IntroductionWelcome| 00:04 | Hi! I'm Alicia Katz Pollock and I'd like to
welcome you to Outlook for Mac 2011 Essential Training.
| | 00:10 | In this course, I'll introduce you to
Outlook, the Microsoft Office Suite's
| | 00:13 | email, calendar, and contact management program.
| | 00:17 | I'll show you how to organize your email
messages using a variety of techniques,
| | 00:21 | including Outlook's new Conversation View.
| | 00:23 | We'll explore contact management,
including synchronizing with Apple's Address Book.
| | 00:29 | I'll walk you through creating meetings
in the calendar, checking other people's
| | 00:33 | schedules and inviting participants,
and we will explore the ins and outs of
| | 00:37 | using Outlook on a corporate Exchange Server.
| | 00:41 | As a small business owner with about
15 email accounts, I'm glad to have this
| | 00:45 | chance to show you how Outlook has
helped me manage all my activities.
| | 00:49 | Now, let's get started with
Outlook for Mac 2011 Essential Training.
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1. Setting Up OutlookIntroducing Outlook 2011| 00:00 | Outlook for Mac 2011 replaced Entourage in
the Microsoft Office Suite for Macintosh.
| | 00:05 | This is a welcome upgrade for Entourage
users and provides seamless integration
| | 00:09 | for PC switchers and people in mixed
computer environments who are used to
| | 00:13 | Outlook for Windows.
| | 00:14 | If you've been getting your email
through Safari or Firefox, going nto websites
| | 00:17 | such as Gmail.com, Comcast or AOL.com,
| | 00:21 | turning to Outlook will give you a
variety of new tools and techniques to
| | 00:24 | efficiently and powerfully manage
your email, calendar and contacts.
| | 00:29 | You'll experience much better
integration with your Macintosh's software.
| | 00:33 | For people who have already been using
Entourage, Outlook modernizes your user experience.
| | 00:38 | The tabbed Ribbon interface puts all the
commands and options right at your fingertips.
| | 00:43 | Outlook offers one significant upgrade
for home users who are using Entourage.
| | 00:47 | All of your messages, contacts, and
calendar items are now stored as individual
| | 00:51 | files instead of all in one giant database file.
| | 00:55 | This has two benefits.
| | 00:56 | First, Outlook is much less prone to
crashes and corruption, and second, you can
| | 01:02 | now use Time Machine to backup
your Microsoft Office identities.
| | 01:05 | Since each new message is its own
separate file, it won't take up increasing
| | 01:09 | gigabytes of space on your external
hard drive every hour when it backs up.
| | 01:13 | You can also use Spotlight to
search your email and contacts.
| | 01:17 | For PC switchers, Outlook for Mac can
now import PST files exported from Outlook
| | 01:22 | for Windows, so you can migrate
to your new computer effortlessly.
| | 01:26 | For users in business environments,
Outlook for Mac 2011 leverages the Exchange
| | 01:30 | Web Services protocol and was built
using Cocoa, which allows for complete
| | 01:34 | integration with your colleagues,
whether they're on Macs or PCs.
| | 01:38 | Your Mac will now work seamlessly in a
PC environment using Exchange Server.
| | 01:43 | Outlook also supports Microsoft's
Information Rights Management or IRM, which
| | 01:47 | allows senders to specify what
recipients can or can't do with messages.
| | 01:51 | Print them, forward them, and so on.
| | 01:54 | All of these changes are welcome to
Microsoft Office users, both Mac and PC.
| | 01:58 | So, let's get started and learn how to use it.
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| Setting up Exchange accounts| 00:01 | The first time you open up Outlook for
Mac 2011, you'll get this splash screen.
| | 00:05 | It has a Welcome, a little button
here for What's New, and instructions
| | 00:09 | for getting started.
| | 00:11 | The first one says,
| | 00:12 | to set up your email or
Exchange account, click Add Account.
| | 00:15 | If you want to import data from
Entourage or other email applications, we'll
| | 00:19 | click Import and we'll do that in a later video.
| | 00:22 | If you'd like to make Outlook the
default application for your email, calendar,
| | 00:25 | and contacts, go ahead and put
a checkmark in this box here.
| | 00:29 | If you are also going to be using Apple
Mail, for example, Outlook will be your
| | 00:32 | work account and Mail will be your
personal email, you may consider leaving
| | 00:36 | this box unchecked, since Mail is fully
integrated across your computer including iLife.
| | 00:40 | That way you'll still be able to use
your Mac's built-in Mail integration,
| | 00:43 | giving you the best of both worlds.
| | 00:45 | We are going to turn it on.
| | 00:47 | So let's start with making an Exchange
account, a corporate account that you
| | 00:51 | would use in your workplace.
| | 00:52 | I'll click Add Account
and it gives us this window.
| | 00:56 | To get started, select an account type.
| | 00:58 | An Exchange account or a standard email account,
and we'll make one of these in a later video.
| | 01:04 | So let's do Exchange.
| | 01:06 | The first thing you want to do
is put in your email address.
| | 01:10 | Then it will ask for your authentication.
| | 01:12 | Now, you'll need to get this
information from your IT department.
| | 01:16 | Standard is User Name and Password, but
if I click on this drop-down arrow, you
| | 01:20 | may be on a Kerberos server.
| | 01:22 | We're going to use the
standard, User Name and Password.
| | 01:25 | Now, notice here that it has DOMAIN
in capital letters and then a forward
| | 01:29 | slash and the username.
| | 01:30 | Depending on how your IT department has
this setup, they may specify a specific
| | 01:34 | domain that you're going to use to get
on their servers and then your username.
| | 01:39 | In our case, our username is
exactly the same as our email address.
| | 01:42 | So I'll go ahead and type that in,
and then I'll put in my password.
| | 01:46 | I definitely want to leave on the
check for Configure automatically, and
| | 01:50 | then I'll Add Account.
| | 01:53 | It's now detecting the Exchange Server.
| | 01:55 | It's actually now going
onto our corporate network.
| | 01:57 | So, now a window pops up confirming
that we're on the correct server and
| | 02:03 | we're going to go ahead and click
Always use my response for this server, and
| | 02:06 | we are going to allow it. Here we are.
| | 02:13 | We have our first account.
| | 02:17 | If I come down here to the Advanced
button, this is where I can find additional
| | 02:22 | information about the account.
| | 02:24 | Most people are not
going to go in here yourself.
| | 02:26 | These settings will be
determined by your IT department.
| | 02:29 | The Delegates button is where we set up
additional accounts for people who are
| | 02:33 | going to work with our email account.
| | 02:34 | For example, if I have a personal
assistant, this will let them check my email
| | 02:38 | and book appointments on my behalf.
| | 02:41 | Security is where your digital
certificates and encryption settings are stored
| | 02:46 | and we will also address
these in a future video.
| | 02:48 | I'm going to go ahead and click OK.
| | 02:50 | Now that I've set up my account,
I'll come up here to the red button and
| | 02:56 | click, and now all of my email,
calendar and contacts have shown up from my
| | 03:02 | company's Exchange account.
| | 03:04 | So, you can see how easy it is to get set up.
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| Setting up IMAP accounts| 00:01 | When you want to set up a new IMAP
account that will synchronize across multiple
| | 00:04 | computers and email-equipped phones,
you can either do that from the initial
| | 00:08 | splash screen, when you first opened up
Outlook, or you can go up to the Tools
| | 00:12 | menu and pull down to
Accounts and do it from here.
| | 00:17 | I'm going to come down to the bottom of
the window where this plus sign is and
| | 00:21 | click on it and I'm going
to make a new email account.
| | 00:24 | I'm going to put in the email address
and the password, and I will leave it to
| | 00:32 | Configure automatically.
| | 00:34 | If for any reason you're not able to
do that, you can get your incoming and
| | 00:37 | outgoing mail settings from
your Internet service provider.
| | 00:41 | I'll click Add Account and there it is.
| | 00:44 | Now, notice that this was
set up as an IMAP account.
| | 00:48 | That means that this account will
synchronize between any computers and
| | 00:52 | your handheld devices.
| | 00:54 | If I go to the Advanced button down in
the lower right-hand corner, I have some
| | 00:58 | settings that I can set.
| | 01:00 | There's nothing to change in
this first Server settings.
| | 01:04 | When I go over to Folder, I have
settings for whether I want to store my
| | 01:08 | sent messages in a folder, store my drafts,
my junk mail, and what happens with my Trash.
| | 01:15 | If I want Outlook to empty my Trash for
me, I can drop this down and tell it to
| | 01:19 | delete them if they're one day old, a
week old, a month old, or all of them.
| | 01:25 | Under Security, if I need to set up
digital certificates, I can do that right here.
| | 01:30 | I'll go ahead and click OK, and
now I have my second email account.
| | 01:35 | Now, when I look at these settings,
it might help to make some of them a
| | 01:38 | little more descriptive.
| | 01:39 | My account description, I don't just
want to leave Gmail, because I happen to
| | 01:42 | have two Gmail accounts.
| | 01:44 | I'm going to put in here the actual
email address, so that I can see it easily.
| | 01:47 | Then I'm going to change my
full name, and then I'm done.
| | 01:52 | I'll go ahead and close this Accounts window.
| | 01:56 | Now, if you have set up your Outlook to
have more than one email account, look
| | 02:01 | over here at this Inbox.
| | 02:02 | If you have more than one email account,
there'll be a little triangle here and
| | 02:06 | when I drop it down, I can either click
on Inbox and see all of my messages or
| | 02:11 | just one email account at a time.
| | 02:14 | So you can see how easy it is to
add new email accounts to Outlook.
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| Setting up POP accounts manually| 00:01 | When you want to set up an email
account for a personal domain or URL, those are
| | 00:05 | usually setup as POP accounts.
| | 00:06 | A POP account differs in that you usually
only send and receive email from one place.
| | 00:11 | Changes you make on your computer, for
example, won't also be stored on your
| | 00:15 | firm's email, but it's perfect
when you own your own website.
| | 00:18 | To create a POP account, go up to the Tools
menu and pull it down and choose Accounts.
| | 00:23 | I'll come down to the bottom and click
the plus sign and choose Email account.
| | 00:29 | I'll enter in my email address.
| | 00:32 | In this case, Royalwise is my personal
website, and because it's not recognized
| | 00:36 | by Outlook, it's not one of the common ones,
| | 00:39 | it didn't even let me
configure it automatically.
| | 00:41 | It automatically dropped down the settings.
| | 00:43 | I'll go ahead and put in my password.
| | 00:46 | I'll put in here my username,
frequently your username will be your full email
| | 00:51 | address, and instead of IMAP, I'll make it POP.
| | 00:56 | I'll get my incoming mail server,
again from my Internet service provider.
| | 01:02 | It's very common that it
will be the word mail.your URL.
| | 01:06 | The Outgoing server usually is an
SMTP, standing for Simple Mail Transfer
| | 01:12 | Protocol at your domain name, but
sometimes some ISPs will vary it slightly.
| | 01:20 | I'll click Add Account.
| | 01:24 | Now that it's added the account,
I'll take a look at these settings.
| | 01:27 | Account description, I'll give it my
domain name. I'll put my name right here.
| | 01:33 | This information is all correct.
| | 01:35 | But down here, you may need to click
this More Options button because sometimes
| | 01:41 | outgoing servers need authentication.
| | 01:43 | Very commonly, you would change this
None to your User Name and Password, and
| | 01:48 | put it in one more time.
| | 01:50 | An unqualified domain is if you just
type in the first part of the email address
| | 01:55 | without the at and the end part,
it would automatically adds that in.
| | 01:59 | In this case, I don't want to set that.
| | 02:01 | I'll click OK, and then there is the
Advanced button down in the bottom-right.
| | 02:06 | Because this is a POP account, it is
designed to just pull all of this email
| | 02:10 | down to this one computer, but
sometimes it might be handy to check your email
| | 02:14 | from your phone or another device.
| | 02:17 | In that case, put a checkmark in front
of Leave a copy of each message on the
| | 02:21 | server, and then tell it
when you want it to be deleted.
| | 02:24 | It's defaulting to After
Deleting From This Computer.
| | 02:28 | You can also set it to a timeframe.
| | 02:30 | After a Day, a Week, a Month.
| | 02:31 | At least this way if you do need to
check your email on a handheld device, while
| | 02:37 | the two won't be synchronized,
| | 02:38 | any messages you send won't show up on your
computer, at least you can see your emails.
| | 02:43 | Download the headers only would tell
you who the email is from and give you
| | 02:47 | the subject line, but it wouldn't actually
bring down the message until you ask it to.
| | 02:51 | We are going to leave that empty.
| | 02:53 | Come up here to the Security button.
| | 02:55 | If you have a digital certificate or
you that you want to set your encryption,
| | 02:59 | you would do that here.
| | 03:00 | We'll talk about that in a later video.
| | 03:02 | I'll go ahead and click OK.
| | 03:04 | Our email account is setup.
| | 03:06 | So I'll close my accounts.
| | 03:09 | Now, notice in my Inbox, I might have
an option here that says On My Computer.
| | 03:13 | If you set up a POP account, this is
where those emails would show up because
| | 03:17 | again POP brings the
emails down to your computer.
| | 03:21 | So when I go to check my email,
this is where they appear.
| | 03:26 | So that's how to setup POP email
when you have your own website.
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| Importing email from other applications| 00:00 | The first time you start Outlook for Mac,
it will ask you if you want to import
| | 00:04 | existing data from other programs.
| | 00:05 | To start the import, I can either do it
from this button down here, or if you're
| | 00:09 | in Outlook, you'll be able to do
that from the File button as well.
| | 00:13 | To begin the import, it first
asks what you want to import?
| | 00:17 | We'll do several of these options.
| | 00:19 | Let's start with importing
an Outlook file from a PC.
| | 00:23 | It already has a dot right here.
| | 00:24 | I'll come down to this arrow to click Next.
| | 00:27 | It wants to know if it's going to
be a Windows file or a Mac file.
| | 00:31 | We'll go with Windows, and then
it wants to know where the file is.
| | 00:35 | I am going to go to my Desktop where I've saved
the PST file and choose it, and click Import.
| | 00:42 | It will start importing my emails,
my calendar, my contacts, and all the
| | 00:46 | information that I had in
Outlook on my PC. Now, it's done.
| | 00:51 | I'll click the Done button and now all
of my email is down here in this account.
| | 00:56 | Here is my Inbox, my Calendar, and more.
| | 01:02 | I am going to maximize my window.
| | 01:04 | I'll click the green button, and I am
going to go back to my mail, and now let's
| | 01:09 | do this in a different way.
| | 01:10 | I am going to go up to my File menu,
and choose Import, and it's going to take
| | 01:14 | me to that same window.
| | 01:16 | Now let's say I'm an Entourage
user, who has upgraded into Outlook.
| | 01:19 | I'll go ahead and click Entourage,
and we'll go through the same process.
| | 01:23 | I'll click the little arrow in the
lower right-hand corner, choose the version
| | 01:27 | of Entourage that I had, click Next,
select what it is that I want to import,
| | 01:32 | I am going to go ahead and leave it
on the default of everything, and I'll
| | 01:36 | click the Next arrow.
| | 01:38 | Now, it's going to ask which identities?
| | 01:40 | I am going to go ahead with the
only one that I have and click Next.
| | 01:44 | I am getting a message that it does
not support synchronization of all the
| | 01:48 | versions with Exchange Server.
| | 01:50 | But that's okay. I am going to go ahead
and click OK and now it has imported my
| | 01:56 | Entourage information.
| | 01:57 | Now, if you were using Apple Mail or
Eudora, let's show you how to do that.
| | 02:02 | I am going to go back up to the
File menu and choose Import once again.
| | 02:07 | This time, I am going to say
Information from another application and I'll
| | 02:11 | click the Arrow button to proceed,
and here is where I have my choice of
| | 02:14 | Apple Mail or Eudora,
an older legacy email program.
| | 02:18 | I am going to stick with Apple
Mail, and go to the next screen.
| | 02:22 | I'll import my Messages, Accounts, Rules,
and Signatures, click the button to go
| | 02:27 | to the next screen in the lower
right-hand corner, and choose Finish.
| | 02:32 | So once I've done an import, you'll
be able to see all your email accounts
| | 02:35 | and all the setup from your previous programs
in this navigation pane on the left-hand side.
| | 02:41 | Outlook has made it very easy to
import your mail, your calendar, your
| | 02:44 | contacts, and all other information
that you've had in the other email management programs.
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| Importing and exporting contacts| 00:01 | Have you been using a web browser to
get your email so that's where your
| | 00:04 | contacts are, or do you have them in
another contact management program?
| | 00:08 | If so, you can export them from that
program and import them into Outlook.
| | 00:11 | This will mostly apply to people who've
been getting your email from an ISP such
| | 00:15 | as Comcast, Gmail or AOL.
| | 00:17 | We'll use Gmail as our example, but
the concept is the same for all of them.
| | 00:21 | It's just that the commands
will be in different places.
| | 00:24 | If you are using Apple's Address Book,
we'll discuss how to synchronize with
| | 00:27 | that program in a future video.
| | 00:29 | Importing your contacts is a two-step process.
| | 00:32 | First, you'll export your contacts from
the other application into a CSV, comma
| | 00:37 | separated values, a text file or an mbox format,
and then you'll import the file into Outlook.
| | 00:43 | So to do that, go over to Safari or
your favorite web browser, and log into
| | 00:48 | your email account.
| | 00:50 | Then click on your Contacts and
somewhere up there, you'll find a place where
| | 00:55 | you can export those contacts.
| | 00:58 | Find that Export and click on it.
| | 01:01 | Now this window will be different
depending on the program that you're using,
| | 01:04 | but for Gmail, we are going to choose
all our contacts, and let me choose the
| | 01:09 | format that we are going to export into.
| | 01:10 | Google, Outlook CSV, vCard format,
but of course we are going to choose the
| | 01:15 | Outlook option, and then I'll click
the Export button down in the bottom-left
| | 01:19 | corner of the window.
| | 01:20 | Now, I have my download.
| | 01:22 | Now, I am going to go back to Outlook,
and I am going to go to the Tools menu,
| | 01:27 | and I am going to choose Import.
| | 01:30 | It brings me to the same Import
window that we saw in an earlier video, and
| | 01:34 | this time we are going to go down to the
fourth option, Contacts or messages from a text file.
| | 01:39 | In the bottom-right corner, there is a
blue arrow to go to the next window and
| | 01:43 | it gives me two options here for
importing contacts from a tab or
| | 01:46 | comma-delimited text file or import the
messages from an MBOX-format. Most of the time,
| | 01:51 | you're going to choose the first option.
| | 01:52 | I'll go down to the corner and click the
arrow to go to the next step, and now I
| | 01:56 | have to navigate to my Downloads
folder where Safari saved that file.
| | 02:00 | So I'll click on my Home folder,
and here is my contacts.csv file.
| | 02:05 | I can either double-click on it or
click on it one time and then click the
| | 02:08 | Import button in the lower right-hand corner.
| | 02:11 | Now it needs to map my contacts.
| | 02:14 | That means that it needs to make sure
that the fields in Gmail are the same as
| | 02:18 | the fields in Outlook.
| | 02:20 | There is a checkmark right here for
first record contains field names.
| | 02:23 | In this case, it's important to leave
that on because that's how it knows the
| | 02:27 | names of the fields from the two programs.
| | 02:30 | I can see here that First Name mapped
to First Name just fine, as did Last Name
| | 02:34 | to Last Name, but over
here I have unmapped fields.
| | 02:37 | Now Email Address, that one is crucial.
| | 02:39 | Let's go ahead and map that one.
| | 02:41 | I'll scroll down my list, and
look for emails. There they are, way down there.
| | 02:47 | Now, you can see that Outlook has
the opportunity to save many emails.
| | 02:51 | We just want the first one.
| | 02:52 | I'll pick up this little square, next
to Email address and drag it over here.
| | 02:57 | Now notice that I don't want to drop
it right on the name. I need to be over
| | 03:01 | here on the right-hand side, and I'll
get a blue box when I am in the right
| | 03:04 | place, and I'll drop Email Address
and it will disappear from Unmapped and
| | 03:08 | appear over here in the Mapped fields.
| | 03:10 | Now, two more fields showed up.
| | 03:12 | Priority and Categories.
| | 03:14 | I don't actually need either
of those, so I can ignore them.
| | 03:17 | I have the ones that I need.
| | 03:19 | First Name, Last Name and
Email Address. I'll click Import.
| | 03:23 | It wants to know if I want to save the settings.
Now I don't think that I am going to be
| | 03:27 | doing this import again.
| | 03:29 | So I am going to say Don't Save.
| | 03:32 | The import is complete, and so I'll
click Finish and now all of my contacts that
| | 03:37 | were in Gmail are now in my Outlook.
| | 03:40 | So with a little bit of elbow grease,
you can bring your existing contacts into
| | 03:43 | Outlook from other sources without
having to start over from scratch.
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| Exploring the user interface| 00:01 | Outlook for Mac 2011 introduces the
tab-driven interface to Mac users.
| | 00:05 | Now your most used commands
are right at your fingertips.
| | 00:08 | Let's start at the very top.
| | 00:10 | Across the top of your screen are
familiar menus, containing all the commands
| | 00:14 | you'll need for using Outlook.
| | 00:15 | If I click on Outlook, it gives me my
Preferences and some other Outlook commands.
| | 00:21 | File is for New, Open, Close, Save,
importing and exporting and printing.
| | 00:27 | The Edit menu contains Undo and Redo, Cut,
Copy, Paste and some other commands as well.
| | 00:34 | The View menu controls how everything
appears on your screen. Message is all the
| | 00:39 | tools for using your email
but this item will change.
| | 00:42 | If I'm on my Calendar they will say
Meeting, if I'm in my Contacts it will say
| | 00:47 | Contact, if I'm in my Tasks it will
say Tasks, and if I'm in my Notes it will
| | 00:52 | have commands for the Notes.
| | 00:54 | I'll go back to my Mail.
| | 00:57 | This Format menu has all the
commands for formatting my text and the
| | 01:01 | appearance of the words.
| | 01:02 | Tools has all of the Outlook's tools.
| | 01:06 | The Window menu controls the appearance
of all of the different screens that you
| | 01:09 | might see in Outlook.
| | 01:12 | Here's your Help and if you're working with
scripts you'll be able to control them here.
| | 01:18 | Now, at the top of the Outlook
window itself, there are several buttons.
| | 01:21 | The first one sends and receives new
mail. The next two are Undo and Redo.
| | 01:27 | Here's a Quick Print, sending
your item straight to the printer.
| | 01:31 | This one opens My Day, a small
interface allowing you to see today's
| | 01:35 | appointments and to do's from a small
utility window and the last one is for
| | 01:39 | searching Outlook's Help.
| | 01:41 | At the bottom left corner of the
screen is a list in Outlook's components.
| | 01:44 | Mail, Calendar, Contacts, Tasks and Notes.
| | 01:50 | As you click on each one,
the window will change to that tool.
| | 01:54 | I'll go back to Mail.
| | 01:56 | Now, let's look at the Ribbons.
There are three, Home, Organize and Tools.
| | 02:02 | As you click on each one, you'll
see it through related commands.
| | 02:06 | The Ribbons are dynamic and the buttons
will change depending whether you're in
| | 02:09 | Mail or in Calendar or in Contacts.
| | 02:14 | The Tools menu though is the
same in all the components.
| | 02:16 | I'll go back to Home.
| | 02:19 | If you'd like to minimize this Ribbon
to give you more room, go over to the far
| | 02:23 | right and click on this little caret right here.
| | 02:25 | Now that you're familiar with the
layout of the program, let's learn to use
| | 02:29 | all of Outlook's tools.
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| Customizing the view| 00:01 | Outlook for Mac allows you to turn on and off
and resize most of the parts of the interface.
| | 00:05 | Let's look at the View menu and how
to resize the elements of the screen.
| | 00:09 | First we'll start with the green
Maximize button. When I click on it,
| | 00:13 | it will go back and forth between
the window and filling the screen.
| | 00:16 | When it's in the window state you can
click and drag anywhere in the gray bar.
| | 00:20 | I could move over to left-hand side
and then come down to the far right-hand
| | 00:24 | side and these three little lines
allow me to resize the window to any size I
| | 00:30 | would like it to be.
| | 00:30 | I'm going to go ahead and maximize it again.
| | 00:37 | Now let's come up to the top right-hand
corner of the window and click on this little oval.
| | 00:42 | It collapses the button bar.
| | 00:43 | In fact this frequently overlooked
button is available in almost all of
| | 00:47 | your Mac's windows and if you ever can't
find your commands, it's probably the culprit.
| | 00:53 | Now, let's go over to the View
menu and look at its options.
| | 00:56 | Some of these items are specific to Mail,
Calendar and the other components, so
| | 00:59 | we'll address those later.
| | 01:01 | But many of them are used
to customize your interface.
| | 01:04 | Go To allows you to choose between Mail,
Calendar, and all of the components.
| | 01:09 | At the bottom of the View menu there's
Navigation pane, which will turn on and
| | 01:14 | off this pane on the left-hand side.
| | 01:16 | Now you see it. Now you don't.
| | 01:18 | I'll come up to View and turn it back on again.
| | 01:22 | In the same way I can turn on and
off the Ribbon with all of the toolbar
| | 01:27 | commands and I can hide the toolbar,
with the global commands for the program.
| | 01:40 | Last on the View menu is
customizing the toolbar.
| | 01:43 | This allows you to drag
buttons on and off of it.
| | 01:46 | For example, if you never use My Day
you can drag it off entirely and it will
| | 01:50 | disappear in a puff of smoke.
| | 01:52 | Later if you want it back, you can click on
it from the window and drag it up into place.
| | 01:58 | If you re-order all of your buttons,
you can put it back to the default by
| | 02:03 | dragging this bar set up into the top again.
| | 02:05 | Here it gives me the option to show them as
Icons and Text or just the Icons or Text Only.
| | 02:13 | I'm going to put it back to Icon and Text.
| | 02:17 | When I'm done all the
changes I made will be permanent.
| | 02:20 | If I want more room in this navigation
pane, there's this little dot right here.
| | 02:25 | When I put my cursor over it, it
turns into the double-headed arrow.
| | 02:28 | When I drag it down, I can move all of
the components in to little buttons in
| | 02:32 | the lower left-hand corner.
| | 02:34 | I myself keep the five buttons small
like this, so I have more room in the pane.
| | 02:38 | But for this course I'll drag
this back up and leave them showing.
| | 02:41 | I can also resize the navigation
pane by holding my cursor on its right edge.
| | 02:45 | When I get that same double-
headed arrow I can click and drag it to
| | 02:49 | the size that I want.
| | 02:50 | I'll make it just big
enough to see all of my content.
| | 02:54 | When I'm in the Calendars view I can also
drag that same dot divider down to see Calendars.
| | 03:01 | I recommend taking advantage of all
of these view options to create an
| | 03:05 | environment that you enjoy working in.
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| Creating categories| 00:01 | Categories are one of Outlook's
many tools for organizing your items.
| | 00:04 | If you create your categories when you
first start using Outlook, you'll be able
| | 00:07 | to sort and filter all your data in
useful ways specific to your needs.
| | 00:11 | To start go up to the Outlook menu
in the upper left-hand corner and come
| | 00:15 | down to Preferences.
| | 00:18 | Then click on the fourth button for
Categories. A list will appear with several
| | 00:23 | categories created by Outlook.
| | 00:25 | If you like the category but don't like
its color, click this drop-down to change it.
| | 00:31 | If you want a color that's not on the
list, go all the way down to More Colors
| | 00:36 | and you can use the slider to make a
darker or you can pick a different color
| | 00:40 | from somewhere else on the wheel.
| | 00:41 | When you have a color you like, close the
Colors box and you'll see it in that square.
| | 00:47 | To delete a category that you don't want,
click on it and then click this minus sign.
| | 00:52 | It will say, are you sure you want to
delete the category? And it will say Delete.
| | 00:57 | To rename a category, click once to
select it, pause and take a deep breath,
| | 01:02 | and click on it again.
| | 01:04 | You can now edit it and give it a
new name. Hit Return when you're done.
| | 01:09 | To add a new category click this
plus sign and then type its name.
| | 01:14 | Let's say I'm working on an
employee appreciation event called Fun Day.
| | 01:17 | If I want to change the color
I can, and then I'll click OK.
| | 01:24 | I also need a category for
Snowboarding, my favorite hobby.
| | 01:29 | So I'll click the plus sign, type
Snowboarding, and I'll pick a bright sunny
| | 01:35 | color and I'll click OK.
| | 01:38 | Now, let's look at these
checkmarks on the right-hand side.
| | 01:44 | These determine which of the categories
are going to show up in the navigation pane
| | 01:48 | on the left hand side as we
use our Contact and our Calendar.
| | 01:52 | If I do want them to show I'll put a checkmark
in front of it, but here's one, OilFest 2010,
| | 01:57 | that event was earlier in the year
and I'm not currently using it, so I
| | 02:01 | can leave it unchecked.
| | 02:02 | Down here I have two more options.
Assign categories to messages from
| | 02:06 | categorized contacts. This one's great.
| | 02:09 | If I assign one of my contacts to one
of these categories, any emails I receive
| | 02:13 | for them will also automatically be
categorized and if I make new categories
| | 02:17 | on-the-fly without coming into this
window, this checkmark here will allow them
| | 02:21 | to automatically show up on
the navigation pane over here.
| | 02:25 | Now that I'm done with the basic
setup I'll close my Preferences.
| | 02:30 | You also have the ability to make new
categories on the fly without coming into that list.
| | 02:35 | There's a Categorize
button on almost every toolbar.
| | 02:38 | When I click on it I can click on Edit
Categories to go into that window again.
| | 02:44 | Or I can click on it and say Add New
and I'll add in the category for my
| | 02:50 | Photography and click OK.
| | 02:53 | Now your categories are all set up,
but be sure to watch the comprehensive
| | 02:56 | categories video later in this course.
