chapter 6 information management with outlook - … · chapter 6 information management with ......

CHAPTERSIX: INFORMATIONMANAGEMENTWITHOUTLOOK 1

OMA241–INTEGRATEDOFFICEAPPLICATIONS|

TOPIC

GettingStartedWithOutlookandE-mail

CreateandManageContacts

UseCalendartoScheduleAppointments

CreateandUseTasks

UseNotesandJournal

ManageMessages

Chapter 6

INFORMATIONMANAGEMENTWITH

OUTLOOK



Outlook isa full-featuredpersonal informationmanagementprogramthatprovides the tools youneed to be organized in today’s electronicworld. Themajor components of Outlook thatwill becoveredinthemoduleare:•Mail—providesatoolforsending,receiving,andmanagingyoure-mail• Contacts—an electronic address book that holds names, addresses, phone numbers, and otherpertinentinformation•Calendar—keepstrackofyourappointmentsandschedule•Tasks—anelectronic“to-do”list•Notes—stickynotes,oranotepadforyourcomputer• Journal—record activities based on contact Outlook has the ability to integrate all of itscomponents and link them. It can keep you organizedwith its ability to help you track and findactivitiespertainingtoaparticularperson,topic,location,date,orevent

OutlookScreen

LESSON 1 GETTINGSTARTEDWITH

OUTLOOKANDE-MAIL

Navigation Pane

YoucancustomizetheReadingPanetoappearbelowtheInbox,orturnitoff.

People Pane

Reading Pane

Inbox



ComposeandSendE-mail

1) ClickNewE-mailtoopenaMessageform

• Keyrecipientaddress

• Keyaddressofanyonereceivingacopy

• Keysubjectlineandbodyofmessage

2) ClickSendbutton

v YoucanindicatewhetheramessageisofhighorlowimportancebyclickingtheappropriatebuttonintheTagsgroupoftheMessagetab.

v Tocreateadraftofamessageyoucaneditatalatertime,clicktheSavebutton

andclosethemessage.

WorkwithE-mailMessages

1) UseMailwindowto:

• ReceivemessagesandreadthemintheReadingPane

• Replytoamessage

• Forwardamessage

• Deleteamessage

v Toretrievethemessage,selecttheDraftsfolderintheNavigationPaneanddouble-clickthesavedmessage.(Outlookusedyoursubjectlinetonamethemessage.)



SendaMessagewithanAttachment

1) ClickAttachFileontheMessagetabortheInserttab

2) UsetheInsertFiledialogboxtonavigatetothelocationofthefiletoattach

3) AttachedfilenamedisplaysintheAttachedboxonthemessage



ActivityOL1-2:SendMessage

a) ClickNewE-mailtodisplaytheUntitled-Messagewindow;addressamessagetoyourself.

b) KeyMeetingwithSuniEngineeringintheSubjectbox.

c) Keythefollowingmessage:

I would like to arrange a meeting with Suni Engineering at 2:00 on [insert a date that is one week from today]. The meeting will be held in one of our conference rooms. Will you be able to attend? Let me know by[insert the day after tomorrow] so that I can make the necessary arrangements.

d) IndicatethatthemessageisurgentbyclickingtheHighImportancebutton.e) ClicktheSendbutton.

ActivityOL1-2:CreateWordAttachment

a) KeythefollowingdocumentinWord2010.FormattheheadingasHeading1andapplytheFlowthemetothedocument.

b) SaveitasTrackingandFlaggingMessagestoyourfolderChapter5 Tracking and Flagging Messages

Many of the e-mail messages that you receive are read and then discarded. Some messages can be responded to immediately. Other messages may require that you deal with them at a later time. Outlook 2010 has a feature that allows you to flag messages to draw your attention to them. It even takes this concept one step further by creating the message as a task with a due date. It then automatically places the item in your To-Do List with the follow-up date you assigned.

