to change the time slots displayed on the calendar. Opening the Format View dialog box for Notes in Icons view includes options for icon size and how to layout the icons in the information viewer. Formatting graphical Calendar views Formatting Notes icons view Tip You can also change the width of items in a Card view by dragging the grey divider line between cards. Procedures 1. View the folder where you want to change the view settings. 2. Apply the view you want to customise. 3. Select the View tab. 4. Click View Settings command in the Current View group. 5. Click Other Settings. 6. Select Font for the text you want to format. 7. Select the desired font options. 8. Click OK. WWP Training Page 122
Lesson 9 Customising Views 9. Select additional options as desired. 10. Click OK to close the Other Settings dialog box. 11. Click OK. CREATING A CUSTOM VIEW You can create custom views for use in any Outlook folder. You can use the Manage All Views dialog box to Create a New View that displays specific fields quickly, group and sort items, filter items automatically, and format the view according to your preferences. It is often preferable to create your own custom views rather than modify the existing built-in views and arrangements. All settings in a custom view are automatically applied each time you switch to the custom view. The Manage All View dialog box for mail folders The Create a New View dialog box Custom views are added to the Change View command in the Views group of the View tab. If you attempt to create a new view that is not possible in the current folder, an information message will warn you. Tip You can use the Copy button in the Define Views dialog box to copy an existing view, rename it, and modify it so that the new view is based on an existing view. You can use the Modify button to add grouping, sorting, and filtering to an existing view. WWP Training Page 123
Lesson 9 Customising Views Tip Selecting the Apply View button in the Define Views dialog box closes the dialog box and applies the new view. Procedures 1. View the folder for which you want to create a custom view. 2. Select the View tab. 3. Click the Change View command in the Current View group. 4. Click New. 5. Type the desired name for the custom view. 6. Select the type of view upon which you want to base the custom view. 7. Select the desired option under Can be used on. 8. Click OK. 9. Apply options, preferences and settings in the Advanced View Settings: New View dialog box as described in previous topics of this lesson. 10. Click OK. 11. Click Close or Apply View. Tip You can also create a new view by customising an existing one as described in previous topics of this lesson and then selecting Save Current View As a New View in the Custom Views command. DELETING A VIEW You should delete any custom views you no longer use. Deleting unused views keeps the Current View drop-down menu on the View tab smaller and easier to manage. Outlook prompts you to verify a deletion before a view is removed. Procedures 1. View the folder for which you want to delete a custom view. 2. Select the View tab. 3. Click the Change View command in the Current View group. 4. Select Manage Views. 5. Select the name of the view you want to delete from the Views for folder <Folder name> table. 6. Click Delete. WWP Training Page 124
Lesson 9 Customising Views 7. Click Yes. 8. Click Close. WWP Training Page 125
LESSON 10 - WORKING WITH RSS FEEDS In this lesson you will learn how to: Subscribe to an RSS feed Read RSS Feeds Unsubscribe from an RSS Feed WWP Training Page 126
Lesson 10 Working with RSS Feeds SUBSCRIBE TO AN RSS FEED RSS provides you with a way of automatically getting relevant and up-to-date information from a favourite website every time it is updated. Not only does it saves you the time and bother of having to check it manually for changes (even if it hasn t changed), but it also helps you get to the latest information as soon as possible. RSS stands for Really Simple Syndication. Many people describe it as a news feed that you subscribe to. Think of it as subscribing to a monthly magazine that instead of being delivered by the postal service, is delivered to your RSS folder in Outlook. Many websites offer RSS Feeds and most internet browsers now have the ability to discover and subscribe to RSS feeds. When you navigate to a website, you can usually tell if it contains an RSS feed by looking for the RSS icons: -, or, In the case of Internet Explorer (version 7 upwards), the icon lights up on the Command Bar and when you click the down arrow to its right, you will see a list of feeds on that website. You select the Feed that you want to subscribe to and on the page that follows, click the Subscribe to this feed link. This adds it to the Common Feed List and makes it available not only to Internet Explorer via the Favorites Center, Feeds tab but also to Outlook as a subfolder to the RSS folder (you may have to check first that the appropriate setting is enabled in Outlook. See the procedures below). There are also several Web sites on the Internet that maintain large listings of available RSS Feeds. These sites include Syndic8.com, CompleteRSS, and Search 4 RSS. Typical webpage showing feed subscription WWP Training Page 127
Lesson 10 Working with RSS Feeds Adding a Feed to the Common Feeds List Feeds listed in Internet Explorer Favorites Center Feed listed in Outlook RSS Feeds folder Outlook RSS Feeds Information Viewer and Reading Pane WWP Training Page 128
Lesson 10 Working with RSS Feeds Procedure Enabling the Common Feed List in Outlook 1. Select the File tab. 2. Click Options. 3. Select the Advanced pane. 4. Under RSS Feeds, tick the Synchronize RSS Feeds to the Common Feed List (CFL) in Windows. 5. Click OK. Subscribing to a Feed if the Common Feed List is enabled in Outlook 1. Launch Internet Explorer. 2. Navigate to a website that contains feeds (eg. www.bbc.co.uk/news). 3. Click the View Feeds on this page drop down arrow on the Command Bar. If no Command Bar is visible, right click the Title Bar and select Command Bar from the shortcut menu. 4. Click the Feed that you want to subscribe to in the list. 5. Click the Subscribe to this feed link at the top of the page. 6. Enter a different name for the feed in the Name: box, if desired. 7. Click Subscribe. WWP Training Page 129
Lesson 10 Working with RSS Feeds 8. Switch back to Outlook. The RSS feed will appear as a subfolder under RRS Feeds in the Navigation Pane. Subscribing to a Feed if the Common Feed List is NOT enabled in Outlook 1. Follow steps 1 to 4 above. 2. Click into the address bar. 3. Right click and select Copy. 4. Switch back to Outlook. 5. Select the File tab. 6. Select Info. 7. Click the Account Settings button. 8. Click Account Settings. 9. Select the RRS Feeds tab. 10. Click New. 11. Click into the Enter the location of the RSS feed you want to add to Outlook: box. 12. Press [Ctrl V] on the keyboard (Paste). 13. Click Add. 14. Click OK. 15. Click Close. The Feed will appear as a subfolder below RSS Feeds in the Navigation Pane. READ RSS FEEDS To read RSS Feeds in Outlook 2010, you must subscribe to an RSS Feed as described in the previous topic of this lesson. Your RSS Feed subscriptions appear under the RSS Feeds folder in your Mail folders. Procedure 1. Click the folder that contains the RSS Feed you want to read. WWP Training Page 130
