Transcript You can create custom forms by

Outlook 2000: Module II
© 2001 ComputerPREP, Inc. All rights reserved.
Lesson 2:
Working with Outlook Data
© 2001 ComputerPREP, Inc. All rights reserved.
Objectives
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Organize Outlook data
Find Outlook data
Archive Outlook data
Delegate folder access
Organizing Outlook Data Using
Categories
• Organize pane – provides options within the current view
that enable you to configure and sort your Outlook data by
using categories, colors, folders and views
• To organize data by categories, assign categories to items,
then configure your view to display items based on
categorizations
• Outlook includes 20 default categories, which you can view
in the Master Category List dialog box
• You can customize the Master Category List by creating
custom categories
• You can view categorized items by clicking on the Organize
button in the Standard toolbar, then clicking the Using
Categories option
Organizing Outlook Data Using
Colors
• You can assign colors to messages in your Deleted
Items, Drafts, Inbox, Outbox and Sent Items folders
• To color messages:
– Open the organize pane
– Click Using Colors
– Specify whether to color-code messages from or
sent to a recipient
– Specify a contact’s name
– Specify a color
– Click Apply Color
Organizing Outlook Data Using
Folders
• You can use the organize pane to move items among
folders
• When you move an item to another folder, Outlook
copies the information into the appropriate dialog box
• To organize items into folders:
– Select an item
– Click the Organize button in the Standard toolbar
– Click Using Folders
– Specify the folder to which you want to move the
item
– Click Move
– Modify the new Outlook item dialog box
– Click Save and Close
Organizing Outlook Data Using
Views
• Changing a folder’s view does not alter the
information; it only changes the display of existing
information
• Each Outlook view can be modified by clicking
View, Current View or by using the Using Views
option in the organize pane
• The Using Views option in the organize pane
displays a list of available views in a list box
Organizing Junk E-mail in
Outlook
• Outlook enables you to automate the treatment of
junk e-mail and adult content messages
• You can filter or color-code junk e-mail or adult
content messages using the Junk E-Mail option in
the organize pane
Using the Toolbar to Find a
Contact
• The Standard toolbar includes the Address Book
search text box
• To find a contact:
– Enter a keyword or name in the Address Book
search text box
– Press ENTER
• If more than one contact matches the search
words, Outlook displays a dialog box enabling you
to click the appropriate entry
Using the Find Pane
• Find pane – a pane that provides search
capabilities within the currently displayed Outlook
view
• When you use the find pane, Outlook searches the
current folder and its subfolders by default
• To use the find pane:
– Click the Find button in the Standard toolbar
– Enter search text in the “Look for” text box
– Click Find Now
Using the Advanced Find
Feature
• Advanced Find enables you to search for items
based on more than one criterion
• To use the Advanced Find feature:
– Click the Find button in the Standard toolbar
– In the find pane, click Advanced Find…
– Specify options in the Advanced Find dialog
box to focus your search
Archiving Data Manually
• Archiving – removing selected items from an
Outlook folder and placing the data in another
location for storage and occasional future access
• To archive data manually:
– Display the folder you want to archive
– Click File, Archive…
– Select “Archive this folder and all subfolders”
– Select a date in the “Archive items older than”
list box
– Click OK
Configuring the AutoArchive
Feature
• AutoArchive – a feature that removes items to
another folder or deletes items, based on the
length of time the items have been in the folder
• To use AutoArchive, you must ensure that the
AutoArchive feature is enabled and that folders
are configured to use the default AutoArchive
settings
• By default, the Calendar, Deleted Items, Inbox,
Journal, Sent Items and Tasks folders are
configured to automatically archive data
Delegating Folder Access
• If your network is running Microsoft Exchange
Server, you can configure Outlook so that others
can access and manipulate your Outlook
information
• Delegate access – grants permission to someone
to open your folders, create items and respond to
requests
• Delegate – the person to whom delegate access
has been granted
• Use the Delegate Permissions dialog box to assign
delegates and delegate access
Lesson 3:
Using Advanced E-mail Features
© 2001 ComputerPREP, Inc. All rights reserved.
