IntroductionIntroduction| 00:04 | Welcome to Outlook 2010 Essential Training!
| | 00:06 | You might think of Outlook
as simply an email client,
| | 00:09 | however, once you start to use it for
a while, you'll start to realize what a
| | 00:13 | powerful tool it is.
| | 00:15 | Now if you want to get technical,
Outlook is a PIM, which stands for Personal
| | 00:19 | Information Manager.
| | 00:21 | But for me, it's a piece of software
that's designed to help organize my life.
| | 00:26 | In this course, I'm going to show you
how to configure email accounts, use email
| | 00:32 | client, use quick steps to help keep
your mountain of email under control,
| | 00:38 | organize your time using multiple
calendars, create a task for all those things
| | 00:43 | you still need to get to, jot down
your latest brainstorm on a note that you
| | 00:48 | don't have to worry about losing, add
multiple addresses and phone numbers for
| | 00:53 | each of your contacts, read the
latest posts to your favorite blogs, and
| | 00:58 | finally, view your updates about your
contacts from social networking sites.
| | 01:03 | Outlook is a perfect tool to keep you organized.
| | 01:06 | But I do have to warn you; it's addictive.
| | 01:09 | And I know once you get started,
you'll be as excited about it as I am.
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1. Getting StartedThe Outlook interface| 00:00 | Once you set up your e-mail
accounts, you'll need to learn how to
| | 00:02 | navigate through Outlook.
| | 00:04 | Although for the most part it's fairly
intuitive, it never hurts to have a road map.
| | 00:09 | We start by going to the Start button,
and going up to the Outlook icon.
| | 00:14 | Now, one of the nice things about
Outlook is if I don't want to open the entire
| | 00:18 | program, I could just go to a single task;
| | 00:21 | for example, I might want to send a
new e-mail message, but not bother
| | 00:25 | opening up Outlook.
| | 00:27 | But for now, we're going to go ahead
and forge ahead and go into Outlook.
| | 00:31 | The first thing you might notice is
the Ribbon that runs across the top of
| | 00:37 | every Outlook window.
| | 00:39 | The Ribbon is divided into groups of
icons, and they also have additional tabs
| | 00:44 | that we can click on to see even more features.
| | 00:47 | Now, anytime you notice a little
triangle, that means if you click it, we can
| | 00:53 | actually get a dropdown menu of more choices.
| | 00:57 | Anytime you see the down triangle with
a line above it, you can click it and
| | 01:03 | actually get more icons.
| | 01:05 | Some of the features that you use the
most often will be found in the Quick
| | 01:10 | Access toolbar that appears
at the very top of the screen.
| | 01:14 | We also have a Search bar that you can
click in, and when you click on it, you
| | 01:19 | can type in your search
or see more search options.
| | 01:26 | The Navigation bar runs along the left-
hand side of the screen, and this shows
| | 01:30 | you all other features
that we can find in Outlook;
| | 01:33 | for example, we're currently on the
Mail feature, but we can also change to the
| | 01:39 | Calendar, to Contacts, or to Tasks,
or if you want to see everything that
| | 01:45 | Outlook has to offer, you can flip
over to the Folder List, where we're now
| | 01:51 | seeing things like RSS Feeds and Notes.
| | 01:55 | But for now, I'm going to flip back to Mail.
| | 01:58 | Depending on the view that you're
currently in, you'll see items, and you might
| | 02:02 | see a Preview pane that runs
to the right of the screen.
| | 02:06 | You can change your View
settings by clicking on the View tab.
| | 02:10 | In this case, we can move the
Reading Pane to the bottom of the screen.
| | 02:16 | Running along the far right-hand side,
we have a little recap with a small
| | 02:20 | Calendar and a recap of all the activities
that we have planned for the rest of the week.
| | 02:27 | One of the really nice features about
Outlook is the File tab, and this is where
| | 02:32 | you can go to set any of your
Outlook Preference settings.
| | 02:36 | Once you become familiar with the
Outlook interface, you'll want to move on
| | 02:40 | and start learning some of the more
advanced functionality that Outlook has to
| | 02:45 | offer.
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| Starting Outlook| 00:00 | If this is the first time you're
firing up Outlook, you'll be greeted by the
| | 00:03 | Outlook Startup Wizard.
| | 00:05 | We're going to cancel out of the wizard
and set up our e-mail without using the
| | 00:08 | wizard, because most methods
follow the same exact steps;
| | 00:11 | however, before we close the wizard,
let's take a moment to discuss the various
| | 00:15 | kinds of e-mail accounts
that we can create in Outlook.
| | 00:18 | There are three types of e-mail
accounts: an Exchange Server account, an IMAP
| | 00:24 | account, and a POP SMTP account.
| | 00:26 | The Exchange Server is
probably your easiest one to set up.
| | 00:30 | Basically, your data actually sits on
someone else's computer, and you normally
| | 00:35 | have an IT guy who
usually sets things up for you.
| | 00:38 | An IMAP account is very
similar to an Exchange account.
| | 00:41 | It's generally associated with large
public Web sites, such as Yahoo, Google,
| | 00:47 | or Hotmail, and AOL.
| | 00:49 | Your data actually sits on someone
else's computer, and generally you can access
| | 00:54 | your information directly from
the Internet, or through Outlook.
| | 00:58 | A POP SMTP account is generally
associated with a private Web site.
| | 01:03 | You'll see e-mail addresses like
info@mycompany.com or jsmith@abcco.net.
| | 01:11 | The information, in this case,
is stored on your own computer.
| | 01:15 | If you have an account with a large ISP,
such as the cable or phone company,
| | 01:20 | chances are they assigned
you a POP or SMTP account.
| | 01:24 | Once you've determined the type of e-
mail account that you have, the next step
| | 01:28 | is to gather the information that
you'll need to set up your account.
| | 01:32 | If you're using an Exchange Server,
this might entail getting a few tidbits
| | 01:35 | of information, such as your Username and
Password and Server Name, from your IT guy.
| | 01:41 | If you're using an IMAP account, you
might only need to use your Name and Password.
| | 01:45 | POP e-mail accounts are little bit
trickier, because they'll require both
| | 01:49 | information from the company
hosting your Web site as well as from the
| | 01:53 | Internet Service Provider that
provides you with your Internet access.
| | 01:57 | There is no limit to the number of e-mail
accounts that you can create in Outlook.
| | 02:01 | In fact, you'll probably want to set up
multiple e-mail accounts, including one
| | 02:05 | for your business, and one for personal use.
| | 02:08 | For more specific instructions on
setting up your e-mail accounts, please view
| | 02:12 | the movie on setting up IMAP or Exchange
accounts, or the one on setting up a POP account.
| | 02:18 | So let's cancel out of our wizard by
clicking on Next, saying No, we don't want
| | 02:23 | to configure an e-mail account, and
clicking Next again, and then checking off
| | 02:29 | the button that says Continue with no e-
mail support, and then clicking Finish.
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| Setting up IMAP/Exchange accounts| 00:00 | Once you start Outlook up for the
first time, you'll want to start
| | 00:02 | configuring an e-mail account.
| | 00:05 | The following method is used to configure
Exchange Server, or IMAP e-mail accounts.
| | 00:11 | We start by going up to the File
tab and clicking on Add New Account.
| | 00:17 | First thing we do is type in
our name and e-mail Address.
| | 00:34 | We then type in our password and type
in our password again a second time, just
| | 00:43 | in case we messed it up the first time.
| | 00:45 | We then click Next and wait while the
Exchange Server recognizes our settings.
| | 00:52 | You might receive a message like this,
asking if it's all right to allow the Web
| | 00:56 | site access to Outlook and
go ahead and click Allow.
| | 00:59 | Soon, you'll notice three green
checkmarks, which is an indication that the
| | 01:03 | account did set up correctly.
| | 01:06 | At that point, you'll click Finish.
| | 01:07 | You'll be prompted to restart
Outlook, so click OK, and close Outlook,
| | 01:15 | and reopen it again.
| | 01:21 | You might be prompted to put in your
password, and click OK to continue.
| | 01:27 | At this point, you might have to wait a
minute or two while Outlook configures
| | 01:32 | the new e-mail account.
| | 01:35 | If you receive another prompt, feel
free to click Allow. Congratulations!
| | 01:47 | Your e-mail account is
now successfully configured.
| | 01:50 | Once you set up your first account,
you might want to repeat this process and
| | 01:55 | set up another IMAP e-mail
account for your Yahoo or Google e-mail.
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| Setting up POP accounts| 00:00 | A POP e-mail account is one that is
normally associated with a Web site or
| | 00:04 | Internet service provider, such as
Comcast or AT&T. They are slightly trickier to
| | 00:09 | set up than an Exchange Server Account.
| | 00:12 | Before you begin, you might want to
do a little bit of detective work.
| | 00:15 | You want to contact your ISP, or your
Internet Service Provider, to find out what
| | 00:20 | information you need to send e-mail, as
well as your Web hosting company, to find
| | 00:25 | out what their requirements are.
| | 00:26 | Once you're armed with that information,
you'll head over to the File Tab and
| | 00:31 | click on Add Account.
| | 00:33 | Because these accounts are little
trickier than the Exchange Server Account or
| | 00:37 | an IMAP account, we're going
to configure these manually,
| | 00:42 | so we're going to choose the manual
configuration option and then click Next.
| | 00:46 | We're setting up a POP
account and clicking Next.
| | 00:51 | And now we need to start
filling in our information.
| | 00:53 | We start by filling in our name and
the e-mail address that we will be using.
| | 00:59 | We indicate that it's a POP account,
although we can also set up an IMAP account
| | 01:09 | using the same features.
| | 01:10 | We're going to type in our incoming mail
server, as well as our outgoing mail server.
| | 01:23 | We type in our user name, and again,
that depends on your Web host. Sometimes
| | 01:28 | you'll be typing in your entire name,
and sometimes you'll be needing to type in
| | 01:33 | your actual e-mail address,
and you'll type in your password.
| | 01:37 | You can also make decision to either
create a brand-new Outlook data file or add
| | 01:46 | this data to an existing data file.
| | 01:49 | Optionally you might need to go into
More Settings and make other modifications
| | 01:55 | based on the input from
your Web hosting company.
| | 01:58 | You can also test your account to make
sure that the account is properly set up.
| | 02:03 | You'll then click Next and Finish.
| | 02:07 | Remember, you can set up
multiple e-mail accounts in Outlook.
| | 02:11 | Once you set up your primary mail
account, you can set up additional ones;
| | 02:14 | for example, I use my Karen account for
my clients, an info account for general
| | 02:20 | inquiries and a blog account to help me
track the effectiveness of my blog site.
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2. Working with ContactsIntroducing contacts| 00:00 | If you are of a certain age, you might
have had a rolodex sitting on your desk,
| | 00:04 | or perhaps you had a little black book
that you carried around with you in your
| | 00:07 | purse, or your briefcase.
| | 00:09 | In any event, over a period of time, the
pages started getting a bit dog-eared and
| | 00:14 | hard to read, as you
continually updated contact information.
| | 00:18 | In this chapter, we're going to be
learning about the Contacts area in Outlook,
| | 00:22 | which you can access via the Navigation pane.
| | 00:24 | It is in the Contacts area where you
can find complete information on any of
| | 00:29 | your Outlook contacts.
| | 00:30 | We get to the Contacts area by clicking
the Contacts icon in the Navigation bar.
| | 00:38 | You can see in this case, I
actually have three sets of contacts.
| | 00:43 | I have one that's called Suggested Contacts.
| | 00:47 | This is a contact folder that
Outlook created for me automatically.
| | 00:52 | Outlook fills it with any of the
contacts that I e-mail that it thinks I might want
| | 00:57 | to create contact information for.
| | 00:59 | I actually have a LinkedIn contact
folder, which again Outlook created for me
| | 01:04 | automatically when I set up
LinkedIn to work with Outlook.
| | 01:08 | My main contact folder
is called simply Contacts.
| | 01:12 | These are all the contacts
that I've put in manually.
| | 01:15 | When I change from my e-mail to the
Contacts area, you notice that the
| | 01:21 | Ribbon changes right along with me, so that I
have more options that pertain to my contacts.
| | 01:27 | I'm going to go up here to the View tab,
and you notice that I've got a couple
| | 01:32 | of different View settings that I can use.
| | 01:34 | By default, we start with looking at
our Contacts in what's called the Business
| | 01:38 | Card view, but I can also change that to a
List view, as that's more comfortable to me.
| | 01:44 | I'm going to change this
back to the Business Card View.
| | 01:47 | If I want to see more information
on any of my contacts, I can simply
| | 01:52 | double-click them, and see more
information or change that information if I need to.
| | 01:58 | Outlook provides you with the perfect
place to store your contact information.
| | 02:02 | You'll be able to view your contacts
in numerous ways, and should you need
| | 02:06 | to change your contacts information,
you don't need to start hunting for
| | 02:09 | that bottle of white-out.
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| Adding contacts| 00:00 | There is a simple rule when it comes to
adding contact information into Outlook,
| | 00:04 | and that is that there are no rules.
| | 00:06 | You can add as much or as little
information as you need, knowing that you
| | 00:10 | can always go back and add additional
contact information again later, if you need it.
| | 00:14 | We're going to start by accessing the
contact area by clicking the Contacts icon
| | 00:19 | in the Navigation Bar.
| | 00:21 | To add a new contact, I simply go up
to New Contact, and click the button.
| | 00:27 | Outlook rewards us with a blank form,
and the object of the game is to fill in
| | 00:31 | as much information as you have.
| | 00:33 | It seems pretty self-explanatory, but
I want to point out a couple of cool
| | 00:37 | things that you can do along the way;
| | 00:39 | for example, we'll start by
adding in the person's name.
| | 00:42 | So, in this case, I'm
going to type in Mary Smith.
| | 00:46 | It seems pretty easy.
| | 00:47 | When I hit my tab key, you notice that
Outlook automatically filed the name as
| | 00:53 | Smith, Mary, which means I will
find Mary alphabetically among the Ss.
| | 00:58 | Now, you notice that there is a Full
Name button to the left of her name.
| | 01:04 | If I click that, you could see that
Outlook divided her name into a First Name
| | 01:08 | and a Last Name, which is pretty cool.
| | 01:11 | Let's look at some of
the variations of her name.
| | 01:13 | Let's say her folks named her Mary Sue and
| | 01:17 | I want to make sure that I remember
that her first name is Mary Sue.
| | 01:21 | If I click that Full Name button, I can
actually go back in here and correct this.
| | 01:25 | So, when I do letters to Mary Sue, it will
appear as Mary Sue, and not just simply Mary.
| | 01:34 | Mary Sue might get married, and choose to
change her name to something along these lines.
| | 01:41 | I might determine that I want her to be
alphabetized with the Gs rather than the Ss.
| | 01:46 | Not a problem.
| | 01:47 | I take a trip back to that Full Name box and
simply change her Last Name to Garcia Smith.
| | 02:00 | Outlook catches on right away, and yes
, she will be alphabetized with the Gs.
| | 02:04 | Now, Outlook is a very smart program.
| | 02:08 | Mary Smith might go on to medical school, and
they add two letters to the end of her name.
| | 02:14 | Once again, Outlook understands that
MD is not a last name, but a suffix.
| | 02:19 | Now, any of the fields that have
dropdown arrows mean that you can add
| | 02:26 | multiple entities to them;
| | 02:28 | for example, Mary Sue's e-mail
address might be msmith@abchospital.com, but
| | 02:37 | maybe I also want to keep track
of her personal e-mail address.
| | 02:40 | In that case, I can hit the dropdown
button, choose the second e-mail and
| | 02:46 | type down in, as well.
| | 02:50 | The same holds true for
phone numbers and addresses.
| | 02:54 | For example, I might not have Mary
Sue's home address or her home phone number.
| | 03:01 | So, I can type in her business number
up here and determine that I really don't
| | 03:08 | need her home address, but I could hit
the dropdown next to Home, and change
| | 03:13 | this to Business, and type
in a second phone number.
| | 03:18 | When I type in her address, I can also
put in a second address by hitting the
| | 03:23 | dropdown, changing it to Home,
and filling in a second address.
| | 03:28 | One of the nice things about Outlook
is that as I type in this information,
| | 03:33 | a business card will be created up
in the top giving me a synopsis of all
| | 03:38 | the different options.
| | 03:39 | Now, if I'd like to have a picture of
Mary show, I can simply double-click the
| | 03:45 | Picture icon, navigate to the location where
I might have a picture of Mary, and click OK.
| | 03:52 | I'll now see a picture of Mary,
or a picture that represents Mary.
| | 03:56 | If I have additional notes to put
in about Mary, I can type them here.
| | 04:02 | If there is additional information that
I need to track on Mary, I might find it
| | 04:07 | by going up to the Show section of
the Ribbon and clicking on Details.
| | 04:12 | Here I can put in more information,
including her spouse's name, her birthday
| | 04:16 | and her anniversary.
| | 04:17 | One of the other things I often
do is to categorize my contacts.
| | 04:23 | So, in this case, I might categorize
her as blue, knowing that blue are kind of
| | 04:28 | my personal contacts.
| | 04:30 | If I decide I want to communicate with
Mary, I can go to the Communication part
| | 04:36 | of the Ribbon and, for example, I
might want to schedule a meeting with Mary.
| | 04:41 | I could do so by simply clicking on the
Meeting icon, filling in the subject and
| | 04:48 | the location of our meeting, and
clicking Save to save the meeting.
| | 04:56 | If I decide that I want to save this
contact, I can simply click on Save & Close.
| | 05:01 | If I have other contacts to add, I can
click on Save & New, and I'll get another
| | 05:06 | blank form, which I can proceed to
fill in with the new contact information.
| | 05:11 | In this case, I'm going
to click on Save & Close.
| | 05:14 | Sometimes I'm adding new contacts, and
I don't really want to stop and put in
| | 05:18 | all the details, or maybe
I don't have the details.
| | 05:21 | What sometimes I do in that case is
switch my views by clicking on the View tab,
| | 05:25 | go into Change View and go into the List View.
| | 05:30 | You notice at the top of the List View,
I have a prompt to click here if I want
| | 05:34 | to add a new contact.
| | 05:35 | So, I'm going to do as the directions tell me.
| | 05:38 | I'm going to click here.
| | 05:40 | I'm going to add in a new contact, and I
can fill in as much or as little as I need.
| | 05:50 | Adding your contacts to Outlook is a
great way to ensure that you'll have all
| | 05:54 | the contact information
you need at your fingertips.
| | 05:57 | I, for one, love the ability to access
someone's Web site with the click of a
| | 06:00 | button, or to be able to shoot off
an e-mail without having to look up
| | 06:04 | someone's e-mail address.
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| Working with business cards| 00:00 | It will probably be sometime before
traditional paper business cards disappear.
| | 00:05 | After all, it's not very easy to jot
down someone's phone number on a cocktail
| | 00:09 | napkin when you're holding
a plate of hors d'oeuvres.
| | 00:11 | Creating business cards in Outlook
will undoubtedly save a few trees in the
| | 00:15 | forest, and prevent you from
spilling wine down the front of your shirt.
| | 00:18 | We are going to start by looking
at the business card, and they are
| | 00:22 | automatically created every time you
create a new Outlook contact record.
| | 00:26 | So we're going to click on Contacts
in the Navigation pane, and pull up our
| | 00:31 | friend Byron Acosta by giving him a
double-click, and you see there is start
| | 00:36 | of a business card. And it's pretty good,
but I would like to change that a little bit.
| | 00:40 | I'd like to emphasize his name, and
I'd like to include his fax number.
| | 00:45 | So to edit a business card, we
simply give it a double-click.
| | 00:49 | We have lots of choices that we can make.
| | 00:52 | First choice is to change any of
the information that I see here;
| | 00:57 | for example, I can change his name,
or his phone or his address simply by
| | 01:03 | clicking on the appropriate
line and making the change.
| | 01:07 | So I'm going to change his name,
and you notice it's already bolded.
| | 01:10 | But I'm going to change the color to bright
red, and I click OK, and his name is now in red.
| | 01:19 | To add a new field, I click on Add,
and Outlook gives me a number of choices
| | 01:25 | here, and sometimes I have to use a
little detective work. Let's see, a fax number -
| | 01:30 | I think that's considered a phone number,
| | 01:31 | so I'm going to go to the Phone section,
find Business Fax, and I am now seeing
| | 01:38 | the Business Fax was
added into the business card.
| | 01:42 | But I'm still not happy with the way that looks.
| | 01:45 | I'd like that fax number to be a little
lower on the page, right under his work
| | 01:49 | number and on top of the e-mail address.
| | 01:51 | So I'm going to click on his fax number,
and I'm going to hit the down arrow and
| | 01:57 | move that number right there;
| | 01:59 | but there is one thing I don't like,
and that is I'm not quite sure that
| | 02:02 | that's a fax number.
| | 02:03 | I'd like one of those little labels next to it.
| | 02:06 | So I notice here that
there's no label next to the fax.
| | 02:09 | I am going to click No Label, and I'd like
that label to be to the right of the number.
| | 02:16 | I'd like it to say simply Fax. I like that.
| | 02:21 | So I'm going to click OK and by the way,
if you're not happy with the changes
| | 02:27 | you made, you could always double-click
the card again and make further changes,
| | 02:32 | or click Reset Card to change the
card back to the way it was originally.
| | 02:37 | I'm going to click Save & Close to
save my changes, and now the fun begins.
| | 02:43 | My coworker Greg has
requested to have Byron's information.
| | 02:48 | So again, I could type all this out
and send it to him in an e-mail, but I'm
| | 02:51 | going to do it a little bit easier.
| | 02:53 | I'm going to send him an e-mail.
| | 02:55 | So I go back to the Mail icon. I am
going to send a new e-mail message, and I'm
| | 03:00 | going to type Greg's name in the To line,
and give the appropriate subject, and sign my name.
| | 03:08 | Now, I'm going to go over here to Attach
Item, and I'm going to attach Business Card.
| | 03:15 | I am going to click on Other
Business Cards, scroll to my friend
| | 03:21 | Byron Acosta and click OK.
| | 03:24 | And you notice that a new file
has now been attached to Greg.
| | 03:29 | We also have a copy of the
business card in the body of my e-mail.
| | 03:34 | I don't really think Greg needs to
have this business card, so I'm going to
| | 03:38 | click it, and delete it.
| | 03:40 | But I'm still going to be sending
this file off to my friend Greg.
| | 03:44 | So I click the Send button.
