IntroductionWelcome| 00:04 | Hi! Welcome to Outlook for Mac 2011
Power Shortcuts. I am David Rivers.
| | 00:08 | This course is specifically designed
for those who are already familiar with
| | 00:12 | Outlook for Mac 2011 and want to make
the most of this powerful application
| | 00:17 | that has been the leading email
system on the market for some time, yet is
| | 00:22 | fairly new to the Mac.
| | 00:24 | Let's take a peek at some of what
we will be covering in this course.
| | 00:27 | We will begin with a look at the top ten
tips you might not want to live without.
| | 00:32 | That will allow you to work more efficiently
and they will definitely save you some time.
| | 00:36 | Then we will shift our focus onto ways
to organize your emails despite the large
| | 00:41 | number of messages you
might receive on a daily basis.
| | 00:45 | Then it's onto some time saving
techniques for handling messages to save you
| | 00:49 | time when creating, when sending,
and when dressing up emails that need to grab
| | 00:55 | a reader's attention.
| | 00:57 | After that we will round out
the course by examining some handy
| | 01:00 | calendar shortcuts.
| | 01:01 | We will look at tips and
tricks when working with contacts.
| | 01:05 | We will look at some shortcuts for saving
you time and energy when handling tasks.
| | 01:10 | And finally some options for customizing
Outlook to look and feel the way you want it to.
| | 01:16 | So with all these topics
to cover, let's get started.
| | Collapse this transcript |
|
|
1. Top 10 ShortcutsSwitching identities inside Outlook| 00:00 | Our first Power shortcut is
going to deal with identities.
| | 00:04 | In Outlook for Mac 2011 you are allowed
to have more than one identity and then
| | 00:08 | switch between those identities to keep
emails, calendar items, tasks, and so on
| | 00:13 | separate from one another.
| | 00:15 | A typical scenario is where you have
work emails, maybe they are confidential,
| | 00:19 | same things goes for the
calendar events, to-do list, contacts.
| | 00:23 | You want to keep them separate from
your home life, so you can set up a home
| | 00:26 | identity and a work identity and then
just switch between the two as needed.
| | 00:30 | So we are going to start
by creating a new identity.
| | 00:33 | And you'll notice Outlook is not running.
| | 00:35 | You will have to close it down if you
are following along with me because we
| | 00:37 | need to access the database utility.
| | 00:40 | Now, we could go searching for that,
or here is a nice little shortcut.
| | 00:43 | Hold down your Option key as you
try to launch Microsoft Outlook.
| | 00:47 | So it could be from the Applications
Window, or if you have it on your doc, like
| | 00:51 | I do, hold down your Option key on the
keyboard as you click the Outlook icon.
| | 00:56 | Notice it does not launch Outlook, instead
you will get the Microsoft Database Utility.
| | 01:01 | You will see the Main Identity;
| | 01:03 | now, you need to be on an Exchange Server.
| | 01:05 | The Main Identity is the default
identity and that's where all of your emails,
| | 01:09 | all of your calendar items,
tasks, et cetera, are stored.
| | 01:13 | Now, even if you set up separate
inboxes and so on, different calendars, they
| | 01:17 | are all stored under this one identity,
and it can be backed up, but if you
| | 01:21 | want to keep them separate from your home emails,
let's say you need to create a new identity.
| | 01:26 | There are some buttons down
below to help you with that.
| | 01:28 | The + sign for creating a new
identity, the - sign to delete a selected
| | 01:32 | identity, and then you can choose a default.
| | 01:35 | Let's start by clicking the +
sign, creates a brand-new identity.
| | 01:39 | The naming convention is Identity1.
| | 01:41 | We will just type right over that
something like maybe Home Identity.
| | 01:47 | When you press Return you
have your brand-new identity.
| | 01:50 | Notice though that Main Identity
is bolded and Home Identity is not.
| | 01:54 | You can only use one identity at a time, so
you need to choose it as the default to use it.
| | 02:00 | So let's say we want to go to our Home Identity.
| | 02:03 | We select it, go down to the cog down below,
click that, and then choose Set as Default.
| | 02:09 | It becomes bolded, Main Identity is not,
which means you're ready to launch out
| | 02:13 | using the new Home Identity.
| | 02:15 | If you want to rename your identity, you can
do that too just by clicking it a second time.
| | 02:19 | So with Main Identity selected, if
I click again, you will notice I am
| | 02:23 | inside and I can click and take out
Main and maybe call this Work, just to
| | 02:27 | be clear, when I press Return, it's
still my Main Identity, but it's now
| | 02:31 | called Work Identity.
| | 02:33 | So with Home Identity Set as the
Default, we can launch Outlook.
| | 02:36 | You don't need to close the Microsoft
Database Utility when you launch Outlook.
| | 02:40 | You might see this message asking to
turn on Office Reminders, because you are
| | 02:44 | starting fresh with a brand-new identity.
| | 02:46 | I am going to click Cancel, not
worry about that. There it is.
| | 02:49 | I am in Outlook, nothing in my Inbox,
nothing in my Calendar, no Contacts,
| | 02:54 | starting brand-new with a brand-new identity.
| | 02:57 | Now, when you want to switch back to
your Work Identity, you have to close
| | 03:01 | Outlook, and this is the only way to do it.
| | 03:04 | Go back to the Database Utility, select
Work Identity, make it the default, and
| | 03:10 | then launch Outlook and you
will be back to your Main Identity.
| | 03:13 | So if you go to your Inbox, for example,
you will see all of your emails, your
| | 03:17 | Calendar items, Tasks, everything that
you've been working with are all still
| | 03:21 | there under the newly named Work
Identity, previously the Main Identity.
| | 03:26 | Now, of course you can add additional
identities if you needed to for different
| | 03:29 | family members perhaps, or different groups.
| | 03:33 | So using identities in
Outlook 2011 is a possibility.
| | 03:37 | You can create them, delete them,
rename them, and just switch between them.
| | 03:41 | It's a simple matter of
setting one as the default.
| | Collapse this transcript |
| Sending text (SMS) messages from Outlook| 00:00 | Are you aware that you could send
an SMS text message directly from
| | 00:05 | Microsoft Outlook 2011?
| | 00:06 | All you need to do is create a new
email message or forward an existing message
| | 00:11 | if you prefer, could even be a Task or
a Calendar entry if you want to forward
| | 00:14 | that to a mobile device.
| | 00:16 | Once you've figured that out,
all you need is the phone number.
| | 00:19 | That goes in the To field.
| | 00:23 | And then after the phone number you
will need to know the service provider for
| | 00:28 | the mobile device you are
sending this message to.
| | 00:30 | So you will need an @ sign, and then
you'll need to know the details for the suffix.
| | 00:35 | This can easily be found online just by
searching, for example, for Rogers AT&T.
| | 00:40 | I can look that up and know that
it's pcs.rogers.com and type that in.
| | 00:45 | Now I am ready to send the message off,
but if you want to type in a new message
| | 00:50 | or edit existing text, you could do that.
| | 00:53 | We do want to keep text messages
fairly short, say 140 characters maximum.
| | 00:58 | Once you have got the text,
you are ready to send it off.
| | 01:00 | It's a simple matter of hitting the Send button.
| | 01:03 | Do keep in mind, however, that some
recipients may have to pay for this service
| | 01:07 | when they receive your text message.
| | Collapse this transcript |
| Speeding up your typing with AutoCorrect| 00:00 | You know that same AutoCorrect
feature that saves your fumbling fingers in
| | 00:04 | Microsoft Word, Excel, and PowerPoint,
can also save you here when creating
| | 00:09 | email messages in Microsoft Outlook.
| | 00:11 | It will also come in handy when you
want to use it for creating shortcuts.
| | 00:14 | To do that, click Outlook and select
Preferences, your keyboard shortcut is Command+Comma.
| | 00:20 | Now, in the Personal Settings section
click AutoCorrect, where you'll see a list
| | 00:24 | of replacements and what
they are being replaced with.
| | 00:28 | These are the standard defaults,
typically typos, that will be fixed for you on
| | 00:32 | the fly, and this will work when
you're typing messages and creating calendar
| | 00:37 | events and tasks in Microsoft Outlook.
| | 00:39 | But if you want to add something that
will save you some time, maybe even some
| | 00:43 | carpal tunnel, just click the plus sign
down at the bottom left-hand corner.
| | 00:47 | Let's say you find yourself typing in the
country name Djibouti on a regular basis.
| | 00:52 | You can't always remember how to spell
it and you don't want to have to repeat
| | 00:55 | yourself over and over.
| | 00:57 | Type in a shortcut in the left-hand
corner such as dji, hit your Tab key, and
| | 01:02 | now type in the correct spelling of Djibouti.
| | 01:07 | And once you've got it, press Return
on your keyboard and you now have a
| | 01:10 | new AutoCorrect entry.
| | 01:12 | If you want to remove it,
you would click the - sign.
| | 01:14 | But let's leave it here and test this
out by creating a brand-new email message.
| | 01:20 | And in the area where you are going
to type your message, test it out.
| | 01:23 | dji, hit the Spacebar to move on to the
next word, and notice the full spelling
| | 01:29 | of Djibouti appears.
| | 01:30 | This is a nice little time saver
available to you here in Outlook 2011.
| | Collapse this transcript |
| Working offline| 00:00 | If you are on the go and you need to
disconnect temporarily, you can continue to
| | 00:04 | use Outlook as though you
were connected in Offline mode.
| | 00:08 | This allows you to continue working,
creating email messages, creating tasks,
| | 00:13 | and calendar events, updating events,
and so on in your Outlook account that
| | 00:18 | will be later updated when you reconnect.
| | 00:21 | So, for example, if you're on a
laptop and you need to fly off to another
| | 00:24 | city, you will disconnect your laptop and
automatically Outlook throws you into Offline mode.
| | 00:29 | You will know this when you look at the
bottom right-hand corner of your screen
| | 00:32 | where it says you're Working Offline.
| | 00:34 | Now, you can do this manually as well by
clicking the tools tab and choosing Offline.
| | 00:39 | If you're currently Online, clicking this
button switches you Offline, and vice versa.
| | 00:44 | Now, when you are Offline you can
continue to work as though you were Online.
| | 00:47 | For example, if you wanted to create a
new Email message, you could do that,
| | 00:51 | just type in who you're sending it To.
| | 00:53 | I have the Subject and
Content as you normally would.
| | 01:00 | And when you click the Send button,
obviously you are disconnected and it's not
| | 01:04 | sent instantaneously.
| | 01:06 | Outlook stores that and waits for
you to reconnect to send it off.
| | 01:11 | So, for example, if you were to go to
your Calendar and create a new Event and
| | 01:15 | you wanted to invite people, it would
be stored in Outlook till you reconnect
| | 01:19 | and at that point the invitations go out.
| | 01:21 | If you were to go to Tasks, let's say,
and complete a task or mark it as
| | 01:25 | completed, this will all be
updated again once you reconnect.
| | 01:31 | So reconnecting is a simple matter of
plugging back in or going to the tools
| | 01:36 | tab and clicking the Online mode button,
currently showing Offline, switches
| | 01:41 | you back to Online.
| | 01:43 | Notice an update flashes there, so anything
that was going to be sent is sent off now.
| | 01:49 | Any new messages that were trying to
be received while you were Offline will
| | 01:53 | now appear in your Inbox, and you can read
those, and it's as though you were never Offline.
| | 01:58 | Now, of course there are certain
things that will not work while you were
| | 02:01 | Offline, like connecting to
external folders and networks, for example.
| | 02:06 | If you're going to be sending out
links that are connected to external sites,
| | 02:11 | for example, they may not
always show up once you reconnect.
| | 02:14 | So you'll have to be aware of these
minor issues, but for the most part working
| | 02:19 | in Offline mode is almost
identical to working Online.
| | Collapse this transcript |
| Choosing what prints from an email message| 00:00 | On those occasions when you need to
print out an email message, you may not
| | 00:04 | want all of the information that appears in
the email message to appear in the printed copy.
| | 00:08 | In those cases you'll want to make sure you
can see all of the options in the Print window.
| | 00:13 | Click the Expansion button if necessary and
make sure Outlook is selected from the dropdown.
| | 00:19 | Here you will see sections
for Message and Page options.
| | 00:22 | You will also see a Preview and you will
notice in the Preview there is a header
| | 00:25 | at the top, there's page numbering that
appears in the bottom right-hand corner,
| | 00:29 | and if we go to the Message options,
maybe we don't want to be able to see
| | 00:33 | people's actual email
addresses in this printout.
| | 00:36 | We can hide those by deselecting
the check box next to email addresses.
| | 00:40 | Now we will just see the
names and not the addresses.
| | 00:43 | If there are any pictures or
backgrounds, they can be turned off as well by
| | 00:47 | deselecting those check boxes.
