NOT FOR SALE Microsoft Outlook Microsoft Office 2010 Specialist and Expert Certifications

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1 Microsoft Outlook 00 Appendix C Microsoft Office 00 Specialist and Expert Certifications What Are Microsoft Office Specialist and Expert Certifications? Microsoft Corporation has developed a set of standardized, performance-based examinations that you can take to demonstrate your overall expertise of Microsoft Office 00 programs, including Microsoft Word 00, Microsoft PowerPoint 00, Microsoft Excel 00, Microsoft Access 00, and Microsoft Outlook 00. When you successfully complete an examination for one of these Office programs, you will have earned the designation as a specialist or as an expert in that particular Office program. These examinations collectively are called the Microsoft Office 00 Specialist and Microsoft Office 00 Expert certification exams. The information in Table C identifies each of these examinations. Table C Microsoft Office Specialist and Expert Certifications Certification Exam Description Requirement Credential Earned Microsoft Word 00 Specialist Indicates you have proficiency in using at least 80 percent of the features and capabilities of Word 00 Successfully complete Exam Microsoft Office Specialist: Microsoft Word 00 Microsoft Word 00 Expert Indicates you have proficiency in using Word 00 at the feature and functionality levels, together with advanced features of Word 00 Successfully complete Exam Microsoft Office Specialist: Microsoft Word 00 Expert Microsoft PowerPoint 00 Specialist Indicates you have proficiency in using PowerPoint 00 by creating complex slide shows using sophisticated data presented in visual formats Successfully complete Exam Microsoft Office Specialist: Microsoft PowerPoint 00 Microsoft Excel 00 Specialist Indicates you have proficiency in using at least 80 percent of the features and capabilities of Excel 00 Successfully complete Exam Microsoft Office Specialist: Microsoft Excel 00

2 APP 6 Appendix C Microsoft Office 00 Specialist and Expert Certifications Table C Microsoft Office Specialist and Expert Certifications (continued) Certification Exam Description Requirement Credential Earned Microsoft Excel 00 Expert Indicates you have proficiency in using Excel 00 at the feature and functionality levels, together with advanced features of Excel 00 Successfully complete Exam Microsoft Office Specialist: Microsoft Excel 00 Expert Microsoft Access 00 Indicates you have proficiency in using Access 00 by creating, modifying, and extending functionality of basic database objects Successfully complete Exam Microsoft Office Specialist: Microsoft Access 00 Microsoft Outlook 00 Indicates you have proficiency in using Outlook 00 by formatting message content, creating contact records and appointments, scheduling meetings, and sharing schedules Successfully complete Exam Microsoft Office Specialist: Microsoft Outlook 00 You will notice in Table C that Word and Excel have an Expert certification. The other programs do not. Microsoft provides one other level of Office certification: 00 Microsoft Office Master certification. To be certified as a 00 Microsoft Office Master, you must successfully complete the following exams: : Word 00 Expert : Excel 00 Expert : PowerPoint 00 and either or : Access : Outlook 00 Why Should You Be Certified? Microsoft Office 00 certification provides a number of benefits for both you and your potential employer. The benefits for you include the following: You can differentiate yourself in the employment marketplace from those who are not Microsoft Office Specialist or Expert certified. You have proved your skills and expertise when using Microsoft Office 00. You will be able to perform at a higher skill level in your job. You will be working at a higher professional level than those who are not certified. You will broaden your employment opportunities and advance your career more rapidly.

