A Beginner's Guide to Microsoft Outlook

Transcription

1 A Beginner's Guide to Microsoft Outlook Microsoft Office Outlook 2007 Level 1 Presented by Phone: (800)

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3 Introduction to KnowledgeWave and Log on to Learn KnowledgeWave is located in South Burlington, Vermont; The Green Mountain State. Vermont is a leader in protecting the environment, a top producer of U.S. Olympic skiers and riders, and a state consistently rated one of the safest in the nation. KnowledgeWave is driven to provide you and your staff with the computer training and technical certifications that will propel your success. Through KnowledgeWave, you can set your personal productivity level in motion, accelerating towards expertise and excellence. KnowledgeWave specializes in end user application and technical training as well as application development. KnowledgeWave is pleased to bring you Log On To Learn a virtual learning environment that includes computer instruction, professional development & tools to increase office productivity. The Log On To Learn Member s Area brings you our webinar and screen cast content, on demand. Webinars-KnowledgeWave Offers Live Webinars events that are delivered over the web with video and sound. Webinars are your learning resource for concise, subjectspecific learning. Corporate Webinars-Engage your team with a high energy and informative application Webinar! All of our webinars are customized to your organization s policies and procedures surrounding the application that we are presenting. Our webinars include a one hour training consultation, live Q&A session, video recording of the sessions and reports detailing registration and attendance statistics ELearning Videos-Transform your help document into a multimedia learning experience with elearning videos! We create customized elearning videos to demonstrate any of your procedures or computer application features and functions. The videos are highly personalized to your environment. Call us now for pricing! Copyright 2010 Active Log On To Learn Members are allowed to copy this content and distribute within the company that holds the membership. Other training firms may not utilize this material. No Content can be changed or sold. Page i

4 Course Information Course Description In this introductory course, students will learn how to send and receive , sort mail into folders, and use the address book. Students will also learn how to create an appointment and understand basic calendar functionality, enter and organize names and addresses in the contact list, as well as create and view tasks. Course Duration 6 Hours Course Files No class files are required Page ii

5 Icon Legend Information icon Used for additional information as an aside from the main concept. Note icon Used for cautionary information to prevent common errors and pitfalls. Lesson icon Used to indicate the beginning of a lesson. Concept icon Used to indicate the beginning of conceptual explanations. Steps icon Used to indicate the step-by-step instructions in a lesson. Reinforcement lab icon Used to indicate the beginning of a self-guided reinforcement or optional lab. Video Link Icon Video from Log On To Learn Library that is associated with learning module. Page iii

6 Course Objectives At the end of this course, students will be able to: Navigate within Outlook Create and send messages Reply and forward Attach files to send Search Create new folders for Outlook items Create contacts and distribution lists Create and view RSS feeds Work within the calendar views Create appointments Change and delete appointments Create meetings and events Create, edit, and delete tasks Page iv

7 Table of Contents INTRODUCTION TO KNOWLEDGEWAVE AND LOG ON TO LEARN... I COURSE INFORMATION... II COURSE DESCRIPTION...II COURSE DURATION...II COURSE FILES...II ICON LEGEND... III COURSE OBJECTIVES... IV LESSON 1 INTRODUCTION AND OVERVIEW... 1 VIDEO TUTORIALS... 2 THE MICROSOFT OUTLOOK 2007 INTERFACE... 3 CHANGING VIEWS... 4 CREATING A MESSAGE... 5 Default Mail Editor Addresses... 6 Using the Address Book... 7 ADDING MESSAGE RECIPIENTS... 8 ENTERING AND EDITING MESSAGE CONTENT... 9 Checking the Spelling of Messages... 9 SENDING THE MESSAGE READING MESSAGES ACTING ON MESSAGES DELETE A MESSAGE Overview To delete a message: LESSON 2 ADVANCED MESSAGE OPTIONS VIDEO TUTORIALS USING AUTO SIGNATURE MESSAGE OPTIONS TRACKING OPTIONS USING VOTING OPTIONS WORKING WITH ATTACHMENTS SENDING A FILE VIA DIRECTLY FROM THE APPLICATION COLOR CATEGORIES AND FLAGS FLAGS SORTING S Page v

8 SEARCHING FOR S USING INSTANT SEARCH Searching for s: LESSON 3 WORKING WITH FOLDERS VIDEO TUTORIALS WORKING WITH FOLDERS Creating Folders MOVING A MESSAGE INTO A FOLDER DELETING A MESSAGE IN A FOLDER LESSON 4 CONTACTS VIDEO TUTORIALS USING CONTACTS CREATING A PERSONAL DISTRIBUTION LIST LESSON 5 RSS FEEDS WHAT IS AN RSS FEED? LESSON 6 USING THE CALENDAR OUTLOOK CALENDAR ENVIRONMENT CHANGING THE VIEW APPOINTMENTS CHANGING AN APPOINTMENT Moving an Appointment Changing the Duration of an Appointment Deleting an Appointment Creating Recurring Appointments CREATING A MEETING PROPOSE A NEW MEETING TIME Tracking Meeting Responses Updating a Meeting Request Cancelling a Meeting Request SCHEDULING RECURRING MEETINGS PRINTING A CALENDAR LESSON 7 WORKING WITH TASKS & NOTES VIDEO TUTORIALS TASKS RESPONDING TO A TASK REQUEST Page vi

