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MICROSOFT ® LEARN HOW TO: Customize Outlook Create and use Quick Steps Format messages with themes and stationery Enable out-of-office messages Add signatures to messages Search, filter, and categorize items Manage Public Folders Define automatic mail handling rules Outlook ® 2010 INTERMEDIATE 5.0/5.0 rating from ProCert Labs Level 2 of 3

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Page 1: MICROSOF T Outlook 2010 · MICROSOF T ® LEARN HOW TO: Customize Outlook Create and use Quick Steps Format messages with themes and stationery Enable out-of-office messages Add signatures

M I C R O S O F T ®

L E A R N H O W T O :

� Customize Outlook

� Create and use Quick Steps

� Format messages with themes and stationery

� Enable out-of-office messages

� Add signatures to messages

� Search, filter, and categorize items

� Manage Public Folders

� Define automatic mail handling rules

Outlook® 2010I N T E R M E DI AT E

5.0/5.0 rating from ProCert Labs

Level 2 of 3

Page 2: MICROSOF T Outlook 2010 · MICROSOF T ® LEARN HOW TO: Customize Outlook Create and use Quick Steps Format messages with themes and stationery Enable out-of-office messages Add signatures

O u t l o o k 2 0 1 0 : Intermediate Student Manual

MOS Edition

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Outlook 2010: Intermediate Chief Executive Officer, Axzo Press: Ken Wasnock

Series Designer and COO: Adam A. Wilcox

Vice President, Operations: Josh Pincus

Director of Publishing Systems Development: Dan Quackenbush

Developmental Editors: Tim Poulsen, Judi Kling, Andrew LaPage

Copyeditor: Catherine Oliver

Keytester: Cliff Coryea

COPYRIGHT © 2010 Axzo Press. All rights reserved.

No part of this work may be reproduced, transcribed, or used in any form or by any means⎯graphic, electronic, or mechanical, including photocopying, recording, taping, Web distribution, or information storage and retrieval systems⎯without the prior written permission of the publisher.

Trademarks ILT Series is a trademark of Axzo Press.

Some of the product names and company names used in this book have been used for identification purposes only and may be trademarks or registered trademarks of their respective manufacturers and sellers.

Disclaimer We reserve the right to revise this publication and make changes from time to time in its content without notice.

Student Manual ISBN 10: 1-4260-2117-8 ISBN 13: 978-1-4260-2117-6

Printed in the United States of America

1 2 3 4 5 GL 06 05 04 03

www.logicaloperations.comFor more information, go to

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Contents

Introduction iii Topic A: About the manual ............................................................................... iv Topic B: Setting your expectations ................................................................... vii Topic C: Re-keying the course .......................................................................... x

Customizing Outlook 1-1 Topic A: The Outlook environment ................................................................. 1-2 Topic B: General options ................................................................................ 1-17 Topic C: Language and keyboard options ...................................................... 1-22 Topic D: Quick Steps ...................................................................................... 1-30 Topic E: The Navigation pane ........................................................................ 1-38 Unit summary: Customizing Outlook ............................................................. 1-43

Working with contacts 2-1 Topic A: Address books ................................................................................... 2-2 Topic B: Contact groups ................................................................................. 2-10 Unit summary: Working with contacts ........................................................... 2-15

Customizing messages 3-1 Topic A: Message appearance ......................................................................... 3-2 Topic B: Signatures ........................................................................................ 3-21 Topic C: Voting buttons ................................................................................. 3-30 Topic D: Out-of-office messages .................................................................... 3-37 Unit summary: Customizing messages ........................................................... 3-43

Organizing items 4-1 Topic A: Folders .............................................................................................. 4-2 Topic B: Searching .......................................................................................... 4-3 Topic C: Filters ............................................................................................... 4-10 Topic D: Categories ........................................................................................ 4-13 Unit summary: Organizing items .................................................................... 4-25

Organizing Mail 5-1 Topic A: Organizing the Inbox folder .............................................................. 5-2 Topic B: Setting rules ..................................................................................... 5-16 Unit summary: Organizing Mail ..................................................................... 5-25

Working with folders A-1 Topic A: Public folders .................................................................................... A-2 Topic B: Offline folders ................................................................................... 1-7

Course summary S-1 Topic A: Course summary ............................................................................... S-2 Topic B: Continued learning after class .......................................................... S-3

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ii Outlook 2010: Intermediate

Glossary G-1

Index I-1

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iii

Introduction

After reading this introduction, you will know how to:

A Use ILT Series manuals in general.

B Use prerequisites, a target student description, course objectives, and a skills inventory to properly set your expectations for the course.

C Re-key this course after class.

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iv Outlook 2010: Intermediate

Topic A: About the manual

ILT Series philosophy Our manuals facilitate your learning by providing structured interaction with the software itself. While we provide text to explain difficult concepts, the hands-on activities are the focus of our courses. By paying close attention as your instructor leads you through these activities, you will learn the skills and concepts effectively.

We believe strongly in the instructor-led class. During class, focus on your instructor. Our manuals are designed and written to facilitate your interaction with your instructor, and not to call attention to manuals themselves.

We believe in the basic approach of setting expectations, delivering instruction, and providing summary and review afterwards. For this reason, lessons begin with objectives and end with summaries. We also provide overall course objectives and a course summary to provide both an introduction to and closure on the entire course.

Manual components The manuals contain these major components:

• Table of contents

• Introduction

• Units

• Appendix

• Course summary

• Glossary

• Index

Each element is described below.

Table of contents

The table of contents acts as a learning roadmap.

Introduction

The introduction contains information about our training philosophy and our manual components, features, and conventions. It contains target student, prerequisite, objective, and setup information for the specific course.

Units

Units are the largest structural component of the course content. A unit begins with a title page that lists objectives for each major subdivision, or topic, within the unit. Within each topic, conceptual and explanatory information alternates with hands-on activities. Units conclude with a summary comprising one paragraph for each topic, and an independent practice activity that gives you an opportunity to practice the skills you’ve learned.

The conceptual information takes the form of text paragraphs, exhibits, lists, and tables. The activities are structured in two columns, one telling you what to do, the other providing explanations, descriptions, and graphics.

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Introduction v

Appendices

An appendix is similar to a unit in that it contains objectives and conceptual explanations. However, an appendix does not include hands-on activities, a summary, or an independent practice activity.

Course summary

This section provides a text summary of the entire course. It is useful for providing closure at the end of the course. The course summary also indicates the next course in this series, if there is one, and lists additional resources you might find useful as you continue to learn about the software.

Glossary

The glossary provides definitions for all of the key terms used in this course.

Index

The index at the end of this manual makes it easy for you to find information about a particular software component, feature, or concept.

Manual conventions We’ve tried to keep the number of elements and the types of formatting to a minimum in the manuals. This aids in clarity and makes the manuals more classically elegant looking. But there are some conventions and icons you should know about.

Item Description

Italic text In conceptual text, indicates a new term or feature.

Bold text In unit summaries, indicates a key term or concept. In an independent practice activity, indicates an explicit item that you select, choose, or type.

Code font Indicates code or syntax.

Longer strings of ► code will look ► like this.

In the hands-on activities, any code that’s too long to fit on a single line is divided into segments by one or more continuation characters (►). This code should be entered as a continuous string of text.

Select bold item In the left column of hands-on activities, bold sans-serif text indicates an explicit item that you select, choose, or type.

Keycaps like e Indicate a key on the keyboard you must press.

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vi Outlook 2010: Intermediate

Hands-on activities The hands-on activities are the most important parts of our manuals. They are divided into two primary columns. The “Here’s how” column gives short instructions to you about what to do. The “Here’s why” column provides explanations, graphics, and clarifications. Here’s a sample:

Do it! A-1: Creating a commission formula

Here’s how Here’s why 1 Open Sales This is an oversimplified sales compensation

worksheet. It shows sales totals, commissions, and incentives for five sales reps.

2 Observe the contents of cell F4

The commission rate formulas use the name “C_Rate” instead of a value for the commission rate.

For these activities, we have provided a collection of data files designed to help you learn each skill in a real-world business context. As you work through the activities, you will modify and update these files. Of course, you might make a mistake and therefore want to re-key the activity starting from scratch. To make it easy to start over, you will rename each data file at the end of the first activity in which the file is modified. Our convention for renaming files is to add the word “My” to the beginning of the file name. In the above activity, for example, a file called “Sales” is being used for the first time. At the end of this activity, you would save the file as “My sales,” thus leaving the “Sales” file unchanged. If you make a mistake, you can start over using the original “Sales” file.

In some activities, however, it might not be practical to rename the data file. If you want to retry one of these activities, ask your instructor for a fresh copy of the original data file.

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Introduction vii

Topic B: Setting your expectations Properly setting your expectations is essential to your success. This topic will help you do that by providing:

• Prerequisites for this course

• A description of the target student

• A list of the objectives for the course

• A skills assessment for the course

Course prerequisites Before taking this course, you should be familiar with personal computers and the use of a keyboard and a mouse. Furthermore, this course assumes that you’ve completed the following courses or have equivalent experience:

• Windows 7: Basic, Windows Vista: Basic, or Windows XP: Basic

• Outlook 2010: Basic

Target student The target student for the course is an individual who wants to learn how to customize Outlook and organize Outlook components.

Course objectives These overall course objectives will give you an idea about what to expect from the course. It is also possible that they will help you see that this course is not the right one for you. If you think you either lack the prerequisite knowledge or already know most of the subject matter to be covered, you should let your instructor know that you think you are misplaced in the class.

Note: In addition to the general objectives listed below, specific Microsoft Office Specialist exam objectives are listed at the beginning of each topic (where applicable).

After completing this course, you will know how to:

• Customize the Outlook environment; add language and keyboard layouts to create a multilingual environment; create and use Quick Steps to automate commonly used actions; and create shortcuts in the Navigation pane.

• Work with contacts and contact groups; manage and use address books; and import contact data from Excel.

• Customize messages by applying themes, stationery, fonts, and e-mail options; create and use signatures and use an electronic business card as a signature; use voting buttons in messages; and use Automatic Replies to set up out-of-office notices.

• Use Instant Search to search your Inbox, all mail folders, Contacts, Calendar, and Tasks; use filters to find messages that meet certain criteria; use categories to group messages; apply categories to contacts, appointments, meetings, and tasks; create categories; and use categories to sort and search.

• Use and create views for your mail; arrange, sort, and group messages; and use the Rules Wizard to set rules for messages.

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viii Outlook 2010: Intermediate

Skills inventory Use the following form to gauge your skill level entering the class. For each skill listed, rate your familiarity from 1 to 5, with five being the most familiar. This is not a test. Rather, it is intended to provide you with an idea of where you’re starting from at the beginning of class. If you’re wholly unfamiliar with all the skills, you might not be ready for the class. If you think you already understand all of the skills, you might need to move on to the next course in the series. In either case, you should let your instructor know as soon as possible.

Skill 1 2 3 4 5

Customizing the Ribbon

Creating a custom tab on the Ribbon

Deleting custom tabs on the Ribbon and resetting the Ribbon

Customizing the Quick Access toolbar

Changing To-Do Bar options

Changing user interface options

Making Outlook your default e-mail client

Adding a language

Enabling language options

Removing keyboard layouts and uninstalling a language

Using and configuring Quick Steps

Creating Quick Steps

Duplicating and editing a Quick Step

Restoring the Quick Steps group to its default settings

Changing the startup folder

Creating shortcuts in the Navigation pane

Using address books

Creating a Contacts folder

Importing contacts from Excel

Working with contact groups

Applying themes to messages

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Introduction ix

Skill 1 2 3 4 5

Using and customizing Quick Styles

Using message stationery and changing stationery fonts

Changing e-mail options

Specifying a message format

Creating, modifying, and using signatures in e-mail

Using an electronic business card as a signature

Specifying a sending account for an e-mail message

Adding voting buttons to a message

Replying to a message with voting buttons

Enabling and disabling Automatic Replies

Using Instant Search

Searching all Mail folders for a message

Searching Calendar, Contacts, and Tasks

Applying filters to find messages

Removing message filters

Using categories to group messages

Categorizing contacts, appointments, and meetings

Assigning categories with Quick Click

Creating categories

Sorting and searching by category

Working with views

Using views to organize the Inbox

Creating mail rules manually and with the Rules Wizard

Turning off and deleting mail rules

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x Outlook 2010: Intermediate

Topic C: Re-keying the course If you have the proper hardware and software, you can re-key this course after class. This section explains what you’ll need in order to do so, and how to do it.

Hardware requirements Your personal computer should have:

• A keyboard and a mouse

• At least 1 GHz 32-bit or 64-bit processor

• At least 1 GB RAM (for 32-bit) or 2 GB RAM (for 64-bit)

• At least 50 GB hard drive with at least 16 GB of available space (for 32-bit) or 20 GB (for 64-bit)

• A DVD-ROM drive

• A graphics card that supports DirectX 9 graphics with:

– WDDM 1.0 or higher driver

– 128 MB of graphics memory (minimum)

– Pixel Shader 2.0 in hardware

– 32 bits per pixel

• A monitor at 1024 × 768 resolution or higher

You also need a valid e-mail account on a Microsoft Exchange Server. You will use this account in place of the Student## account used during the class activities.

Software requirements You will also need the following software:

• Windows 7 Professional

• Microsoft Outlook 2010, which is included with the Microsoft Office 2010 Home and Business, Standard, Professional, and Professional Plus editions

Network requirements The following network components and connectivity are also required for rekeying this course:

• Internet access, for the following purposes:

– Downloading the latest critical updates and Service Packs from www.windowsupdate.com

– Completing activities throughout the course

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Introduction xi

Setup instructions to re-key the course Before you re-key the course, you will a networked Windows 7 computer with Microsoft Outlook 2010 installed. Outlook should be configured to connect to a valid e-mail account on a Microsoft Exchange Server.

1 If you have the data disc that came with this manual, locate the Student Data folder on it and copy it to your Windows desktop.

If you don’t have the data disc, you can download the Student Data files for the course:

2 You will need contacts in order to complete the activities in the Categories topic in the “Organizing items” unit. Import the contacts contained in the Contacts.xls spreadsheet by following these steps:

a In Outlook, click the File tab and then click Open.

b Click Import.

c With “Import from another program or file” selected, click Next.

d Select “Microsoft Excel 97 – 2003” and click Next.

e Click Browse and navigate to the Student Data\Unit 4\Topic C folder. Select Contacts and click OK. Click Next.

f In the “Select a destination folder” list, select Contacts. Click Next.

g Click Finish.

h In the Navigation pane, click Mail (if necessary).

i Close Microsoft Outlook.

3 From another e-mail account, send two e-mail messages to your Outlook account. These messages will be used in Unit 3 (“Customizing messages”). Send one message with the subject Product Changes, and one message with the subject Product Recall.

a Connect to http://downloads.logicaloperations.com. b Enter the course title or search by part to locate this course. c Click the course title to display a list of available downloads.

Note: Data Files are located under the Instructor Edition of the course. d Click the link(s) for downloading the Student Data files. e Create a folder named Student Data on the desktop of your computer. f Double-click the downloaded zip file(s) and drag the contents into the

Student Data folder.

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xii Outlook 2010: Intermediate

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1–1

U n i t 1 Customizing Outlook

Unit time: 60 minutes

Complete this unit, and you’ll know how to:

A Minimize and customize the Ribbon, and customize the Quick Access toolbar, To-Do Bar, and status bar.

B Customize general program options.

C Use and customize language options for working in a multilingual environment.

D Use and customize Quick Steps to automate commonly used actions.

E Customize the Navigation pane by creating groups and shortcuts.

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1–2 Outlook 2010: Intermediate

Topic A: The Outlook environment This topic covers the following Microsoft Office Specialist exam objective for Outlook 2010.

# Objective

1.1 Apply and manipulate Outlook program options

The Ribbon Explanation Like other Office 2010 products, Outlook 2010 features the Ribbon as a replacement for

the menus and toolbars of previous versions of the application. The Ribbon puts commonly used commands within easy reach, but it takes up a lot of space on the screen. Some users prefer to minimize the Ribbon while they’re working, creating more space on the screen for e-mail messages, calendar items, and so forth.

Minimizing the Ribbon You can minimize the Ribbon by either clicking the Minimize the Ribbon button or

double-clicking the active tab. The Minimize the Ribbon button is the caret-shaped button to the left of the Help button, at the right end of the Ribbon. When you click it, the Ribbon collapses, as shown in Exhibit 1-1.

Exhibit 1-1: The Ribbon can be minimized to save screen space

You can temporarily display the hidden Ribbon by clicking any tab. Outlook displays the Ribbon until you select a command or click elsewhere in the Outlook window. Then Outlook hides it again.

To expand the Ribbon and keep it expanded, you can click the Expand the Ribbon button (down-pointing caret) or double-click any tab.

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Customizing Outlook 1–3

Do it! A-1: Hiding and showing the Ribbon

Here’s how Here’s why 1 If necessary, log onto your

computer as the outlanderspices.com domain user Student##

The password is !pass1234.

2 Open Outlook 2010

3 At the right end of the Ribbon, click

To minimize the Ribbon, giving you more space to work with your messages and other items.

4 Click To expand the Ribbon.

5 Double-click the Home tab To minimize the Ribbon.

6 Click the Home tab To temporarily expand the Ribbon.

Click in a blank area of the Reading pane

Outlook automatically minimizes the Ribbon again.

7 Double-click the Home tab To expand the Ribbon.

Click in a blank area of the Reading pane

The Ribbon stays expanded now.

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1–4 Outlook 2010: Intermediate

Customizing the Ribbon Explanation Each tab on the Ribbon contains groups of related commands. Microsoft chose the

arrangement of tabs, groups, and commands based on the software engineers’ understanding of how most people use Outlook. You might not care for their arrangement. Perhaps you regularly use a command that Microsoft put on a tab that you otherwise don’t use. In Outlook 2010, you can customize the tabs, groups, and commands on the Ribbon to suit your work style.

To customize the Ribbon, click the File tab and click Options to open the Outlook Options dialog box. In the left pane, click Customize Ribbon to display the options shown in Exhibit 1-2. You can also right-click any tab and choose Customize the Ribbon.

Exhibit 1-2: Customizing the Ribbon

The tabs and the commands they contain are listed on the right, in the list box under the Customize the Ribbon list. Not all of the tabs listed are shown in every folder. For example, the Home (Mail) tab is shown when you’re viewing the Inbox or other mail-related folders.

Rearranging tabs, groups, and commands

To rearrange items, select an item in the right-hand list box (below the Customize the Ribbon list) and click the up or down triangle buttons. For example, to move the Folder tab to the left of (before) the Send/Receive tab, select Folder and click the Move Up button (the up-pointing triangle).

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Customizing Outlook 1–5

Do it! A-2: Rearranging tabs and groups on the Ribbon

Here’s how Here’s why 1 Observe the order of tabs By default, the Inbox tabs are, from left to right,

File, Home, Send/Receive, Folder, and View.

2 Click the File tab and then click Options

To open the Outlook Options dialog box.

In the left pane, click Customize Ribbon

To display the options for customizing the Ribbon.

3 In the Main Tabs box, select Folder

Don’t clear the checkbox.

Click (The Move Up button.) To move the Folder tab up in the list, and thus to the left of the Send/Receive tab on the Ribbon.

4 Click OK To close the dialog box. The tabs are arranged in the order you specified.

5 On the Home tab, observe the order of the command groups

By default, from left to right, the groups are New, Delete, Respond, Quick Steps, Move, Tags, and Find.

6 Right-click the Home tab and choose Customize the Ribbon…

To open the Outlook Options dialog box with the Ribbon options shown.

7 Under Home (Mail), select Respond

Click To move the Respond command group before the Delete command group on the Home tab.

8 Click OK The command groups have been rearranged.

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1–6 Outlook 2010: Intermediate

Hiding and removing tab elements Explanation

You can remove command groups from a Ribbon tab. You can’t remove individual commands from the built-in groups, but you can hide them.

To hide a tab, clear its checkbox (in the list box shown in Exhibit 1-2). To remove a command group, select it and click Remove. If you have created a custom tab of your own, you can remove it in the same way: select it and click Remove.

Do it! A-3: Hiding and removing tabs and groups

Here’s how Here’s why 1 Right-click the Home tab

and choose Customize the Ribbon…

To open the Outlook Options dialog box with the Ribbon options displayed.

2 Clear the View checkbox To hide the View tab.

3 Under Home (Mail), select Move

Click Remove (In the middle, between the two lists.) To remove the Move command group from the Home tab.

4 Click OK The View tab is no longer visible. The Move group on the Home tab is gone.

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Customizing Outlook 1–7

Custom tabs and groups Explanation

You can create your own tabs and command groups to add to the Ribbon. You might do so to put the commands you use most often within easy access.

Do it! A-4: Creating a Ribbon tab

Here’s how Here’s why 1 Open the Outlook Options dialog

box with the Ribbon options displayed

Right-click the Home tab and choose Customize the Ribbon.

2 Click New Tab

Your new tab is created after the Home (Mail) tab. It has a default name, and it contains a single, default command group named New Group.

3 Select New Tab (Custom)

4 Click Rename

Type Favorites and click OK

To rename your tab.

5 Select New Group (Custom)

Click Rename The Rename dialog box enables you to select an icon for the group. However, doing so has no effect. Beneath the Symbol list is the box where you can enter a name for your command group.

In the Display name box, enter Mail Commands

Click OK

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1–8 Outlook 2010: Intermediate

6 In the left-hand list box, select New E-mail, as shown

Click Add The New E-mail command is added to your Mail Commands group

7 From the “Choose commands from” list, select All Commands

8 Add New Meeting Request, Reply, and Reply All to your group

You will have to scroll up and down in the list box to find these commands.

9 In the right-hand list box, in your Mail Commands group, select New Meeting Request

Click twice

(The Move Down button.) To rearrange the commands in your group.