3 Microsoft Office 00 Specialist and Expert Certifications Appendix C APP 7 For employers, Microsoft Office 00 certification offers the following advantages: When hiring or promoting employees, employers have immediate verification of employees skills. Companies can maximize their productivity and efficiency by employing Microsoft Office 00 certified individuals. Outlook Appendix C Taking the Microsoft Office 00 Certification Exams The Certiport Company administers the Microsoft Office 00 Specialist and Expert certification exams. You can contact Certiport at x38 or at the Web address, On the Web site, click the Microsoft Office 00 Specialist link. Be sure to explore the links on these Certiport pages to obtain a thorough understanding of the Microsoft Office 00 certification exams. To take an exam, you must register and pay a fee. The fee varies depending on the test and the testing center. Each exam requires that you complete specified tasks using the program on which you are being tested, that is, tasks you would perform while at work. Remember these are performance-based exams, so you will be using the software, not answering questions about the software. You can find testing centers by following the links on the Certiport Web site and then clicking Find a Testing Center. How Do I Prepare for the Microsoft Office 00 Specialist Exam? The Shelly Cashman Series offers Microsoft-approved textbooks for the certification exams listed in Table C on pages APP 5 and APP 6. These textbooks can be found by visiting the Web site, and then entering the search topic, Shelly. Using any of the approved textbooks will prepare you to take and pass the indicated Microsoft Office 00 Specialist or Expert exam. For a list of skill sets specific to this book, see Table C on pages APP 8 through APP. The use of all appropriate Shelly Cashman Series Office 00 textbooks will prepare you for the 00 Microsoft Office Master certification. For further information from Microsoft regarding Microsoft Office 00 certification, please visit mos.aspx and

4 APP 8 Appendix C Microsoft Office 00 Specialist and Expert Certifications Table C Outlook 00 Certification Objectives Skill Set Page Number Managing the Outlook Environment Apply and manipulate Outlook program options Set General options OUT 47 Set Mail options OUT 48 5 Set Calendar options OUT 84 OUT 6 68 Set Tasks options OUT 8 OUT 85 Set Notes and Journal options OUT 9 Set Advanced options OUT 70 OUT 90 9 Set Language options APP 8 Manipulate item tags Categorize items OUT Set flags OUT Set sensitivity level APP 9, APP Mark items as read or unread OUT 5 View message properties OUT 4 Arrange the Content pane Show or hide fields in a list view APP 0 Change the Reading view OUT 3 Use the Reminders Window APP Use the People pane APP Apply search and filter tools Use built-in Search folders OUT Print an Outlook item Print attachments OUT 33 Print calendars OUT 03 Print multiple messages OUT 7 Print multiple contact records OUT 56 Print tasks OUT 7 Print multiple notes OUT 0 Creating and Formatting Item Content Create and send messages Specify a message theme OUT 59 6 Specify message content format Plain text OUT Rich text OUT HTML format OUT OUT Show or hide the From and Bcc fields OUT Set a reminder for message recipients APP Specify the sending account OUT 37 Specify the Sent items folder APP

5 Table C Outlook 00 Certification Objectives (continued) Skill Set Configure message delivery options APP 3 Configure voting options APP 4 Microsoft Office 00 Specialist and Expert Certifications Appendix C APP 9 Page Number Configure tracking options OUT Send a message to a contact group OUT 44 OUT 46 Create and manage Quick Steps Perform Quick Steps OUT Create Quick Steps OUT Edit Quick Steps OUT 79 Delete Quick Steps OUT 8 Duplicate Quick Steps OUT 79 Reset Quick Steps to default settings OUT 80 Create item content Insert graphical elements OUT 56 Insert a hyperlink OUT Format item content Use formatting tools OUT Apply styles APP 4 Create styles APP 5 Create themes APP 6 Use Paste Special APP 7 Format graphical elements APP 7 Attach content to messages Attach an Outlook item OUT Attach external files OUT 30 3 Managing Messages Clean up the mailbox View mailbox size APP 8 Save message attachments OUT Save a message in an external format OUT 8 Ignore a conversation APP 8 Use clean-up tools OUT 90 Create and manage rules Create rules OUT 8 86 Modify rules OUT 86 Delete rules OUT Manage junk mail Allow a specific message (not junk) OUT Filter junk mail Never Block Sender OUT 43 Never Block Sender s Domain OUT 43 Never Block this Group or Mailing List OUT 43 Block Sender OUT 43 Outlook Appendix C

