IntroductionWelcome| 00:00 | Welcome to Outlook 2007 training.
| | 00:03 | My name is Sean Conrad, and we're
going to take a look at Microsoft's latest
| | 00:06 | version of Outlook, their e-mail and
personal information management system.
| | 00:11 | It's an evolution of previous versions,
so if you're used to using Outlook,
| | 00:13 | you'll find all the things you expect,
and some cool new features as well.
| | 00:17 | Well, let's get started.
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| Starting Microsoft Office Outlook 2007| 00:00 | When you first start up Outlook 2007
after you've installed it, Outlook will
| | 00:04 | run the Startup Wizard.
| | 00:06 | Now, in order to be ready for this, if
you have some e-mail accounts you'd like
| | 00:09 | to connect to, it's a good idea to
have the information for those accounts
| | 00:12 | handy, so you can set at
least one of them up right now.
| | 00:14 | You don't have to do that of course, you
can still start up Outlook and then add
| | 00:18 | the accounts you need later on.
| | 00:19 | Of course, most people will
configure an e-mail account in Outlook.
| | 00:23 | You'll need to put in the
information and click next.
| | 00:44 | Now Outlook is pretty smart, it will
actually look through your settings that
| | 00:50 | you put in, and try and find the
information it needs, including the names of
| | 00:53 | the servers and things like that,
and it actually works pretty well.
| | 00:56 | And voila, it's figured of my pop
three e-mail account settings just from the
| | 01:01 | basic information I put in,
like my e-mail address.
| | 01:03 | It figured out where all the servers
were, what their names were, did all that
| | 01:06 | for you, so it's much easier than
previous versions to set up your e-mail.
| | 01:12 | It'll spend a minute configuring
some basic items, and you're ready to go
| | 01:17 | in Outlook.
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1. Getting StartedWhat is Microsoft Office Outlook 2007?| 00:00 | What is Outlook?
| | 00:02 | Though most of us are already
familiar with the fact that it's an e-mail
| | 00:04 | program, and it's a good one of
those, there's a lot more to it.
| | 00:08 | In addition to e-mail, we also have a
place to keep track of our schedule.
| | 00:12 | In the calendar, you can to track
of your appointments and meetings.
| | 00:15 | We have a place to keep track of the
people we know and all of the information
| | 00:19 | about them in the Contacts.
| | 00:21 | We have a Task List as well, where we
can both keep track of the task we have
| | 00:25 | complete and also set due dates on
them and reminders that go with those.
| | 00:28 | And a place key general Notes.
| | 00:33 | What's powerful about Outlook is the fact
that all of this information is in one place.
| | 00:37 | And it's quick and easy to access.
| | 00:39 | Also, because it's all in one place,
these things can interact with one another.
| | 00:43 | So it's quick and easy to, for example,
flag a message for follow up later on,
| | 00:47 | and then be reminded about that, and
have a task generated automatically.
| | 00:51 | It's this combination of everything
together, and the interaction of them that
| | 00:54 | really makes Microsoft Outlook powerful.
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| Exploring the user interface| 00:01 | Let's take a look at the user interface.
| | 00:03 | The top, we have a
standard Menu bar, and a toolbar.
| | 00:06 | The toolbar is context sensitive, so the
buttons on it and the things you can do
| | 00:09 | will change depending on
where we are in the application.
| | 00:12 | So if we go down to Calendar,
it'll change that toolbar to match.
| | 00:17 | Let's go back to Mail.
| | 00:18 | The main screen is divided
into sections called panes.
| | 00:22 | The far left pane is the Navigation pane.
| | 00:24 | And it's the one we're going to use to
jump around quickly, within the application.
| | 00:28 | Now in this case, we're in our Mail,
so we can use it to jump around within
| | 00:32 | different areas of our mail,
into different folders for example.
| | 00:35 | Our Junk E-mail, or our Inbox.
| | 00:38 | Or we can use the bottom part of the
Navigation pane to quickly jump around to
| | 00:41 | another area of the application altogether.
| | 00:43 | So to jump over into
Contacts, I can click on Contacts.
| | 00:48 | The Navigation pane is useful to get
around, but if you're reading e-mail or
| | 00:52 | something like that, you may not
want it cluttering up the interface.
| | 00:55 | So you can minimize the Navigation pane by
clicking this button that has two arrows on it.
| | 01:00 | As you can see, the Navigation pane is
still available, it's just much smaller.
| | 01:03 | And you can do many of the same things
you could do when it's open, such as jump
| | 01:06 | down to Contacts, and then back to Mail.
| | 01:09 | If you wish to maximize the
Navigation pane again, simply click the
| | 01:13 | corresponding button, and it will be maximized.
| | 01:16 | On the far right is another pane
that you can maximize or minimize.
| | 01:20 | By default, the To-Do Bar is minimized.
| | 01:22 | Click the double arrow button to maximize it.
| | 01:24 | This of will give you a quick overview
of your Calendar, any upcoming meetings
| | 01:28 | or appointments you have for
that day, and your Task list.
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| Learning about the Ribbon| 00:00 | Outlook 2007 has a new user
interface feature called the Ribbon.
| | 00:05 | The Ribbon is available whenever
you're creating or editing an object.
| | 00:09 | So let's create a New Mail
Message and take a look at the Ribbon.
| | 00:12 | Here it is at the top.
| | 00:14 | The Ribbon is a fancy name for a
context-sensitive toolbar, and it's going
| | 00:19 | to change depending on what type of object
you are working on, and what you're doing.
| | 00:23 | And it's been designed so that the
things you would do most commonly should be
| | 00:27 | available right away.
| | 00:28 | And the most common actions to do
are usually much larger buttons.
| | 00:33 | The Ribbon is broken down into multiple tabs.
| | 00:35 | So we have the Message tab, as well as,
if I'm trying to do something like
| | 00:39 | insert a picture into my document here,
into my e-mail and I don't see it, I
| | 00:44 | can try the Insert tab, and here I can find
the option to Insert a Picture into my e-mail.
| | 00:49 | Let's go back to the Message tab.
| | 00:51 | Within each tab, the different controls are
things you can do, are broken down into groups.
| | 00:56 | So all of the texts editing options are
here within the basic text group in the
| | 01:00 | Message tab of the Ribbon.
| | 01:02 | Also look for down arrows in the Ribbon.
| | 01:04 | And that means there might be more to do here.
| | 01:06 | For example, I don't want to just follow
up with this particular e-mail message,
| | 01:10 | but I want to do something else
with it or something more in-depth.
| | 01:14 | So I'll hit this down arrow so,
instead of just following it up today, I can
| | 01:18 | say, Add a Reminder, or I can Flag it For
Recipients, so it gives you many more options.
| | 01:21 | If you want to do some proofing other
than just a spell check, click this down
| | 01:25 | arrow, and there's many more
Proofing tools available here.
| | 01:29 | So look for those down arrows, and
if you're looking for something more
| | 01:31 | in-depth, click on those to
see what else is available.
| | 01:34 | In the bottom right-hand corner of each
group is a little button that will allow
| | 01:38 | you to bring up the
options for each of those things.
| | 01:40 | So for example, in the basic text
group, if I click it, we have the full
| | 01:45 | options box for fonts.
| | 01:47 | In the Follow Up options group, we
have the full options for the message.
| | 01:52 | So if you want detailed options,
look for the little button in the bottom
| | 01:55 | right-hand corner of each group.
| | 01:57 | If you've used Outlook, or indeed
Microsoft Office in the past, this will be a
| | 02:02 | little bit new to you.
| | 02:03 | But you'll quickly find that the things
you need to do are available quickly and
| | 02:07 | easily on the Ribbon, and they're
usually available right where you need them.
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| Using the Office button and the Quick Access toolbar| 00:01 | Another new user interface option
in Outlook 2007 is the Office button.
| | 00:07 | the Office button contains commands
that you might have in the past expected to
| | 00:11 | find under the File menu, if you're familiar
with previous versions of Office or Outlook.
| | 00:15 | For example Save, or Print options.
| | 00:19 | To the right of the Office
button is the Quick Access toolbar.
| | 00:23 | The Quick Access toolbar gives you
access to commands you might need use
| | 00:27 | frequently throughout the application.
| | 00:29 | And if you want, you can right-click
on the Quick Access toolbar and choose
| | 00:33 | Customize to add or remove
commands from the toolbar.
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2. Email EssentialsThe Inbox| 00:00 | The most common thing you'll do in
Outlook of course, is read your e-mail.
| | 00:03 | And when you open Outlook, it'll
bring you directly here to your Inbox.
| | 00:07 | As you can see, we've got a list of all
our different e-mails, and a few lines
| | 00:11 | of information about each one, and on
the right-hand side, the Reading pane.
| | 00:16 | The Reading pane is showing us the
contents of whatever e-mail we've focused on
| | 00:19 | or selected in the Inbox.
| | 00:21 | So if I want to take a look at this
Yahoo message, I can click on it and I'll
| | 00:25 | see it in the Reading pane over here.
| | 00:27 | Now currently my Inbox is arranged by date.
| | 00:30 | If I like, I can change that
simply by clicking on Arrange By:
| | 00:33 | Date and choose instead, I'd like to
rather arrange them based on who they're from.
| | 00:39 | There's many different
options you can choose here.
| | 00:40 | I'm going to go back to by Date.
| | 00:43 | I can also change the way in which
those items are sorted, so we're arranged by
| | 00:48 | date with the newest on top.
| | 00:50 | And if that doesn't make sense to me
and I'd like to switch it, I'll just click
| | 00:53 | here and it'll flip it over to
have the oldest on top instead.
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| Reading email| 00:02 | Let's read some e-mail.
| | 00:04 | We're looking at my Inbox here.
| | 00:06 | Now I can tell I have some new e-mail
in my Inbox, because the Inbox is in
| | 00:10 | bold, and there's a seven beside it in
brackets, so I have seven e-mails I need
| | 00:14 | to read in my Inbox.
| | 00:15 | Now to read one of them, I just simply
Left-click on it to select it, and the
| | 00:20 | e-mail itself will be shown in
the Reading pane to the right.
| | 00:22 | If I want to read another one,
I'll just go ahead and click on that.
| | 00:26 | Now if you want some more information,
you want a little bit more room to read
| | 00:31 | and some more actions,
simply double-click on a message.
| | 00:36 | And it'll bring it up in its own window.
| | 00:39 | The advantage of this is, well, other
than having more room to read, is you get
| | 00:44 | access to the Ribbon here, and this has
all the common actions you might wish to
| | 00:47 | do with that message or to it.
| | 00:49 | So Replying, or Deleting it, Blocking the
Sender for example, or marking it for Follow Up.
| | 00:53 | Now at the top of this message
there's some more information here.
| | 00:58 | Says I forwarded this
message today, earlier in morning.
| | 01:02 | And it says "Click here to download pictures."
| | 01:05 | So Outlook doesn't recognize the
sender, it's not in my safe list, and by
| | 01:10 | default, Outlook will not show images
that are linked to an e-mail message.
| | 01:15 | That's a good thing, because spammers
can use those links within the messages
| | 01:18 | those picture links, to try and figure
out if your e-mail is valid, and if it
| | 01:22 | is, they'll send you more spam.
| | 01:23 | And they'll sell your name to another spammer.
| | 01:25 | So it's a good idea not to download
the pictures, unless you're really sure.
| | 01:28 | Now this is from my ISP, so I'm
going to go ahead and click this.
| | 01:32 | And I can either just download
pictures here, or if you're going to get a lot
| | 01:36 | of e-mails from this particular sender, you
can Add the Sender to the Safe Senders List.
| | 01:41 | Or indeed the whole Domain, Yahoo.com
to the Safe Senders List if you like.
| | 01:45 | I'd just like to see the pictures
for this message, so I'm going to
| | 01:48 | click Download Pictures.
| | 01:51 | Now I can see the actual HTML
formatted e-mail, complete with the pictures.
| | 01:54 | And I'm going to save my changes.
| | 02:02 | Now I had access to Reply and things
like that and Delete from the Ribbon.
| | 02:06 | You'll also have access to those things
by right-clicking a message and you can
| | 02:10 | choose some of those options here.
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| Flagging for follow-up| 00:02 | One of the great things about Outlook,
integrating my e-mail with some of the
| | 00:05 | functions like my Task list and
Calendar, is when I get e-mail I can actually
| | 00:10 | mark it so I can do something
about it, and make sure I don't forget.
| | 00:13 | So I've got a new e-mail here,
says "Send me your flight details."
| | 00:16 | When I click on it in the Reading pane
I can see it's a reminder to send me the
| | 00:20 | flight itinerary so we can
make some arrangements here.
| | 00:24 | So I want to make sure I do that on time.
| | 00:27 | So I can just click on this little flag
button here to click it, and make it a To-Do item.
| | 00:31 | So simply by clicking that it
has added it to my To-Do list.
| | 00:36 | Notice up at the top I can see "Follow
up, Start today", and Due today also.
| | 00:41 | Now, maybe I'm not quite that ready to
go here, and in this case, I just need to
| | 00:45 | make sure I do it by tomorrow, so I'm
going to right-click on the flag here, and
| | 00:49 | instead of Today, I'm just
going to follow it up Tomorrow.
| | 00:53 | Now notice when you do that, As I set
the follow date further out, instead of
| | 00:58 | This Week, Next Week, it
gets lighter and lighter.
| | 01:01 | So, if you have a list of things with
different due dates on them or different
| | 01:05 | flag dates, you can tell instantly
which ones are most important to get done or
| | 01:12 | most urgent, based on the color of the
flags, so the brightest reddest ones are
| | 01:15 | the ones you need to do right now.
| | 01:17 | Hopefully not yesterday.
| | 01:21 | You can also set this Follow Up flag by
double-clicking or opening up the e-mail
| | 01:27 | and then choosing it this way.
| | 01:32 | Now, we've added three more Follow Up
flags here for different e-mail messages.
| | 01:37 | If we go over into our Task list, we
can see these three messages, so, here's
| | 01:45 | the send me your flight details I set
for tomorrow, here's another one I set for
| | 01:48 | Follow Up for next week.
| | 01:50 | So simply by marking them for Follow
Up it adds tasks to your To-Do list.
| | 01:54 | And this is great, so when we're in our
Inbox and we open up our To-Do Bar, we
| | 01:59 | can easily see what we have coming up,
which things we might have to do,
| | 02:02 | flagged appropriately.
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| Categorizing messages| 00:01 | In addition to flagging messages for i
Follow Up, I can also categorize them.
| | 00:06 | Just to the left of the Flag icon in
th e list of e-mail messages is a button
| | 00:10 | that will categorize an e-mail message.
| | 00:13 | If you click on it, it will put it
in your default Quick Click category.
| | 00:17 | And you're going to be able to control
what Category that is, and even rename it.
| | 00:22 | So there's two ways to do that.
| | 00:23 | One is, you can right-click and
choose which Category you'd like to put
| | 00:27 | this particular item in.
| | 00:28 | I've just put this one in two,
both the Blue and the Red Categories.
| | 00:33 | You can also right-click and choose
All Categories here, and this gives you
| | 00:37 | a lot more control.
| | 00:38 | You can check off which
Categories you'd like this item to be in.
| | 00:42 | You can also Rename the Categories.
| | 00:46 | So, I'm actually going
to put this one in Travel.
| | 00:51 | And in the Blue Category, which
I'd like to rename my New Project.
| | 01:00 | And then choose OK.
| | 01:01 | So as you can see, this particular e-
mail is both in the New Project and the
| | 01:07 | Travel Categories, and when I see
the Reading pane I can see it here.
| | 01:11 | I can also do the same things by having
the e-mail selected here in the Inbox,
| | 01:15 | and clicking the Categorize
button up here in the Toolbar.
| | 01:19 | Gives me access to some of the same
things as when I right-clicked, Go into All
| | 01:24 | Categories and make my selections here.
| | 01:28 | If I double-click to open this e-mail,
on the Ribbon I also have a Categorize
| | 01:32 | menu with the same options.
| | 01:37 | So why would you categorize?
| | 01:39 | Well, there's a couple of reasons.
| | 01:41 | One is, you can search by Categories.
| | 01:43 | You could also arrange your Inbox by Categories.
| | 01:51 | Just helps me to keep things straight.
| | 01:53 | And of course, you're going to be
able to set Categories on more than just
| | 01:56 | e-mail messages, but on other
items within Outlook as well.
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| Previewing attachments| 00:00 | Some e-mail messages you receive may
have attached files, or attachments.
| | 00:05 | I can tell two of the messages in my
Inbox have attachments because they have
| | 00:09 | these small paperclip icons in the name.
| | 00:12 | So let's just click on "CSS file
utilities" message here, and we can see it
| | 00:16 | in the Reading pane.
| | 00:17 | Here we can see the message itself.
| | 00:20 | We can see that there's two attached
files here, one called TestUserData and
| | 00:23 | another one, a PDF document.
| | 00:26 | And as you can see, you can see the
name of the file, and the size it is, and
| | 00:29 | the icon usually indicates what type it is.
| | 00:31 | If you want more information, just
leave your mouse pointer over top of the
| | 00:34 | file, it'll tell your the name,
the type, and the file size of file.
| | 00:38 | Now there's a banner at the top that
indicates that Outlook blocked access to
| | 00:42 | one of the attachments called
kolorgenerator.exe, and it did that because this
| | 00:47 | is an executable file, and by default,
just to help keep you safe, Outlook is
| | 00:51 | going to block access to any executable.
| | 00:53 | And that's because they could be viruses,
or malware, other unsafe type of files
| | 00:58 | you might not want to run.
| | 00:59 | So if you want somebody or need
somebody to send you an executable file, the
| | 01:03 | best thing to do is either ask them to
rename the file to something that's not
| | 01:07 | executable, or, and this is usually
the best course of action, ask them to
| | 01:11 | compress it or zip it up for your
first, and e-mail you the zipped copy.
| | 01:14 | That way you can save it onto your
computer and unzip it and then run it safely.
| | 01:18 | I've got one more message
here with some attachments.
| | 01:22 | This one has more than three attachments,
so I can see the three attached files
| | 01:26 | here, and notice the slider over here
on the right so I can scroll down, and
| | 01:30 | there's one more down here I can see.
| | 01:33 | Now how can we view these?
| | 01:34 | Well, Outlook 2007 has a great new
feature, and that's some of things you
| | 01:38 | can view directly here in Outlook without
even having to open the applicable program.
| | 01:42 | So let's click on silver_cylon here,
this attached GIF file, and here we can see
| | 01:46 | the image that's attached, just a preview of it.
| | 01:51 | Outlook can also preview plain text
files, such as this TestSalaryScales,
| | 01:56 | and Office documents.
| | 01:57 | Now this particular one, it says, "Hey, you
should only do this with files that you trust."
| | 02:02 | It didn't do that with the
picture file, because that couldn't have
| | 02:04 | been anything active.
| | 02:05 | But for documents like Excels,
spreadsheets and workbooks and things like that,
| | 02:10 | and Word documents, it's not going to
run them for you unless you say it's okay.
| | 02:13 | Now you can always turn off this
checking by unchecking this checkmark, but I'm
| | 02:17 | just going to click Preview
File, so here's this text file.
| | 02:20 | I can click on TestUserData here,
it's going to check with me again.
| | 02:24 | But if I click Preview, I can
see a preview of that worksheet.
| | 02:28 | Now of course, you can also view those
files by opening the message up itself.
| | 02:34 | So, if we open up the message in full,
we can see all the attachments, and in
| | 02:38 | a similar manner, we can click on them and
preview those attachments directly in Outlook.
| | 02:43 | Now if you choose, you can
download any of these attachments.
| | 02:48 | You can do that by choosing one, and
right-clicking on it and choosing Save As.
| | 02:52 | That will let you save that to your hard drive.
| | 02:56 | Or, from the Office button, You can go
down to Save As, and one of your options
| | 03:03 | here will be Save Attachments.
| | 03:06 | If you choose that, you can choose
one or more just by clicking with the
| | 03:10 | mouse, and by default, they're all
selected, and you can save all of them to
| | 03:13 | your hard drive all at once.
| | 03:16 | Now you can also save the
attachments directly from here.
| | 03:23 | You can right-click them on them here
on the Reading Pane and save them, or if
| | 03:26 | you've got the message selected in your
Inbox, from the File menu you can choose
| | 03:31 | Save Attachments, and again choose
attachments to save, or save all attachments.
| | 03:35 | So quick and easy to save attachments
and really speedy to see what they are
| | 03:39 | with the preview functions.
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| Organizing messages| 00:01 | We've been reading e-mail messages,
categorizing them, flagging them, checking
| | 00:05 | out the attachments in them.
| | 00:07 | But once you've read your e-mail
messages, you're probably going to want to
| | 00:09 | organize things a little bit.
| | 00:11 | Maybe save them in some
folders and move them around.
| | 00:13 | So let's take a little bit of a look
at folders, and how you can use them to
| | 00:17 | organize your e-mail.
| | 00:18 | In the left navigator over
here, we see Mail Folders.
| | 00:21 | We see all the default ones in here,
under Personal Folders is our Deleted
| | 00:25 | Items, Inbox, Junk Mail,
things along those lines.
| | 00:28 | Now if you're working in a
corporate environment and are attached to an
| | 00:30 | Exchange server instead of Personal
Folders, it may say Your Name Mailbox, or
| | 00:34 | something along those lines.
| | 00:36 | But the same default folders should be here.
| | 00:38 | You can also create your own
folders anytime you'd like.
| | 00:41 | To do that, you can either go up here
where it says "New" and hit this small
| | 00:45 | drop-down arrow and choose Folder.
| | 00:50 | Or alternatively, you can right-click
over here on any one of the folders here
| | 00:54 | and choose New Folder.
| | 00:57 | Either way, when you get to the New
Folder dialog, the first thing you need
| | 00:59 | to do is enter a name.
| | 01:01 | So, I want a place to save some of my e-mail,
so I'm going to call this Saved Messages.
| | 01:07 | Then you can tell it what
you plan to put in here.
| | 01:09 | Because of course, you can put folders
in place that would contain different
| | 01:13 | types of items like
Contact items or Calendar items.
| | 01:16 | It's going to be Mail and Post Items.
| | 01:17 | For me, this is going to be e-mail.
| | 01:19 | And then you can say where you want to put it.
| | 01:21 | So do you want to put it in your Inbox?
| | 01:23 | Do you want to be a subfolder?
| | 01:25 | I don't, I want it to be a subfolder of
Personal Folders, so I want it put it in
| | 01:28 | there and then click OK.
| | 01:29 | And here we can see, we just created
a new folder called Saved Messages.
| | 01:34 | There's currently nothing in it.
| | 01:35 | Let's go back to our e-mail for a moment.
| | 01:38 | Now there's a few messages in here,
and let's say this one here, this
| | 01:41 | bottom one, that says Greetings, maybe I
want to move that into my Saved Messages folder.
| | 01:46 | Well there's a couple of ways to do that.
| | 01:48 | One is, of course, I can just Left-
click and hold the mouse down, drag it over,
| | 01:53 | and drop it into Saved Messages.
| | 01:54 | If I go take a look at Saved Messages
now, you can see that I've dragged and
| | 01:58 | dropped that in there.
| | 01:59 | Let's go back to our Inbox
and see what else we can do.
| | 02:02 | Now you could also do it by right-
clicking on it and choosing Move to Folder,
| | 02:09 | and move it into Saved Messages that way.
| | 02:13 | Or, if you double-click to open up a message,
one of the items on the Ribbon is Move to Folder.
| | 02:19 | So let's click that, and here's a list of
the folders I might be able to move it to.
| | 02:23 | I'm going to choose Saved Mail again, and
again, it's moved it down to Saved Mail.
| | 02:28 | So there in my Saved Messages folder
are the e-mails I've moved in there.
| | 02:31 | Now if you choose, you can also add
additional folders underneath that.
| | 02:36 | Lots of flexibility, so I'm going to
right-click, choose New Folder again, and
| | 02:40 | I'll call this Personal Items.
| | 02:43 | And at this point I want to make
it a subfolder of Saved Messages.
| | 02:49 | So now I've got a subfolder Saved Messages.
| | 02:53 | If I want to put this in
here I can move it in there.
| | 02:56 | So in this way you can make the
folders you need to organize your messages.
| | 03:01 | And it's quick and easy to move them around.