Lesson 10 Working with RSS Feeds 2. In the message list, select a message. If you have the Reading Pane turned on, the contents of the selected RSS item are displayed. You can also double-click the item to display its contents. NB. You can forward, delete, and flag the RSS item, just as you can any other email message. However, you can t reply to the sender. Many RSS items are summaries of a larger article. A link to the full article is usually included in the body of the RSS item. To download the full item, do one of the following: a. Click the link in the body of the RSS item. b. In the Reading Pane, click the Info Bar, and then click View full article. c. In the Reading Pane or in an open RSS item, click the Info Bar, and then click Download/update all content. d. The content is downloaded as an attachment titled Full article.htm. Doubleclick the attachment to open it in your web browser or right-click the attachment, click Save As, and then select the folder where you want to save the attachment. UNSUBSCRIBE FROM AN RSS FEED When you cancel or unsubscribe from an RSS Feed, no new content is downloaded. You can choose whether to delete or keep all the content that was downloaded from the RSS Feed. Procedure 1. In the Navigation Pane, expand the RSS Feeds folders. 2. Select the folder for the RSS Feed that you want to remove and press [Del] on the keyboard. 3. When prompted to confirm the deletion, click Yes WWP Training Page 131
LESSON 11 - USING NOTES In this lesson you will learn how to: Open the Notes folder Create a note Open a note View notes Print a note Delete a note WWP Training Page 132
Lesson 11 Using Notes OPENING THE NOTES FOLDER The Notes component of Outlook allows you to create the electronic equivalent of the small sticky notes sometimes used to annotate documents or leave notes on a bulletin board or around a desk. You can use Notes to create reminders, notations, or any small bit of information you would typically scribble onto a scrap of paper. You can open the Notes folder from the small icon at the very bottom of the Navigation Pane. Procedure Click the Notes icon at the bottom of the Navigation Pane. CREATING A NOTE You can create notes in Outlook as reminders or annotations to quickly document ideas or for any other purpose. The text contained within a note can be copied to other documents and files. Notes are created in the Note window. The Note window resembles a paper Post-It note that includes date and time information of when the note was created. Changes made to notes are saved automatically when the Note is closed. Creating a note WWP Training Page 133
Lesson 11 Using Notes Procedures 1. Click on the Notes icon at the very bottom of the Navigation Pane. 2. Click the New Note command in the New group of the Ribbon. 3. Type the text you want to appear in the note. 4. Click the Close button at the top right of the note. OPENING A NOTE You can quickly open any note and view it in the Note window. You can leave the Note window open regardless of which application you are using. For example, you may have a collection of notes related to a proposal on which you are working; you can open those notes and view them while developing the proposal in Microsoft Word, if desired. In addition, if you want to edit the content of a note, first you need to open it. Then, you can modify the note content as desired and close it to save the changes. Tip You can use the [Alt+Tab] key combination to switch between an open Note and other open applications or Outlook item. Procedures 1. Open the Notes Folder. 2. Double click the desired note. 3. Click the Close button on the Note window title bar to close it. VIEWING NOTES The default way of seeing your notes is Icon view. You can also display your Notes as: Notes List - a tabular (columns and rows) way of seeing notes. Note cannot be directly edited but other forms of customisation can be achieved. Last 7 Days - As Notes List but filters out notes created over the past week only. WWP Training Page 134
Lesson 11 Using Notes Notes in a tabular view (Notes List) Tabular views (List and Last 7 Days) can be sorted and grouped using built-in Arrangements or, sorted on an ad hoc basis by clicking the column headings at the top of the list. In addition to the built-in views listed above, you can also show the Reading Pane and like other folders in Outlook, customise the way that items are viewed. If a view has been modified in any way, eg. sorted or had its columns resized or removed, it can be returned to the factory settings using the Reset View command in the View tab > Current View group. Procedures 1. Open the Notes folder. 2. Click an option in the Current View gallery of the Home tab. 3. If in a tabular view (eg. Notes List or Last 7 Days), select the View tab. 4. Click one of the three options in the Arrangement group. 5. Adjust column widths by holding the mouse pointer over the line that separates two of the column headings (the mouse pointer changes to a shape) and click and drag to adjust the width of the column to the left. 6. Sort columns on an ad hoc basis by clicking the column heading for the column that you want to sort by. 7. To restore a view to its default, select the View tab. WWP Training Page 135
Lesson 11 Using Notes 8. Click Reset View in the Current View group. 9. Click OK to the warning message. Tip Tip The first time you click a column heading, the column will be sorted in ascending order. Click the heading again to sort it in descending order. An arrow head next to the column name will indicate the sort order - (ascending): (descending). Hold down the [Shift] key on the keyboard and click another heading to carry out a multiple level sort. PRINTING NOTES You can print notes information and individual notes items in a number of different ways. You can quickly print a single note using the Quick Print command in the shortcut menu (right click over the note). Alternatively, you can use the Print pane to print multiple notes and entire notes views. The Print pane also offers control over the way your printed notes will appear. You can control the printer to be used, the layout used in printing and instantly see what the output would look like in the preview pane. The Notes Print Pane You can use the Print Options button in the Print Pane to open the Print dialog box offering more options and settings for how to print your notes. Tip To print notes using the Memo Style, you must select the notes before opening the Print dialog box. You can select and print multiple note items using the [Ctrl] and [Shift] keys. You can select WWP Training Page 136
Lesson 11 Using Notes all notes items by pressing [Ctrl + A] on the keyboard. Procedures 1. Open the Notes folder. 2. Select the File tab. 3. Click Print at the left. 4. Select a style from the Print style list box. 5. Click the Print options button, if desired, and select other print options as desired. 6. Click Print. DELETING A NOTE You can delete any notes you no longer need. Deleted notes are actually moved to the Deleted Items folder and are not removed from your hard drive until the Deleted Items folder is emptied. You can, therefore, recover an accidentally deleted note by clicking and dragging it from Deleted Items back to Notes. Procedures 1. Open the Notes folder. 2. Select the note you want to delete. 3. Click the Delete button in Delete group of the Home tab or, right click the Note and select Delete from the shortcut menu. WWP Training Page 137
