Outlook 2003 Introduction

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1 Microsoft Application Series Outlook 2003 Introduction Best STL Courses never cancelled: guaranteed Last minute rescheduling 24 months access to Microsoft trainers 12+ months schedule UK wide delivery Version 1.1

2 Your Best STL Learning Tools Welcome to your Best STL training course. As part of your training, we provide you with the following tools and resources to support and enhance your learning experience. Thank you for choosing Best STL. 1 In-course handbook 2 Reference material 3 12 months access to Microsoft trainers To guide you through your training while you are on the course. Contains unit objectives, exercises and space to write notes. Available online through your delegate account. Comprehensive reference material with 100+ pages, containing step-by-step instructions. Available through online support forum. Need help? Our team of Microsoft qualified trainers are on hand to offer advice and support. 4 Delegate account 5 Trainer hints and tips 6 Save with Promotions Your delegate account gives you access to: Reference material Course exercise files Advice & support forum Rewards programme Promotions & Newsletters Hints and tips available online from our Microsoft qualified trainers for: All MS Office applications VBA MS Project MS Visio + more Save on further training courses you book with Promotions. 30% off list price (time limited) 50 off list price (blue card discount) E&OE Best Training reserves the right to revise this publication and make changes from time to time in its content without notice.

3 Quick reference: Outlook shortcut keys Command Advanced Find Check for new mail Close a window Create Appointment Create Contact Create Flag for follow-up Create Folder Create Meeting Request Create Message Create Note Create Task Create Task Request Delete opened item Forward selected mail Mark item as read Move down one screen Move to first item Move to last item Move up one screen Create new default item Open Find a Contact Open folder Open Look In Open selected item Redo (in text field) Remove last semi-colon from mail addressee Reply to selected message Select all items Select to first item Select to last item Spell check open item Switch to Inbox Switch to Outbox Undo Keystroke Ctrl-Shift-F F5 Esc Ctrl-Shift-A Ctrl-Shift-C Ctrl-Shift-G Ctrl-Shift-E Ctrl-Shift-Q Ctrl-Shift-M Ctrl-Shift-N Ctrl-Shift-K Ctrl-Shift-U Ctrl-D Ctrl-F Ctrl-Q PgDn Home End PgUp Ctrl-N F11 Ctrl-Y Alt-I Enter Ctrl-Y Alt-K Ctrl-R Ctrl-A Ctrl-Shift-Home Ctrl-Shift-End F7 Ctrl-Shift-I Ctrl-Shift-O Ctrl-Z

4 Course Objectives 1. Outlook basics management 4. Contact management 5. Tasks 6. Appointments and events 7. Meeting requests and responses 8. Customising Outlook Tel: Page 1

5 Outlook Basics Unit 1 objectives Explore the Outlook environment Getting Help Your notes: Unit 1 Online support forum and knowledge base Visit our forum to have your questions answered by our Microsoft qualified trainers. Tel: Page 2

6 Visual summary: Unit 1 objectives Explore the Outlook environment Outlook provides an integrated solution for managing your time and information. It can make it easier to prioritise and control your time, so that you can focus on the things that matter most. Outlook is much more than an electronic mailbox Office Outlook delivers innovations you can use to quickly search your communications, organise your work and share information with others all from one place. Title Bar Go Menu Quick Launch Bar Tel: Page 3

7 Title Bar Displays the name of the application and the name of the current folder. Menu Bar Lists available menus Ask A Question Box Provides help using Microsoft Office online Standard Toolbar Provides quick access to some of the most frequently used commands. Navigation Pane The column to the left side of the window that provides access to all components of Outlook Go Menu Part of the Navigation Pane that allows you to quickly switch between components. Quick Launch Bar Part of the Navigation Pane that provides access to frequently used components. Reading Pane Displays the contents of the selected messages without having to open the message. The status bar displays information about the active folder. Item An item is a basic element created in Outlook that holds information and is stored in a specific location. Items in Outlook include: Messages Appointments Meetings Contacts Tasks Notes Folder A folder is a tool that you can use to store and organise Outlook items. Outlook contains six main components that you can use to communicate with others. These components are folders. Tel: Page 4