9 Lesson 1 Introduction and Overview Lesson Objectives: By the end of this lesson students will be able to: Navigate in the Outlook 2007 environment Customize viewing options Create new mail messages Address messages using the address book Edit message content Check the spelling of a message Send messages Read, reply and forward messages Delete messages Class Files No class files are required for this lesson Page 1

10 Video Tutorials Included are several related video tutorials from our virtual learning library located at Take advantage of these tutorials by clicking on the video titles below (Log on to Learn membership and Internet access are required to view videos). In depth lessons and video series that are relevant to the specific lesson and/or entire course may be incorporated in the list below. If a video is included in a comprehensive series it will be denoted by an X in the table below. Difficulty Scale: Easy = Medium = Hard = Advanced = Video Title Series Duration Difficulty Top 10 Tips for Managing in Outlook :04 Under the hood: Dive into the New Features of Outlook :16 For additional videos on this lesson please check our Log on to Learn video library. Page 2

11 The Microsoft Outlook 2007 Interface Outlook is an integrated part of Windows and Microsoft Office. Outlook has several options: , calendar, tasks, personal notes, and contact management. In Outlook, users can send and receive plain messages or messages with attachments. Outlook provides the option to create an elaborate hierarchy of folders to organize messages. Standard Toolbar Advanced Toolbar To-Do Bar Navigation Pane Reading Pane Go Menu The Navigation Pane provides access to all components of Outlook. The Go Menu is a part of the Navigation Pane that allows you to quickly switch between components such as Mail, Calendar, Contacts or Tasks. The To-Do Bar provides a pane that allows a quick view of upcoming calendar appointments as well as a list of tasks. The Reading Pane displays the contents of the selected message. Page 3

12 Changing Views The View button on the Menu bar displays a drop down list of options allowing you to fully customize your Outlook view. Available options include the Reading Pane, To-Do Bar, and Navigation Pane. Not only can they be turned on or off but Outlook gives the option to collapse or expand them. View Menu TIP: By clicking on View, Arrange By you can display your s by date, from, to, as well as Show in Groups. Show in Groups categorizes your in groups which allows you to collapse and expand your s quickly Page 4

13 Creating a Message To create a new mail message, click on the New Mail Message button to display the New Message Form. This form serves as a template to help compose a message and identify the recipients. Lesson: Display the New Mail Message Form Description: Now that we know the Outlook interface, it s time to get acquainted with the new message form. Lesson Steps: 1. Click on the New Mail Message button or click File > New > Mail Message to display the Mail Form. Page 5

14 Quick Access Toolbar Tabs Ribbon Menu Office Button TIP: Use the keyboard shortcut, CTRL + N, to display the New Message Form. End of Lesson Default Mail Editor Outlook uses Microsoft Word as its default mail editor. Therefore, when you create mail messages, you will have access to a number of Word features, making it easier to create and format messages in Outlook. Addresses An address is a string used to specify the user name and location. When you send an , the address is entered into the To text box. Page 6

15 Address Examples: Using the Address Book The button, located at the top of the message header provides access to the Address Book. Network must be addressed with the exact name as it appears in the Address Book. Using the Address Book ensures that your mail will be addressed accurately and delivered to the correct recipient. The Address Book can include more than one address directory. The Global Address list contains a directory of all users within your organization; the Outlook Contacts group displays the mail addresses of the Contacts List, where you store your personal address list. Page 7

16 Adding Message Recipients To add a message recipient: Select the appropriate Address list. (Global Address List, Contacts, etc.) Click on the name of the person you wish to send the message to, then click on the To button (or Cc or Bcc). Or, you can double-click on the person's name and it will automatically display in the To window. After you have selected the recipient s name(s), click the OK button, located at the bottom of the window. Jones, Fred Smith, Tom Page 8

17 Entering and Editing Message Content Enter and edit text in the mail message, just as you would when using a word processor. It is possible to add text attributes to your message such as bold, underline, Italic, etc. You may also wish to be aware of a few points of etiquette: Always enter a descriptive Subject title in the Subject area of the New Message Form. Typing in ALL CAPITALS IS CONSIDERED SHOUTING! Using emoticons (emotion icons), such as a smiley face :-) or a frown :-( can be a way to convey humor or sadness. Avoid long, passionate or abusive . Remember, the recipient interprets what can t be seen: body language, facial expressions, etc. Generally, sending praise via is okay, criticism should be delivered in person. The confidentiality of your cannot be guaranteed. The safest bet is to not send messages via that you don t want everyone to read. messages can be easily circulated (forwarded, printed and distributed and so on). Checking the Spelling of Messages Spell Check the message text by selecting the button located on the Ribbon Toolbar. F7 is the shortcut key. F7 Spell check shortcut Page 9