| | 00:49 | If there are no pictures or
backgrounds, no need to deselect them.
| | 00:53 | If you don't want the header at the top,
you can deselect where it says My name
| | 00:57 | and you can use any name in there, by the way.
| | 00:59 | You can also deselect date and time
and the entire header disappears from
| | 01:03 | the top of the page.
| | 01:04 | And if you don't need page
numbers, deselect that as well.
| | 01:08 | You will be using less ink and you'll
be hiding information you don't want
| | 01:11 | people to see on the printed copy.
| | 01:13 | Now, just keep in mind, when you go to print
this, you have just set up the new defaults.
| | 01:19 | So if you go to another message and
you try to print it as well, you'll
| | 01:23 | notice that all of those options remain
exactly the way they were for the previous message.
| | 01:29 | So you don't need to turn on any of the
options you need for that next message.
| | 01:34 | Just keep that in mind as you print
your email messages here in Outlook 2011.
| | Collapse this transcript |
| Replying with an excerpt only| 00:00 | This next shortcut is one of my
favorite time saving shortcuts when it comes to
| | 00:03 | reading lengthy emails.
| | 00:05 | If you have a conversation going and
you want to reply to that message or even
| | 00:09 | forward it onto someone else, you
can pick and chose what content will be
| | 00:13 | replied to or forwarded.
| | 00:15 | So here we have an email message, for
example, that we want to forward to somebody.
| | 00:19 | They don't need to see the entire
conversation from beginning to end.
| | 00:22 | They really only need
this information at the end.
| | 00:24 | So all you need to do is click and drag
over the content you want included, and
| | 00:28 | then go up to your Ribbon and either
Reply or Forward the message, and you'll
| | 00:34 | notice it's only that content that is
going to be included in the message.
| | 00:38 | Type in the name of the person you're
sending it to, Send it off, and they will
| | 00:42 | get only what you want them to get.
| | 00:45 | One of my favorites.
| | Collapse this transcript |
| Scheduling when the Trash is emptied| 00:00 | Have you ever received a message form
Outlook indicating your mailbox is almost
| | 00:04 | full, even though you are really good
about reading messages and deleting them
| | 00:09 | when they are no longer useful?
| | 00:10 | Well, the problem might be
your Deleted Items folder.
| | 00:13 | When you delete items, that's where
they go to be stored by Outlook, and of
| | 00:17 | course they take up space here.
| | 00:20 | So your options are to manually empty
the Deleted Items folder or to let Outlook
| | 00:25 | take care of this for you.
| | 00:26 | That's what we are going
to talk about right now.
| | 00:28 | Click the tools menu, move down to Run
Schedule, and you will see options for
| | 00:32 | emptying your Deleted Items folder
here manually, but you will also see an
| | 00:36 | option down at the bottom to Edit
Schedules, including a schedule for emptying
| | 00:41 | the Deleted Items folder.
| | 00:43 | Now, you can enable it here by clicking
the check box, but if you really want to
| | 00:47 | get into the finer details of when this
is going to happen, double-click Empty
| | 00:52 | Deleted Items Folder.
| | 00:54 | Now you will see the default set to Manually.
| | 00:56 | Click this button to see some other options.
| | 00:58 | For example, every time you start up Outlook,
it could be Empty, or every time you Quit.
| | 01:03 | And then we have three options
for setting up different schedules;
| | 01:06 | a Timed Schedule for one time
emptying of your Deleted Items, a Repeating
| | 01:11 | Schedule where you can choose a number
of occurrences, same thing for Recurring,
| | 01:15 | where you can be more specific with your dates.
| | 01:17 | So, for example, Timed Schedule allows you
to click and choose an exact date and time.
| | 01:25 | If you go to Repeating Schedule, you
can then choose an Increment, and then you
| | 01:29 | can choose whether that's every
so many Minutes, Hours, or Days.
| | 01:33 | What I like is the Recurring option.
| | 01:37 | From here, when you click the button,
you can choose whether this is going to
| | 01:40 | happen on a Daily, Weekly,
Monthly, or Yearly basis.
| | 01:43 | I kind of like the Weekly option.
| | 01:46 | And now you can see we can choose the
number of weeks, maybe every two weeks
| | 01:49 | might be good, and maybe on a Sunday
would be good when you are not going to be
| | 01:53 | using Outlook, especially if
you choose the appropriate time.
| | 01:58 | Notice down below you can choose when
this is going to Start, and then you can
| | 02:02 | also choose the time.
| | 02:03 | So I am going to change the 12 by
selecting it, using the up arrow to go to 2:00 AM.
| | 02:08 | I typically won't be using
email on a Sunday at 2:00 AM.
| | 02:12 | Now, you can also choose when this is going to
End, and by default it's going to go on forever.
| | 02:17 | In my case, every two weeks on a
Sunday at 2:00 AM my Deleted Items folder
| | 02:21 | will be emptied for me.
| | 02:22 | Or I could choose to End it after x
number of occurrences, or I can choose a
| | 02:27 | specific date when this is going to end.
| | 02:29 | But I like the fact that it's just going
to keep on going without my input and I
| | 02:33 | will never have to worry about it again.
| | 02:35 | Click OK, click OK again.
| | 02:37 | You will see it's checked off and enabled.
| | 02:39 | You can close up your Preferences and
then rest assured that you will never run
| | 02:44 | out of space because of a
full Deleted Items folder.
| | Collapse this transcript |
| Backing up Outlook data with Time Machine| 00:00 | I call this next tip a peace of mind
tip, because as you may already know,
| | 00:05 | Outlook for Mac 2011 stores all of
your messages, calendar events, contacts,
| | 00:09 | your notes, tasks, et
cetera, as individual files.
| | 00:13 | What this means is you can actually use Time
Machine to make a backup of your Outlook data.
| | 00:18 | If you turn on Time Machine--you may
know this already--it automatically makes a
| | 00:23 | backup copy of every
single file on your computer.
| | 00:26 | That includes your Outlook data.
| | 00:28 | So if you lose a message, a calendar
event, something gets damaged or lost,
| | 00:32 | you can use Time Machine to browse through
your backups and recover a copy of the file.
| | 00:37 | Just keep in mind though that the
first time you open Outlook after restoring
| | 00:40 | a Time Machine backup, Outlook is
going to take some time to rebuild its
| | 00:44 | database to accommodate the restored
items, and if you have a large database,
| | 00:48 | that could take a while.
| | 00:50 | You also have the option to exclude
Outlook data from a Time Machine backup, and
| | 00:54 | to do that you can click Options.
| | 00:56 | You'll see excluded items listed
already, and if you want to add your Outlook
| | 00:59 | data, just click the Plus sign.
| | 01:01 | You'll want to go to your own User Documents.
| | 01:04 | In Documents you will go to
the Microsoft User Data folder.
| | 01:08 | That's where you will find
the Office 2011 identities.
| | 01:11 | If you haven't set up multiple
identities, you will see a Main Identity.
| | 01:14 | I have a couple of here, a Home
Identity and a Work Identity, so I can choose
| | 01:18 | which one I want to exclude
from the Time Machine backup.
| | 01:23 | So if I didn't want my Home Identity included
in the backup, I would select it, click Exclude.
| | 01:28 | It now appears on the list.
| | 01:30 | When I click Done, I know now that when
Time Machine runs its regular backups,
| | 01:35 | you can see the next one in
just over 100 seconds here.
| | 01:38 | It's going to include any Outlook
data I haven't excluded, and that will
| | 01:43 | give you peace of mind.
| | Collapse this transcript |
| Searching for content across multiple items| 00:00 | One of my favorite time saving tips is
the ability in Outlook 2011 to search
| | 00:04 | across multiple items, that is, you can
search for content that might appear in
| | 00:09 | your calendar, in an email
message, a task, a note--you name it.
| | 00:14 | To do this, just go up to the top
right-hand corner and click in the Search
| | 00:17 | field, and when you do this, whatever
you type is going to automatically search
| | 00:21 | the currently selected folder.
| | 00:22 | So in my case it's my Two Trees Olive Oil Inbox.
| | 00:26 | But you will notice on the Ribbon
here under Search, we have the ability to
| | 00:29 | include Subfolders, All Mail, no matter
where it is, or this is it here, expand
| | 00:35 | the search to include all Outlook items.
| | 00:38 | So when you click this, you will
actually be searching through everything.
| | 00:41 | Now just type what it is you are looking for.
| | 00:42 | I am going to type in q3
revenue, just like that.
| | 00:48 | And you can see it is
going to narrow down my search.
| | 00:50 | And here in my list I do have a
number of email messages containing that
| | 00:54 | content, but I also have down below revenue
figures showing up what looks like a task.
| | 00:59 | So I can select these and view them over
here on the right-hand side quickly and easily.
| | 01:04 | Searching across multiple
items can save you a lot of time.
| | Collapse this transcript |
| Six timesaving keyboard shortcuts| 00:00 | There is a huge number of keyboard
shortcuts you can use in Outlook for Mac
| | 00:05 | 2011, but here are my top six time-saving
keyboard shortcuts you probably won't
| | 00:09 | want to live without.
| | 00:10 | Some of these may be
familiar to Entourage users.
| | 00:13 | You can use them here in Outlook 2011 as well.
| | 00:16 | Let's start with working with a message.
| | 00:18 | Just double-click any message to open
it up and if you quickly want to reply to
| | 00:23 | somebody, you can reach for the mouse,
click the Reply button or use the
| | 00:27 | keyboard shortcut, which is, you
guessed it, Command+R as in Reply.
| | 00:32 | This automatically takes you to a reply message.
| | 00:34 | Everything is filled out;
| | 00:35 | you just have to type in your message.
| | 00:38 | When you are ready to send it, you
can use another keyboard shortcut.
| | 00:41 | Shortcut number two is Command+Return,
so you don't have to reach for the mouse
| | 00:46 | and click the Send button.
| | 00:47 | Command+Return will automatically send it back.
| | 00:50 | Now, if you want to forward a message,
all you have to do is have the message
| | 00:54 | selected and the other keyboard shortcut is
Command+J. Command+J will open up a new message.
| | 01:00 | You are going to be forwarding the
selected message, all you need to do is type
| | 01:03 | in who you are sending it to and
you can use Command+Return to send it.
| | 01:09 | Now, the next little keyboard shortcut
is going to save you time searching for
| | 01:13 | any unread messages.
| | 01:14 | If you have an Inbox full of messages,
some of them read, some of them not read
| | 01:18 | and you want to go quickly to the
ones you have yet to read, try this one,
| | 01:21 | Command+Shift and the letter O.
| | 01:24 | You are only going to see a list now
of any unread messages and they are
| | 01:28 | indicated by the closed envelope you
see next to the name, and if it's a
| | 01:33 | calendar event that you are being
invited to, you will see that as well.
| | 01:37 | These are messages that have not been read.
| | 01:39 | Hold down Command+Shift and tap the
letter O to go back to viewing the entire
| | 01:43 | list of messages read or not.
| | 01:47 | Now, the next keyboard shortcut is
actually a group of keyboard shortcuts
| | 01:50 | for flagging messages.
| | 01:52 | You can select any message you like
and flag it by using your mouse going up
| | 01:55 | to the Flag button, or you can click
the Flag in the preview over here of the
| | 02:00 | name and title of the message, and that's
automatically going to flag it for the current day.
| | 02:05 | So whatever date you are looking at this,
when you click the flag, that's a default.
| | 02:10 | If you want to use a keyboard shortcut
to flag it for tomorrow or this week or
| | 02:14 | next week, you can do that too.
| | 02:15 | Ctrl+2 is going to change the due date
to the next day, Ctrl+3 would be for the
| | 02:23 | end of the week, Ctrl+4
would be end of next week.
| | 02:28 | Go back to today by pressing Ctrl+1.
| | 02:32 | So those are four shortcuts
really in one for flagging messages.
| | 02:36 | And the last one is for the
way you view your messages.
| | 02:39 | Right now, you can see the
way I am viewing my screen.
| | 02:41 | I have got my list of messages and I
have got my Preview Pane over on the
| | 02:46 | right-hand side for viewing the contents.
| | 02:48 | So I can close that up by using a
keyboard shortcut Command+Backslash.
| | 02:52 | It's actually a toggle.
| | 02:54 | Now I am just looking at a list, Command+\
again will redisplay the Preview Pane
| | 02:59 | on the right-hand side.
| | 03:00 | If I prefer to have the Preview Pane
below the message list, Command+Shift+\
| | 03:07 | will display it down below, and of course
Command+Shift+\ will toggle it off as well.
| | 03:13 | So I kind of like it on the right-hand side,
Command+\ will bring it back to the right.