10 In the right-hand list box, select Favorites (Custom)

Click To move your custom tab so it’s first in the list.

11 Click OK

Your Favorites tab is listed after File and before Home. It contains the commands you specified.

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Customizing Outlook 1–9

Resetting the Ribbon Explanation

You can reset the Ribbon to its default configuration either tab by tab or in its entirety. For example, let’s say you modified both the Home and View tabs. You could reset one of those tabs to its default state while leaving the other customized, or you could remove all of your changes.

To reset the Ribbon:

1 Open the Outlook Options dialog box with the Ribbon options displayed.

2 Do either of the following:

• To reset a single tab, select the tab you want to reset. Click the Reset button and choose “Reset only selected Ribbon tab.”

• To reset all customizations, click Reset, choose “Reset all customizations,” and click Yes.

3 Click OK to close the Outlook Options dialog box.

Do it! A-5: Resetting the Ribbon

Here’s how Here’s why 1 Right-click the Favorites tab

and choose Customize the Ribbon…

To open the Outlook Options dialog box with the Ribbon options displayed.

2 Click Reset

To display a menu of options.

Choose Reset all customizations

Click Yes To reset all of your customizations.

3 Click OK The entire Ribbon is reset to its default state.

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1–10 Outlook 2010: Intermediate

Customizing the Quick Access toolbar Explanation

The Quick Access toolbar is the set of buttons at the left end of Outlook’s title bar. The same Quick Access toolbar is displayed regardless of which folder you’re viewing. This feature can make the toolbar a more convenient location for commands you use frequently, as opposed to tabs, which vary by folder. By default, this toolbar includes four buttons, as shown in Exhibit 1-3: Control menu (which is part of Windows, not Outlook), Send/Receive All Folders, Undo, and Customize Quick Access Toolbar.

Control menu

Send/ReceiveAll Folders

Undo

Customize Quick Access Toolbar

Exhibit 1-3: The default Quick Access toolbar in Outlook

Adding buttons to the Quick Access toolbar

You can customize the Quick Access toolbar by adding buttons for commands you use frequently. To do so, click the Customize Quick Access Toolbar button. The resulting menu lists common commands; simply choose one of the buttons to add it to your Quick Access toolbar. Clear (uncheck) a checked command to remove it from your toolbar. If you want to add a button that’s not listed on that menu, choose More Commands and use the Outlook Options dialog box to add the button you want.

Exhibit 1-4: Customizing the Quick Access toolbar

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Customizing Outlook 1–11

Moving and resetting the Quick Access toolbar

You can move the Quick Access toolbar below the Ribbon by displaying the Customize Quick Access Toolbar menu and choosing Show Below the Ribbon. That same option is available in the Outlook Options dialog box (see Exhibit 1-4). Reset the toolbar’s location by choosing the menu command again or by clearing the checkbox in the Outlook Options dialog box.

Do it! A-6: Customizing the Quick Access toolbar

Here’s how Here’s why 1 Click as shown

To display the Customize Quick Access Toolbar menu.

Choose Delete

To add the Delete command to the toolbar.

2 Display the Customize Quick Access Toolbar menu

The menu doesn’t include the New E-mail command.

Choose More Commands… To open the Outlook Options dialog box with the toolbar options displayed.

3 In the list of commands, select New E-mail

Click Add To add the command to the Customize Quick Access Toolbar list box.

Click three times

To move the New E-mail command so it’s first in the list.

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1–12 Outlook 2010: Intermediate

4 Click OK

The New E-mail button appears first on the Quick Access toolbar. Delete is the last button on the toolbar.

5 On the Quick Access toolbar, click the New E-mail button

A new Message window opens.

Close the Message window

6 Display the Customize Quick Access Toolbar menu

Choose Show Below the Ribbon

Outlook moves the Quick Access toolbar below the Ribbon. The title bar remains, and the Control menu button remains at its left end. This configuration takes up more screen space than the default layout does.

7 From the Customize Quick Access Toolbar menu, choose More Commands…

The Customize Quick Access Toolbar button is on the toolbar, which is below the Ribbon.

8 Click Reset

Choose Reset only Quick Access Toolbar

To remove the Delete command and the New E-mail command from the toolbar.

Click Yes To confirm that you want to restore the Quick Access toolbar.

Click OK The toolbar no longer displays the custom buttons, but it is still displayed below the Ribbon.

9 From the Customize Quick Access Toolbar menu, choose Show Above the Ribbon

To return the Ribbon to its default location.

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Customizing Outlook 1–13

Customizing the To-Do Bar Explanation You can customize your To-Do Bar to show or hide the Date Navigator, the

Appointments section, or the task list. You can also specify how many months or appointments to display.

To customize your To-Do Bar, click the View tab and then click To-Do Bar. Using the resulting menu, you can display the To-Do Bar in normal or minimized view, or turn it off altogether. You can also hide components by choosing them on the menu (to clear their checkboxes).

Choose the Options command to open the To-Do Bar Options dialog box, shown in Exhibit 1-5. Here, you can specify how many months to show and which types of appointments to show.

Exhibit 1-5: The To-Do Bar Options dialog box

Do it! A-7: Changing To-Do Bar options

Here’s how Here’s why 1 Click the View tab and then click

To-Do Bar

To display a menu.

Choose Date Navigator To remove the Date Navigator from the To-Do Bar.

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1–14 Outlook 2010: Intermediate

2 Right-click the To-Do Bar

To display the same context menu.

Choose Options… To open the To-Do Bar Options dialog box.

3 Check Show Date Navigator

In the “Number of month rows” box, enter 2

Click OK

To display two months in the Date Navigator.

4 Customize the To-Do Bar to show one month in the Date Navigator

On the View tab, click To-Do Bar and choose Options. Enter 1 and click OK.

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Customizing Outlook 1–15

Customizing the status bar Explanation The status bar is the bottom border of the Outlook window. It displays various bits of

information about your account, Outlook operations, and so forth. In addition, the status bar contains commands for managing display options in Outlook.

Normal

Reading

Zoom level

Zoom slider

Exhibit 1-6: Status bar buttons

As shown in Exhibit 1-6, the status bar contains four controls. Left to right, they are:

• Normal — Displays Outlook in its normal view, with the Navigation pane on the left, the Folder and Reading panes in the middle, and the To-Do Bar on the right.

• Reading — Displays Outlook in Reading mode, with the Ribbon, Navigation pane, and To-Do Bar minimized.

• Zoom level — Used to set the zoom level and other Outlook characteristics, depending on the active folder. The button is inactive when you’re viewing an empty folder.

• Zoom slider — Used to zoom in or out (drag the slider). The slider is inactive when you’re viewing an empty folder.

You can customize the information shown in the status bar. To do so, right-click a blank area of the status bar. Then, on the resulting shortcut menu, choose the items you want to hide from view; if items are hidden, choose them to display them again.

Do it! A-8: Customizing the status bar

Here’s how Here’s why 1 On the status bar, click the

Reading button, as shown

To switch to Reading mode, in which the Ribbon, Navigation pane, and To-Do Bar are minimized.

2 On the status bar, click the Normal button

(To the left of the Reading button.) To return to Normal view.

3 In the Navigation pane, click Calendar

To display the Calendar.

4 At the left end of the Zoom slider bar, click the minus button

To zoom out. By zooming out, you can see more of your day at a glance.

5 Drag the Zoom slider slowly to the right; when you’re fully zoomed in, release the mouse

There is one level of zooming out, but there are various interim zoomed-in views.

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1–16 Outlook 2010: Intermediate

6 Click 140% (The Zoom level button.) In the Calendar folder, the Zoom level button enables you to set font options and other settings, but not actually control the zoom level.

Click Cancel

7 Drag the Zoom slider back to 100%

Or click the Zoom Out button to return to Normal view.

8 In the Navigation pane, click Mail

To return to the Mail folder.

9 Drag the Zoom slider in either direction

In the Mail folder, the Zoom slider changes the size of the text in the Reading pane.

Drag the Zoom slider to 100%

10 Right-click a blank area of the status bar

To display the Customize Status Bar menu.

Choose Quota Information

To display the amount of free space in your Inbox, as configured by your Exchange administrator.

Click a blank area of the Outlook window

To close the Customize Status Bar menu.

11 Right-click the status bar and choose Quota Information

To hide the quota information.

Click a blank area of the Outlook window

To close the Customize Status Bar menu.

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Customizing Outlook 1–17

Topic B: General options This topic covers the following Microsoft Office Specialist exam objective for Outlook 2010.

# Objective

1.1 Apply and manipulate Outlook program options

1.1.1. Set General options

User Interface options Explanation

You can use the General page in the Outlook Options dialog box to change various User Interface settings. For example, you can:

• Show or hide the Mini toolbar

• Enable or disable Live Preview

• Specify a color scheme

• Select a ScreenTip style

The Mini toolbar

The Mini toolbar, shown in Exhibit 1-7, is a context-sensitive formatting toolbar that Outlook displays when you select text.

Exhibit 1-7: The Mini toolbar

Live Preview

When the Live Preview feature is enabled, and you point to a style in the Quick Styles gallery, Outlook displays a preview of the style’s results. As shown in Exhibit 1-8, with the cursor in the first line of text, when you place the mouse pointer over the Title Quick Style, Outlook shows you what that style will look like. It isn’t applied until you actually click it.

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1–18 Outlook 2010: Intermediate

Exhibit 1-8: Live Preview and the Quick Styles gallery

Color schemes

By default, Outlook 2010 has three color schemes to choose from: Blue, Silver, and Black. The color scheme changes the background color of the screen elements.

ScreenTips

A ScreenTip is a small amount of text that Outlook displays when you place your mouse over a button or information icon. The ScreenTip provides a brief description of the feature, as shown in Exhibit 1-9. If you don’t want to see these descriptions, then display the ScreenTip style list and select “Don’t show feature descriptions in ScreenTips.”

Exhibit 1-9: The Junk button’s ScreenTip

Do it! B-1: Changing User Interface options

Here’s how Here’s why 1 Click New E-mail To open a new Message window.

2 In the message area, type Testing the Mini toolbar.

3 Select Mini

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Customizing Outlook 1–19

4 Point to the selected word You will see a translucent toolbar displayed.

Move your mouse toward the toolbar

The toolbar becomes active.

5 Above “Testing the Mini toolbar,” insert a new line that reads My title

6 Select My title

7 Click the Format Text tab

8 In the Styles group, point to the Title style

Observe the “My title” text It previews how the text would look with the Title style applied.

9 Point away from the Title style The Quick Style is not applied unless you click it.

10 Close the e-mail message Don’t save changes.

11 Point to the New E-mail button To observe the ScreenTip. It includes the name of the button and a brief description of the feature.

12 Click the File tab and click Options

To open the Outlook Options dialog box. The General page is shown.

13 Under User Interface options, clear Show Mini Toolbar on selection

14 Clear Enable Live Preview

15 From the Color Scheme list, select Black

16 From the ScreenTip style list, select Don’t show feature descriptions in ScreenTips

17 Click OK To close the Outlook Options dialog box.

18 Observe the change in the background color for the screen elements

19 Point to the New E-mail button The ScreenTip no longer includes the feature description.

20 Click New E-mail

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1–20 Outlook 2010: Intermediate

21 In the message area, type Testing the Mini toolbar.

22 Select Mini

23 Point to the selected word The Mini toolbar does not appear.

24 Above “Testing the Mini toolbar,” insert a new line that reads My title

25 Select My title

26 Click the Format Text tab

27 In the Styles group, point to the Title style

Observe the “My title” text The preview is not available.

28 Point away from the Title style

29 Close the e-mail message Don’t save changes.

30 Using the Outlook Options dialog box, reset the User Interface options as follows:

Show Mini Toolbar on selection: Enabled

Enable Live Preview: Enabled

Color scheme: Silver

ScreenTip style: Show feature descriptions in ScreenTips

31 Leave the Outlook Options dialog box open for the next activity

Editing your user name and initials Explanation

Microsoft Office products, including Outlook, set a document’s Author property based on the user-name setting that appears in the Options dialog box. This same setting provides the name and initials that Office products use in comments and tracked changes.

You can use the Outlook Options dialog box to change the user name and initials used in Microsoft Office. Here’s how:

1 Click the File tab and click Options to open the Outlook Options dialog box.

2 On the General page, under “Personalize your copy of Microsoft Office,” enter the desired user name in the User name box.

3 Enter the desired initials in the Initials box.

4 Click OK.

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Customizing Outlook 1–21

Do it! B-2: Changing your user name and initials

Here’s how Here’s why 1 Under “Personalize your copy of

Microsoft Office,” in the User name box, type your full name

In the Outlook Options dialog box.

2 In the Initials box, enter your first and last initials

3 Click OK

Startup options Explanation

If you are running more than one e-mail program, you can specify whether Outlook is the default program for opening e-mail, contact, and calendar files. To make Outlook your default e-mail program:

1 Open the Outlook Options dialog box.

2 On the General page, check “Make Outlook the default program for E-mail, Contacts, and Calendar.”

3 To view the file types that are associated with Outlook, click Default Programs. You can check and clear individual file types to be associated with Outlook. Then click Save.

4 Click OK.

Do it! B-3: Making Outlook your default e-mail client

Here’s how Here’s why 1 Open the Outlook Options dialog

box On the File tab, click Options.

2 Verify that Make Outlook the default program for E-mail, Contacts, and Calendar is checked

3 Click Default Programs

4 Observe the checked extensions and protocols

Outlook is the default program for the checked file types and protocols.

5 Click Cancel

6 Click OK

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1–22 Outlook 2010: Intermediate

Topic C: Language and keyboard options This topic covers the following Microsoft Office Specialist exam objectives for Outlook 2010.

# Objective

1.1 Apply and manipulate Outlook program options

1.1.7 Set Language options

Adding languages Explanation

Microsoft Office 2010 includes support for deploying the programs of the Office Suite in multilingual environments. This feature allows you to use more than one language in Office products.

To add a language in Outlook:

1 Open the Outlook Options dialog box.

2 In the left pane, select Language.

3 Under Choose Editing Languages, in the “Add additional editing languages” list, select the language you want to add to Outlook and other Office products.

4 Click Add.

5 Click OK.

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Customizing Outlook 1–23

Exhibit 1-10: The French language option added to Outlook

Do it! C-1: Adding a language

Here’s how Here’s why 1 Open the Outlook Options dialog

box On the File tab, click Options.

2 Select Language

3 Under Choose Editing Languages, in the “Add additional editing languages” list box, select French (France)

4 Click Add Outlook will now recognize English and French for editing and proofing tasks. Leave the Outlook Options dialog box open for the next activity.

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1–24 Outlook 2010: Intermediate

Setting the default language Explanation

If you have multiple languages installed, you can specify which one Outlook should use as the default.

1 Open the Outlook Options dialog box.

2 In the left pane, select Language.

3 Under Choose Editing Languages, select the language you want to use as the default language in Outlook and other Office products.

4 Click Set as Default.

5 Click Yes.

6 Click OK twice.

7 Close and reopen Outlook.

Do it! C-2: Setting the default language

Here’s how Here’s why 1 With French (France) selected,

click Set as Default To set the French language as the default language instead of English.

2 Click Yes To acknowledge the message that you need to close and restart Outlook for your changes to take effect.

3 Click OK twice

4 Close and reopen Outlook The French language is now the default language.

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Customizing Outlook 1–25

Language options Explanation

There are two automatic language options that make it easier for users to switch between languages when typing and editing text in more than one language. The options are:

• Detect language automatically — Available in Outlook and Word.

• Automatically switch keyboard to match language of surrounding text — Available in Outlook, PowerPoint, Publisher, and Word.

Detect language automatically

When the “Detect language automatically” feature is enabled, Outlook can detect the language your users are typing in and then provide the appropriate proofing tools for that language. To enable this feature in Outlook:

1 On the Home tab, click New E-mail.

2 On the Review tab, in the Language group, click Language.

3 Choose Set Proofing Language to open the Language dialog box.

4 As shown in Exhibit 1-11, check “Detect language automatically.”

5 Click OK.

6 Close the message window. If prompted, don’t save a draft of the message.

Exhibit 1-11: The “Detect language automatically” option

You can also change the default language for the current e-mail template by using this dialog box. Select one of the installed languages and click Set As Default.

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1–26 Outlook 2010: Intermediate

Automatically switch keyboard to match language of surrounding text

The “Automatically switch keyboard to match language of surrounding text” feature enables your users to use native keyboard layouts for typing in various languages. When you enable this feature, Outlook automatically switches the active keyboard layout to the language near the cursor.

To enable the “Automatically switch keyboard” option:

1 Open the Outlook Options dialog box.

2 In the left pane, select Language.

3 In the Installed Editing Language list, in the Keyboard Layout column, next to the language for which you want to enable the keyboard layout, click Not enabled. The Text Services and Input Languages dialog box opens, as shown in Exhibit 1-12.

4 Click Add.

5 Check the appropriate input language box for the editing language you just installed.

6 If desired, click Preview to view the keyboard layout, and then click Close.

7 Click OK three times.

8 Click OK to acknowledge the message that you must restart Office.

9 Close and reopen Outlook.

Exhibit 1-12: The Text Services and Input Languages dialog box, showing two keyboard layouts installed

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Customizing Outlook 1–27

Do it! C-3: Enabling language options

Here’s how Here’s why 1 On the Home tab, click

New E-mail

2 Click the Review tab

3 Click Language and choose Set Proofing Language…

To open the Language dialog box.

4 Observe the selected language It is currently French (France).

5 Select English (U.S)

Click Set As Default

Click Yes

6 Observe the “Detect language automatically” checkbox

It is checked. The feature is enabled.

7 Click OK To close the Language dialog box.

8 Close the message window

9 Open the Outlook Options dialog box

10 Select Language French (France) is still the default language. You set English as the default language for the template used to create e-mail messages, but not for Office.

11 Next to “French (France) <default>,” click Not enabled

12 Click Add

13 Scroll as needed, and expand French (France), expand Keyboard, and select French

14 Click OK twice

Both the French and English keyboard layouts are now installed and enabled in Outlook.

15 Click OK To close the Outlook Options dialog box.

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1–28 Outlook 2010: Intermediate

Using Windows to remove keyboard layouts Explanation

You can remove keyboard layouts by using the Windows Control Panel. Here’s how:

1 Open the Control Panel and click “Clock, Language, and Region.”

2 Click “Region and Language” to open the Regional and Language Options dialog box.

3 Click the Keyboard and Languages tab, and click Change keyboards.

4 In the Installed services list, select the keyboard layout you want to remove; then click Remove.

5 Click OK twice.

6 Close the Control Panel.

Do it! C-4: Removing a keyboard layout

Here’s how Here’s why 1 Open the Control Panel

2 Click Clock, Language, and Region

3 Click Region and Language To open the Regional and Language Options dialog box.

4 Click the Keyboard and Languages tab

5 Click Change keyboards

6 Select French (France)

7 Click Remove

Click OK twice To close the dialog boxes.

Close the Control Panel

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Customizing Outlook 1–29

Uninstalling languages in Outlook Explanation

To uninstall a language:

1 Open the Outlook Options dialog box.

2 In the left pane, click Language.

3 Under Choose Editing Language, select the language you want to remove.

4 Click Remove. Then click OK.

Do it! C-5: Uninstalling a language

Here’s how Here’s why 1 Open the Outlook Options dialog

box

2 Click Language Notice that the French (France) keyboard layout is not enabled. The French (France) language is still the default language.

3 Under Editing Language, select English (U.S.)

Click Set As Default You can’t remove the default language. You must set English as the default before you can remove French.

4 Click Yes

5 Under Editing Language, select French (France)

Click Remove

6 Click OK twice

7 Close and reopen Outlook The French language has been uninstalled and the default language is set back to English.

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1–30 Outlook 2010: Intermediate

Topic D: Quick Steps This topic covers the following Microsoft Office Specialist exam objectives for Outlook 2010.

# Objective

2.2 Create and manage Quick Steps

2.2.1. Perform Quick Steps

2.2.2. Create Quick Steps

2.2.3. Edit Quick Steps

2.2.4. Delete Quick Steps

2.2.5. Duplicate Quick Steps

2.2.6. Reset Quick Steps to default settings

Default Quick Steps Explanation

A new feature in Outlook 2010, Quick Steps enable you to quickly perform common actions. Each Quick Step can perform one or more actions, such as opening a Reply window and deleting the original message, with a single click. Outlook includes a handful of predefined Quick Steps. You can create your own as well.

Exhibit 1-13: The Quick Steps group on the Home (Mail) tab

The default Quick Steps are:

• Move to: ? — Moves the item to a folder you specify.

• Team E-mail — Enables you to compose a message to your team.

• Reply & Delete — Used to reply to a message and delete the original from your Inbox.

• To Manager — Forwards a message to your manager.

• Done — Marks a task as complete.

• Create New — Creates a new Quick Step.

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Customizing Outlook 1–31

Do it! D-1: Using Quick Steps

Here’s how Here’s why 1 Click the Home tab If necessary.

2 Create a message and address it to your partner

In the Subject box, enter Testing the Quick Steps

Enter a brief message Such as “Please respond by using the Quick Steps.”

Click Send

3 When your partner’s message arrives, select it

To display it in the Reading pane.

4 In the Quick Steps group, click Reply & Delete

To open a Message window in which you can compose a reply.

5 In the message area, enter I used the Quick Step method!

Click Send The original message from your partner has been removed from your Inbox.

6 Select Deleted Items Your partner’s message was deleted.

7 Select Inbox After a moment, your partner’s reply will show up in your Inbox.

Configuring Quick Steps Explanation

All of the default Quick Steps, except for Reply & Delete, require you to configure them the first time you run them. For example, the first time you click To Manager, you will be prompted for your manager’s e-mail address. From then on, when you click the To Manager button, Outlook will automatically forward messages to the address you specified.