6 APP 0 Appendix C Microsoft Office 00 Specialist and Expert Certifications Table C Outlook 00 Certification Objectives (continued) Skill Set Page Number Manage automatic message content Manage signatures OUT Specify the font New HTML messages OUT 59 6 Plain-text messages OUT 49 Specify options for replies OUT 7 Specify options for forwards OUT 7 Set a default theme for all HTML Messages OUT 59 6 Stationery OUT 59 6 Fonts OUT 59 6 Managing Contacts Create and manipulate contacts Modify a default business card APP 9 Forward a contact OUT 7 Update a contact in the address book OUT 30 3 Create and manipulate contact groups Create a contact group OUT Manage contact group membership OUT 49 5 Show notes about a contact group OUT 3 Forward a contact group OUT 49 Delete a contact group OUT 5 Send a meeting to a contact group OUT 33 Managing Calendar Objects Create and manipulate appointments and events Set appointment options OUT Print appointment details OUT 00 0 Forward an appointment OUT 98 Schedule a meeting with a message sender OUT 98 Create and manipulate meeting requests Set response options OUT 97 Update a meeting request OUT 98 Cancel a meeting or invitation OUT 96 Propose a new time for a meeting OUT 98 Manipulate the Calendar pane Arrange the calendar view OUT 6 Change the calendar color OUT 56 OUT 7 Display or hide calendars OUT 56 Create a calendar group APP 7

7 Table C Outlook 00 Certification Objectives (continued) Skill Set Working with Tasks, Notes, and Journal Entries Create and manipulate tasks Microsoft Office 00 Specialist and Expert Certifications Appendix C APP Page Number Create a task OUT Manage task details OUT 76 8 OUT 8 Send a status report OUT 09 Mark a task as complete OUT Move or copy a task to another folder OUT 0 Assign a task to another Outlook user OUT Accept or decline a task assignment OUT 0 Update an assigned task OUT 0 03 Use Current view OUT 0 OUT 37 OUT 6 Create and manipulate notes Create a note OUT 8 0 Change the current view OUT 0 Categorize notes OUT 0 Create and manipulate Journal entries Automatically record Outlook items APP Automatically record files APP 3 Edit a Journal entry APP 3 Outlook Appendix C Outlook Certification The chapters in this book have covered most of the topics necessary for the Outlook certification; however, you need to know about a few more to be ready for the certification exam. Working with Outlook Program Options When working with Outlook, you can configure several options to customize your experience. The Outlook Options dialog box can be used for setting these options.

8 APP Appendix C Microsoft Office 00 Specialist and Expert Certifications To Set Language Options You can use the Outlook Options dialog box to set the Office Language Preferences. Usually, Outlook configures the language settings to match your operating system; however, if you want to change that, you can adjust the Language options. The following steps set the Language options. Click File on the Ribbon to display the Backstage view. Click Options in the Backstage view to display the Outlook Options dialog box. Click Language to display the Language options (Figure C ). Language category is selected Language options Figure C Q&A What types of features do the Language options determine? They specify the editing and display languages, such as the languages used in the dictionaries, grammar checking, and sorting. Modify the settings in each area to set the Language options. Click the OK button to close the Outlook Options dialog box and save the changes.

9 To Set the Sensitivity Level for All New Messages Click File on the Ribbon to display the Backstage view. Microsoft Office 00 Specialist and Expert Certifications Appendix C APP 3 You can set the sensitivity level for all messages by using the Outlook Options dialog box. Sensitivity levels are Normal, Personal, Private, and Confidential. Changing the setting in the Outlook Options dialog box changes the default sensitivity level of all messages created afterwards. The following steps set the Sensitivity level. Mail category is selected Outlook Appendix C Click Options in the Backstage view to display the Outlook Options dialog box. Click Mail to display the Mail options. Drag the scroll bar to display the Send messages area (Figure C ). drag scroll bar Default Sensitivity level arrow Figure C Click the Default Sensitivity level arrow to display a list of sensitivity levels. Click Normal, Personal, Private, or Confidential to set the default sensitivity level for all new messages. Click OK to close the Outlook Options dialog box and save the changes.