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| Dragging messages to create other items| 00:01 | In addition to dragging e-mail messages
to move them from one folder to another.
| | 00:05 | You can also drag the e-mail messages
to create other items based on them.
| | 00:09 | So why would you do that?
| | 00:10 | Well, I just got it in an e-mail here
about IP security and VPN and I want to
| | 00:15 | remember to do something about that.
| | 00:17 | So, I'd like to, say, put an entry in
my calendar to remember to call this
| | 00:21 | fellow, so I can drag and drop
the e-mail message into my Calendar.
| | 00:25 | It copies the e-mail address here, and
what we're doing is creating a calendar entry.
| | 00:30 | We're creating it for today;
| | 00:31 | I'm just going to Save & Close quickly
here, so we can go into the Calendar and
| | 00:35 | you can see, here is the name of e-mail,
so this is the calendar entry I just
| | 00:39 | created by dragging and dropping that e-mail.
| | 00:41 | Now also note, the original e-
mail is still here in my Inbox.
| | 00:44 | So when you drag an e-mail into
another item on the Task pane, and drop it,
| | 00:50 | just creates another item based on that e-mail,
but does not delete or move the original e-mail.
| | 00:55 | So I can create a contact for that
person by dragging it to the Contact e-mail.
| | 00:59 | It fills in the information it has,
and I could do the rest here also.
| | 01:03 | In the Notes it puts the text
of the e-mail message itself.
| | 01:06 | Just going to Save & Close that.
| | 01:07 | I can do the same thing with the Task
to create Task based on that, and I can
| | 01:14 | even just drag it and put it
in the Notes to create a note.
| | 01:19 | So extra functionality here to drag
your e-mail messages and drop them to other
| | 01:22 | places on the Task list to create
other items based on that e-mail.
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| Finding messages| 00:01 | It's great to use folders, and read
your e-mail and categorize it and flag it
| | 00:05 | to try and stay organized, but the
reality of the situation is sooner or later,
| | 00:09 | you're going to be looking for an e-mail
message, and you won't know where it is.
| | 00:12 | So in that case, if you're in your
Inbox for example, just click in the Search
| | 00:16 | box and type in what you looking for.
| | 00:17 | I remember an e-mail I got about
Cisco router security that I want to find.
| | 00:21 | So just type it in, and it'll
immediately go off and do a search for you.
| | 00:25 | Now, it's only searched my Inbox
right now, and said no matches found.
| | 00:28 | So it's giving me the option to
say "Do you want to try again?
| | 00:31 | Search in All Mail Items, no matter
what folder they are in or where they are?"
| | 00:35 | So I can just click on that, or from
this drop-down list, I can say, you know
| | 00:40 | what, I'd like to Search All Mail Items,
so you could do it that way as well.
| | 00:43 | Now it's gone and found just the message
I'm looking for about Cisco router security.
| | 00:47 | It's found in Personal Folders.
| | 00:49 | And if I hover my mouse over the name
of the message, it tells me exactly what
| | 00:52 | it is here, all the information about it,
and it even tells me down below, that
| | 00:56 | it's in the Outlook Data File Personal
Folders, and it's in the folder Saved
| | 01:00 | Messages, so it tells me exactly where it is.
| | 01:02 | I can double-click to open the message,
and see all the details of it, read
| | 01:06 | it and respond to it.
| | 01:07 | And if I misplaced and put it in the
wrong folder, I can use the Move to Folder
| | 01:11 | option here to move it
and put it somewhere else.
| | 01:13 | I'm just going to close it for now.
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| Deleting messages| 00:01 | In addition to using folders and moving
your e-mails around to stay organized,
| | 00:05 | you're also going to need to
delete things from time to time.
| | 00:07 | To delete an item, you can simply
click on it in your Inbox and click on the
| | 00:12 | Delete button that looks like
an "X" up here in the toolbar.
| | 00:15 | Or you can right-click
the item and choose Delete.
| | 00:20 | You can also if it selected in the Inbox here,
simply hit the Delete button on your keyboard.
| | 00:25 | Deleted items are not gone forever.
| | 00:28 | They're simply moved into
the Deleted Items folder.
| | 00:30 | So you can still go in here and
recover them and find them, and of course the
| | 00:34 | Deleted Items folder is still searchable.
| | 00:35 | So even if you're in your Inbox, as long
as you're searching for All Mail Items,
| | 00:39 | it'll still find thing that
you've put in the Deleted Items folder.
| | 00:42 | Now if there's something in here that
you want to recover, you can simply drag
| | 00:46 | the items from the Deleted Items
folder into wherever you'd like them to be.
| | 00:53 | When you're done with these items, and
every once in while it's a good idea to
| | 00:57 | really dump this out to
keep it from getting too large.
| | 00:59 | So to get rid of your deleted items,
simply right-click on the Deleted Items
| | 01:03 | folder and choose "Empty Deleted Items"
It'll ask you if you're sure, because
| | 01:07 | once you do you won't be
able to recover them anymore.
| | 01:09 | You can click "Yes" to empty it out.
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|
|
3. Sending EmailCreating a message| 00:01 | Let's create a new e-mail message.
| | 00:04 | We're already in our Mail
folders in the Navigation pane.
| | 00:07 | So we can just click the New button up here in
the toolbar, and it'll create the correct item.
| | 00:12 | If you want a different type of item,
or if you were in your Calendar or
| | 00:15 | Contacts and wanted to create a new e-
mail message, you could hit the drop-down
| | 00:18 | arrow, and it'll give you a list of
all the new things you can create.
| | 00:21 | Since we're already in our mail,
I'll just click New, and it'll give us a
| | 00:24 | new e-mail message.
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| Addressing email| 00:02 | Let's address our new e-mail message.
| | 00:04 | Now, you can send it to someone simply by
starting to type in their e-mail address.
| | 00:09 | Now as soon as you start typing,
Outlook is going to try and help you, so if
| | 00:13 | you've sent e-mails to other people
whose e-mail addresses start with the same
| | 00:18 | letter when you begin typing, it'll
give you a list to pick from here, and you
| | 00:21 | can either click on one with the mouse,
or use your down arrow on the keyboard
| | 00:24 | to select one and click Tab to enter it,
or if you keep typing, it'll refine
| | 00:29 | it a little bit as you type, until it
figures out the right one, just trying
| | 00:32 | to help you out here.
| | 00:34 | So, if you do want to go to this one,
you can just click Tab, and it'll fill
| | 00:37 | that one in for you.
| | 00:40 | Your other option is to
click on either the To: or Cc:
| | 00:42 | buttons here to add somebody to that list.
| | 00:46 | And this allows you to pick people out of
your Contact List, or other Address Book.
| | 00:50 | Now by default, the system is looking at
the contacts here that I have in Outlook.
| | 00:55 | Your other option may be an Address
Book of another type, and this will be most
| | 00:58 | common and may indeed be the default if
your Outlook is connected to an Exchange
| | 01:03 | server such as you might
find in a corporate environment.
| | 01:05 | Here's my list of Contacts.
| | 01:08 | If the list is quite long, you can
search through the list by typing in the
| | 01:11 | first couple of letters of someone's name, so
if I type in J-O, it's going to find Joe here.
| | 01:15 | Once you've got them selected, you
can just click on the To: or the Cc:
| | 01:19 | box as appropriate.
| | 01:20 | Notice we have another option
here, Bcc, or Blind Carbon Copy.
| | 01:24 | And by default, back here on the
message we don't have a field for that.
| | 01:27 | But if I want to send one to Jane the
Second Level Manager here as a Blind
| | 01:31 | Carbon Copy, so by that I mean,
although she'll get a copy of the message, Joe
| | 01:35 | and the mail sender won't be
aware that she was sent that copy.
| | 01:39 | I'm going to click OK.
| | 01:41 | Now we've put that in, we see it
here in the Message window itself.
| | 01:46 | You can control whether or not you see the Bcc:
| | 01:48 | field, and another field in
the Options tab of the Ribbon.
| | 01:52 | So here's the Show Bcc, you can see that
it's been pressed down, we can click it
| | 01:56 | again to hide that if you like.
| | 01:58 | Even though we've hidden it,
it's actually still there.
| | 02:00 | You can also show another
address bar called the From bar.
| | 02:05 | So in this case, you can type in who
it might be from, and this is the be
| | 02:10 | appropriate if you have the permissions
to send mail on someone else's behalf,
| | 02:14 | so let's say I'm the Vice President's
Executive Assistant, so I'm going to send
| | 02:19 | it on behalf of Don.
| | 02:22 | You'll only be able to do this if you
attached to an Exchange server, if you've
| | 02:25 | been given the rights to do so.
| | 02:27 | If you're not attached to an Exchange
server, you can do it in any case, but
| | 02:31 | it's going to make it clear who it really came
from, and I'll show you that in just a minute.
| | 02:35 | Let's finish this off and send the
e-mail so we can see the results.
| | 02:40 | To send it, I'm just going to click the
Send button right here on the e-mail itself.
| | 02:47 | I need to Send and Receive
to go and get that message.
| | 02:59 | And here we have a new
message from the VP of Sales.
| | 03:02 | Notice it popped in grey down here in the
bottom right-hand corner, and it's now in my Inbox.
| | 03:09 | And here it is, This is a test message.
| | 03:11 | Now notice that it's from Sean Conrad, from
me, but it's on behalf of the VP of Sales.
| | 03:17 | So if I open that up it'll
be a little bit more clear.
| | 03:19 | So, even though I sent it from somebody
else, quote-unquote, it still says who
| | 03:23 | it really came from, but
on behalf of someone else.
| | 03:25 | So that can be very useful.
| | 03:27 | Might be wondering where this little
picture came from, this little picture of a
| | 03:30 | man is the picture I've associated with
the VP of Sales in my contact database.
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| Formatting text| 00:01 | Outlook gives us all kinds
of tools to edit our e-mails.
| | 00:06 | Here I've got some text in here and of
course, you could just type this text in.
| | 00:09 | Or, you could do something like Copy and
Paste it from another application as I've done.
| | 00:13 | And I've Copy and Pasted it
from the lynda.com website.
| | 00:17 | By default, Outlook will use HTML type
e-mail, and that means if you Copy and
| | 00:22 | Paste it from a webpage or from
Microsoft Word or something like that, when you
| | 00:26 | Paste it into the e-mail messages, it
should look very similar to what it did in
| | 00:29 | the source document.
| | 00:31 | Let's edit some of this text.
| | 00:33 | So I want to end this, I want to do
something with lynda.com here, so I'll
| | 00:37 | highlight that to select it.
| | 00:39 | And I can come up here in the Ribbon, in the
Basic Text group and use some of these tools.
| | 00:44 | So if I want to Bold and
Underlined lynda.com, I can do that.
| | 00:48 | I can...Let's change award-
winning here to purple text.
| | 00:57 | Another great tool in here is the
Highlighter, so, if I want to highlight
| | 01:01 | something in this message, I can
just select it and then click on the
| | 01:05 | Highlighting tool, and it highlights it.
| | 01:07 | This is really useful if you're
reading a document and you're planning to
| | 01:10 | reply to or forward it.
| | 01:11 | It's great to be able to highlight
certain things and send it on to someone else.
| | 01:16 | But something was
appearing as I highlight some text.
| | 01:18 | If you highlight text, and you move your
mouse a little nut up and to the right,
| | 01:22 | something called the Mini toolbar appears.
| | 01:25 | And the Mini toolbar is just a little
toolbar that appears when you highlight
| | 01:29 | text with some of the really common
things you might want to change, like
| | 01:32 | what font type or size, the indentation,
the color, bold, underline, things like that.
| | 01:38 | And the way works is when you
highlight something, you can just barely see it
| | 01:42 | there, it starts to appear.
| | 01:43 | If you move your mouse a little bit up
and to the right, it'll solidify and then
| | 01:46 | you can use the toolbar.
| | 01:48 | As you move farther away it'll just fade out.
| | 01:50 | If you don't want to use it just
move your mouse away and it's gone.
| | 01:53 | There's far more text editing options in
the Ribbon in another tab called Format Text.
| | 01:59 | So this is the Basic Text group here,
but if you want a lot more details go to
| | 02:03 | the Format Text tab, and here there's
many more options to use, everything you
| | 02:06 | could ever want to format text.
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| Attaching and inserting| 00:01 | In addition to editing text, Outlook
allows us to insert or attach various files
| | 00:07 | or other objects to e-mails.
| | 00:10 | So let's take a look at attaching first.
| | 00:12 | Now of course, we go to the Ribbon to
start with, and up here on the Ribbon is
| | 00:16 | an Include group, and in that Include
group is something that looks like a
| | 00:19 | paperclip, but of course
that's the button to attach a file.
| | 00:21 | So we can click that, browse around to
find the file we want, let's attach this
| | 00:26 | TestUserData Workbook. I'll click Insert.
| | 00:28 | And we've just attached that XLS
Spreadsheet or Workbook to the e-mail.
| | 00:34 | If you want to get rid of it again and
you've changed your mind, you can just
| | 00:37 | highlight it here and click Delete.
| | 00:38 | And of course you can double-click
on it if you want to bring it up.
| | 00:42 | I'm just going to choose Cancel here.
| | 00:46 | Now, in addition to attaching an
actual document like that, a file, you can
| | 00:50 | attach Outlook items.
| | 00:53 | What's an Outlook item?
| | 00:54 | Well, it's something like an e-mail.
| | 00:55 | If you'd like to attach another e-mail.
| | 00:57 | They're probably more useful as some of
the other pieces of information, such as
| | 01:01 | contact information.
| | 01:02 | So if I'm sending this e-mail to
someone and asking them to say, for
| | 01:06 | example, follow up with Joe.
| | 01:08 | I can attach Joe's information and
it'll be attached to that e-mail when they
| | 01:12 | get it, and they'll have all
they need to follow up with Joe.
| | 01:15 | Now, when I do this, I have an option here to
insert it as an Attachment, or as Text only.
| | 01:19 | So if you're sending it to someone who
may not be opening this with Outlook, you
| | 01:24 | might just want to choose Text only,
otherwise an attachment should work fine.
| | 01:27 | So I'm going to choose OK.
| | 01:29 | Joe's contact information is
now included as an attachment.
| | 01:33 | There's some other things I can do
here, such as attach a Business Card.
| | 01:37 | And there's one of them in here, and
this is just some contact information I've
| | 01:41 | designated as a business card.
| | 01:43 | So, I can choose to do that.
| | 01:44 | Now, if you hit this little down arrow,
instead of picking Don, you can do Other
| | 01:49 | Business Cards, and here you can pick
anybody else you have in your contact
| | 01:52 | database, so I can pick Jane here...
| | 01:55 | And let's choose her.
| | 01:56 | She's now a Business Card also.
| | 01:58 | So when I I do that, you can see it
adds it right here in-line in the message,
| | 02:01 | and it's also added their
contact information up here as VCFs.
| | 02:05 | Other personal information managers can read
those VCFS files as well other than just Outlook.
| | 02:11 | Now another really useful tool here is
to attach Calendar information, or Insert
| | 02:17 | Calendar information.
| | 02:18 | So I'm going to click on that,
and this is really useful.
| | 02:21 | So if I'm sending an e-mail because I'm
trying to arrange lunch with a coleage
| | 02:24 | or a friend, I may wish to give them
some information to work with in terms of
| | 02:29 | when might be a good time.
| | 02:30 | So instead of just typing in the e-
mail, how about, you know, Wednesday or
| | 02:33 | Thursday next week, what I can do is,
I can say, "Ok, I'm going to insert my
| | 02:38 | Calendar in here", and if you've got
access to more than one Calendar, you
| | 02:41 | can choose it here.
| | 02:42 | So for example, if you have access
to some sort of a group Calendar.
| | 02:46 | I just have my own, and what date range.
| | 02:49 | So, sometime in the next week I'd like
to have lunch, so I'm going to insert my
| | 02:53 | Calendar for the next week.
| | 02:55 | Now, I can choose what level of detail
I'd like to show that person, or I'd like
| | 02:58 | to put in the e-mail address.
| | 03:00 | So, currently it's Availability only,
so it's not going to say anything about
| | 03:04 | the details or the name of the
appointments I've got in there, or all the
| | 03:07 | information, it will just
show whether I'm free or busy.
| | 03:10 | You can also hit this drop-down
arrow and choose, okay, give them Limited
| | 03:14 | details, tell them basically
the subjects, or Full details.
| | 03:19 | I just want Availability only.
| | 03:21 | And also here, notice, you can say only
Show the time within working hours, so
| | 03:27 | if you don't want to show sort of your
after-hours time if you have hobbies or
| | 03:30 | other things in there, you can exclude that.
| | 03:34 | There's some other options you can do
here if you click Show, I'm just going
| | 03:37 | to hide those for now.
| | 03:39 | And at this point, I'm actually only
going to show time within working hours,
| | 03:42 | that's all I'm interested
in discussing at this point.
| | 03:44 | If you haven't set your working hours, or
you want to modify it, you can do so here.
| | 03:48 | I'm just going to click OK.
| | 03:49 | So its done two things.
| | 03:53 | Notice it's actually
attached a Calendar attachment here.
| | 03:57 | As well, it's also put the
information directly into the e-mail message.
| | 04:02 | So, if I send this to anyone with an e
-mail program that can read HTML, and
| | 04:06 | that's virtually all them, they'll be able
to read this and take a look at when I'm free.
| | 04:10 | Notice it just says when I'm
free and when I'm busy. Perfect.
| | 04:15 | So this is really useful for sending an e
-mail, saying "Here is when I'm free or
| | 04:18 | busy, suggest a time that works for
you", and it might make it a little bit
| | 04:22 | easier to connect with somebody.
| | 04:26 | Now, in addition to attaching that,
we can also add Signatures, I haven't
| | 04:30 | configured any at this time, and we'll take
a look at using Signatures a little later on.
| | 04:34 | So we've attached some great information here.
| | 04:37 | If you'd like to attach some more
things and you don't see them here, or insert
| | 04:41 | something else that you don't see here,
notice that there's an Insert tab in the Ribbon.
| | 04:45 | So I'm going to click on the Insert
tab, and on the left-hand side in the
| | 04:48 | Include group is all the
things we've been using so far.
| | 04:51 | But to the right there's much much more.
| | 04:53 | So I have a place where I can insert Tables.
| | 04:55 | I can insert pictures, and this is
something you might do commonly, so
| | 04:59 | let's insert a picture.
| | 05:00 | I have a picture here
from the lynda.com website.
| | 05:03 | I'm going to insert that,
so you can insert a picture.
| | 05:08 | You can also, and I'll need to go back
to the Insert tab, insert lots of other
| | 05:11 | things that you might be familiar with,
from something like Microsoft Word, such
| | 05:15 | as Clip Art or a Chart.
| | 05:17 | Or a WordArt, some symbols,
lots of other options here.
| | 05:20 | So if you don't find what you're
looking for, look carefully in the Insert tab
| | 05:24 | and you should be able to find it.
| | 05:28 | In addition to attachments and images,
something else that's common to want to
| | 05:32 | included is Hyperlinks. Or links.
| | 05:36 | Now most e-mail programs are pretty good,
if you just type out an address such
| | 05:39 | as this one here, it will figure out
that it's a link, and it'll make it a
| | 05:42 | link automatically.
| | 05:44 | But if you want to add another one, you
can highlight some text or some items,
| | 05:47 | and you can choose Hyperlink up here.
| | 05:51 | And then from there, you can
choose what you want to link to.
| | 05:54 | So you can paste in, for example,
the link to the lynda.com website.
| | 05:59 | Already got it in here.
| | 06:05 | Perfect, I've now made this a link.
| | 06:08 | And if I press Ctrl, you can notice from
the pop up there, Ctrl and click on it,
| | 06:13 | it will pop up a new window with that.
| | 06:16 | So it's popped up a new
window for the lynda.com website.
| | 06:18 | You also have the ability to make bookmarks
within your e-mails, and then link to those.
| | 06:27 | And that's just a way to jump around
within an e-mail message if you like.
| | 06:29 | Excellent, we've added a lot of
additional detail, let's send this message.
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| Flagging| 00:02 | Earlier we looked at flagging messages
when we were reading them, so we could
| | 00:05 | follow up ourselves.
| | 00:07 | When you're writing a message,
you might want to do that too.
| | 00:10 | So, you can flag a message for Follow
Up, and this is for you to follow up.
| | 00:15 | Today, tomorrow, this week?
| | 00:16 | Let's say This Week.
| | 00:19 | And a flag will be set when
you send this message out.
| | 00:23 | In addition to flagging it for your own
follow up, you can also Add a Reminder,
| | 00:27 | so you can set a Reminder on that if you choose.
| | 00:31 | So at 8 a.m. on Thursday morning, I'm
going to get a reminder on this now.
| | 00:36 | And on top of that, if we hit this done
arrow here, we can also Flag it for Recipients.
| | 00:41 | So if we're sending this to somebody else,
we can flag it for them, to give them
| | 00:45 | a Task to follow up.
| | 00:46 | So I'm also going to flag it for them to
follow-up, and I want them to follow up
| | 00:52 | on Thursday as well. By 4 p.m.
| | 00:54 | That's going to give them a Task to follow up.
| | 00:59 | Use this carefully because others may not
use flags or use their Tasks the same way.
| | 01:05 | But it's a great way as a manager for
example, to flag something for follow up
| | 01:10 | by those that report to you so that
you can make sure they have an easy Task
| | 01:13 | reminder so they can see
it in there To-Do Bar also.
| | 01:18 | I'm to send this message, and it'll be
flagged for follow-up for me and for my recipient.
| | 01:22 | But I might want to set it's Importance
as well first, so if you click this, you
| | 01:25 | can set it as High Importance, it'll
be flagged as such, or Low Importance.
| | 01:29 | This case, it's High Importance,
something I really want to make sure gets done,
| | 01:32 | I'm going to remember to follow up,
and my employee who I'm sending it to is
| | 01:36 | going to be reminded to follow up on it as well.