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|
|
2. Reading Email Exploring the Inbox| 00:00 | Let's start using Outlook and
its most popular component, email.
| | 00:04 | To view you Inbox you can click on
Mail down here on the left corner, go up
| | 00:08 | to the View menu, highlight Go To, and click on
Mail or press the keyboard command Command+1.
| | 00:16 | Outlook defaults with your
messages in a list like this,
| | 00:18 | with the contents in the pane to
the right, but you can change that.
| | 00:22 | You can go up to the View menu,
highlight Reading pane, and change it to Below or
| | 00:27 | Hidden and you can do the same thing by
going to the Organize Ribbon right here
| | 00:32 | and choosing Reading pane.
| | 00:34 | This is what it looks like when they
are below and here is what it looks like
| | 00:37 | when they are hidden.
| | 00:38 | It's just a list of messages.
| | 00:40 | If they are hidden, you will double-click
on a message to open it in a new window.
| | 00:45 | To unhide the messages, you can also click
on this little dot right here and bring it up.
| | 00:50 | I am going to put the
Reading pane back to the right.
| | 00:53 | If you have more than one email account,
you can list each one separately, the
| | 00:57 | Inbox opens and collapses, and next
to each email account there is a little
| | 01:02 | disclosure triangle so that
you can open it and collapse it.
| | 01:07 | If you go up to the Outlook menu in the
upper left corner and choose Preferences
| | 01:12 | under the General button, you can
choose to group all of the messages into one
| | 01:16 | Inbox or if I uncheck it,
they will all appear separately.
| | 01:20 | Because I have four email accounts,
I actually find this view easier.
| | 01:24 | You can also choose to hide folders
from POP accounts, where the messages are
| | 01:28 | downloaded to your computer, but I
definitely would like to see those.
| | 01:32 | If you're also using Apple mail,
Thunderbird or another email reader, you will
| | 01:36 | need to click this button to make your
computer default to outlook for all of
| | 01:39 | the mail, calendar, and
address integration on your Mac.
| | 01:42 | I will go ahead and click the
red button to close my Preferences.
| | 01:45 | All of these options allow you to
arrange your Inbox so that it's easy for you to use.
| | Collapse this transcript |
| Checking for new mail| 00:00 | There are several ways to check for new
email, both manually and automatically.
| | 00:04 | To check manually when you want to, you
can click on this Send & Receive button
| | 00:08 | in the upper left corner of the toolbar,
| | 00:10 | this Send & Receive on the
right side of the Mail Ribbon,
| | 00:13 | or come up here to the Tools Ribbon and
come down to the Send & Receive option.
| | 00:18 | You can choose Send & Receive All here
and if you like keyboard commands, you
| | 00:21 | can also use Command+K.
| | 00:23 | If you have multiple email
accounts, you can check them for new
| | 00:26 | messages individually.
| | 00:28 | If I'm selecting them from this list
here. By default, Outlook checks for new
| | 00:31 | email every ten minutes.
| | 00:33 | You have complete control over the schedule.
| | 00:35 | To change it, you can get to the
settings in three different places:
| | 00:39 | from Tools > Run Schedule > Edit Schedules,
from the Tools Ribbon, the Schedules button
| | 00:46 | or from Outlook > Preferences and Schedules.
| | 00:51 | All three methods will take
you into this Preferences pane.
| | 00:55 | Double-click on Send & Receive
All and let's take a look at this
| | 00:59 | seemingly complex window.
| | 01:01 | At the top is how often
it's going to check for mail.
| | 01:04 | It's on a repeating
schedule of every 10 minutes.
| | 01:07 | Now I can set that to every 30 minutes
or if I want it more frequently, I can
| | 01:12 | make it every 5 minutes or even every 1 minute.
| | 01:15 | Right now I am going to leave it on the default.
| | 01:17 | It's also checking At Startup.
| | 01:19 | Now here is what it does every 10 minutes.
| | 01:22 | First it sends any messages that have
not yet been sent and now it's also is
| | 01:26 | going to receive mail from my email accounts.
| | 01:30 | Now notice that my Exchange account
of Two Trees Olive Oil is not showing.
| | 01:35 | Email accounts that come from you
company's server are on their own schedule.
| | 01:38 | I will go ahead and click OK
and I will close my Preferences.
| | 01:42 | Now a new mail comes in
next to each Inbox or folder
| | 01:47 | you can see how many unread
message you have in these little ovals.
| | 01:50 | The unread messages will appear in the
list in bold face and I have this little
| | 01:54 | envelop next to them.
| | 01:56 | Once you've read the message the
message will appear in regular text and the little
| | 02:00 | envelope will go away.
| | 02:01 | At the bottom of the window, you can
also see how many messages you have and how
| | 02:05 | many are unread. And now
I want to resize my window.
| | 02:11 | If you want to see what's happening in
the delay, between when you click on the
| | 02:15 | Send & Receive button and the time all
your messages have arrived, go to the
| | 02:18 | Tools Ribbon, and choose Progress.
| | 02:21 | You can also open this from the
Window menu and Progress, or Command+7.
| | 02:28 | This little window opens up and when we
check our mail, we can watch as Outlook
| | 02:32 | and extra server and count
the messages as they arrive.
| | 02:35 | In addition to these visual cues
that you have new mail, you can also
| | 02:38 | setup notifications.
| | 02:40 | Go back to the Outlook
menu and down to Preferences.
| | 02:42 | Then click on the third
button from Notification & Sounds.
| | 02:47 | You can choose to Display
an alert on your desktop.
| | 02:50 | This will open a little window down
at the bottom that will show either the
| | 02:54 | sender and the message subject or you
can also have it send a preview of the
| | 02:58 | first sentence in the email as well.
| | 03:00 | If you like, you can turn on checkmark here
to make your Outlook icon bounce in your dock.
| | 03:05 | You can also setup sounds for
all your email actions. That way,
| | 03:09 | even if you're not in Outlook, you'll
still know when you receive new mail.
| | 03:12 | If you click on each arrow,
you can hear the sounds.
| | 03:16 | Remove the checkmarks from
sounds you don't want to hear.
| | 03:19 | I will close my Preferences window.
| | 03:21 | So now let's go ahead and check our mail.
| | 03:24 | I will click this Send & Receive
button and watch in our progress window.
| | 03:29 | Listen for the sounds.
| | 03:30 | Here are the numbers of new messages
and they are bold with a little envelope.
| | 03:36 | So you can see that there is lots of
ways of knowing when you get new email.
| | Collapse this transcript |
| Reading email| 00:00 | Now that you've received your email,
let's explore your reading options.
| | 00:03 | Click on the email and the
message will appear in the Preview pane.
| | 00:07 | If it's too smaller, too large, go up
to the Format menu and choose Increase
| | 00:11 | or Decrease Font Size.
| | 00:13 | You can do that repeatedly.
| | 00:15 | But for that reason, I actually
really like these two keyboard commands.
| | 00:19 | Command+Plus and Command+Minus.
| | 00:21 | When you move to the next email, you
message will go from bold face to regular
| | 00:24 | face and the little envelope will disappear.
| | 00:26 | And for any reason you want to mark
that messages unread again, click on it and
| | 00:31 | then click on this Unread button.
| | 00:33 | You can also go up to the Message
menu and choose Mark as Read, or Mark
| | 00:37 | as Unread, right here.
| | 00:39 | If for some reason you want to mark all
the messages in your folder as read,
| | 00:43 | you can click on your Organize
Ribbon and click the All Read button.
| | 00:48 | To take control over some of
the reading features, let's go to
| | 00:51 | Outlook's Preferences.
| | 00:52 | I will go to the Outlook menu and
down to Preferences and then I will click
| | 00:56 | on the Reading button.
| | 00:58 | To control how a message gets marked
as read, let's look at these options.
| | 01:03 | Right now it's marked so that when you move
from email to email, it gets marked as read.
| | 01:08 | But you can also set it so that if
your cursor just sits on a message for a
| | 01:11 | certain length of time, it will become read.
| | 01:14 | If your Reading pane is hidden, you
can also have it only mark the message as
| | 01:18 | read when you double-click on them to open them.
| | 01:19 | We are going to come back to these
settings in a later video but let's also
| | 01:23 | examine these security settings.
| | 01:25 | When email comes in with images, sometimes
they are part of the content of the message.
| | 01:28 | But there is something you need to know,
spammers use images to find out if your
| | 01:32 | email address is valid or not.
| | 01:34 | When the image downloads in
Outlook it sends them a message.
| | 01:37 | To avoid this you can use
these securities settings.
| | 01:40 | Leave it on Never or your can change it
to In messages from my contacts so then
| | 01:45 | images set from your friends, family,
and colleagues show up automatically.
| | 01:48 | For Security I am going to leave it on Never.
| | 01:52 | Close your Preferences and
let's see this in action.
| | 01:54 | Notice that this message has a yellow
warning, "To protect your privacy some
| | 02:00 | pictures in this message were not
downloaded," and I can see a little image with a
| | 02:03 | question mark right here.
| | 02:05 | If I trust the center of the message I
can click on Download pictures and that
| | 02:09 | picture will appear.
| | 02:10 | He has got a little smiling face attached.
| | 02:12 | Sometimes emails from companies,
their entire message may show up in these
| | 02:17 | images and you will need to
download the pictures to see them.
| | 02:20 | Now if you have dialup or you're
paying for your connection time, you might
| | 02:23 | like to read your messages while
disconnected from the Internet.
| | 02:26 | That way you can read your mail, take
the time to write your replies, and then
| | 02:30 | reconnect to send them.
| | 02:31 | This minimizes your bandwidth usages.
| | 02:33 | To disconnect, go to the Tools Ribbon
and click on the Online Mode slider.
| | 02:39 | It will change to Offline.
| | 02:40 | Note though that if you check your
email with the images turned off, like we
| | 02:44 | just did, you won't be able to
use that Download now button.
| | 02:48 | After you've managed all your email and
you're ready to reconnect, just send and
| | 02:51 | receive your next batch of messages,
click on the slider again, and you'll
| | 02:54 | reconnect automatically.
| | 02:56 | With all of these options,
reading your email will be a pleasure.
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| Deleting email| 00:00 | When you're done with an email
message, you will want to delete it.
| | 00:03 | There are a few ways to do this.
| | 00:05 | The simplest way is to click this
Delete button on the Home Ribbon.
| | 00:08 | You can also press Delete on your keyboard.
| | 00:11 | If you want to delete several
messages all at once, you can use some
| | 00:15 | keyboard techniques.
| | 00:16 | If there are several emails in a row,
click on the first one, hold down the
| | 00:20 | Shift key on your keyboard, and then
click on the last one in the series.
| | 00:25 | The first, the last, and everything in
between would be highlighted and I can hit Delete.
| | 00:28 | If the messages are not contiguous, instead
of using the Shift key, use the Command key.
| | 00:33 | Click on the first message, hold
down your Command key, and click on the
| | 00:37 | additional messages that
you would like to delete.
| | 00:40 | Notice that they will all be highlighted.
| | 00:42 | If you mistakenly click on a message, you
can Command+click on it again to deselect it.
| | 00:46 | Once you have all the messages selected,
click Delete on the Ribbon or on your
| | 00:50 | keyboard and they will disappear.
| | 00:52 | If you want to delete all the
messages in a folder at once, for example,
| | 00:56 | from the Junk Mail folder, click on the
Organize Ribbon, and then on the Delete All button.
| | 01:01 | It will say, Are you sure you want to
permanently delete all the messages in this folder?
| | 01:05 | We will go ahead and click Delete.
| | 01:09 | So once you're done with the message,
do be sure to delete it so that you don't
| | 01:12 | accumulate clutter in your inbox.
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| Previewing and saving attachments| 00:00 | People use email to send
you documents and photos.
| | 00:03 | Here's how to work with them.
| | 00:04 | When you receive a message with an
attachment, you will know because to see a
| | 00:07 | little paperclip right here.
| | 00:09 | When you click on the message,
you can see what's attached.
| | 00:12 | Click on the Preview button to
see a sample of the actual document.
| | 00:16 | Note that this is a Quick Look
Preview, one of the features of the
| | 00:18 | Macintosh operating system.
| | 00:19 | So you can also see the preview by
simply clicking once on the attachment then
| | 00:24 | pressing the Spacebar.
| | 00:25 | Press the Spacebar again to close the window.
| | 00:28 | To open the attachment, double click on it.
| | 00:30 | If it's a PDF or a picture,
your Mac's preview program will open.
| | 00:34 | If you have the original program it was
created in, for example Microsoft Word,
| | 00:38 | that program will open.
| | 00:41 | To save the message without opening it,
go up to the Message menu, hover over
| | 00:46 | Attachments, and choose Save.
| | 00:50 | Note this little blue down arrow.
When you click on it, it gives you the ability
| | 00:54 | to save anywhere on your computer.
| | 00:56 | I will go ahead and save it.
| | 00:58 | If you want to keep the email message
but not the attachment, you can also go
| | 01:02 | back up to the
Attachments menu and choose Remove.
| | 01:07 | You can also get to any of those
options by right-clicking or Control-
| | 01:10 | clicking on the attachment.
| | 01:12 | That will pop up a context sensitive
menu and you can open, save, preview or
| | 01:17 | remove the attachment this way too.
| | 01:18 | If the email has multiple attachments,
use Save All and Preview All to perform
| | 01:23 | the actions on all of the attachments at once.
| | 01:27 | Occasionally, you may get a message
where all the pictures are in line in the
| | 01:31 | message instead of included as
attachments. When that happen right click on the
| | 01:36 | message and you can save it as normal.
| | 01:40 | Sending attachments is one of the most
useful purposes for email and Outlook
| | 01:44 | manages it very well.
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| Printing emails| 00:00 | Since email is supposed to be a part
of the paperless office, knowing when
| | 00:03 | to print and how to do so effectively is one
of the most important elements of using Outlook.
| | 00:08 | The first question you should
ask is, do I need to print this?
| | 00:11 | If it's to take with you as you,
are out and about in the world?
| | 00:13 | the answer is yes of course. That is,
unless you have email on your cell phone.
| | 00:17 | But if you're printing it for a
legal permanent record, there is no need.
| | 00:20 | The IRS will accept emails
as part of your paper trail.
| | 00:23 | So instead of printing, you want to
archive it within Outlook's folders and we
| | 00:27 | will learn to do that later in this course.
| | 00:29 | When you do want to print, here's how.
Click on the email that you want to print
| | 00:33 | and then either click this printer
button to send it straight to the printer or
| | 00:37 | go up to the File menu and click Print
or use the keyboard command, Command+P.
| | 00:43 | When the Print dialog box opens,
be sure to click this little blue arrow.
| | 00:47 | The window will expand and
give you a variety of choices.
| | 00:50 | First check your page numbers in this preview.
| | 00:53 | Frequently, emails have past conversations
at the bottom or rows and rows of signatures.
| | 00:59 | If you only need to print the latest
response, be sure to choose Pages from 1 to 1.
| | 01:04 | By checking the box for email addresses
in the message header, it toggles on and
| | 01:08 | off the email addresses
next to each person's name.
| | 01:12 | If you have pictures in the message body,
this checkmark will turn them on and off.
| | 01:16 | If the person has sent a message that
has an artistic background, this message
| | 01:20 | will deselect it so that it
doesn't use up your printer ink.
| | 01:24 | You can also include your name in the
upper left-hand corner, in the upper
| | 01:28 | right-hand corner the date and time
that it was printed, and in the bottom
| | 01:31 | right-hand corner the page numbers.
| | 01:34 | In the bottom left hand corner, there
is a PDF button, so that you can save
| | 01:38 | the email to your computer as a PDF.
At the bottom you have additional options as well.
| | 01:44 | After you have managed all
of your settings, click Print.
| | 01:48 | All of these printing refinements help
maintain both your paperless office and
| | 01:52 | your permanent paper trail.
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|
|
3. Writing and Sending EmailCreating a new message| 00:00 | Sending emails has become the most
popular means of communication in our
| | 00:03 | society, more popular than sending
letters through the post office and now even
| | 00:07 | more frequent than picking up the phone.
| | 00:10 | Here's how to write your own.
| | 00:11 | To create rate your own to create a
new message, click this Email button.
| | 00:16 | If you're looking at your calendar or
your contacts, you can use the New button
| | 00:20 | and drop it down, and
start an email message here.
| | 00:23 | And let me go back to my Mail and
click on that Email button again.
| | 00:29 | Your message will automatically be
assigned an account to send from.
| | 00:32 | If you have more than one, click this
drop down arrow and you can choose between
| | 00:36 | the email addresses.
| | 00:38 | In the To box, start typing the recipient.
| | 00:41 | If the person is in your contacts or
you have sent or received an email from
| | 00:45 | them in the past, their address will
auto fill as you type and you can either
| | 00:49 | press the Tab key on your keyboard or
click on the email address to fill it in.
| | 00:54 | You can also search your address book by
clicking this Address Book button on the far right.
| | 00:58 | I'll search for Lisa and there's her card.
| | 01:02 | I can pick up the card and add it to
the To or Cc lines or I can also click on
| | 01:08 | the To, Cc or Bcc buttons right here.
| | 01:10 | I will go ahead and close the Contact Search
by clicking on the red button in the corner.
| | 01:15 | You can also address your email to
people who are not in your address book.
| | 01:19 | If you start typing, it may get
matches but if you keep typing, those
| | 01:23 | matches will go away.
| | 01:28 | The Cc box means carbon copy, use this
field to include someone in the message
| | 01:33 | who doesn't need to respond to it
but you want to keep them in the loop.
| | 01:36 | If the Bcc line isn't showing on your
email and you want to use it, go to the
| | 01:41 | Options Ribbon and click on Bcc
and you can toggle it on and off.
| | 01:46 | I will go back to the Messages tab.
| | 01:49 | Bcc means blind carbon copy. Use this
line when you're sending to multiple
| | 01:53 | recipients but you don't want the
others to see the list of addresses.
| | 01:56 | The mail arrives in their inboxes
looking like it was sent only to them.
| | 02:00 | If you're forwarding a message to a list
the people, it's a good idea to put the
| | 02:03 | names in the Bcc line, so that
you're not giving out other people's email
| | 02:06 | addresses without permission.
| | 02:08 | If you're on an exchange network,
you can use this Check Names button to
| | 02:12 | change the company's email
nicknames you have typed into real addresses
| | 02:15 | registered on the network.
| | 02:17 | Now here are some tricks. Hold your
cursor over person's name and you will have
| | 02:21 | a few quick buttons to take action.
| | 02:23 | From here, you can make yet another email
message, schedule a meeting or open up a contact.
| | 02:29 | If you are using Microsoft Communicator
or Microsoft Messenger, two other programs
| | 02:33 | that came to Microsoft Office Suite, you
can also initiate an instant message,
| | 02:39 | a voice chat or a video chat right from here.
| | 02:43 | If you double click on a person's
name, you can also see the email
| | 02:46 | address associated with it.
| | 02:48 | When you click off the name again,
they will go back to its blue bubble.
| | 02:51 | In the Subject line write a few word
summarizing what the message is about.
| | 02:56 | Don't leave this line blank. There's
nothing more inconvenient than having
| | 03:00 | several messages from the same person
with no subject lines. The recipient
| | 03:03 | will have to look at all your emails to
figure out which is the one they need right then.
| | 03:08 | And here's another tip.
| | 03:09 | Sometimes email conversations evolve
and what you were talking about three
| | 03:12 | or four emails later is a very different
topic than what you were originally discussing.
| | 03:16 | When than happens, change the
subject line in your reply to match the
| | 03:19 | new subject matter.
| | 03:20 | You can also use the Tab key in the
upper left of your keyboard to go from field
| | 03:24 | to field in your message.
| | 03:25 | That's a lot easier than
clicking in each of the lines.
| | 03:28 | Now it's time to write your
message. I will type, Hi everyone.
| | 03:34 | Note that with emails a lot of people
think that they don't need to use capital
| | 03:38 | letters or proper grammar.
| | 03:39 | It's very important to still
use your best writing skills.
| | 03:41 | Without hearing your voice or seeing your face,
all the readers have to go on is what you type.
| | 03:46 | Not only do they need to understand
what you mean but they will also judge
| | 03:49 | you on how you say it.
| | 03:50 | So take a moment to reread your
message two or three times, enter it for
| | 03:53 | clarity, then when you're ready, click
this Send button. The window will close
| | 04:02 | and in a moment you will hear a
whoosh as the message is sent.
| | 04:06 | Congratulations! You've created
your first email message using Outlook.
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| Formatting messages| 00:00 | Because emails lack your vocal and
facial expressions it can be a challenge for
| | 00:04 | your message to come across as you intended it.
| | 00:06 | For that reason you have some tools at
your disposal to format the text to help
| | 00:09 | you get your message across.
| | 00:11 | Click on the Email button in the left
corner to create a blank email message.
| | 00:14 | I'll address it and put in the subject line.
| | 00:22 | Now click on the Options button
right here. Notice that every new
| | 00:26 | message defaults to HTML.
| | 00:29 | This means that you can apply any kind
of visual formatting to your message.
| | 00:32 | If you switch this to plain text,
your message will have no formatting and
| | 00:36 | just be plain letters. Sometimes this
is necessary, if the recipient has very
| | 00:40 | stringent filters on their email that do not
allow HTML formatted messages to pass through.
| | 00:45 | But today that's a very rare situation.
When you want to switch it back again,
| | 00:50 | just click the slider again.
| | 00:51 | I am going to type in an
invitation to our Employee Fun Day.
| | 00:55 | Note that you can hit Enter or Return
to skip lines and notice that it will
| | 01:02 | automatically capitalize the
first letter of every line.
| | 01:05 | You will also notice that Outlook will
auto-format certain things, just as it
| | 01:09 | does in Microsoft Word.
Common typos will be fixed.
| | 01:12 | We'll learn how to customize these
corrections in the preferences video of this course.
| | 01:16 | You will be aware that if you write in
all capital letters you're shouting at
| | 01:19 | the person. Do use all capitals with discretion.
| | 01:22 | Now noticed that Outlook does not catch
all grammatical mistakes. I have to and to,
| | 01:29 | so always reread your messages
several times to make sure they actually say
| | 01:33 | what you think they say.
| | 01:34 | Now what if we want to emphasize our text?
| | 01:37 | After we've type in our message we can
use the same formatting tools available
| | 01:40 | to us in Microsoft Word.
| | 01:42 | To format the message the first
thing you need to do is highlight the
| | 01:45 | information that you want to change.
| | 01:46 | I'm going to go back to my Message
tab and let's look at these options.
| | 01:51 | First where it says Calibri we can use
this drop-down arrow to change our font.
| | 01:55 | The basic fonts are designed to look
good on monitors, so they're easy to read
| | 01:59 | but you're not limited to this list.
| | 02:01 | Go down to the bottom and select Choose.
| | 02:03 | Here is a little known hint. If you
click on this little dot and get a drop-down
| | 02:07 | arrow, you can pull it down
and see a preview of your text.
| | 02:11 | Well, let's choose an expressive font.
Since I'm writing an invitation I'll use
| | 02:15 | a nice script, Brush Script, but
cursive fonts tend to run small.
| | 02:20 | So I can click these numbers to bump up the
size or I can use this slider on the far right.
| | 02:26 | Notice that my changes
happen live in the message.
| | 02:29 | You can use these buttons here if you
want underlining, but I don't, so I am
| | 02:33 | going to go back to None. You can also
select Strikethrough and the next button
| | 02:39 | is to change the text color.
| | 02:41 | If you pick a color and you like it but its
too light, slide this pointer down to darken it.
| | 02:46 | Now notice that you can leave these
two palettes open but I'm going to go
| | 02:50 | ahead and close them.
| | 02:52 | You can also change your font size
right here on your Ribbon by clicking on
| | 02:56 | this drop-down arrow.
| | 02:57 | The standard Bold, Italic and
Underline buttons are just below. Next is a
| | 03:05 | Strikethrough but I'm not
going to use that right now.
| | 03:07 | The A with the red underneath is a
simple text color picker and you can click
| | 03:12 | Choose at the bottom to open
up the color palette again.
| | 03:17 | Next is a highlighter.
| | 03:18 | It turns the background of the text
to color and in email messages it works
| | 03:22 | pretty much the same way as shading.
| | 03:25 | Continue along this row and the next
buttons are familiar for Left, Center,
| | 03:30 | Right and Full Justify.
| | 03:31 | I'll make this centered.
| | 03:33 | If you need Bullets and Numbering,
these two buttons are located in the top
| | 03:37 | center of the Ribbon.
| | 03:38 | The next two buttons increase and
decrease your left indent, how far your text
| | 03:43 | is from the left edge of the window.
| | 03:45 | It does affect entire paragraphs all at once.
| | 03:48 | Now to really make this message stand
out, let's change the background color.
| | 03:51 | Click on the Options tab and
then on the Background Color button.
| | 03:55 | The color palette will open.
| | 03:56 | There are five different
ways of choosing colors.
| | 03:59 | We're going to use the
wheel on the first option.
| | 04:03 | Let's choose a nice aqua.
| | 04:05 | We'll make it very light.
| | 04:07 | If you don't get the color exactly
right it will change as you click.
| | 04:11 | When you like what you
see close the Color Palette.
| | 04:16 | Click off of the message.
| | 04:18 | Now let's try this Background Picture button.
| | 04:20 | Click on it, navigate to the photo you want
to use, click on it, and click the Open button.
| | 04:26 | While it's tempting to use a photo as
the background of your emails you do need
| | 04:30 | to be very careful with this. Most
regular pictures are too bright and will make
| | 04:34 | your text very hard to read.
| | 04:36 | If the pictures small it will
also tile itself as you see here.
| | 04:40 | Pictures that work best with this
technique are textures or those that you have
| | 04:44 | sized and faded in another graphics program.
| | 04:47 | If you put in a picture and decide you
don't like it, you can go back up to the
| | 04:51 | Background Picture drop-down and choose Remove.
| | 04:53 | Now my formatted email definitely
attracts attention and provides a feel for the
| | 04:59 | event instead of just plain words.
| | 05:01 | Now that I've created this
invitation I'll send it on its way.
| | 05:04 | I will go back to the
Message Ribbon and choose Send.
| | 05:08 | Formatting your message helps your reader
a really connect with the feeling behind
| | 05:12 | your message. In addition to the content,
| | 05:14 | it brings quick written
communication to a deeper level.
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| Adding attachments| 00:00 | One of the most popular purposes for
sending email is to send documents from one
| | 00:04 | person to another. These are called
attachments and computer lingo. Here is to
| | 00:08 | add attachments to your messages.
| | 00:10 | Create a new blank email message using
the icon in the left corner, address it,
| | 00:22 | and then type the context for
the attachment you're sending.
| | 00:26 | Press Return a couple times to give
yourself a blank space under the message.
| | 00:30 | If you're not under the message, the
attachment will be added wherever your cursor
| | 00:34 | is, so be sure it's not in
the middle of the message.
| | 00:37 | Click on the paperclip that says Attach.
| | 00:41 | The paperclip is a universal symbol
for attachment and you'll see it in
| | 00:44 | every email program.
| | 00:46 | Navigate to the file that you want and
either double-clicks on it or click on it
| | 00:50 | once and then click the Choose button.
| | 00:52 | A new label will appear at
the bottom of your header info.
| | 00:55 | It has a paperclip for a label,
and your s file name will be listed.
| | 00:59 | If you want to send multiple items,
click on the Attach icon again and browse
| | 01:04 | to your second attachment.
| | 01:06 | Do pay attention to the file sizes here.
Many Internet service providers limit
| | 01:10 | the maximum size of the message,
to approximately 2 MB, and if you exceed it, your
| | 01:15 | message may bounce back to you.
| | 01:16 | In that case, create a smaller version
of the file or compressed into zipped
| | 01:20 | file while you're in the Finder and
then send that zipped file instead.
| | 01:24 | If that's still not enough, you'll
need to use another service instead of
| | 01:27 | email to transfer the file, and there are many.
MobileMe, iChat, Dropbox, even a flash drive.
| | 01:34 | When you're ready, send the
message and off your file will go.
| | 01:38 | Sending attachments through email
has allowed correspondence to be done
| | 01:41 | more quickly than ever.
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| Adding pictures with the Media Browser| 00:00 | One of the most common uses of email is
to send pictures to friends and family.
| | 00:05 | Here are several ways to
include photos in your email messages.
| | 00:08 | Go up to the Email button on the
left to create a blank email message.
| | 00:12 | I'll start in the subject
line, introducing the picture.
| | 00:17 | Then press Enter on your
keyboard to make a few blank lines.
| | 00:20 | Click on the Picture button on the
right side of the toolbar and you will get
| | 00:23 | two choices: Photo Browser
and Picture from File.
| | 00:26 | Let's start with the Photo Browser.
| | 00:28 | When I click on it, a Media Browser
window appears. It has three tabs.
| | 00:33 | Photos, Audio and Movies.
| | 00:36 | You can actually send music, sound clips
and very short movies in your messages,
| | 00:40 | using the same techniques
you're about to learn for photos.
| | 00:43 | I will go back to the Photos button.
| | 00:45 | You have three possible sources for your photos:
| | 00:47 | Aperture, if you're using it, iPhoto
and perhaps Photo Booth, which takes
| | 00:52 | pictures right on the spot,
using your computer's camera.
| | 00:54 | It even allows you to
apply crazy special effects.
| | 00:57 | Note this disclosure triangle next to
iPhoto. You can open and collapse it.
| | 01:02 | You now have access to all of
your iPhoto events and photos.
| | 01:06 | There is a slider at the bottom to
enlarge or reduce the size of your thumbnails.
| | 01:10 | If you've been good at naming your
photos, entering descriptions or designing
| | 01:14 | keywords, you can use the search box to
find exactly what you're looking for and
| | 01:19 | then drag it into your email message.
| | 01:22 | It will be placed where you
see that cursor on your screen.
| | 01:25 | If you change your mind, click before
or after the picture and delete it, just
| | 01:29 | like you would anything else in the message.
| | 01:31 | Go ahead and close the Media Browser.
To add a photo that's not in your iPhoto
| | 01:35 | Library, click back on
Picture and then Picture from File.
| | 01:40 | Navigate to the picture file you want,
and double-click on it, or click on it
| | 01:43 | once and choose the Open
button at the bottom of the window.
| | 01:46 | Do be aware that some Internet providers will
not allow messages larger than 2 MB in size.
| | 01:50 | So if your picture is very large,
you may need to create a smaller or
| | 01:54 | low-resolution version of
it to send through email.
| | 01:56 | Also note that you can open up the Media
Browser from right inside an email with
| | 02:01 | this button appear in the
toolbar of the email message.
| | 02:03 | Now I will address my message.