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1–32 Outlook 2010: Intermediate

Do it! D-2: Configuring Quick Steps

Here’s how Here’s why 1 Right-click Inbox and choose

New Folder…

Enter Review and Delete

To name your new folder. You’ll store items here that you need to review and take action on.

Click OK To create the folder. It is contained in your Inbox folder.

2 In the Folder List pane, select the Re: Testing the Quick Steps message

3 In the Quick Steps group on the Home tab, click Move to: ?

You are prompted for a name, a location to move the item to, and other options.

4 From the “Move to folder” list, select Review and Delete

To specify the folder to which items will be moved when you click this Quick Step button. Doing so also names this Quick Step with the destination folder’s name.

Click Save

The “Move to” Quick Step has been customized.

5 Click Review and Delete (Your new Quick Step.) The item is removed from your Inbox.

6 In the Navigation pane, select the Review and Delete folder

Your partner’s reply was moved to this folder.

7 Press d To delete the message.

8 Display your Inbox

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Customizing Outlook 1–33

Creating Quick Step actions Explanation

If you repeatedly perform certain actions in Outlook, you can automate them with a custom Quick Step. For example, if you typically receive assignments via e-mail, you can use a Quick Step to create a task to which you attach the original e-mail message.

To create a Quick Step:

1 In the Quick Steps group on the Home tab, click Create New.

2 Enter a name for your Quick Step.

3 From the Actions list, select the first action you want performed.

4 Configure the action, if necessary, by clicking Show Options and entering the pertinent information.

5 If further actions are necessary, click Add Action. Repeat steps 3 and 4 as needed.

6 Optional: Select a shortcut key combination to run your Quick Step.

7 Optional: Enter tooltip text to be displayed when you point to the Quick Step.

8 Click Finish.

Exhibit 1-14: Creating a custom Quick Step

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1–34 Outlook 2010: Intermediate

Do it! D-3: Creating a Quick Step

Here’s how Here’s why 1 Click Create New In the Quick Steps group on the Home tab.

2 Enter Task-o-matic To name your Quick Step.

3 From the Actions list, select Create a task with attachment

You must scroll down in the list of actions to locate this command.

4 Click Add Action You will add a second action to be performed when you click the Task-o-matic button.

5 From the Actions list, select Reply

Click Show Options To configure the second action.

In the Text box, enter I’ll get this done ASAP

6 In the Tooltip text box, enter Add task and send reply

7 Click Finish To save your Quick Step.

8 Send a message to your partner, telling him or her that you need the weekly expense report by noon on Friday

Your partner will also send you a message.

9 When your partner’s message arrives, select it

Click Task-o-matic

To activate your new Quick Step. Two windows open: one for your Task and another for the reply message.

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Customizing Outlook 1–35

10 In the Message window, click Send

To send the reply message generated by your Quick Step.

In the Task window, click Save & Close

To save the new task you just created. It shows up in the Task pane.

11 When your partner’s reply arrives, select it

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1–36 Outlook 2010: Intermediate

Duplicating and editing a Quick Step Explanation

You can duplicate an existing Quick Step to use as the basis for another Quick Step. To duplicate a Quick Step:

1 Right-click the Quick Step you want to duplicate, and choose Duplicate [name of Quick Step].

2 Replace “Copy of [name of Quick Step]” with a more meaningful name.

3 Add, edit, or delete actions as needed.

4 Optional: Select a shortcut key combination to run your Quick Step.

5 Optional: Enter tooltip text to be displayed when you point to the Quick Step.

6 Click Finish.

You can edit a Quick Step to alter its behavior. To edit a Quick Step:

1 Right-click the Quick Step you want to edit and choose Edit [name of Quick Step].

2 From the Edit Quick Step dialog box, you can:

• Change the Quick Step’s name.

• Add, edit, and delete actions.

• Add, edit, or delete a shortcut key.

• Add, edit, or delete a tooltip.

3 When finished with your edits, click Finish.

Do it! D-4: Duplicating and editing a Quick Step

Here’s how Here’s why 1 Right-click Task-o-matic

and choose Duplicate Task-o-matic

To open the Edit Quick Step dialog box.

2 Edit the Name box to read Task no reply

3 Next to Reply, click To remove the Reply action.

4 Edit the Tooltip text box to read Add task

5 Click Finish To close the Edit Quick Step dialog box.

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Customizing Outlook 1–37

Restoring Quick Steps to their defaults Explanation

You can reset the Quick Steps group to its default settings. To do so:

1 Right-click any Quick Step button and choose Manage Quick Steps.

2 Click Reset to Defaults.

3 Click Yes and then click OK.

Deleting individual Quick Steps Instead of resetting the Quick Steps group to its default settings, you can delete

individual Quick Steps. To do so, right-click the Quick Step and choose Delete. If you want to remove multiple Quick Steps:

1 Right-click any Quick Step and choose Manage Quick Steps.

2 In the Quick Step box, select the Quick Step you want to delete.

3 Click Delete and then click OK.

Do it! D-5: Restoring the Quick Steps group to its default settings

Here’s how Here’s why 1 Right-click Task-o-matic

Choose Manage Quick Steps…

2 Click Reset to Defaults

3 Click Yes

4 Click OK Outlook resets the Quick Steps group to its default state, deleting your two custom Quick Steps.

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1–38 Outlook 2010: Intermediate

Topic E: The Navigation pane This topic covers the following Microsoft Office Specialist exam objective for Outlook 2010.

# Objective

1.1 Apply and manipulate Outlook program options

1.1.6. Set Advanced options

Changing the startup folder Explanation

The Inbox is the default startup folder. However, you can change this default setting. For example, when you open Outlook, you might want to see all of your appointments or tasks for the day. To do so, you can set Calendar or Tasks as the startup folder.

To change the startup folder:

1 Open the Outlook Options dialog box.

2 In the left pane, click Advanced.

3 Beside “Start Outlook in this folder,” click Browse to open the Select Folder dialog box, shown in Exhibit 1-15.

4 Select the desired folder and click OK.

5 Click OK to close the Outlook Options dialog box.

Exhibit 1-15: The Select Folder dialog box

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Customizing Outlook 1–39

Do it! E-1: Changing the startup folder

Here’s how Here’s why 1 Open the Outlook Options dialog

box

2 Click Advanced In the left pane.

3 Next to “Start Outlook in this folder,” click Browse

To open the Select Folder dialog box.

4 Select Calendar To set Calendar as the startup folder.

Click OK To close the Select Folder dialog box.

5 Click OK To close the Outlook Options dialog box.

6 Close Outlook Click its Close button, or click File and then click Exit.

7 Open Outlook Outlook opens with your Calendar for today displayed.

8 Display your Inbox

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1–40 Outlook 2010: Intermediate

Navigation pane shortcuts Explanation To enable quick access to the features you use most frequently, you can create shortcuts

in the Navigation pane. By default, Outlook provides shortcuts to Outlook Today and Microsoft Office Online (a Web site). To display shortcuts, click the Shortcuts button (the arrow curving up and to the right) at the bottom of the Navigation pane.

Creating shortcuts

To add a shortcut:

1 Display the shortcuts in the Navigation pane by clicking the Shortcuts button.

2 Right-click Shortcuts and choose New Shortcut.

3 In the Add to Navigation Pane dialog box, shown in Exhibit 1-16, select the item that your shortcut will open.

4 Click OK.

Exhibit 1-16: The Add to Navigation Pane dialog box

Creating shortcut groups

A shortcut group is similar to a folder, except that it organizes your shortcuts. In the Shortcuts pane, you can expand and collapse shortcut groups to filter the list of shortcuts that are visible at any given moment.

To add a shortcut group:

1 Display the shortcuts.

2 Right-click Shortcuts and choose New Shortcut Group.

3 Enter a name for your shortcut group and press Enter.

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Customizing Outlook 1–41

Do it! E-2: Creating shortcuts and shortcut groups

Here’s how Here’s why 1 At the bottom of the Navigation

pane, click

(The Shortcuts button.) To display Shortcuts.

2 Right-click Shortcuts To display the context menu.

Choose New Shortcut Group

3 Type My shortcuts

Press e

The new group appears in the Navigation pane.

4 Right-click My shortcuts and choose New Shortcut

5 Select Calendar If necessary.

Click OK To add your shortcut to the My shortcuts group.

6 Click your new Calendar shortcut

Today’s calendar opens.

7 Within the My shortcuts group, create a shortcut to your Tasks folder

Test your new shortcut

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1–42 Outlook 2010: Intermediate

Deleting shortcuts Explanation You can delete a shortcut or shortcut group if you no longer need it. To do so:

1 Display the shortcuts in the Navigation pane.

2 Right-click the shortcut or shortcut group you want to delete, and choose Delete Shortcut or Delete Group.

3 Click Yes.

If you delete a shortcut group that still contains shortcuts, they will also be deleted.

Do it! E-3: Deleting shortcuts and shortcut groups

Here’s how Here’s why 1 In the Shortcuts pane, right-click

Tasks

Choose Delete Shortcut

Click Yes To confirm the action and delete the shortcut.

2 Right-click My shortcuts

Choose Delete Group

Click Yes To confirm the action. The shortcut group is deleted even though it contained a shortcut.

3 Display your Inbox

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Customizing Outlook 1–43

Unit summary: Customizing Outlook Topic A In this topic, you customized the Ribbon. You learned how to hide and show the

Ribbon. You rearranged tabs and the groups and commands on a tab, and you created a custom tab. You also reset the Ribbon to remove your customizations. Next, you customized the Quick Access toolbar and reset it to its defaults. You then customized the To-Do Bar. Finally, you learned how to customize the status bar.

Topic B In this topic, you learned how to configure the user interface options for Outlook, set your user name and initials for Microsoft Office, and specify whether or not Outlook is your default program for e-mail, contacts, and calendar management.

Topic C In this topic, you enabled language options to assist your users in working in a multilingual environment. You learned how to add languages and keyboard layouts.

Topic D In this topic, you used Quick Steps to perform multiple actions with a single click. You learned how to configure Quick Steps, and then you created a custom Quick Step.

Topic E In this topic, you learned how to change the startup folder that is displayed when you open Outlook. You also created and deleted shortcuts and shortcut groups in the Navigation pane.

Independent practice activity In this activity, you will create a Ribbon tab and add commands to it. You will also reset the Ribbon, delete a Quick Step, and change the startup folder.

1 Create a Ribbon tab named My Tab. Add the following commands to it: New E-mail, Calendar, Contacts, and New Meeting Request.

2 Make sure your tab will be displayed after File and before Home on the Ribbon.

3 Use the commands on your tab to send an e-mail message to your partner.

4 Delete your tab by resetting the Ribbon.

5 Change the color scheme of Outlook to Blue.

6 Create and test a Quick Step that creates an appointment with the text of a message.

7 Delete the Quick Step you just created.

8 Configure Outlook to display the Inbox when you open the program. Test your change.

9 Change the color scheme back to the silver default.

Review questions 1 Name two ways to hide the tabs on the Ribbon.

Click the Minimize the Ribbon button or double-click a tab.

2 What is the procedure for creating a custom tab?

a Display the Customize the Ribbon page in the Outlook Options dialog box.

b Click New Tab and enter a name.

c Add the desired command groups and commands to your tab.

d Click OK.

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1–44 Outlook 2010: Intermediate

3 True or false? You can change the order of tabs by dragging them on the Ribbon.

False. You must open the Customize the Ribbon page of the Outlook Options dialog box, select a tab, and click the Move Up or Move Down buttons.

4 Can you delete built-in tabs?

No, but you can hide them.

5 Describe the procedure for removing all Ribbon customizations.

Open the Customize the Ribbon page of the Outlook Options dialog box, click Reset, and choose “Reset all customizations.” Click Yes and then click OK.

6 Which two automatic language features in Office make it easier for users to work in a multilingual environment?

• Detect language automatically (available in Outlook and Word)

• Automatically switch keyboard to match language of surrounding text (available in Outlook, PowerPoint, Publisher, and Word)

7 True or false? The Quick Access toolbar is displayed at the very bottom of the Outlook window.

False. That’s the status bar. The Quick Access toolbar is displayed at the top of the window, as part of the title bar.

8 What happens when you click the Reading button on the status bar?

Outlook switches to Reading mode, in which the Ribbon, Navigation pane, and To-Do Bar are minimized.

9 True or false? Most of the built-in Quick Steps require configuration before you can use them.

True

10 By default, which folder appears when Outlook is opened?

The Inbox

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2–1

U n i t 2 Working with contacts

Unit time: 45 minutes

Complete this unit, and you’ll know how to:

A Manage address books and create Contacts folders.

B Work with contact groups.

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2–2 Outlook 2010: Intermediate

Topic A: Address books This topic covers the following Microsoft Office Specialist exam objectives for Outlook 2010.

# Objective

4.1 Create and manipulate contacts

4.1.3 Update a contact in the address book

Outlook address books Explanation

An address book is a collection of names and e-mail addresses. You can use an address book to look up and select names, e-mail addresses, and distribution lists when you address messages.

When you type a name in the To, Cc, or Bcc box of an e-mail message, Outlook automatically checks to see if the name you typed matches a name in the address book. If there is a match, the Display Name and e-mail address are filled in. You can use an address book to address and send messages to a single recipient or multiple recipients.

Built-in address books There are various address books in Outlook 2010. They include the Global Address List,

Contacts (formerly called the Outlook Address Book), Suggested Contacts, and Contacts (Mobile).

The Global Address List

If you are using an Exchange Server e-mail account, you will have a Global Address List. The Global Address List is an address book that contains all of the users, groups, and distribution-list e-mail addresses in your organization. All users in an organization have access to the Global Address List. It is created and maintained by your e-mail administrator. You cannot edit this address book.

Contacts

Each user has a private address book called Contacts. The Contacts list is created automatically, though by default it is empty. You can use Contacts to keep e-mail addresses and other contact details for the people with whom you frequently communicate who are not in your Global Address List.

Suggested Contacts

This address book contains addresses saved automatically as you send and receive e-mail. Suggested Contacts replaces the feature in earlier versions of Outlook that prompted you to save the addresses from sent and received messages. Outlook will look in this address book automatically when you enter names into the To, Cc, or Bcc boxes.

You can add addresses from the Suggested Contacts list to your Contacts list to save them permanently. To do so, display the Suggested Contacts list. Then either drag an address to your Contacts folder, or right-click the address and choose Save to Contacts.

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Working with contacts 2–3

Outlook will save all e-mail addresses you send mail to, even when you mistype an address. This can cause problems in the future when you try to send e-mail to an address. Let’s say you address a message to [email protected] when you meant to address it to [email protected]. As you type “Fer,” Outlook will suggest the saved contact. If you press Enter or click the address, you could end up sending another message to the invalid address.

You can delete addresses from the Suggested Contacts list. To do so, display the Suggested Contacts list. Then either select the address you want to remove and press Delete, or right-click the address and choose Delete.

Accessing address books You can access address books by using various techniques. These include the following:

• Create an e-mail message. On the Ribbon, click Address Book to open the Select Names dialog box, shown in Exhibit 2-1. From the Address Book list, select the address book you want to view.

• Create an e-mail message. Click the To button. From the Address Book list, select the address book you want to view.

• In the Navigation pane, click Contacts. Select either Contacts or Suggested Contacts. (You cannot access the Global Address List with this method.)

Exhibit 2-1: The Select Names dialog box

Do it! A-1: Viewing address books

Here’s how Here’s why 1 Create a message

2 In the Names group on the Ribbon, click Address Book

This is one method for opening the address book.

Click Cancel

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2–4 Outlook 2010: Intermediate

3 Click To This is another way to open the address book.

Click Cancel

4 In the To box, enter [email protected]

This is a special e-mail address created for testing. Mail sent to it is simply discarded.

5 Enter a subject and message of your choice

This is a test message and won’t be read by anyone.

Click Send

6 Create a message

7 In the To box, enter bit As soon as you begin typing an address, Outlook checks your address books for a potential match. Outlook suggests the [email protected] address, which was saved in your Suggested Contacts list.

Press g To cancel the automatic address entry.

Close the Message window without sending or saving the message

8 In the Navigation pane, click Contacts

9 Select Suggested Contacts (If necessary.) The [email protected] address was automatically saved in your Suggested Contacts list.

Select the [email protected] contact

If necessary.

10 Press d To delete the address.

11 On the Home tab, click New Items and choose E-mail Message

In the New group.

12 In the To box, enter bit Because you deleted it from the Suggested Contacts list, Outlook no longer suggests the [email protected] address.

Press g

Click No To close the Message window without sending or saving the message.

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Working with contacts 2–5

Using Contacts folders Explanation You can add Contacts folders, which are like additional address books. You might do so

to keep your personal contacts separate from your business contacts.

To create a Contacts folder:

1 In the Navigation pane, click Contacts.

2 Click the Folder tab.

3 Click New Folder.

4 Enter a name for the new folder and press Enter.

You can drag existing contacts to your new folder. Or, to create a new contact in your folder, select the folder first. Then, on the Home tab, click New Contact. It will be created inside your folder when you click Save.

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2–6 Outlook 2010: Intermediate

Do it! A-2: Creating a Contacts folder and storing a contact in it

Here’s how Here’s why 1 Click the Folder tab On the Ribbon.

2 Click New Folder To open the Create New Folder dialog box.

3 Enter Personal Contacts In the Name box.

4 In the “Folder contains” list, verify that Contact Items is selected

In the “Select where to place the folder” list, select Contacts

5 Click OK

The Personal Contacts folder appears under the My Contacts folder.

6 Click the Home tab

7 Select Personal Contacts In the Navigation pane.

8 Click New Contact On the Ribbon.

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Working with contacts 2–7

9 Enter your first and last name, and use [email protected] for the e-mail address

Observe the bottom-left corner of the Contacts window

If you selected Personal Contacts before creating the contact, your new contact will be saved in your Contacts folder.

10 Click Save & Close

Your contact is saved in the Personal Contacts folder.

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2–8 Outlook 2010: Intermediate

Importing contacts Explanation

You can import contacts from Excel spreadsheets, ACT! Contact Manager files, comma-separated value (.csv) files, VCard (.vcf) files, and files exported from Outlook Express or Eudora. For example, you might import contacts if you’re switching from another e-mail program to Outlook.

The exact steps vary by the type of file you’re importing. But in general, follow these steps to import contact data:

1 Click the File tab and then click Open.

2 Click Import to open the Import and Export Wizard.

3 Select the action you want to perform. For example, to import an Excel spreadsheet, select “Import from another program or file.” Click Next.

4 Follow the remaining steps in the Import and Export Wizard to import the data. Typically, you will need to specify the type of data you’re importing and where you want the imported data to reside within Outlook.

Exhibit 2-2: You use this dialog box to map the fields in a spreadsheet to the fields in your Outlook Contacts

When importing data from file formats other than specific Outlook address book formats (Excel spreadsheets, for example), you might need to manage the fields into which your data is imported. Outlook takes its “best guess” by examining the field names associated with each column. By using the Map Custom Fields dialog box, shown in Exhibit 2-2, you can carefully control the import.

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Working with contacts 2–9

Do it! A-3: Importing contact data from Excel The files for this activity are in Student Data folder Unit 2\Topic A.

Here’s how Here’s why 1 Click the File tab and click

Open

2 Click Import To open the Import and Export Wizard.

3 Select Import from another program or file

If necessary.

4 Select Microsoft Excel 97-2003

To specify what type of file you’re importing your data from.

Click Next

5 Click Browse

Navigate to the current topic folder and select Addresses.xls

To specify which file to import.

Click OK

6 Observe the import options

Click Next

7 In the “Select the destination folder” list, scroll up

The Personal Contacts folder should be selected.

Click Next The import summary is displayed.

8 Click Map Custom Fields Using the Map Custom Fields dialog box, you can control which columns of Excel data are imported to which Outlook contact fields.

Click Cancel To leave the field mapping settings at their default values.

9 Click Finish To import the data. The contacts are imported to your Personal Contacts folder.

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2–10 Outlook 2010: Intermediate

Topic B: Contact groups This topic covers the following Microsoft Office Specialist exam objectives for Outlook 2010.

# Objective

4.2 Create and manipulate contact groups

4.2.3 Show notes about a contact group

4.2.4 Forward a contact group

4.2.5 Delete a contact group

4.2.6 Send a meeting to a contact group

Forwarding a contact group Explanation

Once you create a contact group, you can share it with other users. To share a contact group you’ve created:

1 Click Contacts.

2 Select the group you want to share.

3 On the Home tab, in the Share group, click Forward Contact and choose “As an Outlook Contact.”

4 In the To: field, enter the e-mail addresses of the person or persons you want to share the contact group with.

5 Click Send.

If you receive a shared contact group in e-mail, you can add it to your Contacts by dragging the attachment from the message to your Contacts in the Navigation pane.

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Working with contacts 2–11

Do it! B-1: Forwarding a contact group

Here’s how Here’s why 1 Click Contacts

2 Click New Contact Group You’ll quickly create a contact group to use for the activities in this topic.

3 In the Name box, type your first name, followed by ’s Group

For example, “Joe’s Group.”

4 Click Add Members and choose From Address Book

5 Add your partner’s Student## account and the instructor account

Click OK

6 Click Save and Close

7 Select the group you just created

8 Click Forward Contact and choose As an Outlook Contact

9 Send the message to your partner’s Student## account

10 When the message from your partner arrives, select it

11 Drag the attachment to Contacts in the Navigation pane

12 Select Contacts Your partner’s group has been saved in your Contacts.

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2–12 Outlook 2010: Intermediate

Contact group notes Explanation

You can add descriptive notes to contact groups. To do so:

1 Open the contact group you want to add a note to.

2 In the Show group, click Notes.

3 Enter the descriptive text you want to add regarding the group.

4 Click Save & Close.

To view any notes attached to a contact group, open the contact group and click Notes. Any notes that have been entered are displayed as shown in Exhibit 2-3. The notes can be edited in this window.

