Gl2010 m0 intro1-presentation
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This document provides an overview of using Microsoft Outlook 2010 to manage your schedule and contacts. It contains instructions for starting Outlook, displaying the calendar, scheduling appointments and meetings, adding contacts, and searching for appointments and contacts. The key tasks covered include opening the calendar view, creating new appointments and entering details like date, time, location and reminders, sending meeting requests to other users, adding new contacts and entering their contact information, and using the search tools to find existing appointments and contacts.
Gl2010 m0 intro1-presentation
- 2. Introduction Your Digital Toolkit Chapter 1: Managing Your Time with Microsoft Outlook 2010 Chapter 2: Using Microsoft OneNote 2010 Chapter 3: Taking Screenshots © Paradigm Publishing, Inc. 2
- 3. Your Digital Toolkit Overview Guidelines for Getting Started Start up and shut down procedures • To Turn on the Computer Press the power button on the front of the CPU, which loads the Windows 7 operating system and prepares the computer for input from you. You may need to log in using an assigned user name and password. • To Insert a CD or DVD Press the Open button on the front panel of the CD or DVD drive and the tray opens. Place the disc in the tray with the disc label facing up. Press the Open button again to close the tray. • To Insert a Flash drive Insert your flash drive into a USB port. Note that there is only one way to insert the flash drive, so you may have to flip it over so that it fits. • To Turn off the Computer When you are finished working with your computer, click the Windows Start button and then click the Shut down option. © Paradigm Publishing, Inc. 3
- 4. © Paradigm Publishing, Inc. 4
- 5. Your Digital Toolkit Overview, continued Guidelines for Getting Started Using the Student Resources CD • The student resources CD contains typed documents and files you need to complete the module or chapter skills, chapter assessments, and module assessments. • Module 2, Chapter 2 teaches you how to copy each module’s folder of files from the CD to your flash drive (or other storage medium). Starting an Office application program To start Outlook or another program in the Office suite, follow these steps: • • • • Click the Start button. Click All Programs. Click Microsoft Office. Click the name of the program you want to start. © Paradigm Publishing, Inc. 5
- 6. Chapter 1 Managing Your Time with Microsoft Outlook 2010 © Paradigm Publishing, Inc. 6
- 7. Chapter 1: Managing Your Time with Microsoft Outlook 2010 Microsoft Outlook 2010 • Can simplify the organization of personal and business activities. • Can organize appointments, manage email, and keep track of contacts. • Can create reminders about events and schedule meetings. • Has an electronic address book that stores contact information for the people you communicate with. • Will help you keep up-to-date on your social networks. © Paradigm Publishing, Inc. 7
- 8. Skills You Learn • Open Outlook and display the calendar • Schedule an appointment in Outlook calendar • Schedule a meeting • Add a contact • Search for contacts and appointments © Paradigm Publishing, Inc. 8
- 9. Skill 1: Open Outlook and Display the Calendar • Click the Start button on the Windows taskbar. • Click All Programs. You may also simply hover the mouse pointer over All Programs and all the program names display. • Click Microsoft Office. • Click Microsoft Outlook 2010 on the list of applications in the menu. • Click the Calendar button in the Navigation pane. • If the Day view is not active, click the Day button in the Arrange group on the Home tab. • Click the Month button in the Arrange group on the Home tab. • Click the Next 7 Days button in the Go To group on the Home tab. • Click tomorrow’s date in the Date Navigator at the top of the Navigation pane. • Click the Today button in the Go To group to display your calendar for today. © Paradigm Publishing, Inc. 9
- 10. Day button Back and Forward Navigation buttons Calendar button © Paradigm Publishing, Inc. 10
- 11. Customizing the Look of Your Calendar The View tab contains many options for customizing the look of your calendar. To change the background color, click the Color button in the Color group and then click a background color. © Paradigm Publishing, Inc. 11
- 12. Skill 2: Schedule an Appointment in Outlook Calendar • • • • • • • • • • • With Outlook Calendar open, click the Today button in the Go To group on the Home tab. Click tomorrow’s date in the Date Navigator at the top of the Navigation pane. Click the New Appointment button in the New group on the Home tab. Type the appointment name in the Subject text box and then press the Tab key. Type the location in the Location text box. Click the second Start time list arrow and click in the drop-down list to display the time. (Scroll as needed to display your time in the list.) Click the second End time list arrow and click the end time in the drop-down list. Click the Reminder list arrow in the Options group on the Appointment tab. Click 1 hour in the drop-down list. Click the Save & Close button in the Actions group on the Appointment tab. © Paradigm Publishing, Inc. 12
