MICROSOFT OUTLOOK. Table of Contents Page INTRODUCING MICROSOFT OUTLOOK...1. Outlook Window...1

Transcription

1 MICROSOFT OUTLOOK Table of Contents Page LESSON 1: INTRODUCING MICROSOFT OUTLOOK...1 Outlook Window...1 LESSON 2: Inbox...2 Composing a New Message...3 Spell Check...6 Reading Messages...6 Replying to & Forwarding Messages...8 Deleting Messages...8 Creating New Folders & Moving Messages...10 Organizing the Inbox...12 Distribution Lists...15 Message Options...17 Adding a Signature Line...21 LESSON 3: CONTACTS...24 Contacts Window...24 Creating a New Contact...25 Creating a Contact from an you Receive...27 Creating a Message from a Contact...27 Deleting Contacts...28 LESSON 4: CALENDAR...29 Calendar Views...29 Creating an Appointment or Event...32 Recurring Appointments...34 Scheduling a Meeting...36 Responding to a Meeting Request...39 Checking the Status of Attendees...41 Editing Calendar Items...42

2 LESSON 5: TASKS...44 The Task Window...44 Entering a Task...45 Editing Tasks...45 Recurring Tasks...47 Marking a Task Complete...47 Assigning Tasks...49 LESSON 6: NOTES...51 Adding a Note...51 LESSON 7: PRINTING...53 LESSON 8: MANAGING YOUR MAILBOX LIMITS...56 LESSON 9: GIVE IT A TRY!...60 LESSON 10: ADDITIONAL FEATURES...62 Sharing Your Outlook Information...62 Accessing Another User's Folder...63 The Out of Office Assistant...63 Automatically Forwarding Messages...64 Adding Holidays to the Calendar...67 Outlook Today...67 Changing Your Outlook Password...68 Accessing Outlook via the Internet...69 This workbook may be reproduced in whole or in part by an employee of the Department of Health and Human Services. All other reproduction is prohibited unless written permission is obtained from the Training Institute. Last Updated: July 21, 2004

3 LESSON 1: INTRODUCING MICROSOFT OUTLOOK NOTES OBJECTIVE: Open Outlook. Discuss the components of the Outlook window. Microsoft Outlook is a personal organization system that allows you to send and receive , schedule appointments and meetings, add and maintain contacts, create task lists, and eliminate sticky notes from your work area. 1. Click START, PROGRAMS, MICROSOFT OUTLOOK, or double-click the OUTLOOK icon on your desktop if one exists. 2. You may need to log in with a user name and password. If you are unsure how to do this, contact your LAN Administrator. EXERCISE: 1) Open Microsoft Outlook. Outlook Window When you first log into Outlook, you will see the following screen. Depending on your needs, this opening screen may be changed. Title Bar Menu Bar Toolbar Folder List Inbox Microsoft Outlook Page 1 Status Bar

4 LESSON 2: OBJECTIVES: Handle common message tasks. Organize the Inbox. Create distribution lists. Edit options. The function of Outlook includes several folders. These folders include: your inbox, your outbox, your sent items, and your drafts. Each of these folders may be sorted by: the sender/recipient, the subject, or the date, in ascending or descending order. messages may include the following elements: Message has an attachment Message is either of high or low importance Message is flagged for follow-up New message Read message Message that has been replied to Forwarded message Inbox Your INBOX is the place where you receive your incoming messages, as well as where you can compose and send messages. Page 2 Microsoft Outlook

5 Composing a New Message NOTES You may compose new messages from any of the Outlook folders. Typically, you will do this from your INBOX. 1. Click on the INBOX folder in your FOLDER LIST. 2. Click on the NEW MAIL MESSAGE button. The following window appears. SELECT NAMES fields SUBJECT line Message window 3. Click on the TO... button to get the SELECT NAMES window where you can choose from either the global address list or your list of contacts (use the drop down arrow for your list choices from SHOW NAMES FROM THE: box). You may place the recipients into one of three categories by clicking on TO, CC (Courtesy Copy), or BCC (Blind Courtesy Copy Other recipients do not see BCC entries.). Then click OK. Helpful Hint: You may also address an e- mail by simply typing the e- mail address or the person s name (if they are listed in the global address list or your contacts list) in the text box next to the TO button or CC button in your message window. Microsoft Outlook Page 3

6 4. Click in the SUBJECT line and type an appropriate description for your message. 5. Click in the MESSAGE WINDOW and type your message. 6. If necessary, click on the buttons to attach files, or flag this message (refer to the explanations on Page 2). 7. Click the SEND button to send the message or click the SAVE button to send it to the DRAFTS folder for later use. Lesson Example You would like to send an to someone that works for the State of Maine. 1. Click on the INBOX folder in your FOLDER LIST. 2. Click on the NEW MAIL MESSAGE button. 3. Click on the TO... button to get the SELECT NAMES window. Choose a Student Name (ex. Student 1) from the global address list in the SHOW NAMES FROM THE: box. You may place the recipients into one of three categories by clicking on TO:, CC:, or BCC:. Click OK. 4. Type This is My Test in the subject line. Page 4 Microsoft Outlook

7 5. Type the message I m so glad I m learning how to do thiss!* (*include the spelling error) in the message pane. 6. Attach a file by clicking on the INSERT FILE button, selecting the C:\ drive from the LOOK IN field, clicking on any file listed, and then clicking the INSERT button. 7. Click the SAVE button to send it to the DRAFTS folder for later use. EXERCISE: 1) Send a new message to a group of students in class. Text is as follows: Subject: Here is another practice from (your name) Body: Practice makes perrfect!* (*include spelling error) 2) Exit the and when it prompts you to save it, click YES. 3) On Your Own: Compose another new message to the other participants. Be sure to put your name in the SUBJECT: line. This time, send the message. Microsoft Outlook Page 5

8 Spell Check In order to ensure your correspondence is as professional as possible, one crucial step is to check your spelling before sending an . You have two options for spell checking: manually running the spell check before sending each message or setting a spell check option to run automatically before executing a send. Did You Know? When viewing messages in AUTOPREVIEW, you are not actually opening the message. This means that return receipts or viruses within the message will not be activated. You must actually open the message by either doubleclicking on it or right-clicking and selecting open. 1. To manually check the spelling of a message, compose the message as described above. Before sending the message, click TOOLS, SPELLING. Make the necessary corrections, and click the SEND button. 2. To set the automatic spell check, from the INBOX folder (with no messages open) click TOOLS, OPTIONS, then choose the SPELLING tab. Click the box to ALWAYS CHECK SPELLING BEFORE SENDING. Click OK. Reading Messages You have two choices for viewing new messages when they arrive in your INBOX. One way is to open them in a new window and the other is to view just the first three lines of the message by using AUTOPREVIEW. 1. To open a message in its own window, double-click or right-click and select OPEN. To read the next message, click on the NEXT ITEM icon ITEM icon or to go back to the previous message, click on the PREVIOUS. CLOSE the message window. 2. To view a message using AutoPreview, click on VIEW, AUTOPREVIEW. The first three lines of every message in your INBOX will show. Page 6 Microsoft Outlook