APPENDIX A - POPULAR OUTLOOK OPTIONS In this appendix, you will learn how to: Customise the Outlook Today page Open the Options dialog box Set General options Set Mail options Set Calendar options Set Contact options Set Tasks options Set Notes and Journal options Set Search options Set Advanced options Customise the Ribbons Customise the Quick Access Toolbar Set Trust Center options WWP Training Page 138
Appendix A Popular Outlook Options CUSTOMISING THE OUTLOOK TODAY PAGE You can use the options on the Outlook Today page to make this page the one that starts when Outlook opens. These options allow you to view your current appointments, tasks, and new mail all on one page when you first open Outlook. You can also change display options for the Calendar, Tasks, and Messages areas that appear on the Outlook Today page, as well as select a style for the page display. Outlook Today You can choose which folders you want to appear in the Messages area. By default, the message counts for the Inbox, Drafts, and Outbox folders appear. You can select the number of days the Outlook Today page uses to display Calendar appointments. The default Calendar is set to show five days, but you can select from one to seven days. You can change the task list to display either All tasks - the default - or Today s tasks. The All tasks option displays all tasks, while the Today s tasks option displays tasks with a starting or due date of today, along with tasks without a specific due date if the Include tasks with no due date option is enabled. You can also specify a sort order for your task list. You can choose a different page style to change the appearance of the Outlook Today page. The default is the Standard style; however, you can change this to a one or two column display as well as to the Winter or Summer style. Procedures The Customize Outlook Today page 1. Click at the top of the Mail folders list. It will have something like joe.smith@wwp.co.uk or Mailbox Joe Smith WWP Training Page 139
Appendix A Popular Outlook Options 2. Click the Customize Outlook Today hyperlink text. 3. Select the desired options. 4. When you have finished selecting options, click the Save Changes hyperlink text. OPENING THE OPTIONS DIALOG BOX The Options dialog box is the central location for the settings that control the Outlook features and functionality. This dialog box is organised into multiple panes, with each pane containing options and settings categorised by functionality and listed at the left of the dialog box. You can use the Options dialog box to control the way in which Outlook and its folders function. The Options dialog box contains buttons to open other dialog boxes specific to a folder setting or feature. If the Apply button is available and is selected, Outlook applies the changes and leaves the Options dialog box open so that you can make additional changes. The Outlook Options dialog box Procedures 1. Select the File tab. 2. Click Options. WWP Training Page 140
Appendix A Popular Outlook Options GENERAL OPTIONS Popular options under this heading are: Option Show Mini Toolbar on selection Enable Live Preview Color scheme Username and Initials Description On by default. When composing a message, the Mini Toolbar appears when you select a piece of text and hover the mouse pointer over the top right corner of the selected area. It offers commonly used formatting commands. Untick the check box to stop it from appearing. The Mini Toolbar can still be shown by right-clicking text. On by default. When composing messages, Live Preview instantly displays certain formatting options and styles on selected text or objects as the mouse pointer moves over galleries (eg. table and picture styles) or lists (eg, Font and Size). Default is Silver. Changes the colours of certain window components and backgrounds such as the Title Bar, Ribbon and panes. These are primarily used to automatically label comments, tracked changes and certain document properties. This is a global setting and if changed in Outlook will affect other Office applications. Procedure 1. Select the File tab. 2. Click Options. WWP Training Page 141
Appendix A Popular Outlook Options 3. Modify options and settings and desired. 4. Click OK. MAIL OPTIONS Offers a large range of preferences for controlling how messages are composed, received, read and sent. Popular options under this heading are: Option Editor Options Spelling and AutoCorrect Signatures Stationery and Fonts Reading Pane Description Opens a separate dialog box containing proofing (spelling and grammar checking) and AutoCorrect options and an Advanced pane containing preferences and options for controlling the behaviour of a wide variety of wordprocessing tools and techniques. AutoCorrect options are common to all Office applications hence any changes made in Outlook will also affect Word, Excel etc. Details about AutoCorrect functionality are covered on our Microsoft Word training courses. Open the same dialog box discussed above. Allows you to create, edit and delete valedictories that can be automatically added to the end of your messages. Allows you to: 1. specify a Theme to use on all your new messages. Themes are built-in formatting choices consisting of a combination of fonts, colours and special effects (eg. fills and lines) used on graphic objects; 2. specify a default font to use for all new messages that you create, reply to or forward; 3. set an option to automatically pick a different colour for the message text each time a message is forwarded or replied to in a conversation; 4. take a shortcut to signatures. Offers setting to control the behaviour if the Reading Pane. The most popular being turning off the Mark item as read when selection changes check box, to prevent an unread email being marked as read when you click onto another one. With the option off, you have to open a message into its own window (double click) to mark it as read. WWP Training Page 142
Appendix A Popular Outlook Options Message arrival (Desktop Alert Settings ) Controls duration and transparency of notification messages that appear in the bottom right of the screen when a new message appears. Conversation Clean Up Options for the Clean Up Folder command (mail folders > Replies and Forwards Save messages Send messages Tracking View tab) conversation.. Controls criteria for deleting messages in a Specifies whether the original message is closed upon replying or forwarding it and how to deal with original message text and edits to it. Options for auto-saving unsent messages in preparation and how/if sent messages are stored. Contains settings for: default importance and sensitivity levels for new messages addressing options whether meeting requests are deleted upon being replied to emptying the Auto-Complete list Options and settings for handling receipts (sent or received) and messages containing votes (see page 8). WWP Training Page 143