Off it hurdles through cyberspace.
| | 03:49 | Now, Greg receives it, and he might want to
return the favor and send me a business card.
| | 03:55 | Here's the e-mail from Greg, which I
simply open, and you can see there is a
| | 04:00 | contact record attached to it.
| | 04:02 | When I double-click it, an Outlook
contact record opens, and sure enough all of
| | 04:08 | Alfred's information has
already been filled in by Greg.
| | 04:12 | I simply click Save & Close, and that
contact record has now been added to my Contacts.
| | 04:20 | So I can click on Contacts in my
Navigation Bar, and sure enough, there's Alfred
| | 04:25 | Acosta that's been sent to me by Greg.
| | 04:28 | One of my pet peeves is seeing a
mountain of business cards on someone's desk.
| | 04:32 | They are not doing anyone any good, and
to me they represent a lot of wasted paper.
| | 04:37 | Maybe our new motto should be, go
green with Outlook business cards.
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| Viewing contacts| 00:00 | One of the things I love about
software, in Outlook specifically, is that there
| | 00:04 | are often numerous ways
to get to the same outcome.
| | 00:07 | The case in point are the various views
you can use to view your Outlook contacts.
| | 00:11 | We are going to start by going to the
Contacts area Outlook, and we get there by
| | 00:16 | clicking the Contacts
icon in the Navigation Bar.
| | 00:19 | Out of the box, Outlook is going
to sort your contacts alphabetically
| | 00:25 | according to the last name.
| | 00:26 | And if I scroll down the list here,
you will see that these contacts indeed
| | 00:31 | appear alphabetically by last name.
| | 00:33 | But I would rather have them
sorted alphabetically by company name.
| | 00:38 | So what I am going to do is click on the
View tab, and this is where I will find
| | 00:42 | the various settings that will change my views.
| | 00:45 | So I am going to click on View Settings.
| | 00:50 | You'll notice some of these are grayed out
because they are not all available when
| | 00:53 | I am looking at my contacts
in the Business Card view.
| | 00:56 | So I am going to click on Sort, and
sure enough, you will see that these items
| | 01:02 | are currently sorted by the File As
view, which shows the last name first.
| | 01:07 | But I want to have that company name shown.
| | 01:08 | So I am going to hit my dropdown, scroll
up here to Company and give it a click.
| | 01:14 | I am going to click OK to close my View
Settings window, and now when I scroll
| | 01:20 | through my contacts, you will notice
that they are now alphabetically according
| | 01:24 | to the company name.
| | 01:27 | Sometimes what I like to do is to see
more information about any individual
| | 01:32 | contact that I am currently viewing, and I
can do that by clicking on my Reading Pane.
| | 01:37 | I am going to turn the Reading Pane on
to the right side of the screen, and now
| | 01:43 | you notice that I am seeing full
information about this contact.
| | 01:47 | Now you notice that To Do Bar runs
along the right-hand of the screen, and I
| | 01:53 | can turn that on or off simply by
clicking this little minimize button, or
| | 01:57 | turning it back on again.
| | 01:59 | When I turn it off, you see that
I have more room to see all the
| | 02:03 | contact information.
| | 02:04 | Now I am also seeing that I have some
information on the bottom of my Reading
| | 02:09 | Pane, and this is my LinkedIn
information, and I can actually minimize that or
| | 02:15 | keep it in the half screen,
| | 02:16 | whatever my preference.
| | 02:18 | So what I am going to do is actually
flip over to my LinkedIn contacts, turn on
| | 02:24 | my Reading Pane there, and now you
notice that I am seeing all my LinkedIn
| | 02:29 | information about my contacts that
appear on that bottom portion of the screen.
| | 02:35 | All those changes are pretty nice, and
I am just going to turn off that Reading
| | 02:40 | Pane, but I will actually like to use
a List view because I find I have even
| | 02:45 | more flexibility in that format.
| | 02:48 | So what I am going to do this time
is click on the Change Views and you
| | 02:52 | notice that in addition to the Business Card,
we have a regular Card, and we have a Phone list.
| | 02:57 | My two favorite options are the List
view, which is an expanded view of the
| | 03:02 | Phone view and the Business Card, which is
an expanded view of the regular Card view.
| | 03:07 | So I am going to go over here to the
List view. There is a couple of nice
| | 03:11 | things that I can do in the List view;
| | 03:14 | for example, if I want to sort, I can
simply click one time on a field, and
| | 03:19 | it will sort it alphabetically by
Company, or I can click on any other field
| | 03:25 | to sort it as well.
| | 03:26 | Now, if there are certain fields
that appear on my List view that I don't
| | 03:31 | want, I can simply hold on my mouse, drag
the field up until see an X, and let it go again.
| | 03:39 | If I want to change the order of
a field, I can simply hold down my
| | 03:43 | left-mouse button, drag it to the left
or right, and let it go, so I can sort
| | 03:51 | this, and I can delete columns.
| | 03:53 | Another cool thing that I can do is
to add columns, and I add columns
| | 03:58 | simply by doing a right-click on any one of
the column headings and going to my Field Chooser.
| | 04:07 | My Field Choose will show me all
the fields that are available to me.
| | 04:11 | So, for example, if I would like to
include a second business phone number, I
| | 04:15 | simply take that field, drag to the
appropriate spot and let it go, and then
| | 04:21 | close my Field Chooser.
| | 04:22 | Now, the other nice thing that I like
about my List view is that I can group my
| | 04:26 | fields in any way that I want.
| | 04:29 | So, for example, I might decide that I
would like to have these records grouped
| | 04:34 | according to company name.
| | 04:35 | And I can do that by clicking
one of these buttons up here.
| | 04:38 | So if I want to group these by categories,
I can simply click on Categories, and
| | 04:45 | I am now grouped by the Green
categories, and if I scroll down a little bit, I
| | 04:49 | can see all my red categories together, as well.
| | 04:53 | Finally, one of the things I very often
do in the List view is to change the fonts.
| | 05:00 | So if you have got those over-40 eyes
that are having a little bit of
| | 05:03 | trouble seeing some of these fields,
you can go back to your View Settings,
| | 05:08 | click on Other Settings,
and change the Font Size.
| | 05:12 | With so many views to choose from, the
only problem rests in deciding which one
| | 05:19 | you want to use, and of course, once you
decide on a view, you can always go back
| | 05:23 | and tweak it so that, as in the case with
Goldilocks, your view is not too big and not
| | 05:28 | too small, but just exactly the right fit.
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| Searching for contacts| 00:00 | Hunting down contact information
using a traditional address book could be
| | 00:05 | very time consuming.
| | 00:06 | First, you have to locate the address
book, and then you have to remember if
| | 00:09 | it listed the contact alphabetically by
first your last name, or if you listed
| | 00:13 | it by company name.
| | 00:15 | Outlook takes the pain out of finding
contact information by providing you with
| | 00:18 | multiple ways to find your contact information.
| | 00:21 | We are going to start by going to the
Contact section of Outlook, which we get
| | 00:25 | to by clicking the Contacts
icon in the Navigation bar.
| | 00:28 | Once there, we have our Quick Search
window, and this will help to find our
| | 00:33 | contacts in numerous ways.
| | 00:35 | We are going to start off with an easy search.
| | 00:38 | We are going to look for someone
whose last name happens to be Reed.
| | 00:41 | So, I type in "Reed" and quite quickly,
Outlook is able to come up with two
| | 00:47 | contacts who's last name is both Reed.
| | 00:50 | At this point I can open up the
appropriate contact, get the information.
| | 00:54 | When I am finished with this query
and want to return to see in all my
| | 00:58 | contacts, I simply click the Close
Search or the X box, and I am returned to
| | 01:03 | seeing all of my contacts.
| | 01:04 | Now, let's look at this again in slow motion.
| | 01:08 | This time I am going to look for
someone whose first name is Terry, and watch
| | 01:12 | what happens when I type.
| | 01:13 | As I type each subsequent letter, you
notice that my query becomes more and more exact.
| | 01:21 | So, as I type in the additional
letters, I'm still seeing a number of contacts.
| | 01:27 | But as I hit that final letter, Terry.
| | 01:30 | Now, I am seeing two Terrys:
| | 01:31 | one whose first name is Terry
and one whose last name is Terry.
| | 01:35 | Now, of course I can
also search by company name.
| | 01:39 | In this case, I want to search
for a company by the name of Tiny.
| | 01:43 | I can start off by typing in Tiny,
and you notice I've got couple of Tinys:
| | 01:47 | Tiny Moo and TinyLake.
| | 01:50 | So, if I type in, again, one more
letter, I am now limited just to the
| | 01:55 | TinyLake employees.
| | 01:57 | Again, if I look at the bottom left-
hand corner of my screen, I notice that
| | 02:02 | I have four matches.
| | 02:04 | When I am finished, I can hit the
X and return to all my contacts.
| | 02:08 | Finally, you might want to search by
other options; for example, I might want to
| | 02:13 | find all my contacts that I have
labeled as Read, or Important contacts.
| | 02:19 | So, once again, I am going to
click in the Quick Search Box.
| | 02:22 | This time you notice that I have a few
options up here to refine my search and
| | 02:27 | one of them is Categorized.
| | 02:28 | So, I am going to click on
Categorized and choose the Read Category.
| | 02:33 | Once again, my contacts have been
limited to just those contacts who have been
| | 02:38 | categorized as Read.
| | 02:40 | In this case, you see there is 18 of them.
| | 02:41 | If I want to further hone down my
search, I can add multiple criteria;
| | 02:47 | for example, I might want to find all my
Read contacts who also have phone numbers,
| | 02:53 | so this time I am going to click the
Phone Number box and select Business Phone.
| | 02:58 | I see that I have eight contacts, who are
important to me, that I also have phone numbers for.
| | 03:03 | Any contacts with database is only half the fun.
| | 03:06 | The other half comes from
being able to find them again.
| | 03:09 | Outlook makes sure that none of your
contacts will be lost in the crowd.
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| Creating contact folders| 00:00 | As you begin to rely more and more on
Outlook to manage your day-to-day life
| | 00:04 | you'll probably find that you
are adding more and more contacts.
| | 00:07 | You might start by adding your business
contacts and then continue on by adding
| | 00:10 | a few personal contacts.
| | 00:12 | Over a period of time, you might want
to distinguish between your vendors, and
| | 00:15 | your customers, and your prospects,
so you'll need to add more folders.
| | 00:19 | As usual, Outlook has a great way to
help you tame the chaos by allowing you to
| | 00:23 | add additional contact folders.
| | 00:25 | We are going to start by going
to the Contacts area in Outlook.
| | 00:29 | So we are going to click on the
Contacts icon in the Navigation Bar.
| | 00:32 | Now out of the box, Outlook
gives us three contact folders.
| | 00:38 | We have our main contact folder, which is where
you've probably been adding your new contacts.
| | 00:43 | You might have a Suggested Contacts
folder, which is where Outlook will put
| | 00:47 | certain contacts as you have been e-
mailing, that they think you might want to
| | 00:51 | add as your contacts.
| | 00:54 | If you've linked in to the LinkedIn
social network, it will also have a LinkedIn
| | 01:00 | contact folder with all your LinkedIn contacts.
| | 01:02 | So, I am going to start up here in the
Contacts folder, and I need to make two
| | 01:07 | folders: one for my business
contacts and one for my personal contacts.
| | 01:11 | I am going to do that by doing a
right-click on the Contacts folder and
| | 01:16 | clicking on New Folder.
| | 01:18 | I am going to type in "Business," and
because there was so much fun, I am going to
| | 01:25 | create that second personal folder, and
again, I am going to make another trip
| | 01:29 | up here to Contacts,
| | 01:30 | do a right-click and make another new
folder, which I am going to call Personal,
| | 01:39 | and I click the OK button.
| | 01:40 | Now, you see my two
folders here on my folder list.
| | 01:44 | What I am going to do is start populating
those folders with some of my existing contacts.
| | 01:49 | There are a number of ways that I can do that.
| | 01:52 | Now, I look over to my Contacts I
know that six of these contacts are
| | 01:56 | also business contacts.
| | 01:58 | So I want to move them over
to that new Business folder.
| | 02:02 | So what I am going to do is highlight
the first of the contacts, hold down my
| | 02:05 | Shift key, and click on to the last of
the six, and drag them over, in one fell
| | 02:11 | swoop, to the Business folder.
| | 02:13 | So now you see that they have
disappeared from the Contacts area,
| | 02:18 | but if I click on the
Business folder, there they are.
| | 02:22 | This time I am going to go to my Contacts,
and I am going to select the specific
| | 02:28 | contacts that I know are personal contacts.
| | 02:31 | So, what I am going to do is hold down
my Ctrl key this time and click just the
| | 02:36 | contacts that I want to
carry over to my Personal folder.
| | 02:41 | So again I hold down my Shift key and
drag those three contacts over Personal.
| | 02:47 | Now sometimes I might decide that
a contact belongs in both folders.
| | 02:53 | So what I can do in that case, like
with my friend Ross Atkins, I am going
| | 02:57 | to hold down my right-mouse button this
time and drag him over to the Business folder.
| | 03:05 | When I let go of the button, Outlook is
going to prompt me and ask if I would
| | 03:09 | like to move this contact or to copy it.
| | 03:13 | I'd like to copy it, so I click Copy.
| | 03:16 | We notice that Ross Atkins remains in
my main Contact folder, but he is also
| | 03:23 | in my Business folder.
| | 03:24 | Now, as time goes on, I might
want to create more folders.
| | 03:29 | So, again I can continue to go back to
my main Contact folder, right-click, and
| | 03:34 | make as many new folders as I want.
| | 03:37 | This time I am going to make one for Clients.
| | 03:39 | I am going to make a second one for Vendors.
| | 03:44 | But wait a minute. These
business contacts are all vendors.
| | 03:49 | So it might be a little bit easier for me just
to simply rename that folder. Not a problem!
| | 03:55 | I am going to do a right-click on that
folder, and I am going to click on Rename.
| | 03:59 | I am going to change those to Vendors.
| | 04:04 | Finally, I might be looking at my
folder list and decide, you know, I'd like they
| | 04:10 | have my Personal and my LinkedIn
contacts towards the bottom of this list, and I
| | 04:14 | really like to see those
Clients up a little higher.
| | 04:18 | So, what I can do is simply drag any
one of my folders and let go where I
| | 04:23 | see the black line.
| | 04:24 | So now I have my Clients up at the
top and my Personal down in the bottom.
| | 04:32 | Should I decide to delete a folder, I
am going to be deleting all my contacts
| | 04:37 | right along with that folder.
| | 04:39 | So what I am going to do, instead, is to
drag all the contacts that are in the
| | 04:44 | folder back to the main folder.
| | 04:47 | So I can do that by holding down my
Ctrl key and hitting the letter A. That
| | 04:52 | will select all the contacts in a folder, and I
can drag them back to that main Contacts folder.
| | 04:59 | Now when I'm sure that there is
nobody in that Personal folder,
| | 05:02 | I can right-click on that folder
and choose to delete the folder.
| | 05:06 | Of course, Outlook is going to ask me
if I am really sure and if I am, I click
| | 05:12 | Yes, and the folder has now
been removed to the Recycle Bin.
| | 05:16 | I am going to do the same thing for my Vendors.
| | 05:19 | Again, I am going to hold down my Ctrl
key on my keyboard and hit the letter A
| | 05:24 | and drag all those contacts
over to my Contacts folder.
| | 05:30 | But this time I get a prompt because
our friend Ross Atkins was still in
| | 05:35 | my Contacts folder.
| | 05:37 | Outlook has my back and wants to make
sure that I don't end up with two contact
| | 05:41 | records for Ross Atkins.
| | 05:43 | At this point I have the option of
either updating the existing contact with
| | 05:48 | the new one and clicking Skip and not copying
their contact record back over to my Contact folder.
| | 05:56 | So in this case I am going to choose to
skip it, and you notice Ross remains in
| | 06:02 | the Vendors' folder.
| | 06:03 | Now, I am going to delete that
folder by doing a right-click.
| | 06:06 | I am deleting that folder, and
although I still have Ross in my main Contact
| | 06:12 | folder, I don't have to
worry about the duplicate.
| | 06:15 | If you already have a system of paper
folders that you use to store things like
| | 06:20 | insurance information and tax and warranty deeds,
you know how important it is to set up folders.
| | 06:26 | With Outlook, you can create as many
folders as you want, without even having to
| | 06:31 | run to the office store for supplies.
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| Creating contact groups| 00:00 | In Outlook 2010, the traditional
distribution list has been renamed to the contact group.
| | 00:06 | A contact group is basically a list of
names to whom you are going to be sending
| | 00:11 | out a communication,
typically an e-mail message.
| | 00:14 | Now it's really easy to create those
contact groups, once you have already
| | 00:17 | created the contacts.
| | 00:19 | So we are going to start by going to
the Contact area of Outlook, which we get
| | 00:23 | to by clicking the Contacts
icon on the Navigation Bar.
| | 00:26 | Now at that point, we can go up and
hit the New Contact Group icon, and as
| | 00:33 | promised, the New Contact Group window opens.
| | 00:36 | The first thing we want to do is give
it a name, and that's really up to you
| | 00:41 | what you want to name it,
but I can offer a suggestion.
| | 00:43 | Many people traditionally name their
group with the name of what it contains,
| | 00:48 | which makes a lot of sense.
| | 00:49 | But in this case, we might want to
call it something like Office Staff.
| | 00:54 | That seems like a pretty good idea
until we want to go back and find it again.
| | 00:59 | Now we might have to go back and look
over here in the Os and hunt around a
| | 01:03 | little bit, until we can
find that Office Staff group.
| | 01:06 | If I want to go back and change that
name, I can simply give it a double-click,
| | 01:11 | and what I recommend is just to put
an underscore in front of the name.
| | 01:15 | And again I am going to click on
Save & Close, and that way, I will find
| | 01:19 | that all my distribution lists will
be at the top of my contact list, all
| | 01:24 | together and easy to access.
| | 01:27 | Now once I have created that contact
group, my next step is to fill it up with
| | 01:31 | some of my existing contacts.
| | 01:32 | So I am going to do that by double-
clicking on my group to open it up again,
| | 01:38 | and this time I am going
to click on Add Members.
| | 01:42 | I have a couple of options here.
| | 01:44 | I can add members from my main contact
folder or I can add members from all of
| | 01:50 | my contact folders, which is
combined into Outlook's main address book.
| | 01:55 | Or I can even add contacts from
another address book, for example, if you are
| | 02:00 | using salesforce.com with the Outlook.
| | 02:04 | What I am going to do in this
example is choose my contacts just from the
| | 02:09 | Outlook contact folder.
| | 02:10 | So I am clicking from Outlook contacts.
| | 02:13 | And now I can go through my
list and choose the names I want.
| | 02:18 | And each time I find a name that I
want to add to the contact group, I
| | 02:22 | simply double-click it.
| | 02:23 | When I am happy with my choice, and I
have all my names safely added to the
| | 02:32 | group, I click OK, and I am now seeing
a list of all those names appear in the
| | 02:38 | bottom of my contact group.
| | 02:39 | I can click Save & Close and at any
time that I want, I can always go back and
| | 02:45 | add additional members, or I can select
a member and remove that member if I no
| | 02:52 | longer want them to be part of the group.
| | 02:59 | When I am finished making my changes,
once again, I click Save & Close.
| | 03:02 | Now the nice thing about sending e-mail
through the Contact group is that there
| | 03:07 | are four different ways
that we can send an e-mail.
| | 03:11 | One way is if I happened to be
looking at my contact folder, I might want
| | 03:15 | to just do a right-click on that Office
Staff group, go to Create, and select E-mail.
| | 03:22 | And you notice the new e-mail message pops
up with the Office Staff group in the To line.
| | 03:28 | The second way I can do this is to
actually open up the group, go to the
| | 03:34 | Communicate area, and click E-mail.
| | 03:37 | The third way that you can send your
e-mail is by using the Folder List.
| | 03:47 | I like the Folder List because it shows me
my Contacts and my Inbox at the same time.
| | 03:54 | So what I could do in this case is to
simply drag my Office Staff contact group
| | 04:00 | over to my Inbox. When I let it go,
| | 04:03 | once again, I get the message, and we
can see that the To line has been filled
| | 04:07 | in with that Office Staff group.
| | 04:12 | The final way to send an e-mail to
your contact group is simply by creating a
| | 04:16 | new e-mail message, so I am going to
click the New E-mail icon, and what I do
| | 04:22 | now is just type in the first couple
of letters of that contact group name.
| | 04:26 | Now this is where my little secret of
putting the underscore in really pays off.
| | 04:31 | So I am going to send this off to the
office staff, and in this case it's going
| | 04:35 | to be about Yvonne's Birthday.
| | 04:36 | I type in my message, but in this case,
I don't want to send this message to
| | 04:44 | Yvonne, who I know is part
of this Office Staff group.
| | 04:47 | So I am going to hit this Plus sign,
and Outlook is going to prompt me, and
| | 04:51 | say that it's going to replace the name of my
contact group with the names of the individuals.
| | 04:57 | I am going to click on ok, and now I
am seeing all the individual names.
| | 05:01 | At this point, I can simply
backspace over Yvonne and choose Removed and
| | 05:07 | send out this e-mail.
| | 05:09 | So it will go to everybody in my
contact group except for Yvonne, who I don't
| | 05:13 | want to be aware of this upcoming event.
| | 05:16 | If you often find yourself sending
messages to the same group of people, you'll
| | 05:19 | want to create a contact group.
| | 05:21 | Now you can send out important mailings
--or even a really great joke--with a
| | 05:25 | few clicks of a button.