CLASSACTIVITY



ActivityOL1-3:CreateE-mailandSaveasDraft

a) Createthefollowinge-mailmessagetoyourself.Markthemessageasbeingoflowimportance.Thesubjectofthee-mailisTrackingandFlaggingMessages.Includethefollowingmessage:Downloadthisattachmentandreadaboutthefollow-upflaggingfeature.Itrieditandreallyfindittobeuseful.

b) Savethee-mailbyclickingtheSavebuttonontheQuickAccessToolbar.Themessagehasbeensavedasadraft.

c) Closethemessage.

ActivityOL1-4:AttachFile,Forward,Delete,andMoveMessages

a) Findthee-mailTrackingandFlaggingMessagesinyourDraftsfolder.Double-clickthemessagetoopenit.

b) Attach theWord file thatyoucreated inOL1-Activity2 to themessage. Printandsendthemessage.

c) Openthee-mailandforwardacopytoaclassmateoryourteacher.d) Delete the messages Meeting with Suni Engineering and Tracking and Flagging

Messages.e) Display theDeleted Items folder. Movebothmessagesback to the Inbox folder.

PrintthemessagesinyourInboxfolderinTableStyleandlabeltheprintout.f) ClicktheSentItemsfolder;printthemessagesinSentItemsinTableStyle.



TheContacts feature serves as an electronic address book. All the information that youneedtocommunicateandconductbusiness—suchasname,address,telephonenumber,e-mailaddress,andWebpageaddress—isstoredindatabasefieldsinContactsWindow

ContactsWindow

LESSON 2 CREATEANDMANAGECONTACTS

Contacts display by default as business cards



AddaContact

1) UseaContactformtoaddanewcontact

2) ClickHomeà Newà NewContact

§ Click Full Name button to addmoredetailednameinfo

§ Clickarrowstotherightofbuttonsto select additional info such ashomeaddress

AddContactfromSameCompany

Twooptions:

1) CreatenewcontactfromContactswindowHomeàNewàNewItemsàContactfromtheSameCompany

2) CreatenewcontactwhileinContactformContactàActionsàSave&Newà ContactfromtheSameCompany

§ Contactformopenswithcompanynamealreadyfilledin



WorkwithCategories

§ Use category colors to organizeOutlookitems

o Renameacategoryoraddnewcolortocustomize

§ ApplyacategorytoanitemusingCategorizelist

§ Categories can be applied to allother Outlook items, such asmessages,tasks,appointments,andnotes

ChangeViews

§ UseCurrent Viewoptions ontheHome tabtodisplaycontacts in adifferent view

§ List viewshowscontactsgrouped bycategory

ClickAllCategoriestoapplymorethanonecategorytoanitem.



PeoplePane

§ UsethePeoplePanetoseeinformationaboutacontacto Recente-mailmessageso Attachmentso Upcomingmeetingso Activityfeedsfrombusinessandsocialnetworks

§ CollapsethePeoplePaneusingthedownarrowwhenyouhavefinishedviewing

items



ActivityOL2-1:EnterContacts

a) DisplayContactsinOutlook.

b) ClickNewContactandkeytheinformationforContact1below;whenfinished,clicktheSave&NewbuttontoaddContact2.UsetheCheckFullNameboxtokeythenamedetails

c) IndicatethatthemessageisurgentbyclickingtheHighImportancebutton.

d) ClicktheSendbutton.

e) ReturntotheContactswindow;thecontactsdisplayinBusinessCardview.

f) ClickthebusinesscardforKennethHinkson;thefirstlineofthecardisnoworange,indicatingthatthecardisselected.Double-clickthecardtodisplaytheContactform;changestotheformcanbemadeasneeded.

g) PrintthecontactsinCardStyle(FileàPrintàCardStyle).LabeltheprintoutOL2-Activity1.

CLASSACTIVITY



ActivityOL2-2:Edit,AddandPrintContacts

a) ChangeSusanSmith’smobilephonenumber:Double-clickSusan’sbusinesscardtoopenherContactform.Changethemobilephonenumberto(949)555-0130.

b) Addthefollowingcontacts.Thesepeoplearefromthesamecompaniesasprevious

contacts,soyoucanusetheContactfromtheSameCompanyfeature.

c) Afteryoufinishaddingallthecontacts,viewthemintheContactswindow.PrintallthecontactsinMediumBookletStyle.LabeltheprintoutasOL2-Activity2.