Appendix A Popular Outlook Options Procedures 1. Select the File tab. 2. Click Options. 3. Select Mail at the left. 4. Modify options and settings and desired. 5. Click OK. CALENDAR OPTIONS A number of calendar options were discussed in Lesson 6 on page 92. Other popular options under this heading are: Option Default reminders Allow attendees to propose times for meetings Add holidays to the Calendar Change the permissions for viewing Free/Busy information Description Set how long before an appointment starts you want a reminder to pop up on the screen. This will apply to new appointments only, not existing ones. Determines whether the Propose New Time options is available in meeting requests (see page 89). Adds as events, national holidays from a wide range of countries and faiths to your Calendar. Controls for the purpose of assessing your availability for meetings, how far ahead other users can see your appointments (default is 2 months) and how often the server updates your calendar information (default is 15 minutes). If you are frequently invited to meetings, you may consider changing the time interval that your free/busy time is updated on the server to every 5 WWP Training Page 144
Appendix A Popular Outlook Options minutes. Default Calendar color Automatically switch from vertical layout to schedule view when the number of displayed calendars is greater than or equal to <x> Calendar folders. Automatically switch from schedule view to vertical layout when the number of displayed calendars is fewer than or equal to <x> Calendar folders. Scheduling Assistant Resource scheduling Change the background colour of your calendar when in Day/Week/Month/Schedule or Preview views. This can also be changed from the Calendar View tab on the Ribbon. Default setting is five. If you have a wide screen monitor, you may wish to increase this number. Default setting is one. You may wish to increase this number. Controls whether screen tips appear over a meeting attendee s busy time in the Scheduling Assistant and whether details of an attendee s busy time (viz. subject) are displayed on the bar. If you have been given special permissions on the server to manage resources for meetings, such as meeting rooms, you can use the Resource Scheduling options to manage the automatic processing of meeting resources. For example, you can select an option to automatically decline any meeting that conflicts with another meeting using the same resources Procedures 1. Select the File tab. 2. Click Options. 3. Select Calendar at the left. 4. Modify options and settings and desired. 5. Click OK. CONTACT OPTIONS Popular options under this heading are: Option Names and filing Linking Show contacts liked to current item Description Sets sort order for contacts and default handling of the File As field. Display the Contacts box at the bottom of items such as appointments and tasks so that you can track activities (see WWP Training Page 145
Appendix A Popular Outlook Options page 98). Suggested contacts Determines whether Outlook keeps a separate record of people in the Suggested Contacts folder, Each time you address a message to someone who is not in the Global Address List or your normal Contacts folder, Outlook adds them to the Suggested Contacts folder (see page 100). Procedures 1. Select the File tab. 2. Click Options. 3. Select Contacts at the left. 4. Modify options and settings and desired. 5. Click OK. TASKS OPTIONS Popular options under this heading are: Option Set reminders on tasks with due dates Default reminder time: Work hours Description Automatically adds a reminder for 8:00am to new tasks where a due date is set. Time of day for task reminders to appear. Default time periods used for tracking work done on tasks. WWP Training Page 146
Appendix A Popular Outlook Options Procedures 1. Select the File tab. 2. Click Options. 3. Select Tasks at the left. 4. Modify options and settings and desired. 5. Click OK. NOTES AND JOURNAL OPTIONS Popular options under this heading are: Option Notes options Journal options Description Allows you to modify the appearance of notes by changing the default note colour, size, and font settings. You can also disable the option that displays the time and date in a note. Options to control which items the Journal automatically records based on any combination of items and contacts (eg. messages exchanged with a specified contact). Also contains options to automatically record file activity in selected Microsoft Office applications and what happens when you double-click a journal entry. WWP Training Page 147
Appendix A Popular Outlook Options Procedures 1. Select the File tab. 2. Click Options. 3. Select Notes and Journal at the left. 4. Modify options and settings and desired. 5. Click OK. SEARCH OPTIONS Popular options for how Instant Search functions are: Option Indexing options Results Description Specifies which locations on your computer are indexed for fast searching. Settings for the behaviour of Instant Search WWP Training Page 148
Appendix A Popular Outlook Options Procedures 1. Select the File tab. 2. Click Options. 3. Select Search at the left. 4. Modify options and settings and desired. 5. Click OK. ADVANCED OPTIONS Popular options under this heading are: Option Outlook panes Outlook start and exit Description Settings for which what to display in the Navigation Pane and To-Do Bar. These can also be changed from the View tab on the Outlook Ribbon. Also repeats options found in Mail options for Reading Pane behaviour (see page 142). Controls which view Outlook defaults to upon launching and whether the Deleted Items folder is emptied on exit. AutoArchive settings Discussed fully in Lesson 2 on page 34). Reminders Export RSS Feeds (Synchronise RSS Feeds to the Common Feed List (CFL) in Windows) Other Settings for appointment, task and flag reminders. Opens dialog box for importing and exporting data to/from Outlook (see page 52). Tick this check box to automatically add RSS Feeds added to Internet Explorer, to appear in the Outlook RSS folders (see on page 127). Options for specifying which colour category is applied to items when clicking directly in the category field and giving a warning message when emptying the Deleted Items folder. WWP Training Page 149
Appendix A Popular Outlook Options Procedures 1. Select the File tab. 2. Click Options. 3. Select Advanced at the left. 4. Modify options and settings and desired. 5. Click OK. CUSTOMISE THE RIBBON OPTION You can personalise the Ribbon in all Office 2010 application and get it just the way that you want. For example, you can create custom tabs and custom groups to contain your frequently used commands. The Customize Ribbon dialog box WWP Training Page 150