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| Proofing tools| 00:01 | Outlook gives us some Proofing tools as well.
| | 00:04 | Up here, in the Ribbon, in the Proofing
group, we have an ABC button, and this
| | 00:08 | is the Spelling and Grammar checker.
| | 00:10 | Of course, you can access this with
the familiar shortcut key of F7, which
| | 00:13 | you're used to it if you've
been using Microsoft Office.
| | 00:16 | Just going to click on the button here,
and it's going to run the spellchecker.
| | 00:21 | Notice, it's an option to Check
grammar, I'm going to turn that on.
| | 00:24 | In the meantime it's found me a
misspelled word here and I can Ignore it Once,
| | 00:29 | Ignore it always in this message,
or Add it to the Dictionary.
| | 00:32 | I can also select us one of
suggestions and Change it, or Change All the
| | 00:36 | occurrences, or AutoCorrect.
| | 00:39 | If you choose AutoCorrect, in the future
as you type, it will fix that word for you.
| | 00:43 | So when I type S-P-E-L-L-E, it would
automatically change that around two spelled.
| | 00:48 | So you might want to do that,
if it's a common typing error.
| | 00:50 | I'm going to click Change.
| | 00:53 | Found another one, grammar needs
an "A", so we'll change that one.
| | 00:57 | And it's found a sentence fragment here.
| | 01:00 | Cannot write very well.
| | 01:01 | And it needs to do something with that,
so I'm going to do "I cannot write very
| | 01:05 | well.", and of course I'll need to change that.
| | 01:07 | And notice you can Undo your Edit here, Ignore
the Rule if you want, go to the Next Sentence.
| | 01:14 | You can make the Change, which
is probably what I'm going to do.
| | 01:17 | Or you can click Explain, so if you
want to figure out what's a sentence
| | 01:20 | fragment, go ahead and click Explain,
it will give you some more details there.
| | 01:24 | I'm going to click Change.
| | 01:27 | And spelling and grammar check is complete.
| | 01:31 | In addition to a spelling and grammar
checker, if you hit the down arrow here,
| | 01:34 | you'll see there's some other Proofing
tools available, such as a Research tool,
| | 01:38 | a Thesaurus, some
Translation services, and so on.
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| Sending email| 00:01 | When it's time to send an e-mail,
there's a couple of ways to do it.
| | 00:04 | Of course, there's the easy way, just click
the Send button that's right on the e-mail.
| | 00:08 | Also, you can click on the Office button
and choose Send to send the e-mail that way.
| | 00:13 | If you have more than one e-mail
account configured, you may be able to choose
| | 00:17 | which e-mail account it's sent from.
| | 00:19 | So instead of sending it from my
Outlook 2007 account, I can send it from my
| | 00:23 | mailsender account if I choose.
| | 00:25 | You may not see this if you do not have
more than one e-mail account configured.
| | 00:29 | Later on, we'll talk about
configuring more than one e-mail account.
| | 00:32 | I'm going to send this message.
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| Sending and receiving internet email| 00:02 | When you send an e-mail in Outlook,
normally and automatically it will be sent
| | 00:06 | immediately if you're
actually connected to the Internet.
| | 00:09 | If you're connected to a Microsoft
Exchange server, it may just happen
| | 00:12 | instantly, and indeed you may receive
your new messages instantly as well.
| | 00:17 | If you're connected mainly using internet
accounts, then that may not be the case.
| | 00:21 | Let's send this message and see what happens.
| | 00:23 | If we watch in the Outbox, you
see it briefly appear in the Outbox.
| | 00:26 | So if we check the Outbox, we actually
have a message here, and if we look down
| | 00:31 | in the bottom right, you can see that
Outlook immediately sent that message, and
| | 00:35 | the Send/Receive is now complete.
| | 00:37 | So it's actually gone
ahead and sent that message.
| | 00:39 | If you're not connected, and you send
an e-mail, it will simply sit in the
| | 00:43 | Outbox until you are connected
to the internet at some point.
| | 00:46 | Or if you're connected, and you've
changed your settings, you may need to
| | 00:50 | click Send/Receive.
| | 00:51 | Let's go back to the Inbox.
| | 00:52 | Now by default, Outlook will send and
receive e-mail messages every 30 minutes.
| | 00:59 | And this only matters again, if
you're using an Internet e-mail account or
| | 01:02 | accounts, if you connected to an
Exchange server, you'll see those immediately.
| | 01:06 | Let's click on Send/Receive here, to
see if we have any new e-mail messages.
| | 01:10 | Notice it's doing a Send/Receive on
both of the e-mail accounts I've set up.
| | 01:15 | And here's the new message I just received.
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| Replying and forwarding| 00:01 | Let's reply to some messages.
| | 00:04 | Now, to reply to a message, you can right
-click on it and choose Reply, Reply to
| | 00:08 | All, Forward, and even some
other things such as Mark as Unread.
| | 00:12 | There's a lot of other options
if you right-click a message.
| | 00:14 | If you select it in your Inbox or in
any other folder, you can use the toolbar
| | 00:18 | buttons here to Reply to All,
Forward, things like that.
| | 00:21 | Or you can simply open it up.
| | 00:22 | And you're going to have
a lot more options here.
| | 00:25 | Now, you can just click Reply, I'm
going to go ahead and click Reply, you'll
| | 00:28 | notice the original message is below.
| | 00:30 | Can add some text here.
| | 00:33 | I have all of my formatting tools
available on the Ribbon up here.
| | 00:36 | I can insert additional things, just like
in a new message, and then I'll click send.
| | 00:41 | Notice that the e-mail message tells
me when I reply to it, so I replied
| | 00:47 | today at 12:54 p.m.
| | 00:49 | So very useful, not only does it tell
you that you replied to this message, but
| | 00:52 | exactly when and that can be very helpful.
| | 00:55 | I've just replied to the original person who
sent it to me, but you can also Reply to All.
| | 00:59 | You're going to want to be a little bit
careful with this, because sometimes it
| | 01:03 | can be easy to Reply to All, and if All is a
lot of names, you might not want to do that.
| | 01:08 | So just take a look at the number of
names that are in the To: in the Cc:
| | 01:12 | fields, and especially look to see
if this is a scroll box, because there
| | 01:15 | could be 500 names there and just be
careful if that's the case, you probably
| | 01:19 | don't want to respond to an e-mail with too
many different e-mail addresses attached to it.
| | 01:24 | So just bear that in mind and in some
cases, you might want reply to some of
| | 01:29 | the people and not all.
| | 01:30 | So just delete the e-mail addresses
that you don't want to send it to, and then
| | 01:34 | of course you can type
some more information in here.
| | 01:39 | You have all your editing tools in the Ribbon,
and when you're ready, you can choose Send.
| | 01:44 | 'Course, another option here
is to Forward this message.
| | 01:48 | Forwarding it gives you all the same
information except it doesn't fill in the To:
| | 01:52 | box with anybody.
| | 01:53 | When we click Reply or Reply to All,
it fills in these address boxes with the
| | 01:57 | people who sent it to us.
| | 01:58 | If you want to send it on to a
different person, you can do so.
| | 02:01 | I'm going to send it on to the Outlook person.
| | 02:08 | Put some more information in
here, and Send the message.
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| Resending a message| 00:02 | In some cases, when you sent an e-
mail message, you may want to resend it.
| | 00:07 | So maybe you got a bounce message
from your e-mail server saying that the
| | 00:11 | intended recipient didn't get it.
| | 00:14 | So to give you an example, something like this.
| | 00:16 | I got a failure notice;
| | 00:17 | maybe I typed an address
incorrectly or something along those lines.
| | 00:22 | Or maybe someone claims they didn't
get it, and you just want to resend it to
| | 00:25 | show them what was sent.
| | 00:26 | In either case, if you want to resend
a message, first you'll need to go into
| | 00:29 | the Sent Messages folder, and find it.
| | 00:32 | And of course you can use
your Search tools to find it.
| | 00:34 | I'm going to take this top one.
| | 00:37 | If you wish to resend the message, you
can go to Other Actions, and when you
| | 00:42 | click this button it's going to drop-
down a list of actions you can do, and one
| | 00:45 | of them one of them is to Resend This Message.
| | 00:47 | Clicking this will resend the message
exactly as is to the same recipients.
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| Recalling and replacing a message| 00:02 | If you've realized you sent a message
incorrectly or there's something in it you
| | 00:05 | didn't mean to or didn't want to send,
there's also a way to recall the message.
| | 00:10 | Again, if you go into the Sent
Items folder, and open up the message in
| | 00:13 | question, and go into the Other Actions.
| | 00:18 | One of the options is to Recall This Message.
| | 00:21 | Now this is only going to work if your
e-mail account is based on a Microsoft
| | 00:26 | Exchange server, and the person who
received the messages account is also based
| | 00:31 | on an Exchange server.
| | 00:32 | And if that person hasn't yet read the message.
| | 00:35 | But if they haven't read the message,
and your both based on an Exchange server,
| | 00:39 | you can just Delete unread copies
of this message, so just recall it.
| | 00:43 | And as long as you do it fast enough,
maybe nobody will even see it, if you've
| | 00:47 | written something that's really a faux pas.
| | 00:50 | Or, maybe you've just made a mistake, and you
just want to pull it back and make a change.
| | 00:54 | You can say "Delete unread copies
and replace it with a new message."
| | 00:57 | There's also an option here that says "
Tell me if the recall succeeds or fails
| | 01:01 | for each recipient."
| | 01:02 | So if it was just a minor thing you
don't really care, you can uncheck that.
| | 01:05 | But if you kind of want to know who
you need to go and apologize to, you can
| | 01:09 | leave that checked off and track exactly
who it succeeded for and who it failed for.
| | 01:13 | Let's click OK here, and because I
chose to replace it, it's giving me the
| | 01:17 | option to edit this message again
and say, "Try again with new stuff."
| | 01:26 | So I've edited this and if what I
mentioned is true, if we're all based on
| | 01:31 | Microsoft Exchange server, both myself
and the recipients, and they haven't read
| | 01:34 | it yet, and I send it, it'll
just get replaced in their Inbox.
| | 01:38 | and they'll never be the wiser.
| | 01:40 | So if you do make a mistake and you
need to recall a message, whether you
| | 01:43 | choose to replace it or not, be sure
to do it as soon as possible, cause the
| | 01:46 | earlier the better.
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|
|
4. Managing Your CalendarViewing the Calendar| 00:00 | One of the powerful things about
Outlook is the combination of access to your
| | 00:04 | e-mail with your Calendar,
your Contacts and your Tasks.
| | 00:07 | So let's look at the Calendar information now.
| | 00:09 | Now you can see some Calendar
information from anywhere in Outlook simply by
| | 00:13 | expanding the To-Do Bar.
| | 00:15 | The top part of the To-Do Bar
contains a date navigator as well as...
| | 00:19 | Since we're focused on today, today's Calendar.
| | 00:22 | So today's appointments,
meetings, events, and tasks.
| | 00:25 | We can also see in the
bottom half, our Task list.
| | 00:29 | Let's minimize the To-Do Bar.
| | 00:31 | To really get a look at the Calendar,
you can go in the Navigation pane and
| | 00:35 | click on the Calendar button, and
that'll take you directly to your Calendar.
| | 00:37 | So how do you view the Calendar?
| | 00:40 | Well to start with, you need to choose
a date here in the Calendar Navigator.
| | 00:45 | And you can simply do that by clicking
on a day somewhere in the Calendar, and
| | 00:49 | of course you can move to different
months using the arrows at the top.
| | 00:52 | Let's focus back on today.
| | 00:56 | We're currently viewing our
Calendar in weekly format.
| | 00:59 | Now if you choose, you can
view it in a daily format.
| | 01:04 | Notice, since I chose daily format.
| | 01:06 | It went to the first day of the week.
| | 01:07 | If I want to go back to today,
I can click on 13 to see today.
| | 01:12 | And the weekly format has
a couple of options here.
| | 01:15 | You can say "You know what, I only
want to show the work week, or I'd like to
| | 01:18 | show the entire week."
depending on what your preference is.
| | 01:22 | Or you can view it in a monthly view.
| | 01:23 | Monthly view, you have slightly
different options in terms of what level of
| | 01:27 | detail you'd like to display.
| | 01:29 | A monthly Calendar with a lot of
events in it can get quite cluttered, so you
| | 01:31 | might want to cut down on the amount of detail.
| | 01:33 | Let's go back to the weekly view.
| | 01:38 | Now in addition to using the Date Navigator,
you can use the arrows here to navigate weeks.
| | 01:42 | Want to see next week or the week after
and then you can back up to the current week.
| | 01:47 | And if you notice in the Date
Navigator, as I move weeks, it changes the
| | 01:51 | highlighted week, so you can tell
by looking in the Date Navigator, the
| | 01:54 | highlighted portion is what you're
looking at here in the right-hand pane.
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| The different types of Calendar items| 00:00 | There are four different types of
entries you can make in your calendar.
| | 00:04 | The first one is an appointment.
| | 00:06 | An appointment is the most basic type,
and this is basically time you have set
| | 00:09 | aside to work on something yourself.
| | 00:12 | A meeting is very similar, except with a
meeting, there might be other people involved.
| | 00:15 | So other people, you need to invite to
that meeting, or possibly resources you
| | 00:19 | need, such as a conference room or a projector.
| | 00:22 | The third type is an event, or an all-day event.
| | 00:25 | And events are things you want to
track on your calendar, when they have to
| | 00:28 | happen, the start and end dates or
times, but you don't want to block out the
| | 00:32 | calendar for that event.
| | 00:33 | So my flight to England is in here but
I'm going to be able to accomplish some
| | 00:36 | other things during this day, so I
just want it as an all-day event.
| | 00:39 | I don't necessarily want to block out that time.
| | 00:41 | Forth, are tasks, and tasks are things
that you want make sure you get done, or
| | 00:46 | you need to respond to.
| | 00:48 | Tasks you can set start dates, due
dates on, reminder times, and things
| | 00:53 | like that.
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| Creating Appointments| 00:00 | Let's create a new appointment.
| | 00:02 | I focused on Thursday here in my
calendar, I'm looking at the Day view,
| | 00:06 | because I'd like to create an
appointment in my calendar to set aside some
| | 00:10 | time to just organize my e-mail.
| | 00:12 | I'd like to do it about 8:30 in the
morning, so I'm just going to put my mouse
| | 00:15 | over that time slot on Thursday.
| | 00:16 | And just click once to create the appointment.
| | 00:23 | I've created that
appointment now in my calendar.
| | 00:26 | But, I'm not sure that's
going to be enough time.
| | 00:29 | I'd like to set aside a
little more time for that.
| | 00:31 | So by clicking on it, you'll see these
two little white squares, and these are
| | 00:34 | handles you can use to drag the
appointment to make it longer, either more time
| | 00:38 | at the beginning or the end.
| | 00:38 | I'd like to add another half hour,
need about an hour to do this, so I'm just
| | 00:42 | going to click and hold and drag my
mouse down half an hour, so that I expand
| | 00:46 | that appointment a little bit.
| | 00:48 | Although that's the easiest way to create a
new appointment, there's a couple of other ways.
| | 00:52 | If I want an appointment around 10:30,
I can always right-click in the area and
| | 00:55 | choose New Appointment, or, up in the
toolbar, I can click New Appointment here.
| | 01:01 | Now I can always hit the drop down arrow
to choose something else, but if I just
| | 01:04 | click the New button, it will open
up a new Appointment dialogue for me.
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| Setting Appointment details pt. 1| 00:01 | We created a new appointment in the Calendar.
| | 00:03 | And we did it quickly and easily,
but we basically only gave it a name,
| | 00:06 | and there's many more options and
details you can set on appointment or
| | 00:09 | other Calendar item.
| | 00:10 | You can see this if you create a new
appointment by clicking on the button
| | 00:13 | here in the toolbar.
| | 00:15 | You can see the dialog box, where we
can set all these different options.
| | 00:19 | If you wish to modify or edit the
details and options of an existing item in
| | 00:23 | your Calendar, just double-
click on it to open it up.
| | 00:25 | Here we can see the Ribbon, and were
looking at the Appointment tab of the
| | 00:28 | Ribbon, with various controls and
options we can set, and there's room for a lot
| | 00:32 | more detail in here.
| | 00:33 | We already gave it a Subject.
| | 00:35 | Maybe we need to give it a location, and
you can just type one in, or, if you've
| | 00:39 | been using Outlook, and you've been
setting locations, you can use this
| | 00:42 | drop-down arrow here to choose
from one you've used previously.
| | 00:45 | So I'm going to choose My Office.
| | 00:47 | You can modify the Start time and End
time here, starting with the date, or
| | 00:50 | the day, using the Date Navigator if you choose,
or, you can modify the Start and End times.
| | 00:55 | I'm going to reconsider here and make
this one only a 30 minute appointment.
| | 00:59 | Now there's another option here
that says the "All day event".
| | 01:02 | Notice right now we're
looking at an Appointment.
| | 01:04 | If I click this All day event, it
actually changes the type of item it is in the
| | 01:08 | Calendar to an Event.
| | 01:10 | What that means is, Events don't
block time out on your Calendar.
| | 01:14 | They're shown as Free.
| | 01:15 | An Event would be something like a
conference you're attending, and it wouldn't
| | 01:17 | stop you from putting other things in
the Calendar that were appointments that
| | 01:21 | you needed to attend.
| | 01:22 | And also it's going to change your Free
/Busy information so if you publish or
| | 01:26 | send your Calendar to somebody else,
they'll show that time as Free.
| | 01:29 | I don't want to be an Event, it's just
an Appointment, so I'm going to uncheck
| | 01:33 | this, change it back into an Appointment.
| | 01:35 | You've got some space here to put in
more details, so any other information you
| | 01:39 | might need for this
Appointment you can place in here.
| | 01:43 | I just put in some text, but if you
like, if you go to the Insert tab on the
| | 01:46 | Ribbon, you can also Attach Files,
Business Cards, Insert Pictures, whatever
| | 01:50 | else you might need for this Appointment.
| | 01:52 | Now one of the things you can change
here is your Free/Busy information.
| | 01:58 | By default, Appointments are set as Busy.
| | 02:00 | So if you want this to show is busy
on your Calendar, and if you try to
| | 02:04 | create another appointment, it'll say it
conflicts if it's in the same time frame as this.
| | 02:08 | You can set this to Tentative instead, if
you'd rather, or Free, or even Out of Office.
| | 02:12 | Depending on what makes sense.
| | 02:13 | In this case, I want to set this time
aside, I don't want anything to interfere
| | 02:17 | with it, so I'm going to leave it as Busy.
| | 02:18 | Now by default, there was a Reminder set
on this appointment for 15 minutes before.
| | 02:24 | I can hit this little drop-
down arrow and modify that.
| | 02:27 | So if I want to be reminded an hour
before, I can choose that instead.
| | 02:30 | I can also set Recurrence.
| | 02:32 | So, if this is something I want to do
every week or every other week, I want
| | 02:36 | this particular Appointment to recur, I
can click on the Recurrence button and
| | 02:41 | access to the Recurrence settings.
| | 02:43 | So to begin with, you can modify
your Start and End times here, and the
| | 02:46 | duration of the meeting.
| | 02:47 | But I think half an hour makes sense.
| | 02:49 | Then you can set the Recurrence pattern.
| | 02:51 | So do you want it Daily, Weekly,
Monthly...I think it makes sense to do this
| | 02:55 | Weekly, so I'm going to leave it there.
| | 02:56 | and I want to do it every week.
| | 02:58 | You could do it every
second week, if you'd like.
| | 03:00 | Thursday morning is a good time
for me, so I'm going to choose that.
| | 03:04 | Notice, you can have more than one if
you choose, so I could do Tuesdays and
| | 03:07 | Thursdays every week, but I'm
just going to leave it on Thursday.
| | 03:10 | Lastly, let's set the Range of the
recurrence, so starting on tomorrow, on Thursday.
| | 03:16 | And when do you want it to end?
| | 03:17 | Never, and it will just
repeat every week forever.
| | 03:20 | Or, end it after a
certain number of occurrences.
| | 03:23 | Or by a certain date.
| | 03:26 | I'd like to end it...Maybe let's
go a few more months out here...
| | 03:29 | I want to end it by the end of 2007.
| | 03:35 | Click OK when you're done with the
current settings, and you'll notice that the
| | 03:38 | information appears here in
the Appointment item itself.
| | 03:41 | Telling you what the Recurrence is.
| | 03:43 | And those other items have
now been entered in my Calendar.
| | 03:46 | I can also categorize this, much
like we did with e-mail messages.
| | 03:52 | So, by clicking the Categorize button here,
I can choose what category it goes in.
| | 03:55 | And you can set it in more than one, but
for now, this is an Administration type
| | 03:59 | Task, so I'm going to put it
in the Administration category.
| | 04:02 | And that's going to color code the item,
and it'll appear as such on my Calendar.
| | 04:06 | Let's Save & Close.
| | 04:08 | Here you can see this new
item is now in my Calendar.
| | 04:12 | Note it's orange, because it's been
categorized as an Administration item, and
| | 04:16 | that's a category I've set to orange.
| | 04:19 | And noticed this little icon here that
looks like a Yin&Yang arrow, and that
| | 04:23 | indicates that it is
recurring, it's going to repeat.
| | 04:27 | If we back up and look at the Weekly
view of my Calendar, we can see this.
| | 04:31 | And if we look from of the Monthly view,
and we look at it in more detail, we
| | 04:38 | can see that particular appointment is
going to repeat every week as I asked.
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| Setting Appointment details pt. 2| 00:00 | You may wish to mark some
entries in your calendar as private.
| | 00:04 | And in that way, even if you're
sharing your calendar with someone else or
| | 00:07 | sending it to someone else so that
they can view it, you can hide the details
| | 00:10 | of the private things and still have them
show up at that time as being busy or booked.
| | 00:14 | To set a calendar entry as private,
simply open it up, and in the Options group,
| | 00:21 | there's a small button that looks like a lock.
| | 00:23 | Click that, and this will mark it as private.
| | 00:26 | By marking it private, you ensure that other
people won't be able see the details of it.
| | 00:30 | Now that this has been marked private,
notice the small lock icon in the bottom
| | 00:34 | right-hand corner of the appointment.
