Outlook: Communication Management Made Easy

Transcription

1 Applied Systems Client Network SEMINAR HANDOUT Outlook: Communication Management Made Easy

2 Prepared for ASCnet Applied Systems Client Network 801 Douglas Avenue #205 Altamonte Springs, FL Phone: Fax: Copyright 2008 by Applied Systems Client Network, Inc. (ASCnet), 801 Douglas Avenue #205, Altamonte Springs, FL Protection claimed in all forms and matters of copyrightable material and information now allowed by law or hereafter granted including both electronic and conventional distribution of herein products. Reproduction or transmission unless authorized by ASCnet is prohibited. All rights reserved. Specific product information regarding Applied Systems The Agency Manager and Vision, as well as other products copyrighted and mentioned within (ex: Microsoft, Excel, etc.) are the product of the individual company and no endorsement or ownership of product should be implied by its mention and use. All workflows are suggested and common workflows. Users of this material agree that ASCnet cannot be held liable for any omissions or errors within the guide. Original Authors: Christine Forbes, The Daniel and Henry Co. Graham Blundell, BHB Insurance Services Lisa Burnside, Burnside Dynamics, LLC. Contributing Authors: May,

3 Objective: Learn how to get the most out of the Outlook features available to help you save time, energy and money by working more efficiently in the program. This session provides detailed information on many basic and advanced features available. Assumptions: This seminar is based on the following Microsoft Outlook Version 2003 Table of Contents Outlook Today... 5 Mail Pane... 5 Calendar Pane... 6 Contacts Pane... 6 Folder List Pane... 6 Shortcuts Pane... 6 Customizing the Navigation Pane... 7 Show / Hide Navigation Pane... 7 Add / Remove Buttons... 7 Change Display Order of Buttons... 7 Change Number of Buttons that Display... 7 Resize the Navigation Pane... 7 Open Multiple Modules at the Same Time... 8 Drag and Drop Items between Modules... 8 Toolbars and Menus... 8 Displaying Only the Commands and Buttons That You Use... 8 File Menu... 9 Edit Menu... 9 View Menu... 9 Go Menu Tools Menu Actions Menu Help Menu Folder Options Default Folders Folders for Backing Up and Organizing Private Folders vs. Shared Private Folders Public Folders Search Folders Archiving Manual Archive AutoArchive Views Arrange By Auto Preview Filters May,

4 Reading Pane Rules Create a Rule Change a Rule Delete a Rule Options Preferences Junk Options Advanced Options Calendar Options Task, Contact, Journal and Note Options Mail Setup tab Mail Format tab Spelling tab Security tab Other tab Writing a New Message Simplified Addressing To, Cc & Bcc fields Advanced Name Selection Option Signatures Tracking Messages Voting Buttons Restrict Permissions Calendar Creating a New Appointment Invite Attendees Schedule a Recurring Event Copy a Calendar Item to Multiple non-patterned dates Tasks Create a task Assign a Task Notes Color Code your Notes Share your Notes Journal Manually Record an Activity in Journal Manually Record an Item or Document in Journal Automatically Record Documents in Journal Automatically Record Items for Contacts in Journal Contacts Create a Contact Quick Find Contacts vcards Pictures in Contacts May,

5 Outlook Today The screen below shows the Outlook Today Window. This is the window that you can set to be your default start up window when accessing Outlook. Navigation Pane Buttons used to switch panes Customize what you see on this screen Commands for changing the NP appearance This screen has what is referred to as the Navigation Pane. The Navigation Pane replaced the Outlook Bar from earlier versions of Outlook. This pane provides centralized navigation and easy access to sharing features. The different panes and views available through the Navigation Pane are outlined below. Mail Pane In the Mail pane, folders that you frequently use, including Search Folders, can be added to the Favorite Folders pane and displayed at the top of the mail pane. Folders in the All Mail Folders pane appear in alpha order, however those in your Favorite Folders can be arranged as you wish simply by dragging them. May,

