Outlook 2003 Intermediate Courseware Trademark Notice

Outlook 2003 CoursewareOffice 2003 Training

Student Manual Intermediate

Outlook 2003 Intermediate CoursewareWritten by Kimberly McKayPublished by Velsoft Training Materials Inc.

Courseware Release Version 3.0© 2011 by Velsoft Training Materials, Inc.

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TABLE OF CONTENTS

SECTIO N 1: ADVANCED O RG ANIZATIONAL TO OLS 1

LESSON 1.1: M ANAGING FOLDERS 2 CREATING, NAM ING, RENAM ING, AND DELETING FOLDERS 2 ABOUT FOLDER TYPES 4 ABOUT FOLDER VIEW S 4 PRACTICE EXERCISE 5 LESSON 1.2: M AIL M ANAGEM ENT TOOLS 7 USING THE RULES AND ALERTS W IZARD 7 USING THE ORGANIZE PANE 13 CONFIGURING JUNK E-M AIL OPTIONS 15 APPLYING BLOCKED AND SAFE SENDERS LISTS 18 PRACTICE EXERCISE 21 LESSON 1.3: SEARCH FOLDERS 23 CREATING SEARCH FOLDERS 23 CUSTOM IZING SEARCH FOLDERS 24 USING SEARCH FOLDERS 24 ABOUT FAVOURITE FOLDERS 25 PRACTICE EXERCISE 25 LESSON 1.4: FINDING ITEM S IN O UTLOOK 27 USING FIND IN THE TOOLS M ENU 27 USING BASIC SEARCH 28 USING ADVANCED FIND 29 FINDING CONTACTS 37 PRACTICE EXERCISE 37 SECTION 1: REVIEW Q UESTIONS 39

SECTIO N 2: ADVANCED E-M AIL FEATURES 41

LESSON 2.1: M AIL FORM ATTING 42 FEATURES W HEN USING W ORD AS THE E-M AIL EDITOR 42 USING THE OUTLOOK E-M AIL EDITOR 48 ABOUT PLAIN TEXT 48 ABOUT RICH TEXT FORM AT 48 ABOUT HYPER TEXT M ARKUP LANGUAGE (HTM L) 49 PRACTICE EXERCISE 49 LESSON 2.2: SIG NATURES 51 SETTING SIGNATURE OPTIONS 51 CREATING A SIGNATURE 52 USING SIGNATURES 53 PRACTICE EXERCISE 53


LESSON 2.3: PRINTING AND E-M AIL M ESSAGE 55 USING PRINT PREVIEW 56 ABOUT PRINT STYLES 57 USING PAGE SETUP 59 PRINTING A SELECTION 62 PRACTICE EXERCISE 64 SECTION 2: REVIEW Q UESTIONS 65

SECTIO N 3: E-M AIL ACCO UNT TYPES 67

LESSON 3.1: E-M AIL ACCOUNTS O VERVIEW 68 SETTING UP YOUR E-M AIL ACCOUNT 68 OVERVIEW OF E-M AIL ACCOUNT TYPES 70 SETTING SEND/RECEIVE OPTIONS 71 PRACTICE EXERCISE 73 LESSON 3.2: M ICRO SOFT EXCHANG E SERVER 75 SETTING UP AN EXCHANGE M AILBOX 75 HOW AN EXCHANGE M AILBOX LOOKS 78 HOW AN EXCHANGE M AILBOX W ORKS 79 EXTRA FEATURES AVAILABLE ON EXCHANGE 79 PRACTICE EXERCISE 80 LESSON 3.3: POP3 81 SETTING UP A POP3 M AILBOX 81 HOW A POP3 ACCOUNT LOOKS 82 HOW A POP3 ACCOUNT W ORKS 83 ADDITIONAL FEATURES 84 PRACTICE EXERCISE 84 LESSON 3.4: IM AP 86 SETTING UP AN IM AP M AILBOX 86 HOW AN IM AP M AILBOX LOOKS 87 HOW AN IM AP M AILBOX W ORKS 88 ADDITIONAL FEATURES 88 LESSON 3.5: H TTP 90 SETTING UP AN HTTP M AILBOX 90 HOW AN HTTP ACCOUNT LOOKS 91 HOW AN HTTP ACCOUNT W ORKS 92 ADDITIONAL FEATURES 92 PRACTICE EXERCISE 93 SECTION 3: REVIEW Q UESTIONS 94