ActivityOL2-3:RenameandAddCategoriesa) Renamethecategoriesasfollows:

Color CategoryName Blue Business GreenSupplier Orange KeyCustomer Red ImportantContact

b) Assignthefollowingcategoriestoyourcontacts.

NameofContact CategoryHinkson Business

Smith Business,KeyCustomerRamirez Business,ImportantContactTruong Business,Supplier



c) Viewthecontactsbycategory(ViewàCurrentViewàChangeViewàListàArrangementàCategories).PrintthelistinTableStyle;labeltheprintout.

Outlook1–CreateContacts

1) ChangetheviewtoBusinessCardview.2) AddthecontactsinthecontactsdatafiletoyourContactsfolder.3) RenamethepurplecategoryasVendor.4) PrintthecontactsbycategoryinTableStyle(ListViewàCategoriesarrangement,

Print).LabeltheprintoutOL1-Contacts-Name.

Outlook2–SearchandEditContacts,UseMapIt,andDisplayPeoplePane

1) UseSearchContactstofindJudithEnglewood.Addherhomephone(310)555-0110

tohercontactrecord.

2) Use Find a Contact to find the contact information for Hillary Richardson. Add ahomeaddressforher:43NiguelVillageDrive,LagunaNiguel,CA92677-4027.

3) Add your name, home address, and e-mail address to Contacts. Remember tochangetheaddressbuttontoHome.Clicktheuparrowinthelower-rightcornertoexpandthePeoplePane.Alistofrecentmessagessenttoyoudisplays.Clickononeofthemessagestodisplaythemessageinthee-mailwindow.ViewyouraddressonthemapbyclickingtheMapItbutton,locatedattherightoftheaddressboxintheContactform.Closeyourbrowser.

4) AddoneofyourclassmatestoContacts, includinghisorhername,address,phonenumber, and e-mail address. Rename the yellow category Classmate. Assign theClassmatecategorytoyourclassmate.Savethecontact.UseSearchContactstofindandopen the contact. Send an e-mail from theContact form to your classmate,givinghimorherthedirectionsonhowtosendane-maildirectlyfromtheContactform.

Let’sApplyIt.



5) AddasecondclassmatetoContacts.AssigntheClassmatecategory.UseMapIttolocatetheclassmate’saddressonthemap.

6) ClicktheSearchContactsboxintheContactswindow;theSearchtabdisplays.Clickthe Categorized button, and then click Classmate. The two classmates that youenteredinsteps4and5display.Closethesearch.

7) InOutlookMail,clickSentItems.ClickintheSearchSentItemsbox.IntheSearchtab,clicktheSentTodrop-listarrowandchooseSentTo: MeorCC: Me. Thee-mailsthatyousenttoyourselfdisplay.Closethesearch.

8) Display yourMail Inbox screen. On theHome tab, in the Find group, click Find aContact. Key your name and tap ENTER. Your Contact form displays. Close thesearch.

9) ClicktheSearchboxintheInboxscreenandsearchforalle-mailsfromoneofyourclassmates.Closethesearch.

10) DisplayallthecontactsthathavebeencategorizedasVendors.Closethesearch.

11) DisplayallcontactsthathaveajobtitleofBuyer.(ClickSearchbox,More,JobTitle,keyBuyerintheJobTitlebox;tapENTER.)Closethesearch.

12) PrintallthecontactsbycategoryinTableStyleandlabeltheprintout.



