Outlook Training Manual
Microsoft® Office Skills Outlook 2003
~ Sarah Mason ~ SezInk Training 3 Waterside Park Portishead BRISTOL BS20 8LL Tel 01275 846375 Mob 07973 502201 training@sezink.cambsnet.co.uk ©Sarah Mason
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Outlook Training Manual Introduction
Previous knowledge This training manual is divided into sections discussing the various folders - Mail, Calendar, Tasks, Contacts, Notes and Tasks. The manual is designed for the regular Outlook user and assumes a general basic knowledge of being able to send and receive e-mail, reply and forward and to use an address book feature.
Practise Files Load the training file SezInk.pst before commencing the course by selecting FILE, OPEN, OUTLOOK DATA FILE which has been previously e-mailed to you. This file contains duplicate folders found within Outlook such as Inbox, outbox, contacts, calendar etc. When practising using the Outlook features, it is sensible to not use ‘live’ material which may contain sensitive data. However there are some features that can only be tested on the ‘actual’ folders. Some features can only be used if your company is using Microsoft Exchange Server.
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Outlook Training Manual Introduction ................................................................................................................................. 2 Previous knowledge .................................................................................................................................................2 Practise Files ...............................................................................................................................................................2 Email Netiquette .......................................................................................................................................................5 Customising how you view Outlook ......................................................................................................................7
Working in the mail folder .......................................................................................................... 8 Customising how you view messages ..................................................................................................................8 Managing messages with colour ..........................................................................................................................9 Applying automatic formatting to mail messages ......................................................................................... 10 To add a signature ................................................................................................................................................ 11 Change signature type ........................................................................................................................................ 13 Assigning a signature to an alternate email account ................................................................................... 13 Using Stationery ...................................................................................................................................................... 14 Changing message settings ................................................................................................................................ 14 Changing message settings ................................................................................................................................ 15 Setting message sensitivity ................................................................................................................................... 15 Voting Buttons ........................................................................................................................................................ 15 Flagging messages for follow up ........................................................................................................................ 16 Flag a new mail message .................................................................................................................................... 17 Assigning mail messages to categories ............................................................................................................ 18 Using the FIND facility............................................................................................................................................ 20 Creating a Search Folder..................................................................................................................................... 21 Filtering Messages .................................................................................................................................................. 22 Managing messages through RULES ................................................................................................................. 23 Options for addressing ......................................................................................................................................... 26 Recall sent messages............................................................................................................................................ 26 Sending attachments for shared review .......................................................................................................... 27 Filtering Junk E-mail messages ............................................................................................................................ 28 Sharing folders with others ................................................................................................................................... 29 Saving messages in other formats ...................................................................................................................... 30 Archiving messages .............................................................................................................................................. 31 Multiple Email Accounts ....................................................................................................................................... 32 Replying to emails ................................................................................................................................................. 32 Creating and sending instant messaging ........................................................................................................ 33
Working in the calendar folder ...............................................................................................34 Customising the calendar ................................................................................................................................... 35 Scheduling appointments and events .............................................................................................................. 36 Applying labels to appointments ....................................................................................................................... 37 Assigning Appointments to Categories ............................................................................................................ 39 Propose a New Meeting Time ............................................................................................................................. 40 Reserving resources for a meeting ..................................................................................................................... 41 Updating a meeting ............................................................................................................................................. 41 To cancel a meeting ............................................................................................................................................ 41
