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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.
If you have ever kept a day planner, a little black address book, you know how hard it is to keep current. People move, get new phones, change their email address. You spend a lot of time erasing faded pencil entries, or crossing out and rewriting, squeezing the new info wherever it can fit, and so losing your alphabetical order completely. Outlook's contacts will put an end to all that. By storing the information on your computer, you can update with ease and print out fresh address books anytime. In addition, the contacts list is fully is integrated with your email and calendar as well.
So let's take a look at how your contacts work. To view your contacts, you can click on Contacts down here at the bottom of the Navigation pane, or go up to the View menu, highlight Go To, and come across to Contacts. You can also press Command+3. Outlook defaults with your contact in a list like this, with the person's information in a pane on the right. But you can change that in several places. On the Home Ribbon, on the far right, you can toggle between the Detail view and the List View with these two buttons. You can also change the view from the Organize Ribbon by choosing Reading Pane and Below. Or you can also go up to the View menu and choose Reading Pane from here.
Try having the information hidden. When the Reading pane is hidden, you can see all of your most needed contact information for everyone all at once in a big grid. To view your contact information again, click on this little dot down here at the bottom and drag up to where you want it. On the left side, click on the little triangles in the Navigation pane and it becomes a list of all your categories. We defined our categories in an earlier video when we setup Outlook, and we will talk about it again in the categories video later in the course. For now, know that once you have assigned your contacts to categories, you can turn on and off these checkmarks to filter which addresses you want to see at any one time.
Now let's go up to Outlook and then down to Preferences, and then click on the second button on the bottom to see the Contacts preferences. Here you can set your default address format. If you don't live in the United States, you can choose your country. You can have Outlook automatically format your phone numbers, so that all you have to do is type in the numbers and you have a lot of choices about how it looks. You can type in a default area code and then you just have to type in the last seven digits, without typing in the first three.
You can also sort your contacts by last name or by first name and if you would like, you can turn on email address verification, so that it will validate your email addresses before you send a message. I am going to go ahead and leave that off. I will close my preferences. Now that you have seen the views for your contacts, let's start filling in your address book.
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