Exhibit 2-3: Notes for a contact group

Do it! B-2: Adding contact group notes

Here’s how Here’s why 1 In Contacts, double-click the

contact group your partner sent you

2 In the Show group, click Notes

3 Type This is my partner’s contact group.

4 Click Save & Close

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Working with contacts 2–13

Meeting requests Explanation

You can use a contact group to send meeting requests to multiple e-mail addresses. You can create the meeting request from within either the Calendar or Contacts. To create the meeting request from within the Calendar:

1 Click Calendar.

2 On the Home tab, in the New group, click New Meeting.

3 Click To.

4 From the Address Book list, select the location of your contact group.

5 Select your contact group and click Required, Optional, or Resources.

6 Click OK.

7 Enter the information for your meeting request.

8 Click Send.

To create the meeting request from within Contacts:

1 Click Contacts.

2 Select the contact group you want to send the meeting request to. You can use Ctrl+click or Shift+click to select multiple contacts and contact groups.

3 On the Home tab, in the Communicate group, click Meeting. The Meeting invitation is addressed to the contacts and contact groups you selected.

4 Enter the information for your meeting request.

5 Click Send.

Do it! B-3: Sending a meeting request to a contact group

Here’s how Here’s why 1 Select your contact group

2 In the Communicate group, click Meeting

3 In the Subject box, type Department Meeting

4 In the Location box, type Conference Room A

5 Enter the meeting time for the next half-hour

6 Click Send

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2–14 Outlook 2010: Intermediate

Deleting a contact group Explanation

When you no longer need a contact group, you can delete it. Select the contact group you want to delete and click Delete.

Do it! B-4: Deleting a contact group

Here’s how Here’s why 1 Select your partner’s contact

group

2 Click Delete Notice that you aren’t prompted to confirm the deletion. If you inadvertently delete a contact or contact group, use the Undo button to get it back.

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Working with contacts 2–15

Unit summary: Working with contacts Topic A In this topic, you learned about the Outlook address books: Global Address List,

Contacts, and Suggested Contacts. You also learned how to create Contacts folders, which you can use to store personal addresses or other addresses you want to keep separate from your main Contacts list. Finally, you learned how to import contacts from an Excel spreadsheet.

Topic B In this topic, you worked with contact groups. You learned how to share a contact group with other Outlook users by forwarding it. You learned how to add descriptive notes to a contact group, and you learned how to send meeting requests to a contact group. Finally, you learned how to delete a contact group that you no longer need.

Independent practice activity In this activity, you will practice importing contact and using contact groups.

The files for this activity are in Student Data folder Unit 2\Unit summary.

1 Import the contacts from IPA Addresses.xls into your Contacts folder.

2 Create a contact group called Dover Spice Works.

3 Add all contacts who work for Dover Spice Works to the group. (Their e-mail addresses end in @doverspiceworks.com.)

4 Add the following note to the Dover Spice Works group: Outlander Spices subsidiary in Cloverdale California.

5 Forward the Dover Spice Works contact group to your partner.

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2–16 Outlook 2010: Intermediate

Review questions 1 Which address book is maintained by an organization’s e-mail administrator and

cannot be edited by users?

A Global Address List

B Contacts

C Personal Address Book

D Outlook Address Book

2 Which address book is directly created and maintained by the user?

A Global Address List

B Public Address Book

C Contacts

D Personal Address Book

3 When you are importing data from file formats other than Outlook address book formats (Excel spreadsheets, for example), what feature do you use to manage the fields into which your data is imported?

A Add/Remove Fields

B Change Destination

C Manage Data Fields

D Map Custom Fields

4 You can share a contact group with another user by ____________ it.

Forwarding

5 True or false? You can add descriptive text for a contact group.

True. Click the Notes button and enter your text.

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3–1

U n i t 3 Customizing messages

Unit time: 75 minutes

Complete this unit, and you’ll know how to:

A Use themes, styles, stationery, and message formats to customize messages.

B Create and modify signatures, and sign your e-mail messages with signatures.

C Use voting buttons in a message to collect and tabulate responses.

D Use Automatic Replies to set up external and internal out-of-office messages; and turn off automatic replies.

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3–2 Outlook 2010: Intermediate

Topic A: Message appearance This topic covers the following Microsoft Office Specialist exam objectives for Outlook 2010.

# Objective

1.1 Apply and manipulate Outlook program options

1.1.2 Set Mail options

2.1 Create and send an e-mail message

2.1.1 Specify a message theme

2.1.2 Specify message content format

2.1.2.1 Plain text

2.1.2.2 Rich text

2.1.2.3 HTML format

2.4 Format item content

2.4.2 Apply styles

2.4.3 Create styles

2.4.4 Create themes

3.4 Manage automatic message content

3.4.2 Specify the font

3.4.2.1 New HTML messages

3.4.2.2 Plain-text messages

3.4.5 Set a default theme for all HTML

3.4.5.1 Messages

3.4.5.2 Stationary

3.4.5.3 Fonts

Customizing message appearance Explanation In Outlook, you can customize messages to improve their appearance or set preferred

options for them. You can do so by using themes, styles, or stationery.

Using themes A theme is a collection of message formats, including font, font color, effects, and page

color. Outlook includes many built-in themes, and you can create your own.

To apply a built-in theme, create a message and click the Options tab. In the Themes group, click Themes and select the theme you want to apply, as shown in Exhibit 3-1.

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Customizing messages 3–3

Exhibit 3-1: Outlook includes many built-in themes

To create a custom theme, use the Colors, Fonts, Effects, and Page Color buttons. Then, to save it, click Themes and choose Save Current Theme. Enter a name for your theme and click Save.

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3–4 Outlook 2010: Intermediate

Do it! A-1: Applying a theme

Here’s how Here’s why 1 Display your Inbox If necessary.

2 Create a message and address it to your partner

3 Enter Testing a theme as the message subject

4 Enter a short message

5 Click the Options tab On the Ribbon.

6 Click Themes (In the Themes group.) To display the Themes gallery.

Select a theme

7 Click Page Color You’ll change the background color of the page.

Select a page color

8 Send the message

9 When your partner’s message arrives, select it

It is formatted with the font and background color your partner selected.

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Customizing messages 3–5

Quick Styles Explanation

The Quick Styles feature allows you to quickly apply a predefined set of formats to headings, body text, quotes, and so forth in your e-mail messages, Calendar appointments, meeting requests, tasks, and Journal items.

To apply a Quick Style to an e-mail message:

1 Create your e-mail message.

2 Click in the body of your message.

3 Click the Format Text tab.

4 In the Styles group, click Change Styles.

5 Choose Style Set, as shown in Exhibit 3-2.

6 Select the desired style set.

Exhibit 3-2: The default style sets

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3–6 Outlook 2010: Intermediate

Do it! A-2: Applying a Quick Style to an e-mail message The files for this activity are in Student Data folder Unit 3\Topic A.

Here’s how Here’s why 1 Click New E-mail

2 In the To box, enter your partner’s e-mail address

3 In the Subject box, enter A message formatted with Quick Styles

4 Open Styles This Word document is in Student Data folder Unit 3\Topic A.

5 Select all of the text and copy it to the Clipboard

Press Ctrl+A and then Ctrl+C.

6 Close Word

7 Click in the message area

8 Press c + V

9 Click the Format Text tab

10 Click Change Styles

Choose Style Set

11 Point to each Quick Style and observe the message area

12 Select a Quick Style

13 Send your message

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Customizing messages 3–7

Customizing a Quick Style Explanation

You can use a predefined Quick Style as the basis for one of your own. This is helpful when you like most of the formats in the Quick Style, but want to change one or two items, like line spacing or font size.

To customize a Quick Style:

1 Create your e-mail message.

2 Click in the body of your message.

3 Click the Format Text tab.

4 In the Styles group, click Change Styles.

5 Choose Style Set and select the desired style set.

6 Select the text that is formatted with the style attribute you want to change.

7 Using the tools in the Font and Paragraph groups, alter the formatting as desired.

8 With the customized text selected, click the Show Styles Window button.

9 Right-click the style you updated (for example, Heading 2 or Title), and choose Update [style] to Match Selection.

The update applies to only the current message. If you want to use the altered style in other messages, you need to save it:

1 Click Change Styles.

2 Choose Style Set.

3 Choose Save as Quick Style Set.

4 Enter a name for your new Quick Style Set.

5 Click Save.

Your customized Quick Style appears in the Style Set list.

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3–8 Outlook 2010: Intermediate

Do it! A-3: Customizing a Quick Style The files for this activity are in Student Data folder Unit 3\Topic A.

Here’s how Here’s why 1 Click New E-mail

2 In the To box, enter your partner’s e-mail address

3 In the Subject box, enter My custom Quick Style

4 Open Custom Styles This Word document is in Student Data folder Unit 3\Topic A.

5 Select all of the text and copy it to the Clipboard

Press Ctrl+A and then Ctrl+C.

6 Close Word

7 Click in the message area

8 Press c + V

9 Click the Format Text tab

10 Click Change Styles

Choose Style Set

11 Choose Perspective

12 Select The sub-heading This is a second-level heading.

13 Change the font color to Red, Accent 2, Darker 25%

14 Click the Show Styles Window button, as shown

15 Right-click Heading 2

Choose Update Heading 2 to Match Selection

The second sub-heading changes to red.

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Customizing messages 3–9

16 Click Change Styles and choose Style Set

Choose Save as Quick Style Set…

17 In the File name box, enter My Quick Style

Click Save

18 Close the message without saving

19 Create a message

20 Place your cursor in the message area

21 Display the Style Set list

Your customized Quick Style is displayed in the list.

22 Close the message without saving

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3–10 Outlook 2010: Intermediate

Message stationery Explanation

Message stationery can include a background image, fonts, and color schemes, which you can set for your outgoing messages. You can also create custom message stationery. When you select personal stationery, it is applied to all of your new messages, as shown in Exhibit 3-3.

To select your personal stationery:

1 Open the Outlook Options dialog box. (On the File tab, click Options.)

2 In the left pane, click Mail.

3 Click Stationery and Fonts to open the Signatures and Stationery dialog box.

4 Click Theme to open the Theme or Stationery dialog box. Select a theme from the Choose a Theme list, and click OK.

5 Click OK to close the Signatures and Stationery dialog box.

6 Click OK to close the Outlook Options dialog box.

Exhibit 3-3: A sample message using the Bold Stripes stationery

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Customizing messages 3–11

Do it! A-4: Using message stationery

Here’s how Here’s why

1 Open the Outlook Options dialog box

In the left pane, click Mail

2 Click Stationery and Fonts, as shown

To open the Signatures and Stationery dialog box with the Personal Stationery tab active.

Click Theme To open the Theme or Stationery dialog box.

3 Under Choose a Theme, select Bold Stripes

To set this as your default message stationery.

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4 Click OK To close the Theme or Stationery dialog box.

Click OK To close the Signatures and Stationery dialog box.

5 Click OK To close the Outlook Options dialog box.

6 Create a message The stationery appears in the message body, as shown in Exhibit 3-3.

7 Address the message to your partner

8 In the Subject box, enter Testing message stationery

9 In the message body, type the text of your choice

10 Send the message

11 When your partner’s message arrives, select it

The stationery he or she chose determines the font and background of the message.

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Customizing messages 3–13

Modifying stationery and message fonts Explanation

You can modify one of the predefined stationery formats if you want to use your own fonts in your messages and replies. To do so:

1 Open the Outlook Options dialog box.

2 Click Mail.

3 Click Stationery and Fonts to open the Signatures and Stationery dialog box, shown in Exhibit 3-4.

4 Customize the fonts by selecting the desired options:

• New mail messages — Sets the font for new HTML or Rich Text messages.

• Replying or forwarding messages — Sets the font for the text of your reply or forwarded text for HTML or Rich Text messages.

• Composing and reading plain text messages — Sets the font for plain text messages (new, reply, or forwarded messages).

5 Close all of the dialog boxes.

Exhibit 3-4: The Signatures and Stationery dialog box

You can use this dialog box to change the default fonts for your messages and replies even when you are not using stationery or a theme.

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Do it! A-5: Modifying stationery fonts

Here’s how Here’s why

1 Open the Outlook Options dialog box

Click Mail You’ll change the message stationery.

2 Under Stationery and Fonts, click Stationery and Fonts

To open the Signatures and Stationery dialog box with the Personal Stationery tab active.

3 From the Font list, select Always use my fonts

If necessary.

4 Under “New mail messages,” click Font

To open the Font dialog box.

Select the font settings you want to use

You can change the font, type style, size, and color.

Click OK To close the Font dialog box.

5 Under “Replying or forwarding messages,” click Font

To open the Font dialog box.

Select the font settings you want to use

You can change the font, type style, size, and color.

Click OK To close the Font dialog box.

6 Under “Composing and reading plain text messages,” select the font you want to use for plain text messages

Click OK

7 Click OK To close the Signatures and Stationery dialog box.

Click OK To close the Outlook Options dialog box.

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Customizing messages 3–15

8 Create a message to your partner, with the subject Modified Stationery

In the message area, type the text of your choice

The stationery uses the font settings you specified.

Send the message

9 Select the message, from your partner, with the subject Modified Stationery

It should use the fonts he or she specified.

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3–16 Outlook 2010: Intermediate

Message options Explanation

You can set various message options, either one message at a time or for all messages you send. For example, you could send a single message with the High importance level. Or you could set all messages to be sent with that designation (though, according to e-mail etiquette rules, you should not do so).

To set options for a single message, compose the message as usual. Before sending, use the commands on the Ribbon tabs or open the message’s Properties dialog box, shown in Exhibit 3-5. (In the Tags group on the Message tab, click the Dialog Box Launcher button.) Options you set this way are in effect for just the current message.

Exhibit 3-5: The e-mail message Properties dialog box

To set options for all future messages, open the Outlook Options dialog box and click Mail. Using the various options, configure new default settings for your messages; then click OK. You can set more options with this technique than you can by using the message Properties dialog box.

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Customizing messages 3–17

Do it! A-6: Modifying e-mail options

Here’s how Here’s why 1 Open the Outlook Options dialog

box

Click Mail To display the mail settings.

2 Scroll down to the “Replies and forwards” section

3 Check Close original message on reply or forward

Outlook will now close the original message automatically after you click the Reply or Forward button in the message.

4 Next to “When replying to a message,” display the list

You can specify whether to include the original text, and if so, how it is included in your replies.

Press g To close the list.

5 Display the “When forwarding a message” list

You can set options for forwarded messages separately from replies.

Close the list

6 Scroll down to the Send messages section

You can set default Importance and Sensitivity options here that will apply to all future messages.

7 Scroll down to the Other section

8 From the “After moving or deleting an open item” list, select open the next item

To have Outlook automatically open the next item after you delete or move an open item.

9 Click OK To close the Outlook Options dialog box.

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Message formats Explanation

Microsoft Outlook 2010 support three message formats:

• Plain text — Supported by all e-mail applications. Does not display text formatting, such as boldface, italics, or colors.

• Outlook Rich Text format (RTF) — Supported by Outlook software from Outlook 97 forward. Displays text formatting, including bullets, paragraph alignment, and object links.

• HTML — The default message format in Outlook 2010. Displays text and paragraph formatting, similar to Outlook RTF.

You can alter your message format to match one that your recipient’s e-mail software supports.

To change the default message format for all messages:

1 Open the Outlook Options dialog box.

2 In the left pane, click Mail.

3 Under Compose messages, from the “Compose messages in this format” list, select HTML, Rich Text, or Plain Text.

4 Click OK.

To change the message format for a single message:

1 Click New E-mail.

2 Click the Format Text tab.

3 In the Format group, click HTML, Plain Text, or Rich Text.

4 Compose your message.

5 If applicable, apply formatting to the message.

6 Click Send.

To change the message format for a specific contact:

1 Click Contacts.

2 Double-click the desired contact.

3 Double-click the e-mail address and click the “View more options for interacting with this person” button.

4 Choose Outlook Properties.

5 From the Internet format list, shown in Exhibit 2-3, select the desired message format option.

6 Click OK.

Exhibit 3-6: Message format options for a contact

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Customizing messages 3–19

Do it! A-7: Specifying a message format

Here’s how Here’s why 1 Open the Outlook Options dialog

box

2 Click Mail

3 Under Compose messages, open the “Compose message in this format” list

To specify a default format for all messages, you would select HTML, Rich Text, or Plain Text.

4 Click Cancel You’ll leave the default message format set to HTML.

5 Click New E-mail

6 Address the message to your partner

7 Click the Format Text tab

8 In the Format group, click Plain Text

Click Continue To acknowledge that formatted text will become plain text and your background will be lost.

9 In the Subject box, type Plain Text Message

10 Place your cursor in the message area

Observe the Font, Paragraphs, and Styles groups

They aren’t active when you are composing in plain text.

11 Close the message without saving

12 Click Contacts

13 Double-click Bill Becker’s contact

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14 In the E-mail box, type [email protected]

15 Click in Display as

16 Point to Bill Becker’s e-mail address

Click

Choose Outlook Properties

17 From the Internet format list, select Send Plain Text only

Click OK

18 Click Save & Close

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Customizing messages 3–21

Topic B: Signatures This topic covers the following Microsoft Office Specialist exam objectives for Outlook 2010.

# Objective

1.1 Apply and manipulate Outlook program options

1.1.2 Set Mail options

2.1 Create and send an e-mail message

2.1.3 Show or hide the From field

2.1.5 Specify the sending account

3.4 Manage automatic message content

3.4.1 Manage signatures

Creating a signature Explanation

A signature consists of personalized text and/or pictures that you can add to the end of an outgoing message. You can create custom signatures for personal and business messages. For example, you can sign your business-related messages with your job title, department, and phone number. For personal messages, you might use a favorite quote as the signature.

You can create multiple signatures and designate the most frequently used one as your default signature. When you compose a message, the default signature is inserted at the end of the message. You can also insert an alternate signature when composing a message.

You create a signature by using the Signatures and Stationery dialog box. Here’s how:

1 Open the Outlook Options dialog box and click Mail.

2 Click Signatures to open the Signatures and Stationery dialog box, shown in Exhibit 3-7.

3 Click New to open the New Signature dialog box. Enter a name for your signature file and click OK.

4 In the Edit signature area, enter and format your signature. Click Save.

5 From the New messages list, select the signature you want to use in all new messages you create.

6 From the Replies/forwards list, select the signature you want to use in all messages you reply to or forward.

7 Click OK twice.

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Exhibit 3-7: The Signatures and Stationery dialog box

Do it! B-1: Defining a signature

Here’s how Here’s why 1 Open the Outlook Options dialog

box

2 Click Mail

Under “Compose messages,” click Signatures

To open the Signatures and Stationery dialog box. You’ll create a signature.

3 Click New To open the New Signature dialog box.

Enter Outlander Web Group

This is the name of the signature.

Click OK The Edit signature area becomes active in the Signatures and Stationery dialog box.

4 Under “Edit signature,” in the text area, type Outlander Spices Web Team

This text will appear in your message when you use this signature.

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Customizing messages 3–23

5 Apply the bold format to the text Select the text and click the Bold button.

Select just the word Outlander

From the Font Color list, select Orange, Accent 6, Darker 50%

Click Save (Next to the New button, below the “Select signature to edit” list.) To save the signature.

6 Click New To open the New Signature dialog box. You’ll create a personal signature.

Enter your name To name the signature.

Click OK To close the New Signature dialog box and return to the Signatures and Stationery dialog box, with the Edit signature area active.

7 Under “Edit signature,” type the text of your choice

Format the text as bold and blue

Click Save To save the signature.

8 Observe the Signatures and Stationery dialog box

The two new signatures appear in the “Select signature to edit” list box.

9 From the New messages list, select Outlander Web Group, as shown

(If necessary.) To specify the Outlander Web Group signature as your default signature for new messages.

10 From the Replies/forwards list, select your personal signature

To specify your personal signature as the automatic signature for e-mail replies and for messages you forward.

11 Click OK To close the Signatures and Stationery dialog box.

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12 Click OK To close the Outlook Options dialog box.

13 Create a message The Outlander Web Group signature appears in the message area.

14 On the Message tab, in the Include group, click Signature

To display a list of signatures. You can select an alternate signature.

Press g To close the list.

15 Close the Message window Do not save or send the message.

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Customizing messages 3–25

Editing signatures Explanation

You might need to change your signature. For example, it might become outdated because you changed departments or received a new title. Changing a signature has no effect on messages you sent previously, but the new signature will be included with new e-mail messages you send.

To edit a signature:

1 Open the Signatures and Stationery dialog box.

2 In the “Select signature to edit” list box, select the signature you want to edit.

3 Make your changes in the Edit signature area.

4 Click Save.

If you want to remove a signature, open the Signatures and Stationery dialog box, select the signature you want to remove, and click Delete.

Do it! B-2: Modifying a signature

Here’s how Here’s why 1 Open the Outlook Options dialog

box

Click Mail If necessary.

2 Click Signatures

3 Under “Select signature to edit,” select Outlander Web Group

(If necessary.) To display the Outlander Spices Web Team signature in the Edit signature area.

4 Edit the text to read Web Design Team

Make all of the text black

Click Save To save the change.

5 Click OK twice To close both the Signatures and Stationery dialog box and the Outlook Options dialog box.

6 Create a message The signature has changed.

7 Close the message Do not save it or send it.

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Using an electronic business card as your signature Explanation

You can use your electronic business card as your e-mail signature so that it is inserted every time you create an e-mail message. To do so:

1 Open the Signatures and Stationery dialog box.

2 Create a signature.

3 Click the Business Card button to open the Insert Business Card dialog box, shown in Exhibit 3-8. Select your business card and click OK.

4 Click Save and OK as necessary to close the remaining dialog boxes.

Exhibit 3-8: The Insert Business Card dialog box

Do it! B-3: Using an electronic business card as a signature

Here’s how Here’s why 1 Click Contacts You’ll create a contact and an electronic

business card for yourself.

Select Personal Contacts If necessary.

