Microsoft Office Outlook 2007: Intermediate Course 01 Customizing Outlook

Microsoft Office Outlook 2007: Intermediate Course 01 Customizing Outlook

Slide 1 Customizing Outlook Course objectives Create a custom toolbar and customize the menu bar; customize the Quick Access toolbar, the Reading pane, and the To-Do bar Customize the Navigation pane by creating groups and shortcuts Create secondary address books and address a message to multiple recipients

Slide 2 Topic A Topic A: The Outlook environment Topic B: Groups and shortcuts Topic C: Address books

Slide 3 Creating a Custom Toolbar 1. Choose Tools, Customize 2. Activate the Toolbars tab 3. Click New 4. Specify a name for the new toolbar 5. Click OK 6. Activate the Commands tab 7. From the Categories list, select an item Continued

Slide 4 Creating a Custom Toolbar 8. Drag an item from the Commands list to the new toolbar 9. Click Close to close the Customize dialog box

Slide 5 Customizing Toolbars

Slide 6 Adding Menu Bar Commands 1. Choose Tools, Customize 2. Activate the Commands tab 3. Drag an item from the Commands list to the menu bar 4. Close the Customize dialog box

Slide 7 Removing Custom Toolbars 1. Choose Tools, Customize 2. Activate the Toolbars tab 3. Select the custom toolbar 4. Click Delete to delete the toolbar 5. Close the Customize dialog box

Slide 8 Customize Dialog Box Options

Slide 9 Changing the Startup Folder 1. Choose Tools, Options 2. Activate the Other tab 3. Click Advanced Options 4. Under General settings, click Browse 5. From the Start in this folder list, select the folder of your choice 6. Click OK to close each dialog box

Slide 10 Customize Quick Access Toolbar 1. Open the Editor Options dialog box: Display the Customize Quick Access Toolbar menu and choose More Commands Click the Office button and choose Editor Options to open the dialog box, and in the left column, select Customize 2. Select a category of commands 3. Select a command and click Add 4. Click OK

Slide 11 Editor Options Dialog Box

Slide 12 To-Do Bar Options Dialog Box

Slide 13 Topic B Topic A: The Outlook environment Topic B: Groups and shortcuts Topic C: Address books

Slide 14 Creating Shortcuts to Groups 1. Right-click the group, and from the shortcut menu, choose Add New Shortcut 2. From the list, select the folder to which you want to create a shortcut 3. Click OK

Slide 15 Add to Navigation Pane Dialog Box

Slide 16 Topic C Topic A: The Outlook environment Topic B: Groups and shortcuts Topic C: Address books

Slide 17 Outlook Address Books There are two address books in Outlook: Global Address List Outlook Address Book/Contacts

Slide 18 Addressing a Message 1. Create the message 2. Click either To or Address Book to open the Select Names dialog box 3. Type the recipient name or select it from the list 4. Click To for entering the name in the Message Recipients list 5. Click OK

Slide 19 Multiple Message Recipients Use any of these techniques: Use the Select Names dialog box to add as many message recipients as you want Use the Shift+click or Ctrl+click methods to select multiple names simultaneously Manually enter multiple names separated by semicolons

Slide 20 Course Summary Created a custom toolbar and customized the menu bar; customized the Quick Access toolbar, the Reading pane, and the To-Do bar Customized the Navigation pane by creating groups and shortcuts Created secondary address books, and addressed a message to multiple recipients

Review Questions: 1. True or False: An I-beam is the symbol that indicates the positioning of a new button. A. True B. False 2. True or False: Once you have created a custom toolbar, it cannot be deleted. A. True B. False 3. True or False: By default, the Inbox appears when Outlook starts. A. True B. False 4. True or False: The only way to open the Editor Options dialog box with the Customize Options showing, is to Click the Office button and choose Editor Options to open the dialog box, and in the left column select Customize. A. True B. False 5. True or False: You cannot display more appointments in the Appointment section of the To-Do Bar. A. True B. False 6. True or False: Groups in Outlook contain shortcut links to Outlook folders. A. True B. False 7. True or False: The Add New Shortcut link in the Navigation pane creates shortcuts to tasks and appointments. A. True B. False 8. Which address book is maintained by an organization's e-mail administrator and cannot be edited by users? A. Global Address List B. Contacts C. Personal Address Book D. Outlook Address Book

9. Which address book is directly created and maintained by the user? A. Global Address List B. Contacts C. Personal Address Book D. Outlook Address Book 10. When customizing menus and toolbars, what option is available to you? A. Show full menus after a short delay B. Show Screen Tips on toolbars C. Show shortcut keys in Screen Tips D. All of the above

Answer Key: 1. A True. When you drag a new command to a toolbar, the I-beam indicates the positioning of the new button. 2. B False. You can delete a custom toolbar by choosing Tools, Customize. Then activate the Toolbars tab, select the toolbar and click Delete. 3. A True. The Inbox appears when Outlook starts, unless you change the default. 4. B False. You can also open the Editor Options dialog box with the Customize Options showing. Click the drop-down arrow on the right side of the Quick Access toolbar, and choose More Commands. 5. B False. You can display more appointments in the Appointment section of the To-Do Bar by navigating to View, To-Do Bar, Options. Enter the number of appointments you want to display and click OK. 6. A True. Groups are used to hold shortcut links to Outlook folders. 7. B False. You can use the Add New Shortcut link to create shortcut links to Outlook folders, such as Inbox, Drafts, and Sent Items. 8. A Global Address List is maintained by an organization's e-mail administrator. It cannot be edited by users. 9. D The Outlook Address Book is created and maintained by the user. 10. D Other options available are: change to large icons; list font names in their font; change how menu animations appear.