Appendix A Popular Outlook Options You can rename and change the order of the default tabs and groups that are built-into the Ribbon. However, you cannot rename the default commands, change the icons associated with these default commands, or change the order of these commands. The default commands appear in grey text. To add commands to a group, you must add a custom group to a default tab or to a new, custom tab. To help you identify a custom tab or group and to distinguish from a default tab or group, the custom tabs and groups in the Customize the Ribbon list have (Custom) after the name, but the word (Custom) does not appear in the ribbon. Default tab and group with commands that cannot be changed Custom group in a default tab that has new commands added. These new commands can be changed Remember: You can only add commands to custom groups. Procedures Open the Customize Ribbon dialog box 1. Select the File tab. 2. Click Options. 3. Select Customize Ribbon at the left. Add a custom tab 1. Open the Customize Ribbon dialog box. 2. Under the Customize the Ribbon list, click New Tab. 3. Click Rename... 4. Type a name for the custom tab in the Display name box. 5. Click OK. 6. Click OK. Rename a default or custom tab 1. Open the Customize Ribbon dialog box. 2. Under the Customize the Ribbon list, select the tab that you want to rename. 3. Click Rename... 4. Type a new name for the tab in the Display name box. 5. Click OK. 6. Click OK. Hide a default or custom tab You can hide both custom and default tabs, but you can only remove custom tabs. 1. Open the Customize Ribbon dialog box. WWP Training Page 151
Appendix A Popular Outlook Options 2. Under the Customize the Ribbon list, clear the check box next to the default tab or custom tab that you want to hide. 3. Click OK. Change the order of default or custom tabs 1. Open the Customize Ribbon dialog box 2. Under the Customize the Ribbon list, click the tab that you want to move. 3. Click the Move Up or Move Down arrow until you have the order you want. 4. To see and save your customizations, click OK. Remove a custom tab You can hide both custom and default tabs, but you can only remove custom tabs. 1. Open the Customize Ribbon dialog box 2. Under the Customize the Ribbon list, click the tab that you want to remove. 3. Click Remove. 4. Click OK. Add a custom group to a tab You can add a custom group to either a custom tab or a default tab. 1. Open the Customize Ribbon dialog box. 2. Under the Customize the Ribbon list, click the tab that you want to add a group to. 3. Click New Group. 4. Click Rename. 5. Type a name for the group in the Display name box. 6. Click OK. 7. Click OK. Rename a default or custom group 1. Open the Customize Ribbon dialog box. 2. Under the Customize the Ribbon list, click the tab or group that you want to rename. 3. Click Rename. 4. Type a new name for the group in the Display name box. 5. Click OK. 6. Click OK. Change the order of the default and custom groups 1. Open the Customize Ribbon dialog box. 2. Under the Customize the Ribbon list, click the group that you want to move. 3. Click the Move Up or Move Down arrow until you have the order you want. 4. Click OK. WWP Training Page 152
Appendix A Popular Outlook Options Remove a default or custom group 1. Open the Customize Ribbon dialog box. 2. Under the Customize the Ribbon list, click the group that you want to remove. 3. Click Remove. 4. Click OK Replace a default group with a custom group You can t remove a command from a default group, ie. a group built-into Outlook. However, you can make a custom group with only the commands that you want to replace the default group. 1. Open the Customize Ribbon dialog box. 2. Under the Customize the Ribbon list, click the default tab where you want to add the custom group. 3. Click New Group. 4. Click Rename. 5. Type a name for the new group in the Display name box. 6. Select an icon to represent the new group when the Ribbon is resized. 7. Click OK. 8. In the Choose Commands from: list, click Main Tabs. 9. Click the plus sign (+) next to the default tab that contains the group that you want to customise. 10. Click the plus sign (+) next to the default group that you want to customize. 11. Select the command that you want to add to the custom group. 12. Click Add. You don t have to add all the commands, you can just add the ones that you want. 13. Right-click the default group, and click Remove. Add commands to a custom group You can only add commands to a custom group that is under a custom or default tab. You cannot add commands to a default group. Only commands added to custom groups can be renamed. 1. Open the Customize Ribbon dialog box 2. In the Choose commands from list, click the category you want to add commands from, for example, Popular Commands or All Commands. 3. Select the required command in the list. 4. Click Add. WWP Training Page 153
Appendix A Popular Outlook Options 5. Click OK. NB: You can rename a command and add an icon to represent it by selecting the command, and then opening and completing the Rename dialog box. Remove a command from a custom group You can only remove commands from a custom group. 1. Open the Customize Ribbon dialog box 2. Under the Customize the Ribbon list, click the command that you want to remove. 3. Click Remove. 4. Click OK. Rename a command that you added to a custom group 1. Open the Customize Ribbon dialog box 2. Under the Customize the Ribbon list, click the command that you want to rename. 3. Click Rename. 4. Type a new name in the Display name box and, if required, select a new image for the command. 5. Click OK. 6. Click OK. Change the order of the commands in custom groups 1. Open the Customize Ribbon dialog box. 2. Under the Customize the Ribbon list, click the command that you want to move. 3. Click the Move Up or Move Down arrow until you have the order you want. 4. Click OK. Reset the ribbon You can choose to reset all tabs on the ribbon or only the selected tabs to their original state. When you reset all tabs on the ribbon, you also reset the Quick Access Toolbar to show only the default commands. Reset the Ribbon to the default settings 1. Open the Customize Ribbon dialog box. 2. Click Reset. 3. Select Reset all customizations. 4. Click Yes. 5. Click OK. Reset only the selected tab You can only reset default tabs to their default settings. 1. Open the Customize Ribbon dialog box. 2. Under the Customize the Ribbon list, select the default tab that you want to reset to the default settings. 3. Click Reset. WWP Training Page 154
Appendix A Popular Outlook Options 4. Select Reset only selected Ribbon tab. 5. Click OK. Export a customized ribbon You can export your ribbon and Quick Access Toolbar customizations into a file that can be imported and used by a co-worker or on another computer. 1. Open the Customize Ribbon dialog box. 2. In the Customize the Ribbon window, click Import/Export. 3. Click Export all customizations. 4. Navigate to a location to store the file. 5. Click Save. 6. Click OK. Import a customized ribbon You can import customization files to replace the current layout of the ribbon and Quick Access Toolbar. By being able to import the customization, you can keep Microsoft Office programs looking the same as your co-workers or from computer to computer. NB: When you import a ribbon customization file, you lose all prior ribbon and Quick Access Toolbar customizations. If you think that you might want to revert to the customization you currently have, you should export them as a backup before importing any new customizations. 1. Open the Customize Ribbon dialog box. 2. In the Customize the Ribbon window, click Import/Export. 3. Click Import customization file. 4. Navigate to where the file is stored (it will have a.exportedui extension). 5. Select the file. 6. Click Open. 7. Click Yes. 8. Click OK. QUICK ACCESS TOOLBAR OPTIONS Just above the File/Home tab is the Quick Access Toolbar containing common commands for the current window. There are two Quick Access Toolbars in Outlook: one for the main, Outlook application window and another that appears when you open an item into its own window (eg. messages, appointments, contacts, etc.) WWP Training Page 155