Now I'll send my message.
| | 02:12 | Sending pictures through Email has
made it easy for families to keep current
| | 02:15 | about their lives as well as speeding
up business, so that you don't have to
| | 02:18 | send assets through the Post Office anymore.
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| Information Rights Management| 00:00 | In business, not all messages are for all eyes.
| | 00:03 | When confidentiality and security are a
concern, you can limit actions that your
| | 00:07 | recipient can take on your email.
| | 00:09 | Please note that these techniques
will only work on email accounts on
| | 00:13 | corporate Exchange Server.
| | 00:14 | The Information Rights Management
options in this video will be grayed out on
| | 00:18 | regular email accounts.
| | 00:19 | Let's start by creating a blank email message.
| | 00:22 | I will click on the Email button in the toolbar.
| | 00:24 | I will type "Dear Raul, For your
excellent work and loyalty to our company, we
| | 00:28 | are rewarding you with $1000 bonus.
Please do not share this information with
| | 00:32 | any of your colleagues. Congratulations, Judith."
| | 00:35 | Now to ensure that Raul does not print
this message or forward it to any one,
| | 00:39 | let's restrict his permissions.
| | 00:41 | Up at the top click on this Options tab,
and then on the Permissions drop down.
| | 00:46 | Change it from No Restrictions to Do
Not Forward. A yellow bar will appear at
| | 00:51 | the top of the message.
| | 00:53 | Recipients can read the message but
cannot forward, print, or copy the content.
| | 00:57 | However, the sender still has full
permission to the message and replies.
| | 01:01 | So the only thing that this
employee can do is reply to me or keep the
| | 01:06 | message for himself.
| | 01:08 | If you are working on a company network
you may also have the authority to use
| | 01:11 | the second command, Manage Credentials.
| | 01:14 | However it's likely that this setup
will be performed by your IT department and
| | 01:18 | probably won't be something
that you'll need to worry about.
| | 01:20 | The second button, Security, allows
you to digitally sign and encrypt your
| | 01:25 | documents that way the receiver can be
certain that you are the authentic sender
| | 01:29 | of the message, that the contents of
your message were not altered in transit,
| | 01:33 | and that your email address
hasn't been spoofed by a spammer.
| | 01:37 | To use this feature you'll need to
obtain an official digital signature from a
| | 01:40 | third-party web service and
store it in your Keychain,
| | 01:43 | the utility that your Mac
uses to store your passwords.
| | 01:47 | The Security button also
allows you to encrypt your message.
| | 01:50 | To encrypt a message you need to
store the recipient encryption key in the
| | 01:54 | Keychain on your computer and your
encryption certificate is used by other
| | 01:59 | people to send encrypted messages to you.
| | 02:02 | If you're on a Microsoft Exchange
Server, the recipient's certificate is
| | 02:06 | published to the Directory service
unavailable to you along with all their other
| | 02:09 | content information.
| | 02:11 | Once that initial setup is complete
Outlook will scramble your content using
| | 02:15 | the recipient's encryption
code before sending the message.
| | 02:17 | When the message is received, as long
as the certificates match, they will
| | 02:22 | then be unscrambled.
| | 02:23 | Now notice that you can only access
these features from the Draft menu that
| | 02:28 | appears in your open email.
| | 02:30 | Now in order to set up your own digital
certificates, go up to your Tools menu
| | 02:35 | and click on Accounts.
| | 02:37 | Choose the account that you would like
to set up the encryption keys and go down
| | 02:41 | to the Advance button.
| | 02:43 | Then head to the Security tab.
| | 02:45 | for the digital signatures where it says in
Certificate: None Selected choose the name.
| | 02:51 | Again this certificate was
previously saved to your Keychain utility
| | 02:54 | according to the instructions provided
by the company that you purchased the
| | 02:58 | digital signature from.
| | 02:59 | Encryption works the same way.
| | 03:01 | Choose the certificate and
the authentication as well.
| | 03:05 | Now this level of security isn't
something that everyone needs, but when
| | 03:09 | confidentiality is essential
Outlooks' Information Rights Management tools
| | 03:13 | are up to the task.
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| Replying and forwarding| 00:00 | Receiving emails that expand your
worldview is one thing, but sharing them with
| | 00:03 | others is what makes email practical.
| | 00:06 | You can reply to an email to continue the
conversation or forward it on to other people.
| | 00:10 | Here's how. Click on one of
the messages in your Inbox.
| | 00:14 | To reply to the sender click on the
Reply button up here on the toolbar.
| | 00:19 | The original message will appear below
this line with the email's header, showing
| | 00:23 | who it was from, when you received it,
which of your email addresses it went to,
| | 00:27 | and the original subject.
| | 00:29 | The insertion point will be blinking
at the top waiting for you to type.
| | 00:33 | Type in your answer and then click Send.
| | 00:38 | Now here's a useful tip. If you're
only replying to part of the previous
| | 00:42 | message, you can highlight it first.
Then when you click Reply, instead of
| | 00:47 | resending the entire message you will
cut out all the irrelevant content, so
| | 00:51 | the conversation can stay focused.
| | 00:53 | Now after you have replied to the
message, you will see a purple arrow to the
| | 01:01 | left of the message matching the icon
above and then in the message itself,
| | 01:06 | there is a new gray bar with that
same purple arrow, showing you when you
| | 01:09 | replied to it and giving you a Show
Reply button on the far right, that you can
| | 01:14 | click to instantly find
out exactly what you said.
| | 01:16 | I will close that reply.
| | 01:20 | If you receive a message addressed to
several people and you going to reply to it,
| | 01:24 | you can choose to reply to just the
sender or use this Reply To All button
| | 01:29 | to send it to everybody, but choose wisely.
| | 01:31 | Do all the people from the original email
need to hear your response or just the sender?
| | 01:37 | If everybody really needs your answer,
click the Reply to All button and your
| | 01:40 | message will be automatically addressed
to everybody on the original emails list.
| | 01:48 | Now what if you don't want to reply to
the sender, but instead you want to send
| | 01:52 | that message to a third person.
| | 01:54 | This is why email has become so
popular. If someone sends me something
| | 01:58 | interesting I may have a friend
who would also be interested too.
| | 02:01 | I can forward the email to them,
click on the Forward button, and instead of
| | 02:05 | being addressed the To field will be blank.
| | 02:08 | You can then put new address in the To line,
write an explanation at the top, and send it.
| | 02:15 | Now out of etiquette, do think about
whether your new recipient really would
| | 02:19 | like to read that message. Most
people get a lot of email and might not be
| | 02:22 | interested in pictures of cats wearing hats.
| | 02:25 | Also be respectful of people's
political and religious leanings.
| | 02:28 | After you have forwarded message,
you'll see a blue arrow to its left just like
| | 02:32 | the icon and a gray bar at the top of
the message showing when you forwarded it
| | 02:37 | and as before allowing you to
see the forward that you sent.
| | 02:42 | Now here is another good etiquette tip.
| | 02:46 | If you're forwarding an email that
was originally sent to multiple people,
| | 02:50 | highlight and delete the
names off of the email message.
| | 02:53 | That way you can help maintain
people's privacy by not including their email
| | 02:57 | addresses without their permission.
| | 02:59 | By using these tips your email
conversations will be appreciated by your
| | 03:02 | co-workers, friends and family.
| | Collapse this transcript |
| Working with signatures| 00:00 | You can save time when sending email.
| | 00:02 | Instead of signing every email and
adding your contact information, you can use
| | 00:06 | signatures to add that
information automatically.
| | 00:09 | You can create a signature for each of
your email addresses you can even choose
| | 00:13 | between several signatures with every message.
| | 00:15 | To create signatures, go up to the
Outlook menu in the top left corner of
| | 00:19 | your screen and choose Preferences, click
on the Signatures button right in the middle.
| | 00:25 | You can take several approaches.
| | 00:26 | You can create a signature that looks
like you're signing the email message or
| | 00:30 | you can insert a separator line and include a
quotation or other information at the bottom.
| | 00:34 | Let's make one of each.
| | 00:35 | Click on the plus sign in the lower
left corner of the window, a new signature
| | 00:40 | appears, and Outlook
automatically signed my name.
| | 00:43 | Click before my name, type in Sincerely,
press Enter or Return twice, then click
| | 00:50 | after my name, hit Return again,
and let's put in my phone number.
| | 00:55 | If you have a company and website this is a
perfect place to include that information.
| | 01:01 | Now double-click on the one Untitled in
the left side of the window and rename
| | 01:05 | this to Sincerely, so that I
know what the name refers to.
| | 01:09 | Now let's make a second signature.
| | 01:11 | Click the plus sign again and this
time erase the name that's there and type
| | 01:16 | three underlines, the key between the
zero and the equal sign on your keyboard.
| | 01:21 | When you hit Return those three
underlines will become a full line.
| | 01:24 | Now type in your favorite quotation.
| | 01:28 | Let's take this a step further.
| | 01:30 | Highlight your quotation and now we can
use Outlook's font formatting to make it
| | 01:34 | look anyway you'd like.
| | 01:35 | Go up to the Format menu at the top,
highlight Dont and change the typeface.
| | 01:41 | I will go down to Choose and pick one that
I like, then I will close the Fonts window.
| | 01:48 | You can also change the fonts, style,
size, color or shading, if you like.
| | 01:53 | I'll go ahead and change the color.
| | 01:55 | I will double-click on the name
Untitled again and give it another name that
| | 02:00 | summarizes the quotation that you used.
| | 02:02 | Now here's a practical use for a signature.
| | 02:06 | If you constantly reply to a message
with the same boilerplate text, put that
| | 02:09 | text in a signature.
| | 02:10 | Then you can add it to messages quickly.
| | 02:17 | I'll change the signature name
and press Return to accept it.
| | 02:22 | Now if you need to delete one of your
signatures, simply click on it, and click
| | 02:26 | on this minus symbol, you
will get a confirmation message.
| | 02:29 | Are you sure you want to
permanently delete the selected signatures?
| | 02:33 | This action cannot be undone.
| | 02:35 | Click Delete and it's gone.
| | 02:38 | Next, let's assign each of these
signatures to one of your email addresses.
| | 02:42 | Click the Default Signatures
button in the lower right corner.
| | 02:45 | You will see a list of your email
accounts and on the right side you can
| | 02:49 | assign default signatures.
| | 02:51 | Click on the arrow and then you can pick
which one you would like for each account.
| | 03:03 | You also have a random option that you can
use specifically for your default account.
| | 03:08 | Once I have everything assigned I'll click OK.
| | 03:12 | Now I look at my signatures I can see
that there's a checkbox to the left of
| | 03:16 | each of the signatures.
| | 03:17 | I'll put a checkmark in front of each
signature that I want to include at random
| | 03:21 | at the bottom of the emails
from that default account.
| | 03:24 | So I'll turn on Boldness and Yoda.
| | 03:27 | Now when I create an email account, one of
those two signatures will appear at the bottom.
| | 03:32 | So let's try out our new signatures.
| | 03:34 | I'll close my Preferences window and go
over to the left to start a new email message.
| | 03:38 | My default signature now appears at the bottom.
| | 03:41 | If I decide I would like to change to
a different signature, highlight this
| | 03:44 | signature and then come up to the right
side of the toolbar to the Signatures button.
| | 03:49 | When I click on it, I can choose
which one I would like and then new
| | 03:53 | will replace the old.
| | 03:55 | Now notice that I can also do this
from the Draft menu that appears when I
| | 03:59 | have an email open.
| | 04:00 | Draft > Signatures, Sincerely.
| | 04:03 | By making good use of signatures, you
don't have to type the same information
| | 04:07 | over and over again,
saving yourself a lot of time.
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| Working with priorities| 00:00 | Occasionally you need a message to stand
out from the others in the list of messages.
| | 00:04 | Perhaps it's very important, it needs
prompt attention or maybe it's entirely
| | 00:08 | frivolous and you want to let the
recipient know they can ignore your message
| | 00:11 | until they have some free time.
| | 00:12 | Let's create a new message by clicking on the
Email button on the left side of the Toolbar.
| | 00:17 | To make it a high priority, come
over to the right and click on this red
| | 00:21 | exclamation point, high priority button.
| | 00:23 | to make it a low priority instead click on
the blue down arrow, low priority button.
| | 00:28 | When the recipient sees the message in
their email, they will see these two symbols.
| | 00:32 | I'll close this message
and let's look at my Inbox.
| | 00:37 | Down here is a message that has been
the site high priority by the sender.
| | 00:41 | I can see the red exclamation point
both here in the message list and also in
| | 00:46 | the header of the email itself.
| | 00:48 | When I read it, I see that somebody
needs me to take action and here's a message
| | 00:52 | that has a low priority.
| | 00:54 | Sure enough, it's another cat in the hat.
| | 00:57 | When I reply to a message assigned a
priority, it maintains that same priority
| | 01:02 | unless they change it.
| | 01:03 | Assigning high or low priority to
your message will help it stand out from the crowd.
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| Setting up Out of Office auto-replies| 00:00 | If you're going to be away from your
email for any length of time, it's a
| | 00:03 | good idea to tell the people who send you
email in case they're waiting for your reply.
| | 00:07 | To turn on the Out of Office assistant,
go up to the Tools Ribbon and choose the
| | 00:11 | second button Out of Office.
| | 00:13 | The Out of Office Assistant appears.
| | 00:15 | Note that the account is the same as the
account that you were clicked on when you started.
| | 00:19 | So if you have several Email accounts,
you'll need to click on each Inbox and
| | 00:23 | set up the Out of Office
Assistant for each account.
| | 00:26 | I'll turn on Send Out of Office
messages and here I can write what I want
| | 00:31 | the other person to receive.
| | 00:32 | There's a disclosure triangle right here that
I can toggle on and off next to More options.
| | 00:37 | I'd like to put a checkmark in
front of I am out of the office between,
| | 00:40 | in case I forget to turn off
my Out of Office assistant.
| | 00:43 | That way it won't be
sending emails after I return.
| | 00:46 | So, if I need to change this End date
from the 22nd to the 30th, I'll click on
| | 00:50 | the calendar and I'll click on the
30th, and I want this to end at 5:00 PM.
| | 00:55 | You have a separate Out of Office
response for people who are outside your company.
| | 01:00 | I can choose to send them only to
people who are in my Address Book or to
| | 01:04 | anybody who sends me email.
| | 01:06 | It will also respond to unsolicited emails.
| | 01:09 | Here's the message that anybody
outside my company will receive.
| | 01:13 | Notice that it can be different from the
one that people receive inside your company.
| | 01:17 | Once I have got all my
settings, I'll click on OK.
| | 01:21 | Let's go ahead and send an
email, so you can see how it works.
| | 01:25 | I'll click on Home and Email, and I am
going to send this from Judith to Olivia,
| | 01:38 | and I'll click Send.
| | 01:41 | Now if I go down to that account where
I sent that email, you'll see the kind of
| | 01:46 | response that you'll get. Automatic reply:
| | 01:48 | Your vacation request and here's the
content that I had in my Out of Office Assistant.
| | 01:53 | I'll be out of the office
from September 21st to 30th.
| | 01:55 | I will respond to your email
when I return on October 1.
| | 01:59 | Now if I quit my Outlook, the next time
I open up my Outlook I'll get a message
| | 02:05 | asking me, do I want to turn
off my Out of Office messages?
| | 02:08 | I'll go ahead and say Yes.
| | 02:11 | The Out of Office Assistant is an
excellent tool, so that people aren't waiting
| | 02:15 | for your response while
you're away from your computer.
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|
|
4. Organizing EmailArranging your Inbox| 00:01 | One of the most powerful elements of
Outlook is your ability to customize the
| | 00:04 | arrangement of your Inbox.
| | 00:05 | It's even easy to reorganize
it on the fly, as you need to.
| | 00:08 | The arrangement tools actually vary,
depending on how you have your Inbox setup.
| | 00:13 | Let's go to the Organize Ribbon and
to then to the Reading Pane button.
| | 00:18 | If you're Reading pane is below your
messages you have a detailed set of column
| | 00:23 | headers. If it's to the right you can
read your entire message at once and you
| | 00:29 | have a whole other set of options.
| | 00:31 | Let's take a look at both.
| | 00:32 | Let's start by putting the
contents to the right of the window.
| | 00:36 | At the top of the list of messages the
column header says the words Arranged By.
| | 00:40 | Drop this down and take a
look at all the options.
| | 00:44 | You can also rearrange your messages
by clicking on the Organize Ribbon and
| | 00:48 | going to this Arranged By button. When I
drop it down you'll see all the same choices.
| | 00:54 | For this demonstration
I'll start with Date Received.
| | 00:57 | This groups your messages by the
date and time that they arrived.
| | 01:00 | Right next to the Arranged By header is
Newest on Top and my messages are sorted
| | 01:05 | by the date from newest to oldest.
| | 01:08 | If I click on Newest on Top, it will
change to Oldest on Top and the messages
| | 01:13 | will now be listed by oldest to
newest for each of my email accounts.
| | 01:17 | I personally find sorting them with
Newest on Top the most convenient, so I can
| | 01:22 | easily tell when new messages come in.
| | 01:24 | Also notice that my messages are
grouped by time period, Today, Yesterday, the
| | 01:29 | day before, 2 weeks ago, 3 weeks ago,
Last Month and earlier this year.
| | 01:35 | When I click on the little triangles,
I can collapse those entire sections,
| | 01:40 | making my list much shorter and more manageable.
| | 01:43 | If I go up to the View menu and
highlight Arranged By, there's also a commands
| | 01:48 | down at the bottom for expanding
all groups and collapsing all groups.
| | 01:54 | View > Arranged by > Collapse.
| | 01:57 | Now I can just open up
the one that I want to see.
| | 02:01 | If I go up to the View menu at the top
of the screen and drop it down again,
| | 02:05 | I can hold my cursor over Arranged By,
and at the bottom there is a checkmark in
| | 02:09 | front of Show in Groups. If I click
on it, it toggles that checkmark off and
| | 02:14 | all of those groups disappear.
My messages are now in one long list with no
| | 02:20 | breaks in between them.
| | 02:21 | Now that we've seen arranged by and
grouping at work let's go take a look at our
| | 02:25 | other Reading pane option, Below.
| | 02:27 | Click on Reading Pane, select Below.
| | 02:30 | In this view, you gain the ability to specify
which columns you want to see for each message.
| | 02:36 | By default you have Message Status,
Priority, Attachments, From, Subject, Date
| | 02:42 | Received, Categories and Flags, but if
you go up to the View menu and hold your
| | 02:47 | cursor over Columns you can see the same
list of headers that we saw in Arranged By.
| | 02:53 | The ones with checkmark are
the ones that you can see now.
| | 02:56 | To turn the column off click that item
again and the checkmark will disappear.
| | 03:00 | To add a column, go back up to View >
Columns and put the checkmark back. You can
| | 03:06 | also do the exact same thing by
right clicking on the Headers bar.
| | 03:10 | You can resize your headers by
carefully holding your cursor over the line
| | 03:14 | between them, and when you get the
double-headed arrow click and drag and you
| | 03:18 | can even reorder the headers.
| | 03:20 | For example, I can click on Flag
and drag it to the very beginning.
| | 03:26 | These headers also work as Sort
controls. Click on any header to sort
| | 03:30 | ascending or descending.
| | 03:32 | By arranging your Inbox you organize
your messages into columns, sorts and
| | 03:36 | groups that make the most
sense for your particular workflow.
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| Using the Conversation view| 00:01 | Outlook's newest feature quickly has
become my favorite, Conversation View.
| | 00:05 | This feature will group your emails by
subject line so that you don't have to
| | 00:08 | scroll through your Inbox
to find related messages.
| | 00:12 | Conversation view is part of the Arrange
By organization method that we explored
| | 00:16 | in the previous video, but it's such
a profoundly practical tool that it
| | 00:19 | deserves its own special look.
| | 00:22 | Start by turning on Conversations.
| | 00:24 | You can do this in many ways.
| | 00:26 | By clicking on Arranged By and
choosing Conversations or you can go to the
| | 00:30 | Organize tab and
Conversations has its own button.
| | 00:34 | You can go to the Arranged By button
and choose Conversations from here and
| | 00:38 | you can also go up to the View
menu, choose Arranged By and select
| | 00:41 | Conversations there.
| | 00:43 | Now messages with the same
subject line get grouped together.
| | 00:47 | There's a little triangle that you can
use to view all of the messages or to
| | 00:51 | collapse them so that you are
just looking at the summary.
| | 00:54 | When the conversation is closed, this
number in the oval shows you how many
| | 00:57 | unread messages are in it.
| | 01:00 | Down here I can see the total number.
| | 01:02 | Now here's my favorite part.
| | 01:04 | The first time I discovered this I
actually jumped up and down in my chair.
| | 01:08 | If you click on the summary message,
you can see not just the messages you've
| | 01:11 | received, but all the related messages.
| | 01:14 | At the top you can see the subject line,
and who the most recent message was
| | 01:18 | sent by, and the date of
that most recent message.
| | 01:22 | On the far right you can see the
total number of messages and how many are unread,
| | 01:25 | and when you look at the
list of messages you can see the sender,
| | 01:29 | even if it was yourself.
| | 01:31 | In gray italics in front of the
message you can see what folder it's in,
| | 01:35 | Sent Items or it's in a
subfolder if you've archived it.
| | 01:39 | On the right you can see the
date that the message was sent.
| | 01:42 | Now, there's one more
way to view a conversation.
| | 01:45 | When you're looking at one of the
messages there is a little button up in the
| | 01:49 | corner with an arrow and a speech bubble.
| | 01:51 | When I click on it, it goes
straight to that Conversation View.
| | 01:55 | We also have some preferences we can set.
| | 01:57 | Go up to the Outlook
menu and select Preferences.
| | 02:01 | Click on the Reading Option and in the
middle of the pane we have three options
| | 02:06 | for how we want our conversations to work.
| | 02:08 | The first expands only
one conversation at a time.
| | 02:12 | If you want to be able to expand
multiples, you would turn that checkmark off.
| | 02:16 | The second automatically expands the
conversation when you click on the summary.
| | 02:20 | And the third highlights all the
messages from the same conversation.
| | 02:24 | You can see here how all
of these are highlighted.
| | 02:27 | I, myself, leave all three on.
| | 02:30 | When you're done close the Preference pane.
| | 02:33 | Of all Outlooks views I find the
Conversation View my most useful.
| | 02:37 | By combining conversations instead of
searching for individual messages and
| | 02:41 | being able to include my own
responses right in line, I can manage my
| | 02:45 | projects effectively.
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| Organizing messages with folders| 00:01 | As time goes on, your Inbox will become
overwhelmed with messages that you want
| | 00:04 | to save but you don't want to
have to sift through all the time.
| | 00:07 | You can create folders to store messages,
creating an organizational system much
| | 00:12 | like the filing cabinet.
| | 00:13 | The first step is to decide which of
your emails you want to group together
| | 00:17 | and take out of your Inbox.
| | 00:18 | Maybe there are messages from a
particular person, a company, or you just need a
| | 00:23 | place to store all the jokes
that you don't want to forget.
| | 00:26 | To create your first folder, start by
clicking on your Inbox to make sure that
| | 00:30 | that's where your folder will go.
Go to the Organize Ribbon and then click on
| | 00:34 | the first button, New Folder.
| | 00:36 | You can also get there by going to the
File menu, choosing New, and coming down
| | 00:41 | here at the Folder, or doing the
keyboard command, Shift+Command+N. An untitled
| | 00:48 | folder appears in the Inbox.
Type in the name that you want.
| | 00:52 | Now note that you don't want to click
in the box. If you do, you'll actually
| | 00:55 | have to manually erase what's there.
| | 00:58 | If I just go ahead, and type,
it will automatically replace it.
| | 01:02 | I'll hit Return to accept the name.
| | 01:05 | To move a message in the
folder, go back to your Inbox.
| | 01:08 | Pick a message from the list and drag
it into the new folder. Look for the
| | 01:13 | folder to get highlighted, and have a
circle around it, drop the message, and
| | 01:17 | then click on the folder, and there it
is. You have your first archived email.
| | 01:23 | If you want to move several messages
at a time make use of the Shift+Click to
| | 01:27 | highlight a string of messages or
Command+Click to select several at once.
| | 01:31 | I'll choose this one here, I'll hold down
my Command key, and choose this one here.
| | 01:37 | Then I'll click on the message nearest
to my folder, and drag them both at once.
| | 01:42 | Notice the red circle with the number
2, saying that I've moved 2 messages
| | 01:47 | and there they are.
| | 01:50 | I can also move messages using buttons.
Click on the message that you want to
| | 01:54 | move, go back to the Home Ribbon and
here's a Move button. If your desired
| | 02:00 | folder is on the list, you can click on it,
and the message will move into that folder.
| | 02:05 | If it's not listed, you can select
Choose Folder to move the message or Copy
| | 02:09 | to Folder, if you want the message to remain
both in the Inbox and be filed into that folder.
| | 02:15 | I'll go ahead and select Choose Folder.
Whichever you choose, you're now asked
| | 02:21 | to search for the folder you want.
| | 02:22 | Type in the first few letters.
| | 02:24 | If it doesn't turn blue, you can click on it.
| | 02:26 | Then come down and select the Move
button, and it now moves that message into
| | 02:33 | the Fun Day folder as well.
| | 02:35 | Another place to find that same of
Move command is at the very bottom of the
| | 02:38 | Message menu, up at the top of your window.
Down here is Move and you see the same options.
| | 02:46 | Once you've moved your emails, if any
of the messages are unread, you'll see a
| | 02:51 | number next to this folder.
| | 02:52 | Note that this is not the number of messages
in the folder; just the number of unread ones.
| | 02:57 | To see how many messages you really have
in the folder, look down here at the bottom.
| | 03:03 | Once you've started archiving, you may
have a large number of folders and you
| | 03:06 | can also group them
together in a folder of their own.
| | 03:09 | To do that, I'll click back on Inbox,
and make another folder, using any of the
| | 03:14 | methods that we've seen before.
| | 03:17 | I'll call this one Events and now I
can pick up my Fun Day folder and drag it
| | 03:23 | into Events, and now I have
a folder with a subfolder.
| | 03:29 | You can store messages within the top-
level folder as well as inside the subfolders.
| | 03:34 | In a future movie, we'll learn how
to move all of your messages into
| | 03:38 | folders automatically.
| | 03:39 | Making use of a folder structure like
this will help you find archived messages
| | 03:43 | easily now and in the
future, uncluttering your Inbox.
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| Creating message rules| 00:00 | Outlook's most powerful
Email tool is called Rules.
| | 00:03 | Rules allow you to take actions on
your email based on a variety of criteria.
| | 00:08 | You can use rules to move messages
into folders, send auto replies, or add
| | 00:12 | senders to your Contacts list.
| | 00:13 | We will look at all the available options,
as well as make suggestions on how to
| | 00:17 | use rules creatively and effectively.
| | 00:20 | For our first rule, we will set up
Outlook, so that all our emails about
| | 00:23 | photography automatically go into our
Photography subfolder instead of in the inbox.
| | 00:29 | Start by clicking on a message
to use as the basis for your rule.
| | 00:33 | You don't have to do this but if you
identify inapplicable message first, some
| | 00:38 | of your criteria will auto
fill and make the process easier.
| | 00:40 | So I'll start by on the email that I
want, go to the Home Ribbon, and select the
| | 00:46 | Rules button. Click on Edit Rules.
| | 00:50 | That command took me to Outlook's Preferences.
| | 00:53 | The same command is if I went to the
Outlook menu and choose Preferences.
| | 00:57 | If I clicked this Show All button, you
can see the Main Preferences window and
| | 01:01 | the Rules button is right here.
| | 01:04 | On the left side of the Rules pane,
you will see four types of rules, for the
| | 01:08 | three types of email accounts and also Outgoing.
| | 01:11 | If you need a review, we discussed
these three types email accounts in the
| | 01:15 | videos about setting up Outlook.
| | 01:17 | Briefly, Exchange are Email accounts
that are set up in your workplace, IMAP are
| | 01:22 | email accounts that are also accessible
on websites or your cell phone, and POP
| | 01:26 | are accounts when you're only checked
your email from this one computer.
| | 01:30 | Click on the right category
for the email account you have.
| | 01:33 | For our first rule, I'll select an
IMAP account since I'm also checking this
| | 01:37 | email address at gmail.com.
| | 01:39 | Click the plus sign at the bottom
center to open up the rule builder.
| | 01:44 | First, name your rule something
descriptive so that you'll know what it is later
| | 01:48 | when you save it on the list.
| | 01:50 | I'll enter Photography.
| | 01:52 | There are two parts to this window.
| | 01:54 | The top is where you set
the identifying criteria,
| | 01:57 | how Outlook knows to apply this rule,
and the bottom part are the actions that
| | 02:01 | you can take on the message.
| | 02:03 | To start, click on this Folder drop-down.