9 Lesson Example You would like to send your message from the DRAFTS folder and make sure that you have no spelling errors. 1. Make sure that the spelling is turned on by going to the INBOX folder (with no messages open) click TOOLS, OPTIONS, then choose the SPELLING tab. Click the box to ALWAYS CHECK SPELLING BEFORE SENDING. Click OK. 2. Click on the DRAFTS folder in the FOLDER LIST. 3. Double-click the with This is My Test as the subject. 4. Review the and then click SEND. Fix any spelling errors. 5. Go back to the INBOX folder and open the top message in the message window by double-clicking it. NOTES Helpful Hint: If the PREVIEW PANE (a window at the bottom of an e- mail folder view) appears, you can turn it off by going to VIEW, and clicking on PREVIEW PANE. 6. View the next by clicking on the Next button. 7. Close out of the and go back to the INBOX. EXERCISE: 1) Go to the DRAFTS folder and open the draft that is there. 2) Send the and fix any spelling errors. 3) On Your Own: Go back to the INBOX and open up two new messages. Microsoft Outlook Page 7

10 Replying to & Forwarding Messages Occasionally it is necessary to give a response back to the person who sent you an or to send the message to another person so that they may have the information. Outlook calls this replying and forwarding and both of these can be achieved very easily with the instructions below. Did You Know? You can delete an entire section of e- mails by clicking on the first one, holding down the SHIFT button and clicking on the last one and then pressing the DELETE key. 1. To reply to the sender of the message, click the REPLY button on the toolbar and type your response. When finished, click SEND. 2. To reply to the sender, as well as everyone else who received the message, click the REPLY TO ALL button on the toolbar and type your response. When finished, click SEND. 3. To forward a message, click the FORWARD button on the toolbar and follow the steps for selecting recipients as described in Composing a New Message on Page 2. If you choose to, you may add information to the message. When finished, click SEND. Deleting Messages Once you read a message and you no longer need it, you can delete it from your INBOX. 1. Select the message(s) you wish to delete, and click on the DELETE button or press DELETE on your keyboard. Page 8 Microsoft Outlook

11 Lesson Example NOTES You would like to reply to a classmate on an that they sent to you. After you reply to them, you want to delete the Go to the INBOX and open any message (read or unread). 2. Press the REPLY button and send an appropriate response to the other participant. 3. Select the that you just replied to from the INBOX (it will be denoted with the icon). 4. Delete it by pressing the DELETE button. EXERCISE: 1) Choose another message in your INBOX and open it. 2) Forward the message to another class participant by pressing the FORWARD button. 3) Add appropriate text and send the message. 4) Delete the original message. 5) On Your Own: Open another message in your INBOX. 6) Use REPLY TO ALL and send a message back to everyone else that received the message. 7) Delete the original message. Microsoft Outlook Page 9

12 Creating New Folders & Moving Messages As previously mentioned, you can organize your by sorting. It is also a good idea to create new folders for storing specific messages. For example, you may create a folder for messages from a certain person or related to a particular project. 1. Click FILE, NEW, FOLDER. 2. Type a name for your folder in the NAME: field. 3. Select where you would like to place the folder. Click OK. 4. When you are back at the INBOX, click and drag the message you want to move to the appropriate folder in the FOLDER LIST. Page 10 Microsoft Outlook

13 5. To delete a subfolder, click on the subfolder in your FOLDER LIST and press the DELETE button. NOTES Lesson Example You would like to create a new subfolder under your INBOX so that you can file your s for future reference. 1. Click FILE, NEW, FOLDER. 2. Type Test Folder for your folder in the NAME: field. 3. Select INBOX in the SELECT WHERE TO PLACE THE FOLDER field. Click OK. 4. When you are back at the INBOX, click and drag a message you want to move to the Test Folder folder in the FOLDER LIST. EXERCISE: 1) Click FILE, NEW, FOLDER. 2) Create a new INBOX subfolder with the name (Your Name) s Personal Folder. 3) Move an from your INBOX to your new subfolder. 4) Delete the Test Folder Subfolder and all its contents. 5) On Your Own: Create another new subfolder named My Manager. Microsoft Outlook Page 11

14 Organizing the Inbox You can organize your INBOX to display your message list in a variety of ways. For example, you may choose to route incoming messages to folders other than the INBOX, view only messages that you have not read, or you can display messages from your supervisor in red. Did You Know? You can use the RULES WIZARD from the WAYS TO ORGANIZE INBOX menu to easily create rules that are more advanced. 1. Click the ORGANIZE button. 2. To have messages from a certain user move directly to a folder other than your INBOX, select an from that individual, create the necessary folder as described above, and choose USING FOLDERS. 3. In the CREATE A RULE section, verify the user's name in the text box next to FROM. 4. Choose the appropriate folder from the drop-down list, and click on the CREATE button. 5. To have messages from a specific user display in color, select a message from that individual and click the USING COLORS tab. Page 12 Microsoft Outlook

15 6. Verify the user's name in the text box next to FROM. NOTES 7. Select a color from the drop-down list, and click on the APPLY COLOR button. 8. To display a particular set of messages, select USING VIEWS. 9. Select the appropriate choice from the menu. Helpful Hint: The junk e- mail and adult sensors are not completely accurate, so use them with caution. 10. To easily handle junk , click the JUNK tab. 11. You can choose to either change the color of junk or adult s or automatically delete them. 12. Close the WAYS TO ORGANIZE INBOX pane by clicking CLOSE ORGANIZE. Lesson Example You would like to create some rules to help automatically organize your INBOX. 1. Select an from your INBOX. 2. Click the ORGANIZE button. Microsoft Outlook Page 13

16 3. In the CREATE A RULE section, make sure it says FROM and then the class participant s name (ex. Student 1). 4. Choose the (Your Name) s Personal Folder from the drop-down list 5. Click on the CREATE button. EXERCISE: 1) Click on the USING COLORS tab of the WAYS TO ORGANIZE INBOX window. 2) Select MAROON from the drop down list in the SHOW MESSAGES SENT ONLY TO ME section. 3) Click TURN ON. 4) Delete the rule by going to the RULES WIZARD, selecting the rule and clicking DELETE. 5) On Your Own: Go to the USING VIEWS tab and select MESSAGES WITH AUTOPREVIEW from the CHANGE YOUR VIEW field. View the changes in your INBOX. 6) Select MESSAGES from the CHANGE YOUR VIEW field. 7) Close out of the WAYS TO ORGANIZE YOUR INBOX window. Page 14 Microsoft Outlook