6 Calendar Pane In the Calendar pane, you can view other people s shared calendars side by side with your own calendar, and you can click the Share My Calendar link to quickly share your own calendar. Note, this feature requires you to use an Exchange Server. Contacts Pane In the Contacts, Tasks, Notes, and Journal panes, you can use the Share My links to quickly share your folder or open another person s shared folder. You can also easily switch views by clicking on a different view in the views display under Current View. Folder List Pane The Folder List pane will display all of your folders including Public Folders. You have the option to display folder sizes and manage your Outlook data files. Shortcuts Pane The Shortcuts pane contains links to Outlook Today and Outlook Update. You can add shortcuts to Excel and Word files, as well as to other folders. This is done by clicking on the Add New Shortcut and selecting the appropriate item, or by opening Windows Explorer and dragging a file or folder to either My Shortcuts or Other Shortcuts. May,

7 Customizing the Navigation Pane The Navigation Pane provides easy access and centralized navigation to the various areas of Outlook. Show / Hide Navigation Pane On the View menu, select Navigation Pane. If the Navigation Pane is already visible, this will hide the pane. If the pane is not visible, this will show the pane. Add / Remove Buttons You can change the number of buttons displayed in the Navigation Pane. To do this, click on the Configure Buttons icon located at the bottom of the Navigation Pane. Then select Add or Remove Buttons. Select the button you want to add or remove. Note: Although you can remove all of the buttons from the Navigation Pane, it is not possible to remove the button row at the bottom. Change Display Order of Buttons At the bottom of the Navigation Pane, click the Configure Icons button, then select Navigation Pane Options. Simply click the button that you wish to change and select Move Up or Move Down. To restore the default arrangement, select Reset. Change Number of Buttons that Display To change the number of buttons that display in Navigation Pane, select the Configure Icons button, the select Show More Buttons or Show Fewer Buttons to see more big buttons or more little buttons. Resize the Navigation Pane To resize the Navigation Pane, position your cursor to the right border of the Navigation Pane, and when the pointer becomes a double-headed arrow, drag the border to the left or to the right. May,

8 Open Multiple Modules at the Same Time You can have multiple modules open at the same time. To do this, right click on the module in the Navigation Bar and select Open in New Window. This allows you to have your Calendar open while also in your Inbox. Use ALT+TAB to move between the modules. Drag and Drop Items between Modules You can quickly drag and drop items to the various Outlook modules. For example, to create a Calendar item from an , click on your and drag it to the Calendar module and drop it there. Your Calendar will open with the in the body. You will need to set your date and time if you didn t drop it on the specific date or time that you wanted. You can drag and drop Calendar items into as well by dropping it into your Inbox. Toolbars and Menus As with any Microsoft product, you have the various toolbars and menus to help you navigate through the program. Displaying Only the Commands and Buttons That You Use Microsoft Office is designed to automatically customize the menus and toolbars based on how often you use the commands. When you first start an Office program, only the most basic commands appear. Then, as you begin to work, the menus and toolbars adjust so that only the commands and toolbar buttons that you use most often will appear. You can customize the menus and toolbars by adding and removing buttons and menus on toolbars, create your own custom toolbars, hide or display toolbars, and move toolbars. To quickly add or remove buttons on an existing toolbar by using the Toolbar Options button. Once you click this button, you have the option to Add or Remove Buttons. May,

9 File Menu The file menu gives you many options, and several of these options give you even more options! For example, if you select File, New, you will be brought to the following window: You can see that you have the ability to add a number of New items. Edit Menu The Edit Menu allows you to use your standard edit commands such as cut, copy, paste; but also allows for you to delete items, move items to another folder, copy items to another folder, mark item as read, mark item as unread, or mark all items as read. Another option on the Edit menu is the Categories option. Categories are a keyword or phrase that help you to keep track of items so that you can easily find, filter, sort, or group them. You can use Categories to keep track of different types of items that are related, but are stored in different folders. For example, you can keep track of all meetings, contacts, and messages for client Box Hill Corporation by simply creating a category named Box Hill and assign items to that particular category. Categories also give you a way to keep track of items without putting them in separate folders. For example, you can keep business and personal tasks in the same task list, and use the categories of business and personal to view them separately. View Menu The View menu allows you to customize your current views. For example, if you do not want the Navigation Pane to show, turn it off. You can define your reading pane. For example, where do you want the reading pane to show? Do you want the reading pane to view to the right side of your listing, to the bottom of the listing, or not at all? The Arrange By, gives you additional options for how you want your s arranged. May,