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| Creating Meetings and inviting people| 00:00 | We've created appointments, and set
the details on those appointments, but
| | 00:04 | there's another type of item you'll commonly
use in your Calendar, and that's a Meeting.
| | 00:08 | Meeting Request is very similar;
| | 00:10 | it's just an appointment
we invite other people to.
| | 00:12 | To create a meeting, up in the New
button on the toolbar you can hit the
| | 00:15 | drop-down arrow and choose Meeting Request.
| | 00:18 | Or, in the Calendar you can right-
click and choose New Meeting Request.
| | 00:22 | Probably the easiest way however, is
to do it in the same way as you would
| | 00:26 | create an appointment.
| | 00:27 | I'm just going to click here to add an
appointment and call it "Budget Meeting".
| | 00:30 | And I've created that Budget Meeting.
| | 00:37 | Right now, it's an appointment, I'm
going to drag it, it's goint to take a
| | 00:39 | little bit more time than that,
but it's still just a appointment.
| | 00:42 | If I double-click and open it up,
you can see up at the top here, it says
| | 00:44 | "Budget Meeting - Appointment".
| | 00:46 | Well, it has some of the same options
as an Appointment, but to turn it into
| | 00:49 | an actual meeting, all I need to do is invite
people, up here on the Ribbon in the Actions group.
| | 00:54 | So I'm going to click "Invite
Attendees", and as soon as I do that, you may
| | 00:57 | have noticed that the Ribbon changed,
because there's different options
| | 01:00 | available for a Meeting Request.
| | 01:02 | And up at the top, you
can see now, it's of Type:
| | 01:04 | Meeting, instead of an appointment.
| | 01:06 | The main thing that makes it a
Meeting is having other people attend.
| | 01:09 | So I'm going to click the To:
| | 01:10 | button, and find some people to invite here.
| | 01:12 | I can choose people out of my list of
Contacts, or if you have another Address
| | 01:16 | Book available, such as a
corporate one, I could choose that also.
| | 01:19 | Now, I'm going to choose some employees,
and I'm going to say Dave is required,
| | 01:23 | so I need Dave to attend.
| | 01:25 | I need Joe to attend, and I could
say Jane is going to be optional here.
| | 01:30 | Now a third option here is to
set something as a Resource.
| | 01:32 | So if you invite a Resource,
it's a way to book that thing.
| | 01:36 | So, on your list of your corporate
Address Book or whatnot, you may have things
| | 01:40 | like meeting rooms and projectors
that show up in your Address Book.
| | 01:43 | And if you want to book those for your
meeting, you can add them as Resources,
| | 01:47 | or invite them as Resources.
| | 01:49 | They won't reply to you, of course,
but if they're available during that time
| | 01:52 | frame, then they'll just be
booked off for your meeting.
| | 01:56 | Excellent, we've chosen some people who
we're going to invite to this meeting.
| | 01:59 | You can pick a location.
| | 02:01 | Now, if you've invited a resource
like a meeting room, you may have already
| | 02:04 | handled that up there, but in this case
I'm not using that functionality, so I'm
| | 02:07 | going to put it in here in the Location.
| | 02:09 | You have a place to put in
some details about the meeting.
| | 02:15 | Now of course, I just put in some
plain text, but if you want to put in
| | 02:18 | something else, such as attach a file
to this Meeting Request, or possibly some
| | 02:24 | more information, use the Insert tab
in the Ribbon, and you have all kinds of
| | 02:28 | options here to add other files,
Outlook items, Business Cards, pictures,
| | 02:32 | anything you might need.
| | 02:33 | Now, once we've set it up, and we've
invited who needs to attend this, one of
| | 02:41 | the things we can do is change what's
going to happen in terms of Responses
| | 02:45 | when you send out the invitations, and
that's in the attendees group here on the Ribbon.
| | 02:49 | If we click this, you'll see that by
default, it's going to Request Responses
| | 02:53 | from the people you invite, and it's
going to allow them to propose a new time
| | 02:56 | if it doesn't fit into their schedule.
| | 02:57 | Well, you can make changes to this so,
although by default it will do this, I'm
| | 03:02 | these persons manager except for Jane,
and she's an optional, so I'm just going
| | 03:05 | to uncheck new time proposals, it kind
of has to be at this time, maybe for some
| | 03:08 | reason, so you can control that, and
before you send it out, make a modification
| | 03:12 | so you can see what's going to happen.
| | 03:14 | Now again, we have some the same
options we did with an appointed, I.E whether
| | 03:17 | this shows up as Busy in
your Calendar or Free Time.
| | 03:21 | When the Reminder is, so how long
before you want to set a Reminder.
| | 03:24 | I want to set it say, a couple of hours
before to make sure everyone's prepared.
| | 03:28 | I can set Recurrence for this
meeting if I'd like, I can Catagorize it.
| | 03:31 | Let's make it an Administration one since
it's budgeting, and we've set this all up.
| | 03:37 | Let's send this Meeting Request.
| | 03:39 | Here you can see it's now in my Calendar.
| | 03:41 | It's a Meeting Request, and the
invitations have gone out via e-mail.
| | Collapse this transcript |
| Responding to Meeting Requests| 00:00 | We've created a new meeting request
in our own Calendar, and invited other
| | 00:04 | people to take part in the meeting with us.
| | 00:06 | But what does it look like when
you're invited to attend a meeting?
| | 00:08 | Well, we have a meeting
invitation in my Calendar right now.
| | 00:11 | I can tell it's a meeting invitation
because it has a different icon beside it
| | 00:15 | than an e-mail, which
has just a little envelope.
| | 00:17 | In this case, it looks like a
calendar grid with a little envelope in the
| | 00:20 | top right-hand corner.
| | 00:21 | There's also a little bell icon here,
and that indicates there's a reminder
| | 00:25 | attached to this also.
| | 00:26 | I can Left-click on it here to see
the results in the Reading pane, and up
| | 00:30 | at the top, I have some buttons that I
might use to respond to this meeting request.
| | 00:34 | But if I want to see all the details, I can
double-click on it to open it up in its own window.
| | 00:41 | Here, I have all information about this
meeting request, and up in the Ribbon I
| | 00:45 | have various responses
and actions that I can take.
| | 00:47 | Now, I can either Accept or Decline or
set it as Tentatively accepted at this
| | 00:52 | point, or, I can choose to go into the
Actions group and click on Calendar, and
| | 00:57 | this is great because the issue really
is, I've been invited to take part in
| | 01:00 | this meeting, does it fit into my
Calendar or not? Do I have time?
| | 01:04 | If I click on Calendar, it's going to
take me directly to that day on the Calendar.
| | 01:08 | I can scroll down here, and
it's tentatively put it in.
| | 01:11 | Notice the little barber pole looking
line to the left here, that indicates it's
| | 01:14 | not really been added, but this is
where it would fit if I choose to accept it.
| | 01:18 | So I can see that currently, it
fits in nicely with my Calendar.
| | 01:22 | I've got another meeting before it, but
there's a little bit of time in between,
| | 01:25 | and I've got a couple of meetings
that day, but it does fit in here.
| | 01:28 | So that gives me the information I
need to make my next decision, which is,
| | 01:32 | how should I respond?
| | 01:33 | In the Respond group, I can choose to Accept it.
| | 01:36 | And if I accept it, of course
it will add it to my Calendar.
| | 01:39 | By default, it will send the response
now, and if I choose OK, it will send
| | 01:43 | a simple message back to the person who
requested the meeting, saying that I accepted.
| | 01:47 | Now I can choose to edit that responce
to add more text, add another question,
| | 01:50 | or just communicate some additional
information to that person who invited me if
| | 01:54 | I choose, or I can not send a response.
| | 01:57 | If I don't send a response, it still
adds it to my Calendar, it's just not to
| | 02:01 | let the person who
invited me know I accepted it.
| | 02:03 | That's probably not a good idea.
| | 02:05 | It would be a good idea to let them know.
| | 02:07 | I'm just going to Cancel for now and
show you some of the other responses.
| | 02:10 | We could Tentatively accept this.
| | 02:12 | So we could tentatively accept it, it'll
put it in our Calendar but mark it as a
| | 02:15 | tentative item, and then we'd have
the ability to go back and respond to it
| | 02:18 | again later on, when we confirm
that we're going to attend or not.
| | 02:23 | We can also Decline.
| | 02:25 | If you choose to decline, it's
going to by default ask you to edit the
| | 02:28 | response before sending.
| | 02:29 | Of course, I can ignore that, but in
many cases, if you're declining altogether
| | 02:34 | a meeting invitation, you may want to
communicate and let the person know why
| | 02:37 | you've declined and what the issue is.
| | 02:39 | Maybe you're going to be away on
vacation or something like that.
| | 02:43 | You may also Propose a New Time.
| | 02:45 | If this just isn't going to work for you,
you used your Calendar button here to
| | 02:48 | check it out, you can propose a new
time, and this will show you what is
| | 02:52 | currently booked by the
participants in that time period.
| | 02:56 | So here's that day, and here is the
free and busy information for the various
| | 03:00 | participants in the meeting.
| | 03:02 | Now currently, you can see that I
already have something booked between
| | 03:05 | 12:30 and 2:00 o'clock.
| | 03:07 | And here's where the new
proposed meeting is set up.
| | 03:09 | Now, if everyone is using Microsoft
Outlook, or calendar information has been
| | 03:14 | attached, then you may be able see the free/
busy information for everyone during that day.
| | 03:20 | In this case, I could propose a new
time but this one already works for me, so
| | 03:23 | I'm going to Cancel.
| | 03:26 | At this point, I think I'll
simply Accept this meeting.
| | 03:30 | However I do want to edit
the response before sending.
| | 03:33 | And I might want say something like
"Please bring your research data."
| | 03:37 | Of course, I could insert some of mine
if I'd like as well if I wanted to attach
| | 03:47 | a file with some of that
data or some other information.
| | 03:49 | But I just want to communicate something else
back to the person who invited me to the meeting.
| | 03:53 | I'm going to send that.
| | 03:54 | So I've now accepted that meeting, sent the
response back to the person who invited me.
| | 04:00 | If we go take a look at my Calendar,
and we take a look at that day, here's the
| | 04:06 | new meeting that we just accepted.
| | Collapse this transcript |
| Creating Events| 00:00 | The next type of item you might
require in your Calendar is an all-day event,
| | 00:04 | or simply an event.
| | 00:05 | An event is something that, unlike an
appointment or a meeting, dosen't block
| | 00:10 | out that time as busy, whereas an
appointment or a meeting like these ones in my
| | 00:14 | calendar currently for this week
will block that time out and I can't do
| | 00:17 | anything else during that time.
| | 00:18 | The flight to England here,
that's an all-day event.
| | 00:21 | So, even though I got that in my
calendar for all day, there's other things I
| | 00:24 | can still do with that time.
| | 00:26 | So while I'm flying around here, I can
organize my e-mail or begin a proposal.
| | 00:29 | Now if I'd like to create a new event,
for example, to attend a conference
| | 00:34 | next week, I'll just click Next to go ahead
to next week and now I'll create a new event.
| | 00:39 | Now there's a couple of ways I can do this.
| | 00:41 | One is, I can just add an appointment
with... the Email Security Conference, and
| | 00:49 | when I double-click that to open it up,
I can choose this check box to make it
| | 00:53 | an all-day event, and then I
can make some other changes here.
| | 00:56 | I'm just going to cancel this though
and show you the other way you can do it.
| | 01:00 | Let's get rid of that.
| | 01:01 | If you put your mouse up here, you'll see a
button pop up that says "Click to add event."
| | 01:06 | So I'm just going to click that, and
put in a new all-day event for the Email
| | 01:14 | Security Conference.
| | 01:15 | If I double-click and open this up,
I have some other options I can set.
| | 01:21 | Now, maybe this is a three-day
conference, so it's going be from Wednesday to
| | 01:25 | Friday, all-day event.
| | 01:26 | Now one of the big things that
happens with an event as I mentioned, is it
| | 01:30 | doesn't mark the time as Busy, so you can
see up here, the time is marked as Free.
| | 01:34 | If you want to mark it as
Tentative or Busy, you can do so.
| | 01:38 | You need any additional information,
put it in here, maybe I want to put in
| | 01:47 | directions or other information I might need,
the exact address of the Congress Center.
| | 01:54 | And of course you can set some more
of the options as you can with other
| | 01:58 | items in your Calendar. Let's Save this.
| | 02:00 | So here we've got the Email Security Conference.
| | 02:04 | That's an all day event that
goes over three entire days.
| | 02:07 | That doesn't stop me from having other
items in the Calendar over these days,
| | 02:12 | because that time is still set as free.
| | Collapse this transcript |
| Creating Tasks| 00:00 | In Outlook 2007, you can also
create and track Tasks in your Calendar.
| | 00:05 | You would create a Task if you need to
remember to do something, but you don't
| | 00:08 | need to set aside specific time for it
during the day, and it's not going to
| | 00:11 | take all day like an Event would.
| | 00:13 | You can view Tasks in both the Weekly
and the Daily views of your calendar.
| | 00:17 | You can see I have two Tasks
that are due today down here.
| | 00:20 | If we want to add a new Task, you can
right-click down her somewhere and choose
| | 00:23 | New Task, or you can simply click down in
the Tasks area below one of your other Tasks.
| | 00:28 | Then type in the name of the new Task.
| | 00:34 | I need to remember to make dinner
reservations tonight, so I've entered a new Task.
| | 00:39 | Now, currently it's starting,
and it's also due today.
| | 00:42 | I don't have a Reminder set on
it, and it's in my Tasks folder.
| | 00:46 | The flag indicates, because its dark
red that it's due today, and I haven't set
| | 00:50 | it in a category at this point.
| | 00:52 | To set more details on the Task, I
can double-click on it to open it up.
| | 00:57 | So here's the Subject, I've
got a Start date and a Due date.
| | 01:00 | I can also set Status, Priority,
and a percentage completed if I like.
| | 01:04 | What I really want to do is make sure I set a
reminder here, so I'm going to turn that on.
| | 01:08 | And I'd like the Reminder to be right
about supper time here. How about 4:30?
| | 01:14 | It is for Friday, should
put the details in here.
| | 01:18 | So I'd like to make sure I make
dinner reservations for Friday night, but I
| | 01:36 | want to make sure I get those done tonight, so
I'm still going to leave the Task as Due today.
| | 01:39 | Let's save and close.
| | 01:40 | And here you can see the changes
I've made to that particular Task.
| | 01:45 | Now you can see that there's a Reminder
time set on it, and there's a little bell here.
| | 01:49 | I have a couple of other
Tasks, like bringing home milk.
| | 01:51 | Now maybe I've been to the store and
picked milk up at lunchtime, so if I want
| | 01:55 | to indicate I've completed this task,
I'll just click on the flag, and it will
| | 01:58 | mark it as complete.
| | 02:00 | Notice there's a little check
beside it where the flag used to be.
| | 02:02 | It moved the Task to the bottom of the
list, and also it put a line through it
| | 02:07 | to indicate that it's been completed.
| | 02:08 | When you complete a Task, even as you
go forward through your Calendar, it'll
| | 02:12 | still show that completed Task, so
you'll have a neat record of the things you
| | 02:15 | did during that day.
| | 02:16 | Let's look at the Weekly view.
| | 02:19 | One of the great things about the Task
list being available in your Calendar is
| | 02:23 | if you do not do a task during the day,
it will simply move it forward to the
| | 02:26 | next day, even it it was already due or overdue.
| | 02:29 | If you'd like to move the Task to a
different day, the Weekly view is a really
| | 02:33 | great place to do this, because instead
of needing to open up each Task, you can
| | 02:36 | simply grab a Task and drag it to another day.
| | 02:40 | So I'm going to move that "make
dinner reservations" over to Friday.
| | 02:43 | Or, I can rethink that, and maybe I need
to make sure I get it done on Thursday.
| | 02:49 | Notice the colors of flags change as
you move the Tasks around, so if they're
| | 02:52 | due later, the color of the flag is
lighter and lighter to indicate that.
| | 02:57 | We're going to take a more detailed
look at Tasks a little bit later on.
| | Collapse this transcript |
| Adding Holidays| 00:00 | We've added some appointments, some
events, some meetings to our calendar, and
| | 00:04 | I'm looking at my monthly calendar
here for December, and it's missing
| | 00:07 | something kind of obvious: Christmas.
| | 00:10 | If you want to add holidays to
your calendar, here's how you do it.
| | 00:14 | Go to the Tools menu at the very top,
and from the list go to the bottom
| | 00:17 | and choose Options.
| | 00:18 | We'll start you in the Preferences tab,
which is where we want to be, and in the
| | 00:23 | Calendar section, you want
to click Calendar Options.
| | 00:27 | There's some other options we can set here,
such as the definition of the work week.
| | 00:31 | What we're looking for is Add Holidays.
| | 00:35 | Choose what country you'd like to
add holidays from, and choose OK to add
| | 00:38 | them to your calendar.
| | 00:39 | It will import those particular holidays.
| | 00:42 | I'm going to click OK, and click OK on the
Calendar Options, and in the overall Options.
| | 00:49 | And now when I look, I have some
things in here such as Christmas Day.
| | Collapse this transcript |
| Printing the Calendar| 00:00 | We've got a great calendar set up here
on our computer, but what if you need
| | 00:03 | access to it when you're
away from your computer?
| | 00:06 | Well, you might want to print a copy of it.
| | 00:07 | You can print right from the File menu,
choosing Print, or, you can click the
| | 00:13 | Printer icon here in the toolbar.
| | 00:16 | You'll need to choose a printer to print
to, and if you have access to more than
| | 00:20 | one calendar, choose
which one you'd like to print.
| | 00:24 | Most importantly, you'll need to pick a Style.
| | 00:26 | So the various Styles are Daily, Weekly,
Monthly, and there's a couple of other
| | 00:30 | Styles such as Trifold or Calendar Details.
| | 00:34 | Choose your Style, and you can also
modify the Page Setup, and more accurately
| | 00:38 | define that Style as well if you'd like.
| | 00:40 | Once you've picked a
Style, choose a Print range.
| | 00:43 | So, I've chosen a Weekly Style, I can
get a month worth if I like or three weeks
| | 00:47 | worth of weekly calendars.
| | 00:50 | Then choose whether or not
you'd like to Hide the details of a
| | 00:52 | private appointment.
| | 00:53 | So if any appointments on your calendar
are set as private, that will hide them
| | 00:57 | so it won't show you all the details of
it in case someone should glance at or
| | 01:01 | see your printed calendar.
| | 01:02 | When you're done, you can click OK to
print it, but lets Preview it so I can
| | 01:06 | show you what it's going to look like.
| | 01:09 | Here we've got the weekly view of our
calendar, and if you want, you've got a
| | 01:12 | spyglass icon here, you can click
again to zoom in or zoom back out.
| | 01:16 | I can go to look at multiple pages here,
so here's the three pages I'm going to see.
| | 01:22 | I can zoom in on any one of them,
make sure I'm happy with it.
| | 01:25 | When you're happy with that,
click Print to print a calendar.
| | Collapse this transcript |
| Sharing Calendars| 00:00 | In addition to managing your own
Calendar, Outlook gives you the tools to
| | 00:04 | share your Calendar information with
others, and to allow them to share their
| | 00:08 | Calendars with you.
| | 00:09 | In the Navigation pane, you can get
some help on this by clicking on "How
| | 00:12 | to Share Calendars".
| | 00:13 | It will open the Help, and take
you to the appropriate location.
| | 00:19 | You can also Search for Calendars Online.
| | 00:23 | Microsoft has set up the Office Online
website, and it's going to allow you to
| | 00:27 | publish Calendars to the Office
Online website, as well as use the Search
| | 00:31 | functions here to find Calendars
that have been published by others.
| | 00:34 | So if someone you know, or an
organization you work with has published a
| | 00:38 | Calendar this way, you'll
be able to search for it.
| | 00:40 | The Search is not available at
this time, but let's add a Calendar.
| | 00:43 | How about the Boston Celtics 2006-2007 schedule?
| | 00:46 | Outlook is asking if I'm sure I want
to add this Calendar, and if I'd like to
| | 00:54 | subscribe to the updates. I definitely do.
| | 00:57 | Updates are great, because it means
periodically, the system is going to check,
| | 01:00 | and look for updates to this Calendar.
| | 01:02 | And if updates have been made, it'll
update them in the Calendar here, so I
| | 01:05 | won't have to manually do that.
| | 01:06 | So here I can see, side-by-side with my
Calendar, is the Calendar for the Boston Celtics.
| | 01:12 | Now, instead of the Celtics game
Calendar, this might instead be a Calendar
| | 01:16 | for a charitable organization I
work with, or a Calendar for a team I'm
| | 01:21 | involved with at work.
| | 01:22 | The great news is, we can view them side-by
-side here, and I can open up the details.
| | 01:29 | Although it's here, you don't
have to view it all the time.
| | 01:31 | So when you're done viewing a Calendar,
simply uncheck it under Other Calendars
| | 01:34 | in the Navigation pane, and you can
just go back to viewing your own Calendar.
| | 01:38 | So you can have any number of
different Calendars in here, but only view
| | 01:41 | the ones you'd like.
| | 01:44 | You can also Send your Calendar via E-mail.
| | 01:47 | We took a look at this briefly when were
sending e-mail earlier, but let's click
| | 01:50 | it and see what we can see.
| | 01:52 | So, it gives us some options here,
which Calendar would you like to send?
| | 01:55 | I just want to send my own
Calendar. What date range?
| | 01:59 | Just today, or tomorrow, next seven days,
next thirty days, so on and so forth.
| | 02:04 | You can specify specific dates if you'd like,
so I'm going to say, I want to send this week.
| | 02:12 | You can send either Availability only,
some Limited details, or Full details,
| | 02:17 | and there's some Advanced
settings you can choose also.
| | 02:19 | I'm just going to choose OK.
| | 02:22 | And it attaches that information to the e-
mail, and puts it in here in HTML format.
| | 02:27 | That means, if I send this to someone
who has Outlook, they're going to be able
| | 02:31 | to open this attached ICS file and view
it directly in Outlook, just like we did
| | 02:35 | with the Celtics Calendar.
| | 02:37 | If they don't have Microsoft Outlook,
they can still open the e-mail, and almost
| | 02:41 | any e-mail program will view HTML
formatted e-mail, so they should be able to
| | 02:45 | view the information in the e-
mail just like this in any case.
| | 02:51 | In addition to sending my Calendar
via e-mail, I can also publish it.
| | 02:55 | I choose to publish my Calendar, it's
going to connect to the Office Online
| | 03:00 | community and publish it that way.
| | 03:02 | And again, you can choose some settings here.
| | 03:03 | What time span you'd like, previous X
number of days through the next X number
| | 03:08 | of days, what level of detail again
you'd like to make available, you can again
| | 03:14 | limit it to only working hours.
| | 03:16 | And then you can choose
permissions, and this is very important.
| | 03:19 | Do you want only people you invite to
be able to view this Calendar, or anyone?
| | 03:23 | Well, I'm going to say "Full details" here,
and I'm going to say, only invited users.
| | 03:30 | 'Cause I put full details on there.
| | 03:33 | There's some Advanced setting you can
choose also, in terms of how often it
| | 03:36 | updates, and things like that.
| | 03:40 | The Calendar was published successfully.
| | 03:42 | So it asked me if I'd like to send an
invitation to let people access that Calendar?
| | 03:47 | Yes I definately do.
| | 03:48 | And I'd like to send an
invitation to...Well, let's click the To:
| | 03:53 | Button here and pick someone else on my list.
| | 03:56 | Jane the Second Level Manager.
| | 04:01 | In this way, you can share your
Calendar information via e-mail, or you can
| | 04:06 | publish it on the Internet and invite
only certain people to see that, and you
| | 04:11 | can even subscribe to the
online Calendars of others.
| | Collapse this transcript |
| Managing multiple Calendars| 00:00 | Outlook can manage multiple Calendars.
| | 00:02 | In the Navigation pane, notice we have
a group called "My Calendars", in which
| | 00:06 | there's only a single
Calendar called "Calendar".
| | 00:09 | Of course, that's the default
Calendar we've been working with all along.
| | 00:12 | Beneath that is another group
called Other Calendars, and there's one
| | 00:15 | called Celtics in here.
| | 00:16 | That's the Internet Calendar we subscribe
to for the Boston Celtics basketball games.
| | 00:20 | To view the Celtics Calendar, just
check the box to the left of its name, and
| | 00:23 | it'll appear side by side with our own Calendar.
| | 00:25 | You can also create
additional Calendars of your own.
| | 00:28 | To do that, click the drop-down
arrows here beside the "New" button in the
| | 00:32 | toolbar and choose either
Folder or Calendar. I'll explain.
| | 00:37 | Outlook creates and
stores everything in folders.
| | 00:41 | So to create a Calendar, all you
really need to do is create a new folder and
| | 00:44 | tell Outlook it contains Calendar items.
| | 00:46 | Let's create a new Calendar
for our family responsibilities.
| | 00:54 | We've now created a new Calendar called Family.
| | 00:57 | To view it again we'll just check the
box to the left of its name, and we can
| | 01:00 | see the Family Calendar here.
| | 01:02 | Let's create a new appointment in our
Family Calendar to remember to drive the
| | 01:06 | kids to school on the 15th in the morning.
| | 01:13 | That's great, except I think it's
going to take me longer than that, so I'm
| | 01:16 | going to need to stretch this out a little bit.
| | 01:19 | Make sure I have enough time.
| | 01:20 | Now, it's obvious that I have a bit of
a conflict here, but if you want to make
| | 01:23 | that a little bit easier to spot, a
good way to do it is actually view the
| | 01:27 | Calendars a little bit differently.
| | 01:29 | We can view them in Overlay Mode.
| | 01:31 | Click the arrow here on a
Calendar to overlay it with the others.
| | 01:34 | And we'll do the same with the Celtics Calendar.
| | 01:36 | I'm going to want to put my Calendar
on top, because it's the primary one.
| | 01:40 | And I can see the other Calendar
items, a little bit grayed out in their
| | 01:43 | respective colors in my Calendar.
| | 01:46 | Notice it's put two items side by
side here, because it's obvious there's a
| | 01:49 | conflict between driving the kids to
school, and the New Project Launch Meeting.
| | 01:53 | So I'll either need to reschedule, the
Product Launch Meeting, or arrange to
| | 01:56 | have my wife maybe drive the kids to school.
| | 02:00 | Let's take these apart again
and view them side by side.
| | 02:03 | I'm going to unclick the Family one
and just look at the Celtics Calendar.
| | 02:07 | I'd like to hit a basketball game.
| | 02:08 | I go down to the bottom, there's a
basketball game on this day and it's in town,
| | 02:13 | so if I'd like to actually attend
that game and there's nothing else to my
| | 02:16 | Calendar right now, I can simply drag
the Celtics game from the Celtics Calendar
| | 02:20 | and put it in my Calendar. Note:
| | 02:22 | Make sure you drag it to exactly the same time.
| | 02:25 | It is possible to move it up and down
when you do the dragging, so be careful
| | 02:28 | of that.