18 Sending the Message Once the message has been composed and spell checked, it is ready to send. Click the Send button, located on the message toolbar. Lesson: Send a New Mail Message Description: In order to quickly inform a co-worker about an upcoming meeting, we will send an . Lesson Steps: 1. Send a message to another student in the class. 2. Use the Address Book to add the student s name in the To section of the message. 3. Enter a Subject in the Subject section of the message. 4. Use formatting options in the body text of the message (bold, italic, etc.). Page 10

19 5. Spell check the message. 6. Send the message. End of Lesson Page 11

20 Reading Messages All incoming messages are stored in the Inbox. The contents of any message you select in your Inbox will be displayed in the Reading Pane. Messages in your Inbox display icons next to them. These icons represent the type or status of the message. High importance message Low importance message A read message An unread message A replied message A forwarded message Message has an attachment Message is flagged for follow-up Page 12

21 Lesson: Read a New Mail Message Description: We have new s in our inbox that we want to read. Lesson Steps: 1. Open the message you just received by clicking on it. 2. Read the message in the Reading Pane. TIP: If you double-click on a message in the inbox, it will open up in a separate window for viewing or acting on. End of Lesson Page 13

22 Acting on Messages When a message has been read, the following options are available: TIP: The ESC key closes open mail messages. Once you have responded to the message using one of the above methods, close the message. The read message will be stored in the Inbox until you choose to move or delete it. Page 14

23 Lesson: Reply and Forward a Message Description: The information in our is valuable for other co-workers, so we d like to forward it to another employee. We also want to send an back to the original sender to let them know we appreciate the update. Lesson Steps: 1. Reply to the message you just read. Remember to spell check the message before sending it! 2. Now forward the same message to someone else in class. End of Lesson Page 15

24 Lesson: Optional Reinforcement Exercise Description: You will use the skills you ve learned to create, spell check, send and reply to messages. Lesson Steps: 1. Partner up with another student in class. 2. Create a new message to send to your partner. 3. Enter the Message Subject: Practice Exercise #2. 4. Type a short message. 5. Spell Check the message. 6. Send the message. 7. Open the message you just received from your partner. 8. Reply to the message. 9. Click the Sent Items folder to view the message you just sent. End of Lesson Page 16

25 Delete a Message Overview Once you start using Outlook, your Inbox will quickly fill up with messages. Many s do not need to be kept permanently and can be deleted. When you delete an , it moves into Outlook s recycle bin, which is separate from your Windows recycle bin. Also, when you delete an in Outlook, it has not necessarily been deleted from the server. Your organization may employ a document retention policy that will automatically archive and provide auditing trails in the case of an audit or investigation. Depending on your industry, your organization may be obligated by law to do this. In this scenario, you will delete messages that you no longer need. To delete a message: With the message selected that you want to delete, click the Delete button on the toolbar OR press the delete button on your keyboard. TIP: Shift + Delete permanently deletes messages. Page 17

26 Lesson 2 Advanced Message Options Lesson Objectives: By the end of this lesson students will be able to: Create an AutoSignature Set message importance Use tracking options Set voting options Work with message attachments Class Files No class files are required for this lesson Page 18

27 Video Tutorials Included are several related video tutorials from our virtual learning library located at Take advantage of these tutorials by clicking on the video titles below (Log on to Learn membership and Internet access are required to view videos). In depth lessons and video series that are relevant to the specific lesson and/or entire course may be incorporated in the list below. If a video is included in a comprehensive series it will be denoted by an X in the table below. Difficulty Scale: Easy = Medium = Hard = Advanced = Video Title Series Duration Difficulty Conquer Your Inbox! Take Control and Unleash the Power of Outlook s Rules and Alerts 30:47 Manage Your Message by using the Archive Tool 26:35 Where is that ? Stay Sane and Increase Your Productivity by Unleashing the Power of Sort and Filter in Microsoft Outlook 50:37 For additional videos on this lesson please check our Log on to Learn video library. Page 19

28 Using Auto Signature Outlook provides the option of displaying a signature at the end of each message. If an auto signature has been created, the sender does not have to manually type the signature block at the end of every new mail message. Instead, auto signature takes care of the signature block for you. Page 20

29 Lesson: Create an Auto Signature Description: We want a consistent closing to our s that includes our name, title and a phone number where we can be reached. To do this, we will set up an Auto Signature. Lesson Steps: 1. Choose Tools > Options, and then click the Mail Format tab. Page 21

30 2. Click Signatures. 3. Click New. 4. In the Enter a name for your New Signature box, enter a name, such as professional. 5. In the Signature text box, type the text you want to include in the signature. Format the font and style if desired. Click Finish. 6. Choose the default signature you want to use for both New Messages and Replies/Forwards. Page 22

31 End of Lesson Message Options To edit sending options for individual messages, click on the Options tab, located on the Ribbon in the New Message Form. Additional options are available by clicking on the More Options or Tracking dialog launchers. Options Tab Page 23

