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Microsoft Outlook 2010

MOS Exam 77-884

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 Microsoft Official Academic Course

Microsoft Outlook 2010,

EXAM 77-884
EDITOR Bryan Gambrel
DIRECTOR OF SALES Mitchell Beaton
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 iii

Foreword from the Publisher

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 v

Preface

Welcome to the Microsoft Official Academic Course (MOAC) program for Microsoft Office
2010. MOAC is the collaboration between Microsoft Learning and John Wiley & Sons, Inc.
publishing company. Microsoft and Wiley teamed up to produce a series of textbooks that de-
liver compelling and innovative teaching solutions to instructors and superior learning experi-
ences for students. Infused and informed by in-depth knowledge from the creators of Microsoft
Office and Windows, and crafted by a publisher known worldwide for the pedagogical quality
of its products, these textbooks maximize skills transfer in minimum time. Students are chal-
lenged to reach their potential by using their new technical skills as highly productive members
of the workforce.
Because this knowledge base comes directly from Microsoft, architect of Office 2010 and creator
of the Microsoft Office Specialist (MOS) exams (www.microsoft.com/learning/mcp/msbc), you
are sure to receive the topical coverage that is most relevant to students personal and profes-
sional success. Microsofts direct participation not only assures you that MOAC textbook con-
tent is accurate and current; it also means that students will receive the best instruction possible
to make them successful on certification exams and in the workplace.

THE MICROSOFT OFFICIAL ACADEMIC COURSE PROGRAM

The Microsoft Official Academic Course series is a complete program for instructors and insti-
tutions to prepare and deliver great courses on Microsoft software technologies. With MOAC,
we recognize that, because of the rapid pace of change in the technology and curriculum devel-
oped by Microsoft, there is an ongoing set of needs beyond classroom instruction tools for an
instructor to be ready to teach the course. The MOAC program endeavors to provide solutions
for all these needs in a systematic manner in order to ensure a successful and rewarding course
experience for both instructor and studenttechnical and curriculum training for instructor
readiness with new software releases; the software itself for student use at home for building
hands-on skills, assessment, and validation of skill development; and a great set of tools for
delivering instruction in the classroom and lab. All are important to the smooth delivery of an
interesting course on Microsoft software, and all are provided with the MOAC program. We
think about the model below as a gauge for ensuring that we completely support you in your
goal of teaching a great course. As you evaluate your instructional materials options, you may
wish to use the model for comparison purposes with available products.

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 vii

Illustrated Book Tour

PEDAGOGICAL FEATURES
The MOAC textbooks for Microsoft Office 2010 are designed to cover all the learning objectives
for the MOS exam, which is referred to as its exam objective. The Microsoft Office Specialist
(MOS) exam objectives are highlighted throughout the textbooks. Many pedagogical features
have been developed specifically for Microsoft Official Academic Course programs. Unique
features of our task-based approach include a Lesson Skill Matrix that correlates skills taught
in each lesson to the MOS objectives; Certification, Workplace, and Internet Ready exercises;
and three levels of increasingly rigorous lesson-ending activities, Competency, Proficiency, and
Mastery Assessment.
Presenting the extensive procedural information and technical concepts woven throughout the text-
book raises challenges for the student and instructor alike. The Illustrated Book Tour that follows
provides a guide to the rich features contributing to the Microsoft Official Academic Course pro-
grams pedagogical plan. Following is a list of key features in each lesson designed to prepare students
for success on the certification exams and in the workplace:

Each lesson begins with a Lesson Skill Matrix. More than a standard list of learning
objectives, the skill matrix correlates each software skill covered in the lesson to the
specific MOS exam objective domain.
Each lesson features a real-world Business Case scenario that places the software skills and
knowledge to be acquired in a real-world setting.
Every lesson opens with a Software Orientation. This feature provides an overview of the
software features students will be working with in the lesson. The orientation details the
general properties of the software or specific features, such as a ribbon or dialog box; and it
includes a large, labeled screen image.
Concise and frequent Step-by-Step instructions teach students new features and provide
an opportunity for hands-on practice. Numbered steps give detailed instructions to help
students learn software skills. The steps also show results and screen images to match what
students should see on their computer screens.
Illustrations provide visual feedback as students work through the exercises. The images
reinforce key concepts, provide visual clues about the steps, and allow students to check
their progress.
When the text instructs a student to click a particular button, button images are shown in
the margin or in the text.
Important technical vocabulary is listed in the Key Terms section at the beginning of the
lesson. When these terms are used later in the lesson, they appear in bold italic type with
yellow highlighter and are defined. The Glossary contains all of the key terms and their
definitions.
Engaging point-of-use Reader aids, located throughout the lessons, tell students why this
topic is relevant (The Bottom Line), provide students with helpful hints (Take Note), show
alternate ways to accomplish tasks (Another Way), or point out things to watch out for
or avoid (Troubleshooting). Reader aids also provide additional relevant or background
information that adds value to the lesson.

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viii Illustrated Book Tour

Certification Ready features throughout the text signal students where a specific
certification objective is covered. They provide students with a chance to check their
understanding of that particular MOS exam objective and, if necessary, review the
section of the lesson where it is covered. MOAC provides complete preparation for MOS
certification.
The New Feature icon appears near any software feature that is new in Office 2010.
Each lesson ends with a Skill Summary recapping the MOS exam skills covered in the
lesson.
The Knowledge Assessment section provides a total of 20 questions from a mix of True/
False, Fill-in-the-Blank, Matching or Multiple Choice testing students on concepts learned
in the lesson.
Competency, Proficiency, and Mastery Assessment sections provide progressively more
challenging lesson-ending activities.
Internet Ready projects combine the knowledge that students acquire in a lesson with
Web-based task research.
Integrated Circling Back projects provide students with an opportunity to renew and
practice skills learned in previous lessons.
Workplace Ready features preview how Microsoft Office 2010 applications are used in
real-world situations.
The student companion website contains the online files needed for each lesson. These
data files are indicated by the @ icon in the margin of the textbook.

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 ix

Illustrated Book Tour

LESSON FEATURES
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4 Managing E-mail Messages

LESSON SKILL MATRIX Lesson Skill Matrix
Skills Exam Objective Objective Number

Working with Folders

Working with Conversations Ignore a Conversation. 3.1.4
Managing the Mailbox Mark items as read or unread. 1.2.4
Set ags. 1.2.2
Use the Reminder window. 1.3.3
Using Outlooks Cleanup Tools View mailbox size. 3.1.1
Use cleanup tools. 3.1.5
Managing Junk Mail View message properties. 1.2.5
Filter junk mail. 3.3.2
Allow a specic message (Not Junk). 3.3.1

Software Business
KEY TERMS
archive
Key Orientation Scenario
AutoArchive
Conversation
Terms
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Deleted Items folder
Drafts folder
Inbox folder
Junk E-mail folder 372 Lesson 13

MailTips
Mindy Martin and Jon Morris own and operate Resort Adven-
Outbox tures, a luxury resort. As part of their business, they run custom
restore tours for private parties. In order to provide the best experi-
retention rules ence for their guests, they make several phone calls before the
guests visit to nd out the guests preferences and expectations.
Really Simple
They record details of those conversations in Outlooks Journal
Syndication (RSS)
module. In addition, as part of Mindys job, she researches local
Sent Items folder sites even before a guest has requested a tour. She records that
spam research in Outlooks Notes module so that she has access to
split them at a later date. In this lesson, youll learn how to record
journal entries both automatically and manually. You will also
learn how to create and categorize notes.

130
SOFTWARE ORIENTATION

Microsoft Outlooks Notes Options

Before you begin working with Outlooks Notes module, you need to be familiar with the pri-
mary user interface. Outlooks Notes feature, displayed in Figure 13-1, enables you to create,
modify, and delete notes.

Delete Change the Send the note to Categorize Collapse

selected note Notes view someone else notes To-Do Bar

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a new note

Notes folder

Managing Tasks 337

Closed note
Figure 11-13 Modified percentage completed
Deferring a task

Modified status

Modified note

Notes button Open note Icons only button

Figure 13-1
Outlooks Notes feature
6.1.8 Think of Outlook notes as sticky notes that you can use to jot down quick notes and stick them
on your desktop or your Notes window. You can also use the Notes feature to record detailed
How do you update notes on a specic meeting or event.
an assigned task? PAUSE. LEAVE Outlook open to use in the next exercise.

Making a Task Private

To make it easier to work with tasks, you can use the new Task Tools Task List tab. The Task
NEW Tools Task List tab contains options for changing the arrangement of the tasks, moving task
to Ofce 2010 items to other folders and applying tags to tasks.
Like appointments and meetings, you can tag a task as private. This protects the details of the
New Features
task from casual observers on your network. Without permission to access your account, the
details of any private task will not be visible to them. In your account, your private tasks do not
look different from any other task until you open the task. Once opened, the Private button in
the Options group on the Ribbon will be highlighted. In this exercise, you will mark the market-
ing brochure as a private task.
Step-by-step Exercises
STEP BY STEP Make a Task Private

GET READY. Before you begin these steps, you must have launched Microsoft Outlook and
completed the previous exercise.
1. If necessary, click the Tasks button in the Navigation Pane to display the Tasks folder.
2. Click the Create marketing brochure task. The Task Tools Task List tab is displayed on
the Ribbon, as shown in Figure 11-14.

Figure 11-14 Mark a task as Private

Task Tools Task List tab

3. Click the Private button in the Tags group. The task is classied as private.
PAUSE. LEAVE Outlook open to use in the next exercise.
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E-mail Basics 33

CREATING MESSAGES
Creating e-mail messages is probably the most common user activity in Outlook. Creating a
The Bottom Line The Bottom Line simple e-mail message is not much harder than jotting a note on a Post-It. In this section,
youll create a basic e-mail message and specify its format.

Composing a Message
Microsoft Outlooks e-mail component is a full-featured composition tool that provides many
of the same functions found in Microsoft Word. Keying, copying, cutting, and deleting text
in an Outlook message are identical to the same functions in Microsoft Word 2010. The
AutoComplete function is another Word feature available in Outlook. It helps you quickly
enter the names of the months and days of the week. AutoComplete cannot be turned off in
Outlook 2010. In this exercise, you create a new e-mail message.

STEP BY STEP Compose a Message

GET READY. LAUNCH Outlook if it is not already running.

WIleyPLUS Extra Features WileyPLUS Extra! features an

1. If necessary, click the Mail button in the Navigation Pane to display the Mail folder, as
shown in Figure 2-2.

online tutorial of this task.

Figure 2-2 Click to reply to a message

Click to forward a message
The InboxOutlooks
opening screen Click to
create
a new
Ribbon
message

Screen images with callouts

Mail
button

Message list Reading Pane

Cross Reference Reader Aid

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2. Click the New E-mail button on the Home tab. The Message window is displayed, as
shown in Figure 2-1.

Take Note Throughout this chapter you will see information that appears in text within brackets, such as
[Press Enter] or [your e-mail address]. The information contained in the brackets is intended
to be directions for you rather than something you actually type word for word. It will instruct
102 Lesson 3 you to perform an action or substitute text. Do not type the actual text that appears within
brackets.
If you have contacts entered in Outlook, you can choose a contact for the Have Replies Sent To
eld rather than keying an address. Using contact information in Outlook simplies the process 3. Click the message area.
of directing replies to a different address. 4. Press Enter twice to add a blank line.
5. Key Hi Jon, [press Enter twice].
Ref You can nd more information about contacts in Lesson 6.

Conguring Message Delivery Options

Occasionally, you might want to delay the delivery of a message. For example, a Human
Resources specialist can write a message explaining a change in benets, but delay sending the
message until the announcement is made later in the day. Delayed messages are held in the Out-
box until the specied time, regardless of how often you click the Send/Receive button during
the day. In this exercise, you learn how to specify specic details about a delivery delay using the
Take Note Reader Aid
message Properties dialog box.

STEP BY STEP Congure Message Delivery Options

GET READY. LAUNCH Outlook if it is not already running.

Another Way
Click the More
Options dialog box launcher to
1. Click the New E-mail button on the Home tab. The Message window is displayed. By
default, the Message tab is selected.
2. Click the Options tab in the Ribbon and click the Delay Delivery button. The message
Another Way Reader Aid
open the message Properties Properties dialog box is displayed and the Do not deliver before check box is selected.
dialog box. The current date and 5:00 PM are selected.
3. Click the Time dropdown arrow. Select the next available time from the dropdown list,
as shown in Figure 3-21.

Figure 3-21 Click to delay delivery of a message

Message Properties dialog box

with delayed delivery selected
Microsoft Certified Application Specialist
Certification Objectives Alert
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Select to delay
Select the date
delivery of a
and time to send
message
the message

334 Lesson 11

6. In the Task working hours per week eld, key or select 20.
1.1.4 7. Click OK.
PAUSE. LEAVE Outlook open to use in the next exercise.
4. Do not change the date. Click the Close button at the bottom of the dialog box. Note How do you set task options?
that the Delay Delivery button is highlighted.
Working with Task Views
5. In the To eld, key [the e-mail address of a coworker or friend]. In the Subject eld, key
Delayed delivery. To see information about your tasks that have been marked as complete, click the Completed
Tasks view in the Navigation Pane. Table 11-1 lists and describes Outlooks Task views, which
you will learn to use in this exercise.
Troubleshooting If you are using a POP3 e-mail account rather than an internal company network, you must
keep Outlook open until the message is sent. Your computer must be connected to the Table 11-1
Views Description
Internet at the time specied for delivery. Task Views
Detailed Similar in appearance to the Simple List, this view also includes the status, percent
complete, and category of your tasks, complete or active.

Simple List This view shows the subject and due date only for all tasks, completed or not.

To-Do List This view includes not only your active tasks, but all other To-Do items, such as
messages and contacts that you have agged for follow-up.

Prioritized This view shows your active tasks sorted by the Priority eld. Tasks at the top have a
High priority.

Troubleshooting Reader Aid

Easy-to-read Tables
Active This view shows only the tasks that you have not yet marked as completed.

Completed This view shows only the tasks that you have marked as completed.

Today This view shows all tasks due today.

Next 7 Days This view shows all tasks due within the next seven days.

Overdue This view shows all tasks that are currently overdue.

Assigned This view shows all tasks that were assigned to you, or that you have assigned to
someone else.

Server Tasks If you are operating on a Microsoft Exchange network and using SharePoint 2010, this
Outlook views shows all tasks created and tracked through SharePoint.

STEP BY STEP Work with Task Views

GET READY. Before you begin these steps, be sure to launch Microsoft Outlook.
1. If necessary, click the Tasks button in the Navigation Pane to display the To-Do List.
2. Click the More button in the Current View group. The Current View gallery is displayed,
as shown in Figure 11-10.

Figure 11-10
The Current View gallery

3. Select Detailed. The Tasks view changes to show all the details about the tasks in your
To-Do List.
4. Repeat Step 2 for each of the views on the Change View dropdown menu. Take note of
how the task list changes in each view.
 Illustrated Book Tour xi
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288 Lesson 9

Changing One Occurrence of a Recurring Meeting

A single meeting in a series of recurring meetings is an occurrence. When a recurring meeting
is held regularly for a long period of time, an occurrence will eventually conict with some other
event. At any time, you can change the date, time, and location of a single occurrence without
affecting the other occurrences. When you change one occurrence, your calendar is updated and
updates are sent to the attendees. In this exercise, you will change the time of one meeting in a
series of recurring meetings.

STEP BY STEP Change One Occurrence of a Recurring Meeting

GET READY. Before you begin these steps, complete the previous exercise to create the
recurring meeting.
1. In your account, click the Calendar button in the Navigation Pane to display the
Calendar window. Click the Month button to display the Month view, if necessary.
2. Double-click [the second occurrence of the Project Status] meeting item on the
calendar. The Open Recurring Item dialog box is displayed, as shown in Figure 9-29,
with the Open this occurrence option already selected.

Figure 9-29
Open Recurring Item
dialog box

3. Click OK to open the single occurrence. The Project StatusMeeting window is

Knowledge Assessment
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displayed. The meeting information applies to the single occurrence only.

4. Click the Start time eld. Key or select 10:00 AM and press Enter. The End time eld
automatically changes to 11:00 AM. Click the Send Update button. In your calendar,
the single occurrence is modied to show the new time. The other occurrences are not
changed. 120 Lesson 3
PAUSE. CLOSE Outlook.

Knowledge Assessment
SKILL SUMMARY Summary True/False
In This Lesson Objective
Skill
Circle T if the statement is true or F if the statement is false.
You Learned How To: Exam Objective Number
T F 1. Maybe is one of the standard voting buttons.
Create a meeting request. Send a meeting to a contact group. 4.2.6 T F 2. Plain text is the default format for all messages.
Schedule a meeting with a message
sender.
Set response options.
5.1.4

5.2.1
Matrix T

T
F

F
3. A red exclamation point is the icon used in the message list to indicate that a
message is condential.
4. The Instant Search feature displays items matching the search criterion before
Respond to a meeting request. Propose a new time for a meeting. 5.2.4 the search is complete.
T F 5. A delivery receipt indicates that the message has been opened by the
Managing a meeting. recipient.
Updating a meeting request. Update a meeting request. 5.2.2 T F 6. An encrypted message can be previewed in the Reading Pane when the
Cancel a meeting or invitation. 5.2.3 message arrives.

Managing a recurring meeting. T F 7. A message is moved to the Sent Items folder when you click the Send button.
T F 8. An InfoBar is a banner containing information added automatically at the top
of a message.
T F 9. When you create custom voting buttons, insert a colon between the options.
T F 10. When you delay the delivery of a message, it is held in the Outbox until it is
time to be sent.

Multiple Choice
Select the letter of the text that best completes the following statements.

1. A ____________ assures the recipient the identity of the sender of a message.

a. message header
b. digital ID
c. secure ID

Competency Assessment
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d. all of the above
2. Which of the following tells you that the message has been opened in the recipients
mailbox?
a. Read receipt
b. Delivered ag
c. Delivery receipt
d. Read ag
Working with Contacts 215 3. Which of the following suggests how the recipient should treat the message and the
type of information in the message?
a. permission restriction
Competency Assessment b. tags
c. ags
d. categories
Project 6-1: Create Contacts from Scratch 4. The __________ contains all the messages for a given contact.
Gabe Mares recently started a new job at Tailspin Toys. As part of the training program, he will be a. message header
traveling to different divisions to examine their procedures. At his rst stop in Pittsburgh, PA, Gabe
collected contact information for the team leader. b. contact record
c. People Pane
GET READY. LAUNCH Outlook if it is not already running.
d. Received folder
1. Click the Contacts button in the Navigation Pane to display the Contacts window.
2. Click New on the Standard toolbar. The UntitledContact window is displayed.
3. In the Full Name eld, key Mandar Samant and press Tab.
4. In the Company eld, key Tailspin Toys and press Tab.
5. In the Job Title eld, key Software Development Team Lead and press Tab.
6. Click the E-mail eld. Key Mandar@tailspintoys.com and press Tab.
7. In the Web Page Address eld, key www.tailspintoys.com.
8. Below the Phone Numbers heading, click the Business eld. Key 4125551117. Press
Tab.
9. Below the Addresses heading, click the Business eld. Key 4567 Broadway. Press
Enter. Key Pittsburgh, PA 14202. Press Tab.
10. In the Actions group on the Ribbon, click the Save & Close button.
LEAVE Outlook open for the next project.

Project 6-2: Create a Contact from a Contact at the Same Company

While Gabe was in Pittsburgh, he interviewed a software developer in Mandar Samants team. Although
Gabe doesnt usually contact developers directly, he wants to save her contact information in case an
opening occurs as a team leader.

GET READY. LAUNCH Outlook if it is not already running.

1. If necessary, click the Contacts button in the Navigation Pane to display the Contacts
window.
2. Double-click the Mandar Samant contact. The Contact window is displayed.
3. In the Actions group on the Ribbon, click the Save & New arrow. In the dropdown list
of options, click New Contact from Same Company.
4. Click in the Full Name eld if necessary. Key Jamie Reding and press Tab.
5. In the Job title eld, key Software Developer and press Tab.
6. In the E-mail eld, key Jamie@tailspintoys.com and press Tab.
7. In the Notes eld, key Potential team lead.
8. In the Actions group on the Ribbon, click the Save & Close button.
9. CLOSE the Mandar Samant contact record without saving changes.
LEAVE Outlook open for the next project.

Prociency Assessment

Project 6-3: Modify Contact Information

Two months later, Jamie Reding was promoted to a team leader in the Pittsburgh ofce. Gabe modi-
ed her contact information.

GET READY. LAUNCH Outlook if it is not already running.

1. If necessary, click the Contacts button in the Navigation Pane to display the Contacts
window.
xii Illustrated Book Tour
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240 Lesson 7

Proficiency Assessment
Proficiency Assessment
Project 7-3: Use an Electronic Business Card in a Signature
Management has decided that every message sent to clients must include an electronic business
card. Rather than manually inserting the electronic business card into every message, Diane decided
to create a signature containing her new electronic business card.

GET READY. LAUNCH Outlook if it is not already running.

1. Open a new Message window.
2. Click the Signature button on the Ribbon, and then click Signatures in the dropdown
list.
3. In the Signatures and Stationery window, click the New button to display the New
Signature dialog box.
4. Key Diane into the Type a name for this signature eld. Click OK.
5. Click the empty Edit signature box. Key in the following:
Diane Tibbott
Software Development Team Lead
Tailspin Toys
Diane@tailspintoys.com
6. Click the Business Card button above the Edit Signature box to display the Insert
Business Card window.
7. Insert Diane Tibbotts electronic business card into the signature.
Mastery Assessment
c07AdvancedContactManagement.indd Page 241 8/4/11 12:29 PM user-s138 /Users/user-s138/Desktop/11
8. Click OK to close the Signatures and Stationery window and return to the Message
window.
9. On the Insert tab, click the Signature button, and then click Diane.
10. CLOSE the message without saving or sending it.
LEAVE Outlook open for the next project. Advanced Contact Management 241

Project 7-4: Create a Custom Search Folder

Diane wants to monitor messages about the teams new software development project. The project
Mastery Assessment
has been nicknamed 007 for the ctional character James Bond. All messages about the project must
contain 007 in the Subject eld. Diane decided to create a custom Search Folder to collect mes-
sages about the project. Project 7-5: Create a Secondary Address Book
GET READY. LAUNCH Outlook if it is not already running. Diane works for a new company, but she wants to stay in touch with friends she made at Wingtip Toys.
Diane decided to create a secondary address book before she imports personal contacts for her friends.
1. Click the Mail button in the Navigation Pane to display the Mail folder.
2. From the Inbox, use the tools on the Folder tab to create a New Search Folder GET READY. LAUNCH Outlook if it is not already running.
button. 1. Display the Contacts window.
3. Create a custom Search Folder called Project 007. 2. Create a New Folder.
4. Set the Project 007 Search Folder criterion to be the word 007 in the subject eld 3. In the Name eld, key Dianes Contacts. Click OK.
only.
LEAVE Outlook open for the next project.
5. Test the new Search Folder by creating a new message that contains the word 007
in the subject eld. In the message body, key Testing Search Folder. Click the Send
button. Project 7-6: Import a Secondary Address Book from a File
6. After the message arrives, click the Project 007 folder to view its contents. It should After creating the Dianes Contacts folder, Diane can import contact records for her friends at Wingtip Toys.
contain the 007 message in the Sent Items folder and the 007 message in the
GET READY. LAUNCH Outlook if it is not already running.
Inbox.
LEAVE Outlook open for the next project. 1. Open the Backstage view and select Open in the navigation pane.
2. Click Import to open the Import and Export Wizard.

Online Files The Source Dianes

Contacts le is available
3. Follow the rst two steps of the wizard to import the Microsoft Excel 97-2003 le
Source Dianes Contacts from the data les for this lesson into the Dianes Contacts folder.
4. Open the Dianes Contacts folder to view the new contacts.
on the book companion
5. Use the Print page in Backstage view to preview of the Card Style.
website or in WileyPLUS.
6. Print the Dianes Contacts folder in Small Address Book style.
CLOSE Outlook.

INTERNET READY
Internet Ready Microsoft provides templates for a wide vari-
serious designs are available. Go to www.Microsoft.com. Search
for electronic business cards. Download a style that appeals to
you. Modify the card and use it as your electronic business card.
ety of electronic business cards. Sophisticated, casual, fun, and

Circling Back Excercises

CircBack2.indd Page 242 8/3/11 1:03 PM user-s138 /Users/user-s138/Desktop/11 Workplace Ready
y
USING SEARCH FOLDERS TO TRACK INFORMATION
Sallie Johnson is the hiring manager for Grey-Lawson General Hospital. Although they already
242 Circling Back 2 have a staff of 250 people, they are in the process of adding on a pediatric specialties wing. This
expansion means adding on 100 new employees in a short amount of time. In todays employ-
ment environment, most people submit resumes via e-mail or apply on the hospitals website.
All of these resumes and applications go straight to her e-mail account. She has already created
Circling Back a rule that sends all e-mails that contains applications or resumes to a Candidates folder, so that
they dont clutter up her Inbox.
Kim Ralls was promoted to Shift Supervisor and transferred to the downtown ofce at City To help her stay on top of each opening in this rapidly changing environment, Sallie utilizes
Power & Light. Although Kim was transferred, her computer and other equipment did not custom Search Folders. Every time Sallie posts a new job opening, she creates a custom Search
move with her. She needs to set up Outlook 2010 with new rules and contacts to help her man- Folder. She sets up each Search Folder to look for the specic job opening code in either the
age her new responsibilities. She also needs to update her electronic business card to display her subject or body of the message.
new title and contact information.
At the end of the posting period, she can simply click the Search Folder for the job opening she
wants to ll. The virtual folder shows her all the job candidates and any correspondence related
Project 1: Create Mail and Contacts Folders and Import Contacts to the opening.
Kim starts the process of customizing Outlook 2010 to meet her needs by creating new folders.
One mail folder will contain messages about requests for new service. A contact folder will con-
tain Kims CP & L contacts and a second folder will contain her secondary address book.

Take Note The folders and contacts you create in this project will be used in Projects 2 and 3.

GET READY. LAUNCH Outlook if it is not already running. Workplace Ready

1. Click the Folder tab. In the New group, click the New Folder button. The Create New
Folder dialog box is displayed.
2. In the Name eld, key New Service to identify the new folder. Verify that Mail and
Post Items is selected in the Folder contains eld. If necessary, click Outlook Data
Files in the Select where to place the folder list. Click OK to create the folder.

Troubleshooting For this exercise, you want to select the top-level folder. Its the folder that holds your Inbox,
Sent Items folder, and so on. Depending on the settings on your computer and the type of
e-mail account you have, this might be called Outlook Data Files, Personal Folders, or simply
your e-mail address.

3. Right-click the New Service folder in the Navigation Pane and select New Folder from
the shortcut menu. The Create New Folder dialog box is displayed.
4. In the Name eld, key CP & L to identify the new folder. Select Contact Items in the
Folder contains eld. If necessary, click Contacts in the Select where to place the
folder list. Click OK to create the folder.
5. Right-click the CP & L folder in the Navigation Pane and select New Folder from the
shortcut menu. The Create New Folder dialog box is displayed.
6. In the Name eld, key CB2 Project 1 to identify the new folder. Select Contact Items in
the Folder contains eld. Click CP & L in the Select where to place the folder list. Click
OK to create the folder.
7. Click the File tab. Click Open in the Backstage views navigation pane and select
Import. The Import and Export Wizard is displayed.
8. Click Import from another program or le, if necessary, in the list of available actions.
Click the Next button. The Browse dialog box is displayed.
9. Click Tab-Separated Values (Windows) in the list of available import le types. Click
the Next button. Click the Browse button.
10. Navigate to the data les for this lesson and click the Kim Ralls Contacts le. Click OK
The Kim Ralls
to apply your choices and close the Browse window and return to the Import a File
Contacts le is available
window. Click the Next button.
on the book companion
website or in WileyPLUS. 11. In the Select destination folder box, select CB2 Project 1. Click the Next button.
12. Click the Finish button. Click the CB2 Project 1 folder to see that the imported contacts
are located there.
13. Select the CB Project 1 folder and click File to open Backstage view.
 xiii

Conventions and Features Used in This Book

This book uses particular fonts, symbols, and heading conventions to highlight important information or to call
your attention to special steps. For more information about the features in each lesson, refer to the Illustrated
Book Tour section.

NEW This icon indicates a new or greatly improved Windows feature in this version of the
to Office 2010 software.

This feature provides a brief summary of the material to be covered in the section
The Bottom Line
that follows.

CLOSE Words in all capital letters indicate instructions for opening, saving, or closing files
or programs. They also point out items you should check or actions you should take.

This feature signals the point in the text where a specific certification objective
is covered. It provides you with a chance to check your understanding of that
particular MOS objective and, if necessary, review the section of the lesson where it
is covered.

Take Note Take Note reader aids, set in red text, provide helpful hints related to particular
tasks or topics.

Another Way Another Way provides an alternative procedure for accomplishing a particular task.

These notes, set in gray shaded boxes, provide pointers to information discussed
elsewhere in the textbook or describe interesting features that are not directly
Ref
addressed in the current topic or exercise.

Alt + Tab A plus sign (+) between two key names means that you must press both keys at the
same time. Keys that you are instructed to press in an exercise will appear in the
font shown here.

Key terms Key terms appear in bold with highlighting.

Key My Name is Any text you are asked to key appears in color.

Click OK Any button on the screen you are supposed to click on or select will also appear
in color.

Budget Worksheet 1 The names of data files will appear in red, bold, and italic, for easy identification.
This page is intentionally left blank
 xv

Instructor Support Program

The Microsoft Official Academic Course programs are accompanied by a rich array of resources
that incorporate the extensive textbook visuals to form a pedagogically cohesive package. These
resources provide all the materials instructors need to deploy and deliver their courses. The
following resources are available online for download.
The Instructors Guide contains solutions to all the textbook exercises as well as chapter
summaries and lecture notes. The Instructors Guide and Syllabi for various term lengths
are available from the Instructors Book Companion site (www.wiley.com/college/
microsoft).
The Solution Files for all the projects in the book are available online from our
Instructors Book Companion site (www.wiley.com/college/microsoft).
The Test Bank contains hundreds of questions organized by lesson in multiple-choice,
true/false, short answer, and essay formats and is available to download from the
Instructors Book Companion site (www.wiley.com/college/microsoft). A complete answer
key is provided.
This titles test bank is available for use in easy-to-use Respondus software. You can
download the test bank free using your Respondus, Respondus LE, or StudyMate Author
software.
Respondus is a powerful tool for creating and managing exams that can be printed to
paper or published directly to Blackboard, WebCT, Desire2Learn, eCollege, ANGEL, and
other eLearning systems.
A complete set of PowerPoint Presentations is available on the Instructors Book Companion
site (www.wiley.com/college/microsoft) to enhance classroom presentations. Tailored to
the texts topical coverage and Skills Matrix, these presentations are designed to convey key
Microsoft Office 2010 concepts addressed in the text.
All images from the text are on the Instructors Book Companion site (www.wiley.com/
college/microsoft). You can incorporate them into your PowerPoint presentations, or
create your own overhead transparencies and handouts.
By using these visuals in class discussions, you can help focus students attention on
key elements of Office 2010 and help them understand how to use it effectively in the
workplace.
The Student Data Files are available online on both the Instructors Book Companion
site and for students on the Student Book Companion site.
Microsoft Official Academic Course books can be bundled with MOS exam vouchers
from Certiport and MOS practice tests from GMetrix LLC or Certiport, available as a
single bundle from Wiley, to create a complete certification solution. Instructors who use
MOAC courseware in conjunction with a practice MOS exam find their students best-
prepared for the MOS certification exam. Providing your students with the MOS exam
voucher in addition, is the ultimate workforce preparation.

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xvi Instructor Support Program

When it comes to improving the classroom experience, there is no better source of ideas
and inspiration than your colleagues. The Wiley Faculty Network connects teachers
with technology, facilitates the exchange of best practices, and helps enhance instructional
efficiency and effectiveness. Faculty Network activities include technology training and
tutorials, virtual seminars, peer-to-peer exchanges of experiences and ideas, personal
consulting, and sharing of resources. For details, visit www.WhereFacultyConnect.com.

WILEYPLUS
Broad developments in education over the past decade have influenced the instructional ap-
proach taken in the Microsoft Official Academic Course programs. The way that students learn,
especially about new technologies, has changed dramatically in the Internet era. Electronic
learning materials and Internet-based instruction are now as much a part of classroom instruc-
tion as printed textbooks. WileyPLUS provides the technology to create an environment where
students reach their full potential and experience academic success that will last a lifetime.
WileyPLUS is a powerful and highly integrated suite of teaching and learning resources designed to
bridge the gap between what happens in the classroom and what happens at home and on the job.
WileyPLUS gives instructors the resources to teach their students new technologies and guide them
towards their goals of acquiring the skills to become certified and advance in the workforce. For
students, WileyPLUS provides tools for study and practice that are available to them 24/7, wherever
and whenever they want to study. WileyPLUS includes a complete online version of the student
textbook; PowerPoint presentations; homework and practice assignments and quizzes; image gal-
leries; test bank questions; gradebook; and all the instructor resources in one easy-to-use website.
The following features are new to WileyPLUS for Office 2010.
In addition to the hundreds of questions included in the WileyPLUS courses that do not
appear in the testbank or textbook, weve added over a dozen projects that can be assigned
to students.
Many more animated tutorials, videos, and audio clips to support students as they learn
the latest Office 2010 features.

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or call the MOAC Toll-Free Number: 1+(888) 764-7001 (U.S. & Canada only)
 Instructor Support Program xvii

IMPORTANT WEB ADDRESSES AND PHONE NUMBERS

To locate the Wiley Higher Education Rep in your area go to www.wiley.com/college, select
Instructors under Resources, and click on the Whos My Rep link, or call the MOAC toll-free
number: 1 (888) 764-7001 (U.S. and Canada only).
To learn more about becoming a Microsoft Certified Professional and exam availability, visit
www.microsoft.com/learning/mcp.

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or call the MOAC Toll-Free Number: 1+(888) 764-7001 (U.S. & Canada only)
This page is intentionally left blank
 xix

Student Support Program

WHY MOS CERTIFICATION?

Microsoft Office Specialist (MOS) 2010 is a valuable credential that recognizes the desktop com-
puting skills needed to use the full features and functionality of the Microsoft Office 2010 suite.
In the worldwide job market, Microsoft Office Specialist is the primary tool companies use to
validate the proficiency of their employees in the latest productivity tools and technology, help-
ing them select job candidates based on globally recognized skills standards. An independent
research study has shown that businesses with certified employees are more productive than
non-certified employees and that certified employees bring immediate value to their jobs.
In academia, as in the business world, institutions upgrading to Office 2010 may seek ways to
protect and maximize their technology investment. By offering certification, they validate that
decisionbecause powerful Office 2010 applications such as Word, Excel, and PowerPoint can
be effectively used to increase academic preparedness and workforce readiness.
Individuals seek certification to increase their own personal sense of accomplishment and to
create advancement opportunities by establishing a leadership position in their school or depart-
ment, thereby differentiating their skill sets in a competitive college admissions and job market.

BOOK COMPANION WEBSITE

The students book companion site, www.wiley.com/college/microsoft, for the MOAC series in-
cludes any resources, exercise files, and Web links that will be used in conjunction with this course.

WILEY DESKTOP EDITIONS

Wiley MOAC Desktop Editions are innovative electronic versions of printed textbooks. Stu-
dents buy the desktop version for 50% off the U.S. price of the printed text, and get the added
value of permanence and portability. Wiley Desktop Editions provide students with numerous
additional benefits that are not available with other e-text solutions.
Wiley Desktop Editions are NOT subscriptions; students download the Wiley Desktop Edition
to their computer desktops. Students own the content they buy to keep for as long as they want.
Once a Wiley Desktop Edition is downloaded to the computer desktop, students have instant
access to all of the content without being online. Students can also print out the sections they
prefer to read in hard copy. Students can also access fully integrated resources within their Wiley
Desktop Edition. From highlighting their e-text to taking and sharing notes, students can easily
personalize their Wiley Desktop Edition as they are reading or following along in class.

COURSESMART
CourseSmart is a lower-cost option that goes beyond traditional expectations in providing in-
stant, online access to the textbooks and course materials you need. You can save time and hassle
with a digital eTextbook that allows you to search for the most relevant content at the very mo-
ment you need it. To learn more, go to: www.coursesmart.com.

PREPARING TO TAKE THE MICROSOFT OFFICE

SPECIALIST (MOS) EXAM
The Microsoft Office Specialist credential has been upgraded to validate skills with the Micro-
soft Office 2010 system. The MOS certifications target information workers and cover the most
popular business applications such as Word 2010, PowerPoint 2010, Excel 2010, Access 2010,
and Outlook 2010.
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xx Student Support Program

By becoming certified, you demonstrate to employers that you have achieved a predictable
level of skill in the use of a particular Office application. Employers often require certification
either as a condition of employment or as a condition of advancement within the company or
other organization. The certification examinations are sponsored by Microsoft but administered
through exam delivery partners like Certiport.
To learn more about becoming a Microsoft Office Application Specialist and exam availability,
visit www.microsoft.com/learning/msbc.

Preparing to Take an Exam

Unless you are a very experienced user, you will need to use a test preparation course to prepare
to complete the test correctly and within the time allowed. The Microsoft Official Academic
Course series is designed to prepare you with a strong knowledge of all exam topics, and with
some additional review and practice on your own and to give you confidence in your ability to
pass the appropriate exam.
After you decide which exam to take, review the list of objectives for the exam. This list can be
found in Appendix A at the back of this book. You can also easily identify tasks that are included
in the objective list by locating the Lesson Skill Matrix at the start of each lesson and the Certi-
fication Ready sidebars in the margin of the lessons in this book.
To take the MOS test, visit http://www.miscrosoft.com/learning/msbc to locate your nearest
testing center. Then call the testing center directly to schedule your test. The amount of ad-
vance notice you should provide will vary for different testing centers; it typically depends on
the number of computers available at the testing center, the number of other testers who have
already been scheduled for the day on which you want to take the test, and the number of times
per week that the testing center offers MOS testing. In general, you should call to schedule your
test at least two weeks prior to the date on which you want to take the test.
When you arrive at the testing center, you may be asked for proof of identity. A drivers license
or passport is an acceptable form of identification. If you do not have either of these items of
documentation, call your testing center and ask what alternative forms of identification will be
accepted. If you are retaking a test, bring your MOS identification number, which will have
been given to you when you previously took the test. If you have not prepaid or if your organi-
zation has not already arranged to make payment for you, you will need to pay the test-taking
fee when you arrive.

Test Format
All MOS certification tests are live, performance-based tests. There are no multiple-choice, true/
false, or short-answer questions. Instructions are general: you are told the basic tasks to perform
on the computer, but you arent given any help in figuring out how to perform them. You are not
permitted to use reference material other than the applications Help system.
As you complete the tasks stated in a particular test question, the testing software monitors your
actions. Following is an example question.
Open the file named Wiley Guests and select the word Welcome in the first para-
graph. Change the font to 12 point, and apply bold formatting. Select the words
at your convenience in the second paragraph, move them to the end of the first
paragraph using drag and drop, and then center the first paragraph.

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 Student Support Program xxi

When the test administrator seats you at a computer, you will see an online form that you use
to enter information about yourself (name, address, and other information required to process
your exam results). While you complete the form, the software will generate the test from a mas-
ter test bank and then prompt you to continue. The first test question will appear in a window.
Read the question carefully, and then perform all the tasks stated in the test question. When you
have finished completing all tasks for a question, click the Next Question button.
You have 45 to 60 minutes to complete all questions, depending on the test that you are tak-
ing. The testing software assesses your results as soon as you complete the test, and the test
administrator can print the results of the test so that you will have a record of any tasks that you
performed incorrectly. A passing grade is 75 percent or higher. If you pass, you will receive a
certificate in the mail within two to four weeks. If you do not pass, you can study and practice
the skills that you missed and then make an appointment to retake the test at a later date.

Tips for Successfully Completing the Test

The following tips and suggestions are the result of feedback received from many individuals
who have taken one or more MOS tests.

Make sure that you are thoroughly prepared. If you have extensively used the
application for which you are being tested, you may feel confident that you are prepared
for the test. However, the test might include questions that involve tasks that you rarely
or never perform in using the application at your place of business, at school, or at home.
You must be knowledgeable in all the MOS objectives for the test that you will take.
Read each exam question carefully. An exam question might include several tasks that
you are to perform. A partially correct response to a test question is counted as an incorrect
response. In the example question on the previous page, you might apply bold formatting
and move the words at your convenience to the correct location, but forget to center the
first paragraph. This would count as an incorrect response and would result in a lower test
score.
Use the Help system only when necessary. You are allowed to use the applications Help
system, but relying on the Help system too much will slow you down and possibly prevent
you from completing the test within the allotted time. Use the Help system only when
necessary.
Keep track of your time. The test does not display the amount of time that you have
left, so you need to keep track of the time yourself by monitoring your start time and
the required end time on your watch or a clock in the testing center (if there is one).
The test program displays the number of items that you have completed along with the
total number of test items (for example, 35 of 40 items have been completed). Use this
information to gauge your pace.
You cannot return to a question once youve skipped it. If you skip a question, you
cannot return to it later. You should skip a question only if you are certain that you cannot
complete the tasks correctly.
Make sure you understand the instructions for each question. As soon as you are
finished reading a question and you click in the application window, a condensed version
of the instruction is displayed in a corner of the screen. If you are unsure whether you
have completed all tasks stated in the test question, click the Instructions button on the
test information bar at the bottom of the screen and then reread the question. Close the
instruction window when you are finished. Do this as often as necessary to ensure you
have read the question correctly and that you have completed all the tasks stated in the
question.

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xxii Student Support Program

If You Do Not Pass the Test

If you do not pass, you can use the assessment printout as a guide to practice the items that
you missed. There is no limit to the number of times that you can retake a test; however, you
must pay the fee each time you take the test. When you retake the test, expect to see some of
the same test items on the subsequent test; the test software randomly generates the test items
from a master test bank before you begin the test. Also expect to see several questions that did
not appear on the previous test.

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or call the MOAC Toll-Free Number: 1+(888) 764-7001 (U.S. & Canada only)
 xxiii

Office 2010 Professional Six-Month Trial Software

Some editions of the MOAC Office 2010 series come with six-month trial editions of Office
2010 Professional. If your book includes a trial, there will be a CD glued into the front or back
cover of your book. This section pertains only to those editions that came with an Office 2010
Professional trial:

STEP BY STEP Installing the Microsoft Office System 2010 Six-Month Trial

1. Insert the trial software CD-ROM into the CD drive on your computer. The CD will be
detected, and the Setup.exe file should automatically begin to run on your computer.
2. When prompted for the Office Product Key, enter the Product Key provided with the
software, and then click Next.
3. Enter your name and organization user name, and then click Next.
4. Read the End-User License Agreement, select the I Accept the Terms in the License
Agreement check box, and then click Next.
5. Select the install option, verify the installation location or click Browse to change the
installation location, and then click Next.
6. Verify the program installation preferences, and then click Next.
Click Finish to complete the setup.

UPGRADING MICROSOFT OFFICE PROFESSIONAL 2010

SIX-MONTH TRIAL SOFTWARE TO THE FULL PRODUCT
You can convert the software into full use without removing or reinstalling software on your
computer. When you complete your trial, you can purchase a product license from any Micro-
soft reseller and enter a valid Product Key when prompted during Setup.

UNINSTALLING THE TRIAL SOFTWARE AND RETURNING TO

YOUR PREVIOUS OFFICE VERSION
If you want to return to your previous version of Office, you need to uninstall the trial software.
This should be done through the Add or Remove Programs icon in Control Panel (or Uninstall
a program in the Control Panel of Windows Vista).

STEP BY STEP Uninstall Trial Software

1. Quit any programs that are running.

2. In Control Panel, click Programs and Features (Add or Remove Programs in Windows XP).
3. Click Microsoft Office Professional 2010, and then click Uninstall (Remove in Windows XP).

Take Note If you selected the option to remove a previous version of Office during installation of the trial
software, you need to reinstall your previous version of Office. If you did not remove your previ-
ous version of Office, you can start each of your Office programs either through the Start menu
or by opening files for each program. In some cases, you may have to re-create some of your
shortcuts and default settings.

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or call the MOAC Toll-Free Number: 1+(888) 764-7001 (U.S. & Canada only)
xxiv Office 2010 Professional Six-Month Trial Software

STUDENT DATA FILES

All of the practice files that you will use as you perform the exercises in the book are available for
download on our Student Companion site. By using the practice files, you will not waste time
creating the samples used in the lessons, and you can concentrate on learning how to use Microsoft
Office 2010. With the files and the step-by-step instructions in the lessons, you will learn by doing,
which is an easy and effective way to acquire and remember new skills.

Copying the Practice Files

Your instructor may already have copied the practice files before you arrive in class. However,
your instructor might ask you to copy the practice files on your own at the start of class. Also,
if you want to work through any of the exercises in this book on your own at home or at your
place of business after class, you may want to copy the practice files.

STEP BY STEP Copy the Practice Files

OPEN Internet Explorer.

1. In Internet Explorer, go to the student companion site: www.wiley.com.
2. Search for your book title in the upper-right corner.
3. On the Search Results page, locate your book and click on the Visit the Companion
Sites link.
4. Select Student Companion Site from the pop-up box.
5. In the left-hand column, under Browse by Resource, select Student Data Files.
6. Now select Student Data Files from the center of the screen.
7. On the File Download dialog box, select Save to save the data files to your external
drive (often called a ZIP drive, a USB drive, or a thumb drive) or a local drive.
8. In the Save As dialog box, select a local drive in the left-hand panel that youd like to
save your files to; again, this should be an external drive or a local drive. Remember
the drive name that you saved it to.

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or call the MOAC Toll-Free Number: 1+(888) 764-7001 (U.S. & Canada only)
 xxv

Acknowledgments

Wed like to thank the many reviewers who pored over the PowerPoint 2010
manuscript, providing invaluable feedback in the service of Natasha Carter, SUNYATTAIN
quality instructional materials.
Dr. Susan Evans Jennings, Stephen F. Austin State University
Access 2010 Sue Van Lanen, Gwinnett Technical College
Tammie Bolling, Tennessee Technology CenterJacksboro Carol J. McPeek, SUNYATTAIN
Mary Corcoran, Bellevue College Michelle Poertner, Northwestern Michigan College
Trish Culp, triOS CollegeBusiness Technology Healthcare Tim Sylvester, Glendale Community College (AZ)
Jana Hambruch, Lee County School District
Project 2010
Aditi Mukherjee, University of FloridaGainesville
Tatyana Pashnyak, Bainbridge College
Excel 2010 Debi Griggs, Bellevue College
Tammie Bolling, Tennessee Technology CenterJacksboro
Word 2010
Mary Corcoran, Bellevue College
Portia Hatfield, Tennessee Technology CenterJacksboro
Trish Culp, triOS CollegeBusiness Technology Healthcare
Terri Holly, Indian River State College
Dee Hobson, Richland College
Pat McMahon, South Suburban College
Christie Hovey, Lincoln Land Community College
Barb Purvis, Centura College
Ralph Phillips, Central Oregon Community College
Janet Sebesy, Cuyahoga Community College
Rajeev Sachdev, triOS CollegeBusiness Technology Healthcare
We would also like to thank Lutz Ziob, Jason Bunge,
Outlook 2010 Ben Watson, David Bramble, Merrick Van Dongen, Don
Mary Harnishfeger, Ivy Tech State CollegeBloomington Field, Pablo Bernal, and Wendy Johnson at Microsoft
Sandra Miller, Wenatchee Valley College for their encouragement and support in making the Mi-
Bob Reeves, Vincennes University crosoft Official Academic Course program the finest in-
structional materials for mastering the newest Microsoft
Lourdes Sevilla, Southwestern CollegeChula Vista
technologies for both students and instructors. Finally,
Phyllis E. Traylor, St. Philips College we would like to thank Lorna Gentry of Content LLC
for developmental editing and Jeff Riley and his team at
Box Twelve Communications for technical editing.

www.wiley.com/college/microsoft
or call the MOAC Toll-Free Number: 1+(888) 764-7001 (U.S. & Canada only)
This page is intentionally left blank
 xxvii

About the Author

CHRISTY PARRISH
Christy Parrish has spent the last 20 years developing, designing, and delivering corporate train-
ing programs. She has written several books on Microsoft Office and other productivity software
packages. As a freelance author, she has also written a magazine series and hundreds of online
articles on a wide variety of topics. Christy is also a member of her community artists group and
is recognized for her unique photographic skills that are on display at various galleries. She is
married and has two sons who both share her love of writing and art.

www.wiley.com/college/microsoft
or call the MOAC Toll-Free Number: 1+(888) 764-7001 (U.S. & Canada only)
This page is intentionally left blank
 xxix

Brief Contents

LESSON 1: GETTING TO KNOW OUTLOOK 1

LESSON 2: E-MAIL BASICS 31

LESSON 3: ADVANCED E-MAIL TOOLS 86

CIRCLING BACK 1 126

LESSON 4: MANAGING E-MAIL MESSAGES 130

LESSON 5: AUTOMATING MESSAGE PROCESSING 159

LESSON 6: WORKING WITH CONTACTS 218

LESSON 7: ADVANCED CONTACT MANAGEMENT 218

CIRCLING BACK 2 242

LESSON 8: CALENDAR BASICS 247

LESSON 9: MANAGING MEETINGS 265

LESSON 10: ADVANCED CALENDAR MANAGEMENT 293

CIRCLING BACK 3 323

LESSON 11: MANAGING TASKS 327

LESSON 12: CATEGORIES AND OUTLOOK DATA FILES 354

LESSON 13: MANAGING NOTES AND JOURNAL ENTRIES 371

CIRCLING BACK 4 389

APPENDIX A 392

APPENDIX B 396

GLOSSARY 397

CREDITS 400
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 xxxi

Contents
1 Getting to Know Outlook 1

LESSON SKILL MATRIX 1

Key Terms 1
Software Orientation 2
Microsoft Outlooks Opening Screen 2
Starting Outlook 3
Launching Outlook from the Start Menu 3
Launching Outlook from a Desktop Shortcut 3
Working in the Outlook Window 4
Using the On-Screen Tools 4
Changing Outlooks View 9
Using Backstage View 13
Using the File Tab to Open Backstage View 14
Setting General Options 14
Setting Advanced Options 15
Setting Language Options 16
Personalizing Outlook 18
Changing the Reading Pane View 18
Showing or Hiding Fields in a List View 19
Viewing, Hiding, and Minimizing the To-Do Bar 21
Customizing the To-Do Bar 21
Using the People Pane 23
SKILL SUMMARY 26
ASSESSMENT
Knowledge Assessment 26
Competency Assessment 28
Proficiency Assessment 29
Mastery Assessment 29
Internet Ready 30

2 E-mail Basics 31

LESSON SKILL MATRIX 31

Key Terms 31
Software Orientation 32
Microsoft Outlooks Message Window 32
Creating Message 33
Composing a Message 33
Specifying Message Content Format 34
xxxii Contents

Sending a Message 36
Showing and Hiding the From and Bcc Fields 36
Sending a Message 37
Resending a Message 38
Reading and Responding to Messages 40
Automatically Previewing Messages 40
Sending a Reply to a Message 41
Forwarding a Message 42
Printing an E-mail Message 44
Saving a Message in an External Format 45
Formatting Messages 46
Software Orientation 46
Formatting Outlook Messages 46
Using Formatting Tools 46
Formatting Paragraphs 50
Applying Styles to a Message 51
Creating Styles 53
Applying a Message Theme 55
Creating a New Theme 56
Using Paste Special 59
Personalizing Messages 61
Creating a Personal Signature 61
Adding a Signature to a Single Message 63
Adding a Signature to All Outgoing Messages 64
Creating and Formatting Graphic Message Content 65
Software Orientation 65
The Insert Tab 65
Inserting a Graphical Element 65
Formatting Graphical Elements 67
Inserting a Hyperlink 69
Working with Attachments 70
Software Orientation 71
The Attachment Tools Tab 71
Attaching an External File to a Message 71
Attaching an Outlook Item to a Message 72
Previewing an Attachment in Outlook 73
Saving an Attachment from the Message List 75
Saving an Attachment from the Reading Pane 76
Saving an Attachment from an Open Message 77
Opening an E-mail Attachment 78
Printing an Attachment 79
 Contents xxxiii

SKILL SUMMARY 80
ASSESSMENT
Knowledge Assessment 80
Competency Assessment 82
Proficiency Assessment 82
Mastery Assessment 83
Internet Ready 84
Workplace Ready 85

3 Advanced E-mail Tools 86

LESSON SKILL MATRIX 86

Key Terms 86
Software Orientation 87
Microsoft Outlooks Message Options 87
Managing Automatic Message Content 87
Setting Mail Options 87
Specifying Options for Replies and Forwards 89
Specifying the Default Font for New Messages 91
Setting a Default Theme for All New HTML Messages 92
Using Advanced Message Options 93
Software Orientation 94
Microsoft Outlooks Message Options 94
Setting the Sensitivity Level 94
Setting the Importance Level 96
Setting a Reminder for Recipients 97
Requesting Delivery and Read Receipts 99
Directing Replies to a Specific Address 101
Configuring Message Delivery Options 102
Saving a Sent Item to a Specific Folder 103
Specifying the Sending Account 104
Working with Voting Options 105
Using Standard Voting Buttons 105
Configuring Custom Voting Buttons 107
Working with Security 108
Using a Digital Signature 108
Using Encryption 110
Restricting Permissions to a Message 111
Locating Message 112
Sorting Messages by Attributes 112
Using the People Pane to Find a Message 113
Using Instant Search 114
Using Built-in Search Folders 115
Printing Multiple Messages 118
Printing Multiple Messages 118
xxxiv Contents

SKILL SUMMARY 119

ASSESSMENT
Knowledge Assessment 120
Competency Assessment 121
Proficiency Assessment 122
Mastery Assessment 123
Internet Ready 124
Workplace Ready 125
CIRCLING BACK 1 126

4 Managing E-mail Messages 130

LESSON SKILL MATRIX 130

Key Terms 130
Software Orientation 131
Microsoft Outlooks Folder List 131
Working with Folders 132
Creating and Moving a Mail Folder 132
Deleting and Restoring a Folder 134
Moving Messages to a Different
Folder 134
Using Conversation View 136
Software Orientation 136
Microsoft Outlooks Conversation View 136
Turning on Conversation View 137
Working with Conversations 138
Ignoring a Conversation 141
Managing the Mailbox 142
Marking a Message as Read
or Unread 142
Setting a Flag as a Reminder for
a Message 143
Working with Reminder Windows 144
Using Outlooks Cleanup Tools 145
Viewing Mailbox Size and Cleanup Tools 145
Emptying the Deleted Items Folder 147
Archiving Outlook Items 147
Managing Junk Mail 149
Viewing Message Properties 149
Filtering Junk Mail 150
Using Not Junk to Return a Specific
Message to the Inbox 152
 Contents xxxv

SKILL SUMMARY 153

ASSESSMENT
Knowledge Assessment 153
Competency Assessment 155
Proficiency Assessment 156
Mastery Assessment 157
Internet Ready 157
Workplace Ready 158

5 Automating Message Processing 159

LESSON SKILL MATRIX 159

Key Terms 159
Software Orientation 160
Microsoft Outlooks Rules and Alerts Window 160
Creating and Running Rules 160
Creating a Rule from a Template 160
Testing a Rule 165
Creating a Rule from a Selected Message 166
Running a Rule 168
Creating a Rule by Copying an Existing Rule 169
Creating a Rule from Scratch 172
Managing Rules 173
Sequencing Rules 173
Turning Off a Rule 173
Deleting Rules 174
Working with Automated Replies 174
Creating an Internal Out of Office Message 174
Creating an External Out of Office Message 175
Using Quick Steps 176
Software Orientation 176
Microsoft Outlooks Quick Step Group 176
Performing Quick Steps 176
Editing Quick Steps 178
Duplicating Quick Steps 181
Creating Quick Steps 182
Deleting Quick Steps 183
Resetting Quick Steps to Default 184
SKILL SUMMARY 185
ASSESSMENT
Knowledge Assessment 185
Competency Assessment 187
Proficiency Assessment 188
Mastery Assessment 189
Internet Ready 189
xxxvi Contents

6 Working with Contacts 190

LESSON SKILL MATRIX 190

Key Terms 190
Software Orientation 191
Microsoft Outlooks Contacts Window 191
Creating and Modifying Contacts 192
Creating a Contact from Scratch 192
Creating a Contact from an Existing Contact 194
4
Creating a Contact from a Suggested Contact 195
95
Updating Contact Information 196
Sending and Receving Contacts 198
Forwarding a Contact as an Attachment 198
Saving a Contact Received as a Contact Record 200
Creating a Contact from a Message Header 201
Viewing and Deleting Contacts 203
Viewing and Deleting Contacts 203
Creating and Manipulating Contact Groups 205
Creating a Contact Group 205
Creating a Contact Group from an Existing Contact Group 207
Managing Contact Group Membership 209
Using Contact Group Notes 209
Forwarding a Contact Group 210
Deleting a Contact Group 211
Sending a Message to a Contact Group 212
SKILL SUMMARY 213
ASSESSMENT
Knowledge Assessment 213
Competency Assessment 215
Proficiency Assessment 215
Mastery Assessment 216
Internet Ready 217

7 Advanced Contact Management 218

LESSON SKILL MATRIX 218

Key Terms 218
Software Orientation 219
Microsoft Outlooks Edit Business Card Window 219
Using Electronic Business Cards 220
Editing an Electronic Business Card 220
Sending an Electronic Business Card 222
 Contents xxxvii

Creating a Contact from an Electronic Business Card 223

Using an Electronic Business Card in a Signature 224
Finding Contact Information 226
Searching for Contacts 226
Searching for Items Related to a Contact 228
Creating a Custom Search Folder 231
Creating a Secondary Address Book 233
Creating a Secondary Address Book for Personal Contacts 233
Importing a Secondary Address Book from a File 233
Printing Contacts and Multiple Contacts 236
Printing Contacts 236
SKILL SUMMARY 237
ASSESSMENT
Knowledge Assessment 237
Competency Assessment 239
Proficiency Assessment 240
Mastery Assessment 241
Internet Ready 241
Workplace Ready 241
CIRCLING BACK 2 242

8 Calendar Basics 247

LESSON SKILL MATRIX 247

Key Terms 247
Software Orientation 248
Microsoft Outlooks Appointment Window 248
Creating Appointments 249
Creating a One-Time Appointment 249
Creating an Appointment from a Message 250
Creating an Appointment from a Task 251
Setting Appointment Options 253
Creating and Customizing Appointments 253
Scheduling a Recurring Appointment 254
Marking an Appointment as Private 255
Forwarding an Appointment 257
Creating an Event 258
Printing Appointment Details 259
Printing Appointment Details 259
SKILL SUMMARY 260
ASSESSMENT
Knowledge Assessment 261
Competency Assessment 262
Proficiency Assessment 263
Mastery Assessment 264
Internet Ready 264
xxxviii Contents

9 Managing Meetings 265

LESSON SKILL MATRIX 265

Key Terms 265
Software Orientation 266
Microsoft Outlooks Meeting Window 266
Creating a Meeting Request 267
Creating a One-Time Meeting 267
Inviting Mandatory and Optional
Attendees 267
Determining When Attendees Can Meet 270
Sending a Meeting to a Contact Group 271
Creating a Meeting from a Message 272
Setting Response Options for a Meeting
Request 274
Responding to a Meeting Request 275
Responding to a Meeting Request 275
Proposing a New Time for a Meeting 276
Managing a Meeting 278
Tracking Responses to a Meeting Request 279
Accepting a Proposed New Meeting Time 280
Updating a Meeting Request 281
Changing a Meeting Time 281
Scheduling a Meeting Resource 282
Adding and Updating a New Attendee 284
Cancelling a Meeting or Invitation 285
Managing a Recurring Meeting 286
Creating a Recurring Meeting 286
Changing One Occurrence of a Recurring
Meeting 288
SKILL SUMMARY 288
ASSESSMENT
Knowledge Assessment 289
Competency Assessment 289
Proficiency Assessment 290
Mastery Assessment 291
Internet Ready 292
 Contents xxxix

10 Advanced Calendar Management 293

LESSON SKILL MATRIX 293

Key Terms 293
Software Orientation 294
Outlook Options
Dialog Box 294
Setting Calender Options 295
Defining Your Work Week 295
Changing Your Time Zone 296
Displaying Multiple Time Zones 297
Adding Holidays to the Calendar 298
Configuring Your Free/Busy
Settings 299
Changing the Calendar Color 300
Sharing Your Calender 301
Sharing Your Calendar with Other
Network Users 301
Sending Calendar Information via
E-mail 301
Registering for Microsoft Outlook
Calendar Sharing 303
Publishing Calendar Information to
Office.com 306
Workng with Multiple Calenders 308
Creating a Custom Calendar 308
Displaying or Hiding Calendars 308
Viewing Calendar Shared via E-mail 309
Viewing Another Network Users Calendar 310
Subscribing to an Internet Calendar 311
Using Overlay Mode to View Multiple Calendars 311
Creating a Calendar Group 313
Arranging the Calendar View 314
Printing Calenders 316
Printing Calendar 316
SKILL SUMMARY 318
ASSESSMENT
Knowledge Assessment 318
Competency Assessment 319
Proficiency Assessment 320
Mastery Assessment 321
Internet Ready 322
Workplace Ready 322
CIRCLING BACK 3 323
xl Contents

11 Managing Tasks 327

LESSON SKILL MATRIX 327

Key Terms 327
Software Orientation 328
Microsoft Outlooks Task Window 328
Creating New Tasks 328
Creating a One-Time Task 329
Creating a Recurring Task 330
Creating a Task from a Message 332
Working with Task Options 333
Setting Task Options 333
Working with Task Views 334
Managing and Completing a Task 335
Updating a Task 335
Making a Task Private 337
Managing Task Details 338
Marking a Task as Complete 339
Searching for Tasks 340
Moving or Copying a Task to Another Folder 340
Printing Tasks 341
Working with Assigned Tasks 342
Assigning a Task to Another Outlook User 343
Accepting or Declining a Task Assignment 344
Sending a Status Report 346
SKILL SUMMARY 348
ASSESSMENT
Knowledge Assessment 348
Competency Assessment 350
Proficiency Assessment 351
Mastery Assessment 352
Internet Ready 353
Workplace Ready 353

12 Categories and Outlook Data Files 354

LESSON SKILL MATRIX 354

Key Terms 354
Software Orientation 355
Microsoft Outlooks Color Categories Window 355
Working with Categories 355
Categorizing Outlook Items 355
Modifying and Creating Color Categories 357
 Contents xli

Sorting Items by Color Category 358

Searching for Items by Category 359
Working with Data Files 361
Creating a Data File 361
Selecting a Data File for a Mail Account 363
Changing Data File Settings 365
SKILL SUMMARY 366
ASSESSMENT
Knowledge Assessment 366
Competency Assessment 367
Proficiency Assessment 368
Mastery Assessment 369
Internet Ready 370

13 Managing Notes and Journal Entries 371

LESSON SKILL MATRIX 371

Key Terms 371
Software Orientation 372
Microsoft Outlooks Notes Options 372
Working with Notes 373
Setting Notes Options 373
Creating a New Note 373
Categorizing and Printing Notes 375
Exploring Notes Views 376
Working with the Journal 377
Software Orientation 377
Microsoft Outlooks Journal Options 377
Setting Journal Options 378
Connecting Automatic Journal Entries
with a Contact 380
Creating a Manual Journal Entry 381
Changing Journal Views 383
SKILL SUMMARY 384
ASSESSMENT
Knowledge Assessment 384
Competency Assessment 386
Proficiency Assessment 387
Mastery Assessment 387
Internet Ready 388
CIRCLING BACK 4 389
Appendix A 392
Appendix B 396
Glossary 397
Credits 400
This page is intentionally left blank
 Getting to Know Outlook 1
LESSON SKILL MATRIX
Skills Exam Objective Objective Number

Starting Outlook
Working in the Outlook Window
Using Backstage View to Manage Outlook Set General options. 1.1.1
Set Advanced options. 1.1.6
Set Language options. 1.1.7
Personalizing Outlook Change the reading view. 1.3.2
Show or hide fields in a List view. 1.3.1
Use the People Pane. 1.3.4

KEY TERMS
Backstage view
desktop shortcut
feature
fields
fly-out
folders
gallery
group
item
Navigation Pane
People Pane
Quick Access Toolbar
(QAT)
Reading Pane
Ribbon
Screen Tip
Status bar
Title bar
To-Do Bar

1
2 Lesson 1

RResort Adventures is a luxury resort. During the summer, activities such as kayaking,
ccanoeing, hiking, and horseback riding are available. In the winter months, visi-
ttors enjoy skiing, snowshoeing, and sleigh rides. Partners Mindy Martin and Jon
MMorris own and operate Resort Adventures. They work hard to ensure that guests
eenjoy their stay. Employees are well-trained and well-treated professionals. For
oone week every year, Mindy and Jon close the resort to guests and open the facili-
tties to employees and their families.

M
Microsoft Outlook is an ideal tool for managing communication with their
clients and their staff. Whether you need to send a message to a vendor making
a late delivery, look up an old friends phone number, or schedule a staff meet-
ing, Outlook provides the tools that will save time and make your job easier. In
this lesson, you will learn how to customize the Microsoft Outlook environment
to suit your needs.

SOFTWARE ORIENTATION

Microsoft Outlooks Opening Screen

Before you begin working in Microsoft Outlook, you need to be familiar with the primary
user interface. When you first launch Microsoft Outlook, you will see a screen similar to
that in Figure 1-1.

Figure 1-1 Opens

Tabs Your Outlook data file Title bar Reading Pane

The InboxOutlook 2010s Backstage

view
opening screen
Ribbon

Navigation
Pane

Status
bar
Items To-Do Bar

The elements and features of this screen are typical for Microsoft Outlook. Your screen may vary
if default settings have been changed or if other preferences have been set. Use this figure as a
reference throughout this lesson as well as the rest of this book.
 Getting to Know Outlook 3

STARTING OUTLOOK
Microsoft Outlook 2010 can be launched in two different ways. You can launch Outlook from
The Bottom Line the Start button on the Windows taskbar at the bottom of your screen. You can also launch
Outlook by double-clicking a shortcut created on the Windows desktop.

Launching Outlook from the Start Menu

As in all Microsoft Office applications, using the Start button may be the most common method
of launching Outlook. After Outlook is installed, click the Start button on the Windows task-
bar, point to All Programs, point to Microsoft Office, and click Microsoft Office Outlook 2010.
In this exercise, you will learn how to launch Outlook from the Start menu and familiarize
yourself with the locations of many of Outlooks features.

STEP BY STEP Launch Outlook from the Start Menu

GET READY. Before you begin these steps, be sure to turn on or log on to your computer.
Another Way 1. Click the Start button.
You can also locate 2. Click All Programs, then click Microsoft Office. Click Microsoft Outlook 2010. Microsoft
the Microsoft Outlook link by Outlook 2010 is launched.
typing the word Outlook in
3. Compare your screen to Figure 1-1 and locate each of the labeled elements.
the Search programs and files
box at the bottom of the Start 4. Click the Close button in the upper-right corner.
menu. PAUSE. You will launch Outlook again in the next exercise.

Launching Outlook from a Desktop Shortcut

As you saw in the previous exercise, you can launch Outlook from the Start menu. However, if
you find that you open Outlook frequently, you might find it easier to create a desktop shortcut.
A desktop shortcut is an icon placed on the Windows desktop that launches an application,
opens a folder, or opens a file. Simply double-click the desktop shortcut to perform the specified
action. In the next exercise, you will create an Outlook shortcut and use it to launch Outlook.

STEP BY STEP Launch Outlook from a Desktop Shortcut

GET READY. Before you begin these steps, be sure that Microsoft Outlook is not running.
1. Click the Start button.
2. Click All Programs, then click Microsoft Office. Right-click Microsoft Outlook 2010. Point
to Send To. Click the Desktop (create shortcut) option. The desktop shortcut shown in
Figure 1-2 is created and appears on your desktop.

Figure 1-2
Desktop shortcut for Microsoft
Outlook 2010

3. Minimize any applications so you can see the desktop.

4. Double-click the Microsoft Outlook 2010 desktop shortcut. Microsoft Outlook 2010 is
launched.
PAUSE. LEAVE Outlook open to use in the next exercise.
4 Lesson 1

As you have just seen, Outlook can be launched in two different ways. Use the method you prefer.
Click the Start button on the Windows taskbar, point to All Programs, point to Microsoft
Office, and click Microsoft Outlook 2010.
Double-click the desktop shortcut.

Take Note Once youve created a desktop shortcut for Outlook, you can right-click the shortcut and pin it
to the taskbar for even more convenience, or click the shortcut and drag it down to your taskbar.
Just click once on your new Outlook taskbar icon to launch Outlook and get to work.

In the previous exercise, you launched Microsoft Outlook. Outlook opens to your mailbox
when launched, as shown in Figure 1-1. By default, the Outlook mailbox is divided into five
main sections: the Ribbon, the Navigation Pane, the message list, the Reading Pane, and the
To-Do Bar. You can use Outlooks onscreen tools to control the Outlook environment and ac-
cess Outlooks features.

WORKING IN THE OUTLOOK WINDOW

Outlook has a variety of tools that help you organize your communication and manage your
time. The Outlook 2010 window was designed to help you get your work done as quickly and
The Bottom Line efficiently as possible. In this section, youll explore the Ribbon, which displays common com-
mands in groups arranged by tabs. You will also learn about other onscreen tools to help you get
your work done faster, such as the To-Do Bar and the Navigation Pane.

Using the Onscreen Tools

Outlooks onscreen tools enable you to access and control all of Outlooks features. To get
the most out of Outlook, youll want to familiarize yourself with each of the onscreen tools. The
two tools that youll be using most frequently are the Navigation Pane and the Ribbon. The
Navigation Pane includes tools that help you navigate through Outlooks features, such as
your mailbox, Calendar, notes, etc. When you hover your cursor over any command, a ScreenTip
appears providing a brief description of the commands purpose in a small, pop-up text box. As
you click buttons or select menu commands, the Outlook window changes to display the infor-
mation you requested or to provide space to enter new information. The Ribbon contains the
most commonly used commands and buttons you need for each of Outlooks features. These
commands are sorted into groups of related commands. In this exercise, youll use Outlooks
onscreen tools to take a quick look at the Outlook features.

STEP BY STEP Use the Onscreen Tools

GET READY. LAUNCH Outlook if it is not already running.

Take Note Weve added some content to the screens in this section so that you can see how your content
will appear. Your screen will look different if default settings have been changed or other content
has been added to your PC. Use these figures as a reference.

1. Locate the Navigation Pane. The Navigation Pane is located on the far left of the
screen. The bottom third of this pane contains tools that help you access each of
Outlooks primary functions, such as the Calendar and the Contacts list.
2. Click the Calendar button in the Navigation Pane. The Calendar is displayed showing
todays date, as shown in Figure 1-3.
 Getting to Know Outlook 5

Figure 1-3
Outlook 2010 Calendar

Navigate
within
the open
component

Click a button
to switch to
another
component

Take Note Notice that the top two-thirds of the Navigation Pane have changed. This section updates auto-
matically to provide you with tools for navigating with the selected Outlook component, which
in this case is the Calendar.
Another Way
You can also access 3. Point to the small left-facing arrow at the top of the Navigation Pane. A ScreenTip
Outlook Calendar by using the appears identifying the arrow as the Minimize the Navigation Pane button (Figure 1-4).
keyboard shortcut Ctrl12. These minimize buttons are often referred to as collapse buttons.

Figure 1-4
Using ScreenTips
Click to collapse
the Navigation
Pane

ScreenTip

4. Click the Minimize the Navigation button in the Navigation Pane. The Navigation Pane
collapses to show more of the Calendar, as shown in Figure 1-5.

Figure 1-5
Collapsed navigation

Navigate
within
the open
component

Mail
Calendar
Contacts
Tasks
6 Lesson 1

5. Click the word Folders on the collapsed Navigation Pane. A fly-out of the Navigation
Pane is displayed showing you all the information in the Pane, as shown in Figure 1-6.
A fly-out is a menu or pane that opens floating above the main window, instead
of docked to a fixed place on the screen, which changes the way every other pane
appears.

Figure 1-6
Fly-out Navigation Pane
Click to collapse
the Navigation
Pane

Click to
open a fly-out
Navigation
Pane

6. Click Folders again to remove the fly-out. Click the expand arrow on the Navigation
Pane. The full Navigation Pane is restored.
7. Click the Mail button in the Navigation Pane and then click the View tab on the Ribbon,
as shown in Figure 1-7.

Figure 1-7 Click to enter Click to collapse

Backstage view Tabs the Ribbon
The Ribbon features a
variety of tools

Click the More button The tools on each tab are placed
to open a gallery of options in groups of similar functions

Another Way 8. Click the collapse arrow on the Ribbon. The Ribbon collapses into a single bar showing
You can also only the tab names. Click the expand arrow to restore the Ribbon.
access Outlook Mail by using 9. Locate the More button in the Arrangement group. The More button tells you that
the keyboard shortcut Ctrl11. there are more options available. When too many options are available to store neatly
as buttons in a group, Outlook places the buttons in a dropdown window called a
gallery.
10. Click the More button in the Arrangement group. A gallery of available views drops
down, as shown in Figure 1-8.

Figure 1-8
The Arrangement gallery
displayed

The Arrangement gallery

 Getting to Know Outlook 7

11. Click the Home tab. Click the New E-mail button in the New group. A window is
displayed, as shown in Figure 1-9. Notice that it has its own Ribbon. The Ribbon is
divided into tabs based on the type of options available. The options on each tab are
organized into groups of similar commands.

Figure 1-9
The Untitled-Message window

Ribbon buttons are gray when Message area

the option is not available

12. Notice that most of the buttons in the Clipboard and Basic Text groups are gray. When
buttons on the Ribbon are gray, it means that the option is not available. Since this
message window contains no text, the options for formatting and working with text
are not available.

Ref Youll learn more about working with e-mail messages in Lesson 2.

13. Click in the message area. Most of the buttons on the Ribbon are now available in
preparation for entering text.
14. In the message area, key Hello World. The Ribbon fills with color as options become
available. The Undo button also appears on the Quick Access Toolbar, as shown in
Figure 1-10.
15. Click the Undo button. The last letter you typed is erased and the Redo button appears
in the Quick Access Toolbar.
16. Click the Redo button to restore the d. The Redo button grays out again to let you know
that there are no more actions that can be redone, as shown in Figure 1-10.

Figure 1-10 Redo Undo

Accessing the Quick Customize Quick
Save
Access Toolbar Access Toolbar button

Quick Access Dialog box

Toolbar launcher
8 Lesson 1

17. Click the Customize Quick Access Toolbar button. A list of available buttons is displayed,
as shown in Figure 1-11. To add or remove buttons from the Quick Access Toolbar simply
select or deselect a function from the list.

Figure 1-11 Redo Undo

Customize Quick
Customizing the Quick Save
Access Toolbar button
Access Toolbar

Another Way
The Customize
Quick Access Toolbar offers a
selection of commonly used
buttons. If you want add a
particular command that is
not in the list, you can click
More Commands to open
the Customize Quick Access 18. Drag the mouse over the word Hello in the message area to select it. In the Basic Text
Toolbar window, where you can group on the Ribbon, click the dialog box launcher shown in Figure 1-10. A traditional
choose from every command in Microsoft dialog box is displayed containing additional options for this command group, as
Outlook. shown in Figure 1-12. Notice that many of the same options are available in both locations.

Figure 1-12
Font dialog box

Click to
close box

Similar
options
available

Click to save changes

19. In the Font Style box, click Bold Italic. Notice how the text Hello in the Preview area
Another Way of the dialog box changes to reflect your choice. Click the Cancel button to close the
You can also close dialog box without saving changes.
any window or dialog box by 20. Locate the Title bar at the top of the window. It tells you that this window is named
clicking the Close button in the UntitledMessage. You can always identify windows and dialog boxes using the Title
top-right corner. bar, as shown in Figure 1-12.
21. Click the Close button at the far right of the Title bar to close the message window. If
Outlook prompts you to save your work, click No.
PAUSE. LEAVE Outlook open to use in the next exercise.

Table 1-1 describes the basic functions of onscreen tools used to access Outlooks features. More
detailed information about using each of the features is available in the following sections of this
lesson and the remaining lessons.
 Getting to Know Outlook 9

Table 1-1
Onscreen Tool Description
Onscreen Tools
Backstage The Backstage view is new in Outlook 2010. Backstage can be accessed by
clicking on the File tab in the Outlook Ribbon. The commands in Outlooks
Backstage can be used to customize most Outlook features.

Groups The Outlook 2010 Ribbon is divided into groups that contain buttons for
frequently used commands.

Item An item is a record stored in Outlook. A message, appointment, contact,

task, or note is an item in Outlook.

Navigation Pane The Navigation Pane provides access to each of Outlooks features, such
as the Calendar and To-Do List. The Navigation Pane can be minimized to
enlarge the Reading Pane.

Reading Pane The Reading Pane displays information about the selected Outlook item.
For example, in the mailbox, it displays the text of a selected e-mail message.

Ribbon The Ribbon contains the menus and commands available in Outlook 2010.
The Ribbon contains tabs that replace the menus in the old Menu bar. Each
tab is divided into groups of commands that replace the old toolbar options.

Status bar The Status bar identifies the number of items in the active feature. For
example, when the Contacts tool is active, the number of contacts stored
is displayed in the Status bar.

Title bar The Title bar identifies the application and the active feature. For example,
when the Calendar is active, the Title bar says CalendarMicrosoft Outlook.

To-Do Bar The To-Do Bar summarizes information about appointments and tasks.

Quick Access Toolbar The Quick Access Toolbar (QAT) appears on the left side of the
Title bar, above the Ribbon. If you want the toolbar closer to your work
area, you can move it to below the Ribbon. This toolbar should contain the
commands you use most frequently.

Outlook stores and organizes many of the little pieces of information that form the core of your
daily activities. In a single day, you might use Outlooks Calendar, Mail, and Contacts features to
schedule the meetings, look up the phone numbers, send e-mail messages, and set up reminders
that help you arrive on time for every meeting.
In the previous exercise, you took a quick look at the different Outlook onscreen tools. In this
exercise, you will look at some of the ways you can change the viewing options available in Out-
look. The features you use most frequently are covered in more detail in the following lessons.

Changing Outlooks View

Every Outlook feature stores specific information and offers you several options for viewing
that information. For example, the Contacts feature provides the names, addresses, and phone
numbers for the individuals and companies you contact. The Calendar tracks your appoint-
ments and meetings. Mail enables you to send and receive e-mail messages. You can use Ribbon
commands to change the way that information is shown to suit your needs. In this exercise,
youll use the View tab and other Ribbon commands to explore some of Outlooks different
views.
10 Lesson 1

STEP BY STEP Change Outlooks View

GET READY. LAUNCH Outlook if it is not already running and ensure that the Home tab is
active.
1. If necessary, click the Mail button in the Navigation Pane and then click the Inbox
folder to display your mailbox.
2. Click the View tab to display more options.
3. Click Change View in the Current View group to see the basic viewing options for the
Mail feature. The currently selected view is highlighted.
4. Three views are available for the Mail window. The default view is Compact, which
shows the items in your mailbox as simple two-line items containing the sender, the
date, and the subject.
5. Click Single. The Single view flattens the mailbox items into a single line with all the
e-mail information spread out in columns.
6. Click Preview. Notice how the screen changes to provide a single compressed line for
each item similar to Single view, except that Preview view does not have the Reading
Pane.

Take Note Weve added some content to the screens in this section so that you can see how your content
will appear. Your screen will look different if default settings have been changed or other content
has been added to your PC. Use these figures as a reference.

7. Click Change View in the Current View group, as shown in Figure 1-13.

Figure 1-13 View tab

The Outlook Mailbox in

Preview view
Available
views

8. Select Compact to return to the default Mail view.

9. Click the Calendar button in the Navigation Pane to display the Calendar feature, and
click the View tab to see the different Calendar viewing options.
10. You can change the arrangement of the onscreen Calendar in each view. Day is the
default option. On the Home tab, click the Week button to show an entire weeks
schedule. Click the Month button to view an entire month. Click Work Week options.
The Calendar view now displays the current workweek, as shown in Figure 1-14.
 Getting to Know Outlook 11

Figure 1-14 Reset the default View Change the arrangement

settings for a view tab within a view
The Outlook Calendar in Work
Week arrangement

Available
views

Take Note The Work Week arrangement shows the workweek as Monday through Friday, by default. However,
you can change the workweek to reflect your personal work schedule.

11. Click the View tab. Click Change View in the Current View group to see the available
views. Make sure that the default Calendar is selected.
12. Click List. The Calendar changes to provide a simple list of calendar items. The Active
view is similar, but only shows those events that have not already occurred.
13. Click Change View in the Current View group. Select Calendar. Click Reset View in the
Current View group to change to the default Calendar view.

Take Note Throughout this chapter you will see information that appears in black text within brackets,
such as [Press Enter], or [your e-mail address]. The information contained in the brackets is
intended to be directions for you rather than something you actually type word for word. It will
instruct you to perform an action or substitute text. Do not type the actual text that appears
within brackets.
Another Way
You can also access 14. Click the Tasks button in the Navigation Pane. Your To-Do List is displayed. Click the
Outlook Tasks by using the Type a new task field and key Sample. [Press Enter.] The new task drops to the Task
keyboard shortcut Ctrl14. List and a flag appears indicating that the task is for today.

Ref Youll learn more about working with tasks in Lesson 11.

15. Click the Sample task. The Ribbon fills with color as options become available, as
shown in Figure 1-15.
12 Lesson 1

16. On the Home tab, click Change View in the Current View group to see the viewing
options, as shown in Figure 1-15.

Figure 1-15 You can choose to show all of New Sample

your To-Do items or just the tasks task item
Available views in the Outlook
To-Do List

Click to key in
a simple task

The To-Do Bar allows you to see

the To-Do items that are due soon

17. Click on each option in the Change View gallery to see how the screen layout changes.
You can choose from a number of different optionsviews that show all the details
about a task item (Detailed) or views that let you filter your Task List to contain only
items that fit the criteria you choose (Prioritized, Active, Completed, Today, Next 7
days, Overdue, Assigned).
18. On the View tab, click Change View and select Today. Select the Sample task and click
Delete in the Delete group to remove your sample task.
19. Click the Folder List button in the Navigation Pane to display the Folder List in the
upper area of the Navigation Pane, as shown in Figure 1-16.

Figure 1-16 Your Outlook

The Folder List data file

All Outlook
items are stored
in these folders

Folder List
button
 Getting to Know Outlook 13

20. Click the Inbox in the Folder List to return to the Inbox.
PAUSE. LEAVE Outlook open to use in the next exercise.

In the previous exercise, you changed the view displayed in each of the commonly used Outlook
features (Calendar, Contacts, Mail, Tasks, Notes). When you display Outlooks Folder List, you
can see that each Outlook feature has its own folder, as shown in Figure 1-16. Every Outlook
item (message, meeting, task, etc.) is stored in one of the folders in the Folder List.

Take Note Because each Outlook feature is stored in a folder, the features themselves are sometimes referred
to as folders.

If you create folders to help organize your Outlook items, those folders will typically appear as
subfolders. For example, if you create a folder to store e-mails relating to a specific project you are
working on, the Project folder will appear in the Folder List under the Inbox folder by default.
Table 1-2 briefly describes how these Outlook features are typically used.

Table 1-2
Feature Description
Descriptions of Outlook
Features Mail The Mail feature contains your e-mail messages. The Mail feature includes
the following folders: Inbox (messages received), Sent Items (messages sent),
Outbox (messages waiting to be sent), and Junk E-mail (unwanted messages
you received that were not directed to another folder).

Calendar The Calendar feature contains a calendar and appointment book to help
you keep track of your schedule.

Contacts The Contacts feature stores contact information about individuals, groups,
and companies.

Tasks The Tasks feature displays tasks and To-Do items.

Notes The Notes feature stores small pieces of information on electronic sticky
notes. Notes can be forwarded as e-mail messages.

Journal The Journal feature automatically tracks communications and attachments

as they are sent back and forth to contacts. The Journal is a great tool
for keeping you organized and seeing how the Outlook items in different
folders relate to one another.

Folder List The Folder List identifies all of your Outlook folders. If your company or
organization uses Microsoft Exchange Server, public folders you can access
are also listed.

USING BACKSTAGE VIEW

Microsoft Outlook 2010 is designed to adapt to you. Outlook now places all of the settings
and controls in one easy-to-navigate place called Backstage. You can use the Backstage view
The Bottom Line
options to control the way Outlook acts and looks. You can use Backstage to create and modify
accounts and to clean up your Outlook file. You can also use the Options area of Backstage
to change all the settings used for mail, calendars, tasks, journals, and contacts, or use the
Advanced options to access settings that control the way Outlook handles your information.
14 Lesson 1

Using the File Tab to Open Backstage View

NEW
The File tab in Microsoft Office 2010 has replaced the Office button. Clicking the File tab opens
to Office 2010
the Microsoft Office Backstage view. Youll notice a menu-like list running down the left side of
the window; this list is called a navigation pane. You can click any of the commands in the naviga-
tion pane to open a new Backstage page that contains the options and settings that were scattered
among many different dialog boxes in Outlook 2007. In this exercise, you learn to use the File
tab to open Backstage view and look over the options available through some of its commands.

STEP BY STEP Use the File Tab to Open Backstage View

GET READY. LAUNCH Outlook if it is not already running.

1. In the Outlook window, click the Microsoft Outlook Test Message and then click the File
tab. This opens the Backstage view with the Info page active, as shown in Figure 1-17.
WileyPLUS Extra! features an The Info page includes information about your account and tools for maintaining your
online tutorial of this task. mailbox.

Troubleshooting If you no longer have the Microsoft Outlook Test Message, you can still complete the
remaining steps in this exercise. However, the preview images in Backstage view will be
different from those shown here.

Figure 1-17 Current Account Outlook Desktop Preview

Microsoft Office Backstage

view for Outlook

Backstage
navigation
pane

Each button
opens more
settings

2. The right pane of the Backstage view window is the Preview pane. On the Info page,
the preview simply shows you the current state of your main Outlook window. The
Preview pane also appears on the Backstage views Print page. Click the Print in the left
navigation pane. The Print page opens and a preview appears in the right Preview pane.
3. Click the Table Style command in the Settings area and then the Memo Style. Notice
how the preview changes.
PAUSE. LEAVE Outlook open to use in the next exercise.

Setting General Options

You can use the Microsoft Office Backstage to control many of the settings and options that used
to be located on the Tools menu. When you click the Options command in Outlooks Backstage
navigation pane, the Outlook Options dialog box opens. This one dialog box contains all of the
options that you can use to customize the Outlook environment to suit your personal needs. These
options are grouped according to type. The Outlook Options dialog box opens to the General
 Getting to Know Outlook 15

Options page. You can use the general options to set your user name, the color scheme, and the
style of ScreenTip you want. You can also use these options to turn the Live Preview and the Mini
Toolbar on or off. In this exercise, youll set your user name and try modifying some of the options.

STEP BY STEP Set General Options

GET READY. LAUNCH Outlook if it is not already running.

1. In the Outlook window, click the Microsoft Office Test Message and then click the File
tab. This opens the Backstage view, with the Info page active (refer to Figure 1-17).
2. Click Options in the Navigation Pane. The Outlook Options dialog box opens to the
General Options page.
3. Personalize Outlook by typing your name in the User Name box and your initials in the
Initials box, as shown in Figure 1-18. When you personalize Outlook in Backstage view,
your name will automatically be added to every Outlook item you create.