- 13. Subject and Location Reminder list arrow Start and End times © Paradigm Publishing, Inc. 13
- 14. Organizing Your Calendar To help organize your school schedule, you can create appointments for project due dates and homework assignments. You may want to add a reminder to these appointments to help you get your work finished on time. © Paradigm Publishing, Inc. 14
- 15. Skill 3: Schedule a Meeting 1. With Outlook Calendar open, click the Day button in the Arrange group on the Home tab. 2. Click the New Meeting button in the New group. 3. Type a subject in the Subject text box and then press the Tab key. 4. Type a location in the Location text box. 5. Click the first Start time list arrow and click the date that is one week from today in the drop-down list. The date displayed for the End time also changes. 6. Click the second Start time list arrow and click to display the time in the dropdown list. 7. Click the second End time list arrow and click the end time in the drop-down list. 8. Type a request in the body of the meeting request. 9. Exchange email addresses with a classmate and type the classmate’s email address in the To text box and send the email. 10. Click the Mail button in the Navigation pane to check your email. Double-click your classmate’s email. 11. Click the Accept button. 12. In the drop-down list, click Send the Response Now to respond to the meeting request. © Paradigm Publishing, Inc. 15
- 16. Send button Classmate’s email address Request area © Paradigm Publishing, Inc. 16
- 17. Configuring Outlook Outlook needs to be set up or configured for a specific user. If you are using Outlook on a shared computer, you will need to log in to Outlook before you can use it. © Paradigm Publishing, Inc. 17
- 18. Skill 4: Add a Contact • With Outlook open, click the Contacts button in the Navigation pane. • Click the New Contact button in the New group on the Home tab. • Type a contact name in the Full Name text box. • Type a company name in the Company text box. • Type an email address in the E-mail text box. • Type a phone number in the Business text box. • Click the Save & Close button in the Actions group on the Contact tab. • Click the Card button in the Current View group on the Home tab to change to Card view. © Paradigm Publishing, Inc. 18
- 19. Save & Close button Contact information © Paradigm Publishing, Inc. 19
- 20. Adding Contact Pictures You can add a picture to a contact form to help you quickly connect a face to a name or a logo to a business contact. © Paradigm Publishing, Inc. 20
- 21. Skill 5: Search for Contacts and Appointments • With Outlook open, click the Calendar button in the Navigation pane. • Click in the Search Calendar text box and type the name of an appointment. Outlook displays the appointment. • Double-click the appointment. • Change the appointment start time and end time. • Click the Save & Close button in the Actions group. • Click the Contacts button in the Navigation pane. • Click in the Search Contacts text box and type the beginning of a phone number for one of your contacts. Outlook displays the contact. • Click the Close Search button in the Close group on the Search Tools Search tab. © Paradigm Publishing, Inc. 21
- 22. Search Tools button Search Calendar text box Double-click search results to open appointment © Paradigm Publishing, Inc. 22
- 23. Exploring the Search Tools Search Tab When you click the Search Contacts or Search Calendar text box, the Search Tools Search tab appears, enabling you to refine your search. © Paradigm Publishing, Inc. 23
Editor's Notes
- #2: Guidelines for Microsoft Office 2010. In this book, you learn to use several computer application programs that combine to make an application suite. This suite of programs is called Microsoft Office 2010. The programs you learn to use, also referred to as software, work with your operating system to enable you to perform various types of tasks. The programs in the suite include Word, a word processing program; Excel, a spreadsheet program; Access, a database program; OneNote, an electronic notebook program; Outlook, a personal information manager; and PowerPoint, a presentation program. You also learn the basic features of the Windows 7 operating system and the Web browsers Internet Explorer 8.0 and Mozilla Firefox.
- #3: In the Introduction, you will learn how to manage your time with Microsoft Outlook, use Microsoft OneNote 2010, and take screenshots.
- #4: You need to know how to turn the computer on and off and how to insert a CD or DVD and flash drive (if you store your course work on one). Do not force the flash drive into the port. If you need help ejecting the flash drive, check with your instructor.