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|
|
3. Reading and Organizing EmailIntroducing email| 00:00 | There are a lot of similarities
between traditional postal mail and e,
| | 00:04 | or electronic, mail.
| | 00:06 | Just like with postal mail, you need
to set things up properly to ensure that
| | 00:10 | they get to the intended destination.
| | 00:12 | You need to have a place to
accept all incoming mail.
| | 00:14 | You want to be able to organize
your mail, so that you don't forget to
| | 00:18 | follow up on something important.
| | 00:19 | And eventually you'll want to
throw out some of that mail.
| | 00:23 | So in traditional mail, we have a stamp.
| | 00:25 | With Outlook, we need an Internet
Service Provider, or an ISP, to connect our mail
| | 00:31 | to the outside world.
| | 00:33 | Sending requires a drop-off point;
with Outlook we need an e-mail account.
| | 00:39 | Incoming mail requires a mailbox,
incoming e-mail needs an Inbox.
| | 00:45 | We can have multiple
deliveries to more than one mailbox.
| | 00:48 | For example, you might have mail coming to
your home and another mailbox for your business.
| | 00:54 | With Outlook, we can have
multiple e-mail accounts;
| | 00:57 | for example, Olivia has one account
for her business mail, and another one
| | 01:02 | for her personal mail.
| | 01:05 | When we receive traditional mail, we
want to read it; with Outlook we give it a
| | 01:08 | double-click to read it.
| | 01:11 | Some information that we receive through the
mail we want to get rid of, because it's junk.
| | 01:16 | With Outlook, we can send any
information that we need to to the junk mail file.
| | 01:23 | You might need to find a message again;
with Outlook it's easy because we can
| | 01:28 | search for any message that we want.
| | 01:32 | And finally, eventually, you need
to throw out some of your mail.
| | 01:36 | With Outlook, a simple right-click
will send our mail quickly to the
| | 01:41 | Deleted Items area.
| | 01:42 | Although we still send traditional or
snail mail on occasion, e-mail is just
| | 01:48 | becoming so much more prevalent.
| | 01:50 | And just like you probably consider
the US Postal Service to be your mail
| | 01:53 | service of choice for snail mail,
most users consider Outlook to be their
| | 01:58 | service of choice for e-mail.
| | Collapse this transcript |
| Finding the inbox| 00:00 | I don't know about you, but if I want to
read my mail, I need to take a trip out
| | 00:04 | to my mailbox and pick it up. And if I
also have a post office box, I have to
| | 00:09 | make a trip over there as well,
to pick up any additional mail.
| | 00:12 | The same concept holds true for Outlook.
| | 00:15 | The easiest way to find your mail is
to make sure that you've clicked on the
| | 00:19 | Mail icon in the Navigation bar.
| | 00:21 | From there, there is a couple of
places to look for your new mail.
| | 00:25 | The most obvious one is to click on your Inbox.
| | 00:28 | That will show you a list of all your mail.
| | 00:30 | Now you might also need to
check and see if you have mail in an
| | 00:34 | additional account.
| | 00:35 | In this example, Olivia also has a
Gmail account, so she needs to periodically
| | 00:40 | check that inbox, as well,
for any new incoming messages.
| | 00:45 | Now another place that you might
need to check for incoming mail is in your
| | 00:49 | Junk E-Mail folder.
| | 00:51 | Outlook will periodically determine
that some of your incoming mail is not the
| | 00:56 | stuff that you want to read and
throw it into the Junk E-Mail file, but
| | 01:00 | sometimes it makes a mistake.
| | 01:01 | You might want to periodically look in
the Junk E-Mail file, just in case there
| | 01:05 | is something important that was caught.
| | 01:08 | Now if you have set up a rule governing
incoming e-mail, you might have set it to
| | 01:13 | automatically take incoming e-mail and
put it into another folder, such as your
| | 01:18 | Current Projects folder.
| | 01:20 | So you might need to look there as well to
make sure no e-mail has arrived into that folder.
| | 01:26 | Now that brings us to the question, how
do we know if we've got a new e-mail?
| | 01:29 | Well, Outlook makes it real easy.
| | 01:32 | You notice that to the right of my Inbox,
I have a number. That means there are
| | 01:36 | four unread messages in that Inbox.
| | 01:40 | And if we look down here at the Gmail
account, you notice that we have one
| | 01:44 | unread message in the Inbox.
| | 01:48 | Now if you are not sure which message
you haven't read yet, you notice that most
| | 01:52 | of the messages are regular font color,
whereas one of the messages stands out a
| | 01:58 | little bit darker because it's bolded.
| | 02:00 | You'll also notice that the envelope
icon is a closed envelope, whereas my read
| | 02:05 | messages show an open envelope.
| | 02:08 | Now when a new e-mail comes in, you
can tell Outlook to know when you've
| | 02:13 | received a new mail message.
| | 02:16 | You can change those options by going
over to the File tab and clicking on the
| | 02:20 | Options item from the Navigation bar.
| | 02:22 | Once you get to the Options window, you
want to click on Mail and then go down
| | 02:29 | to the Message arrival area.
| | 02:30 | Now the different options include
playing a sound, changing the mouse
| | 02:35 | pointer, showing an envelope in the
taskbar and displaying a Desktop Alert
| | 02:41 | when new messages arrive.
| | 02:43 | Now, if we have a Desktop Alert, you can
determine how long you want to see that
| | 02:47 | alert and how dark you want that
alert to be by clicking on the Desktop
| | 02:52 | Alert Settings button.
| | 02:53 | If I click on this, I can determine
how long I want that alert to appear in
| | 02:58 | front of me and how dark I would like it to be.
| | 03:01 | Then I can hit the Preview
button to see what it looks like.
| | 03:06 | And there is my alert, right down
there at the bottom-right corner.
| | 03:09 | With a traditional mailbox, I don't
always know whether or not the mailman
| | 03:14 | has arrived, but with Outlook, I can
tell in a glance if I have a new mail.
| | Collapse this transcript |
| Reading email| 00:00 | It seems to be only common sense
that you'll want to read your e-mail
| | 00:03 | once they've arrived.
| | 00:05 | Now, you start by looking at your
e-mail, and the e-mail portion of Outlook.
| | 00:09 | So if you are not there already, you'll
click on the Mail icon in the Navigation bar.
| | 00:13 | Now what I do is I look for my
Inboxes that display numbers to the right of
| | 00:18 | them, because that tells me
that they contain new unread mail.
| | 00:22 | So I click on my Inbox.
| | 00:23 | Again, I can determine if a message has
not been read by that unopened envelope.
| | 00:30 | If I want to read it, I could simply
click on a message, and I can read the
| | 00:35 | contents of it, off to the
side in my Preview panel.
| | 00:39 | If I'd like to see it in greater detail,
I can also double-click on the message
| | 00:44 | and see it in greater detail.
| | 00:47 | Some people don't like the Reading Pane.
| | 00:50 | In Outlook, if you hover your mouse
for a couple of moments on a message, and
| | 00:55 | it's showing up in the Reading Pane,
Outlook will mark that message as having
| | 00:59 | been read, and sometimes my mouse just
happens to be sitting on a message, even
| | 01:03 | though I am not reading it.
| | 01:04 | So you might decide you want
to turn off the Reading Pane.
| | 01:08 | You notice that we have, up in
the Layout portion of the View tab,
| | 01:12 | we have some Reading Pane options.
| | 01:14 | You could choose to turn it to the
bottom of your screen, so that the Reading
| | 01:19 | Pane is down there, or you
can turn it off completely.
| | 01:22 | Now, if you do want to have the
Reading Pane on, you can make it bigger or
| | 01:28 | smaller by putting your mouse between
a list of messages in your Reading Pane
| | 01:33 | and dragging it to the left,
or dragging it to the right.
| | 01:37 | You also may find that the To-Do Bar
takes up a little bit of room, and you
| | 01:41 | might want to minimize that, or
bring it back to full view again.
| | 01:45 | Now, I personally like to turn off my
Reading Pane, because it gives me more
| | 01:50 | options for viewing my e-mail.
| | 01:53 | By default, Outlook is going to
arrange all your e-mail according to date.
| | 01:58 | It's going to put the most recent
ones on the top; for example, here's the
| | 02:03 | messages that came in today and
the oldest mail down on the bottom.
| | 02:07 | So here's messages that came in last month.
| | 02:11 | Now, if I want, I can sort
my e-mail in any order I want;
| | 02:16 | for example, I might want to sort
them by the person that they're from.
| | 02:20 | I can do that very easily
by clicking on From column.
| | 02:24 | Now all the messages are grouped
according to the person who has sent them.
| | 02:29 | I can also use some of the buttons
up here in this Arrangement area;
| | 02:33 | for example, I might want to sort
all my messages according to category,
| | 02:38 | so with one click on the Categories
button, I'll now see all my items grouped
| | 02:45 | together in the Blue Category.
| | 02:48 | I can do the same thing for
e-mails that I've flagged as Important.
| | 02:53 | So I might want to click on this Flag button.
| | 02:57 | Now, I'll see all those messages that
have a flag date of today grouped together.
| | 03:04 | Talk about going paperless.
| | 03:06 | With Outlook, you can read your e-
mail and not even have to worry about
| | 03:10 | finding a letter opener.
| | Collapse this transcript |
| Flagging and categorizing messages| 00:00 | We've all done it. You somehow get sidetracked in the
process of bringing in an important letter or
| | 00:05 | bill from your mailbox,
| | 00:06 | and either spend hours trying to find it or
get a delinquent notice a few weeks later.
| | 00:11 | Outlook has a number of ways of
organizing your e-mail that will ensure that no
| | 00:14 | message gets left behind.
| | 00:16 | There are three ways that
we can tag incoming e-mail.
| | 00:20 | And they are all found in
the Tags area of the Tibbon.
| | 00:23 | We can mark something as unread,
we can categorize it, or we can
| | 00:27 | schedule follow-up.
| | 00:28 | Let's start by marking things as Unread.
| | 00:31 | I might open this message from Sharon
by double-clicking it, and I get some
| | 00:35 | information, and I want to
make sure that I get back to it.
| | 00:39 | So once I close the message,
you'll notice the envelope is now open,
| | 00:43 | but I want it to look like it hasn't
been read, like these two messages down here.
| | 00:48 | So what I can do is highlight it and click
on the Unread icon, and two things happen.
| | 00:55 | One, the message is now bolded,
and the envelope is closed.
| | 01:00 | Alternatively I can take a message,
simply right-click it, if I am looking at it
| | 01:05 | in the preview, and mark it as Unread.
| | 01:10 | Another way that I might want to classify
incoming messages is by giving them a category.
| | 01:16 | Outlook makes it easy for you to do that.
| | 01:18 | So in this case I might
take this message from Herman.
| | 01:22 | And this is something that's really
important, so I am going to mark that as Red.
| | 01:25 | So what I can do is highlight the
message, go to Categorize and mark as Red.
| | 01:30 | Now you'll notice, if I open the
message, that a red band now appears at the
| | 01:37 | top of the message.
| | 01:39 | Alternatively, I can take my message,
and I can right-click it, and I can choose
| | 01:45 | to categorize, and I can
mark it as a Blue Category.
| | 01:49 | At this point you might be wondering
well, geez, what's a Red Category and
| | 01:53 | what's a Blue Category? Beats me.
| | 01:56 | So what you might want to do is rename
those categories to something that makes
| | 02:00 | a little bit more sense to you, like
really important and yeah, not so much.
| | 02:05 | So this time I'm going to
take my message from Glenda.
| | 02:10 | I'm going to right-click it. Go to Categorize.
| | 02:13 | But I am going to choose All Categories.
| | 02:15 | Now this doesn't mean that I'm going to
assign all color categories of the rainbow,
| | 02:20 | although I could, by selecting a couple of them.
| | 02:22 | But what I'm going to do,
instead, is to rename those categories.
| | 02:27 | So I am going to rename as Blue
Category by selecting it, and renaming it, and
| | 02:32 | calling it simply Not So Important.
| | 02:35 | Now I am going to rename that Red
Category by selecting it and renaming it and
| | 02:43 | calling it Really Important.
| | 02:50 | So now if I decide to group my
messages together, I can move to the View tab,
| | 02:58 | click on Categories,
| | 03:00 | and I see that I have all the Really
Important things grouped together, as well
| | 03:05 | as the Not So Important ones.
| | 03:07 | If you really need, you can assign
more than one category to an e-mail by
| | 03:14 | selecting it, and again, choosing
Categorize, going to All Categories and
| | 03:21 | selecting more than one category.
| | 03:23 | If this is the first time you've used a
Category, it's going to ask if you would
| | 03:30 | like to rename that category.
| | 03:32 | And for now, I'm not going to rename it.
| | 03:35 | And you can see that this message has
now been assigned two color categories.
| | 03:40 | Conversely, if I like to remove those
categories, I can right-click the message,
| | 03:45 | once again go to Categorize, go to All
Categories and remove the category that
| | 03:52 | I no longer want to use.
| | 03:53 | Finally, I might want to flag items.
| | 03:58 | That means I really need to get to them;
not only are they important, but I've got
| | 04:01 | to take care of them today.
| | 04:02 | So my message from Herman here, that I
have already categorized as Red, because I
| | 04:07 | know what's really important,
| | 04:09 | this time I'm going to head back to
my Home tab, and I'm going to create a
| | 04:14 | follow up by clicking the Follow Up icon and
saying, this is something I need to get done today.
| | 04:21 | Alternatively, you can right-click an
item and click on Follow Up, and mark it
| | 04:28 | as something that needs to be done today.
| | 04:30 | An even easier way to flag an item is
to simply click on the little flag icon
| | 04:36 | that you see to the
right of your e-mail message.
| | 04:39 | Finally, once you've flagged items,
you want to mark them as completed.
| | 04:46 | And again, this is an easy thing to do.
| | 04:48 | We can go on to any of the messages, do
a right-click and mark them as complete.
| | 04:53 | Now notice two things happened.
| | 04:56 | The flag goes away and a checkmark appears.
| | 05:00 | Outlook really prevents anything
important from falling through the cracks.
| | 05:03 | Now if I could just have Outlook pay
my electric bill for me every month, I'd
| | 05:07 | be all set.
| | Collapse this transcript |
| Organizing messages with folders| 00:00 | As your incoming e-mail starts to turn
from a trickle into a deluge, you'll want
| | 00:04 | to start organizing it a bit.
| | 00:06 | You might be content just to leave everything
in your Inbox, arranged by date or category;
| | 00:10 | however, you might consider setting
up additional Inboxes for your e-mail,
| | 00:15 | particularly for that e-mail that
you want to keep on file for a while.
| | 00:18 | I am starting off with an Inbox that
contains 38 items, and I know that because
| | 00:23 | if I take a peek at the bottom-left
corner of my screen, I am seeing that item
| | 00:27 | number, and that's okay to start with,
but as I get more and more e-mail, I
| | 00:31 | need to organize it.
| | 00:33 | So my first level of organization is
going to be keep track of my personal
| | 00:37 | e-mail and my business e-mail.
| | 00:39 | Quite simply, I am going to do a right-
click on my Inbox and click on New Folder
| | 00:44 | and start by creating a Business folder.
| | 00:48 | That worked so well, I am going to
do it again, and again, I am going to
| | 00:52 | right-click on my Inbox, create
another New Folder, and this is going to
| | 00:56 | house my Personal stuff.
| | 01:00 | As new mail comes in, I can decide
if it belongs to the Business box or if I
| | 01:06 | should store it into my Personal box.
| | 01:10 | And of course, I can access the e-
mail from either one of the boxes with a
| | 01:14 | simple click. Now that works pretty
well for a while, and you can see I am
| | 01:18 | starting to get that Inbox under control,
because my item count is going down,
| | 01:23 | but this time I want to further
subdivide that Business folder.
| | 01:26 | So I am going to make another new folder.
| | 01:29 | So again, I am going to right-click my
Inbox and click on New Folder, and I am
| | 01:34 | going to call this one Clients.
| | 01:39 | But there's one problem: clients is
actually a very important part of my business,
| | 01:42 | so I would like to have this
somehow tied into my Business folder.
| | 01:47 | So what I am going to do is just take
this Clients folder, drag it up slightly
| | 01:52 | and just lay it down right on top of
the Business folder. And when I do, I can
| | 01:57 | expand my Business folder.
| | 01:59 | You see it now contains a subfolder for
my clients, and once again, I can take
| | 02:04 | all my client data and move it into that box.
| | 02:09 | Now as my Business continues to grow, I
might decide that I need a separate box
| | 02:14 | for each one of my
important clients - not a problem.
| | 02:18 | I could create another folder in
my Inbox and drag it under Clients.
| | 02:22 | Now, there is a little shortcut. This time I
am going to start on the Clients folder
| | 02:27 | and do my right-click from there.
| | 02:28 | I am going to create a new folder and name
it after one of my clients, and click OK.
| | 02:36 | And you see I now have a folder,
which again, I can start to fill with
| | 02:42 | information pertaining to that company.
| | 02:46 | And as the list of my boxes gets
longer and longer, I can always close the
| | 02:51 | Business folder, or I can expand it again.
| | 02:55 | You can continue to create as many new
Inbox folders as you need or delete ones
| | 02:59 | that you're no longer using.
| | 03:00 | Unlike traditional folders, you don't
have to worry about creating labels or
| | 03:04 | pruning them when they get too large.
| | Collapse this transcript |
| Searching for messages| 00:00 | If you are like most of us, your
Outlook holds a lot of information, and when
| | 00:04 | you're trying to find the exact piece
of information you need, it could feel
| | 00:08 | like trying to find a needle in haystack.
| | 00:10 | In previous versions of Outlook,
searching for e-mail from a specific person
| | 00:14 | might return e-mails that contain that
person's name or their name was included as
| | 00:18 | part of a distribution list.
| | 00:20 | Outlook 2010 incorporates many new
searching options to make find what
| | 00:24 | you're looking for a snap.
| | 00:26 | The first thing we are going to
look at is the Instant Search window.
| | 00:29 | And the Instant Search window is
going to be located directly on the top of
| | 00:33 | your list of items.
| | 00:34 | So in this case, we're looking for e-
mail, and I see my Instant Search window
| | 00:38 | right at the top of all my incoming e-mail.
| | 00:40 | Now watch what happens when I click it.
| | 00:43 | Magically, a new tab opens called the
Search tab, which gives me lots of other
| | 00:49 | options, but we are going to
start off with some easy ones.
| | 00:52 | I am looking for all the e-
mail from my friend Herman Studer.
| | 00:56 | So I type in his last name and watch
what happens; magically, Outlook finds all
| | 01:03 | of the items that have come to me
from Herman and even items that we're
| | 01:07 | addressed to Herman, or that
Herman was included as part of the Cc.
| | 01:12 | Now that worked pretty well, but I
might want to actually hone it on my search,
| | 01:17 | and that's where these tools can help me.
| | 01:19 | I might just want to find the e-mails from
Herman that had been categorized as blue.
| | 01:25 | So in that case, I can go to my
Categorized icon, give it a click and select Blue.
| | 01:32 | Now watch what happens to my Search criteria.
| | 01:36 | The Search criteria was expanded to
include categories equal to Blue, and now
| | 01:41 | there is only one item that Outlook has found.
| | 01:44 | Now, if I am not happy with that
category, I can simply backspace over it and
| | 01:53 | once again, I've started with my original search.
| | 01:55 | Now if I would like to find maybe the
e-mails that have come in from Herman that
| | 01:59 | contained attachments, I can simply
click on Has Attachments, and once again,
| | 02:05 | Outlook was up to the task.
| | 02:06 | Now when I am done searching, I can close
out of the Search window in one of two ways.
| | 02:12 | I can click on the Close Search icon, or I
can hit this X to return me back to my Inbox.
| | 02:19 | A lot of times I like to
search for e-mail based on a date.
| | 02:24 | So in this case, I might click on my
Instant Search box, simply to pull up that
| | 02:29 | mystical Search tab, and now I am
going to look at some of my date options.
| | 02:34 | In this case it says This Week, but if I
click that dropdown arrow, I can expand
| | 02:40 | on those date choices.
| | 02:41 | So I am going to look for all
e-mail that came in last month.
| | 02:45 | And again, Outlook was up to the
challenge and provided me with six items.
| | 02:50 | Now how do I know with six items?
| | 02:52 | Because I can see it in the
bottom left-hand corner of my screen.
| | 02:55 | One of the nice things about Outlook is
it remembers what I've done in the past.
| | 03:02 | So once I've done a bit of work the
first time, Outlook will let me sit on my laurels
| | 03:07 | and use it again and again.
| | 03:08 | So I am going to do this time is once
again click on the Instant Search box, and
| | 03:14 | I am then going to go up to Recent
Searches and give that a click, and you
| | 03:18 | notice all my Recent Searches are in
this list, so I can click on the ones where
| | 03:24 | I was looking for e-mail from Herman,
whose category was Blue, and there it is
| | 03:29 | again at the click of a button.
| | 03:31 | Now so far, we've been
concentrating and searched for e-mail.
| | 03:35 | In addition, I can search
through any of the Outlook items.
| | 03:39 | In this case, and once again I am going
to click on my Instant Search box, and I
| | 03:44 | am trying to find an article and I am
not quite sure if it's in e-mail, maybe
| | 03:49 | it was a blog article, that contained the
word egg, and I'm just not sure where it is.
| | 03:54 | So I might searching, and my search
in my current Inbox turned up nothing.
| | 04:00 | I might expand that search to
include all my Email folders, or all the
| | 04:04 | Subfolders under my Inbox,
and still I came up short.
| | 04:09 | This time I am going to expand my
search to include All Outlook Items.
| | 04:14 | That means it's going to search through my
calendar, and even in this case my RSS feeds.
| | 04:19 | So I am going to give that a click and
sure enough, it found that blog article
| | 04:24 | that I was looking for.
| | 04:25 | Sending and receiving e-mail is only
half the fun; the other half comes from
| | 04:29 | being able to find your e-mail again.
| | 04:32 | Outlook's new search tool makes it
easier than ever to find exactly what you
| | 04:36 | are looking for.
| | Collapse this transcript |
|
|
4. Sending EmailCreating new messages| 00:00 | If you're already familiar with sending
e-mail using another program, then you
| | 00:04 | will find that things look
pretty much the same in Outlook,
| | 00:06 | however, Outlook also contains every
imaginable bell and whistle you can think
| | 00:10 | of, if you want to jazz things up a bit.
| | 00:12 | I am going to start by sending a simple e-mail;
| | 00:15 | we do that by clicking the
New Email icon on the Tibbon bar.
| | 00:20 | The new e-mail message pops forward.
| | 00:22 | Now if we are sending this message off
to someone that we have sent e-mail to
| | 00:26 | in the past, we can begin simply by typing
in the first latter of that person's name.
| | 00:31 | In this case, I am sending to Greg, and
I choose his name, and I am good to go.
| | 00:36 | At this juncture, we normally type in a
subject, but I am going to forget to put
| | 00:40 | that subject in this time, and go
ahead and try to send my e-mail.
| | 00:44 | Outlook has my back and prompts me:
| | 00:47 | Do you want to send this
message without a subject?
| | 00:49 | If I really wanted to, I could send it
anyway, but for now I'm choosing not to send it.
| | 00:54 | I am going to click on Don't Send.
| | 00:57 | When composing a subject, it's
important to come up with something that will
| | 01:00 | make sure that your e-mail
is actually going to be read.
| | 01:03 | So I'm going to type in, and at this
juncture I could type in the body of
| | 01:08 | my message, and click the Send button, and
off my message hurdles through cyberspace.