TheCalendarfeatureisanessentialtoolfororganizingbothbusinessandpersonalactivities.Youcanscheduleappointments,events,andmeetingswithOutlook.Outlookprovidesmanywaystoviewthecalendar,aswellasallowingyoutosharethecalendarwithothers

CalendarWindow

LESSON 3 USECALENDARTOSCHEDULE

APPOINTMENTS

Date Navigator

Daily Task List

Today button Day, Week, Month buttons



ScheduleanAppointment

a) ClickHomeàNewàNewItem-->AllDayEvent

b) ClickinCalendarandkeyappointment;adjustlengthofappointmentbydragging-or-

c) OpenAppointmentformtoaddmoredetails

d) UseAppointmentformtoscheduleevents(allday)

SetaRecurringAppointment

§ Forappointmentsthatare

scheduled on a regularbasis:

SetaremindertohaveOutlookalertyoufortheappointment.



a) CreatetheappointmentandclickRecurrenceb) Specifythepatternofrecurrencec) Specifyanenddateifdesired

MaintainMultiple

Calendars

§ Usemultiplecalendarstokeeptrackofappointmentsformorethanonepersonortoshowpersonalappointments

§ DisplaycalendarssidebysideorinOverlayviewtomakeiteasytoscheduleonbothcalendarsatthesametime

a) FollowthepathtodisplaytheCreateNewFolderdialogbox.

b) Keythenameofthefolder.

c) SelectCalendarItemsintheFoldercontainsdroplist,ifnecessary.

d) IntheSelectwheretoplacethefolderlist,selectCalendar.ClickOK.

e) ThenewPersonalfolderisnowlistedintheNavigationPane.ClickthecheckboxtotheleftofPersonalfoldertodisplaythepersonalcalendarsidebysidewithyouroriginalcalendar.



f) Tooverlaythecalendars,clicktheViewtab.IntheArrangementgroup,clickOverlay.Thecalendarsbecometransparentandarenowstackedtodisplaycommonfreetimeslots.

ScheduleaMeeting

Outlookautomaticallyaddsthemeetingtoyourcalendarandtothecalendarofallwhoacceptyourmeetinginvitation.

a) ClickHomeà Newà NewMeeting

b) Keythee-mailaddressesofpeoplewhowillbeinvitedtothemeeting.

c) Keythesubject,location,date,time,andanymessagethatneedstobeincluded;thenclicktheSendbutton.

d) Thebuttonstoaccept,decline,orproposeanewtimeforthemeetingdisplayatthetopoftherecipients’meetinginvitation

§ Oncetherecipientclicksontheresponsebutton,ane-mailisautomaticallysent

tothepersonsettingupthemeeting

SendCalendarinE-mail

a) ClickHomeà Shareà EmailCalendar

b) Ifyouworkwithmultiplecalendars,clicktheCalendardownarrowandselectthecalendaryouwanttoe-mail.

c) ClicktheDateRangedownarrowandspecifythetimeperiodofthecalendar.



d) ClicktheDetaildownarrowandspecifytheamountofinformationyouwantincludedinthecalendar.ClickOK.

ActivityOL3-1:ScheduleAppointmentsAndEvents

a) ClicktheGoTodialogboxlauncherandkeythedateforJanuary9ofnextyear;tapENTER.

b) KeythefollowingappointmentsintheDayviewofthecalendar.

c) KeythefollowingappointmentsusingAppointmentforms.

d) Editthe10:00meetingwithJetPropellerandapplyVendorcategory.ApplytheKeyCustomercategorytothe12:00luncheonwithSusanGray.

CLASSACTIVITY



ActivityOL3-2:SetRecurringAppointmentandReminder

a) Double-click theWeekly Planning Meeting set for 1/11. Make this a recurringappointment that will meet on the same day of the week for the next 12occurrences.Setaremindertodisplay15minutesbeforethemeeting.

b) Double-click the Luncheon Meeting at the Chamber of Commerce scheduled for1/11.

c) Makethisarecurringappointmentthatwillmeetthesameday,inthesecondweekofeverymonth.TheendoftherangeofrecurrencewillbeinDecember.

d) ClickOKtoclosetheAppointmentRecurrencedialogbox.Setaremindertodisplay30 minutes before the appointment. Click Save & Close to close the LuncheonMeetingAppointmentform.