10 APP 4 Appendix C Microsoft Office 00 Specialist and Expert Certifications Working with the Content Pane When working with the Content pane, you should be able to perform the tasks included in this section for the certification exam. To Show or Hide Fields in List View When organizing the Content pane, you can adjust the fields displayed in List view by showing or hiding the fields. You can adjust which fields are displayed using the Show Columns dialog box. To show or hide a field in List view, perform the following steps. Click View on the Ribbon to display the View tab. Click the Add Columns button (View tab Arrangement group) to display the Show Columns dialog box (Figure C 3). Click a column name in the Available columns box that you want to show, and then click the Add button (Show Columns dialog box) to display the column. columns that can be added View tab Show Columns dialog box Add Columns button Arrangement group Click a column name in the Show these columns in this order box, and then click the Remove button (Show Columns dialog box) to hide the column. Click the OK button (Show Columns dialog box) to close the dialog box and display or hide the columns you selected. Figure C 3 OK button columns that will be shown

11 TO OPEN THE REMINDERS WINDOW Microsoft Office 00 Specialist and Expert Certifications Appendix C APP 5 If you have set up reminders for tasks or other items, you can use the Reminders window to view reminders. You can then dismiss the ones you no longer need. For those that require more time, you can choose more time to complete the task and set a snooze interval so that Outlook reminds you about the item again. If you choose to open the Reminders window, you would use the following steps.. Click View on the Ribbon to display the View tab.. Click the Reminders Window button (View tab Window group) to open the open the Reminders window. 3. After reviewing the reminders, click the Close button to close the Reminders window. Outlook Appendix C TO USE THE PEOPLE PANE When you are reviewing a message in Outlook, you can use the People pane to view more information about the contacts associated with the message, such as the senders and receivers of the message. If the message has more than one contact, you can select the contact in the People pane to display individual information, such as s, meetings, and other data that relate to that contact as stored in Outlook. The People pane is minimized by default; therefore, it needs to be expanded before you can use it. If you choose to use the People pane, you would use the following steps.. Select a message in the Message list.. If necessary, click the Expand button to expand the People pane. 3. Click a contact icon to see related data for the Contact. 4. After reviewing the data in the People pane, click the Collapse button to collapse the People pane. Creating and Sending Messages In addition to what you have learned in the chapters, you should also be able to perform the following tasks when working with messages. TO CHANGE A SENSITIVITY LEVEL When composing a message, you can change the sensitivity level. If you choose to change the sensitivity level for a single message, you would use the following steps.. While composing a message, click Options on the Ribbon to display the Options tab.. Click the More Options Dialog Box Launcher (Options tab More Options group) to display the Properties dialog box. 3. Click the Sensitivity button to display a list of options. 4. Click a sensitivity option to change the sensitivity level of the message. 5. Click the Close button (Properties dialog box) to apply the changes.

12 APP 6 Appendix C Microsoft Office 00 Specialist and Expert Certifications TO SET A REMINDER FOR MESSAGE RECIPIENTS When composing a message, you can set reminders for message recipients. If you choose to set a reminder for message recipients, you would use the following steps.. While composing a message, click the Follow Up button (Message tab Tags group) to display a menu of follow-up options.. Click Custom to display the Custom dialog box. 3. Click the Flag for Recipients check box to select it. 4. Click the OK button (Custom dialog box) to apply the changes. To Specify the Sent Items Folder When organizing your messages, you can select which folder to use for storing sent items. To specify the Sent Items folder, a message window must be open; that is, you should be composing an message. The following steps specify the Sent Items folder. Open a new or existing message. Options tab Save Sent Item To button Click Options on the Ribbon to display the Options tab. Click the Save Sent Item To button (Options tab More Options group) to display a list of options. Select Folder dialog box More Options group OK button Click Other Folder to display the Select Folder dialog box (Figure C 4). Select a folder or create a new folder to change the Sent Items folder. list of available folders Click the OK button (Select Folder dialog box) to apply the changes. Figure C 4