2 Double-click your contact card You will enter details in your contact card so that you can use it as an electronic business card.

If you don’t have a contact card, create a contact and enter your name in the Full Name box

3 Enter Outlander Spices as the company

4 Enter Web Designer as your job title

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Customizing messages 3–27

5 In the E-mail box, enter the e-mail address you are using in this class

For example, [email protected].

6 Under Phone numbers, enter 1-630-555-5555 as your business phone number

If prompted for location information, enter 630 in the “What area code” box, and click OK twice

7 Under Addresses, enter 123 Main Street Anytown MA 45555

8 Save and close the contact

9 Open the Signatures and Stationery dialog box

Click File, click Options, click Mail, and then click Signatures.

10 Select Outlander Web Group If necessary.

11 Delete all of the text in the signature

12 Click Business Card

To open the Insert Business Card dialog box.

13 From the Look in list, select Personal Contacts

14 Select your business card (If necessary.) A preview of your business card appears.

Click OK

15 Click Save

16 Click OK twice To close the Signatures and Stationery and Outlook Options dialog boxes.

17 Click Mail

18 Create a message The electronic business card is inserted in the message area and is attached to the message.

Close the message Do not send it.

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Specifying a sending account Explanation

In Outlook 2010, you can add up to three Exchange accounts to a single profile. When you send a message, Outlook uses the default e-mail address and name in the From field. When you reply to a message, Outlook sends the reply from the e-mail address to which the original message was sent. You can use the From Picker to change which e-mail account is used to send or reply to individual messages.

To specify a different sending account in a new message or a reply:

1 Create a new message or reply.

2 Click the Options tab.

3 In the Show Fields group, click From to display the From field in the message.

4 Click the From button to display the From Picker, shown in Exhibit 3-9.

5 Do one of the following:

– Select the desired address from the list.

– Choose Other E-mail Address. In the Send From Other E-mail Address box, enter the desired e-mail address, or click From to select it from the Global Address List.

You can send messages from another address only if you have the proper permissions set up.

6 Compose the message or reply, and send it.

Exhibit 3-9: The From Picker, showing two Exchange e-mail accounts in the same Outlook profile

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Customizing messages 3–29

Do it! B-4: Specifying a sending account

Here’s how Here’s why 1 Create a message

2 Click the Options tab

3 In the Show Fields group, click From

Outlook displays the From field at the top of your new message.

4 Click From

To open the From Picker. You currently have your Outlook profile configured to use a single e-mail address: your Student## account. If you had Outlook configured with multiple accounts, you could select another account from this list.

5 On the Options tab, click From To hide the From field.

6 Close the message Don’t send or save it.

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Topic C: Voting buttons This topic covers the following Microsoft Office Specialist exam objectives for Outlook 2010.

# Objective

2.1 Create and send e-mail messages

2.1.8 Configure voting options

2.1.9 Configure tracking options

Adding voting buttons Explanation

Sometimes you might want recipients to respond to a message in just one or two words, such as “yes” or “no.” You can conduct such a poll by using voting buttons. Voting buttons help recipients respond easily, eliminate ambiguity in responses, ensure consistency in responses, and help you track the messages.

To add voting buttons to a message:

1 Open the Message window.

2 Click the Options tab.

3 In the Tracking group, click Use Voting Buttons and select the set of buttons you want to use.

4 Complete and send the message.

The default voting buttons available in Outlook are Approve or Reject, Yes or No, and Yes, No, or Maybe, as shown in Exhibit 3-10.

Exhibit 3-10: Adding voting buttons to a message

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Customizing messages 3–31

Do it! C-1: Adding voting buttons to a message

Here’s how Here’s why 1 Create a message

2 Address the message to your partner

3 Specify the subject as XX: New product brochure

Where XX is your lab station number. Your partner’s number will be identified as YY in upcoming activities.

In the message area, enter Please approve or reject the product brochure I showed you today.

Do not send the message yet.

4 Click the Options tab On the Ribbon.

Click Use Voting Buttons In the Tracking group.

Choose Approve;Reject

5 Send the message

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Answering messages with voting buttons Explanation

You will be prompted to vote when you receive a message that contains voting buttons. However, the notification is not especially prominent in either the Reading pane or the Message window.

As shown on the left in Exhibit 3-11, when you’re viewing a message in the Reading pane, an unobtrusive “Click here to vote” notification is displayed below the sender’s name. The notification has an orange background when you point to it, as shown. Otherwise, it has a white background.

As shown on the right in the exhibit, when you open a message to read it, a notice above the sender’s address directs you to click the Vote button on the Ribbon. Again, this notification is unobtrusive and easily missed. It does not change color if you point to it.

Because the notification can easily be missed, make sure that your message states that voting is part of the message.

Exhibit 3-11: Voting in the Reading pane (left) and the Message window (right)

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Customizing messages 3–33

Tracking responses

When recipients vote in a poll, you will receive their responses as replies to your original e-mail message. Each person’s vote will be added to the beginning of the Subject line and displayed in the message’s Info bar.

Outlook makes it easy to tally up the responses and track who voted with which answer. Click the information in the Info bar and choose “View voting responses.” The poll responses are displayed in a new window, as shown in Exhibit 3-12.

Exhibit 3-12: Vote responses are tallied and listed in a Message window

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Do it! C-2: Replying to a message with voting buttons

Here’s how Here’s why 1 Select the YY: New product

brochure message (The message from your partner.) To preview the message in the Reading pane. The Info bar tells you that the message contains a poll.

2 In the Reading pane, click Click here to vote

To display the poll’s options.

Choose Vote: Approve

To cast your vote. A message box appears.

Verify that Send the response now is selected

In the message box.

Click OK To send the message. The InfoBar shows how you voted, along with the date and time.

3 Open the Approve: XX: New product brochure message

This is the automatic response generated when your partner voted.

Observe the Info bar

4 Click The sender responded: Approve and choose View voting responses

Observe the voting responses To see the tally and a list of results in a Message window, as shown in Exhibit 3-12.

5 Close the voting-responses windows

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Customizing messages 3–35

Custom voting buttons Explanation

You’re not limited to the selection of polls included with Outlook. You can also create your own voting button names. To do so:

1 In a Message window, click the Options tab.

2 In the Tracking group, click Use Voting Buttons and choose Custom.

3 Under “Voting and Tracking options,” confirm that “Use voting buttons” is checked.

4 In the list box, enter the button names you want to use, separated by semicolons. Click Close.

5 Complete and send the message.

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3–36 Outlook 2010: Intermediate

Do it! C-3: Creating custom voting buttons

Here’s how Here’s why 1 Create a message

Address it to your partner

Enter a subject

Enter a brief message

2 On the Options tab, click Use Voting Buttons and choose Custom…

To open the Properties dialog box.

3 Edit the list next to “Use voting buttons” to read Excellent;Good;OK;Bad

To create voting buttons labeled Excellent, Good, OK, and Bad.

Click Close

4 Send the message

5 Open your partner’s message You’re opening the message window, instead of using the Reading pane, so that you can use the buttons on the Ribbon.

Click Vote, as shown

To display a list with four voting options.

Click to select a response, and then click OK

To send your vote to your partner.

6 Open the vote-response message from your partner

7 Close any open messages Leave Outlook open.

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Customizing messages 3–37

Topic D: Out-of-office messages This topic covers the following Microsoft Office Specialist exam objectives for Outlook 2010.

# Objective

3.2 Create and manage rules

3.2.1 Create rules

3.4 Manage automatic message content

3.4.3 Specify options for replies

Automatic replies Explanation

You might want to send automatic replies to the e-mail messages you receive, such as when you’re out of the office on a business trip. You can use the Automatic Replies dialog box, formerly called the Out of Office Assistant, to send such replies.

As shown in Exhibit 3-13, you can specify to always send automatic replies or to do so only between start and end times that you specify. You can also control whether such messages are sent to people inside your organization or outside your organization.

Exhibit 3-13: The Automatic Replies dialog box

In order to process automatic replies, Outlook must be open and running on your computer or you must use an Exchange Server. In an Exchange Server environment, it is the server, not Outlook, that manages the automatic replies.

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3–38 Outlook 2010: Intermediate

In such environments, when you configure Outlook to send automatic replies, it configures your Exchange account to send such responses.

Configuring automatic replies To configure automatic replies:

1 Click the File tab to display the Account Information page. (The Info command is selected by default on the File tab.)

2 Click Automatic Replies to open the Automatic Replies dialog box.

3 Select “Send automatic replies.”

4 Optional: Check “Only send during this time range.” Then specify the start and end times for the period during which the replies should be sent.

5 On the Inside My Organization tab, enter the message to be sent automatically when you receive an e-mail message from a sender in your organization.

6 On the Outside My Organization tab, clear the “Auto-reply to people outside my organization” box if you don’t want to send replies to such contacts. Or you can select “My Contacts only” to send automatic replies to only your contacts. Enter a separate message to be sent to people outside your organization.

7 Click OK.

A word of caution: It is considered a breach of e-mail etiquette to send automatic replies to e-mail lists and groups. Many such lists will unsubscribe you if you send out-of-office replies, so take care when configuring automatic replies to senders outside your organization. If the lists and groups are not in your Contacts list, you can select “My Contacts only” option to prevent automatic replies from being sent to your lists and groups.

Mail Tips

Mail Tips notifications are a new feature in Outlook 2010. These notifications are displayed in the Info bar and alert you to certain conditions. For example, when you address a message to a recipient who has enabled automatic replies, a Mail Tip will warn you before you even send the message.

Exhibit 3-14: Mail Tips warn you of various conditions, such as a recipient with Automatic Replies enabled

Some Mail Tips warnings work only with recipients in your organization and require Exchange Server. The notice about Automatic Replies being enabled is one such warning. Other warnings don’t have those requirements. For example, if you attach a very large picture file, a Mail Tips message will suggest that you resize the picture before sending it.

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Customizing messages 3–39

Do it! D-1: Enabling Automatic Replies

Here’s how Here’s why 1 Click the File tab and click

Automatic Replies To open the Automatic Replies dialog box.

2 Select Send automatic replies

3 Check Only send during this time range

In the Start time lists, specify the current date and time

To specify the time after which automatic replies will be sent.

In the second End time list, specify one hour from now

To specify the time after which automatic replies will no longer be sent.

4 On the Inside My Organization tab, enter I am busy in class. I’ll return your e-mail as soon as I can.

5 Click the Outside My Organization (On) tab

Automatic replies to senders outside your organization are automatically turned on when you turn on internal replies.

Select My Contacts only To specify that replies should be sent to only the people in your Contacts list.

6 On the Outside My Organization tab, enter I am busy in class. I’ll return your e-mail as soon as I can.

7 Click OK To close the Automatic Replies dialog box.

8 Observe the new border around the Automatic Replies section of the window

The change in background color and text and the addition of the border and button indicate that you have enabled Automatic Replies.

9 Click the Home tab

A message beneath the Ribbon warns you that the Automatic Replies feature is enabled.

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3–40 Outlook 2010: Intermediate

10 Create a message

Address it to your partner

A warning alerts you that your recipient has configured an automatic reply.

Enter a subject and message of your choice, and click Send

11 When the automatic reply appears in your Inbox, click the message

“Automatic Reply” has been added to the Subject line, and the message your partner entered is displayed in the message’s body.

Automatic Reply rules Explanation

You can create rules to automatically manage incoming messages when Automatic Replies are enabled. For example, you can create rules to automatically move or copy messages to other folders, to delete messages, to forward a message to a specific person, and so on.

To create rules:

1 Click the File tab. On the Account Information page, click Automatic Replies. If you have not already configured Automatic Replies, do so now.

2 Click Rules to open the Automatic Reply Rules dialog box. Rules you create are listed here in the order in which they’ll be processed.

3 Click Add Rule to open the Edit Rule dialog box.

4 Under “When a message arrives that meets the following conditions,” specify the conditions that the message must meet for the rule to be applied. If you want to specify more conditions, click Advanced, select the options you want, and click OK.

5 Under “Perform these actions,” select the actions you want Outlook to take. You can select more than one action.

6 Click OK to close the Edit Rule dialog box.

7 Create additional rules, if appropriate.

8 Click OK twice to close the Automatic Reply Rules and Automatic Replies dialog boxes.

Disabling and deleting rules

You can disable rules or delete them. Disabling a rule preserves it in case you want to enable it again in the future. Deleting a rule removes it permanently. To disable or delete a rule:

1 Click the File tab and then click Automatic Replies.

2 Click Rules.

3 To disable a rule, in the Status column, clear the checkbox next to the rule. To delete a rule, select it and click Delete Rule.

4 Click OK twice.

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Customizing messages 3–41

Do it! D-2: Setting Automatic Reply rules

Here’s how Here’s why 1 Click the File tab and then click

Automatic Replies To open the Automatic Replies dialog box.

2 Click Rules To open the Automatic Reply Rules dialog box.

3 Click Add Rule To open the Edit Rule dialog box.

4 Click From To open the Choose Sender dialog box.

Select your partner and click From

To fit the rule, the e-mail message must be from your partner.

Click OK To close the Choose Sender dialog box.

5 Check Sent directly to me To fit the rule, the e-mail message must be sent directly to you. If your address is in the Cc or Bcc lines, the rule won’t apply.

6 Under “Perform these actions,” check Delete

Messages sent from your partner to you will automatically be deleted.

7 Under “Perform these actions,” check Forward

In the To box, enter Instructor You’ll forward messages to the Instructor.

8 Click OK Your new rule is listed in the Rules dialog box. The Status column has a check.

9 Click OK twice To close the dialog boxes.

10 Click the Home tab

11 Send a message to your partner with the subject Project Update

12 Click the Send/Receive button, as shown

To force Outlook to check for new messages. Your partner’s e-mail message won’t show up because the rule has automatically forwarded the message to the Instructor and then deleted it from your Inbox.

13 Select Deleted Items Outlook moved your partner’s Project Update message to your Deleted Items folder.

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3–42 Outlook 2010: Intermediate

14 Click the File tab and then click Automatic Replies

Click Rules

15 With the FROM:Student## rule selected, click Delete Rule

Click Yes

16 Click OK twice

Turning off Automatic Replies Explanation

When you return to the office, you should turn off Automatic Replies. There are various ways to do this:

• In your Inbox, click the Turn Off button on the warning bar that is displayed below the Ribbon.

• Click the File tab. On the Account Information page, click the Turn Off button.

• Click the File tab and then click Automatic Replies. Select “Do not send automatic replies” and click OK.

Do it! D-3: Turning off Automatic Replies

Here’s how Here’s why 1 Click the File tab To display the Account Information page.

2 Click Turn Off In the Automatic Replies section of the Account Information page.

3 Click the Home tab The warning bar no longer appears beneath the Ribbon. The Automatic Replies feature has been turned off.

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Customizing messages 3–43

Unit summary: Customizing messages Topic A In this topic, you formatted messages by using themes, styles, and message stationery.

You created custom message stationery, and you modified the predefined stationery by using the Signatures and Stationery dialog box. Then, you learned how to control message options by using the message Properties dialog box and the Outlook Options dialog box. You learned how specify a message’s format as plain text, rich text, or HTML.

Topic B In this topic, you configured multiple signatures and modified a signature. Then you learned how to use an electronic business card as a signature. You also learned how to specify a sending account for a new e-mail message or a reply.

Topic C In this topic, you used voting buttons. You learned how to use predefined voting buttons and create custom voting buttons in order to send a poll in an e-mail message. You learned how to use the voting buttons to respond to a message and how to track responses to a poll.

Topic D In this topic, you used Automatic Replies to send automatic out-of-office replies. You configured separate messages for senders within your organization and outside your organization. You created rules that managed the e-mail messages you received while Automatic Replies were enabled. Finally, you turned off Automatic Replies.

Independent practice activity In this activity, you will set the default message stationery and then modify stationery. You’ll also use the Automatic Replies feature.

1 Set the default message stationery as Notebook.

2 Modify the Notebook stationery by specifying new font formatting for new messages and for message replies. Compose a message to test your changes. You don’t have to send the message.

3 Set the message stationery to (No Theme). Beneath “New mail messages,” click Font and then select +Body. Do the same for replies. Save your changes. Compose a message to test your changes.

4 Modify the default message properties so that all messages you send are marked with the Private sensitivity label. (Hint: Use the Outlook Options dialog box to configure this option.)

5 Compose a message and confirm that it is marked with the Private sensitivity label.

6 Modify the default message properties so that all messages you send are marked with the Normal sensitivity label.

7 Edit the signature options such that both new messages and replies/forwards are sent without any signature. Confirm your changes by composing a new message to your partner. You don’t have to send the message.

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3–44 Outlook 2010: Intermediate

Review questions 1 When you use the message Properties dialog box to specify message settings, which

messages are affected by the settings?

Only the current message

2 How can you change the delivery options for all messages?

Use the Outlook Options dialog box. (Click the File tab, click Options, and then click Mail.)

3 True or false? You can create multiple stationery items, but set only one to be the default.

True

4 How do you apply a theme for a single message?

To apply a theme, create a message and click the Options tab. Click Themes and select the theme you want to apply.

5 Which of the following are predefined voting buttons? (Choose all that apply.)

A Approve;Reject

B Yes;No

C Excellent;Good;Bad

D Yes;No;Maybe

6 How do you cast your vote when you receive an e-mail message containing voting buttons?

• In the Reading pane, click “Click here to vote,” select your vote, and click OK.

• In a Message window, click the Vote button on the Ribbon, select your vote, and click OK.

7 How do you change the signature for a single message?

Create a message. In the Include group on the Ribbon, click Signature. Select the signature you want to use.

8 How can you track voting responses to a poll?

Open a response message. Then click the InfoBar and choose “View voting responses.”

9 When you address a message to a recipient who has Automatic Replies enabled, Outlook displays a(n) ______ ______ in the Info bar to warn you that your message might not be read immediately.

Mail Tip

10 True or false? You can define only one rule for handling messages received while you have Automatic Replies enabled.

False. You can define multiple rules and specify the order in which they are applied.

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4–1

U n i t 4 Organizing items

Unit time: 60 minutes

Complete this unit, and you’ll know how to:

A Use folders to organize e-mail messages.

B Use Instant Search and advanced searches to find messages from a single person or to find a contact or task.

C Use filters to display only those items that meet criteria you specify.

D Assign categories to Outlook items, such as messages, appointments, and contacts, so you can organize and find similar items.

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4–2 Outlook 2010: Intermediate

Topic A: Folders Explanation In Outlook, you can create folders and use them to organize various items. You can

create folders to organize e-mail messages, InfoPath forms, Calendar items, contacts, journal items, notes, tasks, unread messages, or any other kinds of items that you want to group together.

To create a folder:

1 In the Navigation pane, select a location for the new folder. For example, you can create folders to organize e-mail messages in your Inbox, Draft, or Sent Items folders. You can create folders within folders.

2 Right-click and choose New Folder.

3 In the Name box, enter a name for the new folder.

4 From the Folder contains list, select the type of Outlook item the folder will contain. The options are shown in Exhibit 4-1.

5 Verify the location of the folder.

6 Click OK.

You can then drag items into the folder.

Exhibit 4-1: Folder content options

Do it! A-1: Creating a folder

Here’s how Here’s why 1 In the Navigation pane, click

Mail (If necessary.) To activate the Mail pane. Your instructor will send you two e-mail messages so you can practice searching for mail items.

2 In the Navigation pane, right-click Inbox and choose New Folder…

You’ll move a message into a new folder so you can test the process of searching folders.

Name the folder Product info

3 Move the Product Changes message into the Product info folder

Drag the message to the folder.

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Organizing items 4–3

Topic B: Searching This topic covers the following Microsoft Office Specialist exam objectives for Outlook 2010.

# Objective

1.4 Apply search and filter tools

1.4.1 Use built-in Search folders

Outlook search tools Explanation You will probably find it more and more difficult to find the information you need as

your Inbox grows and you amass a collection of folders, messages, and other items. Fortunately, Outlook provides search tools you can use to sift through the clutter to find just the items you need.

Instant Search The Instant Search feature, available in the Folder pane, enables you to quickly search

the current folder. For example, as shown in Exhibit 4-2, when you’re viewing your Inbox folder, Instant Search provides a way to search your Inbox for messages. By default, Instant Search does not look in subfolders. But if the results don’t include what you’re looking for, you can expand your search to include subfolders.

Exhibit 4-2: Instant Search with search results

If the item you’re searching for is not located in the current folder, Outlook will prompt you to search again in other related locations. With mail, for example, you can click “Try searching again in All Mail Items,” shown in Exhibit 4-2, to search additional e-mail-related locations. Calendar searches find events in your current calendar. If you have another user’s calendar open, it will not be searched.

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4–4 Outlook 2010: Intermediate

Do it! B-1: Using Instant Search

Here’s how Here’s why 1 In the Search Inbox box, enter

Product

To search for messages containing the word “Product.” Your results might not match the image shown here. Regardless, your results do not include the Product Changes message that you moved to the folder.

2 Click Try searching again in All Mail Items

This time, the search results include the message you moved to the folder.

3 Click as shown

To clear the search results and return to the Inbox folder.

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Organizing items 4–5

Advanced searches Explanation

You can perform more complex searches that specify multiple search criteria. You can also narrow a search by searching within the results of a broader search.

When you perform an Instant Search, or if you click the search button (the magnifying-glass icon beside the search box), Outlook displays the Search Tools | Search tab on the Ribbon. Using the buttons on this tab, shown in Exhibit 4-3, you can change the scope of your search, add search criteria, and reuse recent searches.

Exhibit 4-3: The Search Tools | Search tab

To specify where Outlook will search, you use the commands in the Scope group on the Search tab. For example, you can search both the current folder and its subfolders by clicking All Subfolders. You can do so before or after entering your search words in the search box.

You can specify or add search criteria by using the commands in the Refine group. For example, to search for messages sent to you by a particular person, click From and enter the person’s name or e-mail address in the search box.