8 Inbox Where you send and receive messages. Calendar Where you schedule appointments, meetings and events. Contacts Where you enter and track business and personal contacts Task Where you create and manage tasks Journal Where you can automatically track all items that you have specified as they occur. Additional Folders in Outlook Include: Deleted Items Stores any items that you delete in Outlook. Drafts Stores copies of unfinished messages you can complete and send at a later time. Junk Contains junk messages Outbox Temporarily stores messages you send until they are delivered. Sent Items Stores copies of messages you send to others. Sync Issues Contains all of the synchronisation logs Search Folders Contains views of all mail items that satisfy specific search criteria. Tel: Page 5

9 Getting help Task Pane While using Outlook, you can use the following resources if you need help: Type a Question For Help box located on Menu Bar MS Outlook Help Task Pane Display by choosing Help Microsoft Outlook Help Tel: Page 6

10 Unit 2 objectives accounts messages Handling messages Your notes: Unit 2 Tel: Page 7

11 Your notes: Unit 2 Online support forum and knowledge base Visit our forum to have your questions answered by our Microsoft qualified trainers. Tel: Page 8

12 Visual summary: Unit 2 objectives accounts messages and Handling messages Inbox Icon Description High, Low importance Read, Unread File(s) attached Flagged, Normal Forwarded, Replied to Meeting request, Cancelled meeting Accepted, Tentatively accepted, Declined meeting Tel: Page 9

13 Compose and Send a Simple Message You need to send some important information to a client who is located in another part of the country. The client needs the information today. Sending it by regular mail is not an option. The client is out of the office, so you can t call either. By using Outlook you can quickly and efficiently send the information in a simple message. Electronic mail, or , is an application that allows a user to create, send and receive electronic messages. You can send information and receive information from users within your network of computers or outside your network of computers via the internet. The Message Form When you create a new message using the New button or Ctrl+N, Outlook displays a message form that contains text boxes in which you can enter specific information. To address or user name of the person to whom you want to send the message. Cc address or user name of anyone of anyone who you want to receive a copy of the message (carbon copy). Subject A brief description of the message Message Body The text of the message Default Mail Editor Microsoft Word is the default mail editor for Outlook. Therefore, when you create mail messages you will have access to a number of Word features, making it easier to create messages in Outlook. Tel: Page 10

14 Etiquette Net etiquette, or Network etiquette is a set of guidelines for ethical behaviour on the internet, including sending and receiving . You can become a responsible internet user by applying the simple guidelines to your own activity. Think twice before clicking the Send button. Once you send an , you might not be able to take it back. Realise that an message can be easily circulated (forward, print and distributed) Cautious with humour and sarcasm Statements that are funny person to person might lose their humour in writing and appear, instead, confusing or even vicious. Using CAPITAL LETTERS sensibly. Statements in Capitals can suggest you are shouting at the reader. It may also be used to highlight important points. Use the Address Book to Add Recipients Click the To button The Address book is a collection of address books or address lists that you can use to find and select names, addresses and distribution lists to quickly address messages. Global Address List The Global Address List is a list of all user names and global distribution lists in a particular organisation that is created and maintained by the Microsoft Exchange Server Administrator. You can only access the Global Address List if you are using a Microsoft Exchange Server account. Tel: Page 11

15 Include Your Signature You can modify existing signatures or create new ones, as well as set a default signature, by clicking the arrow under the Signature command 1. If you created signatures previously, you'll see them listed here. 2. To create new signatures, set a default signature, or modify existing signatures, click Signatures. Format a Message You need to send a message that contains important dates and times for some upcoming events. You want to make sure that the dates and times stand out in the message text. By formatting specific text in a message, you will emphasise that text, drawing the reader s attention to it. 1. Select the text that you want to emphasise. To select all the message text, press Ctrl+A 2. Apply the format On the Standard Toolbar, click the appropriate button. Choose Format and the appropriate formatting menu option. Save Message While composing a message, you might decide that you are not ready to send the message. You can save a message and send it at a later time by clicking on the File menu and selecting Save. The message is stored in the Drafts folder. When you re ready to finish the message, simply select from the drafts folder and continue. Checking Spelling and Grammar Whenever you re typing, there s always the possibility of making an error. For example you know the correct spelling of the word their, but you type it as their When you are trying to convey a professional image, misspelled words and incorrect grammar can make you look unprofessional. Tel: Page 12

