Setting up the EDGE System in Outlook for Mac 2011 TOPICS COVERED INCLUDE: - Turning Off E-mail Notifications - Creating at Task - Setting Up Categories - Setting Up the Task View - Setting Up the Reading Pane - Creating Folders and Moving E-mail to a Folder - Flagging an E-mail - Setting Up My Day - Creating an E-mail Signature - Purging the Calendar
E-mail Options to Remove E-mail Distractions TO RESET YOUR E-MAIL OPTIONS TO REMOVE E-MAIL DISTRACTIONS: 1. From the menu, choose Outlook, Preferences. 2. Click on the Notifications & Sounds option. 3. In the Message Arrival section, uncheck the Display an Alert on my Desktop and Bounce icon on Desktop options. 4. Under the Sounds section, uncheck the following options: New Message, Message Sent, No New Messages and Welcome. 5. Click the Close button to save the changes. 1
Creating a Task TO CREATE A TASK: 1. Click on the Task icon in the navigation pane to view the Task list. 2. Click the Task button on the ribbon. 3. Enter a subject. 4. Select a due date if there is one. 5. Click the Save and Close button to save the Task. 6. You can also add a task from the My Day view. Click the My Day button above the ribbon to open the My Day view. My Day shows you a snapshot of your day with your appointments from the day and any tasks that are due that day. 7. To create a task, click the plus button at the bottom of the My Day task list. 8. Type a subject in the top line and select a due date if there is one. 9. Click the Save button to save the task. -OR- In the My Day view, you can also create a task by clicking the + icon or pressing the CTRL+SHIFT+T keys on the keyboard. 2
Setting Up Categories for Tasks 3 TO SET UP NEW CATEGORIES: 1. From the Task view, click on the Categorize button on the ribbon. 2. Choose Edit Categories. 3. Click the + button to add a new category. Type the category name in the text box and select a color, if desired. Choose OK to save the category. 4. Checkmark the Show in Navigation box to have the category appear in the Task List navigation. 5. Repeat these steps for each category you want to create. 6. When you have entered all the categories, close the dialog box to save your changes. TO CATEGORIZE A TASK: 1. Click on the task in the Task List. 2. Click on the Categorize button on the ribbon and select the appropriate category. SUGGESTED CATEGORIES...Projects..Actions.. (Manager's Name)..Team..Waiting For.Errands.Home.Someday/Maybe
Setting Up The View In Tasks TO SETUP THE VIEW FOR YOUR TASK LIST: 1. From the Task List view, click the triangle next to My Tasks in the navigation pane to expand the view. By default, all categories are selected. 2. To view only one category, click the check box next to your account name to unselect all categories. 3. Checkmark the category you want to view. Only tasks from that category will display. TO VIEW ON MY COMPUTER FOLDERS: By default all of your mail and task are stored on your e-mail server which takes up space in your mailbox. You can store e-mail and tasks locally by storing information on your computer. In order to store information locally, you have to turn on the view of your On My Computer folders. 1. Choose Outlook, Preferences from the menu. Click on the General option under Personal Settings. 2. Under the Folder List section, uncheckmark the Hide On My Computer Folders option. 3. Close the Preferences dialog box. To see the On My Computer Folder, click the triangle to the left of the inbox to expand the view. TO CREATE A COMPLETED TASK FOLDER: When you are finished with a task, click the checkbox next to it to mark it complete. The task remains in your Task list until you delete it or move it to a folder on your computer. You can create a completed task folder to manage your completed tasks. 1. From the Task List view, click on the On My Computer Folder under My Tasks. 2. Click the New button and choose Folder. Enter Completed Tasks as the folder name. TO MOVE FINISHED TASKS TO THE COMPLETED TASKS FOLDER: You can now move any completed tasks you want to keep to this folder. 1. Click the Filters button on the ribbon and choose Completed. 2. Delete the tasks that you don t want to keep by highlighting them and clicking the Delete button on the ribbon. Drag the task you want to keep to the Completed Tasks folder under On My Computer. TO CLEAR FLAGGED ITEMS FROM YOUR TASK LIST: Flagged e-mails also appear in your task list with an e-mail icon. You can t move completed 4
e-mails to a Task folder. Instead, you can clear the flags to clean up your list. To clear the flags from a completed e-mail task: 1. Select the e-mail in your Task list, click on the Follow-up button on the ribbon and choose Clear Flag. 2. To return to the view of your full task list, click the Filters button and choose Clear All Filters. Setting Up the Mailbox View TO VIEW THE READING PANE: 1. From the inbox, choose View, Reading pane from the menu. 2. Select the Below option. TO VIEW YOUR INBOX BY CONVERSATION VIEW: You can group together multiple e-mails from the same discussion by using the Conversation view. 1. From the inbox, click on the Organize tab. 2. Click the Conversations icon in the ribbon. 3. Emails from the same discussion will appear collapsed under the top message. Click the triangle to the left of the subject to expand the conversation and see all of the messages. 5