| | 01:19 | Now this time I am going to go a little fancier.
| | 01:21 | So once again, I am going to click the
New Email icon on the Ribbon, and once
| | 01:26 | again, I'm going to see the New Email form.
| | 01:29 | This time I'm not sure if that person's
name is going to appear when I type in a
| | 01:34 | letter, so I am going to click on the To button.
| | 01:37 | When I click on To, my Address Book's
opened, and it's important to notice that
| | 01:43 | Outlook has a variety of address books;
| | 01:45 | for example, if you're using another
program like @salesforce, you might have a
| | 01:50 | salesforce address book.
| | 01:53 | In this case, I am just going to look under my
Contacts and see if I can find my contact there.
| | 01:59 | So I am going to type in the first
couple of letters of her name and sure
| | 02:03 | enough, there she is.
| | 02:05 | I could double-click her name,
click OK, and I'm good to go.
| | 02:10 | If I want to send this e-mail to a
second person, I could separate the names by
| | 02:14 | a semicolon and type in another name.
| | 02:18 | Now sometimes I like to send this e-mail
to more than one person, so I might add
| | 02:23 | additional names in the Cc line.
| | 02:25 | Now it's important to note that any
other names will be revealed to all the
| | 02:30 | recipients of this e-mail message.
| | 02:34 | So if I send this to Alberto, he will
also see Lucia and Greg's e-mail addresses.
| | 02:41 | Sometimes I prefer to send things
using a BCC, which means that those e-mail
| | 02:46 | addresses won't be
revealed to all the recipients;
| | 02:49 | for example, I might be sending a
message to a long list of recipients.
| | 02:55 | I don't want them to have to read
through row upon row of e-mail addresses.
| | 02:59 | So in this case, I go to the
Options tab and I click on BCC.
| | 03:05 | It shows me the BCC field, and now I can
include as many BCCs as I want, and not
| | 03:14 | have to worry that all my recipients
will be seeing all of those addresses.
| | 03:18 | So once again, I'm going to type in a
subject line and fill in the body of my e-mail.
| | 03:25 | Now you might have noticed that my
signature showed up automatically.
| | 03:31 | If you're interested in creating
e-mail signatures, I have created a movie
| | 03:35 | on that, but for now, we are going to
assume that you have already those signatures.
| | 03:39 | If you want to change it, you can
simply click on the Insert tab, click on
| | 03:44 | Signature and switch to a different signature.
| | 03:48 | One of the nice things about Outlook is we
can use it to track multiple e-mail accounts.
| | 03:54 | In this case, Olivia is sending this
e-mail from her business account, but she
| | 03:59 | might want to send from her personal account.
| | 04:02 | She can do that by clicking the From
icon and choosing her other e-mail address,
| | 04:09 | and now this message will come from her
Gmail account, and all replies will be
| | 04:13 | going back to her Gmail account.
| | 04:16 | Outlook comes with a couple of other
options, which I find particularly handy,
| | 04:20 | and you will find them on the Review tab;
| | 04:23 | for example, we have a Spellchecker,
which you can click to make sure that all
| | 04:28 | your words are spelled correctly, and
we have a Thesaurus, in case you can't
| | 04:32 | think of just that right word.
| | 04:35 | Sending e-mail in Outlook is a
quick, easy and fast way to get your
| | 04:38 | message across to someone.
| | 04:40 | Once again, Outlook has covered all
the bases and allows you to send anything,
| | 04:44 | from the simplest of text to
a fully formatted work of art.
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| Formatting a message| 00:00 | What I love about Outlook is the fact
that I can make my outgoing messages as
| | 00:04 | fancy or as plain as I want.
| | 00:07 | I'm going to start by
making a basic e-mail message.
| | 00:10 | So I head up to the
Ribbon and click on New E-mail.
| | 00:14 | My new e-mail message pops open.
| | 00:15 | I'm going to fill in my recipients name,
as I usually do, and fill in a Subject.
| | 00:21 | At that juncture, I'm going to
fill in the body of my message.
| | 00:27 | That looks pretty good for starters,
but I'd like to jazz it up a bit.
| | 00:31 | So I'm going to head over to the
Format Text tab and give it a click.
| | 00:37 | This is where I find all my formatting options.
| | 00:40 | Now, first of all, it's important to
understand the difference between HTML,
| | 00:45 | Plain Text, and Rich Text E-mail.
| | 00:48 | HTML can include all of the fun
things like colors and sizes and even
| | 00:53 | graphics, if you want.
| | 00:54 | Plain Text won't allow you to jazz up
that e-mail, but it's a good choice if
| | 01:01 | you're sending to people that you
know read your e-mail on a cell phone.
| | 01:04 | Now Rich Text is kind of
a cross between the two;
| | 01:09 | however, Rich Text is kind of an old system
that not a lot of people are using anymore.
| | 01:15 | So for our e-mail, we're going to stick to HTML.
| | 01:19 | Now, my message looks pretty good but again,
I want to give it a little bit more pizzazz.
| | 01:23 | So I'm going to take this word "race" and
highlight it by giving it a double-click.
| | 01:29 | At this point, I can apply
any of my formatting options.
| | 01:33 | In this case, I'm going to bold it,
I'm going to underline it, and I'm even
| | 01:38 | going to change the Color
to red. So far so good.
| | 01:43 | Let's see what else I can do.
| | 01:45 | I might decide that bullets would
really make my message stand out.
| | 01:50 | So I'm going to click here in front
of this line and hit the Bullets icon.
| | 01:56 | If you want to create more bullets, you
can simply click in front of your words
| | 02:00 | and hit the Enter key and
continue on your way with more bullets.
| | 02:03 | One of the other things that I
do is I like to emphasize words,
| | 02:07 | but sometimes I forget exactly
what emphasis I put on a word;
| | 02:12 | for example, I can see that race is
basically bolding and underlining, and
| | 02:18 | it turned it red, but maybe I'd like to apply
those same formatting options to other words.
| | 02:24 | So what I'm going to do is click on the word
race, and then I'm going to hit my Format Painter.
| | 02:28 | Now, once I've clicked my Format
Painter, I can click on any other word, and
| | 02:33 | that word will now have the same exact options.
| | 02:40 | I can apply those options
to as many words as I want.
| | 02:43 | Finally, I'd like to insert a graphic,
and Outlook helps me with that as well.
| | 02:54 | I'm going to take a trip over to
the Insert tab and give that a click.
| | 02:58 | And you can see that we have Clip Art,
which are some of the pictures that come
| | 03:02 | installed on your computer when
you install Microsoft Office 2010.
| | 03:07 | I'm going to give the Clip Art a click,
and then I'm going to look for some cars.
| | 03:12 | So I type in my criteria and click
on Go and sure enough, Outlook came up
| | 03:19 | with some graphics.
| | 03:20 | I think I like this one, so I'm going
to double-click it, and I now have a car
| | 03:25 | in the middle of my e-mail message.
| | 03:27 | I'm going to close the Clip Art.
| | 03:28 | If I decide that picture is just a
little bit too big, I can grab one of the
| | 03:34 | handles, hold down my left button and just
drag it up a little bit so that my car is smaller.
| | 03:42 | At this point, I can send that
message, knowing that I've got a bright
| | 03:45 | and colorful e-mail.
| | 03:47 | Most of the time I stick to the basics
when sending e-mail and simply fill in
| | 03:50 | my message and then hit the Send button,
but it's really nice to know that I
| | 03:54 | have so many options to choose from,
should I decide that I need a little bit
| | 03:57 | more pizzazz in my life.
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| Replying and forwarding| 00:00 | You've received an e-mail message; now what?
| | 00:03 | Besides ignoring it completely, you
might want to reply to it or forward it on
| | 00:06 | to someone else, or sometimes you might
receive a notification that the e-mail
| | 00:11 | you sent previously didn't transmit, or you
forgot to include an attachment. No worries!
| | 00:17 | Outlook has the ability to
take care of all these situations.
| | 00:20 | We're going to start by opening an e-mail.
| | 00:23 | So I'm going to go over to my Inbox and
open this message with a double-click.
| | 00:27 | You'll notice that we have
a section called Respond.
| | 00:31 | And these contain most common choices
that I have for responding to an e-mail.
| | 00:36 | So in this case, I'm going to click to
Reply button, and a new message pops open;
| | 00:42 | however, the Recipient's Name has
already been filled in, and there's a Subject
| | 00:46 | line with the letter RE in front
of it have already been filled in.
| | 00:50 | And in fact, the whole previous
message, including the Date and Time that that
| | 00:54 | message was sent, also appears in the body.
| | 00:57 | So at that point, all I need to do is
respond to the message, and I can click
| | 01:03 | Send to send this message on its way.
| | 01:08 | Now sometimes, I'm not the only
one that receives the message.
| | 01:12 | In this case, I'm going to open up this message.
| | 01:14 | You'll notice that Glenda sent this
e-mail to, not only me, but to someone else.
| | 01:20 | Now, I have a choice.
| | 01:21 | I can click Reply, which will send
reply just off to Glenda, or I can click on
| | 01:27 | Reply All, which is going to send a
message off to Glenda and Judith.
| | 01:33 | Now, be very careful before hitting
that Reply All button because you have to
| | 01:37 | realize that your message is going to be
seen by all the recipients of the first message.
| | 01:42 | But if that's what you want to do,
you'll notice that once again, the Subject
| | 01:46 | line has already been included as is
the entirety of the original message.
| | 01:51 | So once again, I simply type in
my message and send it on its way.
| | 01:59 | Finally, and we've all done it,
| | 02:04 | we send a message and
realize that we forgot something.
| | 02:07 | We might have forgotten to include an
attachment or maybe we wrote down the
| | 02:11 | person's e-mail address incorrectly.
| | 02:13 | We'd like to send it again.
| | 02:16 | In that case, I can go to the Sent
Items folder and give it a click, and sure
| | 02:21 | enough, all the recent e-mail that
I've sent is going to appear there.
| | 02:25 | So I can open up any of those messages,
and at this point, I can go to the Move
| | 02:31 | area of my Ribbon, click Actions
and click on Resend this message.
| | 02:38 | My message will re-appear, just like
it did the first time, and now I can go
| | 02:43 | ahead and attach the file and
send the message on its way.
| | 02:47 | No matter what you decide to do with an
incoming message, Outlook has a way of
| | 02:51 | dealing with it quickly and logically.
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| Adding attachments| 00:00 | Once you get the hang of sending
e-mail, your next step might be to send an
| | 00:03 | attachment along with your message;
| | 00:05 | for example, you might want to send a
copy of a document to a business associate,
| | 00:09 | or a picture of your kid to one of your friends.
| | 00:12 | We start off by creating a brand-new e-mail.
| | 00:15 | So we click on the Home tab and click
on New E-mail Message and fill in the
| | 00:20 | Recipient's Name as we normally do.
| | 00:22 | We fill in a Subject and fill in the
body of our e-mail, and now we're ready to
| | 00:32 | attach the attachment.
| | 00:34 | So we click on Attach File, we
navigate to the location of the file, and we
| | 00:41 | can either give it a click and click on
Insert, or simply double-click the name of the file.
| | 00:47 | You notice that we now have a new line
that says Attached with the name of the
| | 00:50 | attachment and the size of the attachment.
| | 00:53 | I wouldn't recommend sending a message
the size of War and Peace, but this is
| | 00:59 | a good way to transmit simple documents, such
as PDFs, pictures, Word and Excel spreadsheets.
| | 01:05 | You need to know that the recipient must
have the same sort of program installed
| | 01:11 | in order to read this document;
| | 01:15 | for example, I'm sending the Word
document, so I'm making the assumption that the
| | 01:18 | recipient also has Microsoft
Word installed on their computer.
| | 01:23 | Be careful about how large those
attachments are because some e-mail service
| | 01:27 | providers place a limit
on the size of your Inbox.
| | 01:32 | One big message might literally
close off your recipient's ability to
| | 01:36 | receive more e-mail.
| | 01:39 | You also don't want to send Program
Files that end in letters such as exe,
| | 01:44 | because usually Outlook will block those.
| | 01:46 | So you might consider using an alternative
method for sending documents of that sort.
| | 01:52 | When you're ready to send the document,
you click on the Send button as usual
| | 01:57 | and soon enough, your recipient
will be receiving that document.
| | 02:03 | Now, if you receive an attachment,
you'll be able to know because you'll see
| | 02:08 | this little paperclip sign
next to the incoming e-mail.
| | 02:12 | You can open the e-mail, and
you'll see the name of the document that
| | 02:16 | they're sending you.
| | 02:17 | At that point, you can right-click on
the document, and you can choose to either
| | 02:23 | open it or to save it.
| | 02:25 | If you want to have a permanent copy of
that document, you'll click on Save As,
| | 02:30 | navigate to the location where you
want to save that document and click Save.
| | 02:36 | Attaching files to e-mail messages is a
lightning fast way of sharing your documents.
| | 02:40 | It sure beats the heck out of copying
a file to a CD and then sending it out
| | 02:44 | via the postal service.
| | 02:46 | Best of all, you can send
those documents free of charge.
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| Working with signatures| 00:00 | The only thing worst than doing
something the first time is having to do the
| | 00:03 | same exact thing over and over again,
as in the case with sending your e-mails.
| | 00:08 | You'll probably sign all your business
correspondents in exactly the same way;
| | 00:12 | alternatively, you probably have a
shorter signature which you use in
| | 00:15 | less formal situations.
| | 00:16 | With Outlook, we can create numerous Signatures.
| | 00:20 | So we start by going to the File tab,
clicking Options and selecting Mail
| | 00:28 | from the Navigation bar.
| | 00:30 | Once there, we click on the Signatures icon.
| | 00:34 | Now when we want to create a
brand-new Signature, we click on New.
| | 00:37 | I'm going to start by
making a personal signature.
| | 00:40 | So I'm going to call this Signature
quite simply Personal, and click OK.
| | 00:47 | Then down here is where I can
actually create that signature.
| | 00:50 | So I'm just going to simply type in my name,
and click OK, and I've created a Signature.
| | 00:56 | I'm going to create another one.
| | 00:59 | I'm going back to Signatures, and
this one I'm going to call Business.
| | 01:03 | So I'm going to click on the New button
once again, and I'm going to call this
| | 01:10 | Business and click OK.
| | 01:12 | This time I'm going to be a bit more
elaborate and type in my entire name as
| | 01:16 | well as my title and the name of my company.
| | 01:20 | I can click OK, and now I
have a second Signature.
| | 01:23 | Finally, I'm going to
create a really fancy signature.
| | 01:26 | This time when I go back to Signatures,
I'm going to make another New one.
| | 01:31 | I'm going to call this one Business Card.
| | 01:38 | I happen to know that I have a really
neat Business Card that has been created
| | 01:42 | as part of my LinkedIn profile.
| | 01:45 | So I'm going to click the Business Card button.
| | 01:47 | I'm going to navigate over to my LinkedIn
accounts, and I'm going to choose my name.
| | 01:54 | Now I have a really fancy Signature.
| | 01:59 | Once again, I can click OK.
| | 02:02 | If you'd like to make changes to your
signature, it's a very easy thing to do,
| | 02:06 | by heading back on the Signatures
area, and selecting the signature that
| | 02:11 | you'd like to tweak.
| | 02:12 | In this case, I'm going to add a
hyperlink to my Web site, from within my signature.
| | 02:16 | So I'm going to select the Business signature.
| | 02:20 | Go down here, and
highlight the name of my company.
| | 02:24 | Then I'm going to click the Hyperlink
button and give it a click and type in the
| | 02:31 | URL of my Web site and click OK.
| | 02:36 | Now when I send e-mails to people,
they'll be able to get to my Web site by
| | 02:39 | simply clicking the name of my
company in my signature line.
| | 02:44 | My next task is to associate my
signatures with my various e-mail accounts.
| | 02:48 | I'm going to start off by
looking at my Business account.
| | 02:52 | I'd like all New messages to
automatically have my Business Card signature,
| | 02:59 | but my Replies to have my
simpler Business signature.
| | 03:04 | In the same way, I can change my Email
account to reflect my personal e-mail account.
| | 03:10 | I can sign all those messages with my
Personal signature and my Replies, I'm
| | 03:16 | also going to use my Personal
signature, and then I click OK.
| | 03:22 | Now that the hard work is over, I can
relax and enjoy the benefit of my Signatures.
| | 03:27 | So from this point forward, anytime I
click on the New E-mail icon, you notice
| | 03:32 | that my signature automatically appeared.
| | 03:36 | If I'd like to change that signature,
I simply head up to the Signature icon
| | 03:41 | under Message tab, and give it a click.
| | 03:44 | Now I can change to one of my other
Signatures with the click of a button.
| | 03:48 | Creating a Signature is a quick way
to make sure that everyone knows who
| | 03:53 | your e-mail is from.
| | 03:54 | It is also a great way to make sure
that your recipients have all your current
| | 03:59 | contact information.
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| Working with templates| 00:00 | Don't you just hate saying the
same thing over and over again?
| | 00:04 | Two Outlook features work behind the
scenes to automate your routine emails:
| | 00:08 | AutoCorrect and Quick Parts.
| | 00:10 | The idea behind these tools is that you
can work and be brilliant for a moment
| | 00:14 | or two, and then sit back, relax
and let Outlook do the heavy lifting.
| | 00:18 | And by the way, when we start
going into the AutoCorrect feature,
| | 00:21 | these features can also
be set in Microsoft Word.
| | 00:25 | So if you've already set them in Word,
you won't have to set them in Outlook.
| | 00:28 | Conversely, if you set them now in
Outlook, they'll also work in Microsoft Word.
| | 00:33 | So we are going to head to the File tab,
go down to Options, and then choose
| | 00:39 | Mail from the Options navigation bar.
| | 00:42 | At that point, we are going to head
to the Composing options, and click
| | 00:46 | Spelling and Autocorrect, and then
once again, we are going to hit the
| | 00:49 | AutoCorrect Options button.
| | 00:52 | Now several of these features already
work behind the scenes but you might
| | 00:56 | not be aware of them.
| | 00:57 | For example, if you type in two
capital letters, Outlook will fix it.
| | 01:03 | And if you capitalize and Outlook will
automatically capitalize the first letter
| | 01:07 | of a sentence, as well as the names of the days.
| | 01:10 | And if you happen to touch that
Caps Lock key by mistake, Outlook will
| | 01:14 | automatically fix that as well.
| | 01:15 | Now if we scroll down the list of
AutoCorrect options, we will see that there's
| | 01:20 | lots of common spelling mistakes that
you might make, and you can see on the
| | 01:24 | right how Outlook will
automatically correct those mistakes.
| | 01:27 | Now what I like to do is use the
AutoCorrect features to automate some of the
| | 01:33 | long words that I might commonly use.
| | 01:36 | For example, the name of my
company is awfully hard to spell.
| | 01:40 | So I'm going to make a little
shortcut using the AutoCorrect.
| | 01:43 | I am going to type in the letters
tto and then what I am going to tell
| | 01:46 | Outlook is, every time I type that in I want
you to replace it with the name of my company.
| | 01:58 | Boy, that will be a good time saver.
| | 02:00 | So at that point I am going to click Add,
and then click OK, and OK again, and
| | 02:07 | one more last OK to get out of my options.
| | 02:10 | Now let's see how this works.
| | 02:11 | I'm going to make a new email message by
clicking on the New E-mail icon, and of
| | 02:16 | course as usual, I am going to fill in
a recipient, and fill in a Subject line,
| | 02:27 | and start typing my message.
| | 02:28 | But it has been a long day,
and I might make some mistakes.
| | 02:33 | I start off by forgetting to use a
capital letter at the beginning of my
| | 02:36 | sentence, but when I hit my
Spacebar, Outlook corrects it.
| | 02:41 | I continue on by typing in the day of the
week, but once again, Outlook corrects it.
| | 02:49 | Now here is my favorite;
| | 02:51 | I am going to type in tto, which was
my AutoCorrect entry for the name of my
| | 02:55 | company, and as soon as I hit my
Spacebar, like magic, Outlook helps me out.
| | 03:01 | And this time I am going to hit that
Caps Lock button by mistake, and once
| | 03:09 | again, Outlook comes to the rescue.
| | 03:13 | Now at that point, I'm pretty happy,
but I would like to show you another
| | 03:16 | feature that will help
automate your email messages.
| | 03:20 | This time I am going to
start a new email message.
| | 03:23 | I am going to fill in a recipient, I
am going to type in a Subject,
| | 03:36 | and I'm going to start typing in what is going
to be the start of a very routine email.
| | 03:52 | Boy, I type that an awful lot of times.
| | 03:54 | So what I am going to do is highlight it,
and then I am going to go up here to
| | 03:59 | the Insert tab, and go over to Quick Parts.
| | 04:02 | And I am going to save this
selection to my Quick Part Gallery.
| | 04:06 | And I am going to call this simply Initial.
| | 04:09 | And of course, you can name these
anything you want, but I do have to warn you
| | 04:12 | that you won't be able to edit
them once you've created them.
| | 04:15 | So now anytime I need to automate my
emails, I can go back to my Quick Parts and
| | 04:20 | choose from some of my saved entries.
| | 04:23 | And you can see how quickly I can
put together a very routine email.
| | 04:27 | Although there is no way to delete
your Quick Parts, you can override them.
| | 04:32 | For example, if I decide that I want
this initial sentence to be a little bit
| | 04:37 | different I can simply change it,
| | 04:47 |
highlight it, go back to the Quick Parts,
| | 04:51 | and Save the selection.
| | 04:52 | And when I save it, if I use the exact
same name I used before, and click OK,
| | 04:59 | Outlook will ask me if I would like
to redefine the building block entry.
| | 05:04 | I click on Yes, and now I have in
essence edited that existing Quick Part.
| | 05:10 | You might be confused about the two
tools featured in this movie. Don't be.
| | 05:13 | Think of it this way, AutoCorrect will
correct a word or two, and Quick Part
| | 05:18 | will insert a paragraph.
| | 05:19 | Both tools are designed
to save you lots of time.