Working in the contacts folder ...............................................................................................42 Sending a mail message from the contacts folder ........................................................................................ 42 ŠSarah Mason
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Outlook Training Manual Writing a letter to a contact ................................................................................................................................ 43 Tracking dealings with contacts ......................................................................................................................... 44 Sending and receiving contact information through email ......................................................................... 46
Working in the tasks folder .......................................................................................................47 Creating and sending a task request ................................................................................................................ 47 Assigning and Tracking Tasks............................................................................................................................... 48 Accepting or declining a task ............................................................................................................................ 48
Working in the Notes folder .....................................................................................................49 Creating a task from a note ................................................................................................................................ 49 Linking notes to contacts/assigning notes to categories .............................................................................. 49 Customising Notes ................................................................................................................................................. 49
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Outlook Training Manual Email Netiquette Businesses want to project a professional image to its clients but the informality of emails and its immediacy has fostered an almost careless attitude in their writing. Correct spelling and grammar are just as important in an email as in a formal business letter. Errors show no respect to the customer and imply a rushed response with little thought and lack of attention to detail which will form an impression on the customer and may make them take their business elsewhere. Care must be taken also in the choice of words because of course unlike the telephone, there is no tone or intonation behind the words to convey meaning. The following points give food for thought…
Think before you click o Read it over after writing and double check o Never write in anger or frustration – you could say things that you may later regret Clear Subject Heading o Short three or four words maximum to convey the topic – Hi doesn’t say very much! Keep it short and simple o Short sentences have impact and can be read and understood easily o Use plain words not old-fashioned English Use ordinary sentence case o UPPER CASE IS SHOUTING o !!!!!!! = shouting louder o ????= you’re stupid o BOLD only for headings Avd txt tlk o Leave it for texting the kids on the mobile – business emails are not the place! Also avoid using acronyms and referring to colleagues as JC for example. Empathy o You can still put empathy into the email by starting emails with “It was great to hear from you again, here are the files that you requested.”. It will take a nano second longer to write but will go a long way at the other end! Apologies o Give bad news immediately and apologise using I to take ownership of the apology (even if it wasn’t your fault). Repeat the apology once again at the end of the email. Don’t be vague
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Outlook Training Manual
o Ask for a specific date; explain what you are doing and make it clear what you would like them to do. End with emotion – “Thankyou for your understanding, I appreciate that”. Bullet Points o Bullets can make your work look efficient and professional. Each topic is divided clearly into sections.
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Outlook Training Manual Customising how you view Outlook To organize your panes: Click the VIEW menu and select the items that you wish to show
To change which buttons the Navigation Pane displays and their order Click the Configure Buttons button and on the shortcut menu click Navigation Pane Options To add or remove a button, select or clear its check box
To change the position of a button click its name and then click the MOVE UP or MOVE DOWN button until the buttons are in the order you want.
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Outlook Training Manual Working in the mail folder Customising how you view messages As your inbox becomes full of messages, it is most important to prioritise them. You can use Outlook to customize how you view, group and sort messages. You can then quickly determine which are the most important, decide which can be deleted and locate any messages that need an immediate response. In addition to the reading pane and auto preview view options you can choose to view only messages received in the last seven days, only unread messages only messages sent to a certain person or distribution list or a timeline of all your received messages. There are 13 pre-defined arrangements so you can see your messages the way you want.
Experiment with these options by clicking VIEW, ARRANGE BY
It is also possible to organize the message fields On the VIEW menu, point to ARRANGE BY Point to CURRENT VIEW and click CUSTOMISE CURRENT VIEW
Click the FIELDS button IN the AVAILABLE FIELDS list click SENSITIVITY and then click the ADD button Drag the new field up to the top of the list just underneath Sensitivity
Note: now the fields are reorganized with the SENSITIVITY field showing as the second column
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Outlook Training Manual Managing messages with colour Colour coding messages can help you easily distinguish messages received from certain people. To colour code messages Select the TOOLS menu and click ORGANISE In the WAYS TO ORGANISE pane, click USING COLOURS Scroll to the SEZINK TRAINING folder and click one of the messages from RODDERS In the COLOUR MESSAGE area make sure the FROM is selected n the first box and RODDERS appears in the second box. In the third box click GREEN in the drop-down list and the click the APPLY COLOUR button All messages from RODDERS are now displayed in the selected colour.
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Outlook Training Manual Applying automatic formatting to mail messages If you wish to identify mail quickly from a specific individual, you can use the automatic formatting feature.
Choose VIEW, ARRANGE BY, CUSTOM
Choose AUTOMATIC FORMATTING
Click on ADD
Type in name MAIL FROM SUPERVISOR
Click on CONDITION
Specify who the mail is from or to….
Click on FONT and choose the properties for the email from/to that person. ©Sarah Mason
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Outlook Training Manual To add a signature
Click on TOOLS, OPTIONS. Select the MAIL FORMAT tab Choose SIGNATURES
Click on NEW
Type in a name for your new signature (Work) Click NEXT
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Outlook Training Manual
Type in your signature and any extra information you would like it to say eg disclaimers
Click FINISH
You are returned to the previous screen. Repeat the above steps for a personal signature to friends.
Click OK when complete and return to the first screen.
Decide which message you would like to appear on all new messages and select from the drop down box.
Select APPLY and OK
Open a NEW MAIL MESSAGE Note the WORK signature is displayed here.
