(Ebook) How to Learn Microsoft Office Outlook Quickly! by Andrei Besedin
(Ebook) How to Learn Microsoft Office Outlook Quickly! by Andrei Besedin
(Ebook) How to Learn Microsoft Office Outlook Quickly! by Andrei Besedin
(Ebook) How to Learn Microsoft Office Outlook Quickly! by Andrei Besedin
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7. How to Learn Microsoft Office Outlook Quickly!
By Andrei Besedin
www.wiseexcel.com
Table of contents
Introduction
Create, change, or customize a view
Create a view based on a standard view
Reset a standard View
Email
Send an email message based on a template
Create a template
To reply to or forward messages
To create a task from an e-mail message
To create an appointment based on a message
To convert an appointment to an event
To set up a message for printing
Attach files or insert pictures in Outlook email messages
Insert a picture into the body of an email message
Attach a file to a message
Save a message
Save a message as a template
To create a custom Search Folder
To move messages to a folder
To set the default automatic archive options
Secure messages by using a digital signature
What's the difference between a digital signature and
a standard signature?
Digitally sign an individual message
8. Digitally sign all messages
Calendar
Set or remove reminders
Calendar appointments and meetings
To add the holidays of other countries to your
calendar
To remove holidays from your calendar
Email messages, contacts, and tasks
Schedule a meeting with other people
To schedule an event
Change a meeting
Contacts and tasks
Create a contact group or distribution list in Outlook for PC
Create a distribution list
Create a task from the file menu
Manage and organize
Search
Find people and contacts
Address a message after you have found the name or email
address
Clean up the inbox
Overview of the Junk Email Filter
How the Junk E-mail Filter works
Junk E-mail folder
Junk E-mail Filter Lists
Open a.PST file
9. Data file security
Steps to set a password on your Personal Folders file (. PSTt).
Remove a.Split file from the navigation pane
Import and export
Import email, contacts, and calendar from an Outlook.PST file
Rules
Use rules to create an out of office message
Use rules to reply to incoming emails when you're away
Introduction
Outlook 2007 integrates e-mail, address books, calendars, task
lists, note pads, and more into one place, and more importantly,
makes this information immediately available to you when you need
it.
From one window, you can work with email messages, find
contact information, view upcoming appointments, and track tasks.
From one place, you can quickly search your messages (and
message attachments) and organize your work more easily and in a
more intuitive way.
You can use Outlook to:
Send, receive, organize, and archive email messages.
Send documents, spreadsheets, graphics, and other files as
message attachments, and preview attachments you receive from
other people.
Schedule events, appointments, and meetings, invite attendees,
and reserve conference rooms, projectors, and other managed
resources.
View upcoming appointments and tasks, and receive reminders
for them.
Store contact information in a transferable format that easily
interacts with your e-mail system.
10. Track tasks for yourself or for someone else, and schedule time
to complete your tasks.
Store random bits of information as notes.
Share schedule information with other people, inside and
outside your organization.
Track the interactions you have with other people.
Organize and easily locate information in messages,
attachments, calendars, contacts, and tasks.
Filter out unwanted and annoying junk messages.
Have information from favorite Web sites delivered directly to
you
11. Create, change, or customize a view
Each Outlook folder, such as Inbox and Calendar, displays its items
in a layout called a view. And each folder has several predefined views
that you can choose from, or you can create custom views.
A view is composed of a view type, fields, colors, fonts, and many
other settings, and gives you different ways to look at items in a folder.
You can build a new view based on an existing one, or you can create a
new, custom view.
Create a view based on a standard view
Switch to the view that you want to base the new view on.
On the View menu, point to Arrange By, and then click Custom.
For each type of change that you want to make, click a button, and
then select the options that you want. For example, if you want to add
or remove columns, click Fields (columns are also known as fields). Then
add or remove fields, or create a custom field.
When you finish making changes, closes the Customize View: view
name dialog box.
On the View menu, point to Current View, and then click Define
Views.
In the Views for folder, folder name box, click Current view settings.
Click Copy.
In the Name of the new view box, enter a name.
To change where the new view will be available, click an option
under Can be used on.