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|
|
5. Managing Your ContactsViewing Contacts| 00:00 | Let's take a look at managing
your contacts in Outlook 2007.
| | 00:03 | To view your contacts in the Navigation
pane on the left, click on the Contacts button.
| | 00:08 | In the Reading pane, you'll now
see a list of all of your contacts.
| | 00:11 | You can view your contacts in different ways.
| | 00:13 | In the Navigation pane, under the
header of Current View, you'll see some
| | 00:17 | different ways to view your contacts.
| | 00:18 | The Business Card view is nice and
graphical, but it doesn't show very many
| | 00:21 | contacts on screen at once.
| | 00:23 | If you want to see some more, try Address Cards.
| | 00:26 | So less graphics, but more
people on the screen at one time.
| | 00:29 | If you're making phone calls, and
you really don't need to see address
| | 00:31 | information right now, you
can try the Phone List view.
| | 00:33 | Phone List view fits a large number
for contacts on the screen at one time.
| | 00:37 | However, it's not very organized.
| | 00:39 | You may need something to help you.
| | 00:40 | How about grouping them together?
| | 00:42 | And you can group your Phone
List by some different things here.
| | 00:45 | By Category, or By Location.
| | 00:47 | But one of the ones I find
most useful is By Company.
| | 00:51 | When you divide your contact list up
into groups like this, you'll see each
| | 00:55 | group has a minus beside it.
| | 00:57 | If you click the minus, you can
collapse a group you're not using, and expand
| | 01:00 | the one you want to work with.
| | 01:01 | Let's go back to the Business Card view.
| | Collapse this transcript |
| Searching for Contacts| 00:00 | There's a number of
different ways to find contacts.
| | 00:03 | The first way is up here at the top in the
Toolbar where it says "Search address books".
| | 00:08 | By typing something in here, it'll
look for information in any address book
| | 00:11 | you have available, be that a corporate
address book you have, or your contacts list.
| | 00:16 | It'll search all of them for you.
| | 00:17 | And it doesn't have to be by name,
although that will work just fine of course.
| | 00:21 | If I know I need to talk to someone at
Testco and I can't quite remember the
| | 00:23 | person's name, I'll just put in
their company name for example.
| | 00:27 | Hit Enter, and it'll give me a list of
all the people that had the word Testco
| | 00:30 | somewhere in their information.
| | 00:32 | Now maybe it's James the Manager I want to
contact here, or whose information I need.
| | 00:36 | I'll just select him from the list,
click OK, and it will bring up James the
| | 00:39 | Manager's contact card.
| | 00:42 | Another way to search is
where it says "Search Contacts."
| | 00:46 | Now the big difference here is "
Search address books" will search all the
| | 00:49 | address books you have access to,
whereas this one, "Search Contacts" is just
| | 00:53 | searching my contacts.
| | 00:54 | Notice it highlighted that
over here in the left navigator.
| | 00:57 | So, I'm going to be looking for
someone whose last name ends with Pres, and I
| | 01:01 | can't quite remember it.
| | 01:03 | So I can just type in part of that,
and it'll find everywhere that might be
| | 01:06 | applicable in more than just their name
of course, anywhere in their contact card.
| | 01:10 | So notice I've got two people who have
the word Pres somewhere in their name or
| | 01:13 | in their information, and it
found that for me just fine.
| | 01:17 | Another way to quickly search through
your list of contacts is using the buttons
| | 01:20 | on the right-hand side next to the To-Do Bar.
| | 01:22 | If I want to find someone whose name
begins V for example, Or T, I'll just click
| | 01:27 | on the T, and it will take to that area.
| | 01:30 | So here's all the people whose names
end in T. Also notice, that beside the
| | 01:34 | Contact Search area, you see some
letters that indicate what you're looking
| | 01:38 | at here in the screen.
| | 01:39 | So this is showing me the scope
of the reading pane currently.
| | 01:42 | It's showing me names in my
contact list from SHA to VIC.
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| Creating a new Contact| 00:00 | To create a new contact, click
on the New button in the toolbar.
| | 00:04 | Or, you can right-click in a blank area
of Contact window and choose New Contact.
| | 00:09 | Or you can double-click in a blank
area to bring up a new contact card.
| | 00:13 | Let's begin by filling in the person's name.
| | 00:16 | Notice that to the left of the name
there's a button called Full Name.
| | 00:28 | Clicking on that will make sure that
Outlook has correctly sorted which is the
| | 00:32 | first and last name, and so on.
| | 00:33 | If it is unclear or incomplete, Outlook
might bring this window automatically.
| | 00:39 | Usually, it sorts it out just fine.
| | 00:40 | Also, notice File as.
| | 00:43 | So we've put in John Smith's information
here, but you can choose how Outlook is
| | 00:46 | going to file this contact card.
| | 00:48 | The default is of course, last name
first and what's really important here is
| | 00:52 | that you're consistent with how you
file your contacts, so you'll know how to
| | 00:54 | search for them and find them in the list.
| | 00:57 | Lets enter some other information.
| | 00:58 | Notice I typed in Jsmith@smithcon as
the email address, and it automatically
| | 01:10 | filled in the Display as.
| | 01:12 | So you can choose how it's good to be displayed.
| | 01:14 | I'm leaving it as John Smith in
brackets with the e-mail address.
| | 01:17 | Next, you can put in a webpage address,
an Instant Messaging addresses, if
| | 01:24 | necessary or desired.
| | 01:26 | Beside the e-mail address, there is a drop down.
| | 01:29 | And this will allow you to choose from
three different e-mail fields, so maybe
| | 01:32 | John has more than one e-mail.
| | 01:34 | We've just put in E-Mail 1 in here,
let's put in E-Mail 2 as well.
| | 01:37 | So I've put in his E-mail Address 1,
his business e-mail address, and another
| | 01:48 | one in E-mail Address 2.
| | 01:49 | And you can switch between them.
| | 01:50 | We also have a place to put in phone
numbers, and again you can put more than
| | 02:02 | one number in each of these fields by
hitting the drop down arrow next to each field.
| | 02:08 | However we do have four to work
with here, so that's plenty for my
| | 02:10 | purposes right now.
| | 02:12 | We can put in an address.
| | 02:13 | Now I did not put in a a complete
address, and Outlook didn't recognize this as
| | 02:22 | a complete address, so it pops up the
Check Address window to make sure that
| | 02:26 | I've done correctly.
| | 02:27 | Now in my case, I just didn't do it completely.
| | 02:29 | So I can move some things
around here and set up correctly.
| | 02:32 | This is helpful to make sure
Outlook recognizes the address correctly.
| | 03:03 | And again there's a drop-down list here,
so you can put in multiple addresses.
| | 03:06 | We can put in business address, a
home address and another address.
| | 03:09 | If you've got more than one address,
you may want to check off this box to
| | 03:13 | indicate which one is the mailing address.
| | 03:15 | The first address that you type in will
be set as the mailing address by default.
| | 03:19 | There's also some other things we can add here.
| | 03:20 | There's a place for notes.
| | 03:28 | And also a picture.
| | 03:29 | So if you have a picture of John you
want to add to the contact information,
| | 03:32 | simply click on the button here,
and you can choose a picture.
| | 03:39 | Notice we've also built what
looks like a business card.
| | 03:42 | We'll take a look at editing
that further a little bit later on.
| | 03:45 | In the Ribbon, there's some other
actions we can do, and we'll take a further
| | 03:48 | look at those a little bit later,
but for now, I'm ready to Save & Close.
| | 03:52 | And if we click on the "S" to find
the Smiths, here we can see the contact
| | 03:57 | information for John Smith that we just entered.
| | Collapse this transcript |
| Editing the details of a Contact| 00:00 | Let's edit some more details for a Contact.
| | 00:02 | Let's go find John Smith,
who we worked on earlier.
| | 00:07 | Here's John's contact card.
| | 00:08 | To open it up, I'm just
going to double-click on it.
| | 00:12 | Here's all the details and
information that we entered earlier.
| | 00:15 | Notice that along the top in the Ribbon,
there's a lot more things we can do.
| | 00:18 | Let's start with the Actions group.
| | 00:20 | If you've edited or made any changes to a
Contact, of course, you can click Save & Close.
| | 00:25 | You can also click Save & New to
save this one and open up a new one.
| | 00:29 | But there's something very useful hidden
under here if you click this down arrow.
| | 00:33 | Once you have created a Contact for
somebody in a given company, you can
| | 00:37 | create another contact card for
anyone in the same company really easily by
| | 00:41 | choosing this option.
| | 00:42 | So here, it's copied over the
information that's company specific, but given us
| | 00:47 | space to fill in all the personal details.
| | 01:03 | Once you've finished creating this new
Contact, just click Save & Close, and
| | 01:06 | it'll take you right back to the
Contact you were working on earlier.
| | 01:10 | Next, we can send this Contact to someone else.
| | 01:13 | Just click the Send button, and it will give
you some different options you can choose from.
| | 01:17 | One is to send it as a Business Card.
| | 01:19 | This is a good choice if the person
you're sending it to also has Outlook 2007.
| | 01:23 | You can also choose to send it as an
Internet Format, or vCard, and Vcards are a
| | 01:27 | good choice if the person you're
sending it to isn't using Outlook.
| | 01:30 | Any personal information manager they
use will probably support the vCard format.
| | 01:35 | Also, you can do in Outlook format,
you can choose the "In Outlook Format"
| | 01:38 | option if you're sending it to
somebody who has Outlook, but you're not sure
| | 01:41 | what version they have, or you
think they have an older version.
| | 01:44 | In this case, let's send it as a Business Card.
| | 01:47 | And it opens up a Message window, or
an e-mail window, and we can send it
| | 01:51 | to whoever we'd like.
| | 01:52 | Of course, we can type in some
other details like a subject.
| | 02:10 | Notice it puts the business card
directly in the e-mail in HTML format and also
| | 02:15 | attaches it as a VCD, or a Business Card.
| | 02:19 | When you're done, click Send.
| | 02:21 | The person you've sent it to will
easily and quickly be able to add that
| | 02:24 | Contact to their database.
| | 02:25 | Of course, the next option is
Delete, and that speaks for itself.
| | 02:29 | Let's look at some of the other
things we can see in the Show group here.
| | 02:32 | We're looking at the General
Information for this Contact.
| | 02:35 | But let's take a look at
some of the other details.
| | 02:37 | By looking at the Details window, we
can see their space for some other pieces
| | 02:41 | of information, such as what
department they're in, their manager's name,
| | 02:44 | assistant's name, some things that you
may find very important is that things
| | 02:48 | like the name of their spouse or partner.
| | 02:51 | Their birthday, their anniversary.
| | 02:53 | You can also track what
activities you've done with this Contact.
| | 02:57 | Now in this case, as you can see here,
I've sent some e-mail, sent a task, set
| | 03:01 | some birthdays, and things like that.
| | 03:03 | So whatever it is you've done with
this Contact, if you've communicated with
| | 03:06 | them via e-mail, sent them Tasks,
sent them Meeting requests, you'll see
| | 03:10 | whatever you've done with that
Contact here in the Activities pane.
| | 03:14 | Can also view and manage Certificates,
so if you're using security and digital
| | 03:18 | certificates, you can import or add them here.
| | 03:21 | And of course there's
another one for All Fields.
| | 03:23 | So you can either View All Fields or as
you can see here, User-defined fields.
| | 03:27 | You can actually define
some new fields if you like.
| | 03:30 | Fields have different types,
and with different formats.
| | 03:35 | Other than user defined, you can
take a look at any of the fields you've
| | 03:37 | already set up, that you've viewed
maybe from the General or Detail window,
| | 03:41 | like Address Fields.
| | 03:45 | In the Communicate group, you have
buttons to do things with this Contact.
| | 03:49 | So for example, if you'd like the e-
mail John Smith, just click the E-mail
| | 03:52 | button, and it will bring up a new e-
mail and fill in John's e-mail addresses.
| | 03:56 | Now it wasn't sure which e-mail I'd
like to use so it just put both of them in
| | 03:59 | there and I can take out the one I don't want.
| | 04:03 | You can also click on the Meeting button, and
it will send a Meeting Request to John Smith.
| | 04:11 | Also, if your computer is hooked up to a
modem, and you use it to make telephone
| | 04:15 | calls, you can click Call to use
the phone number here to call John.
| | 04:19 | There's some other things we can do
in smaller icons here to the right.
| | 04:22 | One of them is to assign a Task.
| | 04:25 | So, similar to launching a Meeting
Request or sending an e-mail, this will send
| | 04:29 | or assign a Task to John.
| | 04:33 | You can open up John's website.
| | 04:37 | So as long as you filled in that section,
you can click on this to open up your
| | 04:40 | web browser and see the website that
you've listed in John's webpage address.
| | 04:45 | Using the little direction button here,
you can get a map, so if you've entered
| | 04:48 | a address down below, clicking the Map
button will open up Windows Live, and
| | 04:53 | search for maps for that location.
| | 04:55 | You might have to pick from more than
one choice here, and then click Get Map,
| | 04:58 | and it's going to show you a map for that area.
| | 05:01 | So it might be very handy for you to
get maps or directions to that Contact.
| | 05:05 | Now that we've set most of the
details, remember there's others other
| | 05:10 | tabs available here.
| | 05:12 | So for example, if you want a format or
put more information in the notes, check
| | 05:15 | the Insert tab to attach a file or
another item, or maybe a picture into this
| | 05:20 | contact card, or to format text.
| | 05:26 | We can also insert a picture for this
Contact, and we can do a couple of ways.
| | 05:29 | From the Picture drop down here, we can
choose "Add Picture", or we can click on
| | 05:34 | the picture button here.
| | 05:35 | Look through your list of pictures and
pick one and click OK, and you can set a
| | 05:41 | picture for that particular Contact.
| | 05:42 | We'll come back and spend some more time
in a few moments going over exactly how
| | 05:46 | to manage this Business Card, how to
make it look exactly the way you'd like.
| | 05:51 | Let's Save & Close now that we've
set all the details for this Contact.
| | Collapse this transcript |
| Configuring business cards for Contacts| 00:00 | We've been looking at Contacts in
the Business Card view, and you may
| | 00:03 | have noticed that some have fancy Business
Cards and others just have the basic information.
| | 00:08 | You can configure a
Business Card for any Contact.
| | 00:10 | let's open up Bill Jones here, and
configure a Business Card for Bill.
| | 00:14 | To begin with, you may wish
to provide a picture for Bill.
| | 00:17 | So click on the Picture button
here, to add a Contact picture.
| | 00:23 | Choose one, and there's a picture for Bill.
| | 00:25 | Notice, that there is an image that
looks like a Business Card here, and the
| | 00:28 | system will automatically try and
generate one given the information you have.
| | 00:32 | But if you'd like to create a more
specific Business Card, click the
| | 00:35 | Business Card button.
| | 00:37 | Here we can edit the Business Card
to make it look exactly as we'd like.
| | 00:40 | To start with, let's give it an image.
| | 00:42 | I'm not going to use this one;
| | 00:44 | I'd like to use a different
image for the Business Card.
| | 00:51 | So I've chosen one, and the layout is
probably the next thing I should do.
| | 00:55 | Currently it's putting the image in the
top left-hand corner of the Business Card.
| | 00:59 | I think I'd like to use
this one as a Background Image.
| | 01:01 | Of course, I could set a
Background Color instead if I'd like.
| | 01:05 | So since I have a background image here, it
doesn't look like it fully fills the screen.
| | 01:09 | The reason why is I have it set
to be aligned in the top left.
| | 01:12 | There's all kinds of other alignment
options, but what I think I'd like to do
| | 01:15 | in this case, because it's a background is
choose Fit to Edge, so it'll fill the entire card.
| | 01:20 | Next, we see a list of all of the
fields available that can show up on the
| | 01:24 | Business Card, and, there is
some editing options for each one.
| | 01:27 | So we have these fields, and we can
remove them if we don't want them to
| | 01:31 | appear on the Business Card, or you can add
other pieces of information from the Contact.
| | 01:38 | Let's begin by editing Full Name.
| | 01:42 | I'm happy with it at the top,
I think that makes sense.
| | 01:44 | But I can choose if I want it
centered, or if I want it right justified.
| | 01:48 | I think I'm going to leave it left
justified, but I might like it a little
| | 01:51 | bit bigger, so I'll increase the font size a bit,
and I might like to change the color as well.
| | 01:56 | I want to stand out a little bit here;
| | 01:58 | I'm going to try white. That works for me.
| | 02:02 | Next, the Company name I do want in there,
and I'm going to go with a different color.
| | 02:07 | I don't want to stand out as much as white,
but let's go with grey and see how that looks.
| | 02:11 | That's basically unreadable, so let's try
something a little bit different here. Like black.
| | 02:15 | Ok, so Bill Jones, Smith Contracting,
and then I have the Project Manager,
| | 02:23 | which is his title.
| | 02:24 | I might've decided to take that out.
| | 02:26 | So, let's remove that from the Business Card.
| | 02:29 | Notice, I haven't removed it from the
Contact information, it's still there, I'm
| | 02:32 | just controlling what
shows up on the Business Card.
| | 02:35 | Next, you'll notice a series of blank
lines, and there's one already in here, so
| | 02:39 | I have Bill Jones, Smith
Contracting, and a blank line.
| | 02:41 | You can put more blank lines in it if you wish.
| | 02:44 | I want to take the Address out of here;
| | 02:45 | I'm not too worried about that.
| | 02:48 | I just want the E-mail
address and Phone number in here.
| | 02:51 | So let's configure this a little bit.
| | 02:53 | I'd like some more blank lines;
| | 02:54 | I want some of this information to
appear down below the clouds here.
| | 02:57 | So I'm just going to move some of
the blank lines up until I get the
| | 03:01 | information where I'd like it.
| | 03:02 | And I'll just move up more and more
blank lines until it's set up the way I want.
| | 03:19 | That looks good.
| | 03:20 | I think I will configure the
Business phone number a little bit here.
| | 03:24 | It's very to see the way I have this
text, but it actually has a Label on
| | 03:27 | it that says "Work".
| | 03:28 | You don't need to have Labels, but
you can put Labels on any of them.
| | 03:31 | For example, on Company, you could
change this from no Label to a Label on the
| | 03:35 | right that says Company.
| | 03:40 | You see appear here on the Business Card.
| | 03:42 | In this case I don't need it for Company.
| | 03:44 | In my case, I'm only going to have one
phone number, so I don't feel like I need
| | 03:47 | it for Business Phone either,
so I'll just turn that off.
| | 03:52 | We have Bill's e-mail address, and
Bill's webpage, and those look fine.
| | 03:56 | So we've created a Business
Card that looks the way we like.
| | 03:59 | I'll just click OK.
| | 04:00 | Now we can still see Bill's picture
here, and we have Bill's Business Card.
| | 04:04 | Now when I Save & Close, and you look
at the list of Contacts in Business Card
| | 04:07 | view, we can see the Business Card.
| | 04:09 | And of course, if we share this and
send it to somebody else, and they have
| | 04:12 | Outlook 2007, we send them the
Business Card, this is what they'll see.
| | 04:16 | Of course, you definitely want to
configure a Business Card for yourself, as
| | 04:19 | I've done here with my Business Card.
| | Collapse this transcript |
| Categorizing Contacts| 00:00 | As with other Outlook items,
you can categorize your contacts.
| | 00:04 | So for example, if we want to put
Bill Jones' contact in a category, we can
| | 00:08 | right-click, and choose Categorize,
and pick a category, I'm going to
| | 00:13 | choose Business here.
| | 00:14 | Do the same thing with Joe Employee.
| | 00:16 | You can also select a contact and use
the Categorize button in the toolbar.
| | 00:24 | Choose a category that way.
| | 00:31 | Once you've chosen some categories, you can
use them to help sort your list of contacts.