Figure 1-18 Hover over the information circle for more information
General Options page of the
Outlook Options dialog box

Each item in the Navigation

Pane opens an entire page
of associated settings you
can customize

4. In the User Interface options area, click the color scheme dropdown box and select
Blue. Click OK. Outlook applies the color to the Outlook window.
5. Click the File tab. This opens the Microsoft Office Backstage again.
6. Click Options in the navigation pane. The Outlook Options dialog box opens to the
General Options page.
1.1.1
7. In the User Interface options area, click the color scheme dropdown box again and
How do you set Outlooks select Silver. Click OK. This will restore the default color to the Outlook window.
General program options? PAUSE. LEAVE the Outlook Options dialog box open to use in the next exercise.

Setting Advanced Options

Outlook 2010 gives you more control than ever when it comes to personalizing Outlook. You can
use the Advanced options page of the Outlook Options dialog box to customize how the various
panes of the Outlook window appear. You can also control specific aspects of the program to suit
your needs, such as determining which folder appears when Outlook opens, or how Outlook should
handle dial-up connections and international e-mails. You can also determine how often Outlook
performs tasks like sending and receiving messages, AutoArchiving, and receiving RSS feeds. In this
exercise, youll change some of these settings to familiarize yourself with the process.
16 Lesson 1

STEP BY STEP Set Advanced Options

GET READY. LAUNCH Outlook if it is not already running.

1. Click the File tab again and select Options and then Advanced. The Advanced options
page of the Outlook Options dialog box appears.
2. Click the top of the Outlook Options dialog box and drag it to the middle of your
Outlook window. The Navigation Pane and To-Do Bar should be visible on either side
of the Outlook Options dialog box, as shown in Figure 1-19.

Figure 1-19
Click to modify
Advanced Options page of the
Changes to the Outlook the Navigation
Outlook Options dialog box pane area change the Pane
layout of the main
Outlook window Click to modify
the To-Do Bar

Click to open the

Advanced Outlook
Options page

3. The first section on the Advanced page is the Outlook panes area. In this section, click
the Navigation Pane button. The Navigation Pane Options dialog box appears.
4. With the Mail option highlighted, click the Move Down button two times, then click
OK. Notice that the Mail button in the bottom of the Navigation Pane is now the third
item in the list.
5. In the Outlook panes area of the dialog box, click the To-Do Bar button. The To-Do Bar
Options dialog box appears.
6. In the Number of month rows box, type 3 and click OK. Notice that three calendar
months are now visible in the To-Do Bar.
7. Scroll down, reading each of the available options. When you get to the Send and
receive area, deselect the Send immediately when connected option. This change
means that you need to manually tell Outlook when youre ready to send and receive
1.1.6 messages.
8. Click Cancel. This will restore the default layout and settings.
How do you set Outlooks
Advanced program options? PAUSE. LEAVE Outlook open to use in the next exercise.

Setting Language Options

Outlook 2010 also allows you to select your default language. You can choose to match the
rest of Office or choose a different language as your default. If you prefer to use English as your
default language but correspond with non-English speaking friends or coworkers on a regular
basis, you can add the languages you need to the Editing Languages. When your create e-mails
in another language, Outlook will look up your editing languages and offer you all the same
spell-check and grammar tools that youre used to in Office. In this exercise, youll set English as
your default language and add Spanish to your Editing Languages.
 Getting to Know Outlook 17

STEP BY STEP Set Language Options

GET READY. LAUNCH Outlook if it is not already running.

1. Click the File tab again and select Options and then Language. The Language options
page of the Outlook Options dialog box appears.
2. Click the [Add additional editing languages] box in the Choose Editing Languages area
of the dialog box. A long list of available languages appears.
3. Scroll down the list and select Spanish (United States). Click Add. Outlook adds the
language to the Editing Languages list, which turns on all of its proofing tools for
that language.
4. You can use the Choose Display and Help Languages area to change the language that
appears onscreen, in ScreenTips and in the Help window. In the Display Language
window, select English, if necessary. Your screen should look like Figure 1-20.

Figure 1-20
Changing the Editing
Language Options page of the
Language changes the
Outlook Options dialog box
proofing tools that
Outlook uses to check
your writing

Changing the Display

Language changes the
language of menus
and onscreen text

Changes the Screen-

Tip Language

1.1.7
5. Click Cancel. Outlook will restore the default language options and return you to the
main window.
How do you set Outlooks
Language program options? PAUSE. LEAVE Outlook open to use in the next exercise.

As youve seen, you can use Outlooks Backstage view to access a wide variety of settings to help
you customize the way Outlook looks and works to suit your needs (see Table 1-3).

Table 1-3
General Personalize Outlook with your user name, turn on and off Live Preview, and
Options within Outlooks change the color scheme.
Backstage view
Advanced Customize the Outlook windows Navigation Pane, Reading Pane, and
To-Do Bar. You can also AutoArchive your mailbox, set reminders, export
Outlook information, synchronize RSS feeds, and set rules for international
correspondence.

Language You can add proofing tools for additional languages and set your own
default language.
18 Lesson 1

PERSONALIZING OUTLOOK
You can arrange the elements in the Outlook window to fit your needs. You have a great deal
of control over the Outlook environment. In the previous exercise, you learned how to change
the views for each Outlook feature, but you can go even further. You can resize, rearrange,
The Bottom Line hide, or display Outlook features to create an environment that meets your requirements. In
this section, youll learn how to rearrange your Outlook window by moving the Reading Pane
and the To-Do Bar; add or delete columns in a List view; and add and remove elements from
the To-Do Bar. In addition, youll learn how to use the new People Pane to better connect to
your contacts.

Changing the Reading Pane View

You can show, hide, or move the Reading Pane to fit your needs. Do you get a lot of long
e-mail messages? Display the Reading Pane vertically on the right to display as much text as
possible. Perhaps the messages you receive contain a lot of information in the item listing area.
Display the Reading Pane horizontally. In this exercise, youll learn to show, hide, and move the
Reading Pane.

STEP BY STEP Change the Reading Pane View

GET READY. LAUNCH Outlook if it is not already running.

1. Click Mail in the Navigation Pane to display Outlooks default opening screen. Notice
that the Reading Pane is visible on the right of the main content pane.
2. On the View tab, click the Reading Pane button in the Layout group. Select the Bottom
option. The Reading Pane is displayed horizontally, across the bottom of the message
viewing area. If you have any e-mails in your mailbox, youll see a preview of the
message contents in the Reading Pane, as shown in Figure 1-21.

Figure 1-21
Reading Pane displayed in the
bottom position

Reading Pane
 Getting to Know Outlook 19

3. On the View tab, click the Reading Pane button in the Layout group. Select the Off
option. The Reading Pane is hidden, as shown in Figure 1-22.

Figure 1-22
The Reading Pane is hidden.

1.3.2
4. On the View tab, click the Reading Pane button again and select Right to restore the
default view.
How do you change the
Reading Pane view? PAUSE. LEAVE Outlook open to use in the next exercise.

Showing or Hiding Fields in a List View

Another way you can personalize your Outlook window is by deciding which fields you want
to see in a list view. In Outlook, fields are specific bits of information about an item. For ex-
ample, an incoming e-mail message might contain fields of information, such From, Subject,
To, Received, Flag Status, Attachments, and so on. You can click the View Settings button on the
View tab to access the Advanced View Settings dialog box to add and remove fields that appear
as columns in a List view. In this exercise, youll add and remove a field from a List view.

STEP BY STEP Show or Hide Fields in a List View

GET READY. LAUNCH Outlook if it is not already running and ensure that it shows the
mailbox with the Reading Pane hidden.
1. Click the View tab and then click the Change View. Select Preview from the Change
Views gallery.
2. Click View Settings to open the Advanced View Settings: Preview dialog box.
3. Click Columns. The Show Columns dialog box opens listing all of the available
columns, as shown in Figure 1-23.
20 Lesson 1

Figure 1-23 Click to access the Advanced Click to add Columns currently
View Settings dialog box selected column showing in List view
The Show Columns dialog box

Another Way
You can also
remove a field by right-clicking
the field header in the List view
and selecting Remove this 4. Select From in the Show these columns in this order box, and then click the Remove
column from the content menu. button. Click OK twice to apply your changes and close the dialog boxes. The column
changes have been applied to the mailbox, as shown in Figure 1-24.

Figure 1-24 Click to revert back to the

defaults for the selected view
The mailbox with modified
columns Click to access
the Advanced
View Settings
dialog box

From column is hidden

5. Click the View Settings button, then click Columns in the Advanced View Settings:
Another Way Preview dialog box.
You can also change
6. Select From in the Available Columns box on the left of the dialog box and click the
the column order by selecting
Add button. Notice that the From column is at the bottom of the Show these columns
the field name in either the Show
in this order list, meaning that it will appear at the far right column in Preview view
Columns dialog box or in the List
list.
view itself and dragging the field
to the desired location. 7. Click the Move Up button below the list repeatedly until the From column appears
at the top of the list. Click OK twice to apply your changes and close the dialog
boxes. The From column is visible again, but is located at the far left of the column
headers.
1.3.1
8. Click Reset View in the Current View group on the View tab. Click Yes at the prompt to
How do you show or hide fields restore the mailbox to the default view.
in a list view? PAUSE. LEAVE Outlook open to use in the next exercise.
 Getting to Know Outlook 21

Viewing, Hiding, and Minimizing the To-Do Bar

You can show, hide, or minimize the To-Do Bar in the same way that you worked with the
Reading Pane. The To-Do Bar summarizes the current items that need your attention. In this
exercise, youll learn to show, hide, and minimize the To-Do Bar.

STEP BY STEP View, Hide, and Minimize the To-Do Bar

GET READY. LAUNCH Outlook if it is not already running.

1. If necessary, click the Mail button in the Navigation Pane to display the mailbox.
2. Click the View tab and click the To-Do-Bar button in the Layout group. Select the
Minimized option. The To-Do Bar is minimized to a slim pane on the right side of the
Outlook window, as shown in Figure 1-25.

Figure 1-25 Click to change the To-Do Bar view

Minimized To-Do Bar

Click to expand
the To-Do Bar

Another Way
You can also mini-
mize the To-Do Bar simply by
clicking the minimize button at
the top left of the To-Do Bar.

3. Click the To-Do Bar button and select the Off option. The To-Do Bar is hidden.
4. Click the To-Do Bar button and select the Normal option. The To-Do Bar is restored to
its original size and position.
PAUSE. LEAVE Outlook open to use in the next exercise.

Customizing the To-Do Bar

You can select the elements to include on the new To-Do Bar. The To-Do Bar summarizes
the current Outlook items that need some follow-up. With a single glance, you can see your
appointments, tasks, and e-mail messages that require some action. You can customize the
To-Do Bar by changing which elements are visible and by rearranging its elements. In this
exercise, youll work with the To-Do Bar Options and the To-Do Bar button on the View tab to
remove and add elements to the To-Do Bar.

STEP BY STEP Customize the To-Do Bar

GET READY. LAUNCH Outlook if it is not already running.

1. If necessary, click the Mail button in the Navigation Pane to display the default mailbox
view and verify that the To-Do Bar is displayed.
2. Click the View tab, click the To-Do Bar button, and select Options. The To-Do Bar
Options dialog box is displayed, as shown in Figure 1-26.
22 Lesson 1

Figure 1-26 Click to open the To-Do Bar Options dialog box
To-Do Bar Options dialog box

This is the same dialog box that you accessed earlier in the lesson using the Advanced page of
Ref
the Outlook Options dialog box.
3. Examine the options. The checkmark indicates that the element is currently displayed.
The numbers indicate the number of months you want to display in the Date
Navigator.
Another Way 4. Click the Show Task List checkbox and click the OK button. The dialog box closes and
You can also show the Task List is removed from the To-Do Bar.
or hide each of the other 5. Click the View tab, click the To-Do Bar, and select the Task List option. Click OK. The
To-Do Bar elements by opening Task List is again displayed on the To-Do Bar.
the View tab and selecting the
PAUSE. LEAVE Outlook open to use in the next exercise.
To-Do Bar button.

The To-Do Bar contains many different elements that can be added, removed, or modified
using either the To-Do Bar Options dialog box or the Advanced page of the Outlook Options
dialog box (see Table 1-4).

Table 1-4
To-Do Bar Element Description
To-Do Bar Element
Descriptions Appointments The Appointments element displays appointments scheduled in Outlook.
You can select the number of appointments to be displayed.

Date Navigator The Date Navigator displays a small calendar. You can select the number of
months to be displayed.

Task Input Panel Key new tasks into the Task Input Panel.

Task List The Task List displays the tasks that have been assigned to you.
 Getting to Know Outlook 23

Using the People Pane

The People Pane is a new feature in Outlook 2010. When you select an e-mail item, the
NEW People Pane shows you thumbnail images for the sender and all recipients. When you click
to Office 2010 on a persons thumbnail in the People Pane, the pane expands to show you all the e-mails,
meetings, and attachments related to the selected person. This new shortcut lets you see at a
glance every contact youve had with that person without having to open different windows.
You can also use the People Pane to sync your Contacts list with your friends and contacts
on social networking sites like Facebook and LinkedIn. In this exercise, youll learn to show,
hide, and minimize the People Pane and familiarize yourself with some of the People Panes
features.

STEP BY STEP Use the People Pane

GET READY. LAUNCH Outlook if it is not already running and ensure that it is open, in the
default Mail view.

WileyPLUS Extra! features an 1. Click Mail in the Navigation Pane to display your mailbox. Select the Microsoft
online tutorial of this task. Outlook Test Message or another e-mail in your Inbox. If you dont have this
message, you can click any message in the Inbox for the exercise.
Another Way 2. On the View tab, click the People Pane button. When Outlook initially opens, the People
You can also find Pane is turned off.
the People Pane at the bottom
of each Contact window. Just
double-click on a name in the
Contacts list to view all their
information and see their
People Pane.

Take Note Your screen will look different if default settings have been changed or other content has been
added to your PC. Use these figures as a reference.

3. Select the Normal option. The People Pane appears at the bottom of the Reading Pane,
as shown in Figure 1-27. The People Pane appears in the bottom third of the Reading
Pane. Youll notice a large picture placeholder and beside it is a box with a row of
icons. At the top-right corner of the People Pane is a smaller thumbnail image.

Figure 1-27 People Pane button

The People Panes default view

The People Pane

Click an icon
to see different
types of contact
activity

A picture Content related to Thumbnail Toggle button

placeholder the selected icon placeholder
24 Lesson 1

Take Note Because the Test Message is from Outlook to you using your e-mail address as the sender, you see
only one picture placeholder, which represents you. However, in most cases, youll see multiple
picture placeholders in the People Pane because most messages are conversations between two
or more people.

4. In the People Pane, point to each of the icons next to the picture placeholder. The
ScreenTips tell you what kind of information is available about this person. For
example, in Figure 1-27, weve clicked the paperclip icon, which opens a list of every
attachment that youve received from this person. In this case, there have been
four attachments received. From here you could click the name of the attachment to
open it or click the down arrow to the right of the attachment to open the original
message.
5. Click the toggle button shown in Figure 1-28 to change People Pane views. The tabs
and the content box are hidden so that the People Pane now shows a larger picture
placeholder for you.

Take Note If you click on a message to or from another person, youll see picture placeholders for the
sender and each recipient. This is the default People Pane view for messages with multiple
people listed.

Figure 1-28
The People Pane in large
thumbnail view

Detailed information is replaced Toggle button

by a large picture placeholder

6. If you have other messages in your Inbox, click on another message. The People Pane
will change to show a picture placeholder for the sender and every recipient. If you
dont have another message, use the following figures as a reference.
7. Click one of the picture placeholders to change back to the default view. In the top
bar of the People Pane, youll see multiple small thumbnail placeholders, as shown in
Figure 1-29. Outlook highlights the thumbnail for the person currently displayed in the
bottom part of the People Pane.
 Getting to Know Outlook 25

Figure 1-29 Thumbnail placeholders represent

the sender and recipients
The People Pane with
multiple contacts

Minimize
button

Selected person
is highlighted

Take Note As you build your Contacts list, youll notice that each contact record includes a similar picture
placeholder. You can replace the placeholders with actual photos of your contacts. When you
click on a message to or from a contact for whom youve added a photo, youll see their actual
photo in the People Pane instead of the silhouette.

8. Click one of the non-highlighted placeholders. The People Pane changes to reflect the
items related to the selected person.
9. Click the minimize button in the top-right corner of the People Pane to minimize it.
The pane becomes a small bar at the bottom of the Reading Pane that shows only
the thumbnail picture placeholder for the sender and each recipient, as shown in
Figure 1-30.

Figure 1-30
The minimized People Pane

People Expand
Pane arrow

Click a thumbnail placeholder

to open the default view
26 Lesson 1

10. Click the People Pane button again on the View tab, and select Off to turn off the
People Pane.
1.3.4
PAUSE. CLOSE Outlook.
How can you use the
People Pane?

Ref Youll learn more about working with the People Pane in Lessons 3 and 7.

You can also use Outlook to sync contacts with a SharePoint MySite account. SharePoint is a
cloud computing system set up by Microsoft. It allows you to store documents, contacts, and
links in a convenient Internet server so that you can access it anywhere. If you are using a Share-
Point account to store your contacts, syncing your My Site and Outlook together means that
you wont have to retype all of your contacts.

SKILL SUMMARY
In This Lesson You Objective
Learned How To: Exam Objective Number
Start Outlook.
Work in the Outlook window.
Use Backstage view to manage Set General options. 1.1.1
Outlook. Set Advanced options. 1.1.6
Set Language options. 1.1.7
Personalize Outlook. Change the reading view. 1.3.2
Show or hide fields in a List view. 1.3.1
Use the People Pane. 1.3.4

Knowledge Assessment

True/False
Circle T if the statement is true or F if the statement is false.

T F 1. In the To-Do Bar, you can see your appointments, tasks, and e-mail messages
that require some action.
T F 2. The Outlook Contacts list is stored in the People Pane.
T F 3. Backstage view is a new help feature in Outlook.
T F 4. The Reading Pane can be hidden.
T F 5. You can hide columns from a list by selecting the field and pressing the
Delete key.
T F 6. The Status bar identifies the application and the active feature.
T F 7. In Outlook, messages, appointments, contacts, tasks, and notes are called
items.
T F 8. The Viewing Pane displays the text of a selected e-mail message.
T F 9. The Calendar feature contains an appointment book.
T F 10. The Date Navigator in the To-Do Bar can only display one month.
 Getting to Know Outlook 27

Multiple Choice
Select the letter of the term that best responds to or completes the following statements and
questions.

1. A(n) is a record stored in Outlook.

a. message
b. item
c. object
d. note
2. You can a pane to save room in the Outlook window.
a. compress
b. minimize
c. rotate
d. shrink
3. You can use the to control almost every aspect of the Outlook
environment.
a. Options menu
b. Options tab
c. Backstage view
d. Preferences tab
4. What new feature groups all of your messages from a person in one place?
a. Reading Pane
b. Contact Pane
c. Filter Pane
d. People Pane
5. Click the button to access the Show Columns dialog box where you
can add and remove fields from a List view.
a. View Settings
b. Show Columns
c. View Options
d. Custom Views
6. How many views are available for the To-Do List feature?
a. 3
b. 11
c. 6
d. 7
7. Which pane provides access to the Outlook features, such as the Contacts and Calendar?
a. Navigation Pane
b. Navigation menu
c. Home menu
d. File tab
8. What pane displays the text of a selected e-mail message?
a. Preview Pane
b. Viewing Pane
c. Message Pane
d. Reading Pane
9. The contains menus and commands available in Outlook 2010.
a. Toolbar
b. Options menu
c. Ribbon
d. Banner
28 Lesson 1

10. The button is the first feature listed in the Navigation Pane.
a. Tasks
b. Contacts
c. Calendar
d. Mail

Competency Assessment

Project 1-1: View the Outlook Ribbon

Become familiar with the Outlook Ribbon.

GET READY. LAUNCH Outlook if it is not already running.

1. If necessary, click the Mail button in the Navigation Pane to display the mailbox and
verify that the To-Do Bar is displayed.
2. Click the Home tab. Click each of the dropdown buttons to see what options are
available.
3. Click the Send/Receive tab. Click each of the dropdown buttons to see what options
are available.
4. Click the Folder tab. Click each of the dropdown buttons to see what options are
available.
5. Click the View tab. Click each of the dropdown buttons to see what options are
available.
6. Click the Add-Ins tab, if you have one. Click each of the dropdown buttons to see what
options are available.
LEAVE Outlook open for the next project.

Project 1-2: Use the Folder List

Use the Folder List to display the Outlook folders.

GET READY. LAUNCH Outlook if it is not already running.

1. Click the Folder List button in the Navigation Pane. The Folder List is displayed in the
upper area of the Navigation Pane.
2. Click the Calendar folder in the Folder List. The Calendar is displayed.
3. Click the Contacts folder in the Folder List. The Contacts folder is displayed.
4. Click the Folder List button again. Click the Deleted Items folder in the Folder List. The
Deleted Items folder is displayed. Any deleted Outlook items are stored here until this
folder is emptied.
5. Right-click the Deleted Items folder in the Folder List. Note the Empty Deleted Items
Folder option. Selecting this option permanently deletes these items.
6. Click the Inbox folder in the Folder List. By default, the Inbox folder contains any
e-mail messages you have received.
7. Click the Notes folder in the Folder List. The Notes folder is displayed.
8. Click the Tasks folder in the Folder List. The Tasks folder is displayed.
9. Click the Mail button in the Navigation Pane to return to Outlooks default view.
LEAVE Outlook open for the next project.
 Getting to Know Outlook 29

Proficiency Assessment

Project 1-3: Use Keyboard Shortcuts to View Outlook Features

The main Outlook features can be accessed by keyboard shortcuts. Use the shortcuts to display the
folders data.

GET READY. LAUNCH Outlook if it is not already running.

1. Identify the keyboard shortcuts used to display the Mail, Calendar, Contacts, Tasks,
Notes, and Folder List tools.
2. Use the keyboard shortcuts to display the Outlook features.
LEAVE Outlook open for the next project.

Project 1-4: Customize the To-Do Bar

Change the number of months and appointments displayed in the To-Do Bar.

GET READY. LAUNCH Outlook if it is not already running.

1. If necessary, click the Mail button in the Navigation Pane to display the mailbox and
verify that the To-Do Bar is displayed.
2. Display the options for Outlooks To-Do Bar.
3. Change the options to display two months and five appointments.
4. Return to the main Outlook window to see the changes in the To-Do Bar.
5. Display the options for Outlooks To-Do Bar again.
6. Change the options to the default values to display one month and three
appointments.
7. Return to the main Outlook window to see the changes in the To-Do Bar.
LEAVE Outlook open for the next project.

Mastery Assessment

Project 1-5: Identify the New Features in Outlook 2010

The People Pane discussed in this lesson is only one of many new features in Outlook 2010. Use
Microsoft Office Help to locate information about the various new features in Outlook 2010.

GET READY. LAUNCH Outlook if it is not already running.

1. Use Backstage view to access Microsoft Office Help.
2. Do a help search. Key Whats new in Microsoft Outlook 2010.
3. Read through the article to identify the new features that could affect how you use
Outlook 2010.
LEAVE Outlook open for the next project.

Project 1-6: Customize a List View

The columns in a list view can be added, deleted, and rearranged.

GET READY. LAUNCH Outlook if it is not already running.

1. Click the Tasks button in the Navigation Pane to display the To-Do List and verify that
the To-Do Bar is displayed.
2. Change to the Active view so that the tasks are shown as a list.
30 Lesson 1

3. Remove the Due Date and Folder columns.

4. Using the Show Columns dialog box, add the Sensitivity and Company columns to the
far left of the list.
5. Add the Reading Pane in the bottom position.
6. Collapse the Navigation Pane.
7. Remove the To-Do Bar.
8. Close Outlook. Start Outlook and use the Tasks keyboard shortcut to open the Task List.
The customized view should be displayed.
9. Reset the Active view to the default columns and restore the Navigation Pane and the
To-Do Bar.
CLOSE Outlook.

INTERNET READY you keep your e-mail private without requiring passwords or
a series of arcane gestures and dance steps? Use the Internet
Unfortunately, you might not be the only user
or Microsoft Office Outlook Help to investigate the different
on your computer. You might share your computer with a
options you can use to secure your Outlook communications.
coworker at the office or a family member at home. How can
 E-mail Basics 2
LESSON SKILL MATRIX
Skills Exam Objective Objective Number

Creating Messages Specify message content format. 2.1.2

Sending Messages Show or hide the From and Bcc fields. 2.1.3
Reading and Responding to Messages Save a message in an external format. 3.1.3
Formatting Messages Use formatting tools. 2.4.1
Apply styles. 2.4.2
Create styles. 2.4.3
Specify a message theme. 2.1.1
Create themes. 2.4.4
Use Paste Special. 2.4.5
Personalizing Messages Manage signatures. 3.4.1
Creating and Formatting Graphic Message Insert graphical elements. 2.3.1
Content Format graphical elements. 2.4.6
Insert a hyperlink. 2.3.2
Working with Attachments Attach external files. 2.5.2
Attach an Outlook item. 2.5.1
Save message attachments. 3.1.2
Print attachments. 1.5.1

KEY TERMS
attachment
AutoComplete
AutoPreview
character
clip art
crop
font
Format Painter
formatting attributes
hyperlink
Hypertext Markup
Language (HTML)
plain text
Quick Access Toolbar
Quick Styles
Rich Text Format (RTF)
signature
SmartArt graphics
style
subject
theme
31
32 Lesson 2

Mindy Martin and Jon Morris own and operate Resort Adventures, a luxury
resort. They stay busy throughout the day, and frequently work different shifts
to stay on top of the activities going on at different times. Sometimes, they
rely on e-mail to keep each other informed. Outlook is the perfect tool for
this task. Mindy and Jon also use Outlook to contact clients and create press
releases. Outlook 2010s new ability to format and enhance messages makes
it a great way to send professional and polished messages. In this lesson,
youll learn how to create, save, format, and print messages.

SOFTWARE ORIENTATION

Microsoft Outlooks Message Window

E-mail is the most frequently used Outlook component. The Message window, shown in Figure 2-1,
should be familiar to every Outlook user.

Figure 2-1 Quick Access Attach a file to

Toolbar this message
Outlook Message window
File tab
Add or create
Ribbon a signature

Click to send
message

Addressee

Send copy of
message to

Topic

Message area

Many of the elements in the Message window are familiar to you if you use Microsoft Word
2010. The editor used to create messages in Outlook is based on Microsoft Word 2010. Your
screen may vary if default settings have been changed or if other preferences have been set. Use
this figure as a reference throughout this lesson as well as the rest of this book.
 E-mail Basics 33

CREATING MESSAGES
Creating e-mail messages is probably the most common user activity in Outlook. Creating a
The Bottom Line simple e-mail message is not much harder than jotting a note on a Post-It. In this section,
youll create a basic e-mail message and specify its format.

Composing a Message
Microsoft Outlooks e-mail component is a full-featured composition tool that provides many
of the same functions found in Microsoft Word. Keying, copying, cutting, and deleting text
in an Outlook message are identical to the same functions in Microsoft Word 2010. The
AutoComplete function is another Word feature available in Outlook. It helps you quickly
enter the names of the months and days of the week. AutoComplete cannot be turned off in
Outlook 2010. In this exercise, you create a new e-mail message.

STEP BY STEP Compose a Message

GET READY. LAUNCH Outlook if it is not already running.

1. If necessary, click the Mail button in the Navigation Pane to display the Mail folder, as
shown in Figure 2-2.
WileyPLUS Extra! features an
online tutorial of this task.

Figure 2-2 Click to reply to a message

Click to forward a message
The InboxOutlooks
opening screen Click to
create
a new
Ribbon
message

Mail
button

Message list Reading Pane

2. Click the New E-mail button on the Home tab. The Message window is displayed, as
shown in Figure 2-1.

Take Note Throughout this chapter you will see information that appears in text within brackets, such as
[Press Enter] or [your e-mail address]. The information contained in the brackets is intended
to be directions for you rather than something you actually type word for word. It will instruct
you to perform an action or substitute text. Do not type the actual text that appears within
brackets.

3. Click the message area.

4. Press Enter twice to add a blank line.
5. Key Hi Jon, [press Enter twice].
34 Lesson 2

6. Key Blue Yonder Airlines is running a contest in January. The winner gets free round-
trip airfare to Cincinnati. Terry Crayton, a marketing assistant at Blue Yonder, asked if
we would be interested in offering a free weekend at Resort Adventures as part of the
prize. What do you think? [Press Enter twice.]
7. Key Let me know. [Press Enter twice.]
8. Key [your name]. [Press Enter.]
PAUSE. LEAVE the Outlook Message window open to use in the next exercise.

Regardless of the tool you use, the task of writing a message is the same. In normal business
correspondence, you would be more formal in addressing the correspondence. However, this
example is just a quick note between the partners at Resort Adventures.

Specifying Message Content Format

The most attractive e-mail messages contain formatted text. Formatting, including bullets, font
sizes, font colors, and bold text, can convey just the right impression. Microsoft Outlook can
send messages in Hypertext Markup Language (HTML), Rich Text Format (RTF), and plain
textformats described in Table 2-1. Because of its flexibility and the formatting options it
provides, HTML is the default format for the message you compose and send. However, not
all e-mail applications can display these effects. In this exercise, you will change the format for
a message to plain text.

Table 2-1 Format Description

Message Formats
HTML Hypertext Markup Language (HTML) is used by web browsers to
display information. HTML enables you to format text and insert items such
as horizontal lines, pictures, and animated graphics. Older and less robust
e-mail programs may not be able to display HTML.

RTF Rich Text Format (RTF) uses tags to format text. It can be read by most
word processors and newer e-mail programs, but it cant display animated
graphics and some web page formatting.

Plain text Plain text does not use any formatting. It can be read by all e-mail
programs. Without formatting, though, the impression you can convey in
your message is limited.

STEP BY STEP Select a Message Format

USE the message you created in the previous exercise.

1. OPEN Picture Signature in the data files for this lesson. Select the table containing the
picture and Mindy Martins contact information. Right-click the table and click Copy on
The Picture Sig- the shortcut menu. Close the Picture Signature document.
nature file is available 2. Select the text Mindy Martin in the message window that you opened in the previous
on the book companion exercise and right-click.
website or in WileyPLUS.
3. Click Paste on the shortcut menu. Mindys signature, including the picture of the
stained-glass window, is pasted into the message.
4. In the Subject field, key Plain Text Message.
5. Click the Format Text tab, as shown in Figure 2-3.
6. In the Format group, click Plain Text. The Microsoft Outlook Compatibility Checker
dialog box shown in Figure 2-3 is displayed. The items listed in the dialog box identify
the changes that will occur in this particular message.
 E-mail Basics 35

Figure 2-3 Format group Format Text tab

Formatted message and

Microsoft Outlook Compatibility
Checker dialog box

Items that
Image and will be affected
formatted by the change
text in a of format
table

2.1.2
How do you specify the plain
text format for an individual
7. Click the Continue button. The picture and formatting are removed from the message,
message?
as shown in Figure 2-4.

Figure 2-4
Message converted to plain
text format

Image and
formatted text
are replaced
with plain text
2.1.2
How do you specify the Rich
Text Format for an individual
message? PAUSE. LEAVE the Plain Text MessageMessage window open to use in the next exercise.

Take Note When you reply to a message, Outlook automatically uses the format of the received message as
the format for your reply. Thus if you receive a message in plain text, your reply will automati-
cally be sent in plain text.
36 Lesson 2

In the previous exercise, you saw how you can choose to use RTF or plain text for an individual
2.1.2 message. If you find that most of the people you need to send messages to cant read messages in
HTML format, you can change the default message format for all your outgoing messages. To
How do you specify HTML for change the default format, click the File tab to open Backstage view and select Options from the
an individual message? navigation pane. In the left navigation pane of the Outlook Options dialog box, select Mail. In
the Compose messages area, click the Compose messages in the format dropdown arrow and select
either Plain Text or RTF. Click OK to save your changes.

SENDING A MESSAGE
Sending an e-mail message is easier than addressing and mailing a letter. An e-mail message can
be sent to one or more recipients, resent if necessary, and saved for future reference. Table 2-2
The Bottom Line
describes the function of each element in the Message window. In this section, youll address a
message and send it. Youll then reopen the message, change the recipient, and resend it.

Table 2-2
Element Description
Message Window Elements
File tab Use the File tab to access common Outlook settings and options.

Quick Access Toolbar Use the Quick Access Toolbar to save, print, or undo your recent actions
NEW and redo your recent actions. The position and content of the Quick Access
to Office 2010 Toolbar can be customized.

Ribbon The Ribbon organizes commands into logical groups. The groups are placed
under tabs that focus on a particular activity. In the Message window, the
tabs include Message, Insert, Options, and Format Text. The content of the
Ribbon varies by the task. The Ribbon in the Message window contains
different options from the Ribbon in the Contact window.

To Key the name or e-mail address of the person or people who will receive
the message you are sending. To send the message to several addressees,
key a semicolon after a name before adding the next addressee.

Cc The Cc field is optional. You can send a message without entering anything
in the Cc field. Generally, you would use this to send a copy of the message
to individuals who you think should be informed about the message content
but from whom you dont expect any action.

Subject Key a brief description of the information in the message. The Subject
tells the recipient what the message is about and makes it easier to find the
message later.

Showing and Hiding the From and Bcc Fields

The Outlook message window contains four standard fields that you can use to create and
address your messages. However, there are two additional fields that you can use or hide as
needed: From and Bcc. These fields are hidden by default, but you can use the Options tab to
display them in the Message window.
Using the From field can be quite convenient when you use more than one e-mail account. For
example, you might use one account for work and a different one for personal messages.
The Bcc field enables you to send a blind copy to someone. You would use this to send a copy
of the message to an individual who should be informed about the messages content without
notifying the recipient(s) listed in the To and Cc fields. The Bcc field is different from the Cc field
in that no one else who receives the e-mail message knows that someone else received a blind
copy. In this exercise, youll turn on and off the From and Bcc fields.
 E-mail Basics 37

STEP BY STEP Show or Hide the From and Bcc Fields

USE the message you created in the previous exercise.

1. Click the Options tab. The Option tab displays the sending and delivery options as well
as many options you can use to customize the message.

Ref Youll learn more about Outlooks advanced messaging options in Lesson 3.

2. In the Show Fields group, click Bcc. The Bcc field appears in the Message window, as
shown in Figure 2-5.
3. In the Show Fields group, click From. The From field appears in the Message window,
as shown in Figure 2-5.

Figure 2-5 Click to toggle on

and off the From
Displaying the From
and Bcc fields
and Bcc fields

Click the From button

to select an alternate
email address
The Bcc field

4. In the Bcc field, key [your e-mail address].

Take Note Displaying and hiding the From and Bcc fields affects only the current Message window.

5. In the Show Fields group, click From. The From field is once again hidden from view.
2.1.3 PAUSE. LEAVE Outlook open to use in the next exercise.

How do you display or hide the

From and Bcc fields? Sending a Message
Addressing an e-mail message is similar to addressing a letter. In seconds, you can send an e-mail
message to one or more recipients. In this exercise, youll address an e-mail message and send it
to the recipient.

STEP BY STEP Send a Message

USE the message you worked on in the previous exercise.

1. Click the To field. Key someone@example.com or key [the e-mail address of a friend
or coworker]. To send the message to more than one recipient, key a semicolon (;),
and then key another e-mail address.
38 Lesson 2

2. Select the text in the Subject field. Key Blue Yonder Airlines contest and press Enter.
The message is now ready to send, as shown in Figure 2-6.

Troubleshooting The e-mail addresses used in this book are owned by Microsoft Corporation. Because they
are not real e-mail addresses, you will receive either an error message or a message thanking
you for using Microsoft products.

Figure 2-6
Message ready to be sent

Click to send
the message

Message

3. Click the Send button. The Message window closes, and the message is moved to the
Outbox.

Take Note If your computer is connected to the Internet, the message is sent to the addressee as soon as
you click the Send button. If your computer is not connected to the Internet, the message will
remain in the Outbox until you connect to the Internet and the message can be sent.

PAUSE. LEAVE Outlook open to use in the next exercise.

In the previous exercises, you used the Message window to compose and send an e-mail mes-
sage. If your computer has not been connected to the Internet since you started this lesson, the
message you sent will still be in the Outbox. Outgoing messages are moved to the Outbox when
you click the Send button. They are moved to the Sent Items folder when you connect to the
Internet and the messages are sent.

Resending a Message
Occasionally, you may want to resend a message. This commonly occurs when you want to send
the same message to additional recipients or the recipient has accidentally deleted the message
and needs another copy. In this exercise, youll resend the message that you just sent.

STEP BY STEP Resend a Message

USE the message you created in the previous exercise.

1. In the Navigation Pane, click the Sent Items folder. The e-mail messages you sent will
be listed as items in the Sent Items folder, as shown in Figure 2-7.
 E-mail Basics 39

Figure 2-7
Sent Items folder

Sent message in
the message list

Sent Items
folder selected

Troubleshooting If you havent been connected to the Internet and your message is still sitting in the Outbox,
click the Outbox folder instead of the Sent Items folder. Then continue with step 2.

2. In the list of items that have been sent, double-click the message you sent in the last
exercise. The message is displayed in a new window, as shown in Figure 2-8. The title
bar of the new window is the subject of the message.

Figure 2-8 Title bar matches the subject Actions button

Sent message

3. Click the Actions button in the Move group on the Home tab. Select the Resend
This Message option from the menu that appears. This opens the message in a new
window, which enables you to make modifications to the original message.
4. Click after the addressee in the To field. Key a semicolon (;) and an additional e-mail
address, as shown in Figure 2-9. For this exercise, use your e-mail address as the
addressee. By default in Outlook, someone who is listed as both a recipient in the To
field and the Bcc field will only receive the message once.
40 Lesson 2

Figure 2-9 Addressee added before

resending the message Original message window
Message ready to be resent

5. Click the Send button. The Message window closes, and the message is moved to the
Outbox. The message is sent when your computer is connected to the Internet.
6. Close the original Message window.
PAUSE. LEAVE Outlook open to use in the next exercise.

In the previous exercise, you resent a message. When you resend a message, you can delete the
original addressee, add new addressees, and edit the message content.

READING AND RESPONDING TO MESSAGES

When you receive an e-mail message, you naturally want to read it and, in many cases, send a
The Bottom Line reply. Outlook enables you to preview and reply to a message with a few mouse clicks. In this
section, youll preview and read a new e-mail message and flag it as a reminder for yourself.
Finally, youll reply to the message and then forward to a colleague.

Automatically Previewing Messages

If you return to your desk after a meeting to find 20 messages in your Inbox and another meet-
ing to attend in 5 minutes, it might be impossible to read all the messages and still get to the
meeting on time. In this exercise, you learn how to use AutoPreview to view the first three
lines of every message in the message list.

STEP BY STEP Automatically Previewing Messages

USE the message you created in the previous exercise.

1. In the Navigation Pane, click the Inbox folder. The Inbox is displayed.
2. On the View tab, click the Change View button. The available views for this folder
appear below the Current View group.
3. Select the Preview option. The Inbox folders layout changes: The Reading Pane
disappears, and the messages appear in a list format. Notice that the first three lines
of text in each unread message is displayed, as shown in Figure 2-10.
 E-mail Basics 41

Figure 2-10
AutoPreview messages

AutoPreview
displays the first
three lines of
the message

Take Note By default, AutoPreview only displays a preview of the unread messages. If you want to view all
messages this way, click the View Settings button and select Other Settings. In the AutoPreview
area of the Other Settings dialog box, select the Preview All Items option and then click OK
twice to close the dialog boxes.

4. On the View tab, click the Change View button. Select Compact from the available
views. This turns off the AutoPreview function and returns to the default view.
PAUSE. LEAVE Outlook open to use in the next exercise.

AutoPreview requires more space in the message list. Therefore, you probably want to turn off
the feature most of the time.

Sending a Reply to a Message

Not every message is going to require a reply, but many messages do need a response of some
type. When you use the Reply function, your response is automatically addressed to the person
who sent the message to you. In this exercise, youll send a reply to a message.

STEP BY STEP Send a Reply to a Message

USE the message you received when you sent a message to yourself in a previous
exercise.
1. In the Inbox, click the message with the subject Blue Yonder Airlines contest. The
message is selected and a preview appears in the Reading Pane.
2. Click the Reply button on the Home tab. The message is displayed in a new window,
as shown in Figure 2-11. Note that the To and Subject fields are already filled and the
contents of the original message are included at the bottom of the window. They are
sent as part of the reply.

Take Note In the Subject field, the text RE: was inserted before the original subject line. RE:, which
stands for regarding, tells the recipient that the message is a reply about the Blue Yonder
Airlines contest topic.
42 Lesson 2

Figure 2-11 To and Subject fields are filled automatically

Replying to a message
you received

Keep your response

above the original
message
Original message is
included in a reply

Another Way
If you want to send
a reply to everyone who received
an e-mail message, you can
click the Reply All button on
the Home tab.

Take Note Before responding to a message, check the To line to ensure that you did not reply to all message
recipients if you intended to reply to the sender only.

3. Key The contest could be a good idea. Lets set up a meeting.

4. Click the Send button. The Message window closes, and the reply is moved to the
Outbox. The message is sent when your computer is connected to the Internet.
PAUSE. LEAVE Outlook open to use in the next exercise.

When a reply has been sent, the icon next to the original message is changed. An arrow pointing
left, as shown in Figure 2-12, indicates that you replied to the message. When you view the main
Outlook window, this icon tells you which messages you have answered.

Figure 2-12
Icon indicating that a reply
was sent

Icon indicates
youve sent a
reply

Forwarding a Message
Occasionally, you receive a message that should be sent to additional people. Outlooks Forward
function is a quick method of sending the message to additional people without re-creating the
original message. In this exercise, youll forward a message to a colleague.
 E-mail Basics 43

STEP BY STEP Forwarding a Message

USE the message you received when you sent a message to yourself in a previous
exercise.
1. In the Inbox, click the message with the subject Blue Yonder Airlines contest. The
message is selected.
2. Click the Forward button on the Home tab. The message is displayed in a new window,
as shown in Figure 2-13. The original message is included at the bottom of the
window.

Take Note Note that the Subject field is already filled. In the Subject field, the text FW: has been inserted
before the original subject line. FW: tells the recipient that the message has been forwarded by
the sender.

3. In the To field, key someone@example.com.

4. Click the message area above the original message. Key What is the value of the
airfare and weekend at Resort Adventures?
5. [Press Enter.] Key [your name].

Figure 2-13 Subject field filled automatically

Forwarding a message you
received

Key text above

the original
message

Original
message
is included

6. Click the Send button. The Message window closes, and the message is moved to the
Outbox. The message is sent when your computer is connected to the Internet.
PAUSE. LEAVE Outlook open to use in the next exercise.

When a message has been forwarded, the icon next to the original message is changed. An arrow
pointing right, as shown in Figure 2-14, indicates that you forwarded the message.

Figure 2-14
Icon indicating the message
was forwarded Forwarded
message
44 Lesson 2

Printing an E-mail Message

In Outlook 2010, each message is actually a document. As with any other documents you create or
receive, you might want to have a hard copy of the information. You can use the tools on the Print
page in Backstage view to preview and print the selected message. The Print page includes a preview
pane that shows you how the message will look when printed so that you can make any necessary
changes before sending it to the printer. The Print page also contains the various printing options
you can select, such as the number of copies and the range of pages to print. You can choose printing
options each time or simply print using the default options. In this exercise, youll print a message.

STEP BY STEP Print an E-mail Message

Troubleshooting Before printing your document, you will need to make sure you have selected a printer.
If your computer is already set up to print, you will not need to complete step 5 of this
exercise.

USE the message you created in the previous exercises.

1. In the Inbox, click the message with the subject Blue Yonder Airlines contest. The
message is selected.
2. Click the File tab to open the Backstage view and click the Print option in the navigation
pane. The preview pane appears on the right of the page, as shown in Figure 2-15.

Figure 2-15 Click to print message using the current settings Preview of the selected message

Printing a message

Click
to select
a printer

Click to see
additional
settings
Message
printing
styles

Cursor becomes a magnifying glass

Take Note Memo Style is the default style for printing messages. If you want to print the message list for
the current folder, you can click Table Style.

3. Move the pointer over the document preview and notice that it changes to a
magnifying glass, as shown in Figure 2-15.
4. Click the document to zoom in to 100% and again to zoom out to 50%.
5. Click the Printer button to display a list of available printers. Select the printer you
want to use from the list.

Troubleshooting You may need to set up a new printer before you can proceed.
 E-mail Basics 45

6. Click the Print Options button to display the Print dialog box, as shown in Figure 2-16.
Notice the available printing options.

Figure 2-16
Print dialog box

Another Way
If you already have
a printer selected, you can sim-
ply click the large Print button
to print the message using the
default settings.

7. In the copies area, click the upward-pointing arrow next to the Number of copies box
to change it to 2.
8. Click Print to print two copies of the letter.
PAUSE. LEAVE Outlook open to use in the next exercise.

You chose to print two copies of the message in this activity. If the message were longer, you
could have chosen other options, such as printing a range of pages, collating the pages, or print-
ing multiple pages per sheet.

Ref You will learn more about printing multiple messages in Lesson 3.

Saving a Message in an External Format

Outlook stores a copy of every message you write or receive in one of its folders until you delete
it. Saving messages in Outlooks folder structure in Outlook Message Format is often all you need.
However, if you need a message available in a different format, you can choose to save it as a .txt
file or as a fully formatted .html file. In this exercise, youll save a copy of a message as a text file.

STEP BY STEP Save a Message in an External Format

USE the message you created in the previous exercises.

1. Click the File tab to open the Backstage view and then click Save As. The Save As
dialog box is displayed, showing the Documents folder.
2. Navigate to the Outlook Lesson 2 folder. You can also choose a folder in which to store
the file from the folder list.

Take Note To create a new folder in the folder list to store your message, click the New Folder button in the
menu bar.

Another Way 3. In the Save As type box, click the downward-pointing arrow and choose Text Only.
You can also choose
4. In the File Name box, key Sample Saved Message.
any of the other types listed. If
the message is in the default 5. Click Save to close the dialog box and save the document.
HTML format, saving it as an 6. Close the message window.
HTML document will also be a PAUSE. LEAVE Outlook open to use in the next exercise.
choice.
46 Lesson 2

You can save a message as a file to a folder on your hard drive, a network location, a CD, the
3.1.3 desktop, or another storage location. You just saved the message letter you created as a .txt file.
If you had chosen Outlook Message Format in the Save as type box, the message would be stored
How do you save a message as a functioning Outlook message, which means that when you open the file it opens as a fully
in an external format? functioning message window, complete with all the normal options.

FORMATTING MESSAGES
Your e-mail messages convey an image about you and your business. In order to present the best
image to clients and business contacts, the best business communications are as eye-catching
The Bottom Line
and polished as possible. Outlook provides many ways to format the text in your message so as
to improve the appearance of your e-mail communications. Outlook includes most of the same
formatting and spellchecking tools that are available in Microsoft Word 2010. In this section,
youll format messages using Outlooks formatting tools, themes, and styles.

SOFTWARE ORIENTATION

Formatting Outlook Messages

As you learn to format messages, it is important to become familiar with the tools you will use.
The Format Text tab displayed in Figure 2-17 contains the formatting commands that you will
use to enhance the appearance of the messages you create.

Figure 2-17 Character Paragraph Quick

Message windows Format formatting tools formatting tools Styles
Text tab
Format
Painter
button

You will use commands from every group on the Format Text tab as you learn to apply format-
ting to text, copy formatting, and apply styles and themes.

Using Formatting Tools

Microsoft has a variety of fonts and font sizes to help you communicate your intended message,
whether it is casual for your personal life or formal for the workplace. In addition to changing
the font and font size, you can apply special formatting attributes, such as bold or italic, to
characters within your text to give them special emphasis. A character can be a letter, number,
punctuation mark, or symbol. In this exercise, youll use Outlooks formatting tools to enhance
the appearance of a message.
You can use the Format Painter to copy formats, including font, font size, font style, font
color, alignment, indentation, number formats, borders, and shading. To copy formatting from
one location to another, select the text that has the formatting you want to copy. Click Format
Painter in the Clipboard group. The mouse pointer turns into a white plus sign with the paint-
brush beside it. Drag the mouse pointer across the text you want to format.
To copy formatting to several locations, double-click the Format Painter button, and then drag
the mouse pointer across each text item you want to format. When youre done, click the Format
Painter again or press Esc to turn off the Format Painter.
 E-mail Basics 47

STEP BY STEP Use Formatting Tools

GET READY. LAUNCH Outlook if it is not already running.

1. If necessary, click the Mail button in the Navigation Pane to display the Mail folder.
2. Click the New E-mail button on the Home tab. The Message window is displayed, as
shown in Figure 2-1.
The Promotional 3. Open the Promotional Flyer document in the data files for this lesson and select the
Flyer file is available on text. Right-click and click Copy on the shortcut menu.
the book companion 4. Back in Outlook, right-click the message area.
website or in WileyPLUS.
5. Click Paste on the shortcut menu. The text of the Promotional Flyer is pasted into the
message.
6. Select all the text in the message area.
7. Click the Format Text tab to display the Font group, as shown in Figure 2-18.

Figure 2-18 Strikethrough

The Font group Grow Font
Font Size Shrink Font
Font Change Case

Clear Formatting
Bold Font Color

Italic Dialog Box Launcher

Underline Text Highlight Color
Subscript Superscript

Another Way 8. In the Font group click the dialog box launcher. The Font dialog box appears.
You can also access 9. Click ++Body in the selection pane under the Font box. Press the down arrow to scroll
the Font dialog box from the Ba- through the list to select Verdana, as shown in Figure 2-19. Notice that the Preview
sic Text group on the Home tab. area displays how your selected text will look with each font selected.

Figure 2-19 Dialog box Font

launcher box
The Font dialog box

Another Way
You can also click
the Font arrow button on the
ribbon to open a menu that
you can use to change the font Sample of the font
of the selected text. applied to the
selected text
Another Way
You could also key
the name of the
font in the Font box. 10. Click OK to close the dialog box.
48 Lesson 2

11. Select the first sentence in the message area (be sure to select both lines). Click the
Another Way Font Size arrow in the Font group and select 36. The text size changes to 36.
You can also use
12. With the text still selected, click the Font Size box and key 22 and press Enter. The text
the keyboard to apply bold.
size shrinks considerably.
Select text and press Ctrl1B.
13. With the text still selected, click the Grow Font button three times and then the Shrink
Another Way Font button one time. The text is now resized to 26.
You can also use 14. With the text still selected, click the Font Color arrow and select Blue, Accent 1, Darker
the keyboard to apply Underline. 25% from the gallery that appears. The text changes to medium blue color.
Select text and press Ctrl1U. 15. Select the text Resort Adventures near the bottom of the message and click Bold. The
text is made bold to draw more attention to it.
Another Way 16. Select the web address at the bottom of the message and click Underline.
You can also use
17. Select the text The Zipper and click Italic.
the keyboard to apply italics.
Select text and press Ctrl1I. 18. Select the text Resort and click the Format Painter button in the Clipboard group. The
formatting details are stored in the clipboard.
Another Way 19. Click one of the zeros in 2,500 in the main paragraph. The text 500 becomes bold, but
The Format Painter the rest of the number doesnt. The Format Painter applies the format to the entire
is available on the Mini toolbar word, but because there is a comma in this number, Format Painter interprets it as two
as well as in the Clipboard group. different words.
20. Click the Format Painter button again and this time click and drag the cursor across the
Another Way entire number 2,500. The format is applied to the entire number.
You can use the 21. In the Subject field, key Come Fly with Us, as shown in Figure 2-20.
Format Painter to change
multiple selections. With the
source formatting selected,
double-click the Format Painter
button. You can click any text
to change it. Double-click to
turn off the Format Painter.
Figure 2-20 Format Text tab
A formatted message

PAUSE. LEAVE the Outlook Message window open to use in the next exercise.
 E-mail Basics 49

The font group in the Format Text tab contains the Font menu for changing the font, and the
Font Size menu for changing its size. You can also access these commands on the Mini toolbar.
2.4.1 Table 2-3 provides extra information about each character formatting tool.
How do you use formatting
tools in Outlook?

Table 2-3
Button Example Description
Formatting Tools
Bold Sample bold text Emphasis formatting attribute that makes the selected text look
darker and thicker.

Change Hello world The Change Case menu in the Font group has five options for
Capitalization hello world changing the capitalization of text.
HELLO WORLD
Hello World
hELLO wORLD

Font Calibri A font is a set of characters that have the same design. Each
Times New Roman font has a unique name.
Comic Sans

Font Color Sample font color Changes the color of the selected text. Click the down arrow
next to the button to select a different font color.

Font Size Size 8 Font sizes are measured in points. Point sizes refer to the height
Size 10 of text characters, with one point equaling approx. 1/72 of an
Size 12 inch.

Grow Font Grow Click the Grow Font button to increase the size of the selected
Grow text by one increment.
Grow
Italic Sample italic text Emphasis formatting attribute the makes the selected text look
lighter and tilted to the right.

Shrink Font Shrink Click the Shrink Font button to decrease the size of the selected
Shrink text by one increment.
Shrink

Strikethrough Sample Emphasis formatting attribute that places a line through the
strikethrough center of the selected text.
text

Subscript Sample1 subscript Emphasis formatting attribute that places the selected text just
below the line of the surrounding text.

Superscript Sample2 superscript Emphasis formatting attribute that places the selected text just
above the line of the surrounding text.

Text Highlight Sample highlight Use the Text Highlight Color button in the Font group to highlight
text, making it look as if it was marked with a highlighting pen.
Click the down arrow next to the button to select a different
highlight color. To remove highlighting select the highlighted text
and choose No Color from the menu.

Underline Sample underlined Emphasis formatting attribute that places an underline beneath
text the selected text. You can select the style and thickness of the
line by click the Underline button arrow.

Clear Sample Removes all formatting from the selected text.

Formatting unformatted text
50 Lesson 2

Formatting Paragraphs
Depending on the type of information you want to convey in your message, you might want
to apply paragraph formatting to make your message more understandable. Outlook contains
a number of tools that you can use to change the appearance of paragraphs. You can change
alignment and line spacing, create numbered and bulleted lists, sort paragraphs, and use shading
and borders. To apply paragraph formatting, place the insertion point anywhere in a paragraph.
Outlook will apply the formatting you chose to the entire paragraph. In this exercise, you will
try out the different paragraph formatting options.

STEP BY STEP Format Paragraphs

USE the message you created in the previous exercise.

1. If necessary, open the Come Fly with Us message that you worked on in the previous
exercise and click the Format Text tab to display the Paragraph group, as shown in
Figure 2-21.

Figure 2-21 Multilevel List

The Paragraph group
Numbering Decrease List Level

Bullets Increase List Level

Alignment options Paragraph Spacing

Shading Dialog box launcher

Bottom Border Show/Hide

Sort

2. Click the Show/Hide button in the Paragraph group of the Format Text tab. The
paragraph symbol () appears at the end of each paragraph.
3. Select the paragraph symbol () at the end of the first line and press Delete. Press
Spacebar. The first sentence becomes one paragraph.
4. Click anywhere in the first paragraph and click the Paragraph group dialog box
launcher. The Paragraph dialog box is displayed, as shown in Figure 2-22.

Figure 2-22
The Paragraph dialog box
 E-mail Basics 51

5. In the After box in the Spacing area, key 18. Click OK to close the dialog box. The
spacing between the first paragraph and the second paragraph is increased.
6. Click the Align Center button in the Paragraph group of the Format Text tab. The
paragraph where the insertion point is located is centered at the top of the message.
7. Click the Shading button arrow and select Dark Blue. Dark blue shading appears
behind the main paragraph. Notice that the font color automatically changes to white
to make text more readable.
8. Click the Shading button arrow again and select Olive Green, Accent 3, Lighter 40%.
Since youve applied a lighter shading option, the font color automatically changes
back to black to make text more readable.
9. Select the last three rows of text and click Align Right.
10. Click anywhere in the text Resort Adventures and click the Borders button arrow.
A menu of border styles is displayed.
11. Click the Top Border button in the menu. A thin line appears above the text. Your
message should look like the one in Figure 2-23.

Figure 2-23
Shading and aligning
paragraphs

Centered
text

Paragraph
shaded
Right-aligned
Top border
text
applied

PAUSE. LEAVE the Outlook Message window open to use in the next exercise.

Applying Styles to a Message

Although formatting your messages makes them more appealing, it can also be time consuming.
You can save time by selecting a style from Outlooks Quick Style gallery. A style is a set of for-
matting attributes that you can apply to text more easily than setting each formatting attribute
individually. Quick Styles are predefined formats that you can apply to your document to
instantly change its look and feel. Outlook eliminates the guesswork by allowing you to preview
the formatting changes in your message before you commit to a style. In this exercise, you will
apply Quick Styles to a message.

STEP BY STEP Apply Styles to a Message

USE the message you created in the previous exercise.

1. If necessary, open the Come Fly with Us message that you worked on in the previous
exercise and click the Format Text tab to display the Styles group, as shown in Figure 2-17.
2. Click anywhere in the first sentence and click the More button in the Styles group to
display the Quick Styles gallery, as shown in Figure 2-24.
52 Lesson 2

Figure 2-24
Quick Styles gallery

Quick
Styles
gallery

Paragraph
shaded

3. Place your pointer over any choice on the Styles Set menu and notice that your
document changes to show you a preview of that style.
4. Click Title. The text changes font, color, and alignment to reflect the Title style.
5. Select the body paragraph that begins The views are spectacular... Click the More
button to open the Quick Styles gallery again.
6. Place your pointer over any thumbnail in the gallery and notice that the paragraph
changes to show you a preview of that style.

Take Note You will notice that some of the thumbnails remove the background formatting and some do
not. When you select a paragraph style, all the previous formatting for the paragraph is replaced
with the new style.

7. Click the Quote thumbnail. Notice that style is applied to the paragraph you selected.
Your message should look similar to Figure 2-25.

Figure 2-25
Message formatted with
Quick Styles
 E-mail Basics 53

8. Click the Change Styles button in the Styles group. Point to Style Set and point to each
of the Style Sets listed. Notice that the formatting of the entire message changes to
reflect the style set.
9. Click on Traditional. The message changes to reflect the Traditional styles, as shown in
Figure 2-26.

Figure 2-26
Message formatted
with a Style Set

PAUSE. LEAVE the Outlook Message window open to use in the next exercise.
2.4.2
How do you apply Quick
There are two kinds of Quick Stylesparagraph styles and character styles. A paragraph mark to
Styles to a message? the right of the styles name denotes a style created for paragraphs. When you choose paragraph
styles, the formats are applied to all the text in the paragraph in which your insertion point is
located, whether or not you have it all selected.
Character styles have the lowercase letter a beside them. Character styles are applied to indi-
vidual characters you have selected within a paragraph rather than affecting the entire paragraph.
Style Sets are collections of Quick Style formats that go well together. When you select a Style
Set from the Change Styles button, the entire message is changed to reflect the combination of
styles in the set.

Creating Styles
Outlook allows you to create custom styles that you can save to the Styles list. You can then
apply the custom style to future messages. You can also modify Quick Styles to suit your needs.
In this exercise, youll create a custom style.

STEP BY STEP Create Styles

USE the message you created in the previous exercise.

1. If necessary, open the Come Fly with Us message that you worked on in the previous
exercise and click the Format Text tab to display the Styles group (refer to Figure 2-17).
2. Select the text Mountain Ridge, OH 64289. Click the dialog box launcher for the Styles
group. The Styles list is displayed as a floating box in the Message window.
54 Lesson 2

3. Click the top of the Styles list and drag it to the left edge of the message window. The
Styles list is docked to the side of the message, as shown in Figure 2-27.

Figure 2-27
Docked Styles list

Styles
list

4. Click the Subtle Emphasis style. The style is applied to the selected text.
5. Click the arrow to the right of Subtle Emphasis to display the shortcut menu. Click
Modify. The Modify Style dialog box appears, as shown in Figure 2-28.

Figure 2-28
Modify Style dialog box

6. Click the Bold button in the dialog box. Click the Font Color down arrow and click Dark
Blue, Text 2, Lighter 60% in the standard colors section. Notice that the preview in the
dialog box changes.
7. Click OK to apply your changes and close the dialog box. The appearance of the
selected text changes.
8. Select the text Resort Adventures. Click the Italic button in the Font group.
9. Click the Font down arrow and select Cooper Std Black. Click the Font Color down
arrow and select Dark Blue.
10. Click the Increase Font button twice to change the font size to 14.
11. Click the More button is the Styles group. Select Save Selection as a new Quick Style.
The Create New Style from Formatting dialog box opens, as shown in Figure 2-29.
 E-mail Basics 55

Figure 2-29
Create New Style from
Formatting dialog box

2.4.3 12. Key Resort Adventures in the Name box and click OK. The Resort Adventures style is
displayed in the Styles list, as shown in Figure 2-30.
How do you create a
new style?

Figure 2-30
Creating a custom style

New style
added to
the list

13. Close the Come Fly with Us message window. Be sure to allow Outlook to save a copy
of the message.
PAUSE. LEAVE Outlook open to use in the next exercise.

You just learned that the Modify Style dialog box has basic formatting commands like the Font
menu; Font Size menu; Bold, Italic, and Underline buttons; and Font Color menu. When you
modify paragraph fonts you can also change alignment indents and spacing.

Applying a Message Theme

Message themes are another way to quickly change the overall design of your document using
formatting choices that are predefined in Outlook. A theme is a predefined set of colors, fonts,
and lines that can be applied to an entire message. Outlook contains the same collection of
themes that are available in the rest of Microsoft Office. You can apply an entire theme to your
message or choose from a variety of theme fonts, colors, and effects. In this exercise, youll use a
theme to format an e-mail message.
56 Lesson 2

STEP BY STEP Apply a Message Theme

USE the message you created in the previous exercise.

1. Click Drafts in the Navigation Pane. Double-click the Come Fly with Us message
that you worked on in the previous exercise and click the Options tab to display the
Themes group, as shown in Figure 2-31.

Figure 2-31
The Themes group

2. In the Themes group, click Page Color. The Page Color gallery is displayed.
3. Select the Tan, Accent 2 color from the Theme colors area.
4. In the Themes group, click Themes as shown in Figure 2-32.

Figure 2-32
The Themes gallery

2.1.1
How do you apply a theme
to a message?

5. Place your pointer over any built-in theme and notice that the document changes to
show you a preview of that theme.
6. Click Executive. The colors, fonts, and effects for that theme are applied to your
message. Notice that the text Resort Adventures does not change because it uses a
custom style.
PAUSE. LEAVE the Outlook Message window open to use in the next exercise.

Creating a New Theme

Although you used a theme to change the overall design of the entire message, you can also
change individual elements by using the Theme Colors, Theme Fonts, and Theme Effects but-
tons. If you make any changes to the colors, fonts, or effects of the current theme, you can save
it as a custom message theme and then apply it to other messages.
 E-mail Basics 57

STEP BY STEP Create a New Theme

USE the message you created in the previous exercise.

1. If necessary, open the Come Fly with Us message that you worked on in the previous
exercise and click the Options tab to display the Themes group.
2. In the Themes group, click Theme Fonts as shown in Figure 2-33.

Figure 2-33
The Theme Fonts gallery

3. Place your pointer over any of the theme fonts and notice that the document changes
to show you a preview of that theme.
4. Click the Concourse theme font. The fonts for that theme are applied to your message.
5. In the Themes group, click Theme Colors as shown in Figure 2-34.

Figure 2-34
The Theme Colors gallery
58 Lesson 2

6. Click the Metro theme color. The colors for that theme are applied to your message.
7. In the Themes group, click Themes. Click the Save Current Theme option at the bottom
of the Themes gallery. The Save Current Theme window is displayed with the text
Theme1 already displayed in the File name box, as shown in Figure 2-35.

Figure 2-35
The Save Current
Theme window

2.4.4
How do you create a
custom theme?

8. In the File name box, select the existing text and key Resort Adventures. Click Save.
9. In the Themes group, click Themes. The new custom theme appears in the Custom
area of the Themes gallery, as shown in Figure 2-36.

Figure 2-36
The Resort Adventures theme
displayed in the Themes gallery

New theme
added to
the gallery

PAUSE. LEAVE the Outlook Message window open to use in the next exercise.

Take Note You can share your custom theme throughout all Office programs, so all of your Office docu-
ments can have the same look and feel.

Document themes can contain the following elements:

Theme colors contain four text and background colors, six accent colors, and two hyperlink colors.
Click the Theme Colors button to change the colors for the current theme (refer to Figure 2-34).
 E-mail Basics 59

Theme fonts contain a heading font and a body text font. Click the Theme Fonts button to
change the fonts for the current theme (refer to Figure 2-33).
Theme effects are sets of lines and fill effects. Click the Theme Effects button to change the
effects for the current theme (refer to Figure 2-37).

Figure 2-37
The Theme Effects gallery

Using Paste Special

When you copy something from one source and paste it into an Outlook message, Outlook
assumes you want to keep the source formatting. Sometimes this formatting works with your
existing formatting, but often the pasted text clashes with the existing message. You can use the
Paste Special feature to have more control over how the text appears. In this exercise, youll use
the Paste Special feature to copy and paste text into your message.

STEP BY STEP Use Paste Special

USE the message you created in the previous exercise.

1. If necessary, open the Come Fly with Us message that you worked on in the previous
exercise and click the Home tab to display the Clipboard group.
2. Place the insertion point at the end of the main paragraph in the message. Press Enter
twice to add some space between the paragraph and the horizontal line.
The Zipper Rates file 3. In your Internet browser, open the Zipper Rates web page document in the data files
is available on the book for this lesson.
companion website or in 4. Scroll down the web page. Select the text Some Highlights You Could Experience: and
WileyPLUS. the bulleted list that follows. Press Ctrl1C, which is the keyboard shortcut for the Copy
command.

Take Note The Ctrl1C keyboard shortcut is a powerful tool. Using the shortcut allows you to copy text
in almost any application and then paste it (by using the Paste button or the keyboard shortcut
Ctrl1V) into Outlook.

5. Back in Outlook, click the message area one line below the main paragraph.
6. In the Clipboard group, click the Paste button. The copied text is pasted into the
message using the original formatting from the web page and the Paste Options
button appears at the end of the text. In this case, the new text does not match the text
in the original message, as shown in Figure 2-38.
60 Lesson 2

Figure 2-38
Pasting into a message

The
pasted
text

The Paste Options button

7. Click the Undo button. In the Clipboard group, click the Paste down arrow. The Paste
Options are listed beneath the Paste button, as shown in Figure 2-39.

Figure 2-39 Click to keep the text only

The Paste Options

Click to keep the

original formatting

Click to allow Outlook Paste Special

to attempt to merge the source
and destination formatting

8. Select Paste Special. The Paste Special dialog box is displayed, as shown in Figure 2-40.

Figure 2-40
Paste Special dialog box
Inserts only the
unformatted text
 E-mail Basics 61

9. Select Unformatted Text and click OK. The dialog box closes and the text is pasted into
Another Way the message without any formatting. Click the Format Text tab.
You can also paste
10. Select the text Some Highlights You Could Experience: and select Heading 1 from the
unformatted text by clicking the
Style gallery in the Styles group to apply the Heading 1 Quick Style to just this text
Paste Options button and select-
selection.
ing the Keep Text Only option.
11. Select the pasted list under the heading. Click the Bullets button in the Paragraph
group. The new text is bulleted as it was in the browser window.
2.4.5 12. Click the More button to open the Style gallery. Select Emphasis from the Style
gallery to give the bulleted items a style that blends well with the rest of the
message.
How would you use the
Paste Special dialog box to 13. Click the Bullets down arrow and select the large circle from the Bullet Library to
paste unformatted text into a change the bullets in the list, as shown in Figure 2-41.
message?

Figure 2-41
Formatting the pasted text

14. In the To field, key [your e-mail address].

15. Close the Come Fly with Us Message window. Be sure to allow Outlook to save a
copy of the message.
PAUSE. LEAVE Outlook open to use in the next exercise.

PERSONALIZING MESSAGES
You can personalize your messages in many ways. Formatting, colors, and images probably come
The Bottom Line
to mind first. However, the signature is one of the most useful places to personalize your mes-
sages. In this section, youll create a personal signature and attach it to a message. Youll also look
into attaching your personal signature to all outgoing messages.

Creating a Personal Signature

A signature is text or images that Outlook automatically places at the end of your outgoing
messages. A signature can be as fancy or as plain as you like. In this exercise, youll create a per-
sonal signature.
62 Lesson 2

STEP BY STEP Create a Personal Signature

GET READY. LAUNCH Outlook if it is not already running.

1. If necessary, click the Mail button in the Navigation Pane to display the Mail folder.
2. Click the New E-mail button on the Home tab. The Message window is displayed.
3. Click the Signature button in the Include group on the Ribbon. In the dropdown list,
click Signatures. The Signatures and Stationery dialog box is displayed, as shown in
Figure 2-42.

Take Note If you share your e-mail account with other users or if additional Outlook profiles have been
created, signatures created by other users may be listed in the Signatures and Stationery dialog
box.

Figure 2-42
Signatures and Stationery
dialog box

4. Click the New button to create a new signature. The New Signature dialog box is
displayed, as shown in Figure 2-43.

Figure 2-43
New Signature dialog box

5. To name the new signature, key Lesson 2 into the Type a name for this signature field.
Click OK. The New Signature dialog box is closed, and Lesson 2 is highlighted in the
Select Signature To Edit list box.
6. Click in the empty Edit signature box. Any changes you make here are applied to the
selected Lesson 2 signature. If additional signatures were listed, you could select a
different signature and make changes to it.
7. Key [your name]. [Press Enter.]
Key [your title]. [Press Enter.]
Key [your e-mail address]. [Press Enter twice.]
Key [the name of your company]. [Press Enter.]
Key [the web address of your company]. [Press Enter.]
If you do not have a title, company, or company website, key the information that
applies to you.
8. Select all the text in the signature. In the toolbar above the Edit Signature box, click
the Font dropdown box arrow and select Arial from the list.
9. In the Font Size box on the toolbar, key 10. Click the Font Color dropdown box arrow (the
current selection is Automatic) to open a palette of Font colors, as shown in Figure 2-44.
 E-mail Basics 63

Figure 2-44 Font size Font color

Editing a signature

Font
name

Color
palette

10. Select the color Blue.

11. Click in the Edit Signature box to deselect the text. Now select just your name in the
Edit Signature box. Click Bold and Italic to apply those formatting attributes to the
selected text. Change the font size to 12, as shown in Figure 2-45.

Figure 2-45
New signature

12. Verify that (none) is still selected in the New Messages and Replies/Forwards fields.
Click OK. The dialog box is closed, and the signature is saved. Close the Message
window.
PAUSE. LEAVE Outlook open to use in the next exercise.

Ref You can find more information on creating signatures in Lesson 7.

Although you can include images and more complicated formatting, the formatting you can do
in the Signatures and Stationery dialog box is limited. For example, you cant resize an image in
the Signatures and Stationery dialog box. However, you can open a new message, use the for-
matting tools in the new Message window to create a signature you like, cut the signature, and
paste it into the Signatures and Stationery dialog box as a new signature.

Adding a Signature to a Single Message

You can choose to add a signature to an individual message. This enables you to create and use
more than one signature.
64 Lesson 2

STEP BY STEP Add a Signature to a Single Message

GET READY. LAUNCH Outlook if it is not already running.

1. If necessary, click the Mail button in the Navigation Pane to display the Mail folder.
2. Click the New E-mail button on the Home tab. The Message window is displayed.
3. In the message area, key Im testing my new signature. Press Enter twice.
4. In the Include group on the Ribbon, click Signature. In the dropdown list, select
Lesson 2. The signature is inserted into the message, as shown in Figure 2-46.

Figure 2-46
Message using the
new signature

5. Click the To field and key your e-mail address.

6. Click the Subject field and key Testing signature in a single message. Click the Send
button.
7. If the message has not been received, click the Send/Receive All Folders button.
8. Click the message in the message list. Click the File tab and select the Save As option.
The Save As dialog box is displayed.
9. Navigate to folder where you want to save the file and click the Save button. The
message is saved as Testing signature in a single message.htm.
PAUSE. LEAVE Outlook open to use in the next exercise.

Troubleshooting If formatting has been applied to your e-mail messages or other signatures, the same formatting
may be applied to the signature as you key the text. You can change the formatting after you
key the signature.

You might want to create several signatures. This enables you to select the signature to match the
message. When you send a personal message, use a signature that includes a picture from your
favorite sport or a photo of your new puppy. When you send a business message, use a signature
that includes your business information.

Adding a Signature to All Outgoing Messages

If you primarily use your e-mail account for the same type of e-mail (business or personal), you
can select a signature that is automatically inserted into every outgoing message. This gives you
a quick, consistent way to insert your signature.
 E-mail Basics 65

STEP BY STEP Add a Signature to All Outgoing Messages

GET READY. LAUNCH Outlook if it is not already running.

1. If necessary, click the Mail button in the Navigation Pane to display the Mail folder.
2. Click the New E-mail button on the Home tab. The Message window is displayed.
3. Click the Signature button in the Include group on the Ribbon. In the dropdown list,
click Signatures. The Signatures and Stationery window is displayed.
3.4.1 4. In the New Messages field, select Lesson 2, if necessary. Click OK. The Lesson 2
signature will automatically be added to every outgoing message. Close the message
How do you manage window.
signatures? PAUSE. LEAVE Outlook open to use in the next exercise.

Even if you use your e-mail account to send business and personal messages, you can save time
by automatically adding a signature. When the automatic signature isnt appropriate, delete it
from the message and insert the correct signature.

CREATING AND FORMATTING GRAPHIC MESSAGE CONTENT

Adding a chart, picture, or other illustration to a message captures attention and immediately
The Bottom Line portrays an idea of what the worksheet is all about. In this section, youll add hyperlinks and
graphics to a message.

SOFTWARE ORIENTATION

The Insert Tab

Microsoft Office includes a gallery of media images you can insert into worksheets such as
pictures, clip art, shapes, and SmartArt graphics. You can also insert external picture files. The
insert tab, shown in Figure 2-47, contains a group of features that you can use to add graphics
to your document. The Illustrations group has options for several types of graphics you can use
to enhance your messages.

Figure 2-47 Inserts a picture from Inserts a hyperlink

a file on your computer in a message
The Insert tab

Inserts a picture from

Microsofts Clip Art Gallery

Use this figure as a reference through this section as you become skilled in inserting and format-
ting illustrations within a worksheet.

Inserting a Graphical Element

While the old adage A picture is worth a thousand words is perhaps an exaggeration, a visual
element adds interest and calls attention to your messages. Unlike a message background that is
displayed but does not print, pictures and other graphic objects are included in message printouts.
66 Lesson 2

Graphics can be an integral part of creating a compelling message. You can insert or copy
pictures into a worksheet from image providers, Microsofts clip art organizer (Microsoft Clip
Organizer), or files on your computer. A well-chosen picture can portray a powerful message. In
this exercise, you will insert a graphic element into a message.

STEP BY STEP Insert a Graphical Element

USE the Come Fly with Us message you created in a previous exercise.
1. If necessary, click the Drafts button in the Navigation Pane to display the Mail folder.
In the last exercise, you saved and closed the message window. Outlook automatically
places messages that youve worked on but havent sent in the Drafts folder.
2. Open the Come Fly with Us message that you worked on in the previous exercise and
click the Insert tab to display the Illustrations group, as shown in Figure 2-47.
3. Place the insertion point at the end of the main paragraph in the message. Press Enter
twice to add two lines of blank space.
4. In the Illustrations group, click Picture. The Insert Picture dialog box is displayed.
The Vista file is 5. Select the Vista.jpg file in the data files for this lesson.
available on the book 6. Click Insert. A large picture of a landscape near the resort is displayed in the message
companion website or in and the Picture Tools Format tab is displayed in the Ribbon, as shown in Figure 2-48.
WileyPLUS.
7. Maximize the message window to see more of the image.

Figure 2-48 Picture Tools Format tab

Inserting a graphic in a
message window

Inserted
graphic

PAUSE. LEAVE the Outlook Message window open to use in the next exercise.

The Insert Picture technique enables you to customize a message with selected photographs.
The pictures you inserted in this exercise are digital photographs.
You can also insert clip art images in your messages. Clip art refers to picture files from the
Clip Art task pane that can be inserted into a document. In the Clip Art task pane, you can
2.3.1 also search for photographs, movies, and sounds. To include any of those media types, select the
check box next to each in the Result Should Be box in the Clip Art task pane.
How do you insert pictures
from files and clip art?
You can also insert SmartArt graphics. SmartArt graphics are visual representations of infor-
mation that can help communicate your message or ideas more effectively.
 E-mail Basics 67

Formatting Graphical Elements

Once youve inserted a graphic, you can alter it using the Picture Tools Formatting tab. There
are many options for changing the graphic. For example, you can add shapes to the graphic,
alter its direction, change the layout, and change the colors. In this exercise you make multiple
formatting changes to the picture in an e-mail message. The same formatting options are avail-
able when you work with clip art, SmartArt, and shapes. You can quickly make adjustments to a
picture or graphic that has been inserted into a message by using the tools in Table 2-4.

Table 2-4
Tool Description
Formatting Tools for Graphics
Crop When you crop a picture, you trim the horizontal or vertical edges to get rid of
unwanted areas.

Resize Change the size or scale of a graphic using the Shape Height and Shape Width tools
in the Size group.

Picture Style You can use Picture styles to change the shape of the image or add borders or 3D
effects.

Corrections You can make an image brighter or darker and improve the sharpness and contrast
of the image.

Color You can turn the picture into a grayscale, sepia-toned, washed-out, or black-and-white
version.

Wrap Text You can use text wrapping to change the way text wraps around the picture or
drawing object.

STEP BY STEP Format Graphical Elements

USE the Come Fly with Us message you created in a previous exercise.
1. If you closed the message window, click the Drafts button in the Navigation Pane
to display the Mail folder. Double-click on the Come Fly with Us message that you
worked on in the previous exercise. Click the image to display the Picture Tools Format
tab, as shown in Figure 2-49.

Figure 2-49 Click to access image Adds a border to Sets picture

correction tools the image height
The Picture Tools Format tab
Click to
change
Sets
the color
picture
range of
width
the image
Deletes current picture Applies predefined Click to remove
and inserts a new one picture styles unnecessary parts
of the picture

2. Click the Height box in the Size group and key 6.5 and press Enter. The image height
changes to 6.5 and the image width changes as needed to avoid warping the image.
3. In the Size group, click Crop. Crop handles appear at each corner and side of the
image, as shown in Figure 2-50. Drag each of the crop handles toward the center of
the image, as shown in Figure 2-50.
68 Lesson 2

Figure 2-50
Cropping an image

Cropping
handles

4. Click the Crop button again to save your changes.

5. In the Picture Styles group, select the Drop Shadow Rectangle style. The image
changes to match the style.
6. Click the Picture Border button in the Picture Styles group. Select Dark Blue from the
color palette that appears. A thin blue-gray border is displayed around the image, as
shown in Figure 2-51.

Drop Shadow Click to add

Figure 2-51
Rectangle a picture border
Applying Picture Styles to
the image

7. In the Adjust group, click Color and select Saturation: 200% in the Color Saturation
area. The image is now brighter than the original.
8. Click the Corrections button and select Brightness: 0%, Contrast: 120% in the
Brightness and Contrast area. The image is now brighter and warmer than the original.
9. Click Wrap Text in the Arrange group. Select Square from the list. The remaining text
for the message moves up next to the image, as shown in Figure 2-52.
 E-mail Basics 69

Figure 2-52
Adjusting an image

2.4.6
How do you format a
graphic in a message?

10. Click the Save button on the Quick Access Toolbar.

PAUSE. LEAVE the Outlook message window open to use in the next exercise.

Take Note If at any time you want to revert back to the original graphic, click the Reset Picture button in
the Adjust group to discard the formatting changes you have made.

Inserting a Hyperlink
For quick access to related information in another file or on a web page, you can insert a
hyperlink in a message. A hyperlink is an image or sequence of characters that opens another
file or Web page when you click it. The target file or web page can be on the World Wide Web,
on the Internet, or on your personal computer. Hyperlinks enable you to supplement mes-
sage information with additional materials and resources. It is easy to embed a hyperlink in a
message. Just click where you want to create a hyperlink, or select the text or object you want
to become a hyperlink, and click the Hyperlink button on the Insert tab. In this exercise, youll
insert a hyperlink into a message.

STEP BY STEP Insert a Hyperlink

USE the Come Fly with Us message you created in a previous exercise.
1. If necessary, click the Drafts button in the Navigation Pane to display the Mail folder.
Open the Come Fly with Us message that you worked on in the previous exercise.
2. If necessary, click the image in the message and click the Insert tab.
3. Click Insert Hyperlink in the links group. The Insert Hyperlink dialog box opens, as
shown in Figure 2-53.
70 Lesson 2

Figure 2-53
Insert Hyperlinks
dialog box

The Zipper Rates 4. In the Address box, enter the URL of the Zipper Rates.htm file in your data files.
file is available on the 5. Click ScreenTip in the upper-right corner of the Insert Hyperlinks dialog box. The Set
book companion website Hyperlink ScreenTip dialog box is displayed, as shown in Figure 2-54.
or in WileyPLUS.

Figure 2-54
Set Hyperlink ScreenTip
dialog box

6. Key For more information click here in the ScreenTip Text textbox. Click OK twice to
apply your changes and close the dialog boxes.
2.3.2 7. Click the message windows Send button to send the message to yourself.
8. If the message has not been received, click the Send/Receive All Folders button.
How do you insert a hyperlink
9. Click the message in the message list. Click the File tab and select the Save As option.
into a message?
The Save As dialog box is displayed.
10. In the File name box, key Come Fly with Us.
11. Navigate to the folder where you save your solution files and click the Save button.
The message is saved as Come Fly with Us.msg.
PAUSE. LEAVE Outlook open to use in the next exercise.

WORKING WITH ATTACHMENTS

Attachments are files sent as part of an e-mail message. An attachment is a convenient
The Bottom Line
way to send pictures, spreadsheets, and other types of files to e-mail recipient. In this sec-
tion, youll attach files and items to e-mail messages. Youll then preview, save, and print an
attachment.
 E-mail Basics 71

SOFTWARE ORIENTATION

The Attachment Tools Tab

Outlooks new Attachment Tools tab contains all of the tools you need to work with e-mail
attachments.

Figure 2-55 Click to save

The Attachment Tools tab all the attachments
Click to save the at once
Click to create a copy
attached file in a
of the attached file
different format

Click to open the Click to return

attached file to the message text
using default settings
Click to print the
attached file using Click to select
default settings all the attachments
Click to delete
the attached
file

The tools on the Attachment Tools tab are the same tools available when you right-click on an
attachment icon.

Attaching an External File to a Message

Do you need to submit a five-page report to your supervisor at the home office? Perhaps you have
a new product brochure to distribute to all the sales representatives, or you want to share a picture
of your new puppy with a friend. Attach the file to an e-mail message and send it. When you
attach a file to a message, the filename, size, and an icon representing the file are displayed in the
Attached field. If you attach more than one file, the files are listed separately in the Attached field.
In this exercise, youll attach a file to a message.

STEP BY STEP Attach an External File to a Message

GET READY. LAUNCH Outlook if it is not already running.

1. If necessary, click the Mail button in the Navigation Pane to display the Mail folder.
2. Click the New E-mail button on the Home tab. The Message window is displayed.
3. In the To field, key your e-mail address. You will send this message to yourself so you
can use the attachment in the following exercises.
4. In the Subject field, key Zipper coupon attached.
5. Click the message area. Key Hi Jon, [Press Enter twice].
6. Key the following note: I attached a copy of the coupon for the new Zipper attraction.
Id like to get your opinion of it before sending it out with the Come Fly with Us
promotional message we discussed earlier. [Press Enter twice.]
7. Key Thanks, [press Enter].
8. Key [your name].
9. Click the Attach File button in the Include group on the Ribbon. The Insert File dialog
box is displayed.
The Zipper Coupon 10. Navigate to the data files for this lesson. Click the Zipper Coupon file and click Insert.
file is available on the The Insert File dialog box is closed, and the file is listed in the Attached field, as shown
book companion website in Figure 2-56.
or in WileyPLUS.
72 Lesson 2

Figure 2-56 Attach File button

Sending an attachment

Attach file

2.5.2
11. Click the Send button. The Message window closes, and the message is moved to the
How do you attach a file Outbox. The message is sent when your computer is connected to the Internet.
to a message? PAUSE. LEAVE Outlook open to use in the next exercise.

In the previous exercise, you attached an external file to an Outlook message window using the
Attach Items button. You can also open a Windows Explorer window containing the file you
want to attach and simply click and drag it to the message window. It will attach itself to the
message and youre ready to share.

Attaching an Outlook Item to a Message

An attachment can also be an Outlook item, such as a contact, a note, or a task. In this exercise,
youll attach an Outlook message to another message.

STEP BY STEP Attach an Outlook item to a Message

GET READY. LAUNCH Outlook if it is not already running.

1. If necessary, click Mail button in the Navigation Pane to display the Mail folder.
2. Click the New E-mail button on the Home tab. The Message window is displayed.
3. In the To field, key [your e-mail address].
4. In the Subject field, key Promotional message attached.
5. Click the message area. Key Hi Jon, [Press Enter twice].
6. Key the following note: I attached a copy of the Come Fly with Us promotional
message we discussed. [Press Enter twice.]
7. Key Let me know what you think. [Press Enter.]
8. Key [your name].
9. Click the Attach Item button in the Include group on the Ribbon. Select Outlook Item.
The Insert Item dialog box is displayed, as shown in Figure 2-57.
 E-mail Basics 73

Figure 2-57 Attach Item button

Attaching an Outlook item
to a message

10. If necessary, click Inbox in the Look in window. In the Items window, select Come Fly
with Us.
2.5.1
11. Make sure that Attachment is selected in the Insert As area. Click OK. The Insert Item
dialog box is closed, and the file is listed in the Attached field.
How do you attach an
Outlook item to a message? 12. Click the Send button. The Message window closes, and the message is moved to the
Outbox. The message is sent when your computer is connected to the Internet.
PAUSE. LEAVE Outlook open to use in the next exercise.

Previewing an Attachment in Outlook

Outlooks Attachment Previewer enables you to view attachments in the Reading Pane. Without
needing to save and open an attachment, you can make critical decisions quickly and efficiently.
In this exercise, youll preview an attachment in Outlook.

STEP BY STEP Preview an Attachment in Outlook

USE the Zipper coupon attached message with the attachment you sent a message to
yourself in an earlier exercise.
1. If the message with the coupon attachment has not arrived yet, click the Send/
Receive All Folders button on the Home tab to check for new messages. The paper clip
icon with the message, as shown in Figure 2-58, indicates that the message has an
attachment.
74 Lesson 2

Figure 2-58
Message with attachment
received

Paper clip indicates

this message has
an attachment

2. Click the Zipper coupon attached message. The message is displayed in the Reading
Pane, as shown in Figure 2-59.

Figure 2-59 Click to view the attached file

Reading Pane containing the
message with attachment

3. In the Reading Pane, click the attachments filename. The attachment is displayed in the
Reading Pane, as shown in Figure 2-60.

Take Note For some types of files, you may be asked if you want to preview the file before the attachment
is displayed.
 E-mail Basics 75

Figure 2-60 Click to view

the attached file
Attachment displayed in the
Reading Pane

Troubleshooting For your protection, all scripts, macros, and ActiveX controls are disabled in a previewed
document.

4. In the Reading Pane, click the Show Message icon to close the preview and display the
message.
PAUSE. LEAVE Outlook open to use in the next exercise.

Saving an Attachment from the Message List

Attachments in the message list can be saved without having to preview the attachment. In the
following exercise, you will save an attachment from the message list.