ActivityOL3-3:CreatePersonalCalendara) CreateapersonalfoldernamedPersonal—xx(useyourinitialsinplaceofthexx).

b) PlacethenewfolderintheCalendarfolder.

c) Clickthecheckboxtotheleftofyourpersonalfoldertodisplaythecalendarssidebyside.

d) Add a dentist appointment from 4:30 to 5:30 on January 9 of next year to yourpersonalcalendar.

e) Overlaythecalendars(ViewàArrangementàOverlay).

ActivityOL3-4:ScheduleaMeetinga) Sendameetinginvitationtoaclassmateinvitinghimorhertoastudygroupsession

nextweekinthestudentlounge.

b) Ask the classmate to accept the invitation; the meeting will be placed on yourcalendar.



Outlook3–ScheduleAppointmentsandEvents

1) Add the followingappointmentsandevents to your calendar. Youhave justbeenelectedtoyourcompany’slabornegotiationscommitteerepresentingmanagement.

2) Add the following appointments to your personal calendar. Rename the purple

categoryasVendor.

3) Mark1/26and1/27ontheworkcalendarasbeingOutofOfficeAlldayevent.Key

MedicalLeaveintheSubjectline.4) Print all appointments grouped by category (ViewàCurrent ViewàChange

ViewàListà Categories). Click Reverse Sort to place the appointments with acategorytagatthetopofthelist.LabeltheprintoutasOL3-1-AppoinmentsEvents.ClickResetViewandconfirmresettingviewtooriginalsettings.

5) Print all recurring appointments in Table Style (ViewàCurrent ViewàChangeViewàListàRecurrence). Click Reverse Sort to place the appointments withrecurrence patterns at the top of the list. Label the printout as OL3-2-AppoinmentsEvents.

6) ChangetoCalendarviewintheViewtab.PrintthecalendarinWeeklyAgendaStyle

Let’sApplyIt.



7) between the dates of 1/3 and 2/24 (FileàPrintàWeekly Agenda StyleàPrintOptionsàPrint range Start 1/3/20-- End 2/24/20--). Label the printout. OL3-3-

AppoinmentsEvents.

TheTasksfeatureinOutlookhelpsyoukeeptrackofthingsthatyouneedtodo.Ataskisanitem that you can track. For example, you can track the status of the task, change thepercentage completed, assign the task to someone else, or have it recur over time.Incompletetasksorotheritemsyoumarkedforfollow-upwilldisplayintheTo-DoBar.Youcancreateto-doitemsfromotherOutlookitemssuchasmessagesorcontacts. Wheneveryoucreateatask,Outlookalsocreatesato-doitemwiththesamename

TasksWindow

LESSON 4 CREATEANDUSETASKS

Tasks shown in Simple List view

Overdue task

Completed task

To-Do Bar



AddaNewTask

a) ClickHomeà Newà NewTask

b) Click“ClickheretoaddanewTask”boxinTaskswindow-or-OpenaTaskformtoaddmoredetails

c) Specifystartandduedate,status,priority

d) Setareminderifdesired

ToCreateaTaskRequest

a) ClickHomeàNewàNewItemsàTaskRequest

b) Completetheformwiththetaskinformationandtheassignee’se-mailaddress



c) Theoptionstokeepanupdatedcopyofthetaskon

yourtasklistandsendingastatusreportwhenthetaskiscompletedareselectedbydefaulttokeepyouinformedoftheprogressonthetask.

d) ClickSend.Theassigneecaneitheracceptordeclinethetask.

MarkaTaskasComplete

§ Clickinboxtoleftoftaskintasklist

§ Strikethroughindicatestaskiscomplete

§ Taskstaysinlistuntildeleted

ChangeTaskView

§ UsetheChangeViewoptionontheViewtabtoselectadifferenttaskview

Youcanalsomarkataskascompletebyopeningthetask’sformandclickingMarkCompleteontheTasktabor

changingthe%Completeentryto100%.