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Outlook Training Manual Change signature type If you wish to have the personal signature displayed instead, right mouse click on the signature and choose PERSONAL from the options
Assigning a signature to an alternate email account
If you wish to assign a signature to an alternate email account, go to the TOOLS menu again. OPTIONS and choose the MAIL FORMAT tab.
In the drop down selection box where there is written SELECT SIGNATURES FOR ACCOUNT, select the alternate account and then repeat the above steps.
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Outlook Training Manual Using Stationery To create a message using OUTLOOK STATIONERY Select the ACTIONS menu, NEW MAIL MESSAGE USING, MORE STATIONERY
Choose an option from the menu. A new mail message will open displaying the colourful background!
If you have a company house style, you can create your own Outlook stationery . Once created, this can be picked up from GET MORE STATIONERY.
First create your company stationery in WORD
Save the file as an htm document in the following location C:\program files\Common Files\Microsoft Shared\Stationery
Now the personal company stationery will appear in the list.
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Outlook Training Manual Changing message settings You can set a message to High, Normal or Low importance. Messages sent with high importance are indicated by a red exclamation point. Messages sent with normal importance have no special indicator. Messages sent with low importance are indicated by a blue downward pointing arrow. These indicators show up in the importance column in the inbox. When you create a new mail message click on the relevant icon to set the importance value.
Setting message sensitivity You can also set the message sensitivity to Normal, Personal, Private or Confidential. Messages marked as Private cannot be modified after they are sent.
Voting Buttons You can use voting buttons to let your recipients respond quickly to a message. To set up voting buttons: Open a new mail message and address as usual. Click on OPTIONS and choose OPTIONS. In the VOTING and TRACKING options either use the default settings of YES/NO/MAYBE or set up your own options.
When the message arrives, select the voting box and click on the relevant option
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Outlook Training Manual Flagging messages for follow up It is possible to mark messages that require response or action by attaching a followup flag. Flags come in six colours. You can use a different colour to indicate different types of follow-up and you can set a reminder to pop-up when the follow- up is due. You can quickly view your flagged messages by using the For Follow-up search folder. Each message in your inbox has a shade flag status icon that indicates whether a message is flagged or completed. You can flag messages in any folder but the Flag status icon appears only in active inbox folders. This exercise will have to be carried out in your active inbox, not the practice folder.
To set the flag in your inbox as it is an important task click the Flag status – it will turn red
Click it again once the job is completed and it will become a TICK
Add a message reminder
Right click another message to set a reminder (not a task or appointment) Select ADD REMINDER. In the FLAG TO LIST choose FOR YOUR INFORMATION In the FLAG COLOUR choose BLUE FLAG The message’s flag status turns blue.
If you look at the message now in the READING PANE you will see that the label ‘For Your Information’ appears at the top.
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Outlook Training Manual
Flag a new mail message
Click the new mail message. Click on the RED FLAG in the standard toolbar Type in the FLAG TO box ‘a custom label’ Due by - select a date Click OK
This label now appears at the top of your message
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Outlook Training Manual Assigning mail messages to categories This is a method of organizing and managing your messages in your inbox.
Open a new mail message
Click on the OPTIONS button on the standard toolbar.
Choose CATEGORIES
Click on the AVAILABLE CATEGORIES and choose BUSINESS and KEY CUSTOMER
Click OK
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Outlook Training Manual
You can now arrange your sent items by category
You can assign categories to incoming messages by right clicking the message and selecting CATEGORIES.
If you would like to add a new category to the list, type in the name in the ITEM BELONG TO THESE CATEGORIES box (as shown here with the new item SALES).
Click on ADD TO LIST
View the MASTER CATEGORY LIST to check that it now appears.
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Outlook Training Manual Using the FIND facility
If you wish to search quickly for a specific item in your Inbox, carry out the following:
Click on TOOLS, FIND or click on the FIND icon.
A FIND pane appears at the top of the screen, type in the text that is to be searched for within the message.
You are not limited to search in just the INBOX but can search all folders by clicking on the SEARCH IN drop down selection box.
You can use the ADVANCED FIND facility found in TOOLS, FIND. You can specify in more detail exactly the search criteria and where to look.
In the first pane, you can type in the search word.
In the MORE CHOICES tab, you can specify further criteria ie read/unread messages
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Outlook Training Manual Creating a Search Folder
This is a folder that can be set up to only show those messages that satisfy certain conditions.
