MICROSOFT

OUTLOOK

Training Reference Notes

A: BASICS

OUTLOOK BAR
Click a Shortcut on the Outlook Bar to quickly open your favorite or most
frequently used folders. You can add and remove Shortcuts, make them
small or large, and hide the Outlook Bar. The Outlook Bar is divided into
groups to help organize your information. Click a group, such as Mail, to
move to a different set of Shortcuts. You can also create your own group and
drag Shortcuts to different groups.

FOLDER LIST
To see all of your folders in Outlook at any time, click Folder List tool. The
number in parentheses next to the folder names reflects the number of
unread items in each folder. You can also display the Folder List by clicking
the title of the open folder in the Folder Banner above the Folder List.

INFORMATION VIEW
Items in the selected folder are displayed in the information viewer. To
change the way information displays, you can add and remove columns as
well as sort, group, and filter items. you can also quickly select a different
view in the Current View box .

ITEMS
Outlook is organized around types of items such as your mail messages,
appointments, contacts, journal entries, tasks, and notes. To create an item,
point to New on the File menu, and then click the type of item you want to
create. To help you keep items organized, items are stored by type. For
example, all mail messages are stored in the Inbox folder, and all tasks are
stored in the Tasks folder. Folders that contain Outlook items are stored
together in a single Outlook file so you can quickly find, categorize, and
archive items.

B: INBOX

 With AutoPreview, you can preview the first few lines of text in all of your
messages or only in the messages you haven't read.Use a Message Flag
to indicate that a message requires a follow-up action or response, such
as to resolve an issue by a certain date.If you use Microsoft Exchange
Server, create rules to help you process and organize messages in your
Inbox. For example, create a rule that moves all the messages from your
manager into a separate folder or that forwards all the messages from a
coworker to the rest of the team.

 You can use Outlook with a mail delivery service and a modem to send
and receive messages from home, the office, the road, and even across
the Internet. Work with mail messages from a remote location with the
method that works best for you. With Remote Mail, you can quickly
download message headers to preview the subject of messages and then
 decide if you want to download or delete each message. If you store
information on Microsoft Exchange Server and use offline folders, you can
synchronize all of your Outlook folders so your messages, appointments,
tasks, and other information you work with offline matches the contents
of the folders on the server.

 When you want others to answer a question, you can use voting buttons
to collect the responses in e-mail. Outlook tallies the votes in the original
message in your Sent Items folder, so you can quickly see all the
responses in one place.

 Outlook checks the names you've selected before you send a message. If
a name has more than one possible match, Outlook puts a wavy red or
dashed green line under the name to remind you to verify the name
before you send the message. You can recall a message after you send it
as long as the recipient has not read it. For example, you may want to
recall a message you sent to the wrong person or replace a message if
you forgot to include an attachment.

 You can use a variety of fonts, font sizes, font styles, and colors in the text
of a mail message. You can also change the way text is aligned and
indented or use an automatic format to quickly create a bulleted list. Use
AutoSignature to automatically add text to mail messages you send. For
example, create an AutoSignature that includes your name, job title, and
phone number. If you need additional formatting features such as tables
or text highlighting, you can use Microsoft Word as your message editor.

Check for new messages

In most cases, messages are automatically received and appear in the Inbox.
However, there are several ways to check for new messages based on how
Outlook is set up. When you check for new messages, Outlook checks for
messages sent to you and delivers messages you want sent to others. Try
one of the following from your Inbox, based on your particular setup.

 On the Tools menu, click Check for New Mail. If you have multiple
information services set up in your user profile, click Check for New Mail
On (Tools menu), and then select the appropriate check boxes.

 If you use offline folders, point to Synchronize on the Tools menu, and
then click This Folder.

Open a mail message

1 Click the Inbox folder.
2 In the message list, double-click the message you want.

Create a mail message

1 On the File menu, point to New, and then click Mail Message.
2 Enter recipient names in the To and Cc boxes.

To select recipient names from a list, click the To button or Cc button.

3 In the Subject box, type the subject of the message.

4 In the text box, type the message.
5 Click Send tool.

Send messages

In most cases, messages are automatically sent when you click Send tool.
However, there are several ways to send messages, based on how Outlook is
set up. When you check for new messages, Outlook checks for messages
sent to you and delivers messages you want sent to others. Try one of the
following from your Inbox, based on your particular setup.

 On the Tools menu, click Check for New Mail. If you have multiple
information services set up in your user profile, click Check for New Mail
On (Tools menu), and then select the appropriate check boxes.

Address a message

To quickly address a message, type the names of the recipients in the To,
Cc, and Bcc boxes of a message. Separate names with a semicolon (;). If the
box you want is not displayed, select the box name on the View menu.
Outlook will try to match what you type with entries in the Address Book and
will accept entries in standard Internet e-mail address format; for example,
[email protected].

To quickly address a message to a contact, click Contacts tool, and then click
the contact you want to send a message to. On the Contacts menu, click
New Message to Contact. You can also address a message to someone on
another e-mail system or to many recipients with a common interest by
using a personal distribution list.

Preview the contents of messages

1 Click Inbox .
2 Click AutoPreview .
Note:
To preview the contents of unread messages only, on the View menu, click
Format View, and then click Preview unread items.

Reply to a message

1 Open the message you want to reply to.

2 To reply to just the sender of the message, click Reply tool.

To reply to all recipients in the To and Cc boxes, click Reply to All tool.