STEP BY STEP Save an Attachment from the Message List

USE the Zipper coupon attached message with the attachment you sent a message to
yourself in an earlier exercise.
1. Click the Zipper coupon attached message in the message list.
2. Click the File tab to open Backstage view.
3. Click Save Attachments in the navigation pane. The Save All Attachments dialog box is
displayed, as shown in Figure 2-61.
76 Lesson 2

Figure 2-61
Save All Attachments dialog
box

4. Select Zipper Coupon.jpg. Click OK. The Save Attachment dialog box is displayed. By
default, the My Documents folder is displayed. Navigate to the folder where you save
your solution files, as shown in Figure 2-62.

Figure 2-62
Save Attachment dialog box

3.1.2
5. In the File name field, key Zipper Coupon from message list.
6. Click the Save button. A copy of the attachment is stored in your solutions folder.
How do you save a message
attachment? PAUSE. LEAVE Outlook open to use in the next exercise.

Saving an Attachment from the Reading Pane

When you preview an attachment in the Reading Pane, you can use the new Attachment Tools
tab to quickly save the attachment. In the following exercise, you will save an attachment from
the Reading Pane.

STEP BY STEP Save an Attachment from the Reading Pane

USE the Zipper coupon attached message with the attachment you sent a message to
yourself in an earlier exercise.
1. Click the Zipper coupon attached message in the message list.
2. In the Reading Pane, click the Zipper Coupon.jpg attachment. The Attachment Tools tab
is displayed, as shown in Figure 2-63.
 E-mail Basics 77

Figure 2-63 Click to save the attached file

Saving an attachment using the

Attachment Tools tab

3. Click the Save As button on the Attachment Tools tab. The Save Attachment dialog box
is displayed, as shown in Figure 2-62.
Another Way
If the message 4. If necessary, navigate to the folder where you save your solution files. In the File name
contains multiple attachments, field, change the name of the file to Zipper Coupon from Reading Pane. Click the Save
click Save All Attachments to button.
save them all in one step. PAUSE. LEAVE Outlook open to use in the next exercise.

Saving an Attachment from an Open Message

It is easy to save an attachment from an open message window. You can use the Save Attach-
ments option on the File tab, but you can also save the attachment from the attachments short-
cut menu. In the following exercise, you will save an attachment from an open message window.

STEP BY STEP Save an Attachment from an Open Message

USE the Zipper coupon attached message with the attachment you sent a message to
yourself in an earlier exercise.
1. Double-click the Zipper coupon attached message in the message list. The message is
opened in a new window.
78 Lesson 2

2. In the new window, right-click the Zipper Coupon.jpg attachment. The attachments
shortcut menu is displayed, as shown in Figure 2-64.

Figure 2-64
Attachments shortcut menu

3. Select Save As on the shortcut menu. The Save Attachment dialog box is displayed.
4. If necessary, navigate to the folder where you save your solution files. In the File name
field, change the name of the file to Zipper Coupon from message window. Click the
Save button.
PAUSE. LEAVE Outlook open to use in the next exercise.

Opening an E-mail Attachment

You can open an attachment from the Reading Pane or from an open message. In the following
exercise, you will open an attachment from each location.

STEP BY STEP Open an E-mail Attachment

USE the Promotional Message message with the attachment that you sent to yourself in
an earlier exercise.
1. Click the Promotional Message message in the message list.
2. In the Reading Pane, double-click the attachment icon. The Come Fly with Us message
window is displayed. Close the message window.

Troubleshooting It is safer to save an attachment and scan the file with an antivirus software program
before opening an attachment. Do not open attachments from unknown sources.

3. Back in the Reading Pane, click the attachment icon once and click Open on the
Attachments tab. The zipper coupon.jpg file opens in the default image viewing
program, as shown in Figure 2-65.
 E-mail Basics 79

Figure 2-65
Opening an attachment

4. Close the message window. In the message list, double-click the Promotional Message
message in the message list. The Promotional Message message window is displayed.
5. Double-click the Come Fly with Us attachment. The Come Fly with Us - Message
window is displayed.
6. CLOSE both message windows.
PAUSE. LEAVE Outlook open to use in the next exercise.

Printing an Attachment
Printing an attachment is simple once youve set up your default printer in Outlook. Just use
the Quick Print tool on the Attachments tab. In this exercise, youll print an attachment from
a message you received.

STEP BY STEP Printing an Attachment

USE the Zipper coupon attached message with the attachment you sent a message to
yourself in an earlier exercise. You need to have set up the printer in a previous exercise
to complete this exercise.
1. Click the Zipper coupon attached message in the message list.
2. In the Reading Pane, click the zipper coupon.jpg attachment to display it in the
Reading Pane.
3. Click the Quick Print button on the Attachments tab.
PAUSE. LEAVE Outlook open to use in the next exercise.

If you have not set up a printer previously, you can still print an attachment. Just click the
1.5.1 attachment icon in the Reading Pane and click the Open button on the Attachments tab to open
the attachment in a new window. From there, click the File tab and click the Print button in the
How would you print an Navigation Pane. In the Printer area, click the Printer dropdown arrow and select the printer
attachment?
you would like to use.
80 Lesson 2

SKILL SUMMARY
In This Lesson Objective
You Learned How To: Exam Objective Number
Create messages Specify message content format. 2.1.2
Send messages Show or hide the From and Bcc fields. 2.1.3
Read and respond to Save a message in an external format. 3.1.3
messages
Format messages Use formatting tools. 2.4.1
Apply styles. 2.4.2
Create styles. 2.4.3
Specify a message theme. 2.1.1
Create themes. 2.4.4
Use Paste Special. 2.4.5
Personalize messages Manage signatures. 3.4.1
Create and format graphic Insert graphical elements. 2.3.1
message content Format graphical elements. 2.4.6
Insert a hyperlink. 2.3.2
Work with attachments Attach external files to an 2.5.2
e-mail message.
Attach an Outlook item to an 2.5.1
e-mail message.
Save message attachments. 3.1.2
Print attachments. 1.5.1

Knowledge Assessment

Multiple Choice
Select the letter of the text that best completes the following statements.

1. The feature automatically completes the names of the months and

days of the week.
a. Live Preview
b. AutoComplete
c. AutoDate
d. AutoPreview
2. Text or images that are automatically placed at the end of your outgoing messages are
called .
a. stationery
b. templates
c. closing
d. signatures
3. A file sent as part of an e-mail message is called a(n) .
a. enclosure
b. add on
c. attachment
d. supplement
 E-mail Basics 81

4. To preview a style or theme .

a. place your pointer over the choice
b. print the document
c. use Print Preview
d. It is not possible to preview a style or theme.
5. Choosing the number of copies or range of pages are options that are available when
performing what process on a message?
a. Previewing
b. Assigning properties
c. Printing
d. Saving in a different format
6. The indicates the topic of a message.
a. Reference
b. Topic
c. RE:
d. Subject
7. Use the tab to alter the look of a graphic.
a. Format
b. Format Graphics tab
c. Graphic Tools Format tab
d. Picture Tools Format tab
8. The command can be used to save a copy of a message with a new
filename in a new location.
a. Save
b. Save as
c. Print preview
d. Save new
9. A document theme includes sets of .
a. Colors
b. Effects
c. Fonts
d. All of the above
10. Before a message can be sent, the field(s) must be filled in.
a. From
b. Bcc
c. To
d. A and B

True/False
Circle T if the statement is true or F if the statement is false.

T F 1. Use the Message window to compose and send an e-mail message.

T F 2. To send a message to several recipients, key a colon (:) after a name before
adding the next addressee.
T F 3. The Drawing Tools Format tab only appears when a picture is selected.
T F 4. A message is moved to the Sent Items folder when you click the Send button.
T F 5. When you send a reply, the text RE: is inserted before the original subject line.
T F 6. When you make changes to the colors, fonts, or effects of the current theme, you
permanently change the original theme.
T F 7. Use the AutoComplete function to insert your signature before you send a
message.
82 Lesson 2

T F 8. You can restore a picture to its original formatting without reverting to a saved file.
T F 9. Use the Default Print button to print an attachment with the default settings.
T F 10. If you have a personal signature, it can be used as the default address to save time.

Competency Assessment

Project 2-1: Create an E-mail Message

Send an e-mail message to a friend inviting him to lunch tomorrow.

GET READY. LAUNCH Outlook if it is not already running.

1. On the Standard toolbar, click the New E-mail button to open a new Message window.
2. Key [a friends e-mail address] in the To field. If you are not completing these exercises
with a friend or coworker, key [your e-mail address] in the To field. This will give you a
message to reply to in the next exercise.
3. In the Subject field, key Lunch tomorrow?
4. Click in the message area. Key Hi, [press Enter twice].
5. Key How about lunch tomorrow? [press Enter twice]. Key [your name].
6. Click the Send button.
LEAVE Outlook open for the next project.

Project 2-2: Reply to a Friends E-mail Message

Reply to a friends lunch request.

USE the e-mail you received at the end of Project 2-1 before starting this project.
1. If the message sent in Project 2-1 has not arrived, click the Send/Receive All Folders
button on the Home tab.
2. In the message list, click the message sent in Project 2-1.
3. Click the Reply button on the Home tab.
4. Key Ill pick you up at 1:00 PM. Dont be late! [press Enter twice]. Key [your name].
5. Click the Send button.
6. Click the Send/Receive All Folders button on the Home tab.
7. In the message list, click the reply message.
8. Click the File tab and select the Save As option. The Save As dialog box is displayed.
9. Navigate to your solutions folder for Lesson 02. Save the message as RE Lunch
tomorrow.htm.
LEAVE Outlook open for the next project.

Proficiency Assessment

Project 2-3: Send an Attachment

The last guest in the best suite at Resort Adventures accidentally broke the stained-glass window in
the suite. You must replace the window before you can accept any reservations for the suite.

GET READY. LAUNCH Outlook if it is not already running.

Troubleshooting The e-mail addresses provided in these projects belong to unused domains owned by
Microsoft. When you send a message to these addresses, you will receive an error message
stating that the message could not be delivered. Delete the error messages when they arrive.
 E-mail Basics 83

1. Create a new e-mail message to Nancy Anderson at the Graphic Design Institute.
Nancys e-mail address is Nancy@graphicdesigninstitute.com. Ask Nancy if she can
design a window similar to the stained-glass window that was broken. Ask Nancy how
long the project will take and how much it will cost.
The Window.jpg 2. Attach the Window.jpg file located in the data files for this lesson.
file is available on the 3. Be sure to include the signature you created in this lesson.
book companion website
4. Send the message.
or in WileyPLUS.
LEAVE Outlook open for the next project.

Project 2-4: Insert Pictures and Clip Art

Resort Adventures is in the progress of putting together a new brochure to publicize the resorts ski
facilities. Put together a new e-mail message to a colleague containing two pictures and two clip art
images.

GET READY. LAUNCH Outlook if it is not already running.

1. Create a new e-mail message and address it to yourself.
2. In the Subject field, key Ski Images.
3. In the Insert tab, click Pictures.
The Ski 1.jpg file 4. Navigate to the Data Files for Lesson 2 and insert Ski 1.jpg. Press Enter twice.
is available on the book 5. Repeat the process to insert the file Ski 2.jpg from your data files. [Press Enter twice.]
companion website or in
6. On the Insert tab, click Clip Art. The Clip Art task pane opens.
WileyPLUS.
7. In the Results should be field, select Illustrations. All other media types should be
deselected.
The Ski 2.jpg file 8. Key ski in the Search for field and click Go.
is available on the book
companion website or in 9. Scroll through the search results and double-click an image you like that represents
WileyPLUS. skiing.
10. Close the Clip Art task pane.
11. Save the message to your Drafts folder in Outlook.
LEAVE Outlook open for the next project.

Mastery Assessment

Project 2-5: Format and Reset a Picture to Its Original State

Apply formatting to the images in your Ski Images message. Youll then reset one of the images back
to its original state.

USE the e-mail you created at the end of Project 2-4 in this lesson.
1. Open Ski Images message in the Drafts folder.
2. Click the first picture. Increase the width to 6.
3. Click Corrections and select Sharpen: 150% and Brightness: +20% Contrast: +20%.
4. In the Picture Styles group, click Soft Edge Oval.
5. Click Color and click Grayscale.
6. Click the second picture. In the Picture Styles group, click Simple Frame, Black.
7. Click Picture Border and select Red in the Standard Colors.
8. In the Picture Border menu, select Weight and click 2 1/4 pt.
9. In the Picture Effects menu, select Perspective Diagonal Upper Right.
10. Select the second picture. Click Crop and crop excess from each side of the image.
Change the height to 4. Place the crop tool at the lower-right corner and drag up to
the desktop in the picture. Click Crop to complete the crop.
11. Select the third picture. In the Picture Styles group, select Drop Shadow Rectangle.
84 Lesson 2

12. Click Corrections and select Brightness: 0% (Normal), Contrast: -40%.

13. Click Color and select Aqua, Accent color 5, Light.
14. Save the message as Ski Images.htm.
15. Select the first picture and click Reset Picture.
16. Send the message.
LEAVE Outlook open for the next project.

Project 2-6: Create a Custom Theme

Blue Yonder Airlines has decided to give all their documents a branded look by creating a new custom
theme to be used for all client-facing business documents.

GET READY. LAUNCH Outlook if it is not already running.

1. Open a new e-mail message and address it to someone@example.com.
2. In the Subject field, key Custom Theme for Blue Yonder Airlines.
3. Use the Outlook Help button to get more information about creating a custom theme.
4. Choose a custom set of colors, fonts, and/or effects that you feel would be a good
choice for Blue Yonder Airlines.
5. Save the theme as Custom_xxx (where xxx are your initials).
6. Key a short paragraph explaining that you are creating a custom theme. Include a
bulleted list outlining which colors, fonts, or effects you used. Format the paragraph
with your custom theme.
7. SAVE the message in Outlook Message Format as Custom Theme and save the
message then click Send.
CLOSE Outlook.

INTERNET READY connect to the clip art and media home page, as shown in
Figure 2-66. You can browse dozens of categories, download
When creating a message, you are not lim-
the clip of the day, view featured collections, and more. Next
ited to inserting only the clip art and other media that come
time you need to enhance your messages with clip art or
installed with Outlook. A single click can open up a whole
other media, expand your options by going online.
new world of options. At the bottom of the Clip Art task
pane, notice the More at Office.com link. Click the link to

Figure 2-66
Office.coms Images and
More page
 E-mail Basics 85

Workplace Ready
y
SENDING A WEEKLY CUSTOMER NEWSLETTER
Although sending unsolicited e-mail ads to people is frowned upon, sending newsletters and
promotions to your customers is more popular than ever. The more professional these materials
look, the more likely customers are to respond and to share them with others.
Steven Jacobs is the owner of a growing business that delivers locally grown fruits and vegetables.
He has worked hard to develop a co-op of local farmers who supply him with produce for his
expanding client list. Each week he sends his clients an e-mail newsletter containing informa-
tion about the types of produce that are going to be included in their weekly deliveries, as well
as information about how to prepare and cook the different food items.
Recently he has started including articles that spotlight the different farms and orchards in his
co-op group. He has found that the customers have really responded to this information and
feel a stronger connection to the farmer as well as the community. In fact, since he expanded the
newsletter, he has been getting more and more calls from people who found out about his service
because a friend or family worker had forwarded the newsletter to them.
Steven cant wait to introduce the next expansion to his newsletter. He is going to start offering
boutique gourmet food products. He is putting together profiles of a wide variety of interesting
food producers. He knows this type of content will appeal to the foodies in the community.
3 Advanced E-mail Tools
LESSON SKILL MATRIX
Skill Exam Objective Objective Number

Managing Automatic Message Content Set Mail options. 1.1.2

Specify options for replies. 3.4.3
Specify options for forwards. 3.4.4
Specify the font. 3.4.2
Set a default theme for all HTML. 3.4.5
Using Advanced Message Options Set the Sensitivity Level. 1.2.3
Set a reminder for message recipients. 2.1.4
Configure tracking options. 2.1.9
Configure message delivery options. 2.1.7
Specify the sent item folder. 2.1.6
Specify the sending account. 2.1.5
Working with Voting Options Configure voting options. 2.1.8
Working with Security Manage signatures. 3.4.1
Locating Messages Use the People Pane. 1.3.4
Use built-in Search folders. 1.4.1
Printing Multiple Messages Print multiple messages. 1.5.3

KEY TERMS
attribute
delivery receipt
digital ID
encryption
InfoBar
Information Rights
Management (IRM)
Instant Search
read receipt
sensitivity
theme

86
 Advanced E-mail Tools 87

Business is booming. Mindy and Jon have accepted reservations for several major events to be
held at the Resort Adventures resort. Two weddings, a company retreat, and a confidential marketing
meeting for a major toy company have been scheduled for next month. As the dates for the events
get closer, e-mail messages have been flying. The toy company insists on using security features,
such as a digital ID, for all e-mail communications. One of the ways that Outlook 2010 helps you
save time is by allowing you to automate how Outlook creates and processes messages. In this
lesson, youll use some of Microsoft Outlooks advanced e-mail tools to take advantage of this
capability as you finalize the arrangements for the new clients.

SOFTWARE ORIENTATION

Microsoft Outlooks Message Options

The mail component in Microsoft Outlook 2010 can do more than just send basic e-mail
messages. Many of the advanced e-mail options in Microsoft Outlook are set through the
New Message windows Options tab, as shown in Figure 3-1.

Figure 3-1 Set Set Delivery and

restrictions Read Requests Choose an alternate
The New Message windows
Options tab Reply to address

Click to deliver
message at a
later time

Set Voting Save the sent message

Options to a different folder

The advanced options in Microsoft Outlook enable you to change the message settings, address
security issues, vote for selected items, set tracking options, and determine delivery options.

MANAGING AUTOMATIC MESSAGE CONTENT

You can use the Microsoft Office Backstage to control many of the settings and options that
Outlook uses to determine how to handle e-mails messages you create and receive. You can also
The Bottom Line use Outlooks Mail options to create a format for all new messages, complete with background,
colors, and fonts. Creating a default format for all messages provides continuity and a profes-
sional finish to your messages without requiring you to spend time formatting each message.

Setting Mail Options

When you open the Outlook Options dialog box and click Mail in the navigation pane, the
Mail Options page is displayed. You can use the Mail Options to control how messages are sent
and received, as well as how they are tracked and saved. You can adjust these settings to have
Outlook automatically save your messages, notify you when new mail arrives, check spelling in
messages, and more. In this exercise, youll learn how to set Outlook Mail options.
88 Lesson 3

STEP BY STEP Set Mail Options

GET READY. LAUNCH Outlook if it is not already running.

1. Click the File tab to open Backstage view, then select Options on its navigation page to
display the Outlook Options dialog box.
2. Click Mail on the left navigation pane. The Mail Options page of the Outlook Options
dialog box is displayed, as shown in Figure 3-2.

Figure 3-2
Setting Mail Options

3. In the Message Arrival area, click the Desktop Alert Settings button. The Desktop Alert
Settings dialog box is displayed.
4. Click the Preview button to see an example of the default message alert, as shown in
Figure 3-3. Change the alert duration to 10 seconds and click OK to apply your changes
and close the Desktop Alert Settings dialog box.

Figure 3-3
Desktop Alert Settings dialog
box and Message preview

Duration
sliders

Click to see
a preview
of the alert

Click to open the Desktop Message alert

Alert Settings dialog box
 Advanced E-mail Tools 89

5. Scroll down to the Save Messages area of the Mail Options page and change the
Automatically save items that have not been sent after this many minutes option to
reflect 1 minute.
6. Click OK to save your changes, close the Outlook Options dialog box, and return to the
main Mail window.
7. Click New E-mail button on the Home tab. The UntitledMessage (HTML) window is
displayed.
8. In the To field, key someone@example.com. In the Subject field, key This is a timed
test and press Tab. Minimize the This is a timed testMessage window.
9. Click Drafts in the Navigation Pane to open the Drafts folder. After a minute the This is
a timed test message will appear in the Drafts folder.
10. Close the This is a timed test message window. Click No when prompted whether to
save changes.
11. Click the File tab to open the Backstage view. Open the Outlook Options dialog box.
12. In the Save Message area of the Mail page, change the Automatically save items that
have not been sent after this many minutes option back to 3 minutes.
13. Click OK to save your changes.
1.1.2 PAUSE. LEAVE Outlook open to use in the next exercise.

How do you set up message

In the previous exercise, you keyed the basic information for a contact. Once a contact has been
alerts?
created, his or her information is stored in the Outlook Address Book.

Specifying Options for Replies and Forwards

You can also use the Mail Options to control how Outlook handles messages when you send re-
plies or when you forward a message to someone. These options include things like determining
whether you want Outlook to include the text of an original message when you send a reply and
where you want Outlook to store your reply messages. In this exercise, explore Outlooks default
way of handling replies and forwards.

STEP BY STEP Specify Options for Replies and Forwards

GET READY. LAUNCH Outlook if it is not already running.

1. Click Inbox in the Navigation Pane to open the default Mail folder.
2. Double-click on your Microsoft Test Message. The Microsoft Outlook Test Message
window is displayed.

Troubleshooting If you dont have a Microsoft Outlook Test Message in your inbox, you can open any
received message for this exercise.

3. Click Reply on the Home tab. A new RE: Microsoft Outlook Test Message window is
displayed on top of the original message, as shown in Figure 3-4.
90 Lesson 3

Figure 3-4 New message window for replies

Outlooks default reply

handling

Text from
the original
message

4. By default, when you reply to a message or forward it to someone else, Outlook keeps
the original message open and includes the text of the original message at the bottom
of the new message window. Close the RE: Microsoft Outlook Test Message window.
5. Click the File tab to open Backstage view, and select Options on its navigation page to
display the Outlook Options dialog box.
6. Click Mail on the left navigation pane. The Mail options page of the Outlook Options
dialog box is displayed. Scroll down to see the options for Replies and Forwards.
7. In the Replies and Forwards area, click the Close original message window when
replying and forwarding check box to activate this option.
8. Click the When forwarding a message dropdown arrow. A list of options is displayed,
as shown in Figure 3-5.

Figure 3-5
Setting options for replies
and forwards
 Advanced E-mail Tools 91

9. Select Attach original message and click OK to apply your changes and close the
Outlook Options dialog box.
3.4.3
10. Click the Microsoft Outlook Test Message window to display it again.
How do you set options for 11. Click the Forward button on the Home tab. The original message window closes and
replying to a message the FW: Microsoft Outlook Test MessageMessage window is displayed. Notice that
in Outlook? the original message now appears as an attachment. Close the window without saving
changes.
12. Click the File tab to open the Backstage view. Open the Outlook Options dialog box,
and click Mail in the navigation pane.
13. In the Replies and Forwards area of the Mail page, deselect the Close original message
window when replying and forwarding option.
3.4.4
14. Click the When forwarding a message dropdown arrow. Select Include original
message text.
How would you set
options for messages you 15. Click OK to restore the default settings.
forward? PAUSE. LEAVE Outlook open to use in the next exercise.

Specifying the Default Font for New Messages

In the previous lesson, you learned how to format your message content to make it more appeal-
ing and professional looking. You may want to streamline that process by choosing a default font
for all new messages. You can also set options to change the color of text for replies and forwards.
In this exercise, youll specify the font to use for new messages.

STEP BY STEP Specify the Default Font for New Messages

GET READY. LAUNCH Outlook if it is not already running.

1. Click the File tab and select Options in the Backstage view navigation pane to display
the Outlook Options dialog box.
2. Click Mail on the left navigation pane. The Mail options page of the Outlook Options
dialog box is displayed.
3. In the Compose Message area, click the Stationery and Fonts button. The Signatures
and Stationery dialog box is displayed, as shown in Figure 3-6.

Figure 3-6
The Signatures and Stationery
dialog box
Set default
font for HTML
messages

Set default
font for plain
text messages

4. In the New Mail Messages area, click the Font button. The Font dialog box is displayed.
5. In the Font box, select Century Schoolbook.
3.4.2 6. Click the Font Color dropdown arrow and select Olive Green, Accent 3, Darker 50%.
Click OK to apply your changes and close the Font dialog box.
How would you change the 7. In the Replying or Forwarding Messages area of the Signatures and Stationery dialog
default font of a new HTML box, click the Font button. The Font dialog box is displayed.
message? 8. Click the Font Color dropdown arrow and select Red. Click OK.
92 Lesson 3

9. In the Composing and reading plain text messages area, click the Font button and
select Arial. Click OK.
3.4.2
10. Notice the change in the Sample Text boxes.
How would you change the 11. Click Close and then Cancel to close both dialog boxes without saving the changes.
default font of a new plain PAUSE. LEAVE Outlook open to use in the next exercise.
text message?

Setting a Default Theme for All New HTML Messages

In Outlook 2010, you can specify a default theme for all the new HTML messages you create. In
Outlook, themes are a set of formatting choices that include colors, fonts (including heading
and body text fonts), and theme effects (including lines and fill effects). In this exercise, youll
specify a new default theme to use for future messages and create a test message to see how your
new theme looks.

STEP BY STEP Set a Default Theme for All New HTML Messages

GET READY. LAUNCH Outlook if it is not already running.

1. Select Options on the Backstage view navigation bar to display the Outlook Options
dialog box.
2. Click Mail on the left navigation pane to display the Mail options page of the Outlook
Options dialog box.
3. In the Compose Message area, click the Stationery and Fonts button. The Signatures
and Stationery dialog box is displayed (refer to Figure 3-6).
3.4.5 4. In the Theme Or Stationery for New Html E-Mail Message area, click the Theme button.
The Theme or Stationery dialog box is displayed.
How would you specify the
5. Click Bears (Stationery) in the Choose a Theme box. Notice the change in the Sample
default stationery to be used
of Theme window. Selecting one of the options marked by (Stationery) will set the
for all HTML messages?
default stationery for all of your future HTML messages.
6. Press the down arrow repeatedly to scroll downward in the Choose a Theme box until
you come to the Evergreen theme, as shown in Figure 3-7. Selecting one of the options
without (Stationery) will set the default theme for all of your future HTML messages.

Figure 3-7
The Theme or Stationery
Specifies
dialog box
the default
stationery

7. Click OK to apply the new theme and close the Theme or Stationery dialog box. Click
OK to close the Signatures and Stationery dialog box, then click OK again to close the
Outlook Options dialog box.
 Advanced E-mail Tools 93

Take Note Each theme has an associated font. If you want to override the themes font, you can select Use
my font when replying and forwarding messages or Always use my fonts from the Font dropdown
under the selected Theme.
3.4.5
8. In the main Mail window, click the New E-Mail button on the Home tab. The Untitled
Message window is displayed.
How would you specify
a font for all HTML
messages?

Take Note Throughout this chapter you will see information that appears in black text within brackets,
such as [Press Enter], or [your e-mail address]. The information contained in the brackets is
intended to be directions for you rather than something you actually type word for word. It will
instruct you to perform an action or substitute text. Do not type the actual text that appears
within brackets.

9. In the To field, key [your e-mail address or the address of someone you know]. In the
Subject field, key Sample Theme.
10. In the Message area, key This is a sample of the Evergreen theme. Click Send.
11. Click the File tab and select Options, then Mail. The Mail options page is displayed.
3.4.5
12. Click the Stationery and Fonts button, then select (No Theme) in the Signatures and
Stationery dialog box.
How would you specify the
default theme for all HTML 13. Click OK three times to close all the open dialog boxes and restore the default settings.
messages? PAUSE. LEAVE Outlook open to use in the next exercise.

Outlook offers two ways to specify the default formatting for every message you send.
You can specify the font style and color to be used for new mail messages, replies and
forwards, and plain text messages.
Or, you can make it even easier by formatting all the colors, fonts, and graphics at once
using themes.

USING ADVANCED MESSAGE OPTIONS

Advanced message options enable you to specify settings that attract attention to the messages
you send. You can use these advanced options to alert message recipients to the sensitive nature
or importance of a messages contents, to remind the recipient that a reply is expected, and to
The Bottom Line trigger notification when a message youve sent has been delivered and/or read. You also can use
these settings to direct message replies to a specific e-mail address, to configure message delivery
options, to specify where Outlook will save sent items, or to send messages from multiple e-mail
accounts. Many of these options are set in the Properties dialog box shown in Figure 3-1 or on
the Options tab of the message window.
94 Lesson 3

SOFTWARE ORIENTATION

Microsoft Outlooks Message Options

Some Microsoft Outlook 2010 options require more detail than is available on the Options tab.
You can access the Properties window, shown in Figure 3-8, by clicking on the More Options
dialog box launcher.

Figure 3-8 Set Change security

The Properties dialog box Importance settings

Set Sensitivity

Conduct a poll
Request a delivery receipt
Redirect replies

Delay delivery

Request a
read receipt

In the Message Properties dialog box, you can make decisions about these options for the
message you are creating. These changes affect only the current message; they do not affect all
messages you send.

Setting the Sensitivity Level

The sensitivity level of a message is an indicator of how secret the messages contents are.
Although sensitivity does not affect how the message is sent or received, it does suggest how the
recipient should treat the message and the type of information in the message. You set Outlooks
Sensitivity settingsNormal, Personal, Private, and Confidentialin the Properties dialog box.
In this exercise, youll create a message and set the sensitivity level.

STEP BY STEP Set the Sensitivity Level

GET READY. LAUNCH Outlook if it is not already running.

1. If necessary, click the Mail button in the Navigation Pane to display the Mail folder.
2. Click the New E-mail button on the Home tab. The UntitledMessage window is
displayed. By default, the Message tab is selected.
 Advanced E-mail Tools 95

3. Click the More Options dialog box launcher on the Options tab. The message
Properties dialog box is displayed, as shown in Figure 3-9.

Figure 3-9
Setting the Sensitivity level
of a message More Options
dialog box
launcher

Set Sensitivity

4. In the Settings area, click the Sensitivity setting dropdown arrow, as shown in Figure 3-9.
Then select Confidential from the dropdown list.
5. Click the Close button to accept the Confidential setting and return to the message window.
6. In the message area, key Sample confidential message.
7. In the To field, key [your e-mail address]. In the Subject field, key Sample confidential
message.
8. Click the Send button. The message is moved to the Outbox and it is sent when your
computer is connected to the Internet.
9. When your computer is connected to the Internet, click the Send/Receive All Folders
button on the Home tab if the message has not arrived yet.
10. When the new message appears in your Inbox, click the received message to select it.
The message has the text Please treat this as Confidential in the InfoBar at the top of
the message, as shown in Figure 3-10.

Figure 3-10
Confidential message received

Message
flagged as
confidential

1.2.3
How do you set the sensitivity
level for a message?

PAUSE. LEAVE Outlook open to use in the next exercise.

In this exercise, you saw that an InfoBar was added to the recipients confidential message. An
InfoBar is a banner containing information added automatically at the top of a message. An
InfoBar is added for personal, private, and confidential messages. The messages are handled the
same as any other message you sendthe text in the InfoBar is the only difference.
The default sensitivity is normal. The InfoBar is not added to messages with a normal sensitivity.
96 Lesson 3

Setting the Importance Level

Some e-mail messages are more important than others. Use the Importance setting to draw
attention to a message. The importance level of a message can be set to High, Low, or Normal.
High-importance messages are identified for the recipient by a red exclamation point in the mes-
sage list and noted in the message InfoBar. Low-importance messages are marked with a blue
down arrow in the message list and noted in the InfoBar. Normal-importance messages are not
marked. In this exercise, youll create a sample message with a high importance level.

STEP BY STEP Set the Importance Level

GET READY. LAUNCH Outlook if it is not already running.

1. If necessary, click the Mail button in the Navigation Pane to display the Mail folder.
2. Click the New E-mail button on the Home tab. The Message window is displayed. By
Another Way default, the Message tab is selected.
Select the impor-
3. Click the High Importance button in the Tags group.
tance in the message Properties
dialog box. 4. In the message area, key Sample important message.
5. In the To field, key [your e-mail address]. In the Subject field, key Sample important
message, as shown in Figure 3-11.

Figure 3-11 High Importance button

Creating an important message

Low
Importance
button

6. Click the Send button. The message is moved to the Outbox and it is sent when your
computer is connected to the Internet.
7. Return to your Inbox, and click the Send/Receive All Folders button if the message has
not arrived yet.
 Advanced E-mail Tools 97

8. Select the new message, which is flagged with a red exclamation mark in your Inbox
list. The text This message was sent with High importance appears in the InfoBar at
the top of the message, as shown in Figure 3-12.

Figure 3-12
High Importance
Important message received High Importance message in the
message in Reading Pane
the message lists

PAUSE. LEAVE Outlook open to use in the next exercise.

If you set the importance level of a message too high or low, you can reset the importance level
to normal before you send it. Simply click the High Importance button or the Low Importance
button that is currently selected.

Setting a Reminder for Recipients

When you send a message, you can mark it with a follow-up flag that will be seen by the
recipient and act as a reminder that he or she is expected to take some action based on the
information in the message you sent. In this exercise, youll create a sample message with a
reminder.

STEP BY STEP Set a Reminder for Recipients

GET READY. LAUNCH Outlook if it is not already running.

1. If necessary, click the Mail button in the Navigation Pane to display the Mail folder.
2. Click the New E-mail button on the Home tab. The UntitledMessage window is
displayed. By default, the Message tab is selected.
3. In the To field, key [your e-mail address]. In the Subject field, key Lunch tomorrow
with Alan Brewer.
4. In the message area, key the following message: Dont forget lunch tomorrow
with Alan Brewer from Fabrikam, Inc. He wants to discuss arrangements for the
conference scheduled for our Blue Conference Room at the end of next month.
Come prepared!
98 Lesson 3

5. In the Tags group on the Message tab, click the Follow-Up dropdown button and select
Custom from the dropdown menu to select additional options. The Custom dialog box
shown in Figure 3-13 is displayed.

Figure 3-13 Click to place a reminder flag on the Click to select

Custom dialog box message in your Sent Items folder reminder options

Click to place
a reminder flag
that will appear
on the recipients
message list

Click to give the recipient a Reminder window

6. Click the Flag For Recipients option and select the Reminder check box to activate that
option.
7. Click OK to save the settings. The dialog box is closed. As shown in Figure 3-14, the
InfoBar in the message youre creating indicates that the recipient will receive the
Follow-Up flag.

Figure 3-14
Creating a message with a
reminder for a recipient InfoBar indicates
that this message
will be flagged for
follow-up for the
recipient

Troubleshooting The text After this message is sent, it will be flagged for with you the following information
in the InfoBar appears while the message is being composed. This text is not displayed to
the recipient.

8. Click the Send button. The message is moved to the Outbox and it is sent when your
computer is connected to the Internet.
PAUSE. LEAVE Outlook open to use in the next exercise.
 Advanced E-mail Tools 99

When the computer is connected to the Internet and a message is sent, the message in
2.1.4 the Sent Items folder will have a flag. When the message is received it will have a flag
and the recipient will receive a reminder window at the appointed time, as shown in
Figure 3-15.
How do you set a follow-up
flag for the recipient?

Figure 3-15 Follow-up flag for the message

Sent message with follow-up Follow-up
flag for the recipient flag in
Icon indicates that Reading
the sent message Pane
contains a flag

When the message arrives in the recipients Inbox, the message is marked by a flag, as shown
in Figure 3-16. This draws attention to the message and indicates that some action might be
required. A flag set by a sender contains a small silhouette, making it look different from a
flag you set for yourself. If the recipient clicks the flag in the message list, it is added to the re-
cipients task list.

Figure 3-16 Indicates that message

Received message with was sent with a flag
follow-up flag set by
the sender

Indicates recipient will

receive a Reminder window

Ref You can find more information about tasks in Lesson 11.

Requesting Delivery and Read Receipts

Did she get the message? Requesting delivery and read receipts takes the mystery out of sending
a message because you will know that the message was delivered to the recipient and opened for
reading. A delivery receipt tells you that the message has arrived in the recipients mailbox; the
message has been delivered. A delivery receipt does not guarantee that the recipient has opened or
read the message. A read receipt tells you that the message has been opened in the recipients
mailbox. In this exercise, youll send a sample message with a delivery and read receipt request.

STEP BY STEP Request Delivery and Read Receipts

GET READY. LAUNCH Outlook if it is not already running.

1. If necessary, click the Mail button in the Navigation Pane to display the Mail folder.
2. Click the New E-mail button on the Home tab. The Message window is displayed. By
default, the Message tab is selected.
100 Lesson 3

3. In the To field, key [your e-mail address]. In the Subject field, key Sample delivery
Another Way receipt and read receipt.
Click the Request a
4. In the message area, key Sample delivery receipt and read receipt.
delivery receipt for this
message check box and click 5. Click the Options tab on the Ribbon.
the Request a read receipt for 6. In the Tracking group, click the Request a Delivery Receipt and the Request a Read
this message check box in the Receipt check boxes, as shown in Figure 3-17.
Message Options dialog box.

Figure 3-17 Tracking options

Creating a message requesting
a delivery receipt and a
read receipt

2.1.9

How do you request a

read receipt and a
delivery receipt?

7. Click the Send button. The message is moved to the Outbox and it is sent when your
computer is connected to the Internet.
PAUSE. LEAVE Outlook open to use in the next exercise.

A read receipt tells you that the message has been opened in the recipients mailbox, but the
recipient can choose to send or not send a read receipt, as shown in Figure 3-18. This means that
you might not receive a read receipt, even when the recipient has read the message.

Figure 3-18
Recipient can choose to send
a read receipt

If the recipient chooses to send the read receipt, it is sent to your mailbox by default, as shown
in Figure 3-19.

Figure 3-19 Read receipt in the message list Read receipt in the Reading Pane
Read receipt received
in mailbox
 Advanced E-mail Tools 101

Directing Replies to a Specific Address

Directing replies to an e-mail address other than the one from which you sent the message can
be a surprisingly useful tool. By sending a message with the replies directed elsewhere you pre-
vent your inbox from being flooded with messages that youll need to forward to someone else.
For example, the president of a company could send out a message about an upcoming event,
but direct any replies to the message to the event coordinator. Or, a human resources manager
might want to send out an announcement of a job opening and direct the replies to her assistant
for processing. In this exercise, youll create a sample message and direct replies to it to go to
HR@ResortAdventures.net.

STEP BY STEP Direct Replies to a Specific Address

GET READY. LAUNCH Outlook if it is not already running.

1. In the Mail folder, click the New E-mail button on the Home tab. The Message window
is displayed, with the Message tab selected.
2. Click the Options tab in the Ribbon and click the Direct Replies To button in the More
Options group. The Properties dialog box is displayed.
3. In the Delivery Options area, the Have replies sent to check box is selected, and your
e-mail address is displayed.
4. Select your e-mail address and key HR@ResortAdventures.net, as shown in
Figure 3-20.

Figure 3-20
Click to direct
Directing message replies replies to a
to an alternate address different address

Select Key a different

to direct address for
replies directed replies

5. Click Close. Close the message window without saving or sending a message.
PAUSE. LEAVE Outlook open to use in the next exercise.

Take Note Some spam filters interpret messages with a different sender and reply to address as spam. If
you are going to use this technique, you should also add a delivery receipt to ensure that your
recipients receive your message.

When you send an e-mail message, the message header includes information about where to
send replies. This information tells the recipients e-mail application what e-mail address to use
in the To field of a reply message. (When you request replies to be directed to a different address,
Outlook replaces your Reply To information in the message coding with the alternate address
you requested.)
102 Lesson 3

If you have contacts entered in Outlook, you can choose a contact for the Have Replies Sent To
field rather than keying an address. Using contact information in Outlook simplifies the process
of directing replies to a different address.

Ref You can find more information about contacts in Lesson 6.

Configuring Message Delivery Options

Occasionally, you might want to delay the delivery of a message. For example, a Human
Resources specialist can write a message explaining a change in benefits, but delay sending the
message until the announcement is made later in the day. Delayed messages are held in the Out-
box until the specified time, regardless of how often you click the Send/Receive button during
the day. In this exercise, you learn how to specify specific details about a delivery delay using the
message Properties dialog box.

STEP BY STEP Configure Message Delivery Options

GET READY. LAUNCH Outlook if it is not already running.

Another Way 1. Click the New E-mail button on the Home tab. The Message window is displayed. By
Click the More default, the Message tab is selected.
Options dialog box launcher to 2. Click the Options tab in the Ribbon and click the Delay Delivery button. The message
open the message Properties Properties dialog box is displayed and the Do not deliver before check box is selected.
dialog box. The current date and 5:00 PM are selected.
3. Click the Time dropdown arrow. Select the next available time from the dropdown list,
as shown in Figure 3-21.

Figure 3-21 Click to delay delivery of a message

Message Properties dialog box

with delayed delivery selected

Select to delay
Select the date
delivery of a
and time to send
message
the message

4. Do not change the date. Click the Close button at the bottom of the dialog box. Note
that the Delay Delivery button is highlighted.
5. In the To field, key [the e-mail address of a coworker or friend]. In the Subject field, key
Delayed delivery.

Troubleshooting If you are using a POP3 e-mail account rather than an internal company network, you must
keep Outlook open until the message is sent. Your computer must be connected to the
Internet at the time specified for delivery.
 Advanced E-mail Tools 103

6. In the message area, key Sample delayed delivery.

2.1.7 7. Click the Send button. The message is moved to the Outbox. The message is sent at
the specified time if your computer is connected to the Internet.
How can you delay the PAUSE. LEAVE Outlook open to use in the next exercise.
delivery of a message?
Be sure that Outlook is running and your computer is connected to the Internet at the specified
delivery time, in order to receive a delayed message at the scheduled time.

Saving a Sent Item to a Specific Folder

By default, sent messages are saved in the Sent Items folder. You might want to save a copy of a
message in a different location. For example, you can keep messages about a specific project in a
different folder. Or, you can keep correspondence with a specific individual in a separate folder.
Organizing your messages can help you stay on top of a hectic day. In this exercise, youll create
a sample message and change the options to have the sent message saved in a specific folder.

STEP BY STEP Save a Sent Item to a Specific Folder

GET READY. LAUNCH Outlook if it is not already running.

1. Click the New E-mail button on the Home tab. The UntitledMessage window is
displayed.
2. Click the To field. Key [the e-mail address of a friend or coworker].
3. Click the Subject field. Key Different Save Location. In the message area, key Different
Save Location.
4. Click the Options tab on the Ribbon.
5. Click the Save Sent Item To button and select the Other Folder option. The Select
Folder dialog box is displayed, as shown in Figure 3-20.

Figure 3-22 Click to specify an alternate folder to store the sent message
Select Folder dialog box

Deleted items
folder selected

6. Select the Deleted Items folder, and click OK to close the dialog box.
104 Lesson 3

Troubleshooting Normally, you will create a new folder or save the message to a folder you created earlier.
That isnt necessary for this exercise.

7. Click the Send button. The Message window closes, and the message is moved to the
Outbox. The message is sent when your computer is connected to the Internet.
8. In the main Outlook window, click the Deleted Items folder in the Navigation Pane. The
message will be displayed in the Deleted Items folder when it has been sent.

Ref You will learn more about creating and using folders in Lesson 4.

9. Click the Inbox in the Navigation Pane.

PAUSE. LEAVE Outlook open to use in the next exercise.
2.1.6
Saving sent messages in different folders determined by the message content or addressee is a
How do you change the location great way to keep your mailbox organized. Later, you will learn to create rules that automatically
for saving a sent message? move messages to different folders.

Specifying the Sending Account

Many people have more than one e-mail account, such as a business account and a personal
account. You can add all of your e-mail accounts to Outlook so that you can keep up with all
of them at once. If you have more than one account, it is important that you specify the appro-
priate e-mail account as the sending account for your outgoing messages. If you have multiple
e-mail accounts set up, youll have an extra From button in your message window. Click this
button to choose the e-mail account from which you want to send the message. In this exercise,
youll create a sample message and send it from an alternate e-mail address.

STEP BY STEP Specify the Sending Account

Troubleshooting In order to complete this exercise, youll need to have at least two e-mail accounts set up in
Outlook.

GET READY. LAUNCH Outlook if it is not already running and be sure that you have more
than one e-mail account set up.
1. Click the New E-mail button on the Home tab. The Message window is displayed. By
default, the Message tab is selected.
2. Click the From button in the Ribbon. A dropdown list is displayed showing each of
your e-mail accounts, as shown in Figure 3-23.
 Advanced E-mail Tools 105

Figure 3-23 The sending email address

Selecting a sending account

Click to select an
alternate sending
account

Another Way
You send the
message from another e-mail
address by selecting the Other
E-mail Address option and
keying a different address
into the From field. 3. Select your alternate e-mail account from the dropdown list.
4. In the To field, key your main e-mail address. In the Subject field, key Sample alternate
e-mail.
5. In the message area, key Sample alternate e-mail.
2.1.5 6. Click the Send button. The Message window closes, and the message is moved to the
Outbox. The message is sent when your computer is connected to the Internet and the
message will be displayed in the Inbox when it has been sent.
How do you send a message
from a specific e-mail address? PAUSE. LEAVE Outlook open to use in the next exercise.

WORKING WITH VOTING OPTIONS

Often the most time-consuming part of planning a project or event is getting everyones con-
The Bottom Line sensus on specific aspects of the activity at hand. You can use Outlooks voting options to poll
messages recipients. If the standard voting buttons do not meet your need, you can create
customized voting buttons.

Troubleshooting Microsoft Exchange Server is required to use voting buttons.

Using Standard Voting Buttons

Outlooks standard sets of voting buttons include Approve and Reject; Yes and No; and Yes, No,
and Maybe. These three standard voting options can handle most of your voting needs. In this
exercise, youll create a sample message containing a standard set of voting buttons.

STEP BY STEP Use Standard Voting Buttons

GET READY. LAUNCH Outlook if it is not already running.

1. Open a new message window.
2. In the To field, key [your e-mail address and the addresses of two friends or
coworkers.]
3. In the Subject field, key Company picnic.
106 Lesson 3

4. In the message area, key Do you plan to attend the company picnic next month?
[Press Enter.]
5. Click the Options tab, then click the Use Voting Buttons button on the Ribbon. The
three sets of standard voting buttons are listed, as shown in Figure 3-24.

Figure 3-24 Click to select a voting option

Recipients voting options

Another Way
Click the Use vot-
ing buttons check box in the
message Properties dialog box.
To display the Message Options
dialog box, click the dialog box
launcher in the Tracking group
on the Options tab.

6. Click the Yes;No option.

2.1.8
7. Click the Send button. The message is moved to the Outbox, and it is sent when your
How do you create a poll using computer is connected to the Internet.
standard voting buttons? PAUSE. LEAVE Outlook open to use in the next exercise.

When the message arrives in a recipients mailbox, the InfoBar displays the text Vote by clicking
Vote in the Respond group above. When the recipient clicks the Vote button in the Respond
group, the voting options are displayed. The recipient simply clicks the choice she wants. A
dialog box asks the recipient to confirm her choice, as shown in Figure 3-25. When the recipient
confirms her choice, a message is automatically sent to the source of the poll. In this case, you
are the source of the poll.

Figure 3-25 Click to vote

Responding to a message
with voting options
 Advanced E-mail Tools 107

As replies arrive, the votes are tracked in the original sent message containing the poll question.
The message used to send the poll is saved in the Sent Items folder like other sent messages.
However, it is identified in the message list by the Tracking icon (see Figure 3-26), which re-
sembles the Tracking button.

Figure 3-26
Sent message with Tracking icon
voting options

To view the results of the voting, double-click the message to open it. Click the Tracking button
in the Ribbon, as shown in Figure 3-27.

Figure 3-27 Click to view poll results

Viewing poll results

Results
tallied on
the InfoBar

Configuring Custom Voting Buttons

Sometimes a simple Yes/No answer is not enough. When the standard voting buttons dont
provide the options you need, you can create custom voting buttons. For example, if your com-
panys holiday party is catered, you can ask employees who plan to attend if they want chicken
or steak. In this exercise, youll create a sample message with custom voting buttons.

STEP BY STEP Configure Custom Voting Buttons

GET READY. LAUNCH Outlook if it is not already running.

1. Open a new message window.
2. In the To field, key [your e-mail address and the addresses of two friends or
coworkers].
3. In the Subject field, key Company holiday dinner.
4. In the message area, key Select the meal you prefer for the company holiday party.
[Press Enter.]
5. Click the Options tab, then click the Use Voting Buttons button on the Ribbon. Click the
Custom option. The Properties dialog box is displayed. The Use voting buttons option
is selected and Approve; Reject is displayed in the field, as shown in Figure 3-28.
108 Lesson 3

Figure 3-28 Click to choose voting buttons

Message Properties
dialog box with Use
voting buttons selected

Select to Key custom

use voting options separated
buttons by semicolons

6. In the Use voting buttons field, key Chicken;Steak. Always insert a semicolon between
the custom button labels. Click the Close button at the bottom of the dialog box to
close the dialog box and return to the message.
2.1.8
7. Click the Send button. The message is moved to the Outbox and it is sent when your
How do you create a poll computer is connected to the Internet.
using custom voting buttons? PAUSE. LEAVE Outlook open to use in the next exercise.

Customized buttons provide flexibility when conducting polls. Choosing dinner is only one
of the many types of polls you can create. Any time you need to gather opinions from several
people, consider using a poll.

WORKING WITH SECURITY

Microsoft Outlook provides several security features to protect your e-mail correspondence.
The Bottom Line These features include encryption, a digital signature, and restricting permissions to a message.
In this section, youll create sample messages using each of these security features.

Troubleshooting To use a digital signature or encrypt a message, you must have a digital ID. If you do
not have a digital ID, consult your system administrator or purchase a digital ID from a
certificate authority.

Using a Digital Signature

A digital ID is a way to authenticate that a message is coming from you and to add a level of
encryption to the message. Digital IDs enable a recipient to verify that a message is really from
you and decrypt any encrypted messages received from you. A digital ID contains a private key
that remains on your computer and a public key you give to your correspondents to verify that
you are the message sender. The keys unlock the encryption. When you give a recipient a digital
ID, you are giving their computer the codes to unlock your encrypted messages. In this exercise,
youll create a sample message and add a digital signature.
 Advanced E-mail Tools 109

STEP BY STEP Use a Digital Signature

GET READY. LAUNCH Outlook if it is not already running.

1. Open a new message window.
2. In the To field, key [the address of a friend or coworker].
3. In the Subject field, key Digitally signed message.
4. On the Options tab, click More Options dialog box launcher. The message Properties
dialog box opens.
5. Click the Security Settings button. The Security Properties dialog box is displayed, as
shown in Figure 3-29.

Figure 3-29 Click to digitally sign messages once the initial

security settings have been set up
Security Properties dialog box

Click to open
the Security
Properties
Select to add your dialog box
digital signature to
this message
Click to select your
Digital ID from the
list

Another Way
Once youve set
up your Security Settings with
your Digital ID, you can simply
click the Digitally Sign Message
button on the Options tab to 6. Click the Add digital signature to this message check box.
sign future messages. 7. Click the Security setting dropdown box and select your Digital ID from the list. Click
OK to close the dialog box. Click the Close button to close the message Properties
dialog box.
3.4.1 8. In the message area, key Sample digitally signed message. Click the Send button. The
message is moved to the Outbox and it is sent when your computer is connected to
the Internet.
How do you use a
digital signature? PAUSE. LEAVE Outlook open to use in the next exercise.

When a digitally signed message arrives in the Inbox, an icon in the message list indicates that
the message is digitally signed, as shown in Figure 3-30. Remember that messages with a digital
ID contain the codes you will need to unlock encrypted messages from that person. So the first
time you receive a digitally signed message for any sender, you should use the digital ID to add
the person to your contact list or to update existing contact information so that their private key
information is added to their contact record.

Figure 3-30 Icon indicates a digitally signed message

Digitally signed message
110 Lesson 3

Ref You can find more information about contacts in Lesson 6.

Using Encryption
Encryption is a great way to protect the privacy of important messages. When you use encryption,
your message contents are scrambled so that only a recipient with the encryption key can decipher the
message. To send an encrypted message and decrypt an encrypted message, you must have exchanged
digital ID certificates with the recipient. In other words, both you and the recipient need to send each
other a digitally signed message and add each others digital ID to the Contacts list. In this exercise,
youll create a sample encrypted message.

STEP BY STEP Use Encryption

GET READY. LAUNCH Outlook if it is not already running.

Take Note Before you exchange encrypted messages, both you and the recipient need to send each other a
digitally signed message and add each others digital ID to the Contacts list.

1. Open a new message window.

2. In the To field, key [the address of the friend or coworker who has exchanged digital ID
certificates with you].
3. In the Subject field, key Sample encrypted message.
The Content file 4. Open the Content file in the data files for this lesson. Select and copy all the text.
is available on the book Paste it in the message area.
companion website or in 5. On the Options tab, click the Encrypt button, as shown in Figure 3-31.
WileyPLUS.

Figure 3-31 Click to encrypt a message

Encrypting a message

6. Click the Send button. The message is moved to the Outbox, and it is sent when your
computer is connected to the Internet.
LEAVE Outlook open to use in the next exercise.

When an encrypted message arrives in the Inbox, an icon in the message list indicates that the
message is encrypted, as shown in Figure 3-32. An encrypted message cannot be viewed in the
Reading Pane. It must be opened to be read.
 Advanced E-mail Tools 111

Figure 3-32 Icon indicates encrypted Encrypted messages cannot

Encrypted a message message be viewed in the Reading Pane

Restricting Permissions to a Message

Information Rights Management (IRM) is an Outlook feature that allows you to control
how the recipient can use a message. When you restrict a message using IRM, Outlook encodes
the message with instructions that prevent the recipient from printing, forwarding, or copying
sensitive messages. In this exercise, you will create a sample message with restricted permissions.

STEP BY STEP Restrict Permissions to a Message

GET READY. LAUNCH Outlook if it is not already running.

You must have Microsoft Windows Rights Management Services (RMS) installed to
WileyPLUS Extra! features an perform this activity.
online tutorial of this task.
Take Note IRM for the 2010 Microsoft Office system requires Microsoft Windows Rights Management
Services (RMS).

1. Open a new message window.

Another Way 2. In the To field, key [the address of a friend or coworker with whom youve exchanged
To restrict permis-
digital ID certificates].
sions to a message, click the
Permissions button in the 3. In the Subject field, key Sample message with restricted permissions.
Options group of the Message 4. On the Options tab, click the Permission dropdown arrow. Select the Do Not Forward
tab on the Ribbon. option. An InfoBar is displayed in the message window as shown in Figure 3-33.

Figure 3-33 Click to add a restriction to the message

Creating a message with
restricted permissions

InfoBar
indicates the
nature of the
restriction on
the message
112 Lesson 3

5. In the message area, key Sample message with restricted permissions.

6. Click the Send button. The message is moved to the Outbox, and it is sent when your
computer is connected to the Internet.
PAUSE. LEAVE Outlook open to use in the next exercise.

When a message with restricted permissions arrives in the Inbox, an icon in the message list in-
dicates that the message has restricted permissions, as shown in Figure 3-34. The same InfoBar
that was displayed in the message window as you created the message is displayed in the window
pane when the message is received.

Figure 3-34 Icon indicates InfoBar notifies the

Message with restricted restricted message recipient about the restriction
permissions in the
message list

Troubleshooting Remember that IRM is not failsafe. IRM cannot protect your messages from being corrupted,
erased, or duplicated by hand.

LOCATING MESSAGES
What was the cost of that item? When is the project deadline? Important information is often
The Bottom Line exchanged through e-mail messages and finding that information can be critical. Outlook 2010
has several powerful tools that make it easy to locate the right message when you need it.
You can easily locate all messages and attachments from a specific contact using the People Pane.
You can sort any Mail folder by any attribute. You can filter search results using Instant Search
with its companion Search Contextual tab and Search Suggestions list. If you find that you need
to perform the same search on a regular basis, you can create a custom search folder that will
always contain your filtered items.

Sorting Messages by Attributes

In the message list, e-mail messages are usually listed by date. The newest messages are displayed
at the top of the message list. One of the easiest ways to locate messages is by sorting the message
list by another attribute such as size, subject, or sender. In this exercise, youll sort the message
list by different file attributes.

STEP BY STEP Sort Messages by Attributes

GET READY. LAUNCH Outlook if it is not already running.

1. If necessary, click the Mail button in the Navigation Pane of the main Outlook window.
2. Click Arranged By above the message list. Select the Attachment option. Messages are
grouped by whether they include an attachment or not.
 Advanced E-mail Tools 113

3. Click Arranged By above the message list. Select the Subject option. Messages are
Another Way grouped by sender. Groups are listed in alphabetic order.
To sort messages,
4. Click Arranged By above the message list. Select the Date option. Messages are
click the View menu, click
grouped by date. Groups are listed in chronological order.
the Arrange By, and select an
attribute. PAUSE. Leave Outlook open to use in the next exercise.

By default, messages are sorted by the date they are received. Sometimes, you can get a better
picture of a situation by viewing all the messages from a particular sender or subject. Another
way to see all the messages from a particular sender is by using the People Pane.

Using the People Pane to Find a Message

Outlook 2010s People Pane is a convenient way to locate messages and attachments based on
NEW the sender information. The Show e-mail messages page and Show attachments page in the
to Office 2010 People Pane (visible in both the Mail folder and individual contact records) collect everything
from each contact in one convenient place. In this exercise, youll locate an attachment using
the People Pane.

STEP BY STEP Use the People Pane to Find an Attachment

GET READY. LAUNCH Outlook if it is not already running.

Instant Search must be enabled.
1. If necessary, click the Mail button in the Navigation Pane of the main Outlook window.
2. In the Inbox, select a message you sent to yourself.
3. If the People Pane is not visible, click the People Pane button on the View tab and
select Normal. The home page of the People Pane displays a list of messages that
youve sent to yourself.
4. Click the attachment icon to open the Show Attachments That You Have Received
From This Person list. A list of only those messages that included an attachment is
displayed. The list is sorted by message date, as shown in Figure 3-35.

Figure 3-35
Locating an attachment in
the People Pane

Click to locate attachments Window.jpg

from the sender attachment
114 Lesson 3

5. Click on the message you sent to yourself that had an attachment called Window.jpg. The
message window opens, showing the message that contained the Window.jpg attachment.
1.3.4
6. Close the message window.
How do you search for PAUSE. Leave Outlook open to use in the next exercise.
messages from a specific
contact?
You can use the People Pane to show all the messages from a particular sender stored anywhere
within your mailbox. This can be the simplest way to find more messages from a contact. How-
ever, if youve received several messages from the same person, you might find that the list is
too long to be convenient. As an alternative, you can use Instant Search to search for a specific
message that contains specific attributes.

Using Instant Search

One of the biggest problems with searching through e-mail messages over time is that the
searches usually produce far too many results. Instant Search now includes two features that
you can use to filter through the results: Search Suggestions List and the Search Contextual tab.
As you begin typing a keyword in the Instant Search box, results are immediately displayed in
the mail list rather than waiting to complete the search to display the results. In this exercise,
youll locate an Outlook item using Instant Search to filter your results.

STEP BY STEP Use Instant Search

GET READY. LAUNCH Outlook if it is not already running.

1. Click the Mail button in the Navigation Pane of the main Outlook window.
2. If necessary, click the Inbox folder in the Navigation Pane. The Instant Search box is
displayed at the top of the Inbox, as shown in Figure 3-36.

Take Note The Instant Search feature works in every Outlook folder.

3. In the Instant Search box, key Sample. As you key the search text; three things
happen. Outlook displays the messages that match the text; the Search Suggestions
list appears, allowing you to choose which part of the message includes the keyword;
and the Search Tools tab appears, as shown in Figure 3-36.

Figure 3-36 Click to search all Instant Search

Outlook items Search box Tools tab
Instant Search features

Click to search all

messages at once

Click to select a filter

for the search results

Indicates the
searched-in folder
 Advanced E-mail Tools 115

Take Note Instant Search searches only the specific Outlook folder youre currently viewingin this case,
the Inbox. You can search any mail folder or search everywhere in Outlook at the same time by
clicking the All Outlook Items link in the Search Tools tab.

1.4 4. Click the Subject: Sample from the Search Suggestions list. Only messages that
include the word Sample in the subject line are displayed.
How do you use Instant 5. Click the Attachments button in the Search Tools tab. Only messages that include the
Search to locate a message? word Sample in the subject line and have attachments are displayed, as shown in
Figure 3-37.

Figure 3-37
Filtered search list

Using filters reduced the search

results to a more manageable list

6. Click Inbox in the Navigation Pane to clear the search.

PAUSE. LEAVE Outlook open to use in the next exercise.

1.4 As you begin typing a search parameter in the Instant Search box, Outlook begins populating
the mail list with items that contain your keyword, and the Search Suggestions list appears below
How do you use search the Instant Search box. By selecting one of the options in this list, you can filter the results based
filters to locate a message?
on where the keyword appears in the message.

Using Built-in Search Folders

If you find that you need to perform the same kind of search on a regular basis, you can save
time by creating a custom search folder. Search folders are virtual folders stored in the Folder List
in the Navigation Pane. A virtual folder looks and acts like a normal folder, but a virtual folder
is really just a collection of links to messages that are stored in other folders. This allows you to
maintain your folder organization while still offering you easy access to messages that fit your
search needs. For example, you can access every unread e-mail message from every folder using
the Unread Mail search folder.

STEP BY STEP Use Built-in Search Folders

GET READY. LAUNCH Outlook if it is not already running.

1. If necessary, click the Mail button in the Navigation Pane.
2. On the Folder tab, click New Search Folder in the New group. The New Search Folder
dialog box is displayed, as shown in Figure 3-38.
116 Lesson 3

Figure 3-38
Click to create
New Search Folder dialog box a new search
folder

3. In the Select a Search Folder section of the dialog box, select Important Mail in the
Reading mail portion of the list. Click OK to close the dialog box. Outlook displays
a new folder at the bottom of the folder list in the Navigation Pane called Search
Folders. The Important Mail folder appears within Search Folders, as shown in
Figure 3-39.

Figure 3-39
Important Mail search folder

New
search
folder

1.4.1
How would you create an
Unread Mail search folder? PAUSE. LEAVE Outlook open to use in the next exercise.

Outlook provides a number of built-in search folders (see Table 3-1) for everything from unread
mail to mail flagged for follow-up to mail containing specific keywords. You can also create a
custom search folder containing any criteria you want.
 Advanced E-mail Tools 117

Table 3-1
Search Folder What Items Will Appear in the Search Folder
Built-in Search Folders
Unread mail Holds any message from any folder that is marked as unread.

Mail flagged for Holds any message from any folder that has been flagged.
follow up

Mail either unread or Holds any message from any folder that is marked as unread or flagged.
flagged for follow-up

Important mail Holds any message from any folder that is marked as important.

Mail from and to Holds any message from any folder that is either from or to contact(s)
specific people you choose.
When selected, a new box is displayed in the lower portion of the New
Search Folder dialog box. Click Choose to open your address book and
select the names of people you want included in the search.

Mail from specific Holds any message from any folder that is from contact(s) you choose.
people
When selected, a new box is displayed in the lower portion of the New
Search Folder dialog box. Click Choose to open your address book and
select the names of people you want included in the search.

Mail sent directly to me Holds any message from any folder that specifically lists you in the To field.

Mail sent to public Holds any message from any folder that is addressed to a contact group or
groups distribution list chosen by you.
When selected, a new box is displayed in the lower portion of the New
Search Folder dialog box. Click Choose to open your address book and
select the contact group(s) you want included in the search.

Categorized mail Holds any message from any folder that youve organized using categories.
When selected, a new box is displayed in the lower portion of the New
Search Folder dialog box. By default, any category is included, but you can
click Choose to open a new window in which you can specify the words
you want included in your search.

Large mail Holds any message from any folder that is at least a specified size.
When selected, a new box is displayed in the lower portion of the New
Search Folder dialog box. By default, the size limit is 100 KB, but you can
click Choose to open a new window in which you can specify the size limit
you want.

Old mail Holds any message from any folder that is older than a specific date.
When selected, a new box is displayed in the lower portion of the New
Search Folder dialog box. By default, anything older than 1 week is included,
but you can click Choose to open a new window in which you can specify
the number of days, weeks, or months you want included.

Mail with attachments Holds any message from any folder that has an attachment.

Mail with specific words Holds any message from any folder that contains words that you specify.
When selected, a new box is displayed in the lower portion of the New
Search Folder dialog box. Click Choose to open a new window in which
you can specify the words you want included in your search.

Create a custom Holds any message from any folder that meets the specified criteria.
Search Folder
When selected, a new box is displayed in the lower portion of the New
Search Folder dialog box. Click Choose to open a new window in which
you can specify the name for the folder and the specific criterion you want
to use.
118 Lesson 3

PRINTING MULTIPLE MESSAGES

With Outlook 2010, printing multiple messages is just as easy as printing one. Printed mes-
The Bottom Line sages include the header and the body of the message. You can control all the printing settings
in Backstage view.

Printing Multiple Messages

In this exercise, you learn how to print multiple messages in Outlook 2010.

STEP BY STEP Print Multiple Messages

GET READY. LAUNCH Outlook if it is not already running.

1. If necessary, click the Mail button in the Navigation Pane of the main Outlook window.
The Inbox is displayed.
2. Select the most recent e-mail messages. Press Ctrl and then click the next message in
the list to select. Click the File tab to open Backstage view.
3. Click Print in the navigation pane to open the print settings page. The preview pane
on the right displays a message saying that it might take a few minutes to display the
preview of multiple messages, as shown in Figure 3-40.

Figure 3-40 Click to see a preview of multiple

messages
Printing multiple messages

4. Click the Preview button. A preview of the first of the selected messages is displayed,
as shown in Figure 3-41. Click the Next Page button to see the next selected message,
as shown in Figure 3-41.
 Advanced E-mail Tools 119

Figure 3-41
Print Settings in
Backstage view

Previous Page Next Page

1.5.3 5. Click the Printer dropdown arrow and select your printer from the list.
How would you print 6. Click Print to print the selected messages.
multiple messages? CLOSE Outlook.

SKILL SUMMARY
In This Lesson Objective
You Learned How To: Exam Objective Number
Manage automatic message Set Mail options. 1.1.2
content Specify options for replies. 3.4.3
Specify options for forwards. 3.4.4
Specify the font. 3.4.2
Set a default theme for all HTML. 3.4.5
Use advanced message options Set the Sensitivity Level. 1.2.3
Set a reminder for message recipients. 2.1.4
Configure tracking options. 2.1.9
Configure message delivery options. 2.1.7
Specify the sent item folder. 2.1.6
Specify the sending account. 2.1.5
Work with voting options Configure voting options. 2.1.8
Work with security Manage signatures. 3.4.1
Locate messages Use the People Pane. 1.3.4
Use built-in Search folders. 1.4.1
Print multiple messages Print multiple messages. 1.5.3
120 Lesson 3

Knowledge Assessment

True/False
Circle T if the statement is true or F if the statement is false.

T F 1. Maybe is one of the standard voting buttons.

T F 2. Plain text is the default format for all messages.
T F 3. A red exclamation point is the icon used in the message list to indicate that a
message is confidential.
T F 4. The Instant Search feature displays items matching the search criterion before
the search is complete.
T F 5. A delivery receipt indicates that the message has been opened by the
recipient.
T F 6. An encrypted message can be previewed in the Reading Pane when the
message arrives.
T F 7. A message is moved to the Sent Items folder when you click the Send button.
T F 8. An InfoBar is a banner containing information added automatically at the top
of a message.
T F 9. When you create custom voting buttons, insert a colon between the options.
T F 10. When you delay the delivery of a message, it is held in the Outbox until it is
time to be sent.

Multiple Choice
Select the letter of the text that best completes the following statements.

1. A ____________ assures the recipient the identity of the sender of a message.

a. message header
b. digital ID
c. secure ID
d. all of the above
2. Which of the following tells you that the message has been opened in the recipients
mailbox?
a. Read receipt
b. Delivered flag
c. Delivery receipt
d. Read flag
3. Which of the following suggests how the recipient should treat the message and the
type of information in the message?
a. permission restriction
b. tags
c. flags
d. categories
4. The __________ contains all the messages for a given contact.
a. message header
b. contact record
c. People Pane
d. Received folder
 Advanced E-mail Tools 121

5. What is the name of the banner containing information added automatically at the top
of a message?
a. Context bar
b. InfoBar
c. ScreenTip
d. Trust Center
6. Which of the following allows you to filter search results?
a. Arrange by field
b. Search Context
c. Search Suggestions List
d. All of the above
7. What formatting language enables you to format text and insert into messages items
such as horizontal lines, pictures, and animated graphics?
a. Theme
b. Format
c. Template
d. HTML
8. Which of the following contains a private key that remains on your computer and a
public key you give to your correspondents to verify that you are the message sender?
a. digital ID
b. same server transfer
c. encryption
d. confidential e-mail
9. Which of the following tells you that the message has arrived in the recipients
mailbox?
a. Read receipt
b. Delivered flag
c. Delivery receipt
d. Read flag
10. What scrambles the text so that only the recipient with a key can decipher the
message?
a. encryption
b. blending
c. digital remixing
d. encoding

Competency Assessment

Project 3-1: Create a Message with a Read Request

Mindy Martin, a co-owner of Resort Adventures, is supervising the arrangements for a wedding
scheduled for next month at the resort. She needs to send them a message confirming the date and
notifying them of the cancellation policy. Because she doesnt want any question as to whether the
message was received, she is going to send the message with a Read Request.

GET READY. LAUNCH Outlook if it is not already running.

1. On the Home tab, click the New E-mail button to create a new message.
2. In the Subject field, key Keyser wedding confirmation.
3. In the message area, key the following message.
Todays date. [Press Enter twice.]
Mrs. Keyser, [Press Enter twice.]
122 Lesson 3

As per our conversation of today, I am pleased to confirm the date of June 26 for the
Keyser wedding. [Press Enter twice.]
Please be advised that our policy requires a four-week notice for wedding
cancellations. Any cancellations after that date will result in forfeiture of your down
payment. [Press Enter twice.]
Please let me know if you have any additional questions, [Press Enter twice.]
Mindy Martin [Press Enter.]
Resort Adventures [Press Enter.]
4. On the Home tab, click the High Importance option.
5. Click the Options tab. Select the Request a read receipt.
6. Click the File tab and select the Save As option. Save the message in Outlook Message
Format as Keyser wedding confirmation.
7. Close the message without resaving, addressing, or sending it.
LEAVE Outlook open for the next project.

Project 3-2: Create a Confidential Message

Doug Hite is the personal assistant for a well-known actor. The actor has reservations for next week-
end. To avoid publicity, the actor will use the alias Jeff Hay when he registers. Create a confidential
message confirming the reservation.

GET READY. LAUNCH Outlook if it is not already running.

1. Click the New E-mail button to create a new message.
2. In the To field, key your e-mail address.
3. In the Subject field, key Reservation confirmation.
4. In the message area, key the following message.
Todays date [Press Enter twice.]
Mr. Hite, [Press Enter twice.]
This message confirms the reservation for Jeff Hay, arriving after 5 PM on Friday and
leaving Sunday afternoon. As you requested, five pounds of dark chocolate nonpareils
have been placed in the suites refrigerator. [Press Enter twice.]
Please contact me if you need any further assistance. [Press Enter twice.]
Mindy Martin [Press Enter.]
Resort Adventures [Press Enter.]
5. Click the Tags dialog box launcher. Change the Sensitivity option to Confidential.
Close the message Properties dialog box.
6. Click the File tab and select the Save As option. Save the message in Outlook Message
Format as Confidential confirmation in the location specified by your instructor.
7. Close the message without addressing or sending it. Let Outlook save a copy
LEAVE Outlook open for the next project.

Proficiency Assessment

Project 3-3: Specify a Default Theme and Create a Message with Voting Options
You work for the Resort Adventures resort. Mindy Martin, one of the owners, asked you to select a
default theme to be used for the resort. You need to select a theme and send a message to Mindy for
her review.

GET READY. LAUNCH Outlook if it is not already running.

1. Open the Signatures and Stationery dialog box from the Mail Options page in
Backstage view.
 Advanced E-mail Tools 123

2. Open the Theme or Stationery dialog box, and select the Water theme.
3. Close the open dialog boxes, saving your changes, and open a new message. The new
theme will be applied.
4. In the Subject field, key Proposed theme.
5. In the message area, key the following message using the same line spacing between
paragraphs and signature lines that youve used in the previous projects.
Todays date
Mindy,
I think Water might be a good theme for our stationery as it meets the requirements
we discussed.
It is brighter than the previous theme proposed.
It is colorful without being too intense.
Please let me know what you think.
Your Name
Resort Adventures
6. Select the two sentences that begin with It is and make them bullet points.
7. Add the Accept;Reject voting option to the message.
8. Save the message in HTML format as Proposed theme in the location specified by
your instructor.
9. Close the message and save it in drafts. Do not address or send it.
10. Go back to the Mail options dialog box and restore the original theme.
PAUSE. LEAVE Outlook open to use in the next exercise.

Project 3-4: Locate and Print Messages

Mindy Martin, co-owner of Resort Adventure, received your message containing the latest sample
theme; however, before she votes on it, she would like to sit down with you and Jon to discuss the
pros and cons of each. You need to locate each of the theme styles that have been proposed (be sure
to include the themed message that you created in Lesson 2). Print a copy of all three messages and
bring them to the meeting.

GET READY. LAUNCH Outlook if it is not already running.

1. Click the Sent Items folder.
2. In the Instant Search field, key theme.
3. From the Search Suggestions list, select subject: theme.
4. On the Search Tools tab, click All Mail Items in the Scope group.
5. Select the three messages that remain in the search results list.
6. Click the File tab to open Backstage view and select Print on the navigation pane.
7. Click the Preview button.

Mastery Assessment

Project 3-5: Press Announcement

Its natural surroundings, luxurious facilities, and exceptional reputation have made Resort Adventures
a hometown favorite location for weddings. Later today, another well-known local couple will send
wedding invitations to a few close friends and the press. Mindy wants to provide her contact informa-
tion for the press, but it will be a busy afternoon. She decides to write the message, but delay the
delivery of the message until the couple announces the wedding date and location an hour from now.

GET READY. LAUNCH Outlook if it is not already running.

1. Open a new message window.
2. In the To field, key your e-mail address.
124 Lesson 3

3. In the Subject field, key Mello-Lloyd wedding.

4. In the message area, write a brief message stating that you are confirming that the
Mello-Lloyd wedding will be held at Resort Adventures. Provide a link to your website
at www.resortadventures.net and your contact information at 800-555-1234. Dont
forget to include your name at the end of the message.
5. Set the delivery delay for 90 minutes from now. (You must be able to leave the
computer running and connected to the Internet until the specified time.)
6. Send the message without saving it.
PAUSE. LEAVE Outlook open to use in the next exercise.

Project 3-6: Send Your Digital Signature

A large corporation in a nearby city has decided to hold its spring sales convention at Resort Adven-
tures. However, the Marketing Department in charge of the convention requires digital signatures on
every message. You must exchange your digital signature with the marketing team member in charge
of the convention.

GET READY. LAUNCH Outlook if it is not already running.

1. Open a new message window.
2. In the To field, key the address for a friend or coworker.
3. In the Subject field, key Spring Conference.
4. In the message area, write a brief message stating that your digital signature has been
added to the message.
5. Add your digital ID to the message.
6. Send the message without saving it.
CLOSE Outlook.

INTERNET READY Select Options on the File tab. Click Trust Center. Click
the Trust Center Settings button. In the Trust Center dialog
A certificate authority sells digital IDs. Make a box, click E-mail Security and click the Get a Digital ID
list of three to five certificate authorities. Compare the pric- button.)
es and functionality of the products they provide. (Hint:
 Advanced E-mail Tools 125

Workplace Ready
y
SENDING A MESSAGE
E-mail is a common form of business correspondence. In many situations, it has replaced snail
mail, written correspondence delivered by the U.S. Postal Service. E-mail software has made
electronic messages a timely, creative, efficient method of communication.
Suppose you are the owner of a small candy company. You have a bricks-and-mortar store in
a small town in New Hampshire. Its a great place to raise a family, but your store does not get as
much foot traffic in a month as a prime location in a big-city mall sees in a single day. To reach
additional customers, you have created an electronic storefront on the Internet.
As your business grows, the sales from your electronic storefront increase at a phenomenal rate.
You communicate with customers daily as they place orders or request information.
To your surprise, though, e-mail messages are useful in running your bricks-and-mortar store
as well. You communicate with vendors, equipment providers, and other small business owners
through e-mail. In a single day, you might send dozens of messages to
Respond to customer inquiries.
Confirm orders from customers.
Send invoices to customers.
Send shipping notifications to customers.
Send a list of monthly specials to customers subscribed to your mailing list.
Set up a meeting with a vendor.
Place orders for ingredients.
Request information about new equipment.
Place an ad for more employees in the local newspaper.
Yes, business is booming. Your small-town store has sold candy to customers in Los Angeles,
Cincinnati, Phoenix, and Montreal.
126 Circling Back 1

Circling Back 1

Fabrikam, Inc. is an older company. This family business was established by Rob Caron in 1973
to sell, install, and maintain swimming pools. As the second generation has taken over man-
agement of the company, Fabrikam has expanded by increasing the Fabrikam line of products.
Fabrikam now sells patio furniture, house awnings, and hot tubs. Over time, they plan to add
almost every product that makes your back yard more fun or more comfortable.

Project 1: Signature
Nicole Caron, the Marketing Manager, asked you to create a signature for e-mail messages. She
asked you to use a graphic she likes.
GET READY: Outlook should not be running.

1. Launch Outlook from a desktop shortcut.

2. Click the New E-mail button. A new message window is opened.
3. In the To field, key Nicole@fabrikam.com. In the Subject field, key New Signature.

Take Note Throughout this Circling Back you will see information that appears in black text within brack-
ets, such as [Press Enter] or [your e-mail address]. The information contained in the brackets
is intended to be directions for you rather than something you actually type word for word. It
will instruct you to perform an action or substitute text. Do not type the actual text that appears
within brackets.

4. Click the Options tab and click Bcc to display the Bcc field. In the Bcc field, key [your
e-mail address].
5. Click in the message area. Key Hi Nicole, do you like this signature? [Press Enter three
times.]
6. On the Insert tab on the Ribbon, click the Table button in the Tables group. Click the
second square in the fifth row of boxes in the dropdown list. An empty table with two
columns and five rows is inserted in the message area.
7. Select all the cells in the first column of the table and click the Layout tab in the
Ribbon. Because table cells are selected, the displayed layout options on the Ribbon
apply to tables.
8. Click the Merge Cells button in the Merge group on the Ribbon. The cells in the first
column are merged.
9. Click in the merged cell. Click the Insert tab on the Ribbon.
The Sun.gif file is 10. Click the Picture button in the Illustrations group. Select the Sun.gif file in the Data
available on the book files. Click the Insert button on the dialog box. The image is inserted, but it is much too
companion website or in large to use in a signature. The image is automatically selected in the table.
WileyPLUS. 11. With the picture still selected, click the Dialog Box Launcher in the Size group on the
Picture Tools Format tab. The Size dialog box is displayed.

Take Note Hint: The dialog box is the small arrow on the bottom-right corner of a group.

12. In the Scale area, click the Lock aspect ratio check box to select the option if
necessary. This option will keep the image in proportion as you resize it.
13. Click in the Height box. Key 5%, and press Tab. Click the OK button to return to the
message window. The sun image has been resized.
14. Drag the vertical center border of the table to the left so the first column is barely
wider than the sun image.
 Circling Back 1 127

15. Click in the first row of the second column and enter the following information in that
column:
First row Nicole Caron
Second row Marketing Manager
Third row Fabrikam, Inc.
Fourth row www.fabrikam.com
Fifth row 800-555-8734 or Nicole@fabrikam.com
[Press Enter.]
16. Select all the text in the table. Click the Message tab if necessary. In the Basic Text
group, change the font to Verdana. (Use Arial font if you dont have Verdana.).
17. Select Nicole Caron in the first row of the second column. Change the font to
Freestyle Script. (If you dont have Freestyle Script font, use any font that looks like
handwriting or leave the font unchanged.).
18. Increase the font size of Nicoles name to 24 and click the Bold button.
19. Select all the text in the table. Click the Font Color arrow. Click More Colors. In the
displayed colors, click a dark orange shade that coordinates with the color of the sun
image. Click OK to close the dialog box.
20. Drag the right border of the table to the left so that the second column is barely wider
than the widest text in the column.
21. Click the sun image. Click the Table Tools Layout tab. Click the Align Center button in
the Alignment group.
22. Select the table. Click the Design tab. In the Table Styles group, click the Borders
arrow. Click the No Border option.
23. Click the File tab and select Save As. The Save as dialog box is displayed.
24. In the File name field, key CB Project 1. In the Save as type field, select HTML. Click
Save.
25. Click Send.

LEAVE Outlook and the message window open for the next project.

Project 2: Send a Digital ID with a Default Theme

Nicole likes the new signature and has asked you to create a default theme to go with the look
you are designing. Create and send a message using the new signature and theme. Mark the
message as High Importance and flag the message for the recipient to follow up. If you have a
digital ID, include your digital ID in the message.
GET READY. Outlook must be running for this project.

1. Click the File tab and select Options. The Outlook Options dialog box is displayed.
2. Click Mail in the navigation pane. In the Compose messages area, click the Stationery
and Fonts button. The Signatures and Stationery dialog box opens.
3. Click the Personal Stationery tab. Click the Theme button to display the Theme or
Stationery dialog box.
4. In the list of themes and stationery, scroll down and click Network. Click OK to close
the Theme or Stationery dialog box.
5. Click the Font dropdown arrow, select font. Use my fonts.
6. Click OK to close the Signatures and Stationery dialog box. Note that changes to the
theme or stationery are not displayed until you open a new message window. Click
OK again to close the Outlook Options dialog box.
7. On the Home tab, click the New E-mail button. A new message window is opened and
the Message tab is selected.
8. Click in the message area. Key Hi Jon, and press Enter twice. Notice that the theme
you selected changed the fonts used in the message area.
9. Key Im looking forward to our lunch appointment tomorrow. [Press Enter twice.]
128 Circling Back 1

10. In the To field, key [the e-mail address of a friend or coworker].

11. In the Subject field, key CB Project 2.
12. In the Tags group, click the Follow Up button. Click the Custom option. The Custom
dialog box is displayed.
13. Click the Flag for Recipients check box so the option is selected. Click OK to close the
dialog box.
14. In the Tags group, click the High Importance button.
15. In the Show Fields group, click Bcc to deselect it.
16. Click the Send button. The message is moved to the Outbox and sent when the
computer is connected to the Internet.
17. Click Send/Receive All Folders on the Home tab. Click the Sent Items folder and locate
the CB Project 2 message.

Take Note If you have already set up a digital ID account, proceed with the steps below. If you do not have
digital ID, proceed to Project 3.

18. If you have already set up a digital ID account, double-click the CB Project 2 message.
In the Move group, click the Actions button and select Resend this message in the
dropdown list.
19. In the new message area, click at the end of the message and key Im sending my
digital ID.
20. In the Permission group, click the Digitally Sign Message button.
21. In the Permission group, click Permission and select Do Not Forward.
22. Click Send to send the message a second time.

LEAVE Outlook open for the next project.

Project 3: Send Voting Message with Attachments

When the New signature message arrives, Nicole previews it and saves the signature table as a
personal signature. Afterwards, she needs to create and send a message with two attachments
asking the recipient to vote on which of the two images should be included in the upcoming
brochure.
USE the New Signature message you created in the previous projects.

1. Click the Folder List button in the Navigation Pane.

Take Note Hint: The Folder List button is at the bottom of the Navigation Pane. If needed, use ScreenTips
to identify the correct button.

2. Click the Minimize the Navigation Pane button at the top right of the Navigation Pane.
The Navigation Pane collapses to a bar along the left side of the screen.
3. On the View tab, click the To-Do Bar button in the Layout group. Select Off in the
dropdown list.
4. Click in the Instant Search box, and key Caron. Messages to Nicole Caron appear in
the message list.
5. Click once on the New Signature message to select it. The Reading Pane displays a
preview of the message.
6. From the Reading Pane, select the table containing the signature for Nicole Caron and
press Ctrl+C to copy the table.
7. Click the New E-mail button. A new message window is opened.
8. In the To field, key [the e-mail address of a friend or coworker]. In the Cc field, key
[your e-mail address]. In the Subject field, key New brochure photo.
 Circling Back 1 129

9. Click in the message area. Key Please view the two attached images and vote on
whether they will be okay to use in the new brochure. [Press Enter three times.]
10. On the Message tab in the Include group, click the Signature button. Click the
Signatures option to display the Signatures and Stationery dialog box.
11. Click the New button. The New Signature dialog box is displayed.
12. Key CB Project 3 and click OK to return to the Signatures and Stationery dialog box.
13. Click in the Edit signature area. Press Ctrl+V to paste the new signature into the box.
Click the OK button to return to the message window.
14. In the Include group, click the Signature button. Click the CB Project 3 option to insert
the signature.
15. In the Include group, click the Attach File button. The Insert File dialog box is
displayed.
The Patio.jpg 16. Select the Porch.jpg file in the Data files for this activity. Press Ctrl and click the Patio.
and Porch.jpg files are jpg file that is also in the data files. Click Insert.
available on the book
17. Click the Options tab. Click the Use Voting Buttons and select Yes; No; Maybe. An
companion website or in
InfoBar appears at the top of the message to notify you that voting buttons have been
WileyPLUS.
added to the message.
18. Click the Send button. The message is moved to the Outbox and sent when the
computer is connected to the Internet. Click Send/Receive All Folders on the Home
tab.
19. If necessary, click the Mail button on the Navigation Pane to return to the Inbox. In the
Instant Search box, key Nicole. Click the All Mail Items button in the Scope group of
the Search Tools tab. All the messages to or from Nicole are displayed in the message
list.
20. Select both the New Signature and New brochure photo messages.
21. Click the File tab and select Print in the Navigation Pane. Double-click the Preview
button to view the messages in the preview pane.
22. If you have a printer connect to your PC, click Print to print the messages using your
default settings.

CLOSE Outlook.
4 Managing E-mail Messages
LESSON SKILL MATRIX
Skills Exam Objective Objective Number

Working with Folders

Working with Conversations Ignore a Conversation. 3.1.4
Managing the Mailbox Mark items as read or unread. 1.2.4
Set flags. 1.2.2
Use the Reminder window. 1.3.3
Using Outlooks Cleanup Tools View mailbox size. 3.1.1
Use cleanup tools. 3.1.5
Managing Junk Mail View message properties. 1.2.5
Filter junk mail. 3.3.2
Allow a specific message (Not Junk). 3.3.1

KEY TERMS
archive
AutoArchive
Conversation
Deleted Items folder
Drafts folder
Inbox folder
Junk E-mail folder
MailTips
Outbox
restore
retention rules
Really Simple
Syndication (RSS)
Sent Items folder
spam
split

130
 Managing E-mail Messages 131

Mindy Martin, Adventure Works co-owner, started using Outlook a couple of months
ago. She was amazed to see that her Inbox currently contains 180 messages. Clearly,
she needs some way to organize them. After a bit of thought, she decides to mimic the
organization she uses with her paper documents. She begins creating folders for the
main categories of vendors, events, and guests. If you dont take the time to organize
and maintain your mailbox, things can quickly get out of hand. In this lesson, youll
learn how to manage your mailbox to organize and maintain your information.

SOFTWARE ORIENTATION

Microsoft Outlooks Folder List

The Folder List, shown in Figure 4-1, provides a complete list of Outlooks initial folders.
It includes a folder for each Outlook component, such as the Calendar and Notes.

Figure 4-1 Messages received

Outlooks Folder List

Items you are writing

Messages you sent
Items to be deleted

Spam received
Messages waiting
to be sent

Number of items Folder list button

in the selected folder

Although the Folder List includes every component, you will normally work only with the mail
folders identified in Figure 4-1. The status bar at the bottom of the Outlook window displays
the number of items in the selected folder. Create new folders to organize Outlook items by
projects or individuals.
132 Lesson 4

WORKING WITH FOLDERS

How often do you wander around your house looking for your car keys? If your answer is rarely,
you are already in the habit of putting things away so you know where to find them later.
The Bottom Line Organize your Outlook items in folders for the same reason. Items are easier to find when you
put them away. In this section, youll work with Outlook folders by creating, moving, deleting,
and restoring them. Youll also move mail items from folder to folder.