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|
|
5. Managing SpamSetting up protection levels| 00:00 | There is no doubt about it:
| | 00:02 | Spam has become a way of
life for anyone using e-mail;
| | 00:06 | however, Outlook tries it's very best
to help you manage your junk mail before
| | 00:10 | it ever gets to your Inbox.
| | 00:11 | Outlook will also do its best to
protect you from phishing scams that are
| | 00:15 | designed to bilk you out
of your hard earned money.
| | 00:18 | We're going to start by
tweaking the basic Junk mail options.
| | 00:21 | We get to those options by doing a
right-click on any message in our Inbox,
| | 00:26 | going down to Junk and
choosing the Junk Email Options.
| | 00:29 | We're going to start our tour by
looking at the basic Junk Email Options, which
| | 00:33 | we find on the Options tab.
| | 00:35 | We can change the level of protection;
| | 00:37 | for example, we can use No Automatic
Filtering, which means you're going to be
| | 00:42 | receiving any and all e-mail that's
sent to you directly in your Inbox.
| | 00:47 | This is not a great idea unless you
have brand-new e-mail account, or an e-mail
| | 00:51 | account that you don't
think anybody has access to.
| | 00:55 | My favorite level is Low.
| | 00:57 | That means Outlook is automatically
going to catch the most obvious junk e-mail
| | 01:01 | and move it to my Junk Email folder;
| | 01:03 | for example, if someone sends me an
e-mail that's a blatant sales pitch or is
| | 01:08 | about lowering my mortgage rate,
chances are pretty good that Outlook is going
| | 01:12 | to take that, and move it
to my Junk Email Folder.
| | 01:15 | A High level of protection is going
to be a little bit more restrictive.
| | 01:20 | Chances are pretty good that the level
is also going to catch some regular mail
| | 01:25 | that shouldn't be caught;
| | 01:26 | for example, one of my friends might
be sending me a joke or something of a
| | 01:29 | more personal nature, and
| | 01:31 | chances are pretty good that that
will end up in my Junk Email Folder.
| | 01:35 | Another option that we
have is our Safe Lists Only.
| | 01:38 | That means you will only be able to
receive e-mail that comes from someone that
| | 01:43 | you've designated
previously as being a Safe Sender.
| | 01:47 | Again, this isn't such a great option,
because as you start to use Outlook more
| | 01:51 | and more, the amount of e-mail that you
receive will become greater and greater.
| | 01:54 | You don't necessarily know in advance
who is going to be sending you that mail.
| | 01:57 | One you've made a choice, you
click OK to save that choice.
| | 02:01 | If you want to go back and change it,
simply return to the Junk E-mail Options
| | 02:06 | by right-clicking your message, going
to Junk, and choosing Junk Email Options.
| | 02:11 | So for now, I'd like to set this at Low.
| | 02:13 | Now there are a couple of other
options that we can use, as well.
| | 02:17 | The first one I don't like, and that
is to Permanently delete suspected junk
| | 02:21 | e-mail, instead of moving
it to the Junk Email Folder.
| | 02:24 | That means, should we choose this option,
that if Outlook deems a message to be
| | 02:28 | junk, it will automatically and
without question, delete, permanently, that
| | 02:34 | message, so that you will not
have a chance to look at it.
| | 02:36 | It's not a great idea,
because Outlook can make mistakes.
| | 02:39 | It might just eat up one of
your very important messages.
| | 02:42 | Now two of the options that I do like -
| | 02:45 | the first one is Disable links and
other functionality and phishing messages.
| | 02:49 | A good example of this is I might
receive an e-mail from that Nigerian prince
| | 02:54 | that I'm so friendly with, who is asking me
to make a slight deposit to his bank account.
| | 02:59 | Well, Outlook may realize
that the prince is not my friend.
| | 03:02 | It will automatically disable his links,
so that I won't accidentally go into
| | 03:08 | his bank account and try to deposit money.
| | 03:11 | Another option that I like is have
Outlook Warn me about suspicious domain names
| | 03:16 | and e-mail addresses.
| | 03:17 | What this means is if a certain e-mail
address comes in that Outlook is a little
| | 03:22 | weary of, it will automatically
mark that message as Junk mail;
| | 03:26 | for example, e-mail coming in
from domain names that include .ru.
| | 03:31 | It will also block things from obscure URLs.
| | 03:36 | We also have a Safe Senders tab.
| | 03:39 | The Safe Senders tab is where you can
designate people that you want to always
| | 03:44 | receive the e-mail from.
| | 03:46 | For example, Olivia might add
my Gmail account to her Outlook.
| | 03:51 | She does so by clicking on the Add
button, and typing in my Google e-mail
| | 03:56 | address and clicking OK.
| | 04:01 | This is her message to Outlook that any
message that arrives to me is fine, and
| | 04:05 | will go automatically to her Inbox.
| | 04:07 | Now you can also do a variation of
your Safe Senders list by adding a domain;
| | 04:12 | for example, I'm going to click the
Add button, and I'm going to type in
| | 04:16 | lynda.com and click OK.
| | 04:19 | That means that any e-mail that comes from
any of the good folks at lynda.com will
| | 04:23 | arrive safely into my Inbox.
| | 04:27 | When you've made all your choices,
you would click OK, and proceed to send
| | 04:31 | e-mail as you normally would.
| | 04:32 | I like to make mention of
the Safe Recipients tab.
| | 04:36 | Now to me, this is not the
one that I use very often.
| | 04:39 | The theory behind this is that I can
add an e-mail address or a domain name.
| | 04:45 | In this case, I'm going to add lynda by
clicking the Add button, and typing in
| | 04:51 | lynda and clicking OK.
| | 04:52 | Now theoretically this means that any
of the e-mail that I send to anyone at
| | 04:57 | lynda will arrive in their Inboxes;
| | 05:00 | however, if the folks at lynda don't
want to receive my e-mail, they can go
| | 05:04 | into their own Outlook and change their
settings, so that I wouldn't be able to
| | 05:09 | send my e-mail to them.
| | 05:10 | So this kind of gives you
a false sense of security.
| | 05:13 | These aren't options that I normally use.
| | 05:16 | Unfortunately, as wonderful of a
program is Outlook is, it's not perfect.
| | 05:20 | There are a number of ways you can cut
down on spam, such as by not posting your
| | 05:24 | e-mail address on public Web sites,
or by creating a Google or Yahoo e-mail
| | 05:29 | address that you use for your online purchases.
| | 05:31 | After all, every little bit helps.
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| Sending spam to the trash pile| 00:00 | Outlook does a great job of detecting
spam, and a lot of us have spam filters
| | 00:05 | that detect junk mail even
before it gets to Outlook;
| | 00:08 | even so, you'll inevitably get a
message from a Nigerian prince wanting to send
| | 00:13 | you his fortune and you want to
prevent future correspondence from him.
| | 00:17 | One thing I'd like to mention is I
personally like to turn off the Preview pane,
| | 00:21 | and I will tell you why.
| | 00:22 | One you hover your mouse on a message
for over about 30 seconds, Outlook will
| | 00:27 | consider that you have read that message.
| | 00:30 | Some messages actually will have a
link that will send a message back to the
| | 00:34 | sender that you have actually read the message.
| | 00:37 | So you see here, once I have moved off
that message, it's been marked as Read.
| | 00:41 | So what I like to do is turn off
that Preview pane, and I can do that by
| | 00:44 | clicking on the View tab, clicking on
the Reading pane and turning it off.
| | 00:49 | Now there are a couple of
ways to get rid of spam.
| | 00:52 | The first way is if I see
something that is obviously a spam message,
| | 00:57 | in this case I'm seeing something
from Phyllis Fredricks, and I know that's
| | 01:00 | kind of a common ploy, because very often
spammers will try to pose as one of your relatives.
| | 01:06 | So I am seeing a match between
my last name and this last name,
| | 01:09 | so in this case, I am going
to send it immediately to Spam.
| | 01:13 | I am going to select the message, I am
going to right-click it, select the Junk
| | 01:17 | option and block the sender.
| | 01:19 | Now what's going to happen is I get a
message that's telling me that not only
| | 01:23 | will I not be able to receive future
message from this person, but that message
| | 01:28 | is also going to be
immediately sent to my Junk Email folder.
| | 01:32 | So I click OK, and that's one less
piece of junk that I have to contend with.
| | 01:36 | Now sometimes a message comes in, and I
don't realize it's a spam until it's too late.
| | 01:42 | In this case, I might open
the message and realize, oh!
| | 01:45 | I don't know this person,
and this is indeed spam.
| | 01:48 | I can mark a message as Spam
immediately from the message, as well, by clicking on
| | 01:53 | the Junk icon, and clicking on
Block Sender, and then clicking OK.
| | 01:59 | Once again, Outlook will block any
future correspondence from that person from
| | 02:04 | reaching my Inbox, and that current message
will be sent immediately to my Junk Email folder.
| | 02:10 | I like to think of manually removing
pieces of e-mail as actually training Outlook.
| | 02:16 | As you delete more and more mail,
your list of blocked senders
| | 02:19 | grows automatically.
| | 02:20 | Hopefully, before too long,
spam will be a thing of the past.
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| Recovering messages from the spam folder| 00:00 | Because no spam filter is fool-proof,
you might want to skim through the
| | 00:04 | messages in your Junk Email folder from
time to time to make sure that Outlook
| | 00:07 | didn't mistake something really
important for a piece of junk mail.
| | 00:11 | If a message is legitimate, you can
move it back to the Inbox or any other
| | 00:14 | folder, and mark it as Not Junk.
| | 00:17 | So one of my tip off that I have that
new e-mail has been caught by my Spam
| | 00:21 | filter is that when I look over at the
Junk Email folder, I notice that there is
| | 00:25 | a number in parentheses.
| | 00:27 | That means that there are five new
pieces that have automatically come into
| | 00:31 | Outlook, and have been sent to the Junk
Email folder without me having a chance
| | 00:35 | to really take a look at them.
| | 00:37 | So I am going to go from time to time
and go into my Junk Email folder and see
| | 00:42 | if something was caught by mistake.
| | 00:44 | Now once again, I like to warn you to
turn off the Reading Pane, because if
| | 00:49 | the Reading Pane is open, and you
have selected a message, that might be
| | 00:53 | sending a message back to a spammer
that you are indeed alive and well, and
| | 00:58 | that you have read their e-mail,
which is going to open the floodgates to
| | 01:01 | receive more spam e-mail.
| | 01:03 | So I go up to the View tab and click the
Reading Pane item and turn off my Reading Pane.
| | 01:09 | Now, when I take a look at the
contents of my Junk Email folder, I see
| | 01:13 | something from my friend Ken Snyder,
and I am pretty sure it's not junk mail,
| | 01:17 | but I want to take a look at it first,
because sometimes spammers will actually
| | 01:22 | figure out who you are sending e-mails
to, and disguise spam as if they were
| | 01:27 | coming in from that person.
| | 01:28 | So I open up Ken's message and
because it's in the Junk Mail folder, I see
| | 01:34 | this message up at the top that says, Links
and other functionality have been disabled.
| | 01:40 | That means, again, Outlook is trying to
help me, and even though there's a
| | 01:44 | link here, because this message is
residing in the Junk Email folder, I won't be
| | 01:48 | able to get to it. So I'd really like to
get to that link, and as much as I try, I
| | 01:53 | can't because it's in the Junk Mail folder.
| | 01:56 | So in that case, I can
close the message if I want,
| | 02:00 | right-click the message, go down to my
Junk option and actually tell Outlook
| | 02:05 | never to block the sender.
| | 02:07 | What that will do is add Ken's
name to my list of Safe Sender's,
| | 02:12 | so I will receive all future
e-mail that comes from Ken;
| | 02:16 | however, I am still faced with the
problem that Ken's mail is still sitting in
| | 02:20 | my Junk Email folder.
| | 02:22 | So at that juncture, I can take the
message and manually drag it to my Inbox,
| | 02:29 | and once the message arrives in my
Inbox, now I am safe to go out to that
| | 02:36 | particular Web site.
| | 02:41 | Now, there's another way that you can
untrap trapped junk mail, and I do that by
| | 02:45 | going to the Junk Email folder, and
this time I am looking at the message from
| | 02:49 | Sharon, and since I work with her, I
am fairly certain that this is not junk
| | 02:53 | e-mail, but once again, I'd like to double check.
| | 02:56 | So I open it up, and sure enough this
message has been disabled, and this is from
| | 03:01 | my coworker Sharon, although she used a
different address that Outlook might not
| | 03:05 | have been familiar with.
| | 03:06 | So this time rather than closing my e-
mail message, I am going to head up to
| | 03:10 | the Junk icon on the Message tab, give
it a click, and I am going to determine
| | 03:16 | that this is not junk.
| | 03:18 | Now watch what happens.
| | 03:20 | First off, the message will
automatically be moved back to my Inbox, and
| | 03:24 | secondly, I can automatically trust
e-mail from Sharon in the future, because
| | 03:30 | her name will be added
to the Safe Sender's list.
| | 03:33 | In addition, because this mail went
out to a couple of other folks, I can
| | 03:37 | also tell Outlook that anything that I get
from either of these people is also safe, as well.
| | 03:42 | So I click OK, the message reappeared
in my Inbox and all those names have been
| | 03:48 | added to my Safe Sender's list. And I
can check that by right-clicking at her
| | 03:54 | message, going to Junk, going to my
Junk Email options and taking a look at
| | 03:59 | that Safe Sender's list.
| | 04:01 | Normally, Microsoft uses a secret
formula that determines what get sent to the
| | 04:06 | Junk Email folder, and mistakes get made.
| | 04:09 | It's not uncommon for the messages from
one of our business associates, or even a
| | 04:13 | family member, to end up marked as spam.
| | 04:15 | Although sometimes I have to admit
that my family's messages don't contain
| | 04:19 | anything really earth-shattering,
| | 04:21 | I still want to have a chance to read them.
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|
|
6. Working with the CalendarIntroducing Calendar| 00:00 | When most people think of Outlook,
they think of e-mail and contacts.
| | 00:04 | After all, most people find that the
calendar they receive each year from their
| | 00:07 | insurance guy fits the bill quite nicely;
| | 00:10 | however, if you're trying to keep
track of your business, your children, and
| | 00:14 | your spouse, as well as your own life,
you might want to take a look at what
| | 00:17 | Outlook 2010 has to offer.
| | 00:19 | We're going to take a trip to the
calendars by first clicking the Calendar icon
| | 00:24 | in the Navigation Bar.
| | 00:25 | As promised, up pops a calendar.
| | 00:28 | Now, we're currently in the Monthly view,
and we can change that view to look at
| | 00:33 | a Daily view, a Work Week view,
which just goes Monday-Friday with the
| | 00:38 | assumption that you don't work on
Saturday and Sunday, or the Weekly view, which
| | 00:43 | includes Saturday and Sunday but gives
you slightly smaller spaces to see your
| | 00:47 | information, or the Monthly view.
| | 00:49 | Now, when we're in any of the views,
we can go forward or backwards with
| | 00:55 | the click of a button; for example, if I want to
advance in the Monthly view, I'm going to click this
| | 01:00 | right-pointing arrow, and I am now
moving up a month or back a month.
| | 01:06 | I can also click the arrows on the
calendar itself to advance or to go back.
| | 01:11 | Now, one of the tricks that I like
to do is to go to a specific date.
| | 01:16 | So, for example, I might be in my Work Week
calendar, and I might want to get to the 18th.
| | 01:23 | Well, of course, I could advance
it, but I could also use one of my
| | 01:26 | favorite tricks, which is to hold
down the Ctrl button on your keyboard,
| | 01:30 | and hit the letter G, for Go.
| | 01:32 | Now, if I wanted to go to the 18th, I
could simply type in 5/18/10, click on OK,
| | 01:42 | and it's going to take me to that date.
| | 01:44 | That comes in handy if you want to
see what day of the week your birthday
| | 01:48 | falls on, for example.
| | 01:49 | Now, once I've been navigating through
my calendars, and I want to get back, I
| | 01:54 | can simply click on the Today button, and
it will take me right back to Today. Phew!
| | 01:59 | It's nice not to get lost.
| | 02:00 | Now, one of the things that I very
often do is to look at my calendar in List
| | 02:06 | format rather than in a Calendar format.
| | 02:09 | That's easy to do, too.
| | 02:11 | You simply take a trip to the View tab and
click on Change View and change your view.
| | 02:17 | So, in this case, we're
going to go to the List view.
| | 02:20 | I'm now seeing all my
appointments neatly ordered as a list.
| | 02:24 | At that point, I can sort them
alphabetically by subject, or by start date, or
| | 02:31 | even location, if I include
locations with my calendar appointments.
| | 02:35 | One of the things that I like
to do is to see the priority.
| | 02:38 | So, in that case, I could do a right-
click on any one of my column headings, go
| | 02:44 | to the Field Chooser, go down, change
the Frequently-used fields to the Task
| | 02:50 | fields, find my Priority, and
just drag it up there to that view.
| | 02:56 | I can now see, very easily, which of my
activities - close the Field Chooser -
| | 03:01 | are really important.
| | 03:02 | If I decide I don't want to see that
field anymore, I can simply drag it to the
| | 03:06 | top, and it disappears.
| | 03:08 | I want to experiment with the
Calendar View a bit until we decide which one
| | 03:13 | feels the most comfortable to you.
| | 03:15 | I generally hang out the weekly
calendar, so I can see what's going on on
| | 03:18 | Saturday and Sunday, but a lot of
Outlook users prefer the weekly calendar,
| | 03:22 | because the time slots are just
a little bit bigger in that view.
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| Creating appointments| 00:00 | You could remember your appointments
by scribbling them on an old-fashioned
| | 00:04 | wall calendar, or you can move into
the 21st century and rely on Outlook to
| | 00:08 | keep you organized.
| | 00:09 | Now we are going to start by heading to
the Calendar area of Outlook, and we do
| | 00:13 | that by clicking on the
Calendar icon in the Navigation bar.
| | 00:16 | There is two ways to create a new appointment.
| | 00:19 | One way is to click on the New
Appointment icon in the Ribbon bar.
| | 00:23 | So I am going to give it a click and
a New Appointment window pops open.
| | 00:27 | You'll notice that it defaulted to
today's date and the current time.
| | 00:33 | Now at this point, I can type in my
new Subject, in this case I am scheduling
| | 00:38 | Marketing Meeting, and I fill in the Location.
| | 00:43 | If I'd like to change the date and
the time, I simply hit the dropdown and
| | 00:48 | schedule it for a different day.
| | 00:50 | Outlook can kind of follow along with
me, and it automatically changes the
| | 00:54 | Ending date to reflect the Starting date.
| | 00:57 | If I want to change the Time, I can hit
the dropdown and change the time of the
| | 01:02 | meeting, and if I want to change the End
Time of the meeting, I could do so from
| | 01:07 | the bottom dropdown.
| | 01:09 | And as I change the ending time,
Outlook will also prompt me for how long that
| | 01:14 | meeting is going to take place.
| | 01:15 | When I am finished, I click on Save &
Close, and now if I go to next week, I can
| | 01:22 | see where I've scheduled that meeting.
| | 01:25 | The other way I like to schedule New
Appointments is by double-clicking the
| | 01:29 | appropriate time slot on my Calendar.
| | 01:32 | I actually prefer that method because
it saves me from having to go back and
| | 01:36 | change the date and time.
| | 01:38 | So for this case, I am going to
schedule a luncheon appointment.
| | 01:41 | So I am going to go over to the
12 O'clock time frame and give it a double-click.
| | 01:46 | This is going to be the Volunteer
Appreciation luncheon, and I fill in the
| | 01:53 | appropriate Subject and Location.
| | 01:54 | I don't have to change the date,
because the date is based on the one that I
| | 02:02 | originally clicked on.
| | 02:03 | I am going to extend the Ending time,
however, and then we are going to look at
| | 02:08 | some of the other options that we have.
| | 02:10 | One option that I have is to show this
time as Busy, so that other members of my
| | 02:15 | organization will know not to
schedule me for that time slot.
| | 02:20 | I can also set an optional Reminder
that will make a little chime appear at a
| | 02:25 | given interval before the meeting, or
I can opt to have no remainder at all.
| | 02:30 | I can categorize the meeting;
| | 02:32 | for example, you might want to
categorize all your staff meetings as blue and
| | 02:37 | all your client meetings as green.
| | 02:39 | I could do that by selecting the Category.
| | 02:42 | I can also mark the appointment as
either High Importance or Low Importance and
| | 02:48 | when I am finished, I click Save & Close.
| | 02:51 | Finally, you might want to
schedule recurring activities;
| | 02:55 | for example, you might have a class
that you're taking for the next 10 weeks or
| | 03:00 | a Chamber of Commerce meeting that
you go to once a month, and with Outlook
| | 03:04 | that's an easy thing to do as well.
| | 03:06 | In this case, I am going to be
taking a class for the next five weeks,
| | 03:11 | so I'm going to double-click on Friday
morning at 9 AM, and I'm going to change
| | 03:18 | my time frame and this time, I am
going to click on the Recurrence button.
| | 03:24 | Now I can make my appointments
re-occur on a Weekly or a Monthly basis.
| | 03:31 | If I'm choosing Weekly, I can have
it appear every Friday of the month.
| | 03:36 | If I'm making a Monthly appointment, I
can have the appointment appear either on
| | 03:41 | a given day of the month or on
something like the third Friday of every month.
| | 03:47 | But in this case, we are
going to make it a Weekly meeting.
| | 03:50 | In addition, if this is going to last
for the rest of my days, I can keep the
| | 03:55 | option set to No end date.
| | 03:57 | I could also give a specific end date -
| | 04:00 | for example, if I know that these
meetings are going to last through the end
| | 04:03 | of a certain season.
| | 04:05 | In my case, I know I'm only going to
have five of these classes, so I am going
| | 04:09 | to set this to 5 occurrences and click OK.
| | 04:13 | Optionally, I can type in any
additional details I want in the detail area.
| | 04:20 | And when I am finished, I click on Save & Close.
| | 04:22 | You can tell when you have a recurrent
activity because you will notice the
| | 04:26 | little double arrows at the
bottom-right corner of that activity.
| | 04:30 | And again, as I flip to my Calendar,
I'll see that it appears every Friday for
| | 04:34 | five Fridays, and then
it falls off my calendars.
| | 04:38 | Comparing the traditional calendar
to Outlook is kind of like comparing a
| | 04:41 | Smart Car to a Mercedes.
| | 04:43 | They'll both get you there, but you've
got to love the bells and whistles that
| | 04:47 | come with that higher-end product.