The custom defaults for Outlook are to create several folders in the FAVOURITE FOLDERS panel – UNREAD MAIL and FOR FOLLOW UP. You can create other folders in here or a custom search folder.
Choose FILE, NEW, SEARCH FOLDER or from the NEW MAIL MESSAGE icon expand the selection.
In the NEW SEARCH FOLDER window, scroll down until you find the CREATE A CUSTOM SEARCH FOLDER option.
Choose the conditions to specify by selecting CHOOSE.
NOTE: A search folder does not actually hold the mail messages it lists, so if the folder is deleted, the originals remain intact in their original folder.
Another method of creating a custom search folder is to search for the items first using ADVANCED FIND.
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Outlook Training Manual Filtering Messages Often it can be a problem to locate specific messages within Outlook so it is possible to set up a filter so that only messages that meet the criteria can be viewed To set up a filtered view:
Select the VIEW menu
Click to ARRANGE BY and point to CURRENT view and then click DEFINE VIEWS.
Click the COPY button In the name of the new view box type FILTERED FOR ESSO Click OK Click the FILTER BUTTON
In the SEARCH FOR WORDS box type ESSO Click OK
In the CUSTOMIZE VIEW dialog box, click OK With FILTERED FOR ESSO highlighted in the VIEW NAME list, click the APPLY VIEW button. The defined views for the inbox dialog box closes and the inbox is displayed containing only the messages with the word Esso in the subject. The folder banner indicates that a filter is applied
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Outlook Training Manual Managing messages through RULES You can create rules that process messages as they arrive or as you send them, checking for names, words, attachments, categories or other message conditions on which you might base processing decisions. After the messages are evaluated, Outlook can automatically move, copy, deleted, forward, redirect, reply to or otherwise process messages that met the criteria you set. On the Tools menu click Rules and Alerts Click the NEW RULE button
In the SELECT A TEMPLATE list click MOVE MESSAGES from someone to folder. And then click Next.
In the SELECT CONDITIONS list clear the From people or distribution list check box and select the ‘with specific words in the subject’ check box The Edit the rule description are values that you must specify to complete the rule
In the edit the rule description box, click the underlined words’ specific words’.
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Outlook Training Manual In the ‘specify words or phrases to search for in the subject box’ type Esso Click the Add button and then click OK.
In the edit the rule description box click the underlined word ‘specified’ Click the new button
In the name box type Esso In the select where to place the folder list scroll to and expand the SezInk Training folder and then click the Inbox folder Click OK
In the rules and alerts dialog box click ok
Click the next button
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Outlook Training Manual
In the select exceptions list select the ‘except if it is flagged for action’ check box and then in the edit the rule description box click the underlined word ‘action’.
Click the down arrow to the right of the flag box to see the available options click Any and click OK
Click the next button
Select the ‘Run this rule now on messages already in Inbox’ check box and then click the finish button.
In the warning box click OK
The rule is saved and is now listed in the Rules and Alerts dialog box.
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Outlook Training Manual Options for addressing By default, Outlook requires that you separate multiple email addresses with semicolons. If you prefer, you can instruct Outlook to accept both semicolons and commas. To do this: Select the TOOLS menu
Click on OPTIONS
On the PREFERENCES tab, click on the EMAIL OPTIONS BUTTON and then click the ADVANCED EMAIL OPTIONS button.
Select the ‘Allow commas as address separator’ check box.
Click OK
Recall sent messages If you are using Microsoft Exchange Server, you can recall sent messages if you so wish. You may wish for example to send an email which will be invalid after a certain length of time. To recall a message:
In the SENT ITEMS folder, double click to open the message you want to recall. On the ACTIONS menu, click on the RECALL THIS MESSAGE. Select whether you want to delete unread copies of the message or delete unread copies and replace them with a new message. Click OK
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Outlook Training Manual Sending attachments for shared review When you send an e-mail attachment with the default options, it is sent as an independent file that each recipient can edit separately. If your team is running Microsoft Windows Sharepoint Services, you can have the option of sending Microsoft Office system documents known as ‘SHARED ATTACHMENTS’, also known as ‘live attachments’. Shared attachments are saved on a communal workspace where your group can collaborate to work on files and discuss a project. When working on shared files, multiple people can work on a single version of a file rather than sending the document back and forth for editing. To send a shared attachment:
Create and address a message and attach an Office document to it. In the message header, click on the Attachment Options button. In the Attachment Options task pane, select the SHARED ATTACHMENTS options. In the CREATE DOCUMENT WORKSPACE box, type the URL of the Document workspace server. Click on SEND.