13 To Configure Message Delivery Options Microsoft Office 00 Specialist and Expert Certifications Appendix C APP 7 When composing a message, you can adjust the delivery options using the Properties dialog box. For example, you can change where replies are sent, delivery dates, expiration dates, saving options, contact information, and categories. The following steps configure message delivery options. While composing a message, click Options on the Ribbon to display the Options tab. Options tab Properties dialog box More Options Dialog Box Launcher Outlook Appendix C Click the More Options Dialog Box Launcher (Options tab More Options group) to display the Properties dialog box (Figure C 5). More Options group Delivery options Close button Figure C 5 Select delivery options in the Delivery options area. Click the Close button to close the Properties dialog box.

14 APP 8 Appendix C Microsoft Office 00 Specialist and Expert Certifications TO CONFIGURE VOTING OPTIONS When composing a message, you can configure voting options by using the Properties dialog box. For example, you can choose to use voting buttons as well as request delivery and read receipts. If you choose to configure voting options, you would use the following steps.. While composing a message, click Options on the Ribbon to display the Options tab.. Click the Use Voting Buttons button (Options tab Tracking group) to display a list of options. 3. Click Custom to display the Properties dialog box. 4. Select voting options in the Voting and Tracking options area. 5. Click the Close button to close the Properties dialog box. Using Formatting Tools When working with message content, you can use several formatting tools to enhance the appearance of the content. To Apply a Style While composing a message, you can format text using one of the styles provided in the Styles gallery. The following steps change the style of selected text. In an open message, select text that you want to format. Format Text tab Click Format Text on the Ribbon to display the Format Text tab. Styles gallery Click the More button (Format Text tab Styles group) to display the Styles gallery (Figure C 6). Click a style to change the style of the selected text. selected text Figure C 6

15 To Create a Style Microsoft Office 00 Specialist and Expert Certifications Appendix C APP 9 You can create custom styles using the Create New Style from Formatting dialog box. First, you format text in your message, and then you use the dialog box to save your style with a name. You can select the custom style from the Styles gallery the next time you decide to use it. The following steps create a new style. Format and then select text in a message to use the formatting when creating the style. Format Text tab Styles Dialog Box Launcher Outlook Appendix C Click Format Text on the Ribbon to display the Format Text tab. Click the Styles Dialog Box Launcher (Format Text tab Styles group) to display the Styles dialog box (Figure C 7). selected text Styles group Styles dialog box New Style button Figure C 7 Click the New Style button (Styles dialog box) to display the Create New Style from Formatting dialog box. Type a name in the Name text box to name the new style. Click the OK button (Create New Style from Formatting dialog box) to save the style.

16 APP 0 Appendix C Microsoft Office 00 Specialist and Expert Certifications To Create a Theme Besides creating styles, you also can create a theme. When you create a theme, all the formatting of the message is included in the new theme. You then can apply your theme by selecting it from the Themes gallery. The following steps create a new theme. Themes button After formatting a message, click Options on the Ribbon to display the Options tab. Options tab Click the Themes button (Options tab Themes group) to display the Themes gallery (Figure C 8). Click Save Current Theme to display the Save Current Theme dialog box. Themes gallery Type a name in the File name text box to name the new theme. Click the Save button (Save Current Theme dialog box) to save the new theme. Save Current Theme command Figure C 8 To Use Paste Special When pasting content into a message, you can choose different paste options using the Paste Special dialog box. For example, you can paste a paragraph as unformatted text so that no formats are copied from the original source of the text. The following steps use the Paste Special dialog box.