17 Distribution Lists NOTES Do you often send out to the same group of individuals? Are you tired of having to find each name one by one every time? If so, creating a distribution list can save you time and reduce mistakes. A distribution list is a specific group of individual addresses stored together with one name and it is saved in your CONTACTS folder by default, where you have sole access. 1. On the FILE menu, point to NEW, and then click DISTRIBUTION LIST. 2. Type a name for the group in the NAME box. 3. Click SELECT MEMBERS. 4. In the SHOW NAMES FROM THE list, click the address book that contains the addresses you want in your distribution list. Microsoft Outlook Page 15

18 5. In the TYPE NAME OR SELECT FROM LIST box, type a name you want to include. In the list below, select the name, and then click ADD. 6. If you want to add a longer description of the distribution list, click the NOTES tab on the DISTRIBUTION LIST window, and then type the text. 7. Click the SAVE AND CLOSE button. Lesson Example You would like to create a distribution list for your classmates to help in sending out s to them. 1. On the FILE menu, point to NEW, and then click DISTRIBUTION LIST. 2. Type the name My Class Group for the group in the NAME box. 3. Click SELECT MEMBERS. 4. In the SHOW NAMES FROM THE list, make sure it reads GLOBAL ADDRESS LIST. In the TYPE NAME OR SELECT FROM LIST box, type in Muskie. In the list below, select the class participants, and then click ADD. Page 16 Microsoft Outlook

19 5. Add a longer description of the distribution list by clicking the NOTES tab on the DISTRIBUTION LIST window, and then type People who are attending Outlook training on (Today s Date). NOTES 6. Click the SAVE AND CLOSE button. 7. Send an to this new group by typing My Class Group in the TO: field. Notice how Outlook recognizes the group. EXERCISE: 1) Create a new distribution list named Odd Numbered Class Participants. 2) Add all the class participants whose student numbers are odd numbers. 3) Send an to your new distribution list. 4) On Your Own: Create a new distribution list named Even Numbered Class Participants. 5) Add all the class participants whose student numbers are even numbers. 6) Send an to your new distribution list. Message Options You may utilize one or many of Outlook s message options like return receipts, voting buttons, expiration dates, etc. every time you send a message. 1. Create a new by clicking on the NEW button. Microsoft Outlook Page 17

20 2. While composing the message, click the OPTIONS button, or select OPTIONS from the VIEW menu. 3. To set importance for the message, click on IMPORTANCE and select LOW, NORMAL or HIGH. HIGH and LOW importance are depicted with these symbols, respectively. Did You Know? You can make voting buttons read anything, just separate words or phrases with semicolons ;. You can also have as many buttons appear as you would like. You should also refer to the buttons in the body of your e- mail. 4. To use voting buttons to get a quick response from recipients, click on USE VOTING BUTTONS and select your choice from the drop-down list. When the message is received, it will appear like below and all a recipient has to do is click on one of the buttons to respond. 5. To get a read receipt for this , select the option to REQUEST A READ RECEIPT FOR THIS MESSAGE. 6. To specify a delivery time for the , select DO NOT DELIVER BEFORE, choose the appropriate date, and time from the drop down box. Page 18 Microsoft Outlook

21 7. To set an expiration date for your (if you are dealing with time sensitive material), select EXPIRES AFTER and choose the appropriate date and time. NOTES Lesson Example You would like to set some options for a new message that you are sending. 1. Click the NEW button to create a new message. 2. Send the to all class participants and make the subject line read This is (Your Name) s test for group meeting place options. 3. Type the following in the body of the message. The Group Meeting Committee is trying to select the location of our next group meeting. Please use a voting button above to cast your vote. 1) The Augusta Civic Center 2) The Bangor Auditorium 3) The Lewiston Ramada 4. Go to message options by clicking on the OPTIONS button (or VIEW, OPTIONS). 5. Click on USE VOTING BUTTONS. 6. Edit the voting buttons to read, The Augusta Civic Center; The Bangor Auditorium; The Lewiston Ramada. 7. Click CLOSE. 8. SEND the message. 9. When you receive the message in your INBOX, respond to one of the class participants by using a voting button of your choice. Microsoft Outlook Page 19

22 EXERCISE: 1) Send a new message to every class participant. 2) Use This is a Return Receipt Message as your subject. 3) Go to message options (VIEW, OPTIONS) and apply the REQUEST A DELIVERY RECEIPT FOR THIS MESSAGE. 4) Send the message. 5) Open a This is a Return Receipt Message message in your INBOX. 6) Watch your INBOX to receive a Delivery Receipt. 7) On Your Own: Create a new and send it to all participants. 8) Give it the subject of There is leftover food from today s meeting in the kitchen. 9) Add the expiration option by going to VIEW, OPTIONS and clicking on EXPIRES AFTER. 10) Select (Today s Date) from the drop-down box and edit the time so that it is 10 minutes from now. 11) Send the message. Page 20 Microsoft Outlook

23 Adding a Signature Line NOTES In order to avoid typing your name, title, organizational information, etc. at the end of every outgoing message, you may set up a standard signature line that will attach itself to each message automatically. If you wish to create different signatures for different types of messages, you have the capacity to develop as many as you like. 1. From the INBOX (with no messages open), click TOOLS and OPTIONS, then the MAIL FORMAT tab. Did You Know? 2. Click the SIGNATURE PICKER button. You can also add a vcard to your AutoSignature that is actually your information in CONTACT form. When someone receives your e- mail, they can then instantly add you to their list of CONTACTS in Outlook. You must first set yourself up as a contact before attempting to attach the vcard to your AutoSignature. Microsoft Outlook Page 21

24 3. Click the NEW button. 4. Type in a name for your signature. Click the NEXT button. 5. Type the text you would like to have appear in the signature. You can edit fonts, etc., by clicking on FONT, etc. Click the FINISH button when you are done. 6. Click OK. The signature you have just created will become your default signature. 7. To create multiple signatures, continue to repeat steps 2 through 6 above. You may wish to change the USE THIS SIGNATURE to NONE, to enable you to pick different signatures for each new message. Click OK. 8. To select a signature when you have more than one, when composing your message, click INSERT, point to SIGNATURE, and select the appropriate signature from the menu. 9. To delete a signature, go to TOOLS, OPTIONS, MAIL FORMAT, SIGNATURE PICKER and select the signature to delete. Press REMOVE and YES to confirm. Lesson Example You would like to create your own AutoSignature. 1. From the INBOX (with no messages open), click TOOLS and OPTIONS, then the MAIL FORMAT tab. 2. Click the SIGNATURE PICKER button.click the NEW button. 3. Type in (Your Full Name) for the name of your signature. Click the NEXT button. Page 22 Microsoft Outlook