Creating and Moving a Mail Folder

In your office, new documents arrive in your Inbox regularly. You look at the document, per-
form the associated tasks, and file the paper in a folder you labeled for that type of item. You
dont place it back in your Inbox. If you piled up all your documents in your Inbox, in a few
weeks or months you would have a stack of paper that was several inches tall. In the same way,
you dont want to keep all your messages in your Inbox in Microsoft Outlook. In this exercise,
youll create and move Outlook folders.

STEP BY STEP Create and Move a Mail Folder

GET READY. LAUNCH Outlook if it is not already running.

1. Click the Folder List button in the bottom of the Navigation Pane to display the Folder
List shown in Figure 4-1. The four main Outlook folders (Inbox, Drafts, Sent Items,
and Deleted Items) appear at the top of the list with the remaining Outlook folders in
alphabetical order beneath them.
2. Click the Inbox folder and click the Folder tab to display Outlooks folder tools.
3. Click the New Folder button in the New group. The Create New Folder dialog box is
displayed, as shown in Figure 4-2. Since you selected the Inbox in step 2, the Inbox is
currently selected in the dialog box
Figure 4-2
Create New Folder dialog box Key a name for
the new folder

Select the location

for the new folder
Another Way
To create a new
folder, right-click any folder in
the folder list and select New
Folder.

4. In the Name field, key Lesson 4 to label the new folder. When creating a folder, use a
name that identifies its contents. Dont use abbreviations that you wont remember
next week or six months from now.
5. Click Outlook Data Files in the Select Where to Place the Folder list. This determines
the location where the new folder will be placed when it is created. If you do not have
the correct location selected, you can move the new folder later.

Troubleshooting For this exercise, you want to select the top-level folder. Its the folder that holds your
Inbox, Sent Items folder, and so on. Depending on the settings on your computer and the
type of e-mail account you have, this might be called Outlook Data Files, Personal Folders,
or simply your e-mail address.

6. Click the OK button to close the dialog box and create the folder. The new folder is
added to the Folder List.
7. In the Folder List, click the Lesson 4 folder to select it and then drag the folder down
to the Notes folder. When the Notes folder is highlighted, drop the folder. An expand
arrow is displayed next to the Notes folder, indicating that it contains a folder, as
shown in Figure 4-3.
 Managing E-mail Messages 133

Figure 4-3 Outlook Data

New folder created and moved Files folder
into the Notes folder

Expand arrow

8. Click the expand arrow next to the Notes folder. The Folder List expands to display the
Lesson 4 folder, as shown in Figure 4-4.

Figure 4-4
Expanded Notes folder

Click to New folder

collapse created and
a folder moved to the
Notes folder

9. Drag the Lesson 4 folder and drop it on the Outlook Data Files icon in the Folder List.
The Lesson 4 folder is placed alphabetically in the Folders List, and the expand arrow
is removed from the Notes folder.
PAUSE. LEAVE Outlook open to use in the next exercise.

Outlook provides several default mail folders that meet your most basic organizational needs.
Table 4-1 identifies the default mail folders and describes their content.

Table 4-1
Folder Description
Default Mail Folders
Deleted Items The Deleted Items folder holds your deleted messages. Items in the Deleted Items
folder can be restored to full use. However, if the item is deleted while in the Deleted
Items folder, it will be permanently deleted from your computer. Emptying the Deleted
Items folder permanently removes every item in the folder.

Drafts The Drafts folder holds Outlook messages you write but havent sent. You can
return to a draft later to complete and send the message. If you close a message
without sending it, a dialog box will ask if you want to save the draft. Click Yes to save
the draft. Click No to discard the draft.

Inbox By default, new messages to you are placed in this Inbox folder when they arrive.

Junk E-mail The Junk E-mail folder contains messages identified as spam when they arrive.

Outbox The Outbox holds outgoing messages in this folder until you are connected to the
Internet. When an Internet connection is detected, the message is sent.

RSS Feeds Really Simple Syndication (RSS) allows you to subscribe to content from a
variety of websites offering the service. RSS is not covered in this book. Use Outlooks
Help feature to find more information on RSS.

Sent Items Items are automatically moved to the Sent Items folder after they have been sent.
134 Lesson 4

Deleting and Restoring a Folder

You can delete an Outlook folder you no longer need. When you delete a folder, it is moved to
Outlooks Deleted Items folder. Items in the Deleted Items folder are still on your computer. You
can restore these items, that is, make them available for use again, by moving them out of the
Deleted Items folder. In this exercise, youll delete the Lesson 4 folder and restore it.

Troubleshooting Use caution. If you delete an item that is stored in the Deleted Items folder instead of
moving the item to another folder, such as the Outlook Data File, the item is permanently
removed from your computer and can no longer be restored.

STEP BY STEP Delete and Restore a Folder

GET READY. USE the folder you created in the previous exercises.
1. If necessary, click the Folder List button in the Navigation Pane to display the complete
list of Outlook folders.
2. Right-click the Lesson 4 folder created in the previous exercise. Click Delete Folder
from the shortcut menu. A warning dialog box is displayed, as shown in Figure 4-5.

Figure 4-5
Deleting a folder

Expand
arrow

3. Click Yes to close the warning dialog box. The Lesson 4 folder is moved to the Deleted
Items folder. It will not be removed from your computer until you empty the Deleted
Items folder.
4. In the Folder List, click the expand arrow next to the Deleted Items folder. The Lesson 4
folder is displayed in the Deleted Items folder.
5. Drag the Lesson 4 folder and drop it on the Outlook Data Files icon in the Folder
List. The Lesson 4 folder is placed in the Outlook Data Files, and the expand arrow is
removed from the Deleted Items folder. The Lesson 4 folder has been restored, and it
is now available for use.
PAUSE. LEAVE Outlook open to use in the next exercise.

Moving Messages to a Different Folder

Outlook uses folders to organize Outlook items. Messages arrive in the Inbox. Messages you
send are stored in the Sent Items folder. To effectively organize your messages, create new folders
for projects or individuals, and move the related messages into the new folders. In this exercise,
youll start organizing your mailbox by moving messages to different folders.

STEP BY STEP Move Messages to a Different Folder

GET READY. LAUNCH Outlook if it is not already running, and complete the previous
exercises.
1. If necessary, click the Mail button in the Navigation Pane to display the Inbox.
 Managing E-mail Messages 135

Ref In Lesson 5, you will create and use rules to automatically move messages.
2. Click the New E-mail button on the Home tab. The Message window is displayed. By
default, the Message tab is selected.
3. In the To field, key [your e-mail address]. In the Subject field, key Sample Message for
Lesson 4.
4. In the message area, key Sample Message for Lesson 4.
5. Click the Send button. The message is moved to the Outbox, and it is sent when your
computer is connected to the Internet.
6. Return to your Inbox. Click the Send/Receive All Folders button if the message has
not arrived yet. Because the message was sent to your e-mail address, the message is
moved to the Sent Items folder and it arrives in your Inbox. You will move both copies
of the message into the Lesson 4 folder.
Another Way
You can also open 7. Right-click the Sample Message for Lesson 4 message that just arrived in your Inbox.
the Move Items dialog box Click Move on the shortcut menu. A list of potential folders is displayed.
by selecting the message and 8. Click Other Folder at the bottom of the list. The Move Items dialog box is displayed, as
pressing Ctrl1Shift1V. shown in Figure 4-6.

Figure 4-6
Move Items dialog box

9. Click the Lesson 4 folder in the dialog box, if necessary. Click the OK button to close
the dialog box and move the received message from the Inbox to the Lesson 4 folder.
10. Click the Sent Items folder in the Folder List. A list of the messages you have sent is
displayed in the message list.
11. Click the Sample Message for Lesson 4 message and drag it to the Lesson 4 folder. The
message is moved from the Sent Items folder to the Lesson 4 folder.
12. Click the Lesson 4 folder in the Folder List. The two messages you moved are
displayed in the message list, as shown in Figure 4-7.

Figure 4-7
Messages moved
to the Lesson 4 folder
Message moved
from Inbox
Lesson 4 Message moved from
folder selected Sent Items folder

Number of items in
the Lesson 4 folder

PAUSE. LEAVE Outlook open to use in the next exercise.

136 Lesson 4

USING CONVERSATION VIEW

In previous versions of Outlook, the only way to group all of the messages related to a single
stream of correspondence together was to move them into a separate folder. In Outlook 2010,
Microsoft has introduced a new function called Conversation view, which enables you to
The Bottom Line organize every e-mail message you send or receive about the same subject together into one
Conversation group right there in your Inbox. In this section, youll turn on Conversation
view and learn how to work with it. Youll also learn how to ignore a Conversation that you no
longer want to follow.
NEW
to Office 2010

SOFTWARE ORIENTATION

Microsoft Outlooks Conversation View

Outlooks newest way to streamline your Inbox is Conversation view, shown in Figure 4-8.
Conversation view groups all the messages related to a single subject (based on the Subject line)
in one convenient location.

Figure 4-8 Number of unread

Message list in messages
Conversation view

Most recent messages

are kept at the top

Follow the orange line

to see what message
the selected message
is responding to

Expanded
Gray lines and dots Conversation
indicate older messages

Gray items are stored

in another folder

The folder containing

this message

Click to expand a Conversation

Conversation view uses colors and symbols to let you know the status of each message in the
Conversation. Every related message is included in the Conversation group, even if it has been
stored in a different folder. Use this figure as a reference throughout this lesson as well as the rest
of this book.
 Managing E-mail Messages 137

Turning on Conversation View

Conversations are a great new way to organize your messages. Conversations can greatly reduce
the clutter in your Inbox by grouping like information together. For example, say you send an
e-mail called Lunch Tomorrow to four friends asking what restaurant they want to go to for
lunch. All replies are grouped into a Conversation along with the original message you sent, as
well as any other messages that the five of you send back and forth as replies or forwards to the
original e-mail message. In this lesson, youll turn on Conversation view.
Another of Outlooks new tools to help you work more efficiently is MailTips. MailTips are
NEW messages that can appear in a messages InfoBar alerting you to potential dangers. For example,
to Office 2010 in a Conversation a common mistake that people make is replying to the wrong message. In
most cases, youll want to reply to the most recent message in the Conversation thread. When
you have a list of messages with the same name it can be easy to click Reply while selecting an
older message. When this happens, Outlook will give you a MailTip letting you know that you
are not replying to the most recent message. If you still want to the reply to the open message,
just ignore the MailTip. To follow the MailTips advice, click the InfoBar to see your options.

STEP BY STEP Turn on Conversation View

USE the Sample message for Lesson 4 message you created in the previous exercise.
1. If necessary, click the Mail button in the Navigation Pane to display the mailbox. Click
the Lesson 4 folder and select the bottom message.
2. Click the View tab and select Show as Conversations in the Conversations command
group. A message box is displayed, as shown in Figure 4-9.

Figure 4-9
Turning on Conversation view

3. Click This Folder. The message list changes into a Conversation, as shown in Figure 4-10.

Figure 4-10
Message list in Select to view
Conversation view Conversations

Conversation

4. Right-click the bottom message and select Reply from the shortcut menu. The Re:
Sample message for Lesson 4 window is displayed. The message window contains
an InfoBar warning you that you are not responding to the latest message, as shown
in Figure 4-11. This is one of Outlooks new MailTips designed to help you work
smarter.
138 Lesson 4

Figure 4-11
A Conversation message
displaying a MailTip

A MailTip in
the InfoBar

Take Note Microsoft spent a lot of time analyzing the kinds of mistakes people make when they send
messages. If Outlook thinks you might be about to make a mistake, it will display a MailTip
warning you of possible dangers.

5. Click the MailTip in the InfoBar. Select the Open the Latest Message in a Conversation
option. The latest Sample Message for Lesson 4 window is displayed.

Take Note The MailTip options will vary depending on the kind of issue you are being warned about.

6. Click Reply on the Message tab. A RE: Sample Message for Lesson 4message
window is displayed.
7. Close both message windows without saving or sending the messages.
8. Click the View tab. Click Conversation Settings in the Conversation group on the View
tab, and verify that the Show Messages from Other Folders option in selected in the
menu that appears. This ensures that Outlook will show you entire Conversations
regardless of the folder the messages are stored in.
PAUSE. LEAVE Outlook open to use in the next exercise.

Working with Conversations

In Conversation view, your Inbox will only show the latest message in the Conversation. To let
you know that more information is available, Outlook displays an expansion arrow beside the
message. When you click the header of the Conversation message, the most recent message ap-
pears in the Reading Pane. Conversation view uses a series of symbols and connecting lines to
makes it easy to see who replied to whom. Click any message in the Conversation and follow
the orange line back to its source. In this exercise, youll practice working with Conversations.
Conversations can grow to hold dozens of messages. When working with Conversations, it is im-
portant to understand how messages relate to the Conversation and to each other. To help you in
this task, Outlook uses a combination of notes, symbols, and lines, which are described in Table 4.2.
Table 4-2
Conversation Cues Description
Conversation View Symbols
Split A split occurs when more than one person responds to a message; Outlook
indicates this has happened by adding a Split note to the Conversation group
listing. Future messages related to the split will be tracked as mini Conversation
groups within the split.

Large orange dot This symbol marks the latest message in the Conversation, (or within each split).

Small orange dot When you click on a message within a Conversation, an orange line will
drop down the list. The small orange dot at the end of the orange line
indicates what message triggered the selected message.

Gray lines and dots Older messages in the Conversation are marked with a gray line and dot.
These markers indicate that the messages are still related but are not the
most recent in the Conversation.
c04ManagingE-mailMessages.indd Page 139 8/5/11 2:06 PM user-f494 /Volumes/204/MHSF293/ter86456_disk1of1/0073386456/ter86456_pagefiles

Managing E-mail Messages 139

STEP BY STEP Work with Conversations

GET READY. LAUNCH Outlook if it is not already running.

1. If necessary, click the Mail button in the Navigation Pane to display the Inbox. On the
View tab, ensure that Show as Conversations is selected.
WileyPLUS Extra! features an
2. Click the New E-mail button on the Home tab to open a new message window.
online tutorial of this task.
3. In the To field, key [the e-mail address of a friend]. In the Subject field, key Sample
Conversation. In the message area, key Initial message. Click Send. Click the Send/
Receive All Folders button on the Home tab.
4. When the Sample Conversation message with the text Initial message arrives from
your friend, select it and click Reply in the Respond group to open a RE: Sample
Conversation message window.

Take Note Because Conversations are typically with two or more people, you should try to complete this
exercise with a friend or coworker. If none is available, you can complete the exercise by sending
and receiving messages to yourself.

5. In the message area, key First response. Click Send. Click the Send/Receive All Folders
button on the Home tab. Notice that an expansion arrow appears next to the Sample
Conversation message to let you know that it is now a Conversation, as shown in
Figure 4-12.

Figure 4-12 Conversation header

Beginning a Conversation

Click expand
arrow to expand
a Conversation

6. Click the expansion arrow to expand the Conversation, as shown in Figure 4-13. Two
messages appear in the Conversation. The Sample Conversation message from your
Inbox is highlighted. Notice that there is an orange dot next to each of the messages.
The smaller dot indicates that it is the original message. A larger dot indicates that it is
the most recent message.

Figure 4-13 Folder where this

Expanding the Conversation message is stored

Most recent
message

Original message

7. Click the gray and italicized message in the Conversation. Its text appears at the top
of the Reading Pane. This is the first response message from you. Notice that there
is now an orange line that shows the connection between the two messages, as in
Figure 4-14.

Take Note Below this message there is a thin line that divides it from the previous message in the Conversation.
140 Lesson 4

Figure 4-14 Collapse button

Viewing messages from other
folders in the Conversation

Conversation
path line

8. When the RE: Sample Conversation message arrives from your friend with the text
First response, select it and click Reply in the Respond group to open a RE: Sample
Conversation message window.
9. In the message area, key Reply to the first response message. Click Send. Click
the Send/Receive All Folders button on the Home tab. The RE: Sample Conversation
message arrives from your friend and is added to the Conversation, as shown in
Figure 4-15.

Take Note You can read and respond to any of the messages in a Conversation just as you would any other
message.

Figure 4-15
Continuing the Conversation
New message
added to the list

Messages within
the Conversation
are stacked in the
Reading Pane

10. When the RE: Sample Conversation message arrives from your friend with the text
Reply to first response, select it and click Forward in the Respond group to open a
FW: Sample Conversation message window.
11. In the message area, key Forward final message to a friend. Click Send. Click the
Send/Receive All Folders button on the Home tab. The message that you sent appears
at the top of the expanded Conversation.
12. In the Reading Pane, scroll down through the previous messages in the Conversation.
Point to the right end of the line that appears above the First response message.
Two navigation buttons appear just below the line, as shown in Figure 4-16.
 Managing E-mail Messages 141

Figure 4-16
Completing the Conversation
The orange line Reading Pane
indicates that the now shows the
two messages are selected message
directly connected

Older messages
are connected with
a gray line
Conversations
navigation buttons

13. Click the Next button. As you can see by the arrow on the button, clicking the Next
button jumps you up to the beginning of the next Conversation.

Take Note Remember that because Conversations flow from newest to oldest, the next button takes you to
the next highest message.

14. Click the black collapse arrow next to the Conversation heading. The Conversation
compresses down to one item with an expansion arrow.
PAUSE. LEAVE Outlook open to use in the next exercise.

One of the convenient things about working with Conversations is that Outlook is able to group
messages from any folder into the Conversation. So no matter how you organize your messages,
you can still see them in one convenient place. When Outlook displays a message from another
folder, the message information appears gray and italicized in the message list.

Ignoring a Conversation
Although Conversations are a great organizing tool, you might find that you no longer want to
be included in a particular Conversation. You can stop following a Conversation by selecting the
Conversation header and clicking Ignore in the Delete group. All future messages related to this
Conversation (as indicated by the Subject line) will automatically move to your Deleted Items
folder. In this exercise, youll ignore a Conversation.

STEP BY STEP Ignore a Conversation

USE the Sample delivery receipt and read receipt messages you sent to yourself in
Lessons 3 and 4.
1. If necessary, click the Mail button in the Navigation Pane to display the mailbox and
click the Sample delivery receipt and read receipt message in the message list.
2. Click the Home tab to display the Delete group.
3. Click Ignore in the Delete group. Outlook asks you to confirm that you want to ignore
the Conversation, as shown in Figure 4-17.
142 Lesson 4

Figure 4-17
Click to ignore
Ignoring a Conversation a Conversation

Click to confirm

4. Click OK. The Ignore Conversation message box is displayed, as shown in Figure 4-18.

Figure 4-18
Ignore Conversations
message box

5. Click Ignore Conversation. The Conversation moves out of the Inbox and into the
Deleted Items box. Outlook will move all future messages related to this Conversation
to your Deleted Items folder, as soon as they are received by your e-mail account.
3.1.4 6. Click the View tab and deselect Show as Conversations in the Conversations
command group. A message box is displayed asking whether you want to stop using
How do you ignore a Conversations view. Click All Folders to turn off Conversation view.
Conversation? PAUSE. LEAVE Outlook open to use in the next exercise.

Take Note When you receive replies or forwards, the text from the previous e-mail appears at the end. This
is the same text that is in some of the messages in the Conversation. To get rid of even more
clutter, you can click Clean Up in the Delete group and select Clean Up Conversations. The
extra messages will be deleted.

MANAGING THE MAILBOX

Although organizing your messages into folders and Conversations is a good way to cut down
the clutter in your mailbox, you still need to manage the items that remain. Managing your
The Bottom Line messages means keeping track of what youve read or havent read, and following up on messages
that require a response or action from you in a timely fashion. In this section, youll learn to
manually mark items as read or unread, add follow-up reminders for yourself, and work with the
Reminder windows that Outlook uses to keep you on your toes.

Marking a Message as Read or Unread

Have you ever been called away in the middle of reading an e-mail message? Once youve opened
a message or even paused on it for a few seconds, Outlook considers it read (whether or not you
actually finished reading it) and displays it as such in the Inbox listing. When your Inbox shows
no unread messages, it can be easy to forget which messages you need to return to. To help you
avoid this confusion, you can manually mark a message as read or unread. In this exercise youll
mark messages as read and unread.
 Managing E-mail Messages 143

STEP BY STEP Mark a Message as Read or Unread

USE the Blue Yonder Airlines contest messages you sent to yourself in Lesson 2.
1. If necessary, click the Mail button in the Navigation Pane to display the mailbox and
click the Blue Yonder Airlines contest message in the message list. Because you sent a
reply to this message, Outlook shows the message as read.
2. On the Home tab, click Unread/Read in the Tags group. The message status changes to
Unread and its header appears as bold in the message list.
1.2.4 3. With the message still selected in the message list, on the Home tab, click Unread/
Read in the Tags group. The message status changes to Read and its header is no
How do you mark a message longer bolded in the message list.
as unread? PAUSE. LEAVE Outlook open to use in the next exercise.

Setting a Flag as a Reminder for a Message

The easiest way to keep track of messages that you need to follow up on is to mark them with a
flag. When you see a flag you know that there is still something that you need to do in regard to
that message. You can choose whether or not you want Outlook to give you a Reminder window
at a specified time to remind you of your deadline. Once youve completed the required task or
response, you can clear the flag to remove the reminder. In this exercise, youll add a reminder
flag to a message.

STEP BY STEP Set a Flag as a Reminder for a Message

GET READY. USE the Sample Important Message messages you sent to yourself in
Lesson 3.
1. If necessary, click the Mail button in the Navigation Pane to display the mailbox and
double-click the Sample Important Message item in the message list. Because this is
an important message, you want to be sure to follow up.
2. In the Tags group, click Follow Up. A list of options is displayed beneath the button, as
shown in Figure 4-19.

Figure 4-19 Click to confirm

Follow Up options

Another Way
The Follow Up
button is also available on the
Home tab in the Tags group.

Take Note The color of the flag becomes darker the closer you get to the deadline.

3. Click Custom in the dropdown menu to open the Custom dialog box, as shown in
Figure 4-20.
144 Lesson 4

Figure 4-20 Click to specify the kind

The Custom dialog box of follow-up required

Click to add
a reminder

4. Click the Flag To down arrow and select Review from the list.
5. Click the Reminder check box near the bottom of the dialog box.
6. Set a reminder for five minutes from now. Click OK and close the message window.
The message list now shows the message with a reminder flag in the far-right column,
as shown in Figure 4-21.

Figure 4-21 Dark reminder flag indicating

A reminder flag in the that the action is due today
message list

PAUSE. LEAVE Outlook open to use in the next exercise.

1.2.2
How do you set up a follow-up Working with Reminder Windows
flag for a message? Once youve set a reminder flag for a message, Outlook uses the Reminder window as a way to
prompt you that a due date is approaching. Outlook uses the same Reminder window to remind
about tasks and calendar appointments. In this exercise, youll open an Outlook item from the
Reminder window, dismiss the reminder, and clear the flag on a message.

Ref
You can read more about setting reminders for tasks in Lesson 11 and for Calendar appointments
in Lesson 8.

STEP BY STEP Work with Reminder Windows

USE the Sample Important Message messages and complete the preceding exercise.
1. If necessary, click the Mail button in the Navigation Pane to display the mailbox.
2. A Reminder window is displayed at the time you indicated in the Custom dialog box in
step 5 of the preceding exercise. The window lists all reminders that have not yet been
completed, as shown in Figure 4-22.

Figure 4-22
Reminder window

Indicates the message Indicates when the

requiring follow-up follow-up was due

Click to delete the

Deletes all reminders reminder and clear the flag

Click to set another Click to delay the reminder

reminder time for a specified amount of time
Click to open the Outlook
item and begin working
 Managing E-mail Messages 145

3. When your Reminder Window appears, the highlighted entry within the Subject area
of the window indicates the Outlook item to which the reminder is attached and how
much time has passed since the Reminder time. With the entry still highlighted, click
Open Item. The original message window is displayed for your review.
4. Click the Close button in the top-right corner of the message window to close the
message and return to the Reminder window. Click Dismiss. The reminder item is
deleted from the Subject area. If that was the only item in the Reminder window, the
window closes as well.
5. Click the flag in the message list. The flag disappears and a check mark takes its place,
indicating that youve already followed up, as shown in Figure 4-23.

Figure 4-23 Indicates that youve already

A completed reminder in followed up on the message
the message list

PAUSE. LEAVE Outlook open to use in the next exercise.

The Reminder window is a great way to stay on top of all your obligations. When the Reminder
1.3.3 window appears, it might not be a convenient time to complete the follow-up. If this occurs,
click the Click Snooze to be reminded again in: down arrow and select the amount of time you
How can you use a want before the next reminder. Then click Snooze. Youll get another Reminder window at the
Reminder window? appointed time.

USING OUTLOOKS CLEANUP TOOLS

To maintain your folders, you should also delete or archive old items. This prevents you from
keeping old items past the date when they are useful. In this section, youll delete and archive
The Bottom Line older messages. Outlook 2010 makes it easier than ever to maintain a neat and organized mail-
box by consolidating its Cleanup tools in one convenient location in Backstage view. In this
section, youll work with Outlooks Cleanup tools to reduce the size of your mailbox.

Viewing Mailbox Size and Cleanup Tools

Outlook stores all of your items in one large .pst file on your computer. Over time, this file can
become huge. Rather than saving every single item, it makes more sense to remove any item
that you no longer need. You can use the Mailbox Cleanup option within the Cleanup Tools
in Backstage view. In the Mailbox Cleanup window, you can view the mailbox size and choose
options to delete items, archive items, and find large e-mails with attachments. In this exercise,
youll view the mailbox size and explore the Mailbox Cleanup tools.

STEP BY STEP View Mailbox Size and Cleanup Tools

GET READY. LAUNCH Outlook if it is not already running.

1. Click the File tab to open the Backstage view.
2. Click Cleanup Tools in the Mailbox Cleanup section. A list of available cleanup tools is
displayed, as shown in Figure 4-24.
146 Lesson 4

Figure 4-24
Outlooks Mailbox
Cleanup tools

3. Click Mailbox Cleanup. The Mailbox Cleanup dialog box is displayed, as shown in
Figure 4-25.

Figure 4-25 Click to view the size of

Mailbox Cleanup dialog box each folder in your mailbox

Click to find the oldest

and largest messages

Click to archive all of

the older messages

4. Click View Mailbox Size in the top section of the dialog box. The Folder Size dialog box
is displayed, as shown in Figure 4-26.

Figure 4-26
Folder Size dialog box

Total size of the

Outlook data file

5. Locate the Total Size item to see the total size of your mailbox file.
 Managing E-mail Messages 147

Troubleshooting Remember that your mailbox size might differ substantially from this one depending on
the mailbox items that youve created or received.

6. Scroll through the list of folders in the dialog box to see which are the largest. Click
Close twice to close the Folder Size dialog box and the Mailbox Cleanup dialog box
and return to Backstage view.
PAUSE. LEAVE Outlook open to use in the next exercise.

The Mailbox Cleanup tools dialog box contains several useful tools to help you keep a handle
on your mailbox size.
3.1.1
View Mailbox SizeEnables you to see which folders are using up the most space.
How do you view the size FindHelps you to locate either the largest or oldest messages in the mailbox. These are
of your mailbox? the messages that can make the biggest difference when cleaning up your mailbox.
ArchiveUses Outlooks default AutoArchive settings to take the oldest items out of your
mailbox and store them in a separate archive file.
EmptyEmpties the items in the Deleted Items folder.

Emptying the Deleted Items Folder

When you delete an Outlook item, it is moved to the Deleted Items folder. It is held in the
Deleted Items folder indefinitely. Items in the Deleted Items folder can be moved to another
folder or permanently deleted from the computer. Rather than deleting each item manually, you
can use the Empty Folder tool to permanently delete every item from the Deleted Items folder
at the same time. When you use the Empty Folder tool, the contents of the folder are removed
from your computer and can no longer be restored. The same procedure can be used to empty
the Junk E-mail folder. In this exercise, youll empty the Deleted Items folder.

STEP BY STEP Empty the Deleted Items Folder

GET READY. LAUNCH Outlook if it is not already running.

1. If necessary, click the File tab to open the Backstage view.
2. Click Cleanup Tools in the Mailbox Cleanup section. A list of available cleanup tools is
displayed (refer to Figure 4-24).
3. Click Empty Deleted Items Folder. A warning dialog box is displayed, as shown in
Figure 4-27.

Figure 4-27
Emptying the Deleted
Items folder

4. Click the Yes button to remove the items from your computer; those items are now
permanently deleted, and you can no longer restore them.
3.1.5
PAUSE. LEAVE Outlook open to use in the next exercise.
How do you use Outlooks
Cleanup tools to manage the
size of your mailbox?
Archiving Outlook Items
It is easy to accumulate messages. Some messages are no longer related to your current proj-
ects, but you dont want to delete them. Also, some companies or departments have to follow
retention rules that specify the length of time correspondence must be kept. When you
archive a message, you store it in a separate folder, reducing the number of messages in the
148 Lesson 4

folders you use most often. You can still access archived messages in Outlook. By default, items
are archived automatically using the AutoArchive function, but you can change the AutoAr-
chive settings and archive items manually. In this exercise, youll manually archive Outlook items.

STEP BY STEP Archive Outlook Items

GET READY. LAUNCH Outlook if it is not already running.

1. If necessary, click the File tab to open the Backstage view.
2. Click Cleanup Tools in the Mailbox Cleanup section. A list of available cleanup tools is
displayed (refer to Figure 4-24).
3. Click Archive. The Archive dialog box is displayed, as shown in Figure 4-28. This dialog
box displays the AutoArchive options that are currently active.

Figure 4-28
Archive dialog box
Select the folder
to be archived

Click to select the date

for the archive to end

Click to select a location

for the archive file

4. Ensure that Archive this folder and all subfolders option is selected and click the
Lesson 4 folder in the dialog box.

Troubleshooting Be careful! If you select the wrong folder, whatever folder you click will be emptied of items.

5. Click the Archive Items older than down arrow, and select [tomorrows date].
6. Click Browse and select the Solutions folder for this lesson. In the File name box, key
Archive_xxx (where xxx is your initials). Click OK. The items are automatically moved
to the Archives file you created and the dialog box closes.
7. Click the Home tab. If necessary, click the Folder List button in the Navigation Pane
and click the Lesson 4 folder you created earlier in this lesson. Notice that it is now
empty and that a new Archives folder appears at the bottom of the Folder List.
8. Click the Archives folder expansion arrow to open the archive. The Archives folder includes
a Search folder and a Deleted Items folder, in addition to the Lesson 4 folder, as shown in
Figure 4-29. These two folders are automatically created whenever you archive folders.

Figure 4-29
The new Archives folder
The messages
from the Lesson 4
folder have moved
to the archive

The new Archives

folder

Lesson 4 folders
 Managing E-mail Messages 149

9. Click the empty Lesson 4 folder in the Outlook Data Files list and then click the Folder
tab on the Ribbon. Click Delete Folder to delete the empty Lesson 4 folder. When
prompted, click Yes to move the folder to the Deleted Items folder.
10. Right-click the Archives folder and select Close folder from the shortcut menu to close
the Archives folder.
PAUSE. LEAVE Outlook open to use in the next exercise.

Troubleshooting Check your state and company retention policies before deleting any business-related
messages.

MANAGING JUNK MAIL

Nearly every day, the average inbox receives spamunwanted junk mail messages from adver-
The Bottom Line tisers and con artists. Aside from the nuisance factor, many junk mail messages are designed to
plant viruses on your computer or lure you into divulging your identity information. In this
section, youll learn to spot and manage junk mail messages.

Viewing Message Properties

3.1.5 Having your mailbox flooded with ads is annoying, but falling prey to someone who is misrep-
resenting himself in a spam message is downright dangerous. Some spammers format and design
How do you use Outlooks
their messages to look as though they are coming from someone else. You can spot most of these
Cleanup tools to manage the
spoofing messages by examining the message header to ensure that its properties are in keeping
size of your mailbox?
with the content of the message. The message header is text that is encoded into every e-mail
message. Though not visible when reading the actual message, it contains detailed information
about the sender, the senders domain, and the senders e-mail service. In this exercise, youll
examine a message headers properties.

STEP BY STEP View Message Properties

GET READY. LAUNCH Outlook if it is not already running.

1. If necessary, click the Mail button in the Navigation Pane to display the Inbox.
2. Double-click a message that you sent to yourself. The message window opens,
displaying the selected message.
3. Click the File tab and click Properties in Backstage view. The Properties dialog box is
displayed, as shown in Figure 4-30.

Figure 4-30
Properties dialog box

The Internet
headers contain
information about
the person who
sent the message
150 Lesson 4

4. Click anywhere in the Internet Headers area at the bottom of the dialog box. The
Internet Headers area can contain a lot of information that can be hard to read. To
make it easier to locate the information youre looking for, it helps to copy the header
information and paste it into a blank document or message window.
5. Press Ctrl1A to select all the information listed there. Press Ctrl1C to copy it. Click
Close to close the Properties dialog box.
6. On the Message tab, click Reply. In the message area, press Ctrl1V to paste the
information about the message header into your Reply message, as shown in
Figure 4-31.

Figure 4-31
Reading a message header

For< field

Message ID field

X-mailer field

7. Scroll through the information youve pasted in the Reply message area. Locate the
Message ID field. This should end in the domain name of the sender. For example, if you
received a message from PayPal asking to confirm your account settings, the domain
name listed should match the paypal.com that the official PayPal site uses. If you see
any other error in spelling, capitalization, or suffix, you know the message is a fake.
8. Locate the X-mailer field. This lists the e-mail software used by the sender. In most
cases, a major corporation wont be sending messages from a webmail system, such
as Hotmail or Yahoo Mail. They are more likely to use a business e-mail program like
Outlook 2010.
9. Scroll through the message header again and locate the for< field. This field lists all
the people to whom the message was sent. Now obviously youll receive messages to
you, to you and a few others, and to a group to which you belong. The key is to look
at the message content in combination with the for< field. For example, messages
1.2.5 from your bank (or a similar kind of business) containing supposedly confidential
information shouldnt be addressed to a bulk mailing list.
How do you view a messages 10. Close the message without sending or saving.
properties? PAUSE. LEAVE Outlook open to use in the next exercise.

Filtering Junk Mail

Unsolicited e-mail sent to many e-mail accounts is spam or junk e-mail. It arrives at all times
NEW of the day containing offers of cheap medication, knock-off jewelry, and bad stock tips. If you
to Office 2010 dont manage the junk e-mail, your Inbox could easily be buried in spam. Outlook 2010 has
streamlined the junk e-mail filtering process to make it easier than ever to keep your Inbox free
from spam. In this exercise, youll explore Outlooks options for filtering junk e-mail and learn
how to add someone to your Blocked Senders list.
 Managing E-mail Messages 151

STEP BY STEP Filter Junk Mail

GET READY. LAUNCH Outlook if it is not already running.

1. If necessary, click the Mail button in the Navigation Pane to display the Inbox.
2. On the Home tab, click Junk in the Delete group. A list of options for handling junk
mail is displayed.
3. Select Junk E-mail Options. The Junk E-mail Options dialog box is displayed, as
shown in Figure 4-32.

Figure 4-32
Junk E-mail Options dialog box

Current
security
level

4. The default protection level is Low. If you click the High option, less junk e-mail will be
delivered to your Inbox, but some messages that you want to see might be sent to the
Junk E-mail folder as well. A higher setting will filter out more messages, but youll
find that more of the messages you want keep will get sent to the Junk E-mail folder.
The question is whether the extra level of security is worth the hassle of hunting for
messages in the Junk E-mail folder. There is no one right answer. If you are receiving a
lot of junk messages, youll want to use the High setting.
5. For now, you will leave the setting at Low so you dont miss any important messages.
Click the Cancel button to close the dialog box and return to the main Outlook
window.
6. If a message from a friend or coworker is in your Inbox, right-click the message in
the message list. Point to Junk on the shortcut menu. A list of Junk E-mail options is
displayed, as shown in Figure 4-33.

Figure 4-33
Selecting a Junk E-mail option

7. Click the Block Sender option. A message is displayed notifying you that the sender
has been added to your Block Senders List, as shown in Figure 4-34.

Figure 4-34
Blocking a specific message
152 Lesson 4

8. Click OK. The message moves from the Inbox to the Junk E-mail folder.
PAUSE. LEAVE Outlook open to use in the next exercise.

Increasing the level of protection decreases the amount of spam that will be directed to your
Inbox. However, it increases the chance that a non-spam message will also be delivered to the
3.3.2 Junk E-mail folder. If you choose to increase your protection level, check your Junk E-mail
folder frequently.
How do you block messages
from a particular sender?
Using Not Junk to Return a Specific Message to the Inbox
Outlook uses your filter settings to make a guess as to what is spam and what isnt. Sometimes a
good message will slip into the Junk E-mail list. If this happens, you can easily move the message
back to your Inbox and add the sender to your Safe Senders list, which will ensure that future
messages dont get caught in the spam filter. In this exercise, youll find a message in the Junk
E-mail folder and mark it as Not Junk to return it to the Inbox.

STEP BY STEP Use Not Junk to Return a Specific Message to the Inbox

GET READY. LAUNCH Outlook if it is not already running and complete the previous
exercise.
1. If necessary, click the Folder List button in the Navigation Pane to display the mailbox.
2. Click the Junk E-mail folder in the Folder List and right-click on the message. Point to
Junk in the shortcut menu. A list of Junk E-mail options is displayed as a fly-out menu.
3. In the Junk E-mail options list, select Never Block Sender. Outlook notifies you that it
will move the selected messages Sender e-mail address to the Safe Senders List, as
shown in Figure 4-35. Click OK to complete the process.

Figure 4-35
Using Never Block Sender
to add a person to your Safe
Senders List

4. Your friends e-mail address is now considered safe, but the message remains in the
Junk E-mail folder.
5. Right-click the message again and click Junk in the shortcut menu to open the list of
options.
6. Click Not Junk. The Mark as Not Junk dialog box is displayed, as shown in Figure 4-36.

Figure 4-36
Mark as Not Junk dialog box

3.3.1
How do you indicate a 7. Click OK. The message moves back to the Inbox.
message is not junk? CLOSE Outlook.
 Managing E-mail Messages 153

Outlooks Junk E-mail options are outlined in Table 4-3 below.

Table 4-3
Option Description
Junk E-mail Filtering Options
Block Sender Add the sender to the Blocked Senders List. All future messages from this
senders e-mail address will go straight to the Junk E-mail folder.

Never Block Sender Add the sender to the Safe Senders List. Future messages from this sender
3.3.2 will be regarded as safe.

How do you add a person to Never Block Senders Add the senders domain to the Safe Senders List. Future messages from
your Safe Senders List? Domain anyone at the same domain will be considered safe.

Never Block this Group Add the distribution list or contact group to the Safe Senders List. Future
or Distribution List messages from the group will be considered safe.

Not Junk Regardless of other settings, Not Junk marks the message as safe and returns
3.3.2 it to the inbox.

How do you add a domain

name to your Safe Senders List?

As you receive messages from people you want to correspond with, add their e-mail addresses to
3.3.2 the Safe Senders List. Messages from senders on the Safe Senders List are never directed to the
Junk E-mail folder.
How do you add a contact
group or distribution list to
your Safe Senders List?
SKILL SUMMARY
In This Lesson You Objective
Learned How To: Exam Objective Number
Work with folders
Work with conversations Ignore a Conversation. 3.1.4
Manage the mailbox Mark items as read or unread. 1.2.4
Set flags. 1.2.2
Use the Reminder window. 1.3.3
Use Outlooks Cleanup tools View mailbox size. 3.1.1
Use cleanup tools. 3.1.5
View message properties. 1.2.5
Filter junk mail. 3.3.2
Allow a specific message (Not Junk). 3.3.1

Knowledge Assessment

Fill in the Blank

Complete the following sentences by writing the correct word or words in the blanks provided.

1. determine the length of time correspondence should be kept.

2. Spam is stored in the folder.
3. Messages are automatically moved to the after they are sent.
4. To permanently remove deleted items from your Outlook data file, use the
tool.
154 Lesson 4

5. Messages you send are stored in the until your computer is

connected to the Internet.
6. Messages from senders on the are never delivered to the Junk
E-mail folder.
7. The contains messages you have written but not sent yet.
8. To eliminate clutter in your mailbox, your older and no longer
relevant messages to a separate folder.
9. In view, Outlook groups all the messages in an e-mail thread.
10. Set a so that Outlook will prompt you when a deadline approaches.

Multiple Choice
Select the best response for the following statements.

1. If you want to stop following a Conversation, you can select it and click
.
a. Delete
b. Ignore
c. Stop
d. Block
2. In a message header, the field contains the senders domain name.
a. Message ID
b. X-mailer
c. Domain ID
d. Sender ID
3. In Conversation view, the Conversation when more than one person
responds to an e-mail.
a. grows
b. expands
c. breaks
d. splits
4. If you want to remember to go back to reading a message again later, you can
.
a. flag it
b. mark it as read
c. mark it as unread
d. Both a and c
5. How do you remove an Outlook item from your computer?
a. Delete the item and then delete again from within the Deleted Items folder
b. Move the item to the Deleted Items folder
c. Select the item and press the Delete key
d. Delete the item and close Outlook
6. By default, where does e-mail arrive?
a. Inbox
b. Outbox
c. Junk E-Mail
d. Sent Items
7. By default, what attribute does AutoArchive use to determine which messages should
be archived?
a. Attachments
b. Sender
c. Size
d. Date
 Managing E-mail Messages 155

8. How do you restore a folder?

a. Delete the folder
b. Archive the folder
c. Move the folder from the Deleted Items folder to the Outlook Data Files in the
Folder List
d. Delete items from the folder
9. Outlooks Mailbox Cleanup tools are accessed .
a. on the Tools menu
b. in the Options dialog box
c. in Backstage view
d. in the Outlook data file
10. When you receive a junk e-mail message, select the message and click the
button in the Delete group.
a. Spam
b. Delete
c. Block Sender
d. Junk

Competency Assessment

Project 4-1: Create a Mail Folder

The Alpine Ski House is just a brisk walk away from Resort Adventures. Joe Worden, Mindy
Martins cousin, is the owner of the Alpine Ski House, which sells ski equipment. To attract and
hold local customers when it isnt ski season, Joe started a ski club for local residents. During the
off season, club members meet to hike, bike, and exercise together to stay in shape for skiing.
As the ski club becomes more active and gains more members, Joe decides he needs to organize
his ski club messages.
Create a folder to store ski club messages and send a message to the club about an upcoming
hike
GET READY. LAUNCH Outlook if it is not already running.
1. Click the Folder List button in the Navigation Pane to display the Folder List.
2. On the Folder tab, click the New Folder button. The Create New Folder dialog box is
displayed.
3. In the Name field, key Ski Club to identify the new folder.
4. Click Outlook Data Files folder at the top of the Navigation Pane to place the folder in
the main level of folders.
5. Click the OK button to close the dialog box and create the folder.
6. Click the New E-mail button on the Home tab. The Message window is displayed.
7. In the To field, key your e-mail address. In the Subject field, key Ski Club Hike Saturday!
8. In the message area, key the following message:
Hi Ski Club members! [Press Enter twice.]
This is just a reminder. Well be hiking the Mountain Dancer trail this Saturday. Meet
in the Mountain Dancer camp site. Bring sandwiches for lunch and plenty of water for
the hike. The weather forecast says it will be hot, hot, hot! Be sure you stay hydrated!
[Press Enter twice.]
Ill see you Saturday at 9 AM! Call by Friday afternoon if you cant make it for the hike!
[Press Enter twice.]
Joe Worden [Press Enter.]
Alpine Ski House [Press Enter.]
156 Lesson 4

9. Click the Send button. The message is moved to the Outbox, and it is sent when your
computer is connected to the Internet.
LEAVE Outlook open for the next project.

Project 4-2: Use Junk Mail Options

Add your own name to the Safe Senders List using the Never Block Sender option.

GET READY. LAUNCH Outlook if it is not already running.

1. Return to your Inbox if necessary. Click the Send/Receive All Folders button if the
message you sent during Project 4-1 has not arrived yet. Select the message you just
sent to yourself.
2. Click the Junk E-mail button on the Home tab and select Block Sender. Click OK. The
message moves the selected message to the Junk E-mail folder and future messages
sent to you from your own e-mail account will be blocked.
3. Open the Junk E-mail folder and right-click the message to yourself to open the
shortcut menu.
4. Point to Junk E-mail on the shortcut menu and select Never Block Sender from the
menu that appears. Click OK.
5. Right-click the message to yourself again and point to Junk E-mail on the shortcut
menu. Select Not Junk from the shortcut menu to send the message back to the
Inbox.
LEAVE Outlook open for the next project.

Proficiency Assessment

Project 4-3: Ski Club Conversation

Joe Worden of the Alpine Ski House is planning a hike for the ski club members this weekend.
He sent a message about the hike and wants to use Conversation view to view the responses more
efficiently.

GET READY. LAUNCH Outlook if it is not already running.

1. If necessary, click the Mail button in the Navigation Pane to display the mailbox.
2. Select the Ski Club Hike Saturday! message and click Reply.
3. In the message area, key Great! and click Send.
4. Select the Ski Club Hike Saturday! message and click Reply.
5. In the message area, key Sorry, I cant make it. Click Send.
6. On the View tab, select Show as Conversations. When prompted, select All Folders to
apply the Conversation view everywhere.
7. If the new messages havent arrived, click Send/Receive All Folders on the Home tab.
8. Click the expansion arrow beside the Conversation to see all the messages.
LEAVE Outlook open for the next project.

Project 4-4: Organize Ski Club E-mails

Now that more e-mails have arrived its time to organize them. Move the messages to the Ski Club
folder. And set up a reminder so that you dont forget about Saturdays hike.

GET READY. LAUNCH Outlook if it is not already running.

1. If necessary, click the Mail button in the Navigation Pane to display the mailbox.
2. Right-click the Ski Club Hike Saturday! Conversation header and select Move on the
shortcut menu.
3. Select Ski Club from the list of folders. Click OK.
 Managing E-mail Messages 157

4. Click the Ski Club folder and expand the Conversation.

5. Select all three messages and click Unread/Read in the Tags group.
6. Select the original message and click Follow Up in the Tags group. Select Custom from
the list.
7. In the Start Date box, key [Saturdays date].
8. Select the Reminder box, and change the time to 6:00 am. Click OK.
LEAVE Outlook open for the next project.

Mastery Assessment

Project 4-5: Manually Archive the Ski Club Folder

GET READY. LAUNCH Outlook if it is not already running.
1. If necessary, click the Mail button in the Navigation Pane to display the mailbox.
2. On the View tab, deselect Show as Conversation. Click All Folders.
3. Click the Ski Club folder in the list of mail folders and click the File tab.
4. Click Cleanup Tools and select Archive from the list. The Archive dialog box is displayed.
5. Click the Archive this folder using these settings option.
6. Select the Ski Club folder. If necessary, change the Archive Items Older Than date to
[tomorrows date].
7. Click Browse. Select the solution folder for this lesson and key Project 4-5.
8. Click OK. Click Yes to initiate the Archive process.
LEAVE Outlook open for the next project.

Project 4-6: Permanently Delete the Ski Club Folder

Joe Worden thought about the ski club while he sipped his coffee. With only one event per month,
perhaps it wasnt necessary to create a folder just for the ski club. Delete the Ski Club folder and
empty the Deleted Items folder.

GET READY. LAUNCH Outlook if it is not already running.

1. If necessary, click the Folder List button in the Navigation Pane to display the complete
list of Outlook folders.
2. Right-click the Ski Club folder created in a previous project. Click Delete folder from
the shortcut menu. A warning dialog box is displayed.
3. Click Yes to close the warning dialog box.
4. Right-click the Deleted Items folder. Select Empty Folder from the list. Click Yes to
confirm.
CLOSE Outlook.

INTERNET READY costs money. In most businesses, efficiency is directly tied to

profitability. Make a list of 10 file management tips that you
Data management is essential for growing
can use to keep your mailbox organized.
businesses. Hunting for messages is not only a nuisance, it
158 Lesson 4

Workplace Ready
y
ORGANIZING OUTLOOK ITEMS
Nicole Richards is an instructor at Forsyth College. Every session, a batch of new students
registers for Nicoles classes. Nicole teaches several courses and many of her assignments require
students to submit electronic files. The student messages from all the courses come directly to
Nicoles e-mail account, so she uses Outlook to help her stay organized.
Every session, Nicole sets up a new e-mail folder for her classes. She sets up a mail folder for
each student and places the student folders in the main course folder. Throughout the semester,
she places the messages from each student in the folder she created for them. A few weeks after
classes end, Nicole archives the class folders that are no longer needed.
Because she takes a bit of extra time at the beginning of each semester to get organized, she is
able to keep up with her busy schedule and still have time for her students.
 Automating Message Processing 5
LESSON SKILL MATRIX
Skills Exam Objective Objective Number

Creating and Running Create rules. 3.2.1

Rules Modify rules. 3.2.2
Managing Rules Delete rules. 3.2.3
Working with Automated Replies Specify options for replies. 3.4.3
Using Quick Steps Perform Quick Steps. 2.2.1
Edit Quick Steps. 2.2.3
Duplicate Quick Steps. 2.2.5
Create Quick Steps. 2.2.2
Delete Quick Steps. 2.2.4
Reset Quick Steps to default settings. 2.2.6

KEY TERMS
action
condition
exception
Quick Steps
rule
template
wizard

159
160 Lesson 5

Mindy Martin is a co-owner of Resort Adventures, a luxury resort. As in any busi-

ness, a steady stream of information goes in and out of her office. Reservations,
schedules, vendor orders, maintenance requests, and menus for the resorts res-
taurant are only a small sample of the information flying in and out of Mindys
e-mail folders. To keep things straight, Mindy uses message rules to organize her
messages as they arrive.

SOFTWARE ORIENTATION

Microsoft Outlooks Rules and Alerts Window

Message rules are displayed in the Rules and Alerts dialog box, as shown in Figure 5-1. You can
refer to this figure as you work through this lesson and throughout the book.

Figure 5-1 Delete an existing rule Move rule up

Outlooks Rules and Copy an existing rule Move rule down
Alerts window Edit an existing rule Run existing rule

Create a new rule

Turn on/off an existing rule
Rule names listed

What the rule does

The rules that help you organize your messages are displayed in the Rules and Alerts window. In
this window, you can edit existing rules, create new rules, enable rules, and disable rules.

CREATING AND RUNNING RULES

A rule defines an action that happens automatically when messages are received or sent. Rules
can be created in a number of different ways. Using a template is the easiest method for creating
The Bottom Line a new rule. A template is an existing rule provided by Outlook that contains specific pieces of
information that can be customized to create new rules. You also can create a rule from an existing
message or copy an existing rule and edit one or more of the rules components. If a rule is simple,
you can create it quickly from scratch. In this section, youll use a variety of methods to create rules.

Creating a Rule from a Template

One of the best ways to organize your mailbox is to move messages out of the Inbox and into folders
that group related messages together. For example, you can place messages about your active projects
in project folders and messages from vendors in separate vendor folders. Create and use as many folders
as you need to keep yourself organized. Manually locating and moving a lot of messages can be time
consuming and prone to errors. Instead, automate the process by creating a rule to move the messages
 Automating Message Processing 161

for you. The simplest method of creating rules is to let the Rules Wizard helps you create a template
from a template. A wizard consists of steps that walk you through completing a process in Microsoft
Office applications. In this exercise, youll use a template to create a rule for moving messages.
A rule consists of three parts: a condition, an action, and an exception. In simple terms, a rule
says if A happens (the condition), then B (the action) occurs unless C (the exception). Table 5-1
describes these parts of a rule.

Table 5-1
Part Description
Default Mail Folders
Condition The condition identifies the characteristics used to determine the messages affected by
the rule. Use caution when you define the conditions. If your conditions are too broad,
the rule will affect more messages than intended. If your conditions are too narrow, the
rule will not identify some of the messages that should be affected.

Action The action determines what happens when a message meets the conditions defined in
the rule. For example, the message can be moved, forwarded, or deleted.

Exception The exception identifies the characteristics used to exclude messages from being
affected by the rule.

STEP BY STEP Create a Rule from a Template

GET READY. LAUNCH Outlook if it is not already running.

1. If necessary, click the Mail button in the Navigation Pane to display the mailbox. Right-
click Outlook Data Files in the Folders List, and click New Folder in the shortcut menu.
The Create New Folder dialog box is displayed.

Troubleshooting For this exercise, you want to select the top-level folder. Its the folder that holds your
Inbox, Sent Items folder, and so on. Depending on the settings on your computer and the
type of e-mail account you have, this might be called Outlook Data Files, Personal Folders,
or simply your e-mail address.

2. In the Name field, key Lesson 5 Schedules. If necessary, click Outlook Data Files in the
Select Where to Place the Folder section. Click OK to create the folder and close the
dialog box. You will create a rule to move messages into this folder.
3. Click the File tab. In Backstage view, click the Manage Rules and Alerts option. The
Rules and Alerts window shown in Figure 5-1 is displayed. Click the New Rule button.
The Rules Wizard window is displayed, as shown in Figure 5-2. Step 1 of this wizard
involves choosing a template or blank rule.

Figure 5-2
Rules Wizard window with Wizard
default selections step 1

Rule
names
listed
162 Lesson 5

4. In the Stay Organized category of the Step 1 templates and rules list, click Move
Another Way messages with specific words in the subject to a folder. This rule will move messages
You can also open about the selected topic. The rule description in the lower area of the window changes,
the Rules and Alerts window by as shown in Figure 5-3.
clicking Rules on the Home tab
and selecting Manage Rules
and Alerts.
Figure 5-3
Rules Wizard window
with template to move Template
messages selected selected

Customized
underlined
text

Troubleshooting To ensure that a rule looking for a specific subject moves the messages, the subject line
must contain the exact words shown in the editing area of the Rules Wizard window.

5. In the Step 2 area, click specific words. The Search Text window is displayed, as shown
in Figure 5-4.

Figure 5-4
Click to add
Search Text window Key specific words that
keyed text to
must appear in the subject
the search list
List of words that must
be in the subject to
move the message

Take Note In this exercise, you will use a single phrase as the search text. To add more words or phrases to
the search list, key the text into the Search Text window and click the Add button.

6. In the Specify words or phrases to search for in the subject field, key Lesson 5
Schedule. Click the Add button. The Lesson 5 Schedule phrase is enclosed by
quotation marks and added to the search list for this rule. Click OK to close the Search
Text window. The Rules Wizard window is displayed. The Lesson 5 Schedule search
phrase is identified, as shown in Figure 5-5.
 Automating Message Processing 163

Figure 5-5
Rules Wizard window with the
search phrase identified Template
selected

Search text
specified as
Lesson 5
Schedule

7. In the Step 2 area of the Rules Wizard window, click specified to identify the
destination folder. The Folder List is displayed in the Rules and Alerts window, as
shown in Figure 5-6.

Figure 5-6
Select the destination folder.

Outlook folders

8. Click the Lesson 5 Schedules folder in the Choose a Folder list, and click OK. The
specified destination folder is identified in the Rules Wizard window, as shown in
Figure 5-7.

Figure 5-7
Rules Wizard window with the
destination folder identified Outlook
folders

Template
customized

Click the Next button to

continue the Wizard
164 Lesson 5

9. Click the Next button to continue to the next Wizard window. Under Step 1: Select
condition(s), you will see a list of conditions that can be added to the rule. You dont
want to add conditions to this rule, so click the Next button to continue to the third
Wizard window. Under Step 1: Select action(s), you will see a list of actions that can be
taken if the conditions are met. Without any conditions, you dont want to add actions
to this rule, so click the Next button to continue to the next window of the Wizard. A
list of exceptions to the rule is displayed, as shown in Figure 5-8.

Figure 5-8
Rules Wizard window with
exceptions that can be
added to the rule
Exceptions
that can be
added to
the rules

10. Click the second check box on the list: except if the subject contains specific words.
Text is added to the rule description at the bottom of the Rules Wizard window.
11. In the rule description area at the bottom of the window, click specific words. The
Search text window shown in Figure 5-4 is displayed.
12. In the Specify words or phrases to search for in the subject field, key RE:. Making RE:
an exception prevents replies to the Lesson 5 Schedule messages from being moved
to the destination folder. Click the Add button. The RE: text is enclosed by quotation
marks and added to the search list for this rule. Click OK to close the Search Text
window. The Rules Wizard window is displayed. The exception is added to the rule, as
shown in Figure 5-9.

Figure 5-9
Rules Wizard window with
exception added to the rule

Exception
that is part
of the rule

Click the Next

button to continue
the Wizard
 Automating Message Processing 165

13. Click the Next button to continue the Wizard. The rule is displayed for your approval,
as shown in Figure 5-10.

Figure 5-10
Rules Wizard window with rule
displayed for approval
Name the rule

Enable the rule

Review the rule

Click to complete
the rule

14. Examine the rule carefully to verify that it is correct. Click the Finish button. The new
rule is displayed in the Rules and Alerts window, as shown in Figure 5-11.

Figure 5-11
Rules and Alerts window with
the new rule displayed New rule
created

Description of
the new rule

15. Click the OK button to close the Rules and Alerts window.
3.2.1 PAUSE. LEAVE Outlook open to use in the next exercise.

How do you create a rule Using the wizard to create a new rule simplifies the process. If you try to advance to the next
to move messages? step without completing the current step, an error message is displayed. It instructs you to finish
the current step.

Testing a Rule
Whenever you create a rule, it is a good idea to test it to ensure that it works the way you expect.
The easiest way to test a rule is to create a message that will meet the conditions of your rule to
see if it handles the message properly. In this exercise, youll send yourself a message that meets
the rules conditions to verify that the action is carried out as intended.
166 Lesson 5

STEP BY STEP Test a Rule

GET READY. Before you begin these steps, be sure to complete the previous exercise
creating a rule.
1. Click the New E-mail button on the Home tab. The Message window is displayed.
2. In the To field, key [your e-mail address].
3. In the Subject field, key Lesson 5 Schedule. When this message arrives, it will meet the
condition defined in the Lesson 5 Schedule rule.
4. In the message area, key Lesson 5 Schedule rule test.
5. Click the Send button. The message is moved to the Outbox and sent when the
computer is connected to the Internet.
6. Click the Lesson 5 Schedule folder. If necessary, click the Send/Receive All Folders
button to receive the message. When the message arrives, the rule runs automatically
and places the message in the Lesson 5 Schedules folder, as shown in Figure 5-12.

Figure 5-12
Rule moved the
received message

Message
moved to the
specified
folder

PAUSE. LEAVE Outlook open to use in the next exercise.

After creating a rule, test the rule to verify that it works. For example, to test the rule created in the
previous exercise, you sent a message with Lesson 5 Schedule as the subject to yourself. Over time,
you might need to add conditions to the rule because not everyone who sends schedules to you
uses the correct subject. You can add a condition such as the Lesson 5 Schedule phrase in the body
of the message or add a condition identifying any message with the word schedule in the subject.

Creating a Rule from a Selected Message

Repeating the same action over and over is one of the most common reasons for creating a rule.
For example, another common organization tool that requires repetitive tasks is categorizing
messages. When you categorize messages, you assign messages about related topics a specific
color code so that they are easy to locate. Automatically categorizing messages is a common
organizational task that you can automate by creating a rule. The next time you select a message
on which you plan to perform an often-repeated action, use the message to create a rule. In this
exercise, youll create a rule from an existing message. The rule will categorize messages by color.

STEP BY STEP Create a Rule from a Selected Message

USE the message you sent in the previous exercise.

1. If necessary, click the Mail button in the Navigation Pane to display the mailbox.
2. In the Navigation Pane, click the Lesson 5 Schedules folder. One message is in the
folder. It is highlighted in the Message List.
 Automating Message Processing 167

3. Right-click the message. Point to Rules and select Create Rule on the shortcut menu.
The Create Rule dialog box is displayed, as shown in Figure 5-13. The conditions of the
selected message are displayed in the dialog box.

Figure 5-13
Create Rule dialog box
Conditions of the
selected message

Click to specify
rule components

4. Click the Subject contains check box. The field contains Lesson 5 Schedule, the subject
of the selected message.
5. Click the Advanced Options button to specify additional rule components. The Rules
Wizard window is displayed. The condition about the messages subject is already
selected in the first Rules Wizard window.
6. Click the Next button. The Rules Wizard window lists the available actions for the rule.
Actions based on the selected message are displayed at the top of the list.
7. Click the assign it to the category category check box. The selected action is moved to
the lower area of the window, as shown in Figure 5-14.

Figure 5-14
Rules Wizard window with Characteristics
available actions based on of the selected
the selected message message

Click to
specify the
category

8. In the Step 2: Edit the rule description area, click the underlined category. The Color
Categories dialog box is displayed, as shown in Figure 5-15.

Figure 5-15
Color Categories dialog box
Select the
category

Click to close
the dialog box
168 Lesson 5

9. Click the Green Category check box. Click OK. When you complete the exercise and run
the rule, messages that match the conditions youve outlined will be highlighted with
green, making them easier to spot in a message list.

Ref You can find more information on Color Categories in Lesson 12.

10. If a Rename Category window is displayed, click the No button. The Color Categories
dialog box is closed, and you are returned to the Rules Wizard window.

Take Note You can rename categories, but it isnt necessary in this lesson.

11. The condition and action for the rule are complete. You dont want to identify any
exceptions. Click the Finish button. The rule is saved. The Rules Wizard window is
Another Way closed, and you are returned to the main Outlook window. In the following steps, you
You can also access will rename and test the new rule.
the Rules and Alerts window 12. On the Home tab, click Rules in the Move group and select Manage Rules and Alerts
by right-clicking a message, option. The Rules and Alerts window is displayed, as shown in Figure 5-16. The new
pointing to Rules, and selecting rule you just created is identified as Lesson 5 Schedule (1). The name was inherited
Manage Rules and Alerts. from the rule already applied to the message when you selected the message.

Figure 5-16 Click to change

Rule created from a the rules name
selected message
New rule created
from a selected
message

13. If necessary, select the Lesson 5 Schedule (1) rule. Click the Change Rule button, and click
the Rename Rule option. The Rename dialog box is displayed, as shown in Figure 5-17.

Figure 5-17
Rename a Rule

14. In the New name of rule field, key Green Lesson 5 Schedule. Click OK. The Rename
dialog box is closed. The name of the rule has been changed.
PAUSE. LEAVE Outlook open to use in the next exercise.

Running a Rule
Rules run automatically when new messages arrive. So, what happens to the mail that is already
in your mailbox? You can run a rule manually. When you run a rule, it scans the mailbox as if it
were new mail and applies the rules actions on any messages that meet your conditions. In this
exercise, youll run a rule so that it processes your existing messages.
 Automating Message Processing 169

STEP BY STEP Test a Rule

GET READY. LAUNCH Outlook if it is not already running.

1. If necessary, click the File tab to return to Backstage view. Click Manage Rules and
Alerts. The Rules and Alerts window shown in Figure 5-1 is displayed.
2. Click the Run Rules Now button. The Run Rules Now dialog box is displayed.
3. In the Select rules to run section, click the Green Lesson 5 Schedule check box, as
shown in Figure 5-18.

Figure 5-18
Select
Run Rules Now dialog box
the rule

Select the
folder

Run the rule

Click the Run Now button. The rule runs quietly in the background. In fact, there is no
immediately noticeable effect.
4. Click the Close button, and click the OK button to return to the main Outlook window.
5. Click the Lesson 5 Schedule folder. Because you have a message in the Lesson 5
Schedule folder that matches the conditions of this rule, the Green Category has been
assigned to the message in the message list, as shown in Figure 5-19.

Figure 5-19 Green Category

Green Category assigned assigned
to a message

PAUSE. LEAVE Outlook open to use in the next exercise.

Creating a rule from a selected message has advantages. As you create the rule, the characteristics of
the selected message are offered as rule components. This saves time and increases the rules accuracy.

Creating a Rule by Copying an Existing Rule

Forwarding messages is another common task that can be performed by a rule. When many of the
rule components are similar to an existing rule, you can copy the existing rule to create the new rule.
In this exercise, youll create a rule for forwarding messages by copying and modifying an existing rule.

STEP BY STEP Create a Rule by Copying an Existing Rule

USE the message and the rule created in a previous exercise.

1. If necessary, click the Mail button in the Navigation Pane to display the mailbox.
2. On the Home tab, click the Rules command in the Move group. Select the Manage
Rules and Alerts option from the menu that appears. The Rules and Alerts window
shown in Figure 5-1 is displayed.
170 Lesson 5

3. Click the Green Lesson 5 Schedule rule. Click the Copy button in the Manage Rules and
Alerts window. The Copy Rule To dialog box is displayed, as shown in Figure 5-20. The
Folder listing in this dialog box identifies the Inbox as being affected by the rule.

Figure 5-20
Copying a rule

Take Note If your Outlook profile accesses more than one e-mail account, you can choose the Inbox to
be affected by the rule. Refer to Outlooks Help for more information about Outlook profiles.

4. Click OK to accept the Folder listing and close the dialog box. A copy of the selected
rule is created and added to the list of rules, as shown in Figure 5-21.

Figure 5-21 Click to change the rules name

Copied rule created

Copy of rule
is turned off
Copy of rule
created

5. Select the Copy of Green Lesson 5 Schedule rule, if necessary. Click the Change Rule
button, and click Rename Rule. The Rename dialog box is displayed.
6. In the New name of rule field, key Forward Lesson 5 Schedule. Click OK. The dialog
box is closed, and the rules name is changed.
7. With the Forward Lesson 5 Schedule rule selected, click the Change Rule button, and
click the Edit Rule Settings option. The Rules Wizard window is displayed.
8. The condition about the messages subject is already selected. Click the Next button.
The Rules Wizard window lists the available actions for the rule.
9. Click the assign it to the category category check box to deselect the action. Click
the forward it to people or people group check box. The action is moved to the rule
description in the lower area of the Rules Wizard window.
10. In the Step 2: Edit the rule description area, click the underlined people or people
group text. The Rule Address dialog box is displayed.

Rather than keying an e-mail address into the To field, you can select a person from your
Ref Outlook Contacts. You will learn more about contacts in Lesson 6.

Take Note Throughout this chapter you will see information that appears in black text within brackets,
such as [Press Enter] or [your e-mail address]. The information contained in the brackets is
intended to be directions for you rather than something you actually type word for word. It will
instruct you to perform an action or substitute text. Do not type the actual text that appears
within brackets.
 Automating Message Processing 171

11. In the To field, key [the e-mail address of a friend or coworker]. Click the OK button to
close the dialog box. The Rules Wizard window is updated, as shown in Figure 5-22.

Figure 5-22
Rule to forward messages

Condition
Action
Save the rule without
additional changes

12. This rule does not have exceptions. Click the Finish button to save the rule and return
to the Rules and Alerts window.
3.2.2
13. Click the Forward Lesson 5 Schedule check box to turn on the rule.
How do you modify a rule? 14. Click the Run Rules Now button. The Run Rules Now dialog box is displayed.
15. Click the Forward Lesson 5 Schedule check box. Click the Run Now button. Outlook
looks through your mailbox for messages that meet the conditions you set and
forwards them on to the e-mail address you specified in the Rule Address dialog box.
16. Click the Close button. Click OK to return to the main Outlook window. The forwarded
message is listed in the Sent Items folder.
PAUSE. LEAVE Outlook open to use in the next exercise.

So far, you have created a rule to move a message, a rule to assign a category, and a rule to
forward messages. Rather than creating three separate rules, you could create a single rule that
performs all three actions.
When you combine actions into a single rule, keep in mind that you cant simply turn off indi-
vidual actions. If you turn off a rule with several actions, none of the actions are performed. If
one part of the rule or conditions is likely to change periodically, consider keeping that part as
a unique rule.
Alternatively, if you do combine it into a single rule and conditions change, you can go in and
manually alter the actions within a rule, but youll have to remember to go back in and alter the
actions again when conditions change. Although this is certainly doable, it is time consuming
and could easily be forgotten. If an action is likely to change, it is better practice to leave it as a
separate rule that you can simply turn on and off.
Lets put that in terms of a real-life situation. Suppose that Jon, the addressee of the forwarded
messages you just created, goes on a two-week business trip followed by a two-week vacation in
Hawaii. He asked you to stop forwarding schedules to him for four weeks. If the three actions
were combined into one rule, you would need to create new rules or edit the combined rule so
that the messages are still moved and categorized, but not forwarded to Jon. Then when Jon
returns, youll need to go back in and edit the rule again to add back the third step. If you keep
the forwarded action in a separate rule, you just need to deselect the rule in the Rules & Alerts
window to turn off the forwarding rule until Jon returns with a tan and too many vacation
photos. When he gets back, just select the action again.
172 Lesson 5

Creating a Rule from Scratch

Some rules are simple to write. You want to find messages that meet one condition and perform one
action without exceptions. For example, a simple rule might be Delete all the messages in the Green
Category. As you learn in this exercise, you can quickly create simple rules like this from scratch. This
is the best method to create simple rules with one condition, one action, and no exceptions.

STEP BY STEP Create a Rule from Scratch

USE the message you sent in the previous exercise.

1. If necessary, click the Mail button in the Navigation Pane to display the mailbox.
2. Click the Rules on the Home tab and click the Manage Rules and Alerts option. The
Rules and Alerts window shown in Figure 5-1 is displayed.
3. Click the New Rule button. The Rules Wizard window is displayed, as shown in
Figure 5-23.

Figure 5-23
Creating a rule from scratch

Select options
in this category
to write a rule
from scratch

Another Way 4. In the Start from a blank rule section, click Apply rule on messages I received. This
If you wanted to identifies when the rule will run automatically. Click the Next button to continue
delete all messages from a creating the rule.
specific sender instead, select 5. In this Rules Wizard window, you identify the conditions of the rule. Click with specific
the from people or distribution words in the subject. This rule will identify messages about the selected topic.
list condition in the Step 1
6. In the Step 2 area, click specific words. The Search Text window is displayed.
area of this first Rules Wizard
window. In the Step 2 area, 7. In the Specify words or phrases to search for in the subject field, key Lesson 5
click people or distribution list. Schedule. Click the Add button. The Lesson 5 Schedule phrase is enclosed by quotation
At the Rules Address page, you marks and added to the search list for this rule.
can key or click the senders 8. Click OK to close the Search Text window. The Rules Wizard window is displayed.
e-mail address into the From The Lesson 5 Schedule search phrase is identified. Click the Next button to continue
field and click OK to continue creating the rule.
creating the rule. 9. Available actions are listed in the Rules Wizard window. Click the delete it check box.
You dont want to add any additional conditions, actions, or exceptions. Click the
Finish button. The rule is complete: When a message arrives with Lesson 5 Schedule in
the subject, delete it.
10. Select the Lesson 5 Schedule (1) rule, if necessary. Click the Change Rule button, and
click Rename Rule. The Rename dialog box is displayed.
11. In the New name of rule field, key Delete Lesson 5 Schedule. Click OK. The dialog box
is closed, and the rules name is changed.
12. Click the Delete Lesson 5 Schedule check box to clear it. Click the OK button to close
the Rules and Alerts window.
PAUSE. LEAVE Outlook open to use in the next exercise.
 Automating Message Processing 173

MANAGING RULES
Rules manage your messages. To manage your rules, change their sequence or turn them on or off.
The Bottom Line
In this section, youll change the order in which rules run, turn rules on and off, and delete rules.

Sequencing Rules
The sequence in which rules are processed can be important. For example, you can change the
importance of a message before forwarding it to a coworker. Also, you want to forward a mes-
sage before you delete it. In this exercise, youll change the sequence of rules in the Rules and
Alerts window.

STEP BY STEP Sequence Rules

USE the rules you created in the previous exercises.

1. If necessary, click the Mail button in the Navigation Pane to display the mailbox.
2. Click the Rules on the Home tab and click the Manage Rules and Alerts option. The
Rules and Alerts window shown in Figure 5-1 is displayed.
3. Click the Delete Lesson 5 rule. Click the Move Down button four times. The Delete
Lesson 5 Schedule rule becomes last on the list of rules.
4. Click the Clear categories on mail (recommended) rule. Click the Move Up button two
times. The sequence of your rules should match the rule sequence in Figure 5-24.

Figure 5-24 Move up Move down

Sequenced rules

5. Click OK to save the changes and close the Rules and Alerts window.
PAUSE. LEAVE Outlook open to use in the next exercise.

The Clear categories on mail (recommended) rule is first on the list of rules. This clears the catego-
ries of the arriving message so you can apply your own category in the Green Lesson 5 Schedule
rule.

Turning Off a Rule

In the Rules and Alerts window, the check box in front of the rules name controls its status. A
rule is either off or on. If a rule is on, the check box in front of the rule is checked. If a rule is
off, the check box is empty. Turning off a rule rather than deleting it enables you to turn on the
rule if you need it later. It also enables you to keep a rule turned off and run it at a time of your
choice In this exercise, youll turn off a rule.
174 Lesson 5

STEP BY STEP Turn Off a Rule

USE the rules you created in the previous exercises.

1. If necessary, click the Mail button in the Navigation Pane to display the Mailbox.
2. Click the Rules on the Home tab and click the Manage Rules and Alerts option. The
Rules and Alerts window shown in Figure 5-1 is displayed.
3. Click the Delete Lesson 5 Schedule check box so the check box is empty.
4. Click OK to save the changes and close the Rules and Alerts window.
PAUSE. LEAVE Outlook open to use in the next exercise.

Deleting Rules
If you created a rule that you will not use again, delete it. This keeps your list of rules organized
and reduces confusion caused by a long list of old rules that are not used. In this exercise, youll
delete a rule.

STEP BY STEP Delete Rules

USE the rules you created in the previous exercises.

1. If necessary, click the Mail button in the Navigation Pane to display the mailbox.
2. Click the Rules on the Home tab and click the Manage Rules and Alerts option. The
Rules and Alerts window shown in Figure 5-1 is displayed.
3. Click the Delete Lesson 5 Schedule rule. Click the Delete button. Click Yes in the dialog
box to confirm the deletion.
4. Click OK to save the changes and close the Rules and Alerts window.
PAUSE. LEAVE Outlook open to use in the next exercise.
3.2.3
Use caution when deleting a rule rather than disabling it. You dont want to have to spend time
How do you delete a rule? re-creating a rule that you carelessly deleted.

WORKING WITH AUTOMATED REPLIES

When youre out of the office, you will still receive e-mail messages. You can set the Auto-
The Bottom Line matic Replies function to automatically reply to any e-mail you receive informing the sender
that you are out of the office. In this section, youll create an internal and external Out of
Office message.

Creating an Internal Out of Office Message

If you use a Microsoft Exchange Server e-mail account, you can use the improved Out of
Office Assistant to send an Internal Out of Office message informing coworkers that you are out
of the office. Internal messages are ones that are sent to and from other individuals in the same
Exchange Server. In this section, youll create an internal Out of Office message.

STEP BY STEP Create an Internal Out of Office Message

GET READY. You must use a Microsoft Exchange Server account to complete this exercise.
If you do not have a Microsoft Exchange Server account, read through the exercise and
use it as a reference when preparing for your certification exam.
1. If necessary, click the Mail button in the Navigation Pane to display the mailbox.
2. Click the File tab and click the Automatic Replies option. The Out of Office Assistant
dialog box is displayed.
 Automating Message Processing 175

Troubleshooting If you dont have an Exchange Server account, this option wont be visible.

3. Click the Send automatic replies option.

4. Select the Only send during this time range option. Select 12:00 AM [tomorrow] as the
Start time. Select 12:00 AM [the following day] as the End time.
5. Click the Inside My Organization tab, if necessary. Key I am out of the office today. Ill
respond to your message tomorrow.

Take Note For the Automatic Replies function, Microsoft defines organization as people who share an
Exchange Server account on your e-mail system.

6. Click OK. The dialog box is closed. The Out of Office message will be sent when you
receive messages from other e-mail accounts in your organization.
PAUSE. LEAVE Outlook open to use in the next exercise.

Improvements to the Automatic Replies function include additional formatting options, the
NEW ability to set the dates that you will be out of the office, and the ability to send an Out of Office
to Office 2010 message to correspondents outside your organization.

Creating an External Out of Office Message

3.2.3 If you use a Microsoft Exchange Server e-mail account, you can use the improved Out of Office
Assistant to send an external message informing people outside your organization that you are
How do you create an internal out of the office. External messages are ones that are sent to and from other individuals who are
Out of Office message? not in the same Exchange Server. In this section, youll create an external Out of Office message.

STEP BY STEP Create an External Out of Office Message

GET READY. You must use a Microsoft Exchange Server account to complete this exercise.
If you do not have a Microsoft Exchange Server account, read through the exercise and
use it as a reference when preparing for your certification exam.
1. If necessary, click the Mail button in the Navigation Pane to display the mailbox.
2. Click the File tab and click the Automatic Replies option. The Automatic Replies dialog
box is displayed.

Troubleshooting If you dont have an Exchange Server account, this option wont be visible.

3. Click the Send automatic replies option.

4. Select the Only send during this time range option. In the Start time box, select
12:00 AM [tomorrow]. In the End time box, select 12:00 AM [the following day] as the
End time.
5. Click the Outside My Organization (On) tab, and select the Auto-reply to people
outside my organization check box. Select My Contacts only.

Take Note For the Automatic Replies function, Microsoft defines My Contacts only as the people listed in
your Exchange Server contact list.

6. In the text entry area, key I am out of the office today. Ill respond to your message
tomorrow.
7. Click OK. The dialog box is closed. The Out of Office message will be sent when you
receive messages from e-mail accounts outside your organization.
PAUSE. LEAVE Outlook open to use in the next exercise.
176 Lesson 5

In step 7 of the previous exercise, you set up automatic replies for the people in your contact list.
3.4.3 If you want the reply sent to everyone who e-mails you, select Anyone outside my organization
instead of My contacts only.
How do you set up an
internal and external
out of office reply? USING QUICK STEPS
Outlooks new Quick Steps bring the computer power of macros to Outlook for the first time.
They enable you to perform a series of tasks with the click of a button. Unlike Rules, you choose
The Bottom Line
when and where to apply the Quick Steps. Quick Steps are a type of customizable shortcut
that you can use to perform several functions at the same time.
Outlook comes with a set of seven default Quick Steps that you can program with your personal
NEW information. For example, you can program the Team E-mail Quick Step with the contact in-
to Office 2010 formation for the people on your team. When you click the Quick Step, a new message window
opens already addressed to your team. In this section, youll get to know the new Quick Step
feature by creating, editing, deleting, performing, duplicating, and resetting Quick Steps.

SOFTWARE ORIENTATION

Microsoft Outlooks Quick Step Group

Outlooks new Quick Step feature (see Figure 5-25) allows you to set up a group of custom
shortcuts to perform your common message management. The Quick Step group contains six
default Quick Steps for the most commonly performed tasks in Outlook. You can also click the
Create New button in the Quick Step group to create your own custom Quick Step shortcuts.

Figure 5-25
Quick Steps Click to create
Microsoft Outlooks Quick
Step Group a new custom
Quick Step

Click to edit or duplicate

existing Quick Steps

Use this figure as a reference throughout this lesson as well as the rest of this book.

Performing Quick Steps

Quick Steps are easier to run than traditional rules, because they are right there at your finger-
tips on the Home tab. To perform a Quick Step, you simply select a message and then click the
Quick Step icon for the action you want. The first time you perform most Quick Steps, you are
asked to add information to personalize the action. For example, if you click the Move to Quick
Step, you are asked to specify which folder you want the message moved to. Once you set up the
Quick Step, it will always move mail items to the folder you designated during setup unless you
go back in and edit the settings. In this exercise, youll perform a couple of Quick Steps.

STEP BY STEP Perform Quick Steps

GET READY. LAUNCH Outlook if it is not already running.

1. If necessary, click the Mail button in the Navigation Pane to display the mailbox.
2. Select the Sample confidential message in the message list. If you dont have this
message, choose any message with the word Sample in the subject.
 Automating Message Processing 177

3. On the Home tab, click the Reply & Delete button in the Quick Step group shown in
Figure 5-25. A RE: Sample confidential message window is displayed and the original
is moved to the Deleted Items folder.
4. In the To field, key [your e-mail address] and click Send.
5. Click Send/Receive All Folders on the Home tab.
6. Select the newly arrived message and click Done in the Quick Steps group. The First
Time Setup dialog box for the Done Quick Step is displayed, as shown in Figure 5-26.
The Done Quick Step can perform three actions: mark the message as read, mark it as
complete, and move it to a folder you choose.

Figure 5-26
First Time Setup dialog
box for Done Quick Step

Another Way
You can also
perform a Quick Step by
right-clicking on a message,
pointing to Quick Steps in the
shortcut menu, and selecting 7. In the Name field, key Completed Events. After the setup process, the Quick Step
the desired Quick Step from the button will be called Completed Events.
fly-out list.
8. Click the Choose Folder down arrow and select the Lesson 5 Schedules folder.
9. Click Save. The First Time Setup dialog box closes and the Completed Events button
appears in the Quick Steps group, as shown in Figure 5-27.

Figure 5-27
Newly formatted Quick Step

10. With the message still selected, click the new Completed Events button in the Quick
Steps group. The message is moved to the Lesson 5 Schedules folder and is marked
as read and completed.

Figure 5-28
The completed message Message
in its new location moved and
categorized

PAUSE. LEAVE Outlook open to use in the next exercise.

2.2.1
The new Outlook Quick Steps (see Table 5-2) are a combination of rules and customized Ribbon
How do you perform buttons. By using Quick Steps, you can perform multiple different actions with a single click.
a Quick Step?
178 Lesson 5

Table 5-2
Quick Steps Description
Default Quick Steps
Move to The Move to Quick Step marks the select message as read and moves it to the
assigned folder.

To Manager The To Manager Quick Step forwards the selected message to your manager. If you
use Microsoft Exchange Server, Outlook reads your list to determine your managers
name. If you dont use the Exchange Server, you can key the correct e-mail address
in the To field.

Team E-mail The Team E-mail Quick Step creates a new message to the members of your team.
If you use Microsoft Exchange Server, Outlook reads your list to determine the
names of your team members. If not, you can key the correct e-mail addresses in the
To field.

Done The Done Quick Step marks the selected message as read and complete and moves
it to the selected folder.

Reply & Delete The Reply & Delete Quick Step deletes the selected message and opens a reply
message.

Create New The Create New Quick Step allows you to create an entirely custom Quick Step.

Editing Quick Steps

Although the default Quick Steps cover many of the most common tasks, you can easily modify
them to suit your needs. Using the Manage Quick Steps dialog box, you can rename a Quick
Step, change or eliminate actions, or add additional steps to the process. In this exercise, youll
edit a Quick Step.

STEP BY STEP Edit Quick Steps

GET READY. LAUNCH Outlook if it is not already running and be sure to complete the
previous exercise.
1. If necessary, click the Mail button in the Navigation Pane to display the mailbox.
2. Click the dialog box launcher in the Quick Steps group to open the Manage Quick
Steps dialog box, as shown in Figure 5-29.

Figure 5-29
Manage Quick Steps dialog box
Currently defined Description of
Quick Steps selected Quick
Step

Click to duplicate
Click to create a the selected Quick
new Quick Step Step

Click to revert a
Quick Step to its
defaults
Change the display Click to edit
position of Quick the selected
Steps in the gallery Quick Step
 Automating Message Processing 179

3. In the Quick step: area, select Completed Events. The Description area changes to
define the actions performed by this Quick Step, as shown in Figure 5-30.

Figure 5-30
Manage Quick Steps
dialog box with Completed
Events selected
Description of
the Completed
Events Quick
Step

4. Click the Edit button. The Edit Quick Step dialog box is displayed, as shown in Figure 5-31.

Figure 5-31
Edit Quick Steps dialog box

Click to delete
Click to an action an action
box to see a list of
available actions

Another Way
You can also open
the Edit Quick Step dialog box
by right-clicking the desired
Quick Step in the Quick Step
gallery and selecting Edit Quick
Step from the shortcut menu.

5. In the Name field, select the existing text and key Active Events.
6. Click the Delete button next to the Mark Complete action.
7. Click the Mark as Read action. A drop-down list of options is displayed, as shown in
Figure 5-32.
180 Lesson 5

Figure 5-32
Editing a Quick Step

Click to
see a list
of available
actions

Flag
message
action

8. Select the Flag Message option. A new Choose flag action box is displayed.
9. Click the Choose Flag action and select the Today option.
10. Because the actions have changed, the Tooltip information is no longer correct. Select
the Tooltip text at the bottom of the Edit Quick Step dialog box and key Moves the
selected e-mail to a folder and flags the e-mail for today.
11. Click Save and OK to close the Edit Quick Steps dialog box, then click OK to close the
Manage Quick Steps dialog box. The Completed Events Quick Step has been replaced
with the new Active Events Quick Step in the Quick Step gallery.
12. Point the cursor at the Active Events icon in the Quick Steps gallery to see the new tip,
as shown in Figure 5-33.

Figure 5-33
Edited Quick Step

2.2.3
13. Click Save and OK to close the Edit Quick Steps dialog box, then click OK to close the
How do you edit an Manage Quick Steps dialog box.
existing Quick Step? PAUSE. LEAVE Outlook open to use in the next exercise.
 Automating Message Processing 181

Duplicating Quick Steps

In many cases, youll find yourself needing multiple Quick Steps that perform similar functions.
For example, you might want to use one Team E-mail Quick Step to send an e-mail to members
of your marketing project, another to send e-mails to the members of the Employee Softball
team, and another to send e-mails to members of your book club. The easiest way to create new
Quick Steps that perform similar actions is by duplication. In this exercise, youll duplicate a
Quick Step.

STEP BY STEP Duplicate Quick Steps

GET READY. LAUNCH Outlook if it is not already running.

1. If necessary, click the Mail button in the Navigation Pane to display the mailbox. Right-
click Outlook Data Files in the Folders List, and click New Folder in the shortcut menu.
The Create New Folder dialog box is displayed.
2. In the Name field, key Pending Reservations. If necessary, click Outlook Data Files in
the Select Where to Place the Folder section. Click OK to create the folder and close the
dialog box. The new folder is displayed in the Folder list in the Navigation Pane.
3. On the Home tab, in the Quick Step group, click the More button to open the Quick
Step gallery.
4. Select Manage Quick Steps. The Manage Quick Steps dialog box is displayed (refer to
Figure 5-29).
5. Click Active Events in the Quick Step list in the Manage Quick Steps dialog box. Click
Duplicate. The Edit Quick Step dialog box is displayed. The text Copy of Active Events
is automatically entered into the Name field, as shown in Figure 5-34.

Figure 5-34
Duplicating a Quick Step

Another Way
You can also
duplicate a Quick Step by right-
clicking the desired Quick Step
in the Quick Step gallery and
selecting Duplicate Quick Step
from the shortcut menu.

6. Click the Lesson 5 Schedules dropdown box. A dropdown list of available folders
appears. Select the Pending Projects folder. The list collapses.

Troubleshooting If necessary, click Other Folders to open the Select Folder dialog box. Select Pending Projects
and click OK.

7. In the Name field, key Pending Projects.

8. Click Finish. Click OK. The new Quickstep appears in the Quick Step gallery, as shown
in Figure 5-35.
182 Lesson 5

Figure 5-35 Original

Duplicated
New duplicated Quick Step Quick Step
Quick Step

PAUSE. LEAVE Outlook open to use in the next exercise.

Creating Quick Steps

Although the default Quick Steps handle many of the most common tasks in Outlook, you may
2.2.5 want to create a unique Quick Step that performs different tasks or a combination of actions.
When you click the New button in the Manage Quick Steps dialog box, a blank Edit Quick
How do you duplicate
Steps dialog box opens, allowing you to choose any actions you wish. In this exercise, youll
a Quick Step?
create a new Quick Step.