| | 03:17 | It's totally up to you, but those
are my top six keyboard shortcuts for
| | 03:20 | saving you some time.
| | Collapse this transcript |
|
|
2. Shortcuts for Organizing EmailUsing a folder system| 00:00 | When your inbox begins to fill up and
the email messages begin to accumulate, it
| | 00:05 | can be very distracting and disorganized.
| | 00:07 | One great way to stay
organized is to create a folder system.
| | 00:11 | It's easily done here in Outlook 2011.
| | 00:14 | On the left-hand pane, you will notice
options for the different folders that
| | 00:18 | might be on your computer or maybe you
are connected to an exchange server, and
| | 00:22 | you will see options there as well.
| | 00:24 | A new folder can be created by
simply right-clicking any existing folder,
| | 00:28 | including the name of a computer or
a connection like Two Trees Olive Oil
| | 00:33 | for me, for example.
| | 00:34 | If I want to add one to my Projects
folder, which is already been added,
| | 00:39 | right-clicking brings up this menu,
allows me to click new folder, which is
| | 00:43 | the equivalent to going to the Organize tab
on the ribbon and choosing New Folder there.
| | 00:48 | Now, because I right-clicked Projects,
the subfolder that I am about to create
| | 00:53 | will exist as a child folder under Projects.
| | 00:57 | So, let's say I want to have a special
folder for our Monthly Revenue Meetings.
| | 01:04 | This way, all correspondence
regarding the revenue meeting can go there.
| | 01:08 | You will notice it's
automatically listed alphabetically.
| | 01:11 | Now, let's say I wanted that one near the top.
| | 01:13 | Another option is to
rename your folders accordingly.
| | 01:17 | So, for example, if this was going to
be my first folder, I can click it and
| | 01:22 | then click it again to type in some
additional information, maybe at the
| | 01:26 | beginning, like a number.
| | 01:27 | I will do a 1 and a dash.
| | 01:30 | When I press Return, notice it goes to the top.
| | 01:32 | Now, I might want to do the same with
my other folders, numbering them in the
| | 01:37 | order that I want them to appear.
| | 01:39 | Now once you have created your folders,
it's a simple matter of dragging the
| | 01:44 | email messages to the appropriate folder.
| | 01:47 | So when you go to your Inbox,
you have read the message.
| | 01:50 | You want to save it.
| | 01:51 | Simply drag it to the folder that it applies to.
| | 01:54 | In this case, I am going to drag my revenue
update results to Monthly Revenue Meetings.
| | 01:59 | You will see it highlighted and the Plus sign.
| | 02:02 | When you release, you actually save
a copy to that folder, clicking the
| | 02:06 | folder reveals the copy.
| | 02:07 | Now, if you accidentally create a new
folder in the wrong place, maybe you
| | 02:13 | right-click My Computer and you are
going to add one by clicking New Folder and
| | 02:18 | let's say we want to call this Party Committee.
| | 02:23 | And you will notice it goes under My
Computer and really belongs under Projects.
| | 02:29 | So, simply click, drag it down until
Projects in highlighted and when you
| | 02:33 | release, it gets moved to the
appropriate folder and becomes a child folder of
| | 02:38 | that selected folder.
| | 02:40 | So using a folder system like this
is going to help you stay organized;
| | 02:44 | you will spend less time searching for
that email, when it's organized in this
| | 02:47 | type of hierarchy, a great
timesaver in Outlook 2011.
| | Collapse this transcript |
| Email organization best practices| 00:00 | If you're at all like me, you've
probably experienced that overwhelming feeling
| | 00:03 | that comes as a result of an
overstuffed and disorganized Inbox.
| | 00:08 | We're going to talk about some best
practices now for dealing with messages as
| | 00:12 | they come in and ways to manage your Inbox.
| | 00:14 | We'll start by thinking about treating
your Outlook Inbox just like you would a
| | 00:20 | physical Inbox that might be
sitting on the corner of your desk.
| | 00:23 | As people start piling in the content,
messages, reports, and so on, you'll take
| | 00:28 | a look at those, and then you
typically won't put them back in that Inbox.
| | 00:32 | You'll do something with them.
| | 00:33 | Well, you might want to consider doing
the exact same thing with your Outlook
| | 00:37 | Inbox, read your messages and
immediately decide on an appropriate action.
| | 00:43 | Keeping in mind that your Inbox
should really only contain unread messages,
| | 00:47 | things you haven't looked at yet, or
messages requiring some kind of action on
| | 00:50 | your part, or even messages
requiring some kind of follow up.
| | 00:55 | So here is what we could do with a
message as it comes in to our Outlook Inbox.
| | 01:01 | Read it, and if it's something you need
to keep on hand, file it, just like you
| | 01:06 | would if you received a
report in your physical Inbox.
| | 01:09 | You tuck it away in an appropriate folder.
| | 01:12 | Or maybe you read it and decide it's
not something you're going to need to look
| | 01:16 | at again, simply delete it, do it right away.
| | 01:19 | It will keep your Inbox organized.
| | 01:21 | Or read it and take the necessary
action in that email and then decide if you
| | 01:25 | need to file it or delete it, and do it.
| | 01:28 | Or you might want to just
keep it in the Inbox temporarily.
| | 01:32 | That's so you can take
care of it at a later time.
| | 01:35 | And once you've done that, you'll
then want to again file it or delete it.
| | 01:40 | So what about an Inbox that's
already stuffed? It's disorganized.
| | 01:44 | There is clutter.
| | 01:45 | You've got hundreds, maybe even thousands,
of messages sitting there, how can we
| | 01:49 | get down to a manageable level?
| | 01:50 | Well, one strategy is to simply
spend about 15 minutes a day deleting and
| | 01:55 | filing your existing messages and start with
the oldest ones first, so you can reorder them.
| | 02:00 | So you're looking at the oldest ones at the top.
| | 02:02 | They are the easiest
ones to delete or file away.
| | 02:05 | Get your Inbox down to only those
messages that you need to work on, and
| | 02:12 | once you're down to a nice level, try to keep
your Inbox under 50 messages at any given time.
| | 02:17 | That's going to help you to stay organized.
| | 02:19 | You'll never experience that
overwhelming feeling, and you'll work more
| | 02:23 | efficiently in Outlook.
| | Collapse this transcript |
| Four keyboard shortcuts for organizing email efficiently| 00:00 | When working with email messages in
Outlook 2011, you're typically on the keyboard.
| | 00:04 | You may not want to spend the time
reaching for the mouse to click buttons and
| | 00:07 | find commands and the menus.
| | 00:09 | So here are some keyboard shortcuts that will
save you some time when trying to stay organized.
| | 00:14 | We're going to look at four in particular.
| | 00:16 | We're going to start with a very
simple one, and that is your Delete key.
| | 00:20 | If you're on the keyboard looking at
messages, you can use your arrow keys to
| | 00:23 | move down the list, find the one that
you want to delete, and press the Delete
| | 00:27 | key on your keyboard. Simple as that.
| | 00:29 | It's moved directly to
your Deleted Items folder.
| | 00:32 | And if you need to get that back, you
can use a second keyboard shortcut we're
| | 00:36 | going to talk about, and that is Undo.
| | 00:38 | And just like almost every other
program out there, Command+Z is your Undo
| | 00:44 | keyboard shortcut, brings the message
back so you have access to it in your Inbox.
| | 00:49 | The next one we're going to look at allows you
to move a message to a folder of your choosing.
| | 00:55 | So, for example, if I want to go up to
this one about an event, I could move
| | 01:00 | that to my Buyers Conference folder
that I created under Projects by clicking
| | 01:05 | and dragging it, or if I am already on
the keyboard, I can use this keyboard
| | 01:09 | shortcut, Command+Shift+M. So it opens
up a little dialog where I have a Search
| | 01:17 | field and my cursor is flashing at the top.
| | 01:19 | Now I just have to start to type in the
name of the folder I want to move it to.
| | 01:22 | My Buyers Conference starts
with a 2, so I type in a 2.
| | 01:26 | It's the only folder that
begins with the number 2.
| | 01:29 | It's already highlighted, all I
have to do is press Return and you'll
| | 01:32 | notice that's the same as clicking the Move
button down in the bottom right-hand corner.
| | 01:37 | There we go. It has been moved.
| | 01:38 | If I prefer to copy that and not move
it, I have another keyboard shortcut.
| | 01:43 | So let's use Command+Z to get it back.
| | 01:44 | Use the arrow keys or cursor keys to
move to the message I want to copy this
| | 01:50 | time, and instead of Command+Shift+M,
it's Command+Shift+C as in copy.
| | 01:56 | Each time you're holding down the
booster keys Command and Shift while you tap
| | 02:00 | the letter, in this case C, gives me
the same field. I can type in a 2.
| | 02:04 | There is my folder, press Return.
| | 02:06 | This time it's the same as clicking the Copy
button, the default button, and off it goes.
| | 02:11 | Now I have a copy sitting in
my Buyers Conference folder.
| | 02:15 | When I'm done reading it here in my
Inbox, I know I can press Delete on the
| | 02:19 | keyboard to delete it and I still have a
copy in the folder I chose a moment earlier.
| | 02:24 | So these are just a few of the many keyboard
shortcuts available to you here in Outlook 2011.
| | 02:29 | These will help you to stay
organized in an efficient manner.
| | 02:33 | Later on we'll look at some
additional helpful keyboard shortcuts using
| | 02:37 | Outlook 2011.
| | Collapse this transcript |
| Changing how a folder displays| 00:00 | We all have our own preferences in life
and when it comes to viewing our folders
| | 00:03 | here in Microsoft Outlook there is no exception.
| | 00:06 | What's good about Outlook 2011 is you
have some options for adjusting your view
| | 00:11 | and that's what we're
going to talk about right now.
| | 00:13 | Let's start with some defaults.
| | 00:14 | First of all, you'll notice a Navigation
Pane down the left-hand side, then here
| | 00:19 | in our Inbox, for example,
we'll see a list of messages.
| | 00:22 | And by clicking a message we see on
the right-hand side in the Reading Pane a
| | 00:27 | preview of the content, or we can make
changes to this to suit our own needs.
| | 00:32 | If you don't like the way your
messages are being sorted and grouped.
| | 00:35 | For example, at the very top you'll see
Arrange By and the default is Date Received.
| | 00:41 | Also a default is the second column
header which is to show the Newest messages
| | 00:47 | on Top, and then notice the groupings.
| | 00:49 | You'll see the day of the week, This
Year, for example, and Older messages.
| | 00:54 | If you go out to the Arrange By heading
and click there, you can choose from a
| | 00:58 | number of different headings.
| | 00:59 | If you prefer to sort your messages by
who they're from, select From the list.
| | 01:05 | Now you'll notice the message that was
selected is still selected, but it's in a
| | 01:10 | different group now.
| | 01:11 | In my case, I'm looking
at some emails from Olivia.
| | 01:14 | Now if I want to go to the Judith
emails, I can type the letter J, another
| | 01:18 | little shortcut that will take you to
the top of the list any messages from
| | 01:22 | someone's name starting with J,
and again you'll see an alphabetical listing.
| | 01:27 | Now you can also choose not
to see them grouped this way.
| | 01:30 | Let's go back to Arrange By
and we'll go to Date Received.
| | 01:35 | We'll turn the grouping off by simply
going back to the Arrange By heading.
| | 01:39 | I'll give it a click and deselect
Show in Groups, the check mark next to it
| | 01:44 | means groups are turned on.
| | 01:45 | When we select that grouping is turned
off and now it's just simply a long list
| | 01:49 | of the messages as they came
in with the newest ones on top.
| | 01:53 | Click this heading to change it to
the oldest on top, click it again to get
| | 01:58 | your newest ones on top.
| | 01:59 | It's a great way to organize how
you're looking at your messages.
| | 02:03 | Now if you don't like this Reading
Pane and you want additional options for
| | 02:07 | sorting you can turn it off.
| | 02:09 | Go up to View and then go down to
Reading Pane and you'll see there are three
| | 02:13 | options, on the Right, down Below, or
you can hide it altogether and there are
| | 02:18 | keyboard shortcuts for that as well.
| | 02:21 | With it hidden, you'll notice we
have a number of other column headings.
| | 02:24 | So we still have From, the Subject,
and Date Received which is highlighted.
| | 02:29 | That's the one we're using to sort and you
can tell by the little arrow right there.
| | 02:32 | Now it's just a simple matter of
clicking the heading to change the sort
| | 02:36 | order, or click the heading and then click it
again to reverse the order using that parameter.
| | 02:44 | When you want the Reading Pane back
you can use the keyboard shortcut, or go
| | 02:48 | back to the View menu and turn it on from there.
| | 02:50 | So those are just a few options you can
choose to use or not when viewing your
| | 02:57 | messages and folders in Outlook 2011.