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| Creating meetings| 00:01 | If you want to schedule something in
Outlook on your calendar, you normally
| | 00:04 | create a new appointment;
| | 00:05 | however, when you want to share that
appointment with another Outlook user,
| | 00:09 | you create a meeting.
| | 00:11 | When you create a meeting, Outlook
sends out an e-mail to the other parties
| | 00:14 | involved, so that they'll
know the details in the meeting.
| | 00:17 | And once they respond, Outlook will
take care the RSVP list automatically.
| | 00:23 | We start this feature by going down to
the Calendar area on our Navigation bar.
| | 00:27 | Now just to refresh your memory, when I
click on the New Appointment icon, I can
| | 00:31 | see that I can create a new appointment,
and it gives me Subject and a Location.
| | 00:35 | Now I'm going to close that and
contrast that with creating a new meeting.
| | 00:39 | When I create a new meeting,
you'll notice something has changed.
| | 00:42 | I can now put in some e-mail addresses,
and I can send the information about
| | 00:47 | this meeting off to the attendees.
| | 00:50 | So in this case, I'm going to invite two
people, Greg and Judith, to the meeting.
| | 00:56 | I'm going to fill in the subject of the
meeting and a location of the meeting.
| | 01:03 | I'm going to indicate the day of the
meeting by clicking the dropdown and
| | 01:10 | selecting a different date, and I can
change the time of the meeting, exactly
| | 01:15 | like I would with an appointment.
| | 01:19 | I can enter optional details about the
meeting and optionally add things such as
| | 01:26 | a Category or an
Importance level for the meeting.
| | 01:30 | When I am all finished creating the
meeting, I can click the Send button and off
| | 01:34 | my meeting invitation goes.
| | 01:37 | At this point, I can go about my
regular business, and eventually I'll check my
| | 01:42 | Inbox, to see if people
have responded to my meeting.
| | 01:46 | When the responses start to trickle in, I
can tell, at a glance, what the results are;
| | 01:51 | for example, I know that Greg has accepted
the meeting and that Judith is tentative.
| | 01:56 | Now, they were able to optionally add
more information, so I can see that Greg
| | 02:01 | just simply responded, whereas
Judith actually told me why she gave me a
| | 02:05 | tentative reply in the body of her acceptance.
| | 02:08 | Now if I'm not sure who's coming and
who's not to this meeting, I can take a
| | 02:13 | trip back to my Calendar,
| | 02:16 | open up the meeting and go to the
Tracking area and click on View Tracking Status.
| | 02:25 | From here, I have a list of all
the attendees, and I can see who has
| | 02:28 | accepted and who hasn't.
| | 02:30 | Optionally, should I decide to change
the time of the meeting, I could open up
| | 02:36 | the meeting and change the time.
| | 02:38 | If that happens, I can actually send
an update to let all the attendees know
| | 02:45 | that the time of the meeting has changed.
| | 02:47 | I can also cancel a meeting, and if I
cancel a meeting, once again all the
| | 02:52 | attendees will receive a cancellation
notice, so that they will know that the
| | 02:56 | meeting has been canceled.
| | 02:57 | Accepting an invitation to a meeting
is every bit as easy as sending out an
| | 03:07 | invitation to a meeting.
| | 03:09 | In this case, I see that I received an
invitation from Greg inviting me to a sales meeting.
| | 03:14 | When I open up the message,
| | 03:17 | I see that I have a few options up here.
| | 03:20 | I can of course, give a Tentative
acceptance, I can Decline the meeting, I could
| | 03:24 | Propose a New Time, I could send a
response, or I can merely accept the meeting.
| | 03:29 | When I click Accept, I'm given the
option of either editing the response or just
| | 03:35 | sending my acceptance.
| | 03:36 | I'm going to actually edit my response
and reply to Greg and send off my response.
| | 03:43 | At this point, Greg will now know that
I've been appraised off his meeting and I
| | 03:47 | plan on being there.
| | 03:48 | In addition, if we go back to our
Calendar, we notice that the meeting that I've
| | 03:53 | accepted now appears on my Calendar.
| | 03:56 | I just love it on my software goes an
autopilot, as is the case with Outlook meetings.
| | 04:00 | Now if I could just get Outlook to
arrange for the catering for the next sales
| | 04:04 | meeting, I'll have it made in the shade.
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| Creating and working with multiple calendars| 00:00 | It seems like there's so much to
do and so little time to do it with.
| | 00:04 | Microsoft must have realized that many
of us are pulled in multiple directions
| | 00:08 | when they added the ability to work
with multiple Calendars in Outlook 2010.
| | 00:11 | We're going to start by going to the
Calendar area in Outlook, and we do that by
| | 00:16 | clicking the Calendar
icon in the Navigation bar.
| | 00:18 | You can see I've already created one
calendar, a personal one, to house all
| | 00:23 | of my personal life.
| | 00:24 | And I could switch between the
calendars by clicking on one calendar and
| | 00:29 | deselecting another.
| | 00:30 | Now that worked pretty well, and I'd
like to set up a few more calendars.
| | 00:34 | So this time I'm going to go back to
calendar, I'm going to do a right-click on
| | 00:39 | that calendar and create a new one.
| | 00:42 | And I'd like this calendar to cover all
my business appointments, so I'm going
| | 00:47 | to call it, quite simply,
Appointments, and I click OK.
| | 00:51 | You can create as many calendars as you need.
| | 00:54 | So I'm going to create another
calendar, and once again I do a right-click on
| | 00:58 | Calendar and go down to New Calendar,
and I'm going to call this calendar Office
| | 01:04 | Meetings, because I find that I get
in trouble if I don't show them up.
| | 01:09 | Finally, I'm going to create a
calendar for the Office Holidays, because that's
| | 01:13 | something I want to make sure that I don't miss.
| | 01:15 | So I go back to calendar and create
another New Calendar, and I'm going to call
| | 01:20 | this one simply, Office Holidays.
| | 01:24 | No that works pretty well so
far, but one thing bothers me;
| | 01:28 | it 's a little bit confusing, and
I'd like to actually group those
| | 01:32 | calendars together.
| | 01:33 | Well guess what? Outlook
lets me group calendars.
| | 01:36 | So I can do that by going up to the My
Calendars area and right-clicking and I
| | 01:42 | see the option, New Calendar Group.
| | 01:44 | So I'm going to make a new
group of Business Calendars.
| | 01:47 | I'm going to click New Calendar
Group and call this group Business.
| | 01:51 | Now to add calendars to the Business group,
I just need to drag them into that group.
| | 01:57 | So I'm going to take Office Holidays,
drag it down to Business, the Office
| | 02:02 | Meetings, drag it to Business,
and also the Appointments.
| | 02:06 | From this point forward, if I want to
look at all of my Business Calendars
| | 02:10 | together, I can simply
click the Business check box;
| | 02:14 | I'm now seeing all the
calendars at the same time.
| | 02:17 | Now sometimes Outlook will
automatically change the view, so that you can see
| | 02:22 | all your information at one time;
| | 02:25 | for example, if I add in the Personal
Calendar, it now switches me over to the
| | 02:30 | Schedule view to make it
easier to schedule appointments.
| | 02:33 | Now there is a couple of other
things that I can do with my calendars.
| | 02:38 | For example, I just don't like the
name Personal for my Personal Calendar;
| | 02:43 | it just doesn't have a lot of zest to it.
| | 02:45 | So I'm going to give that Personal
Calendar a little bit more pizzazz, by
| | 02:49 | giving it a right-click and going down to
Color and give it a nice perky shade of yellow.
| | 02:55 | There, that's better.
| | 02:56 | But I might want to take this exercise a
little further and rename that calendar.
| | 03:02 | So this time I'm going to do a right-click
on the Personal calendar > Rename Calendar.
| | 03:07 | I'm going to rename this calendar to Fun Stuff
| | 03:12 | to remind me of all the fun stuff that
there is outside of my business world.
| | 03:16 | Now one of the nice things about
having multiple calendars is that I can
| | 03:21 | superimpose the two
calendars on top of each other.
| | 03:25 | In this exercise I'd like to see my Work Week.
| | 03:28 | And right now, I'm seeing them side by side.
| | 03:30 | So I see that I have certain
personal responsibilities and
| | 03:34 | business responsibilities.
| | 03:36 | You'll notice this left-pointing arrow.
| | 03:37 | What I'm going to do is give it a click,
and I am now seeing my two calendars
| | 03:42 | overlaid on top of each other.
| | 03:44 | And you'll notice my regular
calendar items are in blue, and my fun stuff
| | 03:48 | activities are in yellow.
| | 03:50 | And I can see when I've scheduled
something for the same time slot.
| | 03:53 | Now I can add additional calendars to
the overlay by selecting the calendar and
| | 04:00 | then adding it to the overlay.
| | 04:02 | If I want to separate the calendars, I
can either close to calendar by clicking
| | 04:06 | the x, or I can divide the calendar by
clicking the Overlay button again, which
| | 04:11 | is now pointing to the right.
| | 04:13 | Although Outlook can't do your chores
for you, it can help keep you a bit more
| | 04:17 | organized, and you'll not have to
worry about scheduling more than one thing
| | 04:21 | at a time.
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| Setting events and holidays| 00:00 | In Outlook, an event is a day when
something special is happening that doesn't
| | 00:04 | necessarily preclude you from
creating other meetings and appointments.
| | 00:09 | Some events, like the major holidays,
Outlook can create automatically for you.
| | 00:13 | Other events, like your spouse's
birthday or the start of the spring sale, you
| | 00:17 | might need to schedule manually.
| | 00:19 | Okay, we are going to start by taking
a trip to the Calendar area in Outlook,
| | 00:23 | which we do by clicking the
Calendar icon in the Navigation bar,
| | 00:27 | and I am now looking at May calendar.
| | 00:28 | One of my friends calls me up and
asks if I'd like to make plan for
| | 00:32 | Memorial Day weekend.
| | 00:33 | It sounds good, but I've got a problem.
| | 00:35 | I am not sure when Memorial Day is;
| | 00:37 | in fact, I don't seem to be seeing any
holidays on my calendar, because Mother's
| | 00:41 | Day is not showing up here either.
| | 00:42 | So, not to worry, Outlook has a solution.
| | 00:46 | I am going to go all over to
the File tab and give it a click,
| | 00:51 | go to the Options and select
Calendar from the Outlook options.
| | 00:56 | You'll notice that I have an Add Holidays button.
| | 00:58 | I am going to give it a click.
| | 01:00 | Now, Outlook allows me to add all the
holidays in the United States, which would
| | 01:05 | include everything from Christmas
to Thanksgiving to the 4th of July.
| | 01:10 | Outlook also includes the
calendars of some other countries,
| | 01:13 | so that if I was doing business
with other countries, I could include
| | 01:16 | their holidays, as well;
| | 01:18 | for example, I might be doing
business with people in United Kingdom, and
| | 01:22 | I might want to see all those British
holidays on my calendar as well as the American ones.
| | 01:27 | But for now, I am just going to
add the United States holidays.
| | 01:30 | So, I am going to select
United States and click on OK.
| | 01:34 | In a matter of moments, Outlook adds
all those holidays to my calendar.
| | 01:38 | So I'll click OK, and OK
again to exit out of the Options.
| | 01:44 | Now, when I look at my calendar, gee!
| | 01:46 | I see that Mother's Day and Memorial Day
have been added, and that's pretty cool.
| | 01:51 | But I want to take this process one
step further, and that is to create a
| | 01:56 | special calendar just for holidays.
| | 01:59 | So, this time I'm going to do a right-
click on Calendar and choose New Calendar
| | 02:06 | and create a brand-new Calendar, which I am
going to call simply, Holidays. I click OK.
| | 02:13 | Now, I am going to access the
Holiday's calendar. But geez!
| | 02:18 | My holidays aren't in there.
| | 02:20 | That's because Outlook does not let us
specify which calendar or holidays you
| | 02:24 | are going to be included on.
| | 02:25 | They always go to the default calendar.
| | 02:27 | So, what I am going to do is flip back
to my regular calendar, and I want to view
| | 02:33 | all those holidays that were just added,
| | 02:35 | so I am going to change my
view by clicking on the View tab,
| | 02:39 | clicking the Change View button, and
flipping over to the List view. Wow!
| | 02:42 | There are a lot of holidays in here.
| | 02:45 | I want you to notice a couple of things.
| | 02:48 | One, you notice that Outlook
automatically categorized all these entries
| | 02:53 | with the word "Holiday."
| | 02:54 | We are going to be using that.
| | 02:56 | You'll also notice that there seems
to be a duplication of the holidays.
| | 03:00 | That's because Outlook actually
includes the holidays for multiple years.
| | 03:05 | So, you'll never have to worry
about missing an important holiday.
| | 03:09 | So, what I am going to do is
narrow my list down just to my holidays.
| | 03:14 | So, I am going to click my Quick
Search Box and type in Holiday.
| | 03:19 | Now, I'm only seeing the 200
items that were just added by Outlook.
| | 03:24 | I am going to click one of those items,
hold down the Ctrl key on my keyboard
| | 03:30 | and hit the letter A, for all.
| | 03:31 | That's going to highlight all of those holidays.
| | 03:35 | Now, I am going to drag those
over to the Holiday's Calendar.
| | 03:40 | You see they disappear from my regular calendar.
| | 03:43 | So, they should now be
in my Holiday's Calendar.
| | 03:46 | So, I give Holidays a click and uh-oh.
| | 03:50 | I am not seeing Mother's Day.
| | 03:51 | I am not seeing Memorial Day. What happened?
| | 03:55 | Well, what happened was there were so
many holidays that Outlook couldn't get
| | 04:00 | them all moved at one time.
| | 04:01 | So, I am going to go back to my regular
Calendar, and I am going to switch, once
| | 04:06 | again, to my List View, and sure enough
another series of holidays have appeared
| | 04:13 | with subsequent years from the
ones that I have already moved.
| | 04:16 | I am going to search for those holidays
by clicking in the Quick Search Box and
| | 04:21 | typing in the word "Holiday."
| | 04:22 | Now, once again, I am going to select
all those holidays by clicking on one,
| | 04:29 | holding down my Ctrl key on my keyboard,
and holding down the letter A, for all.
| | 04:33 | I am going to drag those holidays
over to my Holiday Calendar, as well.
| | 04:40 | Now, when I take a look on my Holiday
Calendar -- let's just change the view
| | 04:45 | here, so we can see what it looks like --
| | 04:48 | you notice that I now have those
holidays on my Holiday Calendar for Mother's
| | 04:52 | Day and Memorial Day.
| | 04:53 | That worked pretty well, but there are
other events that might not be holidays,
| | 04:59 | according to the United States, but
they are pretty important to me, and
| | 05:02 | that's mainly birthdays and anniversaries,
and maybe important events, like upcoming sales.
| | 05:08 | So, for example, I have a very important
friend whose birthday happens to be in June.
| | 05:13 | So, I am going to click the advanced
arrow on the mini calendar, and I am
| | 05:17 | going to look at June. I want to schedule
this person's birthday, so that I don't forget it.
| | 05:23 | So, what I am going to do is double-click
the date of his birthday, fill in the Subject.
| | 05:30 | You'll notice I've made it an All day event.
| | 05:35 | I'm also going to schedule a recurrence
by clicking the Recurrence icon, and
| | 05:40 | saying that this is a
Yearly event with No end date.
| | 05:43 | I am going to Save and Close the event.
| | 05:48 | You see that I now have that
event listed on my calendar.
| | 05:52 | The whole idea of an Outlook event is that you
a remember a special day and see it on your calendar.
| | 05:58 | I, for one, consider my
birthday to be a very major event.
| | 06:01 | I am glad that Outlook made it so
easy for my friends to add it to
| | 06:05 | their calendars.
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|
|
7. Getting OrganizedDeleting items from Outlook| 00:00 | Over a period of time, your Outlook
database will become the home to a lot of data.
| | 00:05 | Some of the data is important, and you
will want to save it for posterity, or to
| | 00:08 | save your rear end so that the boss
needs to take a look it at later.
| | 00:12 | But some of your data, like those
e-mails offering you great interest rates, you'll
| | 00:16 | will want to get rid of once and for all.
| | 00:18 | Now, there are total of five ways
that you can delete an item from Outlook.
| | 00:23 | It's doesn't matter which method you use;
| | 00:25 | they all work basically the same.
| | 00:27 | So, in this case if I want to get rid of
an e-mail message, I could simply click
| | 00:32 | Delete from my Ribbon bar.
| | 00:35 | I could right-click the item and choose Delete.
| | 00:38 | I could open the item and
click Delete from within the item.
| | 00:44 | I could hit the Delete key on my
keyboard, or I could simply drag the item over
| | 00:50 | to the Deleted Items folder.
| | 00:52 | Now, you notice that I didn't get any
prompt, and that's because once things
| | 00:56 | appear in the Deleted Items folder, I
can always get them back just by simply
| | 01:00 | dragging them back to the appropriate spot.
| | 01:03 | Now, I can delete any of my
Outlook items using the same methodology.
| | 01:08 | If you want to look at all your items
at one time, you might want to click on
| | 01:12 | the Folder List from the
bottom of the Navigation bar.
| | 01:14 | So, now if I wanted to get rid of a
Contact, for example, I can click on Contact
| | 01:21 | and again, use any one of
those same five methods:
| | 01:24 | Delete, Right-Click and choosing Delete,
opening the item and clicking Delete,
| | 01:32 | hitting Delete from my keyboard or
just simply dragging the item to the
| | 01:37 | Deleted Items folder.
| | 01:38 | That same method will work whether I
want to delete a note or even if I want
| | 01:43 | to delete a folder.
| | 01:45 | In this case, I'm going to
delete a folder of my Inbox.
| | 01:50 | So, I have a Business folder.
| | 01:52 | In this case, I could either click Delete,
or simply right-click on that folder
| | 01:57 | and choose Delete Folder.
| | 01:59 | Now, because a folder could contain
numerous items, this time I will get a
| | 02:04 | warning that says that I am going
to be deleting a whole folder.
| | 02:08 | Yes, I am going to proceed
and get rid of that folder.
| | 02:11 | I can do the same thing if
I have multiple Calendars;
| | 02:14 | for example, if I want to get rid of
this Holiday Calender, again I can simply
| | 02:19 | click on it and choose to Delete my
Calendar, and I send it to the Deleted Items folder.
| | 02:25 | Now, once things end up in
the Deleted Items folder,
| | 02:29 | I can delete them permanently.
| | 02:32 | One method that you might want to do is
to get rid of several items at one time.
| | 02:36 | You can do that by clicking on one
item code, holding down your Shift key and
| | 02:40 | then clicking on the last
item that wish to delete.
| | 02:44 | At that point, I can either right-click and
Delete them or click Delete on my Ribbon bar.
| | 02:49 | Again, I'll get a prompt that I am going to
permanently delete those items and I respond, Yes.
| | 02:56 | Once I've deleted other items from my
Deleted Items folder, I might want to
| | 03:00 | tackle all those folders and
calendars that I previously deleted.
| | 03:04 | I could see them by expanding my
Deleted Items folder, and now I am going to
| | 03:09 | select this Business folder, do a
right-click, and select Delete Folder.
| | 03:15 | This time I will receive a prompt: Are
you sure you want to delete all the items
| | 03:19 | in the folder as well as the folder.
| | 03:21 | And I am going to click on
Yes, and it'll disappear.
| | 03:24 | I could do the same thing for a Calendar.
| | 03:26 | Again, a right-click, Delete
the Calendar, and it's gone.
| | 03:31 | Typically, you'll find yourself deleting
a whole lot of e-mail on a routine basis,
| | 03:35 | but occasionally you will want to tackle
the cleanup of specific folder contentsb
| | 03:39 | or the actual folder itself.
| | 03:40 | Outlook makes this an easy process.
| | 03:43 | Best of all, should you become a bit
overzealous in your cleaning activities,
| | 03:47 | you can run over to the Deleted
Items folder and recover what you
| | 03:50 | accidentally deleted.
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| Configuring options| 00:00 | We make most of our changes to our
Preference Settings by going up to the File tab.
| | 00:06 | The File tab is so important that it
actually appears as a bright orange color;
| | 00:11 | in fact, in some of the early betas,
the Microsoft liked to call this File tab
| | 00:16 | the Backstage View, because they felt it
was a backstage entry into the program.
| | 00:21 | So, we're going to click on the File tab,
and see some of the choices that we have.
| | 00:26 | First of all, I'd like to draw your
attention to the Exit button and the X. Now,
| | 00:31 | don't click on those, because what's
going to happen is you're actually going to
| | 00:34 | close out of Outlook itself.
| | 00:36 | If you want to leave your File tab,
simply click on a different tab.
| | 00:41 | Now, the other thing I'd like to draw
your attention to is the fact that we're
| | 00:45 | currently on this particular
e-mail message. Hold that thought.
| | 00:49 | We're going to back to our File tab, and we're
going to start by going up to the Save As item.
| | 00:54 | Now, if you're wondering what's going to
get saved, it's going to be that e-mail
| | 00:58 | message that we currently have selected.
| | 01:01 | If you wanted to save something else,
you'd want to make sure that you select
| | 01:04 | the item before you go into
the File tab and select Save As.
| | 01:10 | Now, another trip to our File tab
will take us down to the Info area.
| | 01:16 | The Info area is a pretty important
place, because this is where we can add
| | 01:20 | additional e-mail accounts.
| | 01:22 | Once you've added an account, you
might want to go into Account Settings.
| | 01:26 | You'll notice, by the way, that we see
a little triangle that means we actually
| | 01:30 | have more options there.
| | 01:31 | So, if I click on that icon, you
can see, once again, I can get into
| | 01:36 | those account settings.
| | 01:38 | This is where I could actually
change one of my e-mail addresses;
| | 01:42 | say if I change my password.
| | 01:43 | And you notice, once I make changes,
I'm pretty unceremoniously dumped out of
| | 01:49 | that File tab, so I have to keep
returning back to the scene of the crime.
| | 01:53 | Now, one of the options that I see is Open.
| | 01:56 | I can open a calendar in case someone
has sent me a copy of their calendar,
| | 02:01 | I can open an Outlook data file, if
this is a new machine, and it copied my
| | 02:05 | Outlook data from an old machine, or I
can actually import an Excel spreadsheet
| | 02:11 | into my existing Outlook data, if
I wanted to bring in new contacts.
| | 02:15 | The Print option, I really like
because it actually gives me a preview of the
| | 02:20 | currently selected item.
| | 02:22 | If I want to print that item, I can simply
click Print or switch to another printer.
| | 02:27 | The Help menu, as its name implies,
will give you a little bit of help
| | 02:31 | with Microsoft Outlook.
| | 02:33 | One of the things I find helpful is
the fact that my license number, once I
| | 02:37 | activate the software, will appear in this area.
| | 02:41 | I also can see, very easily, what
version of Outlook I'm currently using.
| | 02:46 | In addition, you might want to go into
this Microsoft Office Help where you can
| | 02:50 | search for information on any feature
that you can think of, simply by typing in
| | 02:55 | the name of the feature, and clicking on Search.
| | 02:57 | Probably, the biggest area of the
File tab is found in the Options.
| | 03:05 | So, I'm going to click Options.
| | 03:06 | In fact, there are so many choices, so
many things that we can change in Outlook
| | 03:11 | that the Options window
actually has its own Navigation Bar.
| | 03:15 | I find that, out-of-the-box, I'm pretty happy
with the basic Outlook preferences, but
| | 03:20 | I'd like to show a few of them
that you might like to change;
| | 03:22 | for example, you might want to go
into Mail preferences and tell Outlook to
| | 03:27 | always check the spelling before you
send an outgoing e-mail, just in case
| | 03:32 | you've made a spelling mistake, or you
might decide that the person next to you
| | 03:36 | is getting very irritated by hearing
that little twang every time you get a new
| | 03:40 | e-mail, and you might to
turn off the sound effects.
| | 03:43 | We have similar options for every
portion of the Outlook program, including the
| | 03:48 | Calendar, Contacts, Tasks, and Notes
and Journal, and even our Search options.
| | 03:55 | You notice that once we make a change to
our options, the File tab automatically
| | 04:00 | closes and we return to the
original spot where we were at.
| | 04:03 | Although it looks like just another
tab on the Ribbon, Outlook's File tab
| | 04:07 | provides you with one place to set up just
about any Outlook preference that you can think of.
| | 04:13 | Older versions of Outlook had most of
the same functionality, but it was harder
| | 04:17 | to get to them because they were
sprinkled throughout the entire menu system.
| | 04:21 | Now they're in one easy-to-find location.