10 Go Menu This menu allows you to jump to the various areas of Outlook. This will be useful if you have turned off the Navigation Pane. Tools Menu The Tools menu has a variety of options. In this area, you can manage your address book, your Out of Office Assistant, create rules and alerts, customize your toolbars and menus, etc. Actions Menu The Actions menu allows you to create new mail messages, to make changes to the stationery background and text (plain or rich). You can follow-up on your message by using the different color flags. Also you can setup your junk to add send to blocked sender/safe list, add sender s domain to safe list & etc.. Other options under the Actions menu are reply, reply to all and forward. Help Menu The Help menu provides you with online help for the various features and functionality of Outlook. Folder Options In Outlook you have the ability to create various folders. The folders allow you to organize your s for faster retrieval and storage. To create a new folder, either click on File, Folder, New Folder OR in the Navigation Pane you can right click to create a new folder. You also have the ability to rename an existing folder, copy an existing folder, delete an existing folder, and share an existing folder. May,

11 To move items to a folder, simply click and drag that item to the folder on the Navigation Pane OR select the item, click on Edit, Move to Folder and select the folder to move it to. You can also right click on the item to get your Move to Folder option. To place a copy of an item in another folder, while holding down your CTRL key, click and drag the item to the appropriate folder. Default Folders By default, Outlook displays folders under Mailbox account name such as Inbox, Calendar, Contacts, Task, Notes, and Journal. Also listed are Drafts (unfinished items that you are working on), Sent Items (copies of items you have sent to others), Deleted Items (temporarily deleted items), Outbox (items created offline that you want to send the next time you are online). Folders for Backing Up and Organizing Outlook will automatically create a folder titled Archive Folders. This will happen once you run an AutoArchive to back up your items. Any archived items are stored in this folder. Private Folders vs. Shared Private Folders The default folders mentioned above and folders that you create in your mailbox on the server in either a.pst (personal folders) or.ost (offline folders). These are private folders that only you have access to. However, if you are using Outlook with an Exchange Server, you can share your private mailbox folders by assigning permissions. Public Folders Public folders are folders that are located outside of your own mailbox and other Exchange users can create and view items located in these folders. You must have permissions in order to access, view, and modify items in these folders. Search Folders Search Folders are virtual folders that contain views of items that match specific criteria. You can create your own search folders, defining specific criteria that items must have in order to be displayed in that folder. Archiving Archiving is a way to back up or delete old items including , appointments, contacts, etc. You can either set Outlook to archive automatically or archive individual folders manually. May,

12 Manual Archive To manually archive a folder, select the folder that you wish to archive, then click on File, Archive. Choose one of the following options: - Archive all folders to their AutoArchive settings this allows you to use your AutoArchive settings to archive the highlighted folder. - Archive this folder an all the subfolders this allows you to archive the selected folder and any subfolders for that folder. The Archive Items older than allows you to choose a date. For example, items in this folder created before September 30, 2004, will be archived. To include items that you previously selected not to archive, select the Include items with do not archive checked. To archive the folder to a file other than the default Archive.pst, click the browse button and specify a different name and location. Once you click OK the items in the folder are moved out of that folder and into the.pst file that you specified. AutoArchive AutoArchive is on by default and runs automatically at scheduled intervals. There are two sets of AutoArchive settings: global settings and per-folder settings. The global settings (default settings) determine if the AutoArchive runs and what it does by default. The per-folder settings override the default settings so that you can AutoArchive individual folders differently. If you do not specify any settings on a specific folder, the folder will not be archived. Views You have quite a few options under the View menu to customize the way you view Outlook. Arrange By You can have your s arranged by Date, From, Subject, etc. This can be done by clicking on View, Arrange By, then selecting how you want your s arranged. A quicker way to do this would be to simply click on the heading of that column. If you May,