| | 00:35 | So in the navigation pane, we can
choose by category here to see your contacts
| | 00:41 | grouped by category.
| | 00:42 | So the Business contacts that
categorized as Business contacts are all in one
| | 00:46 | group, and the personal ones in another.
| | 00:48 | In this way, you can collapse any of the
groups and just work with the one you'd
| | 00:52 | like, such as Business contacts.
| | Collapse this transcript |
| Creating Distribution Lists| 00:00 | In your Outlook Contacts, you
can also create Distribution Lists.
| | 00:04 | You can create one by clicking the
down arrow next to the New button in the
| | 00:07 | toolbar and choosing Distribution List,
or you can Right-Click on an empty area
| | 00:11 | in your Contacts and
choose New Distribution List.
| | 00:14 | First you'll need to give
your Distribution Lists a name.
| | 00:20 | Then you'll need to select some members for it.
| | 00:21 | If you want to pick them from your list,
you'll use Select, or if you need to
| | 00:24 | type them in and add them manually,
there's another option to do that.
| | 00:27 | Let's do a little of both and select
some members first from my Contacts.
| | 00:31 | I can also select them from any other
Address Books I have access to, such as a
| | 00:35 | corporate Address Book.
| | 00:36 | I'm going to add Bill Jones here, and I'd
like to add John Smith, and I have a choice.
| | 00:41 | John has two entries in here, one for
his work e-mail, and one for his home
| | 00:44 | e-mail, and that's the one I'm going to choose.
| | 00:48 | In addition to these two fellows that I
just added or selected, I also want to
| | 00:52 | add someone manually, who's
not in my Contact List yet.
| | 00:55 | So let's type in Fred.
| | 00:59 |
| | 01:03 | I can also set what type of e-mail Fred
should be sent, but by default it's just
| | 01:07 | going to use Internet Mail.
| | 01:08 | And what Internet Format to use, and
you can choose Text only or Outlook
| | 01:12 | Rich Text if you'd like.
| | 01:14 | But I usually just leave
it and let Outlook decide.
| | 01:16 | Now, if I click OK here, it's just
going to add Fred to my Distribution List
| | 01:19 | but not to my Contacts.
| | 01:21 | If you'd also like to add this person to
your Contacts, check this box and click OK.
| | 01:25 | We've now created a Distribution List.
| | 01:27 | Of course, we can add more folks later, or
remove people from the list if we'd like.
| | 01:31 | But I'm just going to click Save & Close.
| | 01:35 | If we search down through the list
here, now we can see the Distribution
| | 01:39 | Group "Poker Buddies".
| | 01:40 | If I double-click on it, I can open it
up, set additional items here, there's
| | 01:45 | also a place for Notes above the
list in addition to the Members.
| | 01:56 | What can you do with this List?
| | 01:57 | Well, primarily you can e-mail or
request a meeting with the group.
| | 02:00 | And if you click E-mail, you'll be able
to send an e-mail to your poker buddies.
| | 02:08 | I'm just going to Save & Close the List
and go into our Mail and show you what
| | 02:13 | happens now that we've added the
Distribution List to our Contacts.
| | 02:16 | If I click New to create a new
mail message, and click on the To:
| | 02:20 | button to look at my list of contacts,
now in the list, in addition to all of
| | 02:24 | the entries for individual contacts,
there's one with a different icon that's it
| | 02:27 | shows two people for my poker buddies.
| | 02:30 | When I click, select, and click the To:
| | 02:33 | button to put it in the To:
| | 02:33 | field and click OK, you can see Poker Buddies.
| | 02:36 | And when I type in an e-mail here,
it's just going to send this e-mail to
| | 02:39 | everyone in that List.
| | 02:40 | If you want to see who everyone is, you
can click the plus button here, but be
| | 02:45 | warned, and that's what Outlook is
doing, once I expand the list, it'll stay
| | 02:49 | expanded and I won't be
able to collapse it again.
| | 02:51 | That's okay, I just want to see who's
in the list before I send the e-mail.
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| Printing Contacts| 00:00 | You can print your list of contacts very easily.
| | 00:03 | You can click the Printer button in the
toolbar or from the File menu, you can choose Print.
| | 00:08 | You'll need to choose your printer,
and the style you wish to print in.
| | 00:14 | There's various styles, one I find
particularly useful is Phone Directory Style.
| | 00:18 | So when you've configured your
contact database, you can print out a phone
| | 00:21 | list quickly and easily.
| | 00:23 | You can once you've chosen a style, set
the Page Setup details, and Define the
| | 00:29 | Styles more exactly, depending on what you like.
| | 00:33 | You can print all the items or only the
ones you've selected in the Contact list.
| | 00:37 | I'm going to print them all
because I'm printing a phone directory.
| | 00:39 | Instead of printing it, let's just
preview and see what it would look like.
| | 00:44 | There's various different views, but in
this case this is a quick and easy way
| | 00:47 | for me to print a phone list.
| | 00:49 | When you're ready to print from the
preview, you can just click on the
| | 00:51 | Print button.
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|
|
6. Tracking TasksViewing Tasks| 00:00 | One of the great new innovations in
Outlook 2007 is how easy it is to see
| | 00:05 | and manage your Tasks.
| | 00:06 | From within your inbox, You can view your Tasks.
| | 00:08 | On the right-hand side of the screen,
notice the To-Do Bar, and you can see here
| | 00:11 | that we have 4 Tasks today.
| | 00:13 | To see more of it, you can either
click on the bar directly, or click on the
| | 00:16 | button above to expand the To-Do Bar.
| | 00:18 | The top half, we have a date
navigator and our appointments for today.
| | 00:23 | Beneath that we have our Tasks.
| | 00:24 | You see all the Tasks listed, and you
can even click here where it says "Type a
| | 00:28 | new task" to add a new Task.
| | 00:31 | You can mark test as complete, if you'd
like, or change when they're due, manage
| | 00:35 | them to hover you need.
| | 00:36 | If you double-click on one here, you'll
open it up so you can set all of its details.
| | 00:40 | There's two other places you
can view and manage your Tasks.
| | 00:43 | You can always view your Tasks from
within your calendar as well, from either
| | 00:46 | the weekly or the daily view.
| | 00:50 | And you'll see your Tasks pane at the bottom.
| | 00:52 | And of course, you can view
your Tasks from the Task section.
| | 00:55 | I'm going to click on it in the
Navigation pane to go to my Tasks.
| | 00:59 | Here's a list of all the Tasks, and if
you look at the Current View group, you
| | 01:02 | can see there's many different
options for ways to view your tasks.
| | 01:06 | We're looking at a Simple List right now.
| | 01:08 | But we can look also at a
Detailed List, or only Active Tasks.
| | 01:12 | You can look at them by Category, or, and
this is a very useful new tool, Task Timeline.
| | 01:17 | So this will show you your Tasks and
when you're supposed to have them done,
| | 01:20 | a really good visual representation
of what you have to do over the next
| | 01:23 | little while.
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| Creating a new Task| 00:00 | There are several ways to create a new Task.
| | 00:03 | You can click up at the top of the list here
where it says "Click here to add a new Task."
| | 00:07 | Let's add a new one.
| | 00:13 | So I've added "Order Pizza for dinner".
| | 00:16 | I can set a Status on it if I like,
I could set a Due Date, the Completed
| | 00:21 | Percentage, Categories, and I can say
where it is, and also set a flag on it.
| | 00:28 | So here's my new Task, "Order pizza for dinner".
| | 00:31 | I can also create a new Task by right-
clicking somewhere in the Task window and
| | 00:34 | choosing New Task, or I can click
the New button up in the toolbar.
| | 00:38 | I can also double-click anywhere on
the empty part of the To-Do List to bring
| | 00:42 | up a new Task window.
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| Setting Task details| 00:00 | What Let's set some details on a Task.
| | 00:03 | I've got a Task here with a Subject or
a name of "Write remarks for chamber of
| | 00:06 | commerce dinner", and I can
set some more details on that.
| | 00:14 | In addition to the Subject and the details, I
can also put in a Start date and a Due date.
| | 00:18 | I think I'm going to do these over the weekend.
| | 00:21 | So, I'll set the Start date as Saturday,
and I really need to have it done by
| | 00:25 | Sunday, because it's in the middle of
the week in the evening and I won't have
| | 00:28 | any other time I don't think.
| | 00:29 | I can also set the Status of it, and
actually, I've started a little bit, and I
| | 00:34 | could set the Status here, or I could
just set the Percent Complete, and notice
| | 00:38 | as soon as I set the Percent Complete
to 25%, automatically turned the the
| | 00:41 | Status to "In Progress".
| | 00:43 | Priority is, well, let's say Low.
| | 00:46 | In comparison to my business
Tasks, this is lower priority.
| | 00:49 | I can also set a Reminder on this Task, and
Sunday is definitely when I want to be reminded.
| | 00:55 | But 8 a.m is just too early;
| | 00:57 | I'm unlikely to be looking
at my computer at that point.
| | 00:59 | So let's set a Reminder to
two o'clock in the afternoon.
| | 01:04 | There's additional
details I can set for this Task.
| | 01:07 | Let's look at the Ribbon here, and
up in the Show group we have Task
| | 01:12 | is currently selected.
| | 01:13 | You can tell 'cause it's
orange and kind of highlighted.
| | 01:15 | And if I click on Details, it's
going to show me some other information,
| | 01:18 | including Date completed, Total
work, Actual work, Company and so on.
| | 01:21 | So if I want to put some other details
in here, I might need to do that, but in
| | 01:25 | this case I don't need to,
let's go back to the Task view.
| | 01:27 | Now there's some other things in the
Ribbon I can do here, such as Manage Tasks.
| | 01:31 | So if it was appropriate, I could
assign this Task to someone else.
| | 01:35 | I can choose them from my Address Book
here, and it would send them an e-mail
| | 01:41 | with a Task request with
the settings I've completed.
| | 01:44 | Notice some of the options down at the bottom.
| | 01:46 | Keep an updated copy of this task on my
task list, Send me a status report when
| | 01:50 | this task is complete.
| | 01:51 | In this way I can keep updated on
what's happening with that Task.
| | 01:55 | I'm going to Cancel the Assignment
however, 'cause this something I'm going
| | 01:57 | to need to do myself.
| | 01:59 | Now if this is a Task I'm working on
that someone else may be involved with, for
| | 02:02 | example, my manager, I might
want to Send a Status Report.
| | 02:06 | Clicking Send Status Report, it's
going to say "Task Status Report:" with
| | 02:10 | the name of the Task.
| | 02:11 | And I could for example send a status
report off to my manager about how we're
| | 02:17 | doing on this particular Task,
or how I'm doing on this Task.
| | 02:20 | I'm just going to cancel this for now.
| | 02:25 | I could also of course Mark the Task as
Complete, or I could Forward it off to someone else.
| | 02:30 | I can set Recurrence on this Task.
| | 02:33 | So, if maybe there was a monthly dinner
where I had to write some remarks, maybe
| | 02:39 | I set it up so the third Saturday of
every month I do this, that way by the next
| | 02:42 | week, by last week of each month,
I'm ready for my remarks, maybe I'm the
| | 02:46 | president and I have to open
each Chamber of Commerce meeting.
| | 02:49 | I can set the usual Recurrence settings.
| | 02:51 | Now you can Skip a given Occurrence
of it, or you can go back into the
| | 02:58 | Recurrence settings and
remove the Recurrence altogether.
| | 03:02 | So it's just going to be this
single Task with this single due date.
| | 03:04 | Of course, like any of the
other items, I can Categorize this.
| | 03:09 | Put this as Personal.
| | 03:10 | It's not really related to business directly.
| | 03:13 | I can flag it for Follow up, but it is a
Task, and I already have a reminder set.
| | 03:16 | I can also set it as Private, so that
way if it's in a format that other people
| | 03:20 | could see, they won't be
able to see the details.
| | 03:23 | In this case that's not necessary.
| | 03:24 | And of course, I have my Proofing
tools, such as spell checking and others.
| | 03:28 | And I've just put my
remarks down here in the details.
| | 03:30 | But remember there's other tabs in the
Ribbon, so in the Insert tab I could put
| | 03:34 | in Business Cards, Files,
Pictures, whatever else makes sense.
| | 03:38 | And I can format the text appropriately.
| | 03:41 | But I'm happy with the Task at this point;
| | 03:43 | I'm going to Save & Close.
| | 03:45 | And here's the updated Tasks.
| | 03:47 | Notice you can tell by the icons, there's a
down arrow that indicates its Low Importance.
| | 03:51 | We have the details here, we
can see the Percentage Complete.
| | 03:54 | The Category I've put it in, where it
is, and we could tell by the color of
| | 03:58 | the flag roughly what the Due Date is,
I know it's not today because it's a
| | 04:01 | very very light red.
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| Using Reminders| 00:00 | One of the things you can
set on Tasks is Reminders.
| | 00:03 | You can also set Reminders on e-
mails and on Calendar items as well.
| | 00:08 | Notice this e-mail in my
Inbox has a little bell beside it;
| | 00:10 | it has a Reminder set, and in my list
of Tasks in my To -Do Bar, some have
| | 00:15 | Reminders set and some don't.
| | 00:17 | I don't have one set on Order Pizza here.
| | 00:19 | So if I want to set one, I'll just right
-click on my flag, and I'll be able to
| | 00:23 | add a Reminder this way.
| | 00:24 | I'm going to cancel this for now.
| | 00:26 | Of course you can also do this
when you're in the Task list.
| | 00:32 | So I need to remember to Order Pizza for dinner.
| | 00:35 | I can right-click and choose to add a
Reminder that way, or I can just Double
| | 00:39 | click and open the item up, and set a
Reminder here in the details. And Save & Close.
| | 00:48 | What happens when a Reminder comes due?
| | 00:50 | Well, something will pop up like this.
| | 00:54 | It will tell you the Subject or the
name of the item that has a reminder set
| | 00:58 | on it, when it's due.
| | 01:00 | In this case to have one for Organizing
my E-mail that's five hours overdue, now
| | 01:04 | I can choose to Dismiss these.
| | 01:07 | I can Dismiss them All.
| | 01:09 | I can Open the items or I can Snooze them.
| | 01:11 | I'll need to Snooze them one by one.
| | 01:13 | But for example this Organize E-mail, I
just want to Snooze that for half a day.
| | 01:18 | I just decided I'm not to give time to
it, so I'm going to click Snooze, and
| | 01:22 | that one's now been
Snoozed and it's off my list.
| | 01:24 | My Project Meeting is two hours overdue.
| | 01:27 | So if I was see what that was, I'm just
realizing that maybe I missed a meeting,
| | 01:31 | I can Double click on that to open up
that item, or, I could simply select it
| | 01:38 | and click Open Item to do the same thing.
| | 01:40 | Now in nine minutes I'm
supposed to Begin a Proposal.
| | 01:44 | That's a Calendar item, and I can tell by
the icon beside it looks like a calendar.
| | 01:47 | I can Double click to open up that
Calendar item or Appointment in this case.
| | 01:52 | To work on my new project,
complete the first draft.
| | 01:54 | If I want to, I can Snooze that to
remind me closer to the start of it, right at
| | 02:02 | the start, or I can simply dismiss it.
| | 02:05 | Once you dismiss a Reminder, you will
not be reminded again, so be very careful
| | 02:09 | with doing Dismiss All, if there's
multiple Reminders that have popped up.
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| Completing and deleting Tasks| 00:00 | Eventually you're going to complete
some tasks, so how do you go about
| | 00:03 | marking them complete?
| | 00:04 | Well again, there's multiple ways to do that.
| | 00:06 | Of course, you can open the Task up,
and set its status as Completed.
| | 00:12 | Notice the Mark Complete button up in the
Manage Task group went dark as soon as I did that.
| | 00:16 | And it automatically set
the status to 100% complete.
| | 00:19 | That one has a line through it now,
indicating that's been marked complete.
| | 00:23 | I can also mark a Task as complete,
simply by clicking in the Flag column.
| | 00:28 | If I've done that in error, just click
the Flag column again to set the Flag
| | 00:31 | back, or right-click to chose a different
Flag, Add a Reminder, or Mark it as Complete.
| | 00:38 | Notice, marking Task as complete does
not remove them from your Task list.
| | 00:42 | So if you've done us a while ago and
you don't need to see it on the list
| | 00:45 | anymore, instead of just marking as
complete, you can go ahead and delete it.
| | 00:48 | You can select the item and click
Delete on your keyboard to do that, select it
| | 00:52 | and click the Delete button in the
toolbar, or you can right-click and choose
| | 00:55 | Delete to get rid of the Task.
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|
|
7. Using NotesCreating new Notes| 00:00 | Sometimes you'll feel the need to just
scribble something down quickly on a note.
| | 00:04 | Maybe it's not appropriate to create
a Task or a Calendar item for it or
| | 00:07 | even send an email.
| | 00:08 | You just want a quick place to write it down.
| | 00:10 | In Outlook, Notes is the place to do that.
| | 00:12 | In the Navigation pane, click on Notes.
| | 00:14 | And here you can make notes, and these
are the virtual equivalent of sticky notes.
| | 00:19 | To create a new note, you can click on
the New button in the toolbar, or you can
| | 00:23 | right-click in the Reading pane and
choose New Note, or just double click on a
| | 00:27 | blank area of the Reading pane,
and it will pop up a new note.
| | 00:31 | Then just type in whatever
it is you like to jot down.
| | 00:44 | You can leave your note open as you
move around throughout the application, or
| | 00:48 | even into other applications.
| | 00:50 | Notice down on the Taskbar, this note
is opening its own window, and it will
| | 00:54 | stay there so I can leave it open and
my notes will stay down there and I have
| | 00:57 | access to them even when
I'm in another application.
| | 01:00 | When you're done writing a note,
simply click the "X" to close it.
| | 01:03 | Whenever you close a note, it
will save any changes you've made.
| | 01:05 | And to go find it again, just go into the Notes.
| | 01:09 | Here's the note I already had, and my new note.
| | 01:11 | Up on the toolbar, there are some
options to view the notes in different ways,
| | 01:14 | so you can view them as Large
Icons, Small Icons, or on a List.
| | 01:19 | Also, in the Navigation pane under
Current View, there are some other options.
| | 01:24 | You can also view them in a Notes List.
| | 01:26 | You can say "Only show me notes I've
made in the last seven days" which can be
| | 01:29 | very useful to only see the
recent ones or view them by Category.
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| Forwarding Notes| 00:00 | It's great that I've made these notes
for my own use, but what if I want to send
| | 00:03 | them to somebody else?
| | 00:05 | Well, there's no problem with that.
| | 00:06 | I've made a note that Mom wants running gear.
| | 00:08 | If I double-click to open up this note,
I can forward it on to someone else.
| | 00:12 | I can do that by clicking the little
Note icon in the top left, and then
| | 00:16 | choosing an option here,
and one of them is Forward.
| | 00:20 | Another way to do this is to right-
click this note and choose Forward.
| | 00:24 | And this will open up an e-mail, and allow me
to pick somebody, or people to send this to.
| | 00:28 | So I'm going to send this to Jane, my sister.
| | 00:33 | Click OK, I can type an additional
message here if I'd like, and click Send.
| | 00:37 | And in this way, I've used the note, and
I've sent a copy of it to my sister as well.
| | 00:41 | She's using Outlook, she'll be able to
take that and stick it in her Notes View
| | 00:44 | also, and she'll have access to it from there.
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| Date/Time Stamps| 00:00 | We've got some notes now, but
how do we know when we made them?
| | 00:04 | Well, if you open up a note by double-
clicking on it, you look at the very bottom.
| | 00:08 | It keeps a date/time stamp of when that note
was last modified, and that can be valuable.
| | 00:12 | Right now, those one was last modified
at 1:36, but if I make a change, instead
| | 00:17 | of "I'm not sure of the author
", I'm going to change that to:
| | 00:21 | "I think the author is "Morgan"." I think
that's the last name possibly. Not sure.
| | 00:29 | I'm going to close that note.
| | 00:31 | Now if we open it back up, you'll
see it's changed here, and the new
| | 00:36 | date/time stamp is on there.
| | 00:38 | And of course this is how the system figures
out which ones you had in the last seven days.
| | 00:43 | And you can sort these by the Created date.
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| Categorizing Notes| 00:00 | So far in Outlook, we've been able
to assign categories to everything.
| | 00:04 | The same set of categories, so that we
have a nice cohesive way to organize things.
| | 00:08 | And of course notes are no different.
| | 00:09 | You want a site category on a note,
simply click on it, and you can either click
| | 00:15 | on the Categorize button in the toolbar,
or you could right-click on the note
| | 00:19 | and choose Categorize.
| | 00:21 | Now, you can choose one of the
categories from the list, and if I choose
| | 00:24 | Business, it'll change the color of the note.
| | 00:27 | Of course you can open the note as well,
and click on the Note icon in the top
| | 00:32 | left corner to also Categorize.
| | 00:34 | And remember, you can also go into All
Categories to manage the names of the
| | 00:38 | categories and even assign a note
more than one category if appropriate.
| | 00:48 | If you look at the notes in a List
format, you can see when it's got multiple
| | 00:51 | categories, whereas if you're looking at
it in an Icon view, you'll only see the
| | 00:55 | first of those categories, and
that's the color of the note.