STEP BY STEP Create Quick Steps

GET READY. LAUNCH Outlook if it is not already running.

1. If necessary, click the Mail button in the Navigation Pane to display the mailbox.
2. On the Home tab, in the Quick Step group, click Create New. The Edit Quick Step
dialog box opens with no actions selected, as shown in Figure 5-36.

Figure 5-36
Creating a custom Quick Step

Click to choose
your first action

Click to add
another action.

Another Way
You can also create
a new Quick Step by clicking
the New button in the Manage
Quick Step.

3. In the Name box, key Lesson 5.

4. Click the Choose an Action dropdown box, and select Mark as Unread.
5. Click the Add Action button. Click the new action box, and select Categorize message.
Select the Yellow category.
6. Click the Add Action button. In the new Choose an Action dropdown box, select Create
a task with text of message.
7. In the Optional area, click the Shortcut key down arrow and select Ctrl1Shift11.
8. In the Tooltip text box, key Sample Lesson 5 Quick Step.
9. Click Finish. The new Quick Step appears in the Quick Step gallery.
10. Open the Lesson 5 Schedule folder. Select the completed message and click the
new Lesson 5 Quick Step in the Quick Step gallery. A Sample confidential message Task
window is displayed showing the contents of the e-mail message in the body of the task,
as shown in Figure 5-37.
 Automating Message Processing 183

Figure 5-37
Lesson 5 Quick Step
created task Quick Step
categorized
the task Yellow

Original
message
text

11. Click the Save and Close button in the Actions group on the Task tab. The message is
now marked as unread and categorized yellow, and the new task appears in the To-Do
bar, as shown in Figure 5-38.

Figure 5-38 New Quick Step

Performing the
Lesson 5 Quick Step

Modified
message

New
task

PAUSE. LEAVE Outlook open to use in the next exercise.

2.2.2
Deleting Quick Steps
How do you create
a new Quick Step?
Once you embrace the value of Quick Steps, youll soon find your Quick Step gallery getting
crowded. To keep your Quick Steps easy to find and use, be sure to delete Quick Steps that you
no longer need. In this exercise, youll delete one of your Quick Steps.

STEP BY STEP Delete Quick Steps

USE the Pending Projects Quick Step that you created in a previous exercise.
1. If necessary, click the Mail button in the Navigation Pane to display the mailbox.
2. Click the dialog box launcher for the Quick Steps group. The Manage Quick Steps
dialog box is displayed, as shown in Figure 5-39.
184 Lesson 5

Figure 5-39
Manage Quick Steps dialog box
with Pending Projects selected

Click to delete
the selected
Quick Step

Another Way
You can also delete
3. In the Quick Step list, select Pending Projects.
a Quick Step by right-clicking
a Quick Step and selecting 4. Click the Delete button. The Pending Projects Quick Step is immediately removed from
Delete. the Quick Step list. Click OK to close the dialog box.
PAUSE. LEAVE Outlook open to use in the next exercise.

2.2.4 Resetting Quick Steps to Default

If your Quick Steps gallery gets overfilled with items that you no longer need, you might find
How do you delete it easier to simply reset your Quick Step gallery and start over. In this exercise, youll reset your
a Quick Step? Quick Steps.

STEP BY STEP Resetting Quick Steps to Default

GET READY. LAUNCH Outlook if it is not already running.

1. If necessary, click the Mail button in the Navigation Pane to display the mailbox.
2. Click the dialog box launcher in the Quick Step dialog box to open the Manage Quick
Steps dialog box.
3. Click the Reset to Defaults button. A message is displayed warning you that any
changes will be lost, as shown in Figure 5-40.

Figure 5-40
Resetting Quick Steps

4. Click Yes. The Quick Steps in the Manage Quick Steps dialog box revert back to the
original list.
2.2.6 CLOSE Outlook.

How do you reset

Many people complain that the reason they dont organize their mailboxes and manage their
your Quick Steps?
messages is because it is time-consuming. Quick Steps have the power to change all that.
 Automating Message Processing 185

SKILL SUMMARY
In This Lesson Objective
You Learned How To: Exam Objective Number
Create and run rules. Create rules. 3.2.1
Modify rules. 3.2.2
Manage rules. Delete rules. 3.2.3
Work with automated replies. Specify options for replies. 3.4.3
Use Quick Steps. Perform Quick Steps. 2.2.1
Edit Quick Steps. 2.2.3
Duplicate Quick Steps. 2.2.5
Create Quick Steps. 2.2.2
Delete Quick Steps. 2.2.4
Reset Quick Steps to default settings. 2.2.6

Knowledge Assessment

Multiple Choice
Select the best response for the following statements.

1. Why would you change the sequence of your rules?

a. Rules should be in alphabetic order.
b. Short rules should be processed first.
c. Some actions should be performed before others.
d. Rules should be processed in the order they were created.
2. Which Quick Step moves a message to specific folder and marks it as read?
a. Move to
b. To folder
c. Done
d. Both a and c
3. Why would you turn off a rule?
a. The rule is no longer needed.
b. The rule should only be run periodically.
c. You dont want the rule to run automatically.
d. All of the above
4. What happens if a rules conditions are too broad?
a. The rule will affect more messages than intended.
b. The rule will affect fewer messages than intended.
c. The rule will not run.
d. The affected messages are deleted.
5. What window enables you to add steps in a rule?
a. Rules and Alerts
b. Rules Wizard
c. Steps
d. New Rule
186 Lesson 5

6. Why would you duplicate an existing Quick Step to create a new rule?
a. Many of the new Quick Steps characteristics are similar to the existing rule.
b. The new Quick Step replaces the existing Quick Step.
c. The existing Quick Step does not work correctly.
d. This process tests the existing Quick Step.
7. How does a rule identify the messages it affects?
a. Actions
b. Cues
c Conditions
d. Phrases
8. What window allows you to modify Quick Steps?
a. Define Quick Steps
b. Edit Quick Steps
c. Modify Quick Steps
d. Manage Quick Steps
9. If you have Exchange Server, you can use the ________________ function to create Out
of Office messages.
a. Out of Office Agent
b. Automatic Replies
c. Vacation Manager
d. Calendar
10. How do you decide which actions can be combined in a single rule?
a. The conditions are the same for all of the actions.
b. The exceptions are the same for all the actions.
c. A rule with combined actions is easier to write.
d. The actions wont need to be turned off separately.

Fill in the Blank

Complete the following sentences by writing the correct word or words in the blanks provided.

1. You should only ________________ a rule if you are sure you wont need it again.
2. A(n) ________________ is taken only if the conditions are met.
3. When you perform a Quick Step for the first time, you must complete the ________________.
4. A(n) ________________ provides structure for a rule.
5. A Quick Step can be ________________ to create a new one.
6. You must have ________________ in order to set up an automatic Out of Office reply.
7. The ________________ Quick Step creates a new message with the addressees
automatically entered.
8. A(n) ________________ walks you through a process.
9. You can use ________________ to help you manage your messages automatically.
10. The ________________ of the rules changes when you move a rule up or down.
 Automating Message Processing 187

Competency Assessment

Project 5-1: Create Folders and Messages to Test Rules and Quick Steps
Jack Creasey owns a small Internet-based gift shop with a big name. World-Wide Importers sells a
variety of crafted objects created by small crafters across the country and by one vendor in Canada,
justifying the World-Wide portion of his companys name. Jack regularly receives pictures of crafted
items from his suppliers and sends invoices to customers who buy his products. Jack decided to create
rules to manage his messages automatically. First, he needs to create two folders and a message.

GET READY. LAUNCH Outlook if it is not already running.

1. If necessary, click the Mail button in the Navigation Pane to display the mailbox.
2. Right-click Outlook Data Files in the Folders List. Click New Folder in the shortcut
menu. The Create New Folder dialog box is displayed.
3. In the Name field, key P5 Products. If necessary, click Outlook Data Files in the Select
where to place the folder section. Click OK to create the folder and close the dialog
box.
4. Right-click Outlook Data Files in the Folders List. Click New Folder in the shortcut
menu. The Create New Folder dialog box is displayed.
5. In the Name field, key P5 Invoices. If necessary, click Outlook Data Files in the Select
where to place the folder section. Click OK to create the folder and close the dialog
box.
6. Click the New E-mail button on the Home tab. The Message window is displayed.
7. Click the To field. Key [your e-mail address].
8. Click the Subject field. Key New birdfeeder!
9. In the message area, key Take a look at this new birdfeeder! Its sure to be a
big hit!
10. Click the Attach File button on the Ribbon. Navigate to the data folders for this lesson.
The Birdfeeder Click the Birdfeeder file, and click the Insert button.
file is available on 11. Click the Send button. The message is moved to the Outbox and sent when the
the book companion computer is connected to the Internet.
website or in
12. Click the Send/Receive All Folders button on the Home tab.
WileyPLUS.
LEAVE Outlook open for the next project.

Project 5-2: Perform Quick Step

Suppliers frequently send pictures of new products to Jack. He wants to move these messages to one
of the P5 folders.

USE the message and folders you created in Project 5-1 for this project.
1. If necessary, click the Mail button in the Navigation Pane to display the mailbox.
2. Locate the New birdfeeder! message in the message list. If the message has not
arrived, you can click Send/Receive All Folders button on the Home tab.
3. Click the Move to Quick Step. The First Time Setup dialog box is displayed.
4. In the Name field, key P5 Invoices.
5. Click the Choose Folder box, and select P5 Invoices. Click Finish.
LEAVE Outlook open for the next project.
188 Lesson 5

Proficiency Assessment

Project 5-3: Duplicate a Quick Step

Jack wants to move messages about invoices into the P5 Invoices folder. Complete Projects 5-1 and
5-2 before starting this project.

USE the message and folders you created in Project 5-1 for this project.
1. If necessary, click the Mail button in the Navigation Pane to display the mailbox.
2. Click the Quick Steps groups dialog box launcher to open the Manage Quick Steps
dialog box.
3. Select the P5 Invoices and click Duplicate to open the Edit Quick Steps dialog box.
4. Click the P5 Invoices box and select P5 Projects.
5. Click Finish and OK to close the boxes.
6. Click the P5 Invoices folder to display the message you moved in the previous project.
7. If necessary, select the message and click the P5 Projects Quick Step to move the
message.
LEAVE Outlook open for the next project.

Project 5-4: Create and Run a Rule that Moves Messages

Jack wants to create a rule that will automatically move messages about invoices into the P5 Invoices
folder. To test the Invoice rule, Jack will send a message to himself with the word Invoice in the
Subject field. Complete Project 5-1 before starting this project.

GET READY. LAUNCH Outlook if it is not already running.

1. Click the File tab. In Backstage view, click the Manage Rules and Alerts option to
display the Rules and Alerts window.
2. Click the New Rule button. The Rules Wizard window is displayed.
3. In the Stay Organized category, click Move messages with specific words in the
subject to a folder.
4. In the Step 2 area, click specific words. The Search Text window is displayed.
5. In the Specify words or phrases to search for in the subject field, key Invoice. Click the
Add button. Click OK to close the Search Text window.
6. In the Step 2 area of the Rules Wizard window, click specified to identify the
destination folder.
7. Click the P5 Invoices folder, and click OK.
8. Click the Finish button.
9. In the Rules and Alerts window, click Change Rule, and click the Rename Rule option.
Key Move Invoices in the New name of rule field. Click OK.
10. Close the dialog boxes and return to the main Outlook window.
11. Create a message addressed to yourself. Use Invoice for the Subject field and Testing
for the message body.
12. If necessary, click the Send/Receive All Folders button on the Home tab. The rule is run
automatically when messages are received.
13. Click the P5 Invoices folder to verify that the received Invoice message was moved to
the P5 Invoices folder.
LEAVE Outlook open for the next project.
 Automating Message Processing 189

Mastery Assessment

Project 5-5: Manage Rules

Jack has made several rules lately. Because he knows that it is important to keep his rules organized,
he needs to go back and manage the rules in his Rules and Alerts dialog box. Complete Projects 5-1
and 5-3 before starting this project.

GET READY. LAUNCH Outlook if it is not already running.

1. Click the File tab. In Backstage view, click the Manage Rules and Alerts option to
display the Rules and Alerts window.
2. Select the Green Lesson 5 Schedule rule and use the Move Up arrow to move this rule
to the top.
3. Click the Lesson 5 Schedule rule and use the Move Down arrow to move it to the
bottom of the list.
4. Select the rules you created in this Lesson. Select the Move Invoices rule to deselect it
and click the Delete button. Click Yes to confirm.
5. Close the dialog box and return to the mailbox.
LEAVE Outlook open for the next project.

Project 5-6: Create a Quick Step from Scratch to Assign a Category

Jack wants to create a rule that categorizes the messages he sends with Invoice in the Subject field
to assign the messages to the Yellow category. Complete Project 5-1 before starting this project.

GET READY. LAUNCH Outlook if it is not already running.

1. If necessary, click the Mail button in the Navigation Pane to display the mailbox.
2. In the Quick Steps gallery, click Create New to open the Edit Quick Steps dialog box.
3. In the Name field, key Project 5.
4. Add the following actions:
Move to folder select P5 Invoices
Categorize message select Yellow Category
5. Change the Tooltip text to read:
Categorizes selected message Yellow and moves it to the P5 Invoices folder.
6. To test the Quick Step, select the message in the P5 Invoices folder and click Reply &
Delete in the Quick Steps gallery. Click Send in the message window.
7. Click Send/Receive All Folders on the Home tab.
8. Select the new message and click the Project 5 Quick Step. Confirm that the message
has moved to the P5 Invoices folder and is categorized as Yellow.
CLOSE Outlook.

INTERNET READY website such as Yahoo.com. Create a rule to manage messages

Another common way to organize messages is from the web-based account. Test the rule by sending a message
based on the sender. Create an e-mail account with a free from the web-based account to your Outlook account.
6 Working with Contacts
LESSON SKILL MATRIX
Skills Exam Objective Objective Number

Creating and Modifying Contacts Update a contact in the address book. 4.1.3
Sending and Receiving Contacts Forward a contact. 4.1.2
Viewing and Deleting Contacts
Creating and Manipulating Contact Create a Contact Group. 4.2.1
Groups Manage Contact Group membership. 4.2.2
Show notes about a Contact Group. 4.2.3
Forward a Contact Group. 4.2.4
Delete a Contact Group. 4.2.5
Sending a Message to a Contact Group Send a message to a Contact Group. 2.1.10

KEY TERMS
contact
Contacts folder
Contact Group
duplicate contact
message header
spoofing

190
 Working with Contacts 191

Like many business executives, Mindy Martin will tell you that who you know
is just as important as what you know. Mindy refers to Outlooks contact in-
formation dozens of times every day. She calls, writes, and sends messages
to suppliers, guests, and other business organizations. Direct contact with the
right people can avoid problems or solve small problems before they become
catastrophes. Mindy and John have decided to create an outdoor adventure
video game based on some of their more popular programs. Mindy needs to
set up contact information for her contacts in the software industry so that
their information will be readily available. In this lesson, you will learn how to
create contacts and Contact Groups, edit and modify contact information, and
send a message to a Contact Group.

SOFTWARE ORIENTATION

Microsoft Outlooks Contacts Window

The main Contacts window displays basic information about the contacts in your Contacts
folder, as shown in Figure 6-1.

Create a new Delete a contact Assign a category

Contact Group Send a message to a contact Forward a contact Assign a follow-up flag

Create
a new
contact Ribbon
My
Contacts
list
Calendar

Tasks

Contacts
folder
selected

Contact record Appointments

Figure 6-1
Outlook Contacts window

The Contacts folder enables you to organize and maintain information about the individuals
and businesses you communicate with regularly. In this window, you can select a contact record,
create a new contact record, view appointments, view tasks, send a message to a contact, call a
contact, assign a contact to a category, and assign a follow-up flag to a contact.
192 Lesson 6

CREATING AND MODIFYING CONTACTS

A contact is a collection of information about a person or company. Outlooks Contacts feature
The Bottom Line is an electronic organizer that you can use to create, view, and edit contact information. In this
section, youll learn a number of ways to create a contact and then modify contact information.

Contacts can be added in many different ways, for example, by exchanging digital signatures.
Ref If you exchanged digital signatures with a coworker or friend in Lesson 3, your Contacts list
contains a contact for that individual.

Creating a Contact from Scratch

You can use a variety of methods to create contacts. The most basic method of creating a contact
is opening a new contact window and keying the necessary information. The blank Contact
window has its own Ribbon and command groups. Once a contact has been created, their infor-
mation is stored in the Outlook Address Book. In this exercise, youll create a contact using the
New Contact button on the Home tab.

STEP BY STEP Create a Contact from Scratch

GET READY. Before you begin these steps, be sure to turn on or log on to your computer,
and start Outlook 2010.
1. Click the Contacts button in the bottom section of the Navigation Pane to display the
Outlook Contacts window shown in Figure 6-1.

Take Note The Ribbon options look different in each of Outlooks tools. The Ribbon options now reflect
the most commonly used commands for working with contacts.

2. Click New Contact on the Home tab. The UntitledContact window is displayed, as
shown in Figure 6-2. The blank Contact window is ready to store data for a new contact.

Figure 6-2 Quick Access Toolbar Picture placeholder Business card

UntitledContact window
File
tab
Ribbon

Free
General
text
data
notes
fields

People Pane Minimize button

 Working with Contacts 193

3. Click the Full Name field, if your cursor isnt already positioned there. Key Gabe Mares
and press Tab. The insertion point moves to the Company field. The File as field is
automatically filled with Mares, Gabe, and Gabe Mares is displayed in the business
card. The name of the window is changed to Gabe MaresContact.
4. In the Company field, key Wingtip Toys and press Tab. The insertion point moves to the
Job title field. The companys name is added to the business card.
5. In the Job title field, key Sales Support Manager and press Tab. Gabes job title is
added to the business card. The insertion point moves to the File as field, highlighting
the current value.
6. Click the dropdown arrow in the File as field. A short list of alternative ways of filing
the contact is displayed. Some methods use the company name to file the contact.
Other alternatives file the contact by the contacts first name. Release the mouse
button to maintain the default selection, which files contacts by last name.

Troubleshooting The e-mail addresses provided in these exercises belong to unused domains owned by
Microsoft. When you send a message to these addresses, you will receive an error message
stating that the message could not be delivered. Delete the error messages when they arrive.

7. Click the E-mail field. Key Gabe@wingtiptoys.com and press Tab. The Display as field
is automatically filled, and Gabes e-mail address is added to the business card.
8. You dont want to change the way Gabes e-mail address is displayed, so press Tab.
The insertion point moves to the Web page address field.
9. In the Web page address field, key www.wingtiptoys.com.
10. Below the Phone numbers heading, click the Business field. When you move the
insertion point out of the Web page address field, the Web page address is automatically
added to the business card. Key 6155551205 in the Phone Numbers field.

Take Note It isnt necessary to key spaces or parentheses in phone numbers. Outlook automatically formats
phone numbers when the insertion point leaves the field.

11. Click the minimize button in the top-right corner of the People Pane at the bottom of
the Contact window. The People Pane collapses to a bar at the bottom of the Contact
window and additional fields are displayed in the Address area of the Contact window.
12. Below the Addresses heading, click the Business field. Key 7895 First Street. Press
Enter. Key Nashville, TN 76534. Press Tab. The business card is automatically updated
and the Map It button is undimmed, as shown in Figure 6-3.

Figure 6-3 Business card

Gabe MaresContact window

Outlook automatically formats

phone numbers, e-mails, and
web addresses

Free
text
notes

People Pane Click to open a web page containing a Expand the People
map to the address shown Pane arrow
194 Lesson 6

Take Note In a contact record, using the postal abbreviation for a state makes it easier to use the informa-
tion in a mailing list or other data exports.

Troubleshooting If you press Tab in the Address field before keying at least two lines of text, the Check
Address dialog box is displayed. Because Outlook expects at least two lines of text in an
address, the text you have already keyed might be displayed in the wrong fields in the
Check Address dialog box. Click the Cancel button to close the dialog box and continue
keying the address.

13. In the Actions group on the Ribbon, click the Save & Close button. Gabe Mares contact
information is saved and stored in the Outlook Address Book, and you are returned to
the main Contacts window.
PAUSE. LEAVE Outlook open to use in the next exercise.

Take Note You do not have to key information into every field. To save contact information, you should
have a value in the File As field. If the File As field is empty when you try to save the contact,
Outlook displays a warning message asking if you want to save the contact with an empty File
As field. If you save the contact, it will be placed before any other contacts saved with a value
in the File As field, because a blank is sorted as a value that occurs before any other value.

In the previous exercise, you keyed the basic information for a contact.

Creating a Contact from an Existing Contact

Often, you will have several contacts who work for the same company. Rather than keying the
same data for a new contact, you can create the new contact from the existing contact. When
you create a new contact for a person from the same company, the company name, File As,
website, phone number, and address are carried over to the new contact. The name, job title,
and e-mail address are not carried over to the new contact, because these fields will usually differ
between contacts, even if they work for the same company. In this exercise, youll learn how to
create a new contact from an existing contacts record.

STEP BY STEP Create a Contact from an Existing Contact

GET READY. Before you begin these steps, be sure to complete the previous exercise.
1. Click the Contacts button in the Navigation Pane to open the Contacts window that
now displays the Gabe Mares contact record.
2. Double-click the Gabe Mares contact record. The Gabe Mares Contact window is
displayed.
3. In the Actions group on the Ribbon, click the Save & New arrow. In the dropdown list of
options, click New Contact from Same Company. A new window titled Wingtip Toys
Contact is displayed.
4. Click the Full Name field if necessary. Key Diane Tibbott and press Tab. The insertion
point moves to the Company field. The File As field is automatically filled with Tibbott,
Diane, and Diane Tibbott is displayed in the business card. The name of the window is
changed to Diane TibbottContact.
5. Click the Job title field. Key Marketing Representative and press Tab. Dianes job title is
added to the business card. The insertion point moves to the File As field, highlighting
the current value.
6. Click the E-mail field. Key Diane@wingtiptoys.com and press Tab. The Display As field
is automatically filled, and Dianes e-mail address is added to the business card.
7. In the Actions group on the Ribbon, click the Save & Close button. Diane Tibbotts
contact information is saved and her Contact window closes. Close Gabes contact
record window to return to the main Contacts window.
 Working with Contacts 195

Figure 6-4 Original contact Newly created contact

Creating a contact from an
existing contact

PAUSE. LEAVE Outlook open to use in the next exercise.

Creating a Contact from a Suggested Contact

One of the ways that Outlook 2010 helps you stay more organized is by recognizing when you
NEW send a message to someone who is not listed in your Address Book. Whenever you send a mes-
to Office 2010 sage to a new person, Outlook captures as much contact information as it can and saves it in the
Suggested Contacts folder. You can easily save a suggested contact to your Address Book by just
dragging it to the Contacts folder. In Lesson 2, you sent a message to someone@example.com. In
this exercise, youll create a contact using the suggested contact that Outlook created from that
message.

STEP BY STEP Create a Contact from a Suggested Contact

GET READY. Before you begin these steps, be sure to have completed the Send a Message
exercise in Lesson 2.
1. Click the Contacts button in the Navigation Pane to display the main Contacts window.
WileyPLUS Extra! features an
2. Click the Suggested Contacts folder in the My Contacts section of the Navigation
online tutorial of this task.
Pane. The Suggested Contacts window opens and displays a business card for each
person youve sent a message to who is not already listed in your Address Book, as
shown in Figure 6-5.

Take Note Depending on which exercises youve completed, you might see additional business cards.
196 Lesson 6

Figure 6-5
Suggested Contacts folder

Suggested
Contacts folder

A suggested
contact Outlook
created based on
your sent mail

3. Click the someone@example.com business card and drag it to the Contacts folder in
the My Contacts section of the Navigation Pane.
4. Click the Contacts folder in the Navigation Pane. The someone@example.com business
card appears at the beginning of available contacts because there is no name supplied yet.
PAUSE. LEAVE Outlook open to use in the next exercise.

Updating Contact Information

To keep the information in your Contacts list current, you often need to modify the information for
existing contacts. After a contact has been created, you can modify the contacts information using
either the main Contact window or the Outlook Address Book. You can modify an existing contact
and save it as a new contact rather than overwriting the existing contact. In this exercise, youll update
the contact information in your Address Book and add contact information for a suggested contact.

STEP BY STEP Update Contact Information

GET READY. Before you begin these steps, be sure to complete the preceding exercises
and have Outlook open and running on your computer.
1. Click the Contacts button in the Navigation Pane to display the main Contacts window.
2. Double-click the Diane Tibbott contact record. The Diane TibbottContact window is
displayed.
3. Click the Job title field. Select the existing value, key Software Support Manager, and
press Tab. Dianes job title is modified on the business card.
4. In the Actions group on the Ribbon, click the Save & Close button. The modified
contact information is saved, and you are returned to the main Contacts window.
5. In the Find group on the Home tab, click Address Book. The Outlook Address Book
window is displayed, as shown in Figure 6-6.

Figure 6-6
Outlook Address Book window

Outlook
contacts sorted
alphabetically
 Working with Contacts 197

6. In the list of contacts, double-click the Gabe Mares contact. The Gabe MaresContact
window opens.
Another Way 7. Click the following fields and replace the existing values with the new values.
To open a contact, Company Tailspin Toys
select Properties on the File
Job title Software Development Manager
menu.
E-mail Gabe@tailspintoys.com
Web page address www.tailspintoys.com
Business phone number 6155550195
Business address 5678 Park Place
Nashville, TN 76502
8. In the Actions group on the Ribbon, click the Save & Close button. The modified
contact information is saved and the Gabe MaresContact window closes.
9. Right-click the someone@example.com contact record in the Address Book and select
Properties from the shortcut menu that appears. The UntitledContact window is
displayed.
10. Click the following fields and replace the existing values with the new values.
Name Susan Davis
Company Name Example Company
The name of the contact record window changes to Susan DavisContact.
11. Double-click the picture placeholder in the center of the window. The Add Contact
The Susan.jpg file picture dialog box is displayed. Navigate to the data files for this lesson and select the
for this lesson is available Susan.jpg file and click OK. The Add Contact picture dialog box closes and you return
on the book companion to the Susan DavisContact window.
website or in WileyPLUS. 12. Click the Expand People Pane arrow if necessary to see how the picture looks in all its
locations, as shown in Figure 6-7.

Figure 6-7 Double-click to add an image to a contact

Susan DavisContact window Updated title bar

Updated contact Photo appears

information in default
business card

Expand the
People Pane
arrow
Photo replaces the
placeholder image

Click to open a web page containing Thumbnail of the photo appears in the bar
a map to the address shown and in the collapsed People Pane

13. In the Actions group on the Ribbon, click the Save & Close button. The modified
contact information is saved and the Susan DavisContact window closes. Close the
Outlook Address Book to return to the main Contacts window.
14. Compare your Contacts folder to Figure 6-8. In your Contacts folder, Jon Morriss
contact record is replaced by the individual with whom you exchanged digital
signatures in Lesson 3.
198 Lesson 6

Figure 6-8
Modified contacts

PAUSE. LEAVE Outlook open to use in the next exercise.

In the previous exercise, you updated the information for three contacts. The following changes
occurred.
4.1.3 Gabe Mares left Wingtip Toys. He was hired by Tailspin Toys as the Software Development
Manager. Most of his contact information has changed.
How do you modify contact
information in the Address Diane Tibbott was promoted to Gabes previous position as Software Support Manager. Her
Book? e-mail address and phone number remain the same. Only her title has changed. The corner
office with a view that came with the promotion is not part of her contact information.
Susan Daviss name and company name were added to the contact that Outlook suggested
for you.

SENDING AND RECEIVING CONTACTS

It is easy to exchange contact information via e-mail. You can send and receive contacts as at-
tachments. Every time you send a message, you are also sending your contact information. In
The Bottom Line
Outlook, you can create a contact for the sender of any message you receive, and you can create
a contact from a message header.

Forwarding a Contact as an Attachment

You already know that you can send documents and files as attachments. You can also send con-
tacts as attachments. These attachments can be formatted as Outlook contacts, business cards,
or plain text. When you send a contact as an Outlook contact, recipients who use Outlook will
be easily able to see all the information they need to add the contact to their records. However,
if you are unsure what e-mail program the recipient uses, it is safest to send the contact as a
business card. Recipients who have Outlook will see it as a contact record and everyone else will
see it as an image of the business card. In this exercise, you learn how to send a contact as an
attachment in Outlook 2010.

STEP BY STEP Forward a Contact as an Attachment

GET READY. Before you begin these steps, be sure to complete the preceding exercises
and have Outlook 2010 open and running on your computer.
 Working with Contacts 199

1. Click the Contacts button in the Navigation Pane to display the main Contacts window.
2. Double-click the Gabe Mares contact record. The Gabe MaresContact window is
displayed.
3. In the Actions group on the Ribbon, click the Forward button. In the dropdown menu
that appears, click the As an Outlook Contact option. A new message window is
displayed. In the Subject field, the topic is automatically identified as FW: Gabe Mares,
and Gabes contact record is attached to the message, as shown in Figure 6-9.

Figure 6-9 Subject automatically filled

Sending a contact as an
attachment

Contact
automatically
attached

Troubleshooting If a message is displayed stating that you must save the original item, click OK to continue.

4. In the message area, key Gabe Mares contact information is attached.

Take Note Throughout this chapter you will see information that appears in black text within brackets,
such as [Press Enter] or [next Fridays date]. The information contained in the brackets is in-
tended to be directions for you rather than something you actually type word for word. It will
instruct you to perform an action or substitute text. Do not type the actual text that appears
within brackets.

5. In the To field, key [your e-mail address].

Take Note When you send contact information, any text in the Notes area of the contact record and items
attached to the contact record are also sent. Before you send the contact record, delete any infor-
mation in the Notes area and attachments that you dont want the recipient to see.

6. Click the Send button. The message is moved to the Outbox, and it is sent when your
computer is connected to the Internet.
7. CLOSE the Gabe MaresContact window.
PAUSE. LEAVE Outlook open to use in the next exercise.

4.1.2
In the previous exercise, you sent contact information directly from the Contacts folder as an
How would you send a contact
attachment to a message. This enables you to send contact information without keying it as text
as a business card?
in a message.
200 Lesson 6

Troubleshooting If the recipient does not use Outlook 2007 or newer, the contact information might not be
displayed correctly and the recipient might not be able to create a contact from the attachment.

Saving a Contact Received as a Contact Record

When you request contact information from a coworkers Contacts list, the coworker can send
the information as a business card or a contact record in Outlook format. If the contact record
is sent in Outlook format, you can open the attachment, view the information, and save it as
a contact record. When you try to save a contact with an address thats already in your Address
Book, Outlook automatically detects it as a duplicate contact and gives you an opportunity
to add the new contact or to update the existing contact. However, once a duplicate is detected,
you should always combine the information onto one record and delete the duplicate. This elim-
inates errors that can occur when one record is updated and the other is not. In this exercise, you
learn how to save a received contact as a contact record and how to deal with duplicate contacts.

Ref You will learn more about electronic business cards in Lesson 7.

STEP BY STEP Save a Contact Received as a Contact Record

GET READY. Before you begin these steps, be sure that Microsoft Outlook is running and
that you have completed the preceding exercises in this lesson.
1. Click the Mail button in the bottom section of the Navigation Pane to display the Inbox.
If the FW: Gabe Mares message has not arrived yet, click the Send/Receive All Folders
button on the Home tab.
2. Click the FW: Gabe Mares message. The message is displayed in the Reading Pane.

Troubleshooting If the Reading Pane is not visible, click Reset View on the View tab.

3. In the Reading Pane, double-click the Gabe Mares attachment. The attachment opens in
the Gabe MaresContact window.
4. In the Actions group on the Ribbon, click the Save & Close button. Because you
received this contact information at the same e-mail address used to send the contact
information, the contact record is already in your Contacts list, and Outlook detects
that this is a duplicate contact. The Duplicate Contact Detected window shown in
Figure 6-10 is displayed. If the contact record was not a duplicate, the contact would
be saved without any further action needed.

Figure 6-10
Duplicate Contact Detected
window
Duplicate
Contact
Detected
window
 Working with Contacts 201

Take Note As mentioned at the beginning of this exercise, creating duplicate contact records frequently leads
to inaccurate information and is not a good practice. You are creating a duplicate record here only
so that you can learn additional techniques for eliminating duplicate records in a later exercise.

5. You want to create a new contact, so select the Add new contact option at the top
of the window and click the Add button at the bottom of the window. The Duplicate
Contact Detected window is closed, the contact record is created, and you are
returned to the Mail folder.
6. Click the Contacts button in the Navigation Pane to display the main Contacts window.
Now, you have the original Gabe Mares contact record you created by keying the data
and the Gabe Mares contact record you created from the attachment. Your Contacts folder
should be similar to Figure 6-11. In your Contacts folder, Jon Morriss contact record is
replaced by the individual with whom you exchanged digital signatures in Lesson 3.

Figure 6-11
Duplicate Contact record
created

Duplicate contact records

PAUSE. LEAVE Outlook open to use in the next exercise.

Creating a Contact from a Message Header

Every message you send automatically contains your contact information in the message header.
The message header is the text automatically added at the top of a message. The message
header contains the senders e-mail address, the names of the servers used to send and transfer
the message, the subject, the date, and other basic information about the message. In this exer-
cise, youll learn how to use a message header to create a contact record in your Contacts list for
the messages sender.

STEP BY STEP Create a Contact from a Message Header

GET READY. Before you begin these steps, be sure that Microsoft Outlook is running and
that you have completed the preceding exercises in this lesson.
1. Click the Mail button in the Navigation Pane to display the Mail folder.
2. Click the FW: Gabe Mares message. The message is displayed in the Reading Pane.
3. In the Reading Pane, point to the senders name or e-mail address. An information
pane appears above the e-mail address and a shortcut menu appears below, as shown
in Figure 6-12.
202 Lesson 6

Figure 6-12
Outlooks sender information

4. Click the Add to Outlook Contacts option on the shortcut menu. A Contact window
containing the senders name and e-mail address is displayed, as shown in Figure 6-13.
Because you sent the FW: Gabe Mares message, it is your contact information in the
Contact window.

Figure 6-13 Data automatically entered from

Creating a contact from a message header
a message header

5. In the Actions group on the Ribbon, click the Save & Close button. The contact record
is created, and you are returned to the Inbox.
6. Click the Contacts button in the Navigation Pane to display the Contacts window. Now,
you have the original Gabe Mares contact record, the Gabe Mares contact record you
created from the attachment, the contact record created when you received a digital
signature in Lesson 3, Diane Tibbotts contact record created from Gabes record,
the Susan Davis contact created from Outlooks Suggested Contact folder, and your
contact record created from a message header.
PAUSE. LEAVE Outlook open to use in the next exercise.
 Working with Contacts 203

In the previous exercise, you created a contact from a message header. Although a message
header contains important information, it is important to note that false information can be
provided in the message header. This is known as spoofing. Many junk messages contain false
information in the message header.

VIEWING AND DELETING CONTACTS

By default, contacts are displayed as business cards. However, other views are available. Selecting
The Bottom Line a different view lets you focus on specific information. Prevent clutter in your Contacts folder.
When a contact is no longer useful or you found a duplicate contact, delete the contact record.

Viewing and Deleting Contacts

In this exercise, youll explore some Contact window views and delete the duplicate contact
record.

STEP BY STEP Viewing and Deleting Contacts

GET READY. Before you begin these steps, be sure that Microsoft Outlook is running and
that you have completed the preceding exercises in this lesson.
1. Click the Contacts button in the Navigation Pane to open the Contacts window,
displaying the default Business Cards view of the Contacts records, as shown in
Figure 6-9. This is the only view that displays any graphics on the business card, such
as the contacts photo.
2. Click the Cards button in the Current View group of the Home tab. The view is modified
as shown in Figure 6-14. The cards are lined up in narrow columns and any graphics
are hidden.

Figure 6-14
The Contact List in Card view

3. Click the Phone button in the Current View group of the Home tab. The view is modified
as shown in Figure 6-15. Use this view if you need to call several contacts in your
Contacts folder.
204 Lesson 6

Figure 6-15 Current View group

Contacts in Phone List view

4. Click the View tab to see additional viewing options. In the Arrangement group, you
can select to organize the list by category, company name, or location.
5. Click the Categories button. The view is modified to group the contacts by category.
Use this view if you need to see all the contacts assigned to a specific color category.

Ref You will learn more about organizing your Outlook items using categories in Lesson 12.

6. Click the Company button in the Arrangement group in the View tab. The view is
modified to group the contacts by company name, as shown in Figure 6-16. Use this
view to see all the contacts working for a specific company.

Arrangement group

Resets view
to its default
settings

Figure 6-16
Contacts grouped by company
name

7. Click the Location button in the Navigation Pane. The view is modified to group the
contacts by country/region. Use this view to see contacts with an address in a particular
area. This is more useful if your contacts are not located in the same geographic area.
8. Click the Reset View button in the Current View group to return the phone list to its
default view.
9. Click Change View button in the Current Views group and select Business Card to
return to the default view of the contacts.
Another Way 10. Click the first Gabe Mares contact record. On the Home tab, click the Delete button. The
To delete a contact contact record is moved to the Deleted Items folder. It will not be removed from your
record, right-click the contact computer until the Deleted Items folder is emptied.
and click Delete on the shortcut PAUSE. LEAVE Outlook open to use in the next exercise.
menu.

Because several views are available, select the view that targets the information you need to see.
When you are viewing contact records, you can minimize clutter by deleting contacts that are
no longer useful or duplicates that have been accidentally created.
 Working with Contacts 205

CREATING AND MANIPULATING CONTACT GROUPS

A Contact Group is a group of individual contacts saved together as a single contact. A Con-
tact Group simplifies the task of regularly sending the same message to a group of people. If you
create a Contact Group, you can make one selection in the To field to send the message to all
The Bottom Line
members of the Contact Group. In this section, youll create a Contact Group, create notes to be
stored with it, and make changes to who is in the group. Then youll forward the Contact Group
as an attachment and send a message to the members of the Contact Group.

Creating a Contact Group

To create a Contact Group, you create a contact record that is identified as a Contact Group.
Then you select the members of the Contact Group and save the Contact Group. In this exer-
cise, youll create a Contact Group and add members to it.

STEP BY STEP Create a Contact Group

GET READY. Before you begin these steps, be sure that Microsoft Outlook is running and
that you have completed the preceding exercises in this lesson.
1. Click the Contacts button in the Navigation Pane to display the Contacts window.
2. In the New group on the Home tab, click the New Contact Group button. The Untitled
Contact Group window is displayed, as shown in Figure 6-17. The Members button in the
Show group on the Ribbon is selected.

Shows the members of the Contact Group

Saves the Contact Group Click to add members to the Contact Group

Click to create a
Contact Group

Key a name for

the Contact Group

Membership list

Figure 6-17
UntitledContact Group
window
206 Lesson 6

3. In the Members group on the Ribbon, click the Add Members button and select the
From Outlook Contacts option. The Select Members: Contacts dialog box is displayed,
as shown in Figure 6-18. The contacts in your Address Book are listed. The first contact
is already selected.

Figure 6-18
Select Members: Contacts
window

Select a contact

Click to add
selected contact to
the Members field

Click to add the contacts in the

Members field to the Contact Group

4. Because the first contact you want to include in the Contact Group is already selected,
click the Members button at the bottom of the dialog box. The contacts name is added
to the Members field.
5. Click the second contact in the list, then click the Members button. The second contact
is added to the Members field.
6. Repeat the actions in Step 5, to select and add the third, fourth, and fifth contacts from
the list to the Members field.

Troubleshooting If you did not exchange digital signatures in Lesson 3, skip step 8 below and continue.

7. Click OK. The Select Members: Contacts dialog box closes, and you return to the
UntitledContact Group window, which now contains listings for the five contacts
you added to this group.
8. Click the Name field. Key General Announcements List. This name is used to identify
the Contact Group in the Contacts folder.
9. Click the Save & Close button. The General Announcement List Contact Group
is saved. The window closes, and you return to the Contacts folder. The General
Announcements List contact is displayed, as shown in Figure 6-19.
 Working with Contacts 207

Figure 6-19 Contact Group added to Contacts folder

Contact Group created

Take Note When you view the Contact Group in the Contacts folder, the list of members is not visible.
To see the list of members, open the contact record.

PAUSE. LEAVE Outlook open to use in the next exercise.

4.2.1
In the previous exercise, you created a Contact Group that contains all of your contacts. However,
Contact Groups dont usually contain all of your contacts. Instead, they are typically limited to
How do you create a Contact
Group?
just the contacts working on a specific project.

Creating a Contact Group from an Existing Contact Group

You already know how to create a Contact Group from scratch, but you can also create a Con-
tact Group by duplicating another group and then modifying it. In this exercise, youll create a
new Contact Group by duplicating an existing group.

STEP BY STEP Create a Contact Group from an Existing Contact Group

GET READY. Before you begin these steps, be sure that Microsoft Outlook is running and
that you have completed the preceding exercises in this lesson.
1. Click the Contacts button in the Navigation Pane to display the Contacts window.
2. Right-click the General Announcements List contact record and select Copy from the
shortcut menu that appears.
3. Press Ctrl1V. A duplicate Contact Group record is displayed in the Contacts window,
as shown in Figure 6-20.
208 Lesson 6

Figure 6-20
Creating a duplicate
Contact Group

Duplicate Contact Groups

4. Double-click one of the General Announcements List contact records. The General
Announcements listContact Group window is displayed.
5. Select the text in the Name field. Key Wingtip Toys List. This name is used to identify
the name of the project this group is working on.
6. Click the Save & Close button. The Wingtip Toys List Contact Group is saved. The
window is closed, and you are returned to the Contacts folder, with the Wingtip Toys
List contact displayed, as shown in Figure 6-21.

Figure 6-21
Creating a Contact Group from
an existing Contact Group

PAUSE. LEAVE Outlook open to use in the next exercise.

In the previous exercise, you created a Contact Group for the Wingtip Toys project you are
working on. However, because the Contact Group was created from a Contact Group that
contained all of your contacts, youll need to modify the Contact Groups membership to reflect
the members of the project team.
 Working with Contacts 209

Managing Contact Group Membership

Any Contact Group used over time will eventually require changes. In this exercise, youll learn
how to remove a member from a Contact Group list and edit the contact information.

STEP BY STEP Manage Contact Group Membership

GET READY. Before you begin these steps, be sure that Microsoft Outlook is running and
that you have completed the preceding exercises in this lesson.
1. Click the Contacts button in the Navigation Pane to display the default Contacts window.
2. Double-click the Wingtip Toys List contact. The Wingtip Toys ListContact Group
window is displayed.
3. Click Gabes name in the lower area of the window. In the Members group on the
Another Way Ribbon, click the Remove Member button. Gabe is removed from the Contact Group.
To delete a contact
from the group, click the contact 4. In the list of members, double-click your name. Your contact record is displayed.
and press Delete. 5. Click the Company field. Key [the name of your company].
6. Click the Save & Close button in your Contact window. Your modified contact record is
saved and closed.
7. Click the Save & Close button in the Contact Group window. The Contact Group is
saved. The window is closed, and you are returned to the Contacts folder.
PAUSE. LEAVE Outlook open to use in the next exercise.

In the previous exercises, you created a Contact Group containing everyone who is working on
the Outdoor Adventure software development project. During the weekly management meet-
4.2.2
ing, Mindy and Jon decided to assign Katie Mathews, the resorts PR specialist, the role of lead
How do you modify a Contact
liaison for the project.
Group? In order for her to take the lead, she will need a copy of the Wingtip Toys Contact Group.
Whenever you share Contact Groups with others, it is important to attach notes to the Contact
Group so that there is no confusion about who is included and what has changed.

Using Contact Group Notes

You can use the Notes page to keep background information with a Contact Group. As Contact
Groups change over time, it can be easy to forget what changes have been made. This is particu-
larly important when the Contact Group list and information is forwarded to someone else. In
this exercise, youll use the Notes page to provide information about a Contact Group before
sending it as an attachment to an e-mail message.

STEP BY STEP Use Contact Group Notes

GET READY. Before you begin these steps, be sure that Microsoft Outlook is running and
that you have completed the preceding exercises in this lesson.
1. Click the Contacts button in the Navigation Pane to display the default Contacts window.
2. Double-click the Wingtip Toys List contact. The Wingtip Toys ListContact Group
window is displayed with the Contact Group tab opened on the Ribbon.
3. Click the Notes button in the Contact Group tab to show the notes about a Contact
Group. The Notes page for this Contact Group is displayed.
4. In the empty text area, key The group includes everyone working on the Outdoor
Adventure game project, including Susan Davis, an independent storyboard
consultant. Your screen should look similar to the one shown in Figure 6-22.
210 Lesson 6

Figure 6-22 Click to add or view notes

Adding notes to a Contact
Group

Include information
about the members
of the list

5. Click the Save & Close button in the Contact Group window. The Contact Group is saved.
The window is closed, and you are returned to the Contacts folder.
6. Double-click the Wingtip Toys List contact record to open the Wingtip Toys ListContact
Group window again. Click the Notes button in the Contact Group tab to show the notes
for this group.
7. Click the Save & Close button in the Contact Group window. The Contact Group is saved.
The window is closed, and you are returned to the Contacts folder.
8. Double-click the Wingtip Toys List contact record to open the Wingtip Toys ListContact
Group window again. Click the Notes button in the Contact Group tab to show the notes
for this group.
9. Click the Save & Close button in the Contact Group window. The Contact Group is
saved. The window is closed, and you are returned to the Contacts folder.
PAUSE. LEAVE Outlook open to use in the next exercise.

4.2.3 In the previous exercise, you added an informative note about the Wingtip Toys List Contact
Group. You are now ready to send the Contact Group to Katie.
How do you look at the notes
for a Contact Group?
Forwarding a Contact Group
Sending a Contact Group to someone as an e-mail attachment is just as easy as sending a con-
tact. You can forward a Contact Group just by selecting the groups contact record and clicking
Forward Contact in the Share group of the Contacts windows Home tab. In this exercise, youll
forward a Contact Group to an e-mail recipient.

STEP BY STEP Forward a Contact Group

GET READY. Before you begin these steps, be sure that Microsoft Outlook is running and
that you have completed the preceding exercises in this lesson.
1. Click the Contacts button in the Navigation Pane to display the default Contacts window.
2. Click the Wingtip Toys List contact record and then click Forward Contact in the Share
group of the Home tab. In the dropdown menu that appears, select the As An Outlook
Contact option. A new FW: Wingtip Toys ListMessage window is displayed.
3. In the To field, key Katie.Mathews@ResortAdventures.net.
 Working with Contacts 211

4. In the message area, key Hi Katie, here is the Contact Group for the game project. as
shown in Figure 6-23.

Figure 6-23
Sending a Contact Group as
an attachment

Contact Group
attachment

5. Click the Send button. The message is moved to the Outbox, and it is sent when your
computer is connected to the Internet.
6. CLOSE the FW: Wingtip Toys ListMessage window.
PAUSE. LEAVE Outlook open to use in the next exercise.

4.2.4
Deleting a Contact Group
How would you send a
Contact Group as an e-mail Contact Groups are a great way to help you keep your contacts organized, but when you no
attachment? longer need a Contact Group, you should delete it so you dont accidentally send messages to the
group. Fortunately, deleting a Contact Group is just as easy as deleting a contact. In this exercise,
youll delete the General Announcements List Contact Group.

STEP BY STEP Delete a Contact Group

GET READY. Before you begin these steps, be sure that Microsoft Outlook is running and
that you completed the preceding exercises in this lesson.
1. Click the Contacts button in the Navigation Pane to display the main Contacts window.
2. Click the General Announcements List contact record. On the Home tab, click the
Delete button. The Contact Group record is moved to the Deleted Items folder. It will
not be removed from your computer until the Deleted Items folder is emptied.
PAUSE. LEAVE Outlook open to use in the next exercise.

4.2.5
Now that youve sent the Wingtip Toys List to Katie, you want to send a message to the members
of the team to introduce Katie.
How would you delete a
Contact Group?
212 Lesson 6

SENDING A MESSAGE TO A CONTACT GROUP

Sending an e-mail message to Contact Group is a simple process. By adding the Contact Groups
name in the To field, any e-mail message will go to each member of the group. All you need to
The Bottom Line do to create a group e-mail is select the Contact Group in the Contacts window and click the
E-mail button in the Communicate group. In this exercise, youll create an e-mail message to be
sent to a Contact Group.

STEP BY STEP Send a Message to a Contact Group

GET READY. Before you begin these steps, be sure that Microsoft Outlook is running and
that you completed the preceding exercises in this lesson.
1. Click the Contacts button in the Navigation Pane to display the main Contacts window.
2. Click the Wingtip Toys List contact record.
3. In the Communicate group on the Home tab, click the E-mail button. A blank Message
window is displayed. In the To field, the Wingtip Toys List contact is automatically
entered, as shown in Figure 6-24. The rest of the fields are empty.

Figure 6-24 Click to close the message

without sending it
Message addressed to the
Contact Group created

Click to expand
the Contact Group

Another Way
You can also send
a message to a Contact Group
by typing the name of the
group in the To field.

4. Click the plus sign (+) in the To field. A warning box is displayed stating that the
group name will be replaced with the names of the groups members. Click OK. The
individual addressees are displayed in the To field.

Troubleshooting It is not necessary to expand the Contact Group in a message. You expanded the Contact
Group in this exercise merely for demonstration purposes.

5. Click the Close button to close the message without sending it. Do not save changes to
the message.
PAUSE. LEAVE Outlook open to use in the next exercise.

2.1.10 When you created the Wingtip Toys Contact Group, you included Gabe Mares. However, he
works for Tailspin Toys now. In the previous exercise, you removed Gabe from the Contact
How would you address a Group. You also accessed and modified your contact record through the Contact Group. Finally,
message to a Contact Group? you created a message that could be sent to the members of the Contact Group.
 Working with Contacts 213

SKILL SUMMARY
In This Lesson You Objective
Learned How To: Exam Objective Number
Create and modify Update a contact in the address book. 4.1.3
contacts
Send and receive Forward a contact. 4.1.2
contacts
View and delete contacts
Create and manipulate Create a Contact Group. 4.2.1
contact groups Manage Contact Group membership. 4.2.2
Show notes about a Contact Group. 4.2.3
Forward a Contact Group. 4.2.4
Delete a Contact Group. 4.2.5
Send a message to a Send a message to a Contact Group. 2.1.10
Contact Group

Knowledge Assessment

Multiple Choice
Select the best response for the following statements.

1. Which field should contain a value when you save a contact?

a. Display as
b. Full Name
c. File As
d. E-mail
2. How can you simplify the task of regularly sending messages to the same group of
contacts?
a. Resend the message to each contact.
b. Use the bulk messaging feature.
c. Set a predetermined time for sending the messages.
d. Create a Contact Group.
3. ________________ should be added to a Contact Group when it is modified or shared.
a. the contacts name
b. Notes
c. protection
d. track changes
4. A duplicate contact should be
a. created for every contact.
b. displayed before the original contact.
c. deleted.
d. modified.
214 Lesson 6

5. When you key a phone number in a contact record,

a. key the parentheses around the area code.
b. dont key the area code.
c. key a hyphen between each group of numbers.
d. dont key spaces or hyphens in the number.
6. Which of the following is a way to send an e-mail message to a Contact Group?
a. Key the groups name in the To field of an e-mail message window.
b. Select a Contact Group from the Contacts window and click the E-mail button.
c. Open the groups contact record and click the E-mail button.
d. All of the above.
7. What value is not carried over to the new contact when you create a new contact
record from the same company?
a. Address
b. E-mail address
c. Website
d. Phone number
8. What provides the information to create a contact from any message you receive?
a. The attachment
b. The subject
c. The message header
d. The Subject field
9. How many views are available in the Contacts feature?
a. Four
b. Three
c. It depends on the number of contact records you have saved
d. Five
10. What does a recipient need to save a contact received in Outlook format?
a. Outlook 2007 or 2010
b. Existing contact records
c. Any e-mail program
d. All of the above

Fill in the Blank

Complete the following sentences by writing the correct word or words in the blanks provided.

1. You can ________________ a Contact Group to share it with someone else.

2. You can add explanatory information about a Contact Group on the ________________
page of the contact record.
3. The default view in the Contacts folder is the ________________ view.
4. When sending a message to a Contact Group, you can see which individuals will
receive the message by clicking the ________________ in the To field.
5. If you try to add a contact that already exists in your Contacts folder, Outlook detects
a(n) ________________.
6. Providing false information in a message header is called ________________.
7. A(n) ________________ is a group of individual contacts saved together as a single
contact record.
8. You can add or delete individuals in a Contact Group using the ________________ page.
9. Like documents and files, contact information can be sent as a(n) ________________.
10. A(n) ________________ is a collection of information about a person or company.
 Working with Contacts 215

Competency Assessment

Project 6-1: Create Contacts from Scratch

Gabe Mares recently started a new job at Tailspin Toys. As part of the training program, he will be
traveling to different divisions to examine their procedures. At his first stop in Pittsburgh, PA, Gabe
collected contact information for the team leader.

GET READY. LAUNCH Outlook if it is not already running.

1. Click the Contacts button in the Navigation Pane to display the Contacts window.
2. Click New on the Standard toolbar. The UntitledContact window is displayed.
3. In the Full Name field, key Mandar Samant and press Tab.
4. In the Company field, key Tailspin Toys and press Tab.
5. In the Job Title field, key Software Development Team Lead and press Tab.
6. Click the E-mail field. Key Mandar@tailspintoys.com and press Tab.
7. In the Web Page Address field, key www.tailspintoys.com.
8. Below the Phone Numbers heading, click the Business field. Key 4125551117. Press
Tab.
9. Below the Addresses heading, click the Business field. Key 4567 Broadway. Press
Enter. Key Pittsburgh, PA 14202. Press Tab.
10. In the Actions group on the Ribbon, click the Save & Close button.
LEAVE Outlook open for the next project.

Project 6-2: Create a Contact from a Contact at the Same Company

While Gabe was in Pittsburgh, he interviewed a software developer in Mandar Samants team. Although
Gabe doesnt usually contact developers directly, he wants to save her contact information in case an
opening occurs as a team leader.

GET READY. LAUNCH Outlook if it is not already running.

1. If necessary, click the Contacts button in the Navigation Pane to display the Contacts
window.
2. Double-click the Mandar Samant contact. The Contact window is displayed.
3. In the Actions group on the Ribbon, click the Save & New arrow. In the dropdown list
of options, click New Contact from Same Company.
4. Click in the Full Name field if necessary. Key Jamie Reding and press Tab.
5. In the Job title field, key Software Developer and press Tab.
6. In the E-mail field, key Jamie@tailspintoys.com and press Tab.
7. In the Notes field, key Potential team lead.
8. In the Actions group on the Ribbon, click the Save & Close button.
9. CLOSE the Mandar Samant contact record without saving changes.
LEAVE Outlook open for the next project.

Proficiency Assessment

Project 6-3: Modify Contact Information

Two months later, Jamie Reding was promoted to a team leader in the Pittsburgh office. Gabe modi-
fied her contact information.

GET READY. LAUNCH Outlook if it is not already running.

1. If necessary, click the Contacts button in the Navigation Pane to display the Contacts
window.
216 Lesson 6

2. Double-click the Jamie Reding contact. The Contact window is displayed.

3. Click the Job title field. Change her title to Software Development Team Lead and
press Tab.
4. Click the Notes field. Change the text to Monitor her progress.
5. In the Actions group on the Ribbon, click the Save & Close button.
LEAVE Outlook open for the next project.

Project 6-4: Send a Contact as an Attachment

Gabes manager asked for information about the team leader for a new project. Gabe sends Jamies
contact record.

GET READY. LAUNCH Outlook if it is not already running.

1. If necessary, click the Contacts button in the Navigation Pane to display the Contacts
window.
2. Double-click the Jamie Reding contact. The Contact window is displayed.
3. In Actions group on the Ribbon, click the Forward button. Select the As an Outlook
Contact option. If a message is displayed stating that you must save the original item,
click OK to continue.
4. Click the To button. In the Select Names: Contacts window, click your contact record.
Click the To button. Click OK.
5. Click in the message area. Key The contact information you requested is attached.
6. Click the Send button.
7. CLOSE Jamie Redings contact record without saving changes.
LEAVE Outlook open for the next project.

Mastery Assessment

Project 6-5: Create a Contact Group

Gabe sends several messages to the team leaders each day. To simplify the task, Gabe creates a Contact
Group.

GET READY. LAUNCH Outlook if it is not already running.

1. If necessary, click the Contacts button in the Navigation Pane to display the Contacts
window.
2. On the Home tab, click the New Contact Group button.
3. In the Members group on the Ribbon, click the Add Members button and select From
Outlook Contacts.
4. Add all the Tailspin Toys employees to the Members field, including Gabe, and click
OK.
5. Name the Contact Group Tailspin Team Leaders.
6. Click the Save & Close button.
LEAVE Outlook open for the next project.

Project 6-6: Modify a Contact Group

Gabe was not surprised to realize that the Tailspin Team Leaders Contact Group needs to be changed. Gabe
needs to remove himself from the Contact Group and add Diane Tibbott. Diane just accepted the position
of Software Development Team Lead for Tailspin Toys. She will work in the Nashville office with Gabe.

GET READY. LAUNCH Outlook if it is not already running.

1. If necessary, click the Contacts button in the Navigation Pane to display the Contacts
window.
 Working with Contacts 217

2. Use Gabes contact record to create a new contact record from the same company for
Diane Tibbott. Use the following information.
Full Name Diane Tibbott
Job title Software Development Team Lead
E-mail Diane
3. Delete Diane Tibbotts outdated contact record from Wingtip Toys.
4. Open the Tailspin Team Leaders contact record.
5. Click Gabe Mares in the list of members and click the Remove Member button.
6. Click the Add Members button. In the Select Members: Contacts window, add Diane
Tibbott to the Members field and click OK.
7. SAVE the changes to the Contact Group.
CLOSE Outlook.

INTERNET READY the Internet. Research some companies that interest you.
Create contact records for the Human Resources offices in
Looking for a new job with better pay, the those companies.
right amount of travel, better hours, and a larger office? Use
7 Advanced Contact Management
LESSON SKILL MATRIX
Skills Exam Objective Objective Number

Using Electronic Business Cards Modify a default business card. 4.1.1

Forward a contact. 4.1.2
Manage signatures. 3.4.1
Finding Contact Information Use the People Pane. 1.3.4
Creating a Secondary Address Book
Printing Contacts and Multiple Contacts Print multiple contact records. 1.5.4

KEY TERMS
address book
custom Search Folder
electronic business
cards
import
secondary address
book
virtual folder

218
 Advanced Contact Management 219

The marketing department at Tailspin Toys is holding a contest that is open

to all employees. To compete, employees must design an electronic business
card. Gabe Mares, the Software Development Manager, wasnt planning to
enter the contest. Nevertheless, he had an idea for an electronic business
card that he couldnt resist. He thumbed through the Tailspin Toys
catalog until he found the perfect picture for his design. After all,
who can resist a teddy bear? Outlook is an ideal tool for custom-
izing a business card. Outlooks Edit Business Card window is
specifically designed to help you design a custom business card.
All you need to do is determine what information you want to
include and Outlooks built-in business card template makes it
fit. In this lesson, youll customize a business card and use it as
a digital signature. Youll also practice searching for contacts and
create a second address book.

SOFTWARE ORIENTATION

Microsoft Outlooks Edit Business Card Window

The default view in the Contacts window is the Business Card view, in which Outlook displays
each of your contacts as a business card. By default, the text appears to the right of a wide, gray
bar that borders the left side of the card, as shown in Figure 7-1.

Figure 7-1
Outlooks Edit Business Card Preview
window electronic Select and
business format graphic
card elements

Key and
format text
Select elements
fields to be
displayed

Save
changes
Revert to default
electronic business card

Use the Edit Business Card window to create an electronic business card that fits your company
image. Refer to Figure 7-1 as you complete the following exercises.
220 Lesson 7

USING ELECTRONIC BUSINESS CARDS

Electronic business cards are the digital version of paper business cards. They can be sent
as attachments, used as signatures, and used to create a contact record. Because the default view
The Bottom Line in the Contacts window displays the electronic business cards, it is important to design an elec-
tronic business card that is memorable and easy to find when several electronic business cards are
displayed on the screen. In this section, youll edit a default business card by adding an image to
it, send it to a coworker, and use it as a digital signature.

Editing an Electronic Business Card

The Edit Business Card window has four separate areas, as identified in Table 7-1. The four
areas work together to provide a flexible tool that can create an amazing variety of customized
business cards.
In this exercise, youll customize the default Outlook contact record to create a unique electronic
business card that is just as eye-catching as a paper business card.

Table 7-1
Area Description
Edit Business Card window
Preview View the effects of the changes you make.

Fields Identify the fields you want to display on the electronic business card. Use
the Add button to insert a new field. Select a field in the list and click the
Remove button to delete a field. To move a field up or down on the card,
select the field and click the Move Field Up (Up arrow) button or the Move
Field Down (Down arrow) button.

Card Design Insert and position a graphic or select a background color for the card.
Position the image and define the amount of the card that can be used for
the graphic. Although you can edit graphics in Outlook 2010, you cannot
edit graphics in the Edit Business Card window.

Edit Key the value to be displayed in the field. Limited text formatting options
are available.

STEP BY STEP Edit an Electronic Business Card

GET READY. LAUNCH Outlook if it is not already running. Use the Gabe Mares contact
record that you created in Lesson 6.

Take Note An electronic business card is created automatically when you create a contact. It is basically
another view of the contact record. If you delete the electronic business card, you delete the
contact. Changes made to the information on the electronic business card are changed for the
contact as well.

1. If necessary, click the Contacts button in the Navigation Pane to display the Contacts
window. Minimize the To-Do Bar to provide additional room to display your contact
records.
2. Double-click the Gabe Mares contact. The Gabe MaresContact window is displayed.

Troubleshooting The e-mail addresses provided in these exercises belong to unused domains owned by
Microsoft. When you send a message to these addresses, you will receive an error message
stating that the message could not be delivered. Delete the error messages when they
arrive.
 Advanced Contact Management 221

3. In the Options group on the Ribbon, click the Business Card button. The Edit Business
Card window is displayed, as shown in Figure 7-1.
4. In the Card Design area in the upper right of the window, verify that Image Left is
selected in the Layout field and Fit to Edge is selected in the Image Align field. This
The Bear Side file defines the position of the graphic. Currently, the graphic is the default gray bar.
is available on the book 5. Click the Change button. The Add Card Picture dialog box is displayed. Navigate to
companion website or in the data files for this lesson. Click the Bear Side.jpg image file and click OK. The bear
WileyPLUS. image is added to the card preview.
6. In the Card Design area, click the Image Area field. Change the value to 25%. In the
card preview, the image area widens to 25% of the cards width.
7. In the Card Design area, click the Image Align field. In the dropdown list, click Bottom
Center. In the card preview, the image is resized and repositioned to appear at the
bottom of the card.
8. In the Card Design area, click the Image Align field. In the dropdown list, click Fit to
Edge. In the card preview, the image is resized and placed in its original position.
9. In the Fields area, click Business Home Page in the list of fields. Click the Add
button. In the dropdown menu, point to Internet Address and then click IM Address.
IM Address is added to the list of fields. The IM Address field is used for an instant
messaging address.
10. With IM Address selected in the list of fields, click the empty field in the Edit area.
Key GabeTailspinToys, as shown in Figure 7-2.

Figure 7-2
Modified Edit Business Card
window
Value displayed
in IM Address
field Key information
to be displayed
in the selected
IM Address field
IM Address
field added

11. Click OK. The Edit Business Card window is closed. Click the Save & Close button
to return to the Contacts window. Gabes business card is displayed, as shown in
Figure 7-3.

Figure 7-3
Modified business card

4.1.1
How do you edit an electronic
business card? PAUSE. LEAVE the Outlook Message window open to use in the next exercise.
222 Lesson 7

Sending an Electronic Business Card

Electronic business cards can be shared with others by simply inserting one or more business cards
in a message and clicking the Send button. Users of other e-mail applications can get the contact
information from the .vcf files that Outlook automatically creates and attaches to the message
when you insert the electronic business cards. In this exercise, youll insert electronic business
cards into an e-mail message and send them along with their .vcf file attachments to a colleague.

STEP BY STEP Send an Electronic Business Card

USE the Gabe Mares contact record.

1. Click the Mail button in the Navigation Pane to display the Mail folder.
2. Click the New E-mail button on the Home tab. The Message window is displayed.
By default, the Message tab is selected.

Take Note Throughout this chapter you will see information that appears in black text within brackets,
such as [Press Enter] or [your e-mail address]. The information contained in the brackets is
intended to be directions for you rather than something you actually type word for word. It will
instruct you to perform an action or substitute text. Do not type the actual text that appears
within brackets.

3. In the To field key [your e-mail address].

4. In the Subject field key Business cards attached.
5. Click in the message area. Key I attached the electronic business cards you requested.
Press Enter twice to add a bit of space between your text and the business card that
youre about to attach.
6. Click the Insert tab. In the Include group, click the Insert Business Card button.
A dropdown list is displayed.
7. Click Other Business Cards in the dropdown list. The Insert Business Card window is
displayed, as shown in Figure 7-4. Click the Gabe Mares contact. A Preview pane at the
bottom of the dialog box shows you an image of the business card you have chosen
to send with the message.

Figure 7-4 Click to attach business

Insert Business Card window cards to a message

Another Way
If the contact name
is displayed in the dropdown
list, you can click the name to
insert the electronic business
card.
 Advanced Contact Management 223

8. With the contact still selected, press Ctrl. This allows you to select multiple contacts.
Click the Diane Tibbott contact. Click OK. The electronic business cards are inserted
into the message. In the Attached field, the contact records are attached as .vcf files,
as shown in Figure 7-5.

Figure 7-5
Electronic business cards
inserted into a message

Attached
.vcf files

Inserted
electronic
business
cards

9. Click the Send button.

PAUSE. LEAVE Outlook open to use in the next exercise.
4.1.2
How do you send an electronic
business card to others?
Creating a Contact from an Electronic Business Card
When you receive an electronic business card, Outlook allows you to add the contact record
to your Contacts list either by using the .vcf file or by right-clicking on the business card itself.
All the information on the electronic business card and the cards appearance are saved in your
Contacts list. In this exercise, youll create a contact record based on an electronic business card
attached to a received e-mail message.

Ref You can find more information on other methods of creating contacts in Lesson 6.

STEP BY STEP Create a Contact from an Electronic Business Card

USE the message you sent in the previous exercise.

1. Click the Mail button in the Navigation Pane to display the mailbox.
2. If the Business cards attached message has not arrived yet, click the Send/Receive All
Folders button in the Send/Receive group of the Home tab.
3. Click the Key Business cards attached message in the message list to display it in the
Reading Pane. The electronic business cards are displayed in the message body.

Troubleshooting If the Reading Pane Is not visible, click the Reading Pane button in the Layout group of the
View tab and select Right.
224 Lesson 7

4. Right-click the Gabe Mares electronic business card in the message body. Click the
Add to Outlook Contacts option in the shortcut menu. A Gabe MaresContact
window is displayed that contains the information from the electronic business card,
including the preview image of the card.
5. Click the Save & Close button in the Actions group on the Ribbon. Because you
received this contact information at the same e-mail address as was used to send the
contact information, the contact record is already in your Contacts window. Therefore,
Outlook detects that this is a duplicate contact, and the Duplicate Contact Detected
window is displayed. If the contact record was not a duplicate, the contact would be
saved with no further action needed.
6. You want to create a new contact for this exercise, so select the Add new contact
option at the top of the window. The dialog box changes to show you the information
that will be saved in the new contact record, as shown in Figure 7-6.

Figure 7-6
Duplicate Contact Detected Add new
window contact

Click to add the

electronic business card

Troubleshooting Normally, when you receive a duplicate record you will use the received information to
update the contact in your Contacts folder. This exercise simply gives you the scenario for
adding a new contact record. You can compare the information in your contact record with
the information sent to you in the message. Before you update contact information, be
sure that the new data is accurate.

7. Click the Add button at the bottom of the window. The Duplicate Contact Detected
window is closed, the contact record is created, and you are returned to the Mail
folder.
8. Click the Contacts button in the Navigation Pane to display the Contacts window. Now,
you have the original Gabe Mares contact record and the Gabe Mares contact record
you created from the electronic business card in the message.
9. In the Contacts window, click the first Gabe Mares contact record and click the Delete
button in Home tab. The contact record is moved to the Deleted Items folder. It will not
be removed from your computer until the Deleted Items folder is emptied.
PAUSE. LEAVE Outlook open to use in the next exercise.

Using an Electronic Business Card in a Signature

A signature can be added automatically in every message you send. Include your electronic busi-
ness card in your signature to provide an easy way for the recipient to add the contact to the
contacts window. In this exercise, youll change settings to set an electronic business card as a
default digital signature and send an e-mail to test it.
 Advanced Contact Management 225

STEP BY STEP Use an Electronic Business Card in a Signature

USE the Gabe Mares electronic business card you modified in a previous exercise.
1. Click the Mail button in the Navigation Pane to display the mailbox.

Ref You can find more information on creating signatures in Lesson 2.

2. Click the New E-mail button on the Home tab to open the Message window with the
Message tab selected.
3. Click the Signature button in the Include group on the Ribbon. In the dropdown list,
click Signatures. The Signatures and Stationery window is displayed.
4. Click the New button to create a new signature. The New Signature dialog box is
displayed.
5. To name the new signature, key Gabe into the Type a name for this signature field.
Click OK. The New Signature dialog box is closed, and Gabe is highlighted in the
Select signature to edit list box.
6. Click in the empty Edit signature box. Key the following text, pressing Enter to start
each new line.
Gabe Mares
Software Development Manager
Tailspin Toys
Gabe@tailspintoys.com

Take Note Outlook automatically recognizes the e-mail address as a link and formats it as a hyperlink.

7. Click the Business Card button above the Edit Signature box. The Insert Business Card
window is displayed (refer to Figure 7-4).
8. Click the Gabe Mares contact record and click OK. The electronic business card is
inserted into the signature, as shown in Figure 7-7.

Figure 7-7
Signature containing an
electronic business card

Business card
inserted in the
signature

Business Card button

9. Click OK to accept your changes and close the Signatures and Stationery window.
10. In the Message window, key [your e-mail address] in the To field.
11. In the Subject field, key New Signature Test.
12. In the message body, key Testing new signature and press Enter.
13. In the Include group on the Ribbon, click the Signature button and then click Gabe
in the dropdown list of signatures that appears. The signature is inserted into the
message, as shown in Figure 7-8.
226 Lesson 7

Figure 7-8 Attachment containing information in the

Message containing Gabes business card added automatically
signature

Signature

Electronic business card

included in the signature

14. Click the Send button.

3.4.1 PAUSE. LEAVE Outlook open to use in the next exercise.

How do you use an electronic Recipients using other e-mail programs might not be able to view the electronic business card
business card as an automatic or save it as a contact record. However, almost all e-mail programs can read .vcf files. This is
signature in messages? why Outlook automatically attaches a .vcf file containing the contact information to messages
containing business cards.
Take Note Remember that for added security some people avoid opening messages with attachments. You
can delete the attachment before sending the message. Deleting the attachment doesnt remove
the signature from the message, but prevents the recipients spam filter from deleting your mes-
sage simply because it has an attachment.

FINDING CONTACT INFORMATION

Outlooks search features can help you search your stored contacts for information, so you dont
have to rely on your memory. You can use Outlooks Instant Search tool to conduct a quick
search, or you can create a custom Search Folder to conduct more detailed searches for contact
The Bottom Line
information as well as other Outlook items, such as messages and Calendar events, related to
specific contacts. In this section, youll use Outlooks search tools to locate messages associated
with a contact.

Searching for Contacts

Outlook 2010 has enhanced the search tools by adding a separate Search Tools tab that contains a
variety of tools for filtering the search results. Outlooks improved search and filter tools allow you
NEW to use any information in a contact record as the search parameter. For example, you can search
to Office 2010 for contacts containing text such as Diane, Pittsburgh, or Lead. As you begin keying text into the
Instant Search box, Outlook starts searching your contacts list and begins populating the results list
with matching contacts as they are found. In this exercise, youll use Instant Search to find a contact.
 Advanced Contact Management 227

STEP BY STEP Search for Contacts

GET READY. LAUNCH Outlook if it is not already running. The contacts used in this
exercise were created in Lesson 6.
1. Click the Contacts button in the Navigation Pane to display the Contacts window.
2. Click in the Instant Search box. The new Search Tools tab appears in the Ribbon.
3. In the Instant Search box, key toy. As you key the search text, Outlook displays all the
contacts that contain the text toy in any of their fields, as shown in Figure 7-9.

Figure 7-9 Instant Search box with partial value keyed

Search for contacts

Search
filtering
tools

Minimized
To-Do Bar

4. Click the More button in the Refine group of the Search Tools tab. A menu of additional
search fields is displayed, as shown in Figure 7-10.

Figure 7-10 More Search Criteria button

The More Search Criteria
dropdown list
228 Lesson 7

5. Select Business Address from the list. In the Business Address field, key Nashville.
Outlook refines the results list to show only the two contacts that both contain the
word toy and are located in Nashville.
6. Click the Has Address button to open a list of additional filters. Click IM Address.
Outlook refines the search results again to find the only one of the contacts that meets
the previous search parameters and has an IM address listed, as shown in Figure 7-11.

Figure 7-11 Second-level filter Instant Search box reflects additional filters Clear Search button
Filtered results list

7. Click the Clear Search button next to the Business Address field. Click the Clear Search
button next to the original Instant Search box.
PAUSE. LEAVE Outlook open to use in the next exercise.

Your Contacts window currently contains very few contacts. As you add contacts, you can nar-
row the search results by using the filters on the Search Tools tab.

Searching for Items Related to a Contact

Occasionally, you will want to find all Outlook items related to a contact. For example, you
might want to see all the meetings youve had with a sales associate or perhaps all the messages
from your boss. Outlook has several easy methods to perform this kind of search. In this exer-
cise, youll use Outlooks new Instant Search and Filter tool and the People Pane to locate all the
Outlook items related to a contact.

STEP BY STEP Search for Items Related to a Contact

GET READY. LAUNCH Outlook if it is not already running. The contacts used in this
exercise were created in Lesson 6.
1. Click the Contacts button in the Navigation Pane to display the Contacts window.
Minimize the To Do Bar.
2. In the Instant Search box, key gabe. Gabes contact record is displayed.
3. Click the All Outlook Items button in the Scope group of the Search Tools tab. Outlook
displays the matching Outlook items. The Gabe Mares contact record and the related
messages are displayed, as shown in Figure 7-12.
 Advanced Contact Management 229

Figure 7-12 Instant Search box Clear Search button

Outlook items related to Gabe

Click to
expand the
search to
all of Outlook

Gabes
contact
record

Outlook
highlights

Take Note Your search results might vary if you deleted any messages sent or received in previous lessons.

4. Click the FW: Gabe Mares message in the results list. Notice that Outlook highlights
the term gabe wherever it appears in the results list and in the Reading Pane, as
shown in Figure 7-13.

Search term highlighted in messages

Search term
highlighted
in message
list

Figure 7-13
Search term is highlighted in
the results
230 Lesson 7

5. Click the Clear Search button to clear the search criterion.

6. Click the Contacts button in the Navigation Pane to display the Contacts window.
Double-click on Mindy Martins contact record. Your contact record window is
displayed with the People Pane at the bottom.
7. If necessary, click the expand arrow on the minimized People Pane to return it to
default view.
8. Click the Mail tab in the People Pane. The results box displays all the messages that
you have sent to yourself.
9. Scroll back through the e-mails to locate the FW: Jamie Reding message that you sent
to yourself in Lesson 6. Notice that below the FW: Jamie Reding message, you can see
the actual name of attachment.

Troubleshooting If you do not see this message in your People Pane, choose any other message for this
exercise. If not many items are listed it means that either you have Instant Search turned
off your computer or that Instant Search has not had an opportunity to finish indexing
your account. Because it runs in the background and only when youre logged into your
Windows profile, it can take a few days to initially create the search index. Once the initial
index is complete, it does a great job of updating.

10. Click the gray expand arrow to the right of the FW: Jamie Reding message line. A
dropdown list of actions is displayed, as shown in Figure 7-14. The actions list allows
you to perform most mail management actions without having to go to the original
message.

Figure 7-14
Finding information related to
a contact in the People Pane

People
Pane
Expand
arrow

FW: Jamie Reding message Available message actions

11. Point to Follow Up in the dropdown list. A fly-out list of the Follow Up options
appears.
12. Click Reply in the dropdown list. A new RE: Jamie Reding message window is
1.3.4 displayed showing the content of the original message.
13. Close the message window without saving or sending. Close your contact record
How can you use the People
window as well.
Pane to locate contacts?
PAUSE. LEAVE Outlook open to use in the next exercise.
 Advanced Contact Management 231

Creating a Custom Search Folder

Instant Search quickly finds Outlook items, but it requires you to key the search text every time
you want to perform a search. Thats all well and good when you need to find a specific item for a
one-time need. But there are many times in business where you might need to perform the same
search more than once. For example, as an assistant sales manager you might need to submit a
weekly status report to your manager that gives her an update on each salesmans progress. Each
week you need to search through your messages to locate the progress reports from each of the
five salesmen. You can certainly use the Instant Search feature to locate the needed information,
but why set up a search each week when you can set it up once and save your search parameters?
In Outlook 2010, custom Search Folders are essentially searches saved in a virtual folder.
When you create the custom Search Folder with your specific search parameters, Outlook adds a
virtual folder to your Navigation Pane under the Search Folders folder. Whenever you click one
of these virtual folders, you can see all the items that meet the search parameters you speci-
fied. Although your search results look like items in a normal Outlook mail folder, the items are
actually still stored in their original location (youre seeing a link to the original location). Using
virtual folders gives you the convenience of working with items as you would in any folder and
the ability to keep the original item in a more appropriate folder based on your mailbox organi-
zation. In this exercise, youll create a custom Search Folder.

STEP BY STEP Create a Custom Search Folder

GET READY. LAUNCH Outlook if it is not already running. The contacts used in this
exercise were created in Lesson 6.
1. Click the Mail button in the Navigation Pane to display the mailbox and minimize the
To Do Bar.
2. On the Folder tab, click the New Search Folder button to display the New Search
Folder dialog box. Scroll to the bottom of the Select a Search folder list and click
Create a custom Search Folder, as shown in Figure 7-15.

Figure 7-15
New Search Folder window

Ref You can learn more about using the built-in Search Folders in Lesson 3.

3. Click the Choose button to display the Custom Search Folder window shown in
Figure 7-16.

Figure 7-16 Key a name for the new Search Folder

Custom Search Folder window

Click to specify
search criteria
232 Lesson 7

4. In the Name field, key Messages about Jamie. When naming a Search Folder, create a
name that reflects the search criteria.
5. Click the Criteria button to display the Search Folder Criteria window shown in Figure 7-17.

Figure 7-17 Search for this text

Search Folder Criteria window
Search
in this
location

6. In the Search for the word(s) field, key Jamie. In the In field, select subject field and
message body from the dropdown list. Click OK in each window to return to the Mail
folder. The new Search Folder and the search results are automatically displayed, as
shown in Figure 7-18.

View search result

Actual
locations
of messages
that meet
the search
criteria
Messages
that meet
the criteria
New
Search
Folder

Figure 7-18
Search Folder created

PAUSE. LEAVE Outlook open to use in the next exercise.

Take Note Search Folders are virtual folders. You can delete a Search Folder without deleting the
displayed messages because the messages are actually located in other folders. However,
because Search Folders let you work with messages as if it were a real folder, if you delete a
message within a Search Folder, the original message is really moved into the Deleted Items
folder.
 Advanced Contact Management 233

CREATING A SECONDARY ADDRESS BOOK

Every Contacts folder has its own Outlook address book that stores contact information,
such as names and e-mail addresses.To keep your personal contacts separate from your business
contacts, you can create an additional Contacts folder that has its own address book. For ex-
The Bottom Line ample, it is usually a good idea to keep your personal contacts in a secondary address book
to keep them separate from the main Contacts list. A secondary address book has all the func-
tionality of the familiar Contacts folder. This helps eliminate errors that can occur if you think
youre sending a personal e-mail to a friend named Cathy, but you actually send the message to
Cathy Reynolds, Regional Sales Manager.

Take Note Previous versions of Outlook allowed you to create a private address book by creating an
Outlook file with the .pab extension. Because the contacts window has more functionality and
features than the private address book, Outlook 2010 does not allow you to create or use a
personal address book. Instead, you can create a secondary address book.

Creating a Secondary Address Book for Personal Contacts

WileyPLUS Extra! features an Each Outlook Contacts folder has an associated Outlook address book. In this exercise, you will
online tutorial of this task. create a new Contacts folder to hold your secondary address book for personal contacts.

STEP BY STEP Create a Secondary Address Book for Personal Contacts

GET READY. LAUNCH Outlook if it is not already running.

1. Click the Contacts button in the Navigation Pane to display the Contacts window.
2. On the Folders tab, click New Folder in the New group. The Create New Folder window
is displayed.
3. In the Name field, key Personal Contacts. Because you selected the Contacts folder
before creating a new folder, Contact Items is already displayed in the Folder contains
field and the Contacts folder is selected in the Select where to place the folder list.
4. Click OK. The Personal Contacts folder is created. The My Contacts heading now
contains the following folders: Contacts, Suggested Contacts, and the new Personal
Contacts folders, as shown in Figure 7-19.

Figure 7-19
Personal Contacts folder
created

New My
Contacts
folder

5. Click the Personal Contacts folder in the Folder List. The Personal Contacts window is
blank because you dont have any contacts for this folder yet.
PAUSE. LEAVE Outlook open to use in the next exercise.

Importing a Secondary Address Book from a File

Manually keying a large number of contacts can be tedious. Its much easier to import the con-
tact information. When you import a file, you bring information into a file from an external
source. Most e-mail programs offer the option of exporting your contacts. To bring them into
Outlook, you need to be sure you export them into the right file type: .csv (comma-separated
234 Lesson 7

value), .txt (tab-delimited text), or .xls (Microsoft Excel 97-2003). In this exercise, you import
contact information from a Microsoft Excel file.

STEP BY STEP Import a Secondary Address Book from a File

USE the My Contacts folder you created in the previous exercise.

1. Click the File tab to open the Backstage view.
2. Click Open in the navigation pane. Click the Import option. The Import and Export
Wizard is displayed, as shown in Figure 7-20. Click Import from another program or
file, if necessary, in the list of available actions.

Figure 7-20
Import and Export Wizard
Select to import
from another
program

3. Click the Next button. In the Select file type to import from list box, click Microsoft
Excel 97-2003 in the list of available import file types, as shown in Figure 7-21.

Figure 7-21
The Select file type to import
from page of the Import and
Export window
Select the Excel
97-2003 file type

The Source
Personal Contacts file 4. Click the Next button. Click the Browse button. The Browse window is displayed.
is available on the book 5. Navigate to the data files for this lesson and click the Source Personal Contacts file.
companion website or in Click OK to apply your choices and close the Browse window to return to the Import a
WileyPLUS. File window, as shown in Figure 7-22.

Figure 7-22 Name and location of the source file

The File to import page of the
Import and Export window
 Advanced Contact Management 235

6. Back at the Import a File window, click the Next button. The Select destination folder
list is displayed.
7. Verify that Personal Contacts is selected as the destination folder, as shown in
Figure 7-23.

Figure 7-23 Select the location for the contacts

The Select destination folder
page of the Import and Export
window

8. Click the Next button. Click the Finish button. The contacts are imported and displayed
in the Personal Contacts folder.
PAUSE. LEAVE Outlook open to use in the next exercise.

Troubleshooting If you plan to import it using an Excel file, make sure that the file contains only one work-
sheet and that the area containing the contact data is defined as a range: Contacts.

By default, when you key an address in the To, Cc, or Bcc field in a new message, the address
book displays potential matches from the default Contacts folder. If the name is a match, you can
click the displayed name to fill the address field.
Alternatively, you click the To, Cc, Bcc, or Address Book buttons, Outlook displays the Select
Names: Contacts window. To work with a different address book, click the Address Book down
arrow and select the address book you want, as shown in Figure 7-24.

Figure 7-24
The Select Names: Contacts
Available
window
address
book

If you have contacts stored in social networking sites like LinkedIn or Facebook, you can use
Outlooks new Social Connector to sync Outlook to your external sites. This gives you access
to the contact information for each of your connections and allows you to keep up with their
status updates.
Not only is importing contact information much easier than keying the data into the fields, it
also avoids keying errors. One typographical error could result in calling a complete stranger
instead of Great-Grandma Mabel on her birthday.
236 Lesson 7

PRINTING CONTACTS AND MULTIPLE CONTACTS

In Outlook 2010 it is easy to print a single contact or an entire address book. Outlook can print
contacts in five different formats. To print a single contact, select Memo Style. For printing
The Bottom Line
multiple contacts, you can print a list of contact cards, a traditional address book, or a phone
listing. You can control the printing settings in Backstage view.

Printing Contacts
In this exercise, you will print a single contact and a phone directory.

STEP BY STEP Print Contacts

GET READY. LAUNCH Outlook if it is not already running.

1. If necessary, select the Jo Berry contact record in the My Contacts folder.
2. Click File to open Backstage view.
3. Click Print in the navigation pane to open the Print Settings page. Notice that the
preview pane displays all of the contacts in the My Contacts address book in the
Card Style.
4. Click Memo Style. Outlook displays the Jo Berry contact record in the Preview pane,
as shown in Figure 7-25. Click Print if you want to print the single contact record using
the default printer.

Click to
print using
the default
settings

Click to
print a
single
contact
record

Figure 7-25
A Memo Style contact record

5. Click Phone Directory Style. Outlook displays a preview of the entire phone directory
for the My Contacts, as shown in Figure 7-26. Click Print if you want to print a phone
directory for all of the contacts in the selected folder using the default printer.
 Advanced Contact Management 237

Figure 7-26
The My Contacts folder phone
directory

1.5.4
How do you print multiple
contact records? CLOSE Outlook.

SKILL SUMMARY
In This Lesson Objective
You Learned How To: Exam Objective Number
Use electronic business cards. Modify a default business card. 4.1.1
Forward a contact. 4.1.2
Manage signatures. 3.4.1
Find contact information. Use the People Pane. 1.3.4
Create a secondary address book.
Print contacts and multiple contacts. Print multiple contact records. 1.5.4

Knowledge Assessment

Multiple Choice
Select the best response for the following statements.

1. Where can you store personal contacts in Outlook 2010?

a. Search Folder
b. Secondary address book
c. Private address book
d. Default address book
2. When is an electronic business card created?
a. When the electronic business card is viewed
b. When the electronic business card is modified
c. When the contact record is created
d. When the electronic business card is sent with a message
238 Lesson 7

3. What can you do with an electronic business card?

a. Create a contact record from it
b. Include it in your signature
c. Send it as an attachment
d. All of the above
4. Which Outlook search feature displays results immediately?
a. Instant Search
b. Immediate Search
c. Fast Find
d. Search Folder
5. How many areas are in the Edit Business Card window?
a. One
b. Three
c. Four
d. Eight
6. Which folder is a virtual folder?
a. Secondary Contacts folder
b. Sent Items folder
c. Search Folder
d. Contacts folder
7. How many different styles can you use to print a single contact record?
a. One
b. Two
c. Three
d. Five
8. Why is a .vcf file automatically attached to a message containing an electronic
business card?
a. The .vcf file contains the graphic used in the electronic business card.
b. Outlook 2010 requires the .vcf file to create a new contact.
c. Users of other e-mail applications can use the .vcf file.
d. The .vcf file contains your signature.
9. What is the default view in the Contacts window?
a. Address Cards
b. Phone
c. Detailed Address Cards
d. Business Cards
10. Which of the following is an easy way to enter contact information stored in another
application?
a. Key the data
b. Send the data in an e-mail message
c. Import
d. All of the above

Fill in the Blank

Complete the following sentences by writing the correct word or words in the blanks provided.