17 After copying content to the Clipboard, open a new or existing message. Click the Paste button arrow (Message tab Clipboard group) to display a list of paste options. Click Paste Special to display the Paste Special dialog box (Figure C 9). Select a paste option in the As box. Click the OK button (Paste Special dialog box) to paste the content from the Clipboard using the selected paste option. Paste button arrow Message tab Microsoft Office 00 Specialist and Expert Certifications Appendix C APP Clipboard group Paste Special dialog box OK button available paste options Outlook Appendix C Figure C 9 To Format a Graphical Element When working with inserted images, clip art, and other graphical elements, you can use the Format tab to change the appearance of the graphical elements. The Format tab is a contextual tab that appears when a graphical element is selected. The available options depend on the selected element. The following steps format a graphical element. Q&A Select a graphical element in a message. Click Format on the Ribbon to display the Format tab for the element (Figure C 0). What types of formatting can I apply to a graphic? Using a tool on the Format tab, you can adjust the graphic s color, brightness, or contrast, apply a Picture style, or resize the graphic, for example. graphical element selected Figure C 0 Format tab Click a formatting tool to use it to format the graphical element.

18 APP Appendix C Microsoft Office 00 Specialist and Expert Certifications Working with the Mailbox In addition to the mailbox tasks covered in the chapters, you can choose to ignore conversations among messages when you no longer want to track the conversation. A conversation is a complete chain of messages that share the same subject. When a conversation is ignored, Outlook places the selected message and all future messages in the Deleted Items folder. You also can view your mailbox size to determine whether to delete or archive items to save storage space. TO IGNORE A CONVERSATION If you choose to ignore a conversation, you would use the following steps.. Click a message in the mailbox to select a message.. Click the Ignore button (Home tab Delete group) to display the Ignore Conversation dialog box. 3. Click the Ignore Conversation button (Ignore Conversation dialog box) to ignore the conversation. To View Mailbox Size The following steps view the mailbox size. Select the mailbox. Click Folder on the Ribbon to display the Folder tab. selected mailbox Folder Size dialog box Click the Folder Properties button (Folder tab Properties group) to display the Properties dialog box for the mailbox. mailbox size Click the Folder Size button (mailbox Properties dialog box) to display the Folder Size dialog box (Figure C ). After viewing folder sizes, click the Close button (Folder Size dialog box) to close the dialog box. Close button Click the OK button (Properties dialog box) to close the mailbox Properties dialog box. Figure C Working with the Default Business Card When working with your contacts, you may decide to change the appearance of the default business card. Changing the default business card involves customizing a business card for a blank contact and then using the Developer tab to publish the custom contact formats. After publishing, you then change the properties of the contact folder to use the newly published format. All contacts added will use the customized format.

19 To Modify a Default Business Card The following steps modify the default business card format. Click the Contacts button in the Navigation pane to display the Contacts window. New Contact button Microsoft Office 00 Specialist and Expert Certifications Appendix C APP 3 Edit Business Card dialog box Untitled - Contact window Outlook Appendix C Click the New Contact button (Home tab New group) to display the Untitled Contact window. default business card Double-click the default business card to display the Edit Business Card dialog box (Figure C ). image of default business card OK button Contacts button Figure C Use the options in the Edit Business Card dialog box to change the business card fields and design options. Click the OK button (Edit Business Card dialog box) to save the changes. If the Developer tab is not displayed on the Ribbon, click the File tab to display the Backstage view, and then click the Options button. Developer tab Figure C 3 Form group Publish button Click Customize Ribbon, and then click the Developer check box in the Customize the Ribbon area. Click the OK button to add the Developer tab to the Ribbon. Click Developer on the Ribbon to display the Developer tab (Figure C 3).