25 4. Type the text you would like to have appear in the signature (ex. Name, Title, Address, etc.). Edit the font (by clicking on FONT) to be ARIAL, size 14 and BLUE. Click the FINISH button when you are done. 5. Click OK. The signature you have just created will become your default signature. EXERCISE: 1) Create a signature for yourself, use (Your First Name) as its title. 2) Create a second signature including your first and last names, as well as your title. Change fonts as you wish. Set the default signature to NONE. 3) Compose an message to a training participant and Cc: yourself. Use the signature of your choice. 4) Delete your signatures from the SIGNATURE PICKER list. 5) On Your Own: Create another new signature. Give it any name you choose and any font, etc. you choose. 6) Send an to class participants using your new signature. 7) Delete your new signature. Microsoft Outlook Page 23

26 LESSON 3: CONTACTS OBJECTIVES: Create a new contact. Manage the Contacts folder. Outlook CONTACTS folder is like an electronic card file. Not only can you store regular names, nicknames, home and work addresses, multiple phone numbers, and addresses, you may store other information relating to the contact, such as anniversary date or birthday. Contacts Window Title Bar Menu Bar Toolbar Folder List Find Contact by clicking on the first letter of last name. Task Bar Status Bar Page 24 Microsoft Outlook

27 Creating a New Contact NOTES 1. Click on the CONTACTS folder in your FOLDER LIST. 2. Click the NEW CONTACT button, or double-click any blank area in the contact window. 3. In the FULL NAME textbox, type a name for the contact. 4. Enter the information you want to include for the contact. Wherever there is a drop-down arrow, you are able to click for additional information. For example, if you wish to enter a second address, you may choose 2 from the drop-down and enter another address. Clicking on the arrow again will allow you to select any address. 5. Click the SAVE AND CLOSE button. Microsoft Outlook Page 25

28 Lesson Example You would like to make some Outlook contacts for people you outside the State of Maine system. 1. Go to the CONTACTS folder in the folder list. 2. Type in the following information for this new contact: Pamela Small Financial Advisor Thompson's Financial Planning 131 West River Road Thompson, AZ Phone Fax Click the SAVE AND CLOSE button. EXERCISE: 1) Create another new contact using the following information: Joseph James Jackson Nickname: Joe Spouse's Name: Janet Technology Consultant Florida Consulting Firm Palm Springs Drive Daytona Beach, FL Phone Fax ) On Your Own: Create another new contact with your own information. Page 26 Microsoft Outlook

29 Creating a Contact from an you Receive 1. Open the message that contains the name you want to add to your contact list. 2. In the FROM field, right-click the name you want to make into a contact, and then click ADD TO CONTACTS on the shortcut menu. Complete the NEW CONTACT window as described above. NOTES Did You Know? You can also create a contact from an as long as the person was also a recipient of the and is listed in the TO: or CC: field. Creating a Message from a Contact 1. Select the contact, click on ACTIONS, NEW MESSAGE TO CONTACT. 2. In the SUBJECT box, type the subject of the message. 3. In the text box, type the message. 4. Click SEND. Microsoft Outlook Page 27

30 Deleting Contacts 1. Select the contact(s) you want to delete. 2. Click DELETE. Lesson Example You would like to add a contact from an you have received and delete some of your contacts. 1. Select an in your INBOX. 2. Right-click on the sender s name. Select ADD TO CONTACTS. 3. Fill in your new contact s information: Pat Baker Clerk Typist II BDS 1 State House Station Augusta, ME Phone Birthday- (Today s Date) 4. Select the Pamela Small contact. EXERCISE: 5. Press the DELETE button. 6. Send a new message to your Pat Baker contact by selecting it and clicking on ACTIONS, NEW MESSAGE TO CONTACT. 1) Add another contact from an you have received. Use the name Chris Anderson. Fill in appropriate information. 2) Delete the Joseph James Jackson contact. 3) On Your Own: Send an to Chris Anderson. Page 28 Microsoft Outlook

31 LESSON 4: CALENDAR NOTES OBJECTIVES: View the calendar in its different formats. Create various types of appointments and events. Send, receive and manage meeting requests. Your Outlook Calendar can replace a calendar on your desk. Microsoft Outlook allows you to electronically keep track of your time without the chaos of adding and erasing appointments in pencil. You may add three types of items to your calendar: appointments, events, and meetings. Calendar Views You may look at your Outlook Calendar using one of four views: DAY, WORK WEEK, WEEK, or MONTH. 1. Click on the CALENDAR folder in your FOLDER LIST. Microsoft Outlook Page 29

32 2. To choose a view, click on one of the VIEW buttons your view to look like one below. on the toolbar. Outlook will update Lesson Example You would like to view your calendar in each of the different choices to see what you like best. 1. Click on the CALENDAR icon in the FOLDER LIST. 2. Click the DAY view button. View the screen. 3. Click the WORK WEEK icon. View the changes. Page 30 Microsoft Outlook

33 EXERCISE: 1) Click the WEEK icon. View the screen. 2) Select the MONTH icon. View the changes. 3) On Your Own: Click the single day icon to come back to the daily calendar view. Microsoft Outlook Page 31

34 Creating an Appointment or Event Appointments are activities that occur for a specific period of time and no other parties need to be invited to them. There are two types of appointments: one time or recurring. An event is an activity that lasts for 24 hours or longer; for example, a vacation or a holiday. 1. Double-click on the day and time of your appointment. Helpful Hint: In order for Outlook to remind you of your appointments, REMINDER must be selected, and the program must be active. 2. In the SUBJECT line, type a description of the appointment. Continue to enter the necessary information. 3. Enter a location for your appointment in LOCATION. 4. You can edit your start and end times if necessary by using the drop-down arrows. 5. To set an activity as an event, check the ALL DAY EVENT button.. 6. When finished, click the SAVE AND CLOSE button. Page 32 Microsoft Outlook

35 Lesson Example You need to create an appointment for this afternoon. 1. Double-click in the 4:00 p.m. to 4:30 p.m. section of today s calendar. 2. In the SUBJECT line, type (Your Name) s Appointment. Continue to enter the necessary information. NOTES Helpful Hint: To select a block of time that is longer than a half hour, click and drag over the time for the appointment and then right-click and select NEW APPOINTMENT. 3. Enter My Desk as your location for your appointment in LOCATION. 4. Use the drop-down arrow to change the END TIME to 5:00 p.m. 5. Verify that your REMINDER is set for a two-hour reminder time. 6. Verify that your time will be considered Busy in the SHOW TIME AS field. 7. When finished, click the SAVE AND CLOSE button. EXERCISE: 1) Create another appointment titled Haircut from 5:30 p.m. to 6:30 p.m. today. Fill in appropriate information including SHOW TIME AS field (hint: Out of Office). 2) On Your Own: Create an appointment for tomorrow morning from 8:00 a.m. to 9:00 a.m. titled Update Meeting with Staff to take place in the Conference Room. Fill in the following agenda in the body of the appointment window. Agenda 8:00-8:15 Breakfast and introductions 8:15-8:45 Discussion of 2002 work plan Microsoft Outlook Page 33