You have a long list of possible options.
| | 02:09 | Now of all these, which ones do we need?
| | 02:12 | We want to move all of our messages
about photography into our Photography
| | 02:15 | folder, so let's start with Subject,
Contains, and I'll erase the subject line
| | 02:23 | that auto filled and just leave photographs.
| | 02:27 | Let's add a second criteria. Add
Criteria and I want all the messages From,
| | 02:33 | I'll change this Contains to Is,
and kyle.werner.designer
| | 02:39 | I'll now add a third criteria.
| | 02:41 | Here is a tip. I'll frequently just put
in the domain name of a company so that
| | 02:46 | messages that come from anyone
at that website will come through.
| | 02:49 | That way if I sometimes hear from
newsletter@lynda.com and sometimes from
| | 02:54 | info@lynda.com, both will
automatically be moved into this folder.
| | 02:59 | Before this rule can work though,
look up at this Execute drop-down.
| | 03:04 | If you look at the four criteria we
created, it's unlikely that all three will
| | 03:08 | be met at the same time but we want the
rule to get triggered if any one of them are met.
| | 03:13 | We will change this drop-down
menu to say if any criteria are met.
| | 03:18 | Now if a message matches any of these
three, that email will get routed to
| | 03:22 | my Photography folder.
| | 03:24 | Now that we've set the possible
matches for our email rule, let's explore the
| | 03:27 | actions that we can take on the message.
| | 03:30 | Because the purpose for this rule is
to move our photography messages, let's
| | 03:34 | select Move message and then we will
choose the folder that we want it to go to.
| | 03:40 | I'll choose the folder.
| | 03:41 | I'll go to CaliforniaNapolitano.
| | 03:46 | I'll drop-down the arrow next to the
INBOX to choose Photography and I'll
| | 03:50 | select the Choose button.
| | 03:52 | I can also take this opportunity
to assign a category to my message.
| | 03:56 | In the video about creating categories,
we set one up called Photography so
| | 04:00 | that we could group any similar items together.
| | 04:03 | So I'll come over to this Set
category and change None to Photography.
| | 04:09 | If you ever have a criteria or an
action that you don't want, you can click the
| | 04:13 | Remove Criterion button or
the Remove Action button.
| | 04:17 | Now sometimes you have the option of
unclicking this choice here, Do not apply
| | 04:22 | other rules to your message.
| | 04:24 | If you do want several possible
actions to apply, you would uncheck this box.
| | 04:29 | You can also enable and disable this
rule, if it's one, for example, that you
| | 04:33 | only need at certain times of the year.
| | 04:35 | The next time new mail arrives, it will be
sorted according to this rule. Click OK.
| | 04:41 | Once you have several rules for
different actions, you can also specify the
| | 04:44 | order that will be applied by
dragging them higher or lower on the list.
| | 04:49 | For example, if you had a rule that
deleted messages and another rule that adds
| | 04:53 | the email sender to a contacts group,
you'd certainly want to run the rule that
| | 04:57 | adds the sender to the Address Book
first, or else that message will be deleted
| | 05:01 | without any other the rules being applied.
| | 05:02 | Now I would like to demonstrate
another one of my favorite rules.
| | 05:06 | Auto sending a reply back anytime
someone sends me a message through the
| | 05:09 | contact form on my website.
| | 05:11 | This time click on POP. Anyone who sends
a message to my POP email address has a
| | 05:17 | question that they want me to answer and
a case, I can't respond immediately,
| | 05:21 | it would be nice for them to know
that I at least received the message.
| | 05:24 | So I'll click on the POP account,
click the plus sign down at the bottom, and
| | 05:30 | I'll name this Autoreply.
| | 05:33 | I'll change All messages to Any
recipient, make sure this says Contains, and
| | 05:40 | then I'll put my email address in the blank.
| | 05:44 | In the Then section, set the first
criteria to Reply, click the Reply Text
| | 05:51 | button, and I'll type Thanks for your
email! At Californianapolitano, we take
| | 05:57 | your feedback and questions seriously.
| | 05:58 | Please allow 24 hours for
your reply. Sincerely, Olivia.
| | 06:02 | I'll click OK here, click in the space
between the set category in the criteria
| | 06:08 | to highlight it, and choose Remove Action.
| | 06:11 | And I'm going to uncheck this Do not
apply other rules box, because I might
| | 06:16 | want other rules to also be
applied, and then I'll click OK.
| | 06:20 | Now, let's close our Preference
pane and see how these rules work.
| | 06:24 | After creating a rule, in our case
several, I may want to apply that rule to my
| | 06:28 | already existing messages.
| | 06:30 | In that case, I would go back to my
Inbox, click on a message, and press
| | 06:35 | Command+A on my keyboard
to select all the messages.
| | 06:38 | Or you can go up to the Edit
menu and choose Select All.
| | 06:43 | I'll click on my Rules button in
the Home Ribbon and select Apply All.
| | 06:47 | Our new rules will be applied to our
existing messages and many of them will
| | 06:52 | disappear from this list as
they are moved to their folders.
| | 06:58 | And there are all the messages.
| | 07:00 | Now, when your new email comes in,
keep an eye on the numbers in these unread ovals,
| | 07:05 | so that you know when new
messages arrive, they may never hit your
| | 07:09 | inbox at all now, and you want to be sure
that you see them and reply in a timely fashion.
| | 07:13 | So as you can see, implementing rules
will help your organization and save you
| | 07:18 | time from repetitious actions you
take on your messages on a daily basis.
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| The Mailing List Manager| 00:00 | One of the first phenomenon that made
email popular were user groups, where
| | 00:04 | you could create a mailing list for people
anywhere in the world with a similar interest.
| | 00:08 | This is kind of like an event for
people with classic cars, except that the
| | 00:11 | participants can be from outside your
local area and the meeting happens every
| | 00:15 | day instead of a few times a year.
| | 00:17 | People can ask questions and post
information and anyone can respond.
| | 00:21 | When you subscribe to such a user
group, you usually have the choice of
| | 00:24 | receiving every email as it comes in
or instead being sent a daily digest, so
| | 00:29 | all the emails gets compiled into one message.
| | 00:32 | Outlook has specific tools
to manage these email lists.
| | 00:35 | Start by clicking on a message from
one of these user groups. Then go to your
| | 00:40 | Tools Ribbon and click on Mailing Lists.
| | 00:44 | The Mailing List Manager appears.
Click on the New button up here in the left
| | 00:48 | corner and a dialog box will appear.
Give the mailing list a descriptive name.
| | 00:54 | If you clicked on the message
first, the From name will appear.
| | 00:57 | If nothing appears or of the email
address is wrong, change it to the source
| | 01:01 | of your newsletter.
| | 01:02 | If you would like it to move your
messages to a specific folder, you can choose
| | 01:06 | it off of this list.
| | 01:07 | You can also have it in move messages
that you sent, instead of leaving them
| | 01:11 | in your sent items.
| | 01:12 | If you'd like to set the
category, you can do that as well.
| | 01:17 | If you have any additional notes
to enter you can put them down here.
| | 01:20 | Once you've set these, let's go to
the Advanced tab for more options.
| | 01:24 | We will leave these on all on default and
there are additional actions that you could take.
| | 01:29 | One is if you're receiving the
messages individually, you can have it
| | 01:33 | automatically delete your own messages,
since they're already in your sent
| | 01:36 | items, and if you're getting it as a
digest and you have a POP email account,
| | 01:40 | that's one where the email is downloaded to
your computer, and not shared across devices,
| | 01:45 | you can first digest it
into individual messages.
| | 01:48 | I'll go ahead and click OK.
| | 01:49 | If I want to add this mailing list to
my Address Book, I'll go ahead and add it,
| | 01:54 | and save and close it, and then when
I'm done with my Mailing List Manager,
| | 02:06 | I'll close that as well.
| | 02:07 | From now on your mailing list
will be managed according to your own specific needs.
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| Filtering messages| 00:00 | As you are looking at your Inbox,
there will be times when Arrange By or your
| | 00:04 | other methods of sorting emails won't be enough.
| | 00:07 | Filters allow you to narrow down the
messages to show just the ones that fits your needs.
| | 00:12 | The Filter button is on the
right-side of the Home Ribbon.
| | 00:15 | Click on the little drop-down arrow
at its right to view your options.
| | 00:18 | For example, if I only want to see my
Unread Messages, select it from this list.
| | 00:24 | What makes filters special
is that they are cumulative.
| | 00:27 | Now that I can see just my unread
messages, I can further narrow them down to
| | 00:31 | just the ones that also have attachments.
| | 00:34 | I have many other options as well.
| | 00:38 | To remove my filters, I can just click
on the Filter button or at the bottom
| | 00:42 | of the drop-down, I can select Clear All
Filters and all the messages will reappear.
| | 00:48 | Of all the email management tools in
Outlook, filters are the simplest way of
| | 00:51 | sifting through your messages to
find ones that meet multiple criteria.
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|
|
5. Managing SpamSetting junk mail protection levels| 00:00 | Junk mail, most frequently referred
to a spam, is a fact of life, just like
| | 00:04 | the advertising circulars you receive
through the United State Postal Service everyday.
| | 00:08 | Outlook has built-in tools to manage
your unsolicited advertising and those
| | 00:12 | unwanted offensive
messages from pharmaceuticals.
| | 00:15 | To setup your junk mail protection,
click on the Junk button on the Home Ribbon.
| | 00:19 | We will take a look at these options
from marking as Junk but first let's start
| | 00:23 | with the initial screen process.
Click on Junk Email Protection.
| | 00:28 | Here it says Outlook can move
messages that appear to be junk email to
| | 00:31 | special Junk Email folder.
| | 00:33 | What level of protection would you like?
| | 00:35 | If you leave it on None, then all
your emails will stay in your Inbox.
| | 00:39 | If you change it to Low, the really
obvious spam messages will get caught.
| | 00:43 | If you put it on High, it will catch
most junk mail, but it will also catch some
| | 00:47 | of your valid messages that you really wanted.
| | 00:50 | And if you mark Exclusive, it will only
send messages to your Inbox if they are
| | 00:54 | in your Contacts list or your Safe Domains list.
| | 00:58 | Everything else will go
straight to your Junk folder.
| | 01:00 | I don't recommend this option because
you will get email from people that you
| | 01:04 | don't expect all the time.
| | 01:05 | I am going to go ahead and put this on Low.
| | 01:08 | You also have an option to automatically
delete messages from your folder after
| | 01:12 | a certain number of days that you specify.
| | 01:15 | I myself would rather delete those
messages manually, just to make sure I don't
| | 01:19 | accidentally trash something important.
| | 01:22 | Next, let's take a look at
the second tab for Safe Domains.
| | 01:25 | Any web addresses here
will remain in your Inbox.
| | 01:28 | I will go ahead and enter a couple of them.
| | 01:30 | Notice that all you need to add is the
domain part of the email address, the
| | 01:34 | part after the @ symbol.
| | 01:36 | You can manually type URLs into this
box separating them with a comma and we
| | 01:40 | will see how to add them
through the Ribbon in a few minutes.
| | 01:43 | Blocked Senders, the third button, are people
you always want to root to your Junk folder.
| | 01:48 | The only problem with adding the
address from every spam you receive is that
| | 01:52 | most spammers will only use an address once.
| | 01:55 | So adding them to this list
doesn't really do much good.
| | 01:57 | I block senders if I want to get their
emails, but I don't want them in my Inbox.
| | 02:02 | An example is hanselandpetal.
| | 02:06 | I like to see their specials, but
I rarely take advantage of them.
| | 02:10 | So I include hanselandpetal.com on this list.
| | 02:12 | When I scan my Junk folder for messages
that accidentally got trapped in it,
| | 02:16 | I will take a look at Hansel and
Petal's emails when I want to order flowers.
| | 02:20 | I will go ahead and click OK.
| | 02:22 | You can also reach the junk mail
protection setup window from the Tools menu,
| | 02:26 | down at the bottom, Junk Email Protection.
| | 02:28 | Now that we have turned on Junk Email
Protection, I have a folder in my message
| | 02:33 | list specifically for junk.
| | 02:35 | When I click on it, all my
newest spam will be here.
| | 02:38 | I will go back to my Inbox.
| | 02:40 | If a message reaches my Inbox, but it
should have gone to junk mail, I can
| | 02:44 | right-click on it and
choose Junk Mail > Mark as Junk.
| | 02:48 | And if I ever get another message
from that person, it will also be added
| | 02:51 | to that Junk folder.
| | 02:53 | Let's go take a look at it.
| | 02:54 | Junk Email, here it is. Now in the
message itself, a gray bar appears with a red
| | 02:59 | envelope and it says,
"This message appears to be junk.
| | 03:02 | Beware of links in this message."
| | 03:04 | Reminding me not to click.
| | 03:06 | On the right side of the bar, there is a new
button to mark it as Not Junk if I make a mistake.
| | 03:11 | Any messages caught by the Junk
filter will also have this Junk category
| | 03:15 | assigned and this option to remove
it from the list of jun=nk addresses.
| | 03:19 | If I want, when I right-click on the
message, I can also block the sender to add
| | 03:24 | them to that blocked list I showed you earlier.
| | 03:26 | Note that both of these options are
also available from Message > Junk Mail >
| | 03:31 | Mark as Not Junk and Block Sender.
| | 03:34 | If you consistently mark your messages
as spam Outlook's Junk Email filters will
| | 03:38 | become more and more accurate over time.
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| Managing your Junk folder| 00:00 | Spam can be overwhelming and Outlook's
Junk Email folder certainly helps, but
| | 00:04 | it's not perfect and there are several
strategies you can use to further refine
| | 00:08 | the process and minimize the spam you receive.
| | 00:10 | Start by clicking on the Junk
Email folder in your folder list.
| | 00:14 | Spammers will frequently put
an image in their messages,
| | 00:16 | sometimes one you can't even see, that
lets them know that you have received a
| | 00:20 | message and that you are a real-life person.
| | 00:22 | You have two levels of protection against this.
| | 00:25 | The very first thing you should do
for this folder is turn off your preview pane.
| | 00:28 | Go to the Organize tab and
choose Reading pane. Select Hidden.
| | 00:34 | Now all you can see is your message
list and you won't accidentally alert the
| | 00:37 | spammer when you view the message.
| | 00:39 | When you want to open a message, double-
click on it and it will open in its own window.
| | 00:43 | To close when you are done, you
can click the red dot in the corner.
| | 00:46 | If the Reading pane is hidden and you
want to open it back up again, you can
| | 00:50 | either go back up to the Reading pane,
or see this little dot way down here?
| | 00:54 | It's one of the best-kept
secrets on your whole map.
| | 00:57 | Anytime you see one of these little
dots, click on it and drag it. Hey look!
| | 01:02 | There is our preview pane if we needed.
| | 01:04 | Now here is another one of my
favorite tools, Download pictures.
| | 01:08 | By default, Outlook won't download the
images from an email message without your
| | 01:12 | permission. Not only will this
prevent spammers from knowing you saw the
| | 01:15 | message, but it also
speeds up reading your email.
| | 01:18 | If the pictures are large or if
there were several, you will have to wait
| | 01:20 | until Outlook retrieves the pictures of your
server and that can take up to a few seconds.
| | 01:25 | While images certainly enhance your emails,
| | 01:27 | in a well-written email, there shouldn't be
necessary for you to understand the message.
| | 01:31 | If you get a message and there is
nothing there, then the sender sends all the
| | 01:34 | information through a picture
instead of writing it in text.
| | 01:36 | That's a sure sign the message is advertising.
| | 01:38 | None of your friends or
co-workers would do that.
| | 01:40 | When you trust that the sender of the
message isn't a spammer and you do want
| | 01:44 | to see the images, click over on this
Download pictures button and they will appear.
| | 01:48 | Now the message will appear with
everything that the sender wanted you to say.
| | 01:52 | There is one more way of preventing
messages from landing in this folder if they
| | 01:56 | are not supposed to.
| | 01:57 | This message is from a friend of mine,
Lisa, but something in the message
| | 02:01 | tripped the Junk filter.
| | 02:02 | Sure enough, she sent it to me from
a different email address than I have
| | 02:05 | stored in my contacts.
| | 02:06 | I can easily remedy this.
| | 02:08 | When you hold your cursor over her
name in the email message's header, a blue
| | 02:11 | oval appears around it and
this little menu pops up.
| | 02:14 | Click on the last icon, Open Outlook Contact.
| | 02:18 | If the name already exists, Outlook
will add this new address to the card.
| | 02:22 | If it doesn't exist, it will
create a new contact on the fly.
| | 02:25 | You are welcome to fill in any other
information about the sender that you have handy.
| | 02:29 | I will go ahead and click Save & Close.
| | 02:32 | The next time a new message arrives
from this sender, it will stay in the Inbox
| | 02:35 | instead of being shunted to email and
for this message, I can also tell it Mark
| | 02:39 | as Not Junk and it will
be moved back to my Inbox.
| | 02:43 | After I have scanned through all the
messages in my Junk Email folder, to make
| | 02:46 | sure any important email didn't get
caught here, I can delete them all at once,
| | 02:50 | preventing them from being marked as read,
another tool a savvy spammer can use.
| | 02:54 | While we are still on the Organize
tab, here is a button for Delete All.
| | 02:58 | Click on it. We will get a message
asking us, are we sure we want to permanently
| | 03:02 | delete all the messages in this folder?
| | 03:04 | I will go ahead and say
Delete and they are gone.
| | 03:06 | My Junk folder is clear
and ready for another batch.
| | 03:10 | Making good use of the Junk Email
folder's anti-spam tools will help you fight
| | 03:13 | the proliferation of spam
sent to your email address.
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| Recognizing spam| 00:01 | Spam is an unwanted, unsolicited email message.
| | 00:04 | If you have had your email address
for a while, you can receive up to
| | 00:07 | hundreds of spams a day.
| | 00:09 | Here is how to recognize a fradulent email, and
solutions for both managing and avoiding spam.
| | 00:14 | First, take a look at the From line.
| | 00:16 | If you don't recognize the name of
the sender, the sender's email address
| | 00:19 | has gibberish in it,
| | 00:21 | the address ends in .ru or another
international extension, or you receive the
| | 00:26 | same email message from several people.
| | 00:28 | You can also tell by the
Subject line. It starts with Re:
| | 00:31 | but doesn't contain a message subject
that you yourself sent, or the message
| | 00:35 | promotes a products
that you don't need or want.
| | 00:38 | You can also tell it's
spam from the message itself.
| | 00:41 | Look for broken English.
| | 00:42 | Be assured that your bank will never
lose your account information and need you
| | 00:46 | to type it in again.
| | 00:47 | You did not went to a sweepstakes,
and if the email has a hyperlink, hold you
| | 00:51 | cursor over it without clicking on
it and look at the address in the
| | 00:54 | lower-left-hand corner of your Outlook window.
| | 00:57 | If the URL is long, has code, and
does not start with the simple legitimate
| | 01:01 | URL, it's probably fake.
| | 01:04 | And here is what you can do about
spam. Never reply or unsubscribe.
| | 01:08 | That shows that your email address was valid.
| | 01:10 | So they will use it again, but it okay
to unsubscribe from email from companies
| | 01:14 | you did business with.
| | 01:16 | If the company is legitimate and you
just want off the monthly newsletter,
| | 01:19 | please do unsubscribe.
| | 01:21 | Add trusted people and
companies to your Contacts list.
| | 01:25 | Avoid filling in sweepstakes and
contest forms on their web sites.
| | 01:29 | Most of the time, the whole reason they are
holding a drawing is to gather emails to sell.
| | 01:33 | Create a free email account on Gmail or
Hotmail to use for online purchases or
| | 01:38 | entry form so that your personal email
address stays private, and enable your ISP
| | 01:43 | spam filter, which is separate from
Outlook, so that potential spam messages are
| | 01:47 | filed into a junk or bulk folder.
| | 01:50 | But do look through it periodically
to save emails you really do want.
| | 01:54 | And of course, make use of
Outlook's junk email tools.
| | 01:57 | By following these guidelines, you
will still receive spam, but you will
| | 02:00 | greatly reduce the volume.
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|
|
6. Working with ContactsViewing contacts| 00:00 | If you have ever kept a day planner, a
little black address book, you know how
| | 00:04 | hard it is to keep current.
| | 00:05 | People move, get new phones,
change their email address.
| | 00:09 | You spend a lot of time erasing
faded pencil entries, or crossing out and
| | 00:13 | rewriting, squeezing the new info
wherever it can fit, and so losing your
| | 00:16 | alphabetical order completely.
| | 00:18 | Outlook's contacts will put an end to all that.
| | 00:21 | By storing the information on your
computer, you can update with ease and print
| | 00:24 | out fresh address books anytime.
In addition, the contacts list is fully is
| | 00:29 | integrated with your email and calendar as well.
| | 00:30 | So let's take a look at how your contacts work.
| | 00:33 | To view your contacts, you can click on
Contacts down here at the bottom of the
| | 00:37 | Navigation pane, or go up to the View menu,
highlight Go To, and come across to Contacts.
| | 00:43 | You can also press Command+3.
| | 00:45 | Outlook defaults with your contact
in a list like this, with the person's
| | 00:48 | information in a pane on the right.
| | 00:50 | But you can change that in several places.
| | 00:53 | On the Home Ribbon, on the far right,
you can toggle between the Detail view
| | 00:57 | and the List View with these two buttons.
| | 01:00 | You can also change the view from the
Organize Ribbon by choosing Reading Pane
| | 01:05 | and Below. Or you can also go up to the
View menu and choose Reading Pane from here.
| | 01:12 | Try having the information hidden.
| | 01:14 | When the Reading pane is hidden, you
can see all of your most needed contact
| | 01:18 | information for everyone
all at once in a big grid.
| | 01:21 | To view your contact information again,
click on this little dot down here at
| | 01:25 | the bottom and drag up to where you want it.
| | 01:28 | On the left side, click on the little
triangles in the Navigation pane and it
| | 01:32 | becomes a list of all your categories.
| | 01:34 | We defined our categories in an earlier
video when we setup Outlook, and we will
| | 01:38 | talk about it again in the
categories video later in the course.
| | 01:41 | For now, know that once you have
assigned your contacts to categories, you
| | 01:45 | can turn on and off these checkmarks
to filter which addresses you want to
| | 01:48 | see at any one time.
| | 01:50 | Now let's go up to Outlook and then
down to Preferences, and then click on the
| | 01:56 | second button on the bottom to
see the Contacts preferences.
| | 02:00 | Here you can set your default address format.
| | 02:02 | If you don't live in the United States,
you can choose your country. You can
| | 02:06 | have Outlook automatically format your
phone numbers, so that all you have to do
| | 02:10 | is type in the numbers and you have
a lot of choices about how it looks.
| | 02:14 | You can type in a default area code
and then you just have to type in the last
| | 02:18 | seven digits, without typing in the first three.
| | 02:21 | You can also sort your contacts by last
name or by first name and if you would like,
| | 02:26 | you can turn on email address
verification, so that it will validate your
| | 02:31 | email addresses before you send a message.
| | 02:33 | I am going to go ahead and leave that off.
| | 02:34 | I will close my preferences.
| | 02:37 | Now that you have seen the views for
your contacts, let's start filling in
| | 02:40 | your address book.
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| Creating contacts| 00:00 | Outlook's Contacts not only allow you to
keep your address book up-to-date at all times.
| | 00:05 | It also integrates with your email and calendar.
| | 00:07 | So if you ever get together with a
person or communicate with them in any way,
| | 00:10 | you'll want to create
what we call a card for them.
| | 00:12 | We are going to start by setting
up your own personal contact card.
| | 00:16 | Go to the Organize Ribbon,
and click on Me button.
| | 00:21 | At the very top of the window, are your
standard Save, Print, Cut, Copy, Paste,
| | 00:27 | Undo, and Redo buttons.
| | 00:29 | The last one opens up Outlook's
Reference tools if you need them.
| | 00:32 | We will explore this window in a later video.
| | 00:35 | At the top of your contact are
the two most important fields,
| | 00:38 | First Name and Last Name.
| | 00:41 | If it's not already entered, type in
your First, then press the Tab key in the
| | 00:44 | upper left corner of the your
keyboard to move to the Last Name field.
| | 00:48 | Tabbing through your information is
much faster than reaching for your mouse
| | 00:52 | over and over again.
| | 00:53 | If you are using Outlook for
business, fill in these fields.
| | 00:56 | Job Title, Office, Department, Company.
| | 01:00 | If you are using Outlook for your
personal email, skip these for now.
| | 01:03 | Later, when you add a business to
your contact, you can use these fields
| | 01:07 | when they are relevant.
| | 01:08 | Next, let's add your phone
number. Type it in here.
| | 01:11 | You don't have to put in
any parenthesis or dashes.
| | 01:14 | Outlook will format the phone number for you.
| | 01:16 | You can setup an automatic area code so that
you don't need to type it in over and over.
| | 01:21 | That's up under the Outlook menu under
Preferences, and we covered it in detail
| | 01:25 | in the previous lesson.
| | 01:26 | Now, what kind of phone number is that?
| | 01:29 | Notice the tiny up and down arrows to
the left of the phone number. Click on
| | 01:33 | these, and you can specify, if that's a
home number, work number, cell number,
| | 01:38 | or a variety of other options.
| | 01:40 | When you are ready to add the next
phone number, Work is the default.
| | 01:43 | I will go ahead and add that one in.
| | 01:45 | And if you want to add an
additional phone number, click the plus sign.
| | 01:51 | Now here is a nice touch.
| | 01:53 | If you are dialing from across the room,
click this little blue O, and it will
| | 01:58 | enlarge the number for easy viewing.
| | 01:59 | I will click this X to close that window.
| | 02:04 | Now adding email addresses
works exactly the same way.
| | 02:07 | The first one came in by default.
| | 02:08 | I will click my plus sign.
| | 02:10 | I will add my Home Email
and another email as well.
| | 02:18 | And here is another nice touch.
| | 02:20 | If I click on this little envelope, I can
start a new email message right from here.
| | 02:25 | I will close that message and Discard.
| | 02:29 | Next is your street address.
| | 02:31 | Let's start with your home address.
| | 02:33 | Change Work to Home, and
then type in your address.
| | 02:37 | Notice that it's broken up into Street
field, then City, then State, then ZIP.
| | 02:42 | Don't put all four in the Street
address line or it can cause confusion later,
| | 02:45 | if you use this for Mail
Merge or other function.
| | 02:48 | Now if you ready to add your work address,
click the plus sign and add that too.
| | 02:54 | If you are entering an address that's
not in the United States, click on those
| | 02:57 | drop-downs and highlight Change Address
Format, and then you can change to any
| | 03:01 | of a number or international formats.
| | 03:04 | For your next nice touch, click on the
little globe to the right of your address.
| | 03:08 | If you choose Open in Bing, your
browser will open and go to Microsoft's Bing
| | 03:13 | search engine, where it will
show you that location on a map.
| | 03:17 | Click on the globe again, and the second
option is Copy Address, which will copy
| | 03:22 | the whole address to the Clipboard,
so that you can paste it in an email,
| | 03:26 | a document, or anywhere else on your computer.
| | 03:28 | If you have information that you
don't need, you can click the little red
| | 03:31 | minus sign to remove it.
| | 03:33 | Next, click on Personal and you will
see a number of available fields you can
| | 03:37 | add to your contact.
| | 03:38 | I will put in my astrology sign, and I will
click it again and I will add in my blood type.
| | 03:45 | Now just when you realize that
this is more detail than you have ever
| | 03:49 | successfully tracked before,
look up here at these tabs.
| | 03:52 | If you are in a company that uses
directory services to manage employees, when
| | 03:56 | you click on Organization or
Details, Outlook will list them for you.
| | 04:00 | If you are not though, you
will see this error message.
| | 04:04 | For the rest of us, let's
move on to the Notes tab.
| | 04:06 | Here is a free form text area where you
can write anything that you want to track.
| | 04:10 | Details of meetings, notes from
phone conversations, anything you want.
| | 04:15 | Now click on Certificates, and here is
where that person's encryption keys are stored.
| | 04:19 | That topic is covered in another video.
| | 04:21 | Now let's go back to the General tab.
| | 04:23 | In the upper left-hand corner is
an outline of a person. Double-click on
| | 04:27 | it and your Macintosh's
Instant Picture window will open.
| | 04:30 | If you have a recently used picture, drop
this down and you can choose it from here.
| | 04:35 | If your computer has a built-in camera,
click this Camera button and you can
| | 04:38 | take a picture right here now.
| | 04:40 | You can also drag a picture in from
your Finder, or I will click Choose and I
| | 04:46 | can go into my Finder and
select the picture that I want.
| | 04:50 | Once the picture is in place, I can
enlarge it and reduce it, and slide it
| | 04:55 | around until it's lined up perfectly.
| | 04:58 | If I click the button next to it,
I can even apply a special effect.
| | 05:01 | I will go ahead and choose Color Pencil.
| | 05:09 | Now this is fun for personal use.
| | 05:11 | But if Outlook is your corporate
email tool, I would keep it conservative.
| | 05:15 | When you like your picture,
choose Set to close the window.
| | 05:19 | Now that we have set up your Me card, go up
to the left corner and click Save & Close.
| | 05:23 | You will find that your computer will
now reference this information in many
| | 05:27 | programs. For example, when you fill
in a form on a website, your personal
| | 05:31 | information fields may auto fill.
| | 05:33 | Updating a contact is as easy as
clicking on the name in the list, going over to
| | 05:38 | the details on the card in the
viewer, and making your changes.
| | 05:40 | Let's say I want to add a phone number.
| | 05:42 | I will click the plus sign and do so.
| | 05:45 | To create a brand-new contact, go back
to the Home Ribbon and click on Contact
| | 05:49 | in the upper left hand corner.
| | 05:51 | You can also use the keyboard command,
Command+N. If you are looking at your
| | 05:58 | calendar or your email, you can
click on the New button and create a
| | 06:02 | brand-new contact from here.
| | 06:03 | I encourage you to now make handful of
contact cards to use in the next videos.
| | 06:07 | Now that you are building your Contacts
list, you are about to enter a whole new
| | 06:11 | world of integrated electronic communication.
| | Collapse this transcript |
| Creating contact groups| 00:00 | Do you ever send emails to a
list of people all at one time?
| | 00:03 | Maybe you have a workgroup in your
department or you're a member of a club.
| | 00:07 | You don't have to type in everybody's name
one at a time every time you send a new email.
| | 00:11 | instead use a contact group to address
the message to everyone at the same time.
| | 00:16 | To create a contact group, click on
the second button in the Home Ribbon.
| | 00:20 | You can also go up to the File
menu, choose New, and Contact Group.
| | 00:26 | A window will appear with
the title Untitled Group.
| | 00:29 | Add a descriptive name for the group, but
make it something short and easy to type.
| | 00:33 | This is what you'll use to
address the email message later.
| | 00:36 | I'll use Fun Day for the team
project that I am working on.
| | 00:39 | If I want to hide all the email
addresses from the members of the list,
| | 00:43 | click this checkmark to use Bcc
to hide member information.
| | 00:47 | This is good etiquette, unless all the
members have a need to see the list of
| | 00:50 | names, and because my group is a
business project I'll leave it unchecked.
| | 00:54 | Now let's go down to the Name box and
I'll double-click to add my first name.
| | 00:59 | I'll type in the name and if they
are already on my Contacts list, their
| | 01:03 | name will auto fill.
| | 01:04 | When this list displays, you can click
on her name or if the correct name is
| | 01:08 | already highlighted in blue, you can
just press the Tab key on your keyboard
| | 01:11 | to accept the entry.
| | 01:12 | With either of these two actions, the
email address will fill in automatically.
| | 01:16 | If you're typing in a new name,
just keep typing and that list will
| | 01:20 | eventually disappear.
| | 01:21 | Then click in the email box or press Tab on
your keyboard and type in the email address.
| | 01:26 | You can also copy and paste it
from another source if you'd like.
| | 01:29 | You can also add names by dragging them
from your contacts list and in addition
| | 01:33 | to clicking in the boxes you can also
use this Add button to start another name.
| | 01:38 | If you want to remove a name from
the list, use the Remove button.
| | 01:42 | Do not click this Delete button by accident.
| | 01:44 | It's actually there if you
want to delete the group entirely.
| | 01:47 | You can also categorize the entire group
by picking the category off of this list.
| | 01:51 | I'll select Fun Day.
| | 01:53 | If you want to flag the group for any
reason, there is a button right here for that.
| | 01:57 | You can use this button to send an email
right from this window or click here to
| | 02:02 | invite everyone to a meeting.
| | 02:03 | We'll cover meeting
invitations in detail in a later video.
| | 02:07 | When you're done adding names to the list, use
the Save and Close button to shut the window.
| | 02:12 | Your group will now show in your Contacts list.
| | 02:14 | The beautiful part is
putting this group into action.
| | 02:17 | Click on the New button, drop
it down, and choose Email Message.
| | 02:22 | In the To box, type the name of your new group.
| | 02:25 | When it appears, click on it or
press Tab to accept it as it auto fills.
| | 02:29 | When you send the message, it will
automatically be addressed to everybody on your list.
| | 02:33 | Creating groups for sending
bulk emails is a great timesaver.
| | 02:36 | Be sure to make groups for your
co-workers, friends, and family.
| | Collapse this transcript |
| Sending email to your contacts| 00:00 | There are many ways to send email to your
contacts, depending on what view you are in.
| | 00:04 | When you're clicked on a contact, you
can create a new email in four different
| | 00:08 | ways and it will be automatically addressed.
| | 00:10 | You can click this New button
and select New Email Message.
| | 00:13 | Here is another Email
button right here on the Ribbon.
| | 00:17 | You can right-click on the contact and
choose New Email to Contact, and you can
| | 00:23 | go up to the Contact menu and
select New Email Message To.
| | 00:28 | If you are looking at the card's
display view, hold your cursor over this tiny
| | 00:32 | little square next to the name, and in
the little pop-up that appears, click on the
| | 00:36 | first icon and a new message will open.
| | 00:44 | If you double-click on the contact to
open it in its own window, you can also
| | 00:48 | use the Email button in that Ribbon.
| | 00:50 | There are so many methods of creating
an email from a contact that you can save
| | 00:54 | precious time by not having to switch
to the email view, create a new message,
| | 00:57 | and then address it.
| | Collapse this transcript |
| Printing your contact list| 00:00 | No matter how flexible and practical is
Outlook's contact management, there are
| | 00:04 | still times when you'll need your
addresses written down on paper.
| | 00:07 | If you're printing pages for a day
planner, you can go up to the File menu,
| | 00:11 | choose Page Setup and select your Paper Size.
| | 00:14 | I am going to go ahead and select the
contacts that I am going to print and go
| | 00:20 | up to the File menu and choose Print.
| | 00:25 | If you don't see this in a large window,
be sure to click this blue drop-down
| | 00:29 | arrow to expand it out.
| | 00:31 | Your first option is
what you are going to print.
| | 00:34 | You can either print your selected
contacts, your entire contacts list or your
| | 00:39 | flagged contacts, and you can either do
it in a phone list or as an address book.
| | 00:47 | You'll have some options
for how the contact appears.
| | 00:50 | Right now it's in first name and last
name, but you can also change it to Last
| | 00:54 | Name, First Name or just Last First.
| | 00:57 | You can have it alphabetized
by the name or by the company.
| | 01:02 | Then you can choose what fields you want to see.
| | 01:04 | For example, if you don't want to see
any custom fields or any IM addresses, you
| | 01:09 | can uncheck those, and
then you have page options.
| | 01:13 | Right now, it's making one long list
of all my names, but I can check here
| | 01:18 | to insert a page break between my letters
and every letter will print on a new page.
| | 01:23 | This checkmark allows me to print or
not print the date and time in the upper
| | 01:26 | right-hand corner, and here I can tell it
not to add page numbers in the lower right.
| | 01:31 | Once I have my settings so I
like them, I'll click Print.
| | 01:34 | If needed, you can use the preview
toggle up here in the right to shrink the
| | 01:38 | window so you can see the
buttons and off it goes to my printer.
| | 01:42 | Because you can print out your
contacts in a variety of formats, there is
| | 01:45 | no longer any reason to maintain that
little black book anymore except out of nostalgia.