To see additional search criteria options, click the More button in the Refine group. This button displays a menu of options, such as Cc and Bcc (which help you search for messages that you were copied on) and Body (which enables you to search the contents of messages rather than just their headers).

Search commands

As you click the search criteria buttons, Outlook enters command keywords into the search box. You can enter these commands yourself, rather than clicking the buttons. This might be useful if you want to specify multiple criteria. Some people just prefer typing commands rather than clicking buttons.

When using the commands in the following table, enter the keyword and colon as shown. Variable text you supply, such as a sender’s address, is shown in italics.

Search command Search for messages…

subject:text With Subject lines containing the word you type in place of text.

from:name_or_address From the sender you specify by name or e-mail address.

received:date Received on the date you specify. You can use references, such as yesterday, Monday, February, or Last Week, or you can enter a specific date, such as March 22, 2010.

read:yes read:no

That are read or unread, respectively.

hasattachments:yes hasattachments:no

That have attachments, or do not have attachments, respectively.

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4–6 Outlook 2010: Intermediate

Reusing a recent search

Outlook saves the last 10 searches you’ve performed. You can reuse any of these searches. To do so, click Recent Searches on the Search tab and choose the search you want from the resulting list.

Do it! B-2: Performing advanced searches

Here’s how Here’s why 1 Click the Search button, as shown

To display the Search tab on the Ribbon.

2 In the Refine group, click From

(On the Search tab.) To begin searching for messages sent to you by a specific individual.

Type Instructor To search for messages from the Instructor. Only messages in your Inbox are found.

3 In the Scope group, click All Mail Items

(On the Search tab.) This time, the message in your Product info folder is also included in the search results.

4 Close the search Click the Close button, or click Close Search on the Search tab.

5 Display the Search tab

6 In the search box, enter hasattachments:yes

To search for messages with attachments. You might or might not find any messages.

7 Close the search

8 Display the Search tab

9 Click Recent Searches In the Options group on the Search tab.

Choose from:(Instructor) To repeat your search for messages sent to you by the Instructor.

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Organizing items 4–7

Searching your Calendar, Contacts, or Tasks Explanation

Instant Search is available in Calendar, Contacts, and Tasks, as well as in Mail. You can search Calendar for your appointments and meetings by entering keywords and phrases. In Contacts, you can search for a particular contact or job title. Similarly, you can search for tasks by keywords, dates, and other criteria.

Do it! B-3: Searching Calendar, Contacts, and Tasks

Here’s how Here’s why 1 Click Contacts You’ll search for one of your contacts.

2 In the Instant Search box, enter Kim

One or more contacts are found.

3 Click To clear the search and display all of your contacts.

4 Click Mail You’ll flag a message and then search for it as a task.

Click the Flag button, as shown

To flag the message as a to-do item.

5 Click Tasks

In the Instant Search box, enter Instructor

By default, Instant Search searches your To-Do list. The task with the subject Product Recall appears.

Click To clear the search and display your entire To-Do list.

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4–8 Outlook 2010: Intermediate

Customizing search settings Explanation

You can customize Outlook’s search settings. For example, you can specify that searches should include all folders, not just the current folder. You can change the highlight color, specify whether Outlook should search as you type, and manage indexing options. You do all of this through the Search page of the Outlook Options dialog box, shown in Exhibit 4-4.

Exhibit 4-4: The Search options page in the Outlook Options dialog box

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Organizing items 4–9

Do it! B-4: Customizing Instant Search

Here’s how Here’s why 1 Open the Outlook Options dialog

box

In the left pane, click Search To display the Search options, shown in Exhibit 4-4.

2 Clear When possible, display results as the query is typed

So that Outlook won’t search while you’re typing.

3 Click the Highlight color button, as shown

Click the bright green color, as shown

4 Click OK

5 Click Mail If necessary.

6 In the search box, type Instructor

Notice that the search is not performed as you type.

Press e To perform your search. The found text is highlighted in green rather in yellow.

7 Close your search

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4–10 Outlook 2010: Intermediate

Topic C: Filters This topic covers the following Microsoft Office Specialist exam objectives for Outlook 2010.

# Objective

1.4 Apply search and filter tools

Explanation

Filtering is the process of customizing your Outlook folders to display only those items that meet specified criteria. For example, you can apply a filter to display only those messages sent to you by one of your clients.

In many ways, filtering is like searching. An important difference is that a filter remains in place until you clear it. You can set a filter on your e-mail and then view your calendar, and when you return to your Inbox, the filter will remain in effect.

Filters affect only the current folder. A filter that you set on your Inbox has no effect on the items you’ll see in your calendar, for example. Furthermore, a filter has no effect on subfolders (unless you create a filter there also).

To filter messages:

1 In an empty area of the Folder Contents list, right-click to display a shortcut menu.

2 Choose Filter to open the Filter dialog box, shown in Exhibit 4-5.

3 Specify the desired filter criteria.

4 Click OK to set the filter and close the Filter dialog box.

Exhibit 4-5: The Filter dialog box

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Organizing items 4–11

Do it! C-1: Applying filters to find messages

Here’s how Here’s why 1 In the Folder Contents list,

right-click an empty area, as shown

(Scroll down, if necessary.) To display a shortcut menu. You’ll filter your Inbox.

Choose Filter… To open the Filter dialog box, shown in Exhibit 4-5. By default, the Messages tab is active.

2 In the From box, enter Instructor

Click OK

To set the filter criterion and close the Filter dialog box. The words “Filter applied” are displayed at the left end of the status bar.

3 Click Calendar

4 Click Mail Only the messages that meet your filter’s condition are displayed in your Inbox, even though you switched views. Filters remain in effect until you clear them.

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4–12 Outlook 2010: Intermediate

Removing filters Explanation Filters remain in effect until you clear them. You can remove a filter by following these

steps:

1 Open the Filter dialog box.

2 Click Clear All to remove the filter settings.

3 Click OK.

Do it! C-2: Removing a filter

Here’s how Here’s why 1 In the Folder Contents list,

right-click an empty area

Choose Filter… To open the Filter dialog box.

2 Click Clear All To remove the filter settings.

3 Click OK To close the Filter dialog box. All messages now appear in the Folder Contents list.

4 Observe the status bar It no longer displays the “Filter applied” text.

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Organizing items 4–13

Topic D: Categories This topic covers the following Microsoft Office Specialist exam objectives for Outlook 2010.

# Objective

1.2 Manipulate item tags

1.2.1 Categorize items

1.4 Apply search and filter tools

1.4.1 Use built-in Search folders

Outlook categories Explanation

A category is a color-coded label that you assign to Outlook items. By using different categories, you can organize and find Outlook items more easily. Outlook provides several default color categories.

You can assign a category to an item in a couple of ways. You can select the item, click Categorize (in the Tags group on the Home tab), and choose a category. You can also right-click the item, choose Categorize, and choose a category.

The first time you use a color category, you’ll be prompted to name it, as shown in Exhibit 4-6. You can keep the color names, but you’ll probably find project- or work-related names, such as Project Wonder Widget, easier to remember.

Exhibit 4-6: The Rename Category dialog box

You can rename a category. To do so, click Categorize on the Home tab and choose All Categories. Select the category you want to rename and click Rename. Enter the new name and click OK.

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4–14 Outlook 2010: Intermediate

Do it! D-1: Using categories to group messages

Here’s how Here’s why 1 If the Reading pane is not visible,

click the View tab, click Reading Pane, and choose Right

To set the Reading pane to the right of the Folder Contents list.

2 Send a new message to your partner, with the subject Discussion on marketing policy

You’ll assign a category to the messages you receive from your partner so that they can be easily tracked in the future.

Click Send

3 Select the message from your partner

After it arrives in your Inbox.

On the Home tab, in the Tags group, click Categorize and choose Red Category

To assign the Red category to the message. Because this is the first time you’ve used the Red category, the Rename Category dialog box appears, as shown in Exhibit 4-6.

4 In the Name box, enter Marketing

To change the name of the Red category to Marketing.

Click Yes

A red bar in the Reading pane indicates that you have assigned the Red category, now called Marketing, to this message.

5 Observe the message in the Folder Contents list

The red rectangle beside the message’s subject indicates that you have applied the red (Marketing) category to this item.

6 Right-click the Discussion on marketing policy message

Choose Categorize, Blue Category

When prompted, name this category Partner

You can assign more than one category to an item.

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Organizing items 4–15

Arranging, searching, and filtering by category Explanation

After you have assigned categories to messages, you can use those categories to find items. You can display the items in your Inbox, for example, in order by category. You can search according to a category label. You can also filter by category.

Arrange by category

To arrange items by category in the folder list, click the View tab and then click Categories in the Arrangement group. Alternatively, click the Arrange By heading in the Folder List pane and choose Categories. Either way, the Folder List pane will be sorted by category, as shown in Exhibit 4-7.

Exhibit 4-7: The folder list arranged by categories

Search by category

To search for items by category, click the search button (the magnifying glass). Then, on the Search tab, click Categorized and choose the category you want to look for. Items matching your criteria will be shown in the Folder Contents list, as shown in Exhibit 4-8.

Exhibit 4-8: Searching by categories

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4–16 Outlook 2010: Intermediate

Filter by category

You can filter folders by a category. For example, to filter your Inbox, right-click a blank area of the Folder Contents list and choose Filter. Click the More Choices tab. Click Categories, check the category or categories you want to filter by, and click OK twice. As with other filters, category-based filters remain in effect until you clear them.

Do it! D-2: Arranging and searching by category

Here’s how Here’s why 1 Click Arrange By Date

To display a menu.

Choose Categories To arrange the list by categories. Inbox items without a category assigned are listed first, followed by the categories in alphabetical order.

2 Click , next to “A on top”

To reverse the sorting order so that categorized items are listed first, in Z to A order, followed by uncategorized items.

3 Click the search button, as shown

To display the Search tab

4 In the Refine group, click Categorized and choose Marketing

To search for messages tagged with the Marketing (red) category.

5 On the Search tab, click Close Search

Or click the Close button on the Instant Search bar.

6 Display messages in Date order, with the newest messages on top

Click the Arrange By heading and choose Date. If necessary, click the sort order list and choose Newest on top.

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Organizing items 4–17

Categorizing your contacts Explanation

You can categorize contacts just as you categorize messages. Display your contacts list and select a contact. On the Ribbon, click Categorize and choose the category you want to use. After you have assigned a category to your contacts, you can search and filter by category to view subsets of your contacts list.

Do it! D-3: Categorizing a contact

Here’s how Here’s why 1 Click Contacts

In the Navigation pane, select the Contacts folder

If necessary.

2 Select Bill Becker If necessary.

3 Click Categorize and choose Green Category

To add the contact Bill Becker to the Green category. Because this is the first time you’ve used the Green category, the Rename Category dialog box appears. You’ll change the category name to “Business.”

4 In the Name box, enter Business

Click Yes

5 Click the search button The magnifying glass beside the Search Contacts box.

6 Click Categorized and choose Business

Just Bill Becker is listed now.

7 Click Close Search Or click the Close button on the Instant Search bar.

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4–18 Outlook 2010: Intermediate

Categorizing calendar items Explanation

You might want to distinguish important appointments or meetings by assigning a category. For example, you could assign a green category named Business to business-related appointments and meetings.

If you want to categorize an appointment or meeting, select it in the Calendar, click Categorize on the Ribbon, and choose the category you want to use. Categorized appointments and meetings are displayed in color in the Calendar view, as shown in Exhibit 4-9, and in the To-Do Bar.

Exhibit 4-9: Categorized calendar items

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Organizing items 4–19

Do it! D-4: Categorizing an appointment and a meeting

Here’s how Here’s why 1 Click Calendar

2 Switch to Day view If necessary.

3 Go to today’s date If necessary.

4 Create an appointment from 3:00 PM – 4:00 PM with the title HR appointment

If it is after 3:00 pm, select a later time so that your HR Appointment will display in the To-Do bar.

5 Create an appointment from 6:00 PM – 8:00 PM with the title Dinner Seminar

6 Select HR appointment

Click Categorize and choose Business

To categorize the appointment as a business appointment. The calendar item is shown in the category’s color (green).

7 Select Dinner Seminar

Click Categorize and choose Marketing

To categorize the appointment. The calendar item is shown in the category’s color (red).

8 Switch to Week view (Click the View tab and then click Week.) The calendar items retain their color coding even when you switch views.

9 Click Mail

10 Expand the To-Do Bar

(If necessary.) The calendar items in the To-Do Bar are also color-coded.

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4–20 Outlook 2010: Intermediate

Quick Click Explanation

For e-mail and task items, Outlook provides a shortcut method for applying a category. You can click the Quick Click box to assign a default category. Right-click the Quick Click box to assign another category, remove a category, or specify the default Quick Click category.

Do it! D-5: Assigning categories with Quick Click

Here’s how Here’s why 1 Observe the Discussion on

marketing policy message

You assigned two categories, indicated by the two colored rectangles, to this message.

2 Send a new message to your partner, with the subject Television ad script

You’ll categorize this message by using Quick Click.

3 For the Television ad script message, click the Quick Click box, as shown

To place the message in the Marketing (red) category.

4 Click the red rectangle To remove the Marketing category

5 Right-click the Quick Click box

Choose Business To apply the Business (green) category.

6 On the Ribbon, click Categorize and choose Set Quick Click…

To open the Set Quick Click dialog box. Here, you can specify which category should be applied when you left-click a Quick Click box.

7 From the list, select Partner

Click OK

8 Click the green Quick Click box To clear the current category assignment for the message.

Click the Quick Click box again To set the default category, which you defined to be the Partner (blue) category.

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Organizing items 4–21

Custom categories Explanation

In Outlook, you can create your own color categories if the available categories don’t meet your needs. For example, you could create a teal-colored category called Finance for your finance-related messages and appointments.

To create a color category:

1 On the Home tab, click Categorize and choose All Categories to open the Color Categories dialog box.

2 Click New to open the Add New Category dialog box, shown in Exhibit 4-10.

3 Enter a name for the category.

4 From the Color list, select a color for the category.

5 Optional: From the Shortcut Key list, select the keyboard shortcut you want to use to apply the category to items.

6 Click OK twice to add the category to the Categorize list.

Exhibit 4-10: The Add New Category dialog box

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4–22 Outlook 2010: Intermediate

Do it! D-6: Creating a category

Here’s how Here’s why 1 Click Categorize and choose

All Categories… To open the Color Categories dialog box.

2 Click New To open the Add New Category dialog box, shown in Exhibit 4-10.

3 In the Name box, enter Advertising

From the Color list, select Teal

To specify the color teal for the category.

From the Shortcut Key list, select CTRL+F2

To add a keyboard combination that you can use to add other contacts to this category.

Click OK To close the Add New Category dialog box. The new category is listed and selected.

4 Click OK To close the Color Categories dialog box and assign the category to the selected message.

5 On the Ribbon, click Categorize

The list of categories now includes your custom category. You can assign this category by using any of the techniques you used to assign the built-in categories.

Press g To close the Categorize menu. You can also click a blank area of the Outlook window.

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Organizing items 4–23

Search folders Explanation

Search folders enable you to quickly find related items. And because search folders remain available after you define them, you can use them in the future to find new items that you tag with a category.

For example, let’s say you create a Partner category to tag items related to dealings with a particular business partner. Months go by in this relationship, during which time you categorize many items. If you create a search folder based on the Partner category, all of the items you tag with the category will be accessible from the search folder regardless of when you tagged them.

To create a search folder:

1 Click Mail.

2 Right-click Search Folders in the Navigation pane and click New Search Folder to open the New Search Folder dialog box, shown in Exhibit 4-11.

3 In the Select a Search Folder list box, select the type of search folder you want to create.

4 Under Customize Search Folder, specify options for the search type.

5 Click OK.

The search folder with the category name appears under Search Folders in the Navigation pane.

Exhibit 4-11: The New Search Folder dialog box

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4–24 Outlook 2010: Intermediate

Do it! D-7: Sorting and searching by category

Here’s how Here’s why 1 In the Navigation pane, right-click

Search Folders and choose New Search Folder…

To open the New Search Folder dialog box, shown in Exhibit 4-11.

2 Scroll down and select Categorized mail

3 Click Choose To open the Color Categories dialog box.

Check Partner

Click OK To close the Color Categories dialog box.

Click OK To close the New Search Folder dialog box.

4 Expand Search Folders

(If necessary.) Notice the category search folder called Partner.

5 Select the Partner search folder (If necessary.) All messages from your partner that you’ve categorized as Partner appear in the search folder.

One by one, select each message in the search folder

Each one is assigned to the Partner category.

6 Select Inbox

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Organizing items 4–25

Unit summary: Organizing items Topic A In this topic, you searched for messages based on specific text by using the Instant

Search feature. You used Instant Search to search for tasks, appointments, meetings, and contacts.

Topic B In this topic, you used filters to display only those items that meet specified criteria. You then removed filters to display all messages in a folder.

Topic C In this topic, you learned that color categories can help you group related items. You learned how to categorize your messages, appointments, meetings, contacts, and tasks. You renamed the predefined color categories and created user-defined categories. In addition, you learned how to sort and search by categories.

Independent practice activity In this activity, you will search for messages and set a message filter. You’ll also create a category and apply it to several contacts.

1 In the Inbox folder, search for the messages that you’ve received from your partner.

2 Modify the search options so that search results appear as you type in the Instant Search box. Repeat your search.

3 Set the category for each message to Partner.

4 Create two contacts in your Contacts folder: Peter Greenfield, Vice President of Wonderland Hotels, and Scott Bates, Customer Service Director at Wonderland Hotels.

5 Define a new maroon category called Hotel Contacts.

6 Specify Hotel Contacts as the category for your contacts Peter Greenfield and Scott Bates.

7 Use the search-by-category tools to verify that both Peter Greenfield and Scott Bates are listed under the Hotel Contacts category. Clear the search.

8 Activate Mail.

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4–26 Outlook 2010: Intermediate

Review questions 1 In the Outlook window, where do you find Instant Search?

A On the Advanced toolbar

B In the Folder pane

C In the InfoBar

D On the Quick Access toolbar

2 How do you search all mail folders for a message?

After conducting a search, click “Try searching again in All Mail Items.”

3 True or false? By default, Outlook begins searching as soon as you begin typing in the Instant Search box.

True

4 Describe one way to display the Search tab.

The two primary ways are: Conduct an Instant Search; and click the Search button.

5 Because filtering a list changes the Folder Contents list, how do you know if a filter has been applied?

The words “Filter applied” appear in the status bar, at the bottom of the Outlook window.

6 How do you remove a filter?

Right-click an empty area of the Folder Contents list and choose Filter. Click Clear All and then click OK.

7 What is the purpose of assigning a color category to an Outlook item?

Categories can help you organize and easily find items.

8 True or false? You can add only a single category to a contact.

False. You can add as many categories as you want to a contact.

9 If none of the built-in categories are appropriate, how do you create your own custom category?

a Click Categorize and choose All Categories to open the Color Categories dialog box.

b Click New to open the Add New Category dialog box.

c Enter a name for the new category.

d Select a color and a shortcut key combination for the new category.

e Click OK twice.

10 How can you search by categories?

You can either use Instant Search or create a category Search folder.

11 What is the purpose of Quick Click?

You can click a small rectangle (the Quick Click box) beside an item to assign it a default category.

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5–1

U n i t 5 Organizing Mail

Unit time: 60 minutes

Complete this unit, and you’ll know how to:

A Organize messages by using views and by sorting and grouping messages.

B Create rules to automatically manage and organize messages.

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5–2 Outlook 2010: Intermediate

Topic A: Organizing the Inbox folder This topic covers the following Microsoft Office Specialist exam objectives for Outlook 2010.

# Objective

1.3 Arrange the Content pane

1.3.1 Show or hide fields in a list view

1.3.2 Change the reading view

Organization tools Explanation Outlook provides you with various tools and techniques for organizing your Inbox. You

might have used Search folders and filters already to dig through your messages. Other options include:

• Switching folder views

• Sorting and arranging messages

• Using conversations

• Creating custom views

Working with views A view is a set of options for displaying messages or items in a folder. For example, in

the Inbox’s Compact view, messages are listed in reverse chronological order, grouped by conversations. Subjects are displayed on one line, with the sender and date on a second line. The Reading pane displays the contents of the selected message.

Outlook includes several built-in views, each of which you can customize. You can also create your own custom views. A view is made up of a view type, fields, grouping and sorting options, colors, and fonts.

Changing the view

To change the view, click the View tab. Then click Change View and choose the view you want to use. The Change View menu is shown in Exhibit 5-1.

Exhibit 5-1: Changing the view in the Inbox folder

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Organizing Mail 5–3

Do it! A-1: Changing views

Here’s how Here’s why 1 Display your Inbox (In the Navigation pane, click Mail and select

Inbox.) The current view displays all messages in the Inbox in a two-line format.

2 Click the View tab

Click Change View and choose Single

To switch to the Single view. Messages are now shown in a one-line format.

Click where indicated

You can sort the messages by clicking a column’s header.

3 Change to the Preview view (Click Change View and choose Preview.) The Reading pane is hidden, and messages are listed in a one-line format that spans the width formerly shared by the Folder and Reading panes.

4 Change to the Compact view To return to the default Inbox view.

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5–4 Outlook 2010: Intermediate

Arranging and sorting items Explanation You can arrange the items in your Folder Contents list based on various criteria, such as

the date, the sender’s name, or the subject. You can also sort the items in ascending or descending order. By default, messages in the Inbox are grouped by conversation and arranged by date. The newest messages appear at the top of the Folder Contents list.

You can choose one of the predefined arrangements described in the following table or create a custom arrangement. Unless otherwise specified, in all of the arrangements, messages are sorted by date, with the newest messages listed first.

Arrangement Grouped by…

Date Date sent.

From Sender.

To First recipient in the To line.

Categories Categories, with uncategorized messages listed first, followed by categories in alphabetical order.