36 8:45-9:00 Questions and wrap-up Recurring Appointments Often, we have appointments that happen at regular intervals. For example, office staff meetings held every other Tuesday at 10:00 am. These appointments are easily scheduled using Outlook, without having to enter the information several times. 1. Create a new appointment as described above. Before clicking SAVE AND CLOSE, click the RECURRENCE button. 2. In the appointment recurrence window, choose the appropriate options. Click OK. 3. In the appointment window, click the SAVE AND CLOSE button. Page 34 Microsoft Outlook

37 Lesson Example NOTES You need to create a recurring appointment in your Outlook calendar. 1. Select next Monday s date from your month at a glance calendars on the right side of the screen. 2. Double-click in the 9:00 a.m. to 9:30 a.m. time slot. 3. Title the appointment (Your Name) s Recurring Appointment and make the location the Meeting Room. 4. Click the RECURRENCE button and select the WEEKLY, MONDAY, and END AFTER 2 OCCURRENCES choices. 5. Click OK and then SAVE AND CLOSE. EXERCISE: 1) Open the (Your Name) s Appointment appointment this afternoon and make it a recurring event (i.e. all day) that will take place every 2 weeks and end one month from today. 2) On Your Own: Open your Haircut appointment and make that appointment occur every month with NO END DATE. Microsoft Outlook Page 35

38 Scheduling a Meeting One of the most helpful features of Outlook is the ability to schedule a meeting and then invite participants to attend via . In addition, if the participants are members of your organization who use Outlook, you can identify a time for the meeting when your desired attendees are free. Did You Know? You can also select invitees by clicking TO: and then check their schedules by clicking ATTENDEE AVAILABILITY. 1. Add your meeting just as you would an appointment. 2. Click on the INVITE ATTENDEES tab. Your screen will now look like a combination of an appointment window and an e- mail window. Page 36 Microsoft Outlook

39 3. Click on the ATTENDEE AVAILABILITY tab. 4. Click the INVITE OTHERS button. Select names to send into the REQUIRED, OTHER, or RESOURCES boxes, and click OK. 5. Outlook will return you to the ATTENDEE AVAILABILITY screen where it will display a color-coded version of each attendee's schedule. This allows you to determine if the meeting is scheduled for an appropriate time. If not, use the AUTOPICK ARROWS to find a time that is good for everyone, either before or after the currently scheduled time. 6. When satisfied with the time, click the SEND button. This will send an message to all invitee Inboxes, and the meeting will be scheduled in your Calendar. Microsoft Outlook Page 37

40 Lesson Example You have decided to invite some people to meet with you. 1. Open the (Your Name) s Recurring Appointment appointment set for next Monday. 2. Click on the INVITE ATTENDEES button. 3. Click on the ATTENDEE AVAILABILITY tab. Click the INVITE OTHERS button. Select class participant names and send into the REQUIRED box, and click OK. 4. Outlook will return you to the ATTENDEE AVAILABILITY screen where it will display a color-coded version of each attendee's schedule. This allows you to determine if the meeting is scheduled for an appropriate time. If it is not, use the AUTOPICK ARROWS (future) to find a time that is good for everyone. EXERCISE: 5. When satisfied with the time, click the SEND button. This will send an message to all invitee Inboxes, and the meeting will be scheduled in your Calendar. 1) Open the Update Meeting with Staff appointment tomorrow. 2) Invite all class attendees to the meeting by clicking on INVITE ATTENDEES. 3) Choose a time that is free for everyone by using AUTOPICK and then click SEND. 3) On Your Own: Open the (Your Name) s Appointment and invite all class participants to the meeting (using your group name My Class Group from your CONTACTS). 4) Use AutoPick to choose a time that is convenient for everyone. 5) Send the meeting request. Page 38 Microsoft Outlook

41 Responding to a Meeting Request NOTES When you receive a meeting request from an individual, Outlook makes it very easy to respond to them. 1. Open the meeting request (depicted with the symbol in front of it in your INBOX) by double-clicking it. It will look like this: Did You Know? By selecting DON T SEND A RESPONSE, the host will not have the ability to see your status and will not know if they should expect your attendance. 2. When you receive an inviting you to a meeting, you can choose an ACCEPT, DECLINE, or TENTATIVE response by clicking on the appropriate button. You may edit the response to inform the meeting host of any extra information. 3. If you accept the meeting, it will automatically update your calendar. Microsoft Outlook Page 39

42 Lesson Example You have received some meeting requests from people and you would like to respond to them. EXERCISE: 1. Go to your INBOX from the FOLDER LIST. 2. Open the earliest meeting request (depicted with the symbol in front of it) by double-clicking it. 3. Choose to accept the meeting request by clicking on the ACCEPT button. 4. View you CALENDAR folder and notice that Outlook has automatically updated your calendar with the meeting. 1) Open up another meeting request in your INBOX. 2) DECLINE the meeting request and choose to EDIT THE RESPONSE BEFORE SENDING. 3) Type I apologize for not being able to attend your meeting, I have another meeting taking place at this time in the message window and press SEND. 4) On Your Own: Open up another meeting request and this time, give a TENTATIVE response. Let the person know the reason why your response is tentative. Page 40 Microsoft Outlook

43 Checking the Status of Attendees NOTES When a meeting invitee sends you a response, you will know immediately whether they have accepted your invitation; but Outlook makes it easy to keep track of attendee responses so that you do not have to save their response s. Attendee responses will be one of three things: Attendee has accepted meeting request. Attendee has tentatively accepted meeting request. Attendee has declined meeting request. To check attendee status after deleting the individual responses, follow the instructions below. 1. Double-click the meeting in your CALENDAR. 2. Click on the ATTENDEE AVAILABILITY tab. 3. Select the SHOW ATTENDEE STATUS option. All invitees will be listed as well as their response to the meeting. Microsoft Outlook Page 41

44 Editing Calendar Items All calendar items (appointments, events and meetings) may be changed as needed. 1. Double-click the appointment/meeting you would like to change. 2. Make any desired changes. 3. For an appointment or an event, click the SAVE AND CLOSE button. 4. For a meeting, click the SEND button to redistribute invitations with the updated information. Lesson Example You would like to review the attendee status for your meeting and then change the time for the meeting. 1. Open and review all meeting responses in your INBOX. Delete them when you are done. 2. Go to the CALENDAR. 3. Open the (Your Name) s Recurring Appointment appointment and check the status of your attendees by clicking the ATTENDEE AVAILABILITY tab. 4. Select the SHOW ATTENDEE STATUS option. All invitees will be listed as well as their response to the meeting. 5. Go back to the APPOINTMENT tab and make the meeting last a half hour longer than originally planned (Hint: change the END TIME). 6. Click the SEND button to redistribute invitations with the updated information. Page 42 Microsoft Outlook