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| Syncing contacts| 00:00 | If you already have names and addresses
in Apple's Address Book or you want to
| | 00:04 | take advantage of Address Book's
integration with your Mac, you can synchronize
| | 00:07 | it with Outlook, so that the
same contacts are in both places.
| | 00:10 | Before you turn on the contact sync
though, one morning. If you already have
| | 00:14 | addresses in both programs, when the
merge happens, you may find duplicates in
| | 00:18 | either or both programs.
| | 00:19 | It's best to turn this feature on as
soon as you get started with Outlook to
| | 00:23 | avoid any replication.
| | 00:24 | So to turn on the synchronization,
go up to the Outlook menu in the upper
| | 00:28 | left-hand corner, click
on it and choose Preferences.
| | 00:32 | Go down to the bottom row to
Sync Services and click on that.
| | 00:36 | Put a checkmark in front of
Turn on Sync Services for contacts.
| | 00:40 | It notes that you will Merge your Outlook
contacts with your Address Book and MobileMe.
| | 00:44 | If you do want to synchronize with other
applications, you could also use Apple's iSync.
| | 00:49 | If you have multiple email accounts you
can synchronize whether you want one or
| | 00:53 | all of them to synchronize to Address
Book, and here is where you'll choose
| | 00:57 | which account will hold the
contacts that come in from Address Book.
| | 01:00 | Now that we've turned on the services,
we'll go ahead and close our preferences,
| | 01:05 | and it tells us we've enabled
Contacts sync, and I'll click OK.
| | 01:09 | Now as it runs the synchronization, if
you do have the same addresses in both
| | 01:13 | places, you are going to get this
Conflict Resolver window, and I have 4 sync
| | 01:17 | conflicts and I
definitely want to review them now.
| | 01:20 | So I'll click the Review Now button.
| | 01:21 | Here is the same person in both places.
| | 01:24 | I'll look at the data. If they are the same,
it doesn't matter which version I keep.
| | 01:29 | If they're different, I can choose
which of the two that I want to keep, and
| | 01:33 | then click Continue.
| | 01:37 | I'll go ahead and finish the synchronization.
| | 01:40 | Now when I open up my Address Book I
can see all of my new addresses that have
| | 01:45 | been added from Outlook, and the ones
that were the same in both programs are
| | 01:49 | now just in here one time.
| | 01:51 | By taking advantage of Sync services,
your address book can be consistent
| | 01:54 | between Outlook, Apple's
Address Book and your MobileMe.
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| Working with vCards and exporting| 00:00 | Now that you have put all your contacts
into Outlook, there will be times when
| | 00:03 | you want to share them with others.
| | 00:05 | Outlook has a few tools to make that easy.
| | 00:07 | If you want to share a contact with someone,
you can send them what's called a vCard.
| | 00:10 | A vCard is the standard file format
for electronic business cards and it's
| | 00:15 | accepted by most email programs.
| | 00:17 | To turn a contact into a vCard, simply
right-click on it and choose Forward as vCard.
| | 00:22 | A new email will open with the
contact's name in the subject line and a VCF or
| | 00:29 | Virtual Card will appear in the attachment box.
| | 00:33 | Send the message as normal.
| | 00:37 | You can also send multiple vCards at
once and you can click on the first one,
| | 00:42 | hold the Shift key, and click the last
one to send a series or you can click on
| | 00:47 | one and hold your Command key to
choose just the ones that you want.
| | 00:52 | After you have selected multiple cards,
right-click on one of the blue ones, and
| | 00:56 | select Forward as vCard, just as before.
| | 01:00 | This time when the email opens, all
the cards will be attached to the message.
| | 01:04 | You can also drag contacts from your
list right onto the email message.
| | 01:08 | When you drop it, another vCard will be
added to the message as an attachment.
| | 01:12 | I'll go ahead and send this message as well.
| | 01:15 | Now let's go check our mail.
| | 01:26 | When you receive an email that has a
vCard attached to it, simply double-click
| | 01:30 | on the attachment, click the Save and
Close button, and that card will be added
| | 01:35 | to your contact list.
| | 01:37 | Now, if you want to transfer your
entire contacts list to another computer,
| | 01:41 | application, spreadsheet, or database,
you can also export the entire thing at
| | 01:45 | once and save it as a text file.
| | 01:48 | This universal file format can be
viewed or imported by almost any program.
| | 01:52 | To create a text file, go to the Tools
Ribbon and choose the Export button.
| | 01:58 | An Export dialog box will open.
| | 02:00 | Click on the dot before the top
choice, Contacts to a list, and
| | 02:04 | tab-delimited text format.
| | 02:06 | Then go down to the lower right-hand corner
and click on the arrow to go to the second step.
| | 02:11 | A Save window will open. Navigate to the
place where you would like to save the file.
| | 02:16 | If you'd like to change the name up
here at the top, you can, but I am going to
| | 02:19 | leave at the default name, Contacts Export.
| | 02:21 | When you've got the name and
the location set, click Save.
| | 02:25 | A blue bar will allow you to watch the
progress as the file exports, and when
| | 02:30 | it's complete click Done.
| | 02:32 | Let's go look at my Desktop. I am going
to minimize this window. Now you have a
| | 02:37 | text file that you can import into
another context program or import into a
| | 02:41 | spreadsheet like Excel or a database.
| | Collapse this transcript |
|
|
7. Working with the CalendarViewing the Calendar| 00:01 | If you carry around a day planner, you know
how hard it is to reschedule an appointment.
| | 00:05 | You have to erase and rewrite and
there really isn't any room to jot down any
| | 00:08 | notes about the meaning.
| | 00:10 | By using Outlook's Calendar, you can
move appointment, include agendas, view
| | 00:14 | appointment over time, and even
invite other people to attend.
| | 00:18 | Let's start by exploring the
different ways you can view your Calendar.
| | 00:21 | Click on the lower left
corner on the word Calendar.
| | 00:24 | You can also get here by going up to
the View menu, highlighting Go To and
| | 00:28 | coming across to Calendar.
| | 00:29 | Now at the top of the navigation
pane there's a tiny little dot.
| | 00:33 | Click on that and drag it down.
| | 00:35 | You can see up to three months.
| | 00:37 | I will show just one. And don't forget
that if you need even more room, you can
| | 00:42 | also move the module buttons down onto the
bottom of the window by dragging this dot.
| | 00:47 | I will move them back up.
| | 00:51 | In the upper left-hand corner when you
are looking at a month, you can click on
| | 00:54 | any day to jump to that date.
| | 00:57 | You can also use these forward arrows and
back arrows to scroll through your months.
| | 01:02 | Below the months the navigation
pane shows all your categories.
| | 01:06 | As you make appointments you'll assign
then to different categories, allowing you
| | 01:09 | to color code your calendar.
| | 01:10 | That gives you the ability to turn on
and off different categories to only see
| | 01:15 | certain appointments at a time if you like.
| | 01:17 | And we will see how to do this in a later video.
| | 01:20 | Now let's start moving through time.
| | 01:22 | This Today button will take you back to
today, even if you are several years ahead.
| | 01:26 | If you want to jump to a
particular date, use this View Date button.
| | 01:30 | A little calendar will pop up.
| | 01:32 | You can click on another
date this month to move there.
| | 01:35 | I'll go back again.
| | 01:37 | You can also use these little arrows to scroll
through your months, forward and back in time.
| | 01:42 | The tiny diamond in the middle
takes you back to this month.
| | 01:45 | If you decide to go back to today's
date instead of choosing another one,
| | 01:49 | click the word Today.
| | 01:51 | When you pick a date this will pop up will
disappear and the calendar will jump to that date.
| | 01:56 | Now, notice that the same navigation
arrows are right up here in top left
| | 02:00 | corner of the calendar.
| | 02:01 | So you can scroll through time and get
back to today in exactly the same way.
| | 02:07 | A third way to get back to today is to
use the keyboard command Command+T. To
| | 02:12 | change how many days you can see at
a time, use of these four buttons.
| | 02:16 | Day shows you just one day with dark lines
at every hour and fade lines at the half hour.
| | 02:22 | Scroll up and down to see the entire day.
| | 02:25 | There is a green line showing
you what time it is right now.
| | 02:30 | At the very top is a white bar called all day.
| | 02:33 | When we create events that are not time
specific, they will appear here at the top.
| | 02:37 | The next button, Work, shows
you the days of your Workweek.
| | 02:40 | The default is Monday through Friday,
but if you work Tuesday through Saturday
| | 02:44 | you even change that in the Preferences.
| | 02:46 | Go up to the Outlook menu at the
top left corner of the screen and
| | 02:49 | choose Preferences.
| | 02:51 | Click on the Calendar button in the lower left
corner and here is where you set your workday.
| | 02:56 | You can set your start time and your end
time and what days of the week that you work.
| | 03:03 | I am going to leave this
on Monday through Friday.
| | 03:05 | Here you also have the ability to
change what you see as the first day of
| | 03:08 | your full week and when we get to
reminders this is where you would come to
| | 03:12 | change the default.
| | 03:14 | Here you can set your default time zone
depending on what coast to you are on.
| | 03:19 | When I'm done, I'll click the red X.
| | 03:21 | When we click on Week, we can see our
schedule from Sunday through Saturday and
| | 03:27 | Month allows you to see
your entire month at a glance.
| | 03:30 | When I am in Day, Work Week, or Week View I
can adjust how many hours I can see at a time.
| | 03:35 | On the bottom right corner of the
menu there is a slider here from 4 to 24.
| | 03:41 | Try sliding it to the left
and sliding it to the right.
| | 03:44 | You can even see from midnight to midnight.
| | 03:47 | I like to keep it around 8 hours or so.
| | 03:50 | Now let's go back up to the left
and click on the Organizer Ribbon.
| | 03:53 | Here we have the same options for how
many days you can see and the same slider
| | 03:57 | for how many hours are showing.
| | 03:59 | Right now we are looking at
our appointments in a grid view.
| | 04:01 | Meaning blocks of time laid
out in the calendar format.
| | 04:05 | But by clicking on List in the center of
the toolbar, the graphical layout disappears.
| | 04:09 | Now you can focus on just the events themselves.
| | 04:13 | In this List View you can sort them
by Subject, Location, Start time, End
| | 04:18 | time, and Recurrence.
| | 04:20 | And if you click on each header, they'll
switch between ascending and descending.
| | 04:24 | This little alarm clock shows you if
you have an alert schedule to remind you
| | 04:27 | that the appointment and these
double arrow shows even appointment is at
| | 04:30 | recurring, which we will
look at in any future video.
| | 04:33 | If I right-click on these headers, I get
an additional list of columns I can add.
| | 04:37 | I will add Categories.
| | 04:40 | If I want to remove a column, I can right-
click and then uncheck it and it will disappear.
| | 04:44 | I will remove Recurrence Pattern
since I myself don't need to sort by that.
| | 04:48 | If I want to rearrange the columns,
all I have to do is click-and-drag them
| | 04:52 | in the order I want.
| | 04:53 | For example, I'll move Category to the
very first position so that I can use that
| | 04:58 | as my main organizational system.
| | 05:00 | I can also resize the
columns to make them smaller.
| | 05:04 | Now note that in this List View if I
click on appointment, my toolbar will
| | 05:08 | change to show me the actions
that I can take on that event.
| | 05:11 | We will look at these in
detail in the later lesson.
| | 05:13 | To get back to the Organize toolbar,
simply click in any part of the white
| | 05:17 | window that's not an appointment.
| | 05:19 | With such flexibility Outlook's
Calendar can be customized to work the way that I do.
| | Collapse this transcript |
| Creating appointments| 00:01 | It's really easy to create new
appointments and events in Outlook.
| | 00:04 | The first thing you need to do is pick the date.
| | 00:06 | I'll set an appointment for a phone
meeting tomorrow with Greg, my assistant.
| | 00:10 | I'm going to use the Work Week View,
since it gives me nice wide columns and
| | 00:14 | it's easy to read. I'm going to click
on the category for the appointment.
| | 00:18 | I don't have to do this, but if I make
it a habit, it opens me up to a variety
| | 00:22 | of organizational tools throughout Outlook.
| | 00:24 | To learn how to set up this category
list, please see your Categories video
| | 00:27 | early in the course.
| | 00:28 | Now, at the top of the
window, I have two buttons:
| | 00:31 | one for Meeting and one for Appointment.
| | 00:33 | A meeting is an event when I need
to coordinate with other people and
| | 00:36 | invite them to attend.
| | 00:38 | We'll cover meetings in the next video.
| | 00:40 | An appointment is an event on your
calendar specific to you that does not
| | 00:43 | require anyone else's participation.
| | 00:45 | There are six ways I can
create a new appointment.
| | 00:49 | I can click on this button.
| | 00:50 | If I'm reading my email or looking at
my Contacts list and I want to create an
| | 00:53 | appointment, I can click on this
New button and create it from there.
| | 00:58 | I can also go up to the File menu,
highlight New, and choose Appointment.
| | 01:03 | If I'm looking at my Calendar, I can
use the keyboard command, Command+N. I can
| | 01:10 | also right-click on a day and tell it to
make a new appointment, and I'll use my
| | 01:15 | two favorites in the rest of this lesson.
| | 01:17 | If I want to quickly create an
appointment and I'm not concerned about adding
| | 01:20 | any details to it, click at the start time
of the event and drag down to the end time.
| | 01:27 | A box will appear that says New Appointment.
| | 01:29 | Simply type what you
want the meeting to display.
| | 01:32 | When I'm done, click anywhere on
the screen to confirm the appointment.
| | 01:35 | To get into that appointment to add
details, double-click on it and its
| | 01:40 | detail window will open.
| | 01:42 | Go ahead and click the red dot in the
upper-left corner to close it for now.
| | 01:44 | We'll be back in this window shortly.
| | 01:48 | Let's add a second appointment for my
computer user group meeting that happens
| | 01:51 | every month on the first Wednesday evening.
| | 01:53 | I'll scroll forward to the first
Wednesday. To add an appointment by going
| | 01:57 | straight into the detail window,
instead of dragging across the time range like
| | 02:01 | we did before, just double-
click anywhere in that day.
| | 02:04 | If I actually double-click right on the start
time of 7 pm, the time will auto fill for me.
| | 02:09 | In the Subject line, I'll type Mac User
Group meeting, and I'll press Tab to go
| | 02:15 | to the Location field.
| | 02:16 | I'll put in the address.
| | 02:19 | The Start date and End date auto filled,
because I clicked on that date in the
| | 02:22 | calendar when I created the appointment.
| | 02:24 | The Start time also auto filled,
because I was careful to double-click right on
| | 02:28 | that time, but I can change
either of these if necessary.
| | 02:31 | I can click right inside the date field
and use the Tab key to move between the
| | 02:36 | month, day, or year.
| | 02:37 | I can also click in this little calendar
box and choose the date off the pop-up menu.
| | 02:44 | To change the time, I can click on the hour,
minutes, or AM/PM, and make the change.
| | 02:51 | With AM/PM, it's nice because all I
actually have to do is just type in A or a P.
| | 02:55 | An alternative to manually
changing the end time is to use this Duration
| | 03:00 | drop-down field right here.
| | 03:02 | You can specify exactly how long
a meeting is and the end time will
| | 03:05 | update accordingly.
| | 03:07 | If I choose 1.5 Hours,
my end time is now 8:30 PM.
| | 03:11 | If an appointment is actually an event,
meaning that it's all day, not during a
| | 03:16 | specific time period, put
a checkmark in this box.
| | 03:19 | Instead of long spots of color taking
up valuable room on your calendar, that
| | 03:23 | event will show up in an oval at the
top of this date in the All Day section.
| | 03:28 | Because this is an actual
meeting, I'll uncheck that box.
| | 03:31 | In the white box at the bottom of the
appointment, you can type in anything you
| | 03:34 | need to know about the meeting.
| | 03:36 | You can even copy and paste in
an agenda or an email message.
| | 03:40 | For this user group meeting, I'll make
a list of my questions so that I don't
| | 03:43 | forget what I want to ask.
| | 03:46 | Now let's take a look at some
other settings for your appointments.
| | 03:50 | Up here in the Events
toolbar is an Invite button.
| | 03:53 | This will turn your appointment into a
meeting where you can invite attendees
| | 03:56 | and track their responses.
| | 03:57 | We'll explore this option in
detail in the video about meetings.
| | 04:01 | Next is a Status drop-down.
| | 04:03 | If you're just using Outlook on your
own, these may or may not be helpful to you,
| | 04:07 | but if you're working in an
enterprise environment, these Status options
| | 04:10 | determine how other
people will view your schedule.
| | 04:13 | By default, it says Busy.
| | 04:14 | You also have the option's Free,
Tentative, and Out of Office.
| | 04:18 | Free means that you have something on
your schedule, but your time is still
| | 04:21 | available for meetings with other people.
| | 04:23 | Tentative means just that.
| | 04:24 | it's on your schedule, but may not happen.
| | 04:26 | Out of Office indicates that during that
time block, you will be offsite and unavailable.
| | 04:32 | Your colleagues won't be able to see
what the appointments are actually for,
| | 04:35 | but they will be able to see the
color of the time block so they can
| | 04:38 | coordinate with you.
| | 04:40 | The Reminder box allows you to get a pop-
up message in the bottom corner of your
| | 04:43 | screen at a convenient time interval.
| | 04:45 | The default is 15 Minutes.
| | 04:47 | So at 15 Minutes before my User Group
meeting, the Mac will pop up a little
| | 04:50 | yellow reminder down here in the
corner that I can then snooze like my alarm
| | 04:54 | clock in the morning or dismiss to turn off.
| | 04:57 | Because this meeting occurs after work,
I'll set the reminder to pop up 10 Hours
| | 05:01 | beforehand, at 9 AM, so
I remember it the day of.
| | 05:07 | We'll take a look at Recurrence in
the next video, and if you're creating a
| | 05:10 | meeting that was scheduled from a
different part of the world, you can enter its
| | 05:14 | actual start time, then click
this Time Zone button in the toolbar.
| | 05:17 | Let's pretend for just a moment that this
meeting was called by our branch in Japan.
| | 05:22 | I'll choose the Time Zone that has
Tokyo in it, plus nine, and Outlook will let
| | 05:28 | me know my appointment's local time, so
that I don't have to do the math myself.
| | 05:32 | 3 AM, I'll look forward to that.
| | 05:36 | Okay, so, since this is just my own
computer user group, I'm going to go back to
| | 05:40 | Pacific Time and turn off the Time Zone button.
| | 05:44 | Now for Categorize.
| | 05:45 | If I did not choose a category for this
appointment before I first created it,
| | 05:49 | I can click this button, drop-down my list,
and assign the appointment to that group.
| | 05:55 | Last, this Private button will block
anyone, including delegates allowed to
| | 05:59 | share your calendar, from seeing
the details of the appointment.
| | 06:02 | When you're done creating the
appointment, click Save & Close.
| | 06:07 | When I click on the appointment, my
toolbar changes and adds an Appointment tab,
| | 06:11 | so that I can use many of the controls
that we saw in the appointment itself.
| | 06:14 | I'm going to go back to this week.
| | 06:17 | If I need to change an
appointment, it's pretty intuitive.
| | 06:21 | If my phone meeting is pushed back an hour,
all I have to do is drag it to the new time.
| | 06:26 | I can even drag it from day to day.
| | 06:32 | If the appointment length changes,
I can hold my cursor over the bottom edge,
| | 06:36 | get a double-headed arrow, and
drag to make it shorter or longer.
| | 06:42 | If I have to change any other details
about the appointment, just double-click
| | 06:45 | on it to open it, make your
changes, and click Save & Close.
| | 06:51 | To delete an appointment, click on it
and then either press Delete on your
| | 06:54 | keyboard, or use the
Delete button on your toolbar.
| | 06:58 | You can even right-click on it and
choose Delete if you like, and that's
| | 07:03 | all there is to it.
| | 07:04 | Outlook's detailed handling of
appointments gives you complete control over your
| | 07:08 | schedule and makes it easy to
schedule appointments from any view.
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| Creating recurring appointments| 00:01 | If you have an appointment that
repeats on a regular basis, you don't need to
| | 00:04 | schedule them one at a time,
day-by-day and month-by-month.
| | 00:07 | You can set that event as recurring.
| | 00:09 | Let's open up our Mac User Group
meeting from the previous video, and work with
| | 00:14 | the Recurrence button in
the middle of the toolbar.
| | 00:16 | Recurrence allows me to schedule all
the user group meetings all at one time.
| | 00:20 | Click on this blue arrowed button
and a short list of options appears.
| | 00:24 | Once only, Every Wednesday, the 6th day of
Every Month, Every October 6, Every Day.
| | 00:30 | But I want this meeting to occur
on the first Wednesday of the month.
| | 00:34 | So I'll select Custom and
a little window pops up.
| | 00:37 | This window is surprisingly thorough.
| | 00:39 | When I come up to the Repeats, I'll
choose Monthly, and I can now tell it to
| | 00:44 | meet every month by keeping this 1 in this box.
| | 00:47 | Now it will be on the sixth day of the
month, but I can also tell it to meet on
| | 00:52 | the first, second, third,
fourth or last week of the month.
| | 00:56 | I'll change this to First and
then change Day to Wednesday.
| | 01:01 | I can leave it on no end date, in
which case I'll see this appointment on my
| | 01:04 | calendar indefinitely.
| | 01:05 | Now I know that I do want to go to the
meetings for at least the next six months.
| | 01:09 | So I'll change the End date to
After and make this 6 occurrences.
| | 01:14 | If I decide to keep going to the
meetings, I can always come in to edit this
| | 01:17 | appointment and change the
occurrence to a new end time.
| | 01:21 | When I click OK, I have a new line in
the middle of my window, letting me know
| | 01:25 | exactly when this
appointment will repeat on my calendar.
| | 01:28 | If I need to edit it, I can either
click on the Recurrence button again or on
| | 01:31 | these little rolling arrows
at the end of the description.
| | 01:35 | Go ahead and save and close.
| | 01:38 | When I go to the Month View, I can now see
my user group meeting the first Wednesdays.
| | 01:43 | Now I'm going to go back to
this month and to my Work View.
| | 01:49 | Now here is another recurrence scenario.
| | 01:53 | Make a new appointment using the button on
the toolbar, and then enter in Go to the gym.
| | 01:58 | I am going to put this on my
calendar starting this week, even though it
| | 02:05 | starts in the past I want to see it
on my weekly schedule, and I'll book it
| | 02:08 | from 7:00 a.m. to 8:30.
| | 02:11 | Now let's go back under
Recurrence and go back to Custom.
| | 02:17 | Up under Repeats, I have the option of Daily,
Weekly, and Monthly, and I'm going every week.
| | 02:22 | Since I go three times a week,
I'll click on my workout days.
| | 02:25 | Monday is already selected,
Wednesday, and Friday.
| | 02:29 | By putting it on my calendar in this
way, I'll be sure not to book other
| | 02:32 | appointment during these times.
| | 02:35 | I'll save this appointment.
| | 02:37 | Here is that Reminders window
that I was mentioning earlier.
| | 02:40 | When it pops up, you have the option of
snoozing, in which case we'll see a pop
| | 02:44 | again in a moment, or dismissing,
which we'll do the next time.
| | 02:49 | Now, if you want to delete a recurring
appointment, for example, I can't make it
| | 02:53 | to the gym on Friday because of my
meeting with Greg, if I click on it and
| | 02:57 | delete it from my keyboard, it will
delete just that one occurrence and the rest
| | 03:02 | of my series will be untouched.
| | 03:04 | If I want to delete the entire series,
I'll click on the series and then I can
| | 03:09 | either click on Edit Series and use this
Delete button here, or if I come to the
| | 03:16 | Delete button on the toolbar under
Appointment Series, I can choose either this
| | 03:21 | one occurrence or the entire series.
| | 03:24 | But I'm going to leave it on my calendar.
| | 03:27 | The flexible options for recurring
appointments save you from the tedious task
| | 03:31 | of creating multiple sessions one at a time.
| | Collapse this transcript |
| Creating meetings and inviting attendees| 00:01 | Meetings are much like the appointments
we explored in previous videos, but with
| | 00:05 | a twist. You can invite others to attend.
| | 00:07 | And if you're on a corporate Exchange
network you can even see other people's
| | 00:10 | schedules to coordinate at a time,
without having to call everyone repeatedly
| | 00:14 | while you search for a time that works.
| | 00:16 | If you're looking at a contact, you
can use this Meeting button right here.
| | 00:22 | If you're looking at your Calendar,
you have a meeting button in the
| | 00:25 | upper left-hand corner.
| | 00:27 | And no matter where you are, you can
click on the New button and choose Meeting
| | 00:32 | or go up to File, hover over New,
and choose Meeting from there.
| | 00:37 | Pick any one of those
methods and we'll get started.
| | 00:41 | We'll start by adding our attendees.
| | 00:43 | In the To box type in the
people you want to invite.
| | 00:46 | Use the same techniques here that we learned
in the videos for creating new email messages.
| | 00:50 | The names will auto fill
from your contacts list.
| | 00:52 | Now if your company has created resource
accounts, you can enter the name of the
| | 00:57 | meeting room here as well.
| | 00:59 | In other words your IT department can
create an account for a conference room or
| | 01:03 | an InFocus projector, just
like it was a real person.
| | 01:06 | Someone on your staff will be in charge of
accepting or declining on behalf of that resource.
| | 01:10 | And when you'll invite them, it will
essentially create a booking schedule for
| | 01:14 | that conference room.
| | 01:15 | So I'll add Conference Room A to my To list.
| | 01:21 | I'll tab down to my subject line, and
I'll tell them where the location will be.
| | 01:27 | Set the date and time of the meeting
here using the same techniques you learnt
| | 01:30 | in the lesson on creating appointments.
| | 01:37 | Down in this white area enter the
message that you would like to send them.
| | 01:41 | When I'm extending meeting invitations,
I like to specify that they should
| | 01:44 | indicate whether they're
planning to attend or not.
| | 01:46 | Some people overlook the response buttons.
| | 01:49 | And now for the best part, if you work
for a company using Microsoft Exchange
| | 01:52 | Server, you're going to love this.
| | 01:55 | Either click the Scheduling button
up in the toolbar, or the Scheduling
| | 01:59 | Assistant tab right here.
| | 02:02 | All of our attendees are listed.
| | 02:04 | If the contacts are part of your
workplace Exchange Server, you'll be able
| | 02:07 | to scroll along the Calendar and
see when people are Busy, Tentatively
| | 02:10 | booked or Out of the Office.
| | 02:13 | If you have an invitee that's not
part of your network though, no calendar
| | 02:16 | information will be available to
you and this will remain blank.
| | 02:19 | There is a round indicator to the
left of the name, so that you can specify
| | 02:24 | whether that person's attendance is
Required, Optional, or if it's a Resource.
| | 02:30 | I'll go ahead and set this
conference room as a resource.
| | 02:34 | If you forgot someone and need in to
add another name, click the plus sign to
| | 02:38 | the left of Add New and a
context search will appear.
| | 02:42 | Search for the name you want, and then
you can push the button for the Required,
| | 02:46 | Optional or a Resource.
| | 02:48 | Raul, I'll make Optional and
then I'll close the Contacts Search.
| | 02:54 | As people start to respond to the
invitation, these gray dots will become
| | 02:58 | Accepted, Tentative, or Declined.
| | 03:00 | And you can come in here to
change their responses manually.
| | 03:05 | Now let's take a look at the date picker.