To-DoBarandDailyTasksList

§ UseTo-DoBartoviewDateNavigator,appointments,andtasks

§ UseDailyTaskListinCalendartoseetasksdueonthatdate

ActivityOL4-1:EnterTasks

a) Keyth

efollowingtasksinthetasklist

b) KeythefollowingtasksusingTaskforms(Insertduedatesfornextyear

Tasks shown in Active view

CLASSACTIVITY



ActivityOL4-2:UpdateTasksandUseTaskViews

a) Updatethetaskofsigningemploymentcontracts. Inserttoday’sdateforthestartdate.ChangethestatustoInProgressandthe%Completeto25%.

b) Indicatethatthetasktoreturnthebookstotheresourcecenteriscomplete.

c) AssigntheBusinesscategorytothetasktocallforprinterrepair.

d) Display the task list inDetailed view. Print the list in Table Style. Label theprintoutOL4-Activity2.

Outlook4–Tasks

1) CreateanewcategorycalledPersonal;selecttheDarkBluecolor.Addthefollowingtaskstoyourtasklist.Donotkeythelettersinparentheses;theywillbeusedforreferenceonly.

2) DisplayTasksinDetailedview.PrintinTableStyle.Labelprintout.

3) Marktask(C)asbeingcomplete.

Let’sApplyIt.



4) Markthetasktorepairtheprinterasbeingcomplete.

5) Updatetask(A)withthefollowinginformation:Indicatethecurrentdateforthe

Startdate.Changethestatusto“InProgress.”Show25%completion.

6) UpdatethetasktosendthesalesreporttoKenHinkson.Usetoday’sdateforthestartdate.ChangethestatustoInProgressandindicatethatitis75%complete.

7) Deletetask(C)fromthelist.

8) AssignthePersonalcategorytothetasktoshopforcoatandboots.

9) DisplaytheTo-DoListinDetailedview,printinTableStyle,andlabel.

10)DisplayTasksinSimpleListviewbycategories(ViewàArrangementàCategories);printinTableStyle,andlabel.

11)Displaythetasksthatarecompleted(HomeàCurrentViewàCompleted).PrintinTableStyle,andlabel.

12)DisplayTasksinActiveview,printinTableStyle,andlabel.

13)ExpandtheTo-DoBartoviewtheappointmentsandtasks.

14)SendaTaskRequesttooneofyourclassmatesaskinghimorhertocreateandpostflyersregardingthenextBusinessClubmeeting.

15)SendaTaskRequesttoasecondclassmateaskinghimorhertopurchaseandsetup

refreshmentsforthenextBusinessClubmeeting.

5



TheOutlookNotesfeatureisoftenreferredtoaselectronicstickynotesbecauseofitsappearance.Notesprovidealltheconvenienceofstickynoteswithouttheclutter.InformationstoredonnotescaneasilybetransferredtoamorepermanentareasuchasContacts,Tasks,orCalendar.

AboutNotes

CreateandModifyaNote

§ TOCREATEANOTE

a) ClickHomeàNewàNewNote

b) BeginbykeyingatitleforthenotethentapENTER.Keepthetitleshortanddescriptiveofthecontentsofthenote.ThetitlewilldisplaybelowthenoteiteminNotes.

c) Keythetextforthebodyofthenote;thenoteaddsnewlinesasyouneedthem.

d) Whenyouarefinishedwiththenote,clicktheCloseboxintheupper-rightcornertoclosethenote.Closingthenoteautomaticallysavesit.ThenotenowdisplaysintheNoteswindow;thetitleofthenotedisplaystoidentifyit.

§ TOEDITANOTE:

Drag the note to the Tasks folder to create a new task

from the note



a) Double-clickthenotetobeedited.

b) Makethenecessarychanges.ClicktheCloseboxintheupper-rightcornertosaveandclosethenote.

§ TORESIZEANOTE:

a) Resizethenotebydraggingonthebottombordertolengthenitoronthesideborderstowidenit.

b) Dragtheresizeareainthelower-rightcorneroutwardtomakethenotelargerdiagonally.Draggingawayfromthenoteenlargesit;draggingtowardthenotereducesit.

§ TODELETEANOTE:

a) Selectthenotethatistobedeleted.

b) TapDELETE.Youcanalsoright-clickthenoteandselectDeletefromtheshortcutmenu.