Objectives
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Format messages
Use message marking tools
Configure the Rules Wizard
Work with offline folders
Customizing Fonts and
Backgrounds in Messages
• If you send HTML messages, you can customize
the fonts and backgrounds used in your messages
• To add color to a message’s background:
– Click Format, Background, Color
– Click a color square in the color palette
• To customize font settings:
– Click Format, Font…
– Specify font settings in the Font dialog box
Using Stationery in Messages
• Stationery – an e-mail template consisting of
preformatted HTML settings enabling you to send
stylized e-mail messages
• Stationery can consist of font styles and colors,
background colors and textures, and images
• Use the Stationery Picker dialog box when you
want to format a message using stationery
Creating Signatures in
Messages
• Signature – a feature that automatically adds
specified text to the end of messages you send
• Signatures can include:
– Names
– Job titles
– E-mail addresses
– Quotes
– Slogans
• Use the Signature Picker dialog box to create and
edit signatures
Assigning Importance Levels
to Messages
• By default, Outlook sends messages with a Normal
importance level, which does not associate an
importance level icon with the message
• You can also send messages marked as having
high importance or low importance:
– High-importance messages are accompanied by
a red exclamation-point icon
– Low-importance messages are accompanied by
a blue downward-pointing arrow icon
Flagging Messages
• Flagging messages enables you to:
– Add flag icons to messages
– Set reminders related to messages
– Insert special notes within the header area of
messages
• Flagged messages are accompanied by a red flag
in the message header pane
• When you open a flagged message, the flag text
appears in the banner area within the message
window
Configuring the Rules Wizard
• Rule – a set of conditions and actions that define
how Outlook should process and organize
messages
• At a minimum, each rule consists of two parts:
– A condition that specifies which messages are
affected
– Instructions regarding how the specified
messages should be handled
• Use the Rules Wizard to guide you through the
rules-creation process
Creating an Offline Folder File
• Offline folders – a feature that enables you to copy
folders from a server location and work with the
folder’s contents on your computer when you are
not connected to the network
• To create an offline folder, specify a path in the
Offline Folder File Settings dialog box
• After making changes to offline files, synchronize
the offline folders to update the corresponding
server folders to make the information identical
Configuring Outlook to Work
Offline
• You need to modify your services settings before
you can work offline
• To configure Outlook to work offline:
– Display the General card of the Microsoft
Exchange Server dialog box
– Specify whether Outlook will automatically open
in online or offline mode
– Display the Advanced card of the Microsoft
Exchange Server dialog box
– Turn on the “Enable offline use” check box
Creating a Quick
Synchronization Group
• Quick synchronization group – a group of folders
that you mark for synchronization to speed up the
synchronization process by updating only the
specified folders
• Use the Quick Synchronization card of the Offline
Folder Settings dialog box to create a quick
synchronization group
• After you create a quick synchronization group,
the group’s name appears on the Tools,
Synchronize menu
Synchronizing by Message
Size
• To prevent large messages from downloading to your
offline folder, you can specify a size limit for files
• By default, Outlook sets a 50-KB size limit
• You can change the default size limit as well as specify
senders who are exceptions to the large size limitation
• To specify a message size limit for offline folders,
configure the Download Options dialog box
• Outlook creates the Large Messages Rule in the Rules
Wizard to control the size limitation specifications
Lesson 4:
Using Calendar to Schedule
Meetings
© 2001 ComputerPREP, Inc. All rights reserved.
Objectives
• Schedule meetings
• Send and respond to meeting requests
Selecting Meeting Attendees
and Resources
• Whenever you schedule a meeting, you can invite
people to attend the meeting
• Optionally, you can reserve meeting resources,
such as conference rooms and projectors
• Use the Select Attendees and Resources dialog
box to invite meeting attendees and schedule
resources
• By default, your name (as the person who
scheduled the meeting) appears in the Required
field in the Select Attendees and Resources dialog
box
Selecting Meeting Times
• Whenever you schedule a meeting, you must
select a meeting time
• Use the Planning Grid to view meeting attendees’
schedules and select an open meeting time:
– You can click on AutoPick to let Outlook
automatically designate a time when all meeting
attendees are available, or
– You can manually set the time
– Click Make Meeting to complete the meeting
setup and display the Meeting form
Sending Meeting Requests
• To send meetings requests:
– Click Send in the Meeting form
• Meeting request messages will be sent to all
invited attendees
Responding to Meeting
Requests
• Meeting requests include the following response
buttons:
– Accept
– Tentative
– Decline
• To respond to a meeting request:
– Open the meeting request in your Inbox view
– Click a response button
– Specify whether to edit the response, send the
response now, or not respond
– Click OK
Lesson 5:
Using Advanced Contacts
Features
© 2001 ComputerPREP, Inc. All rights reserved.