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8. Advanced EmailingAdding additional email accounts| 00:00 | Outlook can manage multiple e-mail accounts.
| | 00:03 | Let's add another e-mail account.
| | 00:04 | Go to the Tools menu and
choose Account Settings.
| | 00:09 | Here's a list, and we're on the E-mail
tab of all the different e-mail accounts
| | 00:12 | that are currently set up in the system.
| | 00:14 | Right now now we only have one.
| | 00:16 | If there's some problem, or you want
to make changes to that account, you can
| | 00:18 | select it and click Change, or
you can try the Repair button.
| | 00:21 | Or, of course, you can Remove it if you like.
| | 00:23 | We'd like to add another one, so let's
click on the New button here, and it's
| | 00:26 | immediately going to ask you
what type of service you want.
| | 00:28 | Exchange or these others are
all Internet types of accounts.
| | 00:32 | Or Other, and Other are for special
types of accounts, like a Fax Mail Transport
| | 00:35 | or an Outlook Mobile Service.
| | 00:37 | We're just going to leave it on the top one.
| | 00:40 | And now it needs some information
from you, and Outlook is going to try and
| | 00:43 | figure out on its own exactly what
it needs to connect and set up that
| | 00:46 | e-mail account for you.
| | 00:47 | So we'll try that first.
| | 01:03 | You can click Next when you're done.
| | 01:04 | And the system is going to try and
establish a network connection and figure out
| | 01:09 | who you are, what the name of the
servers might be, use the credentials you gave
| | 01:14 | it to try long onto a
server and make the connection.
| | 01:16 | In this case, Outlook actually figured
out the name of my service provider, used
| | 01:20 | all my settings, found the mail
servers, made the connection, sent a test
| | 01:24 | message, and everything is ready to go.
| | 01:26 | It also knows that it's a pop3 e-
mail account, which is a common type of
| | 01:29 | Internet e-mail account.
| | 01:30 | If this didn't work, or if you want to
manually configure it, you can check this
| | 01:34 | box to manually configure
server settings instead.
| | 01:36 | Now I didn't need to do this, but I want to
show you some of the options you can choose.
| | 01:41 | It's a good idea to have Outlook
automatically remember your login information.
| | 01:45 | That way, you won't have to type it in
each time when you send and receive messages.
| | 01:49 | Now, click on More Settings for more
options here, and the one that might
| | 01:53 | get you if you're having errors is
that your outgoing mail server might
| | 01:56 | require authentication.
| | 01:57 | Now this is already turned on for me, so I'm ok.
| | 02:00 | When you come in here to your Internet
E-mail Settings, you can test account
| | 02:03 | settings and this is really handy.
| | 02:05 | You can have Outlook check to see
that it can connect to it and send and
| | 02:08 | receive e-mail messages.
| | 02:09 | And if it successful, you'll know
that everything is working fine.
| | 02:11 | Excellent, let's click finish.
| | 02:14 | Now we have both e-mail accounts
that we have set up in the system.
| | 02:21 | And only one of these is going to be
the default, and right now it was the one
| | 02:24 | that was in here first.
| | 02:25 | Send from this account by default.
| | 02:27 | If you'd like to send from a different
account by default, you can click it in
| | 02:30 | the list and click Set as Default.
| | 02:32 | I'm going to set it back.
| | 02:35 | And you can also reorder the list if you'd like.
| | 02:41 | This is a more use if you have more than two.
| | 02:44 | So I've got my Outlook
2007 as my default account.
| | 02:48 | Let's click Close, and when we send a
new message, let's see what that means.
| | 02:52 | Means when we're going to send an
email address now, we can actually choose
| | 02:55 | which one to send it from.
| | 02:57 | As we set up in the accounts, Outlook
2007 is the default one, but if I want I
| | 03:01 | can choose to send a message
from one of my other accounts also.
| | 03:04 | And you can see up here that the
messages is going to be sent via
| | 03:06 | mailsender@rogers.com, instead of
from the Outlook 2007 e-mail account.
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| Creating and using Signatures| 00:00 | Outlook 2007 will allow you to
customize your e-mail messages by
| | 00:04 | adding Signatures to them.
| | 00:05 | To configure Signatures,
simply open a new e-mail message.
| | 00:08 | In the Ribbon, in the Include group,
you'll see a button for Signatures.
| | 00:12 | And when you press it, it'll allow you
to choose from any Signatures you have
| | 00:15 | configured, and also click
Signatures to configure them.
| | 00:18 | You can see that I currently have two
different Signatures set up, one for Work
| | 00:23 | (Business Card), one for Work (plain),
and they just look a little different.
| | 00:28 | I can also choose to associate
different Signatures with different e-mail
| | 00:31 | accounts, so if I send it using one of
my alternate e-mail accounts, it may have
| | 00:35 | a different Signature attached.
| | 00:37 | I can control when I create a new
message versus a reply or forward, if any of
| | 00:42 | my Signatures are attached by default.
| | 00:44 | Even if you don't attach any by
default, you can always of course add your
| | 00:47 | Signatures using the
Signatures button in the Ribbon.
| | 00:49 | Well I've got a couple of work
Signatures configured, but I need a personal one.
| | 00:54 | So let's go and create a new one.
| | 00:56 | First we'll need to give it a name.
| | 01:02 | Once you've named it, you'll need to
use the Edit Signature box to edit and
| | 01:06 | create the Signature itself.
| | 01:07 | Type in the information you need, and then
we can use the Editing tools to configure it.
| | 01:44 | So I think I'd like my name to be a
little bit bigger, I'll choose a larger font.
| | 01:49 | Or maybe bold it.
| | 01:50 | I could also choose a different font
for the rest of the message if I'd like.
| | 02:01 | And of course I have my Bold,
Italics and Underline options here.
| | 02:04 | In addition, you can change the colors.
| | 02:07 | Automatically, it will just be black,
or if you're using a theme for your
| | 02:11 | e-mails, it will use one of the
colors that fit with the theme.
| | 02:14 | I can pick one of the colors on a theme
or I can choose another standard color.
| | 02:19 | Here, let's just choose dark blue.
| | 02:22 | In addition, you can also choose the
alignment of the text, you can add picture
| | 02:30 | or hyperlink in here, or, and this may
be the easiest way to do it, especially
| | 02:34 | if you're creating your own and you
already have a Business Card in your
| | 02:36 | Contacts, just click Business Card.
| | 02:38 | and it will allow you to choose from
your Contacts and pick a Business Card.
| | 02:45 | So I've added the Business Card.
| | 02:46 | Now this is my personal one, so the
Buisness Card might not be appropriate, I'm
| | 02:50 | going to take it back out.
| | 02:55 | I've configured my Personal
Signature, I'm just going to choose OK.
| | 03:02 | Now currently I've got a message here
that has my Work (Plain) on it, if I
| | 03:06 | want to different one, I'll click the Signature
button, and instead I'll just choose Personal.
| | 03:11 | Notice I don't have to go back edit it.
| | 03:13 | If you choose a different
Signature, it just changes it for you.
| | 03:16 | So there's no need to directly edit the message.
| | 03:18 | Also notice, one of the bonuses of
having the Business Card in your signature,
| | 03:21 | is it will also attach it to the e-mail,
so if you send an e-mail to someone and
| | 03:26 | your using your Business Signature, and
they're using Outlook, they'll be able
| | 03:29 | to add your information directly to
their Contact database quickly and easily
| | 03:33 | using the Business Card.
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| Customizing the look of your email messages| 00:00 | You can control the look and feel of
your communication in Outlook by applying
| | 00:04 | stationary themes and
backgrounds to e-mail messages.
| | 00:07 | To configure a theme for your e-mail
messages, go to the Tools menu and choose Options.
| | 00:13 | Click on the Mail Format tab, and
the Stationery and Fonts button.
| | 00:19 | Notice you can set different fonts
for new mail messages or replying.
| | 00:23 | But if you choose a theme, those
fonts will be set as part of the theme.
| | 00:26 | So let's pick a theme.
| | 00:27 | Here's a list of themes.
| | 00:30 | Notice some of them are full themes,
such as the Afternoon theme, which includes
| | 00:33 | background image, fonts, styles, and
even icons for things like bullets.
| | 00:39 | Or some of them, such as Bears, are
simply stationary, so in essence, just
| | 00:43 | a background image.
| | 00:44 | Let's choose the Canyon
theme as it's quite distinct.
| | 00:48 | Now when we click a New Message,
it's using the Canyon theme.
| | 00:55 | You can set themes for all of your
messages in Outlook, but you can also control
| | 00:59 | the background images and themes of
colors, fonts and things like that on an
| | 01:03 | individual message basis.
| | 01:05 | Create a new message and
click in the Message Details box.
| | 01:09 | Then go to the Options tab, and in the
Themes group you'll see some different
| | 01:13 | options you can choose,
such as changing the theme.
| | 01:18 | You can change the colors.
| | 01:21 | You can change the fonts.
| | 01:24 | You can change some of the built-in graphics.
| | 01:27 | You can also change the page color,
or the background image for the page.
| | 01:31 | Click on this button and you'll have the
option to choose from different colors,
| | 01:34 | some from the theme, other standard
colors, you go to More Colors or choose Fill
| | 01:39 | Effects, and there's a lot of flexibility here.
| | 01:41 | For example, instead of just choosing
this one, we can select a picture and have
| | 01:48 | that be our background image if you'd like.
| | 01:52 | Or you can choose a gradient, So let's make
a gradient of two colors here from our theme.
| | 02:04 | We'll do it vertically.
| | 02:05 | Left to right, you can also
include textures here or other patterns.
| | 02:13 | So in this way you have complete
control over the background, the themes and
| | 02:16 | colors of each message.
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| Polling with Outlook| 00:01 | Outlook 2007 provides tools for
you to conduct polls via e-mail.
| | 00:05 | So you can create polls using voting
buttons, send them out, get the results
| | 00:09 | back and track those results.
| | 00:11 | Let's create a poll.
| | 00:12 | Just open a new e-mail message, and in
the Options tab of the Ribbon, one of the
| | 00:18 | options is Use Voting Buttons.
| | 00:20 | If we press this, we're
going to be given some options.
| | 00:22 | Would you like to have Approve or Reject,
Yes;No, Yes;No;Maybe, or something custom.
| | 00:28 | Let's just go with a simple Yes;No in this case.
| | 00:31 | You'll need to choose who
you're going to send it to.
| | 00:33 | Going to send it to myself.
| | 00:37 | And I'll send it for my alternate account
here just so that I can get it to work properly.
| | 00:43 | So let's put in some details about this.
| | 00:57 | So I've put in a poll that says "Should
we have an open bar at the Holiday party?"
| | 01:00 | Think I know what the response will
probably be, but let's send out this poll.
| | 01:05 | When I Send/Receive my e-mail
next, that will be send out.
| | 01:08 | What does it look like when
you're asked to respond to a poll?
| | 01:11 | Well I've got a message here
I've been asked to respond to.
| | 01:14 | Notice in the Reading pane
it says "Click here to vote."
| | 01:17 | "Please use the voting tools to indicate
if you think Friday morning at 10 AM is
| | 01:20 | the best time for the status meeting."
| | 01:21 | I can click on these and then vote here.
| | 01:24 | Or, I can double-click to open the
message, and I see the same message and also
| | 01:28 | at the top, "Vote by clicking
Vote in the Respond group above."
| | 01:31 | There is the Respond group.
| | 01:33 | Here's the Voting tools.
| | 01:34 | And I can choose Yes, No,
or Maybe, Let's choose Yes.
| | 01:38 | Notice that when you choose Yes,
it's going to send a response.
| | 01:40 | Of course, that response will be sent
via e-mail, and I can choose to just
| | 01:44 | send it now, saying what my answer
was, or I can edit the response before
| | 01:48 | sending if I'd like.
| | 01:49 | I'm just going to send the response.
| | 01:51 | Notice it says "You responded Yes
on Friday December", and the time.
| | 01:55 | I'm going to close this message now.
| | 01:59 | So, when you send out a poll and people
reply to it, how do you recieve the results?
| | 02:03 | Well, you get the results in e-
mail messages, such as this one.
| | 02:09 | The sender responded "Approve."
| | 02:10 | If you want to track the results for
more than one people at time, you'll need
| | 02:15 | to go to Sent Items and
look for the poll you sent out.
| | 02:19 | Here's one I sent out.
| | 02:20 | Notice the different icon that indicates
that this message has a poll attached to it.
| | 02:24 | If you double-click to open the
message that you sent out, You'll see a new
| | 02:28 | group in the Ribbon called Show.
| | 02:30 | We're showing the message now, but if
you want see the results, choose Tracking,
| | 02:34 | and here you'll see the results.
| | 02:35 | I had one reply here, which was Approve,
and zero Reject, and you can see all
| | 02:39 | the details of who responded,
how they responded, and when.
| | 02:42 | Also remember, you can Copy and Paste
this information into an Excel Spreadsheet
| | 02:47 | or something like that, if you'd like
to create a different kind of report.
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| Tracking messages| 00:00 | Outlook will allow you to track
when recipients both receive and read
| | 00:05 | e-mail messages you send.
| | 00:06 | To turn on tracking for a given e-mail
message, go to the Options tab of the
| | 00:10 | Ribbon, and in the Tracking
group, you'll see two options.
| | 00:13 | One to Request a Delivery Receipt, and
that Delivery Receipt will be an e-mail
| | 00:18 | that you'll get when the
message lands in that person's inbox.
| | 00:21 | And another to Request a Read Receipt.
| | 00:23 | So you'll get this one back when
they actually read the message.
| | 00:26 | Now bear in mind, two things have to
happen for these receipts to work properly.
| | 00:30 | Number one, the person who your sending
it to needs to be using an email program
| | 00:34 | that understands Read and Delivery
Receipts, and that means probably they're
| | 00:37 | going to need Outlook.
| | 00:38 | Second, they have a choice on whether
or not to respond to these Read Receipt
| | 00:42 | requests, so they can decline, and you
can also set Outlook to automatically
| | 00:47 | decline to send these receipts if you
like, so you may or may not get a response
| | 00:50 | depending on what choices the
person you're sending it to has made.
| | 00:53 | We've chosen some tracking on this
particular e-mail message, so let's send it.
| | 00:57 | In my Inbox, I've got a Tracking Receipt here.
| | 01:03 | So this message to Sean P. Conrad,
with a subject of "Tracking" sent on a
| | 01:08 | certain date and time was
read at a certain date and time.
| | 01:10 | So you can get e-mail messages
back for those Read Receipts.
| | 01:16 | If you want to track it on a per
message basis, maybe you sent this message to
| | 01:20 | multiple people and you want to see
who read it and when, find a message in
| | 01:24 | the Sent Items folder.
| | 01:26 | And when you look in there, it will
have an icon next to it that indicates
| | 01:29 | there's something special about this,
that there's some tracking options turned on.
| | 01:33 | Open it up, and you'll be able see in
the Ribbon in the Show group an option
| | 01:37 | for Tracking, and you can see who read this
message and when, or who received it and when.
| | 01:45 | You can manage how Outlook treats Read and
Tracking Receipt requests in your Options.
| | 01:51 | So from the Tools menu, choose
Options, and in the E-mail section of the
| | 01:57 | Preferences tab, choose E-mail Options.
| | 02:03 | Then choose Tracking Options.
| | 02:06 | Here you can set your options for tracking.
| | 02:08 | One of them is "After processing move
receipts to", so if you use tracking
| | 02:12 | regularly, you can have your tracking
messages automatically move to Deleted
| | 02:17 | Items or moved somewhere else.
| | 02:19 | So you can save them in a
given folder if you'd like.
| | 02:23 | You can also Delete blank voting and
meeting responses after processing.
| | 02:27 | So once Outlook has tracked the
responses to those, you can delete the messages
| | 02:31 | that come back to the receipts themselves.
| | 02:33 | You can also say "For all messages
I send, I would like to send Read
| | 02:37 | and/or Delivery Receipts."
| | 02:38 | But I don't recommend this.
| | 02:40 | If you ask for a Read Receipt on
every single message you send, chances are
| | 02:44 | the people you're e-mailing are quickly going
to set their Outlook to never send a response.
| | 02:48 | So I recommend you only turn on Read or
Delivery Receipts on messages that are
| | 02:52 | important and only do it once in a while.
| | 02:54 | These bottom options will determine
how your Outlook handles requests for
| | 02:59 | receipts, whether you always send
a response and that would happen
| | 03:02 | automatically, or never send a
response, also automatically, or to ask you.
| | 03:06 | And that's the default.
| | 03:08 | So before sending a response, Outlook
will ask if you'd like to respond or not.
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| Directing replies to another email address| 00:00 | Sometimes you may like to send out an e
-mail message, and when people reply,
| | 00:04 | have the reply not go to you.
| | 00:06 | In the Options tab on the ribbon of
your new e-mail message, go into the More
| | 00:10 | Options area, and there's option here
to Direct Replies To, somebody else.
| | 00:15 | When you click on it, it's going to
bring up the full Message options.
| | 00:18 | So, this includes other things as well,
such is your Importance, Sensitivity.
| | 00:23 | Your Security Settings, and of course
your Voting options as well, and your
| | 00:26 | delivery and read receipts.
| | 00:28 | But one of the options here is to
have reply sent to somebody other than
| | 00:31 | the person sending it.
| | 00:32 | So I'm going to select some other
names here, I'm going to choose Fred.
| | 00:36 | So I'm going to have the replies not
go to myself, I'll take me out, and only
| | 00:40 | have the replies go to Fred.
| | 00:43 | Course, you could have the
replies go to both if you like.
| | 00:45 | I'm going to close my options
here, and send this message.
| | 00:51 | Now, here's a message I already have,
that was sent with those same options.
| | 00:55 | So if I open it up, and I choose Reply,
Notice it came from Mailsender@Rogers.
| | 01:00 | But if I choose reply, the person
that's filled in is Fred MacKay.
| | 01:05 | So you can use this in situations were
you need to send an e-mail and have the
| | 01:08 | response is go to someone else, maybe
to a single person other than yourself.
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| Configuring the Junk E-mail Filter| 00:00 | A challenge we all face in dealing
with our e-mail these days is handling
| | 00:04 | junk e-mail or spam.
| | 00:05 | You may have noticed the Junk E-mail
folder that's here by default when you
| | 00:08 | first open up Outlook.
| | 00:09 | Outlook comes with a junk e-mail
filtering tool, and it's turned on by default.
| | 00:13 | To change your junk e-mail settings, go
to the Tools menu, and choose Options.
| | 00:19 | From the Preferences tab here in the E-
mail section, click on the Junk E-mail
| | 00:23 | button, and it's quite
prominent because it's blue.
| | 00:25 | Here's all of your Junk E-mail Options.
| | 00:29 | Notice by default it's turned on, and
the most obvious junk e-mail is moved to
| | 00:33 | the Junk E-mail folder automatically.
| | 00:35 | If you like, you can turn it off,
and have No Automatic Filtering.
| | 00:38 | Now in this case, if you have
somebody set up in your Blocked Senders list,
| | 00:42 | it'll still put them in the Junk E-mail
folder, but it won't do anything else.
| | 00:45 | Only those in your Blocked Senders list
would be put in the Junk E-mail folder.
| | 00:49 | With the e-mail environment today,
that's usually not a valid option.
| | 00:53 | Although it's set to low by default,
you can also set it to High, in which case
| | 00:57 | more things will be classified
as junk e-mail automatically.
| | 00:59 | But you should check your Junk E-mail
folder regularly for real message that
| | 01:04 | you want to keep, so that you can move
them back in to your Inbox, where appropriate.
| | 01:07 | In my experience, Low and High
both will get some real messages and
| | 01:12 | classify them as junk.
| | 01:13 | So since you're going to have to be
checking the Junk E-mail folder anyway, I
| | 01:16 | recommend you set it to High at a minimum.
| | 01:18 | You can go one step higher than that
actually, and say "Only e-mail from my
| | 01:22 | Safe List can come in."
| | 01:23 | So only from senders I've deemed safe,
e-mail that's sent to recipients I've
| | 01:27 | deemed safe, or their entire domains
will be put in my Inbox, and everything
| | 01:32 | else will be classified as e-mail.
| | 01:33 | Now by default, anyone in your Contacts
database would also be classified as a
| | 01:37 | safe sender, and those
messages would stay in your Inbox.
| | 01:40 | You're going to have more things in
your Junk E-mail box, at least initially
| | 01:43 | this way, but it'll quickly allow you
to build your list of safe recipients and
| | 01:47 | senders so that you only
get the e-mail you want.
| | 01:49 | I'm going to set this back to High.
| | 01:52 | There's some other options we can set here.
| | 01:53 | There's an option to permanently delete
suspected junk e-mails instead of just
| | 01:57 | putting them in the Junk E-mail folder.
| | 01:59 | Now for most of us, this isn't going
to be a good option, because on the
| | 02:02 | occasion where the Junk E-mail folder
identifies a real message I want as junk
| | 02:06 | and puts it in the folder, in this case
it would just delete it altogether, and
| | 02:09 | I'd never even know.
| | 02:10 | However, if you've been using Outlook
for quite a while, and you've got your
| | 02:13 | junk e-mail filter highly fine-tuned,
you have your Safe Senders and Safe
| | 02:17 | Recipients lists well built, and you
almost never see anything that shouldn't be
| | 02:21 | there in your Junk E-mail folder,
then maybe you could turn that on.
| | 02:24 | You have the option to Disable links and
other functionality in phishing messages.
| | 02:28 | This is turned on by
default, and it is recommended.
| | 02:31 | And that just means, if you get a
message it classifies as junk, it might be a
| | 02:35 | phishing message, which means it might be,
for example from a scammer or spammer
| | 02:39 | sent you e-mail that's designed to
look like it comes from your bank in an
| | 02:42 | effort to try and steal your personal
information, will disable all the links.
| | 02:45 | Simply put, if it's in the Junk E-mail
folder, the system is automatically, if
| | 02:49 | this is checked off, going to disable
all links and pictures and things like
| | 02:53 | that in the e-mail messages, and that
just makes good sense so that when you're
| | 02:57 | looking at your junk e-mail to make
sure it's all junk, you don't accidentally
| | 03:00 | click on one of those links
and cause yourself a problem.
| | 03:02 | By default, it will warn you about
suspicious domain names in e-mail addresses,
| | 03:07 | and that just makes good sense.
| | 03:08 | Also at the bottom, when sending an e-
mail, by default, this is turned on, the
| | 03:12 | system will postmark the messages to
help e-mail clients distinguish what's
| | 03:15 | real and what's junk.
| | 03:16 | Now all this really means is it'll take
an extra second or two when it goes to
| | 03:19 | send an e-mail message to
put on this little postmark.
| | 03:23 | Spammers can't afford to take that
extra time, the computational power to
| | 03:26 | generate that postmark, so they won't do it.
| | 03:28 | It means if you're sending an e-mail
to someone you haven't sent before, so
| | 03:32 | maybe you're not in their Safe Senders
list or their Contact database yet, they
| | 03:35 | can look at this postmark with their
Outlook program and know that it comes from
| | 03:38 | someone real and that it's not junk.
| | 03:39 | So leave this on to ensure that your e-
mails don't get classed as junk by others.
| | 03:44 | Now let's look at some of the Safe Lists.
| | 03:46 | First is, Safe Senders.
| | 03:49 | This is a list of e-mail
addresses or domains that are safe.
| | 03:53 | So if an e-mail comes from one of
these domains or a e-mail addresses
| | 03:56 | will automatically classified as safe and
we will not put it in the Junk E-mail folder.
| | 04:01 | Now you can add individual e-
mails or entire domains to the list.
| | 04:05 | For example, I've added Halogen Software here.
| | 04:08 | So, any emails coming from any e-
mail address @hologensoftware.com are
| | 04:13 | automatically considered safe and
will not be subjected to the junk
| | 04:16 | e-mail filter rules.
| | 04:18 | Also notice by default, it says "
Also trust e-mail from my Contacts."
| | 04:22 | So anybody who sends me an e-mail
that's in my Contact database, chances are I
| | 04:26 | don't want to filter that as junk, so
this makes sense to leave turned on.
| | 04:29 | You can also click on "Automatically add
people I e-mail to the Safe Senders list."
| | 04:34 | That way if I send an email
to someone by typing in the To:
| | 04:38 | box for example, and they're not in
my Contact database, the system will
| | 04:41 | automatically add it to this list.
| | 04:42 | It's a great and easy way to
automatically build the Safe Senders list, and I
| | 04:46 | recommend you turn it on.
| | 04:47 | Note that, for these lists, you can
import and export these from a file, so if
| | 04:52 | you had a previous version of Outlook,
or a different e-mail program that
| | 04:56 | included a list of Safe Senders, and you
exported that, you could then import it
| | 05:00 | into Outlook here, or vice versa.
| | 05:01 | Now let's go to the Safe Recipients.
| | 05:05 | In this case, e-mails sent to an
address or domain name on the Safe Recipient
| | 05:08 | list will never be treated as junk mail.