13 wish to change the order from ascending to descending, click on it again. This will reverse the order that the view appears. Auto Preview You can preview the first few lines of your received mail messages. This is done by selecting View, AutoPreview. Filters You can filter your to show only certain messages. To do this, on the Advanced Toolbar, change the current view. When you filter messages by Sender, Outlook will replace the view with a list of senders with Plus signs. To view the messages by that sender, click the plus sign then double click the message to view it. Reading Pane You can specify if you want to be able to view the entire contents of the in a reading pane, while your list appears as well. You can select for an to appear to the right, bottom, or not at all. You can change the way Outlook handles messages viewed in the Reading Pane so that they are not automatically treated as Read. To do this, click on Tools, Options, Other, Reading Pane Options. Rules Rules help you manage your messages by performing actions on messages that meet a certain set of criteria. Once you create a rule, Outlook applies the rule when a message arrives in your inbox, or when you send a message. Rules fall into two basic categories: notification and organization. Notification rules alert you when you receive a particular message. You can create a rule that automatically sends an to your cell phone when you receive an from a particular person. Organization rules will perform one or more actions on a message. You can create a rule that moves certain messages to a folder or flags them for follow up on a particular day. May,

14 You can also run one or more of your rules manually. By running your rules manually you selectively apply the rules to messages already in your inbox or any other folder. Create a Rule To create a rule, click on Tools then select Rules and Alerts. Select New Rule. When you select new rule you have two choices: You can create a rule using an existing template, or you can start from a blank rule. If you select to create a rule from an existing template, select the template that you want. If you select to start a blank rule, you need to define when the messages are May,

15 checked (when they arrive, or when they are sent). Follow the wizard to complete the rule. To run the rule on messages already in your folder, select the Run this rule now on messages already in folder. To create a rule based on a message in a folder, open the folder that contains the message, right click on the message that you want the rule to be based on, then click Create Rule. In the dialogue box select the actions or conditions that you want to apply. You can also add more actions, conditions or exceptions by clicking Advanced Options and completing the wizard. To create a rule based on a message that you are composing, type in a subject for the message or ad a recipient. Click Create Rule. In the dialogue box, select the actions or conditions that you want to apply. You can also add more actions, conditions or exceptions by clicking Advanced Options and completing the wizard. To create a rule based on a name or distribution list in a message, open the message you want to base a rule on and right click the name or distribution list. Select Create Rule. In the dialogue box, select the actions or conditions that you want to apply. You can also add more actions, conditions or exceptions by clicking Advanced Options and completing the wizard. Change a Rule To change a rule, from the Tools menu, select Rules and Alerts. In the list of rules, select the rule that you wish to change. Select Change Rule and then select Edit Rule Settings. Follow the rest of the prompts in the wizard. To rename a rule, select Change Rule and then select Rename Rule. In the Name of new rule field, type in the new name. Delete a Rule To delete a rule, from the Tools menu, select Rules and Alerts. In the list of rules, select the rule that you wish to delete. Click Delete. Options In the Tools menu, there is an Options selection. This allows you to define the various options within Outlook and the appearance of items such as your calendar, tasks, etc. May,

16 Preferences On the preferences screen, you can set the default reminder for Calendar how far in advance of appointments you want the reminder to pop up and the default reminder time for Tasks what time you want the pop up to appear on the day the task is due. These settings can be changed on any particular appointment or task. Junk Junk Options offers various ways of dealing with junk mail. You can also set up Safe Senders, Safe Recipients, and Blocked Senders, and specify how to deal with messages from international addresses. May,