SECTIO N 4: ADVANCED INFO RM ATIO N M ANAG EM ENT TOO LS 96

LESSON 4.1: ADVANCED CALENDAR O PTIONS 97 RECURRING CALENDAR APPOINTM ENTS 97 M EETING OPTIONS 99 ADDING HOLIDAYS TO YOUR CALENDAR 103 PRACTICE EXERCISE 104 LESSON 4.2: ADVANCED TASK O PTIONS 106

RECURRING TASKS 106 ASSIGNING TASKS 107 PRACTICE EXERCISE 109 LESSON 4.3: USING CATEGORIES 111 ASSIGNING A CATEGORY TO AN ITEM 111 CREATING CUSTOM CATEGORIES 112 USING CATEGORIES IN A VIEW 113 PRACTICE EXERCISE 115 LESSON 4.4: USING VIEW S 117 USING THE VIEW S LIST IN THE NAVIGATION PANE 118 USING COLUM N HEADERS 119 USING ARRANGE BY IN THE VIEW S M ENU 121 USING CURRENT VIEW IN THE VIEW S M ENU 122 PRACTICE EXERCISE 124 LESSON 4.5: LINK ING ITEM S 126 LINKING A CALENDAR ITEM TO A CONTACT 126 LINKING A TASK ITEM TO A CONTACT 128 LINKING A M AIL ITEM TO A CONTACT 128 LINKING A CONTACT TO ANOTHER CONTACT 129 USING THE ACTIVITIES TAB 130 USING JOURNAL TO LINK ITEM S 131 PRACTICE EXERCISE 133 LESSON 4.6: M AIL M ERGE 135 STARTING M AIL M ERGE FROM OUTLOOK 135 STARTING M AIL M ERGE FROM W ORD 136 PRACTICE EXERCISE 140 SECTION 4: REVIEW Q UESTIONS 142


SECTION 1: Advanced Organizational Tools

In this section you will learn how to: Create, delete, rename, and manage Outlook folders Use the Organize wizard Create rules and alerts Configure Outlook’s junk e-mail options Create, edit, and use search folders Use favourite folders Search within Outlook

Outlook 2003 Intermediate 2

SECTION 1 Lesson 1.1: Managing Folders

You may know that in Windows, you can create new folders to help you organize your data. You can do the same thing within Outlook!In this lesson, we’re going to talk about how to create, edit, rename, and delete folders. We’ll also talk about some kinds of folders that are special to Outlook, including search folders andfavourite folders.

The main purpose of creating a folder, of course, is so that yourmessages have a home! You can move messages to a folder in many ways:

- Use Rules and Alerts- Drag and drop the message(s) into the folder- Select the messages and click the Move to Folder button ( )

on the standard toolbar- Right-click on the message and choose Move to Folder- Use the Organize wizard

Creating, Naming, Renaming, and Deleting Folders

Creating a folder in Outlook is pretty easy. First, you need to select where you want the folder to be placed. Do we want a folder under a main folder (called a subfolder)? Or do you want it on the main level all on its own?

In the figure on the right, you can see examplesof both types of folders. The folder that’scircled in blue is a folder someone created. It’son the same level as the default folders (likedeleted items and inbox), but it has a differentname to help you organize your data.



The folder that’s circled in red is a subfolder. You can see thatthere’s a minus sign next to the Inbox; that means that there aresubfolders underneath it. If you click the minus sign next to Inbox, it will turn to a plus sign and you won’t see the folders underneath it

So, once you’ve decided where you want your folder to go, we needto click in the right spot. If you want it to go under a folder, click that folder. If you want it to be its own folder, click Personal Folders, which is at the very top of the list.