| | Collapse this transcript |
| Tracking messages with conversation view| 00:00 | If you've been following along, you
know how helpful it can be to use the
| | 00:03 | Arrange by and Sort options for
groupings your messages and staying organized
| | 00:08 | when viewing list of messages in an
Inbox, for example, or any other folder for
| | 00:12 | that matter, but there is an
additional item we're going to talk about now.
| | 00:15 | It's brand new in Outlook 2011.
| | 00:17 | It's called Conversation View.
| | 00:19 | And there is a couple of different
ways to activate this Conversation View.
| | 00:22 | First of all, you can go to the
Organize tab, click that on the Ribbon, then
| | 00:26 | select Conversations to toggle this
on, the same button will turn it off.
| | 00:31 | Now when you do this you're going to see
certain messages appearing, with little
| | 00:35 | arrows next to them, just off to the left.
| | 00:38 | Anything with an arrow is actually a
message that's part of a conversation.
| | 00:41 | And you can click the arrow to expand
it and view all of the related messages
| | 00:46 | that are part of that thread or conversation.
| | 00:49 | What this allows you to do is you see
them all in one place, but also on the
| | 00:53 | right-hand side you'll notice each
individual message is accessible.
| | 00:57 | So if you want to go to one, you hadn't
read, for example, you can simply click it.
| | 01:00 | It's now highlighted or selected in the
conversation group and on the right-hand
| | 01:05 | side you're viewing the contents.
| | 01:07 | So there it is at the top.
| | 01:09 | Now when you click the
Conversations button, you turn it off.
| | 01:13 | Notice the last message you were viewing
though is still selected, because there
| | 01:16 | is another way to activate this
conversation view and that's right from the
| | 01:20 | reading pane in the top left-hand corner.
| | 01:22 | These little bubbles allow you to
show all the messages in a conversation.
| | 01:27 | So if you're not sure, just click this and
you will see if there are related messages.
| | 01:31 | To leave that view, just simply select
one of the messages by clicking it and
| | 01:36 | you're now reading that message.
| | 01:37 | It's part of the conversation, but we're
not actually in conversation view per se.
| | 01:42 | So you can do this with any message just go
to a message, click the Conversation view.
| | 01:48 | In this case, there are a couple of
messages that are part of conversation view.
| | 01:52 | You can go to another one if
you're not sure take a look in the top
| | 01:56 | left-hand corner if those thought bubbles do
not appear this message is actually not
| | 02:01 | part of a conversation.
| | 02:02 | So using conversation view can
really help you to stay on top of threads,
| | 02:07 | especially when you get multiple
messages that are being sent back and forth
| | 02:10 | with reply's and forwarding, it's a
great way to stay organized and save you
| | 02:14 | some time searching through messages.
| | Collapse this transcript |
| Best practices for deleting messages| 00:00 | When you delete a message here in
Outlook by simply clicking it and pressing
| | 00:04 | Delete on your keyboard, it's
really only moved to another folder, the
| | 00:08 | Deleted Items folder.
| | 00:09 | And it's easy to forget about your
deleted items and of course over time they
| | 00:14 | will begin to take up
valuable space that may be limited.
| | 00:17 | So we're going to talk about ways
to empty your Deleted Items folder.
| | 00:22 | And the first trick is to simply
right-click the Deleted Items folder on the
| | 00:26 | left-hand pane, and when you do that,
you'll see a little menu pop-up that
| | 00:30 | allows you to empty the folder.
| | 00:32 | When you click Empty Folder, you will
see a warning, because what's about to
| | 00:35 | happen is every single message in
your Deleted Items folder is about to be
| | 00:40 | permanently deleted.
| | 00:41 | So you will not have the
opportunity to get them back.
| | 00:45 | So let's click Cancel.
| | 00:46 | That could be a little extreme.
| | 00:48 | Maybe there are a few messages in
there you want to take a look at and maybe
| | 00:52 | bring them back to another folder.
| | 00:54 | So just click the Deleted Items folder,
and if you have more than one account,
| | 00:58 | for example, if you're connected to
your own account as well as an Exchange
| | 01:03 | Server, you can click the little
arrow to the left and you'll see those
| | 01:07 | connections, and you can narrow
it down to a specific account.
| | 01:10 | Otherwise you'll be working with all
of the deleted items no matter which
| | 01:13 | account they came from.
| | 01:14 | Now, here we are looking
at a list of our messages.
| | 01:18 | One shortcut to pick and choose the
files or messages that you want to delete is
| | 01:24 | to select them and Command+A is the
shortcut for selecting every single message.
| | 01:31 | Now, how is this different
from right-clicking and emptying?
| | 01:34 | It's not, but you do have an
opportunity at this point to pick and choose the
| | 01:38 | ones you want to keep.
| | 01:39 | Let's say that first one I want to
keep, hold down your Command key as you
| | 01:43 | select it, and you'll
notice it becomes deselected.
| | 01:46 | While holding down the Command key,
you can do that for any message you
| | 01:50 | might want to keep.
| | 01:51 | Once you've done that, you can press
your Delete key on the keyboard and you're
| | 01:57 | going to see that same warning that
you're about to permanently delete the
| | 02:00 | selected messages this time.
| | 02:02 | Click Cancel if you're still unsure.
| | 02:05 | Just click any message and you'll notice that
the selected group of messages is deselected.
| | 02:12 | Now, another option of course is just
to simply use the Command key to pick and
| | 02:16 | choose the ones you want to delete.
| | 02:20 | Now, they've already been deleted,
but this is to permanently delete them;
| | 02:24 | press your Delete key on the keyboard,
but this time click the Delete button or
| | 02:28 | press Return on your
keyboard to permanently remove them.
| | 02:31 | Now, in my case I am pretty sure
that every one of these can go.
| | 02:35 | So I am going to right-click Deleted
Items > Empty Folder, and click Delete.
| | 02:42 | Now I've just freed up some
space on my Outlook account.
| | 02:46 | So if you are receiving many
messages per day, sometimes with hefty
| | 02:51 | attachments, it's a good idea to keep
your Deleted Items folder clean, freeing
| | 02:56 | up that much needed space.
| | Collapse this transcript |
| Two rules for handling incoming messages| 00:00 | Now keeping track of every single
message as it comes in and then dealing with
| | 00:04 | those messages appropriately can
take a lot of work to stay organized.
| | 00:08 | That is unless you let Outlook
handle some of that workload for you.
| | 00:12 | In this movie we're going to
look at two rules to help you stay
| | 00:15 | organized automatically.
| | 00:17 | It requires setting up Rules.
| | 00:19 | And Rules can be created a
couple of different ways.
| | 00:22 | Let's say, for example, you receive
messages on a regular basis with a similar topic;
| | 00:27 | for me it's the Employee Holiday Event.
| | 00:29 | Instead of cluttering up the Inbox
maybe a message like this should go to
| | 00:33 | its very own folder and we're going
to tell Outlook to do it automatically
| | 00:37 | by creating a Rule.
| | 00:38 | You can do this by clicking the Rules
button on the Home tab of the Ribbon.
| | 00:42 | Here you'll see two options at least;
| | 00:44 | one for applying Rules and one
for editing or creating Rules.
| | 00:48 | You can also go to a message where such
a Rule might apply and right-click it,
| | 00:54 | and from that pop-up menu you can go
down to Rules and say the same options.
| | 00:58 | To create a brand-new rule, this
requires us to choose Edit Rules.
| | 01:03 | Now we can create Rules for the different
accounts, an Exchange server if you've connected;
| | 01:08 | Hotmail or Gmail, for example,
to an IMAP or POP account;
| | 01:12 | you can select those as well.
| | 01:14 | I am going to go with Exchange, and now
to create the new Rule I just click the
| | 01:17 | Plus sign at the bottom left-hand
corner of the Rules Pane.
| | 01:21 | This opens up an Edit Rule dialog and
now I can type in the name of my new Rule.
| | 01:26 | For me it's going to be Holiday Event;
| | 01:28 | you can type in whatever you like.
| | 01:29 | That's the name of the Rule and now
we have two sections to fill in, the If
| | 01:33 | or the Then section.
| | 01:35 | Now the If section is where we set up Criteria.
| | 01:39 | So what happens is it all
messages or just certain messages?
| | 01:42 | You can see there is one criteria here
already and we can add more if we wanted to.
| | 01:46 | We'll click where it says All messages
and you'll see there's quite a long list
| | 01:50 | of criteria to choose from.
| | 01:51 | For me it's going to be Subject.
| | 01:54 | And when I select Subject I now get
options for Contains and then look at
| | 01:58 | that, the text is already there
because of the message that was selected when
| | 02:03 | I created this Rule.
| | 02:04 | So instead of Contains I could choose Does
not contain, Is, Is not, Starts with, Ends with;
| | 02:10 | but in this case Contains is perfect and
maybe I don't need Employee Holiday Event;
| | 02:15 | just the words Holiday
and Event, just like that.
| | 02:20 | So if the Subject contains
Holiday Event, then what?
| | 02:23 | That's the action portion.
| | 02:25 | Down below we can add additional
actions, remove existing actions, and you'll
| | 02:29 | see there's already a couple
there to start working with.
| | 02:33 | And we don't want it to Change
status so we'll click that button to see
| | 02:36 | some other options.
| | 02:37 | Instead we want to move it to a folder,
so we're going to select Move message.
| | 02:42 | Now where is it going to? Not the Inbox.
| | 02:44 | I'll click that button to choose a folder.
| | 02:47 | And you can choose an existing folder
or if you need to create a new folder.
| | 02:52 | I don't have one called Holiday Event
so I am going to click New Folder, and I
| | 02:55 | am going to type in Holiday Event, just like so.
| | 02:59 | And now I am going to choose
where that folder is going to go.
| | 03:02 | I want it in my Twotreesoliveoil account
so I am going to select it and click OK.
| | 03:08 | There it is;
| | 03:09 | that's already selected.
| | 03:10 | All I have to do is click the Choose
button to choose it, and it now appears
| | 03:13 | in my Action section.
| | 03:15 | If I wanted additional ones, I could
add them down below, but that's okay;
| | 03:19 | I am going to click OK.
| | 03:21 | And I've got my brand-new Rule.
| | 03:24 | So when I close this up, this will apply
to any new messages coming in where the
| | 03:29 | words Holiday Event appear in the subject.
| | 03:32 | What about the existing ones?
| | 03:34 | Well, I can apply Rules to selected messages.
| | 03:37 | If I want to make sure I get every one
of them, Command+A selects every message
| | 03:42 | and I'll go to the Rules button.
| | 03:44 | I can apply all my Rules to the
selected messages, or look at this.
| | 03:48 | We've got one, Holiday Event.
| | 03:50 | That's the one I want to apply, give it a click.
| | 03:53 | Now any messages that had Holiday Event
in the subject have been moved to a new
| | 03:57 | folder over here on the left-
hand side, called Holiday Event.
| | 04:03 | There's only two of them so far,
but both of them are moved to that folder.
| | 04:06 | Any new ones regarding the Holiday
Event will be moved there automatically as
| | 04:11 | well, nice little time-saver.
| | 04:13 | All right, another option is to have
some kind of notification appear just to
| | 04:18 | let you know that a new message is coming in.
| | 04:21 | Maybe the new message should make a
sound or maybe a little notification
| | 04:26 | icon should appear.
| | 04:27 | Well, you have those options
by setting up Rules as well.
| | 04:30 | Click the Rules dropdown and Edit Rules.
| | 04:34 | Now of course, we can edit existing
Rules by double-clicking them, or we can
| | 04:38 | select existing Rules and
delete them using the Minus sign.
| | 04:41 | We want to add a new Rule so
we're going to click the Plus sign.
| | 04:44 | Again, untitled appears.
| | 04:46 | Let's call this one New Mail and it
can be from a person if you wanted to.
| | 04:51 | I am going to choose Olivia.
| | 04:54 | I get a lot of mails from
her and it's usually important.
| | 04:57 | So I want some kind of notification.
| | 04:59 | Criterion, not All messages so I
am going to click where it says All
| | 05:02 | messages and choose From.
| | 05:05 | Over here, Contains, or Is is a good option.
| | 05:09 | And I'll see the existing email there,
but instead I am going to type in
| | 05:13 | olivia@twotreesoliveoil.com, perfect!
| | 05:20 | So any messages from her, what's
going to happen, not Change status.
| | 05:25 | We'll click that button and instead go
down to the section for notifications.
| | 05:29 | We can play a sound, animate the Outlook
icon, display a dialog or a notification;
| | 05:34 | I want a notification to appear.
| | 05:36 | And then what's going to
appear in that notification?
| | 05:38 | Just the Subject and Olivia's
name or subject and a preview;
| | 05:43 | it's up to you, and click OK.