1. A(n) ________________ containing an electronic business card can be added

automatically in every message you send.
2. ________________ displays search results as they are identified.
3. ________________ can contain an image to set them apart from other contact records.
4. The ________________ can be used to contain information about personal contacts.
 Advanced Contact Management 239

5. The ________________ folder contains contact records.

6. You can ________________ contact information from an external source.
7. A(n) ________________ identifies items in other folders that meet specific criteria.
8. You can use the ________________ button to add secondary search criteria.
9. Outlook items are not permanently stored in a(n) ________________.
10. The ________________ stores names and addresses.

Competency Assessment

Project 7-1: Edit an Electronic Business Card

Diane Tibbott was recently hired by Tailspin Toys. She decided to use a teddy-bear image to brighten
up her electronic business card also.

GET READY. LAUNCH Outlook if it is not already running.

1. Display the Contacts window. Click the Contacts folder if necessary.
2. Double-click the Diane Tibbott contact. The Diane TibbottContact window is
displayed.
3. In the Options group on the Ribbon, click the Business Card button to display the Edit
Business Card window.
The Bear 4. In the Card Design area in the upper right of the window, select Background Image in
Background file is the Layout field.
available on the book 5. Click the Change button. The Add Card Picture dialog box is displayed. Navigate to the
companion website or data files for this lesson. Click the Bear Background file and click OK. The bear image is
in WileyPLUS. added to the card preview.
6. In the Card Design area, click the Image Align field. Change the value to Fit to Edge.
7. Click Business Phone in the Fields list. Click the Add button. In the dropdown menu,
point to Phone and then click Mobile Phone
8. With Mobile Phone selected in the list of fields, click the empty field in the Edit area.
Key 6155550197. Click the No Label button and select Right. In the Label box, key
Mobile.
9. Click OK to close the Edit Business Card window. Click the Save & Close button to
return to the Contacts window.
LEAVE Outlook open for the next project.

Project 7-2: Send an Electronic Business Card

Diane Tibbott wants to stay in touch with her friends at Wingtip Toys. She decided to send her new
electronic business card to her former supervisor.

GET READY. LAUNCH Outlook if it is not already running.

1. Display the Mail folder.
2. Click the New E-mail button on the Home tab.
3. Key Molly@wingtiptoys.com in the To field of the message window.
4. Key Lets keep in touch! in the Subject field
5. Click in the message area. Key the following message: I attached my new electronic
business card. Write when you have time. Press Enter.
6. Click the Insert tab. In the Include group, click the Insert Business Card button.
7. Click Diane Tibbott in the dropdown list.
8. Click the Send button.
LEAVE Outlook open for the next project.
240 Lesson 7

Proficiency Assessment

Project 7-3: Use an Electronic Business Card in a Signature

Management has decided that every message sent to clients must include an electronic business
card. Rather than manually inserting the electronic business card into every message, Diane decided
to create a signature containing her new electronic business card.

GET READY. LAUNCH Outlook if it is not already running.

1. Open a new Message window.
2. Click the Signature button on the Ribbon, and then click Signatures in the dropdown
list.
3. In the Signatures and Stationery window, click the New button to display the New
Signature dialog box.
4. Key Diane into the Type a name for this signature field. Click OK.
5. Click the empty Edit signature box. Key in the following:
Diane Tibbott
Software Development Team Lead
Tailspin Toys
Diane@tailspintoys.com
6. Click the Business Card button above the Edit Signature box to display the Insert
Business Card window.
7. Insert Diane Tibbotts electronic business card into the signature.
8. Click OK to close the Signatures and Stationery window and return to the Message
window.
9. On the Insert tab, click the Signature button, and then click Diane.
10. CLOSE the message without saving or sending it.
LEAVE Outlook open for the next project.

Project 7-4: Create a Custom Search Folder

Diane wants to monitor messages about the teams new software development project. The project
has been nicknamed 007 for the fictional character James Bond. All messages about the project must
contain 007 in the Subject field. Diane decided to create a custom Search Folder to collect mes-
sages about the project.

GET READY. LAUNCH Outlook if it is not already running.

1. Click the Mail button in the Navigation Pane to display the Mail folder.
2. From the Inbox, use the tools on the Folder tab to create a New Search Folder
button.
3. Create a custom Search Folder called Project 007.
4. Set the Project 007 Search Folder criterion to be the word 007 in the subject field
only.
5. Test the new Search Folder by creating a new message that contains the word 007
in the subject field. In the message body, key Testing Search Folder. Click the Send
button.
6. After the message arrives, click the Project 007 folder to view its contents. It should
contain the 007 message in the Sent Items folder and the 007 message in the
Inbox.
LEAVE Outlook open for the next project.
 Advanced Contact Management 241

Mastery Assessment

Project 7-5: Create a Secondary Address Book

Diane works for a new company, but she wants to stay in touch with friends she made at Wingtip Toys.
Diane decided to create a secondary address book before she imports personal contacts for her friends.

GET READY. LAUNCH Outlook if it is not already running.

1. Display the Contacts window.
2. Create a New Folder.
3. In the Name field, key Dianes Contacts. Click OK.
LEAVE Outlook open for the next project.

Project 7-6: Import a Secondary Address Book from a File

After creating the Dianes Contacts folder, Diane can import contact records for her friends at Wingtip Toys.

GET READY. LAUNCH Outlook if it is not already running.

1. Open the Backstage view and select Open in the navigation pane.
2. Click Import to open the Import and Export Wizard.
3. Follow the first two steps of the wizard to import the Microsoft Excel 97-2003 file
The Source Dianes Source Dianes Contacts from the data files for this lesson into the Dianes Contacts folder.
Contacts file is available 4. Open the Dianes Contacts folder to view the new contacts.
on the book companion
5. Use the Print page in Backstage view to preview of the Card Style.
website or in WileyPLUS.
6. Print the Dianes Contacts folder in Small Address Book style.
CLOSE Outlook.

INTERNET READY serious designs are available. Go to www.Microsoft.com. Search

for electronic business cards. Download a style that appeals to
Microsoft provides templates for a wide vari- you. Modify the card and use it as your electronic business card.
ety of electronic business cards. Sophisticated, casual, fun, and

Workplace Ready
y
USING SEARCH FOLDERS TO TRACK INFORMATION
Sallie Johnson is the hiring manager for Grey-Lawson General Hospital. Although they already
have a staff of 250 people, they are in the process of adding on a pediatric specialties wing. This
expansion means adding on 100 new employees in a short amount of time. In todays employ-
ment environment, most people submit resumes via e-mail or apply on the hospitals website.
All of these resumes and applications go straight to her e-mail account. She has already created
a rule that sends all e-mails that contains applications or resumes to a Candidates folder, so that
they dont clutter up her Inbox.
To help her stay on top of each opening in this rapidly changing environment, Sallie utilizes
custom Search Folders. Every time Sallie posts a new job opening, she creates a custom Search
Folder. She sets up each Search Folder to look for the specific job opening code in either the
subject or body of the message.
At the end of the posting period, she can simply click the Search Folder for the job opening she
wants to fill. The virtual folder shows her all the job candidates and any correspondence related
to the opening.
242 Circling Back 2

Circling Back

Kim Ralls was promoted to Shift Supervisor and transferred to the downtown office at City
Power & Light. Although Kim was transferred, her computer and other equipment did not
move with her. She needs to set up Outlook 2010 with new rules and contacts to help her man-
age her new responsibilities. She also needs to update her electronic business card to display her
new title and contact information.

Project 1: Create Mail and Contacts Folders and Import Contacts

Kim starts the process of customizing Outlook 2010 to meet her needs by creating new folders.
One mail folder will contain messages about requests for new service. A contact folder will con-
tain Kims CP & L contacts and a second folder will contain her secondary address book.

Take Note The folders and contacts you create in this project will be used in Projects 2 and 3.

GET READY. LAUNCH Outlook if it is not already running.

1. Click the Folder tab. In the New group, click the New Folder button. The Create New
Folder dialog box is displayed.
2. In the Name field, key New Service to identify the new folder. Verify that Mail and
Post Items is selected in the Folder contains field. If necessary, click Outlook Data
Files in the Select where to place the folder list. Click OK to create the folder.

Troubleshooting For this exercise, you want to select the top-level folder. Its the folder that holds your Inbox,
Sent Items folder, and so on. Depending on the settings on your computer and the type of
e-mail account you have, this might be called Outlook Data Files, Personal Folders, or simply
your e-mail address.

3. Right-click the New Service folder in the Navigation Pane and select New Folder from
the shortcut menu. The Create New Folder dialog box is displayed.
4. In the Name field, key CP & L to identify the new folder. Select Contact Items in the
Folder contains field. If necessary, click Contacts in the Select where to place the
folder list. Click OK to create the folder.
5. Right-click the CP & L folder in the Navigation Pane and select New Folder from the
shortcut menu. The Create New Folder dialog box is displayed.
6. In the Name field, key CB2 Project 1 to identify the new folder. Select Contact Items in
the Folder contains field. Click CP & L in the Select where to place the folder list. Click
OK to create the folder.
7. Click the File tab. Click Open in the Backstage views navigation pane and select
Import. The Import and Export Wizard is displayed.
8. Click Import from another program or file, if necessary, in the list of available actions.
Click the Next button. The Browse dialog box is displayed.
9. Click Tab-Separated Values (Windows) in the list of available import file types. Click
the Next button. Click the Browse button.
10. Navigate to the data files for this lesson and click the Kim Ralls Contacts file. Click OK
The Kim Ralls
to apply your choices and close the Browse window and return to the Import a File
Contacts file is available
window. Click the Next button.
on the book companion
website or in WileyPLUS. 11. In the Select destination folder box, select CB2 Project 1. Click the Next button.
12. Click the Finish button. Click the CB2 Project 1 folder to see that the imported contacts
are located there.
13. Select the CB Project 1 folder and click File to open Backstage view.
 Circling Back 2 243

14. Click Print in the navigation pane to open the Print Settings page. Notice that the preview
pane displays all of the contacts in the CB Project 3 address book in the Card Style.
15. Click Phone Directory Style. Select your printer in the Printer area and click Print.

LEAVE Outlook open for the next project.

Project 2: Create Contact Records and a Contact Group

Kim needs to create contact records for herself and the two new Service Technicians in her
department. She needs to create a Contact Group containing the Service Technicians in her
department.

Take Note The contacts you create in this project will be used in Project 3.

GET READY. LAUNCH Outlook if it is not already running.

1. Click the Contacts button in the Navigation Pane to display the main Contacts window.
If necessary, click the Contacts folders in the Contacts Folder list.
2. Click New Contact on the Home tab to display a blank Contact window.

Take Note Throughout this chapter you will see information that appears in black text within brackets,
such as [Press Enter] or [your e-mail address]. The information contained in the brackets is
intended to be directions for you rather than something you actually type word for word. It will
instruct you to perform an action or substitute text. Do not type the actual text that appears
within brackets.

3. Click the Full Name field, if necessary. Key Kim Ralls. [Press Tab.]
4. In the Company field, key City Power & Light. [Press Tab.]
5. In the Job title field, key Shift Supervisor. [Press Tab.]

Troubleshooting The e-mail addresses provided in these projects belong to unused domains owned by
Microsoft. When you send a message to these addresses, you will receive an error message
stating that the message could not be delivered. Delete the error messages when they
arrive.

6. In the E-mail field, key Kim@cpandl.com. [Press Tab.]

7. In the Web page address field, key www.cpandl.com.
8. Below the Phone numbers heading, click the Business field. Key 2175559821. Outlook
formats the number as a phone number.
9. Below the Addresses heading, in the Business field, key 324 Main Street. [Press
Enter.] Key Springfield, IL 68390. [Press Tab.]
10. In the Actions group on the Ribbon, click the Save & New arrow. In the dropdown
list of options, click Contact from Same Company. A new contact record window is
displayed containing the same company information as the previous contact.
11. Click the Full Name field, if necessary. Key Jay Henningsen. [Press Tab.] Click the
Job title field. Key New Service Technician. [Press Tab.] Click the E-mail field. Key
Jay@cpandl.com. [Press Tab.]
12. In the Actions group on the Ribbon, click the Save & New arrow. In the dropdown
list of options, click Contact from Same Company. A new contact record window is
displayed containing the same company information as the previous contact.
13. Click the Full Name field, if necessary. Key Julia Moseley. [Press Tab.] Click the
Job title field. Key New Service Technician. [Press Tab.] Click the E-mail field. Key
Julia@cpandl.com. [Press Tab.]
14. In the Actions group on the Ribbon, click the Save & Close button. Close any open
contact records.
244 Circling Back 2

15. Click the View tab. In the Current View group, click Change View and select List. In the
Arrangement group, click Company. The appearance of the Contacts window changes
to a simple list of contacts sorted by company name.
16. Click the Home tab. Click the New Contact Group button to display a blank Contact
Group window.
17. In the Name field, key New Service Technicians.
18. In the Members group of the Contact Group tab, click the Add Members button. Click
From Outlook Contacts from the dropdown list that appears. The Select Members:
Contacts dialog box is displayed.
19. Select the two New Service Technician contact records. Click Members and click OK.
Click Save & Close.
20. Select the New Service Technicians Contact Group and drag it to the CP & L folder in
the Navigation Pane.

LEAVE Outlook open for the next project.

Project 3: Edit an Electronic Business Card

Now that Kim has created new contact records, she wants to make sure that all the CP & L
contacts are located in the CP & L folder. Finally, she wants to dress up her electronic business
card so that she can send it out to the Contact Group.
GET READY. USE the Kim Ralls contact record and the Contact Group created in the previ-
ous project.

1. If necessary, click the Contacts button in the Navigation Pane to display the Contacts
window. If necessary, click the Contacts folder.
2. Double-click the Kim Ralls contact. The Kim RallsContact window is displayed.
3. In the Options group on the Ribbon, click the Business Card button. The Edit Business
Card window is displayed.
4. In the Card Design area in the upper right of the window, verify that Image Left is
selected in the Layout field.
5. Also in the Card Design area, click the Change button. The Add Card Picture dialog box is
The lights on file displayed. Navigate to the data files for this project. Click the lights on file and click OK.
is available on the book 6. In the Card Design area, click the Image Area field. Change the value to 25%, if
companion website or in necessary.
WileyPLUS.
7. In the Card Design area, click the Image Align field. In the dropdown list, click Fit to
Edge.
8. In the Card Design area, click the Background button. The Color dialog box is
displayed. Click the Define Custom Colors button and select a medium soft blue
shade. Click OK.
9. In the Fields area, click E-mail in the list of fields. Click the Bold button.
10. Click OK. The Edit Business Card window is closed. Click Save & Close to save the
business card.
11. On the Home tab, click the Forward Contact button in the Share group. Select As
a Business Card. A new message window is displayed with Kims business card
attached.
12. In the To field, key New Service Technicians. In the Cc field, key [your e-mail address].
13. In the message area, click before the business card and key:
Here is my new business card. Feel free to forward it to clients as needed. [Press
Enter twice.]
Kim [Press Enter three times.]
14. Click the Send button. The message is moved to the Outbox and sent when the
computer is connected to the Internet. Click the Save & Close button to return to the
main Contacts window.
15. Click the Instant Search box. Key cpandl. Because this is the domain for the e-mail
address you added in Project 1, the three new addresses appear in the results list.
 Circling Back 2 245

16. Click the All Contact Items button in the Scope group of the Search Tools tab. One
more contact record appears in the results list.
17. Select the four contact records and click Move on the Home tabAction Group. A
dropdown list of folders is displayed. Click Other Folders. The Move Items dialog box
is displayed.
18. Click the CP & L folder and click OK. The contacts are moved to the CP & L folder but
they still remain in the search results list onscreen.
19. Click the Mail button on the Navigation Pane and select the Kim Ralls message. If
necessary, click Send/Receive All Folders on the Home tab.
20. Click the Junk button in the Delete Group and select Never Block the Group or Mailing
List. Select all the check boxes and click OK.

LEAVE Outlook open for the next project.

Project 4: Manage Your Mailbox

Now that her contacts are in place, Kim decides its time to manage her mailbox. Kim knows
that she will be receiving a lot of messages requesting new service from the Customer Service
department. Messages could come from a dozen different Customer Service representatives.
However, the Subject field for every message contains the words New Service Request. Kim
decided to create a rule moving all of the requests to the New Service folder. After testing the
rule, she sets up an archive of the New Service folder.
GET READY. USE the folders, contacts, and message you created in previous exercises.
Your computer must be connected to the Internet to test the rule at the end of this project.

1. Click the File tab, then click Manage Rules & Alerts. The Rules and Alerts window is
displayed. Turn off all rules except the Clear categories on mail rule by deselecting the
check boxes.
2. Click the New Rule button. The Rules Wizard window is displayed.
3. In the Stay Organized category, click Move messages with specific words in the subject
to a folder.
4. In the Step 2 area, click specific words. The Search Text window is displayed.
5. In the Specify words or phrases to search for in the subject field, key New Service
Request. Click the Add button. Click OK to close the Search Text window and return to
the Rules Wizard window.
6. In the Step 2 area of the Rules Wizard window, click specified to identify the
destination folder. The Folder List is displayed in a new Rules and Alerts window.
7. Click the New Service folder, and click OK. The specified destination folder is identified
in the Rules Wizard window.
8. Click the Next button twice to continue the Wizard without modifying conditions or
actions.
9. Under Select exceptions, click the except if the subject contains specific words
check box. Text is added to the rule description at the bottom of the Rules Wizard
window.
10. In the rule description area, click specific words. The Search text window is displayed.
11. In the Specify words or phrases to search for in the subject field, key RE:. Click the Add
button. The RE: text is enclosed by quotation marks and added to the search list for this
rule. Click OK to close the Search Text window. The Rules Wizard window is displayed.

Troubleshooting Be sure to include the colon in the specified words or any message subject containing the
letters re will be an exception.

12. Click the Next button to continue the Wizard. The rule is displayed for your approval.
Examine the rule carefully to verify that it is correct. Click the Finish button. The new
rule is displayed in the Rules and Alerts window. Click the OK button to close the
Rules and Alerts window.
246 Circling Back 2

13. On the Home tab, click the New Items button and select E-mail Message to display a
new Message window.
14. Address the message to your e-mail address. In the Subject field, key New Service
Request. In the message area, key Kim. Send the message.
15. Create and send a second message to your e-mail address using RE: New Service
Request in the Subject field. In the message area, key Kim. Click Send.
16. Click the Send/Receive tab and click Send/Receive All Folders, if necessary, to receive
the messages. Verify that the New Service Request message was moved to the New
Service folder and the RE: New Service Request message remained in the Inbox.
17. On the Home tab, click Rules and select Manage Rules & Alerts. The Rules and Alerts
window is displayed. Turn off all rules except the Clear categories on mail rule. Click
OK to close the Rules and Alerts window.
18. If necessary, click the Inbox in the Navigation Pane. Click the Instant Search, and key
Kim. The message list is replaced with the two messages containing the word Kim.
19. Select the two messages that you sent in Project 3 and Project 4 and click More in the
Quick Steps gallery. Point to New Quick Step and select Move to folder from the fly-
out menu.
20. Click Choose Folder and select New Service. Click Finish. The messages move to the
New Service folder.
21. Click the New Service folder and select all the messages in it. Click Unread/Read in
the Tags group of the Home tab.
22. Click File tab, click Cleanup Tools and select Archive. In the Archive this folder and all
subfolders list, select New Service.
23. In the Archive items older than box, key tomorrows date.
24. Click Browse and navigate to your solutions folder. Key CB Project 4_xx (where xx is
your initials). Click OK to select the archive location. Click OK to close the Archive box
and click Yes when prompted to complete the archive.

CLOSE Outlook.
 Calendar Basics 8
LESSON SKILL MATRIX
Skills Exam Objective Objective Number

Creating Appointments
Setting Appointment Options Set appointment options. 5.1.1
Forward an appointment. 5.1.3
Managing Events
Printing Appointment Details Print appointment details. 5.1.2

KEY TERMS
appointment
banner
Busy
event
Free
iCalendar
Out of Office
private
recurring appointment
tasks
Tentative

247
248 Lesson 8

As a marketing assistant, Terry Eminhizer knows the value of time. Terry man-
ages her schedule and the schedules of two marketing representatives who are
constantly on the road. Setting up travel arrangements, confirming appoint-
ments with clients, and generally smoothing out the bumps for the marketing
representatives gives them more time to make bigger sales. Time is money.
In this lesson, youll create and manage appointments and events in Outlook.

SOFTWARE ORIENTATION

Microsoft Outlooks Appointment Window

The Appointment window displayed in Figure 8-1 enables you to schedule an appointment or
event. Scheduled appointments and events are displayed on your calendar and in your To-Do Bar.

Figure 8-1 Remind me Show this Schedule additional

about this time as Free occurrences of
Outlooks Appointment window appointment or Busy this appointment

Make the
Save the
appointment
appointment
private
Appointment Set the
purpose importance
level
Where the
appointment
occurs
Memo area
Set the
appointment
date

Set the
appointment
time

Use the Appointment window to create an appointment or event. Refer to Figure 8-1 as you
complete the following exercises.
 Calendar Basics 249

CREATING APPOINTMENTS
An appointment is a scheduled activity that does not require sending invitations to other
The Bottom Line people or resources. An appointment can occur once or occur at regular intervals. In this section,
youll create different kinds of appointments.

Creating a One-Time Appointment

Appointments can involve other people, but they do not require invitations sent through Out-
look. Appointments can include activities such as doctors appointments and picking up your
daughter after soccer practice. In this exercise, youll create a basic one-time appointment.

STEP BY STEP Create a One-Time Appointment

GET READY. Before you begin these steps, be sure to launch Microsoft Outlook.
Another Way 1. Click the Calendar button in the Navigation Pane to display your Calendar. Click the
You can also select Month button to display the Month view, if necessary.
the date in the Appointment 2. Click [next Fridays date] on the monthly calendar.
window. If the date is displayed
in the monthly calendar, it is 3. On the Home tab, click the New Appointment button. The Appointment window in
easier to select the date in the Figure 8-1 is displayed. The date selected in the monthly calendar is already displayed
calendar. For appointments in the Start time and End time fields.
that occur several months in 4. In the Subject field, key Blood Drive.
the future, it is easier to select 5. In the Location field, key Van in the South parking lot.
the date in the Appointment
6. In the Start time fields, click the Start time down arrow. A list of possible starting
window.
times appears.
7. Select 2:00 PM. By default, each appointment is 30 minutes long, so the time in the
End time field changes to 2:30 PM.
Another Way
You can key text 8. You need to fill out forms before donating and eat a few cookies after donating, so
in the Start time and End time give yourself a bit more time. Select an End Time of 3:00 PM.
fields rather than a date. Outlook 9. Click the Save & Close button in the Actions group on the Ribbon. The appointment is
translates the text into a date. displayed on the calendar, as shown in Figure 8-2.

Figure 8-2
The appointment scheduled on
the calendar

The scheduled
appointment

PAUSE. LEAVE the Outlook Message window open to use in the next exercise.

By default, when you select a future date in the calendar, the displayed time of the appointment
in the Appointment window will be the start of the workday.
250 Lesson 8

Creating an Appointment from a Message

Sometimes, a message can lead to an appointment. For example, your sons cross-country run-
ning coach sends you a message about the awards banquet or you receive a message that a farewell
lunch will be held Thursday for a coworker in your department. When you create an appoint-
ment from a message you received, the message text is saved automatically in the Appointment
windows memo area. This stores the related message with the appointment. In this exercise,
youll simply use an e-mail message to create an appointment.

STEP BY STEP Create an Appointment from a Message

GET READY. Before you begin these steps, be sure to launch Microsoft Outlook.
1. If necessary, click the Calendar button on the Navigation Pane to display the Calendar
feature.
2. Click the New Items button in the Home tab. A list of available items is displayed
3. Click E-mail Message in the list to display a new Message window.

Take Note Throughout this chapter you will see information that appears in black text within brackets,
such as [Press Enter], or [next Fridays date]. The information contained in the brackets is in-
tended to be directions for you rather than something you actually type word for word. It will
instruct you to perform an action or substitute text. Do not type the actual text that appears
within brackets.

4. In the To field, key [your e-mail address]. In the Subject field, key Vice President Duerr
visiting Thursday afternoon. In the message area, key Vice President Bernard Duerr is
visiting this division on Thursday. An employee meeting will be held in the company
cafeteria from 2:00 PM to 4:00 PM. Attendance is mandatory. Click the Send button.
5. Return to your Inbox, if necessary. Click the Send/Receive button if the message has
not arrived yet.
6. Click the Vice President Duerr visiting Thursday afternoon message to select it.
7. Click the Move button in the Move group on the Home tab. In the dropdown list, click
Other Folder. The Move Items dialog box is displayed, as shown in Figure 8-3.

Figure 8-3
Move Items dialog box

Click the
Calendar
folder

8. In the Move Items dialog box, click Calendar and then click OK. An Appointment
window is opened. The message subject is displayed in the Subject field in the
Appointment window. A link to the original message is displayed in the Memo area of
the Appointment window.
9. Double-click the icon. The original message window is displayed. Close the message
window.
10. In the Appointment window, key Company cafeteria into the Location field.
11. Key Thursday into the Start time field instead of a date. The date of the next available
Thursday appears in the Start time date box. Key or select a Start time of 2:00 PM.
12. In the End time field, key an End time of 4:00 PM. The Appointment window should be
similar to Figure 8-4.
 Calendar Basics 251

Figure 8-4
Creating an appointment from
a message
Subject created
automatically from
message subject

Link to the original

message used to
create the appointment

13. Click the Save & Close button in the Actions group on the Ribbon.
14. Click the Calendar button in the Navigation Pane to display the Calendar folder.
The appointment created from the message is displayed.
PAUSE. LEAVE Outlook open to use in the next exercise.

Creating an Appointment from a Task

Tasks describe activities you have to do. Appointments tell you when activities are performed.
Tasks frequently become appointments when the time to perform a task is scheduled. The task
text is saved automatically in the Appointment windows memo area, storing the information
with the appointment. In this exercise, youll create an appointment from a task.

STEP BY STEP Create an Appointment from a Task

GET READY. Before you begin these steps, be sure to launch Microsoft Outlook.
1. Click the Calendar button in the Navigation Pane to display the Calendar folder. Click
the Month button to display the Month view, if necessary.

Ref You can find more information on tasks in Lesson 11.

2. Click the View tab. Point to To-Do Bar and then click Normal. The To-Do Bar is
displayed to the right of the monthly calendar, as shown in Figure 8-5. Your scheduled
appointments are listed in the To-Do Bar. No tasks are displayed.
252 Lesson 8

To-Do Bar

Scheduled
Appointments

List of tasks

Key a new task

Figure 8-5
To-Do Bar displayed

3. Click the Type a new task field, and key Lunch with Vice President Duerr. Press Enter.
The task is created.
4. Click the Lunch with Vice President Duerr task. Drag it to Thursdays date on the calendar.
You already have an appointment for the employee meeting from 2:00 PM to 4:00 PM
for that date.
5. Double-click the Lunch with Vice President Duerr item in the calendar. An Appointment
window containing the task information is displayed.
6. Click the All day event check box to clear the check box. The time fields become available.
7. Key a Start time of 12:30 PM and an End time of 1:45 PM. The Appointment window
should be similar to Figure 8-6.

Figure 8-6
Creating an appointment
from a task

Task used
to create the
appointment
 Calendar Basics 253

8. Click the Save & Close button in the Actions group on the Ribbon. The appointment
created from the task is displayed on the calendar.
PAUSE. LEAVE Outlook open to use in the next exercise.

SETTING APPOINTMENT OPTIONS

Creating a basic appointment is one thing, but many appointments dont fit a cookie-cutter
mold. For example, you might need to create an appointment that occurs every other Friday,
The Bottom Line mark an appointment as private, or forward an appointment on to a colleague. You can use
Outlooks appointment options to customize the details of each appointment. In this section,
youll set some appointment options to create a recurring private meeting.

Creating and Customizing Appointments

Outlook offers many different kinds of options that you can use to set appointments. Appoint-
ment options are located in both the Options and Tags groups on the Appointment tab. The
Time Zone option allows you to establish the time zone for an appointment, which can be very
helpful when planning appointments with people in multiple time zones. The Show As option
allows you to let others know whether you can be disturbed during a meeting. You can set the
Reminder tool to give you an alert when an appointment approaches. In this exercise, youll cre-
ate an appointment and customize it with tools in the Options group.

STEP BY STEP Create and Customize an Appointment

GET READY. Before you begin these steps, be sure to launch Microsoft Outlook.
1. Double-click [next Wednesdays date] on the monthly calendar. A new Appointment
window is displayed.
2. In the Subject field, key Customizing Appointment Options.
3. In the Location field, key Training Center.
4. Click the All day event check box to clear the check box. Key a Start time of 1:00 PM
and an End time of 1:45 PM.
5. Click the Reminder dropdown arrow in the Options group and select 1 hour from the
list of available times that appears.
6. Click the Show As down arrow in the Options group and select Tentative.
7. Click the Time Zone button in the Options group on the Ribbon. A new Time Zone box
appears next to the Start and End time boxes. The appointment is going to be conducted
via a video feed from California, so select Pacific Time from the list, as shown in Figure 8-7.

Figure 8-7 Time Zone boxes

Setting Appointment options

You can find more information about using changing time zones and how they affect your
Ref calendar in Lesson 11.
254 Lesson 8

8. Click the Save & Close button in the Actions group on the Ribbon. The appointment
created from the task is displayed on the calendar.
5.1.1
PAUSE. LEAVE Outlook open to use in the next exercise.
How do you set appointment
options to remind you the day The Show as field in the Appointment window determines how the time is displayed on your
before a big appointment? calendar. When others look at your calendar, this tells them if you are available and how definite
your schedule is for a specific activity. You can choose from four options displayed in Table 8-1.
Table 8-1
Show As Description
Show Time as Options
Free No activities are scheduled for this time period. You are available.

Busy An activity is scheduled for this time period. You are not available for other activities.

Tentative An activity is scheduled for this time period, but the activity might not occur. You might
be available for other activities.

Out of Office You are out of the office.

Scheduling a Recurring Appointment

A recurring appointment is an appointment that occurs at regular intervals. Recurring
appointments are common in many calendars. Weekly soccer games, monthly lunch dates
with an old friend, and semi-annual company dinners are examples of recurring appointments.
Recurrences can be scheduled based on daily, weekly, monthly, and yearly intervals. In this exer-
cise, you set a recurring appointment.

STEP BY STEP Schedule a Recurring Appointment

GET READY. Before you begin these steps, be sure to launch Microsoft Outlook.
1. Click the Calendar button in the Navigation Pane to display your Calendar. Click the
Month button to display the Month view, if necessary.
2. Double-click the [third Monday of the month] on the monthly calendar. If the third
Monday of this month has passed, click the third Monday of next month.

Take Note In the Month view, double-click the lower part of the square to open a new UntitledEvent
window. Double-clicking the top part of the square changes the calendar arrangement to Day
view for the selected date.
3. In the Subject field, key Engineering Lunch.
4. In the Location field, key Conference Room B.
5. Click the All day event check box to clear the check box. Key a Start time of 12:15 PM
and an End time of 1:15 PM.
6. Click the Memo area. Key New techniques and troubleshooting.
7. Click the Recurrence button in the Options group. The Appointment Recurrence dialog
box is displayed, as shown in Figure 8-8.

Figure 8-8
Appointment Recurrence
Time of the recurring appointment
window
Default information
based on data in
Frequency of the recurring appointment the Appointment
window

First and last recurring appointment

 Calendar Basics 255

8. In the Appointment Recurrence dialog box, click Monthly in the Recurrence Pattern
area. Selecting a different frequency changes the available patterns.
9. On the right side in the Recurrence Pattern area, click the radio button to select The
third Monday of every 1 month(s). Because the date of the first recurring appointment
was the third Monday of the month, the third Monday of every month is offered as a
likely pattern (as is the selected date in each month), as shown in Figure 8-9.

Figure 8-9
Setting the recurrence pattern
Define how
frequently the
appointment
will occur

10. Click OK to set the recurrence pattern and return to the Appointment window. The
recurrence pattern is displayed in the Appointment window, as shown in Figure 8-10.

Figure 8-10
Recurring appointment

Recurring
pattern

11. Click the Save & Close button in the Actions group on the Ribbon. The appointment
is displayed on the monthly calendar. Click the Forward button at the top of the
5.1.1 monthly calendar to verify that the recurring appointment is displayed in next
months calendar. Click the Back button at the top of the monthly calendar to return
How do you create a recurring to the current month.
appointment or event?
PAUSE. LEAVE the Outlook Message window open to use in the next exercise.

Marking an Appointment as Private

If you use your computer in a public place or just dont like the idea of someone looking over
your shoulder and seeing the details about your appointments, you can also choose to mark an
appointment as private. This feature blocks the details of an activity from a casual observer by
showing only the subject line in the calendar with a lock icon. In this exercise, youll mark an
appointment as private.
256 Lesson 8

STEP BY STEP Mark an Appointment as Private

GET READY. Before you begin these steps, be sure to launch Microsoft Outlook.
1. Click the Calendar button in the Navigation Pane to display your Calendar. Click the
Month button to display the Month view if necessary.
2. Click [next Fridays date] on the monthly calendar. The Blood drive is already
scheduled for 2:00 PM on that date.
3. On the Home tab, click the New Appointment button. The Appointment window in
Figure 8-1 is displayed. The date selected in the monthly calendar is already displayed
in the Start time and End time fields.
4. In the Subject field, key Interview Rebecca Laszlo for receptionist.
5. In the Location field, key My office.
6. In the Start time field, key or select a time of 4:30 PM. Key or select an End time of
5:00 PM, if necessary.
7. Click the Private button in the Tags group on the Ribbon.
8. Click the Save & Close button in the Actions group on the Ribbon. The appointment is
displayed on your monthly calendar.
9. Click [the date of the interview (from step 3)] on the calendar and click Day to display
your agenda for the day. Scroll down to see the interview listing. Outlook displays a
lock next to the private appointment, as shown in Figure 8-11.

Indicates
a private
message

Figure 8-11
A private appointment

PAUSE. LEAVE Outlook open to use in the next exercise.

5.1.1
In the previous exercise, you marked an appointment as Private by clicking the Private button
How do you mark an before saving the appointment. You also can open an existing appointment and click the Private
appointment as private? button to turn on or off the Private feature for that appointment. Be sure to save the modified
appointment after changing the Private status.
 Calendar Basics 257

Take Note Although marking appointments and events as private hides the details from the casual viewer,
it does not ensure privacy. Any person who has Read privileges to your calendar could access the
information by a variety of methods.

Forwarding an Appointment
Forwarding an appointment to someone allows you to invite someone to join you or notifies
them of your schedule. You can forward an appointment as an attachment using the iCalendar
file format. The iCalendar (.ics) format is interchangeable between most calendar and e-mail
applications, which makes it a versatile tool. When you click on an iCalendar attachment, Out-
look automatically adds the appointment to your calendar. In this exercise, youll forward an
appointment as an attachment.

STEP BY STEP Forward an Appointment

GET READY. Before you begin these steps, be sure to launch Microsoft Outlook.
1. Click the Calendar button in the Navigation Pane to display your Calendar. Click the
Month button to display the Month view if necessary.
WileyPLUS Extra! features an
2. Select the Lunch with Vice President Duerr appointment and click the Forward down
online tutorial of this task.
arrow. Select Forward as iCalendar. The FW: Lunch with Vice President Duerr message
window is displayed with the appointment attached as an .ics file.
3. In the To field, key [your e-mail address].
4. In the message area, key Come and join us at McCartys.
5. Right-click the .ics file and click Save As from the shortcut menu.
6. Save the file to the location where you store your solution files. Click Save.

Troubleshooting It is important to save the file to a location that both you and the recipient can access.
If you are on the same server, you can save it there. If not, you might try a website.

7. Click in the bottom of the message area. Click the Insert tab and click Picture. Navigate
to the data files for this lesson. Click the iCalendar file and click Open. Outlooks stock
iCalendar image is added to the message, as shown in Figure 8-12.

Figure 8-12
Sending an appointment as an
attachment

The appointment
saved as an .ics file

Turn the image

into a link to the
appointment

8. Right-click the image and select Hyperlink. The Insert Hyperlink dialog box is
displayed, as shown in Figure 8-13.
9. Select Existing File or Web Page, then use the Look In directory to navigate to the
solution folder where you stored the appointment. Select the appointment and
click OK.
258 Lesson 8

Figure 8-13
Insert Hyperlink dialog box

10. Click Send. The recipient can open the appointment from the attachment or the link.

5.1.3 PAUSE. LEAVE Outlook open to use in the next exercise.

How do you send an

appointment as an iCalendar
attachment?
CREATING AN EVENT
An event is an activity that lasts one or more days. In your calendar, an event is displayed as
a banner text prominently displayed at the top of the day window that indicates an activity
The Bottom Line is going to require the entire day. For scheduling purposes, an event is displayed as free time,
meaning that you are still available for appointments. In this exercise, youll create an event in
Outlook 2010.

STEP BY STEP Create an Event

GET READY. Before you begin these steps, be sure to launch Microsoft Outlook.
1. Click the Calendar button in the Navigation Pane to display your Calendar. Click the
Month button to display the Month view, if necessary.
2. On the Home tab, click the New Appointment button. The Appointment window in is
displayed (refer to Figure 8-1).
3. In the Subject field, key Anniversary.
4. In the Start time field, key the date of your anniversary or a family members
anniversary.
5. Click the All day event check box to select the option. The time fields are dimmed.
6. Click the Private button in the Options group on the Ribbon.
7. Click the Recurrence button in the Options group on the Ribbon. The Appointment
Recurrence window is displayed.
8. In the Appointment Recurrence window, click Yearly in the Recurrence pattern area.
Selecting a different frequency changes the patterns available for selection on the
right side in the Recurrence pattern area.
9. On the right side in the Recurrence pattern area, click the radio button to select
On [month] [date].
Another Way 10. Click OK to set the recurrence pattern and return to the Appointment window.
The methods of
The recurrence pattern is displayed in the Appointment window.
creating new appointments
from messages or tasks that 11. Click the Reminder dropdown list arrow. Click the 1 week option, to schedule Outlook
you performed in the earlier to remind you one week in advance of the scheduled event.
exercises in this lesson can also 12. Click the Save & Close button in the Actions group on the Ribbon. The appointment is
be used to create events. added to your calendar.
 Calendar Basics 259

13. Click the Forward button at the top of the monthly calendar to verify that the recurring
event is displayed on the correct date. Click the Back button at the top of the monthly
calendar to return to the current month.
PAUSE. LEAVE Outlook open to use in the next exercise.

PRINTING APPOINTMENT DETAILS

In Outlook 2010 it is easy to print out the details about an appointment or even print out a
The Bottom Line calendar. The Memo Style format allows you to print the selected appointment. You can use set-
tings in the Print Options dialog box to select the print style and the range of dates to include.

Printing Appointment Details

In this section, you will print the details about one of your appointments.

STEP BY STEP Print Appointment Details

GET READY. Before you begin these steps, be sure to launch Microsoft Outlook.
1. Click the Calendar button in the Navigation Pane to display your Calendar. Click the
Month button to display the Month view, if necessary.
2. Click File to open Backstage view and click Print in the navigation pane to open the
print settings page.
3. Click the Print Options button. The Print dialog box is displayed, as shown in Figure 8-14.

Figure 8-14
Print dialog box

Available
Calendar
styles

Select the
date range Click to see a
you want preview of the
to print selected options

4. In the Print Style area, click Calendar Details Style.

5. In the Start box of the Print range area, key [next Fridays date].
6. In the End box, key [next Fridays date]. Click the Preview button. The Print settings
page of Backstage view is displayed showing a preview of the new settings, as shown
in Figure 8-15.
260 Lesson 8

Click to open
the Print options
dialog box

Selected style

Selected date
Figure 8-15
Print preview of next Fridays
schedule

Troubleshooting Notice that all the appointments for the week appear on the preview. Although you
selected a specific date, the default for this style is to print the entire week. You can click
the Define Style button in the Print options dialog box to edit the default style.

7. Click Print if you want to print the contact record using the default printer.

5.1.2 CLOSE Outlook.

How do you print an

appointments details?

Ref You can find more information about using the Calendar folder in Lesson 10.

SKILL SUMMARY
In This Lesson You Objective
Learned How To: Exam Objective Number
Create appointments
Set appointment options Set appointment options. 5.1.1
Forward an appointment. 5.1.3
Manage events
Print appointment details Print appointment details. 5.1.2
 Calendar Basics 261

Knowledge Assessment

Multiple Choice
Select the letter beside the term that best completes each of the following statements.

1. A ________________ appointment is one that occurs at regular intervals.

a. recurring
b. regular
c. routine
d. repeating
2. No activities are scheduled for a(n) ________________ time period.
a. Tentative
b. Open
c. Free
d. Available
3. An activity that lasts one or more days is referred to as a(n) ________________.
a. extended activity
b. session
c. event
d. All of the above
4. In Outlook, an activity that has to be performed is a(n) ________________.
a. duty
b. task
c. event
d. chore
5. A(n) ________________is a scheduled activity that does not require sending invitations
to other people or resources.
a. private meeting
b. solo meeting
c. closed event
d. appointment
6. The ________________ feature protects the details of an activity from a casual observer.
a. private
b. secure
c. encrypted
d. lock
7. The ________________ contains an option to print appointments from selected dates.
a. Appointment Options dialog box
b. Print Options dialog box
c. Edit Settings box
d. Layout dialog box
8. The ________________ setting indicates that an activity is scheduled for this time
period, but the activity might not occur.
a. Show As: Possible
b. Show As: Free
c. Show As: Saved
d. Show As: Tentative
262 Lesson 8

9. A(n) ________________ is text displayed at the top of a day to indicate an event.

a. opener
b. header
c. flag
d. banner
10. The ________________ enables you to create a schedule.
a. calendar
b. appointment book
c. weekly organizer
d. ledger

True/False
Circle T if the statement is true or F if the statement is false.

T F 1. A task cannot be used to create an appointment unless the task is private.

T F 2. Marking an appointment as private ensures that users who can view your
calendar cannot view the details of the private appointment.
T F 3. Appointments require invitations sent through Outlook.
T F 4. By default, each appointment is one hour long.
T F 5. An event is displayed as a banner in your calendar.
T F 6. You are not available for other activities when your time is displayed as Busy.
T F 7. You can key text in the Start time and End time fields rather than a date.
T F 8. Use the Appointment window to print an event.
T F 9. A message is deleted automatically when it is used to create an appointment.
T F 10. Recurrences can be scheduled based on daily, weekly, monthly, and yearly
intervals.

Competency Assessment

Project 8-1: Schedule Vacation

Your boss has finally approved your vacation request for July. Now that its official, its time to add
your vacation to the calendar.

GET READY. LAUNCH Outlook if it is not already running.

1. Click the Calendar button in the Navigation Pane to display the Calendar folder.
2. On the Home tab, click the New Appointment button. The Appointment window is
displayed.
3. In the Subject field, key Vacation.
4. In the Start time field, key the [date of the first day] of your vacation.
5. In the End time field, key the [date of the last day] of your vacation.
6. Click the All day event check box to select the option. The time fields are dimmed.
7. Click the Save & Close button in the Actions group on the Ribbon. The appointment is
added to your calendar.
LEAVE Outlook open for the next project.

Project 8-2: Create a One-Time Appointment

You have been selected to create a presentation about a new product your company will sell in the
coming year. You will deliver the presentation at a company dinner on Wednesday. Schedule the time
to prepare the presentation.

1. Click the Calendar button in the Navigation Pane to display the Calendar folder.
2. Click [next Mondays date] on the monthly calendar.
 Calendar Basics 263

3. On the Home tab, click the New Appointment button. The Appointment window is
displayed.
4. In the Subject field, key Prepare new product presentation.
5. In the Start time fields, key or select the time of 9:30 AM. Key or select the End time of
2:00 PM.
6. Click the Save & Close button in the Actions group on the Ribbon. The appointment is
added to the calendar.
LEAVE Outlook open for the next project.

Proficiency Assessment

Project 8-3: Schedule a Recurring Appointment

Every week, you collect sales information to track the difference between sales goals and actual sales.
Create a recurring appointment every Monday to gather the information and post the sales informa-
tion for the managers to review.

GET READY. LAUNCH Outlook if it is not already running.

1. Click the Calendar button in the Navigation Pane to display the Calendar folder.
2. Click [next Tuesdays date] on the monthly calendar.
3. On the Home tab, click the New Appointment button. The Appointment window is
displayed.
4. In the Subject field, key Prepare Sales Report.
5. In the Start time field, key or select 8:30 AM. Key or select an End time of 9:30 AM.
6. Click the Recurrence button in the Options group on the Ribbon. The Appointment
Recurrence dialog box is displayed.
7. Click OK to accept the recurrence pattern and return to the Appointment window.
8. Click the Save & Close button in the Actions group on the Ribbon. The appointment is
added to the calendar.
LEAVE Outlook open for the next project.

Project 8-4: Create an Appointment from a Message

A friend sent you a message about a concert in August. Create an appointment from the message.

GET READY. LAUNCH Outlook if it is not already running.

1. If necessary, click the Mail button in the Navigation Pane to display the Mail folder.
2. Click the New E-mail button on the Home tab to display the Message window.
3. In the To field, key [your e-mail address]. In the Subject field, key Concert! In the
message area, key [the name of your favorite musical performer] is coming to [the
name of the local concert hall]! Mark August 10 on your calendar! Ive already bought
our tickets! Click the Send button.
4. Return to your Inbox, if necessary. Click the Send/Receive button if the message has
not arrived yet.
5. Double-click the Concert message to open it.
6. Click the Move to Folder button in the Actions group. In the dropdown list, click Other
Folder. The Move Items dialog box is displayed.
7. In the Move Items dialog box, click Calendar, and then click OK. An Appointment
window is opened.
8. Key August 10 in the Start time field. Key or select 7:00 PM.
9. Key or select an End time of 11:00 PM.
10. Click the Save & Close button in the Actions group on the Ribbon.
LEAVE Outlook open for the next project.
264 Lesson 8

Mastery Assessment

Project 8-5: Create and Print an Appointment from a Task

Last week, a coworker asked you to review a new marketing presentation. He finished the presenta-
tion yesterday. Turn the task into an appointment to review the presentation tomorrow after lunch.

GET READY. LAUNCH Outlook if it is not already running.

1. Display the To-Do Bar, if necessary.
2. Click the Type a new task field, and key Review presentation for Gary Schare. Press
Enter. The task is created.
3. Click the Review presentation for Gary Schare task. Drag it to [tomorrows date] on the
calendar.
4. Double-click the Review presentation for Gary Schare item in the calendar.
An Appointment window is displayed.
5. Click the All day event check box to clear the check box. The time fields become available.
6. Key or select a Start time of 3:30 PM and an End time of 5:00 PM.
7. Click the Save & Close button in the Actions group on the Ribbon. The appointment is
added to the calendar.
8. Click the File tab and select Print in the Navigation Pane.
9. Click Memo Style in the Settings area and click Print.
LEAVE Outlook open for the next project.

Project 8-6: Mark an Appointment as Private

In Project 8-4, you created an appointment for the concert. Your taste in music might not be appreci-
ated by everyone who views your calendar. Make the appointment private.

GET READY. LAUNCH Outlook if it is not already running.

1. Click the Calendar button in the Navigation Pane to display the Calendar folder.
2. Display August in the calendar.
3. Double-click the Concert appointment to open it.
4. Click the Private button in the Options group.
5. Click the Save & Close button in the Actions group. The private appointment is added
to the calendar.
CLOSE Outlook.

INTERNET READY performed by your favorite artist could be fun. Schedule the
activities in your calendar.
Use the Internet to find some local events that
you would like to attend. A local sports game or a concert
 Managing Meetings 9
LESSON SKILL MATRIX
Skills Exam Objective Objective Number

Creating a Meeting Request Send a meeting to a contact group. 4.2.6

Schedule a meeting with a message sender. 5.1.4
Set response options. 5.2.1
Responding to a Meeting Request Propose a new time for a meeting. 5.2.4
Managing a Meeting
Updating a Meeting Request Update a meeting request. 5.2.2
Cancel a meeting or invitation. 5.2.3
Managing a Recurring Meeting

KEY TERMS
cancel
mandatory attendee
meeting
meeting organizer
meeting request
occurrence
optional attendee
recurring meeting
resource

265
266 Lesson 9

Tailspin Toys has been working with Resort Adventures on a new

adventure sports game. The project is scheduled to move into
its final phase next month. Gabe Mares, Software Development
Manager for Tailspin Toys, just finished reviewing the latest bug
reports for Project Snow. Unfortunately, the list is much longer
than it should be at this stage in the software development cy-
cle. If the problems dont get resolved quickly, they wont be able
to meet their deadline. It is obviously time to call a meeting to
identify the reason for the long list of problems and determine
how the problems could be resolved to meet the project dead-
lines. Outlooks Calendar feature is a great tool for managing your
meetings because of the flexibility and control it gives you. You
can use Outlook to invite guest to a meeting, schedule your resources, and check
the availability of attendees. In this lesson, youll work on all the different aspects
of using meetings in the Outlook calendar. Youll create, modify, and cancel meet-
ings. Youll also respond to meetings set by others.

SOFTWARE ORIENTATION

Microsoft Outlooks Meeting Window

The Meeting window displayed in Figure 9-1 enables you to create a meeting involving other people
or resources. Scheduled meetings are displayed on your calendar.

Figure 9-1 InfoBar View schedules Cancel a meeting Recurring meeting

Outlooks Meeting window

Attendees

Topic

Send invitations

Where the
meeting will
be held

Meeting date
and time

Schedule the meeting to last for the entire day Memo area

Use the Meeting window to create a meeting. Refer to Figure 9-1 as you complete the following
exercises.
c09ManagingMeetings.indd Page 267 8/10/11 4:55 PM user-F393 /Users/user-F393/Desktop

Managing Meetings 267

CREATING A MEETING REQUEST

In Outlook, a meeting is a scheduled appointment that requires sending invitations to other
people or resources. A resource is an item or a location that can be invited to a meeting. There-
The Bottom Line fore, Outlooks Meeting window, shown in Figure 9-1, is very similar to the Appointment win-
dow. However, the Meeting window also includes the To field to invite attendees and the Send
button to send the invitations. A meeting can occur once or at regular intervals.

Ref For more information about appointments, refer to Lesson 8.

Creating a One-Time Meeting

Meeting a goal often requires more than one person. Working with others to accomplish a goal
usually requires meetings. Use Outlook to start planning a good meeting by selecting the right
time, the right place, and the right people to accomplish the goal. A meeting request is an
Outlook item that creates a meeting and invites attendees. In this exercise, you will start the
process of creating a one-time meeting. In this exercise, youll create a single meeting.

STEP BY STEP Create a One-Time Meeting

GET READY. LAUNCH Outlook if it is not already running.

1. Click the Calendar button in the Navigation Pane to display the Calendar window.
2. Use the Date Navigator in the Navigation Pane to select [the third Monday of April].
WileyPLUS Extra! features an
online tutorial of this task.

Ref You can find more information on the Calendar folder in Lesson 10.

Troubleshooting If you completed Lesson 8, a recurring appointment for the Engineering Lunch is scheduled
for 12:15 PM to 1:15 PM on the third Monday of every month. If you did not complete
Lesson 8, the busy times shown on your schedule will differ.

Another Way 3. On the Home tab, click New Meeting in the New group. The Meeting window shown in
You can schedule a Figure 9-1 is displayed. Outlook selects a default time for the meeting.
meeting from within the Mail
4. Click the Subject field and key Discuss Annual Convention. In the Location field, key
and Contact features as well.
Conference Room A.
Hover over a contacts name
and click View More Options
from the Contact Card. Select
Schedule a Meeting from the
options dropdown menu.

Ref You can find more information on scheduling meeting locations later in this lesson.

PAUSE. LEAVE the Meeting window open to use in the next exercise.

Inviting Mandatory and Optional Attendees

A mandatory attendee is a person who must attend the meeting. An optional attendee
is a person who should attend the meeting, but whose presence is not required. When planning
a meeting, you should always invite at least one mandatory attendee. If a mandatory attendee is
268 Lesson 9

not needed to accomplish a goal at the meeting, you might not need a meeting at all. When you
select a meeting time, choose a time slot when all mandatory attendees are available. It is help-
ful to use the message area to provide information about the meeting, including an agenda. In
this exercise, you will select the right people to make this meeting a success. You will add both a
mandatory attendee and an optional attendee and write a brief note to the attendees.

STEP BY STEP Invite Mandatory and Optional Attendees

Troubleshooting When creating messages you must send and receive the requests and responses from two
different e-mail accounts. So, for the exercises in this lesson, you will need to either work
with a friend or coworker or have access to a separate e-mail account.

GET READY. USE the meeting request you began in the preceding exercise. The mandatory
attendee used in this exercise must have a different active e-mail account from you and be
able to respond to your meeting invitation.
1. Click the Scheduling Assistant (or Scheduling) ibutton in the Show group on the
Ribbon. Scheduling information is displayed, as shown in Figure 9-2.

Figure 9-2 Icon identifies Summary of all Proposed

meeting schedules shown meeting
Scheduling information
organizer in the top row block

Your name and

schedule shown
in this row

Additional names
and schedules shown
in remaining rows

Add attendees

Default start time Default end time

Troubleshooting If you are using Microsoft Exchange, the Scheduling button is called Scheduling Assistant
and should include free/busy information for your contacts.

2. Click Add Others and then click Add from Address Book from the dropdown list that
appears. The Select Attendees and Resources window appears, as shown in Figure 9-3.
 Managing Meetings 269

Figure 9-3 Change address if

Select Attendees and desired attendees
Resources: Contacts window are in a different
Contacts folder

Another Way
If the person who Click the attendee
will respond to your invitation
is not in the address book, click
the Click here to add a name Click required or
text in the Meeting window. Optional to add the
Key the desired e-mail address. selected attendee
Verify that the icon next to
the keyed name is Required
Attendee.
3. In the Search box, key [the name of the person or account that is acting as your
mandatory attendee] for this lesson.

Troubleshooting If you have not sent messages to your mandatory attendee before now, create a contact
record for the new user before completing this exercise, or key the new users e-mail address
directly into the To field.

4. Click [the name of your attendee] from the results list, then click Required to indicate
that their attendance is mandatory. In this example, Mindys mandatory attendee is
Sara James.
5. Click Gabe Mares contact information. Click the Optional button to indicate that his
attendance is optional. Click OK to return to the Meeting windows Scheduling page.
Your mandatory attendee and Gabe have been added to the list of attendees, as
shown in Figure 9-4.

Figure 9-4 Summary row Attendees schedules

Attendees displayed

Your schedule

Icons identify
attendees as
mandatory or
optional

Another Way
You can also attach
documents to the invitation
before sending it. To attach
documents, click the Insert
tab and click the Attach File
button in the Include group on
the Ribbon.
6. Click the Appointment button in the Show group. In the message body, key: Its time
to start planning for our annual convention. Bring the comments from last years
convention and well create our project plan during the meeting. Gabe, I hope you can
join us. Press Enter twice and sign with your name.
PAUSE. Leave the meeting window open to use in the next exercise.
270 Lesson 9

Determining When Attendees Can Meet

The scheduling page of a meeting shows your schedule for the selected day. If you are work-
ing on a Microsoft Exchange network, you can see when your attendees are free to attend your
meeting and when they are busy. Ideally, you will be able to view this information for all of the
attendees, but if you are inviting people outside of your Microsoft Exchange network, you will
not have this information. In this exercise, you will examine the available scheduling informa-
tion for the people you want to invite to the meeting, manually select a meeting time, and then
let Outlook select a time for the meeting.

STEP BY STEP Determine When Attendees Can Meet

GET READY. USE the meeting request you began in a previous exercise. The mandatory
attendee used in this exercise must have an active e-mail account and be able to respond
to your meeting invitation.

Take Note The directions below require that you are operating on a Microsoft Exchange network. If you are
not using Microsoft Exchange, take note of the Troubleshooting alerts throughout this exercise.
1. In the Start time field, key or select 9:00 AM. Notice that the green and red vertical
bars indicating the start and end time for the meeting moved to enclose the 9:00 AM
to 9:30 AM time slot.

Ref You can find more information on sharing calendars in Lesson 10.

2. Click the red vertical line and drag it to the right so that the bars enclose the 9:00 AM
to 10:00 AM time slot. Notice that the End time field changed to 10:00 AM.
3. Change the Start time field to 1:00 PM and change the End time field to 2:00 PM, if
necessary. The green and red vertical lines move. The meeting time overlaps your
scheduled appointment.
4. The Scheduling Assistant populates Meeting Suggestions pane with the best times
available for all attendees to meet on your preferred date.

Troubleshooting If you invite someone not on your Microsoft Exchange network, you will see the name on
the Scheduling Assistant, but you will not see their schedule.

5. Click on 11:00 AM12:00 AM in the Meeting Suggestions pane and the schedule grid
updates to display the attendees availability at that time, as shown in Figure 9-5.

Figure 9-5
Updated schedule grid

Previously
scheduled
appointments

Automatically
select the next
time when
attendees are
free

Selected start time Selected end time

 Managing Meetings 271

Troubleshooting If you are not using Microsoft Exchange, you will see an AutoPick Next button on the
bottom left of the schedule grid. As with the Meeting Suggestions pane, the AutoPick
Next button adjusts the schedule grid to show attendees availability. Press the back arrow
button (to the left of the AutoPick Next button) twice to jump back to 11:00 AM.

6. Click Appointments from the Show group on the Meeting tab to return to the Meeting
window. The To field is automatically filled with the attendees e-mail addresses, and
the Start time and End time fields have been updated. Your Meeting window should
resemble Figure 9-6.

Figure 9-6
Updated Meeting window

7. Click the Send button.

PAUSE. LEAVE Outlook open to use in the next exercise.

Sending a Meeting to a Contact Group

In Lesson 6, you discovered that creating a contact group is an efficient way to send frequent
e-mails to a group of people. You also can use your contact groups to invite several people to
your meeting at one time. In this exercise, you will send a meeting request to the contact group
you created in Lesson 6.

STEP BY STEP Send a Meeting to a Contact Group

GET READY. USE the Tailspin Team Leaders Contact Group you created in Lesson 6.
1. Click the Calendar button in the Navigation Pane to display the Calendar window.
2. Use the Date Navigator in the Navigation Pane to select [the third Monday of April].
3. On the Home tab, click New Meeting in the New group. The Meeting window shown in
Figure 9-1 is displayed.
4. Click the Subject field and key First Weekly Meeting. In the Location field, key
Conference Room A.
5. In the Meeting window, click the To button to open the Address Book. Select the
Tailspin Team Leaders Contact Group you created in Lesson 6 and click the Required
button to indicate that their attendance is mandatory.
6. Click OK to return to the Meeting windows Scheduling page. Click the plus sign in
front of the contact group name. The Expand List dialog box is displayed asking if you
want to replace the Contact Group name with the names of the individual members,
as shown in Figure 9-7.
272 Lesson 9

Figure 9-7 Contact Group

Expand List dialog box

7. Click OK to close the dialog box and return to the Meeting window. The To field now
shows the name of each of the Contact Groups members, as shown in Figure 9-8.

Figure 9-8 Expanded Contact Group attendees

Meeting invitation to Contact
Group

8. Change the Start time field to 2:00 PM and change the End time field to 3:00 PM,
if necessary.
9. In the message body, key Agenda: Create project plan. Press Enter. Assign project
4.2.6 roles. Press Enter twice and sign with [your name].

How do you send a meeting 10. Click Send.

request to a contact group? PAUSE. LEAVE Outlook open to use in the next exercise.

Creating a Meeting from a Message

Sometimes, a message can lead to a meeting. For example, when Gabe received the bug report
in the weekly status update memo about Project Snow, he realized that there was a problem that
needed to be addressed face-to-face in order to get to the bottom of it. When you create a meet-
ing from a message you received, the message text is saved automatically in the Meeting Request
windows message area. In this exercise, youll reply to a message with a meeting request.
 Managing Meetings 273

STEP BY STEP Create a Meeting from a Message

GET READY. USE the Diane Tibbott contact record you created in Lesson 6.
1. From the Calendar folder, click the New Items button in the Home tab. A list of
available items is displayed
2. Click E-mail Message in the list to display a new Message window.
3. In the To field, key [the e-mail address of the person or account that is acting as your
mandatory attendee] for this lesson.
4. In the Subject field, key Latest bug report issues. In the message area, key
Unfortunately, this weeks bug report doesnt show much progress. We are still
experiencing 20 glitches per unit. The cause is still unknown. Will send you the
particulars later today. Click the Send button.
5. Return to your Inbox, if necessary. Click the Send/Receive All Folders button if the
message has not arrived yet.

Troubleshooting If you are not working with a friend or coworker on this lesson, switch to the mandatory
attendee account that you are using.

6. In the mandatory attendee account, click the Latest bug report issues message. Click
the Reply with Meeting button in the Respond group on the Home tab. The Latest bug
report issuesMeeting request window is displayed with the contents of the original
message, as shown in Figure 9-9.

Reply with a Address

Meeting button Book

Text of the original message

Figure 9-9
Replying to a message with a 7. In the Meeting window, key Design Center 2 into the Location field.
meeting request 8. Key Wednesday into the Start time field instead of a date. Key or select a start time of
9:00 AM.
9. In the End time field, key 11:00 AM.
274 Lesson 9

10. Click High Importance in the Tags group.

5.1.4 11. Click the Address Book button in the Attendees group. Select Diane Tibbott, Jamie
Reding, and Mandar Samant from the address book. Click Required and click OK.
How do you schedule a PAUSE. LEAVE Outlook open to use in the next exercise.
meeting with a message
sender?
Setting Response Options for a Meeting Request
By default, when you create a meeting in Outlook, there are two response options selected: Re-
quest Responses and Allow New Time Proposals. The Request Responses option adds response
buttons to the meeting request. These buttons allow attendees to respond to the request letting
you know whether they will attend. The Allow New Time Proposals option allows recipients to
propose a different time to hold the meeting. As the meeting organizer, you still have final say
about the meeting time; you also can choose to turn off one or both options. In this exercise,
youll reply to a message with a meeting request, but will not give anyone the option of changing
the meeting time.

STEP BY STEP Set Response Options for a Meeting Request

GET READY. USE the meeting request you starting in the preceding exercise.
1. In the Latest bug report issuesMeeting window, click the message area. Key This
continuing problem is unacceptable. Bring all your data to this meeting. No one
leaves until we have some answers.
2. In the Attendees group, click the Response Options button. A dropdown list is displayed,
as shown in Figure 9-10.

Figure 9-10 Response Options

Setting Response options

Click to
deselect

5.2.1 3. Click the Allow New Time Proposals option to deselect it.
4. Click Send. The meeting request is sent to your attendees and the meeting is added to
How do you set response
your calendar.
options when creating a
message? PAUSE. LEAVE Outlook open to use in the next exercise.
 Managing Meetings 275

RESPONDING TO A MEETING REQUEST

When you are invited to a meeting, you receive a meeting request in your Inbox. The meeting
request can contain up to five options at the top of the message depending on the response op-
The Bottom Line
tions set by the meeting organizer. These meeting response options are used to let the meeting
organizer know whether to expect you at the meeting, as shown in Table 9-1.

Table 9-1
Detail Level Description
Meeting Response Options
Accept Indicates that you have accepted the invitation and marks your calendar as
busy.

Decline Indicates that you will not attend the meeting and leaves your calendar free
at the requested time.

Tentative Indicates that you might attend the meeting, but does not commit you. Your
calendar is marked as tentative with diagonal stripes.

Propose New Time Indicates that you might be able to attend the meeting if the organizer
were to change the time of the meeting to something that better fits your
schedule.

Please Respond Allows you to ask a question of the meeting organizer, perhaps asking for
clarification, without accepting or declining the actual invitation. This link
appears in the InfoBar, not at the top of the message.

Responding to a Meeting Request

Response options are set by the meeting organizer. The invitee must choose one of these options
to let the meeting organizer know that invitees intentions. In this exercise, you will tentatively
accept a meeting invitation.

STEP BY STEP Respond to a Meeting Request

GET READY. LAUNCH Outlook if it is not already running and complete the previous
exercises. The mandatory attendee used in this exercise must have a different active
e-mail account from yours and be able to respond to your meeting invitation.
1. In the mandatory attendees account, click the Mail button in the Navigation Pane to
display the Mail folder, if necessary.
2. Locate the Discuss Annual Convention message in the message list. If it has not
arrived, click the Send/Receive All Folders button on the Home tab. The Discuss
Annual Convention message is identified in the message list by the Meeting icon,
shown in Figure 9-9, which resembles the New Meeting button on the Calendars
Home tab.
3. Click the Discuss Annual Convention message in the message list. The message is
displayed in the Preview pane, as shown in Figure 9-11.
276 Lesson 9

Message is sent with a reminder Response

to encourage a prompt response Options

Meeting icon
Once viewed, a pale
copy of the meeting
requests appears in
the To-Do Bar
Requested meeting

Preview of your schedule for the requested time

Figure 9-11
Previewing a meeting request
in the Reading Pane
4. Click the Tentative button. A dropdown list of options is displayed offering you the
options to send your response now, add a comment before sending the response, or
choose to not send a response, as shown in Figure 9-12.

Figure 9-12 Tentative response options

Sending a Tentative response to Click to
a meeting request send the
default
tentative
response

Another Way
You can also right-
click on a meeting request in
the message list to access the
different response options.
5. Click the Send the Response Now option. Click OK. The meeting request is removed
from your Inbox, and the meeting is added to your calendar.
LEAVE Outlook open to use in the next exercise.

Proposing a New Time for a Meeting

Meeting times are set by the meeting organizer, the person who creates the meeting and
sends meeting invitations. In most cases, when a meeting invitation is received, an attendee can
suggest a different time for the meeting that better fits the attendees schedule as long as the
organizer has enabled the setting on the meeting invitation. In this exercise, you will propose a
new meeting time for a meeting invitation.
 Managing Meetings 277

STEP BY STEP Propose a New Time for a Meeting

GET READY. Before you begin these steps, complete the previous exercises. The mandatory
attendee used in this exercise must have a different active e-mail account from yours and be
able to respond to your meeting invitation.
1. In the mandatory attendees account, click the Mail button in the Navigation Pane to
display the Mail feature, if necessary.
2. Click the Deleted Items folder and locate the Discuss Annual Convention message.
Because you already responded Tentatively to the meeting request, the message has
been moved to the Deleted Items folder.
3. Double-click the Discuss Annual Convention deleted meeting request. The Discuss
Annual ConventionMeeting window is displayed. Notice that the InfoBar reminds
you that you have already responded to this request using the Tentatively option, as
shown in Figure 9-13.

Figure 9-13 Response Options

Discuss Annual Convention
Message window

InfoBar

Striped bar
indicates that
the time on the
calendar has
been marked
as tentative

4. Click the Propose New Time button at the top of the message. The Propose New Time
window is displayed, as shown in Figure 9-14. The meeting time is indicated with as a
yellow bar.

Figure 9-14 Move message to the specified folder

Propose New Time: Discuss
Annual Convention window

List of
attendees Highlighted
bar indicates
meeting time

Current
meeting
time
278 Lesson 9

5. Verify that 11:00 is in the Start time field. Click the End time field. Key 12:30 PM. The red
line indicating the meetings end time has moved to 12:30, as shown in Figure 9-15.

Figure 9-15
Proposing a new meeting time

Drag the vertical

bars, let Outlook
suggest a new time,
or key a new time

Reset the displayed time to Send a new suggested time

the originally scheduled time to the meeting organizer

6. Click the Propose Time button. A Message window is displayed. Both the current and
proposed meeting times are listed above the message area.
7. In the message area, key the following message. Lets add 30 minutes and conclude
the meeting by offering a sampling of foods available for the convention luncheon.
Press Enter and sign [your name], as shown in Figure 9-16.

Figure 9-16
Updated meeting request

Send the message

Time sent by the

meeting organizer

Time attendee
is suggesting

Key a message explaining

the need for a time change

5.2.4
8. Click the Send button.
How do you propose a new PAUSE. Switch to your e-mail account, if necessary. If someone else is responding to the
meeting time? invitation, LEAVE Outlook open to use in the next exercise.

If you share your calendar, you can prevent some message exchanges regarding meeting times
Ref by keeping your free and busy times up to date in your calendar. For more information about
sharing calendars, see Lesson 10.

MANAGING A MEETING
Your job as a meeting organizer is not done once youve sent your meeting invitation. As you
learned earlier in this lesson, contacts you invited can respond to that invitation in one of five ways.
The Bottom Line
Youd look pretty silly attending a meeting all by yourself because you neglected to notice that ev-
eryone else declined your meeting request. Outlook tracks meeting responses for every meeting.
 Managing Meetings 279

Tracking Responses to a Meeting Request

When an attendee responds to your meeting invitation, you receive a message. If the attendee
included comments in the response, the comments are contained in the message. The responses
are stored in the meeting information in your calendar. So, you can just open the Meeting win-
dow to view a summary of the responses. In this exercise, you will learn how to track responses.

STEP BY STEP Track Responses to a Meeting Request

GET READY. Before you begin these steps, complete the previous exercises. The mandatory
attendee used in this exercise must have a different active e-mail account from yours and
be able to respond to your meeting invitation.
1. In your account, click the Mail button in the Navigation Pane to display the mailbox, if
necessary. If the Tentative: Discuss Annual Convention message has not arrived, click
the Send/Receive button.
2. Click the Tentative: Discuss Annual Convention message in the message list to preview
it in the Reading Pane, as shown in Figure 9-17.

Figure 9-17 Response to meeting invitation

Message tentatively accepting
the meeting invitation

3. Click the Calendar button in the Navigation Pane to display the Calendar folder. Click
the Month button to display the Month view, if necessary.
4. Double-click the Discuss Annual Convention meeting item on the calendar. The Discuss
Annual ConferenceMeeting window is displayed, as shown in Figure 9-18. The
InfoBar contains a summary of the responses received.

Figure 9-18 Tracking button

Summary of responses received

Summary of
responses received

5. Click the Tracking button on the Meeting tab. Detailed tracking information is
displayed, as shown in Figure 9-19. You can see at a glance which attendees have
responded.
280 Lesson 9

Figure 9-19 Mandatory or optional Responses received

Detailed tracking information

Attendees

6. Close the Meeting window without saving changes.

PAUSE. LEAVE Outlook open for the next exercise.

Accepting a Proposed New Meeting Time

By default, anyone invited to the meeting can suggest a new date and time for the meeting.
However, the meeting organizer has the final word on setting the meeting time. When an at-
tendee proposes a new meeting time, the meeting organizer must evaluate the proposed time
and accept or decline the proposal.
When the meeting time is changed, you need to click the Send Update or Send button to send
an update message to your attendees notifying them of the new time. They must accept or de-
cline the meeting again, as they did for the initial invitation. In this exercise, you accept a new
meeting time proposed by an attendee.

STEP BY STEP Accept a Proposed New Meeting Time

GET READY. Before you begin these steps, complete the previous exercises. The mandatory
attendee used in this exercise must have a different active e-mail account from yours and
be able to respond to your meeting invitation.

Troubleshooting More than one of your invitees could propose a new time for the meeting. You may choose
any of the New Time Proposed e-mails to complete this exercise.

1. In your account, click the Calendar button in the Navigation Pane to display the
Calendar window, if necessary.
2. Click April 16 on the Date Navigator and double-click the Discuss Annual Convention
meeting item on the calendar. The Discuss Annual ConferenceMeeting window is
displayed
3. Click the Scheduling Assistant (or Scheduling) button in the Show group on the
Ribbon. All proposed times appear in the scheduling grid so that you can see how
each time affects the mandatory attendees, as shown in Figure 9-20.

Troubleshooting If you are using Microsoft Exchange, the Scheduling button is called Scheduling Assistant.
 Managing Meetings 281

4. Click [the extended time that you proposed]. The schedule changes to show how the
Another Way new time will affect the attendees; it looks as if youll have a conflict, as shown in
You can also view Figure 9-20. Youll need to modify the times for one of the meetings.
the various proposed time
changes by clicking View All
Proposals in one of the indi-
vidual meeting responses.

Figure 9-20
Proposed time shown in
Scheduling view

Select
the rule
Click to send
an update Scheduling
conflict
detected

5. On the Meeting tab, click Contact Attendees in the Attendees group and select Reply
to All with E-mail from the dropdown menu.
6. A message window opens. In the message body, key: Jon had a great suggestion
Another Way that we take advantage of the scheduled meeting to sample some of the food we will
You can accept provide at the luncheon. Im adding time at the end of this meeting for that purpose.
or reject proposals in the Press Enter twice and sign your name.
individual meeting responses
7. On the Meeting tab, click the Scheduling Assistant (or Scheduling) button in the Show
by selecting each one from the
group and press the Send button above the scheduling grid.
Inbox.
PAUSE. LEAVE Outlook open to use in the next exercise.

UPDATING A MEETING REQUEST

Whenever you are trying to get a group of people to sit at the same table at the same time,
problems can emerge. One person will go out of town on an emergency business trip. Another
The Bottom Line person has to attend a meeting with a higher priority. Necessary audio-visual equipment has
been shipped to a trade show. The list of potential problems is endless. Modifying a meeting and
updating the attendees is a simple task in Outlook.

Changing a Meeting Time

The most common modifications to a meeting are changing the time and the location of a
meeting. In the previous exercise, you modified the meeting time because of a proposed change
by one of the attendees. In this exercise, you will make the change yourself and send an update
to the attendees. Because this is a change to the meeting time, attendees will need to respond to
the meeting invitation again.

STEP BY STEP Change a Meeting Time

GET READY. Before you begin these steps, complete the previous exercises. The mandatory
attendee used in this exercise must have a different active e-mail account from yours and
be able to respond to your meeting invitation.
282 Lesson 9

1. In your account, click the Calendar button in the Navigation Pane to display the
Calendar folder. Click the Month button to display the Month view, if necessary.
2. Use the Date Navigator to select the month of April.
3. Double-click the Discuss Annual Convention meeting item on the calendar. The Discuss
Annual ConferenceMeeting window is displayed, as shown in Figure 9-9.
4. Click the Start time field. Key Tuesday. Press Enter. The End time field automatically
changes to match.
5. In the message area, key Sorry guys, weve been bumped out of Conference Room A.
The next availability isnt until Tuesday. Press Enter and key [your name]. Compare
your Meeting window to Figure 9-21.

Figure 9-21
Updated Meeting window

Send update
to attendees

6. Click the Send Update button below the InfoBar to send the modified time information
to the attendees.
PAUSE. Switch to the mandatory attendees account, if necessary. If someone else is
responding to the invitation, LEAVE Outlook open to use in the next exercise.

Scheduling a Meeting Resource

Scheduling meeting resources is a great way to keep track of who needs to use each piece of equip-
ment. Resources can include cars, presentation equipment, and conference rooms. You can invite
a resource to a meeting just as you invite attendees. A resource has its own mailbox and maintains
its own schedule. It accepts invitations for free times and updates its calendar. It declines invita-
tions if the requested time is already scheduled.
Scheduling resources ensures that meetings arent scheduled at the same time in different locations
that both require the same equipment. For example, lets say the human resources department is
planning to show a DVD during a new-hire meeting in Conference Room A at 2:00 PM. Mean-
while, the Sales Department has a training DVD that they are planning to use in the Sales Pit dur-
ing their meeting at 1:30 PM. At first glance they looked at room availability and the schedule of
the attendees and saw no conflicts. If they schedule the DVD equipment as a resource, they would
realize that the DVD equipment will be in the Sales training meeting from 1:30 to 3:00 PM. It
wont be available for the new-hire meeting. In this exercise, you will create a new meeting and add
a slide projector resource that is essential to the meeting.
 Managing Meetings 283

STEP BY STEP Schedule a Meeting Resource

GET READY. LAUNCH Outlook if it is not already running.

Troubleshooting Scheduling a resource requires Microsoft Exchange and a resource with a separate mailbox.

1. In the mandatory attendees account, click the Calendar button in the Navigation Pane
to display the Calendar folder.
2. On the Home tab, click New Meeting in the New group. The Meeting window shown in
Figure 9-1 is displayed.
3. Click the Subject field and key Project Presentation Review. In the Location field, key
Dept Room 62.
4. Click the Scheduling Assistant (or Scheduling) button in the Show group on the
Ribbon. Scheduling information is displayed.
5. Change the Start time field to 9:00 AM and change the End time field to 10:00 AM.
The green and red vertical lines move.
Another Way 6. Click Add Others, and then click Add from Address Book. The Select Attendees and
You can also add a Resources window is displayed, as shown in Figure 9-3.
resource e-mail address to the 7. Click Diane Tibbott and click Required. Click OK to return to the Meeting window.
Resources box on the Select
Attendees and Resources 8. In the scheduling grid, click the Click here to add a name text in the Meeting window.
window. Key AV01@tailspintoys.com and the box just to the left of the e-mail address.
A dropdown list of attendee types appears, as shown in Figure 9-22.

Click
to open
attendee
options

Select the
Resource
option

Figure 9-22
Scheduling a resource
284 Lesson 9

9. Although there is a Resource (Room or Equipment) option, the projector is essential

Another Way for the success of the meeting. Click Required Attendee to invite a slide projector to
Even without Mi- your meeting with Diane.
crosoft Exchange, you can create
10. Click the icon next to the keyed address and select Resource (Room or Equipment.)
your own contact records for the
A dialog box will be displayed asking if you want to change the location to AV01.
resources you use. This enables
Click No.
you to select the resource from a
secondary address book instead
of keying the name each time
you create a meeting.

Troubleshooting If the location of a meeting is scheduled as a resource and the room is not available for any
of the recurring meetings, you will not be able to schedule the recurrent meeting. You will
learn more about scheduling resources later in this lesson.

11. Click the Appointment button in the Show group on the Ribbon.
12. Compare your Meeting window to Figure 9-23.

Resource invited
Figure 9-23
Meeting window with
resource added

13. Click the Send button. Your calendar is updated to display the meeting.
PAUSE. LEAVE Outlook open to use in the next exercise.

Adding and Updating a New Attendee

When you create a meeting, you select the attendees needed to meet the meetings objective.
When the selected attendees learn about the meeting, they can suggest other individuals who
should be invited to the meeting. For example, say that you created a meeting about the con-
tinuing problems with the Project Snow software bugs. You invited the project manager, the
lead software developer on the team, and the service representative working with the client. The
project manager suggests that you invite the concept artist who has been working on the project
as well. In this exercise, you will add an attendee to a scheduled meeting and send an updated
meeting request only to the new attendee.

STEP BY STEP Add and Update a New Attendee

GET READY. USE the meeting request you sent in the preceding exercise.
1. In your account, click the Calendar button in the Navigation Pane to display the Calendar
folder. Click the Month button to display the Month view, if necessary.
2. Use the Date Navigator to select the month of April.
 Managing Meetings 285

3. Double-click the Project Presentation Review meeting item on the calendar. The
Project Presentation ReviewMeeting window is displayed, as shown in Figure 9-23.
4. Click the Scheduling Assistant (or Scheduling) button in the Show group on the Ribbon.
Click the Add Attendees button below the scheduling grid. The Select Attendees and
Resources: Contacts window is displayed. The mandatory attendee and the projector
are already displayed in the fields.
5. Click the Jamie Reding contact record to add that person as an attendee and click the
Optional button. Click OK to return to the Meeting window.
6. Click the Send button. Outlook recognizes that the list of attendees has changed and
displays the Send Update to Attendees dialog box shown in Figure 9-24.

Figure 9-24
Send Updates to Attendees
dialog box

5.2.2 7. Click OK to only send the message to the added attendee. The updated meeting
information is sent to Jamie Reding.
How do you update a meeting PAUSE. LEAVE Outlook open to use in the next exercise.
request?

Cancelling a Meeting or Invitation

Regardless of how much planning went into creating a meeting, some meetings are cancelled.
Reasons for cancelling a meeting are varied. For example, mandatory attendees could become un-
available or issues are resolved before the scheduled meeting occurs. When you cancel a meeting, it is
deleted from your calendar and the attendees are notified. Cancellation notices are saved in your Sent
Items folder in case you need to track cancelled meetings or keep a record of the reason a meeting was
cancelled. In this exercise, you will cancel a meeting and send a cancellation notice to the attendees.

STEP BY STEP Cancel a Meeting or Invitation

GET READY. LAUNCH Outlook if it is not already running.

Before you begin these steps, complete the previous exercises.
1. Click the Calendar button in the Navigation Pane to display the Calendar folder. Click
the Month button to display the Month view, if necessary. Use the Date Navigator to
select the month of April.
2. Double-click the Discuss Annual Convention meeting item on the calendar. The Discuss
Annual ConventionMeeting window is displayed.
3. On the Meeting tab, click Cancel Meeting in the Actions group. The InfoBar changes to
let you know that the cancellation has not been sent yet.
4. Click the message body. Delete any existing text and key the following message: This
meeting was cancelled because Sara had an emergency appendectomy earlier today.
She is recovering at Mountain View Hospital and we expect her to return to the office
next week. Well reschedule the meeting after she returns. Press Enter and sign your
name. Compare your Meeting window to Figure 9-25.
Figure 9-25
Click to move
Cancelling a meeting the cancellation
to the Calendar

Click to send
the cancellation
to attendees
286 Lesson 9

5. Click the Send Cancellation button. The message is sent and the meeting is removed
from your calendar.
5.2.3
PAUSE. LEAVE Outlook open to use in the next exercise.
How do you cancel a meeting?

In the attendees mailbox, the cancellation notice is automatically assigned a High Importance.
The attendee opens the message and clicks the Remove from Calendar button in the Respond
group. The attendees calendar is updated, as shown in Figure 9-26.

Figure 9-26 Click to delete meeting from your schedule

Cancelled meeting in the
message list

Cancelled meeting Cancelled meeting highlighted

to catch your attention

MANAGING A RECURRING MEETING

A recurring meeting is a meeting that occurs at regular intervals. The meeting always has the
The Bottom Line same attendees, location, and purpose. The interval could be a number of days, weeks, or months.
For example, status meetings commonly occur at weekly or monthly intervals.

Creating a Recurring Meeting

The process of creating a recurring meeting is very similar to creating a one-time meeting. The
only difference is setting the recurrence pattern. In this exercise, you will create a recurring meet-
ing. The attendees will meet every Friday morning to review the status of their active projects.

STEP BY STEP Create a Recurring Meeting

GET READY. LAUNCH Outlook if it is not already running.

1. In your account, click the Calendar button in the Navigation Pane to display the
Calendar window.
2. Use the Date Navigator to select [the next Friday].
3. On the Home tab, click New Meeting. The Meeting window shown in Figure 9-1 is
displayed.
4. Click the Subject field and key Project Status. In the Location field, key Dept Room 62.
5. Click the Scheduling Assistant (or Scheduling) button in the Show group on the Ribbon.
 Managing Meetings 287

6. Click the Add Others button and click Add from Address Book. The Select Attendees
and Resources window is displayed.
7. Press Ctrl while clicking the four Tailspin Toys employees. Click Required. Click OK to
return to the Meeting window.
8. Change the Start time field to 9:00 AM and change the End time field to 10:00 AM, if
necessary. The green and red vertical lines move.
9. Click the Recurrence button in the Options group on the Ribbon. The Appointment
Recurrence window is displayed, as shown in Figure 9-27.

Figure 9-27
Time of
Appointment Recurrence
the recurring
window
appointment
Frequency of
the recurring Default information
appointment based on data in the
Meeting window

First and
last recurring
appointment

10. By default, Outlook assumes a weekly recurrence pattern on the same day you
originally suggested, Friday. In this case, the pattern is correct. The Project Status
meeting will be held every Friday. Click OK to accept the recurrence pattern and return
to the meeting window.
11. Click the Appointment button in the Show group on the Ribbon. The To field is
automatically filled with the attendees e-mail addresses, as shown in Figure 9-28. The
recurrence pattern is listed in the information bar under the Location field. In this case,
the meeting recurrence pattern is Occurs every Friday effective 4/6/12.

Figure 9-28 View schedules Cancel a meeting

Meeting request for a
recurring meeting Recurring
meeting
InfoBar

Attendees
Topic
Where the
meeting
Meeting date,
will be held
time, and
recurrence
pattern

12. Click the Send button. Your calendar is updated, and the 9:00 AM to 10:00 AM time slot
is displayed as busy for every Friday.
PAUSE. LEAVE Outlook open to use in the next exercise.
288 Lesson 9

Changing One Occurrence of a Recurring Meeting

A single meeting in a series of recurring meetings is an occurrence. When a recurring meeting
is held regularly for a long period of time, an occurrence will eventually conflict with some other
event. At any time, you can change the date, time, and location of a single occurrence without
affecting the other occurrences. When you change one occurrence, your calendar is updated and
updates are sent to the attendees. In this exercise, you will change the time of one meeting in a
series of recurring meetings.

STEP BY STEP Change One Occurrence of a Recurring Meeting

GET READY. Before you begin these steps, complete the previous exercise to create the
recurring meeting.
1. In your account, click the Calendar button in the Navigation Pane to display the
Calendar window. Click the Month button to display the Month view, if necessary.
2. Double-click [the second occurrence of the Project Status] meeting item on the
calendar. The Open Recurring Item dialog box is displayed, as shown in Figure 9-29,
with the Open this occurrence option already selected.

Figure 9-29
Open Recurring Item
dialog box

3. Click OK to open the single occurrence. The Project StatusMeeting window is

displayed. The meeting information applies to the single occurrence only.
4. Click the Start time field. Key or select 10:00 AM and press Enter. The End time field
automatically changes to 11:00 AM. Click the Send Update button. In your calendar,
the single occurrence is modified to show the new time. The other occurrences are not
changed.
PAUSE. CLOSE Outlook.

SKILL SUMMARY
In This Lesson Objective
You Learned How To: Exam Objective Number
Create a meeting request. Send a meeting to a contact group. 4.2.6
Schedule a meeting with a message 5.1.4
sender.
Set response options. 5.2.1
Respond to a meeting request. Propose a new time for a meeting. 5.2.4
Managing a meeting.
Updating a meeting request. Update a meeting request. 5.2.2
Cancel a meeting or invitation. 5.2.3
Managing a recurring meeting.
 Managing Meetings 289

Knowledge Assessment

Matching
Match the term with its definition.

a. cancel
b. scheduling grid
c. mandatory attendee
d. meeting
e. meeting organizer
f. meeting request
g. occurrence
h. optional attendee
i. recurring meeting
j. resource
1. A person who should attend the meeting, but whose presence is not required.
2. A single meeting in a series of recurring meetings.
3. An item or a location that can be invited to a meeting.
4. Displays scheduling information for all attendees.
5. A meeting that occurs at regular intervals.
6. A person who must attend the meeting.
7. Delete a meeting.
8. A scheduled activity that requires sending invitations to other people or resources.
9. The person who creates the meeting and sends meeting invitations.
10. The Outlook item that creates the meeting and invites attendees.

True/False
Circle T if the statement is true or F if the statement is false.

T F 1. Outlooks Meeting window is exactly like the Appointment window.

T F 2. When an attendee accepts a meeting request, the attendees schedule displays
the meeting time as tentative.
T F 3. Only people or resources in your address book can be invited to a meeting.
T F 4. Any attendee can propose a new meeting time.
T F 5. When you add an attendee, you can send updated information to only the
new attendee.
T F 6. A recurring meeting can occur only 10 times.
T F 7. Every meeting should have at least one mandatory attendee.
T F 8. To be scheduled, a resource must have its own mailbox.
T F 9. Your calendar is updated when you send a meeting request.
T F 10. Any attendee can cancel a meeting.

Competency Assessment

Project 9-1: Create a One-Time Meeting

Its time to launch a new project at Tailspin Toys. Gather the team leaders in a meeting to divide the duties.