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Outlook Training Manual Filtering Junk E-mail messages Often inboxes are over-run with spam or junk mail and there are several features within Outlook that will help to manage these messages. To filter junk mail:
On the ACTIONS menu, point to junk email and then click junk email options On the OPTIONS tab, select the level of protection. If you want Outlook to automatically delete suspected junk email select the ‘permanently deleted suspected junk email’ instead of ‘moving it to the junk email’ . Do not select this check box if you set the protection level to High or Trusted Lists only. To specify an email address or domain for inclusion in this filter, click the safe senders, safe recipients or blocked senders tab, click add, type the domain or email address and click ok.
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Outlook Training Manual Sharing folders with others When you use Outlook your messages contacts appointments and other items are stored in folders. By default these folders are private, meaning that only you can access them. If you work on a network and wish others to have access to those areas you can share. There are two ways of sharing: First you can give someone permission to access a folder and give them different levels of permission. You can either select ‘Owner’ (full access) or ‘Reviewer’ (readonly access). The second way of granting access is ‘Delegate Access’. When you define someone as a delegate, you specify access to the Calendar, Tasks, Inbox etc again with different levels of access – Editor, Author, or Reviewer. An editor can read create and modify items in the folders. An author can read and create items in the folder. A reviewer can read items in the folder. A delegate can be an editor in one folder and a reviewer in another. To share folders: Right click on the SezInk Training inbox and on the shortcut menu click COPY Scroll to the top of the list and click your own mailbox. Click OK The practice inbox is copied to your own mailbox as Inbox 1
In your own mailbox right-click the Inbox1 folder and on the shortcut menu click sharing. Click the ADD button Click the name of the co-worker with whom you want to share this folder and then click the Add button. Click OK With your co-workers name selected in the Permissions area, click the down arrow to the right of the Permission Level box and then click Editor. Click OK To open another person’s folder, select the FILE menu and choose OPEN and then click Other User’s folder. Click the NAME button, click the name of the person sharing the folder with your and then click OK In the folder type drop-down list click the folder you want to open and then click OK.
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Outlook Training Manual Saving messages in other formats Sometimes messages will contain information that you want to use in another program. You can save a message as a plain text file, which most programs can open or import. You could save the message as an HTML document which would make it easier to post it to a team portal or web site Click on the one of the test messages in SezInk Training Choose the FILE menu and then SAVE AS Choose SAVE AS TYPE – HTML Repeat the above but this time choose SAVE AS TYPE – TEXT ONLY
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Outlook Training Manual Archiving messages As messages accumulate, you may need to consider storing them in other ways in order to cut down on the amount of storage space you are using. You could ‘archive’ your messages sent or received before a certain date. Archiving messages in a separate Outlook message file helps you manage clutter and the size of your primary message file while still allowing easy access to archived messages from within Outlook. You can archive manually or automatically. When archived messages are moved to a separate message file, the messages are removed from their original folder. By default, Outlook automatically archives messages in all folders at regular intervals to a location determined by your operating system. You can change the default global settings for the AutuArchive function and specify varying archive settings for specific folders. To view the autoarchive settings: On the TOOLS menu, click on OPTIONS. Click the OTHER tab and then click AUTOARCHIVE Review the settings here and then CANCEL. To manually set the archive feature: In the navigation pane click the folder list icon In the SezInk Training folder click the Inbox. On the FILE menu, point to FOLDER and then PROPERTIES Click the AutoArchive tab. Select the ‘Archive this folder using these settings’ option. In the ‘clean out items older than’ select 1 days. Note: you would usually stipulate a longer archive period but for the purposes of this exercise you will archive all the messages in the practice inbox On the File menu, click archive. In the FOLDER LIST, double click the ARCHIVE FOLDERS to expand it, and click the INBOX folder that appears within than folder. The contents of the archived inbox are displayed.
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Outlook Training Manual Multiple Email Accounts With Outlook, you can get all your email in one place by configuring more than one account in your profile. To add an email account to your profile: On the TOOLS menu, select EMAIL ACCOUNTS to stat the email account wizard. Select the Add a new email account option and then click next. Select the appropriate email server type option and then click next. Enter the required server and account settings and then click next. Click FINISH. If you have more than one email account in your profile you can send your mail from any of your accounts. On the email toolbar in the message form, click the down arrow to the right of the accounts button and then click the account you want in the drop-down list. The account button is only visible when multiple accounts are configured.