16 AutoCorrect The AutoCorrect feature detects common typing mistakes, including misspelled words, grammar problems, incorrect capitalisation and common typos. AutoCorrect brings them to your attention. By default, the AutoCorrect feature is on. s Attach a File You have some information in a separate file that you want to include in a message. Re-typing that information in the message will take some time. You can t copy and paste the information because it s in a different format. By attaching the file to your message you can include the additional information without wasting time. Where you'll find Attach File On the toolbar click The Insert File button (paperclip icon.) OR Insert Menu - File File Type and Size There are a few file type and size guidelines you should follow before attaching files or items to an Outlook item. Make sure the recipient of an attachment will be able to open and read the attachment. The recipient must have the application in which the attachment was created or a similar application. Be aware of attachment size as a large attachment will use a lot of space and might delay the opening of the item to which it is attached. An attachment in a message that is formatted as HTML or Plain Text displays in a text box below the Subject text box. An attachment in a message that is formatted as Rich Text is included in the body of the item. Tel: Page 13

17 Respond to a message When you reply to a message, you have a few options. Use the Reply option to send a response to the sender of the message. Use the Reply All option to send a response to the sender and copies of the response to anyone who received the original message. Use the Forward option to forward a copy of the message to someone who did not receive the original message. The InfoBar The InfoBar displays information about what ahs occurred or what action you need to take. It is displayed below the active toolbar. Whoops! Need to recall a message? Suppose you've just clicked Send and you realize that a key detail in your message is wrong (for example, maybe you wrote "bored" instead of "board" when discussing the results of the last board meeting). If you're using Microsoft Exchange Server for your , you may be able to recall the message that you just sent. If you act before a recipient reads the message, recalling it will allow you to send a corrected version to that person and avoid possible embarrassment. Here's what you would do: You can recall or take back a sent message if the message meets the following criteria: It has not been opened by the recipient. It has not been moved from the Inbox The recipient is running Outlook and is logged on. To Recall a Message 1. Display the contents of the Sent Items folder. 2. Open the message you want to recall. 3. Choose Actions Recall This Message 4. In the Recall This Message dialogue box, verify that Delete Unread Copies of This Message is selected. Tel: Page 14

18 5. Click OK. 6. If you want to replace the message, create & send a new message. Print a Message Although an advantage of is that it doesn t require paper, there will be occasions when you will want to have a hard copy of a message, either one you ve sent or one you ve received. 1. Open the message you want to print. 2. Choose File Print to display the Print dialogue box 3. Increase the number of copies you want to print in the Number of Copies spin box. 4. If necessary, modify the desired print options. 5. Click Print. 6. Close the message. Delete a Message You have been using Outlook for a while, so your Inbox contains a lot of old messages that you no longer need. By deleting those old messages your Inbox will be less cluttered and you will save space on your hard drive. With the message selected or opened you want to delete, click the Delete button. If necessary, verify the deletion of a message: Select the Deleted Items Folder. Recover Deleted Messages After you delete a message you can recover it from the deleted items folder. Drag the message from the deleted items folder to any other folder. Tel: Page 15

19 Unit 3 objectives management Message delivery options Create Search folders Flagging messages Read receipts Printing messages Address books Your notes: Unit 3 Tel: Page 16

20 Your notes: Unit 3 Online support forum and knowledge base Visit our forum to have your questions answered by our Microsoft qualified trainers. Tel: Page 17