- #5: Your book comes with a Student Resources CD that contains 1) files required for completing the activities and 2) Skills Videos that, step by step, demonstrate each skill in the book. You also need access to a computer that has an Internet connection and the Windows 7 operating system with Microsoft Office 2010 software installed. The data files, along with additional references and resources, are also available at the book’s website at www.emcp.net/guidelines.
- #6: Note that you don’t need any files for the Introduction, Module 1, and Module 3.
- #7: The first chapter in the Introduction deals with managing your time with Microsoft Outlook 2010.
- #8: In this chapter, you learn how to use Outlook to organize your personal, school, and career life. You schedule an appointment and a meeting in Outlook’s digital Calendar. You then send an electronic invitation to others, inviting them to attend a scheduled meeting. You also add your personal and business contacts to Outlook’s Contacts list and you learn how to always have schedule and contact information at your fingertips.
- #9: In this chapter, you will open Outlook and display the calendar, schedule an appointment and a meeting in Outlook calendar, add a contact, and search for your contacts and appointments.
- #10: Outlook contains four main tools—Mail, Calendar, Contacts, and Tasks. When you start Outlook, the Mail tool displays by default. Use the Navigation pane at the left of the screen to switch to the Calendar tool. You can display the calendar in a daily, weekly, or monthly view.
- #11: To move forward or backward a day in Day view, or to move to the next or previous month in Month view, you can use the Forward and Back navigation buttons. The current date will display or be highlighted, depending on the view.
- #12: You can also change the time intervals shown in the Calendar by clicking the Time Scale button in the Arrangement group and selecting an interval in the drop-down list. You can also use the Time Scale button to change the time zone.
- #13: Calendar can help keep you organized when you use it to schedule appointments. An appointment is any activity that you schedule in your calendar with a starting time and an ending time. You can schedule homework assignments and exams as appointments. If you specify an appointment location, it is shown in parentheses next to the appointment information. You can also set an appointment reminder to help you remember the appointment. You can add appointments in any view.
- #14: You can click the All day event check box if the activity lasts the entire day and does not have a start or end time, such as a vacation day. Choose another date for End time in order to schedule a multiple-day appointment, such as a vacation or conference. In the Options group, use the Recurrence button to enter an appointment that occurs on a regular basis, such as daily, weekly, monthly, or yearly.
- #15: You can also plan your course work by creating a multi-day appointment with the subject “Chapter 1” to show which days you plan to work on this chapter.
- #16: If you need to schedule a meeting, you can use Outlook Calendar to send out a meeting request. A meeting request is an appointment that is sent to other people and can include the meeting location and other important information about the meeting, such as its topic and goals. Sending a meeting request is one way you can integrate the Outlook Calendar and email tools. Responses to your meeting requests appear in your email Inbox folder. Recipients can respond to a meeting request by adding the meeting to their Outlook Calendars or declining the request.
- #17: You can also click the To button to select email addresses from your Address Book. Separate email addresses with a comma (,) or semi-colon (;) if you are inviting more than one person to the meeting.
- #18: For security purposes most schools do not permit students to configure Outlook.
- #19: Contacts is an Outlook tool that you can use to organize and save information about the people and businesses that you communicate with. The information you enter about a contact can include just the contact’s name and email address, or it can include additional information, such as the contact’s street address, cell phone number, picture, birthday, and so forth.
- #20: The File as and Display as text boxes are completed automatically after you enter the full name. This entry is used to organize the Contacts list in alphabetical order. If, after typing in the phone number, a Location Information dialog box appears, click Cancel to close the dialog box. If another warning message appears, click OK to close the dialog box.
- #21: If both the sender and the recipient use Microsoft Outlook 2010 or Microsoft Office Outlook 2007, the contact’s picture will appear in the email message header. To add a picture, click the Picture button in the Options group on the Contact tab and then click Add Picture. Browse to locate the picture that you want to add, and then double-click the file name.
- #22: Being organized means having information at your fingertips and knowing how best to manage it. With Outlook, you can easily find contacts and appointments by using the Search Contacts and Search Calendar text boxes.
- #23: You can refine your search by using the buttons on the Search Tools Search tab.
- #24: Commands in the Scope group specify which Outlook folders are included in your search. Use commands in the Refine group to narrow your search. Commands in the Options group allow you to reuse previous searches, saving you time and effort retyping search criteria.