20 APP 4 Appendix C Microsoft Office 00 Specialist and Expert Certifications 3 Click the Publish button (Developer tab Form group) to display a list of options. Contacts Properties dialog box Click Publish Form to display the Publish Form As dialog box. Enter a name in the Display name text box to provide a name to display when selecting the form, or business card. current default contact form Enter a name in the Form name text box to provide a file name for the form. Click the Publish button (Publish Form As dialog box) to publish the form. OK button Close the Untitled Contact window without saving changes. In the Navigation pane, right-click the contact folder to display a shortcut menu. Figure C 4 Click Properties to display the Contacts Properties dialog box (Figure C 4). 4 Click the When posting to this folder, use arrow to display list of forms and business cards. Click the name of your form to select it as the default business card. Click the OK button (Contacts Properties dialog box) to change the properties of the Contacts folder. Working with Calendar Groups Within Outlook, you can create multiple calendars. If you are using an Exchange server for your , you can arrange calendars in groups for easier access to specific calendars. For example, if you belong to two clubs, you might create a calendar for each club. You then can create a calendar group called Clubs and arrange the two calendars into the Clubs group. If you are using an Exchange server, you may also have access to shared calendars of your colleagues. (The sharing feature is only available on an Exchange server.) If you have shared calendars, you can create a calendar group for those serving on the same committee or project and arrange the calendars in the group for quick access to everyone s schedule.

21 Microsoft Office 00 Specialist and Expert Certifications Appendix C APP 5 TO CREATE A CALENDAR GROUP The following steps create a calendar group.. Click the Calendar button in the Navigation pane to display the Calendar window.. Click the Calendar Groups button (Home tab Manage Calendars group). 3. Select the appropriate group option to create a group. 4. Enter a name for the group and click the OK button to create the group. Outlook Appendix C Working with Journal Entries In Outlook, you may want to keep track of actions that you have performed in relation to specific contacts. You can have Outlook automatically record these actions as Journal entries. A Journal entry can track items such as messages, meetings, and Microsoft Office files. To View Journal Entries To view the Journal, you need to add the Journal button to the Navigation pane. The following step adds the Journal button to the Navigation pane and displays the Journal entries. Click the Configure buttons arrow in the Navigation pane to display a menu. Journal window Point to Add or Remove Buttons to display a menu of buttons to display on the Navigation pane. Click Journal to add the Journal button to the Navigation pane. Click the Journal button to view Journal entries (Figure C 5). Journal button selected Configure buttons arrow Figure C 5

22 APP 6 Appendix C Microsoft Office 00 Specialist and Expert Certifications To Automatically Record Outlook Items You can change the Journal options so that Outlook automatically records items for particular contacts. The following steps turn on automatic recording for Outlook items. Click File on the Ribbon to display the Backstage view. Click the Options button in the Backstage view to display the Outlook Options dialog box. Click Notes and Journal to display the Notes and Journal options. Outlook Options dialog box Notes and Journal category is selected items that can be recorded Journal Options dialog box contacts whose items can be recorded Journal Options button Click the Journal Options button (Outlook Options dialog box) to display the Journal Options dialog box (Figure C 6). Select items in the Automatically record these items list box to identify items to be recorded. OK button Select contacts in the For these contacts list box to identify contacts associated with the items to be recorded. Figure C 6 Click the OK button (Journal Options dialog box) to start automatically recording journal entries. Close the Outlook Options dialog box.

23 TO AUTOMATICALLY RECORD FILES You also can automatically record files in your Journal. If you choose to automatically record files, you would use the following steps.. Click File on the Ribbon to display the Backstage view.. Click the Options button in the Backstage view to display the Outlook Options dialog box. 3. Click Notes and Journal to display the Notes and Journal options. Microsoft Office 00 Specialist and Expert Certifications Appendix C APP 7 4. Click the Journal Options button (Outlook Options dialog box) to display the Journal Options dialog box. 5. Select files in the Also record files from list box to identify files to be recorded. 6. Click the OK button (Journal Options dialog box) to start automatically recording journal entries. 7. Close the Outlook Options dialog box. Outlook Appendix C To Edit a Journal Entry After a Journal entry has been created, you can edit it. The following steps edit a Journal entry. Click the Journal button in the Navigation pane to view the Journal. Save & Close button Journal Entry window Double-click an entry to display the Journal Entry window (Figure C 7). Edit the journal entry as necessary. Actions group Click the Save & Close button (Journal Entry tab Actions group) to save the changes and close the Journal Entry window. journal entry to be edited Journal button Figure C 7

24 0 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.

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