12. Reset a standard View
On the View menu, point to Current View, and then click Define
Views.
13. In the Views for folder, folder name box, click the view that you
want to change back to its original settings.
Click Reset.
Send an email message based on a template
Use email templates to send messages that include information that
does not change frequently from message to message. Compose and
save a message as a template, and then reuse it when you want it. New
information can be added before the template is sent as an email
message.
Create a template
On the File menu, point to New, and then click Mail Message.
Keyboard shortcut To create a new email message, press
Ctrl+Shift+M.
In the message body, enter the content you want.
In the message window, click the Microsoft Office Button , and then
click Save As.
In the Save As dialog box, in the Save as type list, click Outlook
Template.
In the File name box, type a name for your template, and then
click Save.
15. To send a courtesy copy of a message ➜
In the message window, enter an e-mail address in the Cc or Bcc
box.
To display the Bcc field in an outgoing message ➜
In the message window, on the Options tab, in the Fields group,
click the Show Bcc button.
Send an email message based on a template
On the Tools menu, point to Forms, and then click Choose From.
In the Choose Form dialog box, in Look At, click User Templates in
File System.
Select the template, and then click Open.
Select the template you want to use.
Click Open to proceed.
Make any additions or revisions to the recipients in the To, Cc,
or Bcc box, Subject, or message body that you want.
Click Send.
16. To reply to or forward messages ➜
In the message window, on the Message tab, in the Respond group,
click the Reply, Reply to All, or Forward button.
To create a task from an e-mail message ➜
In the Inbox, click the transparent flag at the right end of the
message header.
To create an appointment based on a message ➜
Drag the message from your Inbox, and drop it on the Calendar
button at the bottom of the Navigation Pane.
To convert an appointment to an event ➜
Open the appointment, and then select the All day event check box.
To convert an appointment to a meeting
Open the appointment.
On the Appointment tab, in the Actions group, click Invite
Attendees.
In the To box that appears, type the e-mail addresses of the people
you want to invite. Then click Send.
To set up a message for printing
In the message window, click the Microsoft Offi Ce Button, point to
the Print arrow, and then click Print Preview.
In the Print Preview window, click the Page Setup button.
In the Page Setup: Memo Style dialog box, click the Paper tab to
view and change the available options.
Click the Header/Footer tab, and then type the text you want to
appear in the header and footer of the message.
To print the message, click Print.
Attach files or insert pictures in Outlook email messages
It's easy to attach pictures, files, contacts, emails and many other
items to your Outlook messages.
Outlook keeps track of the documents you’ve recently worked on,
whether they're stored on your computer or saved in One Drive (clad
only).
17. And no matter where they're stored, Outlook lets you quickly
choose whether to send the document as a traditional attachment or
upload it to One Drive and share a link to the file. You can also set
permissions on any file sent from OneDrive that allow message
recipients to view and edit them, or share them with others.
Attach a file to a message
On the File menu, click New, and then click Mail Message.
On the Message tab, in the Include group, click Attach File.
In the Insert File dialog box, browse to and choose the file that you
want to attach, and then click Insert
18. Insert a picture into the body of an email message
When sending pictures, you can either attach the picture to the
email message or insert the picture in the message body. To insert a
picture that displays in the body of an email message, use the following
steps:
Position your cursor where you want the image in your message.
Select Insert > Pictures.
Browse your computer or online file locations for the picture you
want to insert. Select the picture, then select Insert.
To resize the picture, drag the handles at one of the four corners
toward the center of the image or away from the center.
20. Save a message
Outlook gives you several options for saving an email message. A
message that you receive, for example, can be saved as a file on your
computer. A message you're composing can be saved as a draft and
finished later.
Save a message as a template
On the File menu, point to New, and then click Mail Message.
In the message body, enter the content you want.
In the message window, click the Microsoft Office Button, and then
click Save As.
In the Save As dialog box, in the Save as type list, click Outlook
Template (*.oft).
In the File name box, type a name for your template, and then
click Save.
21. To create a custom Search Folder
In the Navigation Pane, right-click the Search Folders folder, and
then click New Search Folder.