Flag: Start Date Flagged messages by start date. (No Date items are listed first, followed by groups for any other specified start dates.)

Flag: Due Date Flagged messages by due date. (No Date items are listed first, followed by groups for any other specified due dates.)

Size Message size in the following categories: Enormous (> 5 MB), Huge (1–5 MB), Very Large (500 KB–1 MB), Large (100–500 KB), Medium (25–100 KB), Small (10–25 KB), and Tiny (< 10 KB).

Subject Subject, alphabetically.

Type Item type, such as Message (e-mail messages), Automatic Reply, Meeting request, and so forth.

Attachments Messages with attachments and those without attachments.

E-mail Account E-mail accounts defined on your system.

Importance Importance level (High, Normal, and Low), with the highest-priority messages listed first (at the top).

Selecting an arrangement

Outlook provides at least three means to set the arrangement of messages in the Folder Contents list. These are:

• Click the View tab and then click the desired arrangement type in the Arrangement group.

• Click the Arrange By heading of the Folder Contents list and choose an arrangement type.

• Right-click a blank area of the Folder Contents list, choose Arrange By, and choose an arrangement type.

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Organizing Mail 5–5

Sorting an arrangement

Each of the arrangements has a default sorting order for its groupings. For example, the Importance arrangement lists the most important messages at the top. Within a group, messages are listed in chronological order, with the newest messages listed first.

You can change the grouping order with a simple click. The only tricky part is that the label of the button you click changes depending on the arrangement you have selected. For example, with messages arranged by Conversations, you’ll see a button with the label “Newest on top” in the header of the Folder Contents list. With the Importance arrangement active, that same button is labeled “High on top.” Regardless of its label, click that button to reverse the sorting order.

Ungrouping messages

By default, items are arranged in groups. For example, arranging items by Importance creates a view in which messages with the same Importance level are listed together, along with a heading. You can display messages without this grouping. In that case, messages are simply listed, one after the other, in the Folder Contents list, ordered by the criteria you selected for the arrangement and sorting.

To display messages without the grouping, click the More button in the Arrangement group on the View tab. Then choose Show in Groups to clear the option.

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5–6 Outlook 2010: Intermediate

Do it! A-2: Arranging and sorting messages

Here’s how Here’s why 1 Click the View tab If necessary.

2 In the Arrangement group, click Categories

To arrange messages by category.

3 Click Arrange By: Categories

Choose Size To arrange messages in groups by size.

4 Click Largest on top

To change the sorting order—in this case, to smallest first.

5 Click Calendar

Click Mail The arrangement and sorting of messages is preserved as you switch between folders.

6 Click the View tab

7 Click the More button, as shown

Click Show in Groups To clear the option and show messages without grouping them. Messages are still arranged by size and sorted from smallest to largest. However, the groupings and headings are no longer displayed.

8 Click Reset View

Click Yes To reset the view to its default settings: Arrange by Date (Conversations) with Newest on Top.

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Organizing Mail 5–7

Conversations Explanation In Outlook 2010, Microsoft has introduced a new sort order called “conversations.” A

conversation includes all of the messages that share a Subject line. The messages in a conversation can be stored in various folders and can be from any sender, including you.

For example, let’s say you send a message to your manager, Sheila, and to your co-worker Bob with the subject “First-quarter sales numbers.” Both Bob and Sheila respond. The conversation for this message thread will include your original message (from your Sent Items folder), Bob’s reply, and Sheila’s reply.

If you send another message to both Sheila and Bob, this one with the subject “Customer feedback,” it will not be part of the same conversation. Conversations, sometimes called threads, are based on the subject, not the recipients, of the messages.

To view a folder as conversations, display the Arrange By list and select Show As Conversations. This option is enabled only when you have chosen to arrange items by date. You will be prompted to enable conversations for just the current folder or all folders.

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5–8 Outlook 2010: Intermediate

Do it! A-3: Exploring conversations

Here’s how Here’s why 1 Click the Arrange By heading

and select Show as Conversations

Click This folder To apply Conversations view to just the current folder.

2 Send a message to your partner, with the subject XX: Join the conversation

Where XX is your lab station number. Your partner will send you a similar message, prefixed with his or her lab number.

3 Reply to the message, using the subject YY: Join the conversation

Where YY is your partner’s lab station number.

4 Select the message with the subject XX: Join the conversation

Where XX is your lab station number. This is the message you sent to your partner.

5 Observe the triangle icon to the left of the subject

This triangle indicates that additional information is available in this conversation. This single Inbox item represents the conversation (exchange of messages) between you and your partner.

6 Click the triangle

To expand the conversation. At this point, you see the two messages (the reply and reply-to-all messages) sent to you by your partner.

7 Observe the orange connector line to the left of the messages

It shows that the selected message was sent in reply to the last message in the list (which is your original note).

Select XX Join the conversation

(Where XX is your lab station number.) To select the whole thread. The orange lines are no longer visible, though the dots are. The conversation connector lines help you determine, at a glance, the relationship between messages, so the lines have no relevance when you select the entire thread (by clicking its Subject line).

8 Click the View tab

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Organizing Mail 5–9

9 Click Conversation Settings

To display a menu. Using these options, you can configure the conversation views.

Choose Use Classic Indented View

To change the way conversations are presented. The conversation is collapsed.

10 Expand the conversation

(Click the triangle beside the “XX: Join the conversation” message.) The message you sent is now listed before your partner’s reply in the thread.

11 Click Conversation Settings

Choose Use Classic Indented View

To deselect the option.

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5–10 Outlook 2010: Intermediate

Conversation management Explanation Outlook provides two helpful tools for managing conversations. These are Clean Up

and Ignore. Both commands are located on the Home tab of your Inbox.

Clean Up

As conversations go on, you can end up with many duplicates of messages. This happens because each reply contains a copy of the original message (unless the sender deleted that content before clicking Send). You could end up with many copies of the same original message if lots of people reply to it.

You can use the Clean Up command to remove this duplicated information. Doing so reduces the amount of space used by your mailbox. Outlook retains at least one copy of the original message so that you can refer to it later if necessary.

Ignore

Sometimes a thread of messages includes you but doesn’t apply to you. Maybe you were incorrectly invited to a meeting, or maybe you can’t attend the lunch being set up by a group of co-workers. In these cases, you can use the Ignore command to delete the entire conversation. Any future messages in that thread will also be automatically deleted.

Do it! A-4: Managing conversations

Here’s how Here’s why 1 Expand the “XX: Join the

conversation” thread Click the triangle button.

Select the message with your partner’s address

(If necessary.) This is your partner’s reply. It contains a copy of your original message.

2 Click the Home tab

3 In the Delete group, click Clean Up and choose Clean Up Conversation

There isn’t enough redundant information in the conversation to clean up, but you will complete the steps anyway.

Click Clean Up and click OK You’re informed that no messages were cleaned up. If messages had been cleaned up, this dialog box would have summarized the actions that Outlook performed.

4 Click Ignore In the Delete group on the Home tab.

Click Cancel To cancel the operation. When you ignore a conversation, all future messages in that conversation will be automatically deleted.

5 Click the Arrange By heading and select Show as Conversations

Click This folder To deselect the option and arrange your Inbox by date.

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Organizing Mail 5–11

Custom views Explanation You can customize the built-in views or create your own from scratch. You might do so

if you have many messages to manage and the built-in views don’t meet your needs.

To create a customized version of a view:

1 Click the view and grouping you want to customize.

2 On the View tab, in the Current View group, click View Settings to open the Advanced View Settings dialog box, shown in Exhibit 5-2.

3 Click the buttons for the options you want to customize, and specify your desired settings.

You can show or hide fields in the list view by clicking Columns and adding or removing fields, as shown in Exhibit 5-3.

4 Click OK until you are back at your Inbox.

Exhibit 5-2: The Advanced View Settings dialog box

Exhibit 5-3: Showing or hiding fields

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5–12 Outlook 2010: Intermediate

Defining a new view

You can create a view and add it to the Change View menu. To do so:

1 On the View tab, click Change View and choose Manage Views.

2 In the Manage All Views dialog box, shown in Exhibit 5-4, click New.

3 In the Create a New View dialog box, shown in Exhibit 5-5, enter a name for the new view, select a view type, specify the folder for the view, and click OK. The Advanced View Settings dialog box appears.

4 In the Advanced View Settings dialog box, click the buttons for the options you want to customize and specify your desired settings. Then click OK.

5 Click Apply View.

Exhibit 5-4: The Manage All Views dialog box

Exhibit 5-5: The Create a New View dialog box

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Organizing Mail 5–13

Do it! A-5: Creating a custom view

Here’s how Here’s why 1 Click the View tab If necessary.

2 Click View Settings You’ll begin by customizing the existing Compact view. You’ll remove the Categories field from the display.

3 Click Columns

4 In the “Show these columns in this order” list, select Categories

Click Remove

5 Click OK twice

The Categories field is no longer displayed next to the Flag field.

6 Click View Settings

7 Click Columns

8 In the “Select available columns from” list, select All Mail fields

9 In the “Available columns” list, select Categories

Click Add

10 Click OK twice

The Categories field is displayed again.

11 In the Current View group, click Change View

You’ll create your own view.

Choose Manage Views… To open the Manage All Views dialog box.

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5–14 Outlook 2010: Intermediate

12 Click New To open the Create a New View dialog box.

In the Name box, enter Timeline To give your view a name.

In the “Type of view” list, select Timeline

Outlook offers various view types, which control how the information is laid out. The views you have used so far have used the Table view.

Click OK To save your new view and open the Advanced View Settings dialog box.

13 Click Group By

From the “Group items by” list, select Categories

Click OK To save your Group By customizations.

14 Click OK To save your settings and close the Advanced View Settings dialog box.

15 Click Apply View To activate your new view and close the Manage All Views dialog box. Your Inbox is shown as a timeline, with each category occupying its own row. You might have to scroll to view messages in your Inbox.

16 Click Change View

Your new view is listed on this menu.

17 Choose Compact To switch to the default view.

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Organizing Mail 5–15

Deleting custom views Explanation If you no longer need a custom view that you created, you can delete it. Doing so

reduces clutter in the menus and makes more room for new view items. To delete a view:

1 On the View tab, click Change View and choose Manage Views.

2 Select the view you want to delete and click Delete.

3 Click Yes to confirm your actions.

4 Click OK to close the Manage All Views dialog box.

If you delete the current view, its settings remain in effect until you select a different view or switch to a different folder. For example, let’s say you switch to the custom Timeline view. If you delete the Timeline view, your messages will still be displayed in the timeline arrangement. If you then switch to your Calendar, the timeline settings will be removed and the default view’s settings will be applied.

Do it! A-6: Deleting your custom view

Here’s how Here’s why 1 Click Change View and choose

Timeline To switch to your Timeline view.

2 Click Change View and choose Manage Views…

To open the Manage All Views dialog box.

3 Select Timeline You’ll delete your custom view

Click Delete

Click Yes To confirm your intention to delete the view.

4 Click OK To close the Manage All Views dialog box. The Timeline view’s settings are still in effect.

5 Click Calendar

Click Mail Your view has been reset to the default, which is Compact view.

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5–16 Outlook 2010: Intermediate

Topic B: Setting rules This topic covers the following Microsoft Office Specialist exam objectives for Outlook 2010.

# Objective

3.2 Create and manage rules

3.2.1 Create rules

3.2.2 Modify rules

3.2.3 Delete rules

Outlook rules Explanation In Outlook, rules specify automated means for handling messages. For example, you

might define a rule that all messages sent by a particular client should be moved to a specific folder. As messages arrive in your Inbox, Outlook applies the rule: if the message is from the sender you specified, Outlook moves it to the folder. Rules help you organize and find messages in your Inbox.

Creating rules You can create rules in at least two ways. If you have an e-mail message that meets the

criteria you want to use in your new rule, you can select that message, click Rules, and choose Create Rule. Alternatively, you can start the Rules Wizard by clicking Rules, choosing Manage Rules & Alerts, and clicking New Rule.

Once you have defined your rules, you can manage them by using the Rules and Alerts dialog box, shown in Exhibit 5-6. You can specify the order in which rules are applied. You can apply rules manually, and you can define, modify, and delete rules.

Exhibit 5-6: The Rules and Alerts dialog box

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Organizing Mail 5–17

Rule templates

You can either create a rule based on an Outlook template or start from a blank rule. Templates provide various predefined settings or actions, which you’d have to specify if you started from a blank rule. Exhibit 5-7 shows the templates you can use to build your rules.

Exhibit 5-7: Outlook provides various templates you can use when creating rules

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5–18 Outlook 2010: Intermediate

Do it! B-1: Creating a rule

Here’s how Here’s why 1 Click Mail (If necessary.) You’ll create a rule to store a

copy of all messages from your partner in the My Business Partner folder, which you’ll create next.

In your Inbox, create a folder named My Business Partner

Right-click Inbox and choose New Folder. Enter My Business Partner in the Name box, verify that the “Folder contains” list contains Mail and Post Items, and click OK.

2 On the Home tab, click Rules and choose Manage Rules & Alerts…

(In the Move group.) To open the Rules and Alerts dialog box.

3 Click New Rule In the upper-left corner of the Rules and Alerts dialog box.

4 Under Stay Organized, select Move messages from someone to a folder

(If necessary.) To create a rule that will move messages from a particular person to a folder.

5 Under “Step 2: Edit the rule description,” click people or public group

To apply rules to the messages sent by a specific person. You can also check additional conditions if you need to do so.

6 From the Name list, select student##

To select your partner’s e-mail address.

Click From

Click OK

7 Click specified as shown

8 In the “Choose a folder” list, expand the Inbox and select My Business Partner

This is the folder to which the messages will be moved.

Click OK

Observe the rule

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Organizing Mail 5–19

9 Click Next four times To move through the pages of the wizard. You could use the options on those pages to further define the rule.

10 Enter Move my partner’s messages

To specify a name for your rule.

Observe the options

11 Click Finish Your new rule is listed in the dialog box.

Click OK To close the Rules and Alerts dialog box.

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5–20 Outlook 2010: Intermediate

Applying rules Explanation

If they’re enabled, rules are automatically applied with the arrival of each new e-mail message. You can also apply rules manually by opening the Rules and Alerts dialog box and clicking Run Rules Now.

Do it! B-2: Observing a rule in action

Here’s how Here’s why 1 Send a message to your partner,

with the subject Testing the new rule

On the Quick Access toolbar, click

(The Send/Receive button.) To ensure that you receive your partner’s message.

2 Observe your My Business Partner folder

3 Select the My Business Partner folder

Your partner’s message was moved into the folder, as specified by the rule.

4 Display your Inbox

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Organizing Mail 5–21

Turning off and deleting rules Explanation

If you want to temporarily disable a rule, you can turn it off. If you no longer need a rule, you can delete it.

To turn off a rule:

1 Open the Rules and Alerts dialog box.

2 In the list of rules, clear the box for the rule you want to turn off.

3 Click OK.

To delete a rule:

1 Open the Rules and Alerts dialog box.

2 In the list of rules, select the rule that you want to delete.

3 Click Delete and then click Yes.

4 Click OK.

Do it! B-3: Turning off and deleting a rule

Here’s how Here’s why 1 Click Rules and choose

Manage Rules & Alerts…

2 Clear Move my partner’s messages

To disable this rule. If you were to click OK now, the rule would be disabled but kept on your system for later use.

3 Click Delete

Click Yes To delete the rule.

4 Click OK To close the Rules and Alerts dialog box.

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5–22 Outlook 2010: Intermediate

Custom rules Explanation

You can create custom rules without using the rule templates. You would do so in order to specify criteria and actions not included with the templates.

To create a custom rule:

1 Open the Rules and Alerts dialog box.

2 Click New Rule to start the Rules Wizard.

3 Under “Start from a blank rule,” click “Apply rule on messages I receive.” Click Next. Alternatively, you can apply rules to outgoing messages by clicking “Apply rule on messages I send.”

4 Specify the conditions that will trigger your rule’s actions. To do so, check their boxes, and if necessary, click the underlined link in the “Step 2: Edit the rule description” box. Click Next.

5 Specify what to do with a message that meets your rule’s criteria. If necessary, configure the action by clicking the underlined link in the “Step 2: Edit the rule description” box. Click Next.

6 Optional: Specify exceptions to the rule by checking their boxes and, if necessary, clicking the underlined link in the “Step 2: Edit the rule description” box. Click Next.

7 Enter a name for your rule. Specify rule options. Review the rule’s definition.

8 Click Finish and then click OK.

Do it! B-4: Creating a custom rule

Here’s how Here’s why 1 Click Rules and choose

Manage Rules & Alerts… To open the Rules and Alerts dialog box.

2 Click New Rule To open the Rules Wizard.

3 Under “Start from a blank rule,” click Apply rule on messages I receive

Click Next

4 Under “Step 1: Select condition(s),” check where my name is in the To box

To apply this rule only when your name is in the To box (as opposed to the Cc or Bcc boxes).

Check with specific words in the subject or body

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Organizing Mail 5–23

5 Under “Step 2: Edit the rule description,” click specific words

To open the Search Text dialog box, into which you will enter the search term for your rule.

Type spicebush Your rule will act on the name of your new client, Spicebush Amalgamated.

Click Add

Click OK Your rule will be implemented when you receive a message that is addressed directly to you and that contains the word “spicebush” in the subject or body.

6 Click Next Next, you’ll specify what to do with messages that meet your rule.

7 In the “Step 1: Select action(s)” list, select mark it as importance

Check display a Desktop Alert

You might need to scroll down.

8 In the Step 2 box, click importance

From the list, select High

Click OK

9 Click Next To save your actions list and move to the next page of the wizard.

10 Click Next You won’t set any exceptions.

11 In the “Step 1: Specify a name for this rule” box, enter Spicebush client rule

Click Finish On the last page of the wizard.

12 Click OK To close the message about the rule being a client-only rule. It means that the rule will not be processed by the Exchange server.

13 Click OK To close the Rules and Alerts dialog box.

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5–24 Outlook 2010: Intermediate

Do it! B-5: Testing your custom rule

Here’s how Here’s why 1 Compose a message to your

partner, as shown Replace ## with your partner’s lab number so that the message is addressed to him or her.

2 Send the message

3 Compose a second message to your partner, as shown

Replace ## with your partner’s lab number so that the message is copied to him or her.

4 Observe the desktop alert

When you receive the message from your partner that meets your rule, Outlook displays an alert in the lower-right corner of your screen.

5 Observe the two messages in your Inbox

One is marked high priority, and the other is not.

6 Select the normal-priority message

You’re listed in the Cc line, so the rule was not applied.

Select the high-priority message You’re listed in the To line, so the rule was applied. It is this message that triggered the desktop alert.

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Organizing Mail 5–25

Unit summary: Organizing Mail Topic A In this topic, you organized the messages in your Inbox. You changed the Inbox view.

You arranged and sorted messages, and learned how to manage conversations. You also created a custom view to meet your organizational needs.

Topic B In this topic, you created a rule to automatically organize messages. You specified rule criteria to select just the right messages, and you assigned rule actions to specify what to do with messages that meet your criteria. You tested these rules by exchanging messages. You also learned how to disable and delete rules.

Independent practice activity In this activity, you will arrange and sort messages. You will also create a message rule and turn off a rule.

1 Arrange the messages in the Inbox folder based on their size. Change the sort order to show the messages from the smallest to the largest.

2 Restore the default sort order for your Inbox.

3 Delete the Spicebush client rule.

4 Create a rule called Urgent Mail rule to move all messages with Urgent in the Subject field to the folder named Urgent. To do so, create the Urgent folder, create a rule with the condition “with specific words in the subject,” click the specific words link under Step 2, and add Urgent to the subject.

5 Send a message to your partner with the subject Urgent. Verify that the message appears in the Urgent folder. (Select the Urgent folder in the Folder List pane.)

6 Disable the Urgent rule. To confirm that the rule won’t be applied, exchange messages with your partner.

7 Delete the Urgent rule.

8 Close Outlook.

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5–26 Outlook 2010: Intermediate

Review questions 1 Which view displays more messages in a given amount of vertical screen space:

Compact or Single view?

Single view shows more messages because it shows all of a message’s details on a single line. Compact view shows at least two lines per message.

2 In Single view, how can you sort the list of messages?

Click a column’s header to sort by that column.

3 What are two ways to specify a new arrangement for the messages in a view?

• On the View tab, click the desired arrangement type in the Arrangement group.

• In the Folder Contents list, right-click the header and choose the field by which you want to arrange messages.

• Right-click a blank area of the Folder Contents list, choose Arrange By, and choose the field by which you want to arrange messages.

4 True or false? When you define a custom view, it is added to the Change View menu on the View tab.

True

5 If you delete a view that is active, which view does Outlook switch to?

Outlook doesn’t switch views until you switch to a different folder. After that, Outlook applies Compact view.

6 What is a rule?

A rule is a method of automating the handling of messages based on criteria you specify.

7 Do you have to use a template when creating a rule?

No, you can create a custom rule that is not based on a template.

8 How do you open the Rules Wizard?

On the Rules tab, click Rules, choose Manage Rules & Alerts, and click New Rule.

9 How do you turn off a rule?

In the list of rules in the Rules and Alerts dialog box, clear the checkbox for the rule you want to turn off. Then click OK.

10 How do you delete a rule?

In the list of rules in the Rules and Alerts dialog box, select the rule you want to delete. Click Delete and then click OK.

11 True or false? You can define rules that apply to incoming or outgoing messages.

True

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A–1

A p p e n d i x A Working with folders

This appendix covers these additional topics:

A Create public folders; post, modify, and delete items in a public folder; and delete public folders.

B Work offline, using offline folders and Cached Exchange mode.

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A–2 Outlook 2010: Intermediate

Topic A: Public folders Explanation Public folders provide a way to share information within an organization. These folders

are stored on a Microsoft Exchange Server and serve as a repository for messages and documents to be shared among a group of Outlook users. For example, using a public folder, you can share messages or commonly used contact addresses among company employees.