| | 05:46 | You've got that new Rule.
| | 05:48 | Any mail now coming in from Olivia,
you'll see a little icon up here.
| | 05:51 | A little notification window with the subject.
| | 05:54 | You'll know that you've got the new mail.
| | 05:56 | It's usually urgent, perfect!
| | 05:58 | Go to your Inbox to see what it's all about.
| | 06:00 | When you're done with your Rules,
just close it up and go back to working
| | 06:03 | with Outlook.
| | Collapse this transcript |
| Creating a rule to automatically reply| 00:00 | Here's a handy little Rule that
could save you a ton of time if you find
| | 00:04 | yourself replying repeatedly
to a similar type of message.
| | 00:09 | For example, I am in-charge
of the Holiday Party this year.
| | 00:11 | So I need to receive RSVPs from
people who are going to be attending.
| | 00:16 | And when I do get those RSVPs I need
to send out a confirmation that I've
| | 00:20 | received it with some
information about the party.
| | 00:23 | Well, to do that over and over
again it can be very time-consuming.
| | 00:26 | So I am going to let Outlook
handle it by creating a Rule.
| | 00:29 | Click the Rules button and choose
Edit Rules to create a new Rule.
| | 00:33 | Now click the Plus sign and call
the Rule whatever you want to call it.
| | 00:37 | I am going to call mine RSVP.
| | 00:39 | Now down below in the If section
we need to set up our Criteria.
| | 00:45 | In this case the Subject is always
going to contain RSVP and Holiday Party.
| | 00:49 | So I am going to choose from
the dropdown, Subject, Contains.
| | 00:55 | I am just going to type in RSVP: Holiday Party.
| | 01:02 | So what happens when a message comes in with
the subject containing RSVP: Holiday Party?
| | 01:07 | Well, maybe we want it to automatically
reply back to the person with some information.
| | 01:12 | So where we see under Add Action,
a couple of actions already here.
| | 01:16 | We'll just make changes to those.
| | 01:18 | Where it says Change status, we'll
click that and we're going to choose Reply.
| | 01:23 | Now we get to type in our reply
text by clicking the Reply Text button.
| | 01:27 | Now you might already have this text
somewhere where you can copy and paste it,
| | 01:30 | or you can just simply start typing it
in here if you like. RSVP confirmed.
| | 01:36 | Party starts at 7:00 pm.
| | 01:40 | Once we've got that in there and any
additional text you might want, click OK,
| | 01:44 | and it's been saved.
| | 01:45 | Now all I have to do now is click OK.
| | 01:47 | Now notice it's enabled.
| | 01:49 | It has a check mark.
| | 01:50 | Close that up and we can actually
apply this to existing messages.
| | 01:54 | Here's one that came in
with RSVP: Holiday Party.
| | 01:57 | If we go to the Rules dropdown and
apply the RSVP Rule, you can see a reply is
| | 02:04 | actually being sent automatically.
| | 02:06 | So it's been read, the reply has been
sent out, it goes from the Outbox, and I
| | 02:12 | don't have to worry about it.
| | 02:13 | So that's going to save me a ton of
time letting Outlook handle it by creating
| | 02:18 | that one simple Rule.
| | Collapse this transcript |
| Two ways to find the right email quickly| 00:00 | If you have ever found yourself
frustrated because you couldn't locate a
| | 00:03 | specific message containing content,
perhaps you need to get your hands on
| | 00:07 | immediately and it was buried in older
messages, maybe stored away in folders or
| | 00:12 | subfolders, maybe even deleted.
| | 00:15 | Well, in this movie, we are going to
look at two ways to quickly locate that
| | 00:18 | specific message using two search options.
| | 00:21 | We are going to start with a simple search.
| | 00:24 | Let's say I need to find any
message that contains the word picnic.
| | 00:27 | I am looking for a specific
content related to this year's picnic.
| | 00:31 | Well, the easiest thing to do is to
just to move over to the left-hand side and
| | 00:35 | click the folder where you think the
message may be located and if you are not
| | 00:39 | sure, simply choose the inbox
which covers potentially every folder.
| | 00:44 | Next, go to the top right corner and in
the Search field, the moment you click
| | 00:48 | there, you are going to notice a
Search tab appearing on the Ribbon with a
| | 00:51 | number of different options, but all
you need to do is start typing in the
| | 00:54 | content you are looking for.
| | 00:55 | Let's say it is the word picnic.
| | 00:57 | As soon as you type that, you are
going to see, From, To, Subject Received,
| | 01:01 | Category are areas where
the word picnic could appear.
| | 01:05 | Also, the content itself in the email
message, even various types of attachments
| | 01:11 | will be included in this search.
| | 01:13 | So, next what you see is a filtered
list of messages where the word that you
| | 01:17 | just typed in may appear.
| | 01:19 | Now, if you want to be more specific,
you will notice you have some additional
| | 01:23 | options here on the ribbon.
| | 01:25 | For example, if you are not sure that
the message is here, maybe it's in another
| | 01:30 | account or maybe it is hidden
away in a deleted items folder.
| | 01:34 | You want to see all mail, click All
Mail, and that will include all of
| | 01:37 | those other locations.
| | 01:39 | If you want to find the word picnic in
other items, could be a calendar event,
| | 01:44 | maybe a task or a to-do list, for example,
choose All items and you will see the
| | 01:49 | word picnic actually appears in
messages indicated by the envelope icon, also a
| | 01:54 | need to-do list or task items as
indicated by the sticky note icon, calendar
| | 02:00 | entries, tasks or to-do list.
| | 02:02 | It is all there and you can go
directly to any one of these, just by
| | 02:06 | simply selecting them.
| | 02:08 | Now when you are done with the search,
you can click the X, at the very far
| | 02:11 | right-hand side to go back to your full list
of mail, looking at your Inbox, for example.
| | 02:16 | Now you can also access more advanced
options if you need to narrow it down.
| | 02:21 | Let's try another one.
| | 02:22 | When we go to the search field and
click inside and type in content, we know it
| | 02:27 | is going to narrow down the list.
| | 02:29 | In my case I have a few options here.
| | 02:31 | But we can access advanced features by
clicking search Advanced, or you can also
| | 02:36 | go to this section that
allows you to input those criteria.
| | 02:39 | For example, filter a search result on
who the message came from or simply the
| | 02:45 | subject containing something additional,
Attachments, who it was Sent to, when
| | 02:50 | it was Received and when it was sent, et cetera.
| | 02:53 | The moment you click any one of these,
you are going to access the advanced search.
| | 02:56 | So let's say we want to make sure it's
an attachment in the email message so
| | 03:00 | click Attachment and you will see we
have the options that Has Attachments, or
| | 03:04 | we can be even more specific
about the size of the attachment.
| | 03:09 | Now you may see a shorter list.
| | 03:11 | Notice also that the Advanced
button is selected now and we have Search
| | 03:15 | Criteria appearing here.
| | 03:17 | We can add additional criteria
in a couple of different ways.
| | 03:20 | Let's say we want to make sure that
it's messages that were sent from a
| | 03:26 | particular person, choose From.
| | 03:28 | Now you will notice this criteria
appears from Contains or could not contain and
| | 03:34 | a whole list of options, and then
you just type in the addition criteria.
| | 03:39 | Let's say I am only interested in the
ones from Olivia and the moment I type
| | 03:43 | that in, you can see my
list is getting filtered down.
| | 03:46 | I finally found the one I am looking for.
| | 03:48 | You can add additional criteria by
selecting them from the ribbon or if you are
| | 03:53 | looking for a criteria that doesn't
appear on the ribbon, you also have these
| | 03:56 | buttons on the far right
to add or remove criteria.
| | 03:59 | Click the Plus sign to add another one
and you will see from the dropdown list
| | 04:02 | there is quite a long list
of options to choose from.
| | 04:06 | If you don't need that criteria,
click the Minus sign and it is gone.
| | 04:10 | So there are some options for
quickly locating specific email messages
| | 04:15 | containing search criteria that you
enter, or you could even find other items,
| | 04:20 | such as calendar entries, tasks
and notes containing that criteria.
| | Collapse this transcript |
| Saving searches with Smart Folders| 00:00 | This next shortcut can save you a
lot of time if you ever find yourself
| | 00:03 | repeating the same searches over and over again.
| | 00:06 | Let's say you are searching for an
email message containing certain content
| | 00:09 | and various criteria.
| | 00:11 | Then a couple of days later, you need
to repeat that search, go through the
| | 00:14 | process entering the criteria can be
very time consuming, instead you might want
| | 00:18 | to consider creating something called
a Smart Folder and in fact, the Outlook
| | 00:23 | 2011 comes with some preset Smart Folders.
| | 00:26 | If you scroll down the navigation pane,
you will see some of those folders when
| | 00:29 | you expand this group.
| | 00:30 | Like Flagged Mail, for example, click there.
| | 00:32 | You will see any
messages that have been flagged.
| | 00:35 | You are actually going to see
copies as the messages still exist in
| | 00:38 | their original location.
| | 00:39 | Try High Priority Mail, anything
marked as high priority with the exclamation
| | 00:43 | mark appears altogether here in
one place, nice and easy to find.
| | 00:47 | But you can also create your own and
all you need to do is start a search.
| | 00:52 | So let's go back to the Inbox
let's say, and let's start a search.
| | 00:56 | For me I am going to click in the
search field and type in the word bonsai.
| | 01:00 | I know I have to do this search over
and over again, looking for any messages
| | 01:04 | related to bonsai trees that have attachments.
| | 01:07 | Now in this case I am just
finding every message about bonsais.
| | 01:10 | In this case, I want to add the criteria
that it has to have an attachment, so I
| | 01:13 | will click the Attachment
dropdown and choose, Has Attachments.
| | 01:18 | That starts an advanced find.
| | 01:19 | Now I have two criteria
and I can add additional.
| | 01:23 | When I am ready to save though, you
will notice there is a save button that
| | 01:26 | allows me to save this search as
Smart Folder, click the button.
| | 01:31 | You will have a new folder under
Smart Folders called Untitled that you can
| | 01:34 | type right over that.
| | 01:35 | So I am going to type in Bonsai Attachments.
| | 01:41 | When you press Return, you will
always be able to see all of your messages
| | 01:45 | related to bonsai with
attachments in one location.
| | 01:49 | So as new emails come in or as emails
get deleted, you are actually going to see
| | 01:54 | that folder update simultaneously.
| | 01:56 | So, you will never have to
repeat those search criteria again.
| | 02:00 | That's a huge timesaver.
| | Collapse this transcript |
| Creating a custom arrangement| 00:00 | We already know what an excellent
job Outlook 2011 does in allowing us to
| | 00:04 | arrange how we view our messages,
either from the column headers we can choose
| | 00:08 | from various criteria.
| | 00:11 | We can change the sort order;
| | 00:13 | we can do it from the ribbon under the
Organized tab by clicking Arranged By,
| | 00:17 | Conversation view is a nice one.
| | 00:20 | But if you go to that list and can't
find what you are looking for, you can
| | 00:23 | actually create your own Custom
Arrangements, and to do that you just move down
| | 00:28 | to Custom Arrangements and
click Edit Custom Arrangements.
| | 00:31 | If there aren't any, you can create
a new one by click the New button.
| | 00:35 | So let's say we want to arrange all
of our messages by who they are from.
| | 00:40 | We want it be collapsed and
we want a specific sort order.
| | 00:43 | So let's do this by Sender.
| | 00:46 | We will call it that.
| | 00:48 | We want to group items
then by who they are From.
| | 00:51 | The groups themselves can be sorted, so
maybe alphabetically with A on top and
| | 00:57 | then within those groups how are the
individual messages going to be sorted.
| | 01:00 | May be they should be sorted by when they
were Received with the Newest ones on top.
| | 01:05 | And do we want to see an expanded list of
groups or would it be nice if this was collapsed.
| | 01:10 | Of course, Groups has to be turned on
for this to work and when we click OK, we
| | 01:15 | now have a brand-new customer
arrangement that we can use.
| | 01:18 | Of course, we can select it and delete
it if we don't like it or double-click it
| | 01:22 | anytime to make changes.
| | 01:24 | When we are done though, we close
up the window and let's test it out.
| | 01:28 | We can do that from the column heading
or from the ribbon in the Organized tab.
| | 01:33 | When you go down to a Customer
Arrangements now, you are going to see your new
| | 01:36 | Customer Arrangement to simply
select it and you will see what happens.
| | 01:41 | Because we chose collapsed and if we
go to Arranged By and see that Show in
| | 01:45 | Groups is indeed turned on, we are able
now to go to a specific group and expand
| | 01:49 | it by clicking the triangle.
| | 01:51 | Collapse it again by clicking the same
triangle, just a nice little option to
| | 01:56 | create your own Customer Arrangement.