45 EXERCISE: 1) Open the Update Meeting with Staff appointment and view the attendee status. 2) Delete the meeting by clicking on the DELETE button. Send the notice to the invitees 3) On Your Own: Open up your Haircut appointment and delete it. Microsoft Outlook Page 43

46 LESSON 5: TASKS OBJECTIVES: Create tasks. Mark a task complete. Assign a task to someone else. Think of your task list as a "to do" list. Tasks may occur once or repeatedly. The Task Window Title Bar Menu Bar Toolbar Folder List Task List Completion Check Box Due Date Status Bar Page 44 Microsoft Outlook

47 Entering a Task NOTES 1. Click on the TASKS folder in your FOLDER LIST. 2. Click on CLICK HERE TO ADD A NEW TASK. 3. Enter a subject under SUBJECT. 4. Enter a due date under DUE DATE, when one exists. 5. To add another task, press the ENTER key. 6. When finished entering tasks, click on any blank area of the task list. Editing Tasks 1. Double-click the task you wish to edit. This will bring you into a new window with several options. 2. Make the desired changes. Click the SAVE AND CLOSE button. Microsoft Outlook Page 45

48 Lesson Example Some important tasks are on your to do list and you would like to use Outlook to track them. 1. Select the TASKS folder in your FOLDER LIST. 2. Click on CLICK HERE TO ADD A NEW TASK. 3. Enter Pick up stamps under SUBJECT. 4. Enter (Today s Date) under DUE DATE. 5. Add another task by pressing the ENTER key. 6. Enter Finish monthly reports by next Friday under SUBJECT. 7. Enter (Next Friday s Date) under DUE DATE. 8. Click on any blank area of the task list. 9. Update your Pick up stamps task by double-clicking it. 10. Change the task to read Pick up $.55 stamps for invitations. 11. Click the SAVE AND CLOSE button. EXERCISE: 1) Add a new task titled Contact Bates client with a due date of tomorrow. 2) Edit the task to read Contact Perkins client. 3) On Your Own: Add two new tasks of your choice. Page 46 Microsoft Outlook

49 Recurring Tasks NOTES 1. Double-click on the task that will occur at regular intervals. 2. Click the RECURRENCE button. 3. Change the desired options. Click OK. 4. Click the SAVE AND CLOSE button. Marking a Task Complete Once you have completed a task, you may mark the task complete. Outlook will put a line through the task and it will not appear in your task list after you exit Outlook. 1. Click the CHECK BOX to the left of the completed task's subject. It will look like below: Lesson Example Some of the tasks you have entered are recurring tasks and others are now completed. 1. Double-click on the Finish monthly reports by next Friday task. 2. Click the RECURRENCE button. Microsoft Outlook Page 47

50 3. Change the options to MONTHLY and on Fridays. Click OK. 4. Click the SAVE AND CLOSE button. 5. Mark the Pick up $.55 stamps for invitations task complete by clicking in check box to the left of the subject. EXERCISE: 1) Create a new task titled Do Time Sheet and put Friday s Date as the DUE DATE. 2) Edit the task to make it a recurring task that occurs WEEKLY on Friday. 3) Show the Do Time Sheet task as completed. 4) On Your Own: Edit one of your other existing tasks to make them recurring tasks. 5) Mark a task complete. Page 48 Microsoft Outlook

51 Assigning Tasks NOTES Outlook allows you to assign tasks to other people. For example, a supervisor may assign tasks to their staff. 1. From the FILE menu, choose NEW, TASK REQUEST. 2. Identify the person who will be performing the task. 3. Enter the SUBJECT and DUE DATE of the task, including any additional options. 4. In the text box, type any instructions regarding the task. Click SEND. Microsoft Outlook Page 49

52 Lesson Example As a manager for your team, you would like to assign some tasks to your teammates. 1. From the FILE menu, choose NEW, TASK REQUEST 2. Select a class participant who will be performing the task.. 3. Enter Complete vacation request form for summer period in the SUBJECT and Next Wednesday as the due date of the task. 4. In the text box, type Please submit three choices for your vacation week. The final vacation schedule will be published next Friday. EXERCISE: 5. Click SEND. 1) Send a class participant a task request titled Spring cubicle cleaning time! with a due date of Next Tuesday. 2) On Your Own: Send a class participant a task of your choosing. Page 50 Microsoft Outlook

53 LESSON 6: NOTES NOTES OBJECTIVE: Create and manage notes. Outlook notes are the electronic equivalent of sticky notes. Rather than plastering notes all over your desk, you can keep them contained on one Outlook screen. Adding a Note 1. Click on the NOTES folder in your FOLDER LIST. 2. Double-click on the white space. It will appear as follows: 3. Type your note. Microsoft Outlook Page 51

54 4. Click the CLOSE BUTTON in the upper right hand corner of the note. 5. To open a note, double-click the note. 6. To delete a note, select the note and press DELETE. Lesson Example In an effort to reduce the sticky note mayhem at your workstation, you decide to use Outlook notes. 1. Click on the NOTES folder in your FOLDER LIST. 2. Double-click on the white space. Type Reminder to call Sally at Click the CLOSE BUTTON in the upper right hand corner of the note. 4. Open the note by double-clicking it. 5. Delete the note by clicking DELETE or pressing DELETE on your keyboard. EXERCISE: 1) Add the note Go to kickboxing every Tuesday and Thursday at 5:30 p.m. 2) View the note. Delete the note. 3) On Your Own: Add the note Eugene s phone number next week is ) View the note. Page 52 Microsoft Outlook

55 LESSON 7: PRINTING NOTES OBJECTIVE: Print various items in Outlook in multiple ways. You are able to print many Outlook items, sometimes in a variety of styles. The following are the steps for printing several different Outlook objects: 1. To print an message from any mailbox, select the message and click the PRINT button. 2. To print an individual contact's information, open that contact and click the PRINT button. 3. To print the general information for all contacts, from the CONTACTS window, click FILE, PRINT, and select the style you would like. Make any appropriate changes in PAGE SETUP and click OK. If necessary, click PREVIEW to look at the setup. When satisfied, click the PRINT button. Microsoft Outlook Page 53