With Exchange Server 2007 and newer, Microsoft is de-emphasizing public folders in favor of collaborating via SharePoint Services. Microsoft has publicly stated, however, that support for public folders will remain for 10 years or more after the release date of Exchange Server 2010.

To view public folders in Outlook 2010, you must click the Folder List button at the bottom of the Navigation pane (or press Ctrl+6). Public folders are not visible by default. The list of public folders contains two folders by default: Favorites and All Public Folders. The Favorites folder stores shortcuts to frequently used public folders.

Exhibit 1-1: Public folders appear at the bottom of the Folder List

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Working with folders A–3

Working with public folders Your Exchange administrator must create top-level public folders. When he or she does so, those folders are “owned” by the Administrator user. By default, Outlook users are assigned the Author role. This role grants the following permissions to users:

• Read any item

• Add new items (messages, documents, and so forth, but not subfolders)

• Delete items created by the user

The Administrator can assign additional permissions to one or more users. For example, the Administrator might grant someone the Publishing Author permission, which allows the person to create folders.

Creating subfolders

If you have been granted sufficient permissions, you can create subfolders within a public folder. To do so:

1 In the Navigation pane, click the Folder List button to display public folders.

2 Right-click the folder that will be the parent of your new folder. From the shortcut menu, choose New Folder to open the Create New Folder dialog box, shown in Exhibit 1-2.

3 In the Name box, enter a name for the public folder.

4 From the Folder contains list, select the type of item that the public folder should contain.

5 In the “Select where to place the folder” list, verify that the appropriate subfolder under All Public Folders is selected.

6 Click OK.

Exhibit 1-2: The Create New Folder dialog box

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A–4 Outlook 2010: Intermediate

Folder permissions You can set permissions to manage what other users can see or do within the folders you create. You must specify the group or individual to whom you’re assigning permissions. Then, you specify the permission level to be assigned.

Groups and individuals

You can assign permissions to individuals or groups. Outlook recognizes these types of individuals and groups:

• Default — The group that encompasses Outlook users not specifically granted other permissions.

• Administrator — The Outlook administrator. Although you can remove the Administrator from the permissions list, he or she can still access and manage the public folder from the Exchange Server.

• Anonymous — The group that encompasses non-Outlook users, those who are not logged in, or those outside your organization.

• named_user — A specific person. You can apply permissions to a specific user or users. Your user account will be granted the Owner permission on any subfolder you create.

Permission levels

The following table describes the permissions levels you can assign and the capabilities such levels permit. By default, folders inherit the permissions set on their parent folders.

Permission level Grants permissions to…

Owner Manage the folder and its contents. The owner has full permissions for the folder, including the rights to set permissions for other users and manage the contact person for the folder.

Publishing Editor Create, read, edit, and delete items and subfolders. Cannot manage the permissions of other users.

Editor Create, read, edit, and delete items, but not subfolders.

Publishing Author Create, read, edit, and delete items and subfolders.

Author Create posts, but not subfolders; read any item; and edit or delete items that the Author created.

Nonediting Author Create items and read any item.

Reviewer Read items.

Contributor Create items, but not read them.

None No access or permissions.

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Working with folders A–5

To view or change permissions for a public folder:

1 Right-click the public folder and choose Properties.

2 Click the Permissions tab. Its options are shown in Exhibit 1-3.

3 In the Name list, select the name of the user to whom you’re assigning permissions.

4 From the Permission Level list, select the desired permission set.

5 Optional: Directly assign more or fewer permissions by checking or clearing the boxes. In general, however, you should use the built-in permission levels instead.

6 Click OK to close the Properties dialog box.

Exhibit 1-3: A sample Properties dialog box with the Permissions tab active

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A–6 Outlook 2010: Intermediate

Posting items to public folders When you add items to public folders, it’s called posting. You can drag items, such as e-mail messages, into a public folder to share them with other users. But you’re more likely to create a new item, such as a discussion post, directly in a public folder.

To create a new post in a public folder:

1 Display public folders and select the folder to which you’re going to post.

2 In the New group on the Home tab, click New Post. You can also right-click a blank area in the Folder Contents list and choose New Post.

3 Enter a subject and message body. You can apply formatting, attach files and other items, set importance levels, and more at this stage.

4 Click Post to publish the discussion item to the folder.

To reply to a posted item, right-click it and choose Post Reply. Then you can write your reply message and post it to the public folder.

Editing posted items You can edit an item posted by another user if you have Owner, Publishing Editor, or Editor permissions. If your permission level is Author or Publishing Author, you can edit or delete only the items you create.

To edit a posted item:

1 Open the posted item.

2 In the Move group on the Discussion tab, click Actions and choose Edit Message.

3 Make the necessary changes.

4 On the Quick Access toolbar, click the Save button.

Deleting posted items By default, you can delete only the items that you have posted. To delete an item, select it and click Delete on the Ribbon. Click Yes to confirm your action. Note that you cannot restore items deleted from a public folder.

Deleting public folders By default, only the owner of a public folder and the Exchange Server Administrator can delete a public folder. To delete a public folder, right-click it and choose Delete Folder from the shortcut menu.

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Working with folders A–7

Topic B: Offline folders Explanation

Typically, when you use Outlook with a Microsoft Exchange Server account, you will work with your system connected to the corporate network. In such situations, Outlook remains in regular contact with the Exchange Server. This might not match how you work, however. You might work in a field office with dial-up or VPN (virtual private network) access to the corporate network. You might travel and connect to the network only once in a while.

Outlook can operate in online or offline states to support these various connectivity scenarios. When you’re online, your data is stored on the server and made available over the network on demand. When you’re offline, Outlook can store a copy of your data in an offline folder on your computer. Outlook will synchronize the offline folder and the server folder the next time you connect to the network.

By default, your Inbox folder is automatically available when you’re offline. Other folders, however, are not available unless you create offline versions of them.

Online and offline states You can manually switch between the online and offline states by clicking the Work Offline button on the Send/Receive tab. If you’re online when you click the button, you will be switched to offline mode. If you’re already offline, clicking the button will switch you to online mode.

As you work offline, an offline icon appears in Outlook’s status bar, and the program’s button on the Windows taskbar includes an offline indicator. In offline mode, messages you send are stored in the Outbox; they are sent when you reconnect. You cannot receive e-mail while offline. You can change offline folder items. When you connect to the server again, you can synchronize your offline folders with your mailbox on the server.

The startup connection state By default, Outlook will attempt to connect to your server automatically when you open the program. If it cannot, Outlook will start in offline mode. If the server becomes available, Outlook will detect that and switch to online mode.

You can override this behavior and set Outlook to prompt you to manually set the connection state. You might do this if you regularly disconnect from the network or frequently start Outlook while disconnected.

In manual connectivity mode, you can specify that Outlook should prompt you to choose the connection state when you open Outlook. You can also specify the default state—connected or offline—to use when Outlook prompts you to choose a mode.

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A–8 Outlook 2010: Intermediate

Exhibit 1-4: The Microsoft Exchange dialog box

To configure Outlook to prompt you to choose between working offline or online:

1 Click the File tab. On the Account Information page, click the Account Settings button and choose Account Settings.

2 Click the Data Files tab and click Settings to open the Microsoft Exchange dialog box, shown in Exhibit 1-4.

3 Under When starting, select “Manually control connection state.”

4 Check “Choose the connection type when starting” and click OK.

5 Click Close. When you restart Outlook, you’ll be prompted to click Connect, Work Offline, or Cancel, as shown in Exhibit 1-5.

Exhibit 1-5: Choosing whether to connect or work offline when you open Outlook

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Working with folders A–9

The Offline Address Book When you work offline, you won’t have access to the Global Address List or other server-based address books. You will have access to your personal address list and the Suggested Contacts list, however. You can save a copy of the Global Address List on your computer so that it is available when you’re offline.

Before you can download an offline address book, your Exchange administrator must have created an offline address book on the server. If he or she has not done so, and you attempt to download the list, you will receive an error message and the download will fail.

To download the address book, click the Send/Receive tab, click Send/Receive Groups, and choose Download Address Book. This opens the Offline Address Book dialog box, shown in Exhibit 1-6. Select the desired options and click OK.

You can download either all contact details or just names and e-mail addresses. The latter option takes less time and uses less disk space. However, you will not have access to information such as phone numbers, alternate e-mail addresses, postal addresses, and so forth.

Once you have downloaded the Global Address List once, it will be updated each time you click Send/Receive. In addition, you can use the “Download changes since last Send/Receive” option in the Offline Address Book dialog box to download only new e-mail addresses to your address book.

Exhibit 1-6: The Offline Address Book dialog box

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A–10 Outlook 2010: Intermediate

Adding a folder to offline folders By using offline folders, you can make the contents of your various Outlook folders available when you’re offline. Some folders, including your Inbox and Calendar, are automatically available. You will have to configure other folders to be included in order for them to be available when you’re offline.

To include a folder in Offline folders:

1 On the Send/Receive tab, click Send/Receive Groups and choose Define Send/Receive Groups to open the Send/Receive Groups dialog box.

2 Click Edit to open the Send/Receive Settings - All Accounts dialog box, shown in Exhibit 1-7.

3 Check “Include the selected account in this group.”

4 In the list box under Folder Options, check the folder or folders you want to include in offline folders. Click OK.

5 Click Close to close the Send/Receive Groups dialog box.

Exhibit 1-7: Using the Send/Receive Settings dialog box to specify which items to synchronize

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Working with folders A–11

Manual synchronization If you change which folders are included in an offline Send/Receive group, those folders won’t actually be available until Outlook synchronizes with your Exchange Server. If you configure a new offline folder while connected to your server, the synchronization could happen automatically. Synchronization will also automatically proceed if you start Outlook and enter online mode. Otherwise, you will need to manually synchronize your account.

To synchronize your mailbox with the changes you make while you’re offline, you can do either of the following:

• Click the Send/Receive tab and then click Send/Receive All Folders.

• On the Quick Access toolbar, click Send/Receive All Folders.

If you are offline when you perform either of the preceding actions, Outlook will attempt to switch to online mode. On a computer network, Outlook will switch to online mode, synchronize folders, and then go back offline. In a dial-up networking environment, Outlook will attempt to dial in and connect to your network to perform the synchronization.

Scheduling automatic synchronization To avoid performing manual synchronization every time you disconnect from the server, you can configure Outlook to synchronize offline folders automatically.

To synchronize offline folders automatically:

1 Open the Send/Receive Groups dialog box.

2 From the Group Name list, select a group, such as All Accounts.

3 Under “When Outlook is Offline,” check the “Schedule an automatic send/receive every” box and specify an interval in minutes.

4 Optional: In the “Settings for group ‘group_name’” section, you can check “Perform an automatic send/receive when exiting.” This ensures that Outlook always synchronizes folders when you close the program. If you select this option, Outlook will take longer to close. In fact, in a dial-up networking environment, you will need to wait for Outlook to dial into your network, synchronize changes, and hang up before it will close.

5 Click Close to close the Send/Receive Groups dialog box.

Disabling offline folders You can remove a folder from the offline folders list. To do so:

1 Open the Send/Receive Groups dialog box.

2 Open the Send/Receive Settings - All accounts dialog box.

3 In the list, clear the checkbox for the folder you want to remove from offline folders. Click OK.

4 Click Close.

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A–12 Outlook 2010: Intermediate

Cached Exchange mode When you use a Microsoft Exchange Server e-mail account, you automatically use a feature called Cached Exchange mode. In this mode, a copy of your mailbox is stored on your computer. Additionally, shared folders you access, such as another user’s Calendar folder, will be cached (saved) on your computer.

The local copies provide quick access to your data. Outlook automatically and frequently synchronizes your local copy with the mail server. Because of this, unlike with previous versions of Outlook, you don’t normally need to use the Send/Receive function.

Thanks to Cached Exchange mode, your data is still available to you when you’re offline. If a connection from your computer to the Exchange server isn't available—because of a network error, the server going offline, or some other reason—Outlook switches to offline mode. When the connection is restored, Outlook automatically switches back to online mode and synchronizes changes.

Managing data caching

The more information Outlook caches locally, the more space is needed on your computer and the more time it takes to synchronize that data. To mitigate this problem, you can change the amount of information downloaded. You can change which folders are included in your Send/Receive groups and thus cached. You can also limit or manage downloaded message data.

On the Send/Receive tab, click Download Preferences and then select one of these options:

• Download Full Items — Outlook will download the header, body, and attachments for e-mail messages at the same time.

• Download Headers and then Full Items — Outlook will download all headers first and then download the complete items, including attachments. You can click a header, and the full item will be downloaded immediately. This option can improve perceived performance on a slower network connection.

• Download Headers — Outlook will download headers only. The full item, including attachments, is available on demand when you preview or open it. This option improves some aspects of performance on slow network connections.

If you want Outlook to download only headers when a slow connection is detected, you can also choose On Slow Connections Download Headers Only.

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S–1

Course summary

This summary contains information to help you bring the course to a successful conclusion. Using this information, you will be able to:

A Use the summary text to reinforce what you’ve learned in class.

B Determine the next courses in this series (if any), as well as any other resources that might help you continue to learn about Outlook 2010.

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S–2 Outlook 2010: Intermediate

Topic A: Course summary Use the following summary text to reinforce what you’ve learned in class.

Unit summaries

Unit 1

In this unit, you customized the Ribbon, created a custom tab, and customized the Quick Access toolbar and the To-Do Bar. You also used the Outlook Options dialog box to configure user interface and startup options. Next, you enabled multilingual support by adding a language and keyboard layout. You then used and created Quick Steps to automate often used commands. Finally, you set Calendar as the startup folder, and added shortcuts to the Navigation pane.

Unit 2

In this unit, you worked with contacts. You viewed address books, created Contacts folders, and imported contact data from Excel. You also learned how to work with contact groups; you forwarded a contact group, added descriptive notes about the group, sent a meeting request to a group, and deleted a group.

Unit 3

In this unit, you formatted messages with message stationery, themes, and Quick Styles. You also learned how to control message options by using the Outlook Options dialog box. You then created, edited, and applied signatures, specified a sending account, and used voting buttons in messages. Finally, you created Automatic Replies to set up out-of-office messages.

Unit 4

In this unit, you created folders for organizing items. You also used Instant Search to search for messages, tasks, appointments, meetings, and contacts. In addition, you used filters to display only those items that meet specified criteria. Finally, you used color-coded categories to group related items, and used categories to search for and sort items.

Unit 5

In this unit, you changed the Inbox view and created a view. Then, you arranged and sorted messages in both single-line and multi-line formats. You also used the Clean Up and Ignore commands to manage conversations. Finally, you created and applied rules to have Outlook automatically perform actions on messages that meet specified criteria.

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Course summary S–3

Topic B: Continued learning after class It is impossible to learn to use any software effectively in a single day. To get the most out of this class, you should work with Outlook 2010 to perform real tasks as soon as possible. We also offer resources for continued learning.

Next courses in this series This is the second course in this series. The next course in this series is:

• Outlook 2010: Advanced

– Use the Outlook Social Connector and RSS feeds

– Manage your mailbox and archive messages

– Create and work with notes and Journal entries

– Share calendars and contacts

– Use Mail Merge and e-mail templates

Other resources For more information, visit www.axzopress.com.

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S–4 Outlook 2010: Intermediate

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G–1

Glossary

Address book A collection of names and e-mail addresses. You

can use an address book to look up and select names, e-mail addresses, and contact groups (distribution lists) when you address messages.

Category A color-coded label that you assign to Outlook

items so that related items can be grouped.

Filtering The process of customizing your Outlook folders to

display only those items that meet certain criteria.

Global Address List An address book that contains all of the users,

groups, and distribution-list e-mail addresses in your organization.

Instant Search A feature that appears at the top of the Folder pane

and has a text box you can use to enter your search criteria.

Mail Tips Notifications that are displayed in the InfoBar to

alert you to certain conditions, such as a recipient’s having enabled automatic replies (out-of-office messages).

Message stationery A set of design elements and colors that can be

applied to messages to change their appearance. This feature is available only for messages in HMTL format.

Offline folders Copies of your Outlook folders that are stored on

your computer and synchronized with the server’s copies.

Owner A permission level that allows the user to grant

permissions to other users and to create, read, edit, and delete all items in a public folder.

Posting The process of adding an item to a public folder.

Public folders Folders that are stored on a Microsoft Exchange

Server and serve as a repository for files and documents to be shared among a group of Outlook users.

Publishing Author A permission level that allows users to create

subfolders, create and read items, and edit and delete their own items.

Publishing Editor A permission level that allows users to create, edit,

read, and delete all items and to create subfolders.

Quick Click Buttons in the Mail and Task views that you can

use to assign a default category to items.

Quick Steps One-button macros that perform multiple actions,

such as both replying to and deleting a message.

RSS subscriptions Subscriptions to Internet news feeds (via Really

Simple Syndication).

Rule A definition of an automated method to handle

messages. A rule might move all messages from a specific sender to a folder you designate.

Signature Personalized text and/or pictures that can be added

automatically to the end of outgoing messages.

Suggested Contacts An address book that contains automatically

gathered e-mail addresses for the people with whom you’ve exchanged e-mail messages.

Synchronizing The process of updating changes between folders

stored on your hard drive and folders on the server.

Theme A collection of message formatting options that

you can apply to a message. A theme can format the message background, font, font color, and effects.

Voting buttons Buttons you can add to an e-mail message so that

recipients can reply by clicking a preset response, such as “Yes” or “No.” Voting buttons simplify recipient responses, eliminate ambiguity in responses, ensure consistency in responses, and help you track messages.

VPN Virtual private network. A secure connection over

the Internet to your company’s network.

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G–2 Outlook 2010: Intermediate

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I–1

Index

A Address books

Built in, 2-2 Using, 2-3

Appointments, categorizing, 4-18 Automatic Replies, 3-37

Configuring, 3-38 Creating rules for, 3-40 Turning off, 3-42

C Cached Exchange mode, 1-12 Categories

Arranging items by, 4-15 Assigning, 4-13 Assigning with Quick Click, 4-20 Creating, 4-21 Filtering by, 4-16 Searching by, 4-15

Command groups, removing from Ribbon, 1-6 Connection state, changing for startup, 1-7 Contact groups

Adding notes to, 2-12 Deleting, 2-14 Forwarding, 2-10 Sending meeting requests to, 2-13

Contacts Categorizing, 4-17 Importing, 2-8

Contacts folders, creating, 2-5 Contacts list, 2-2 Conversations

Cleaning up, 5-10 Messages in, 5-7

D Data caching, managing, 1-12 Download Preferences, 1-12

E Electronic business cards, 3-26

F Filtering by category, 4-16 Filtering messages, 4-10 Folder Contents list, arranging, 5-4 Folders, creating, 4-2

G Global Address List, 2-2

H HTML format, 3-18

I Instant Search, 4-3, 4-7

K Keyboard layout, removing, 1-28

L Language

Adding, 1-22 Detecting automatically, 1-25 Removing, 1-29 Setting default, 1-24 Switching keyboard for, 1-26

Live Preview, 1-17

M Mail Tips feature, 3-38 Meeting requests, sending to contact groups, 2-13 Message formats, changing, 3-18 Messages

Adding voting buttons to, 3-30, 3-35 Creating signatures for, 3-21 Editing signatures for, 3-25 Filtering, 4-10 Grouping, 5-4 In conversations, 5-7 Modifying stationery for, 3-13 Out-of-office, 3-37 Responding with voting buttons, 3-32 Rules for handling, 5-16 Selecting stationery for, 3-10 Setting options for, 3-16 Specifying sending account for, 3-28 Ungrouping, 5-5

Mini toolbar, 1-17

N Navigation pane

Showing public folders in, A-2 Navigation pane, adding shortcuts to, 1-40

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I–2 Outlook 2010: Intermediate

O Offline Address Book, 1-9 Offline folders, 1-7

Adding folders to, 1-10 Disabling, 1-11

Offline items Synchronizing automatically, 1-11 Synchronizing manually, 1-11

Outlook, setting as default e-mail program, 1-21 Out-of-office messages, 3-37

P Permissions, 1-3

Levels, 1-4 Viewing and changing, 1-5

Public folders Creating subfolders in, 1-3 Deleting, 1-6 Deleting items in, 1-6 Editing items in, 1-6 Posting items to, 1-6 Viewing, A-2

Q Quick Access toolbar, customizing, 1-10 Quick Click, 4-20 Quick Steps, 1-30

Configuring, 1-31 Creating, 1-33 Deleting, 1-37 Duplicating, 1-36 Editing, 1-36 Restoring to defaults, 1-37

Quick Styles Applying, 3-5 Changing and updating, 3-7

R Reading view, 1-15 Ribbon

Customizing, 1-4, 1-7 Hiding tabs on, 1-6 Minimizing, 1-2 Resetting, 1-9

RTF format, 3-18 Rules

Applying, 5-20

Creating, 5-16, 5-22 Disabling and deleting, 5-21

S ScreenTips, showing or hiding, 1-18 Search folders, creating, 4-23 Searches

Advanced, 4-5 Changing settings for, 4-8 Instant, 4-3 Reusing, 4-6

Sending account, specifying, 3-28 Shortcuts

Adding to Navigation pane, 1-40 Deleting, 1-42

Signatures Creating, 3-21 Editing, 3-25 Using electronic business cards as, 3-26

Startup connection state, 1-7 Startup folder, changing, 1-38 Stationery

Modifying, 3-13 Selecting, 3-10

Status bar, customizing, 1-15 Suggested Contacts list, 2-2

T Themes, applying and creating, 3-2 Threads, 5-7 To-Do Bar, customizing, 1-13

U User name, changing, 1-20

V Views

Changing, 5-2 Creating, 5-11 Deleting, 5-15

Voting buttons Adding to messages, 3-30 Creating, 3-35 Using, 3-32

Z Zoom controls, 1-15

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