Appendix A Popular Outlook Options Outlook window Quick Access Toolbar Item window Quick Access Toolbar In common with other commands, holding the mouse cursor over a command will display a ScreenTip for that command. Clicking on a command icon will execute that command. To add, or remove common command buttons from the Quick Access Toolbar, click the drop-down arrow at the right hand side of the Quick Access Toolbar. Choices available will vary slightly depending on which item the Quick Access Toolbar is located. The Customise Quick Access Toolbar Menu Outlook window The Customise Quick Access Toolbar Menu Item window (Appointment) Procedure 1. Click the Customize Quick Access Toolbar drop-down arrow. 2. Click an unticked item to display it in the toolbar. 3. Click a ticked item to remove it from the toolbar. 4. To add additional commands to the toolbar: a. In the Customize Quick Access Toolbar menu, click More commands. b. In the Outlook Options dialog box, click the list arrow in the Choose commands from: box. c. Select All Commands. d. Locate the command you want and select it. e. Click the Add>> button. f. Click the Move Up or Move Down arrows to arrange the order of the buttons on the toolbar. g. Click OK button to close the dialog box and apply the button to the toolbar. WWP Training Page 156
Appendix A Popular Outlook Options The Quick Access Toolbar customise window Tip You can also right click on any button or group on a Ribbon to display a shortcut menu that will allow you to add that item to the Quick Access Toolbar. Quick Access Toolbar shortcut menu TRUST CENTER OPTIONS You can use the Trust Center options to view, change, turn on, or turn off most security and privacy features. It is recommended, however, not to change these as it may contravene your organisation s security policies and render your computer vulnerable to attack from potential cybercriminals. Always seek advice from your IT department for any matters relating to the security and safety of your workplace electronic communications. WWP Training Page 157
Appendix A Popular Outlook Options WWP Training Page 158
APPENDIX B MESSAGE RECALL BEHAVIOUR In the following table, five scenarios are given: Four that explain what happens when message recall is tried in various situations One that describes what happens when the recall of a message that was sent to a Microsoft Exchange public folder is tried Action You send a message to someone. You recall the original message and replace it with a new one. On the recipient's computer, under Tracking, the Automatically process requests and responses to meeting requests and polls check box is selected. NB. To view this setting, click the File tab > Options > Mail, and then scroll to the Tracking section. You send a message to someone. You recall the original message and replace it with a new one. On the recipient's computer, under Tracking, the Automatically process requests and responses to meeting requests and polls check box is not selected. NB. To view this setting, click the File tab > Options > Mail, and then scroll to the Tracking section. You send a message to someone. You recall the original message and replace it with a new one. On the recipient's computer, either by rule or by action of the recipient, the original message is moved out of the Result Both the original message and the recall message are received in the recipient's Inbox. Assuming the original message has not been read, the original message is deleted and the recipient is informed that you, the sender, deleted the message from his or her mailbox. NB. If the original message is marked as read (viewing in the Reading Pane is not reading in this scenario) when the recall message is processed, the recipient is informed that you, the sender, want to delete the message. However, the message remains in the recipient's Outlook folder. Both the original message and the recall message are received in the recipient's Inbox. On the recipient's computer, one of the following results occurs: If the recipient opens the recall message first, the original message is deleted, and the recipient is informed that you, the sender, have deleted the message from their mailbox. If the recipient opens the original message first, the recall fails, and both the original and recall messages are available. NB. If the original message is marked as read (viewing in the Reading Pane is not reading in this scenario) when the recall message is processed, the recipient is informed that you, the sender, want to delete the message. However, the message remains in the recipient's Outlook folder. If the recall message and the original message exist in separate folders, the recipient receives a message that indicates a recall attempt failed. This occurs regardless of the Outlook configurations and the read status of the message. WWP Training Page 159
Inbox to another folder and the recall message remains in the Inbox (or it is moved to another folder also). You send a message to someone. You recall the original message and replace it with a new one. On the recipient's computer, either by rule or by action of the recipient, both messages are moved to the same folder. This results in behaviour similar to what occurs when Outlook is not configured to automatically process messages. You send a message to a public folder. You recall the original message and replace it with a new one. Appendix B Message Recall Behaviour The original message and the new message are both available to the recipient. On the recipient's computer, one of the following results occurs: If the recipient opens the recall message first, the original message is deleted, and the recipient is informed that you, the sender, deleted the message from his or her mailbox. If the recipient opens the original message first, the recall fails, and both the old and new messages are available. One of the following results occurs: If the recipient who reads the recall message has read access to all the items in the public folder but did not read the original message, the recall succeeds, and only the new message remains. You, the sender, receive a message that indicates the recall succeeded. If the recipient has already marked the original message as read, he or she is informed that the recall failed, and only the recall message is deleted. If a user who has any other public folder rights opens the recall message, the recall fails, and the user receives a message that states the recall failed. Both the old and new messages remain in the public folder. NB. If the recipient reads the original message and then marks it as unread, it is considered never read and recall is successful. In the public folder, it is the reader's rights, not the sender's, that determine the success or failure of the recall. WWP Training Page 160