| | 01:57 | And of course, you can go back
to any of the defaults at anytime.
| | 02:01 | It is just nice to know you can create
your own a nice little timesaver here
| | 02:04 | in Outlook 2011.
| | Collapse this transcript |
| Automating junk email protection| 00:00 | We all receive those messages we don't
want, messages we think we never should
| | 00:03 | have received in the first place.
| | 00:05 | It's called junk email, and with Outlook
2011, we can handle junk email quite nicely.
| | 00:11 | But there is also some
automation I want to talk to you about.
| | 00:14 | For example, when we receive a message
that we think is a junk email message, we
| | 00:19 | can mark it as junk by right-clicking
it or going to the ribbon under the Home
| | 00:22 | tab and clicking the Junk button.
| | 00:24 | Here we can choose to mark it as Junk,
in which case, it gets moved to the Junk
| | 00:28 | Email folder, or even choose to Block
the sender, so any other messages coming
| | 00:32 | from this person will also be sent
directly to the Junk Email folder.
| | 00:36 | Of course, we can access that folder
and get those messages back at any time,
| | 00:40 | but whatever you choose, Outlook is
analyzing that message and it's learning how
| | 00:45 | to better handle your junk email.
| | 00:47 | But there's also some
automation you can build in to this.
| | 00:51 | Go back to the Junk button and choose
Junk Email Protection and here you will
| | 00:55 | see three different sections to help you
manage your junk email and automate the process.
| | 01:01 | For example, with Level selected, you
can choose the level of protection we
| | 01:06 | would like to receive.
| | 01:07 | With None selected, every messages coming
through and there will be no junk email.
| | 01:12 | It's all valid messages
going directly to your Inbox.
| | 01:15 | With the default Low selected, the
most obvious junk email will be caught and
| | 01:20 | moved directly to your Junk Email folder.
| | 01:22 | When you go to High, it's going to
catch most junk email, but it might also
| | 01:26 | catch some valid messages and you'll
have to be checking your Junk Email folder
| | 01:30 | on a regular basis to make sure that
it doesn't happen and mark those valid
| | 01:34 | messages as not junk.
| | 01:36 | Now you can also go to Exclusive.
| | 01:39 | So, only messages that appear in your
safe domain's section will get through.
| | 01:43 | Nothing else will get through;
| | 01:44 | it will all be considered junk
and go directly to that folder.
| | 01:49 | Now another option is to choose to
automate the deleting of messages in
| | 01:54 | your Junk Email folder.
| | 01:55 | By default, you have to go in here
and empty it yourself and if you forget,
| | 01:58 | messages can pile up and take up valuable space.
| | 02:01 | So when you click the check box to
delete messages and then choose the number of
| | 02:05 | days when that's going to happen.
| | 02:07 | For example, any messages older
than 30 days will automatically be
| | 02:11 | removed permanently.
| | 02:12 | And you can also set up Safe Domains.
| | 02:15 | That means any domain you type in
here, messages coming from it will
| | 02:19 | be considered safe.
| | 02:20 | And they will never be considered as junk email.
| | 02:23 | So if I type in lynda.com here, for
example, any messages coming from lynda.com
| | 02:28 | will never be considered junk.
| | 02:29 | And you could do the exact
opposite, and this is to Block Senders.
| | 02:33 | So you can type in any domain that you
want here or specific email addresses.
| | 02:39 | So any mail coming from those email
addresses or even those entire domains will
| | 02:43 | go directly to junk email.
| | 02:45 | When you are done making up those
settings, click OK, and you just automated
| | 02:50 | your Junk Email Protection.
| | Collapse this transcript |
|
|
3. Message-Handling ShortcutsSending email with shortcut keys| 00:00 | Because composing email messages
involves the use of the keyboard, you can
| | 00:03 | actually save a lot of time and
work more efficiently by using keyboard
| | 00:07 | shortcuts to manipulate those messages,
such as creating new ones, replying,
| | 00:12 | sending, forwarding.
| | 00:13 | That's what we are going to look at right now.
| | 00:15 | And we are going to start with
creating a brand-new blank message.
| | 00:18 | First of all, you need to be looking
at mail, because this keyboard shortcut
| | 00:22 | also works when creating
Calendar events, Contacts and Tasks.
| | 00:26 | So when you are looking at mail, the
shortcut Command+ N as in New, creates
| | 00:31 | a new mail message. It's blank;
| | 00:33 | you fill in the Fields, type
in your text and send it off.
| | 00:37 | But if you want to reply to a
selected message, try Command+R, opens up a
| | 00:42 | brand-new message, already addressed.
| | 00:45 | Notice the subject remains
the same with Re: inserted.
| | 00:48 | You simply type in your
message and send off the Reply.
| | 00:53 | But maybe you want to reply to
everyone that this message was sent to.
| | 00:56 | Reply All is Command+Shift+R, and now
you will see the Address field includes
| | 01:03 | everyone on the distribution.
| | 01:05 | Type in your message and send it off
or maybe you prefer to Forward your
| | 01:09 | message, try Command+J. Again,
a new message is created.
| | 01:14 | It's a forwarded message, so the
original message is included already.
| | 01:19 | You just have to fill in who you are
sending it to and any additional text.
| | 01:23 | So let's just start typing in an address.
| | 01:27 | When you press Return, the
selected address is inserted for you.
| | 01:31 | You still haven't touched the mouse.
| | 01:33 | Use your Tab key now if you want to
add Ccs or Bccs, Tab again if you want to
| | 01:38 | make changes to the Subject, otherwise
hit Tab again, and now you are ready to
| | 01:42 | start typing in your message.
| | 01:44 | I am just going to type FYI to keep it
short, and now I am ready to send this off.
| | 01:49 | And of course, you don't
have to reach for the mouse;
| | 01:52 | there is a keyboard shortcut for sending.
| | 01:53 | It's Command+Return.
| | 01:56 | When you do that the message is
automatically sent off for you.
| | 02:00 | So without ever touching the mouse,
we are able to Reply, Forward, Send
| | 02:05 | messages, even Create new ones.
| | 02:06 | Nice little timesaver.
| | 02:08 | It will allow you to work more
efficiently when working with Email messages.
| | Collapse this transcript |
| Two address book tricks| 00:01 | With Outlook 2011, you have a number
of methods to choose from for addressing
| | 00:04 | your email messages, that is, choosing
who you are going to send them to, who
| | 00:09 | gets copies, and blank copies.
| | 00:11 | We are going to look at some time
saving tricks now, specifically when sending
| | 00:14 | messages to multiple people.
| | 00:16 | The first option in the To field for
a new message is to simply type in the
| | 00:20 | email address if you know it.
| | 00:22 | But what happens if you
don't know the email address?
| | 00:24 | Well, maybe they are a part of
your Contacts or Address Book.
| | 00:28 | In that case you can go to the right
hand side where you will see Address Book
| | 00:31 | icons next to the To, Cc, as well as Bcc fields.
| | 00:36 | It really doesn't matter which one you
select here, because you will have an
| | 00:40 | opportunity to choose whether or
not it's to them or copied to them.
| | 00:44 | So go ahead and click any one of those
icons and then just type in a letter.
| | 00:49 | You see I am typing in the
letter n. I come up with two names.
| | 00:52 | Both last names begin with the letter n,
and in my case, I am going to see the
| | 00:56 | last things I used as search criteria,
searching names only, but I could Search
| | 01:00 | All Fields, and that would include
things like titles and phone numbers.
| | 01:04 | And I am searching through all my folders.
| | 01:07 | That includes any Contacts that I may
have created, as well as any Address
| | 01:11 | Books, whether they are archived or contacts
that have been archived as well on my computer.
| | 01:16 | But by choosing All Folders I know I am
going to be able to search through all
| | 01:19 | of those folders that were listed.
| | 01:21 | Now I am ready to choose whether or
not I am going to be sending this to
| | 01:25 | Olivia or Judith or both.
| | 01:27 | If I wanted to send it to Olivia, I can
click To, the name is inserted into the To field.
| | 01:33 | If I want to Cc Judith, I can
click her name and click Cc.
| | 01:37 | Notice she is entered in the Cc field.
| | 01:39 | Or if I want to click in there and take
those out, by backspacing over them with
| | 01:44 | the Delete key, I can also select
multiple names by holding down Shift and
| | 01:49 | selecting the opposite name.
| | 01:50 | I have got both of them now selected.
| | 01:52 | You can also use Command and click
to select names and addresses that are
| | 01:56 | not contiguous, and now whatever
button I choose, both names will go in to
| | 02:01 | the appropriate field. There they go.
| | 02:04 | When I am done, I just simply close this up.
| | 02:06 | Now, there is another option for
addressing the fields in your email messages
| | 02:11 | and that is to use
something called AutoComplete.
| | 02:14 | As you start to type characters,
automatically Outlook is going to show you a list.
| | 02:18 | I type the letter h. I see a name.
| | 02:20 | Backspace over that, type the letter n.
I am going to see both of those names
| | 02:25 | that I have already used in the To field.
| | 02:28 | And notice that this is actually going
to be searching through your Contacts and
| | 02:31 | Address Books but also Recent
Addresses, keep this in mind.
| | 02:35 | That includes messages with
addresses that you have sent mail to or also
| | 02:41 | messages that you've received.
| | 02:43 | So you are going to see those
email addresses in there as well.
| | 02:45 | I am going to go back to h, where I
see Hiro, and all I have to do now is
| | 02:50 | press the Tab key to enter that
address into the appropriate field and I am
| | 02:54 | ready to send this off.
| | 02:58 | So those time savers should help you
when trying to find the addresses you need
| | 03:02 | to send an email message to.
| | Collapse this transcript |
| Three ways to send email to groups of people| 00:00 | On certain occasions, you will need to
send out an email message to more than
| | 00:04 | one person at a time or
an entire group of people.
| | 00:07 | Let's look at three different
ways to do this here in Outlook 2011.
| | 00:10 | The first method, you simply
type in multiple email addresses.
| | 00:14 | As you start typing, the
person may be part of your Contacts.
| | 00:17 | If so, they will show up on a list.
| | 00:19 | Once they are highlighted, press your Tab key,
and they are inserted in to the field for you.
| | 00:24 | But when you start typing in an email
address for a person who is actually not
| | 00:28 | part of your Contacts already, you won't
see this happen and you need to type up
| | 00:33 | the full address, and then you will need
a separator before continuing on to the
| | 00:37 | next email address, and that is the semicolon.
| | 00:40 | Go ahead and type that in and you are
ready to start your next email address.
| | 00:43 | If they are part of the Contacts,
press Return, or your Tab key and they will
| | 00:48 | be inserted for you.
| | 00:49 | Now, watch what happens when you are
done and you press the Tab key to move to
| | 00:52 | the Cc field or move on to another field,
notice that the email address that was
| | 00:57 | not part of your Contacts is
now formatted like the others.
| | 01:00 | What's nice about this is you can
hover over it and add them to your Contacts
| | 01:04 | right from here by going to the
Contacts icon and giving it a click.
| | 01:08 | You will see that Work Email
is already filled in for you.
| | 01:11 | You just need to fill in any other
details you might want to save, but you
| | 01:15 | will need their name.
| | 01:16 | So I am going to type in a name,
and then click Save, and Close.
| | 01:22 | Now, going forward anytime I go to type
in that email address, it will show up
| | 01:26 | with a shortcut and I can save a little bit of
time, because they are part of my Contacts now.
| | 01:31 | But there is another option as well.
| | 01:33 | If you already have the list of
people stored away somewhere, such as in a
| | 01:36 | spreadsheet, you can use that
spreadsheet to copy and paste email addresses.
| | 01:41 | Just go to the document, or in this
case for me a spreadsheet, as long as they
| | 01:45 | are separated by columns or
rows, this is going to work.
| | 01:48 | You just highlight the
names, clicking and dragging.
| | 01:51 | Use the keyboard
shortcut Command+C to Copy them.
| | 01:54 | Go back to your email message, whether
it be the To, Cc, or Bcc field, doesn't
| | 01:59 | matter, use the Paste shortcut, Command+V,
and they are entered into the field.
| | 02:04 | Watch what happens when you press the
Tab key to move on to the next field, each
| | 02:08 | of their addresses is
inserted for you just like that.
| | 02:12 | And of course if those people aren't
part of your Contacts, you could go ahead
| | 02:15 | and add them now on the fly.
| | 02:17 | Now, another option is to
simply create a group of contacts.
| | 02:22 | This is for those scenarios when you are
sending out email messages on a regular
| | 02:26 | basis to the same group of people and
you don't want to have to copy and paste
| | 02:29 | their email addresses or even type them in.
| | 02:32 | By creating a contact group
you can save a lot of time.