Replying to emails You can instruct Outlook to close an open message when you respond to it. On the TOOLS menu, click OPTIONS. ON the PREFERENCES tab click the EMAIL OPTIONS button. In the email options dialog box, select the ‘close original message on reply or forward’ check box. Click OK in each dialog box to close it.
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Outlook Training Manual Creating and sending instant messaging You can communicate with your contacts in real time with instant messages. Instant messaging is a private online chat method. After you establish a connection with someone who is online and using instant messaging, messages you send to that person instantly on your screen. Instant messaging is especially useful for brief exchanges and can be much more immediate than email.
On the TOOLS menu click OPTIONS In the OPTIONS dialog box, click the OTHER tab Under PERSON NAMES, select the ENABLE THE PERSON NAMES SMART TAG check box. Select the DISPLAY MESSENGER STATUS IN THE FROM FIELD check box. Click OK In the CONTACTS section, select the instant message recipient Click in the IM address box and type the email address the person uses for instant messaging. Click the SAVE and CLOSE button. When the person sends you an email, you can see the PERSON NAMES SMART TAG next to their name which will indicate whether that person is online. If the person is online, switch to instant messenger and send an instant message.
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Outlook Training Manual Working in the calendar folder Calendar Views In the same way as you can customise the view of the Mail folder, the calendar can be designed around your working pattern. In the navigation pane click the folder list icon and select Calendar in SezInk Training By default the calendar displays Day View. Experiment with the other views if you are not familiar with them.
Other views are available from the VIEW menu. Click on the VIEW menu and then ARRANGE BY CURRENT VIEW and then click ACTIVE APPOINTMENTS
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Outlook Training Manual Customising the calendar To reset the days of the work week and/or the hours of the work day
Choose TOOLS, Options command On the preferences panel of the Options dialog box, click on the calendar options button In the calendar options dialog box Set/clear the appropriate days and/or Specify the new start time and/or new end time of the day Click on OK.
To reset the time scale on the schedule panel: In the schedule pane, point to the time scale, right click the mouse button and select the desired time interval on the shortcut menu. To display an additional time zone in the schedule pane: Either Choose tools options, and then click on the calendar options button in the options dialog box and then click on the time zone button in the calendar options dialog box. Or In the schedule pane, point to the time-scale, right-click the mouse button and select the change time zone option on the shortcut menu. In the Time Zone dialog box, select the SHOW AN ADDITIONAL TIME ZONE option. Then select the new time zone. Click on OK. ©Sarah Mason
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Outlook Training Manual Scheduling appointments and events It is assumed that the student is familiar with Creating appointments – (typically last part of a day) Scheduling events – (which typically last all day)
Both events can be recurring which means they occur repeatedly at regular intervals. You can specify a subject and location for each Calendar time as well as the date and time. You can indicate your availability as available, tentative, busy or out of the office during the scheduled time and you can choose to receive a reminder of an appointment or event.
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Outlook Training Manual Applying labels to appointments Outlook allows you to colour-code your appointments. To apply a label to an appointment, expand the label box and select the desired label in the list that appears.
Open the calendar folder. Make sure SCHEDULE pane is in DAY VIEW. In the DATE NAVIGATOR, click on MONDAY of next week
In the SCHEDULE PANE point to the 1500 hrs time slot. Press and hold down the mouse button, and drag the mouse pointer to the 1600 hrs time slot. Then release the mouse button.
Click on the NEW APPOINTMENT button on the standard toolbar.
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Outlook Training Manual
Click on SAVE and CLOSE. Click on the appointment Click on the CALENDAR COLOURING icon and choose NONE to remove the colour Create an AUTOMATIC FORMATTING RULE: Click again on Calendar Colouring and choose AUTOMATIC FORMATTING. Click on ADD Type Esso in the name box and then choose IMPORTANT from the label box.
Set the CONDITION Type in Esso in the ‘SEARCH FOR WORD(S)’ box. The condition will now be applied to all messages where the word Esso appears in the subject field. The appointment will be flagged as important and highlighted in pink.