17 Options Here, you specify how you want Outlook to handle messages. If you check Read all standard mail in plain text, all formatting and html code is removed. The bottom half of this dialog box is where you decide whether you want the original message including in replies and forwards. Advanced Options Here, you decide how frequently to save drafts of messages you re writing, and whether and how you want to be alerted to the arrival of a new message. There are several choices concerning the addressing of messages you re writing. If you check Suggest names when completing To, Cc, and Bcc fields Outlook will present a list of names you have sent messages to in the past, based on the first few characters you type in those field boxes. This can save time and errors in addressing s. May,

18 Calendar Options In Calendar Options you specify the beginning and end times of your workday. Use Advanced Options if you post your calendar on the network for others to see and so that others can schedule appointments for you. Task, Contact, Journal and Note Options Just a few options with regard to these Outlook functions. May,

19 Mail Setup tab The options on this page will most likely be set by the network administrator. Mail Format tab Choose what format you want your outgoing messages to be in. Warning: Do not set Word as your editor this will cause problems with creating documents in TAM. If your agency authorizes the use of Stationery (message backgrounds), this is where you will set it up. You can also create multiple Signatures, and specify which should be used by default on new messages, and on replies and forwards. May,

20 Spelling tab The spelling options are similar to those available in Word, as are the AutoCorrect options. Security tab These options are probably determined by the network administrator. May,

21 Other tab Specify whether to empty the Deleted folder every time you exit Outlook; whether Outlook should be your default program for , Contacts and Calendar; how you want AutoArchive to work; and whether you want the Reading Pane to change the status of messages to read. Navigation Pane Options is the same dialog box as the one accessed directly from the Navigation Pane. Advanced Options includes various miscellaneous items. May,

22 Writing a New Message Simplified Addressing If you have turned on Suggest names when completing To, Cc, and Bcc fields (see page 17); as soon as you start typing in any of the address fields a list will appear, of all the addresses you ve used in the past that match what you ve typed. The more you type, the shorter the list will be. You can scroll down through this list to pick the entry you want. Sometimes a name will appear on this list that you no longer need or use. Perhaps it was a one-time address, or the individual has changed their address. Even if you delete the name from your Contacts, it will still appear on this list. Fortunately there s an easy way to get rid of it. When the list appears, use your arrow keys (not your mouse) to scroll down to the entry. When it is highlighted, press the Delete key. As you start typing, a list of previously-used addresses appears. Click on the one you want. To delete an entry, arrow down to it and press Delete. To, Cc & Bcc fields If you are sending a message to multiple recipients, consider using the Bcc field instead of the To or Cc fields. There are several potential benefits: 1. Each recipient only sees that the message was sent to him/her. They are not aware of who the other recipients are. (If you need them to know who all the other recipients are, don t use this method.) 2. You are not revealing each recipient s address to the others. 3. If you are sending the message to a large number of recipients, it keeps it uncluttered. You do not need any entry in the To field you can put every entry in the Bcc field. Many people put their own address in the To field, but this is not necessary. May,

23 Advanced Name Selection Option This option allows you to add New Recipients to your Contacts folder on the fly, see properties of the Contact you have select, Find names throughout all of your Contact folders, and view specific Send Options for a selected Recipient. Select To in a new message. Click on Advanced in the lower left hand corner. Signatures Your default signature (see page 19) will be at the bottom of the message. You can replace it with one of your other signatures by highlighting it, then going to Insert, Signature, and picking one from the list. Default signature has been inserted. Go to Insert, Signature to pick a different one May,

24 Tracking Messages You have the option in Outlook to track when messages that you send are delivered or read by the recipient. Turning the tracking on will enable you to receive a notification as each message is delivered or read. The contents of the message notifications are automatically recorded on the Tracking tab of your Sent Items. To track when messages are delivered and/or read, while you are in the compose area, simply select the Options icon. Once you do this, you will see the following screen: On this screen select the boxes to request a delivery receipt and/or a read receipt. You also have the option to select optional recipients for replies to this message. You can specify when the message should be delivered. In other words, create the today, but have it sent at a future date and time. Voting Buttons Another great feature of Outlook is the ability to use Voting Buttons. This feature requires an Exchange Server account. Voting Buttons allow the recipients of May,