| | 02:35 | So to do this we will go to Contacts.
| | 02:37 | Now, from here you are going
to see your list of Contacts.
| | 02:40 | You also see a button for
creating a Contact Group on the Ribbon.
| | 02:45 | Give that a click and then name it.
| | 02:46 | Let's say this is going to be to my sales team.
| | 02:49 | I can type in Sales or Sales Team.
| | 02:51 | If I want to hide their information, I can
make sure that they always use the Bcc field.
| | 02:56 | But that's ok if they see each others.
| | 02:58 | And then you will notice
it says Double Click to Add.
| | 03:01 | You can do that or click the Add button
and you are starting now with the first name.
| | 03:06 | Now, if you want you can start typing in
names of people who are already in your Contacts.
| | 03:10 | So if I type in, for example, Greg,
I am going to see a number of addresses
| | 03:14 | here, including greg@twotreesoliveoil.
| | 03:18 | I press the Tab key and
Greg is entered just like that.
| | 03:21 | And I will do that for the others as well.
| | 03:24 | Once they are in, we simply need to
Save and Close by clicking the first button
| | 03:29 | and you now have a new group.
| | 03:31 | You will notice it's
actually part of your Contacts now.
| | 03:33 | It's called Sales Team.
| | 03:34 | Select it and you will be able to see
the names of the people, and if you want
| | 03:38 | you can double-click it to Add or Remove names.
| | 03:41 | Let's say you don't need a name in there.
| | 03:43 | You can remove it, Save your changes,
closes it up, and you are ready to use
| | 03:47 | that now in an email message.
| | 03:50 | So when you flip back to your mail
and Create a new message, you can start
| | 03:55 | typing in Sales, the entire group now,
and the number of members is displayed
| | 04:00 | for you, is entered, and that's all
you will ever need going forward when you
| | 04:04 | need to send a message to an entire
group of people on your Sales Team.
| | 04:09 | Three nice shortcuts that
will save you a lot of time.
| | Collapse this transcript |
| Five BCC tricks| 00:00 | When you create new messages in
Outlook 2011, you get to choose who you are
| | 00:04 | going to send the message to by
entering their email addresses in the To field.
| | 00:08 | You can also copy people by entering
their email addresses in the Cc field.
| | 00:13 | They will know that the message was
meant for the people in the To list,
| | 00:16 | but they got a copy, and there is a third
option which you may or may not see by default.
| | 00:21 | It's the Bcc field or Blind Carbon
Copy where email addresses and recipient's
| | 00:27 | information will be hidden.
| | 00:29 | Now before we talk about the five
scenarios where we might want to use Bcc,
| | 00:34 | let's talk about how we get it turned on.
| | 00:35 | If you're not seeing it like me, you can
click the Options tab and you'll find a
| | 00:40 | Bcc button there to turn it on.
| | 00:42 | Now, it turns it on for this message
and any new messages going forward, so
| | 00:46 | you will always see it.
| | 00:47 | If you don't always need it, you can
turn it off by clicking the button again
| | 00:51 | and using it just for this
message by going to your address book.
| | 00:55 | Click either of the icons, doesn't
matter which one, locate the person you want
| | 00:59 | to Bcc, and you will notice three buttons;
| | 01:02 | To, Cc, and there it is, Bcc.
| | 01:05 | Click the Bcc button, turns on the
field and adds their name to the recipient
| | 01:10 | list simultaneously.
| | 01:12 | Now once you have a list of names of
people that you want to Bcc, let's talk
| | 01:16 | about when we would
actually want to use this feature.
| | 01:20 | Scenario number one deals with privacy.
| | 01:23 | Do you want to send a message out to a
group of people such as an invitation to
| | 01:26 | a presentation like we have here. Well;
| | 01:28 | maybe they shouldn't be seeing
each other's email addresses.
| | 01:31 | Think of a customer list, for example.
| | 01:33 | Well, they will all receive the
message or invitation, but none of them will
| | 01:38 | know who else was invited and they won't
be able to see their vital information.
| | 01:42 | In that scenario too you might want to
add your own address to the To field,
| | 01:47 | just so there is one recipient that's visible
and it will be you, the person who is sending it.
| | 01:52 | Scenario number two is to avoid
that problem that pops up now and then,
| | 01:57 | the reply all mistake.
| | 01:59 | If you add every name to the To or
Cc fields and someone receives that
| | 02:03 | message and accidentally hits Reply to All,
instead of Reply, well, everyone gets the reply.
| | 02:09 | Imagine a list of 100 people
all getting a message saying yes.
| | 02:13 | I am excited to come to your presentation.
| | 02:15 | Well, no one cares,
except the person who sent it.
| | 02:17 | Well, anyone who is on the Bcc list will
never receive a reply. They just can't.
| | 02:23 | It's not possible, so that's another scenario.
| | 02:25 | Scenario number three is if you
yourself have a second email address and you
| | 02:30 | want to include yourself,
but you don't want people to see that.
| | 02:33 | Well, in that case you would send it
out to the person or people you're sending
| | 02:37 | it to and in the Bcc field, you would
type in your let's say home address or
| | 02:43 | another work address.
| | 02:45 | That way when you leave the office
and get home, the message is sitting
| | 02:49 | there waiting for you.
| | 02:50 | Scenario number four is to
send out a reminder to yourself.
| | 02:55 | Let's say you are sending out a message
to someone and it's an important message
| | 02:58 | that you want to remember you actually sent it.
| | 03:01 | Obviously, messages that you send to
people go to your Sent Items folder, but
| | 03:05 | that's not visible when you log in to Outlook.
| | 03:08 | If you want it sitting there at the top
of your Inbox, add yourself to the Bcc
| | 03:12 | field and you will be receiving the
same message you sent to the original
| | 03:16 | recipient and it's a nice little
reminder that that message was sent.
| | 03:20 | And scenario number five is to send out a hint.
| | 03:23 | Let's say you want to send out this
invitation to a group of people or maybe
| | 03:28 | just a single person and in this
case you can see you're invited to a
| | 03:32 | presentation and Judith will be delivering it.
| | 03:36 | Well, you might want to send a hint to
Judith without displaying her information
| | 03:40 | that she is going to be presenting this.
| | 03:42 | Adding her to the Bcc list means that
the original recipients won't see that she
| | 03:47 | was included, but it's a nice little
reminder or hint for her that she has
| | 03:51 | something coming up.
| | 03:53 | So those are the five scenarios
for using a Blind Carbon Copy here in
| | 03:56 | Outlook 2011
| | Collapse this transcript |
| Two attention-grabbing formatting options| 00:00 | On those occasions when you really need
to grab the attention of the person who
| | 00:03 | is going to be reading your email
message, there are two options here in the
| | 00:08 | Outlook 2011 we're going to explore
that will make your message stand out.
| | 00:12 | Aside from the standard formatting
options for changing font size, color and
| | 00:16 | attributes, we can also go to the
Options tab where you'll find a button for
| | 00:21 | changing the background color.
| | 00:23 | This is the color that
will appear behind your text.
| | 00:26 | Click this button and you will see
that you have access to all of the color
| | 00:29 | options you're accustomed
to seeing on a Mac computer.
| | 00:33 | So choose the method that best suits your needs.
| | 00:35 | When you find the color you're looking
for, just start clicking and you'll see
| | 00:39 | it live in the background, close up the
colors window and there's your message.
| | 00:44 | Now it's really standing out.
| | 00:46 | But we can take it a step further and
instead of using a color, use an image.
| | 00:51 | Click anywhere in the message,
from the ribbon, on the Options tab
| | 00:54 | click Background Picture.
| | 00:56 | Now, you can choose an image like a JPEG,
a GIF, a TIFF that's going to be tiled
| | 01:01 | in the background in behind your text.
| | 01:03 | So you want to make sure that it's an
image that will allow you to still be
| | 01:07 | able to read that text.
| | 01:09 | Once you found it, click Open
and it's tiled in the background.
| | 01:12 | Now if you don't like that image, it
doesn't work for you and you prefer the
| | 01:16 | color, you can remove the background
picture by clicking the dropdown arrow just
| | 01:20 | to the right of the button and choose Remove.
| | 01:23 | Whichever way you choose to go, your
message is going to stand out and grab
| | 01:28 | your reader's attention.
| | Collapse this transcript |
| Three email attachment tricks| 00:00 | The ability to attach files to an
email message in Outlook 2011 is
| | 00:04 | extremely powerful.
| | 00:05 | It allows you to send any documents or
files you want through your email system.
| | 00:10 | Now, you're probably familiar with
the Attach icon, the paper clip that
| | 00:13 | allows you to browse for the files
you want to attach, attach them and then
| | 00:18 | send your message off.
| | 00:19 | But depending on your
scenario there might be a faster way.
| | 00:23 | We're going to look at three ways to
attach files to your message right now,
| | 00:26 | starting with a simple one
which is to drag and drop.
| | 00:30 | If you already have it in front of you,
let's say in a Finder window, you're
| | 00:33 | looking at the files you want to attach,
no need to browse inside the message.
| | 00:36 | It's right there in front of you.
| | 00:38 | So simply click and drag it over to your
message and be careful where you drop it.
| | 00:42 | If you drop it in the message area and
it's an image file like this, it simply
| | 00:47 | becomes a new background.
| | 00:48 | If you want to attach it, make sure
you're up here in the message header section.
| | 00:52 | You will see a blue outline around the
outside of this section meaning it's safe
| | 00:56 | to release and the Attach field appears
with your file attached just like that.
| | 01:01 | The second option involves something
similar and that is to copy and paste.
| | 01:06 | Let's say I want to copy this document.
| | 01:08 | I can right-click it or use Command+C,
and once I have copied it, I will need
| | 01:13 | the Attach field to be in front of
me like this to be able to paste it.
| | 01:17 | So this wouldn't really be a good
method if the Attach field wasn't already
| | 01:21 | visible because you have to be
inside the Attach field when you do your
| | 01:25 | Command+V, for example, to paste it.
| | 01:28 | You could also go through the Edit
menu and select Paste from there.
| | 01:32 | Now the third option is even more handy.
| | 01:35 | Let's say you're in a Office program
like Microsoft Word or Excel and you
| | 01:40 | want to send this off.
| | 01:41 | You can do it directly from the program itself.
| | 01:45 | Just go up to the File menu, down to
Share and you'll see some email options;
| | 01:51 | Email as an attachment or HTML.
| | 01:54 | Of course we want this to be an
attachment, when you select this, it creates a
| | 01:57 | new message and your
document is already attached.
| | 02:00 | All you have to do is type in who you
are sending it to, add a subject and then
| | 02:06 | any text you want before sending it off.
| | 02:09 | So there are three simple methods
for attaching files to an email message
| | 02:13 | here in Outlook 2011.
| | Collapse this transcript |
| Sending content without using an attachment| 00:00 | Attaching files to an email message is
a great way to share information with
| | 00:04 | others via email, but it's
not always the best option.
| | 00:07 | There is another option here in
Outlook 2011 and that is to add the data to
| | 00:12 | the message itself and there are a number
of good reasons why we might want to do this.
| | 00:16 | For example, the message itself, that
you're going to be sending, will take up
| | 00:20 | a lot less space if the file is not attached,
but instead data is added to the message.
| | 00:25 | Also, the person you're sending this
message to is going to be able to read the
| | 00:29 | data right-away, so they won't need to
download the attachment and then open it
| | 00:33 | up to view it in the application,
and speaking of that they won't need to have
| | 00:37 | the application that the
data came from to read the data.
| | 00:40 | If you're going to be sending Excel
information and the person doesn't have
| | 00:44 | Excel to open up and view that data,
well, having it right in the message is
| | 00:48 | a great alternative.
| | 00:49 | Also, the person could be able
to view the data on their modern mobile
| | 00:53 | device and not all devices are
able to open up and read attachments.
| | 00:57 | So if you need to have them looking
at this data right away, just add it to
| | 01:01 | the message itself.
| | 01:02 | The other great advantage is it's going
to be a lot easier to find information
| | 01:06 | in that message if the data is
actually part of the message and not an
| | 01:10 | attachment when it comes to searching
for data through your email messages,
| | 01:14 | having it right there in the message is
going to be fast and easy. All right!
| | 01:18 | Now just keep in mind you wouldn't use
this method if you needed the person at
| | 01:22 | the other end to make changes to the file
and send it back to you. So here we are.
| | 01:27 | We have an email ready to go.
| | 01:28 | We just need to add the
figures from our Excel spreadsheet.
| | 01:31 | So in this case we click and drag over the
content that we want to copy and then copy it.
| | 01:36 | You can do that from the Edit menu.