21 Visual summary: Unit 3 objectives Your mailbox is overflowing. There are many messages you ve received and want to keep yet others you no longer need. It s becoming more difficult to find certain messages. By organising your mailbox, it will be easier to retrieve information efficiently. Open and Save an Attachment You received a message that contains an attachment. You have read the message but you don t have time to review the contents of the attachment. By saving the attachment, you can refer to it at a later time. Also you can delete the message that you no longer need, saving space in your Inbox. Open Attachment: 1. Open the message that contains the attachment you want to open. 2. On the attachments line of the message form, double click the name of the attachment. 3. Click Open to open the file in the associated application. 4. Click OK. Save Attachment 1. Open the message that contains the attachment you want to open. 2. Select the File menu Save Attachments. 3. Save in the a location of your choice 4. Close the message. Flag a Message You receive a message that contains information that you will need to refer to in a few weeks. Because you have so many other messages in your Inbox, you re concerned that you will forget to revisit that particular message at the appropriate time. By flagging the message it will stand out, drawing attention to it. The flag will ensure that the message is easy to find and is a reminder to refer back to the message. 1. Right click the message you want to flag and choose Follow Up Add Reminder to display the Flag For Follow Up dialogue box. 2. In an Open Message, you can click the Follow Up button on the Standard Toolbar. 3. Click the Due By drop down arrow and select a date to follow up. Tel: Page 18

22 Mark a Message as Unread You can manually change the status of a a message from read to unread. In the Inbox select the message you want to mark as unread Choose Edit and select Mark As Unread In the Inbox, the message is now bold and has a closed envelope symbol, indicating an unread message. Automatically Mark Messages As Read In The Reading Pane Select the Tools menu and click Options Select the Other tab Click Reading Pane Select the Mark items when read when viewed in the Reading Pane check box and then type a number in the Wait n seconds before marking item as read box. Create a Folder Your Inbox contains many messages. It would be easier to find messages if they were stored in an organised manner. 1. On the New Mail Message button, click the drop down arrow. 2. From the drop down menu, choose Folder. 3. In the Name text box, enter the name of the folder. 4. If necessary, in the Select Where To Place The Folder list box, select the location of where you want to create the folder. 5. Click OK. Tel: Page 19

23 Message delivery options Just like postal service mail, you can customize your electronic mail to alert recipients of a message s importance and sensitivity level. You can also set various delivery options or create a shortcut for delivering a mail message to multiple users. Voting and Tracking Options Mail messages are often used to gather information or to obtain feedback. Perhaps you need to gather votes on a company policy or obtain a head count on attendance. Outlook s voting and tracking options allow you to create voting buttons within a mail message that give the recipient the option of responding to a question by clicking the appropriate button. You can create your own voting buttons or use one of three standard Outlook voting options: Approve;Reject Yes;No Yes;No;Maybe 1. Open a new Message form. 2. On the new message form toolbar, click the Options button to open the Message Options dialog box. Tel: Page 20

24 3. In the Voting And Tracking Options section, check the Use Voting Buttons check box. 4. Select the desired option from the drop-down list, or replace the default option in the text box with your custom voting options, separating each option with a semicolon. 5. Click Close. The buttons are not displayed until the message is sent, so you will not be able to view the buttons in the message you are sending. If you want to see what the buttons look like, you can open a copy of the message from your Sent Items folder after you send it. Modify Delivery Options Your manager has asked you to send out an to members of your department asking for their immediate feedback on a time-sensitive question. Not only does she want the to expire if the recipients don t open it before close of business today, she also wants all responses sent directly to her. Delivery Options Specify that replies be sent somewhere other than to the sender of the message. Save copies of messages in a location other than the default, the Sent Items folder, or not save them at all. Delay delivery of the message until a specified date or time. The message is stored in the Outbox until it is delivered. Have the message expire after a specified date or time. After the expiration date, if the message has not been Tel: Page 21