56 4. To print your calendar, from the CALENDAR window, click FILE, PRINT, and select the style you would like. Make the appropriate choices in PAGE SETUP, then click and click OK. If necessary, click PREVIEW. to look at the setup. When satisfied, click the PRINT button 5. To print your task list or notes, open the TASKS or NOTES window and click the PRINT button. Lesson Example You would like to print out your contacts list to use as a phone directory at your desk. 1. Click on the CONTACTS folder. 2. Click FILE and PRINT. 3. Choose the PHONE DIRECTORY STYLE from the PRINT STYLE box. 4. Click PREVIEW to look at the setup. When satisfied, click the PRINT button. Page 54 Microsoft Outlook

57 EXERCISE: NOTES 1) Print your task list. 2) Preview the printing of an . 3) On Your Own: Print the current month s calendar. Microsoft Outlook Page 55

58 LESSON 8: MANAGING YOUR MAILBOX LIMITS OBJECTIVES: Practice the steps necessary to keep mailbox limits at a reasonable size. Mailbox sizes are often limited to 50 MB, which requires us to keep our mail folders at a manageable size. You will get a warning when your mailbox reaches 35 MB, and when you reach 40 MB, you will no longer be able to send , and if you should reach 50 MB, you will not be able to send or receive . There are a number of techniques to keep your mailbox size at a reasonable level and, used together, you should have no problem keeping your account working well and below size limits. Every Day 1. After reading an and deciding you no longer need it, delete it by using the DELETE button (ensuring the correct is selected). It will now be in the DELETED ITEMS folder. Helpful Hint: You cannot retrieve items deleted from the DELETED ITEMS folder. 2. If you receive an with a file attached, open the file and save the file to your local (C:\) drive or network drive, then delete the message. 3. To return an item to its original folder (you accidentally deleted it), click and drag the item to its corresponding folder in the FOLDER LIST. For example, if the item has a calendar icon in front, you would return it to the Calendar folder. 4. To have Outlook delete items from the DELETED ITEMS folder each time Outlook is closed, select TOOLS, OPTIONS. From the OPTIONS dialog box, click the OTHER tab. Click the box to EMPTY THE DELETED ITEMS FOLDER UPON EXITING. Click OK. Page 56 Microsoft Outlook

59 Weekly NOTES 1. Delete the items in your SENT ITEMS folder by going to the SENT ITEMS folder, selecting EDIT, SELECT ALL, and then pressing the DELETE key. 2. After deleting your SENT ITEMS, permanently delete your items in your DELETED ITEMS folder and by going to TOOLS, EMPTY DELETED ITEMS FOLDER. One Time Only (and each time you create a new folder) 1. Set your INBOX folder (and any other created folder(s) in your FOLDER LIST) PROPERTIES by right-clicking on the folder in the FOLDER LIST and selecting PROPERTIES, then AUTOARCHIVE. Ensure you are cleaning out items more than 30 days old and moving them to the default folder (or another of your choice). Click OK. 2. Utilize Outlook s AutoArchiving feature by going to TOOLS, OPTIONS, OTHER, AUTOARCHIVE. Make sure that it is set to archive every 14 days which means that every 14 days, messages older than 30 days will be removed from your folders and stored on a local (C:\) or network drive. Microsoft Outlook Page 57

60 Helpful Hint: Once you have created the AUTOARCHIVE folder in your FOLDER LIST, you will not have to create it again. 3. If you need to retrieve an archived item, from your INBOX, click FILE, OPEN, then PERSONAL FOLDERS FILE (.PST). Then browse for the location of your AutoArchive files (default=c:\windows\local Settings\Application Data\Microsoft\Outlook). Double-click the correct file. Outlook will create a folder in your FOLDER LIST named AUTOARCHIVE and you will be able to view the item from there. Lesson Example You would like to clean out your entire mailbox account and ensure that you never lose any items older than two months. 1. Set your INBOX folder properties by right-clicking on the folder in the folder list and selecting PROPERTIES, then AUTOARCHIVE. Verify you are cleaning out items more than 30 days old and moving them to the default folder. Click OK. Repeat for your (Your Name) s Personal Folder and My Manager subfolders. Helpful Hint: You can select all the items in a folder by pressing CTRL + A (Select All). 2. Go to TOOLS, OPTIONS, OTHER, AUTOARCHIVE. Make sure that it is set to archive every 14 days which means that every 14 days, messages older than 30 days will be removed from your folders and stored on a local (C:\) or network drive. 3. Delete all the items from your INBOX by selecting them and pressing the DELETE button. 4. Delete your two subfolders (and their items) under INBOX by clicking on them and pressing the DELETE key. Page 58 Microsoft Outlook

61 EXERCISE: 1) Delete items from your TASKS, SENT ITEMS and NOTES folders. 2) On Your Own: Delete all your contacts and distribution lists in the CONTACTS folder. 3) Empty your DELETED ITEMS folder by going to TOOLS, EMPTY DELETED ITEMS FOLDER. 4) Close Outlook. Microsoft Outlook Page 59

62 LESSON 9: GIVE IT A TRY! OBJECTIVE: Practice Outlook features learned in class. EXERCISE: Refer to Lesson 2 for assistance 1) Compose a message to other training participants. Perform a spelling check on the message. Close and save the message before sending. 2) Go to the DRAFTS folder and retrieve the unsent message. Send it. 3) REPLY to a message in your INBOX; FORWARD another. 4) Delete a message no longer needed in your INBOX. 5) Create a new folder under your INBOX titled Work Stuff. Move a message to the folder. Move the message out of the folder. Delete the Work Stuff folder. 6) Organize your INBOX so that messages sent only to you turn blue. Turn off this feature. 7) Create a distribution list that is made up of the members of the class. Call it My Class. Use the list to send a message to your classmates. Delete it. 8) Create an AutoSignature using your information. Use it when composing a message to other class participants. Delete the AutoSignature. Refer to Lesson 3 for assistance 9) Create a new contact using your own information. 10) Create a contact from a message in your INBOX using appropriate data. Send this new contact a message. 11) Delete the two contacts. Page 60 Microsoft Outlook

63 Refer to Lesson 4 for assistance 12) Create an appointment called (Your Name) s Appointment for this evening. Make it a recurring appointment that ends after three occurrences. Invite training participants to the appointment to make it a meeting. 13) Respond to a meeting request in your INBOX. 14) Check the status of your meeting. Cancel the meeting. Refer to Lesson 5 for assistance 15) Create a task. Edit the task. Make it a weekly recurring task that will end one month from today. Mark the task complete. 16) Create a new task that you assign to another class participant. 17) Create a note. Refer to Lesson 6 for assistance Refer to Lesson 7 for assistance 18) Print an that is in your INBOX. Print this month s calendar. Refer to Lesson 8 for assistance 19) Delete items from the NOTES, TASK LIST, CONTACTS, SENT ITEMS, and INBOX folders. 20) Empty the DELETED ITEMS folder. Microsoft Outlook Page 61