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Outlook Training Manual Assigning Appointments to Categories To help you organize and manage your calendar, Outlook allows you to assign your appointments to categories To assign a new appointment to one or more categories In the appointment form, click on the Categories button In the Categories dialog box: Select the check box for the desired category To assign the appointment to one or more new categories, enter the category name into the item belonging to these categories box. Then click on Add to List button. To assign existing appointments to one or more categories Select the appointment Choose EDIT, categories Follow the instructions above. Exercise: Display your schedule for WEDNESDAY of next week. Ensure the Schedule pane appears in day view. In the schedule pane, select the 1200 hrs to 1330 hrs time slot, then click on NEW APPOINTMENT. Enter the following information Subject: Lunch with Susie Location: Scarletts Café Reminder: None Private: Yes
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Outlook Training Manual Propose a New Meeting Time When you receive a meeting request you have several options when responding to the request. For example you can accept the meeting request, tentatively accept the meeting request or decline the meeting request. You can also propose a new meeting time. In the meeting form, click on the Propose New Time button In the Propose New Time dialog box, specify the new time Click on the Propose Time button In the meeting response form, enter an optional message Click on the SEND button Exercise Create and send a meeting request and then propose a new time for the meeting request that you receive.
Display your schedule for Thursday next week. Make sure the schedule pane appears in day view In the schedule pane select the 1030am to 1100 am time slot Choose the Actions plan a meeting command
Click on the add others button and then click on add from address book in the list options that appears In the list of users click on Attendee 1 and Attendee 2 and then click on Required. Click on OK Click on MAKE MEETING button. Subject: European Sales Location: Room 214, Head Office, London Reminder: 15 minutes
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Outlook Training Manual Reserving resources for a meeting Meeting resources are items of equipment that are required such as data projectors, laptops etc. If you are working with Outlook on a network that is running Microsoft Exchange Server and if the appropriate resources have been added to your Address book, you can reserve one or more resources. When scheduling a meeting you have the option to invite the ‘resource’ such as a conference room. If the room is free it will accept the meeting automatically! To reserve a resource In the meeting form, click the scheduling tab Click the add others button and then click add from address book In the name list select the resource or resources you want to add, click the resources button and then click OK.
Updating a meeting After sending a meeting request, it may be necessary to update the meeting eg you may need to change the date or time.
In the calendar, double-click on the meeting In the meeting form make the necessary changes. Click on the Send Update button
To cancel a meeting
In the calendar, double click on the meeting In the meeting form, choose the Actions, cancel meeting command In the prompt box that appears, select a cancellation option and click on OK. Click on SEND.
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Outlook Training Manual Working in the contacts folder Sending a mail message from the contacts folder
In the contact list, select the contact that is to receive the message Choose actions new message to contact command or click on the new message to contact button In the message form enter the subject and text for the message. Click on the send button You can also display the message form by dragging the contact (address card) from the contact list to the mail button in the navigation pane.
Exercise Open the Contacts folder Click on NEW CONTACT Full Name: Job Title: Company: File As: Business: Mobile: Address:
Sarah Mason IT Trainer Sezink Training Sarah Mason 01275 846375 07973 502201 3 Waterside Park Portishead BRISTOL BS20 8LL
Email: sezinktraining@googlemail.com Click on save and close To send a message Either: Click on the message card to Sarah Mason and select the New Message to Contact icon from the standard toolbar. Or: Click and drag the address card into the MAIL button in the navigation pane ©Sarah Mason
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Outlook Training Manual Writing a letter to a contact
Select the contact to whom the letter is to be written Choose ACTIONS, NEW Letter To contact command Enter the appropriate information and click on Finish.
Tip If Word is not your default e-mail editor and you would like it to be: Select the TOOLS menu and click OPTIONS Click the MAIL FORMAT tab and select the ‘Use Microsoft Word to edit email messages’ check box. To turn off Word as your default email editor make sure the check box is cleared.
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Outlook Training Manual Tracking dealings with contacts Keeping track of what’s been done or needs to be done in connection with a particular contact can be challenging. For example you might have agreed to provide additional information for a sales contact and want to follow up after the material has been received. With Outlook you can link contacts to other Outlook items including appointments or events, journal entries, notes and email messages. You can also track all items related to a contact and flag contacts for follow up at a specified time. You can track items through either the ACTIVITIES tab of the CONTACT form or through the Outlook journal. The activities tab is the preferred method; it automatically displays contacts, email messages, journal entries, tasks and notes associated with the selected contact. You can filter the list to display only items of a certain type. In this exercise you will link items to a contact, track the items linked to a contact, flag a contact for follow up and resolve the followup flag.