32 Lesson: Use Message Options Description: Most of the s we send are of moderate importance and sensitivity. However, for those occasions where an is of high importance or a confidential nature, we will use the message options to convey this to the reader. Lesson Steps: 1. Display a New Mail Message Form. 2. Click the To button, and select a student to send the message to. 3. Insert an appropriate subject. 4. Click the Options Tab. 5. Change the message importance to High. 6. Change the message sensitivity to Confidential. 7. Click the Close button. 8. Type a brief message. 9. Send the Message. End of Lesson Page 24

33 Tracking Options A user may request to be notified when a message has been delivered, read or both. The Options tab displays the More Options dialog launcher. From here, you can select Message Options, which provide users with the ability to track messages. The Tracking Options are: Request a delivery receipt for the message Request a read receipt for the message To select one or both of the tracking options, click in the appropriate check box. The messages can only track internal , not Internet mail. Page 25

34 Using Voting Options Voting Options help you create polls and gather choices from coworkers. When you create a message using Voting Options, buttons appear and recipients respond with their votes by clicking one of the buttons. A response is sent back to you and Outlook tracks all responses automatically. Lesson: Use Voting Buttons Description: You are in charge of coordinating lunch plans for an office meeting. The goal is to find out who will want lunch at the meeting and who s brought lunch. Lesson Steps: 1. Display the New Mail Message Form. 2. Click on the To button, and select a student to send the message to. 3. Insert an appropriate Subject. 4. Click on the Options tab. 5. In the Voting and Tracking Options section, choose to send the message using the Yes; No option. 6. Check: Request a delivery receipt for this message. 7. Check: Request a read receipt for this message. Page 26

35 8. In the message body, type: Would you like lunch today? 9. Send the message. End of Lesson Page 27

36 Working with Attachments An attachment may be added to a message from Outlook, or directly from Microsoft Word or Excel. To insert an attachment: Click on the Attach File button. Find and select the file that is to be attached. Click OK. Lesson: Attach a File to a Mail Message Description: There s a photo we want to share from a recent event. We ll send it in an as an attachment, rather than printing copies. Lesson Steps: 1. Create a new message to another student in the class. 2. In the Include section of the Message ribbon click Attach file. 3. Follow your instructor s directions to locate the file to be attached. 4. Write a brief message. 5. Send the message. End of Lesson Page 28

37 Sending a File via Directly From the Application When working in another Office application, you can send it directly from the application, rather than attach it to an from Outlook. To send the file, click the Office Button > Send > . Word 2007 A New Mail Message Form opens. A copy of the Word document is included as an attachment. Enter the recipients address and subject field. The attached document is ready to send. Page 29

38 Color Categories and Flags Colored categories allow you to make specific messages more visible even if you leave your messages in your Inbox. You can assign more than one category to a message; the number of categories you assign is limitless. Categories and their colored labels let you quickly view and organize your message in a way that s meaningful for you. For example, if you are working on a project, you can make messages about the project easier to find later by marking them with a color-coded category. Outlook 2007 improves on the colored flag feature by allowing you to use names you specify, along with the colors. Lesson: Apply a Color Category to an and Name the Category Description: We receive a lot of s from people within our work group. In order to find them easily, we can give them a category designation for sorting and finding at a later date. Page 30

39 Lesson Steps: 1. Single click on a message in your Inbox. 2. Go to the Standard Toolbar and click on the Categorize button. 3. Select the Red Category and observe the marker in your Inbox. 4. Go back to the standard toolbar, click on the Categorize button and select All Categories. 5. To change the name of the Red Category, click twice on it. Page 31

40 6. Type Work Group for the new category name and press enter. 7. Click OK. 8. Observe the category name in your Inbox; it should change to represent the one we entered. End of Lesson Lesson: Set Quick Click for Categories Description: Although we use several categories, the Work Group category is used most often. We are going to set Work Group as the Quick Click option so that when we click in the Category region in the Inbox, it will apply the Work Group category. Lesson Steps: 1. Click on the Categorize Button. 2. Select the Set option. 3. From the dropdown menu, select Work Group. 4. Click OK. Page 32

41 5. Select an uncategorized in the Inbox and click in the Category region. 6. Observe that the Work Group Category has been applied. End of Lesson Flags Flags have a similar, yet more utilitarian role in Outlook When we flag an item for follow-up, several things happen. First of all, we can set a time for follow up (i.e. This Week). As the date gets closer, the flag becomes a darker red. In addition, flagged items appear as tasks in the To-Do Bar and in the Task section of our Calendar. Lesson: Flag an for Follow-Up Description: There are s we need to respond to, but don t have the time, information or desire to do so at the present. In order to keep the item from being forgotten, we can flag it for follow-up so that we do indeed respond. Page 33

42 Lesson Steps: 1. In your Inbox hover over the Flag icon for one of your s and right click. 2. Notice the variation in color between Today and Next Week. 3. Click on Today. 4. To mark the follow-up as completed, click on the newly-added flag. 5. Right click on the Flag icon for the next in your list. 6. Select Quick Click and choose Tomorrow from the dropdown list. 7. Click OK. End of Lesson Page 34