64 LESSON 10: ADDITIONAL FEATURES OBJECTIVES: Share the Outlook calendar with others. Handle messages even when away from work. Add holidays to Outlook s calendar. View options for Outlook Today. Access Outlook via the internet. Change the Outlook password. Sharing Your Outlook Information You may allow other people to view, add to, or edit one or more of your Outlook folders by adding them as a delegate. 1. To add a delegate to a single folder, right click on the folder to which you wish to grant access in your folder list, and choose PROPERTIES. 2. Click the PERMISSIONS tab, and click the ADD button. 3. Type the beginning of the user's last name until they appear on the list. Select it and click the ADD button. Repeat for any additional delegates, if necessary, and click OK. 4. Select a delegate in the NAME box. Choose the desired ROLE from the drop-down list. 5. To customize this role, click on the check boxes and radio buttons you wish to activate or turn off. 6. Repeat steps 4 and 5 for any other delegates. Click OK. 7. To add a delegate to multiple folders, from the TOOLS menu, choose OPTIONS. Click the DELEGATES tab. 8. Click the ADD button, then select the delegate(s) you wish to add. Click OK. Page 62 Microsoft Outlook

65 9. Select the appropriate level of access for each folder from the drop-down list: READ to simply view contents; REVIEW to read and add items; EDITOR to read, add, edit and delete items. Click OK. NOTES 10. Indicate whether you wish for them to receive an outlining the permissions you have assigned to them, and if you want to allow them to read those items marked private. Click OK. Accessing Another User's Folder Once you have been given permission to open another user's folder, you may open it at any time. 1. Click FILE, OPEN, OTHER USER'S FOLDER. 2. Click the NAME button to open the GLOBAL ADDRESS LIST, select the name, and click OK, or simply type the name in the text box next to the NAME button. Click OK. The Out of Office Assistant If you plan to be out of the office for a vacation or a business trip, you may have Outlook forward an automatic message to each person who sends you a message while you are away. Each sender will only receive this message the first time they you. 1. From your INBOX folder (with no messages open), select OUT OF OFFICE ASSISTANT from your TOOLS menu. Microsoft Outlook Page 63

66 2. Click the I AM CURRENTLY OUT OF THE OFFICE radio button. Press the TAB key. 3. Type the message you wish to send upon receipt of an . Click OK. 4. Every time you log into Outlook after the OUT OF OFFICE ASSISTANT is activated, you will be asked if you want to turn it off. Automatically Forwarding Messages You may find it helpful to have messages you receive in your INBOX to go to other individuals; for instance, when you are on vacation, or if your job responsibilities change. Outlook allows you to set up a rule that will automate this process for you. 1. From your INBOX (with no messages open), click on the ORGANIZE button. 2. Click on RULES WIZARD. Page 64 Microsoft Outlook

67 3. Click NEW. 4. Select CHECK MESSAGES WHEN THEY ARRIVE and then NEXT. 5. Choose an appropriate condition(s). If there are any green underlined words, click on the words in the RULE DESCRIPTION window and specify the criteria. Click NEXT. 6. Decide what you would like to do with the message. Again, if there are any green underlined words, click on the words in the RULE DESCRIPTION window and specify the criteria. Click NEXT. Microsoft Outlook Page 65

68 7. Add any exceptions to this new rule (if there are any) and once more, if there are any green underlined words, click on the words in the RULE DESCRIPTION window and specify the criteria. Click NEXT. 8. Specify a name for the rule and be sure that TURN ON THIS RULE is selected. Click FINISH. 9. Click OK when exiting the RULES WIZARD window. Close the WAYS TO ORGANIZE INBOX pane by clicking CLOSE ORGANIZE. 10. To delete a rule, go back to the RULES WIZARD window, select the rule to delete and click on DELETE, YES, and OK. Page 66 Microsoft Outlook

69 Adding Holidays to the Calendar NOTES Outlook considers Holidays events that happen throughout the year. Outlook includes a feature where you can add the holidays from a particular country to your calendar. 1. From the TOOLS menu, click OPTIONS, then the PREFERENCES tab. 2. Click CALENDAR OPTIONS. 3. Click ADD HOLIDAYS. 4. Select the check box next to the country with the holidays you want to add to your Calendar. Click OK. Outlook Today OUTLOOK TODAY is a folder that contains a snapshot of the key elements of Outlook. These include a list of upcoming appointments, your task list, and a count of current messages. From OUTLOOK TODAY, you may look at the details of any of these items, as well as jump directly to your full calendar, your task list or your mailboxes. You are able to customize the look and content of your Outlook Today screen. For example, you can designate the number of days into the future that your appointments appear, which mailbox folders to display, and if you want Outlook Today to automatically open when starting Outlook. Microsoft Outlook Page 67

70 1. Click on the OUTLOOK TODAY folder in your FOLDER LIST. 2. From the OUTLOOK TODAY window, click on the CUSTOMIZE OUTLOOK TODAY button that appears in the upper right hand corner of the screen. 3. Make your selections and click on the SAVE CHANGES button. Changing Your Outlook Password It is a good idea to change your password to access Outlook on a regular basis 1. When signing on to Outlook, the following window appears. Page 68 Microsoft Outlook

71 2. Click CHANGE PASSWORD. 3. In the OLD PASSWORD field, enter your current password. 4. In the NEW PASSWORD field, enter your new password. 5. In the CONFIRM NEW PASSWORD box, enter your new password again. Accessing Outlook via the Internet If your job requires you to be out of the office, you may be missing important information sent to you via . If you are connected to the State of Maine s Wide Area Network (i.e. you are at another office and working at a different State PC than your own) you can simply follow the steps below. If you are not connected to the State s Wide Area Network, you will need to have your manager approve you for a Secure ID, and then you can access your over the Internet. Helpful Hint: If you intend to access Outlook from the same machine frequently, you may want to bookmark the site, so you will not need to type it in each time. Microsoft Outlook Page 69

72 1. Connect to the Internet. 2. Type in the address 3. Next, you may see a SECURITY ALERT dialog box. Click OK. 4. On the OUTLOOK WEB ACCESS screen type your name in the format First.Last in the LOG ON area. Press ENTER on your keyboard. 5. In the ENTER NETWORK PASSWORD dialog box, type in your USER NAME in the format: Domain Name/first.last and your password. You will need to get your domain name from your Network Administrator. 6. Web access Outlook looks somewhat different than at your desk. It will not have all the same functionality. For instance, you will not be able to access your archive folders using the web. Page 70 Microsoft Outlook

73 Use the following as a pocket reference WAN WEB ADDRESS: LOG ON: first.last USER NAME: Domain Name/first.last (Use the back of this card for your own specific information.) Microsoft Outlook Page 71