UseJournaltoRecordInformation

§ UsetheJournaltorecordinformationbasedonanycontact

§ FirstsetoptionsforrecordingJournalitems

§ ThenselectaviewtodisplayJournalactivities



ActivityOL5-1:Create,EditandDeleteNotesa) DisplayNotes.Createthefollowingnotes.UsetheNotesmenu

toapplycategories

CLASSACTIVITY



b) EdittheCallJohnDoenotebyaddingthetelephonenumbertothemessage:555-555-0192.

c) Enlargeeachofthenotes.Restorethemtonormalsize.

d) ClicktheNotesListbuttonontheHometab,intheCurrentViewgroup.Thenotesdisplaywiththecontents,categories,andcreationdateandtimedisplayed.PrintacopyofyournotesinTableStyle.LabeltheprintoutasOL5-1Activity1-1.

e) Print the notes displayed by category in Table Style. The notes should still bedisplayed in Notes List view; click the View tab and then Categories. Label theprintoutasOL5-1Activity1-2.

Outlook5–WorkingwithNotes

1) OpentheReserveMicrophonenote. Createanewcolorcategory fornotesusingtheDarkRedcolor.NamethecategoryUrgent.

2) ApplytheUrgentcategorytotheFixPhotocopiernote.

Let’sApplyIt.



3) Createthenotesshownbelow

4) AddthefollowingtexttotheHinksonSpeechnote:WishKenabelatedhappy

birthday.

8) Print the Notes by category in Table Style (ViewàChange ViewàNotesListàCategories)andlabeltheprintoutOL5-Notes.

Outlook6–UseJournal

1) Activate Journal to track E-mail message, Meeting cancellation, Meeting request,Meetingresponse,Taskrequest,andTaskresponseontwoofyourclassmatesandyourInstructor.YourclassmatesandyourinstructormustbeinyourmainContactsfolder.

2) E-mailyourclassmatesandyourinstructoraninvitationtoaBusinessClubmeeting

thatyouwillbehostingnextweek;specifylocationandtime.

3) Afteryoureceivetheresponses,usetheEntryListviewtoseethejournalrecordings.PrintacopyinTableStyleandlabelOL6-Journal



.

Outlookprovidesmethodsofcustomizingandorganizingmessages.Withe-mailbeingthedominant form of communication, it is not unusual for people to be inundated withmessages.OutlookToday,creatingsignatures,conversationmanagement,QuickSteps,andAutoArchivearefeaturesthatwillhelpyoumanageyourmessagesmoreefficiently.USEOUTLOOKTODAYOutlook Today is the first screen that displays when you open Outlook, unless thedefaultwaschanged.OutlookTodayprovidesasummaryofthecurrentday’sschedule,tasks,ande-mail.IfOutlookTodayisnotdisplayedonyourscreen,clickOutlookDataFileorMailbox–YourNameintheFolderListoftheNavigationPanetodisplayit.

LESSON 6 MANAGEMESSAGES



CreateaSignature

§ Tocreateasignature:

a) ClickFileàOptionsàMailàSignatures

b) Keythesignature

c) Formatthesignature

§ Specifythesignaturefornewmessagesandreplies

UseStationeryandThemes

§ SelectanOutlookstationerytoapplybydefault

§ ApplyanOffice2010themetoanewmessageusingOptionsàThemesàThemesinmessage

ConversationManagement

§ UseConversationviewtoorganizemessagethreadsintoconversations

§ Conversationviewdisplaystheoriginalmessageandallrepliestothemessagegroupedtogether

§ SelectsettingstocontrolConversationview



UseQuickSteps

§ QuickStepshelpyouprocessmessageseasierandfaster

§ UseadefaultQuickStepfromtheQuickSteps

gallery-or-CreateacustomQuickStepthatwillperformthedesiredaction

§ UsetheEditQuickStepdialogboxtospecifyanameandtheactionfortheQuickStep

UseAutoArchive

§ AutoArchivehandlesroutinearchivingofmessagesolderthanaspecifiednumberofdays

§ SetoptionsforAutoArchivingintheOutlookOptionsdialogbox

§ Specifyhowoftentoarchiveandwheretostorethearchivedmessages



ActivityOL6-1:DisplayOutlookTodaya) LaunchOutlookanddisplayOutlookToday.