25 Creating Search folders Search Folders are virtual folders that contain views of all items matching specific search criteria. Search Folders display the results of previously defined search queries. The messages shown remain stored in one or more Outlook folders. In the Navigation Pane there are three default Search Folders For Follow Up, Large Mail, and Unread Mail. Any item with a flag appears in the For Follow Up Search Folder. items that are larger than 100 kilobytes (KB) appear in the Large Mail Search Folder. All unread items appear in the Unread Mail Search Folder. These three default Search Folders can be modified or deleted. When you create a Search Folder, you have a number of options to choose from, such as "Mail with attachments" or "Mail from specific people." You can also create your own custom Search Folders, defining specific search criteria that messages must meet to be displayed in the Search Folder. Each Search Folder is a saved search that is kept up-to-date, monitoring all of your folders for any item that matches the search criteria of the Search Folder. Important When you delete a Search Folder, the messages shown in the Search Folder are not deleted, because those items are never saved, only viewed, in a Search Folder. However, if you open or select one or more messages shown in a Search Folder and delete the messages, the messages will be deleted from the Outlook folder where they are stored. Tel: Page 22

26 Contact management Unit 4 objectives Adding new contacts Edit existing contacts Contact folder views Create distribution lists The master category list Using categories Your notes: Unit 4 Tel: Page 23

27 Your notes: Unit 4 Online support forum and knowledge base Visit our forum to have your questions answered by our Microsoft qualified trainers. Tel: Page 24

28 Visual summary: Unit 4 objectives Adding a new contacts: You send frequent mail messages to George Messerschmidt. Because he does not work for your company, his address is not in the Global Address List. Every time you send him a message you have to type his address which is, You have on several occasions misspelled the address, therefore, having the message bounce back as undeliverable. The Outlook Address Book: This is a list that contains all contacts that you create by using the contact form Tel: Page 25

29 1. Display a new contact form 2. Enter desired information in the appropriate text boxes 3. If desired assign a category to the contact 4. Save & Close Create a contact from an message that you receive 1. Open or preview the message that contains the name that you want to add to your contact list. 2. Right-click the name of the sender who you want to make into a contact, and then click Add to Contacts on the shortcut menu. Note In Outlook, there is no option to add contact information automatically to Contacts or Address Book when you reply to a contact. Tel: Page 26

30 Edit a Contact Contact information changes frequently. Whether it s an updated address or phone number. Outlook puts an end to messy address books or card files. Your contact information will be neat and easy to read. 1. Open the Contact form 2. Double click the contact or right click and select Open 3. Edit the appropriate information 4. Save and Close Delete a Contact By deleting those old contacts your address book will be less cluttered and you will save space on your hard drive. 1. Select the contact 2. Delete button on toolbar OR Right click and select Delete Print Contacts 1. Select the File menu and choose Print 2. From the Print Style List box select a print style 3. If necessary select other Print Options 4. Click Print Sort Contacts Sort Order is the sequence in which items are arranged. Example Ascending A-Z Descending Z-A To Sort Contacts: 1. Click any column header to sort that header title. 2. A small triangle to the right of the column indicates that the list has been sorted by that column in a particular order. Tel: Page 27

31 3. Click the column header a second time to sort the column in reverse order. 4. You can sort mail messages by using the View Menu. Find a Contact By using the search feature you can quickly locate the information for the client you need to contact. 1. Click in the Find a Contact text box to activate the text box. 2. Type the name, company name or other text on which you re going to search 3. Press Enter. Searchable Terms By default, Outlook searches for partial names, first or last names, addresses, display as names and company names. Creating a Distribution List A distribution list is a collection of contacts. It provides an easy way to send messages to a group of people. For example, if you frequently send messages to the marketing team, you can create a distribution list called "Marketing Team" that contains the addresses of everyone on that team. Distribution lists are stored by default in your Contacts folder. If you use a Microsoft Exchange account, your Global Address List can contain global distribution lists, which are available to everyone who uses that network. The Personal Distribution List that you create in your Contacts folder are available only to you, but you can share them by sending them to others. Tel: Page 28

32 1. On the File menu, point to New, and then click Distribution List. 2. In the Name box, type the name of your distribution list. (For example, "Political Friends.") 3. On the Distribution List tab, click Select Members. 4. In the Address Book drop-down list, click the address book that contains the addresses you want to include in your distribution list. Contact folder views Tel: Page 29