If you want to limit the appearance to
| | 03:09 | adjust your work hours, click this checkmark.
| | 03:14 | Here's a bar for the time I prefer
the meeting, with a green line being the
| | 03:17 | start time and the red line being the end time.
| | 03:20 | If the time that I choose is busy for
one of the attendees, I can grab the
| | 03:24 | handle at the top of my meeting and
drag it to the next available slot.
| | 03:28 | In this case I can see that
everybody is available at 2 o'clock.
| | 03:31 | So I'll drag my meeting
here and the times will change.
| | 03:34 | By default, the Request Responses
button in the toolbar is pushed.
| | 03:38 | When your attendees receive the
invitation the email will contain Response buttons.
| | 03:42 | So let's see how this works.
| | 03:44 | I'm going to go ahead and sent my message.
| | 03:47 | In a few minutes our invitees will respond.
| | 03:50 | While we waiting for them to respond let me
show you what their emails might look like.
| | 03:54 | This is not an email from this
exercise, but here I have an earlier invite
| | 03:58 | from Greg where he is asking me to
accept the meeting, give a tentative
| | 04:02 | response, or decline it.
| | 04:05 | When I choose any of those drop-downs
it gives me an option to respond With
| | 04:08 | Comments, Without Comments
or Do Not Send a Response.
| | 04:13 | If I did a Respond With Comments, it could
give me the opportunity to type a message to him.
| | 04:19 | If I did it without comments it
would send the email right off.
| | 04:23 | And If I don't send a response then
they officially never heard from me.
| | 04:27 | Let's wait a few minutes
for our emails to arrive.
| | 04:33 | Here I have two new responses about
meeting from Employee Fun Day. I'll click
| | 04:37 | my drop-down arrow and I can see that
Conference Room A has accepted it, but Greg has not.
| | 04:42 | If I click on his response I can see
that he has declined, and he wants to move
| | 04:47 | the meeting to 3 pm.
| | 04:48 | So let's go ahead and do that.
| | 04:49 | I'll go back to my calendar, go back to
that appointment and open it, and come
| | 04:54 | down to my Scheduling Assistant.
| | 04:56 | I'll wait for it to update, and in
the meantime here is another response
| | 05:01 | from Judith as well.
| | 05:02 | When I want to change the meaning I'll
grab the handle bar and move it over to
| | 05:07 | the next available time, 3 o'clock.
| | 05:10 | My meeting time changes
here and I'll send the update.
| | 05:14 | All of my attendees will receive this
update and when they accept it, it will
| | 05:18 | change the appointment on their own calendars.
| | 05:21 | By scheduling meetings using
Outlook you can find a time that works for
| | 05:25 | everybody with ease and keep
track of RSVPs automatically.
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| Adding holidays| 00:01 | If you would like national or religious
holidays to appear on your calendar,
| | 00:04 | you don't need to enter them yourself.
| | 00:05 | Outlook can add them for you.
| | 00:07 | To import holidays, go to the Tools
Ribbon and click the Import button.
| | 00:12 | Choose the last option, Holidays,
and then click on the arrow in the
| | 00:17 | bottom-right corner of the window.
| | 00:21 | A list of countries will appear.
| | 00:23 | As you scroll down, you'll notice
national holidays and religious holidays.
| | 00:27 | Put a checkmark in front of any
countries whose holidays you would like to
| | 00:31 | appear in your Outlook.
| | 00:33 | One warning though. Only import the
holidays that are truly relevant for you.
| | 00:36 | If you choose many countries in order
to be worldly, you'll find your days are
| | 00:40 | full with few of the
appointments being your own.
| | 00:42 | So, I'll choose United States and when
I click on the next arrow, my holidays
| | 00:48 | will be added to my calendar.
| | 00:50 | I'll click OK here and
Finish. Here is Labor Day.
| | 00:56 | If I decide that I no longer want to see the
holidays on my calendar, I have two choices.
| | 01:00 | If it's temporary, I can just uncheck
the category in the navigation pane.
| | 01:06 | When I recheck it, the holidays come back.
| | 01:08 | But if I do want to remove my holidays
entirely, it's not straightforward.
| | 01:12 | I need to click in the search box in
the upper right and then on the Advanced
| | 01:16 | button, click on the drop-down where it
says Item Contains and change this to Category.
| | 01:23 | And the category that I want
is Holiday - United States.
| | 01:28 | I'll click on the first one and then
either use Command+A on my keyboard or go
| | 01:32 | up to the Edit menu and choose Select All.
| | 01:36 | Then delete the items.
| | 01:39 | It will say, are you sure you want
to permanently delete these items? and
| | 01:42 | And I'll go ahead and do it.
| | 01:45 | After the items are gone, I can
go back to Search and close it.
| | 01:50 | You can then delete these Holiday
categories from the Categories list.
| | 01:54 | We couldn't do this first because the
category would've disappeared, but all the
| | 01:58 | holidays would've remained.
| | 02:01 | If I want to remove the Categories
from my navigation pane, I need to go the
| | 02:04 | Organize Ribbon, click on Categories, and
click on the Holidays to delete those as well.
| | 02:14 | Then I'll close my Categories pane.
| | 02:17 | In the end, taking the time to add your
national holidays to your calendar will
| | 02:20 | help you with scheduling your events
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| Printing your calendar| 00:00 | Once you've begun to use Outlook, you
really can kiss your day planner goodbye.
| | 00:04 | You can print out your calendar in a
wide variety of formats so that you
| | 00:07 | can take it with you.
| | 00:09 | To print out your calendar, go up
to the File menu and choose Print.
| | 00:13 | If your Print window doesn't have
any detail, click on this little blue
| | 00:16 | drop-down arrow and you have lots of choices.
| | 00:20 | First, what are you going to print?
All your events in the selected calendar or
| | 00:24 | only events from selected categories
if you've pre-selected them on the left?
| | 00:29 | I'll go back to All.
| | 00:30 | You've got several styles.
| | 00:32 | A daily sheet, your work week,
a full Week or the month.
| | 00:41 | I'll go back to Work Week.
| | 00:43 | Then you can choose your start date.
| | 00:45 | I don't want to print out the whole month, so
I am going to change this to just this week.
| | 00:50 | You can also specify your
starting hours and your ending hours.
| | 00:54 | Very useful is including
your tasks and flagged items.
| | 00:58 | You can choose exactly which ones and
those show up here on the right-hand side.
| | 01:03 | Then you have Page options.
| | 01:04 | You can toggle on and off the page
numbers in the lower right-hand corner, and
| | 01:09 | if you have a color printer, turn off
Black and white and you'll be able to see
| | 01:12 | your calendar according to
your color-coded categories.
| | 01:16 | When you're ready, click Print.
| | 01:20 | Now, you've got paper copies
in a variety of useful formats.
| | 01:23 | If you write in changes while you're
away from your computer, it's not hard
| | 01:26 | to make those changes once you get back,
and print out fresh copies as needed.
| | 01:30 | Outlook's well-designed calendars make it
possible for you to have the best of both worlds:
| | 01:34 | an organized color-coded schedule
and the paper copy you know and love.
| | Collapse this transcript |
|
|
8. Working with TasksCreating new tasks and completing them| 00:00 | In addition to managing your email,
calendar and contacts, Outlook also has the
| | 00:04 | ability to manage your to-do list as well.
| | 00:07 | Outlook's tasks are found by clicking in
the lower-left corner on the word Tasks.
| | 00:10 | You can also get here by going up
to the View menu, highlighting Go To,
| | 00:14 | and choosing Tasks.
| | 00:16 | You can get here from anywhere in
Outlook by pressing Command+4 on your keyboard.
| | 00:20 | To create a new task, click on the
Task button in the upper-left corner.
| | 00:24 | A little window will open.
| | 00:26 | You can also create task by
clicking on the New button from anywhere in
| | 00:29 | Outlook and choosing Task.
| | 00:31 | Type-in the task name here.
I'll put-in Pay mortgage.
| | 00:35 | If it has a specific due date, click where
it says No Date and a calendar will appear.
| | 00:41 | enter the date by when you
need to complete this activity.
| | 00:43 | I'll put-in the following month on the 4th.
| | 00:46 | If you need to track when you began the
work, you would enter in a start date.
| | 00:50 | Otherwise, you can leave it blank.
| | 00:52 | If you like a reminder about it, click
where it says None and choose a date and time.
| | 00:56 | Outlook will pop-up a little yellow
reminder in the bottom-right corner when it's time.
| | 01:01 | I'll tell it to remind me on
the first day of the month.
| | 01:03 | If you have any notes you'd like to associate
with the task, enter them here at the bottom.
| | 01:09 | If the task was recurring, you can specify
how often it should renew itself on the list.
| | 01:13 | We went over this in detail
in the chapter about calendars.
| | 01:17 | I'll go to Custom, change it to repeat
monthly, and have it re-add to my task
| | 01:22 | list on the first day of
the month, and click OK.
| | 01:25 | If I need to change that Recurrence, I
can do it by clicking on the Recurrence
| | 01:29 | arrow up here or on these
little rolling arrows down here.
| | 01:32 | If I want to assign this task to a category,
I can do that using this button in the toolbar.
| | 01:37 | I can pick it off of this list.
| | 01:39 | I can also assign a category by picking up the
task and dropping it on that task in the list.
| | 01:44 | If I want a task to have its
own flag, I can do that here.
| | 01:47 | We'll talk about flags in a future video,
and if the task is highly important,
| | 01:51 | I'll add this exclamation point and if
it's not at all important, I'll use this
| | 01:54 | down-arrow to make it less of a priority.
| | 01:57 | When I'm done, I'll click Save &
Close and it will appear on my list.
| | 02:01 | When I finish the task and I am ready
to mark it off of the list, I can either
| | 02:05 | click the box to its left or on the
Mark Complete button on the toolbar.
| | 02:09 | The item will briefly get a
checkmark, then disappear off the list.
| | 02:13 | Emails, calendar items, and even contacts
can also be turned into task list items.
| | 02:17 | That technique is called flagging and is
covered in detail in a later video in this course.
| | 02:22 | Creating new tasks is so easy, but
you should use them for everything from
| | 02:25 | shopping lists to managing your employees.
| | Collapse this transcript |
| Managing your tasks| 00:00 | Outlook's task management tools are
almost as robust as its email tools.
| | 00:04 | You can display just the task you want
to see, in any order you want to see them.
| | 00:08 | Outlook defaults whether your tasks are
in a list like this, with the contents
| | 00:11 | in a pane on the right, but you can change that.
| | 00:13 | Go to the View menu and highlight Reading
pane, where you can select Below and Hidden.
| | 00:18 | You can also do that from the Organize
Ribbon by clicking on the Reading pane button.
| | 00:22 | Try having the contents below the window.
| | 00:25 | When you use Below, the task list gives
you additional column headers, including
| | 00:29 | Folder, so you know where
the original item is stored.
| | 00:33 | If they're hidden, you would double-
click on the task to open it in a new window.
| | 00:37 | I'll go ahead and close that window.
| | 00:39 | To unhide your tasks, you can either
drag this little dot down to the bottom or
| | 00:44 | go back to the Reading pane.
| | 00:45 | And I'll make it back to Right.
| | 00:47 | For most people, Right is the most
practical, if your list is long, because you
| | 00:51 | can see all your tasks at once.
| | 00:53 | At the top of the list of tasks,
there's a relative column headers.
| | 00:56 | The first box is a check box
for when you finish the task.
| | 01:00 | The second column with the eye at the top
gives you information on what kind of task it is.
| | 01:04 | If it's a standard task,
it will have a little clipboard.
| | 01:07 | If the task was created by flagging
an email message from follow-up, you'll
| | 01:10 | see a little envelope.
| | 01:11 | If it's a contact that you flagged,
you'll see a little contact card.
| | 01:15 | The third column header says Title.
| | 01:17 | That's the name of the task.
| | 01:18 | Date due shows you any
due date that's you assigned.
| | 01:21 | If you just added the task but didn't
specify by when you need to finish,
| | 01:24 | it will say No Due Date.
| | 01:26 | The exclamation point indicates whether
you set a high or low priority for the task.
| | 01:30 | All of these headers allow you to click on
them, to sort them ascending or descending.
| | 01:36 | If you go up to the View menu and hold
your cursor over Columns, you can add
| | 01:40 | additional columns to the List View.
| | 01:42 | The ones with the checkmarks
are the ones you can see now.
| | 01:44 | To add a column to task list,
click on it to add a checkmark.
| | 01:48 | I'll add Categories.
| | 01:50 | You can also see that list by
right-clicking on your headers.
| | 01:53 | To turn a column off, click that item
again and the checkmark will disappear.
| | 01:58 | If you add several columns to your list
your list and you want to give it more room,
| | 02:01 | hold your cursor carefully over the line,
between the list and the details until
| | 02:04 | you get the double-headed arrow,
then drag it to the size that you want.
| | 02:08 | You can resize the headers by
carefully holding your cursor over the line
| | 02:11 | between them and dragging
in exactly the same way.
| | 02:15 | I'll make the Title bigger
and the Category smaller.
| | 02:18 | You can even drag the headers around
to reorder them. For example, I can live
| | 02:21 | the Category column to the second spot
by picking up the header and dropping it
| | 02:25 | after the completion checkmarks.
| | 02:27 | Even if the column is not displayed, I can
still use it to arrange the order of my tasks.
| | 02:31 | On the Organize Ribbon, click on
Arranged By and choose any practical method
| | 02:36 | of sorting your list.
| | 02:37 | I'll choose Categories.
| | 02:39 | If you've made a lot of changes to
your Task View and its sort order, you can
| | 02:42 | set it back to the defaults by
selecting from the Arrange By menu > Restore it to
| | 02:46 | Defaults at the bottom of the list.
| | 02:49 | If you like all your modifications,
you can set Outlooks' default to your
| | 02:52 | current view, by choosing the next
option, Make This the Default View.
| | 02:56 | You can specify which types of action
items appear on your task lists with
| | 03:00 | these three checkboxes.
| | 03:02 | If you uncheck Flagged Items, you'll
see a list purely consisting of tasks.
| | 03:06 | If you turn the box on, you'll also
see all the emails, contacts, and calendar
| | 03:10 | items that you marked
with the flag for follow-up.
| | 03:12 | We'll explore flagging in
detail in a later video.
| | 03:15 | Overdue will display any tasks or
flags that had a due date assigned.
| | 03:19 | If you missed your deadline, the item
will turn red here and it will tell you
| | 03:22 | how many days overdue it is.
| | 03:24 | If you check Completed, all the
tasks you've finished and checked off
| | 03:27 | already will be displayed.
| | 03:28 | Now, let's go back to the Home Ribbon.
| | 03:31 | Those three checkboxes are
also here on the right side.
| | 03:34 | To their left is a button for
Filters, which works in a similar way.
| | 03:38 | I can have it just show me my High
priority tasks and even add a second filter
| | 03:42 | for just the ones that are Overdue/
Because filters are cumulative,
| | 03:46 | When I want them to go away, I'll click on
Filters again, and tell it to Clear All Filters.
| | 03:50 | I am going to turn off my Completed items.
| | 03:54 | Task is one of the areas where diligent
use of your categories comes in handy.
| | 03:57 | You can turn on and off the
checkmarks in front of the categories in the
| | 04:00 | navigation pane to see just the
projects you want to see, and focus on what you
| | 04:04 | really need to get done right this moment.
| | 04:06 | For example, I can turn off all my Family
and Personal items and just see my work items.
| | 04:11 | If you are using your tasks list as your
main workflow management, you can create
| | 04:15 | new email messages while you're looking
at your to-do list by clicking on this
| | 04:19 | Email button up here.
| | 04:21 | If an item on your task list is an
email that you flagged for follow-up,
| | 04:25 | you don't even need to leave the task view
to respond, you can reply to or forward
| | 04:30 | the flagged email right here from the Ribbon.
| | 04:33 | The wide variety of viewing options will
allow you to manage your to-do list, so
| | 04:36 | you always know what's ahead
and when you need to do it.
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|
|
9. Working with NotesCreating new notes| 00:00 | Have you ever wanted a place to jot
down things that you didn't want to forget?
| | 00:04 | A joke, a password, a quotation?
| | 00:06 | Outlook Notes can act as a repository
for all these little snippets and can even
| | 00:10 | include HTML Web content and images.
| | 00:13 | Outlook notes are found by going to the
lower left corner up to the word Notes.
| | 00:17 | You can also get here by going up to
the View menu, highlighting Go To, and
| | 00:21 | coming across to Notes.
| | 00:23 | To create a new note, click on the Note
button in the upper left-hand corner of
| | 00:26 | the toolbar. A little window will open.
| | 00:28 | You can also create new notes by
clicking on the New button from anywhere in
| | 00:32 | Outlook and choosing Note.
| | 00:36 | Type in the note title here.
I'll enter Outlook techniques.
| | 00:42 | To get down into the note, I can
either click in the white area or press the
| | 00:45 | Tab key on my keyboard.
| | 00:47 | Now I'll write the note.
| | 00:48 | I have the same editing tools here in notes
that I do when I format the text of an email.
| | 00:54 | I highlight my text, and at the top
of the screen, I have a Format menu.
| | 01:02 | I can change the font, the style, size,
the color or even give it a highlight,
| | 01:17 | if I wish, which acts as shading.
| | 01:20 | Backup on the Format menu, I also have
the option for numbered lists and bulleted
| | 01:25 | lists within the not.
| | 01:26 | If I want to add a Hyperlink, I can do that too.
| | 01:30 | I will go back up to the Format menu,
and go down to the bottom to Hyperlink.
| | 01:34 | I will put URL or Web address in the
first box, and in the next box, I will type
| | 01:40 | in the text that I want to
show and I will click OK.
| | 01:46 | When I click on it, it would
open up in a Safari window.
| | 01:50 | When I am done creating my note,
I will click the X in the upper left-hand
| | 01:52 | corner, tell it to Save, and
my note will appear in my list.
| | 01:58 | If I want to do further editing, it's
actually easier here than in the note itself.
| | 02:03 | If I highlight text in the Viewing pane,
I now have the same standard editing
| | 02:07 | buttons from Word and the rest
of the Microsoft Office Suite.
| | 02:11 | Fonts and Sizes, Bold, Italic,
Underline, Colors, Bullets and Numbering,
| | 02:16 | Justification and Indents.
| | 02:18 | Now let's create another new note,
and I'll show you a few more techniques.
| | 02:23 | I'll call this one nature
photos and I'll save it.
| | 02:27 | I will click on it.
| | 02:32 | Now, if I have pictures in my iPhoto or
Aperture Libraries, they are easy to add.
| | 02:36 | I will click in the text area of my note,
and I will go up to Picture button and
| | 02:40 | choose Photo Browser.
The Media Browser window appears.
| | 02:44 | It has three tabs for Photos, Audio
and Movies but the only thing you can
| | 02:48 | actually put in a note is a photo.
| | 02:51 | You have three possible sources for
your photos: Aperture if you are using it,
| | 02:54 | iPhoto and Photo Booth.
| | 02:57 | If necessary, click on the disclosure
triangle next iPhoto and then you have
| | 03:01 | access to all of your events and
any albums that you've created.
| | 03:04 | There is a slider at the bottom to
enlarge or reduce the size of your thumbnails.
| | 03:08 | If you've been good about naming
your photos, entering in descriptions or
| | 03:12 | assigning keywords, you can use this
search box to find exactly the shot
| | 03:16 | that you're looking for.
| | 03:17 | Find the picture you want
and drag it into your note.
| | 03:22 | Then close the Media Browser.
| | 03:25 | I'll hit Return to get to a new line
and now if I want to add a photo
| | 03:28 | that's not in my iPhoto Library, go back up to
the Picture button and choose Picture from File.
| | 03:36 | Navigate to the picture that you
want, click on it, and click Open.
| | 03:41 | If you change your mind, click before
or after your picture and delete it just
| | 03:45 | like you would anything else in your
note by hitting Backspace or Delete.
| | 03:48 | Now, let's make one more note.
| | 03:51 | Here's another trick. Because notes
understand HTML, you can also save entire
| | 03:55 | web pages as a note. Here's how!
| | 03:58 | Go over to Safari and
find the page that you want.
| | 04:00 | You can save the entire page by
clicking somewhere on the page that's not a link,
| | 04:04 | like the background, and then
either use Command+A on your keyboard to
| | 04:08 | Select All, or head up to the
Edit menu and choose Select All.
| | 04:13 | If you don't want the whole page, you
can just highlight part of the page that
| | 04:16 | you want and copy just that.
| | 04:18 | I'll go up to Edit menu and choose Copy.
Back over to my Outlook, I will click
| | 04:23 | in the body of the message,
and Command+V to paste.
| | 04:27 | There's my entire webpage,
and I will title my note.
| | 04:34 | Then I will save my note. Voila!
| | 04:37 | A copy of my website to save for future use.
| | 04:41 | Because you can save anything and
format it nicely, notes is a practical
| | 04:44 | repository for reference material,
text snippets and anything you don't want to forget.
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| Managing your notes| 00:01 | Outlook's Notes management uses the
same tools as those in the email and test
| | 00:04 | modules, you can display just the notes you
want to see in any order you want to see them.
| | 00:08 | Outlook defaults with your notes in a
list like this, with the contents in a
| | 00:12 | pane to the right, but you can change that.
| | 00:14 | Go to the View menu. Highlight
Reading pane where you can select Below or
| | 00:18 | Hidden. I will try Below.
| | 00:21 | You can also change the view from the
Organize Ribbon by using the Reading pane button.
| | 00:26 | When you have it set as Below, you
have an additional set of column headers
| | 00:30 | including categories, so you
can group your notes together.
| | 00:33 | If you set it to Hidden, you'd double-
click on a Note to open it in a new window.
| | 00:38 | To unhide messages, you can click on
this tiny little dot down at the bottom of
| | 00:43 | the window, and drag it up
to the size that you want.
| | 00:45 | I am going to set this back to the
default by clicking on Reading pane and
| | 00:49 | changing it back to Right.
| | 00:51 | At the top of the list of notes,
there's a row of column headers.
| | 00:54 | The first column visually
helps you identify these as notes.
| | 00:58 | The next column header says Note.
| | 01:00 | That's the name of note.
| | 01:01 | Date Modified, shows you the date
that you added or last edited that note.
| | 01:06 | Both of these headers allow you to
click on them to sort them ascending or
| | 01:09 | descending by name or by date.
| | 01:12 | If you go up to the View menu and then
hold your mouse over Columns, you can see
| | 01:16 | your columns with checkmarks in front of them.
| | 01:19 | To add a column to your notes list,
click on it to add the checkmark.
| | 01:22 | I will add Categories.
| | 01:24 | You can also get to that list by right-
clicking on your headers, and if you want to
| | 01:28 | turn off a header, you can
click on it again to uncheck it.
| | 01:32 | If you add several columns to the list,
you might want to give it more room.
| | 01:35 | hold your cursor carefully over the line
between the list and the details, until
| | 01:38 | you get the double-headed arrow
then drag it to the size that you want.
| | 01:41 | You can resize your headers by
carefully holding the mouse between them and
| | 01:45 | dragging in exactly the same way.
| | 01:46 | I'll make the note name a little smaller.
| | 01:49 | You can also drag the
Headers around to reorder them.
| | 01:51 | For example, I can move the Date
Modified column to the second spot by picking
| | 01:55 | up the header and
dropping it after the Notes icon.
| | 01:58 | Even if the column is not displayed, I can
still use it to arrange the order of my tasks.
| | 02:02 | On the Organize Ribbon, I can click
on the Arrange By button and choose any
| | 02:06 | practical method of sorting my list.
| | 02:08 | For example, I can choose Categories.
| | 02:11 | If you've made a lot of changes to
your notes and its sort order, you can set
| | 02:15 | back to the defaults by going back to
the Arrange By menu, and selecting Restore
| | 02:19 | to Defaults at the bottom of
Arrange By list and if you like all your
| | 02:22 | modifications, you can set Outlook's
default to current view, by choosing the
| | 02:26 | next option, Make This the Default View.
| | 02:28 | I will restore this to the defaults.
| | 02:32 | If you want to make an email based on
a note, select it in the main list, go
| | 02:36 | back to the Home Ribbon, then click on
the email button, the Note Title will
| | 02:41 | become the subject line and the
contents will appear in the message area.
| | 02:45 | I can address it, make any
modifications that I want, and send it on its way.
| | 02:51 | You can also forward a note via email.
| | 02:54 | That way it arrives as an
HTML formatted attachment.
| | 02:57 | Essentially a stand-alone
web page that anyone can read and save.
| | 03:01 | One drawback to this though is that HTML
formatted attachments may get caught in spam filters.
| | 03:05 | So you can't guarantee that the
recipient will ever actually see the message.
| | 03:09 | I am going to close this one.
| | 03:11 | Notes also takes advantage of your
category management system. To assign a note
| | 03:15 | to a category, you can click on it,
and go up to Categorize button, and
| | 03:20 | highlight the appropriate category.
| | 03:22 | You can also simply pick it up and
drop it on the category that you want.
| | 03:26 | Once that's done, you can turn on
and off the checkmarks in front of the
| | 03:29 | categories in the Navigation pane to
see just the notes that you want to see,
| | 03:33 | so you can find what you
are looking for very quickly.
| | 03:36 | The wide variety of viewing options
will allow you to manage your notes so
| | 03:39 | that you can always find that little
piece of information you squirreled away
| | 03:42 | for future use.
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| Printing notes| 00:01 | Once you've begun to save a number of
notes, you might find it handy to print
| | 00:04 | them out for easy reference.
| | 00:05 | To print out your notes, go up to the
File menu and choose Print at the bottom.
| | 00:11 | If your Print window has no options,
click on this little blue drop-down arrow,
| | 00:15 | and you can see all your choices.
| | 00:17 | First, you have an option to print
either all your notes, or just the note
| | 00:21 | that you clicked on.
| | 00:22 | I'll choose all my notes.
| | 00:24 | You can print the pictures in your notes or not.
| | 00:28 | If your note has background colors,
you can select to print those or not.
| | 00:32 | This checkmark will remove the Date and
Time printed from the upper right-hand
| | 00:35 | corner and you can also remove
your page numbers in the lower right.
| | 00:40 | Here, I can scroll through,
and see all of my pages.
| | 00:43 | Once I've set those choices, I'll come
down to the Print button and click Print.
| | 00:48 | Being able to print your notes either
individually or as one long list makes
| | 00:52 | them just that much more useful.