43 Lesson: View Follow-Up Notifications in Calendar Description: Now that we ve flagged an , let s see how it looks in the Calendar. Lesson Steps: 1. Click on the Calendar button in the Go Bar. 2. Look at the bottom of the Calendar view and look at the flagged item. 3. Right click on the item and select Open to open the original Close the and remain in Calendar for the next lesson. End of Lesson Page 35

44 Sorting s In Outlook, mail messages are automatically sorted by date. However, you can choose to sort them by message size, date received, sender, category, flag status and attachments. Lesson: Sort Items in Alphabetical Order by Subject Description: Our s appear in the order they are received. However, we d like to track correspondence by the topic of the . In order to do this, we will sort by subject. Lesson Steps: 1. Confirm the Inbox is the active folder. 2. Click on the Subject heading. This sorts your s in ascending alphabetical order by subject. 3. Click the Subject heading again. Your s are now sorted in descending order. 4. Click on Received heading to return the s to sort by date. End of Lesson Page 36

45 Searching for s Using Instant Search Instant Search is a new feature in Outlook 2007, which helps you quickly locate messages. Click in the Instant Search box and type a word or phrase and Outlook will immediately search and display the results. Searching for s: Click in the Search Box Type in a word(s) or unique phrase Press Enter or click on the search logo When finished, click on the X button Instant Search Page 37

46 Lesson 3 Working With Folders Lesson Objectives: By the end of this lesson students will be able to: Display the folder list Create a new folder Move a message into a folder Delete a message from a folder Class Files No class files are required for this lesson Page 38

47 Video Tutorials Included are several related video tutorials from our virtual learning library located at Take advantage of these tutorials by clicking on the video titles below (Log on to Learn membership and Internet access are required to view videos). In depth lessons and video series that are relevant to the specific lesson and/or entire course may be incorporated in the list below. If a video is included in a comprehensive series it will be denoted by an X in the table below. Difficulty Scale: Easy = Medium = Hard = Advanced = Video Title Series Duration Difficulty Taming the Beast: Learn the Essential Skills That Will Help You Unlock the Power of Organizing and Managing Your Inbox 51:15 For additional videos on this lesson please check our Log on to Learn video library. Page 39

48 Working with Folders Keeping all messages in the Inbox is an inefficient method of storage. Creating folders and storing messages in them will help organize your messages and allow you to retrieve them easily. Creating Folders To create a folder, first click on the Inbox folder. The new folder you create will appear as a subfolder of the Inbox. Next, choose New then Folder. Enter the name of the Folder, and then click OK. The Folder is inserted alphabetically underneath the Inbox. Page 40

49 TIP: You can also Right click to create a new folder Lesson: Create a New Message Folder Description: In order to keep better track of incoming messages, it is important to categorize the messages by creating folders for specific tasks, workgroups or individuals. Lesson Steps: 1. Click on the Inbox folder. 2. Click on the New button and select Folder. 3. Type Class Files. Page 41

50 4. Click OK. End of Lesson Page 42

51 Moving a Message into a Folder To move a message into a folder: Click once on the message that you would like to move/copy and then click and drag the message to the destination folder. To view the contents of a folder, click on the Folder Icon. Lesson: Move a Message to a Folder Description: Now that we have a new folder, we need to move the appropriate message into it. Lesson Steps: 1. Click on a Message in your Inbox. 2. Click and Drag the message onto your Class Files folder. 3. Go to your folder list and double click on Class Files to view the folder s contents. End of Lesson Page 43

52 Deleting a Message in a Folder To delete a message: Click once on the message and then click on the Delete Message button or with the message selected, press the Delete key. Lesson: Delete a Message Description: A few of our s have been read and there s no value in keeping them. In order to keep our folders as clean as possible we will simply delete the unneeded messages. Lesson Steps: 1. Return to your Inbox. 2. Click on the message you want deleted. 3. Press the Delete key on your keyboard or press the button on your toolbar. End of Lesson Keyboard Shortcuts CTRL key SHIFT key CTRL + A Allows you to select nonconsecutive items. Allows you to select a block of items. Selects all items in the folder. Page 44

53 Lesson: Optional Reinforcement Exercise Lesson Steps: 1. Below the Inbox, create a new folder named Class Messages. 2. Underneath the Class Messages Folder, create a sub-folder named Confidential. 3. Move a message from the Inbox to the Class Messages Folder. 4. Move two messages from the Deleted Items to the Confidential Folder. End of Lesson Page 45

54 Lesson 4 Contacts Lesson Objectives: By the end of this lesson students will be able to: Create a new contact View contacts Create a follow-up item from a contact Create a Personal Distribution List Class Files No class files are required for this lesson Page 46

55 Video Tutorials Included are several related video tutorials from our virtual learning library located at Take advantage of these tutorials by clicking on the video titles below (Log on to Learn membership and Internet access are required to view videos). In depth lessons and video series that are relevant to the specific lesson and/or entire course may be incorporated in the list below. If a video is included in a comprehensive series it will be denoted by an X in the table below. Difficulty Scale: Easy = Medium = Hard = Advanced = Video Title Series Duration Difficulty Learn to Manage Your Little Black Book: Use Your Outlook Contacts to Their Maximum Potential 01:03:11 For additional videos on this lesson please check our Log on to Learn video library. Page 47