APPENDIX C INSTANT SEARCH CRITERIA EXAMPLES Type this bobby bobby moore bobby AND moore bobby NOT moore bobby OR moore "bobby moore" from:"bobby moore" from:"bobby moore" about: status report hasattachment:yes attachments:presentation.pptx subject:"bobby moore" subject:bobby moore cc:"bobby more" cc:bobbymoore@contoso.com bcc:bobby messagesize:<10 KB messagesize:>5 MB received:=1/1/2006 To find this Items containing bobby, BOBBY, BoBby, or any other combination of uppercase and lowercase letters. Instant Search is not case sensitive. Items containing both bobby and moore, but not necessarily in that order. Items containing both bobby and moore, but not necessarily in that order. Note that logical operators such as AND, NOT, and OR must be in uppercase letters. Items containing bobby, but not moore. Items containing bobby, moore, or both. Items containing the exact phrase bobby moore. Note the use of double quotes so that the search results match the exact phrase within the quotes. Items sent from bobby moore. Note the use of double quotes so that the search results match the exact phrase within the quotes. Items sent from bobby moore where status report appears in the subject line, body, and attachment contents. Note the use of double quotes so that the search results match the exact phrase within the quotes. Items that have attachments. You can also use hasattachment:true to get the same results. Items that have attachments named presentation.pptx or if the attachment contains presentation.pptx within its contents. Items whose subject contains the phrase bobby moore. Items with bobby in the subject line and with moore anywhere else in the document. Items in which the display name bobby moore is on the Cc line. Items in which the e-mail address bobbymoore@contoso.com is on the Cc line. Items in which bobby is on the Bcc line. Items whose size is less than 10 kilobytes. Note the use of the "less than" comparison operator (<). Items whose size is larger than 5 megabytes. Note the use of the "greater than" comparison operator (>). Items that arrived on 1/1/2006. Note the use of the "equals" WWP Training Page 161
received:yesterday received:last week due:last week messagesize:tiny messagesize:small messagesize:medium messagesize:large messagesize:verylarge followupflag:follow up messagesize:enormous hasflag:true from:bobby (received:1/7/05 OR received:1/8/05) received:>=10/1/06 AND received:<=10/5/06 received:>10/1/06 AND received:<10/5/06 sent: yesterday to:bobby read:no subject:status received:may startdate:next week subject:status is:recurring organizer:bobby category:business firstname:bobby comparison operator (=). Instant Search Criteria Items that arrived yesterday. Instant Search also recognizes the follow date values: Relative dates: For example, today, tomorrow, yesterday Multi-word relative dates: For example, this week, next month, last week, past month, coming year Days: Months: Sunday, Monday... Saturday January, February... December Items that arrived last week. Note that if you run this query again a month from now you will obtain different results because it is a time relative query. Items that are flagged for follow up a due date. Items whose size is less than 10 kilobytes Items whose size is between 10 and 25 kilobytes Items whose size is between 25 and 100 kilobytes Items whose size is between 100 and 500 kilobytes Items whose size is between 500 kilobytes and 1 megabyte Items that are flagged for follow up. Items whose size is larger than 5 megabytes Items that are flagged for follow up. Items from bobby that arrived on either 1/7/05 or 1/8/05. Note the use of parentheses to group the dates. Items that arrived between 10/1/06 and 10/5/06. Items that arrived after 10/1/06 but before 10/5/06. Items that you sent yesterday. Items that you sent to bobby when you are searching in the Sent Items folder. Items that have not been read. You can also use read:false to get the same results. Items received from anyone during the month of May (any year) where the subject contains status. Calendar items next week where the subject contains status. Calendar items that are recurring. Calendar items where bobby is the organizer. Items that are categorized as business. Contacts that contain bobby in the First Name field. WWP Training Page 162
lastname:moore nickname:bobby jobtitle:physician pager:555-0100 businessphone:555-0100 homephone:555-0100 mobilephone:555-0100 carphone:555-0100 businessfax:555-0100 homefax:555-0100 businessaddress:(4567 Main St., Buffalo, NY 98052) homeaddress:(4567 Main St., Buffalo, NY 98052) businesscity:buffalo businesspostalcode:98052 street:(4567 Main St) homestreet:(4567 Main St) birthday:6/4/1960 webpage:www.contoso.com Contacts that contain moore in the Last Name field. Contacts that contain bobby in the Nickname field. Contacts that contain physician in the Job Title field. Contacts that contain 555-0100 in the Pager field. Instant Search Criteria Contacts that contain 555-0100 in the Business Phone field. Contacts that contain 555-0100 in the Home Phone field. Contacts that contain 555-0100 in the Mobile Phone field. Contacts that contain 555-0100 in the Car Phone field. Contacts that contain 555-0100 in the Business Fax field. Contacts that contain 555-0100 in the Home Fax field. Contacts that contain 4567 Main St., Buffalo, NY 98052 in the Business Address field. Note the use of parentheses to enclose the address. Contacts that contain 4567 Main St., Buffalo, NY 98052 in the Home Address field. Note the use of parentheses to enclose the address. Contacts that contain buffalo in the Business City field. Contacts that contain 98052 in the Business Postal Code field. Contacts that contain 4567 Main St in the Business Address Street field. Note the use of parentheses to enclose the address. Contacts that contain 4567 Main St in the Home Address Street field. Note the use of parentheses to enclose the address. Contacts that contain 6/4/1960 in the Birthday field. Contacts that contain the URL www.contoso.com in the Web Page Address field. WWP Training Page 163
INDEX A Activities for contacts... 98 viewing for contacts... 99, 101 Addressing messages Suggested Contacts... 100 the AutoComplete list... 100 Archiving applying manual archiving... 30 AutoArchive... 33 AutoArchiving... 30 general techniques... 28 manually... 32 saving messages... 28 setting AutoArchive options... 34 using personal folders... 29 AutoArchive... 33 setting options... 34 B BCC field adding to messages... 13 C Calendar changing the time scale... 86 changing the time sone... 86 create calendars groups... 67 create group calendars... 68 customising the work week... 89 displaying calendars groups... 68 displaying week numbers... 88 options... 92 proposing new meetings times... 89 sending information to another person... 61 setting options... 150 Calendar groups displaying... 68 making a meeting with... 68 Categories assigning to items... 42 creating new... 44 deleting... 45 naming... 43 overview... 41 Quick Click... 43 renaming... 44 viewing... 41 Clean Up conversations... 24 manage mailbox using... 22 Columns formatting... 114 Conditional formatting applying to views... 26 Contacts assigning to a Journal entry... 109 creating groups... 94 creating same company... 96 editing groups... 95 groups... 94 making multiple changes... 102 monitoring activites... 98 Suggested Contacts... 100 updating groups... 96 using mail merge with Word... 97, 98 viewing activites... 99, 101 Conversations viewing... 24 D Data exporting... 54, 55 importing... 53 importing into Outlook... 52 Data files adding into Outlook... 39 backing up... 37 compacting... 37, 38 overview... 36 password protecting... 37, 38 Delegates sending a message on behalf of someone... 64 setting permissions... 63 Delivery receipt setting... 6 E Exporting data... 149 mapping... 54 overview... 54 F Fields adding to a view... 112 moving... 114, 118, 119, 121, 122 Filters applying... 117 Folders creating personal folders... 32 open another person s... 60 opening another person's... 59 remove from sharing... 61 search folders... 49 using personal folders... 29 using the Journal... 106 viewing size... 22 From field adding to messages... 13 WWP Training Page 164