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|
|
10. Getting OrganizedUsing categories| 00:01 | Categorizing your email messages,
contacts, calendar items, tasks and notes
| | 00:05 | allows you to use keywords to group
your items by topic, person, project or any
| | 00:09 | system useful to you.
| | 00:11 | In the video on setting up categories
at the beginning of this course, you
| | 00:14 | learned how to create a list of functional
classifications for all your Outlook items.
| | 00:19 | It's a good idea to set up your
categories when you first start using Outlook,
| | 00:22 | so that you can gather similar
items together naturally as you work.
| | 00:27 | If you want to make new categories on
the fly without going to the Categories
| | 00:30 | Preference panel, click on the
Categorize button in most of the toolbars.
| | 00:35 | Click Add New and you'll
be asked to type the name.
| | 00:39 | Drop down this color block and choose
your favorite color, and then click OK.
| | 00:46 | That email will now take on that color.
| | 00:49 | In that first setting up categories
video, we created a category for the
| | 00:52 | event we're working on. Employee Fun Day!
| | 00:55 | So let's assign a
collection of Outlook items to it.
| | 00:57 | Let's start with email by clicking on
the E-Mail button in the lower-left corner
| | 01:01 | of the screen if necessary.
| | 01:03 | Then select the first
message you want to include.
| | 01:07 | Go up to the Home Ribbon and choose
Categorize. Choose Fun Day from the list.
| | 01:14 | You'll now see a brown oval in the
upper-right corner of the message and the
| | 01:19 | message itself will turn brown.
| | 01:21 | Any additional messages you receive in
this conversation will also adopt that color.
| | 01:26 | You can also mark a message as
category by clicking on it and going up to the
| | 01:31 | Message menu at the top of your screen,
highlight Categorize, and select the one that you want.
| | 01:37 | The third way is by right-
clicking on it, choosing Categorize, and
| | 01:42 | selecting that category.
| | 01:45 | You can apply multiple categories to
your messages by using the same technique.
| | 01:50 | All assigned categories will
have checkmarks in front of them.
| | 01:55 | And last, you can assign categories to
Calendar items or Contacts, by dragging
| | 02:01 | the item from the screen and dropping
it on the Contact in the Navigation pane.
| | 02:06 | Notice how it turned brown.
| | 02:08 | Now, let's take a look at
Contacts and categories.
| | 02:10 | I'll click on the Contact button
down here, I'll click on Greg, go up to
| | 02:15 | Categorize, and assign to
him to the Fun Day event.
| | 02:19 | Once I've assigned a category to a
contact, any email messages from that contact
| | 02:24 | will also be included with that category.
| | 02:26 | So if we get any future messages from
Greg, they'll be automatically turned
| | 02:30 | brown and associated with this contact.
| | 02:33 | Now, the beautiful thing about taking
the time to assign categories is that they
| | 02:37 | allow you to view just
the content you want to see.
| | 02:39 | We'll go back to E-Mail, and then on
the Home Ribbon go over to the right to
| | 02:45 | Filters, drop it down, and I can
choose Category and Fun Day off of the list.
| | 02:52 | Now, I'm only looking at emails from Fun Day.
| | 02:57 | I'll go back up to Filters and clear it.
| | 03:01 | When I'm in Calendar, or Contacts, or Notes,
the Navigation pane becomes the category list.
| | 03:07 | Let's take a look at our Calendar.
| | 03:09 | To focus in on just the meetings in one
category, turn off the checkmark at the
| | 03:14 | top of the Navigation pane
list and all will disappear.
| | 03:17 | When we then turn on Fun Day, and
any additional ones that I want, we can
| | 03:23 | focus on just the topic at hand without
getting distracted by everything else we have to do.
| | 03:28 | I'll go ahead and I'll turn them all back on.
| | 03:30 | Now, we can also search by category as well.
| | 03:34 | Initiate the search by going up to
the oval in the upper right-hand corner.
| | 03:38 | The Ribbon will turn into Search Tools.
| | 03:42 | Now, because we're going to use our
Fun Day category to look for all of the
| | 03:46 | items in our Outlook related to the
campaign, click on the All Items button.
| | 03:51 | Go back up to the oval
and type the category name.
| | 03:54 | Notice that as I type, it brings up a
list of all kinds of things I might search for,
| | 03:59 | but the bottom one is category.
| | 04:01 | So I'll click on it.
| | 04:03 | Now, I'm officially searching through my
entire Outlook for all its associated items.
| | 04:08 | Notice that they're all brown.
| | 04:10 | the color assigned to Fun Day.
| | 04:11 | In the list that appears, the i
column shows you what type of item it is.
| | 04:16 | This Clipboard is a task.
| | 04:18 | These are calendar items, these are contacts,
and the envelope indicates that it's email.
| | 04:24 | I can use these column headers to
arrange the list by item type, by name, or
| | 04:29 | by date, and when I click on them, they'll
sort themselves ascending and descending.
| | 04:35 | I can also add additional columns.
| | 04:37 | Right-click on one of the headers.
| | 04:39 | I find Person and Folder particularly
helpful when I'm looking at these search results.
| | 04:46 | So I can see who sent an email
message or where that item is stored.
| | 04:50 | Don't forget that if you run out of room,
you can hold your cursor over the edge
| | 04:54 | between the list, and the details
area, click, and drag to widen it.
| | 04:58 | When you're done working in this view,
you can close the search or, if you
| | 05:04 | want to save it to come back to it later,
I can click on the Save button right
| | 05:08 | here in the toolbar.
| | 05:10 | When I click on the saved search, look
around the bottom-left in the Navigation pane.
| | 05:15 | I'll see a new Smart Folder labeled
Untitled, and I'll change that to Fun
| | 05:19 | Day and press Return.
| | 05:21 | Now, I can come back to these
search results with a single click.
| | 05:26 | Note though that this Smart Album only lives
in the view that I was in when I created it.
| | 05:31 | In other words, even though this
category search contains emails, tasks,
| | 05:36 | calendar items, and contacts, the Smart
Folder itself is only in Calendar View.
| | 05:43 | If instead I was looking at my E-Mail
when I created the Smart Folder, that
| | 05:47 | Smart Folder would be at the
bottom of my email messages.
| | 05:50 | So let's not forget that it's under my Calendar.
| | 05:53 | Now, the best part of the
Smart Folder is that it's dynamic.
| | 05:57 | All new emails, tasks, and the like
will get added automatically when I assign
| | 06:01 | them to the category Fun Day.
| | 06:04 | As you can see, diligent use of
categories will help you filter out all
| | 06:08 | your other distractions, so that you
can stay focused on just one project
| | 06:11 | or one topic at a time.
| | Collapse this transcript |
| Flagging items| 00:00 | Flagging your email messages, contacts, or
tasks is a way to identify them for future action.
| | 00:05 | Once you flag them, it's easy to find
them again exactly when you need them.
| | 00:09 | Let's start with flagging email messages.
| | 00:12 | To flag a message for follow-up, click
on it and then go up to the Home Ribbon
| | 00:16 | and click on the Flag button.
| | 00:18 | In the message list, a flag is
added to the right side of the message.
| | 00:22 | In the message viewer, a gray bar now
stretches across the top that reads
| | 00:26 | "This message is flagged for follow up."
| | 00:28 | The Start and end dates are
both today, at midnight by default.
| | 00:32 | It's essentially, quote unquote, just a flag.
| | 00:35 | You can also flag messages
for follow-up on specific dates.
| | 00:38 | I'll click on Lunch orders
and I'll come up for this flag.
| | 00:42 | I can flag it for Today, Tomorrow, This Week,
Next Week, No Due Date, or Custom Date.
| | 00:48 | If you'd like your flag to serve as a
reminder to take action on a particular
| | 00:52 | date or time, choose Add Reminder.
| | 00:54 | Here you can set the start date, a due
date and the date and time to receive a
| | 00:59 | reminder about the item.
| | 01:00 | Let's set this to remind us in a few minutes
so that you can see what's going to happen.
| | 01:04 | I'll click OK.
| | 01:06 | Here's what the Reminder window looks like.
| | 01:08 | I get a little yellow window
and it has a Snooze button.
| | 01:12 | So if I wanted to remind me again
after a certain length of time, I can
| | 01:16 | pick that off the list.
| | 01:18 | If I'm done with it, I can dismiss it.
| | 01:21 | You can gather all your flagged items together.
| | 01:24 | Down here at the bottom of my email list,
I have a Smart Folder for Flagged Mail.
| | 01:29 | If all you see are Smart Folders, there
is a little triangle right here that you
| | 01:33 | can open and collapse.
| | 01:39 | While I'm on my Flagged Mail,
I can see the items that I have flagged.
| | 01:44 | When you're done with an item, you can
either come back up to the Flag button,
| | 01:48 | drop it down, and mark it as complete,
or you can clear the flag altogether.
| | 01:54 | You can also mark the flag complete by
clicking right on it in the message list.
| | 01:58 | It will turn into a green check mark
| | 02:00 | then disappear off your list.
| | 02:02 | You can also use flagging to mark
Contacts, Tasks, and Notes for follow-up.
| | 02:07 | Let's go to Contacts.
| | 02:09 | Let's say I want to pull a handful of
my contacts together, assign them to a
| | 02:12 | category, and invite them
to a meeting all at once.
| | 02:15 | Instead of laboring one person at a time,
I can go through my list and mark each
| | 02:19 | contact with a flag.
| | 02:27 | When I'm done, I'll go to the bottom
of my Navigation pane, look in my Smart
| | 02:31 | Folders, and click on
Flagged Contacts. There they are.
| | 02:35 | I'll click on one and then select
all, either by typing Command+A on my
| | 02:39 | keyboard, or I'll go up to my
Edit menu and choose Select All.
| | 02:44 | Then I can drag all my
contacts and drop them on a category.
| | 02:48 | Another possibility would be to click
on this Meeting button in the toolbar and
| | 02:52 | invite them all to a meeting at once.
| | 03:03 | When I'm done, make sure
they're all still highlighted.
| | 03:06 | Then click on the Flag drop-
down and choose Clear Flag.
| | 03:09 | All the items will
disappear but they're not gone.
| | 03:12 | It's just that I'm clicked on Flagged
Contacts and they're no longer flagged.
| | 03:16 | Everybody is still in their original location.
| | 03:19 | My favorite part of flagging emails
or contacts for follow-up is this.
| | 03:23 | When I go down to my Tasks list,
all of my flagged items appear.
| | 03:28 | Here are three emails that I have flagged.
| | 03:30 | This allows me to truly
use my tasks as a to-do list.
| | 03:33 | Everything I need to take action on
is now gathered here into one place.
| | 03:37 | If your flagged emails are not
showing in the tasks, come over here to the
| | 03:41 | toolbar and make sure that
you have on Flagged Items.
| | 03:46 | If I see an email, I can
reply to it right from this view.
| | 03:49 | I'll click on the Reply button and it
will be automatically addressed with the
| | 03:53 | subject line, the message, and
I'll put in my response and send it.
| | 03:59 | Once I checked off the box to say
that the task is complete, the flag is
| | 04:03 | automatically cleared as
well, saving me a few clicks.
| | 04:07 | Flagging is one of my favorite tools to
mark which of my Outlook items need me
| | 04:10 | to take action, allowing me to
gather them all into one place.
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| Searching and smart folders| 00:00 | As time goes on, no matter how good the
organizational system you set up, there
| | 00:04 | will be times when it's simply easier to
use the search tools than it will be to
| | 00:07 | scan through your emails, calendars, or notes.
| | 00:10 | To search through your email messages,
simply click on the Search oval, at the
| | 00:15 | top-right of your Outlook
Ribbon. A Search Ribbon appears.
| | 00:18 | You can now look through just the
folder you clicked on, or if it has
| | 00:21 | subfolders you can scan through those as well.
| | 00:24 | You can opt just to look through your
email messages or by clicking on All Items,
| | 00:28 | you can also view your calendar
items, contacts, tasks, and notes too.
| | 00:32 | Though note that if I choose this
option, I'll have to use the Advanced Search
| | 00:36 | tools, which we'll look at in a few minutes.
| | 00:38 | But let's start with the simple search.
| | 00:41 | I want to see all my email
messages from my supervisor Judith.
| | 00:45 | So I'll come up to the
oval and I'll type Judith.
| | 00:48 | It drops down some options for me:
from, to, the subject, received, or category.
| | 00:55 | I want to click on name.
| | 00:57 | So I'll click on from and now I
can see all my emails from Judith.
| | 01:01 | When I'm done, I can click the X on
the far right of the oval and all the
| | 01:05 | criteria will disappear.
| | 01:06 | Now, let's try a more complex search.
| | 01:09 | This time, we'll look for a message
from Judith that has an attachment and I
| | 01:12 | know I received it within the last two weeks.
| | 01:14 | This time, I'll click on From and
it's going to open up the Advanced Tools.
| | 01:20 | From, Contains, judith.
| | 01:24 | And now I have a list of all the
emails that I have received from Judith.
| | 01:27 | Next, I'll click on Attachment and I
can specify just that it has an attachment
| | 01:32 | or even approximately
how big that attachment is.
| | 01:36 | Now I can see the one email I have from
her with the file that I'm looking for.
| | 01:40 | I have many different options as well.
| | 01:43 | I can search by the subject line of my
message, who I sent it to, when it was
| | 01:48 | received, the date that it was sent,
the importance, whether it was read or not,
| | 01:54 | Flagged, and Category.
| | 01:56 | Now as I'm working, if I ever want to
remove an option, I can click this minus
| | 02:01 | sign and it disappears.
| | 02:04 | I can also click the plus sign to
add new search terms right from here.
| | 02:08 | Look at all these different choices that I have.
| | 02:12 | I'll go ahead and I'll
take off the second criteria.
| | 02:14 | Now, after I've set my choices, if I could
possibly use the search again in the future,
| | 02:19 | I'll click the Save button on the
right-side of the toolbar and my search
| | 02:23 | criteria will be turned into a Smart
Folder at the bottom of my folder list.
| | 02:28 | Right now, it says Untitled.
| | 02:29 | I'll type in a descriptive name.
| | 02:31 | Then I'll hit Return and now I'll be
able to do this exact search again simply
| | 02:35 | by clicking on its name down here.
| | 02:38 | So if I'm up in a folder here, I can
click on Judith and there goes that search.
| | 02:43 | Note that this Smart Folder will be
located at the bottom of whichever view I'm
| | 02:47 | in when I started the search.
| | 02:48 | In other words, if I'm looking at my emails
when I saved the Smart Folder, it will be here.
| | 02:53 | If I'm looking at my Calendar, that
search will be saved only in the Calendar.
| | 02:57 | If I'd later want to make a variation
on one of my searches that I saved or one
| | 03:01 | of the default Smart Folders, I can
right-click on the name and edit it.
| | 03:05 | Maybe, I want to add this criteria
back in and know if it has an attachment,
| | 03:16 | and then I'll Save it again.
| | 03:19 | The wonderful thing about Smart Folders
is the next time I receive an email from
| | 03:22 | Judith with an attachment, it will
also be listed here automatically.
| | 03:27 | Now each of Outlook's modules has
its own default Smart Folders, pre-made
| | 03:31 | searches that you'll find useful.
| | 03:33 | In mail, I can see my Flagged Mail, my
High Priority Mail, or if I've given it a
| | 03:38 | due date, Overdue Mail.
| | 03:41 | Calendar doesn't have any Smart
Folders by default, but here's the one that I
| | 03:46 | made in the categories video.
| | 03:47 | Contact has Flagged Contacts
and Contacts that you've changed.
| | 03:55 | Tasks has Smart Folders for tasks
that are Due Today, tasks that are High
| | 04:00 | Priorities, tasks that are Overdue,
and tasks that you've Recently Completed.
| | 04:06 | And Notes has a Smart Folder from
ones that you've updated recently.
| | 04:09 | I'll go back to mail again.
| | 04:12 | If I no longer need a Smart Folder, I
can right-click it and then click Delete.
| | 04:17 | It'll ask me, Are you sure that
you want to permanently delete the
| | 04:19 | selected Smart Folder?
| | 04:21 | I'll go ahead and delete it.
| | 04:23 | And, there it goes.
| | 04:24 | Now notice that my Search is still open.
When I click on my Search, if there is
| | 04:29 | no Close right here I can just click
on any other item and it will go away.
| | 04:35 | Outlook search is amazingly useful
since it allows you to quickly find specific
| | 04:39 | items from anywhere in Outlook by
utilizing all of the Outlook's organizational
| | 04:43 | features and the ability to save your
frequently used searches as a Smart Folder
| | 04:47 | is a welcome timesaver.
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| Using folders| 00:00 | If you're using Outlook in a
corporate environment, you may have a need to
| | 00:03 | keep some of your items personal so that they
don't sync up to your company's Exchange Server.
| | 00:07 | In this way you can use Outlook for
both of your personal and business accounts,
| | 00:11 | keeping the two separate.
| | 00:12 | Let's use Contacts as our example.
| | 00:15 | Click on Contacts in the lower
left-hand corner of the window.
| | 00:18 | If you're on an exchange server, you may
already have a second folder called On My Computer.
| | 00:24 | If you don't, you can go up to the File
menu, highlight New, and make a new Folder.
| | 00:31 | Notice that there is a gray box
next to it with a little triangle.
| | 00:34 | Click on the triangle and it will spin down.
| | 00:36 | Listed underneath there all your
categories, matching the list above, so you can
| | 00:40 | use the same categories in system.
| | 00:42 | Now that you have your new folder, you
can move cards from the first folder down
| | 00:46 | into this one simply by
picking them up and dragging them.
| | 00:50 | You can drop them on the folder name
or if you drop them directly onto a
| | 00:53 | category, they will take on that
categorization all in one step.
| | 00:58 | Notice that I have 302 items, but if
I turn off my On My Computer personal
| | 01:03 | contacts, now I'm down to 297.
| | 01:05 | If I turn that back on and turn off my
corporate email, I can see five items.
| | 01:11 | So you can see that they truly are separate.
| | 01:13 | Now, if I only want to see cards
from one category, no matter which folder
| | 01:16 | they're in, turn off the checkmarks next
to the folder names and then just turn on
| | 01:21 | the ones that I want to see.
| | 01:22 | You can create the separate folder for
your Calendar, Tasks, and Notes as well
| | 01:26 | and they work exactly the same way.
| | 01:27 | Your original folders will continue to
sync to your Exchange Server or network
| | 01:32 | and the additional folders you
create will stay local to your computer.
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| Right-clicking| 00:00 | One way to speed up your work in
Outlook is to right-click on features to use
| | 00:04 | the context-sensitive pop-up menus.
| | 00:06 | Some commands on the right-click list
aren't even available on Outlook's menus.
| | 00:10 | So this is a great technique to master.
| | 00:12 | If you're a PC switcher, you'll be
especially glad to get your right-click back,
| | 00:15 | since it's not turned on by
default on your Mac, and if you're a
| | 00:18 | long-time Mac user, this maybe a tip
you never knew and it works on everything
| | 00:23 | across your whole computer.
| | 00:24 | If your mouse isn't automatically right
-clicking, go up to the Apple menu and
| | 00:29 | choose System Preferences.
| | 00:31 | To set up your mouse, look on the Mouse
Preference for anything that says set up
| | 00:37 | right-clicking or secondary
clicking and make sure it's turned on.
| | 00:41 | I'll go back to Show All.
| | 00:43 | If you're on a laptop, you can set
up your trackpad to right-click in the
| | 00:47 | Trackpad System Preference.
| | 00:48 | I'm going to go ahead and close my System
Preferences. Find the Ctrl key on your keyboard.
| | 00:54 | It's on the lower-left and
either says Control or Ctrl.
| | 00:58 | Hold it down and then click.
You'll get a pop-up menu.
| | 01:01 | So now that your right-click is just
turned on, let's put it to good use.
| | 01:04 | We're going to right-click on just about
everything in Outlook and see what happens.
| | 01:07 | Are you ready?
| | 01:09 | Let's start with the
toolbar at the top of the window.
| | 01:11 | I'll right-click on it and here it
allows me to change how my buttons look.
| | 01:14 | Icon and Text, Icon Only, and
there are several different options.
| | 01:20 | Now let's look at our email list.
| | 01:22 | Go to your Email View if you're not
already there and right-click on any message.
| | 01:26 | Look at all your choices, quick
ways to invoke all the features we
| | 01:30 | covered during this course.
| | 01:32 | Opening, printing, replying, marking as
unread, working with your attachments,
| | 01:37 | and junk mail, your priority, your
flagging, your categories, but I'd like to
| | 01:42 | call your attention to
this one command, View Source.
| | 01:45 | It's not available anywhere else in Outlook.
| | 01:48 | When you choose it, it opens up
TextEdit, the free word processor on your Mac
| | 01:52 | and displays all the technical
information about that email, including the
| | 01:55 | Internet headers, all the technical
specifications about that message, the
| | 01:59 | route it took to get your inbox and the email
code behind how it looks in your reading pane.
| | 02:03 | Now, most people don't need these, but
if you're in IT or trying to troubleshoot
| | 02:07 | an issue with a problematic message,
you want to refer to this information.
| | 02:11 | I'm going to go ahead and close it.
| | 02:13 | Now, let's turn to our
Calendar and try the same thing.
| | 02:16 | I'll right-click on an appointment and
I can open it, print it, reply to it,
| | 02:22 | make new emails to the attendees,
work with the recurrence, whether it's
| | 02:26 | private, the categories
and even cancel the meeting.
| | 02:31 | Down in Contacts, I'll right-click
on a person. I can copy it, I can show
| | 02:38 | that address on a map, I can forward
it as a vCard, send them an email, start
| | 02:43 | a meeting, follow up flags, categorize and even
delete the person right from the Contacts list.
| | 02:50 | In Tasks, I can open and print, mark as
complete, and work with the same items
| | 02:56 | from before including deleting the task.
| | 03:01 | And in Notes, I don't have quite as
many options, but they're all very useful.
| | 03:06 | As you can see, right-clicking and
using the Ctrl key will frequently allow you
| | 03:10 | to invoke your most used commands
without having to scroll much at all.
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|
|
11. Using Outlook's ToolsDelegating and sharing public folders| 00:01 | If you're working on a corporate
Exchange Server, you have the luxury of
| | 00:03 | being able to share folders and delegate
Outlook data between administrators and support staff.
| | 00:08 | You can assign delegates by giving
permission either at the account level or on
| | 00:12 | a folder-by-folder basis.
| | 00:13 | To allow another user access to your
entire account, go up to the Tools menu and
| | 00:17 | choose Accounts at the bottom.
| | 00:20 | Select the account for what you're
giving these permissions and come down to
| | 00:24 | the Advanced button.
| | 00:26 | Select the Delegates tab. You have
the option of allowing others to work on
| | 00:31 | your behalf in the upper window or
in the lower window you can become the
| | 00:34 | delegate of your supervisor.
| | 00:35 | We'll start at the top.
| | 00:37 | Click on the plus sign and search
for someone in your contacts, or on
| | 00:41 | your Exchange Server.
| | 00:43 | I'll assign Greg, my assistant.
| | 00:45 | I'll type his name and click Find.
| | 00:47 | When his name comes up,
I'll click on it and click OK.
| | 00:52 | Now I get a detailed window allowing me to
assign him permission to view my Outlook items.
| | 00:57 | As an Editor, he will be
able to change my schedule.
| | 01:00 | As an Author, he can add
appointments to my calendar, but not alter
| | 01:03 | what's already on it.
| | 01:05 | As a Reviewer, he can see my schedule,
but not do anything to it, and if I
| | 01:09 | select None, then he has no
access to my Calendar at all.
| | 01:12 | These same options apply to my Tasks,
my Inbox, my Contacts and my Notes.
| | 01:20 | The next checkbox will send Greg an email,
letting him know what he can and can't do.
| | 01:25 | It's usually a good idea to send this message.
| | 01:28 | If you want your assistant to be
able to see the items that you marked as
| | 01:31 | private or personal, you can allow that as well.
| | 01:34 | I'll leave that off and
I'll click OK when I am done.
| | 01:38 | If I need to get back to those
options again, I can click on this gear and
| | 01:43 | choose Set Permissions.
| | 01:46 | You will also have the option of who
will receive notices about meetings,
| | 01:49 | meaning those calendar
appointments with invitees.
| | 01:52 | You can select whether it will be your
delegates and you, but that runs into the
| | 01:57 | danger of several people responding
to a meeting request, send it to your
| | 02:01 | delegate, but you see a copy of it or
you just send it to your delegate, and
| | 02:05 | they'll be responsible for your entire calendar.
| | 02:07 | I'll let Greg run my calendar, but I
do want to see my meeting requests.
| | 02:10 | Now if you are the assistant, you can control
whose Outlook you can access in the lower box.
| | 02:15 | I'll add Judith, my supervisor.
| | 02:18 | I'll click on the plus sign and type
her name, find her in the list, click
| | 02:23 | on her, and click OK.
| | 02:25 | But notice that now that I have added her,
I don't have any control over the permissions.
| | 02:29 | She needs to set my
permissions within her own Outlook.
| | 02:33 | I don't have any control
over that, which is appropriate.
| | 02:36 | I'll go ahead and click OK and
Outlook will take a moment to make those
| | 02:40 | changes to our accounts.
| | 02:41 | I'll close the Accounts panel and
here is a sample of the email that's sent,
| | 02:47 | telling your delegate what they
can and can't do on your schedule.
| | 02:50 | Now you can also set
permissions on a folder-by-folder basis.
| | 02:54 | For example, I didn't give Greg access
to my Inbox, but I do want him to have
| | 03:00 | access to my Events folder.
| | 03:01 | So to set that, I'll go
up to the Organize Ribbon.
| | 03:04 | Here is the message that pops
up when Outlook is configuring my
| | 03:08 | delegation settings.
| | 03:09 | I will go ahead and allow it.
| | 03:10 | I am going to the Organize Ribbon, so that
I can give Greg permissions for this folder.
| | 03:16 | I'll click on Permissions, and here on
the Permissions tab, I can add the user.
| | 03:22 | I'll search for Greg again, find him
on my list, click OK, and now I can set
| | 03:29 | his permission level.
| | 03:30 | There is a drop-down here.
| | 03:31 | As you can see I have even more choices than
before, anything from None up to full ownership.
| | 03:38 | And as I click on the different ones,
you can see the checkmarks change in
| | 03:43 | the permissions below.
| | 03:46 | I'll go ahead and set him to Reviewer,
so that he can see the items in my
| | 03:50 | folder, but he can't act
on them, and I'll click OK.
| | 03:53 | Now I am going to go take a look at my
Calendar. Because I've just delegated my
| | 04:00 | schedule to Greg, I don't
necessarily want him to know that this regular
| | 04:04 | appointment on my
schedule is me going to the gym.
| | 04:06 | So I can click on one of the
appointments and come up to the Ribbon and
| | 04:09 | change it to Private.
| | 04:11 | Now it has a little lock on it, and if
I look over at my Navigation pane, down
| | 04:15 | at the bottom, I now have Shared
Calendars and here's Judith on it.
| | 04:20 | There is a checkbox that I can
toggle on and off to see her meetings.
| | 04:23 | When I do want to look at her schedule,
I can see the meetings. Note that this
| | 04:28 | one is marked as a Private Event, so it has
that same lock that we just did with Greg.
| | 04:32 | When I don't want to see her calendar,
I can just uncheck it to turn it off.
| | 04:37 | Go up to the Tools Ribbon. If your
Exchange Server is making use of public
| | 04:41 | folders, which ours is not, you can
manage them by going to the Tools Ribbon and
| | 04:47 | choosing Public Folders.
| | 04:49 | Here you can create new folders and
manage the permissions on existing folders,
| | 04:54 | using the same techniques
that we learned in this video.
| | 04:57 | I'll cancel this and close the folder.
| | 05:00 | Assigning delegates and setting folder
permissions allows others to manage your Outlook,
| | 05:05 | helping your business run smoothly.
| | 05:07 | The granularity means that you can
still have control over what they can
| | 05:10 | and can't see or do.
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| Syncing Exchange and IMAP| 00:01 | If you suspect that your Outlook is
not receiving all your current data from
| | 00:04 | your exchange or IMAP account, go to
your Organize Ribbon, and click on the
| | 00:08 | Sync button on the end.
| | 00:11 | It will go online, pull down all
your latest items, and send yours up to
| | 00:15 | the server. But if that's still not working,
go to the Properties button to its left.
| | 00:21 | The first button will tell you the
name of your folder, what type it is, and
| | 00:25 | what account it's from.
| | 00:26 | Emptying the cache will replace all
the contents on your Outlook with the
| | 00:30 | contents from your server and reinitialize it.
| | 00:33 | The one drawback is that any items
created in your Outlook since the last time
| | 00:38 | it pulled down from
exchange or IMAP will be lost.
| | 00:41 | But I would go ahead and click
Empty and start over again from scratch.
| | 00:45 | Now let's look at the Storage button.
| | 00:48 | If you're having trouble with space,
this will give you a list of all your email
| | 00:52 | folders and their size.
| | 00:54 | So if some are too large, you'll know
which ones they are, and you can go in and
| | 00:57 | delete items out of them.
| | 00:59 | I'll go ahead and click OK.
| | 01:02 | These two buttons will help if your
Exchange, IMAP, and Outlook are not communicating properly.