33 Unit 5 objectives Tasks Create and delete tasks Recurring tasks Inserting tasks in messages Using categories in tasks Task views Managing tasks Your notes: Unit 5 Tel: Page 30

34 Your notes: Unit 5 Online support forum and knowledge base Visit our forum to have your questions answered by our Microsoft qualified trainers. Tel: Page 31

35 Visual summary: Unit 5 objectives Create and delete tasks You are in the middle of writing a message and think of something else that needs to be done. You could scribble yourself a note, hoping that it doesn t get lost in the shuffle. A better option is to enter the task in Outlook. You will then have an electronic reminder of what needs to be done and when. 1. On the File menu, point to New, and then click Task. 2. Keyboard shortcut To create a new task, press CTRL+SHIFT+K. 3. In the Subject box, type a name for the task. 4. Set the Start date and the Due date for the task. 5. If you specify a Start date, the Due date field is automatically set to the same day. You can change the Due date field to any date that you want. 6. If you want to make the task recur, click Recurrence. 7. In the Task Recurrence dialog box, click the frequency (Daily, Weekly, Monthly or Yearly) with which the task should recur, and then do one of the following: Tel: Page 32

36 Inserting tasks into a message Task views Update a Task 1. Display the Tasks List. 2. Open the task form 3. Change the status and % complete as necessary OR 4. In the complete column, tick the check box. Tel: Page 33

37 Appointments and events Unit 6 objectives Exploring the calendar Creating and modifying appointments Explore the day/week/month views Inserting appointments in messages Categorise an appointment Working with events Your notes: Unit 6 Tel: Page 34

38 Your notes: Unit 6 Online support forum and knowledge base Visit our forum to have your questions answered by our Microsoft qualified trainers. Tel: Page 35

39 Visual summary: Unit 6 objectives Exploring the calendar Creating and modifying appointments Tel: Page 36

40 Explore the day/week/month views 1. In the Date Navigator, select the date of the appointment. You can also select the date and time in the appointment form. 2. On the Standard toolbar, click the New Appointment button. 3. Enter a subject of your choice 4. Enter a Location. 5. Enter a Start and End time. 6. Save & Close the appointment. Inserting appointments into messages Tel: Page 37

41 Meeting requests and responses Unit 7 objectives Organising a meeting Creating and sending meeting requests Responding to meeting requests Handling meeting responses Your notes: Unit 7 Tel: Page 38

42 Your notes: Unit 7 Online support forum and knowledge base Visit our forum to have your questions answered by our Microsoft qualified trainers. Tel: Page 39

43 Visual summary: Unit 7 objectives Organising a meeting The process begins with a meeting form that you complete and send to all the meeting participants. The meeting is scheduled on your calendar as son as you send the meeting form. As each participant accepts or tentatively accepts the meeting, it is inserted on their calendar and a response is sent to the meeting organiser. If the meeting is declined or a new time proposed, a reply is sent. Tel: Page 40

44 Creating and sending meeting requests 1. In the date navigator, select the date of the meeting. 2. Open a New Meeting Request form. 3. Click the To button to select the attendees 4. If necessary, select the appropriate resources 5. Click OK to return to the meeting form. 6. Enter a meeting subject 7. Enter the start and end times 8. To check the availability of the attendees select the Scheduling tab 9. Click Send. Responding to meeting requests Handling meeting responses Important: Always remember to open the meeting request response from your attendees from your Inbox, this activates the response within the Tracking tab on the meeting request form 1. Double click the meeting to open it. 2. Select the Tracking tab. Tel: Page 41

45 Customising Outlook Unit 8 objectives Creating and managing personal folders Organising folders Signatures Voting buttons Interacting with the internet Your notes: Unit 8 Tel: Page 42

46 Your notes: Unit 8 Online support forum and knowledge base Visit our forum to have your questions answered by our Microsoft qualified trainers. Tel: Page 43

47 Visual summary: Unit 8 objectives Creating and managing personal folders Organising folders Tel: Page 44

48 Visual summary: Unit 8 objectives Signatures Voting buttons Interacting with the Internet Tel: Page 45

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