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| Using the Conversation view| 00:01 | For most of us, our Inbox is a
really long list of all the e-mails that we
| | 00:04 | need to wade through.
| | 00:06 | Using the Conversation view, you can
actually see all the messages that relate
| | 00:10 | to one particular subject and
consequently shorten up your Inbox.
| | 00:15 | I am going to show you an
example of how this works.
| | 00:17 | If you look at my Inbox, unfortunately,
I have a lot of bounce-backs because I
| | 00:23 | sent out a lunch request to the wrong
distribution list, and lot of these old
| | 00:28 | e-mails bounced back at me.
| | 00:29 | And that's taking up a good portion of my Inbox.
| | 00:32 | So using the Conversation view, I can
actually lump all those e-mails into one,
| | 00:38 | and thus free up a little
real estate in my Inbox.
| | 00:41 | You get to the Conversation view by
clicking the View tab, and you notice we have
| | 00:46 | a Conversations group, and I
click on Show as Conversations.
| | 00:50 | And watch what happens when I click on that.
| | 00:52 | I am going to choose to use that Conversation
view for all of my folders, not just my Inbox.
| | 00:59 | And you notice now this 'are we having
lunch' as now have been shortened up into
| | 01:04 | one item, instead of the
multiple ones we saw before.
| | 01:08 | Now the way this Conversation view
works: we have a little triangle here,
| | 01:13 | I am going to click on the triangle,
| | 01:14 | it will expand the Conversation.
| | 01:16 | If I click on the triangle again, it
will show anybody that have actually
| | 01:20 | forwarded these messages to
or that have sent me replies.
| | 01:24 | If I click on it a third time, it's
going to shorten up that whole conversation.
| | 01:29 | Now that can be a nice feature, because
I might want to get rid of all of those
| | 01:33 | messages at one time.
| | 01:35 | So at that point, I can just do a right-
click and I could delete, and it would
| | 01:40 | delete not only the main message but all those
other repeated messages with the same subject.
| | 01:46 | Now down here, I have another
conversation from some of my co-workers.
| | 01:51 | The same principle applies.
| | 01:53 | I can open it up, or I can expand it
even further and get an idea of who has
| | 01:58 | replied to which of my messages, and
I can also click on, of course, any
| | 02:02 | other messages and see exactly who sent it and
who they sent it to and what they had to say.
| | 02:08 | So it makes it really easy when you
have got a lot of e-mail going back and
| | 02:11 | forth to the same people.
| | 02:13 | Now, you might want to change these
views a little bit, and we can do that
| | 02:17 | from the View menu.
| | 02:19 | We can change our View settings from
the Compact view to the Single view.
| | 02:24 | Now, the difference here is, rather than
having these messages indented, they now
| | 02:29 | are pretty much straight in
line under the other messages.
| | 02:32 | Finally, I like to customize
my views a little bit when working in
| | 02:37 | the Conversation view.
| | 02:38 | What I am going to do, in order to customize
it, is I am going to turn off this Reading Pane.
| | 02:42 | And I clicked on the Reading Pane, and
turn off the Preview, and what I would
| | 02:49 | like to see as part of my conversation
is who these messages actually went to.
| | 02:53 | So I am going to do a right-click here,
and I am going to go to my Field Chooser
| | 02:58 | and just change this from
Frequently-used fields to All Mail Fields.
| | 03:03 | I would like to know who those
messages actually went out to.
| | 03:07 | So just scroll down here and find the
To field, drag it up, and now when I look
| | 03:13 | at my conversations - let's
just expand this a little bit -
| | 03:17 | I can actually see who each
of these messages went out to.
| | 03:22 | You may have used the Conversation
arrangements in previous versions;
| | 03:25 | Outlook 2010 has taken the Conversations
to a whole new level by organizing your
| | 03:30 | e-mail into smart little
groups of related messages.
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| Quick Steps| 00:01 | As its name implies, a Quick Step is a
quick and easy way to perform a task in Outlook.
| | 00:06 | You might be a bit confused
between an Outlook Rule and a Quick Step.
| | 00:10 | A Rule is designed to process incoming
items automatically, and a Quick Step is
| | 00:14 | designed to be used when it's needed;
| | 00:16 | f example, you might get really
excited when you receive a new e-mail that
| | 00:20 | tells you that you have got a sale
from a top client, and you want to make
| | 00:25 | sure that you let your manager know about
that sale so that you can get a nice commission,
| | 00:29 | and you might also want to make sure
that you move that message to a special
| | 00:33 | place so that you are sure
to take action immediately:
| | 00:37 | now that's a Quick Step.
| | 00:38 | We find our Quick Steps by looking at
the Home tab on our Ribbon, and we see
| | 00:42 | our Quick Steps group.
| | 00:44 | We start with a number of quick steps,
but I would learn how to modify some of
| | 00:51 | these existing Quick Steps and make them my own.
| | 00:53 | So I am going to start by clicking on
the More button, which we find down here,
| | 00:58 | that down pointing arrow, and I
am going to manage my Quick Steps.
| | 01:02 | And you notice that I can make a new Quick Step,
which is what I am going to do. First Quick Step:
| | 01:08 | I am going to make sure that any mail
that comes in, that I mark it as Important.
| | 01:15 | So I am going to create a new Quick Step.
| | 01:18 | You notice I have a number of choices.
| | 01:20 | I can move it to a folder.
| | 01:22 | I can categorize it. I can flag it.
| | 01:24 | I can send a new e-mail to someone.
| | 01:26 | I can forward it to someone.
| | 01:27 | I can set up a meeting.
| | 01:29 | So I am going to just call this a Move
to Folder, and I am going to call this
| | 01:34 | Gotta Do, because that means an
incoming e-mail has come in, and I got to make
| | 01:40 | sure I do something with it right away.
| | 01:43 | So I am going to be prompted to move it
to the folder, and I am going to choose
| | 01:48 | the Gotta Do folder, which I
have already created in the past.
| | 01:53 | And I click on Finish and OK.
| | 01:57 | You notice I now have a new Gotta Do rule.
| | 02:00 | So when something comes in from Ken
Snyder, and I want to make sure that I act
| | 02:04 | on it right away, I can
simply click on Gotta Do.
| | 02:08 | You notice it disappeared from my Inbox,
and it's now in my Gotta Do folder.
| | 02:13 | And using that technique, I can go
any time I see important message, with a
| | 02:18 | single click move it into that Important folder.
| | 02:21 | Now we are going to take that concept
one step further, and we are going to
| | 02:26 | create a new Quick Step.
| | 02:28 | Now previously, I had gone down here,
under Manage Quick Steps, and that was a
| | 02:34 | good way to start on a very basic Quick Step.
| | 02:36 | When I click on Create New, I am going
to see lots of options, and I am going to
| | 02:41 | call this Quick Step: I've Gotta Sale,
because there is a number of things I
| | 02:48 | want to do with these incoming orders.
| | 02:51 | So the first thing that I am going to
do is I am going to move it to a folder,
| | 02:56 | and again the folder I am going to
choose is the I've Gotta Sale folder, which I
| | 03:01 | had set up previously.
| | 03:03 | But that's not enough.
| | 03:04 | Not only do I want to move that to the
folder, but I am going to choose another action.
| | 03:10 | I am going to categorize it, because I
take advantage of Outlook's Categories.
| | 03:13 | So I am going to categorize this as a
Red item, to mean it's something I really
| | 03:20 | have to take care of.
| | 03:21 | But that's not enough.
| | 03:23 | I am going to add another action
and what I am going to do this time is
| | 03:28 | scroll all the way down to the bottom
of this list, and I am going to forward
| | 03:33 | this message to my boss.
| | 03:36 | So here in the To area, I can type in
the e-mail address, and what's really nice
| | 03:43 | is normally when I forward a message to
someone, it starts with the letters fw
| | 03:49 | in the subject line to
indicate that its a forwarded message.
| | 03:52 | What I am going to do here is
change that message a little bit.
| | 03:55 | So when I forward this to my boss,
it's not going to include the fw, just the
| | 04:00 | original subject, and I am
going to add a little spin to it.
| | 04:04 | And again, I can add as many actions
as I want to make Quick Steps and when I
| | 04:09 | am all done, I click on the Finish
button and you see I have now got my I've
| | 04:13 | Gotta Sale Quick Step.
| | 04:14 | So when information comes in,
pertaining to a sale, all I have to do is
| | 04:19 | highlight the message, click
I've Gotta Sale and the fun begins.
| | 04:23 | The message gets forwarded to my boss,
it gets moved to the I've Gotta Sale
| | 04:28 | button and it's categorized in red.
| | 04:31 | And again, this is the way that I can
quickly take any of these orders and process them.
| | 04:37 | Now you might have liked this system so
much that you think, wow I like it so much,
| | 04:42 | I would like to do that again. You can start all over,
or you can go down here to your More button, go into
| | 04:48 | your Manage Quick Steps, and actually
take an existing Quick Step and duplicate it.
| | 04:54 | So I am going to click on Duplicate,
and this time instead of I've Gotta Sale,
| | 04:58 | this one is not quite as important.
| | 05:01 | So what I am going to do here is
instead of I've Gotta Sale, I am just going to
| | 05:04 | change the name slightly to I've Got a
Little One and maybe this time, I am not
| | 05:11 | going to categorize it in red,
so I can remove that category.
| | 05:15 | Now I can add another category,
which in this case is going to Blue.
| | 05:22 | You see that I now have
my two Quick Steps up here.
| | 05:28 | If I don't like the order of them, by
the way, I can simply click on the More
| | 05:32 | button, go back to Manage
Quick Steps, and change the order, so
| | 05:37 | I am going to move that
Gotta Do up and click OK.
| | 05:41 | And here I have got my Quick Steps.
| | 05:44 | Outlook 2010's Quick Steps features
provides you with a quick way to organize
| | 05:48 | that mountain of e-mail that can
seem so overwhelming at times.
| | 05:52 | After all, why spend three or four
clicks getting a job done when you can do
| | 05:55 | it with one?
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| Setting rules to handle incoming email| 00:00 | Using Outlook Rules is an easy
way to put your Inbox on Autopilot.
| | 00:05 | Unlike the Quick Steps feature
that you use on an item-by-item basis,
| | 00:08 | the Outlook Rules will keep tabs on
your incoming e-mail and deal with
| | 00:12 | them automatically.
| | 00:13 | So we're going to start by creating a
rule for a very common scenario, and that
| | 00:17 | is that your customers might make
purchases from your Web site, and every time
| | 00:22 | they do you receive an e-mail
telling about the transaction.
| | 00:25 | Now I'm going to cheat a bit by
selecting one of those messages now.
| | 00:29 | I'm going to show you why in a second.
| | 00:32 | I'm going to head up to the Rules icon,
which is the Move section of my Home tab,
| | 00:36 | and give it a click, and click on Create Rule.
| | 00:39 | Now this is an easy way to create a
very fast rule, because Outlook is going to
| | 00:44 | try to figure out what I want, and it's
going to try to determine am I looking
| | 00:48 | for messages that are coming in from
Sharon, or am I looking for things in the
| | 00:52 | Subject line, such as New Purchase Submission?
| | 00:55 | Well, I'm looking for those New
Purchases, so I'm going to select that choice.
| | 01:00 | Now Outlook is going to ask me what I
want to do with those messages, and I'd
| | 01:04 | like to move them to a folder.
| | 01:05 | In this case, I had already set up a new
subfolder called, I've Gotta Sale!, and
| | 01:11 | that's what I'm going to use.
| | 01:13 | But I could also click on Select Folder
and select a different folder, if I wanted.
| | 01:18 | Now once I click OK, Outlook is going to
create that rule and ask me if I'd like
| | 01:24 | to run that rule now, or if I'd just
like to apply it to all new e-mail that
| | 01:30 | arrives on this scene.
| | 01:31 | I'd really like to apply that rule now,
so I'm going to run the rule and click OK.
| | 01:37 | Magically, all those e-mail messages
disappear from my Inbox, but if I'd look
| | 01:42 | over the I've Gotta Sale! folder,
| | 01:43 | there they are.
| | 01:45 | Now in the future, I can simply look at
that folder and check to see if there's
| | 01:50 | a number appearing in parentheses to
the right of the folder name. That's an
| | 01:54 | indication that new orders have
arrived, and I need to act on them.
| | 01:58 | Now that worked really well, but I can
actually be a little fancier when I create my rules.
| | 02:03 | So for now, I'm going to move all these
incoming e-mail back to my Inbox and start again.
| | 02:11 | I'm going to go over to the Rules area,
and this time I'm going to click on
| | 02:15 | Manage Rules & Alerts.
| | 02:17 | I'm going to be changing my New
Purchase Submission rule, so I'm going to
| | 02:22 | click on Change Rule.
| | 02:24 | Now if I wanted to just make some
simple changes, such as marking the e-mail
| | 02:29 | as high priority or moving it to a different
folder, I could choose one of those options.
| | 02:34 | But I'd like to get just a little bit fancier,
| | 02:36 | so I'm going to go into my Edit Rule Settings.
| | 02:38 | Now basically what you're seeing here is
my criteria at the top and the specific
| | 02:44 | value down on the bottom;
| | 02:45 | for example, I'm looking for e-mail with
specific words in the subject, and down
| | 02:51 | here it tells me, what those specific words are.
| | 02:53 | I'm going to expand that rule a little
bit by including specific words in the body.
| | 03:00 | And now I'm going to click on specific
words down here and change the value to
| | 03:05 | the word "red," because I'm looking for
those orders that have to do with red
| | 03:10 | widgets, and of course, I can add as
many words as I want and then I click OK.
| | 03:17 | This time I want those e-mails to move
into my Red Widgets folder, so I'm going
| | 03:22 | to specify the folder,
| | 03:25 | give it a click and change it to
my Red Widgets folder and click OK.
| | 03:29 | Now when I click Next, we can also
decide on some other things that can happen
| | 03:36 | when that mail arrives;
| | 03:38 | for example, I might want to forward
that mail on to my supervisor, to let them
| | 03:43 | know that I'm going to be getting a bonus soon.
| | 03:44 | When I click Next to continue
I can also put in exceptions;
| | 03:49 | for example, I might be looking for things
that say the word red but not the word white.
| | 03:55 | I'll click Next to continue.
| | 03:57 | I am allowed to rename that rule.
| | 04:00 | This time I'm going to call it the Red
Widget rule, and I'm going to turn the
| | 04:06 | rule on now, and I can actually run
this rule for all the messages that are
| | 04:11 | sitting in my Inbox.
| | 04:12 | I click Finish, and I click OK to
close the Rules & Alerts window.
| | 04:18 | Now this time it didn't act on these two
messages because if I open them up, they
| | 04:25 | have nothing to do with Red Widgets;
however, if I go to my Red Widgets folder,
| | 04:32 | I can see that all those
messages specify red widgets.
| | 04:37 | Wouldn't it be wonderful if you could click
a button to instantly organize your closet?
| | 04:41 | Well, I can't promise you that, but
with Outlook you can put your Inbox
| | 04:45 | on Autopilot.
| | Collapse this transcript |
| Using drag and drop| 00:00 | Did you know that you can schedule
appointments or create new contacts simply by
| | 00:05 | dragging an Outlook item
from on location to another?
| | 00:08 | A couple of little tricks are easy to
do, but it can save you a lots of time.
| | 00:13 | Now because we're going to be
dragging items from one area in Outlook to
| | 00:16 | another, I'd like to open the Folder list,
which I can do by clicking the Folder
| | 00:20 | List icon on the bottom of my Navigation bar.
| | 00:22 | This allows me to see all the
different portions of Outlook.
| | 00:26 | The first thing I'm going to do is
schedule an appointment with one of my contacts.
| | 00:30 | So I do that by going to my
Contacts area and selecting the contact.
| | 00:34 | I'm going to take Sharon, because I
want to schedule an appointment with her,
| | 00:38 | and I'm going to drag her over to the Calendar.
| | 00:41 | When I do, a New Appointment
window opens up that already has
| | 00:45 | Sharon's information in it.
| | 00:46 | I can simply add my Subject, set the
Location and change any of the other
| | 00:54 | options that I want, and send this
message on its way to Sharon, so both of us
| | 01:00 | will be aware of this appointment.
| | 01:02 | Another thing I'd like to do
is to e-mail one of my contacts.
| | 01:07 | And I can do that quite easily by
taking one of the contact records, dragging it
| | 01:12 | to my Inbox and letting go.
| | 01:14 | At that point my e-mail message opens,
I can fill in the information and send
| | 01:19 | that message on its way.
| | 01:22 | Sometimes I receive a message, and I
want to make sure that I follow up on it by
| | 01:26 | scheduling something in my Calendar.
| | 01:28 | So in this case if I receive an
e-mail message, I can simply drag it to my
| | 01:34 | Calendar, fill in the appropriate
information and save that appointment, so I
| | 01:41 | don't forget to schedule something that
might have been covered in a body of an e-mail.
| | 01:49 | One of my favorite things to do is to
quickly create a new contact record based
| | 01:54 | on an incoming e-mail.
| | 01:55 | For example, I might have received an
e-mail from Ken, and I want to set up a
| | 01:59 | new contact record from him.
| | 02:01 | I could simply drag him over to the
Contacts area, and I'm rewarded with a
| | 02:07 | new contact record that's already been
filled out with Ken's name and his e-mail address.
| | 02:12 | I could fill in any other information I
might have, and you notice that even the
| | 02:17 | incoming e-mail from Ken has
already been included in the Notes area.
| | 02:21 | I can click Save & Close, and I've very
quickly been able to add a new contact record.
| | 02:28 | Sometimes I wanted to send a task to one of my
coworkers, and again, it's an easy thing to do.
| | 02:34 | I can simply find a task, drag it to my
Inbox, and now I can pass that workload
| | 02:42 | on to somebody else with the click of a button.
| | 02:45 | Sometimes I find something really
interesting in one of my RSS Feeds, and I want
| | 02:50 | to make sure that I can go
back to it later and act on it.
| | 02:54 | So what I'm going to do
now is go to my RSS Feeds;
| | 02:57 | for example, I'm going to take this
RSS Feed and drag it over to my Notes.
| | 03:03 | When I do, a new note opens, and I can
type in a subject and save the note, so
| | 03:11 | that later I'll be able to go back
to it again and make sure I do the
| | 03:16 | appropriate actions.
| | 03:17 | When people say that Outlook is a drag,
that's a good thing, because it means
| | 03:21 | that they've discovered the numerous
ways there are to create new items with
| | 03:24 | the flick of a wrist.