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| Setting preferences| 00:01 | Now that you have explored all of
Outlook's components and how they work
| | 00:03 | together, it's time to set your preferences.
| | 00:06 | You can tweak the behavior of the program
so that it suits your needs and workflow.
| | 00:10 | Now, we've covered many of these
settings in their associated chapters.
| | 00:13 | So, some of them we'll explore in
detail and others I'll refer you to the
| | 00:16 | respective videos for thorough information.
| | 00:19 | You can open up the Preferences
pane in several different ways.
| | 00:22 | The main way is to go up to the
Outlook menu at the top of your screen
| | 00:25 | and select Preferences.
| | 00:27 | You may also wind up in Preferences
directly through different buttons on the
| | 00:30 | Ribbon or options on menus.
| | 00:33 | So, let's get started by clicking on General.
| | 00:35 | The first item is only relevant if
you have more than one email address.
| | 00:39 | When I turn it on, it groups all of my
email accounts under my Inbox so I can
| | 00:44 | see them all in one place.
| | 00:46 | When I turn it off, each of the email
accounts has its own separate section.
| | 00:51 | If you're on an Exchange Server and
also have a personal email, Hide On My
| | 00:55 | Computer folders will keep
your personal emails from showing.
| | 00:59 | The next setting makes Outlook your
default email program across your whole computer.
| | 01:02 | For example, if you're on the Internet
and you click a link to open up an email,
| | 01:07 | after you click this button, Outlook
will open up instead of Apple Mail.
| | 01:11 | If you're only using Outlook and not Mail,
definitely click this Make Default button.
| | 01:15 | If you use both Mail and Outlook,
you'll need to decide which of the two
| | 01:18 | programs you want to be your Mac's
default email application and which one
| | 01:22 | you'll open up manually.
| | 01:24 | Let's go back to Show All.
| | 01:26 | The next button is Accounts.
| | 01:28 | This is the main area for working with
your email addresses and entering your
| | 01:32 | incoming and outgoing mail settings.
| | 01:33 | We've explored how to create new email
accounts in the setup chapter of this course.
| | 01:38 | But briefly, you can use this plus sign
to create a new Exchange account, email
| | 01:42 | account or Directory (lookup) Service.
| | 01:45 | If you want to delete an account, click
on it and then on this minus sign button.
| | 01:49 | If you have several email accounts, you
want to use one as the main account and
| | 01:53 | the others as occasional accounts.
| | 01:56 | If the account that you want to use as
the default is not in this first bold
| | 01:59 | position, click on it here on the
list and then come down to the bottom and
| | 02:03 | click on this gear and you can now set it as
the default for all your new email messages.
| | 02:10 | Let's go back to Show All again.
| | 02:12 | Notification and Sounds controls all
the beeps your Outlook makes while it
| | 02:16 | checks your mail and the
pop-up alerts that appear.
| | 02:18 | We've covered these when we
learned how to make a new email message.
| | 02:21 | But down at the bottom, as you have
been using your Outlook, when it pops up
| | 02:25 | messages, if you've been clicking
on the Don't show this message again
| | 02:28 | checkboxes, you can come down here and
reset them so that they start showing up again.
| | 02:34 | I'll go back to Show All.
| | 02:39 | Categories is the main area where you
set up your organizational system and
| | 02:43 | we've covered this in detail
in several categories videos.
| | 02:46 | Let's go back to Show All again.
| | 02:48 | The Fonts button controls the default
fonts used for writing new email messages
| | 02:53 | and viewing your item lists.
| | 02:55 | You can set the font, aize, and
color for both HTML and plain text.
| | 02:59 | Note that this does not change the fonts
used by messages started by somebody else.
| | 03:04 | Item lists refers to the list
that you see over here on the left.
| | 03:08 | When I click on Small, it makes them
smaller, and when I click on Large,
| | 03:13 | it makes them bigger.
| | 03:14 | I'll go ahead and put it back
to Medium and back to Show All.
| | 03:20 | AutoCorrect is a feature also found in
Microsoft Word that helps you with your spelling.
| | 03:25 | We'll cover this in another video.
| | 03:27 | Go back to Show All.
| | 03:31 | Reading affects the settings when you
read your email and these are covered in
| | 03:34 | the reading your emails videos.
| | 03:37 | I'll go back to Show All.
| | 03:39 | Now for Composing, I'll like to
demonstrate using an email that I've replied to.
| | 03:43 | So, I am going to go back to my
messages and then go back into my Preferences
| | 03:49 | and choose Composing.
| | 03:53 | Composing refers to
messages that you are replying to.
| | 03:56 | Notice in this message at the top is the
reply and at the bottom is the original message.
| | 04:01 | Now, as I change these, it will
not change the original message.
| | 04:04 | This applies to future settings.
| | 04:06 | If I turn on Indent each line of the
original message, the message down at the
| | 04:10 | bottom will become indented.
| | 04:13 | When that's set, when I do start a reply,
it will also place the cursor at the
| | 04:17 | very, very top so I can just start typing.
| | 04:20 | The Attribution affects this heading at
the top of the original email message.
| | 04:23 | I could have it have nothing at all.
| | 04:25 | Right now, it Includes From, Date,
To and the Subject, or I can set it on
| | 04:30 | a custom of my own.
| | 04:31 | I'll leave it on the default.
| | 04:33 | Now, let's take a look at some formatting.
| | 04:35 | By default, my new
messages will be composed in HTML.
| | 04:39 | That's what gives me the ability to
make them bold, italic, change the font
| | 04:42 | sizes, change the colors, and add pictures.
| | 04:45 | If you want them to default to
plain text, you would uncheck this box.
| | 04:48 | When you are replying or forwarding,
your replies will automatically take on the
| | 04:52 | format of the original message.
| | 04:53 | So, if they sent you an HTML message,
your reply will be HTML and if their
| | 04:57 | original message was plain text,
your response will be plain text.
| | 05:01 | You have the option of replying and
formatting using your default email account
| | 05:05 | even if they sent the message
to one of your other accounts.
| | 05:08 | If you open up your messages in their
own windows, when you reply or forward,
| | 05:12 | this setting will close that original
message automatically when you send it.
| | 05:17 | When you send your messages, you do
also have the option of Bccing or Ccing
| | 05:22 | yourself so that you receive copies
of every message that you've sent.
| | 05:26 | All of these options are available
both for HTML and for plain text.
| | 05:30 | Now, let's go back to Show All.
| | 05:38 | Signatures refer to the responses
at the bottom of your email message.
| | 05:43 | And we have a whole video just for these.
| | 05:46 | Rules are actions that are taken on
your new messages, moving them to folders,
| | 05:51 | auto replies, and Rules has its own video.
| | 05:56 | Schedules are how often your email is checked.
| | 06:00 | That's also covered in another video.
| | 06:04 | Calendar contains all the
defaults for your calendar.
| | 06:07 | Your work times, your work week, and we
cover these settings in the calendar's videos.
| | 06:12 | Go back to Show All.
| | 06:14 | The Contacts defaults are set right here and we
go over these in the setting up your contacts.
| | 06:21 | Sync Services is where you control the
synchronization between your contacts and
| | 06:25 | Apple's Address Book and MobileMe.
| | 06:27 | This is covered in the
contact synchronization chapters.
| | 06:30 | Last, we have Feedback.
| | 06:34 | Microsoft has a Customer Experience
Improvement Program where if you read the
| | 06:38 | privacy policy and then click Yes, it
will send them information about how you
| | 06:43 | use Outlook so they can incorporate
your real-life usage into future releases.
| | 06:47 | So, you can say Yes, you want to participate
or No, you do not and I'll go back to Show All.
| | 06:52 | After you've become comfortable with
Outlook's basic features, customizing
| | 06:56 | your preferences will enhance your
experience and productivity while using the
| | 06:59 | program.
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| Using AutoCorrect| 00:00 | AutoCorrect is a feature
also found in Microsoft Word
| | 00:03 | that helps you with your spelling.
| | 00:05 | It automatically corrects
many of your typos for you.
| | 00:08 | To adjust its settings, go up to the
Outlook menu and choose Preferences and
| | 00:12 | then click on the
AutoCorrect button on the far right.
| | 00:16 | It has a number of built-in
corrections for commonly misspelled words.
| | 00:19 | You can also make productive use
of this list for your own typos.
| | 00:22 | For example, I always spell height wrong.
| | 00:25 | So I can click the plus sign and type
in my own instinct of misspelling, hit
| | 00:30 | the Tab key, and put in the correct spelling.
| | 00:32 | Just make sure that your spelling that
you type in here is actually correct.
| | 00:36 | You can also use AutoCorrect to create
your own abbreviations, and Outlook will
| | 00:39 | replace your abbreviation
with the written out term.
| | 00:42 | For example, since my company name Two
Trees Olive Oil is long, I can click the
| | 00:46 | plus sign and add TT00 and type in
Two Trees Olive Oil and hit Return.
| | 00:57 | Now before we go see this in action,
let's look at our other options.
| | 01:00 | Outlook will automatically
correct two initial caps.
| | 01:03 | So if you've held down your Shift
key too long, it will fix that for you.
| | 01:05 | It will also automatically
capitalize the first letter of sentences, and
| | 01:09 | the names of your days.
| | 01:10 | Now let's take a look at your exceptions.
| | 01:12 | Now because of that two letter capital
initialization, if I don't want it to
| | 01:16 | correct IDs, I can add that to this list,
and then when I type it in, it will not fix it.
| | 01:24 | I also have AutoFormat options. These again
work in Word, Excel and all the other programs.
| | 01:29 | Automatically creating bulleted and
numbered lists, em dashes and en dashes,
| | 01:35 | dot-dot-dot turning them into
ellipses, hyperlinks and others.
| | 01:39 | Let's go see how this works.
| | 01:41 | I'll click the red dot to close the
window and open up a new email message and
| | 01:47 | when I type "the height of my TT00's graphic is"
| | 02:00 | now notice that as I typed it, it
automatically fixed those spelling for me.
| | 02:05 | AutoCorrect is a great help, so that
you can type with greater accuracy.
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| Using My Day| 00:01 | My Day is a time management utility
that's a separate program integrated
| | 00:05 | fully into Outlook.
| | 00:06 | It provides a minimal calendar and
task list that you can leave open even if
| | 00:10 | Outlook is completely closed.
| | 00:12 | My Day is available either in Outlook's
main toolbar or if you go to the Tools
| | 00:17 | Ribbon, it's the first button.
| | 00:18 | I will go ahead and click on it.
| | 00:22 | You can also use the keyboard
combination Command+9 and from the Finder it's
| | 00:27 | in your Applications folder in Microsoft
Office 2011 in the Office folder under My Day.
| | 00:35 | The top half of My Day shows you
today's calendar. You can scroll up and down,
| | 00:43 | use these arrows in the upper left-hand
corner to move forward and back in time,
| | 00:48 | and use the diamond in the
middle to go back to Today.
| | 00:51 | My Day does not have a week or month view.
It really is designed to manage your day.
| | 00:56 | Click on an appointment to see all the details.
| | 00:59 | If you want more information about that
appointment or meeting click Open Event
| | 01:04 | and Outlook will open that appointment
or meeting in its own window, so you can
| | 01:07 | see all the details.
| | 01:09 | I'll go ahead and close it
and I'll go back My Day.
| | 01:12 | In the bottom half of the window
you'll see the list of all the tasks
| | 01:15 | specifically due today, so that
you can work your way down the list.
| | 01:20 | When you've completed a task, click the
box in front of it to add a checkmark
| | 01:25 | and make it disappear.
| | 01:27 | If you click on the Completed button,
you can look back on those checked items to
| | 01:30 | see everything that you've achieved today.
| | 01:33 | I'll go back to today's tasks.
| | 01:35 | You can vary the proportion of the
calendar and the tasks by dragging these
| | 01:39 | three bars on the right up and down.
| | 01:42 | You can add tasks to My Day by clicking
on this plus sign in the lower left corner.
| | 01:47 | Enter in the task title.
| | 01:51 | If you want to set a due date, click on the
date to change it and choose it from the calendar.
| | 01:58 | If you don't want a due date at all,
simply click the little round X to
| | 02:02 | blank out the field.
| | 02:03 | If you would like to add any notes,
put them here, and if you would like to
| | 02:07 | assign the task to a category, you
can either start typing it here and it
| | 02:10 | will auto fill, or you can use the gear on the
far right to choose off of the Categories list.
| | 02:17 | When you're done click Save.
| | 02:18 | Note that while you can add tasks to My
Day right from My Day, you can only add
| | 02:24 | calendar items to it through
Outlook's regular interface.
| | 02:28 | If you want to hide the Tasks list
and see just the calendar click on this
| | 02:32 | checkmark down in the bottom middle.
| | 02:35 | The next button gives you the ability to
search for contact without opening Outlook.
| | 02:42 | Start typing the information in the search oval.
| | 02:45 | You can drop down this first button to
search the entire contact or just the
| | 02:49 | names and you can also search your
entire contacts list or if you have several,
| | 02:56 | you can choose to search just one.
| | 02:58 | Once the contact appears you can view
everything you have about the person.
| | 03:02 | If you want to start an email or create
a new meeting and invite them to attend,
| | 03:06 | that's as easy as clicking these buttons.
| | 03:08 | Outlook will open up a new message
or create a new meeting automatically.
| | 03:17 | Once you're done with the contact, go
back down to the search oval and click the
| | 03:21 | X in the right corner.
| | 03:23 | The gear in the bottom right corner of
My Day takes you to its preferences, which
| | 03:27 | you can also access from the
My Day menu and Preferences.
| | 03:33 | The first option, Show My Day in menu bar,
will allow you to see a little icon for
| | 03:38 | My Day right up here.
| | 03:40 | You can also have it show
My Day in your dock or not.
| | 03:44 | There's a keyboard command for showing
and hiding the My Day window, Ctrl+M.
| | 03:49 | You can have My Day open automatically
when you start up your computer and if you
| | 03:53 | click Always display My Day on top,
then even when you're in Outlook or another
| | 03:57 | program the pane will stay on
top of all your other windows.
| | 04:01 | When I click on Calendars I have
the choice of calendars to show.
| | 04:07 | I can show all of them or just certain ones.
| | 04:11 | Where it says Show events with
"Free" status, if you have events on your
| | 04:15 | calendar where you're showing that
you have something going on but it's not
| | 04:18 | marked as busy, those will appear as well.
| | 04:20 | Now I will go to the Tasks.
| | 04:23 | Let me close my Contacts and open up my
Tasks so you can see how this gets affected.
| | 04:28 | I can include my flagged messages and
flagged contacts, I can include my overdue
| | 04:34 | items or not. I can also include
items that have no due dates set.
| | 04:39 | This is nice because then all of
the tasks on my list will appear.
| | 04:43 | When you create a new task, you can have
the default start date be today or none
| | 04:47 | at all and you can also set a default
calendar. You can have it attached to any
| | 04:52 | one of your email addresses.
| | 04:56 | You can also set the keyboard shortcut
to create a new task, Ctrl+Shift+T.
| | 05:00 | I will close these preferences
and I'll close it and reopen it.
| | 05:07 | If you are the type of person who keeps
your email closed to prevent distraction
| | 05:10 | using My Day can help you keep tabs
on your time and your priorities in an
| | 05:14 | elegant useful interface.
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| Using the Scrapbook| 00:00 | Outlook's Toolbox contains a handy utility.
| | 00:03 | The Scrapbook gives you a place to store
your frequently used text snippets and pictures.
| | 00:07 | A nice touch is that the Scrapbook works
across the entire Microsoft Office suite.
| | 00:12 | Any clips we add now are
available in Word and PowerPoint.
| | 00:15 | If you send the same snippets of text on
a regular basis or need to include your
| | 00:19 | logo or signature in your emails,
the Scrapbook will come in handy.
| | 00:23 | To use it go up to the View
menu and down to Scrapbook.
| | 00:27 | I will open up this email to use as my source.
| | 00:31 | To add a paragraph of text that I use
frequently, highlight it, then go over to
| | 00:37 | the Scrapbook, drop down the
Add button, and Add the Selection.
| | 00:42 | It now appears in the top
section of the Scrapbook.
| | 00:44 | I'll double-click on the name
underneath it and give it a descriptive name.
| | 00:49 | If the content was created somewhere
else like in Word, I can go over to
| | 00:52 | the program, copy the content, and
then drop down the Add button and Add
| | 00:58 | from the Clipboard.
| | 01:00 | My copied content is now a new clip.
| | 01:02 | I will rename it in the same way.
| | 01:08 | A third way to add an item to the Scrapbook
is by clicking on Add and choosing Add File.
| | 01:15 | A Finder window appears. Navigate to the
file, double-click on it and click Choose.
| | 01:21 | I can also do it by going to the
file and double-clicking on it.
| | 01:25 | The original file name
will become the clip name.
| | 01:29 | If you're working on creating a library
for the Scrapbook, you can make use of
| | 01:33 | this option, Always Add Copy.
| | 01:36 | As long as the Scrapbook is open,
everything I copy will be added.
| | 01:39 | So I will go ahead and tell this Yes.
| | 01:45 | Now I will highlight this, I will
press Command+C to copy or you can go up to
| | 01:50 | the Edit menu and choose Copy.
| | 01:51 | Then I will highlight this clip.
| | 01:53 | I will press Command+C to copy
and that's automatically added.
| | 01:57 | I will give them their names and now
that I am done, I will go back to the Add
| | 02:12 | drop-down and turn off Always Add Copy.
| | 02:15 | You have three ways of viewing your scrapbook
| | 02:20 | by using this View button up at the top
right. List will show you just the names
| | 02:26 | without a preview, this is good when
you know your content and want to see as
| | 02:30 | many as possible without scrolling
and you can identify everything just by
| | 02:34 | looking at the names.
| | 02:35 | I will click on View again and choose Detail.
| | 02:39 | The Detail View gives you a small
thumbnail view of the content with details
| | 02:43 | about the clips name when you saved it,
what program or file it was created in,
| | 02:47 | and how large it is, since the
size will be added to your email.
| | 02:51 | If the clip was added from a file on
your computer, you can click on this
| | 02:54 | Open original file link.
| | 02:56 | If it's a picture, it will open up in
Preview. If it came from a program like
| | 03:00 | Eord, the original Word file will open right up.
| | 03:05 | The last View, Large Preview, gives you a
large thumbnail with only the title underneath.
| | 03:11 | Now that I have a Scrapbook full of useful
clips, let's insert them into our emails.
| | 03:15 | Start a new email message by clicking
the Email button. I will go down to my
| | 03:19 | message area and I will scroll to
the first clip that I want to use.
| | 03:23 | Take a careful look at where your cursor lies.
| | 03:27 | That little line on the left side is
where the clip will go when I let go
| | 03:30 | off the mouse button.
| | 03:31 | I will click after it and hit Return a
couple times. Then I will drag in my signature.
| | 03:41 | Another way to paste a clip into your
message is to use the Paste button in the center.
| | 03:45 | When I use the drop-down, I have two
choices. Paste will insert my clip exactly
| | 03:49 | the way it was formatted when you
copied it; Paste as Plain Text will strip out
| | 03:53 | any formatting and insert just the content.
| | 03:56 | In this case, the green Two Trees
Olive Oil would be pasted in with the same
| | 04:00 | kind of text below it.
| | 04:01 | I will paste it in as normal.
| | 04:04 | Now, what if you have clips that you no
longer want? You have ways of the deleting them.
| | 04:08 | You can click on the one that you want
to get rid of and simply hit Delete.
| | 04:12 | You will get a message that says the
clippings will be permanently deleted and I
| | 04:17 | will go ahead and delete it.
| | 04:20 | Also on the Delete drop-down is Delete
Visible, and it will delete any clips
| | 04:24 | that you can see in the window or if
you wanted to erase the entire Scrapbook,
| | 04:28 | you could Delete All.
| | 04:30 | Now Scrapbook also has its
own set of organizational tools.
| | 04:34 | You can categorize a clip just like
you would any other email message.
| | 04:38 | I will give my logo the category of
Management, and unfortunately this logo will
| | 04:43 | not show up in the category
searches within Outlook itself.
| | 04:47 | It's just within the Scrapbook.
| | 04:48 | I can also assign the clip one or more
keywords down at the bottom to use the search terms.
| | 04:54 | If you want to look for this clip a
year from now, what terms would you use?
| | 04:57 | For this logo I will type in logo, Two
Trees, and oval, and then I will click Apply.
| | 05:08 | To see how these two functions work, I
will come up to the top of the Scrapbook
| | 05:12 | where it says All. When I drop this
down, I can search by the Creation date,
| | 05:17 | the Title, the Keyword.
| | 05:18 | So I will click on
a keyword and here are my logos.
| | 05:22 | This allows me to find any clip with ease,
without having to scroll around and look for it.
| | 05:27 | Once you have set it up, Outlook's
Scrapbook is a handy utility for storing your
| | 05:31 | frequently used text snippets and
images for use both in Outlook and across all
| | 05:35 | of Microsoft Office.
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| Using the reference tools| 00:00 | Outlook's Toolbox comes with a handy utility,
| | 00:03 | the Reference pane which contains
a built-in thesaurus, dictionary,
| | 00:07 | translator, and web search.
| | 00:09 | You can open the Reference tools by
going up to the View menu and choosing
| | 00:13 | Reference Tools about halfway down.
| | 00:16 | To look up a word, you can either
highlight it and copy and paste it into the
| | 00:21 | search oval in the upper-right or you
can simply type it in and hit Return.
| | 00:26 | We'll start with the Thesaurus.
| | 00:29 | If it's not open automatically,
click on this little triangle to open it.
| | 00:33 | You'll see a list of possible meanings
for the word and then the synonyms below.
| | 00:38 | If you can't see the whole
list, drag these three dots.
| | 00:41 | If you find a word that's close, double-
click on it or click the Look Up button
| | 00:47 | down on the bottom-right.
| | 00:48 | That word will now appear in the search
oval and you can keep going until you
| | 00:52 | find the precise meaning you're looking for.
| | 00:54 | If you want to go back to a previous term,
click on the magnifying glass in the search oval.
| | 00:59 | When you find a word that you like,
click on it, and then click the Insert
| | 01:05 | button, and it will be
changed in your email message.
| | 01:09 | To use the Dictionary, you can leave
Thesaurus open if you'd like, or you can close it.
| | 01:16 | If you get a message that says Access
to online Reference Tools is turned off,
| | 01:20 | go ahead and click here to allow access.
| | 01:25 | The Dictionary comes in
five different languages.
| | 01:27 | English, French, German, Japanese and Spanish.
| | 01:31 | Whatever word appears in the top oval,
will be defined in this section in
| | 01:34 | your native language.
| | 01:37 | The Bilingual Dictionary takes a word from
one language and translates it into another.
| | 01:43 | I'll close the Bilingual
Dictionary, and then I'll open Translate.
| | 01:47 | Translation will take the word and
translate it again, but this time it will
| | 01:51 | not include the definition.
| | 01:54 | The Web Search will search the Bing
search engine without having to leave
| | 01:58 | Outlook and go to your web browser.
| | 02:02 | You can click at the link of the bottom
of the entry to open up your browser to
| | 02:06 | dictionary.com, and view the information there.
| | 02:12 | This Toolbox is also somewhat customizable.
| | 02:16 | Click on this little arrow up in the
very top right-hand corner and the
| | 02:19 | pane will flip around.
| | 02:21 | You have Close Effects. And if you're not
using it, what happens when it's inactive?
| | 02:27 | You can set the amount of time, and does
it collapse, fade away or close altogether?
| | 02:35 | You also can turn off the online access
if you'd like, and if you never use some
| | 02:40 | of the panels, you can turn
them off so that they don't show.
| | 02:44 | When you're done, click OK to accept
your changes or click Cancel if you want to
| | 02:48 | leave the settings on Outlook's default.
| | 02:49 | Outlook's Reference Tools is a handy
utility for choosing the right word for the
| | 02:55 | occasion without having to leave Outlook.
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| Getting help| 00:00 | If you're not sure how to implement a
feature of Outlook, this course was a
| | 00:04 | great place to start, but for
additional information, the next place you should
| | 00:07 | turn to is Outlook's Help menu.
| | 00:10 | To get help, click up on the
Help menu at the top-right.
| | 00:13 | You have a number of choices here.
| | 00:15 | You can type your topic in the oval
and press Return on your keyboard.
| | 00:19 | You can click on Outlook Help to
open up Outlook's online manual.
| | 00:22 | By clicking on Welcome to Outlook,
you'll return to the splash screen you saw the
| | 00:27 | first time you opened the program,
where you can add accounts and import, and
| | 00:30 | there is also a button down
here on the left, Explore Outlook.
| | 00:34 | That will take you to Microsoft.com to
find out more about the program itself.
| | 00:38 | I'll click Close on the bottom-right.
| | 00:42 | Also in this menu are links to Check for
Updates and also Send Feedback about Outlook.
| | 00:48 | If you have a question or a feature
suggestion, you can send it straight to Microsoft.
| | 00:53 | My favorite way of getting help is to
click on the big purple question mark
| | 00:57 | right on the toolbar. The Help window
will open and it will always float above
| | 01:02 | your Outlook so you can follow its
instructions without having to switch
| | 01:05 | back-and-forth between the two windows.
| | 01:08 | Listed in the window are the high-level topics.
| | 01:10 | Let's take a look at Troubleshooting.
| | 01:13 | In the next window, click Troubleshooting again.
| | 01:17 | When you click on the topic, Help will
take you to its next level of possible topics.
| | 01:22 | When I click on "I can't send or
receive messages with my email account," you'll
| | 01:26 | get a list of causes and solutions.
| | 01:28 | Click on any triangle to open
up that subtopic and learn more.
| | 01:32 | At the very bottom of the Help topics,
you'll sometimes find a See also section
| | 01:36 | with related topics.
| | 01:38 | To go back to a previous
level, use the Back button.
| | 01:42 | You can also click on these breadcrumbs
to jump back-and-forth between chapters,
| | 01:48 | and use the Home button if you
want to go back to the main screen.
| | 01:51 | At any point, you can click in the
Search oval on the upper-right to type in
| | 01:55 | keywords for what you're looking for.
| | 01:58 | This can be hard sometimes, because you
do needs to know Outlook's terminology
| | 02:01 | to find the answer to your question.
| | 02:03 | There is a gear here to make the text
larger or smaller or to print out your
| | 02:08 | answer for reference.
| | 02:10 | I frequently refer to this yellow bar,
Go online to see the full set of Help,
| | 02:14 | Tutorials and Videos.
| | 02:16 | When I click the Go Online button, a
new browser window will open with Outlook's
| | 02:22 | specific knowledge base, where you can
get up-to-the-minute thorough support.
| | 02:25 | Outlook's Help and this online
reference will answer most of your questions,
| | 02:30 | without cutting down trees to publish a
manual that will be quickly out of date.
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| Backing up| 00:00 | Since Outlook will contain all your
business and personal correspondence,
| | 00:04 | contacts, schedule, and stored information,
it's crucial to have a solid backup strategy.
| | 00:10 | Outlook stores all its data in your
Documents folder in a folder called
| | 00:14 | Microsoft User Data and then in the
folder called Office 2011 Identities.
| | 00:19 | All your emails, contacts, and the
like are stored as individual files.
| | 00:23 | But be very careful not to touch
any of these files and the subfolders.
| | 00:28 | If you try and manage your content
here instead of in Outlook itself, you can
| | 00:32 | easily corrupt your data.
| | 00:33 | But this structure does make it easy to back up.
| | 00:36 | If you are using Time Machine or
another backup program, it will be
| | 00:40 | automatic and painless.
| | 00:41 | If you have heard of past concerns with
backing of Entourage, rest assured that
| | 00:46 | Outlook does not have the same issues.
| | 00:48 | That was one of the considerations
that led Microsoft to develop Outlook for
| | 00:52 | Mac in the first place.
| | 00:54 | If you are using a Microsoft Exchange
account, your corporate backup system will
| | 00:58 | take care of your data, but be aware
that any data stored in personal folders
| | 01:02 | may not be included.
| | 01:04 | In that circumstance please discuss
your situation with your IT department.
| | 01:07 | You can also export your entire Outlook
program to a data file with .olm extension.
| | 01:13 | This can serve as a backup or as a
way to transfer your entire Outlook
| | 01:16 | to another computer.
| | 01:18 | To make your backup go to the Tools
Ribbon and then click on the Export button.
| | 01:22 | We are going to choose
Outlook for Mac Data File, a .olm.
| | 01:28 | I could select just items that are
in a certain category or items of
| | 01:34 | the following types.
| | 01:35 | And I could pick and choose, but
I would like to export everything.
| | 01:37 | You needed to be that if you are on
an Exchange Server, contacts from the
| | 01:41 | directory will not be exported nor
will items in any public folders, your
| | 01:46 | account settings, or your preferences.
| | 01:49 | If you are using Outlook in your own
environment, absolutely everything will be exported.
| | 01:53 | I will click the Next button.
| | 01:56 | Definitely do not delete your items
unless you're absolutely positive you won't
| | 02:01 | ever need them again.
| | 02:02 | I will go on to the next screen and
I'll choose a location to save my OLM file.
| | 02:09 | Click Save and it will begin to export.
| | 02:11 | Now depending on the size of your
Outlook database, this might take a while.
| | 02:18 | My export is complete and I'll click Done.
| | 02:21 | Now one last way to move data out
of Outlook is to simply drag it.
| | 02:24 | I'll resize my window so you can see my desktop.
| | 02:28 | I'll go ahead and close that Finder window.
| | 02:31 | I can drag any of my items onto my
desktop for archiving or importing into
| | 02:36 | other applications.
| | 02:38 | Email messages are saved
with the extension .eml.
| | 02:41 | Contacts are saved as .vcf.
| | 02:44 | Calendar events and tasks are saved
as .ics and Notes are .html files.
| | 02:50 | All of these formats are common file
types and you'll be able to move the
| | 02:53 | items around very easily.
| | 02:55 | Just be sure to use a backup tool or
create an Outlook archive on a regular
| | 03:00 | basis so that if anything happens to
your computer, you don't lose all of your history.
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| Using the Database Utility| 00:00 | Outlook has a database utility program
that you can use to rebuild the database
| | 00:04 | if it gets corrupted, and it allows
you to switch back-and-forth between
| | 00:08 | multiple Outlook identities.
| | 00:10 | If you ever suspect that there's a
problem with your database, all is not lost.
| | 00:14 | If the program quits unexpectedly,
items won't open or don't display properly,
| | 00:19 | you can't find items you know are there
or your Office Reminders are blank,
| | 00:23 | it means your database maybe corrupted.
| | 00:26 | In that case, the solution is to rebuild it.
| | 00:28 | If you have a Microsoft Exchange
account, rebuilding the database deletes any
| | 00:32 | information that's not synchronized
with the Exchange Server, including your
| | 00:35 | contacts' Digital ID Certificates.
| | 00:38 | Before you rebuild the database, you
should use the techniques we learned in
| | 00:41 | the backing up video to backup all your Outlook
data that's stored only on your local computer.
| | 00:47 | When you're ready to rebuild, go up to
the Outlook menu and quit the program.
| | 00:54 | You'll also need to quit any
other open Microsoft Office programs.
| | 00:58 | Open up the Finder window, and go to
the Applications folder, and then to
| | 01:02 | Microsoft Office 2011, and the
Office folder, and then look for Microsoft
| | 01:07 | Database Utility, and double-click it to open.
| | 01:11 | You can also open up the Database
Utility program by closing and reopening
| | 01:15 | Outlook while holding down the Option key.
| | 01:18 | In the bottom right-hand corner
of the window is a Rebuild button.
| | 01:22 | Click on it and Outlook will create a
backup in the Office 2011 Identities
| | 01:26 | folder inside your Documents
folder, then do the repair.
| | 01:30 | Note that you need to have double
the room available on your hard-drive.
| | 01:34 | In other words, if your Outlook file
is 500 megabytes, you need 1 gigabyte of
| | 01:38 | space available to rebuild and compact the file.
| | 01:41 | After the rebuild is finished, your
Outlook should be repaired. I'll click Done.
| | 01:46 | The Database Utility also allows you to
run more than one Outlook Identity at a time,
| | 01:51 | if you need two completely
separate Outlook environments.
| | 01:54 | For example, maybe you're self-
employed and you have two different
| | 01:58 | independent businesses.
| | 02:00 | Click on the Plus sign in the
lower-left corner of the window.
| | 02:04 | A second line will appear.
| | 02:06 | Give this new identity, a
descriptive name, and press Return.
| | 02:12 | Then click on the gear, and set up
this new identity file as the default.
| | 02:17 | When you close the Database Utility
program and open Outlook again, you'll have
| | 02:20 | a brand-new file and when you want to
go back to your original identity, come
| | 02:24 | back into this Database Utility and
set the first file as the default again.
| | 02:29 | I'm going to leave Hansel and Petal as
the default and let's see how this works.
| | 02:35 | I'll quit the Database Utility.
| | 02:40 | When my Outlook reopens, it's completely blank.
| | 02:43 | This is my new Hansel and Petal identity.
| | 02:45 | The Microsoft Database Utility is an
indispensable tool if you're having
| | 02:49 | problems with Outlook and when you have
a need for multiple Outlook identities.
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ConclusionFinal thoughts| 00:00 | For those of you working on an
Exchange network in your workplace, I'm sure
| | 00:04 | you'll be delighted that you can
now use your Macintosh computer.
| | 00:07 | For you PC switchers, you'll love
all the features that make Outlook
| | 00:11 | compatible with your old PC.
| | 00:13 | For those of you upgrading from
Entourage on the Mac, the improvements and new
| | 00:16 | features will make you smile.
| | 00:18 | And for those of you using Outlook
as your first email and information
| | 00:22 | management program, the ease of use
and powerful organizational tools will
| | 00:26 | help you be productive.
| | 00:28 | Enjoy your exploration of
Outlook and all its possibilities.
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