G Grouping table views... 118 Groups contacts distribution lists... 94 creating for contacts... 94 editing contacts... 95 updating... 96 I Importing data... 149 mapping... 52 overview... 52 the Import and Export Wizard... 52 Instant Search adding criteria... 47 adding search criteria... 46 options... 48 overview... 45 recent searches... 47 refining... 46 special search criteria... 161, 162, 163 types of criteria... 47 using... 47 J Journal adding entries... 108 adding folder to Navigation Pane... 106 assigning a contact to an entry... 109 deleting entries... 110 modifying entry types... 110 setting options to record... 107 using the folder... 106 M Mail merge using with Word... 97, 98 Mailbox adding in another person s to your folder list... 65 archiving items... 28 archiving items manually... 30 AutoArchiving items... 30 Clean Up... 22 cleaning up conversations... 24 personal folders... 29 viewing folder size... 22 Meetings creating from calendars groups... 68 proposing new time... 89 responding to a new meeting time request... 91 Message options delaying delivery... 14 expiring a message... 14 redirecting replies... 14 saving sent messages... 14 setting importance... 14 setting sensitivity... 14 showing BCC and From fields... 13 Index Messages adding a Theme... 16 advanced searching... 48 applying different colours for replies and forwards... 28 creating with voting buttons... 8 finding using Instant Search... 45 finding using search folders... 49 handling with Quick Steps... 81 recalling... 15, 159 resending... 16 responding with voting buttons... 9 sending Calendar information... 61 sending on behalf of someone... 64 setting message options... 13 setting receipts... 6 tracking votes... 8, 10, 11 using stationery... 16 using templates... 19 N Notes creating... 133 deleting... 137 opening... 134 opening folder... 133 viewing folder... 134 Notes options setting... 147 O Options adding holidays to Calendar... 144 AutoArchive... 34, 149 Calendar... 92, 144, 150 Calendar colour... 145 change defaults for mail options... 143 Colours scheme... 141 Contacts... 145 conversations CleanUp... 143 customising the Ribbon... 150, 151, 152, 153, 154 default Calendar reminder... 144 default filing order... 145 default task reminders... 146 Desktop alerts... 143 displaying activities controls... 145 displaying shared calendars... 145 empty deleted items on exit... 149 fonts... 142 for proposing new meeting times... 89 general... 141 Instant Search... 148 Instant Search... 48 Journal... 147 Live Preview... 141 Mail... 142 meeting scheduling assistant... 145 Mini Toolbar... 141 Notes... 147 WWP Training Page 165
Outlook launch and exit... 149 panes behaviour... 149 proofing... 142 proposing new meeting times... 91 proposing new meeting times... 144 Quick Access Toolbar... 155, 156 Reading Pane... 142 receipts... 8, 11 reminders... 149 replies and forwards... 143 RSS Feeds... 149 sent messages... 143 setting... 140 signatures... 142 stationery... 142 Suggested Contacts... 101, 102, 146 Tasks... 146 Themes... 13, 142 tracking... 143 Trust Center... 157 updating of Calendar information... 144 user name... 141 voting buttons... 11 when composing a message... 13 Outlook Today page customising... 139 P Permissions delegates... 63 for individual folders... 57, 58 granting... 58 opening other people s folders... 59, 60 removing... 61 Personal folders creating... 32 managing data files... 36 Printing notes... 136 Properties message options... 14 Q Quick Access Toolbar customising... 155, 156 Quick Steps creating custom... 83 first time configuration... 82 managing... 84 overview... 81 types... 82 R Read receipt setting... 6 Recalling sent messages... 15 Recalling messages behaviour... 159 Index Receipts adding to messages... 14 checking status... 7 options... 8, 11 setting to messages... 6 Resending sent messages... 16 Resetting views to default... 120 Ribbon customising... 150, 151, 152, 153, 154 RSS Feeds Common Feed List... 127 Internet Explorer... 127 overview... 127 reading... 130 subscribing... 129, 130 unsubscribing... 131 Rules changing the value of a rule... 78 deleting a rule... 79 editing a rule... 78 Out of Office... 80 the Rules Wizard overview... 76 using the Rules Wizard... 77 Rules Wizard adding a rule... 76 S Saving messages in Outlook message format... 31 Search folders adding predefined... 50 creating custom... 51 Searching for messages using Advanced Find... 48 for messages using Instant Search... 45 Instant Search special criteria... 161, 162, 163 search folders... 49 Sending messages save options... 14 Sharing adding another person s mailbox... 65 Calendar groups... 67 emailing Calendar information... 61 granting delegate permissions... 63 granting permissions... 58 individual folders... 57 opening other people s folders... 59, 60 permissions... 57, 58 removing a folder from shared use... 61 Sorting table views... 116 Stationery creating a message from... 16 Suggested Contacts options... 101, 102 overview... 100 WWP Training Page 166
T Tasks accepting an assigned task... 70 assigning to other Outlook users... 69, 70 declining... 71 declining and assigned task... 70 indicating progress... 72 sending a status report... 73 tracking responses to requests... 71 viewing those assigned to others... 74 Templates creating... 19, 20 opening... 19 overview... 19 Themes adding to messages... 16 applying to a message... 13 Time scale changing on the Calendar... 86 Time zone changing on the Calendar... 86 Tracking message receipts... 6 options... 11 progress on assigned tasks... 72 sending a task status report... 73 votes... 10 Trust Center options... 157 V Viewing notes... 134 Views adding and removing fields... 113 Index adding conditional formatting... 26 adding fields... 112 compact... 112 defining custom... 123 deleting custom views... 124 filtering... 117 formatting... 120, 122 formatting columns in tables... 115 graphical... 112 grouping tables... 118 moving fields... 114 Outlook Today... 139, 140 resetting to defaults... 120 settings for non-table views... 122 settings for tables... 120 showing conversations... 24 sorting... 116 tables... 112 timeline... 112 using different font colour for replies and forwards... 28 viewing tasks assigned to others... 74 Votes tracking... 10 Voting buttons adding to messages... 8, 14 options... 11 responding with... 9 W Week numbers displayng on the Calendar... 88 Working times changing on the Calendar... 89 WWP Training Page 167