25 your s to quickly respond to your question and gives the sender the ability to quickly tabulate the results of the vote. To add Voting Buttons to an , while in the compose area, select the Options icon, then select the Use Voting Buttons option. In the field after this option, you would enter what the vote responses can be. Make sure to separate these options by a semicolon. To tabulate the results from an that you sent with voting options, open the original that you are tracking from your Sent Items folder. This will now have a Tracking tab on it. Click the Tracking tab. You will see those who have responded, what their response was, and a count of each of the options. Restrict Permissions Outlook has a feature that allows you to restrict people from Forwarding, Printing, Copying, or Editing a sent message. This is accessed while creating a new message, clicking on File, Permission, Select Restriction. You may need to download the latest add-in of this feature (Outlook will notify you as you attempt to use it). May,

26 Calendar Creating a New Appointment You can create a new appointment in your calendar by clicking on the day in which you want to set the appointment and choosing NEW. Or, just click on NEW and then change the date of the start time using the dropdown box to access the calendar. The Start Time will default to whatever you set as the start of your work day (see page 18). Change the Start and End Times to match what you need. The Reminder will be turned on by default; you can clear it if you don t need one. Checking All day event removes the Start & End Time boxes use for things like vacation, all-day meetings, etc. If the appointment conflicts with another appointment, this will be noted in this box. Outlook automatically checks for conflicts Reminder is turned on by default, at the time you set up in Options. Show time as is used when your Calendar is being published on the network. It lets other users see whether you are available for an appointment if they are trying to schedule one. If you check All day event, Show time as defaults to Free. You also have the option to color code your event. This is done by using the Label option. Outlook comes with pre-defined labels, but these can be changed by clicking on the Calendar Coloring option on the Standard Toolbar. May,

27 When you click on this icon, you will have the option to select a color as well as the option to Edit Labels. Simply click in the field you wish to change and type in your new label. Invite Attendees When scheduling an item for your calendar, you have the option to Invite Attendees. This gives you the ability to view the attendees availability as well as track their responses. When you select to create a new calendar item, simply complete the Invite Attendees button. You will then have a To field where you can select those people you wish to invite. From here, you can select from your global address book or your contacts. You can also define whether their participation is required, optional, or a resource. May,

28 Once you have your attendees selected, by clicking on the Scheduling tab, you can view each attendees schedule to make sure that they are available at the time of your meeting. Once someone responds to the meeting invitation, you can track those responses as well. By going to your calendar and opening the appointment that you set, you will see a Tracking tab. This will allow for you to view the responses that you have received as well as what the response was. Schedule a Recurring Event To schedule a recurring event, click on the Recurring button in an appointment screen. You will see the following screen: Fill in the times, Duration, and the Recurrence pattern. The selections to the right will change when you change the selection in the left (Daily, Weekly, Monthly, Yearly). Select when the recurrence should end, if at all. May,

29 Copy a Calendar Item to Multiple non-patterned dates If the dates are patterned recurring, use the Recurrence button. If it will be in random times, hold CTRL as you drag and drop the item to the additional date and/or time. These events will not be linked together like a recurrence. Tasks A task is a to do. Tasks can be assigned to others and tracked automatically. Create a task Tasks are similar to Calendar items in that you set a date. However, you can set separate Due Date and Start Date. You can track the Status of the item, the Priority, and % Complete. You can set reminders, add text and files in the blank, attach to Contacts, set Categories, and mark Private. You can also make a task Recurring by selecting the Recurrence button. A difference here is that you can Regenerate a new task after a task is completed. Such as set a reminder to run the Exception Report. After you have completed reading the Exception Report, once you mark the task as complete, it will automatically make a new one for the exact amount of time you specified (day, week, month, etc.) That way you won t have excess tasks for things that you might not get to right away. May,