56 Using Contacts Ribbons have found their way into Contacts as well as other parts of Outlook. While many of the contact options have not changed, finding some of the features may take a minute. Page 48

57 Lesson: Explore the Contact Window Description: It s time to get comfortable with the Contact Window. Lesson Steps: 1. Click on the Contacts Button on the Go Menu. 2. Click on the New button to view the New Contact form. 3. Type in contact information. 4. Click on the buttons at the top of the window and view the options for each. 5. Save & close when done. End of Lesson Lesson: Create a Follow-up Task from the Contact List and Assign a Contact to a Category Description: While going through contacts we may find someone who we need to follow-up with in the near future. By flagging the contact we will send a reminder to our To-Do list and Calendar. Page 49

58 Lesson Steps: 1. Click on the Phone List view button in the Navigation Pane. 2. Move to the end of the entry and click on the follow-up flag. 3. Click on the Category field to assign the Quick Select category. 4. Move to your To-Do Bar and double click on the newly added Contact Followup. End of Lesson Creating a Personal Distribution List A Personal Distribution List is a collection of addresses that are grouped together under one name. When a message is addressed to the distribution list, it is sent to each address in the list. Lesson: Create a Personal Distribution List Description: We repeatedly send out s to the same group. To save us from having to input their addresses individually for every , we can create a distribution list and send the to the list. Lesson Steps: 1. Click on the drop down arrow next to the New button. Page 50

59 2. Select the Distribution List option. 3. Type a name for your distribution list (ex. Accounting Department). Page 51

60 4. Click the Select Members button. 5. In the Select Members dialog box, select the address book (in the upper right corner of the window) that contains the names you want added to the distribution list. 6. To add the names to the list, either double click the name or click the Members button. End of Lesson Page 52

61 Lesson 5 RSS Feeds Lesson Objectives: By the end of this lesson students will be able to: Define RSS feeds Add an RSS feed to Outlook View an RSS feed Class Files No class files are required for this lesson Page 53

62 What is an RSS Feed? Really Simple Syndication (RSS) Feeds are collections of news, blogs, weather and other information hyperlinks brought together in one location. This convenient feature eliminates the need to search multiple websites daily to obtain information. Instead, the headline is sent to your Outlook 2007 automatically, along with a hyperlink to the full article. This allows you to scan multiple headlines quickly and click the hyperlink to the item or items of interest and immediately be sent to the source website to read the entire article. RSS Feeds can be located either on an individual website or by searching several websites which maintain lists of RSS Feeds. When scanning a Web site of interest, look for the following icons, or,. These icons indicate that the website offers a RSS Feed option. In addition, several sites provide listings of RSS Feeds including Radio.xmlstoragesystem.com, Syndic8.com, CompleteRSS, and Search4RSS. Lesson: Select an RSS Feed from a Website and add it to Outlook Description: Let s take a look at how easy it is to establish RSS Feeds in your Outlook 2007 environment. First, you must have a copy of the RSS Feed address from Microsoft Internet Explorer. If a feed is available, you will see the icons listed on the website. Open Internet Explorer, navigate to the website of interest, highlight the address in the address bar and copy it. Lesson Steps: 1. Open Internet Explorer 2. Type the following web address in the address bar: Page 54

63 3. Select the icon from the Internet Explorer toolbar. This will move you to the site s RSS page. 4. Highlight and copy the website address in the address bar. This address will be pasted in the RSS Feed dialogue box. 5. Close Internet Explorer and return to Outlook. 6. Move to your Inbox. 7. Right click on RSS Feeds in your mailbox folders. 8. Select Add a New RSS Feed. 9. On your keyboard, press Ctrl+V to paste the RSS Feed address. 10. Click Add and then Yes. You should now be able to view your RSS Feeds. End of Lesson Page 55

64 Lesson 6 Using the Calendar Lesson Objectives: By the end of this lesson students will be able to: Navigate in the Calendar Change the Calendar view Create, edit, and move an appointment Change the duration of an appointment Delete an appointment Create recurring appointments Create a meeting Schedule recurring meetings Print Calendar items Class Files No class files are required for this lesson Page 56

65 Outlook Calendar Environment Staying organized is easy when you use Outlook s Calendar features. Outlook simplifies the burden of keeping and maintaining appointments, scheduling meetings, events, and tasks. With Outlook you have the ability to display the calendar in one, five, seven days or a full month view Each view can be customized further to meet your particular needs. Navigation Pane Five Day View Go Menu Tasks Page 57

66 The To-Do Bar displays the Date Navigator, appointments, and the Task List. The Date Navigator is simply a fancy name for the calendar. Upcoming calendar appointments are also displayed in the bar. Tasks can be grouped by today, tomorrow, this week, next week, no due date, and custom. The To-Do Bar also is fully customizable. Right click within the bar and choose from the available options. Choose whether to display all or any parts of the bar. Month View To-Do Bar Date Navigator Appointments Tasks & Follow-Up Items Page 58