Creating and Moving E-Mail to a Folder If you store your e-mail on a server, such as Microsoft Exchange Server, a maximum mailbox limit may be set by your system administrator. Our first recommendation is to manage your mailbox size to keep it within this limit. However, if you have a large amount of mail that you need to store, you can store information on your computer using the On My Computer folders. The On My Computer Folders are separate files that are not part of the mailbox and can be created to manage information that needs to be removed from the server mailbox due to this size limit. Please check with your IT department to determine if Using the On My Computer Files is allowed at your company and the maximum file sizes recommended. TO VIEW ON MY COMPUTER FOLDERS: 1. Choose Outlook, Preferences from the menu. 2. Click on the General option under Personal Settings. 3. Under the Folder List section, uncheckmark the Hide On My Computer Folders option. 4. Close the Preferences dialog box. To see the On My Computer Folder, click the triangle to the left of the inbox to expand the view. TO CREATE FOLDERS AND MOVE E-MAIL TO A FOLDER: 1. From the inbox, hold down the CTRL key on your keyboard while you click on your account folder name. 2. Choose the New Folder option from the menu. 3. Enter a folder name and press enter. 4. You can create a subfolder by holding down the CTRL key and clicking on the main folder name. Choose New Folder, enter a folder name and press Enter. 5. Folders under your account name are stored on the e-mail server and count toward your mailbox size. If you want to save mailbox space, you can create folders on your computer. 6. To create a local folder, hold down the CTRL key while you click on the On My Computer folder under the inbox. 7. Choose New folder from the menu, enter a folder name and press enter. 8. To move an e-mail to a folder, select the email in the inbox and drag the message to the appropriate folder. 6
Flagging an E-mail TO FLAG AN E-MAIL FOR YOUR TASK LIST: 1. Select the e-mail in the inbox. 2. Click the Follow-up button on the ribbon and choose one of the due date shortcuts or select the Custom Due Date option. Set a reminder if desired. 3. To categorize the message for your Task list, click the Categorize button on the ribbon and select the appropriate category name. 4. Drag the e-mail to a folder to move it out of the inbox. 5. When you view your Task list, the flagged message will appear with the appropriate category and due date. You can tell that the item is a flagged e-mail, rather than a task from the envelope icon to the left of the subject. 7
Setting Up My Day TO SET UP MY DAY: 1. Click the My Day button above the ribbon to open the My Day window. 2. Click the Preferences button. 3. Click the General option. 4. Checkmark the Show My Day in the Menu Bar and Show My Day in the Dock options. 5. Checkmark the Open My Day when my computer starts options to see My Day when you first start up your computer. 6. Close the dialog box to save your changes. 8
Creating an E-mail Signature TO CREATE A SIGNATURE: 1. Choose Outlook, Preferences from the menu. 2. Click the signature option. 3. Click the plus sign button to create a new signature. 4. Enter the text of your signature in the text box to the right. 5. Click on the Untitled option under the Signature Name column and enter a name for the signature. 6. To make the signature your default signature, click the Default Signatures button, click the down arrow under the Default Signature column and select the signature you d like to use. 7. Click OK and close the signatures dialog box. 9
Purging the Calendar Overtime, your calendar can take up valuable space in your mailbox on the e-mail server. You can clear out old appointments to clean up your mailbox and save space. TO PURGE YOUR CALENDAR: 1. From the Calendar view, click on the Organize tab and click the List button on the ribbon. 2. Click the Month button on the ribbon to view one month of appointments at a time. 3. Click the Previous button until you see the month you d like to pure. 4. Highlight the appointments you want to delete and click the delete button on the ribbon. Be careful not to delete recurring appointments that still have occurrences in the future or you will delete those future appointments as well. 5. To return to the standard view, click on the Organize tab and click the Grid button on the ribbon. Click the Day button to return to the Day view. 10