ADVANCED MICROSOFT OUTLOOK

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ADVANCEDMICROSOFT OUTLOOK

• "Provided by the New York State Library, NOVEL is
  an online virtual library connecting New Yorkers
  to 21st century information via local libraries
  statewide. NOVEL is currently supported with
  temporary federal Library Services and Technology
  Act funds. New Century Libraries is an important
  statewide funding initiative currently before the
  Legislature that proposes permanent state funding
  for NOVEL."
• By Jan Aguirre

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Objectives

• Message Options
• Sorting and Organizing Messages
• Finding, Printing
• Using the Drafts Folder
• Backing up your Outlook Data
• Email Signatures
• Adding an Event
• Adding a Task
• Adding a Note
• Contact Options
• Basic Maintenance

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What is Outlook?

• Send Receive Email
• Calendar Scheduling
• Contact Manager
• Task Manager
• Notes Reminders

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Advanced Message Options

• You can have replies sent to an different email
  address
• You can set Outlook up so that messages are not
  delivered before a certain day and time and when
  that time expires

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More Options

• To change the option that sends your email out
  immediately
• Tools Options Mail Setup
• Remove the Checkmark in the box Send
  immediately when connected
• Then click OK
• This will now send your outgoing messages to the
  Outbox
• When you are ready to send your messages Tools
  Send/Receive Send All or F9

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Flagging

• You can flag an important piece of email to
  remind you to do a follow up
• Flagging marks an item to remind you that it
  needs to be followed up.
• After it has been followed up, you can mark it
  complete.

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Flagging

• Right click on the message
• From the popup menu select Follow up
• Select the options you want from the dialog
  boxes.
• Then click OK
• A flag will display next to the message

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Sorting Email

• You can sort your email messages by any of the
  column headings displayed at the top. Where the
  arrow is, is the current sort order. Clicking on
  any other heading will sort the emails by that
  heading, clicking twice, arranges them in
  ascending order
• Below that is the Preview Pane
• You can view a piece of email by double clicking
  on it, or a single click will show you a preview
  of that message

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Organizing Your Email

• Creating folders to organizing your messages is
  very easy
• Right click on the Inbox folder
• Select New Folder

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Organizing Your Email

• The Create New Folder window appears, name your
  folder and Click OK
• The new folder appears under the Inbox Folder
• Move your email messages into the appropriate
  folders by right clicking on the message
• Select Move to Folder from the Shortcut Menu
• Select the Folder, click OK

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Find,Print,Drafts,Signatures

• Find Click on the Find button on the toolbar
• A Find Toolbar appears
• In the Look for box, type in the text you want
  to appear in any email you have
• Change the Search In box if necessary and click
  the Find Now button

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Printing

• Either click on the Printer icon in the toolbar
  or
• Under the File menu, select the Print command

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Drafts

• If you cant finish an email and wish to add to
  it the next day and send it out, under the File
  Menu, select Save.
• This saves your message in the Drafts Folder
• You can then open it up later and continue
  working on it

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Backing Up Your Data

• All Microsoft Outlook data is stored in one file,
  the .pst file
• There are two ways to back up your data
• Click on File, Import and Export
• Select Export to a file
• Next
• Select Personal Folder file (.pst)

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Backing Up Your Data

• Next
• Select the folder to export
• Select all or an individual folder
• Be sure to check the box that says Include
  subfolders
• Next
• You can put this backup file on your desktop to
  burn on a cd later or copy to a zip disk
• Then select Finish
• Select OK

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Backing Up Your Data

• Start Menu
• Search
• Search for .pst
• Chose the expanded search which includes all
  files and folders

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Backing Up Your Data

• Once the .pst file is located, you can drop it on
  your desktop, burn it to a cd or copy to a zip
  disk
• If your entire hard drive is backed up on a
  regular basis, there is no need to back up this
  file

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Email Signatures

• Signatures are a way to sign each email without
  having to type in the same information each time
  you send out an email
• To create a signature, under the Tools Menu,
  Select Options
• Select the Mail Format tab
• Click on the Signature button

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Calendar

• The Microsoft Outlook Calendar is the calendar
  and scheduling component of Outlook, and is fully
  integrated with e-mail, contacts, and other
  features. You can view a day, week, or month at
  once.