67 Changing the View Each folder in Microsoft Outlook has a set of standard views. The standard views that are available depend on the type of items in the folder. For example, the standard views for the Inbox are different from the standard views for the Calendar. The standard or current calendar view can be customized at any time by choosing from a list of options located under the View menu. The View menu allows customizing of the Navigation Pane, To-Do Bar, and Reading Pane options. Panes can be displayed as normal, minimized, or off. Reading Pane Page 59

68 Appointments Appointments are activities, indicated for a block of time in the Calendar, that do not involve inviting other people or resources. Reminders can be attached to an appointment. You can schedule appointments in your own Calendar, and/or give other users permission to schedule or make changes in your Calendar. The appointments you make can be made private so that others cannot view the details of your appointment. You can specify how others view your Calendar by designating the time an appointment takes as busy, free, tentative, or out of office. Microsoft has replaced traditional menus and toolbars with the Ribbon Bar. Commands are now organized within a set of tabs. Each tab contains groups of commands which provide better organization of commonly used elements. Tabs Ribbon Bar Page 60

69 Lesson: Create a New Appointment Description: It s time to go to the dentist. So that we don t forget about the appointment, we want to add it to our Outlook calendar. Lesson Steps: 1. Click on tomorrow s date, using the Work Week view. 2. Double-click on the time of the appointment. Outlook displays an appointment window. 3. Fill in the subject (Dentist Appointment) and extend the appointment to an hour in duration. 4. Click on Save and Close to add the appointment to the calendar. End of Lesson Page 61

70 Changing an Appointment To change an appointment: Double-click on the appointment and make any necessary modifications in the appointment window. Click Save and Close. Moving an Appointment To move an appointment: Point in the left margin (on the colored bar) until the mouse pointer changes to a four-headed arrow. Drag the appointment to a new time, or, double-click on the appointment and modify the date and time in the appointment window. Changing the Duration of an Appointment To change the duration of an appointment: Point on the top border of the appointment until the mouse pointer changes to a two-headed arrow. Click and drag to extend or reduce the amount of time, or, double-click on the appointment and modify the date and time in the appointment window. Deleting an Appointment To delete an appointment: Point in the left margin (on the colored bar) until the mouse pointer changes to a four-headed arrow. Click once to select the appointment. Press the Delete key on the keyboard or click on the Delete button on the toolbar. Page 62

71 Creating Recurring Appointments To create a recurring appointment: Click on the day of the appointment, using the calendar display located on the right side of the screen. Double-click on the time of the appointment. Outlook displays the appointment window. Fill in the subject and duration of the appointment. Choose Appointment > Recurrence. Select the frequency (Daily, Weekly, Monthly, Yearly) for the appointment to recur, and then select options for the frequency. Click OK. Click Save and Close. Page 63

72 Lesson: Create a Recurring Appointment Description: We have a very important engagement in central Florida that will exist on several days. We want to input it once and have it repeat for all the days we choose. Lesson Steps: 1. Create an appointment for a meeting at Walt Disney World. 2. The meeting will run from 9:00 a.m. to 2:00 p.m. 3. Show your time as busy. 4. Save and close the appointment. 5. Modify the appointment by changing the duration from 8:30 a.m. to 4:00 p.m. Make this a recurring appointment for the next 3 days. 6. Save and close the appointment. End of Lesson Page 64

73 Creating a Meeting Creating a meeting is similar to creating an appointment. Within the Calendar folder, click the drop-down arrow next to the New appointment button and then select Meeting Request. Page 65

74 The appointments dialog box opens. Notice the information banner at the top of the dialog box indicating that Invitations have not been sent for this meeting. Enter the information for the meeting subject, location and notes in the appropriate boxes. Click on the Scheduling tab to invite attendees and to find an available time for the meeting. Page 66

75 Click on Add Others to access the Global Address List. In the Add Others dropdown list, select Add From Address Book. TIP: The Scheduling Preview shows if attendees are Free, Busy, Tentative, or Out of Office. In the: Type name or select from list box, select the names of the people or resources you want at the meeting. For each name entered, click Required, Optional, or Resources. (Required and Optional attendees appear in the Invite To box, and Resources appear in the Location box.) When you have selected all attendees, click OK to return to the Scheduling tab. Use the horizontal and vertical scroll bars in the calendar preview pane to view the availability of attendees. Use the calendar preview pane to define the time of the meeting. Finally, click on Send, to send invitations to the attendees. Page 67

76 Propose a New Meeting Time Once you receive a meeting request , you have the option of choosing Accept, Tentative or Decline. If you are unable to attend the meeting at the scheduled time, you can Propose a New Time for the meeting. Tracking Meeting Responses Once you have received several responses to the meeting request, you can easily track the replies by opening the meeting and clicking on the Tracking tab. Updating a Meeting Request If you discover you need to change the day and/or time of a meeting already scheduled, you can open the meeting and make the appropriate changes and you will be prompted automatically to send an updated Meeting Request. Cancelling a Meeting Request If you delete an existing meeting, you will automatically be prompted to send a cancellation message to the previous recipients of the Meeting Request. Page 68