b) Viewyourappointmentsfortheday,ifanyhavebeenscheduled.

c) Scheduleanappointmentfortodaytobegininonehour.Thesubject is Marketing Strategy Meeting; it will be held inConferenceRoom2. Addanotetobringacopyofthedraftplan.

d) Saveandclosetheappointmentwindow.

e) DisplaytheOutlookTodayscreen;theappointmentislistedunderCalendar.

f) ClicktheappointmenttoseetheAppointmentform.Thenotetobringthedraftplandisplays.ClosetheAppointmentform.

ActivityOL6-2:CreateQuickStepsa) Create a new Quick Step that will move messages to the Deleted Items folder.

NametheQuickStepCompletexx(replacexxwithyourinitials).

b) SelectDeletemessagefromtheChooseanActiondroplist.

c) ClickFinish.

CLASSACTIVITY



Outlook6–CreateSignatureandUseStationery

1) Create a new signature; name the file using your first and last name. Key thefollowingtextintheEditsignaturebox.Selectafontandacolorforyoursignature.

2) UnderChoosedefaultsignature,insertyoure-mailaddressforE-mailaccount.Click

theNewmessagesdrop-listarrowandchooseYourName.ClickOKuntilyoureturn

toyourInbox.

3) Selectastationeryforyoure-mail.

4) Send an e-mail message to yourself using the stationery and signature you justcreated.Insertanappropriatesubjectline.Keythemessage:

5) Print thee-mailmessage. Theprinted copywill showyour signaturebutmaynotincludethestationerydesign.

Outlook7–CreateandUseQuickSteps

1) Compose and send an e-mail to yourself explaining the advantagesof usingQuickSteps.

2) UsetheCompletexxQuickSteptodeletethemessage.MovethemessagefromthedeletedItemsfolderbacktoyourInbox.

3) IntheNavigationPane,right-clicktheInboxfolderandchooseNewFolder.TheCreateNewFolderdialogboxdisplays.

4) KeyOutlookClass(xx)intheNamebox;replacexxwithyourinitials.ClickOK.

TheOutlookClassfolderdisplaysintheNavigationPanebelowtheInbox.

5) CreateaNewQuickStepthatmovesclassassignmentstotheOutlookClassfolder:

NametheQuickStepClassAssignmentsxx.

6) SelectMove to folder as the action. Themessageswill bemoved to theOutlookClassfolder.

Let’sApplyIt.



Outlook8–UseConversationView7)

1) SetOutlooktodisplayyourmessagesinConversationview.

2) SelectalltheoptionsintheConversationSettingsdroplist.

3) ClickonmessagethreadstoseehowOutlookgroupedthemessagesinConversation

Outlook9–SetAutoArchiveOptions

1) Display the AutoArchive dialog box. Click the checkbox to select RunAutoArchiveevery;changethenumberofdaysto1.

2) ClickthecheckboxtopromptbeforeAutoArchiverunsifnecessary.

3) Remove the check mark in the checkbox for Delete expired items (e-mail foldersonly).

4) Click the checkboxes for Archive or delete old items and Show archive folder infolderlistifnecessary.

5) ChangeCleanoutitemsolderthanto2days(setthisoptionsothate-mailmessagesfromthefirstdayofclasswillbemoved).

6) Bydefault,Moveold items to: is selected and thedefault location formovingolditemsistotheArchivefolder.Nochangesneedtobemade.

7) Thenexttimeyousignontoyourcomputer,youwillbeaskedwhetheryouwantto

archiveolditems.Ifyouwishtodoso,messagesolderthanthespecifiedtimewillbemovedtotheArchive folder. Ifyoudonotwanttoarchivethemessages,clickCancel.

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