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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 Notes management uses the same tools as those in the email and test modules, you can display just the notes you want to see in any order you want to see them. Outlook defaults with your notes in a list like this, with the contents in a pane to the right, but you can change that. Go to the View menu. Highlight Reading pane where you can select Below or Hidden. I will try Below. You can also change the view from the Organize Ribbon by using the Reading pane button. When you have it set as Below, you have an additional set of column headers including categories, so you can group your notes together.
If you set it to Hidden, you'd double- click on a Note to open it in a new window. To unhide messages, you can click on this tiny little dot down at the bottom of the window, and drag it up to the size that you want. I am going to set this back to the default by clicking on Reading pane and changing it back to Right. At the top of the list of notes, there's a row of column headers. The first column visually helps you identify these as notes. The next column header says Note. That's the name of note. Date Modified, shows you the date that you added or last edited that note.
Both of these headers allow you to click on them to sort them ascending or descending by name or by date. If you go up to the View menu and then hold your mouse over Columns, you can see your columns with checkmarks in front of them. To add a column to your notes list, click on it to add the checkmark. I will add Categories. You can also get to that list by right- clicking on your headers, and if you want to turn off a header, you can click on it again to uncheck it. If you add several columns to the list, you might want to give it more room. hold your cursor carefully over the line between the list and the details, until you get the double-headed arrow then drag it to the size that you want.
You can resize your headers by carefully holding the mouse between them and dragging in exactly the same way. I'll make the note name a little smaller. You can also drag the Headers around to reorder them. For example, I can move the Date Modified column to the second spot by picking up the header and dropping it after the Notes icon. Even if the column is not displayed, I can still use it to arrange the order of my tasks. On the Organize Ribbon, I can click on the Arrange By button and choose any practical method of sorting my list. For example, I can choose Categories.
If you've made a lot of changes to your notes and its sort order, you can set back to the defaults by going back to the Arrange By menu, and selecting Restore to Defaults at the bottom of Arrange By list and if you like all your modifications, you can set Outlook's default to current view, by choosing the next option, Make This the Default View. I will restore this to the defaults. If you want to make an email based on a note, select it in the main list, go back to the Home Ribbon, then click on the email button, the Note Title will become the subject line and the contents will appear in the message area.
I can address it, make any modifications that I want, and send it on its way. You can also forward a note via email. That way it arrives as an HTML formatted attachment. Essentially a stand-alone web page that anyone can read and save. One drawback to this though is that HTML formatted attachments may get caught in spam filters. So you can't guarantee that the recipient will ever actually see the message. I am going to close this one. Notes also takes advantage of your category management system. To assign a note to a category, you can click on it, and go up to Categorize button, and highlight the appropriate category.
You can also simply pick it up and drop it on the category that you want. Once that's done, you can turn on and off the checkmarks in front of the categories in the Navigation pane to see just the notes that you want to see, so you can find what you are looking for very quickly. The wide variety of viewing options will allow you to manage your notes so that you can always find that little piece of information you squirreled away for future use.
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