In the INBOX right click the message with the subject Shipped Presentation Materials to Hotel Click on the OPTIONS button Select CONTACTS Select Rosie Brown from the list. Close
Click on the CONTACTS option (within
SezInk Training) Double click the entry for Rosie Brown Click the ACTIVITIES tab. Select the FOLLOW UP FLAG and change the DUE DATE to 24 November. Click the GENERAL TAB The contact form is updated to show that a follow-up flag has been set. On the contact’s forms toolbar, click the SAVE and CLOSE button.
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Outlook Training Manual
On the VIEW menu, point to ARRANGE BY, point to CURRENT VIEW and click PHONE LIST.
Double click the entry for Rosie Brown On the toolbar click the FOLLOW UP button. Select the COMPLETED check box and click OK Click SAVE AND CLOSE
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Outlook Training Manual Sending and receiving contact information through email Sharing contact information with your co-workers can save you and your co-workers a considerable amount of time and reduce the possibility of efforts because the information is only entered once. With Outlook you can send and receive contact information through email. If the recipient uses Outlook you can send the information as an Outlook Address Card. Otherwise you can send the contact information as a VCard – the Internet standard for creating and sharing virtual business cards.
In the Contacts folder click the entry for Rosie Brown IN the ACTIONS menu, select FORWARD AS A VCARD In the TO box type in your email address and click the SEND button. IN the NAVIGATION PANE click the INBOX. Double click the forwarded message Double click the VCARD Click the OPEN button Click on SAVE and CLOSE
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Outlook Training Manual Working in the tasks folder Creating and sending a task request You can create and store a list of tasks for any activity that you want to remember and track to completion.. For each task you can specify a due dat and a start date. A task is displayed in your tasks list beginning on the start date. A task that is incomplete past its due date is displayed in red to indicate that it is overdue. You can also set the priority of the task – high, Normal and low. You can also set a reminder for the task. To create a task In the Navigation Pane, select the TASKS button. On the toolbar, select NEW TASK In the subject box type Process Overtime Sheets Click the down arrow to the right of the Due Date box and click tomorrows date. Click the down arrow to the right of the Start Date box and then click today’s date. Click on SAVE and CLOSE Create another task as follows:
Subject Due Date Start Date Priority Recurrence
Write Appraisals next Monday Tomorrow High Monthly
To customise the TASKS: On the TOOLS menu click on OPTIONS In the tasks area click the down arrow to the right of the REMINDER time box, and then click 9am Choose TASK OPTIONS and note the colour change choices for overdue task colour.
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Outlook Training Manual Assigning and Tracking Tasks You can create a task in Outlook but assign it to someone else for completion. You might delegate a task to your assistant or when your project depends on receiving something from another department. Although you can update the tasks you create for yourself, when you assign a task to someone else, only that person can update it. However you can keep a copy of the task in your tasks list. On the toolbar click the New task BUTTON Subject Due Date Start Date
Smith & Jones Wedding Reception 5 January 2007 Tomorrow
On the toolbar click the Assign Task button Choose to assign to Holly Green in contacts To track the task Double click on the task. As work progresses, its status will be reflected in the header on the task tab.
Accepting or declining a task When you receive a task request, you can accept or decline the task. If you accept the task, it is added to your Task list. If you decline, the task request is returned to the sender.
In the inbox, double click on the task request Select the appropriate button – ACCEPT or DECLINE
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Outlook Training Manual Working in the Notes folder You can use Outlook’s notes feature to record questions, ideas reminders, messages or anything else that you might otherwise write down. AS you can leave notes open on your screen even while Outlook is minimised, they are extremely useful for storing small pieces of information. In the Navigation pane, click the NOTES button On the toolbar click on NEW NOTE. In the body of the note type – Calculate expenses claim
Creating a task from a note Click and drag the note into the TASKS folder. You will see that it is automatically entered now as a new task.
Linking notes to contacts/assigning notes to categories In this exercise you will link a new note to two contacts and assign it to a category. Create a new note Type Call Shirley at Cuppa Cakes Click on the note icon in the upper left hand corner of the note form. Click on CONTACTS Select a couple of contacts Click on OK
Customising Notes
Select the note and right click to view the shortcut menu Select colours and choose a different colour to code it.
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