Objectives
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Use the Call Contact feature
Send vCards
Assign tasks to contacts
Create letters to contacts
Placing a Phone Call
• If your system is configured with a modem, sound
card and speakers, you can use the AutoDialer to
place and receive phone calls using your
computer
• To place a phone call:
– Display the Contacts folder
– Click the AutoDialer icon
– In the New Call dialog box, type the contact’s
name and phone number
– Click Start Call to place the call
Creating a Speed-Dial List
• A speed dial list enables you to simply click a
name in the list instead of entering a phone
number each time you want to call a contact
• To create a speed-dial list:
– In the Contacts folder, click the AutoDialer icon
– Click Dialing Options
– Enter the contact name and phone number, then
click Add
– Repeat for additional contacts
Using Speed Dial
• After you create a speed-dial list, you can access
the list entries from the AutoDial Speed Dial menu
• To use speed dial:
– Display the AutoDialer drop-down list
– Click Speed Dial
– Click an entry in the speed-dial list to display a
completed New Call dialog box
– Click Start Call to place the call
Removing Speed Dial List
Entries
• To delete speed-dial list entries:
– In the Contacts folder, click the AutoDialer icon
– Click Dialing Options
– Click an entry, then click Delete
Sending vCards
• vCard – an electronic business card created from
information stored in a Contacts folder entry you
created for yourself
• To send vCards:
– Create a contact entry for yourself
– Select your entry in the Contacts folder
– Click Actions, Forward as vCard
– Address and send the e-mail containing the
vCard attachment
Assigning Tasks to Contacts
• You can assign tasks to contacts to help manage
the progress of other people working on a project
• Assigning a task requires two people:
– The person who initiates the task request
– The person who accepts, declines or reassigns
the task request
• After a task assignment has been accepted, the
sender cannot change the task’s information
Assigning Tasks to Contacts
(cont’d)
• Task requests include the following response
buttons:
– Accept
– Decline
• To respond to a task request:
– Open the task request in your Inbox view
– Click a response button
– Specify whether to edit the response or send
the response now
– Click OK
Creating Letters to Contacts
• You can use the Letter Wizard to help you
automatically create letters in Microsoft Word
using the information contained in your Contacts
folder
• To create letters to contacts:
– Display the Contacts folder
– Click a contact
– Click Actions, New Letter to Contact
– Work through the Letter Wizard dialog boxes
Lesson 6:
Sending Facsimiles
© 2001 ComputerPREP, Inc. All rights reserved.
Objectives
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Add a fax service to your profile
Create and send a fax
Receive and save a fax
Print a fax
Remove a fax service from your profile
Adding a Fax Service to your
Profile
• To add a fax service to your profile:
– Click on Tools, Services…
– Click on the Add button
– In the Add Service to Profile dialog box, specify
Microsoft Fax
– In the User card of the Microsoft Fax Properties
dialog box, specify your name and fax number
– Specify your modem information, if prompted
– Exit, log off, then restart Outlook
Creating and Sending a Fax
• To create and send a fax:
– Click on Actions, New Fax Message
– Answer the prompts in the Compose New Fax
dialog boxes, in which you:
• Specify the fax recipient information
• Create a cover page
• Add files to the fax transmission
• Send the fax
Receiving and Saving a Fax
• Outlook must be open for you to receive fax
transmissions
• A Fax Status message will display when you are
receiving a fax
• You can save the fax file when transmission is
completed
• To verify that Outlook will receive and save a fax:
– Click on Tools, Microsoft Fax Tools, Options…
– Display the Fax Modem Properties dialog box
– Configure your system to receive faxes
Printing a Fax
• If you save a fax to disk, you can print it as you
would any other file
• To print a fax without saving it to disk:
– In the Inbox, select the fax you want to print
– Click on the Print button to display the Opening
Mail Attachment dialog box
– Click on Open it, then click on OK
Removing a Fax Service from
your Profile
• To remove a fax service from your profile:
– Click on Tools, Services… to display the
Services dialog box
– Specify Microsoft Fax
– Click on the Remove button
Lesson 7:
Using E-mail Security Features
© 2001 ComputerPREP, Inc. All rights reserved.
