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In Outlook for Mac 2011 Essential Training, author Alicia Katz Pollock provides a comprehensive overview of the full-featured email, calendar, and scheduling application from Microsoft. The course covers the key fundamentals of the program, including sending and receiving email, creating and managing contacts, and scheduling tasks and appointments. It also covers Outlook 2011 organizational features such as the Media Browser, Conversation view, My Day, the Scrapbook, and more.
Outlook's Contacts not only allow you to keep your address book up-to-date at all times. It also integrates with your email and calendar. So if you ever get together with a person or communicate with them in any way, you'll want to create what we call a card for them. We are going to start by setting up your own personal contact card. Go to the Organize Ribbon, and click on Me button. At the very top of the window, are your standard Save, Print, Cut, Copy, Paste, Undo, and Redo buttons. The last one opens up Outlook's Reference tools if you need them.
We will explore this window in a later video. At the top of your contact are the two most important fields, First Name and Last Name. If it's not already entered, type in your First, then press the Tab key in the upper left corner of the your keyboard to move to the Last Name field. Tabbing through your information is much faster than reaching for your mouse over and over again. If you are using Outlook for business, fill in these fields. Job Title, Office, Department, Company. If you are using Outlook for your personal email, skip these for now.
Later, when you add a business to your contact, you can use these fields when they are relevant. Next, let's add your phone number. Type it in here. You don't have to put in any parenthesis or dashes. Outlook will format the phone number for you. You can setup an automatic area code so that you don't need to type it in over and over. That's up under the Outlook menu under Preferences, and we covered it in detail in the previous lesson. Now, what kind of phone number is that? Notice the tiny up and down arrows to the left of the phone number. Click on these, and you can specify, if that's a home number, work number, cell number, or a variety of other options.
When you are ready to add the next phone number, Work is the default. I will go ahead and add that one in. And if you want to add an additional phone number, click the plus sign. Now here is a nice touch. If you are dialing from across the room, click this little blue O, and it will enlarge the number for easy viewing. I will click this X to close that window. Now adding email addresses works exactly the same way. The first one came in by default. I will click my plus sign. I will add my Home Email and another email as well.
And here is another nice touch. If I click on this little envelope, I can start a new email message right from here. I will close that message and Discard. Next is your street address. Let's start with your home address. Change Work to Home, and then type in your address. Notice that it's broken up into Street field, then City, then State, then ZIP. Don't put all four in the Street address line or it can cause confusion later, if you use this for Mail Merge or other function.
Now if you ready to add your work address, click the plus sign and add that too. If you are entering an address that's not in the United States, click on those drop-downs and highlight Change Address Format, and then you can change to any of a number or international formats. For your next nice touch, click on the little globe to the right of your address. If you choose Open in Bing, your browser will open and go to Microsoft's Bing search engine, where it will show you that location on a map. Click on the globe again, and the second option is Copy Address, which will copy the whole address to the Clipboard, so that you can paste it in an email, a document, or anywhere else on your computer.
If you have information that you don't need, you can click the little red minus sign to remove it. Next, click on Personal and you will see a number of available fields you can add to your contact. I will put in my astrology sign, and I will click it again and I will add in my blood type. Now just when you realize that this is more detail than you have ever successfully tracked before, look up here at these tabs. If you are in a company that uses directory services to manage employees, when you click on Organization or Details, Outlook will list them for you.
If you are not though, you will see this error message. For the rest of us, let's move on to the Notes tab. Here is a free form text area where you can write anything that you want to track. Details of meetings, notes from phone conversations, anything you want. Now click on Certificates, and here is where that person's encryption keys are stored. That topic is covered in another video. Now let's go back to the General tab. In the upper left-hand corner is an outline of a person. Double-click on it and your Macintosh's Instant Picture window will open. If you have a recently used picture, drop this down and you can choose it from here.
If your computer has a built-in camera, click this Camera button and you can take a picture right here now. You can also drag a picture in from your Finder, or I will click Choose and I can go into my Finder and select the picture that I want. Once the picture is in place, I can enlarge it and reduce it, and slide it around until it's lined up perfectly. If I click the button next to it, I can even apply a special effect. I will go ahead and choose Color Pencil.
Now this is fun for personal use. But if Outlook is your corporate email tool, I would keep it conservative. When you like your picture, choose Set to close the window. Now that we have set up your Me card, go up to the left corner and click Save & Close. You will find that your computer will now reference this information in many programs. For example, when you fill in a form on a website, your personal information fields may auto fill. Updating a contact is as easy as clicking on the name in the list, going over to the details on the card in the viewer, and making your changes.
Let's say I want to add a phone number. I will click the plus sign and do so. To create a brand-new contact, go back to the Home Ribbon and click on Contact in the upper left hand corner. You can also use the keyboard command, Command+N. If you are looking at your calendar or your email, you can click on the New button and create a brand-new contact from here. I encourage you to now make handful of contact cards to use in the next videos. Now that you are building your Contacts list, you are about to enter a whole new world of integrated electronic communication.
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