22. In the New Search Folder dialog box, scroll the Select a Search
Folder list to see the available options, click the option you want, and
then click OK
23. To move messages to a folder ➜
Drag the message to the desired folder in the Navigation Pane. Or
Right-click the message, and then click Move to Folder.
In the Move Items dialog box, in the Move the selected items to the
folder list, click the folder where you want to move the message, and
then click OK.
24. To set the default automatic archive options
On the Tools menu, click Options. On the Other tab of the Options
dialog box, click Auto Archive.
25. Make the changes you want to your Auto Archive settings, then
click OK on each of the open dialog boxes.
Secure messages by using a digital signature
A digital signature attached to an email message offers another
layer of security by providing assurance to the recipient that you—not an
imposter—send the contents of the email message. Your digital
signature, which includes your certificate and public key, originates from
your digital ID.
And that digital ID serves as your unique digital mark and signals
the recipient that the content hasn't been altered in transit
What's the difference between a digital signature and a
standard signature?
Anyone can copy an email signature, which essentially is a customizable
closing salutation. But a digitally signed message can come only from
the owner of the digital ID used to sign it. The digital ID provides
verification of the sender's authenticity, thereby helping to prevent
message tampering.
Digitally sign an individual message
In the message, on the Message tab, in the Options group, click
the Digitally Sign Message button .
Compose your message and send it.
28. On the Tools menu, in the Outlook Mail view, click Trust Center, and
then click E-mail Security.
Under Encrypted e-mail, select the Add digital signature to outgoing
messages check box.
29. If available, you can select one of the following options:
If you want recipients who don't have S/MIME security to be able to
read the message, select the Send clear text signed message when
30. sending signed messages check box. This check box is selected by
default.
If you want to verify that your digital signature is being validated by
recipients and to request confirmation that the message was received
unaltered as well as receive notification telling you who opened the
message and when it was opened, select the Request S/MIME receipt
for all S/MIME signed messages check box. When you send a message
with an S/MIME, return receipt request, this verification information is
returned as a message sent to your Inbox.
To change additional settings, such as choosing a specific certificate
to use, click Settings.
Click OK twice.
Section two
Calendar
Appointment
Set or remove reminders
Let Outlook be your personal alarm clock. Set reminders to let you
know when a meeting or appointment is coming up. You can also use
reminders for a variety of other to-do items, such as devoting time to an
email or task.
Calendar appointments and meetings
For all new appointments or meetings
On the Tools menu which is on the menu bar at the top of the Outlook
main screen—the one that shows all your mail—click Options. Note that
you won't see the Tools menu if you're in an email message.
To have a reminder automatically turned on or off for new
appointments or meetings, on the Preferences tab, in
the Calendar group, select or clear the Default reminder check box.
31. If you select the check box, enter the amount of time before the
appointment or meeting when you want the reminder to appear.
32. For existing appointments or meetings
Open the appointment or meeting.
On the Appointment tab, in the Options group, in the Reminder list,
select the amount of time before the appointment or meeting when you
want the reminder to appear. To turn off, a reminder, select None.
To add the holidays of other countries to your calendar
On the Tools menu, click Options. On the Preferences
tab of the Options dialog box, click Calendar Options.
In the Calendar Options dialog box, click Add Holidays.
In the Add Holidays to Calendar dialog box, select the
check boxes of the countries whose holidays you want
to add, and then click OK in each open dialog box.
To remove holidays from your calendar
In Calendar view, on the View menu, point to Current View, and
then click All Appointments.
On the View menu, point to Current View, and click Customize
Current View. Then in the Customize View dialog box, click Group By.
In the Group By dialog box, clear the Automatically group,
according to arrangement check box if it is selected. Then in the Group
items from list, click Location.
Email messages, contacts, and tasks
To set or remove reminders, select the email message, contact, or task.
On the Standard toolbar, click Follow Up, and then click Add
Reminder.
33. In the Custom dialog box, select or clear the Reminder check box. If
you select the check box, enter the date and time when you want the
reminder to appear.
Schedule a meeting with other people
You can send a meeting request to one or more people. Outlook
tracks who accepts the request and blocks out time on your calendar for
the meeting. When you create a meeting request, you can add
attachments, set a location, and use the Scheduling Assistant to choose
the best time for your meeting.
