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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 Toolbox contains a handy utility. The Scrapbook gives you a place to store your frequently used text snippets and pictures. A nice touch is that the Scrapbook works across the entire Microsoft Office suite. Any clips we add now are available in Word and PowerPoint. If you send the same snippets of text on a regular basis or need to include your logo or signature in your emails, the Scrapbook will come in handy. To use it go up to the View menu and down to Scrapbook. I will open up this email to use as my source.
To add a paragraph of text that I use frequently, highlight it, then go over to the Scrapbook, drop down the Add button, and Add the Selection. It now appears in the top section of the Scrapbook. I'll double-click on the name underneath it and give it a descriptive name. If the content was created somewhere else like in Word, I can go over to the program, copy the content, and then drop down the Add button and Add from the Clipboard. My copied content is now a new clip.
I will rename it in the same way. A third way to add an item to the Scrapbook is by clicking on Add and choosing Add File. A Finder window appears. Navigate to the file, double-click on it and click Choose. I can also do it by going to the file and double-clicking on it. The original file name will become the clip name. If you're working on creating a library for the Scrapbook, you can make use of this option, Always Add Copy.
As long as the Scrapbook is open, everything I copy will be added. So I will go ahead and tell this Yes. Now I will highlight this, I will press Command+C to copy or you can go up to the Edit menu and choose Copy. Then I will highlight this clip. I will press Command+C to copy and that's automatically added. I will give them their names and now that I am done, I will go back to the Add drop-down and turn off Always Add Copy.
You have three ways of viewing your scrapbook by using this View button up at the top right. List will show you just the names without a preview, this is good when you know your content and want to see as many as possible without scrolling and you can identify everything just by looking at the names. I will click on View again and choose Detail. The Detail View gives you a small thumbnail view of the content with details about the clips name when you saved it, what program or file it was created in, and how large it is, since the size will be added to your email.
If the clip was added from a file on your computer, you can click on this Open original file link. If it's a picture, it will open up in Preview. If it came from a program like Eord, the original Word file will open right up. The last View, Large Preview, gives you a large thumbnail with only the title underneath. Now that I have a Scrapbook full of useful clips, let's insert them into our emails. Start a new email message by clicking the Email button. I will go down to my message area and I will scroll to the first clip that I want to use.
Take a careful look at where your cursor lies. That little line on the left side is where the clip will go when I let go off the mouse button. I will click after it and hit Return a couple times. Then I will drag in my signature. Another way to paste a clip into your message is to use the Paste button in the center. When I use the drop-down, I have two choices. Paste will insert my clip exactly the way it was formatted when you copied it; Paste as Plain Text will strip out any formatting and insert just the content.
In this case, the green Two Trees Olive Oil would be pasted in with the same kind of text below it. I will paste it in as normal. Now, what if you have clips that you no longer want? You have ways of the deleting them. You can click on the one that you want to get rid of and simply hit Delete. You will get a message that says the clippings will be permanently deleted and I will go ahead and delete it. Also on the Delete drop-down is Delete Visible, and it will delete any clips that you can see in the window or if you wanted to erase the entire Scrapbook, you could Delete All.
Now Scrapbook also has its own set of organizational tools. You can categorize a clip just like you would any other email message. I will give my logo the category of Management, and unfortunately this logo will not show up in the category searches within Outlook itself. It's just within the Scrapbook. I can also assign the clip one or more keywords down at the bottom to use the search terms. If you want to look for this clip a year from now, what terms would you use? For this logo I will type in logo, Two Trees, and oval, and then I will click Apply.
To see how these two functions work, I will come up to the top of the Scrapbook where it says All. When I drop this down, I can search by the Creation date, the Title, the Keyword. So I will click on a keyword and here are my logos. This allows me to find any clip with ease, without having to scroll around and look for it. Once you have set it up, Outlook's Scrapbook is a handy utility for storing your frequently used text snippets and images for use both in Outlook and across all of Microsoft Office.
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