77 Scheduling Recurring Meetings To schedule a recurring meeting: Double-click on the time. Click on the Attendee Availability tab, or click on the Invite Attendees button, located on the toolbar. Determine a meeting time. In the Subject box, type a description. Enter the location in the Location box. Select other desired options. Choose Appointment > Recurrence. Select the recurrence pattern and range of recurrence options. Click OK. Click Send. Page 69

78 Lesson: Create a Recurring Meeting Request Description: Our sales team has done well. As a reward we will be having our meetings at Bove s restaurant for the next three weeks and want to let the sales team know. Lesson Steps: 1. Click on tomorrow s date. 2. Double-click 8:00AM. 3. Click on the Attendee Availability tab. 4. Click on Invite Others. 5. In the Required box, add another student s machine name from the address list. 6. Choose Appointment > Recurrence from the menu bar. 7. Set it to recur weekly, on every Monday, for three occurrences. 8. Click OK. 9. Click on the Appointment tab. 10. Fill in the Subject of Sales Hurrah Meeting. 11. Fill in the Location of Bove s Diner. 12. Click on Send. End of Lesson Page 70

79 Printing a Calendar Calendars can be printed in a variety of styles. To choose a print style, select File/Print from the main menu. The Calendar may be printed in the following styles: Daily Style Weekly Style Monthly Style Tri-fold Style Calendar Details Style Lesson: Optional Reinforcement Exercise Page 71

80 Lesson Steps: 1. Create a new appointment 2 weeks from the current day for a Departmental Meeting. The appointment should run from 3:00 to 4:30 p.m. 2. Create a recurring appointment that will occur on the first Monday of every month for 6 occurrences. 3. Plan a Meeting on the 15 th of the current month. 4. Invite 3 students in class to your meeting. End of Lesson Page 72

81 Lesson 7 Working with Tasks & Notes Lesson Objectives By the end of this Lesson students will be able to: Create a Task Assign a Task Respond to a Task Request Delete a Task Class Files No class files are required for this lesson Page 73

82 Video Tutorials Included are several related video tutorials from our virtual learning library located at Take advantage of these tutorials by clicking on the video titles below (Log on to Learn membership and Internet access are required to view videos). In depth lessons and video series that are relevant to the specific lesson and/or entire course may be incorporated in the list below. If a video is included in a comprehensive series it will be denoted by an X in the table below. Difficulty Scale: Easy = Medium = Hard = Advanced = Video Title Series Duration Difficulty Easily Manage Daily Priorities in Microsoft Outlook 6:33 For additional videos on this lesson please check our Log on to Learn video library. Page 74

83 Tasks A task can be referred to as a To-Do item. A task assignment requires at least two people: one to send the task request and another to respond to it. When you send a task request, you give up ownership of the task. However, it is possible to keep an updated copy of the task in your task list, which indicates the progress of the task. Nevertheless, you cannot change information such as the due date or percentage complete for the task. When you receive a task request, you are the temporary owner of the task. You can accept the task, decline the task, or assign the task to someone else. If you accept the task, you become the new, permanent owner and are the only person who can make changes to the task. If you decline the task, the task is returned to the person who sent you the task request. Only the owner or temporary owner of the task can update the task. If you own a task that was assigned to other people before you accepted it, every time you make a change, your change is automatically made to the copies of the task in their task lists. When you complete the task, you send automatic status reports to the other individuals who were assigned the task and requested status reports. If you assign a task to more than one person at a time, you cannot keep an updated copy of the task in your task list. To assign work to more than one person and have Outlook keep you up-to-date on work progress, divide the work into separate tasks, and then assign each task individually. For example, to assign a report to three writers, create three tasks named Write Report: Writer 1, Write Report: Writer 2, and Write Report: Writer 3. Page 75

84 Lesson: Create a New Task Description: In order to remember a good sales lead, we want to enter it as a task with a reminder. Lesson Steps: 1. Click on the Tasks Button on the Go Menu. 2. Double-click on a new task line, and fill in the information in the New Task dialog box. 3. Choose to be reminded about the task three hours prior to the due date. 4. Select Save and Close to set the task in your calendar. Page 76

85 End of Lesson Page 77

86 Lesson: Assigning a Task to Someone Else Lesson Steps: 1. Choose File > New > Task Request from the menu. 2. Fill in the recipient s name, the subject, due date and any notes you want to include. 3. Click on Send. End of Lesson Page 78

87 Responding to a Task Request When you receive a task request, you are the temporary owner of the task. You can accept the task, decline the task, or assign the task to someone else. If you accept the task, you become the new, permanent owner and are the only person who can make changes to the task. If you decline the task, you have the opportunity to give a reason why you declined, and the task is returned to the person who sent it. If you assign the task to someone else, you can choose to keep an updated copy in your task list and receive status reports for the task; however, ownership is transferred to the person you assign the task to. Page 79

88 Displaying Tasks By Person Responsible categorizes tasks and files them under the person responsible for completing the task. Lesson: Delete a Task Lesson Steps: 1. In the task list, select the tasks you want to delete. 2. Press the Delete key on the keyboard. End of Lesson Page 80