To schedule an event
In the Date Navigator, click the date on which you want to schedule
an event, and then in the Calendar pane, click the blank space below
the day header and above the time slots.
Type the name of the event, and then press F.
35. Change options for a meeting that is not part of a series
Change the options, such as subject, location, and time, that you
want to change.
Click Send Update.
Change options for all meetings in a series
Click Open the series.
Change any options, such as subject, location, and time, that you
want to change.
To change recurrence options, on the Recurring Meeting tab, in
the Options group, click Recurrence, change the options, such as time,
recurrence pattern, or range of recurrence, and then click OK.
Click Send Update.
Change options for one meeting that is part of a series
Click Open this occurrence.
On the Recurring Meeting tab, change the options, such as subject,
location, and time, that you want.
Click Send Update.
36. Section 3
Contacts and tasks
Create a contact group or distribution list in Outlook for PC
Use a contact group (formerly called a “distribution list”) to send an
email to multiple people—a project team, a committee, or even just a
group of friends—without having to add each name to the To, Cc, or
BCC line individually.
Create a distribution list
Distribution lists are stored by default in your Contacts folder. If you use
a Microsoft Exchange account, your Global Address List can contain
global distribution lists, which are available to everyone who uses that
network. The personal distribution lists that you create in
your Contacts folder are available only to you,
Do one of the following:
Create a distribution list by using names in the Address Book
On the File menu, point to New, and then click Distribution List.
37. In the Name box, type the name of your distribution list. (For
example, "Political Friends.")
On the Distribution List tab, click Select Members.
In the Address Book drop-down list, click the address book that
contains the email addresses you want to include in your distribution list.
In the Search box, type a name that you want to include. When the
name you're searching for appears in the list below, click it, and then
click Members.
Do this for each person whom you want to add to the distribution
list, and then click OK.
If you want to add a longer description of the distribution list, on
the Distribution List tab, click Notes, and then type the text.
The distribution list is saved in your Contacts folder under the name
that you give it.
Create a distribution list by copying names from an e-mail message
In the message that you want to copy the names from, select the
names in the To or Cc box.
Right-click your selection, and then click Copy on the shortcut
menu.
Click the Microsoft Office Button , and under Create New Outlook
Item, click Distribution list.
38. On the Distribution List tab, in the Members group, click Select
Members.
At the bottom of the Select Members dialog box, in
the Members box, right-click and then click Paste on the shortcut menu.
Click OK.
In the Name box, type a name for the distribution list.
On the Distribution List tab, in the Action group, click Save & Close.
Create tasks and to-do items
Many people keep a list of things to do — on paper, in a
spreadsheet, or by using a combination of paper and electronic
methods. In Outlook, you can combine your various lists into one list,
enhanced with reminders and tracking.
Create a task from the file menu
On the File menu, point to New, and then click Task.
Keyboard shortcut To create a new task, presses CTRL+SHIFT+K.
39. In the Subject box, type a name for the task.
On the Task tab, in the Action group, click Save & Close or continue
with the following steps to customize your task.
40. If you want, set the Start date and the Due date for the task.
If you specify a Start date, the Due date field is automatically set to
the same day. You can change the Due date field to any date that you
want.
If you want to make the task recur, on the Task tab, in
the Options group, click Recurrence.
In the Task Recurrence dialog box, click the frequency
(Daily, Weekly, Monthly or Yearly) with which the task should recur, and
then do one of the following:
Make the task recur based on a regular interval In
the Recurrence pattern section, select the options for the frequency
interval that you want. Do not select Regenerate new task, or the task
will not recur at regular intervals.
Make the task recur based on completion date Select Regenerate
new task, and in the box, type the amount of time after which a new
task must be generated.
Each time that you mark the task complete, a new task will be
created based on your specifications.
Click OK to close the Task Recurrence dialog box.
41. If you want to add a reminder alert, select the Reminder check box,
and then enter the date and time for the reminder.
You can specify a custom sound to be played with your reminder.
Click Browse, select the sound file to play, click Open, and then
click OK. This changes the reminder sound only for this task.