GET READY. LAUNCH Outlook if it is not already running.

1. Click the Calendar button in the Navigation Pane to display the Calendar folder.
2. Use the Date Navigator to select [next Thursdays date].
290 Lesson 9

3. On the Home tab, click New Meeting in the New group. The Meeting window opens.
4. Click the Subject field and key Decoder: Project Launch. In the Location field, key Dept
Room 62.
5. Click the Scheduling Assistant (or Scheduling) button in the Show group on the Ribbon.
6. Click the Add Others button and click Add from Address Book. The Select Attendees
and Resources window is displayed.
7. Click Jamie Redings contact information and click the Required button. Click Mandar
Samants contact information and click the Optional button. Click OK to return to the
Meeting window.
8. Change the End time value so the meeting is one hour long. Use the Meeting
Suggestions or the AutoPick Next button to select an open time for the meeting.
9. Click the Appointment button in the Show group on the Ribbon. The To field is
automatically filled with the attendees e-mail addresses and the Start time and End
time fields are filled.
10. Click the Send button. Your calendar is updated, and the time slot is displayed as busy.
LEAVE Outlook open for the next project.

Project 9-2: Create a Recurring Meeting

After the Decoder project is launched, set up a recurring meeting to monitor the projects status.

GET READY. Before you begin these steps, complete the previous exercises.
1. Click the Calendar button in the Navigation Pane to display the Calendar folder.
2. Use the Date Navigator to select [the Thursday following the Decoder: Project Launch item].
3. On the Home tab, click New Meeting. The Meeting window is displayed.
4. Click the Subject field and key Decoder: Project Status. In the Location field, key Dept
Room 62.
5. Click the Scheduling Assistant (or Scheduling) button in the Show group on the Ribbon.
6. Click the Add Others button and click Add from Address Book. The Select Attendees
and Resources window is displayed.
7. Click Jamie Redings contact information and click the Required button. Click Mandar
Samants contact information and click the Required button. Click OK to return to the
Meeting window.
8. Change the Start time field to 10:00 AM and change the End time field to 11:00 AM,
if necessary. The green and red vertical lines move to enclose the specified time slot.
9. Click the Recurrence button in the Options group on the Ribbon. The Appointment
Recurrence window is displayed.
10. Click OK to accept the weekly recurrence pattern and return to the meeting window.
11. Click the Appointment button in the Show group on the Ribbon. The To field is
automatically filled with the attendees e-mail addresses, and the recurrence pattern is
displayed.
12. Click the Send button. Your calendar is updated and the 10:00 AM to 11:00 AM time slot
is displayed as busy for every Thursday
LEAVE Outlook open for the next project.

Proficiency Assessment

Project 9-3: Add an Attendee to a Recurring Meeting

Diane Tibbott has been assigned to the Decoder project. Add her as an attendee to the recurring
Decoder project status meeting.

GET READY. Before you begin these steps, complete the previous exercises. The mandatory
attendee used in this exercise must have a different active e-mail account from yours and
be able to respond to your meeting invitation.
 Managing Meetings 291

1. Click the Calendar button in the Navigation Pane to display the Calendar folder.
2. Double-click the first Decoder: Project Status meeting. The Open Recurring Item dialog
box is displayed.
3. Click the Open the Series option and click OK.
4. Click the Scheduling Assistant (or Scheduling) button in the Show group on the
Ribbon. Scheduling information for the attendees is displayed.
5. Click the Add Others button and click Add from Address Book. The Select Attendees
and Resources window is displayed.
6. In the Required field, key [the e-mail address of the person or account that is acting as
your mandatory attendee] for this lesson.
7. Click OK to return to the Meeting window.
8. Click the Send button. The Send Update to Attendees dialog box is displayed.
9. Click OK. The updated meeting information is sent to Diane Tibbott and no one else.
LEAVE Outlook open for the next project.

Project 9-4: Propose a New Meeting Time

Diane is currently assigned to the TopHat project; it is coming to a close and it takes priority over the
Decoder project. To be able to participate in both meetings, Diane asked you to hold the Decoder:
Project Status meeting later in the day.

GET READY. Before you begin these steps, complete the previous exercises. The mandatory
attendee used in this exercise must have a different active e-mail account from yours and
be able to respond to your meeting invitation.
1. In the mandatory attendees account, click the Decoder: Project Status meeting request
in the message list.
2. In the Reading Pane, click Propose New Time. In the Propose New Time dialog box that
appears, propose a new start time of 1:00 PM.
3. Verify that 2:00 PM is the time in the End field and click OK. The dialog box closes and
a New Proposed Time: Message window is displayed.
4. In the message area, key [a note asking for the change in schedule].
5. Click the Send button.
LEAVE Outlook open for the next project.

Mastery Assessment

Project 9-5: Change an Occurrence of a Recurring Meeting

The TopHat project plans to camp in your meeting room for a week of intensive testing. Change the
location of the first Decoder: Project Status meeting.

GET READY. LAUNCH Outlook if it is not already running.

1. Open the first Decoder: Project Status meeting in the Calendar. The Open Recurring
Item dialog box is displayed.
2. Open just this occurrence of the meeting.
3. Change the location to Dept Room 50.
4. Send an update to all attendees.
LEAVE Outlook open for the next project.

Project 9-6: Cancel a Meeting

The upper management at Tailspin Toys has changed. New leadership brings new priorities. The
Decoder project has been cancelled. Cancel the Decoder project launch meeting and the recurring
project status meeting.
292 Lesson 9

GET READY. LAUNCH Outlook if it is not already running.

1. Open the first Decoder: Project Status meeting in the Calendar. The Open Recurring
Item dialog box is displayed.
2. Open the series of meetings and cancel the meeting.
3. Send a meeting cancellation notice to the attendees explaining the reason for the
cancellation.
CLOSE Outlook.

INTERNET READY might find that several attendees do not attend meetings in per-
son. Use the Internet to investigate meeting methods that can
Your coworkers might not work in your office. be used when all of the attendees are not in the same location.
Between telecommuting and traveling to client locations, you
 Advanced Calendar Management 10
LESSON SKILL MATRIX
Skills Exam Objective Objective Number

Setting Calendar Options Set calendar options. 1.1.3

Change the calendar color. 5.3.2
Sharing Your Calendar
Working with Multiple Calendars Display or hide calendars. 5.3.3
Create a calendar group. 5.3.4
Arrange the calendar view. 5.3.1
Printing Calendars Print calendars. 1.5.2

KEY TERMS
calendar group
Internet Calendar
Subscription
Microsoft Outlook
Calendar Sharing
Service
Overlay mode
Overlay stack
Side-by-side mode
Time zone
Coordinated Universal
Time (UTC)
view
work week

293
294 Lesson 10

Mindy is a co-owner of Resort Adventures. Mindy and her

partner, Jon, work different hours so that an owner is on the
premises as much as possible. Their work schedules overlap for
several hours a day and they come into the office for meetings
or extra hours on busy days when necessary. Its a good thing
Outlook lets Mindy modify the Calendar to reflect her unusual
work schedule. In this lesson youll customize your main Out-
look calendar, create and work with a secondary calendar, share
calendars, and print them.

SOFTWARE ORIENTATION

Outlook Options Dialog Box

You can customize the Outlook calendar to make it fit your needs or work patterns using the
Outlook Options dialog box shown in Figure 10-1. Access these calendar options from the
Backstage view, then select or modify specific settings.

Figure 10-1 Select your time zone Hours worked in a work day
Outlook Options window

Select the
Select the first day days in your
of the work week work week
Select the first day
of the work year
Select a holiday
set to add to the
calendar

Change calendar
appearance
 Advanced Calendar Management 295

SETTING CALENDAR OPTIONS

To make your calendar more useful, you can customize it in several ways. You can define your
The Bottom Line work week, display the time zones you use regularly, set your own time zone, and add holidays
to the calendar.

Defining Your Work Week

Your work week is the hours or days you work in a calendar week. The most common work
week is 8:00 AM to 5:00 PM Monday through Friday. Your work week may differ. In this exer-
cise, you will define your work week as Tuesday through Saturday from 6:00 AM to 3:00 PM,
since you dont work on Sunday and Monday.

STEP BY STEP Define Your Work Week

GET READY. LAUNCH Outlook if it is not already running.

1. On the File tab, click Options. The Outlook Options window is displayed.
2. Click Calendar in the navigation pane. The calendar options are displayed as in
Figure 10-1.
3. In the Work Time section of the dialog box, click the Mon check box to deselect it and
remove Monday from your work week.
1.1.3
4. Click the Sat check box to add Saturday to your work week.
How do you define your 5. Click the Start time field. Key or select 6:00 AM. Click the End time field. Key or select
calendars work week? 3:00 PM.
6. In the First day of the week field, select Tuesday as the start of your work week.
Compare your work time calendar options to Figure 10-2.

Figure 10-2
Work week defined

Work
Week
options

7. Click OK to save the modified work week. Click the Calendar button on the Navigation
Pane to display the Calendar window.
8. On the Home tab, click Week from the Arrangement group to see how the modified
work week affects your calendar. Note that Saturday is now a workday and Monday
and Sunday are shaded to indicate that they are not workdays, as shown in Figure 10-3.
296 Lesson 10

Shading indicates a day off

New
start
time

Figure 10-3
Modified Work Week view
PAUSE. LEAVE Outlook open to use in the next exercise.

Changing Your Time Zone

A time zone is a geographic location using the same standard time. In Microsoft Outlook,
time zones are defined in terms of the difference between their local time and Coordinated
Universal Time, or UTC, the time standard based on International Atomic Time. If you
move, transfer to another office, or remain onsite at a clients office for several weeks, you can
change the time zone in your calendar. If you frequently travel and stay in a different time zone
for any length of time, changing the time zone to match the local time will help ensure that you
dont miss any appointments. In this exercise, you will temporarily change your local time zone.

STEP BY STEP Change Your Time Zone

GET READY. LAUNCH Outlook if it is not already running.

1. On the File tab, click Options. The Outlook Options window is displayed.
2. Click Calendar in the navigation pane. The calendar options are displayed as in Figure 10-1.
3. Scroll down to see additional calendar options, as shown in Figure 10-4.
 Advanced Calendar Management 297

Figure 10-4
Time Zone options

Your current
time zone
Show a second
Time Zone options
time zone

4. In the Time Zone field, select [a time zone that differs from your current time zone by
several hours].
5. In the Label field, key Training Site.
6. Click OK to save the changes.
1.1.3 7. On the Home tab, click Week from the Arrangement group to see how the modified
time zone affects your calendar. The times of any set appointments and meetings will
How do you change your time have been adjusted.
zone? 8. On the File tab, click Options.
9. Click Calendar to see the calendar options.
10. Scroll down to see the Time Zone field, select [your own time zone] from the list.
11. In the Label field, key Home.
12. Click OK to save the changes.
13. On the Home tab, click Week from the Arrangement group to verify that your changes
have taken affect.
PAUSE. LEAVE Outlook open to use in the next exercise.

Displaying Multiple Time Zones

Depending on your business, family, and friends, you may communicate frequently with one
or more businesses or individuals in a different time zone. To easily agree on times for meetings
and phone calls, it can be useful to display other time zones in your calendar. You dont want to
miss talking to an important client by calling after business hours. In this exercise, you will add
a second time zone to your calendar.

STEP BY STEP Display Multiple Time Zones

GET READY. LAUNCH Outlook if it is not already running.

1.1.3 1. On the File tab, click Options. The Outlook Options window is displayed.
2. Click Calendar in the navigation pane. The calendar options are displayed as in
How do you display a calendar
Figure 10-1.
with multiple time zones?
3. Scroll down to see the time zone options. Click the Show a second time zone
check box.
298 Lesson 10

4. In the Label field, key Kathmandu.

5. In the Time zone field, select (UTC105:45) Kathmandu. (Kathmandu Time is five hours
and 45 minutes different from UTC.)
6. Click OK to save the changes.
7. On the Home tab, click Week from the Arrangement group to verify how the change
affects your calendar. Compare your calendar to the one in Figure 10-5.

Click to display Week view Click to display Month view

Click to
display
Day view

Time zone
labels

Additional
time zone
Your current
time zone

Figure 10-5
Calendar with two time zones
8. On the File tab, click Options. Click Calendar to see the calendar options.
9. Scroll down to see the time zone options. Click the Show a second time zone
check box to deselect it.
PAUSE. LEAVE Outlook open to use in the next exercise.

Adding Holidays to the Calendar

Holidays are classified as all-day events. In your calendar, a holiday is displayed as a banner at
the top of the day. When you install Outlook, holidays are not placed on your calendar. Out-
look provides standard sets of holidays based on individual country traditions. Separate sets of
some religious holidays are also available. In this exercise, you will add the official government
holidays for your location.

STEP BY STEP Add Holidays to the Calendar

GET READY. LAUNCH Outlook if it is not already running.

1.1.3
1. On the File tab, click Options. The Outlook Options window is displayed.
How do you add holidays to 2. Click Calendar in the navigation pane. The calendar options are displayed as in Figure 10-1.
your calendar? 3. Under the Calendar options group, click Add Holidays.
 Advanced Calendar Management 299

4. Click [the check box next to the country or regions holiday set that you want to add],
as shown in Figure 10-6. By default, your country or region is already selected.

Figure 10-6
Add Holidays to Calendar
window

Take Note If you frequently do business with someone from another country, you might consider adding
their holiday set to your calendar as well.

5. Click OK. A small window is displayed while the holidays are added to your calendar.
When the holidays are added, a message is displayed telling you that the holidays
were added. Click OK.

Troubleshooting If you try to add the same holiday set again, you will see duplicate holiday and event entries
in your calendar. Outlook will display a warning message before adding these holidays a
second time.

6. Click OK to save the change and close the Add Holidays to Calendar dialog box.
7. On the Home tab, click Month in the Arrangement group to display the Month view. If
necessary, click the Forward or Back button to view a month containing a holiday. Click
the Forward or Back button to return to the current month, as shown in Figure 10-7.

Figure 10-7 Forward

Holidays added to the Calendar

Back

PAUSE. LEAVE Outlook open to use in the next exercise.

Configuring Your Free/Busy Settings

Your free/busy information is used by people sending meeting requests to determine if you are
available for meetings. If your company uses Microsoft Exchange software, free/busy times are
automatically shared with others on your network and this information is available through the
Calendar. You can configure the Free/Busy settings to specify the number of months worth of
free/busy information you want to share and the frequency at which the information is updated.
In this exercise, you will configure your own free/busy settings to aid others in inviting you to
scheduled meetings.

Ref You can find more information on creating meetings in Lesson 9.

300 Lesson 10

STEP BY STEP Configure Your Free/Busy Settings

GET READY. LAUNCH Outlook if it is not already running.

1. On the File tab, click Options. The Outlook Options window is displayed.
2. Click Calendar in the navigation pane. The calendar options are displayed as in Figure 10-1.
3. Under the Calendar options group, click the Free/Busy Options button. The Free/Busy
Options window is displayed, as shown in Figure 10-8. By default, two months of free/
busy time are already selected.

Figure 10-8
Free/Busy Options window

4. In the Publish field, key 1 to change the numbers of months ahead of the current date
that your free/busy information is available to other network users.
5. In the Update free/busy information on the server field, key 30 to reduce the frequency
with which your information is updated on the Microsoft Exchange server.
6. Click OK in the Free/Busy Options window and the Outlook Options window to return
to the Calendar folder.
PAUSE. LEAVE Outlook open to use in the next exercise.

You can also access the free/busy information for contacts outside of your network. To view a
contacts free/busy information, you can ask them for the URL where the free/busy informa-
1.1.3 tion is stored. Once you receive their information, open their contact record and click Details
in the Show group. Below the Internet Free-Busy heading, in the Address field key [the location
How do you configure free/ provided by the contact]. Click the Save & Close button on the Ribbon.
busy settings?
Changing the Calendar Color
Another way of customizing your Outlook calendar is to change the background color for the
calendar grid itself. In this exercise, you will change the background color for your main Out-
look calendar.

STEP BY STEP Change the Calendar Color

GET READY. LAUNCH Outlook if it is not already running.

1. On the File tab, click Options. The Outlook Options dialog box is displayed.
Another Way
You can also set 2. Click Calendar. The calendar options are displayed as in Figure 10-1.
Calendar color using the Color 3. In the Display options area, click the Default calendar color drop-down arrow and
button on the View tab. select the color you want.

Take Note The Use this color on all calendars check box will apply this same background color to your
custom and shared calendars as well.

4. Click OK to save the changes.

5.3.2 5. On the Home tab, click Month in the Arrangement group to display the Month view.
6. Click the View tab. Click the Color button in the Color group. Notice that the new
How do you change the Automatic Color matches the color you selected in the Outlook Options dialog box.
calendar color? PAUSE. LEAVE Outlook open to use in the next exercise.
 Advanced Calendar Management 301

Take Note If desired, go back to the Outlook Options dialog box, click the Default calendar color drop-
down arrow, and choose the default blue color to restore the original calendar appearance.

SHARING YOUR CALENDAR

When you work with others, sharing your schedule makes it easier to arrange meetings, deter-
The Bottom Line
mine deadlines, and set realistic goals. Regardless of the type of e-mail account you use, you can
share your calendar with others. You can share calendar information through a company server
using Microsoft Exchange or share your calendar using the Internet.

Sharing Your Calendar with Other Network Users

By default, the free/busy details of your Calendar are already shared with everyone on your Ex-
change network. But, you can also use Share Calendar to allow members of your Exchange Server
network to see additional details and make edits to your calendar. You decide who can see your
calendar and exactly what level of detail you want to share. In this exercise, you will share your
calendar with to another user.

STEP BY STEP Share Your Calendar with Other Network Users

GET READY. LAUNCH Outlook if it is not already running.

This exercise requires a Microsoft Exchange account.

Troubleshooting If the Share Calendar button is gray on the Share group of the Home tab, you do not have
a Microsoft Exchange account configured. If this is the case, you cannot complete this
exercise.

1. If necessary, click the Calendar button in the Navigation Pane to display the Calendar
window.
2. On the Home tab, click Share Calendar in the Share group.
3. In the To field, key [the name of the individual who will view your calendar].
4. Click the Request Permission To View Recipients Calendar check box.

Troubleshooting If you clicked Share Calendar but dont see the Request permission to view recipients
Calendar, you do not have the Microsoft Exchange account described here. Once youve
published a calendar to the Internet, the Share Calendar button changes to display a
message window that you can use to send the URL of your published calendar. See more
details in the next couple of exercises.

5. In the Details field, select Limited Details.

6. Click the Send button. A dialog box is displayed. Click OK to confirm the information.
A message is sent to the person youre sharing your calendar with, notifying them
that they can now open and view your calendar.
PAUSE. LEAVE Outlook open to use in the next exercise.

Ref You can find information about viewing another network users calendar in the Viewing
Another Network Users Calendar section later in this lesson.

Sending Calendar Information via E-mail

If you dont have a Microsoft Exchange Server, you might find it useful to share your calendar
information to help with trying to schedule a meetings or events. When you share a calendar
with someone, they will be able to see when you are available. In Outlook 2010, you can send
302 Lesson 10

a copy of your calendar to anyone using an e-mail message. You select the date range you want
to include and the level of detail to share, as shown in Table 10-1. In this exercise, youll send a
calendar to a friend or coworker via e-mail.

Table 10-1
Detail Level Description
Calendar Details Options
Availability only Time is displayed as free, busy, tentative, or out of office. This is enough information
for scheduling purposes.

Limited details The attached calendar includes availability information and the subjects of all
calendar items.

Full details The attached calendar includes availability information and the complete details of all
calendar items.

STEP BY STEP Send Calendar Information via E-mail

GET READY. LAUNCH Outlook if it is not already running.

1. If necessary, click the Calendar button in the Navigation Pane to display your Calendar.
Another Way 2. On the Home tab, click the E-mail Calendar button in the Share group. An untitled
If you have more message window is displayed along with the Send a Calendar via E-mail dialog box.
than one calendar, you can
3. In the Calendar field, select Calendar, if necessary.
specify your alternate calen-
dars name here. 4. Click the Show button in the Advanced area to display more options, as shown in
Figure 10-9.

Figure 10-9
Send a Calendar via E-mail
window Select only the
dates needed
Choose how much
information you
want to share

Show/Hide
button

5. In the Date Range field, select Next 30 days.

6. In the Detail field, select Limited details.
7. In the E-mail Layout field, select List of events.

Troubleshooting Be sure to select the smallest date range necessary for the recipients needs. Every added
day increases the size of the message. Many e-mail servers restrict the size of messages that
can be received. If the date range is too large or if you included unnecessary details, the
message might be too large for the recipient to receive.

8. Click OK. A new Outlook Message window is displayed with the calendar information
included in the body of the message.
9. In the To field, key [the e-mail address of a friend or coworker]. In the Cc field, key
[your e-mail address].
10. In the message body above the calendar details, key Susan, [press Enter] As you can
see from the details below, my week is pretty open. Find a time that works for you
and Ill add it to my calendar as well. [Press Enter twice.] Mindy.
 Advanced Calendar Management 303

11. Compare your message to Figure 10-10. Scroll down the message body if necessary to
view the data in the message.

Snapshot of
your calendar
A list of items in
your calendar for
the selected time

Figure 10-10
Sharing a calendar via e-mail

Take Note Calendars sent in this manner are a snapshot of your calendar details, so the calendar informa-
tion will not be automatically updated.

12. Click Send to return to your Calendar.

PAUSE. LEAVE Outlook open to use in the next exercise.

Registering for Microsoft Outlook Calendar Sharing

Sharing calendar information via e-mail works best for sharing specific information over a short
term. However, in certain circumstances, you might find that you need to share calendar infor-
mation more frequently and want to ensure that your calendar is automatically updated. For ex-
ample, a sales manager can create a calendar of scheduled sales calls that needs to be distributed
to the sales team. In this instance, the manager can publish the calendar to Office.com. Each
salesman can access the calendar to see the most accurate information about the weeks meetings.
By registering for Microsoft Outlook Calendar Sharing Service, you can share your
calendar at Office.com. In this exercise, youll register for Microsoft Outlook Calendar Sharing.

STEP BY STEP Register for Microsoft Outlook Calendar Sharing

GET READY. LAUNCH Outlook if it is not already running and connect to the Internet
before you begin these steps. You must also have a Windows Live account to publish your
calendar to Office.com.

Troubleshooting If you are logged in to a secure Microsoft Exchange network, your Administrator may block
this feature. Ask about any alternate methods for sharing calendar information outside
your network.
304 Lesson 10

1. If necessary, click the Calendar button in the Navigation Pane to display the Calendar.
If necessary, select your calendar.
2. Click the Publish Online button in the Share group and then click Publish to Office.
com. If a dialog box is displayed informing you that you will view pages over a secure
connection, click OK.
3. If this is the first time you have used the Outlook Calendar Publishing Service, the
Office.com Registration window appears, as shown in Figure 10-11, so that you can
register for Office.com using your Windows Live ID.

Figure 10-11
Office.com Registration
Calendar Sharing Overview
window

Troubleshooting If the Publish Calendar to Office.com dialog box, shown later in Figure 10-15, is displayed
instead, it means that the registration process is already complete. Leave the dialog box
open and proceed to the next exercise.

4. Click Sign In. The Microsoft Outlook Calendar Sharing window is displayed, as shown
in Figure 10-12.
Figure 10-12
Office.com RegistrationSign
Enter your
in to Office.com window
Windows
Live account
information

Click to sign up
for Windows Live

5. In the E-mail address field, key [your Windows Live ID e-mail address].

Take Note If you are sharing your calendar information on Office.com as a business tool, then consider the
Windows Live ID display name as a reflection of your business. The display name is visible to
 Advanced Calendar Management 305

anyone with whom you share your calendar. If your existing display name has personal meaning
but is not business appropriate, you should create a second account for business use.
6. In the Password field, key [your Windows Live password]. Click Sign In. The Legal
Agreements page for the Microsoft Outlook Calendar Sharing Service is displayed, as
shown in Figure 10-13.
Figure 10-13
Office.com RegistrationLegal
Agreements window

Key your
e-mail
address

Click when the button becomes active

Troubleshooting If you do not have a Windows Live ID, consider getting one. This free account can be used
to access a number of additional Windows and Office features. To sign up for a Windows
Live account, click the Click here to sign up for a free account link.

7. In the box below your e-mail address, key [your e-mail address] for verification purposes.
When you finish keying your e-mail address, the I Accept button becomes available.
8. Click the I Accept button. The final page of the Microsoft Outlook Calendar Sharing
Service is displayed, as shown in Figure 10-14.
Figure 10-14
Office.com RegistrationSign
In Complete window

Click to complete the registration

306 Lesson 10

9. At the Sign In Complete page, click Finish. The Publish Calendar to Office.com dialog
box is displayed, as shown in Figure 10-15.

Figure 10-15 Calendar to be published

The Publish Calendar to Office.
com window
Time Period to
be published
Detail level to
be published
Limit the users
who can view
your calendar

Update the calendar automatically

or choose a one-time upload

PAUSE. LEAVE Outlook the Publish Calendar to Office.com dialog box open to use in the
next exercise.

Publishing Calendar Information to Office.com

Once youve registered for Microsoft Outlook Calendar Sharing Service, you can publish your
calendar to Office.com. Office.com is a great alternative for users who do not have a company
server or who want to share calendar information with people who are not members of their
Exchange Server network. When you publish a calendar to Office.com, you can control the
amount of calendar information published and limit the number of people who can view your
calendar. By default, the calendar information on Office.com is updated every 30 minutes. This
means that the people youve shared the published calendar with will always have the most up-
to-date information. In this exercise, youll publish a calendar to Office.com.

STEP BY STEP Publish Calendar Information to Office.com

GET READY. LAUNCH Outlook if it is not already running.

Before you begin these steps, you must have a Windows Live ID, be connected to the
Internet, and be registered for Microsoft Outlook Calendar Sharing service at Office.com.

Troubleshooting If you are logged into a secure Microsoft Exchange network, your Administrator may block
this feature. Ask about any alternate methods for sharing calendar information outside
your network.

1. If necessary, click the Calendar button in the Navigation Pane to display the Calendar.
If necessary, select your calendar and click the Publish Online button in the Share
group; then click Publish to Office.com to open the Publish Calendar to Office.com
dialog box shown in Figure 10-15.
2. In the Time Span field, select the Whole calendar option.
3. In the Detail field, select Full details.
4. In the Permissions field, click the Only invited users can subscribe to this calendar
option.

Take Note By default, calendars published to Office.com are automatically updated every 30 minutes. For
this exercise, it is not necessary to keep the calendar updated, so you will choose the Single Up-
load option in the Advanced settings.
 Advanced Calendar Management 307

5. Click the Advanced button. The Published Calendar Settings window is displayed, as
shown in Figure 10-16.

Figure 10-16
The Published Calendar
Settings window

6. Select the Single Upload: Updates will not be uploaded option. Click OK to close the
Published Calendar Settings window and return to the Publish Calendar to Office.com
dialog box.
7. Click OK to publish your calendar. Key your password again, if necessary. When the
upload is complete, the Send a Sharing Invitation window is displayed, as shown in
Figure 10-17.

Figure 10-17
Send a Sharing Invitation
window

8. Click Yes. A Share window resembling an Outlook Message window is displayed, as

shown in Figure 10-18.

Figure 10-18 Calendar to be published

A Share window

Calendar
location

9. In the To field, key [your e-mail address]. Click the Send button. The invitation is sent.

Take Note To view your calendar, the invited individual must also have a Windows Live ID.

PAUSE. LEAVE Outlook open to use in the next exercise.

308 Lesson 10

WORKING WITH MULTIPLE CALENDARS

Keeping multiple calendars is a great way to stay organized and keep your personal information
private. Outlook makes it easy to create custom calendars. You can also share calendars with
The Bottom Line
others and subscribe to calendars via the Internet. Use the Outlook tools to hide and display
multiple calendars and to view them in different combinations and arrangements.

Creating a Custom Calendar

Many times your work involves participation in a number of project teams. Project teams have
their own set of meetings, deadlines, and tasks. In this exercise, you will create a new calendar for
managing the details of a project dedicated to Resort Adventures anniversary celebration party.

STEP BY STEP Create a Custom Calendar

GET READY. LAUNCH Outlook if it is not already running.

1. On the Folder tab, click New Calendar in the New group. The Create New Folder dialog
box is displayed.
Another Way
2. In the Name field, key Anniversary Celebration.
You can create,
delete, or rename a custom 3. In the Select where to place the folder field, select Calendar.
calendar by selecting those op- 4. Click OK to close the dialog box.
tions in the right-click shortcut 5. The new Anniversary Celebration calendar appears in the Navigation Pane under the
menu in the Navigation Pane. My Calendars heading, as shown in Figure 10-19.

Figure 10-19
Creating a new calendar

New
Anniversary
calendar

PAUSE. LEAVE Outlook open to use in the next exercise.

Displaying or Hiding Calendars

Now that you have more than one calendar to view, you will need a way to make sure that you
know which calendar you are viewing at any given time. In this exercise, you will learn how to
display and hide the calendars. Specifically, you will display calendars in side-by-side view,
which means the calendars will appear beside each other in the Outlook window.

STEP BY STEP Display or Hide Calendars

GET READY. LAUNCH Outlook if it is not already running.

You must first complete the previous exercises.
1. If necessary, click the Calendar button in the Navigation Pane to display the Calendar
window.
2. If necessary, click [the check boxes next to both your main Outlook calendar and the
Anniversary Celebration calendar].
3. Both calendars appear side by side, as shown in Figure 10-20.
 Advanced Calendar Management 309

Both calendars are visible

New
Anniversary
calendar

Figure 10-20
Side-by-side calendars
4. Click the check box next to the Anniversary Celebration calendar in the Navigation
Pane to clear the check box. The second calendar is now hidden from view.
PAUSE. LEAVE Outlook open to use in the next exercise.
5.3.3
How do you display or hide Viewing Calendar Shared via E-mail
calendars?
In the previous section, you learned several ways to share your calendar with others. Now, you
will learn how to view shared calendars. In a previous exercise, you shared a calendar via e-mail.
As you saw during the exercise, a snapshot of the shared calendar appeared at the bottom of the
e-mail message. In addition to the image of the calendar, the message included a calendar attach-
ment. You can open this calendar file and use it to view the senders free/busy information when
scheduling meetings. In this exercise, youll view a calendar shared by e-mail.

STEP BY STEP View Calendar Shared via E-mail

GET READY. LAUNCH Outlook if it is not already running.

For this exercise you need to have completed the Send Calendar Information via E-mail
exercise earlier in this lesson.
1. If necessary, click the Mail button in the Navigation Pane to display the mailbox.
2. In the message list, click [a sharing invitation] sent to you by a friend or coworker.
If you do not have one, locate the sharing invitation that you copied yourself on in
the Send Calendar Information via E-mail exercise. The message is previewed in the
Reading Pane.
3. Click the Open this Calendar button at the top of the Reading Pane. The Add this
Internet Calendar to Outlook? dialog box is displayed, as shown in Figure 10-21.
310 Lesson 10

Figure 10-21 Open this Calendar button

Add this Internet Calendar to
Outlook? dialog box

4. Click Yes. Outlook changes to the Calendar window. The new calendar has been added
to the Navigation Pane under the Other Calendars heading and both your default
calendar and the one that you received via e-mail are displayed.
5. Click [the check box next to the new calendar] to clear the check box and view the
default calendar on its own.
PAUSE. LEAVE Outlook open to use in the next exercise.

Viewing Another Network Users Calendar

In the previous section, you learned to share calendars with other users on your Microsoft Ex-
change network. Now, you will learn how to view the calendars that members of your Exchange
network share with you. To view someones calendar, you must have permission. After permis-
sion is granted, you can create a link to the shared calendar that will be stored in your Navigation
Pane. In this exercise, youll view a network users calendar.

STEP BY STEP View Another Network Users Calendar

GET READY. LAUNCH Outlook if it is not already running.

This exercise requires a Microsoft Exchange account.

Troubleshooting If you do not have a Microsoft Exchange account configured, you cannot complete this
exercise.

1. If necessary, click the Calendar button in the Navigation Pane to display the Calendar
window.
2. On the Home tab, click the Open Calendar button on the Manage Calendars group.
3. Select Open Shared Calendar from the drop-down menu.
4. In the Name field, key [the calendar owners name]. Click OK. The shared calendar
is displayed next to your calendar, and the new calendar has been added to the
Navigation Pane under the Shared Calendars heading.

Troubleshooting If you do not have permission to view the calendar, Outlook will prompt you to request
permission. If you agree to request permission, a sharing request addressed to the user
is displayed. Send the request to obtain permission to view the calendar. Youll receive a
message notifying you when the owner has agreed to share.
 Advanced Calendar Management 311

5. Click [the check box next to your default calendar] to clear the check box and view the
new shared calendar on its own.
PAUSE. LEAVE Outlook open to use in the next exercise.

Subscribing to an Internet Calendar

An Internet Calendar Subscription is a downloaded calendar that is automatically up-
dated. You can use an invitation, like the one that you created earlier in this lesson, to subscribe
to an Internet calendar. You can search one of several websites that host Internet calendars, such
as Office.com or iCalShare.com. In this exercise, you will subscribe to the published calendar
you received earlier in the lesson and a public calendar.

STEP BY STEP Subscribe to an Internet Calendar

GET READY. LAUNCH Outlook if it is not already running.

This exercise requires Internet access.
1. If necessary, click the Mail button in the Navigation Pane to display the mailbox. Click
[the check box next to your default calendar] if necessary to display it.
2. In the message list, click [a sharing invitation sent to you by a friend or coworker]. The
message is previewed in the Reading Pane.

Take Note If you didnt receive an invitation from someone else, locate the sharing invitation that you
copied yourself on in the Publish Calendar Information to Office.com exercise.

3. Click the Subscribe to this Calendar button on the top of the Reading Pane. The Add
this Internet Calendar to Outlook and Subscribe to Updates? dialog box is displayed,
as shown in Figure 10-22.

Figure 10-22 Click to create a permanent link to this calendar

The Add this Internet Calendar
to Outlook and Subscribe to
Updates? dialog box

4. Click Yes. The new calendar has been added to the Navigation Pane under the Shared
Calendars heading.
5. Click [the check box next to your default calendar] to clear the check box and view the
new shared calendar on its own.
6. In the Navigation Pane, click [the default calendars check box] and deselect [any other
calendars].
PAUSE. LEAVE Outlook open to use in the next exercise.

Using Overlay Mode to View Multiple Calendars

You have seen how multiple calendars in Outlook can be viewed side by side, but you can also
use Outlooks overlay mode to view a merged version of the calendars on top of each other.
Color coding helps you determine which calendar holds scheduled items that appear in the
312 Lesson 10

merged view. Several calendars displayed in overlay mode are called an overlay stack. In this
exercise, you will use the overlay mode to find free time that is common to all the displayed
calendars.

STEP BY STEP Use Overlay Mode to View Multiple Calendars

GET READY. LAUNCH Outlook if it is not already running and complete the previous
exercises first.
1. If necessary, click the Calendar button in the Navigation Pane to display the Calendar
window.
2. Click [the check box next to the Anniversary Celebration calendar] to select it. The
Anniversary Celebration calendar appears next to the default calendar.
3. Point to the date a week from Friday in the Anniversary Celebration calendar. When
the Click To Add Event box appears, click it and key Planning session.
4. Click [the check box next to one of the calendars under the Shared Calendars heading].
All three calendars are now visible in the Side-by-Side mode, as shown in Figure 10-23.

View in Overlay Mode toggle button

Calendars in
Navigation
Pane are color
coded too

Figure 10-23
Viewing multiple calendars

5. On the Anniversary Celebration calendar, click the View in Overlay Mode toggle
button, which is the small right arrow next to the calendars name. The Anniversary
Celebration calendar slides over on top of the default calendar.
6. Click the View in Overlay Mode toggle button on the shared calendar. The calendars
will be displayed in an overlay stack, as shown in Figure 10-24.
 Advanced Calendar Management 313

View in Side-by-Side Mode toggle button

Events color
coded to tell you
which calendar
they came from

Figure 10-24
Calendars in an overlay stack 7. Click [the check box next to the shared calendars name] to clear the check box.
8. Click the View in Side-by-Side Mode toggle button again to return to the Side-by-Side
mode.
9. Click [the check box next to the Anniversary Celebration calendar] to clear the
check box.
PAUSE. LEAVE Outlook open to use in the next exercise.

Creating a Calendar Group

If you have several calendars that you frequently view together, for instance, your main calendar
NEW and those of your projects team members, you may find it helpful to create a calendar group.
to Office 2010 A calendar group adds a heading to the Navigation Pane in the Calendar and allows you to
view all calendars with the group at one time. In this exercise, youll create a calendar group.

STEP BY STEP Create a Calendar Group

GET READY. LAUNCH Outlook if it is not already running and complete the previous
Another Way exercises first.
You can use Out-
looks Address Book to create 1. If necessary, click the Calendar button in the Navigation Pane to display the Calendar
a new calendar group. Select window.
Create a New Calendar Group 2. Click [the check box next to the Anniversary Celebration calendar].
from the Calendar Groups 3. Click [the check box next to one of the calendars under the Shared Calendars heading].
dropdown menu and give the
4. On the Home tab, click Calendar Groups from the Manage Calendars group.
group a name, then use the
Address Book button to add 5. Select Save as New Calendar Group from the drop-down menu. The Create New
group members. Calendar Group dialog box is displayed, as shown in Figure 10-25.

Figure 10-25
Create New Calendar Group
dialog box
314 Lesson 10

6. In the Name field, key My Team Members and then click OK. A new heading called
My Team Members appears in the Navigation Pane. Under this new heading are the
calendars you selected to be part of the calendar group.
7. In the Navigation Pane, drag another calendar from the Navigation Pane to the My
Team Members group to add a copy of that calendar to this new group, as shown in
Figure 10-26.

Figure 10-26
Calendar group in the
Navigation Pane

8. Deselect [all the calendars except for the default Calendar] in the Navigation Pane.
5.3.4 PAUSE. LEAVE Outlook open to use in the next exercise.

How do you create a calendar

group?

Arranging the Calendar View

In the Outlook Calendar, a view is a specific layout for the calendar details. By default, the Cal-
endar displays appointments, meetings, and events for the current day with the Daily Task List
NEW visible below. Table 10-2 describes how the layout changes as each of the four View buttons on
to Office 2010 the status bar is selected. In addition, Outlook provides a number of ways to quickly change the
calendar display using the buttons on the Arrangement group of the Home tab. In this exercise,
you will explore the other views available in the Calendar.

Table 10-2 View name Description

Calendar View Buttons
Normal This view displays the Calendar with the Daily Task List below it.

Calendar and Tasks Like the Normal view, this view displays the Calendar and the Daily Task List,
but the Navigation Pane is minimized to allow more room for the Calendar
display.

Calendar Only The Navigation Pane is still minimized in this view and the DailyTask List is
not displayed.

Classic All three elements are visible in this view, but the Daily Task List is displayed
to the right of the Calendar, instead of below it.

STEP BY STEP Arrange the Calendar View

GET READY. LAUNCH Outlook if it is not already running.

1. If necessary, click the Calendar button in the Navigation Pane to display the Calendar
folder.
 Advanced Calendar Management 315

2. Use the Date Navigator to select [the Monday in the second week of April].
3. If necessary, click the Normal View button on the status bar. This is Outlooks default
Calendar view.
4. On the Home tab, select Work Week in the Arrangement group. Notice that the view
now reflects the Tuesday through Saturday schedule you established earlier in this
lesson. Your calendar view should be similar to that in Figure 10-27.

Calendar
and Tasks
Classic

Normal view Calendar Only

Figure 10-27
Calendar in Work Week View

5. On the Home tab, select Week in the Arrangement group. Notice that the full week is
displayed from Sunday through Saturday.
6. On the Home tab, select Next 7 Days in the Arrangement group. Notice that you can
see seven calendars days beginning with the current date.
7. On the Home tab, select Month in the Arrangement group. Notice that you can see the
entire month of April in this view.
8. In the Navigation Pane, click [the check box next to a shared calendar].
9. On the Home tab, select Schedule View in the Arrangement group. Notice that both
NEW calendars are now stacked vertically with the time appearing along the top, as shown
to Office 2010 in Figure 10-28. Notice that appointments and time marked as busy on the calendar
appear as solid blocks of time.
316 Lesson 10

Scheduled appointment

Figure 10-28
Calendar in Schedule View

10. Deselect [the shared calendar] in the Navigation Pane.

5.3.1 PAUSE. LEAVE Outlook open to use in the next exercise.

How do you arrange your

calendar view?

PRINTING CALENDARS
You may find it handy to take a copy of your Outlook calendar with you to meetings, or any
The Bottom Line time you need to be away from your computer. Printing the calendar to produce a hard copy is
one way to create a portable version of your Outlook calendar.

Printing Calendar
Outlook provides several different printing options for the calendar, as shown in Table 10-3. In
this exercise, youll print a weekly agenda.
 Advanced Calendar Management 317

Table 10-3
Print Style Description
Calendar Printing Options
Daily Style This option prints the calendar details for a single day, including a Daily Task
List. This style will print only the work hours you have defined.

Weekly Agenda Style This option prints the calendar items on a page that looks similar to a day
planner.

Weekly Calendar Style This option prints the calendar items on a page that look similar to the
Weekly Calendar view.

Monthly Style This option prints your calendar items on a single sheet that resembles a
monthly calendar.

Tri-Fold Style This option prints your calendar items in three columns: your hourly
appointments on the left, your Daily Task List in the center, and a weekly
summary on the right.

Calendar Details Style This option prints the full details of your calendar items vertically on the
page, grouped by day.

Memo Style This option prints the full details of your calendar items, including any
attachments.

STEP BY STEP Print Calendar

GET READY. LAUNCH Outlook if it is not already running.

1. If necessary, click the Calendar button in the Navigation Pane to display the Calendar
window.
2. Use the Date Navigator to select [the second week of April].
3. On the File tab, click Print.
4. In the Printer field, select [your printer] from the drop-down menu.
5. In the Settings field, click Weekly Agenda Style. A preview of your printed page
appears in the Preview pane, as shown in Figure 10-29.

Figure 10-29
Weekly Agenda Style in Print
Preview

Calendar
print
formats
318 Lesson 10

6. Click Print to send your calendar to the printer.

1.5.2 PAUSE. LEAVE Outlook open to use in the next exercise.

How do you print a calendar?

SKILL SUMMARY
In This Lesson Objective
You Learned How To: Exam Objective Number
Set calendar options. Set Calendar options. 1.1.3
Change the calendar color. 5.3.2
Share your calendar.
Work with multiple calendars. Display or hide calendars. 5.3.3
Create a calendar group. 5.3.4
Arrange the calendar view. 5.3.1
Print calendars. Print calendars. 1.5.2

Knowledge Assessment

Fill in the Blank

Complete the following sentences by writing the correct word or words in the blanks provided.

1. Many people do not work on ________________.

2. A common ________________ is Monday through Friday.
3. A downloaded calendar that is automatically updated is a(n) ________________.
4. Your ________________ is based on your location.
5. ________________ mode displays calendars on top of one another.
6. A ________________ calendar tracks details for specific projects separate from your
default calendar.
7. Share a snapshot of your calendar information with someone not on your Microsoft
Exchange network, using a(n) ________________.
8. In ________________ mode, calendars are displayed next to each other.
9. Time zones are defined by the difference between local time and ________________.
10. Several calendars displayed in overlay mode are known as a(n) ________________.

Multiple Choice
Select the best response for the following statements.

1. What is the most common work week?

a. Sunday through Saturday
b. Saturday and Sunday
c. Monday through Saturday
d. Monday through Friday
2. Which of the following is not customizable in the Outlook Options?
a. Calendar color
b. Custom Calendars
c. Time zones
d. Holidays
 Advanced Calendar Management 319

3. Your time zone is determined by your distance from

a. the North Pole.
b. UTC.
c. Boston.
d. the Pacific Ocean.
4. In Outlook, holidays are classified as
a. weekends.
b. appointments.
c. all-day events.
d. vacations.
5. What is automatically shared with other users on a Microsoft Exchange server?
a. Free/busy times
b. E-mail
c. Internet Calendar Subscriptions
d. Holiday sets
6. What does a Sharing invitation e-mail invite the recipient to share?
a. Your calendar details
b. Your Outlook options
c. Your Inbox
d. Your free/busy information
7. What does another user on your network need in order to view your calendar?
a. Your e-mail address
b. A POP3 account
c. Your IP address
d. Your permission
8. When you share your calendar, how much detail is needed for scheduling purposes?
a. Availability only
b. Limited details
c. Full details
d. Complete calendar
9. What site does Microsoft offer for publishing Internet calendars?
a. Microsoft Internet Calendars (MIC)
b. Shared Calendars
c. Microsoft My Calendar
d. Office.com
10. What is an advantage of subscribing to an Internet calendar?
a. Internet calendars are fun.
b. Internet calendars are automatically updated.
c. Internet calendars always contain useful information.
d. All of the above.

Competency Assessment

Project 10-1: Define a Work Week

Sharon Salavaria works at a trendy restaurant in downtown Boston. The restaurant opens at 4:00
PM, stays open for late diners, and closes at 11:00 PM. This fashionable restaurant earned a culinary
award for its fine cuisineon the four days a week that it is open. Not surprisingly, it is difficult to
get a table during its limited hours. Modify your calendar to match Sharons work week.
320 Lesson 10

GET READY. LAUNCH Outlook if it is not already running.

1. On the File tab, click Options.
2. Click Calendar to display the Calendar options.
3. Select the Sun check box to add Sunday to the work week.
4. Click the Thu and Fri check boxes to clear the check boxes, removing them from the
work week. The restaurant is open Sunday through Wednesday only.
5. Click the Start time field. Key or select 3:00 PM. Click the End time field. Key or select
11:00 PM.
6. Click OK to save the modified work week.
PAUSE. LEAVE Outlook open to use in the next exercise.

Project 10-2: Change Your Time Zone

Arthur Yasinki has been the top salesperson at his company for the last six years. His record is amaz-
ing because he lives in Florida, but his two biggest clients are located in London and San Francisco.
He displays San Francisco as his current time zone and London as his additional time zone. Youll
set up the additional time zone in the next project. In this project, change your current time zone to
match San Franciscos time zone. If you live in the Pacific time zone, change your current time zone to
the Central time zone and change the label name to South Dakota.

GET READY. LAUNCH Outlook if it is not already running.

1. On the File tab, click Options.
2. Click Calendar to display the calendar options.
3. In the Time Zone field, select (GMT-08:00) Pacific Time (US & Canada); Tijuana. (If you
live in the Pacific time zone, change your current time zone to the Central time zone.)
4. In the Label field, key San Francisco. (If you live in the Pacific time zone, change the
label name to South Dakota.)
5. Click OK to save the changes.
PAUSE. LEAVE Outlook open to use in the next exercise.

Proficiency Assessment

Project 10-3: Display Multiple Time Zones

If you ask Arthur Yasinki for the key to his success in sales, hell laugh and respond, Its location,
location, location. Because this phrase usually refers to brick-and-mortar stores or real estate, it might
be difficult to understand his answer. When you look at his calendar, it becomes clear. Arthur spends
about 200 days of every year away from home at client sites. Its no wonder that he doesnt display
the time zone where he lives. In this project, add the time zone for London to your calendar display.

GET READY. LAUNCH Outlook if it is not already running.

1. Open Backstage and display the Calendar options.
2. Scroll down to see the time zone options. Click the Show a second time zone check
box.
3. In the Label field, key London.
4. In the Time zone field, select (UTC) Universal Coordinated Time; Dublin, Edinburgh,
Lisbon, London.
5. Click OK to save the changes.
LEAVE Outlook open for the next project.

Project 10-4: Send Calendar Information via E-mail

Once a week Arthur Yasinki sends a copy of his schedule to the departments administrative
assistant. Without access to his calendar information, the department would have a hard time
finding Arthur on a map.
 Advanced Calendar Management 321

GET READY. LAUNCH Outlook if it is not already running.

1. If necessary, display your Calendar.
2. On the Home tab, click the E-mail Calendar button in the Share group to display the
Send a Calendar via E-mail window.
3. In the Calendar field, select Calendar, if necessary.
4. In the Date Range field, select Next 7 days.
5. In the Detail field, select Full details.
6. In the E-mail Layout field, select List of events.
7. Click OK. A new Outlook Message window is displayed with the calendar information
included in the body of the message.
8. In the To field, key [your e-mail address].
9. Scroll down the message body, if necessary, to view the data in the message. Click
Send.
LEAVE Outlook open for the next project.

Mastery Assessment

Project 10-5: Publish Calendar to Office.com

Arthur Yasinki and the departments administrative assistant are trying Outlook Internet sharing
features. Arthur is publishing his calendar to Office.com. The administrative assistant will subscribe to
Arthurs calendar. In this project, publish your calendar to Office.com.

Troubleshooting If you are logged in to a secure Microsoft Exchange network, your Administrator may block
this feature. Ask about any alternate methods for sharing calendar information outside
your network.

GET READY. LAUNCH Outlook if it is not already running.

You must also have a Windows Live account to publish your calendar to Office.com.
1. If necessary, open your Calendar window
2. Click the Publish Online button in the Share group and then click Publish to Office.com.
Click OK, if necessary, to view pages over a secure connection.
3. Set the options to publish limited details about the next week of your calendar.
4. Click the Only invited users can subscribe to this calendar option and click OK.
5. If necessary, log in to Windows Live and indicate that you want to send a sharing
invitation.
6. Send the invitation to yourself and a friend or coworker.
LEAVE Outlook open for the next project.

Project 10-6: Subscribe to an Internet Calendar

The departments administrative assistant is looking forward to subscribing to Arthur Yasinkis
published calendar. Arthurs calendar information will be up to date and easy to access.

GET READY. LAUNCH Outlook if it is not already running.

This exercise requires Internet access.
1. If necessary, open your Inbox and click the Send/Receive All Folders button.
2. Open [the new Share message you received from a friend or coworker] (if you did not
work with a friend or coworker, open the one you sent to yourself).
3. Choose to subscribe to the new calendar.
322 Lesson 10

4. If necessary, sign in to Windows Live to download and display the calendar.

5. Close the Share message and deselect the new calendar.
6. To clean up after completing these projects, configure the work week to match your
own schedule, set the time zone to match your location, and delete any calendar
subscriptions displayed in the Navigation Pane for the Calendar folder.
CLOSE Outlook.

INTERNET READY through the different types of calendars available. Select one
and subscribe.
Search the Internet for one of several websites
that host Internet calendars, such as iCalShare.com. Browse

Workplace Ready
SHARING SCHEDULES
The number of telecommuters and freelance workers is growing all the time. New tools and
technology make it easier to share information with workers in the next cubicle, the next state,
or the next country.
Large corporations with remote workers can purchase standard software packages or provide
customized software and security features that enable those workers to log in and access all the
features of the companys network regardless of the workers locations. Some of these features
are out of reach for smaller businesses or not feasible for large corporations with only a handful
of telecommuters.
That doesnt mean that smaller companies that utilize a lot of telecommuters and freelance
workers do not have deadlines or that scheduling isnt necessary. Whether your employee is
wearing a pinstriped suit in the boardroom at 8:00 AM or fuzzy slippers in a home office at
11:00 PM, deadlines are critical. Consider publishing schedules to Office Online. Workers can
subscribe to a master schedule that tracks progress as a project is completed.
If you publish a calendar to Office Online, consider these tips:
Keep the calendar up to date. Old information doesnt help anyone.
Send a Share message to all project members inviting them to view the calendar. They cant
meet deadlines they dont know about.
Provide the right amount of information. Too much information can be confusing. Too
little information can be useless.
 Circling Back 3 323

Circling Back

The Baldwin Museum of Science is planning a major event this coming August 31. Ajay Manchepalli,
the Director of Special Exhibits, has worked tirelessly to arrange an exhibit of Egyptian antiquities. In
a small town like Sun Ridge, Wisconsin, this is a major coup. As the plan for the event develops, Ajay
must schedule a whirlwind of appointments and meetings leading up to the big event.

Project 1: Modify Your Calendar

Ajay immediately adds the event to his calendar and adds his first task: update the museums
insurance plan to cover the event. Ajay will be making several calls to antiquities experts and offi-
cials in Egypt every day. Since Egypt is seven hours ahead of Wisconsin, he has decided to modify
his work schedule so that he is available during the day in both Egypt and Wisconsin. Ajay also
wants to share Outlook calendars with Fadi Mohammed, the Egyptian museum director.
Modify your calendar events to match Ajays and change your work week to match his schedule,
and then display Egypts time zone so that Ajay is always aware of the time when he calls Egypt.
Share your calendar with a friend or classmate to match Ajays actions.
GET READY. LAUNCH Outlook if it is not already running.

1. Click the Calendar button in the Navigation Pane to display the Calendar. Click the
Month button to display the Month view, if necessary.
2. On the Home tab, click New Appointment.
3. In the Subject field, key Egypt: Sands of Mystery Exhibit.
4. In the Start time field, select August 31.
5. Click the All day event check box to select the option. The time fields are dimmed.
6. Click the Save & Close button in the Actions group on the Ribbon. The event has been
added to your calendar.
7. Click the View tab. Point to To-Do Bar and then click Normal. The To-Do Bar is
displayed to the right of the monthly calendar.
8. Click the Type a new task field, and key Update insurance for Sands of Mystery
exhibit. Press Enter. The task is created.
9. On the File tab, click Options.
10. Click Calendar.
11. In the Work time group, click the Start time field. Key or select 5:00 AM. Click the End
time field. Key or select 3:00 PM.
12. Scroll down to see the time zone options.
13. In the Time Zone field, select (UTC-06:00) Central Time (US & Canada).
14. In the Label field, key Wisconsin.
15. Click the Show a second time zone check box.
16. In the Label field, key Egypt.
17. In the Time Zone field, select (UTC+02:00) Cairo.
18. Click OK to save the changes return to the Calendar folder.
19. Click the Day button to display the Day view. Note that both time zones are displayed
and the calendar displays the new working hours.
20. Click the Publish Online button in the Share group and then click Publish to Office.
com. If a dialog box is displayed informing you that you will view pages over a secure
connection, click OK.
21. In the Time Span field, select the Whole calendar option.
22. In the Detail field, select Limited details.
23. In the Permissions field, click the Only invited users can subscribe to this calendar
option.
324 Circling Back 3

24. Click OK to publish your calendar. Key your password again, if necessary. When the
upload is complete, the Send a Sharing Invitation window is displayed.
25. Click Yes. A Share window resembling an Outlook Message window is displayed.
26. In the To field, key [the e-mail address for a friend or classmate]. Click the Send
button. The invitation is sent.
27. Click the Mail button in the Navigation Pane to display the Inbox.
28. Click the calendar sharing invitation message, select the URL, and then press Ctrl+C to
copy to the Windows clipboard and close the message.
29. Sign into the Microsoft calendar sharing website (http://www.calendar.live.com/
calendar/calendar.aspx) using your Windows Live ID.
30. On your Calendar page, click Subscribe, and then click Subscribe to a public
calendar.
31. In the Calendar URL box press Ctrl+V to paste the URL that you copied in step
28. Remember to change the beginning of the URL from webcals:// to webcal://,
removing the letter s.
32. In the Calendar name box, enter the name of the person whose calendar you
subscribe to.
33. Click Subscribe to calendar. The calendar appears on your Windows Live Calendar
page.

LEAVE Outlook open for the next project.

Project 2: Schedule and Print Appointments

The Egypt: Sands of Mystery exhibit is scheduled for the month of August next year. Ajay has
several appointments scheduled for next week, but his first is a meeting with the insurance agent
on Monday. Add the appointment to your calendar and print the details to take with you on a
tour of the facilities with the agent.
GET READY. LAUNCH Outlook if it is not already running. Complete the previous project.

1. Click the View tab. Point to To-Do Bar and then click Normal. The To-Do Bar is displayed
to the right of the monthly calendar.
2. Click the Update insurance for Sands of Mystery exhibit task. Drag it to Mondays date
on the calendar. Your insurance agent, Susan Dryer, has requested that you schedule a
couple of hours after lunch to tour the facilities with her.
3. In the Subject field, key Susan Dryer- Insurance for Sands of Mystery to change the
subject line for the appointment.
4. In the Location field, key Here. Susan will come to Ajays office.
5. Key a Start time of 12:30 PM and an End time of 2:30 PM.
6. In the message body, key: Remember to talk to Susan about obtaining security
guards for all of the entrances and exits, our plan to upgrade the current alarm
system, and transportation insurance while the exhibit is in transit.
7. Click the Save & Close button in the Actions group on the Ribbon.
8. Click the Calendar button in the Navigation Pane to display the Calendar folder. Click
the Month button to display the Month view, if necessary.
9. Click the Reminder drop arrow in the Options group and select 1 hour from the list of
available times that appears.
10. Click the Show As down arrow in the Options group and select Busy to update your
availability.
11. Click the File tab to open Backstage view and click Print in the navigation pane to open
the Print settings page.
12. Click the Print Options button.
13. In the Print Style area, click Calendar Details Style.
14. In the Start box of the Print range area, select [Mondays date].
15. In the End box, select [Mondays date].
 Circling Back 3 325

16. Click Print if you want to print the contact record using the default printer.

LEAVE Outlook open for the next project.

Project 3: Schedule a Recurring Meeting

Every Friday, Ajay holds a brief status meeting to update the museum director and any interested
staff members. Ajay will need to use the video conferencing resource so that the Egyptian team
can participate. Ajays family has had trouble adjusting to his new schedule and has asked that
he print his calendar each week so they know when to expect him at home. Schedule a recurring
meeting with a friend or coworker to match Ajays schedule and print your calendar.

Troubleshooting The e-mail addresses provided in these exercises belong to unused domains owned by
Microsoft. When you send a message to these addresses, you will receive an error message
stating that the message could not be delivered. Delete the error messages when they
arrive.

GET READY. LAUNCH Outlook if it is not already running. Complete the previous project.

1. In your account, click the Calendar button in the Navigation Pane to display the
Calendar folder.
2. Use the Date Navigator to select the next Friday.
3. On the Home tab, click New Meeting. The Meeting window is displayed.
4. Click the Subject field and key Sands of Mystery Status. In the Location field, key
videoconf@baldwinmuseumofscience.com to invite the resource to your meeting.
5. Change the Start time field to 9:00 PM and change the End time field to 9:30 PM, if
necessary. The green and red vertical lines move.
6. Click Scheduling Assistant or Scheduling button in the Show group on the Ribbon.
7. Click the Click here to add a name text below your name. Key Steve@
baldwinmuseumofscience.com. Press Enter. Steve is the director, so click the icon
next to his name and select Required Attendee.
8. Click the Click here to add a name text on the next line. Key Fadimohammed@
egyptianantiquities.eg. Press Enter. Click the icon next to Fadis name and select
Required Attendee.
9. Click the Click here to add a name text on the next line. Key [your own e-mail address]
and select Optional Attendee.
10. Click the Recurrence button in the Options group on the Ribbon. The Appointment
Recurrence window is displayed.
11. Click OK to accept the recurrence pattern and return to the meeting window.
12. Click the Appointment button in the Show group on the Ribbon. The To field is
automatically filled with the attendees e-mail addresses, and the recurrence pattern is
displayed.
13. Click the Send button. Your calendar is updated, and the 9:00 PM to 9:30 PM time slot
is displayed as busy for every Friday.
14. Click the Mail button in the Navigation Pane to display the Mail folder.
15. If the Sands of Mystery Status message has not arrived, click the Send/Receive
button.
16. Click the Sands of Mystery Status message in the message list. The message is
displayed in the Preview pane.
17. Click the Propose New Time button at the top of the message. The Propose New Time
window is displayed.
18. In the Start time field, select 9:00 AM. In the End time field, select 9:30 AM, if
necessary. Click the Propose Time button. A Message window is displayed.
326 Circling Back 3

19. In the message area, key the following message. Looks like you might have made a
typing error in this meeting invite. 9:00 PM is midnight in Egypt! Press Enter and type
[your name].
20. Click the Send button.
21. In your account, click the Mail button in the Navigation Pane to display the Mail folder,
if necessary.
22. If the New Time Proposed: Sands of Mystery Status message has not arrived, click the
Send/Receive button.
23. Click the New Time Proposed: Sands of Mystery Status message in the message list.
The message is displayed in the Reading Pane.
24. Click the View All Proposals button on the Meeting Response tab. All proposed
times appear in the scheduling grid so that you can see how each time affects the
mandatory attendees.
25. Select 9:00 AM proposed time.
26. On the Meeting tab, click Contact Attendees in the Attendees group and select Reply
to All with E-mail from the dropdown menu.
27. A message window opens. In the message body, key: Looks like the change in my
sleep patterns has affected me this week. Im updating the meeting so that it is
scheduled during work hours. [Press Enter twice] and type [your name].
28. On the Meeting tab, click Scheduling Assistant or Scheduling and click the Send
button above the scheduling grid.
29. Click the Calendar button in the Navigation Pane to display the Calendar folder. Click
the Month button to display the Month view, if necessary.
30. To clean up Outlook after completing these projects, configure the work week to
match your schedule, set the time zone to match your schedule, and remove the
second time zone, the appointments, events, and recurring meeting scheduled during
this project.

CLOSE Outlook.
 Managing Tasks 11
LESSON SKILL MATRIX
Skills Exam Objective Objective Number

Creating New Tasks Create a task. 6.1.1

Working with Task Options Set Tasks options. 1.1.4
Use Current view. 6.1.9
Managing and Completing a Task Update an assigned task. 6.1.8
Manage task details. 6.1.2
Mark a task as complete. 6.1.4
Move or copy a task to another folder. 6.1.5
Print tasks. 1.5.5
Working with Assigned Tasks Assign a task to another Outlook user. 6.1.6
Accept or decline a task assignment. 6.1.7
Send a status report. 6.1.3

KEY TERMS
assign
complete
Deferred
In Progress
owner
recurring task
task
task request
to-do item

327
328 Lesson 11

Developing and releasing a new product are complicated processes that

can take months or years to complete. Ruth Ann Ellerbrock knows this
from firsthand experience. She has managed the product development
team at Tailspin Toys, releasing three new products in five years. Ruth Ann
and her team use the Tasks folder to track the multitude of tasks required
to accomplish the goal of releasing solid, marketable new products. In
this lesson, youll create, modify, move, and print tasks and to-do items.
Youll also assign a task to someone else, respond to a task request, and
update the status of a task.

SOFTWARE ORIENTATION

Microsoft Outlooks Task Window

Create and modify your tasks in the Task window shown in Figure 11-1. Use the Task window
to create and track tasks that you are managing or performing. Keep your task information
readily available in one location.

Figure 11-1 Report task status Task restarts when its finished
Assign someone the task Assign a category
Outlooks Task window
Mark task as complete Follow up on this task
View task details Make a task private

Save task Mark a task

as Important
Delete task
Current
Task name task status
Date task started Percentage of
Task deadline task complete

Remind me about
this task

Task priority level Task owner Task notes

CREATING NEW TASKS

A task is an Outlook item that you create. It usually has a due date and can be tracked from
creation to completion. When any task is created, it is automatically flagged for follow-up. Any
The Bottom Line
Outlook item that can be flagged for follow-up, including messages and contacts, is called a
to-do item. Thus, creating a task also creates a to-do item.
 Managing Tasks 329

Creating a One-Time Task

You create a one-time task to track your progress on a task that only needs to be completed once.
For example, you would create a one-time task to register for a specific trade show. Once you
have registered for the trade show, the task is completeyou dont need to return to the task
every week or every month. In this exercise, you will create a one-time task.

STEP BY STEP Create a One-Time Task

GET READY. Before you begin these steps, be sure to launch Microsoft Outlook.
1. If necessary, click the Tasks button in the Navigation Pane to display the Tasks folder,
as shown in Figure 11-2.

Figure 11-2 Search Key a Available Description of

for a task new task views selected task
The Tasks folder
Create new
task in the
Task window

See tasks only

See to-do
items Date Navigator

Meetings and
appointments

Current
to-do items

Tasks button

Troubleshooting Depending on the exercises you completed in previous lessons, you might already have
some items displayed in the To-Do List.

2. In the Type a new task field, key Sample. The new Sample task appears in the
To-Do list.
Another Way 3. Click New Task on the Home tab. A Task window is displayed, as shown in Figure 11-1.
In every Outlook 4. In the Subject field, key Create marketing brochure.
folder, you can create a new
5. In the Due date field, key or select [the date five weeks from today].
task by selecting Task in the
New Items dropdown menu 6. In the Priority field, select Low.
or by pressing Ctrl+Shift+K. 7. In the task note area, key Photographers name is Ann Beebe.
8. Compare your Task window to Figure 11-3.
330 Lesson 11

Figure 11-3 Task name Task priority

Creating a new task

Task deadline

Task information

9. Click Save & Close in the Actions group on the Ribbon. The new task is displayed at
the bottom of the To-Do Bar.
10. Click the Arrange By: tab in the To-Do Bar. A list of options is displayed, as shown in
Figure 11-4.

Figure 11-4 Arrange By tab

Arranging tasks in the
To-Do Bar

Click to group
items by date

11. If necessary, click the Show in Groups option to select it. The to-do items in the To-Do
Bar are grouped by date, as shown in Figure 11-5.

Figure 11-5
Task list grouped by date

6.1.1
New tasks created
How do you create a
one-time task?

PAUSE. LEAVE Outlook open to use in the next exercise.

Creating a Recurring Task

A recurring task is a task that must be completed at regular intervals. Common recurring tasks
include creating a weekly status report or turning in your travel receipt to the accounting depart-
ment every month. When you mark a recurring task as complete, the task is automatically re-created
with the next due date displayed. In this exercise, you will create a recurring task that starts in
January and ends after six months. Frequently, start and end dates coincide with project deadlines.
 Managing Tasks 331

STEP BY STEP Create a Recurring Task

Ref You can find more information on completing a task later in this lesson.

GET READY. Before you begin these steps, be sure to launch Microsoft Outlook.
1. If necessary, click the Tasks button in the Navigation Pane to display the Tasks folder.
2. Click New Task on the Home tab. A Task window is displayed as shown in Figure 11-1.
3. In the Subject field, key Summarize teams progress on Vault project.
4. In the Start date field, select [the second Monday in January of next year].
5. Click the Recurrence button in the Options group on the Ribbon. The Task Recurrence
window is displayed, as shown in Figure 11-6.

Figure 11-6
Task Recurrence window

6. Select the Monthly option in the Recurrence pattern field.

7. Click the End by radio button and key or select [the second Monday in July]. This ends
the recurring task in six months.
8. Click OK to return to the Task window.
9. Compare your Task window to Figure 11-7. Depending on the current date, the number
of days before the first deadline will differ.

Figure 11-7 Recurrence pattern

Creating a new recurring task

Next deadline

10. Click Save & Close in the Actions group on the Ribbon.
6.1.1
11. Examine your To-Do List. The new task is displayed below a heading. The heading title
How do you create depends on the amount of time between todays date and the first deadline.
recurring tasks? PAUSE. LEAVE Outlook open to use in the next exercise.
332 Lesson 11

Creating a Task from a Message

E-mail messages are used to convey a variety of information. Sometimes, a message contains
information about tasks that must be performed. To save time in data entry and keep a record
of the original e-mail message with the task, you can use the message to create a tracked task. In
this exercise, you will create a task from a message.

STEP BY STEP Create a Task from a Message

GET READY. Before you begin these steps, be sure to launch Microsoft Outlook. This
exercise requires exchanging messages with another Outlook user with an active e-mail
account who can respond to a message or who has the ability to access and use another
users Outlook profile.
1. Click New E-mail on the Home tab to display a Message window.
2. Click the To field and key [the recipients e-mail address]. The recipient is the Outlook
user who will create a task from this message.
3. Click the Subject field and key Travel Itinerary.
4. In the message area, key the following message: Hi, [Press Enter] Please give a copy
of your itinerary to Arlene Huff before you leave next Friday. [Press Enter twice.]
Thanks. [Press Enter twice.] Mindy.

Take Note Throughout this chapter you will see information that appears in black text within brackets, such
as [Press Enter], or [next Fridays date]. The information contained in the brackets is intended to
be directions for you rather than something you actually type word for word. It will instruct you
to perform an action or substitute text. Do not type the actual text that appears within brackets.

5. Click the Send button to send the message.

6. In the recipients account, click Send/Receive All Folders if the Travel Itinerary message
has not arrived.
7. Click the Travel Itinerary message in the message list. Drag it to the Tasks button on
the Navigation Pane and drop it there. A Task window containing information from the
message is automatically opened, as shown in Figure 11-8.

Figure 11-8
Task window showing Travel
Itinerary message

Subject from
message

Text from
message
 Managing Tasks 333

8. In the Task window, click the Due date field. Key or select [next Fridays date].
9. Click Save & Close in the Actions group on the Ribbon.
10. Click Tasks in the Navigation Pane to display the Tasks folder. Examine your To-Do List.
6.1.1 The new task is displayed below the Later heading.
PAUSE. CLOSE the recipients Outlook account and return to your own if necessary. If you
How do you create a task exchanged tasks with another user so that you received the task in your mailbox, leave
from a message? Outlook open to use in the next exercise.

WORKING WITH TASK OPTIONS

In this section, you will learn how to set the default task options and use Outlooks views to find
The Bottom Line
the one that best meets your working style.

Setting Task Options

To make creating tasks more efficient, you can customize the default options in several ways.
You can set the color for the overdue and completed flags, specify the amount of time you need
reminders, and decide whether or not to keep copies of items you assign to someone else. In this
exercise, you will set your working hours and change the Task Quick Click option.

Ref You can find more information on assigning tasks to others later in this lesson.

STEP BY STEP Set Task Options

GET READY. Before you begin these steps, be sure to launch Microsoft Outlook.
1. On the File tab, click Options. The Outlook Options dialog box opens.
2. Click Tasks in the Navigation Pane. The Outlook Options window displays Task options,
as shown in Figure 11-9.

Figure 11-9
Outlooks Tasks options

Set the task flag

default setting

Customize your
task work week

3. Under the Task options group, click the Quick Click button. The Set Quick Click window
opens.
4. From the drop-down menu, select Tomorrow. Click OK. The next time you want to flag
a Mail message or a contact, click the flag column to have Outlook set the due date to
Tomorrow.
5. In the Work hours group, key or select 4 in the Task working hours per day field to
indicate that you work only four hours a day on tasks.
334 Lesson 11

6. In the Task working hours per week field, key or select 20.
1.1.4 7. Click OK.
PAUSE. LEAVE Outlook open to use in the next exercise.
How do you set task options?

Working with Task Views

To see information about your tasks that have been marked as complete, click the Completed
Tasks view in the Navigation Pane. Table 11-1 lists and describes Outlooks Task views, which
you will learn to use in this exercise.

Table 11-1
Views Description
Task Views
Detailed Similar in appearance to the Simple List, this view also includes the status, percent
complete, and category of your tasks, complete or active.

Simple List This view shows the subject and due date only for all tasks, completed or not.

To-Do List This view includes not only your active tasks, but all other To-Do items, such as
messages and contacts that you have flagged for follow-up.

Prioritized This view shows your active tasks sorted by the Priority field. Tasks at the top have a
High priority.

Active This view shows only the tasks that you have not yet marked as completed.

Completed This view shows only the tasks that you have marked as completed.

Today This view shows all tasks due today.

Next 7 Days This view shows all tasks due within the next seven days.

Overdue This view shows all tasks that are currently overdue.

Assigned This view shows all tasks that were assigned to you, or that you have assigned to
someone else.

Server Tasks If you are operating on a Microsoft Exchange network and using SharePoint 2010, this
Outlook views shows all tasks created and tracked through SharePoint.

STEP BY STEP Work with Task Views

GET READY. Before you begin these steps, be sure to launch Microsoft Outlook.
1. If necessary, click the Tasks button in the Navigation Pane to display the To-Do List.
2. Click the More button in the Current View group. The Current View gallery is displayed,
as shown in Figure 11-10.

Figure 11-10
The Current View gallery

3. Select Detailed. The Tasks view changes to show all the details about the tasks in your
To-Do List.
4. Repeat Step 2 for each of the views on the Change View dropdown menu. Take note of
how the task list changes in each view.
 Managing Tasks 335

5. Because tasks have due dates, you also can view your tasks in the Calendar. Click the
Calendar button in the Navigation Pane.
6. Click the Calendar and Tasks button in the status bar. If necessary, click Week from the
Arrangement group on the View tab. The Daily Task List appears at the bottom of the
window, as shown in Figure 11-11.

Figure 11-11
Viewing the Task list
in Calendar

6.1.9 Calendar and Tasks button

How do you use Current view

in looking at tasks? PAUSE. LEAVE Outlook open to use in the next exercise.

MANAGING AND COMPLETING A TASK

After a task is created, you may have to modify the task by setting its priority as High, Low, or
The Bottom Line Normal. You also can change a tasks status and update the amount of the task that has been
completed. You can also mark a task as private, keeping the details hidden from other users.

Updating a Task
Tracking the status of a task includes modifying the tasks status and percentage complete each
time you work on it. The Status and % Complete fields work together to define your progress,
as shown in Table 11-2. In this exercise, you will update an existing task.

Table 11-2
Status % Complete Description
Task Status
Not Started 0 The Not Started status indicates that work on the task has not yet begun.

In Progress 199 The In Progress status indicates that work on the task has started.

Complete 100 The Complete status indicates that all work on this task is finished.
When you finish a task, mark it as Complete.

Waiting on 099 The Waiting on Someone Else status indicates that your
Someone Else progress on the task has been postponed until you receive something
(e.g., confirmation on a detail, a hard copy in the mail) from someone
else.

Deferred 099 The Deferred status indicates that the task has been postponed
without changing the deadline or the percentage complete.
336 Lesson 11

STEP BY STEP Update a Task

GET READY. Before you begin these steps, you must have launched Microsoft Outlook and
completed the first exercise in this lesson.
1. If necessary, click the Tasks button in the Navigation Pane to display the Tasks folder.
2. Double-click the Create marketing brochure task. The task is opened in a Task window.
3. Click the Status field. Select In Progress to indicate that you have started work.
4. In the Priority field, select High to reflect its importance relative to other tasks. You
know that your company cannot launch the Big Blue product line without your
marketing brochure, so you will need to start work on it right away.
5. Compare your Task window to Figure 11-12.

Figure 11-12 Modified percentage completed

Task window showing
updated task

Modified status

Modified priority

6. Click the Save & Close button in the Actions group on the Ribbon.
7. Halfway through your work on the brochure, your manager stops by your desk to let
you know that the release date for Big Blue has been delayed. You decide to change
the status of your task to Deferred and move on to something else. Double-click the
Create marketing brochure task. The task is opened in a Task window.
8. Click the Status field and select Deferred.
9. Click the % Complete field and key or select 50%.
10. In the task note area, key the additional text: Filename is My Documents/
BigBluebrochure.docx.
11. Compare your Task window to Figure 11-13. Click Save & Close in the Actions group on
the Ribbon.
 Managing Tasks 337

Figure 11-13 Modified percentage completed

Deferring a task

Modified status

Modified note

6.1.8
How do you update
an assigned task? PAUSE. LEAVE Outlook open to use in the next exercise.

Making a Task Private

To make it easier to work with tasks, you can use the new Task Tools Task List tab. The Task
NEW Tools Task List tab contains options for changing the arrangement of the tasks, moving task
to Office 2010 items to other folders and applying tags to tasks.
Like appointments and meetings, you can tag a task as private. This protects the details of the
task from casual observers on your network. Without permission to access your account, the
details of any private task will not be visible to them. In your account, your private tasks do not
look different from any other task until you open the task. Once opened, the Private button in
the Options group on the Ribbon will be highlighted. In this exercise, you will mark the market-
ing brochure as a private task.

STEP BY STEP Make a Task Private

GET READY. Before you begin these steps, you must have launched Microsoft Outlook and
completed the previous exercise.
1. If necessary, click the Tasks button in the Navigation Pane to display the Tasks folder.
2. Click the Create marketing brochure task. The Task Tools Task List tab is displayed on
the Ribbon, as shown in Figure 11-14.

Figure 11-14 Mark a task as Private

Task Tools Task List tab

3. Click the Private button in the Tags group. The task is classified as private.
PAUSE. LEAVE Outlook open to use in the next exercise.
338 Lesson 11

Managing Task Details

Some tasks seem simple on the surface, but in the end, you find that you expended a lot of en-
ergy driving to your clients site to complete them. If you are one of the millions of people who
use Outlook to track project tasks, you might find that keeping track of details like time, billing,
and mileage information for your tasks is an essential part of your business. When it comes time
to submit a time sheet or issue a bill to a client, you can retrieve the information from your Tasks
folder instead of trying to keep it all in your head. In this exercise, you will add details, as shown
in Table 11-3, to your existing tasks.

Table 11-3
Format Description
Task Details Fields
Total work Use this field to track the total amount of work spent for the task or client.
You may want to track the number of days or weeks, as opposed to hours.

Actual work This field tracks the actual number of hours and minutes spent on a given
task.

Company Key the clients name in this field. If you dont work with outside clients, you
could enter the project managers name or the project name used on your
timecard.

Mileage Key information about mileage, gas prices, and the purpose of the trip.

Billing information Use this field to track your billing rate or any discounts
you might have offered.

STEP BY STEP Manage Task Details

GET READY. LAUNCH Microsoft Outlook if it is not already running.

1. If necessary, click the Tasks button in the Navigation Pane to display the Tasks folder.
2. Double-click the Create marketing brochure task. The task is opened in a Task window.
3. Click Details in the Show group. The details fields are displayed in the Task window, as
shown in Figure 11-15.

Figure 11-15 Details button

Viewing Task details

Characteristics
of the selected
message
 Managing Tasks 339

4. In the Company field, key Big Blue merger, the companys code name for its new
product line.
5. In the Actual work field, key 23 hours to indicate that youve already worked on the
6.1.2
project for 23 hours.
How do you manage 6. Click Save & Close.
task details? PAUSE. LEAVE Outlook open to use in the next exercise.

Marking a Task as Complete

When you finish a task, you will need to mark the task as complete. Completed tasks are not
displayed on your To-Do List, but are visible on the Completed Tasks view. As your list of com-
pleted tasks grows over time, the Completed Tasks view becomes a record of the tasks you have
accomplished.
In this exercise, you will mark a task as complete.

STEP BY STEP Mark a Task as Complete

GET READY. LAUNCH Microsoft Outlook if it is not already running. Before you begin
these steps, be sure to complete the first exercise in this lesson.
1. If necessary, click the Tasks button in the Navigation Pane to display the Tasks folder.
Another Way
You can also mark 2. Click the Create marketing brochure task in the To-Do Bar. The Task Tools Task List tab is
a task as complete by opening displayed in the Ribbon.
a task window and clicking 3. Click the Mark Complete button in the Manage Task group on the Ribbon. The task is
Mark Complete in the Ribbon. moved to the Completed Tasks list so it is no longer displayed on your To-Do List.
4. Click the Home tab. In the Current View gallery, click the Completed Tasks button to
view all of your completed tasks, as shown in Figure 11-16.

Figure 11-16 Completed view

Viewing Completed
Tasks details

Newly
completed
item

6.1.4
How do you mark a task
as complete? PAUSE. LEAVE Outlook open to use in the next exercise.
340 Lesson 11

Searching for Tasks

Outlooks Instant Search feature makes it simple to find a task quickly, even those stored in the
Mail folders. Instant Search can match your search terms with any text, including text in the
Task window fields, the notes area, and the Task Details. You can also use Outlooks new Search
Tools tab to filter your search results to find the task you need.
In this exercise, you will use Instant Search to locate specific tasks in any folder.

STEP BY STEP Search for Tasks

GET READY. Before you begin these steps, launch Microsoft Outlook and make sure that
Instant Search is enabled. You must have completed the previous exercises in this lesson.
1. In your account, click the Tasks button in the Navigation Pane to display the Tasks
folder if necessary.
2. Click the More button in the Current View group to open the Current View gallery of the
Ribbon and select To-Do List from the dropdown menu.
3. Click the Search All Task Items box. The Search Tools tab is displayed.
4. Verify that Search All Task Items is selected. Key brochure. As you key the search text,
Outlook displays the matching task items in any folder, as shown in Figure 11-17.

Figure 11-17 Filter tools Instant Search Clear Search

box button
Task items that meet
search criteria

Search results Location of items

found

PAUSE. LEAVE the Instant Search results open to use in the next exercise.

Moving or Copying a Task to Another Folder

Even with the variety of views available in the Task module and the efficiency of the Instant
Search feature, as with other Outlook modules, you can create custom folders in which to store
related tasks. You may choose to create a folder for each project, for a specific time frame, or for
each customer. The key is to choose an organization system that works for you. Once you have
decided on a system, you can easily move items into their new location. In this exercise, you will
create a folder for the Big Blue product line and move the related tasks into it.

STEP BY STEP Move or Copy a Task to Another Folder

GET READY. LAUNCH Microsoft Outlook and ensure that Instant Search is enabled.
Complete the previous exercises in this lesson.
1. Right-click on the Tasks folder in the Navigation Pane.
2. Select New Folder from the shortcut menu. The Create New Folder window opens, as
shown in Figure 11-18.
 Managing Tasks 341

Figure 11-18
Create New Folder window

3. In the Name field, key Big Blue.

4. Click the Tasks folder in the Select where to place the folder pane.
5. Click OK to create a new folder, as shown in Figure 11-19.

Figure 11-19
Big Blue folder added
New Task folder
under Tasks folder

Another Way
To copy a task,
drag the item while holding
the right-click button on your
mouse. Select Copy Here from
the shortcut menu. 6. In the Instant Search results, select the Create marketing brochure task. If you have a
copy of the Travel Itinerary task on your account, select it too.
7. Drag the items over the new Big Blue folder to move them.
PAUSE. LEAVE Outlook open to use in the next exercise.
6.1.5
How do you move or copy a Printing Tasks
task to another folder?
As in other Outlook modules, tasks can be printed quickly from the Backstage area. In this exercise,
you will print two tasks, one active and one completed. Table 11-4 describes the available task print
styles.

Table 11-4
Print Styles Description
Task Printing Options
Table Style This style prints your tasks in a list, one after the other.

Memo Style This style prints the contents of each task, including attachements.

STEP BY STEP Print Tasks

GET READY. LAUNCH Microsoft Outlook if it is not already running.

1. In your account, click the Tasks button in the Navigation Pane to display the To-Do List.
Click the Tasks folder if necessary.
2. Click the File tab and select Print.
3. Select Table Style from the Settings pane to see a preview of your printout, as shown
in Figure 11-20. Click Print.
342 Lesson 11

Figure 11-20
Printing tasks in List
view (Table Style)

4. In the Navigation Pane, click the Big Blue folder to display the completed Create
Marketing Brochure task.
5. Double-click the Create marketing brochure task to open it. Click the File tab and
select Print.
6. Select Memo Style from the Settings Pane to see a preview of your printout, as shown
in Figure 11-21. Click Print.

Figure 11-21
Printing Task details
(Memo Style)

1.5.5
How do you print tasks?

PAUSE. LEAVE Outlook open to use in the next exercise.

WORKING WITH ASSIGNED TASKS

In the previous sections, you have created, modified, and completed tasks. In this section, you
The Bottom Line
will assign tasks to other Outlook users and respond to tasks assigned to you.
c11ManagingTasks.indd Page 343 8/8/11 8:13 PM user-F393 /Users/user-F393/Desktop

Managing Tasks 343

Assigning a Task to Another Outlook User

The task owner is the only Outlook user who can modify a task. The creator of a task is auto-
matically the task owner. To transfer ownership of a task, you can assign the task to another
Outlook user with a task request. By default, Outlook will keep a copy of any task you assign
to someone else in your task list. If you are using a Microsoft Exchange network, your task list
will be updated when the new owner updates the task on their task list.
In this exercise, you will send two task requests to your partner. When you send a task request,
the recipient becomes the task owner when you click the Send button. You can recover owner-
ship of the task only if the recipient declines the task and you return the task to your task list.

STEP BY STEP Assign a Task to Another Outlook User

GET READY. LAUNCH Microsoft Outlook if it is not already running.

Troubleshooting You cannot assign a task to yourself; therefore, this series of exercises requires exchanging
messages with a partner using Outlook 2010. If you do not have a partner, you can use a
different Outlook profile tied to a separate e-mail account. If you need to create a profile,
see Outlooks Help topics for more information.

1. If necessary, click the Tasks button in the Navigation Pane to display the Tasks folder.
2. Click the New Items dropdown arrow. The dropdown menu appears.
3. Click Task Request. The Task request window containing elements of a Task window
WileyPLUS Extra! features an and a Message window is displayed, as shown in Figure 11-22.
online tutorial of this task.

Figure 11-22 Recipient Task importance

Task Request window

Task
name

Tracking
options

Task deadline Task notes

4. Click the To field and key [your partners e-mail address]. Your partner is the Outlook
user who will own this task.
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344 Lesson 11

5. Click the Subject field and key Prepare training materials for new employees.
Another Way 6. Click the Due date field. Key or select [next Fridays date].
If you want to as-
sign a task that already exists 7. In the message area, key the following message: Hi, [Press Enter.] Please prepare
in your task list, open it and training materials and a schedule for the one-day training seminar next week. [Press
click the Assign Task button in Enter twice.] Thanks, [Press Enter twice.] Key [your name].
the Manage Tasks group on the 8. Click the Send button to send the task request. If you kept a copy of the task, it is
Task tab. displayed on your To-Do List.
9. Click the Prepare training materials for new employees task on your To-Do List to verify
that your partner is identified as the task owner, as shown in Figure 11-23.

Figure 11-23 Recipient has not responded

Assigned task displayed after to the task request yet
task request sent

Selected task

Another Way
You can forward
Recipient is task owner
one of your tasks to a friend
or colleague. Select the task
you want to forward and click 10. If necessary, click the Tasks button in the Navigation Pane to display the Tasks folder.
Forward on the Home tab. The
task is sent as an attachment 11. Click the New Items dropdown list arrow. The dropdown menu appears.
to a Mail message. Your friend 12. Click Task Request.
can drag the attachment to 13. Click the To field and key [your partners e-mail address]. Your partner is the Outlook
their own Task list. user who will own this task.
14. Click the Subject field and key Greet new employees.
15. Click the Due date field. Key or select [next Fridays date].
16. In the message area, key the following message: Hi, [Press Enter] Its a good idea to
introduce ourselves to the new employees before the training session starts next
Friday. [Press Enter twice] Key [your name].
6.1.6 17. Click the Send button to send the task request.
PAUSE. CLOSE Outlook to access your partners account, if necessary. Otherwise, leave
How do you assign Outlook open to use in the next exercise.
tasks to others?

Accepting or Declining a Task Assignment

A task request is received in your mailbox like any other message. When you receive a task re-
quest, you can accept the task, decline the task, or assign the task to another Outlook user. Once
a task is assigned to you, you become the owner. Even if you decline a task request, you are the
owner until the person who sent the original task request returns the declined task to his or her
task list. When a task you assigned to another user is declined, you will receive a Task Declined:
Task Name message. Double-click the message to open it. Click the Return to Task List button
in the Manage Task group on the Ribbon and then click Save & Close to return to your task list.
In this exercise, you have received two task requests. You will accept one task and decline the
second.
 Managing Tasks 345

STEP BY STEP Accept or Decline a Task Assignment

GET READY. LAUNCH Outlook if it is not already running. Complete the previous exercise.

Take Note This exercise is performed in your partners account.

1. In your partners account, click the Mail button in the Navigation Pane to display the
Mail folder, if necessary. If the task requests sent in the previous exercise have not
arrived, click the Send/Receive button.
2. In the Inbox, click the Task Request: Prepare training materials for new employees
message. The task request is previewed in the Reading Pane, as shown in Figure 11-24.

Figure 11-24 Respond to a task request

Task request received

Task name
Task
Meeting deadline
request
icon

Person who assigned task to you

3. In the Task window, click the Accept button in the Respond group on the Ribbon. As
shown in Figure 11-25, a small dialog box is displayed asking if you want to edit the
message sent with the response.