Once you’ve clicked the right folder, you can do one of the following actions:

- Press Ctrl + Shift + E- Right-click on the folder and click New Folder- Click on the File menu, choose New, and click Folder

After you’ve done one of those actions,the box pictured on the right will appear.

You’ll see that it has three fields. Inthe first field, you can type the name ofthe folder. In the next field, we need tospecify what kind of item the foldercontains (we’ll get to those options in amoment). Finally, Outlook will show youwhere it’s going to put the folder. In thesample picture on the right, PersonalFolders is highlighted because that’s whatwas selected when the New Folder command was chosen. If you want to change where you’re going to put the folder, now’s the time todo it!

Once you’ve got all the fields filled out, click OK to create thefolder. If you’ve changed your mind, click Cancel so the folder won’t be created. If you change your mind about any of theoptions after you’ve created the folder, youcan right-click on it to modify it. You can seean example of the right-click menu in thefigure on the right. There are lots of options



in this menu, but for now we’re just going to look at the set of options that will help you customize your folder.

You’ll see that one option is to move the folder. This is a greattool if you create your folder in the wrong place (for example, as its own folder instead of as a subfolder). You can also move the folder by dragging and dropping it in the navigation pane.

This menu is also where you can delete or rename your folder. Youcan also copy it to another location. Last but not least, you cancreate a subfolder underneath it by clicking the New Folder option.

The same options will appear if you click on the File menu and click Folder, although it’s much easier to right-click!

About Folder Types

When we were creating a new folder, do youremember the drop-down menu that asked whattype of item the folder would contain? Ifyou click on that menu, you’d get a list ofitem types. (See the picture to the rightfor an example.)

You’ll see that the types match the foldersin Outlook. You can create a new folder for



any kind of item: calendar, contacts, journal, notes, tasks, or e-mail messages.

This customization feature can be really useful in a lot of situations. For example, if you have different projects at work, you can create a task folder for each of them. Or, if you are a salesperson and you sell items to a number of different companies, you can have a journal folder for each company to track your correspondence with each. Another example is if you work from home, you can have personal and work calendar and contact lists.

About Folder Views

To view the contents of a folder you have created, just click on the folder in the navigation pane. (You can also right-click the folder and choose, “Open in new window” so it has its own screen.)

Once the folder is open, you can use views like you would any other folder. The easiest way is to click the “Arranged by” header at the top of the folder, like the picture below:

This list of views is pretty self-explanatory. You can see that “From” is the view currently selected, as well as “Show in groups,” as both item are checked, meaning they’re enabled. You



can also see in the background that the e-mail messages in the folder are sorted by who sent them. (If “Show in groups” was not checked, there would just be a list rather than groups of e-mails.) You can easily change the view to any item in the list tobetter organize your data, depending on the information you need to find.

Another way to change your view is to click on the Views menu, and click Arrange By. This will give you the same list we saw in the picture above. It will also give you the option to show a list of views in the navigation pane, which can be really convenient. (This option is turned on by default for the journal,tasks, notes, and contacts folders.)

These are just a few simple ways to change your views in Outlook.There are lots more ways to customize views; we’ll talk about those later on in this book.

Practice Exercise

1. Make sure Microsoft Office Outlook 2003 is open. Click on the File menu, choose New, and click Folder.

2. In the Create Folder dialog box, type Top-Secret Project for the name. For the item type, choose Mail and Post Items. For the location, click Personal Folders.

3. Click OK.

4. Drag and drop the new folder into the Inbox. It will now appear as a subfolder.

5. Drag and drop two messages from your inbox to the new folder. (If you don’t have any messages in your inbox, use



the Welcome To Microsoft Office Outlook message in the sample files. Just drag and drop it from the file into thesubfolder.)

6. Click the View menu, click Arrange By, and click From.

6. Right-click on the Top Secret Project folder.

7. Click Rename. Type My Project and press enter.

8. Close Microsoft Office Outlook 2003.


Outlook 2003 Intermediate Courseware Trademark Notice

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