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| Cleaning up your inbox automatically| 00:00 | I like to compare Outlook to my closets.
| | 00:03 | Just like my closets, Outlook is filled
up with all my stuff, and I eventually
| | 00:07 | need to clean up the clutter;
| | 00:09 | however, in the case of my closet, I
generally need to set aside a day or two to
| | 00:13 | drag all my discarded
items out to the garbage can.
| | 00:16 | With Outlook, I can do the task with
several clicks of the right button.
| | 00:20 | Now one of the ways that you
can clean up data is manually;
| | 00:23 | for example, I can go to my Deleted
Items folder, select Items and
| | 00:28 | delete them one by one.
| | 00:31 | I can also do a right-click on my
Deleted Items folder and delete the entire
| | 00:36 | folder by clicking Empty Folder, if I'm
absolutely sure that I want to get rid
| | 00:40 | of all those items;
| | 00:43 | however, Outlook also gives us an
automatic way to clean up our data, and that's
| | 00:47 | what we're going to focus now.
| | 00:50 | I'm going to click on the File tab,
and go down to the Cleanup tools.
| | 00:54 | You'll notice that one of the items,
Empty Deleted Items folder, will also take
| | 00:58 | care of that deleted items folder;
| | 01:00 | however, I feel a little safer doing it
manually in the way that I just showed you,
| | 01:04 | so I very rarely would ever use that option.
| | 01:07 | So for now let's head up to the Mailbox
Cleanup and see what that's going to do for us.
| | 01:11 | Now what I like to do, before I start
cleaning up my data, is do a little homework
| | 01:17 | to decide what actually needs cleaning.
| | 01:20 | And I could do that by viewing the Mailbox size.
| | 01:22 | So I'm going to click this icon, and
actually this button is a little misnamed
| | 01:27 | because in addition to showing me just
the size of my Inbox, I actually can see
| | 01:32 | the size of all my Outlook items,
including the Calendar and the Contacts.
| | 01:37 | So in this case I can get an idea of where
I might want to focus my cleanup efforts.
| | 01:43 | So armed with that information and
in this case I think I'm going to
| | 01:45 | concentrate on my Deleted Items and
maybe a little bit of my Calendar, I'm
| | 01:50 | going to click on Close.
| | 01:52 | Now one of the things that you might
want to do is hunt for things that are
| | 01:55 | taking up a lot of space.
| | 01:57 | So in this case we see the default is
set to Find items in my Inbox that are
| | 02:01 | larger than 250kbs, and that seems
like a good starting place, so I'm going to
| | 02:06 | click the Find button and sure
enough, Outlook found several items.
| | 02:11 | And I notice three of them are
sitting on my Deleted Items folder.
| | 02:15 | So those are the ones
that I'm going to get rid of.
| | 02:17 | So I can remove them by clicking on the
first one, holding down the Shift key on
| | 02:22 | my keyboard and selecting the last one.
| | 02:24 | And I can simply do a right-click and
delete them to get rid of those larger
| | 02:28 | items that were sitting on my
Deleted Items folder anyway.
| | 02:31 | So that worked pretty well, but we're going to
try this procedure, this time, on our Calendar.
| | 02:37 | So I'm going to head back to my
Cleanup tools and once again go to Mailbox
| | 02:41 | Cleanup, even though I
want to cleanup my Calendar.
| | 02:44 | And what I'm going to do now, I'm
going to click on Find items older than 90
| | 02:48 | days and click on Find.
| | 02:50 | And you notice that this opens my
Advanced Find button, and it's still basically
| | 02:55 | looking for e-mail items.
| | 02:56 | But I want to look for Calendar items,
so I'm going to click on the Messages and
| | 03:01 | choose Appointments and Meetings,
which are basically my Calendar items.
| | 03:06 | That's going to clear my current search
criteria, which is a good thing because
| | 03:10 | I'm going to head over to the
Advanced tab and give it a click.
| | 03:13 | Now I need to figure out what field I'm
going to use as my criteria, and I think
| | 03:19 | I'm going to use the starting
date of all my Calendar items,
| | 03:23 | so I'm going to click on Field.
| | 03:25 | I'm actually going to use the
Appointment fields and choose Start.
| | 03:31 | Now I want to clean up things
prior to the first of the year.
| | 03:34 | So I'm going to change that condition
from anytime, by clicking the dropdown,
| | 03:39 | scrolling to the bottom of the list and
choosing On or before, and I'm going to
| | 03:45 | type in the first of the year.
| | 03:46 | Now I'm going to add this to
my List of things to look for.
| | 03:52 | So I'm going to be looking for my
Calendar items that were put on my Calendar on
| | 03:56 | or before the first of the year.
| | 03:58 | And I'm going to click on Find
Now, and it found a lot of things.
| | 04:02 | It also found a few
things that were on holidays.
| | 04:04 | So I'm going to sort by clicking on the
category header, and I'm just going to
| | 04:10 | expand my holidays here, and it found
25 holidays from last year that I no
| | 04:15 | longer need on my Calendar.
| | 04:17 | So I'm going to click on the first item,
scroll all the way down, hold down my
| | 04:21 | Shift key and select the last item.
| | 04:25 | At that point, I can right-click
and delete all those old holidays.
| | 04:30 | Finally, one of the other cleanup
methods that I can use is to create an archive.
| | 04:36 | So I'm going to click on my
Cleanup tools and choose Archive.
| | 04:40 | Now it's really important to note that
when you create an archive, two things happen:
| | 04:46 | One, a new data file that's entitled
Archive will appear and secondly, all the
| | 04:52 | items that meet your criteria will be
removed from your current data file.
| | 04:58 | So I might select any one of my data
folders and archive the items that are
| | 05:03 | older than, and I can
choose whatever date I want.
| | 05:08 | When I click OK, again, all items in
my Inbox that are older than a year will
| | 05:14 | automatically be put into an archive file.
| | 05:16 | If I wanted to archive my entire data
file, I could do that by clicking up on
| | 05:22 | the top of my folders, and that
would archive my entire data file.
| | 05:27 | But again, be careful because those
items will be moved into a totally
| | 05:31 | separate data file.
| | 05:33 | Although cleaning up your Outlook
data is not mandatory, it is something
| | 05:37 | that you want to do from time to time,
especially if you send and receive lots of e-mail.
| | 05:42 | The Cleanup tools make it so easy
that you'll have plenty of time left to
| | 05:46 | tackle those closets.
| | Collapse this transcript |
| Managing Outlook data| 00:00 | An Outlook data file is the main file
on your computer that houses all of your
| | 00:04 | Outlook information, including
your Inbox, your Contacts, your
| | 00:08 | Calendars and even you various e-mail setups.
| | 00:12 | Although most Outlook users just have
one data file, there might be times when
| | 00:15 | you need to access and
manage multiple data files.
| | 00:18 | And we are going to take a look at our
Navigation bar, and right now I actually
| | 00:22 | have two data files opened.
| | 00:24 | I have one for my Business account,
olivia@twotreesoliveoil.com, and I have
| | 00:30 | another one for my Gmail
account, which we see down here.
| | 00:33 | So we're going to take a look at some
of these data files by going up to the
| | 00:36 | File tab and clicking on the
Open item in the Navigation bar.
| | 00:41 | From there, I'm going to
open an Outlook data file.
| | 00:44 | Now there's two types of Outlook data files.
| | 00:47 | One ends with the extension PST,
which means it's a personal data file.
| | 00:52 | That's for those of you that might not
be using an Outlook Exchange Server, or
| | 00:57 | maybe you are using the Outlook
Exchange Server for some of your data, but then
| | 01:01 | you also have other accounts that you
want to pull in to your Outlook, as well.
| | 01:04 | So in this case, I have a couple of files.
| | 01:07 | I have an archive that I've made of my
data file, and I also have my Outlook data.
| | 01:12 | Now if this was a brand-new computer,
the first time I opened up Outlook,
| | 01:17 | Outlook would automatically
create a file called Outlook.pst.
| | 01:22 | And you would run over to Outlook and look
in that data file, and you would see nothing:
| | 01:27 | no Email, no Contacts, no Calendar - nothing.
| | 01:30 | So if that's the case, what your job
is is to copy that Outlook data file,
| | 01:36 | that Outlook.pst, from your old
computer and just overwrite that new
| | 01:42 | Outlook.pst on the new computer.
| | 01:45 | And that's how you're going to get all
that data from one computer to the other.
| | 01:49 | Now to open that file, you
simply click it and click on OK.
| | 01:53 | Now you notice, if we look at our
Navigation bar, that we now have another data
| | 01:59 | file showing, which again was that
Outlook file, and if I expand it a little bit,
| | 02:04 | I notice that it contains my Calendar,
and my Contacts, and all my old Email.
| | 02:09 | Now once we have our data files open,
let's look at them a little bit more carefully.
| | 02:14 | Now I'm going to go back to that File tab,
give it a click and go to the Account
| | 02:19 | Settings icon, give that a click,
and choose Account Settings.
| | 02:23 | I'm going to click on the Data Files
tab, and I'm going to expand this just a
| | 02:28 | little bit so we can see it better.
| | 02:31 | So once again I have three data files
open, and you notice one of them ends
| | 02:36 | with that extension OST;
| | 02:37 | that's because it's a file that
came in from the Exchange Server.
| | 02:41 | And the good news, I have no
maintenance to do whatsoever on that OST;
| | 02:46 | in fact, if I move to a new computer and
my information doesn't follow me, I get
| | 02:51 | to blame the IT guy and let
him take care of the problem.
| | 02:55 | But you're also seeing that we
do have my PST that I just opened.
| | 02:59 | Now you notice that one of these
files has a check mark in front of it.
| | 03:02 | What that means its default location.
| | 03:05 | And that means it's going to
appear at the top of my Navigation bar.
| | 03:09 | I could change the one that appears at
the top simply by clicking it and setting
| | 03:13 | that one as the default.
| | 03:14 | One final thing that you might want to
do from time to time, and that is to do a
| | 03:19 | little maintenance on your PST file.
| | 03:23 | And again, we don't have to do
maintenance on the OST because that's that job
| | 03:27 | of the computer guy.
| | 03:28 | In this case, I'm going to select my
PST, and I'm going to click on Settings.
| | 03:32 | Now I can do something called Compact
the data, which means as I enter more and
| | 03:38 | more information into my data file,
it gets larger and larger and more
| | 03:43 | importantly, as I remove information
from my data file, it doesn't get a whole
| | 03:49 | lot smaller, but instead it
creates a number of little air pockets.
| | 03:53 | So if I click on this Compact Now button,
what's going to happen is Outlook is
| | 03:58 | going to crunch through that data file
and remove all those air pockets, making
| | 04:03 | my data file much smaller
and consequently much faster.
| | 04:06 | But I do want to warn you: if you've
been using Outlook for awhile, this
| | 04:11 | compaction process can take quite awhile.
| | 04:14 | I recently had a data file that
was almost a gig and a half large.
| | 04:18 | And it took me eight hours for
the compact procedure to complete;
| | 04:22 | however, once it completed, my data
file was cut literally in half and
| | 04:27 | weighted in at about 750MB.
| | 04:31 | Unless you purchase a new computer, or
you find yourself inn urgent need of a
| | 04:34 | backup, you probably never going to
have to deal with the Outlook data files;
| | 04:39 | however, should something wacky happen,
it's nice to know that you can always
| | 04:43 | use the data files to help you out in a pinch.
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8. Exploring Additional FeaturesOutlook Social Connector| 00:00 | You use Outlook to organize all your
e-mail; optionally, you store Contact
| | 00:05 | information in Outlook, as well.
| | 00:07 | Now wouldn't it be great if Outlook
could automatically set up new contact
| | 00:11 | records for you based on the contacts
that you already have in your social
| | 00:14 | networks like LinkedIn, and wouldn't it
be nice to see all of the updates that
| | 00:19 | your contacts have
posted to the social networks?
| | 00:21 | Well now you can, using the Outlook's
Social Connector and the various plug-ins.
| | 00:26 | We're going to start by taking a
look at how this new feature works.
| | 00:30 | I might receive a message from Greg, and
I can tell, by looking down at the lower
| | 00:36 | half of my Preview Pane, that he is
now a member of one of my networks.
| | 00:40 | If I want to invite him to my network, I
can simply click on the Add button and
| | 00:45 | send an invitation to my LinkedIn account.
| | 00:49 | Now once he joins, he's going to be like
my friend Herman, and anytime I receive
| | 00:54 | a message from Herman, I'll be able to see
all of the messages that Herman has sent me.
| | 01:01 | I can also look at just his latest
updates, or I can just look at the e-mail
| | 01:06 | messages that he's recently sent me.
| | 01:09 | And of course, I can zoom in to
any of those messages with a click.
| | 01:13 | I'm also seeing not only Herman's picture,
and I know this picture came from his
| | 01:18 | LinkedIn profile because of the
letters IN, but I'm also seeing any other
| | 01:22 | contacts in my database that
Herman has also connected with.
| | 01:27 | One of the other nice options
that I have is receiving attachments.
| | 01:32 | Gary might have sent many e-mails to me
in the past, but I'd to just focus in on
| | 01:37 | those e-mails that contain attachments.
| | 01:40 | I can click on the Attachments button,
and now I'm just seeing the two e-mail
| | 01:44 | messages that he sent that
me that contain attachments.
| | 01:47 | Finally, one of my favorite features is
that I can go down to the Meetings tab
| | 01:54 | and look at any meetings that I might
have scheduled with one of these contacts.
| | 01:58 | Outlook magically creates an entire
new address book with your LinkedIn
| | 02:02 | contact information.
| | 02:04 | So I'm going to go to my Contacts area
by clicking Contacts in the Navigation
| | 02:09 | Pane, and you notice that I now have a
brand-new contact folder called LinkedIn.
| | 02:15 | And when I click it, I notice that all
my LinkedIn contacts have appeared there
| | 02:20 | with all their contact information.
| | 02:23 | Now if I decide that I would like one of
these contacts to be in my main contact
| | 02:28 | folder, I can simply drag their
information over to the Contacts folder.
| | 02:34 | And you see in this case that Sharon
has disappeared from my LinkedIn folder,
| | 02:39 | but she's now part of my Contact folder.
| | 02:43 | And if I open this up, I can see that all
her information is already there, and I
| | 02:47 | didn't have to bother inputting it.
| | 02:49 | At the time of this recording, Microsoft
is still developing links to additional
| | 02:54 | social networking sites, including Facebook.
| | 02:57 | Integrating Outlook with your social
network results in one easy place to
| | 03:01 | see all your contact data, and I
for one, can't wait for those links to
| | 03:05 | arrive on the scene.
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| Subscribing to blogs| 00:00 | The RSS Feed is one of my favorite features
and also one of the easiest ones to master.
| | 00:06 | The RSS Feed will automatically
update Outlook with the latest post from
| | 00:10 | your favorite blogs.
| | 00:12 | Best of all, you can search through
the posts in the same way that you search
| | 00:15 | through your Inbox or contact list.
| | 00:17 | We find the RSS Feeds
right down below our Inbox.
| | 00:21 | When I click on it, you can see that I
currently don't have any blog posts, but I
| | 00:26 | want you to make notes
of the little orange icon.
| | 00:29 | Now what we're going to do is we're
going to take a trip out to the Internet,
| | 00:33 | and we're going to go to one
of our favorite blog spots.
| | 00:37 | In this case, we're going to the lynda.com blog.
| | 00:39 | And what you're going to look for is
that same icon, which you can see right
| | 00:44 | here, that little orange icon symbol, and
this is where we can subscribe to the RSS Feed.
| | 00:50 | So what I'm going to do now is click
on that icon, and nothing really exciting
| | 00:55 | happens yet, other than the fact that I
now have kind of a cryptic URL up there.
| | 01:01 | And what I need to do is copy that.
| | 01:03 | So I'm going to click, which
highlights that entire URL.
| | 01:07 | Then I can either hold down my Ctrl
key and hit the later C, or you prefer, I
| | 01:13 | can do a right-click and Copy.
| | 01:15 | Now armed with that information, I'm
going to head back to Outlook, and I'm
| | 01:21 | going to go back to my RSS Feeds area.
| | 01:23 | I'm going to right-click, and
I'm going to add a new RSS Feed.
| | 01:28 | Now if you really want to do this the
hard way, you could simply type in that
| | 01:32 | URL, or you can click in that box, hold down
your Ctrl key, and hit the letter V to paste it in.
| | 01:40 | Click Add and answer Yes to the
prompt, and in a moment you'll start to see
| | 01:47 | all of the blog posts.
| | 01:50 | Now these works exactly like e-mail,
and you can click on any of the posts and
| | 01:55 | read it in the Preview Pane, or you can
double-click on one of the posts to open it up.
| | 02:01 | Now just like with Email, you
can search through the blogs.
| | 02:05 | I heard that there was a really cool article
on virtual choirs, and I'd like to see that.
| | 02:09 | But I'm not sure which article it appears in.
| | 02:12 | So I'm going to click at the top of the
blogs and type in simply choir, and as I
| | 02:18 | type, sure enough, Outlook was able
to find the article that I wanted.
| | 02:23 | If you want to remove a blog,
that's an easy thing to do, as well.
| | 02:27 | You can simply right-click on the blog,
and click Delete Folder, answer Yes to
| | 02:34 | the prompt, and the blog is gone.
| | 02:37 | By adding your favorite blog sites to
Outlook, updated posts will be delivered
| | 02:41 | directly to Mailbox.
| | 02:42 | Not only will you never have to worry
about missing a new post, you'll have one
| | 02:46 | convenient spot to access
all the blogs that you read.
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| Creating notes| 00:00 | I hail from Florida, where it's just not a
great idea to use sticky notes because
| | 00:05 | we have too many paddle fans.
| | 00:06 | Outlook Notes provide you with the
perfect electronic sticky note that's
| | 00:10 | guaranteed not to blow away.
| | 00:12 | Now the first thing you are going to
have to do, before creating the note, is to
| | 00:15 | find the Notes area.
| | 00:17 | And you notice we don't
see it in the Navigation Bar.
| | 00:19 | But if I click on the Notes icon,
located on the bottom of the Navigation Bar,
| | 00:24 | the Notes area pops into play.
| | 00:27 | Now to create a new note, I simply have
to click on New Note and type in my note.
| | 00:35 | When I am finished, I simply
click the X, and I now have a note.
| | 00:40 | Now one of the nice things I like to
do is create notes and place them on my
| | 00:44 | Desktop, so I see them as
soon as I turn on my computer.
| | 00:47 | What I am going to do this time
is create a new note and save it.
| | 00:55 | Now what I am going to do is make
Outlook a little bit smaller, and I am going
| | 01:00 | to drag that note right onto my Desktop.
| | 01:04 | Now, as soon as I open up my computer,
I will be able to see that note and of
| | 01:08 | course, I can open it up if I want.
| | 01:12 | If you start using Notes, you
might want to color-coordinate them.
| | 01:16 | The way that we can do that is by
going to the File tab, go into the Options,
| | 01:23 | and clicking on Notes and Journal.
| | 01:26 | I can change the color and
then click OK to save my settings.
| | 01:32 | Any new notes that I create will
now be in the color that I selected.
| | 01:41 | In addition, I can use the Categories
to change the color of an existing note;
| | 01:46 | for example, if I want this note to be
different color, I can simply click on
| | 01:50 | Categorize and change it's color.
| | 01:52 | Finally, I might want to view
my notes in a different way.
| | 01:57 | I can click on the View tab, click on
Change View, and change to Note List.
| | 02:03 | Now you will notice that I have all my green
notes grouped together, as well as my other notes.
| | 02:10 | Alternately, I can list my
notes by the date they were created.
| | 02:14 | With so much stuff swirling around in most of
your heads, it's no wonder that we forget things;
| | 02:19 | however, by using Outlook's Notes, I
don't have to worry about forgetting
| | 02:23 | anything, plus I have the extra
benefit of not having to find that scrap of
| | 02:27 | paper that I used for the note, or
trying to decipher my own handwriting.
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| Creating and organizing tasks| 00:01 | With so much to do and so little time to do it in,
sometimes it's the little things that fall through the cracks.
| | 00:06 | Not to worry, Outlook has a great way of dealing with
all those numerous things that you need to get around to.
| | 00:12 | And we're going to start by going to the
Task area of Outlook, and usually I direct you
| | 00:17 | to clicking on the Task icon in the
Navigation bar, but it's not here.
| | 00:22 | We can add it by going to the Configure button,
which is this down arrow, giving it in a click,
| | 00:28 | and choose into Show More Buttons.
| | 00:31 | Now I see the Tasks icon,
and I can give it a click.
| | 00:34 | There's a couple of ways that we can make tasks, just
like we have a number of tasks that we can create.
| | 00:40 | I'm going to start by going over to the
recap area on the right-hand side, where you
| | 00:45 | see I'm already seeing a recap of
some of the upcoming appointments.
| | 00:49 | I'm going to create a task very quickly by
clicking on the Task box and simply filling in my task.
| | 00:56 | As soon as I click out of the box, the
task is automatically added to my Task list.
| | 01:05 | Now that was an easy way to set a task, but
sometimes I need to have a few more details.
| | 01:10 | So this time I'm going to click on my Task
list, click on the New Task button, and the
| | 01:16 | New Task window appears, which
gives me lots more options.
| | 01:20 | Because it's not enough just to create a blog
article, I need a little help with this project.
| | 01:24 | So I'm going to create a new task, which
is to do research for my blog articles.
| | 01:30 | Now let's look at some of
the options that we have.
| | 01:35 | First of all, we can assign a Start date.
I'm going to use today as the starting date.
| | 01:39 | But I need to have this done pretty much
before the end of the month, so I'm going to choose
| | 01:44 | the 28th as my Due date.
I can also change the Status.
| | 01:49 | I can either mark it as Not Started or as
In Progress, and of course when I'm finished,
| | 01:54 | I can mark it as Completed.
So for now I'm going to mark it as In Progress.
| | 01:59 | I could change the Priority, and I can
even show how close to the finish line I am.
| | 02:04 | So in this case, I'm going
to say I'm 25% completed.
| | 02:08 | If this is a recurring task, I can click on
the Recurrence button and have this task appear
| | 02:13 | every month; for example, if I need to pay
sales tax on a monthly basis, I might want
| | 02:18 | to click on Recurrence and
mark this as a Monthly task.
| | 02:23 | I can also Categorize my task; for example,
if all your green categories have to do with
| | 02:28 | marketing events, I could categorize this
by using the Green Category so that I would
| | 02:34 | know, oh, this is something to do with marketing.
| | 02:37 | I can also assign a Follow Up to make sure
that I go back to this task on a timely basis.
| | 02:44 | Now perhaps my favorite feature is this
button over here that says Assign Task.
| | 02:50 | If I feel that I'm a little overwhelmed, I
can click on Assign Tasks, and now this message
| | 02:56 | almost looks like an email, because it is.
| | 02:59 | What's going to happen is that this task is
going to be emailed out to one of my co-workers,
| | 03:04 | and when they open that email, it's going
to automatically appear on their Task list.
| | 03:10 | So I'm going to type in
the name of the co-worker.
| | 03:11 | Another few options down here.
| | 03:15 | I'm going to keep an updated
copy of this task on my Task list.
| | 03:19 | And I would like an email status report
be sent to me when this task is completed.
| | 03:25 | So when Greg finishes this task and marks it as
Complete, I will automatically receive an email.
| | 03:32 | So for now I'm going to send this on its way,
so that when I go back to my Task list, I'm
| | 03:37 | going to see that that Task appears there;
however, it may make a little bit more sense
| | 03:42 | to me to know who's been assigned to that
task, even though I need to keep Tabs on it.
| | 03:47 | So in order to do that, I'm going to do a
right-click up on column headings, and I'm
| | 03:52 | going to go to Field Chooser.
| | 03:54 | I'm going to take the field
Assigned To and drag it up to my columns.
| | 03:59 | I am going to actually wind in a little bit.
| | 04:03 | And now I'll be able to tell at a glance that
even though this is a task that I'm responsible
| | 04:08 | for, Greg is the one who's
going to be doing the work.
| | 04:11 | With Outlook, it's easy to make a very
long list of tasks look very organized.
| | 04:15 | Now if I could just figure out a way to have
Outlook actually do some of those tasks for me,
| | 04:20 | I'd to have it made in the shade.
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ConclusionGoodbye| 00:00 | Hi! It's Karen.
| | 00:02 | I'm hoping that this course has helped
to change your outlook on Outlook 2010.
| | 00:06 | Outlook is perhaps the most
powerful e-mail client on the market today.
| | 00:10 | Feel free to start out by just
choosing it for your main e-mail, and then
| | 00:14 | once you become more proficient, start
adding in a few of the cooler tools into the mix.
| | 00:19 | Before long, you'll probably be
reading your blogs, have a nice collection
| | 00:23 | of contact data, and you'll be
staying in touch with your friends via the
| | 00:26 | social networks.
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