Figure 11-25
Accepting Task dialog box

4. Click OK to send the response now. The task acceptance is sent and the task is added
to your task list.
5. In the Inbox, click the Task Request: Greet new employees message to preview it.
6. In the Reading Pane, click the Decline button at the top of the message. The small
Declining Task dialog box is displayed, asking if you want to edit the message sent
with the response.
7. In the Declining Task dialog box, click the Edit the response before sending option and
click OK.
8. In the Task window, key I will be out of town next Friday.
9. Compare your Task Request response to that shown in Figure 11-26.
346 Lesson 11

Figure 11-26 Task name

Task Request response form

Your response

Original task
request text

6.1.7 10. Click the Send button. Your partner has declined this task, so it is not added to his
task list. However, until youthe person who originally assigned it to your partner
reclaims ownership of the task, he is still the owner.
How do you accept or
decline a task assignment? PAUSE. LEAVE Outlook open to use in the next exercise.

Sending a Status Report

When you update a task assigned to you, the task copy kept on any previous owners task list is
automatically updated if the previous owner chose the tracking options when assigning the task.
You can also choose to send a status report to previous task owners or other interested individuals.
In this exercise, you will update the Prepare training materials for new employees task and send a
status report to the person who assigned the task to you.

STEP BY STEP Send a Status Report

GET READY. LAUNCH Outlook if it is not already running. Make sure youve completed the
previous exercises.

Take Note This exercise begins in your partners account.

1. In your partners account, click the Tasks button in the Navigation Pane to display the
Tasks folder if necessary.
2. Double-click the Prepare training materials for new employees task. The Task window
is displayed.
3. Click the % Complete field. Key or select 50%.
4. Click the Save & Close button to update the task.
5. Double-click the Prepare training materials for new employees task. The Task window
is displayed.
6. Click the Send Status Report button in the Manage Task group on the Ribbon. A
Message window is displayed. The person who assigned the task to you is displayed
in the To field.

Take Note The To field is filled in automatically by Outlook. To see any individuals who will be automati-
cally updated, open the task to display the Task window and click the Details button in the
Show group on the Ribbon. The Update list field identifies individuals who are automatically
updated in the status report.
 Managing Tasks 347

7. The message content details the tasks current status, as shown in Figure 11-27.
8. Click the Send button.

Take Note Switch to your e-mail account.

9. In your e-mail account, click the Task Status Report: Prepare training materials for
new employees message in your message list. The status report is previewed in the
Reading Pane, as shown in Figure 11-27.

Troubleshooting If you havent received the status report, press F9 to send and receive all messages.

Figure 11-27 Task owner Task name

Task Status Report

Key notes here

Updated status

Original task
request text for
reference

6.1.3
How do you send a status
report on an assigned task? PAUSE. CLOSE Outlook.

When the status report is received, the task status report includes the original task text, the
updated progress information, and any notes the task owner might want to include, as shown
in Figure 11-27.
348 Lesson 11

SKILL SUMMARY
In This Lesson You Objective
Learned How To: Exam Objective Number
Create new tasks Create a task. 6.1.1
Work with task options Set Tasks options. 1.1.4
Use Current view. 6.1.9
Manage and complete a task Update an assigned task. 6.1.8
Manage task details. 6.1.2
Mark a task as complete. 6.1.4
Move or copy a task to another folder. 6.1.5
Print tasks. 1.5.5
Work with assigned tasks Assign a task to another Outlook user. 6.1.6
Send a status report. 6.1.3

Knowledge Assessment

Fill in the Blanks

Complete the following sentences by writing the correct word or words in the blanks provided.

1. Only the task can modify a task.

2. A(n) task occurs at regular intervals.
3. After you start a task, the tasks status is .
4. Click the Tasks button to view the .
5. Use a(n) to assign a task to another user.
6. The To-Do List displays tasks and .
7. The task owner can the task to another Outlook user.
8. A(n) task is not displayed on your To-Do List.
9. You can track a(n) from creation to completion.
10. A(n) task is postponed.

Multiple Choice
Select the best response for the following statements.

1. Which of the following can be a to-do item?

a. Task
b. Message
c. Flagged contact
d. All of the above
2. Who owns a task when you assign the task to another user and the task is declined?
a. You
b. You and the other Outlook user
c. The other Outlook user
d. No one owns the task
 Managing Tasks 349

3. What is the difference between a task and a to-do item?

a. A task takes longer to complete.
b. To-do items are displayed on the To-Do List.
c. Tasks can be tracked.
d. There is no difference between a task and a to-do item.
4. How do you protect the details of a task from casual observers on your network?
a. Complete the task.
b. Make the task private.
c. Assign the task to another Outlook user.
d. Hide the task.
5. What is automatically created when you create a task?
a. To-do item
b. Deadline
c. Task request
d. Message
6. Who owns a task you assign to another Outlook user?
a. You
b. You and the other Outlook user
c. The other Outlook user
d. No one owns the task
7. What happens when you complete a recurring task?
a. The task is deleted.
b. The task is assigned to another Outlook user.
c. An entry is made in your calendar.
d. The task is automatically re-created with the next due date displayed.
8. Where does a task request arrive?
a. Tasks folder
b. Mail folder
c. To-Do List
d. Task Requests folder
9. What feature finds tasks quickly?
a. Instant Search
b. Search folder
c. Sort tasks
d. All of the above
10. What folder must be active to create a task?
a. Task folder
b. Mail folder
c. Contacts folder
d. Any Outlook folder
350 Lesson 11

Competency Assessment

Project 11-1: Create a One-Time Task

Eugene Kogan is setting up a small business to bake and sell cupcakes. He believes that personal
cakes will be popular at childrens parties, open houses, and office events. Before he can get started,
Eugene needs to create a list of tasks. He is a procrastinator, so he knows that deadlines are needed
to keep him focused on the business. Since he already has a full-time job, he will only be able to work
a few hours a week on this new venture and he wants to update his task settings accordingly.

GET READY. LAUNCH Outlook if it is not already running.

1. On the File tab, click Options.
2. Click Tasks. The Outlook Options window is displayed.
3. In the Work hours group, key or select 4 in the Task working hours per day field to
indicate that you work only 4 hours a day on tasks.
4. In the Task working hours per week field, key or select 24 because Eugene plans to
work on Saturdays as well.
5. Click OK.
6. If necessary, click the Tasks button in the Navigation Pane to display the Tasks folder.
7. Click New Task on the Home tab.
8. In the Subject field, key CupcakesIdentify potential clients. In the Due date field, key
or select [the date two weeks from today]. Click the Save & Close button in the Actions
group on the Ribbon.
9. Click New Task on the Home tab.
10. In the Subject field, key CupcakesIdentify competitors. In the Due date field, key or
select [the date two weeks from today]. Click the Save & Close button in the Actions
group on the Ribbon.
11. Click New Task on the Home tab.
12. In the Subject field, key CupcakesResearch prices and recurring expenses. In the Due
date field, key or select [the date two weeks from today]. Click the Save & Close button
in the Actions group on the Ribbon.
13. Click New Task on the Home tab.
14. In the Subject field, key CupcakesIdentify initial equipment and financial investment
needed. In the Due date field, key or select [the date four weeks from today]. Click the
Save & Close button in the Actions group on the Ribbon.
15. Click New Task on the Home tab.
16. In the Subject field, key CupcakesIdentify time investment required. In the Due date
field, key or select [the date four weeks from today]. Click the Save & Close button in
the Actions group on the Ribbon.
17. Click New Task on the Home tab.
18. In the Subject field, key CupcakesResearch and select marketing methods. In the
Due date field, key or select [the date four weeks from today]. Click the Save & Close
button in the Actions group on the Ribbon.
19. Click New Task on the Home tab.
20. In the Subject field, key CupcakesWrite a business plan. In the Due date field, key
or select [the date six weeks from today]. Click the Save & Close button in the Actions
group on the Ribbon.
PAUSE. LEAVE Outlook open for the next project.
 Managing Tasks 351

Project 11-2: Modify Tasks

Eugene has made progress on making his cupcake dream come true. Update his progress on each of
the tasks.

GET READY. LAUNCH Outlook if it is not already running.

1. If necessary, click the Tasks button in the Navigation Pane to display the Tasks folder.
2. Double-click the CupcakesIdentify potential clients task. The task is opened in a Task
window.
3. Click the Status field. Select In Progress.
4. Click the % Complete field and key or select 50%.
5. Click the Save & Close button in the Actions group on the Ribbon.
6. Double-click the CupcakesIdentify competitors task. The task is opened in a Task
window.
7. Click the Status field. Select In Progress.
8. Click the % Complete field and key or select 25%.
9. Click the Save & Close button in the Actions group on the Ribbon.
10. Double-click the CupcakesResearch prices and recurring expenses task. The task is
opened in a Task window.
11. Click the Status field. Select In Progress.
12. Click the % Complete field and key or select 75%.
13. Click the Save & Close button in the Actions group on the Ribbon.
PAUSE. LEAVE Outlook open for the next project.

Proficiency Assessment

Project 11-3: Assign a Task to Another Outlook User

Eugene has been researching his business prospects for several weeks now. He is ready to pull the
information together in a business plan. However, Eugene knows that a business plan is a critical
document. For example, the business plan is necessary for obtaining funds from a bank. Although
Eugene has many important business skills, he decided to ask his cousin, a technical writer at
Litware, Inc., to write the business plan.

Troubleshooting You cannot assign a task to yourself; therefore, Projects 11-3 and 11-4 require exchanging
messages with a partner using Outlook 2010. If you do not have a partner, you can use a
different Outlook profile tied to a separate e-mail account. If you need to create a profile,
see Outlooks Help topics for more information.

GET READY. LAUNCH Outlook if it is not already running.

Take Note This exercise is performed in your account.

1. If necessary, click the Tasks button in the Navigation Pane.

2. Double-click the CupcakesWrite a business plan task.
3. Click Assign Task in the Manage Task group on the Ribbon. In the To field, key [the
recipients e-mail address].
4. In the Priority field, select High.
5. In the Due date field, key or select [the date four weeks from today].
6. In the message area, key the following message: Hi, Press Enter. Please let me know if
you need any additional information. [Press Enter.] Thanks!
7. Click the Send button to send the task request.
PAUSE. CLOSE to access your partners account if necessary. Otherwise, leave Outlook
open to use in the next exercise.
352 Lesson 11

Project 11-4: Accept an Assigned Task

Eugenes cousin is helping Eugene by sorting through all of the information necessary to create a
business plan. His cousin understands the importance of creating a professional document that will
give Eugene the best chance of obtaining financing from the bank. Eugenes cousin is just as excited
about the new business as he is; he completes the business plan in record time and marks the task as
complete, which automatically updates Eugenes task list too.

GET READY. LAUNCH Outlook if it is not already running.

Take Note This exercise is performed in your partners account.

1. In your partners account, view the mailbox. If the task request sent in the previous
project has not arrived, click the Send/Receive All Folders button.
2. Click the Task Request: CupcakesWrite a business plan message to preview it.
3. In the Reading Pane, click the Accept button at the top of the message.
4. Click OK to send the acceptance without editing it.
5. In the Inbox, double-click the Task Request: CupcakesWrite a business plan message
to open it. Mark the task as complete.
PAUSE. CLOSE Outlook to access your account if necessary. Otherwise, leave Outlook
open to use in the next project.

Mastery Assessment

Project 11-5: Complete Tasks

At the end of two weeks, Eugene has completed several tasks on time. He marks these tasks as com-
plete. He checks the Completed view to see his progress on this new venture.

GET READY. LAUNCH Outlook if it is not already running.

1. If necessary, display the Tasks folder.
2. Open the CupcakesIdentify potential clients task.
3. Mark the task as completed using the tools on the Ribbon.
4. Open the CupcakesIdentify competitors task.
5. Mark the task as completed using the tools on the Ribbon.
6. Open the CupcakesResearch prices and recurring expenses task and mark the task
as complete.
7. Change the Task view to Completed. These tasks, as well as the CupcakesWrite a
business plan task completed by Eugenes cousin, appear on this view.
PAUSE. LEAVE Outlook open for the next project.

Project 11-6: Search for Tasks

Eugene has been operating his cupcake business on the side for the last six months and wants to
better organize his Tasks folder by creating a Cupcakes subfolder. He moves his cupcake tasks into the
new folder. Seeing his progress so far helps make up Eugenes mind. Its time to take the cupcakes
business full time. Afterwards, you will clean up your folders after completing all of these projects.

GET READY. LAUNCH Outlook if it is not already running.

1. In your account, right-click the Tasks button in the Navigation Pane and create a new
folder named Cupcakes.
2. Click the Tasks folder in the Select where to place the folder pane.
3. If necessary, display the Tasks folder.
 Managing Tasks 353

4. Use Outlooks search tools to locate all tasks containing the key word Cupcakes. Make
sure that all task items are searched.
5. Move the found tasks to the new Cupcakes subfolder to move them.
6. Click the Clear Search button to clear the search criteria.
7. To clean up Outlook after completing these projects, restore your working hours
options and delete the new Cupcakes folder.
CLOSE Outlook.

INTERNET READY Internet to research your business idea and the tasks
involved.
Have you thought of starting a business?
Create a task list to research your business idea. Use the

Workplace Ready
y
BREAK IT DOWN
Earning a degree, managing a project, and training new workers seem like unrelated activities.
What do they have in common? All three activities are complicated processes that seem daunting
when you look at the whole. However, each activity is made up of smaller steps.
Break down a large goal into smaller tasks that you can perform yourself or assign to others for
completion. In each case, start with the ultimate goal and break it down into a list of steps to be
completed. Next, convert the steps into tasks, then match the tasks with the people available to
perform the tasks.
When you assign tasks to other people, make sure that the task owner has all the tools needed
to complete the task. The task owner needs the ability and authority to perform the task. Ability
includes skill and equipment. Authority ensures that the task owner can obtain any necessary
information or assistance from other workers.
When you create tasks, remember these important tips.
Break down large jobs into manageable tasks.
Match tasks to people.
Ensure that the task owner has the ability and authority to succeed.
12 Categories and
Outlook Data Files

LESSON SKILL MATRIX

Skills Exam Objective Objective Number

Working with Categories Categorize Outlook items. 1.2.1

Working with Data Files

KEY TERMS
color category
compacting
data file

354
 Categories and Outlook Data Files 355

Bart Duncan is a sales representative for Contoso, Ltd. He sells insurance policies
to businesses. He works with large corporations, small businesses, and new busi-
nesses that are struggling to grow. Because the size of the company dictates the
level of service that his company offers its clients, he chooses to categorize clients
based on their employee headcount. To make the clients status easily visible, Bart
uses five color categories based on size. His two most important clients have sep-
arate color categories to indicate their importance in his sales activities. In this
lesson, youll use categories to color code your Outlook items. Youll also learn to
create, open, and close Outlook data files to help you manage your Outlook items.

SOFTWARE ORIENTATION

Microsoft Outlooks Color Categories Window

The Color Categories window displayed in Figure 12-1 enables you to create, modify, and delete
color categories.

Figure 12-1 Create a new color category

Outlook Color
Categories window

Change the name of a color category

Remove a color category
Select a color

Select a keyboard
shortcut for assigning
a color category to
an Outlook item

Default color categories

Use the Color Categories window to customize the new color categories for your use. Refer to
Figure 12-1 as you complete the following exercises.

WORKING WITH CATEGORIES

A color category assigns a color to an Outlook item, providing a new way to visually indi-
cate relationships among Outlook items. For example, you might assign the red category to all
Outlook items related to your supervisor. In that instance, all items related to your supervisor,
The Bottom Line
including her contact record, messages you exchange with her, and meetings scheduled with her,
would be marked with the red color category. You can use color categories to sort or quickly find
your Outlook items.

Categorizing Outlook Items

In this exercise, you will find all the Outlook items related to a specific contact and assign them
to a category. Every Outlook item can be assigned to one or more color categories without open-
ing the item. You can also create rules to assign a color category automatically to messages you
send and receive.
356 Lesson 12

Ref You can find more information on creating rules in Lesson 5.

Take Note Throughout this chapter you will see information that appears in black text within brackets,
such as [Press Enter], or [next Fridays date]. The information contained in the brackets is in-
tended to be directions for you rather than something you actually type word for word. It will
instruct you to perform an action or substitute text. Do not type the actual text that appears
within brackets.

STEP BY STEP Categorize Outlook Items

GET READY. LAUNCH Microsoft Outlook if it is not already running.

Another Way 1. Click the Folder List button in the Navigation Pane to display the Folder List.
You can add a color
2. Click the Instant Search box. The Search Tools tab appears in the Ribbon.
category before you send a
new e-mail. Click the Options 3. In the Instant Search box, key [the name of a friend or coworker youve been sending
tab, click the dialog launcher in items during previous lessons]. Outlook displays a list of items related to your friend
the More Options group, and or coworker. If necessary, click the All Outlook Items button in the scope group of the
select Categories. Search Tools tab to display items from every folder in the search results list, as shown
in Figure 12-2.

Troubleshooting If you have not been completing these exercises by entering the name of a friend or
coworker, key Tibbott. Outlook displays any items related to Diane Tibbott.

4. Click Search All Outlook Items on the Search Tools tab, if necessary. All Outlook items
related to the friend or coworker whose name you keyed in Instant Search box are
displayed, as shown in Figure 12-2.

Figure 12-2
Search results
Instant Search box Clear Search button Description of selected item

Search
Tools
tab

Folder List button Search Results

 Categories and Outlook Data Files 357

Troubleshooting The Outlook items in the search results depend on the exercises and projects you completed
in previous lessons. They may differ from the results shown here.

5. Click the first item on the list. Scroll to the end of the list. Press Shift and click the last
item on the list. All the search results are selected.
6. Right-click over the highlighted list of items. On the shortcut menu, point to Categorize
and click the Red Category option. If you have not used Red Category before, a dialog
box allowing you to rename the category is displayed, as shown in Figure 12-3.

Figure 12-3
Rename Category dialog box

7. Click No in the Rename Category dialog box. You will rename the category in the next
exercise. All the items are assigned to the Red Category, as shown in Figure 12-4.

Figure 12-4
Categorizing Outlook items

Items related
to Tibbott
categorize
as Red

8. Click the Close Search button to clear the search criteria, which in this case is the name
1.2.1 of your friend or coworker.
PAUSE. LEAVE Outlook open to use in the next exercise.
How do you categorize
messages, appointments,
Modifying and Creating Color Categories
meetings, contacts, and tasks
by color? If you, like most people, find that a category named Red Category is a little vague, you will be
glad to know that color categories can be renamed to meet your needs. Use names that identify
the Outlook items assigned to the color category. Using an individuals or a projects name more
clearly identifies a color category. Outlook comes with six color categories, but you can add
more as you need them.
In this exercise, you will rename an existing color category and create a new one.
358 Lesson 12

STEP BY STEP Modify and Create Color Categories

GET READY. LAUNCH Microsoft Outlook if it is not already running.

1. Click the Mail button in the Navigation Pane to display the Mail folder. Click the Inbox,
Another Way if necessary.
You can also access
2. Click any message in the message list. A preview of the message appears in the
the Color Categories window
Reading Pane. Though you dont have to open it, an Outlook item must be selected to
by right-clicking a message,
activate the Categorize button.
pointing to Categorize, and
then clicking All Categories 3. On the Home tab, click the Categorize button in the Tags group and click the All
from the list. Categories option from the dropdown list. The Color Categories window in Figure 12-1
is displayed.
4. Click Red Category in the list of categories and click the Rename button on the right
side of the window. The Red Category text becomes active.
5. Key Partner Exercises in the activated space and press Enter.
6. Click OK to rename the category and close the Color Categories window.

Take Note If you want to rename multiple color categories at the same time, click OK after all of your
changes have been made.
7. To create a new category, select any message in the message list and click Categorize
and select the All Categories option. The Color Categories window in Figure 12-1 is
displayed.
8. Click the New button. The Add New Category window is displayed, as shown in
Figure 12-5.

Figure 12-5 Key a name

Add New Category window for a new
Select a
category
shortcut key

Select a color
Another Way
You can also create 9. In the Name field, key Slider Project. In the Color field, select Dark Olive.
categories that dont use a
color. To create a colorless 10. Click OK. The new category is displayed in the Color Categories window.
category, select None in the 11. Click OK to close the Color Categories window.
Color field in the Add New 12. With an Outlook item selected, click the Categorize button on the Home tab to view the
Category window. modified list of categories, as shown in Figure 12-6.

Figure 12-6
Modified list of
Renamed
available categories New
category
category

13. Because a message was selected when you created the new color category, that
message is assigned to the new category. Select the message again, then click
Categorize and select Clear All Categories to remove the category from this message.
PAUSE. LEAVE Outlook open to use in the next exercise.

Sorting Items by Color Category

To sort items, you arrange the items in a sequence based on specific criteria. After assigning
Outlook items to a color category, you can use the color category as a sort criterion in each
of the Outlook modules. Once sorted, Outlook items are placed in groups based on the color
 Categories and Outlook Data Files 359

categories. The order of the groups is determined alphabetically by the names of the categories.
For example, the category Apple will be placed before the category Banana, regardless of the
color assigned to the categories. In the Contacts, Tasks, and Notes folders, you can click the By
Category radio button in the Navigation pane to sort contacts by category.
In the Calendar folder, click the View menu, point to Current View, and click By Category.
Calendar items without a category are displayed before those assigned to a color category. If you
added holidays to your calendar in Lesson 10, the holidays are displayed in the Holiday category.
In this exercise, you will sort your Mail messages by color category.

STEP BY STEP Sort Items by Color Category

GET READY. LAUNCH Microsoft Outlook if it is not already running and be sure to
complete the previous exercises.
Another Way
To sort items, you 1. If necessary, click the Mail button in the Navigation Pane to display the mailbox.
can click the Arranged By: Date 2. On the View tab, click Categories in the Arrangement group. The messages in the
text below the Instant Search message list are rearranged by category. Messages without an assigned category
box. Click Categories in the appear at the top of the list. Scroll down to the bottom of the message list to view the
dropdown menu. categorized messages if necessary, as shown in Figure 12-7.
3. On the View tab, click Date in the Arrangement group. The messages are resorted to
the default order.

Figure 12-7
Sorting items by category
Sort by
category

Renamed
category

PAUSE. LEAVE Outlook open to use in the next exercise.

Searching for Items by Category

Outlooks Instant Search feature allows you to search for Outlook items that meet a variety
of search criteria. In previous lessons, you keyed text to use as the search criterion. You can
use the Advanced Find feature to search by category or other characteristics, such as the
Importance flag and sensitivity assignment. In addition, you can use Outlooks predefined
Categorized Mail Search Folder to quickly search for text within categorized messages without
having to specify advanced search criteria. In this exercise, you will add a selection criterion
using Advanced Find.
360 Lesson 12

STEP BY STEP Search for Items by Category

GET READY. Before you begin these steps, complete the previous exercises in this lesson.
1. Click the Mail button in the Navigation Pane to display the Calendar folder. Click the
Folder List button to display the complete list of Outlook folders.
2. Click in the Instant Search box to activate the Search Tools tab and click Has
Attachments in the Refine group. The Instant Search box is updated to include the
attachments criterion, as shown in Figure 12-8.

Figure 12-8 Search for items with attachments

Instant Search box

Instant
Search
box

3. On the Search Tools tab, click the Search Tools button in the Options groups and click
Advanced Find from the dropdown list that appears. The Advanced Find window is
displayed.
4. Click the More Choices tab. The Only items with field displays the attachment
requirement you specified in step 2, as shown in Figure 12-9.

Figure 12-9 Type of item to look for

Advanced Find window
Search by
category

Attachment
requirement

Ref You can find more information on Search Folders in Lesson 7.

 Categories and Outlook Data Files 361

5. Click the Categories button and select Partner Exercises. Click OK to close the Color
Categories dialog box.
6. Click Find Now. Search results are displayed below the Advanced Find window as they
are located, as shown in Figure 12-10.

Figure 12-10 Search category

Results of searching
by category

Search
Another Way results
You can add the
category option to your search
criteria without using the
Advanced Find window. Click
Categories in the Refine group
on the Search Tools tab and 7. Click the Close button in the upper-right corner of the Advanced Find window.
select Partner Exercises. PAUSE. LEAVE Outlook open to use in the next exercise.

WORKING WITH DATA FILES

When you create an Outlook account, Outlook creates a data file to store all of your Outlook
data. That data file is visible inside Outlook at the top-level folder in your Navigation Pane.
Depending on your settings, this data file might be called Outlook Data Files or Personal Folders,
The Bottom Line
or could have the same name as your e-mail address. Microsoft Exchange Server accounts usually
dont use individual Outlook Data Files. However, when you use the AutoArchive feature, Out-
look stores the archived data on your computer as an Outlook Data File with a .pst extension.

Ref For more information about the AutoArchive feature, see Lesson 4.

Creating a Data File

You can create your own data files by manually archiving items related to a specific project,
client, or time frame and store the information in a separate .pst file. An Outlook Data File is
a convenient way to transfer Outlook data from one computer to another computer. In this
exercise, you will create a new top-level Outlook Data File and protect the new folder with a
password.

STEP BY STEP Create a Data File

GET READY. LAUNCH Microsoft Outlook if it is not already running.

Another Way 1. Click the Mail button in the Navigation Pane to display the mailbox. Click the Folder
You can access the List button in the Navigation Pane to display the Folder List.
New Items button on the Home
2. On the Home tab, click New Items in the New group. A dropdown list of items that you
tab in every feature in Outlook.
can create is displayed.
362 Lesson 12

3. Click the More Items option to display the dropdown list of new items you can create,
as shown in Figure 12-11.

Figure 12-11
Creating a new Outlook
Data File

Create a
new Outlook
Data File

Troubleshooting For this exercise, you want to select the top-level folder. It might be called Outlook Data
Files or Personal Folders, or simply state your e-mail address.

4. Click Outlook Data File. The Create or Open Outlook Data File window is displayed, as
shown in Figure 12-12.

Figure 12-12 Default Outlook Data File location

Create or Open Outlook Data
File window

Key a
name
for the
new file

Troubleshooting If youre working on an account that is part of Exchange Server, check with your
administrator for the correct location to store your new data file.

5. In the File name field, key Slider Project and click OK. A new Slider Project.pst file is
created on your computer and the new Slider data file appears in the Navigation Pane.

Take Note You can see where Outlook created this file in the Account Settings. Click the File tab, then click
Account Settings. On the Data Files tab, click Slider project.pst to see the path and file name.
 Categories and Outlook Data Files 363

6. Click the expand arrow next to the Slider Project folder to display its contents, as
shown in Figure 12-13.

Figure 12-13
New Outlook Data File in the
Navigation Pane

New Outlook
Data File

PAUSE. LEAVE Outlook open to use in the next exercise.

Troubleshooting Depending on the exercises and projects you completed in previous lessons, the Outlook
folders displayed in your Folder List could differ from the folders in Figure 12-9.

Selecting a Data File for a Mail Account

When messages are received, they are delivered to the Inbox, which is part of your default Out-
look data file. If you create a new data file, you can choose to direct messages into the Inbox
of the new data file. Normally, users will use this feature only if they send and receive messages
in two or more e-mail accounts. In this exercise, you will select a new data file for your e-mail
account so that all incoming messages will be delivered to the new data file. You will also re-
store the original location so that your incoming messages will continue to be received in your
original Inbox.

Take Note Refer to the Outlook Help to find more information about configuring Outlook to send and
receive messages through a second e-mail account.

STEP BY STEP Select a Data File for a Mail Account

GET READY. Before you begin these steps, complete the previous exercise.

Troubleshooting If you are operating on a Microsoft Exchange Network, these options may be disabled.
Contact your network administrator with any questions.

1. Click the Mail button in the Navigation Pane to display the mailbox.
2. Click the File tab to open Backstage view, and click the Account Settings option and
select Account Settings from the dropdown menu. The Account Settings window
is displayed. Your e-mail account is listed on the E-mail tab. If you already receive
364 Lesson 12

messages from more than one e-mail account, the additional accounts will also be
displayed, as shown in Figure 12-14.

Figure 12-14
Account Settings window

3. Click your main e-mail account to select it and click the Change Folder button near
the bottom of the window. The New E-mail Delivery Location window is displayed, as
shown in Figure 12-15.

Figure 12-15
New E-mail Delivery
Location window

4. In the New E-mail Delivery Location window, click the Slider Project folder. Click the
New Folder button. The Create Folder dialog box is displayed, as shown in Figure 12-16.

Figure 12-16
Create Folder window

5. In the Create Folder dialog box, key Inbox in the Name field and click OK.
6. In the New E-mail Delivery Location window, click the Inbox folder you just created in
the Slider Project folder. Click OK. In the Account Settings window, you can see that
mail will be delivered to Slider Project.pst.

Troubleshooting Changing the location of your e-mail delivery settings may affect any rules you have created
or Internet calendars that you have subscribed to.
 Categories and Outlook Data Files 365

7. Click the Change Folder button near the bottom of the window. The New E-mail
Delivery Location window is displayed.
8. In the New E-mail Delivery Location window, click the plus sign (+) next to the Outlook
Data File folder and then click the Inbox folder in the Outlook Data File folder. Click
OK. This returns Outlook to your original data file settings. In the Account Settings
window, you can see that mail will be delivered to the original location.
9. Click the Close button to close the Account Settings window.
PAUSE. LEAVE Outlook open to use in the next exercise.

Changing Data File Settings

After creating a data file, you can use the Account Settings to modify some of its characteristics,
as shown in Table 12-1. In this exercise, you will rename and compact the Slider Project data file.

Table 12-1
Properties Description
Data File Properties
Name In general, it is never a good idea to change the name of your original data
file; however, you can change the name of any data files that you have
created.
Change Password A password can be used to protect the information stored in the data file.
However, you are solely responsible for remembering your password. Neither
Microsoft nor your network administrator will be able to help you access the
data file if your password is lost or forgotten.

Compact Now Outlook data files get very large very quickly. Compacting a file is a process
that reduces the size of the data file.

STEP BY STEP Change Data File Settings

GET READY. Before you begin these steps, complete the previous exercise.

Troubleshooting If you are operating on a Microsoft Exchange Network, these options may be disabled.
Contact your network administrator with any questions.

1. If necessary, click the Mail button in the Navigation Pane to display the Mail folder.
2. Right-click on the Slider Project folder and click Data File Properties in the shortcut
Another Way menu.
You can also access 3. Click the Advanced button. The Outlook Data File window is displayed, as shown in
a data files properties from the Figure 12-17.
navigation pane. 4. Click the Compact Now button. A small window shows you the progress.
5. Click the Name field and key New Slider Project. Click OK.
6. Click the OK button to close the Outlook Data File window.
CLOSE Outlook.
366 Lesson 12

Figure 12-17
Outlook Data File window

SKILL SUMMARY
In This Lesson
You Learned How to: Exam Objective Objective Number
Work with categories. Categorize Outlook items. 1.2.1
Work with data files.

Knowledge Assessment

Matching
Match the term with its definition.

a. archive 1. Color assigned to an Outlook item, providing a way to

b. color category visually indicate relationships among Outlook items

c. compacting 2. Defines an action that happens automatically when

messages are received or sent
d. criteria
3. A good way to save space in your data file
e. compacting
4. A virtual folder that searches your e-mail folders to
f. Outlook Personal Folders locate items that meet the saved search criteria
g. rule 5. A feature used to find items that meet specific criteria
h. Instant Search 6. Store messages in a separate folder to reduce the
i. search folder number of messages in the folders you use most often
j. sort 7. Characteristics used to select items
8. Process that reduces the size of a data file
9. Arrange items in a sequence based on specific criteria
10. File containing stored Outlook data
 Categories and Outlook Data Files 367

True/False
Circle T if the statement is true or F if the statement is false.

T F 1. You can create new color categories.

T F 2. A color category indicates a relationship among Outlook items.
T F 3. Rules cant be used to assign color categories.
T F 4. Archived Outlook items are stored in data files.
T F 5. A color category must use a color.
T F 6. You can use color categories to sort Outlook items.
T F 7. Outlook data files can be protected by a password.
T F 8. When sorted, items without a color category are displayed below items with a
color category.
T F 9. You can use the Category Search feature when searching for categorized
messages.
T F 10. Outlook automatically creates data files the first time it is launched.

Competency Assessment

Project 12-1: Assign an Outlook Item to a Color Category

Terry Crayton at Trey Research is starting a new project. After sending an e-mail to welcome
Charles Fitzgerald, she realizes that it would be convenient to assign a color category to all of their
correspondence.

GET READY. LAUNCH Outlook if it is not already running.

1. Click the Mail button in the Navigation Pane to display the Mail folder, if necessary.
2. Click New E-mail. The Message window is displayed.
3. In the To field, key Charles@treyresearch.net.

Troubleshooting The e-mail addresses provided in these exercises belong to unused domains owned by
Microsoft. When you send a message to these addresses, you will receive an error message
stating that the message could not be delivered. Delete the error messages when they
arrive.

4. In the Subject field, key Project Team.

5. In the message area, key the following message: Hi Charles, [Press Enter twice.] I
look forward to working with you on the new project. The product sounds like an
interesting challenge. [Press Enter twice.] Terry.
6. Click the Send button.
7. Click the Sent Items folder in the Navigation Pane.
8. Double-click the Project Team message in the message list.
9. Click Categorize in the Tags group. Click Green Category in the dropdown list. If you
have not used Green Category before, a dialog box allowing you to rename the
category is displayed.
10. Click No in the Rename Category dialog box.
LEAVE Outlook open for the next project.
368 Lesson 12

Project 12-2: Modify a Color Category

The new project that Terry Crayton and Charles Fitzgerald are leading has been named. Change the
name of Green Category to POD Project.

GET READY. Before you begin these steps, complete the previous exercise.
1. Click the Mail button in the Navigation Pane to display the Mail folder, if necessary.
2. Click the Sent Items folder in the Navigation Pane.
3. Click the Project Team message in the message list.
4. On the Home tab, click Categorize and click the All Categories option. The Color
Categories window is displayed.
5. Click Green Category in the list of categories. Click the Rename button. The Green
Category text becomes active.
6. Key POD Project and press Enter.
7. Click OK to rename the category and close the Color Categories window.
LEAVE Outlook open for the next project.

Proficiency Assessment

Project 12-3: Sort Items by Color Category

A week later, Terry Crayton needs to find the message she sent to Charles. Because only one message
has been sent, sorting the sent messages is the simplest way to find the message.

GET READY. Before you begin these steps, complete the previous exercise.
1. Click the Mail button in the Navigation Pane to display the Mail folder if necessary.
2. Click the Sent Items folder in the Navigation Pane.
3. On the View tab, click Categories in the Arrangement group. The messages in the
message list are rearranged.
4. Messages without an assigned category appear at the top of the list. Scroll down to
the bottom of the message list to view the message in the POD Project category.
5. On the View tab, click Date in the Arrangement group. The messages are resorted to
the default date sort.
LEAVE Outlook open for the next project.

Project 12-4: Search Items by Category

Several weeks later, the POD project is in full swing. Terry has added new contacts, and dozens of
messages have been exchanged with POD Project team members. Searching is the easiest way to
view all Outlook items associated with the project.

GET READY. Before you begin these steps, complete the previous exercise.
1. Click the Mail button in the Navigation Pane to display the Calendar folder. Click the
Folder List button to display the complete list of Outlook folders.
2. Click in the Instant Search box to activate the Search Tools tab.
3. Click Search Tools in the Options groups and click Advanced Find. The Advanced Find
window is displayed.
4. Click the More Choices tab.
5. Click the Categories arrow and select POD Project.
6. Click Find Now.
7. The search results are displayed below the Advanced Find window as they are located.
8. Click the Close button in the upper-right corner of the Advanced Find window.
LEAVE Outlook open for the next project.
 Categories and Outlook Data Files 369

Mastery Assessment

Project 12-5: Create a Data File

Terry has been assigned to the POD project exclusively. She creates a new data file that she will use
until the project is complete.

GET READY. Before you begin these steps, complete the previous exercise.
1. Click the Folder List button in the Navigation Pane to display the Folder List, if
necessary.
2. Right-click Outlook Data Files and click the New arrow to display the dropdown list of
new items you can create. Click Outlook Data File. The New Outlook Data File window
is displayed.
3. In the New Outlook Data File window, click OK. The Create or Open Outlook Data File
window is displayed.
4. In the File name field, key POD to create a new POD.pst file. Click OK. The Create
Microsoft Personal Folders window is displayed.
5. In the Create Microsoft Personal Folders window, key POD Project in the Name field
to identify the name of the folder that will be displayed in Outlooks folder list in the
Navigation Pane. Click OK. The POD Project folder is displayed in the Navigation Pane.
LEAVE Outlook open for the next project.

Project 12-6: Select a Data File for a Mail Account

After creating the new data file, Terry wants to add the data file to her mail account. After making the
change, you will restore your original settings.

GET READY. Before you begin these steps, complete the previous exercise.

Troubleshooting If you are operating on a Microsoft Exchange Network, these options may be disabled.
Contact your network administrator with any questions.

1. Click the Mail button in the Navigation Pane to display the Mail folder. Click the Folder
List button in the Navigation Pane to display the Folder List.
2. Click the File tab to open Backstage view, and click the Account Settings option.
The Account Settings window is displayed. Your e-mail account is listed on the
E-mail tab.
3. Click [your main e-mail account] to select it and click the Change Folder button
near the bottom of the window. The New E-mail Delivery Location window is
displayed.
4. In the New E-mail Delivery Location window, click the POD Project folder. Click the
New Folder button. The Create Folder dialog box is displayed.
5. In the Create Folder dialog box, key Inbox in the Folder Name field and click OK.
6. In the New E-mail Delivery Location window, click the Inbox folder you just created in
the POD folder. Click OK. In the Account Settings window, you can see that mail will be
delivered to POD.pst.
7. Before finishing these projects, you will change the data file to your default data
file. Click the Change Folder button near the bottom of the window. The New E-mail
Delivery Location window is displayed.
370 Lesson 12

8. In the New E-mail Delivery Location window, expand the top-level data file folder
and click the Inbox folder. Click OK. This returns your original data file settings. In
the Account Settings window, you can see that mail will be delivered to the original
location.
9. Click the Close button to close the Account Settings window.
CLOSE Outlook.

INTERNET READY Many people use one mailbox for business correspondence,
one mailbox for personal correspondence, and one mailbox
for shopping or other activities. Access your account on the
If you subscribe to an e-mail provider such as Earthlink or Internet to configure a mailbox, add a data file in Outlook,
RoadRunner, your account comes with several mailboxes. and associate the mailbox with the data file in Outlook.
 Managing Notes and Journal Entries 13
LESSON SKILL MATRIX
Skills Exam Objective Objective Number

Working with Notes Set Notes and Journals options. 1.1.5

Create a note. 6.2.1
Categorize notes. 6.2.3
Print multiple notes. 1.5.6
Exploring the Notes views. 6.2.2
Working with the Journal Set Notes and Journal Options. 1.1.5
Automatically record Outlook items. 6.3.1
Automatically record files. 6.3.2
Edit a Journal entry. 6.3.3

KEY TERMS
Journal
notes

371
372 Lesson 13

Mindy Martin and Jon Morris own and operate Resort Adven-
tures, a luxury resort. As part of their business, they run custom
tours for private parties. In order to provide the best experi-
ence for their guests, they make several phone calls before the
guests visit to find out the guests preferences and expectations.
They record details of those conversations in Outlooks Journal
module. In addition, as part of Mindys job, she researches local
sites even before a guest has requested a tour. She records that
research in Outlooks Notes module so that she has access to
them at a later date. In this lesson, youll learn how to record
journal entries both automatically and manually. You will also
learn how to create and categorize notes.

SOFTWARE ORIENTATION

Microsoft Outlooks Notes Options

Before you begin working with Outlooks Notes module, you need to be familiar with the pri-
mary user interface. Outlooks Notes feature, displayed in Figure 13-1, enables you to create,
modify, and delete notes.

Delete Change the Send the note to Categorize Collapse

selected note Notes view someone else notes To-Do Bar

Click to create
a new note

Notes folder

Closed note

Notes button Open note Icons only button

Figure 13-1
Outlooks Notes feature
Think of Outlook notes as sticky notes that you can use to jot down quick notes and stick them
on your desktop or your Notes window. You can also use the Notes feature to record detailed
notes on a specific meeting or event.
 Managing Notes and Journal Entries 373

WORKING WITH NOTES

Just like the repositionable sticky notes you probably have on your desk, the Notes module
The Bottom Line enables you to keep important information that may not be related to a particular contact or
project. And, just like those sticky notes, Notes come in a variety of colors and sizes.

Setting Notes Options

Outlooks notes appear in the Notes module as yellow sticky notes. You can change the default
color, font, and size of new notes in Outlooks Backstage. In this exercise, you will change your
default color for Notes and ensure that Outlook is tracking the date and time that the note was
last modified.

STEP BY STEP Set Notes Options

GET READY. LAUNCH Outlook if it is not already running.

1. Click the File tab and click Options to open Backstage view.
2. Click Notes and Journal from the list. The Outlook Options window opens, as shown in
Figure 13-2.

Figure 13-2 Set the default color

Notes and Journal Options

3. In the Notes options section, select Blue in the Default color field.
1.1.5 4. If necessary, click the Show date and time that the Note was last notified check box.
5. Click OK to close the window.
How do you set Notes options? PAUSE. LEAVE Outlook open to use in the next exercise.

Creating a New Note

Unlike tasks, notes do not have a due date. In this exercise, you will create a new note.
374 Lesson 13

STEP BY STEP Create a New Note

GET READY. LAUNCH Outlook if it is not already running.

1. Click Notes in the Navigation Pane to open the Notes feature. Click Icons Only in the
status bar.
2. Click the New button on the Ribbon. A blank blue sticky note appears in the Reading
Pane. Below the sticky note is the current date and time, as shown in Figure 13-3.

Figure 13-3 Click X to close note

New blank note
Click to create
new note

New note

Troubleshooting If you did not complete the previous exercise, the default color for the sticky note is yellow.

3. Key Just heard that the Big Red River has class 4 rapids. Maybe we could hold
whitewater rafting tours there.
4. Click the Close button (the X at the top-right corner of the note) to close the note. Your
note appears as a sticky note with the notes text below it.
5. Click the New button on the Ribbon.
6. Key Should we offer pizza if our fishing tours dont catch their dinner?
7. Click the Close button (the X at the top-right corner of the note) to close the note.
Notice that only the first two lines of text are displayed for the non-selected note. Your
Notes folder should appear as shown in Figure 13-4.

Figure 13-4
Notes in the Notes window

Note
text
 Managing Notes and Journal Entries 375

PAUSE. LEAVE Outlook open to use in the next exercise.

6.2.1
How do you create a
new note?

Take Note Right-click on a note and click Forward on the shortcut menu to forward a note as an Outlook
attachment.

Categorizing and Printing Notes

Once a note has been created, you can quickly make necessary changes to it. Notes can be
printed individually or as a set. In this exercise, you will open an existing note, add a category,
and print it.

Ref For more information about categories, see Lesson 12.

STEP BY STEP Categorize and Print Notes

GET READY. LAUNCH Outlook if it is not already running and be sure to complete the
previous exercise.
1. If necessary, click Notes in the Navigation Pane to open the Notes window and click
Icons Only in the status bar.
2. Click the Big Red River note to select it.
3. On the Home tab, click Categorize.

Troubleshooting If your note disappeared when you clicked the Categorize button, then you probably
opened the note. Because notes are created in a separate window, clicking a button on the
Outlook application window makes it the active window and places it on top of an open
note. If this happens, just minimize Outlook and close your open note.

4. Select the All Categories option to create a new category. The Color Categories
window is displayed.
5. Click the New button. The Add New Category window is displayed.
6. In the Name field, key Resort Tours.
7. Click OK to accept Outlooks suggested color and apply the color category to the Big
Red River note. The notes icon changes color to match the category, as shown in
Figure 13-5.

Figure 13-5
Categorized Note icon

Categorized Note
376 Lesson 13

Troubleshooting Depending on the exercises you have completed, your icon color may be different from the
one shown here.

8. Select the Big Red River and the Pizza notes. Click File and click Print, as shown in
Figure 13-6.
6.2.3
How do you categorize notes?

Click to view
multiple Notes

Figure 13-6
Printing multiple notes
9. In the Preview pane, click the Preview button. When the Preview becomes available,
click the Next Page button to view both notes.
Another Way
To print a single 10. Click Print.
note, right-click and choose PAUSE. LEAVE Outlook open to use in the next exercise.
Quick Print on the shortcut
menu.

Exploring Notes Views

1.5.6 By default, the Notes module organizes your Notes as sticky note icons in neat rows across the
Reading pane of Outlook. You can change that view in several ways, as shown in Table 13-1. All
How do you print notes?
notes can be arranged by category and date from the View tab. In this exercise, you will explore
the Notes views to see how the content is presented in each.

Table 13-1
View Name Description
Notes Views
Icon The default Notes view shows each note as a colored icon arranged in the order they
were created.

Notes List The notes are presented in a vertical list as a tiny colored sticky note icon followed by
the notes text.

Last 7 Days This view is presented vertically, like the Notes List, but shows only the items added in
the last week.
 Managing Notes and Journal Entries 377

STEP BY STEP Explore Notes Views

GET READY. LAUNCH Outlook if it is not already running.

1. Click Notes in the Navigation Pane. The notes are presented in the Icon view.
2. In the Current View group, click Last 7 Days.
3. In the Current View group, click Notes List. The notes are now presented as a vertical
list.
4. On the View tab, click Categories in the Arrangement group. The journal entries are
now grouped by category. The uncategorized notes appear at the top of the list, as
shown in Figure 13-7.

Click to sort by Category

Notes sorted
by Category

Figure 13-7
Exploring the Outlook Notes
view

PAUSE. LEAVE Outlook open to use in the next exercise.

6.2.2
How do you change the Notes
view? WORKING WITH THE JOURNAL
Certain professionals, attorneys for instance, are required to keep track of the amount of time
they have spent working on a particular clients case. They have to record the time spent on
The Bottom Line phone calls, e-mails, preparing documents, and holding meetings on behalf of the client. This
can be done manually in an appointment book, or by using Outlooks Journal features. Think
of the Journal as an online diary of all activities associated with one of your contacts. You also
can add categories to your Journal entries as with any other Outlook item.

SOFTWARE ORIENTATION

Microsoft Outlooks Journal Options

Before you begin working with Outlooks Journal module, you need to be familiar with the vari-
ety of options available. From the Backstage, click Notes and Journal and then click the Journal
button to see a screen similar to that shown in Figure 13-8.
378 Lesson 13

Figure 13-8
Outlooks Journal Options
window

Click to open Journal

Options window

Record these kinds Record activity

of Outlook items for these contacts

Record activity with

these file types

Use this figure as a reference throughout this lesson as well as the rest of this book.

Setting Journal Options

The People pane already does the job of keeping track of all of your e-mails, meetings, and task
status reports that you have received from a contact, but the Journal goes one step further: it also
can track any Office documents that you have prepared for this contact. In this exercise, you will
set the Journal options for Outlook and see how that option appears within the Journal.

STEP BY STEP Set Journal Options

GET READY. LAUNCH Outlook if it is not already running.

1. Click the File tab and click Options to open Backstage view.
2. Click Notes and Journal from the list.
3. Click the Journal Options button in the bottom half of the screen. The Journal Options
window is displayed, as shown in Figure 13-8.
4. In the Automatically record these items field, click the check box in front of E-mail
Message.
5. In the Also record files from field, click the check box in front of Microsoft Word.

Take Note The automatic Journal options create a Journal entry every time you open, close, or save a
Microsoft Word document associated with a contact. Instead of making it easy to find informa-
tion about a contact, however, you could instead end up with a lot more data to sort through.
Choose automatic Journal options with care.

6. In the For these contacts field, click the check box in front of the friend or coworker for
whom you have created a contact record.

Take Note Every time you add a new contact record, you will need to select that new contact in the Journal
options.

7. In the Double-clicking a journal entry field, click the radio-button in front of the Opens
the Journal entry, if necessary.
 Managing Notes and Journal Entries 379

Troubleshooting The Journal records e-mail messages as they come into the Inbox and the original location
of documents added to the Journal. It cannot track when a document or message has been
moved or deleted.

1.1.5 8. Click OK to close the Journal Options window.

9. Click OK to close the Outlook Options window.
How do you set Journal
10. Click New Items in the New group and select E-mail message.
options?
11. In the To field, key the e-mail address of the friend or coworker that you listed in
the Journal Options window. In the Subject field, key Sample Journal Message.
12. Click Send.
6.3.1
13. In Microsoft Word, open the Promotional Flyer document in the data files for this
lesson and save the file with the new name, Journal Document. Close the Word
How do you automatically
documents.
record Outlook items in the
Journal? 14. Click Normal in the status bar. Click Folder List in the Navigation Pane to open the
Folder List.
15. Click Journal in the Folder List. Click the View tab, and click Change View in the
Current Views group. Select Timeline from the Current Views gallery. Icons for the
The Promotional Promotional Flyer and Journal Document Word files appear in the Journal Timeline,
Flyer file for this lesson as shown in Figure 13-9.
is available on the book
companion website or in
WileyPLUS.

Figure 13-9
Outlooks Journal Timeline

E-mail message
tracked
Word documents
worked in since
Journaling started

Folder List button

Troubleshooting If your document is not visible on the Journal Timeline, wait. Automatic Journal entries are
added to the journal at regular intervals. Your Word document will arrive in the journal
within a couple of minutes of your saving the file.

16. Right-click the Journal Document icon. A shortcut menu is displayed, as shown in
Figure 13-10.
380 Lesson 13

Figure 13-10
Journal shortcut menu

17. Click Open Item Referred To on the shortcut menu. The Journal Document file opens in
Microsoft Word. Close the file and return to Outlook.
6.3.2
PAUSE. LEAVE Outlook open to use in the next exercise.
How do you automatically
record files in the Journal?
Connecting Automatic Journal Entries with a Contact
In the previous exercise, you added an automatic Journal entry by saving a Microsoft Word file.
The document is present in your Journal, but it is not associated with any particular contact. To
take full advantage of the Journal, your documents and Outlook items need to be tied to your
contacts. In this exercise, you will connect an automatic Journal entry to an existing contact.

Ref For more information about contacts, see Lesson 2.

STEP BY STEP Connect Automatic Journal Entries with a Contact

GET READY. LAUNCH Outlook if it is not already running and complete the previous
exercise.
1. If necessary, click Folder List in the Navigation Pane. Click Journal in the Folder list.
2. Double-click on the Journal Document icon to open the journal entry associated with
the file. The Subject field is already populated with the file path for the document on
your computer.
3. In the Names group, click Address Book and select the contact record for the friend or
coworker you identified in the Journal Options window (see Figure 13-11). The contact
name appears in the Filed as field.

Troubleshooting If you have not been working with a friend or coworker for these exercises, choose your
own contact record from the Address Book.
 Managing Notes and Journal Entries 381

Figure 13-11 Start Timer Click to

button select contact
Associating a Journal entry
with a contact

Journal Entry

Select the contact

to associated with
the Journal entry

4. Click Save & Close to close the Journal entry.

6.3.3 PAUSE. LEAVE Outlook open to use in the next exercise.

How do you edit a Journal

entry?
Creating a Manual Journal Entry
If you are attending a meeting with a client, you will want to record decisions that are made and
any actions that you are responsible for completing. Without a computer in the meeting, these
records are typically made on paper; then you can add these notes to your meeting notice when
you return to your desk. These same actions occur if you are talking to someone over the tele-
phone, but you can record these notes in a Journal entry during the conversation. In addition,
Outlooks Journal entries include a timer that can record the amount of time spent on the phone
call. In this exercise, you will create a manual Journal entry for a timed phone call and create a
second entry to attach a document file.

Take Note Throughout this chapter you will see information that appears in black text within brackets,
such as [Press Enter] or [next Fridays date]. The information contained in the brackets is in-
tended to be directions for you rather than something you actually type word for word. It will
instruct you to perform an action or substitute text. Do not type the actual text that appears
within brackets.

STEP BY STEP Create a Manual Journal Entry

GET READY. LAUNCH Outlook if it is not already running.

1. If necessary, click Folder List in the Navigation Pane. Click Journal in the Folder list.
2. Click Journal Entry on the Ribbon. A blank Journal Entry window is displayed.
3. Click Start Timer in the Timer group on the Ribbon. Outlook starts a timer that will
continue recording time until you stop the timer later in this exercise.

Take Note The Journal timer records time in minutes. If you complete the call in less than 1 minute, the
timer will record 0 minutes spent in the phone call.

4. In the Names group, click Address Book and select [the contact record for the friend or
coworker you identified in the Journal Options window].
382 Lesson 13

5. If necessary, in the Entry type field, select Phone call from the list. Because other
Outlook modules already record tasks, e-mails, and meetings, the Phone call option is
Another Way
the default entry type.
You can start a
Journal entry by selecting a 6. In the Subject field, key Custom Tour Expectations.
Contact first. In the Commu- 7. In the message area, key: Wants to take a whitewater rafting trip. [Press Enter.] Wants
nicate group on the Contact at least one night camping by the river. [Press Enter.] There will be 13 people on the
tab, click More and then click trip. [Press Enter.] Only 2 skilled rafters; the rest have never rafted before. [Press
Journal Entry. The Journal Entry Enter.] They dont like fish. Well need to bring in other food for dinner. [Press Enter.]
window will open with the They want us to include their logo which we have on file on T-shirts for the whole
contact already associated. group to wear on the trip. He will e-mail T-shirt sizes following the call.
8. Click Pause Timer in the Timer group on the Ribbon. Outlook records the amount of
time you spent on the phone creating this entry. Compare your Journal Entry window
to the one shown in Figure 13-12.

Figure 13-12 Start timer

Manual Journal Entry for a
phone call

9. Click Save & Close.

10. Click Journal Entry on the Ribbon.
11. In the Subject field, key T-shirt logo for Whitewater Tour.
The Logo file for 12. In the memo area, click the Insert tab and select the Picture button. Navigate to your
this lesson is available data files for this lesson and click the Logo file and click Insert.
on the book companion 13. On the Journal Entry tab, click Address Book in the Names group and select [the
website or in WileyPLUS. contact record for the friend or coworker you identified in the Journal Options
window].
14. In the Entry type field, select Document from the list, as shown in Figure 13-13.
Document is one the most common entry types typically used for manual entries.
 Managing Notes and Journal Entries 383

Figure 13-13
Creating Journal entries

Manual
Journal
Entry

15. Click Save & Close.

PAUSE. LEAVE Outlook open to use in the next exercise.

Changing Journal Views

By default, the Journal folder organizes the contacts activities horizontally in a timeline fashion
so that you can see how you spend time during each day. All views can be arranged by date or
contacts. You can change that view in several ways, as shown in Table 13-2. In this exercise, you
will explore the Journal views to see how the content is presented in each.

Table 13-2
View Name Description
Journal Views
Timeline The default view of the Journal, this view shows each entry by date and time it was
created.

Entry List The same entries are presented in a vertical list, grouped by entry time and sorted by
time.

Phone Calls This view shows only the phone call Journal entries.

Last 7 Days Presented vertically, like the Entry List, this view only shows only items added in the last
week.

STEP BY STEP Changing Journal Views

GET READY. LAUNCH Outlook if it is not already running.

1. If necessary, click Folder List in the Navigation Pane to display the list. Click Journal in
the Folder List. The Journal entries are presented in the Timeline view.
2. In the Current View group, click Entry List. The Journal entries are now presented as a
vertical list.
3. In the Current View group, click Phone Calls. Only the Custom Tour Expectations
Journal entry is visible.
4. In the Current View group, click Last 7 Days. This view looks very much like the Entry
List view, but includes only the entries that were recorded over the last week.
5. Click the Arrange By field and select Contact from the dropdown list. The Journal
entries are now grouped by contact name, as shown in Figure 13-14.
384 Lesson 13

Figure 13-14
Changing the Journal view

CLOSE Outlook.

SKILL SUMMARY
In This Lesson Objective
You Learned How To: Exam Objective Number
Work with Notes. Set Notes and Journals options. 1.1.5
Create a note. 6.2.1
Categorize notes. 6.2.3
Print multiple notes. 1.5.6
Exploring the Notes views. 6.2.2
Work with the Journal. Set Notes and Journal options. 1.1.5
Automatically record Outlook items. 6.3.1
Automatically record files. 6.3.2
Edit a Journal entry. 6.3.3

Knowledge Assessment

True/False
Circle T if the statement is true or F if the statement is false.

T F 1. Journal entries must be created from the Journal folder.

T F 2. Once you turn on automatic journaling, the selected records are created for all
contacts.
T F 3. The Timer function can be used in all Journal entries.
T F 4. Notes cannot be forwarded.
T F 5. The Journal is like an online diary.
T F 6. The default Journal view is called Entry List.
T F 7. Notes must include a due date.
 Managing Notes and Journal Entries 385

T F 8. The automatic journaling feature records an entry each time a Word document
is moved or deleted.
T F 9. Notes are created in a separate window.
T F 10. By default, Outlooks notes appear in the Notes module as yellow sticky notes.

Multiple Choice
Select the best response for the following statements.

1. All Journal views can be arranged by ________________.

a. By Contact
b. By Date
c. Both A and B
d. None of the above
2. To print a single note, ________________.
a. Right-click and choose Quick Print on the shortcut menu.
b. Right-click and choose Print on the shortcut menu.
c. Click File and Print.
d. Open the Backstage and click Print.
3. What kind of information should be stored as a note?
a. clients e-mail address
b. project number
c. weekly status report
d. ideas for a future project
4. Which of the following cannot be recorded with the automatic journaling options?
a. E-mails
b. Task requests
c. Microsoft Word files
d. Outlook data file
5. The Journal records e-mail messages in the ________________.
a. Sent Mail
b. Draft
c. Inbox
d. All of the above
6. Double-clicking an automatic Journal entry ________________.
a. opens the related file
b. opens the related Contact record
c. opens the Journal entry
d. starts the timer
7. To take full advantage of the Journal, ________________.
a. the Journal must be visible at all times
b. automatic journaling must be turned on
c. the Subject field must be modified
d. Journal entries must be tied to your contacts
8. The Subject field of a document recorded by the automatic journaling feature is
populated with the ________________.
a. file type
b. documents title
c. file path
d. project number
386 Lesson 13

9. The default color for the notes is ________________.

a. Blue
b. Red
c. Yellow
d. Green
10. Which Journal view is the default view?
a. Timeline
b. Entry List
c. Phone Calls
d. Last 7 Days

Competency Assessment

Project 13-1: Set Notes Options

Clive Gilford just started a new job as a producer for a TV talk show about pets. His job involves
thinking up show ideas, making sure experts are available to talk about the topics, and making sure
the set and crew are ready for show time. He likes Outlooks Notes feature since he loses those little
sticky notes all the time, but he decides to increase the default icon size in the Notes options.

GET READY. LAUNCH Outlook if it is not already running.

1. Click the File tab and click Options to open Backstage view.
2. Click Notes and Journal from the list. The Outlook Options window opens.
3. In the Notes options section, select Large in the Default size field.
4. Click OK to close the window.
PAUSE. LEAVE Outlook open for the next project.

Project 13-2: Create a New Note

Since he is always thinking of ideas for future shows, Clive uses Notes to record his ideas.

GET READY. LAUNCH Outlook if it is not already running and be sure to complete the
previous exercise.
1. If necessary, click Notes in the Navigation Pane to open the Notes window.
2. Click the New button on the Ribbon. A new blank sticky note appears in the Reading
Pane. Below the sticky note is the current date and time.
3. Key Hair loss. [Press Enter.] Do pets experience hair loss? Click the Close button (the
small X in the top-right corner of the note).
4. Click New. Key Training. [Press Enter.] Is clicker training better than time-outs? Click
the Close button.
5. Click New. Key Celebrities. [Press Enter.] Celebrity pets. Click the Close button.
6. Click New. Key Anxiety. [Press Enter.] Do pets have anxiety? Click the Close.
PAUSE. LEAVE Outlook open for the next project.
 Managing Notes and Journal Entries 387

Proficiency Assessment

Project 13-3: Categorize a Note

Clive decides to categorize the Notes for programs that will require an expert to appear. That will
make it easier to find when an expert is booked.

GET READY. LAUNCH Outlook if it is not already running and be sure to complete the
previous exercise.
1. If necessary, click Notes in the Navigation Pane to open the Folder List.
2. Click the Hair loss, Training, and Anxiety notes to select them.
3. On the Home tab, click Categorize.
4. Select the All Categories option to create a new category. The Color Categories
window is displayed.
5. Click the New button. The Add New Category window is displayed.
6. In the Name field, key Need experts.
7. Click OK to accept Outlooks suggested color and apply the color category to the notes.
The notes icon changes color to match the category.
PAUSE. LEAVE Outlook open for the next project.

Project 13-4: Print a Note

The shows executive producer has a famous veterinarian available to come on the show next month
and has asked Clive to bring a list of show ideas that need a veterinarian to appear on camera. Clive
prints those notes in Memo Style.

GET READY. LAUNCH Outlook if it is not already running and be sure to complete the
previous exercise.
1. Click the Hair loss, Training, and Anxiety notes to select them.
2. Click File and click Print.
3. In the Settings field, select Memo Style to print each note on a separate page.
4. Click Print.
PAUSE. LEAVE Outlook open for the next project.

Mastery Assessment

Project 13-5: Create a Manual Journal Entry

It looks like the show on hair loss will be moving forward. Clive will place a phone call to the veteri-
narian, Dr. Keeler, to find out more about this tragic condition.

GET READY. LAUNCH Outlook if it is not already running and complete the previous
exercises.
1. Click Folder List in the Navigation Pane. Click Journal in the Folder List.
2. Create a new Journal Entry.
3. Use the Timer in the Timer group on the Ribbon to record the time spent on this
project.
4. Set the Entry type as Phone call. Set the Subject as Hair loss research.
388 Lesson 13

5. In the message area, key:

Dr. Keeler is very emotional.
Has 2 patients (1 dog and 1 cat) currently losing their fur.
Condition affects unknown numbers of animals in the wild.
Only 1 patients family will agree to be on camera. The other will write a letter, but
they are too embarrassed to be on TV.
6. Pause the Timer and save the Journal Entry.
PAUSE. LEAVE Outlook open for the next project.

Project 13-6: Connect a Journal Entry to a Contact

After hanging up the phone, Clive realized that he forgot to associate the Journal entry with
Dr. Keelers Contact record. He needs to fix that right away.

GET READY. LAUNCH Outlook if it is not already running and complete the previous
exercises.
1. If necessary, click Folder List in the Navigation Pane. Click Journal in the Folder List.
2. Open the Hair loss research Journal entry.
3. Associate the Journal entry with two friends or coworkers. If you have not been
working with a partner, select your own Contact record and one that you created in
this course.
4. Click Save & Close to close the Journal entry.
CLOSE Outlook.

INTERNET READY keep track of more copious notes, you might find that Micro-
soft OneNote 2010 is better suited to your needs. Research
Outlooks Notes module is designed for those information about Microsoft OneNote 2010 and make a list
who need to who make occasional unrelated notes. The notes of 10 ways you can use OneNote.
icons look like sticky notes because they act like sticky notes.
If you are a student or work in a position that requires you to
 Circling Back 4 389

Circling Back

Benjamin Martin is a corporate travel agent with Margies Travel. Next month, the executives at
Fourth Coffee are meeting in Orlando for a workshop. Ben must arrange travel for 15 executives
from three different locations, make hotel reservations, and reserve vehicles for the 15 workshop
participants.

Project 1: Organizing a Project with Data Files, Notes and Tasks

Benjamin has just received the Fourth Coffee data file for this project. To make the project more
manageable, Ben creates tasks. He plans to pass on part of the work to his assistant Tonya. To
track their progress, he is going to use Outlook.
GET READY. LAUNCH Outlook if it is not already running.

1. Click the File tab to open the Backstage, click Account Settings and select the Account
Settings option. The Account Settings window is displayed.
2. Click the Data Files tab, and click Add. The Create or Open Outlook Data File dialog
The Fourth Coffee. box is displayed. Navigate to the data files for this lesson and select Fourth Coffee.
pst file for this lesson is pst.
available on the book 3. Click OK to return to the Account Settings dialog box and click the Close button to
companion website or in close the Account Settings dialog box as well.
WileyPLUS.
4. If necessary, click the Folder List button to show your folders in the Navigation Pane.
Click the expand arrow next to the Fourth Coffee data file. Click Project Inbox.
5. Click the Fourth Coffee Meeting message in the message list. You need to create task
items to ensure that you dont forget anything.
6. Click New Items in the New group on the Home tab. Select Task from the list.
7. In the Subject field, key Fourth CoffeeHotel Arrangements for 15.
8. In the Due date field, key or select the date for next Thursday.
9. In the Priority field, select High.
10. Click the Save & Close button in the Actions group on the Ribbon.

Subject Due Date Priority

Fourth CoffeeCar Rentals for 15 next Thursday Normal

Fourth CoffeeFlight Arrangements for 15 next Wednesday High

11. Repeat the same process to create the following two tasks.
12. Maggie wants you to follow up with her when the arrangements are made, so you
decide to create a task from the message. Click Move in the Move group and select
Other Folder from the dropdown list. Select the Tasks folder in the Fourth Coffee data
file. Click OK.
13. In the Subject field, select the text and key Follow up with Maggie on the Fourth
Coffee arrangements. In the Due Date field, select next Fridays date. Click Save &
Close.
14. In the Fourth Coffee Meeting e-mail message, Maggie said that she included some
notes. So click the Orlando Meeting Notes folder to take a look.
15. Click the Julie is free to work on the Fourth Coffee arrangements note and drag it to
the task folder. The task window opens.
16. In the Subject field, change the text to read Assign Julie some of the Fourth Coffee
Arrangements. Click Save & Close.

LEAVE Outlook open for the next project.

390 Circling Back 4

Project 2: Manage a Project with Data Files, Notes, and Tasks

Julie Valdez has offered to help make the arrangements. Assign Julie the task of making reser-
vations from Seattle to Orlando. Record your time spent on the phone call with the car rental
agency in a manual Journal entry and mark that task as complete.
GET READY. LAUNCH Outlook if it is not already running.

Troubleshooting The e-mail addresses provided in these exercises belong to unused domains owned by
Microsoft. When you send a message to these addresses, you will receive an error message
stating that the message could not be delivered. Delete the error messages when they
arrive.

1. If necessary, click the Tasks button in the Navigation Pane to display the Tasks folder.
2. Click the New arrow and click the Task Request option.
3. Click the To field and key Rachel@margiestravel.com.
4. In the Subject field, key Fourth Coffee - Make five reservations to Orlando from
Seattle.
5. In the Due date field, key or select [the date for next Friday].
6. In the Priority field, select High.
7. In the task note area, key the following list of names. These executives are travelling
from Seattle to Orlando.
Terry Adams
Kari Hension
Tamara Johnston
Paula Nartker
Benjamin C. Willett
8. Click the Send button to send the task request. Click Yes to add the task to your Tasks
folder.
9. Click the Fourth Coffee Journal folder in the Folder list.
10. Click New Journal Entry on the Ribbon.
11. Click Start Timer in the Timer group on the Ribbon.
12. If necessary, in the Entry type field, select Phone call from the list.
13. In the Subject field, key Fourth Coffee Car Rental.
14. In the message area, key: Rental agents name is Enrique. [Press Enter.] He only has
12 cars available for the date of the meeting. [Press Enter.] He is calling another
agency while Im on hold. [Press Enter.] The other agency has agreed to provide the
remaining 3 cars for the days required. Enrique will handle the rental agreement with
the other agency so that Fourth Coffee personnel will all pick up their cars at the
same location. [Press Enter.] The confirmation number for all 15 cars is XUT2975K-34.
15. Click Pause Timer in the Timer group on the Ribbon.
16. Click Save & Close.
17. If necessary, click the Tasks button in the Navigation Pane to display the Tasks folder.
18. Double-click the Fourth CoffeeCar Rentals for 15 task and mark it as complete.

LEAVE Outlook open for the next project.

Project 3: Assign Fourth Coffee Items to a Color Category

Ben frequently handles large travel projects for Fourth Coffee. He decided to create a color cat-
egory that matches the color category used for Fourth Coffee in his physical file cabinets. Ben
searches for all Fourth Coffee tasks and prints his status in a Table Style.
GET READY. LAUNCH Outlook if it is not already running.
 Circling Back 4 391

1. If necessary, click the Tasks button in the Navigation Pane to display the Tasks folder.
2. Click the Change View in the Current View group of the Ribbon and select To-Do List
from the dropdown menu.
3. Click one of the Fourth Coffee tasks.
4. Click the Categorize button and click the All Categories option. The Color Categories
window is displayed.
5. Click Orange Category in the list of categories. Click the Rename button. The Orange
Category text becomes active.
6. Key Fourth Coffee and press Enter.
7. Click OK to rename the category. Close the Color Categories window.
8. Select the remaining Fourth Coffee tasks. Click the Categorize button on the Standard
toolbar. Click the Fourth Coffee category in the dropdown list.
9. Click the Orlando Meeting Notes folder and select all of the notes.
10. Click the Categorize button and click the Fourth Coffee category. Close the Color
Categories window.
11. Display the Tasks folder.
12. In the Instant Search box, verify that Search All Task Items is selected.
13. In the Instant Search box, key Fourth Coffee.
14. Click the File tab and select Print.
15. Select Table Style and click Print.
16. Make sure that all the Fourth Coffee items are in the Fourth Coffee.pst and close the
data file.

CLOSE Outlook.
 Microsoft Office Specialist (MOS)
Appendix A Skills for Outlook 2010:
Exam 77-884
Matrix Skill Objective Number Lesson Number

Managing the Outlook Environment 1

Apply and manipulate Outlook program options. 1.1
Set General options. 1.1.1 1
Set Mail options. 1.1.2 3
Set Calendar options. 1.1.3 10
Set Tasks options. 1.1.4 11
Set Notes and Journal options. 1.1.5 13
Set Advanced options. 1.1.6 1
Set Language options. 1.1.7 1

Manipulate item tags. 1.2

Categorize items. 1.2.1 12
Set flags. 1.2.2 4
Set sensitivity level. 1.2.3 3
Mark items as read or unread. 1.2.4 4
View message properties. 1.2.5 4

Arrange the Content Pane. 1.3

Show or hide fields in a list view. 1.3.1 1
Change the reading view. 1.3.2 1
Use the Reminders Window. 1.3.3 4
Use the People Pane. 1.3.4 1, 3, 7

Apply search and filter tools. 1.4

Use built-in Search folders. 1.4.1 3

Print an Outlook item. 1.5

Print attachments. 1.5.1 2
Print calendars. 1.5.2 10
Print multiple messages. 1.5.3 3
Print multiple contact records. 1.5.4 7
Print tasks. 1.5.5 11
Print multiple notes. 1.5.6 13

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Appendix A Microsoft Office Specialist (MOS) Skills for Outlook 2010: Exam 77-884 continued

Matrix Skill Objective Number Lesson Number

Creating and Formatting Item Content 2

Create and send email messages. 2.1
Specify a message theme. 2.1.1 2
Specify message content format. 2.1.2 2
Show or hide the From and Bcc fields. 2.1.3 2
Set a reminder for message recipients. 2.1.4 3
Specify the sending account. 2.1.5 3
Specify the sent item folder. 2.1.6 3
Configure message delivery options. 2.1.7 3
Configure voting options. 2.1.8 3
Configure tracking options. 2.1.9 3
Send a message to a contact group. 2.1.10 6
Create and manage Quick Steps. 2.2
Perform Quick Steps. 2.2.1 5
Create Quick Steps. 2.2.2 5
Edit Quick Steps. 2.2.3 5
Delete Quick Steps. 2.2.4 5
Duplicate Quick Steps. 2.2.5 5
Reset Quick Steps to default settings. 2.2.6 5
Create item content. 2.3
Insert graphical elements. 2.3.1 2
Insert a hyperlink. 2.3.2 2
Format item content. 2.4
Use formatting tools. 2.4.1 2
Apply styles. 2.4.2 2
Create styles. 2.4.3 2
Create themes. 2.4.4 2
Use Paste Special. 2.4.5 2
Format graphical elements. 2.4.6 2
Attach content to email messages. 2.5
Attach an Outlook item. 2.5.1 2
Attach external files. 2.5.2 2

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Appendix A Microsoft Office Specialist (MOS) Skills for Outlook 2010: Exam 77-884 continued

Matrix Skill Objective Number Lesson Number

Managing Email Messages 3

Clean up the mailbox. 3.1
View mailbox size. 3.1.1 4
Save message attachments. 3.1.2 2
Save a message in an external format. 3.1.3 2
Ignore a conversation. 3.1.4 4
Use clean-up tools. 3.1.5 4

Create and manage rules. 3.2

Create rules. 3.2.1 5
Modify rules. 3.2.2 5
Delete rules. 3.2.3 5

Manage junk mail. 3.3

Allow a specific message (Not junk). 3.3.1 4
Filter junk mail. 3.3.2 4

Manage automatic message content. 3.4

Manage signatures. 3.4.1 2, 3, 7
Specify the font. 3.4.2 3
Specify option for replies. 3.4.3 3, 5
Specify options for forwards. 3.4.4 3
Set a default theme for all HTML. 3.4.5 3

Managing Contacts 4

Create and manipulate contacts. 4.1

Modify a default business card. 4.1.1 7
Forward a contact. 4.1.2 6, 7
Update a contact in the address book. 4.1.3 6

Create and manipulate contact groups. 4.2

Create a contact group. 4.2.1 6
Manage contact group membership. 4.2.2 6
Show notes about a contact group. 4.2.3 6
Forward a contact group. 4.2.4 6
Delete a contact group. 4.2.5 6
Send a meeting to a contact group. 4.2.6 9

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Appendix A Microsoft Office Specialist (MOS) Skills for Outlook 2010: Exam 77-884 continued

Matrix Skill Objective Number Lesson Number

Managing Calendar Objects 5

Create and manipulate appointments and events. 5.1

Set appointment options. 5.1.1 8
Print appointment details. 5.1.2 8
Forward an appointment. 5.1.3 8
Schedule a meeting with a message sender. 5.1.4 9

Create and manipulate meeting requests. 5.2

Set response options. 5.2.1 9
Update a meeting request. 5.2.2 9
Cancel a meeting or invitation. 5.2.3 9
Propose a new time for a meeting. 5.2.4 9

Manipulate the Calendar pane. 5.3

Arrange the calendar view. 5.3.1 10
Change the calendar color. 5.3.2 10
Display or hide calendars. 5.3.3 10
Create a calendar group. 5.3.4 10
Working with Tasks, Notes, and Journal Entries 6
Create and manipulate tasks. 6.1
Create a task. 6.1.1 11
Manage task details. 6.1.2 11
Send a status report. 6.1.3 11
Mark a task as complete. 6.1.4 11
Move or copy a task to another folder. 6.1.5 11
Assign a task to another Outlook user. 6.1.6 11
Accept or decline a task assignment. 6.1.7 11
Update an assigned task. 6.1.8 11
Use Current view. 6.1.9 11

Create and manipulate notes. 6.2

Create a note. 6.2.1 13
Change the current view. 6.2.2 13
Categorize notes. 6.2.3 13
Create and manipulate Journal entries. 6.3
Automatically record Outlook items. 6.3.1 13
Automatically record files. 6.3.2 13
Edit a Journal entry. 6.3.3 13

395
Appendix B Microsoft Office Professional 2010

Component Requirement

Computer and processor 500 MHz or faster processor.

Memory 256 MB RAM; 512 MB recommended for graphics features, Outlook Instant Search, and certain
advanced functionality.1,2
Hard disk 3.0 GB available disk space
Display 1024x576 or higher resolution monitor
Operating system Windows XP (must have SP3) (32-bit), Windows 7, Windows Vista with Service Pack (SP) 1,
Windows Server 2003 R2 with MSXML 6.0 (32-bit Office only), Windows Server 2008, or later
32- or 64-bit OS.
Graphics Graphics hardware acceleration requires a DirectX 9.0c graphics card with 64 MB or more video
memory.
Additional Requirements Certain Microsoft OneNote features require Windows Desktop Search 3.0, Windows Media
Player 9.0, Microsoft ActiveSync 4.1, microphone, audio output device, video recording device,
TWAIN-compatible digital camera, or scanner; sharing notebooks requires users to be on the
same network.
Certain advanced functionality requires connectivity to Microsoft Exchange Server 2003,
Microsoft SharePoint Server 2010, and/or Microsoft SharePoint Foundation 2010.
Certain features require Windows Search 4.0.
Send to OneNote Print Driver and Integration with Business Connectivity Services require
Microsoft.NET Framework 3.5 and/or Windows XPS features.
Internet Explorer (IE) 6 or later, 32-bit browser only. IE7 or later required to receive broadcast
presentations. Internet functionality requires an Internet connection.
Multi-Touch features require Windows 7 and a touch-enabled device.
Certain inking features require Windows XP Tablet PC Edition or later.
Speech recognition functionality requires a close-talk microphone and audio output device.
Internet Fax not available on Windows Vista Starter, Windows Vista Home Basic, or Windows
Vista Home Premium.
Information Rights Management features require access to a Windows 2003 Server with SP1 or
later running Windows Rights Management Services.
Certain online functionality requires a Windows LiveTM ID.
Other Product functionality and graphics may vary based on your system configuration.
Some features may require additional or advanced hardware or server connectivity;
www.office.com/products.

1
512 MB of RAM recommended for accessing Outlook data files larger than 1 GB.
2
GHz processor or faster and 1 GB of RAM or more recommended for OneNote Audio Search. Close-talking
microphone required. Audio Search is not available in all languages.

396
Outlook 2010 Glossary

A
action Determines what happens when a message meets the Contact Group Group of individual contacts saved together as a
conditions defined in the Outlook message handling rule. single contact.
address book Stores names and e-mail addresses. Conversation view A view that enables you to organize every
appointment A scheduled activity that does not require sending e-mail message you send or receive about the same subject
invitations to other people or resources. together in one conversation group.

archive Store messages in a separate PST file to reduce the num- Coordinated Universal Time (UTC) The time standard used
ber of messages in the folders you use most often. by Outlook, which is based on International Atomic Time.

assign Transfer ownership of a task to another Outlook user. crop To remove a portion of a picture or shape that is not
needed. The cropped portion is hidden until you compress the
attachment File sent as part of an e-mail message. picture.
attribute File characteristic such as size, subject, or sender. Custom Search Folder A virtual folder that searches your e-mail
AutoArchive Automatic function that archives messages. folders to locate items that meet the custom search criteria.
AutoComplete Automatically completes the names of the
months and days of the week. D
AutoPreview Displays the first three lines of every message in Deferred Status indicating that a task has been postponed
the message list. without changing the deadline or the percentage complete.
Deleted Items folder Deleted items are held in this folder until
B the folder is emptied. Emptying this folder removes the items
Backstage view The view that opens when you click the File from your computer.
tab; it contains commands for managing files, setting program delivery receipt Tells you that the message has arrived in the
options, and printing. recipients mailbox.
banner Text displayed at the top of a day to indicate an event. desktop shortcut An icon placed on the Windows desktop that
busy An activity is scheduled for this time period. You are not launches an application, opens a folder, or opens a file.
available for other activities. digital ID Contains a private key that remains on your com-
puter and a public key you give to your correspondents to verify
C that you are the message sender.
Calendar group A group of related calendars that are grouped distribution list see Contact Group.
together for easy viewing. Drafts folder Outlook messages you write but havent sent are
Calendar Snapshot A picture of your calendar at a specific stored in this folder.
moment. duplicate contact Contact records containing the same
Cancel (a meeting) Delete a meeting. information.
Categorized Mail Standard Search Folder Displays messages
with an assigned color category. E
character A letter, number, punctuation mark, or symbol. electronic business card Digital version of paper business cards.
They can be sent as attachments, used as signatures, and used to
clip art A single piece of ready-made art, often appearing as a create a contact record.
bitmap or a combination of drawn shapes.
encryption Scrambles the text so that only the recipient with a
color category Color assigned to an Outlook item, providing a key can decipher the message.
way to visually indicate relationships among Outlook items.
event An activity that lasts one or more days.
compact Process that reduces the size of a data file.
exception Identifies the characteristics used to exclude messages
complete Designates that a task is 100 percent finished. from being affected by a rule.
condition Identifies the characteristics used to determine the
messages affected by a rule. F
contact Collection of information about a person or company. feature The different components that make up Outlook:
Contacts folder Electronic organizer that enables you to create, Calendar, Contacts, Journal, Mail, Notes, Tasks.
view, and edit contact information. fields Specific bits of information that Outlook stores about an item.

397
fly-out A menu or pane that opens floating above the main win- L
dow instead of docked to a fixed place on the screen and which Large Mail A standard Search Folder that displays messages
changes the way every other pane appears. larger than 100 kilobytes.
folder Common name for Outlook components.
fonts Typefaces used to display characters, numbers, and symbols in M
your PowerPoint presentations. MailTips Messages that Outlook provides you in the InfoBar
Format Painter A tool to copy character and paragraph formatting. to alert you when you might be in danger of making an e-mail
mistake.
free No activities are scheduled for this time period. You are
available. mandatory attendee A person who must attend a meeting.
meeting A scheduled activity that requires sending invitations to
G other people or resources.
gallery A dropdown window containing multiple options within meeting organizer The person who creates the meeting and
a group. sends meeting invitations.
group Ribbon segment containing related commands. meeting request Outlook item that creates a meeting and
invites attendees.
group schedule Displays scheduling information for several people.
Requires Microsoft Exchange 2000 or a more recent version of message header Text automatically added at the top of a mes-
Microsoft Exchange. sage. The message header contains the senders e-mail address, the
names of the servers used to send and transfer the message, the
H subject, the date, and other basic information about the message.
hyperlink An address that refers to another location, such as a Microsoft Office Button Accesses the commands to open, save,
website, a different slide, or an external file. print, and finish a document.
Hypertext Markup Language (HTML) Formatting language Microsoft Outlook Calendar Sharing Service A service set
that enables you to format text and insert items such as horizontal up by Microsoft that allows you to share calendars with other
lines, pictures, and animated graphics for viewing on the World Outlook users.
Wide Web (web).
N
I Navigation Pane Provides access to Outlook components such
iCalendar (.ics) An updatable calendar format that is interchange- as Contacts and the Calendar folder.
able between most calendar and e-mail applications, making it a Notes An Outlook feature that enables you to keep important
versatile tool. information that may not be related to a particular contact or
Internet Calendar Subscription A calendar format that can be project.
downloaded and updated.
import Bring information into a file from an external source. O
occurrence A single meeting in a series of recurring meetings.
In Progress Status indicating that work on the task has started.
optional attendee A person who should attend the meeting but
Inbox folder By default, new messages are placed in this folder
whose presence is not required.
when they arrive.
out of office An automatic reply notification that you are not in
InfoBar Banner containing information added automatically at
the office during this time period.
the top of a message.
Outbox folder Outgoing messages are held in this folder until
Information Rights Management (IRM) An Outlook feature
you are connected to the Internet. When an Internet connection
that allows you to control how the recipient can use a message.
is detected, the message is sent.
Instant Search Outlooks enhanced search tool that includes
Outlook Data file File containing stored Outlook data. It is
two features that you can use to filter through the results: Search
identified by the .pst extension.
Suggestions List and the Search Contextual tab.
overlay mode Displays calendars on top of each other.
item A record stored in Outlook.
overlay stack Several calendars are displayed on top of each other.
J owner The only Outlook user who can modify a task.
Journal An online diary of all activities associated with one of
your Contacts. P
Junk E-Mail folder Messages identified as spam are placed in People Pane Displays all the e-mails, meetings, and attachments
this folder when they arrive. related to the selected person.

398
plain text Text without any formatting. signature Text or images that may be automatically placed at the
private Feature that protects the details of an activity from a end of outgoing messages.
casual observer, but does not ensure privacy. SmartArt graphic A visual representation of information and
ideas that can be used with other images and decorative text.
Q sort Arrange items in a sequence based on specific criteria.
Quick Access Toolbar Toolbar that can be customized to con- spam Unsolicited e-mail sent to many e-mail accounts.
tain commands from any tab.
split A split occurs when more than one person responds to a
Quick Steps Customizable shortcuts that you can use to per- message.
form several functions at the same time.
spoofing Providing false information in a message header.
Quick Style Built-in formatting for text, graphics, SmartArt
diagrams, charts, WordArt, pictures, tables, and shapes. style A set of formatting attributes that users can apply to a
cell or range of cells more easily than setting each attribute
individually.
R
subject Topic of a message.
read receipt Tells you that the message has been opened in the
recipients mailbox.
T
Reading Pane Displays the text of a selected e-mail message.
task An Outlook item that can be tracked from creation to
Really Simple Syndication (RSS) A method that allows you to completion.
subscribe to content from a variety of websites offering the service.
task request Assigns a task to another user.
recurring appointment An appointment that occurs at regular
intervals. Tasks folder Store tasks in this folder.
recurring meeting A meeting that occurs at regular intervals. template An existing rule provided by Outlook that contains
specific pieces that can be customized to create new rules.
recurring task A task that must be completed at regular intervals.
tentative An activity is scheduled for this time period, but
resource An item or a location that can be invited to a meeting. the activity might not occur. You might be available for
restore Make an item available for use. For example, moving an other activities.
item out of the Deleted Items folder restores it for use. theme A set of formatting choices that include colors, fonts (includ-
retention rules Guidelines that determine the length of time ing heading and body text fonts), and theme effects (including lines
correspondence must be kept. and fill effects).
Ribbon Contains commands organized into groups that are time zone A geographic area using the same standard time.
located on tabs. To Do Bar New feature that summarizes information about
Rich Text Format (RTF) Formatting system that uses tags to appointments and tasks.
format text. to-do item Any Outlook item flagged for follow-up.
rule Defines an action that happens automatically when
messages are received or sent. U
Unread Mail Standard Search Folder that displays unread
S
messages.
ScreenTip Brief description of an items purpose displayed when
the mouse hovers on the item.
V
Search Folder A virtual folder that searches your e-mail folders view A specific layout for viewing details about the items in an
to locate items meeting the saved search criteria. Outlook feature.
secondary address book The address book for an additional virtual folder A folder that does not contain the actual items it
Contacts folder. displays.
sensitivity Suggests how the recipient should treat the message
and the type of information in the message. Sensitivity settings W
include normal, personal, private, and confidential.
Wizard A feature that guides you through steps for completing a
Sent Items folder Items are automatically moved to this folder process in Microsoft Office applications.
after they have been sent.
work week The hours or days you work in a calendar week.
side-by-side mode Displays two or more calendars next to each
other in the Calendar folder.

399
Credits

Troubleshooting icon Matthias Haas/iStockphoto

Another Way icon Anatolii Tsekhmister/iStockphoto
Internet Ready Icon Orlando Rosu/iStockphoto
Lesson 1 Simon Krzic/iStockphoto
Lesson 2 Stacey Newman/iStockphoto; Paula Aguilera/iStockphoto;
ooyoo/iStockphoto; Alexandr Oleinik/iStockphoto;
Shane Cummins/iStockphoto
Lesson 3 Glenda Powers/iStockphoto
Lesson 4 Grafissimo/iStockphoto
Lesson 5 Christine Glade/iStockphoto
Lesson 6 peregrina/iStockphoto; Nicholas/iStockphoto
Lesson 7 Ivan Bajic/iStockphoto; Jason Walsh/iStockphoto
Lesson 8 Lise Gagne/iStockphoto
Lesson 9 Danny Warren/iStockphoto
Lesson 10 Micha? Adamczyk/iStockphoto
Lesson 11 Joel Carillet/iStockphoto
Lesson 12 Vyacheslav Shramko/iStockphoto; Jason Walsh/iStockphoto
Lesson 13 Joris van Caspel/iStockphoto

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