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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.
One way to speed up your work in Outlook is to right-click on features to use the context-sensitive pop-up menus. Some commands on the right-click list aren't even available on Outlook's menus. So this is a great technique to master. If you're a PC switcher, you'll be especially glad to get your right-click back, since it's not turned on by default on your Mac, and if you're a long-time Mac user, this maybe a tip you never knew and it works on everything across your whole computer. If your mouse isn't automatically right -clicking, go up to the Apple menu and choose System Preferences.
To set up your mouse, look on the Mouse Preference for anything that says set up right-clicking or secondary clicking and make sure it's turned on. I'll go back to Show All. If you're on a laptop, you can set up your trackpad to right-click in the Trackpad System Preference. I'm going to go ahead and close my System Preferences. Find the Ctrl key on your keyboard. It's on the lower-left and either says Control or Ctrl. Hold it down and then click. You'll get a pop-up menu. So now that your right-click is just turned on, let's put it to good use.
We're going to right-click on just about everything in Outlook and see what happens. Are you ready? Let's start with the toolbar at the top of the window. I'll right-click on it and here it allows me to change how my buttons look. Icon and Text, Icon Only, and there are several different options. Now let's look at our email list. Go to your Email View if you're not already there and right-click on any message. Look at all your choices, quick ways to invoke all the features we covered during this course. Opening, printing, replying, marking as unread, working with your attachments, and junk mail, your priority, your flagging, your categories, but I'd like to call your attention to this one command, View Source.
It's not available anywhere else in Outlook. When you choose it, it opens up TextEdit, the free word processor on your Mac and displays all the technical information about that email, including the Internet headers, all the technical specifications about that message, the route it took to get your inbox and the email code behind how it looks in your reading pane. Now, most people don't need these, but if you're in IT or trying to troubleshoot an issue with a problematic message, you want to refer to this information. I'm going to go ahead and close it. Now, let's turn to our Calendar and try the same thing.
I'll right-click on an appointment and I can open it, print it, reply to it, make new emails to the attendees, work with the recurrence, whether it's private, the categories and even cancel the meeting. Down in Contacts, I'll right-click on a person. I can copy it, I can show that address on a map, I can forward it as a vCard, send them an email, start a meeting, follow up flags, categorize and even delete the person right from the Contacts list.
In Tasks, I can open and print, mark as complete, and work with the same items from before including deleting the task. And in Notes, I don't have quite as many options, but they're all very useful. As you can see, right-clicking and using the Ctrl key will frequently allow you to invoke your most used commands without having to scroll much at all.
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