Objectives
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Obtain a digital ID
Add your digital ID to e-mail messages
View digital IDs
Save digital IDs in your Contacts folder
Create encrypted e-mail messages
Delete digital IDs
Obtaining a Digital ID
• Digital ID – an electronic certificate that verifies to
an e-mail recipient that the sender of a message is
the expected source
• You can send digital IDs to other users, and you
can store other users’ digital IDs in your Contacts
folder
• You can purchase a digital ID from an approved
certificate authority (such as VeriSign)
Adding Your Digital ID to
E-mail Messages
• After you obtain a digital ID, you can attach it to
e-mail messages
• Attaching a digital ID to an e-mail message is
referred to as digitally signing your message
• You can configure Outlook to attach a digital ID on
a per-message basis, or you can attach your
digital ID to all messages you send
Viewing Digital IDs
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You can view your own digital ID as well as digital
IDs that have been sent to you from other users
To view another user’s digital ID:
– Open a digitally signed message
– Click on the digital signature icon in the lowerright corner of the message’s address pane
– Click on the View Certificate button
Saving Digital IDs in your
Contacts Folder
• When another user sends a digital ID, you can
save the digital ID in your Contacts folder
• Having a user’s digital ID stored in your Contacts
folder enables you to exchange encrypted e-mail
with the user
• A saved digital ID displays on the contact’s
Certificates card in the Contacts form
Creating Encrypted E-mail
Messages
• Encryption – the process of encoding e-mail
messages and attachments in order to make them
unreadable if they are intercepted while traveling
across a network
• You must send your digital ID to a recipient before
he or she can decode encrypted messages sent by
you
• Other users must send their digital IDs to you
before you can decode encrypted messages sent
by them
Deleting Digital IDs
• To delete your digital ID, export the ID to a file
• To export a digital ID to a file:
– Click on the Import/Export Digital ID… button in
the Security card of the Options dialog box
– Click on “Export your Digital ID to a file”
– Specify the digital ID you want to delete
– Turn on “Delete Digital ID from system”
• To delete a contact’s digital ID, select the ID on the
Certificates card in the Contacts entry, then click
on the Remove button
Lesson 8:
Working with Forms
© 2001 ComputerPREP, Inc. All rights reserved.
Objectives
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View Outlook forms
Create custom forms
Use custom forms
Delete custom forms
Viewing Outlook Forms
• Form – a tool used to collect, standardize, distribute
and store information electronically
• Use the Choose Form dialog box to display the forms
available in the Standard Forms Library, which
contains Outlook’s basic forms, such as the:
– Appointment form
– Contact form
– Journal Entry form
– Note form
– Task form
Creating Custom Forms
• You can create custom forms by:
– Modifying an existing form
– Creating a form from scratch
• The easiest way to create a custom form is to
modify an existing form to suit your needs;
creating a form from scratch involves VBScript
and Visual Basic programming
• When you modify a form, you work in design
mode, which enables you to add, remove and
resize labels, text boxes, check boxes, radio
buttons and other form elements
Using Custom Forms
• To make a form available for use, publish the form:
– Click on Tools, Forms, Publish Form As…
– Specify the folder in which to publish the form
– Name the form, then click on the Publish button
• After you save and publish a form, you can access
the form from the Actions menu
• You use custom forms in the same manner you
use standard forms
Deleting Custom Forms
• To delete a custom form, you must be using the
Corporate or Workgroup version of Outlook
• Use the Forms Manager dialog box to delete a
custom form
• After you delete a custom form, you should also
delete any custom fields created expressly for the
form
Lesson 9:
Integrating Outlook with Office
Applications
© 2001 ComputerPREP, Inc. All rights reserved.