30 Assign a Task You can Assign a Task to another individual. Click Assign Task, select Who to Assign in the To field, type the details for the Task, click Send. You can select whether you want to keep a copy of the task in your task list or not. Notes Notes are just like the stickies you have attached to your monitor. However, these stickies can allow you to hyperlink to website, files, and share information. To add Note, click on Notes in the Navigation Bar, then click New. If you type in or copy a URL onto a note screen, it will automatically make it a hyperlink. To use the hyperlink, just click it. You can keep detailed notes regarding special processes or procedures here. Color Code your Notes Right click on your Note and select Color Color coding helps to keep you organized. Select a color for company websites, another color for agency information, and another color for personal notes. Your choices are Blue, Green, Pink, Yellow and White. Share your Notes Select the Note, Edit, Copy, select a New Mail Message, Paste the Note in the body. This will make the note an attachment to the . The receiver can then paste it into their Notes folder. May,

31 Journal If you have a lot of s, documents, phone conversations, etc., that you need to keep track of, the Journal feature in Outlook can help to record your activities relating to your Outlook contacts. Each entry in Journal represents a single activity and is recorded when the activity occurs. You can open the journal entry to review the details of the activity. You can manually record these types of items or you can have Outlook set to automatically record these items. Manually Record an Activity in Journal To manually record an activity in journal, click on File, New, Journal Entry. In the subject box type an appropriate description for your entry. In the Entry type box, click on the type of journal entry that you are recording. You can select other criteria as well in this area. When you are finished, click Save and Close. Manually Record an Item or Document in Journal To manually record an item or document, using Outlook or Windows Explorer, locate the item or document that you wish to record. Drag the item to Journal and select the options that you want for your journal entry. May,

32 Automatically Record Documents in Journal To have Outlook automatically record documents in journal, click on Tools, Options, Preferences, Journal Options. In the Also record files from box, select the check boxes next to the programs where you want to automatically create a record in journal. Automatically Record Items for Contacts in Journal To have Outlook automatically record items for contacts in journal, click on Tools, Options, Preferences, Journal Option. In the Automatically record these items box, select the check boxes for the items you want automatically recorded. In the For these contacts box, select the appropriate contacts. May,

33 Contacts The Contacts folder is your address book and information for your contacts. You can enter addresses, street address, multiple phone numbers, pictures, birthdays, etc. Create a Contact To add a new contact, you can either click on the File menu and select New, Contact or if you are on the contact screen simply click on the New button. Complete the screen with the contacts information. Below are a few sample screens for a contact. May,

34 Quick Find Contacts This looks in all of your Contacts folders and finds names that have at least what you put in the Quick Find in a portion of their name. It also remembers the last few Quick Finds you entered, which you can access by selecting the drop down arrow. vcards vcards are virtual business cards. Outlook supports the use of vcards to share your contact information or the information for one of your contacts with another person. You can save a contact as a vcard and send it in an message. You can also add a vcard to your signature. When you open a vcard, it opens as a contact item and you can then save it to you Contacts folder. To include a vcard with your , on the Tools menu, select Options, then select the Mail Format tab. Click on the Signatures button and select to either Add a vcard to an existing signature OR Add a vcard to a new signature. To create a vcard from a contact, simply open the contact that you would like to save as a vcard, then on the File menu select Export to vcard file. Enter a name in the File name box and click Save. To save a vcard attachment to Contacts, open the message that you received. Open the attachment and click Save and Close. The vcard is now in your Contacts folder. Pictures in Contacts You can add a picture to a particular contact. To do this, open the contact. From the Actions menu, click Add Picture. Locate the picture that you wish to insert and double click on your picture. The picture will be automatically sized to fit the contact picture space. To change a picture, from the Actions menu select Change Picture. Locate the new picture and follow the steps above. To delete a picture, from the Actions menu select Remove Picture. May,