Forward messages

1 Click Inbox tool.

2 Select the messages you want to forward.
3 Click Forward tool.
4 In the To and Cc boxes, enter recipient names.

To select recipient names from a list, click the To button or Cc button.

5 If you are forwarding multiple messages, type the subject of the

message in the Subject box.
6 Click Send tool.

Note:
If you select multiple messages, they will be forwarded as attachments.

Re-send a message

You can only re-send messages you have sent.

1 On the Outlook Bar, click Mail.

2 Click Sent Items folder.
3 Open the message you want to resend.
4 On the Tools menu, click Resend This Message.

Move messages

1 Click the Inbox folder.

2 Select the messages you want to move.
3 Click Move to Folder tool, and then click the name of the folder you
want to move the messages to.
 To move to a folder not listed, click Move to Folder, and then under
Move the selected items to the folder, click the folder you want the
messages moved to.

Copy messages

1 Click the Inbox folder.

2 Select the messages you want to copy.
3 On the Edit menu, click Copy.
4 If you want to place the copies in another folder, click the folder you
want the messages copied to.
5 On the Edit menu, click Paste.

Save an unfinished message

1 Click the message.

2 On the File menu, click Save.

Note:
The message is saved in the Inbox but is not sent.

Delete messages

1 Click the Inbox folder.

2 Select the messages you want to delete.
3 Click Delete tool.

C: Address Book

Use the Address Book dialog box to look up e-mail and fax information when
you address messages. Use the Contacts folder to store and retrieve all
types of information about others such as street addresses, telephone
numbers, e-mail addresses, and fax phone numbers. Contacts in the
Contacts folder that include an entry in the E-mail field or one of the fax
phone number fields automatically appear in the Outlook Address Book in
the Address Book dialog box. To open the Address Book dialog box, click
Address Book tool, or click Address Book on the Tools menu.

There can be several types of address books in the Address Book dialog box
including the Global Address List, Personal Address Book, and Outlook
Address Book. Select these address books in the Show names from the box.
Part of Address Book Description
Global Address List The address book that contains all e-
mail addresses for users, groups, and
distribution lists in your organization
that you can address messages to.
The administrator creates and
maintains this address book. The
Global Address List may also contain
public folder e-mail addresses.
Outlook Address Book An address book automatically
created from contacts in your
Contacts folder that include an entry
in the E-mail field or a fax phone
number field. Your contacts can be
people inside and outside your
organization, and you can have
multiple e-mail addresses for each
contact. When you update your
contacts in the Contacts folder, the
Outlook Address Book updates as
well.Your Contacts folder appears as
a separate entry under Outlook
Address Book in the Show names
from the box (Address Book dialog
box).
Personal Address Book A customizable address book best
used to store personal distribution
lists you frequently address
messages to, such as a list of
everyone on the racquetball team. If
you use Microsoft Exchange Server,
you can also add an address for a
public folder to the Personal Address
Book. Personal Address Book files
have a .pab extension and can be
stored on a disk.

 You can add and remove the Outlook Address Book and Personal Address
Book from your user profile.

 You can import Personal Address Books from Microsoft Mail 3.x or
Microsoft Exchange Client into the Contacts folder or use them as they are
in Outlook. However, any changes you make to a Personal Address Book
in the Address Book dialog box are not updated in the Contacts folder.
Find names in the Address Book

1 On the Tools menu, click the Address Book.

2 In the Show names from the box, click the address book you want to
search for names in.
3 Click Find tool.
4 Select the options you want.

D: CONTACTS

You can use this feature to keep contact details of people such as your
business contacts and friends.

 You can file contact information under the last name, first name, company
name, a nickname, or any word that helps you find the contact quickly;
for example, "caterer." Outlook gives you several naming choices to file
the contact under, or you can enter your own choice.

 You can view only the address and phone number you use most often or
view all the addresses and phone numbers for a contact.

 When you enter a name or address for a contact, Outlook separates the
name or address into parts and puts each part in a separate field. You can
sort, group, or filter contacts by any part of the name or any part of the
address you want.
 You can enter up to three addresses for any contact. Designate one
address as the mailing address, and use it for mailing labels and Mail
Merge in Word.

 You can quickly view recorded activities for each contact in your contact
list. For example, you may want to quickly review all the conversations or
meetings you had with a particular contact. Just open the contact, and
click the Journal tab. Journal entries you view from Contacts are the same
journal entries you see in Journal.

 From a contact in your contact list, you can click a button or menu
command to have Outlook address a meeting request, mail message, or
task request to the contact. If you have a modem, you can also have
Outlook dial the contact's phone number. You can have Outlook time the
call and keep a record in Journal complete with notes you take during the
conversation.

E: SET UP WHERE AND HOW E-MAIL IS DELIVERED

Based on your situation, there are different ways to configure Outlook to

send and receive e-mail messages. You can set the location you send and
receive messages from as well as the method you use.

If you work for an organization, check with your administrator to see what
solution is best for you. Otherwise, you can use one of the following most
common scenarios as a guide.

Scenario Location you send Method you use to

and receive send and receive
messages from messages
If you work in an Microsoft Exchange Automatic.
organization and use Server mailbox
Microsoft Exchange
Server
If you work in an Offline folder file (OST) Offline folders.
organization and use Automatic when
Microsoft Exchange connected. Use the
Server, and you have a Synchronize command
laptop computer or a (Tools menu) when not
docking computer you connected.
use on the road
If you use only a mail Personal folder file (PST) Remote Mail. Use the
delivery service such Remote Mail command
as MSN, The Microsoft (Tools menu).
Network or AOL