If you want to track your progress on this task, in
the Status, Priority, and % Complete boxes, enter the values that you
want.
If you want to assign a color category to your task, on the Task tab,
in the Options group, click Categorize, and then click one of the color
42. categories on the menu. For more color categories, click All Categories.
The first time that you use a color category, you are prompted to
provide a name for the color category that is more meaningful to you.
You can create custom color categories, associate custom colors with
the color categories, and assign shortcut keys to the color categories.
Click OK to return to the Task window.
If your task involves a person or organization in your Contacts, you
can create a quick link to the contact, by clicking the Contacts at the
bottom of the window, and then selecting an entry. Click OK to close
the Select Contacts dialog box.
If you do not want other people to see a shared task entry, on
the Task tab, in the Options group, click Private.
If you want to enter mileage, work hours, and other billing
information, on the Task tab, in the Showgroup, click Details. Type the
information in the Total work, Actual work, Mileage, and Billing
information text boxes.
On the Task tab, in the Actions group, click Save and Close.
43. Section 4
Manage and organize
Search
Find people and contacts
Whether you have just a few contacts, several hundred, or more
than a thousand, there are times you'll want to search for a contact
rather than scroll through a long list of contacts. There are several ways
you can search for people and contacts in Outlook.
Search using the Search Address Books box
On the Standard toolbar, in the Search Address Books box, type the
name of the contact that you want to find. Your Outlook Contacts are
searched first. If no match is found, all the other available address
44. books, including any that you have added, are searched.
Address a message after you have found the name or
email address
In a new message, click To, Cc, or Bcc boxes in the message header.
In the Search box, type the name.
Double-click the name in the Name list, and then click OK.
Why don't I see the name list (column) in the Address Book?
You might have used the More columns search option the last time
that you used the Address Book. Click Name only next to Search to
restore the name list view.
Clean up the inbox
Overview of the Junk Email Filter
No one likes spam or junk email. The Outlook Junk Email Filter
doesn’t stop delivery of junk email messages, but does the next best
thing—it moves suspected spam to the Junk Email folder.
45. How the Junk E-mail Filter works
The Junk E-mail Filter evaluates each incoming message to assess
whether it may be spam, based on several factors. These can include
the time when the message was sent and the content of the message.
By default, the Junk E-mail Filter is turned on and the protection level is
set to Low.
This level catches only the most obvious spam. You can make the
filter more aggressive by changing the level of protection. Also, the Junk
E-mail Filter can be updated periodically to protect against the latest
techniques that spammers use to spam your Inbox.
Junk E-mail folder
Any message that is caught by the Junk E-mail Filter is moved to a
special Junk E-mail folder. It is a good idea to review the messages in
the Junk E-mail folder periodically to make sure that they are not
legitimate messages that you want to see. If they are legitimate, you
can move them back to the Inbox by marking them as not junk. You can
also drag them to any folder.
46. Junk E-mail Filter Lists
Even though the Junk E-mail Filter filters your incoming messages
automatically, the Junk E-mail Filter Lists enable you more control over
what is or is not considered spam. These lists enable you to allow
messages from sources that you trust, or block messages that arrive
from specific e-mail addresses and domains that you don't know or
trust.
47. Open a .PST file
If you created a .pst file that doesn't appear in the Navigation pane,
add the .pst file to Outlook so that you can work with the items in it.
On the File menu, point to Open, and then click Outlook Data File.
Click the .pst file that you want to open, and then click OK.
Data file security
Currently there is no way to password-protect Outlook on startup or
to lock Outlook if you need to quickly walk away from your computer,
other than by using your Microsoft Windows logon password or by using
third-party software written specifically to password-protect Outlook.
However, you can set a password on your Personal Folders file
(.pst).
If you use an Internet e-mail account in Outlook, such as a POP3 or
HTTP account, your e-mail messages are delivered to a .pst data file on
your computer's hard disk. You can use a password on your .pst file to
help prevent accidental intrusion by other people with whom you share
your computer.
48. On the Go menu, click Folder List.
Do one of the following:
If you have a POP3 e-mail account, right-click Personal Folders, and
then click Properties For "Personal Folders"on the shortcut menu.
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