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Adding an Event to the Calendar

• Select the Calendar
• Select New this window appears

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Adding an Event to the Calendar

• Fill in the Subject line
• Fill in the location if desired
• Fill in the Starting and Ending times
• If you would like to be reminded of this
  appointment, check the reminder box and fill in
  the time for the reminder

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Adding an Event to the Calendar

• Fill in the Show Time As option box
• Fill out the Label option box
• If you wish to invite others to attend this
  meeting, select the button, Invite Attendees
• Clicking in the To box, opens up your contact
  list and allows you to fill in the email
  addresses of those you wish to invite

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Inviting Attendees

• This screen appears
• If their attendance is required, insert their
  name in the required box.
• If attendance is optional, use the Optional box
• The Resource box is to reserve resources
  (resources meaning a room, computer or any
  equipment needed at a meeting.) These are not
  used
• Then click OK

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Inviting Attendees

• When the meeting notice is sent to invitees by
  e-mail, each will receive a meeting request in
  their Inbox. When they open it, they can accept,
  tentatively accept, propose a new time, or
  decline your meeting by clicking a single button.
  As organizer, you can track who has accepted,
  declined, or counter-proposed times, simply by
  opening the meeting.

Here is what the invited attendee will see
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Inviting Attendees

• Here is the options window that pops up

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Inviting Attendees
Here is an example of the reply the organizer
will see
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Tasks

• A task is a personal or work-related errand you
  want to track through completion.
• A task can occur once or repeatedly (a recurring
  task).
• A recurring task can repeat at regular intervals
  or repeat based on the date you mark the task
  complete.
• For example, you might want to send a status
  report to your supervisor on the last Friday of
  every month, and get a haircut when one month has
  passed since your last haircut.

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Creating a Task

• On the File menu, point to New, and then click
  Task.
• In the Subject box, type a task name.
• Complete any other boxes on the Task and Details
  tabs for information you want to record for the
  task.
• For help on an option, on the Help menu, click
  What's This, and then click the option.

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Creating a Task

• To make the task recur, click Recurrence, click
  the frequency (Daily, Weekly, Monthly, Yearly) at
  which you want the task to recur, and then do one
  of the following
• Make the task recur at regular intervals
• Select options for that frequency. Make the task
  recur based on completion date
• If you want, set start and end dates for the
  task.
• Click OK, and then click Save and Close.

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Tasks
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Tasks
If the Task recurs, fill in the Recurrence pattern
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Notes

• Notes are the electronic equivalent of paper
  sticky notes.
• Use notes to jot down questions, ideas,
  reminders, and anything you would write on note
  paper.
• You can leave notes open on the screen while you
  work.
• This is especially convenient when you're using
  notes for storing bits of information you may
  need later, such as directions or text you want
  to reuse in other items or documents.

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Create a note

• On the File menu, point to New, and then click
  Note.
• Type the text of the note.
• To close the note, click the note icon in the
  upper-left corner of the Note window, and then
  click Close.
• Note   You can leave the note open while you
  work. When you change the note, the changes are
  saved automatically.

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Create a contact from an e-mail message you
receive

• Open the e-mail message that contains the name
  you want to add to your contact list.
• In the From field, right-click the name you want
  to make into a contact, and then click Add to
  Contacts on the shortcut menu.
• When you are finished - Click Save and Close
• TIP - You can quickly create another contact
  with the same company information. In the current
  contact, on the Actions menu, click New Contact
  from Same Company.

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Find a Contact

• On the toolbar, type the name of the contact you
  want to find in the Find a contact box.
• You can enter a partial name, such as Judy L, a
  first or last name, an e-mail alias, display as
  name, and company name.
• To quickly open a contact you previously searched
  for, click the Find a contact arrow and select a
  name.

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Create a message from a contact

• In the Contacts folder, select the contact, click
  the Actions menu, and then click New Message to
  Contact.
• In the Subject box, type the subject of the
  message.
• In the message body, type the message.
• Click Send

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Create a meeting request from a contact

• In Contacts, click the contact, and then on the
  Actions menu, click New Meeting Request to
  Contact.
• In the Subject box, type a description.
• In the Location box, enter the location.
• Enter start and end times.
• Select any other options you want.
• Click Send.

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View a map for an address

• The feature described in this Help topic is only
  available if support for English is enabled
  through Microsoft Office Language Settings.
• Open the contact.
• Under the Address button, click the down arrow,
  and then click the type of address you want to
  find on a map Business, Home, or Other.
• On the Actions menu, click Display Map of
  Address.
• Note   This feature works only for addresses
  within the United States.

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Basic Maintenance

• Most of the maintenance tasks in Outlook are
  common sense
• Delete messages and clear out your deleted
  messages folder
• Keep your contact list up to date
• Create new folders to organize your messages
• Check off completed tasks