Objectives
• Attach files to Outlook items
• Embed objects in data forms
• Create new documents from within Outlook
Attaching Files to Outlook
Items
• You can attach files to Inbox, Calendar, Tasks and Contacts
entries
• You can attach files as:
– Text (.rtf format)
– A file attachment
– A file shortcut
• To attach files to Outlook items:
– Open a new or existing data form
– Click the Insert File button in the Standard toolbar
– Select the file to be inserted
– Select an “Insert as” option
Embedding Objects in Data
Forms
• Embedded object – information that is inserted
into an Outlook item that is associated with
another application type
• When you double-click an embedded object, it
opens in its native application
• To embed objects in data forms:
– Open a new or existing data form
– Click Insert, Object
– Select the type of object to insert
– Click OK
Creating New Documents from
within Outlook
• You can create a new Office document in Outlook, then
send it to a contact or save it in an Outlook view
• To create new documents from within Outlook:
– Display the Outlook folder in which to store the new
Office document
– Click File, New, Office Document
– Select the document type, then click OK
– Specify whether to create the document in the
current Outlook folder or send it to a contact
– Click OK
Lesson 10:
Using Outlook with the Internet
© 2001 ComputerPREP, Inc. All rights reserved.
Objectives
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Display the Web toolbar
Open Web pages in Outlook
Share Outlook folders on the Web
Access Contacts information on the Web
Access Outlook help on the Web
About the Internet
• Internet – the world’s largest network of
computers, cables, routers and other hardware
and software necessary to run a network
• World Wide Web – a collection of specially
formatted documents (Web pages) that can be
transferred across the Internet’s hardware
• Web page – a specially formatted document that
can be transferred across the Internet
• Web pages can contain text, graphics, hyperlinks,
audio, animation, video and other embedded
objects
Displaying the Web Toolbar
• Display the Web toolbar if you intend to view Web
pages within an Outlook view
• The Web toolbar contains standard browser
buttons as well as an Address text box, in which
you can enter URLs (Web page addresses)
• To display the Web toolbar:
– Click View, Toolbars, Web
Opening Web Pages in Outlook
• You can display Web pages within any Outlook
view
• To open a Web page in Outlook:
– On the Web toolbar, click in the Address text
box
– Type a Web pages address and press ENTER
or
– Display the Favorites menu and click a
Favorites link
Sharing Outlook Folders on
the Web
• Net Folder – an Outlook folder that is configured to
automatically share information across the
Internet
• Use the Net Folder Wizard to set up a Net Folder
and send an e-mail message to recipients who are
granted access to your Net Folder
• To create a Net Folder to share information:
– Click File, Share
– Select the folder you want to share
– Work through the Net Folder Wizard dialog
boxes
Sharing Outlook Folders on
the Web (cont’d)
• Recipients of a Net Folder invitation can:
– Accept the invitation
– Decline the invitation
• To stop sharing a Net Folder:
– Click File, Share
– Select the folder you want to stop sharing
– In the first Net Folder Wizard dialog box, click
“Stop Sharing This Folder,” then click Yes
Viewing Contact’s Web Pages
• To view a contact’s Web page, the Web page
address must be entered into the contact’s form
• To view a Contact’s Web page:
– Display the Contacts folder
– Click a contact
– Click the Explore Web Page icon in the
Advanced toolbar
Accessing Maps
• To display a map of a contact’s address using the
Internet, the contact’s street address must be
entered into the contact’s form
• To access maps:
– Display the Contacts folder
– Double-click the contact for whom you want to
display a map
– Click the Display Map of Address icon in the
form’s toolbar
Accessing Outlook Help on the
Web
• Microsoft offers help files on the Internet that go
beyond the Help system included with Outlook
• To access Outlook help on the Web:
– Click Help, Office on the Web
– Enter a search question
– Click Outlook in the “Choose your search
category” section
– Click Version 2000 in the “Select a Product
Version” section
– Click Search Now!