| | 05:10 | This is really something that you run into
when you subscribe to mailing lists, I find.
| | 05:14 | So for example, the Bugtraq
mailing list at Security Focus.
| | 05:18 | Any e-mails that were sent to that list,
I have put in my Safe Recipients list,
| | 05:22 | and of course you can add both e-
mail addresses or an entire domain name.
| | 05:26 | So, I could cover all of the different
security focused mailing list just by doing this.
| | 05:35 | And again, we can Import or
Export this list from a file.
| | 05:39 | We have another tab for Blocked Senders.
| | 05:41 | When you add someone to the Blocked
Senders list, any e-mail coming from them or
| | 05:45 | their domain if it's listed by domain
here, will automatically be treated as
| | 05:48 | junk and thrown in the Junk E-mail folder.
| | 05:50 | And of course we can Import
or Export this list as well.
| | 05:53 | Lastly, we can make blocking international.
| | 05:56 | By blocking Top-Level
Domains or Blocked Encodings List.
| | 06:00 | Let's start with the Top Level Domains.
| | 06:02 | Top-level domains are
typically things like countries.
| | 06:06 | So for example, if I decided that I
was getting a whole bunch of spam from
| | 06:12 | Turkmenistan, I could just say any e-
mail coming from Turkmenistan, I'm going to
| | 06:17 | classify as spam and put it in my Junk E-mail.
| | 06:20 | You have to be very careful doing this,
because if you can, if you rule of an
| | 06:23 | entire country and there's anyone
who sends you a valid e-mail from that
| | 06:26 | country, it will just get classified as spam.
| | 06:29 | However, sometimes you'll get all
barrage of e-mail from certain overseas
| | 06:32 | country, and you'll want filtered it
out, and this is an easy way to do it.
| | 06:36 | Another thing you can do is block e-
mails with a certain type of encoding.
| | 06:40 | So for example e-mails that are
in other languages that you don't
| | 06:43 | understand, you can easily just
filter them all out and tell the system,
| | 06:46 | "These are all junk."
| | 06:47 | The best way to do this I find is just
to select all, and uncheck the only one
| | 06:52 | that the majority of us
understand, and that would be US ASCII.
| | 06:55 | If you're an English speaker, then than this
is probably the only encoding you might need.
| | 06:59 | If you speak another language,
make sure it's not on the list.
| | 07:01 | I'm going to click OK, and filter
out all of these except US ASCII 2.
| | 07:08 | Click OK when you're done
setting your options, OK again.
| | 07:11 | And now you'll find that your new
settings have taken effect, and whenever you
| | 07:14 | receive new e-mail, it will
automatically run this filter and treat the
| | 07:18 | messages accordingly.
| | 07:19 | Well let's take a look at the Junk E-mail
folder, and some of the messages I've got in here.
| | 07:24 | Open one of the messages up, and
you'll note that in the Junk E-mail group in
| | 07:28 | the Ribbon, there's some
other things you can do.
| | 07:30 | So if you want to Block this Sender,
you can click the Block Sender Button, and
| | 07:35 | it will automatically add this e-
mail address to the Block Senders list.
| | 07:41 | Something else you can do is you
can add somebody to a Safe List.
| | 07:46 | So, if this message got in here, but
it's from somebody you really want to get
| | 07:50 | e-mail from, you can add
them to the Safe Senders list.
| | 07:53 | You can add their entire
domain to the Safe Senders list.
| | 07:56 | Or you can Add Recipients
to the Safe Senders list.
| | 07:59 | So in this case, it'll add who it was To:
| | 08:01 | to the Safe Senders list
instead of who it was from.
| | 08:06 | You could also just say "Hey, this is Not Junk!"
| | 08:09 | When you do that, it asks you if you
would like to always do that, and it's
| | 08:12 | going to move the message and put
it right back in the Inbox folder.
| | 08:16 | So now when I go back to the Inbox, I can
find that message in here. And there it is.
| | 08:20 | In addition to the options when you
open an e-mail, you can also right-click
| | 08:23 | on an e-mail message, and use some of
the junk e-mail options here to some of
| | 08:27 | the same operations.
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| Using Rules to stay organized| 00:00 | Another great tool Outlook gives
you to help stay organized are Rules.
| | 00:04 | You can use Rules to do things like
when messages come in from your boss,
| | 00:07 | automatically set them as high importance.
| | 00:10 | Or automatically flag them for follow-
up, or how about take messages with a
| | 00:13 | certain word, like saying meeting in
the subject line, and put them in the
| | 00:17 | folder called Meetings.
| | 00:18 | Let's go to the Tools menu to get at the Rules.
| | 00:21 | Choose Rules and Alerts.
| | 00:22 | Here you'll see any Rules you already
have, and there's one in here by default.
| | 00:28 | It says "Clear categories on mail".
| | 00:30 | So when you receive mail, if it's
had a color category set on it, it'll
| | 00:33 | automatically clear that so
that you can set your own.
| | 00:36 | Let's create a New Rule.
| | 00:38 | And we have two ways we can do this.
| | 00:40 | We can choose one from a template, so
we can say, move messages from someone to
| | 00:45 | a folder, or move messages with
specific words in the subject to a folder, or
| | 00:50 | you can start from a blank Rule that
will either check messages when they
| | 00:53 | arrive, or after they've been sent.
| | 00:56 | In this case, I'm just going to do a
blank one so I can show you what some
| | 00:59 | of the options are.
| | 01:00 | Check messages when they arrive,
so when I get new messages...
| | 01:03 | Let's click Next...
| | 01:06 | We can first set some conditions.
| | 01:08 | In this case, I want to check messages
that have specific words in the subject.
| | 01:13 | To set what the words are, come down
here in Step Two and click on "specific
| | 01:17 | words", and you can type the
words you want in the list.
| | 01:24 | Note that you can add multiple
words in here in the search list.
| | 01:27 | Note that you can use multiple
conditions, so I've set a condition of "Apply
| | 01:32 | this rule after the message
arrives with meeting in the subject."
| | 01:36 | I can also say where my name is in the To: box.
| | 01:38 | And notice the "and" here, so we'll
build a set of conditions together.
| | 01:44 | I just want things with meetings
in the subject, so let's go Next.
| | 01:47 | And you can do a variety of things,
from moving it to a specified folder, which
| | 01:53 | is exactly what we want to do.
| | 01:55 | So, to choose the folder, I'll click on
the word "specified" down below, and I
| | 02:00 | wanted to put it in my Meetings
folder here under Saved Messages.
| | 02:04 | Notice I can click New to create a
folder right at this time if I'd like.
| | 02:08 | You can do lots of things with these
messages, copy to a specific folder instead
| | 02:12 | of moving it, forward it automatically
to people or a distribution lists, set or
| | 02:18 | clear a flag, print it, play a sound,
start an application, mark it as read, run
| | 02:23 | the script, all kinds of things you can do here.
| | 02:25 | Even perform a custom action.
| | 02:27 | But I just want to move it to the Meetings
folder, so that's fine for now, I'll click Next.
| | 02:32 | You can also set exceptions, say don't
do this if it's flagged for action, or if
| | 02:40 | my name is in the Cc box.
| | 02:41 | I don't need any exceptions, but
there's a great many to choose from here.
| | 02:45 | Now, we'll give it a name.
| | 03:01 | Try and be very descriptive.
| | 03:02 | Move messages with "meeting" in
the subject to the "Meetings" folder.
| | 03:06 | Step two is to run this Rule now, and
by default, it's set to turn on the Rule.
| | 03:12 | If it's a rule you want to run all the
time, make sure you leave this to turned on.
| | 03:17 | I'm also going to run it now, because I want
it to run on messages in my Inbox currently.
| | 03:21 | I'm ready to go, I'm going to choose Finish.
| | 03:26 | Notice that at any time, you can take a
look at your list of Rules, and only the
| | 03:30 | ones with a checkmark beside
them will be on, or working.
| | 03:34 | If you only want to run a Rule sometimes,
don't check it off here, so don't turn it on.
| | 03:39 | Then just click on Run Rules Now.
| | 03:42 | When you do that, you can choose
which ones you'd like to run, and on what
| | 03:47 | folder you'd like to run them.
| | 03:48 | And you could include subfolders or not.
| | 03:51 | You can apply it to all messages, or
only certain ones like to read or unread
| | 03:54 | and then choose Run Now.
| | 04:00 | You also have some other Options here.
| | 04:02 | Primarily, you could Export and Import
your Rules, and if you've a upgrade your
| | 04:06 | version of Outlook, you
can also upgrade your Rules.
| | 04:09 | The new Rules in 2007 give you many
more options and are much more flexible.
| | 04:16 | You can also Enable Rules on RSS Feed
if you like, but in most cases, I don't
| | 04:20 | find this applicable.
| | 04:24 | So we created our new Rule and ran it,
and now if we check in the Meetings
| | 04:27 | folder, here are two messages that had
the word meeting in the subject, and they
| | 04:31 | were both automatically
put into the Meetings folder.
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| Reading RSS feeds| 00:00 | In addition to using Outlook to read
your e-mail, new to Outlook 2007, you can
| | 00:04 | also use it to read RSS feeds.
| | 00:07 | In the Navigation pane, click on RSS
Feeds, and you'll see a page in the
| | 00:10 | Reading pane explaining it.
| | 00:12 | It stands for Really Simple
Syndication, and it's basically just a way to
| | 00:15 | subscribe to frequently updated
webpages, such as news and blogs and things
| | 00:19 | like that, and download the content to Outlook
or to any other RSS feed reader in one place.
| | 00:24 | That we you don't have to go searching
around on the Internet to different sites
| | 00:27 | just to see it if they've
got any new articles or not.
| | 00:29 | The new articles, when they're
available, will automatically be pulled in.
| | 00:33 | Now, lower down on this page,
there's some feeds you can subscribe to.
| | 00:37 | There's a couple of other
ways to subscribe to a feed.
| | 00:39 | But we'll start with this one.
| | 00:40 | Let's just subscribe to the
Inside Office Online blog.
| | 00:45 | You just get a warning here that you should
only subscribe to sources you know and trust.
| | 00:50 | If you want, you can click Advanced
to make some settings here, so you can
| | 00:53 | change the name of it, change where
it's stored, choose to automatically
| | 00:56 | download Enclosures in the
full article if you want as well.
| | 01:00 | That might be useful if you're using a
laptop and you want Outlook to go and get
| | 01:03 | everything you need in the feed so
that you don't need to be connected to the
| | 01:06 | Internet to read the articles.
| | 01:08 | Click Yes to add the feed.
| | 01:10 | And we'll connect to the feed and
go out to the internet and download
| | 01:15 | the various articles.
| | 01:16 | So notice, it's grouped by day, so
yesterday, Monday, so on and so forth.
| | 01:20 | And this one is titled, "
In case you didn't know..."
| | 01:22 | Here's the first few lines of the article.
| | 01:24 | If I want to read more, I can click on
this link, and it will open up my web
| | 01:30 | browser and take me to that
article in the Office Online blog.
| | 01:36 | You can also add RSS feeds by right-clicking
on RSS feeds and choosing Add New RSS Feed.
| | 01:43 | Of course, you'll need the
URL or a link to the feed.
| | 01:49 | Another way to do it is from the Tools menu.
| | 01:51 | You can go to Account Settings, and one of
the types of accounts you can add is RSS Feeds.
| | 01:57 | Notice the Inside Office
Online one we've already added.
| | 02:00 | We can click New to add another new feed.
| | 02:03 | Where do you get these URLs with these links?
| | 02:05 | Well, when you're surfing popular
websites, you can look for the RSS icon,
| | 02:09 | that orange icon, and it will give you the
link to that feed so you can subscribe to it.
| | 02:14 | So you can just go Copy that link and then
Paste it into the feed here and click Add.
| | 02:19 | You can then choose to modify the settings
if you want and click OK to add the feed.
| | 02:24 | Now that we've added it, if you look
beneath RSS feed in the Navigation pane, we
| | 02:30 | can see 40 articles in here from digg.
| | 02:34 | Digg updates very frequently, so
there's a lot articles from digg at one time.
| | 02:38 | In this way, you can use Outlook, not
only to read and manage your e-mail, but
| | 02:41 | manage your news sites and things like
that as well and have all the stories you
| | 02:45 | need in one convenient place.
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|
|
9. Administering OutlookCleaning up your mailbox| 00:00 | In addition to staying organized, Outlook
gives us a tool to help keep our Inbox clean.
| | 00:05 | Go to the Tools menu,
and choose Mailbox Cleanup.
| | 00:09 | Here there's a few different tools that
we can use to help keep a handle on the
| | 00:13 | size of our mailbox.
| | 00:15 | First, click on View Mailbox Size, and
you can see just how big your mailbox is,
| | 00:19 | including where the size is, so which
folders have how much information in them.
| | 00:26 | You also have some search options to
find items older than a certain number of
| | 00:30 | days, or to find items larger than certain size.
| | 00:33 | In this way you can find the things
that are either older or really are causing
| | 00:36 | you a problem because they're very large,
maybe they have some big attachments,
| | 00:39 | and you want to get rid of those.
| | 00:40 | Or, you can click AutoArchive, to go
turn on your AutoArchiving and run it now.
| | 00:45 | We will be looking at the
AutoArchiving setups in a little bit.
| | 00:48 | You can also View the Deleted Items size,
and we have 69 KB worth of things in
| | 00:53 | there, and no folders in there at this point.
| | 00:55 | And Empty your Deleted Items.
| | 00:59 | These tools will help you clean up
your mailbox quickly and efficiently.
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| Configuring Outlook options| 00:00 | There are a huge number of options
you can set in Microsoft Outlook, and we
| | 00:04 | won't have time in this training
material to go through painstaking detail
| | 00:08 | of every single one.
| | 00:09 | But let's do a brief overview of the
options, so you'll know where to go looking
| | 00:12 | for things you might want to change.
| | 00:14 | In the Tools menu, choose Options.
| | 00:18 | You'll start in the Preferences tab,
where you can find buttons to change the
| | 00:22 | options and set some preferences for
the different items available in Outlook.
| | 00:25 | For example, in e-mail options,
you can set whether or not copies are
| | 00:30 | automatically saved in the Sent Items folder.
| | 00:32 | Or, after you move or delete an open
item, do you return to the Inbox, or do
| | 00:36 | something else, like open
the next or the previous item.
| | 00:41 | There's options you can set and
preferences for Calendar items, Tasks, Contacts
| | 00:46 | and Notes, and Searching.
| | 00:47 | You can also configure some settings
for Mobile devices, if you connect to
| | 00:52 | those through Outlook.
| | 00:53 | Let's go to the Mail Setup tab.
| | 00:57 | E-mail Accounts takes you to
the Account Settings dialog box.
| | 01:01 | We were in here before, and you can get
to it directly from the Tools menu, by
| | 01:05 | choosing Account Settings.
| | 01:06 | This is and where we
added another e-mail account.
| | 01:09 | And as you'll notice, there's other
tabs here we have available, such as Data
| | 01:12 | Files and RSS Feeds.
| | 01:16 | You can change the Send/Receive settings.
| | 01:19 | By default, Outlook will
send messages immediately.
| | 01:22 | Soon as you click Send, if you're connected.
| | 01:24 | You can change that by un-clicking it.
| | 01:26 | Clicking on Send/Recieve will allow you
to further configure what happens when
| | 01:29 | you send and receive.
| | 01:31 | Which accounts get sent and received.
| | 01:33 | If you want it to be different, and
also the automatic scheduling, so by
| | 01:36 | default, Outlook will check for new messages
and do a send and receive every 30 minutes.
| | 01:41 | You can turn that functionality off,
so it only does it when you choose, or
| | 01:44 | press Send/Receive in the toolbar.
| | 01:47 | Or you can change the time in
which it automatically does it.
| | 01:52 | You can change the Data Files, and this
takes us to the Account Settings again,
| | 01:55 | just to the Data Files tab, and here
you can do things such as choose Personal
| | 01:59 | Folders, click Settings, and you can
configure where these folders are saved.
| | 02:04 | It's also a good way to locate a file
if you're looking to back up a file.
| | 02:07 | You can Change the Password on it if
you like, and you can Compact the file to
| | 02:12 | go through and make it smaller.
| | 02:13 | It's a good idea to do that from time to time.
| | 02:21 | You can configure Dial-up settings,
if you're configured to the Internet on
| | 02:25 | a dial-up connection.
| | 02:26 | The Mail Format tab allows us access
to a couple of things we've used before,
| | 02:30 | such as Stationary and
Fonts, or Signatures dialogs.
| | 02:33 | But you can also go into the Editing
options here for the e-mail editor itself.
| | 02:38 | You can also configure some other
things, like what Message Format you send
| | 02:42 | e-mail in by default.
| | 02:44 | The Spelling tab has
something I always like to turn on.
| | 02:48 | I like to always check spelling before
sending an e-mail message, this is not
| | 02:51 | turned on by default, so you may
want to enable this if you make as many
| | 02:54 | spelling mistakes as I do at least.
| | 02:57 | There's further settings you can
set for spelling and auto-correction.
| | 03:02 | In the Other tab, there's a few
other things, you might want to modify.
| | 03:04 | For example, under the General
section, we have Empty the Deleted Items
| | 03:09 | folder upon exiting.
| | 03:10 | This is a good way to help keep
that Deleted Items folder empty.
| | 03:13 | And you can also change the defaults
and make Outlook the default program for
| | 03:18 | e-mail and things like that.
| | 03:19 | Another valuable one is AutoArchive.
| | 03:22 | AutoArchive is enabled, or turned on
by default in Outlook 2007, and every 14
| | 03:28 | days it will automatically go through
your list of items, looking for things
| | 03:31 | that are older than six months and
archive them or move them in to an
| | 03:34 | Archived Items folder.
| | 03:35 | It puts them in a separate file, so
that they're not mixed in with your regular
| | 03:39 | personal folders, and it helps
keep the size of your Inbox down.
| | 03:42 | You can change these settings, and then
click Apply these settings to all folders.
| | 03:46 | You have the ability to set different
archive settings on each folder if you'd
| | 03:50 | like, but usually it makes sense to
set the same ones on all the folders.
| | 03:54 | If your network administrator has a
Retention Policy, and this will usually be
| | 03:58 | the case if you're connected to an
Exchange server, you'll see that here, and
| | 04:02 | you may be able to get more
information by clicking this button.
| | 04:07 | There's a couple of other options you
can set here for the different panes, the
| | 04:10 | Navigation pane for example, what shows
up in it, or the To-Do Bar in Outlook.
| | 04:16 | But otherwise we've been
through all of the different options.
| | 04:19 | At least from a high level.
| | 04:21 | Usually the best way however, to
figure out where you need to go to change an
| | 04:25 | option or change the behavior in
Outlook is simply to use the Help.
| | 04:28 | Search through the Help, and it will
usually end up referring you back to the
| | 04:31 | Options dialog box to make the changes you need.
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| Backing up and restoring your Outlook information| 00:00 | It's a good idea to back up all of your
Outlook information from time to time.
| | 00:04 | Now there is a tool that will help you
do this a little bit easier on the Office
| | 00:08 | Online website, called the PST Backup tool.
| | 00:10 | But you don't really need that tool, if
you want, you can do it yourself by just
| | 00:13 | by exporting all the information.
| | 00:15 | To do this, from the File
menu, choose Import and Export.
| | 00:20 | Then you'll need to
choose what you'd like to do.
| | 00:22 | In this case, Export to a file.
| | 00:24 | If I'd like to make a backup or save my
information and then just choose Next.
| | 00:29 | Choose what type of file, and the one you
want to use is Personal Folder File, or PST.
| | 00:35 | Click Next, and then choose what
information you'd like to back up.
| | 00:39 | Now, Outlook stores everything in a folder.
| | 00:42 | So if you just choose Personal Folders,
or if you're connected to an Exchange
| | 00:46 | server, you might choose your entire mailbox.
| | 00:48 | If you're in a corporate environment,
connected to an Exchange server, also
| | 00:51 | remember your corporate information
managers already back up your mailbox in
| | 00:55 | that, along with the rest of
the Mail on that server, I'm sure.
| | 00:58 | But if you want to make your own
backup, you can do that this was well.
| | 01:00 | So we're just going to choose Personal
Folders, and Include subfolders, and that
| | 01:05 | will include everything.
| | 01:07 | You can click Filter if you like, and
set various filters in here to take only
| | 01:11 | certain things or leave some things out.
| | 01:12 | I'm just going to take it all. Click Next.
| | 01:15 | And you'll need to put it somewhere.
| | 01:19 | You can browse and place that where you'd like.
| | 01:21 | I'm going to put it right on my Desktop.
| | 01:24 | I'll just call it backup, which is the
default, and it's as type Personal Folder File.
| | 01:29 | That's ok.
| | 01:31 | There are some options
here on what you'd like to do.
| | 01:33 | If you're backing it up and writing
over the same file that you've used before,
| | 01:36 | do you want to Replace duplicates with
items exported, or Allow duplicate items
| | 01:40 | to be created, or Do not export the duplicates.
| | 01:43 | I usually Replace the duplicates, as it's
rare that I back it up to the same file.
| | 01:49 | Normally, I'll add a date to this,
and then, as I make different backups
| | 01:53 | throughout the year, I'll have multiple files.
| | 01:56 | That way, I can pick one to import
later on if I ever need to. Choose Finish.
| | 02:01 | You can name the file and put a password on it.
| | 02:09 | Choose Save this password in your
password list if you'd like, that way, the
| | 02:13 | system will automatically
remember the password for this file.
| | 02:15 | And when you do this, you
have to enter the password.
| | 02:19 | And it will now take everything in your
Personal Folders and put them in a backup file.
| | 02:31 | Here's the file.
| | 02:35 | Now if later on my Personal Folder
files, my mailbox becomes corrupt, and I
| | 02:39 | want to revert to a backup, or, maybe my
laptop computer gets stolen or destroyed somehow.
| | 02:46 | From the File menu, choose Import and
Export, say Import from another program or
| | 02:51 | file, from a Personal Folder File.
| | 03:00 | Then I'll just need to
browse to that particular file.
| | 03:05 | There it is on my desktop, the backup I made.
| | 03:09 | Make my choices and click Next.
| | 03:11 | In this case, because I just did this,
I'm just not going to import duplicates.
| | 03:15 | Again, type in the password.
| | 03:19 | Tell it where you'd like to place it,
and usually Personal Folders makes sense,
| | 03:24 | and put them in the same
folder within Personal Folders.
| | 03:30 | Click Finish, and it's going
to import all of those items.
| | 03:32 | So in this way, even if you've lost
your entire computer, or your folder files
| | 03:37 | got corrupt or something like
that, if you've been making backups
| | 03:39 | periodically, you can import those
backup files and get right back to that
| | 03:43 | spot with all of that saved e-mail.
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|
ConclusionGoodbye| 00:00 | That wraps up our Outlook
2007 training. I'm Sean Conrad.
| | 00:05 | It's been great having you along, and
look for some of my other titles coming
| | 00:08 | up soon, on lynda.com.
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