| | 01:38 | You can right-click and copy, or I
like the keyboard shortcut Command+C.Now,
| | 01:42 | once this is copied we move back to
Outlook to the spot where we want to paste
| | 01:47 | it, we have those same options.
| | 01:48 | From the Edit menu, you will see Paste,
Command+V is the keyboard shortcut.
| | 01:52 | If you want to paste and match the style
of your email message, you can use that
| | 01:57 | option, but the formatting will be
lost, so I like Paste. So there it is.
| | 02:02 | It's popped right into my message.
| | 02:04 | I can expand this window so
I can see it a little better.
| | 02:07 | Looks very much like it did in Excel,
and now the person has access to this
| | 02:11 | information right from within
their message. We send it off.
| | 02:15 | They don't need to have Excel.
| | 02:17 | They will have instant access to that
data, and it's going to take up a lot less
| | 02:21 | space in their mailbox.
| | Collapse this transcript |
| Reminding yourself to follow up on a message| 00:00 | When you receive an important
email message you need to follow up on,
| | 00:03 | wouldn't it be nice if Outlook could remind
you when you need to follow up on that message?
| | 00:08 | Well, of course it can, and there is a
couple of techniques you should know about.
| | 00:11 | First thing you will need to do is
find the message you need to follow up
| | 00:15 | on, and when you flag a message for follow
up, you are automatically setting reminders.
| | 00:19 | So let's see what happens when you
just move to the flag itself and click.
| | 00:23 | Turns the flag red and you'll notice
here on the right-hand side in the Reading
| | 00:27 | pane that this message is flagged for
follow up, you'll see the current date and
| | 00:32 | you'll see the due date is the same.
| | 00:34 | That's the equivalent of going up
to the Follow Up flag, clicking the
| | 00:38 | dropdown and choosing Today.
| | 00:40 | Notice the keyboard
shortcuts for doing this as well.
| | 00:43 | There are six options, including a Custom Date.
| | 00:47 | Now, when you click the flag again, you
will actually mark it as Completed, so
| | 00:51 | you won't be reminded to follow up on this.
| | 00:54 | Click it again and you clear the flag.
| | 00:56 | Now, that's also an option
you will see from the dropdown.
| | 01:00 | But if you don't need a reminder to
show up today, even tomorrow, this week or
| | 01:04 | next week, you can choose the due
date as No Due Date, or you can simply go
| | 01:09 | right down to Add Reminder, and from
here, you can choose a Start date, a Due
| | 01:14 | date and when you want to receive
the reminder, typically by default, the
| | 01:19 | reminder is the same as the due date.
| | 01:22 | So let's say you want to change the actual day.
| | 01:25 | Click the day and use the
up and down arrows to adjust.
| | 01:29 | Same thing goes for the reminder, but
you can now choose a different day, and
| | 01:34 | you can also select the time
when you want to be reminded.
| | 01:37 | Of course you can also type these
in and when you're done, click OK.
| | 01:47 | You will see the flag turned red.
| | 01:49 | You'll see a message indicating that
the flag is turned on, you'll see the due
| | 01:53 | date as well as the time and what
will happen when that due date arrives,
| | 01:58 | whether you're running Outlook or not,
a little reminder will appear just
| | 02:02 | reminding you to follow
up on the selected message.
| | Collapse this transcript |
| Customizing multiple signatures| 00:00 | If you find yourself sending out
messages and signing them off the same way over
| | 00:04 | and over again, you can save a lot of
time by using a built-in feature here in
| | 00:08 | Outlook 2011 called signatures.
| | 00:10 | With signatures you can create
signature lines that appear at the end of an
| | 00:13 | email message that will appear there by
default and you can even create multiple
| | 00:18 | signatures, that way if you're sending
out email to people who are customers,
| | 00:22 | you can sign off a certain way, and
when you're sending emails to people
| | 00:26 | internally, you might want
to sign off a different way.
| | 00:28 | Let's see how it's done.
| | 00:30 | First, you'll need to be creating a new
message to see signatures on the Ribbon.
| | 00:35 | This actually gives you access to your
Outlook Preferences where you can adjust signatures.
| | 00:39 | Now, when you do have
signatures, they will appear here;
| | 00:42 | when you don't have any, the only option is
to Edit Signatures, or in our case create them.
| | 00:48 | So when you click Edit Signatures,
you'll see a list of them on the left-hand
| | 00:51 | side and you'll see what
they look like on the right.
| | 00:53 | But to create your first one, click
the plus, it will be called Untitled by
| | 00:57 | default, you can double-click
Untitled and give it a name.
| | 01:00 | This is something no one will ever
know or see when you send them a message.
| | 01:04 | I'm going to call this one Customers.
| | 01:06 | Now, on the right-hand side you'll see
your own name pop up based on your own
| | 01:11 | account, but you can add
whatever you want to this.
| | 01:14 | To add another one, click the plus
again, and we'll do the same routine for
| | 01:19 | our Internal signature.
| | 01:21 | And for internal emails
maybe all I need is my extension.
| | 01:26 | Now you get to choose which one is
going to be your default signature.
| | 01:29 | If the majority of emails you send out
go to Customers, you would make that one
| | 01:33 | the default and then just change it as needed.
| | 01:37 | Go to the Account, select the
appropriate signature, and click OK.
| | 01:42 | That makes it the default.
| | 01:44 | And when you're done, close this up
and continue with your new message.
| | 01:48 | Now, the default won't appear on the
existing message, but it will appear on
| | 01:51 | messages going forward.
| | 01:53 | To add a signature, click the Signatures button.
| | 01:55 | Now you'll see your list.
| | 01:57 | This is an internal one, so I'll
click Internal, and there it is.
| | 02:00 | I didn't have to type a thing.
| | 02:02 | Send this off, and I just saved a few minutes.
| | 02:06 | Try now creating a new email and
you'll see the default signature up here.
| | 02:10 | Now, if you don't want that there,
you do have to highlight it and choose a
| | 02:14 | different signature.
| | 02:16 | Notice it replaces the default.
| | 02:19 | So this is going to save you some time
if you find yourself doing exactly this,
| | 02:23 | sending off messages with the same
signature appearing at the bottom of your
| | 02:28 | message over and over again.
| | Collapse this transcript |
| Using the Drafts folder| 00:00 | Did you know Outlook 2011 is monitoring
how long it takes for you to create an
| | 00:04 | email message, and after a certain
amount of time it will automatically backup
| | 00:08 | your message in case something should go wrong.
| | 00:11 | Imagine a computer crash after you
have spent a half hour writing up
| | 00:14 | this wonderful email?
| | 00:15 | Well, backed up messages go to the
Drafts folder, where you can go to retrieve
| | 00:20 | them and continue to work on them
should you accidentally lose them.
| | 00:24 | But here is something you may
not know, you can create your own
| | 00:27 | drafts automatically.
| | 00:28 | Let's say you're working on an email
that you want to send off to a customer and
| | 00:32 | you don't have time to finish up the email.
| | 00:33 | You'll need to come back
to it a little bit later on.
| | 00:36 | Well, in that case just click the
Save button, and this saves a copy to
| | 00:40 | your Drafts folder.
| | 00:42 | What you'll see is the word Drafts in
bold indicating there is a message in
| | 00:45 | there, a new message that
you haven't gone back to.
| | 00:48 | Of course the message is still open,
you can continue to work on it, but if you
| | 00:52 | don't have time, you can simply close
it up and go back to the Drafts folder to
| | 00:57 | find it, double-click it, and
you're right where you left off.
| | 01:01 | Now, you can continue working on
the message and save those changes to
| | 01:07 | your Drafts folder.
| | 01:09 | Now, another opportunity where you
might want to use the Drafts folder is when
| | 01:13 | you're replying to an email and
you're feeling a little emotional.
| | 01:17 | You might not be replying to that
message in an appropriate manner, and if there
| | 01:21 | is any inkling that you are feeling
emotional, you might want to hit the Save
| | 01:25 | button, close up your message,
and come back to it at a later time.
| | 01:29 | Then you'll have had some time to think it over.
| | 01:31 | You'll finish up your message
and send it off when you're ready.
| | 01:35 | Now, when you send that message, notice
it leaves the Drafts folder and a copy
| | 01:43 | goes to your Sent Items.
| | 01:47 | So the Drafts folder, which is a nice
backup mechanism built into Outlook 2011,
| | 01:52 | is also an opportunity for you to take
advantage of saving your emails when you
| | 01:56 | need to come back to them at a later time.
| | Collapse this transcript |
| Inserting a line separator in a message| 00:00 | One nice option to improve the
readability of longer messages and make them more
| | 00:04 | attractive is to separate
sections using separator lines.
| | 00:08 | Well, here in Outlook 2011 if you go to
the Ribbon you're not going to find an
| | 00:11 | option for inserting one of these
lines, like you might see in Windows
| | 00:15 | versions of Outlook.
| | 00:16 | It's up to you to insert the line yourself.
| | 00:19 | But if you go to the Options tab, and HTML
Formatting is selected, there is a little shortcut.
| | 00:25 | Just go to a blank line where you want
to insert the separator and then use the
| | 00:29 | underscore character by holding down
your Shift key and tapping that at least
| | 00:33 | three times, press Return, and the
separator line will be created for you.
| | 00:38 | So you can go to any place in the
message, do this, at least three taps, press
| | 00:43 | Return, and you get your separator line.
| | 00:45 | Suddenly your longer messages are a
little bit easier to read, they are more
| | 00:49 | organized, and you're going to improve
the odds of people actually reading them.
| | Collapse this transcript |
| Setting up an out-of-office notification| 00:00 | Have you ever sent a message off to
someone and they simply were not getting
| | 00:03 | back to you and you didn't know why?
| | 00:05 | Well, it could be they simply weren't getting
your message because they were out of the office.
| | 00:10 | In those cases, you should really tell
people that you won't be able to attend
| | 00:14 | to their message, and the way we do it
here in Outlook 2011 is using the Out
| | 00:18 | of Office Assistant.
| | 00:19 | To access this in Outlook, click
tools, then choose Out of Office.
| | 00:24 | Now from here you'll see buttons
to turn this feature on or off.
| | 00:29 | By default, the Out of Office
Assistant is turned off and messages are not
| | 00:33 | sent automatically.
| | 00:35 | But if you're going to be away you
should tell people when they send you a
| | 00:38 | message automatically that
you'll be back at a certain time.
| | 00:42 | So let's go to the Send Out of
Office messages radio button.
| | 00:46 | When we select it, a number
of options become available.
| | 00:49 | First, you can type in a message to Reply with.
| | 00:53 | Typically your message should include
when you're returning and another option
| | 00:58 | if people need to talk to somebody.
| | 01:00 | There are some more options down below
for indicating exact Start and End dates.
| | 01:05 | Click the check box next to I am out of
the office between, and then choose your
| | 01:09 | Start date and your End date.
| | 01:16 | Also, down below you can choose whether or not
replies will be sent outside of your company.
| | 01:21 | If that's the case, make
sure that check box is selected.
| | 01:24 | Choose whether or not it will only be
people who are in your Address Book or
| | 01:28 | anyone outside your company.
| | 01:30 | And if you want add another message here
for people who are outside your company.
| | 01:34 | This is an automatic reply that they'll receive.
| | 01:37 | It could be the exact same message.
| | 01:40 | When you're done, click OK, and your
Out of Office Assistant is turned on.
| | 01:45 | Now anyone sending you a message
will get that reply automatically.
| | 01:49 | Of course when you return, it's
important to turn that feature off, and you do
| | 01:54 | it the exact same way you turned in on.
| | 01:56 | Click tools, select Out of Office, and
choose Do not send Out of Office messages.
| | 02:02 | Notice your old messages stay there,
which is a nice feature, because the next
| | 02:06 | time you're going to be out of the
office you can go back to that message,
| | 02:09 | simply adjust the information
and the dates and away you go.
| | 02:13 | A nice little feature that's polite to
users who are sending you messages when
| | 02:17 | you are out of the office.
| | Collapse this transcript |
| Five email etiquette tips| 00:00 | If you're going to take the time to
craft an email and send it off, you'll
| | 00:03 | probably want to make
sure it's going to get read.
| | 00:06 | Well, here are my top five email
etiquette tips for ensuring your email stand
| | 00:10 | out and people read them.
| | 00:12 | You'll see a bad example on the
left and a proper example on the right.
| | 00:16 | Beginning with number one, which is to
create a subject line that is meaningful.
| | 00:21 | When you create a subject line that
contains keywords and clearly states the
| | 00:26 | overall gist of your message, it's
going to stand out in a sea of vague
| | 00:29 | messages, making it easier to locate
when scanning the Inbox, but also making
| | 00:34 | it easier to find when using Search
functionality that's built right into Microsoft Outlook.
| | 00:39 | Also, a clear subject informs your
recipient of what's inside, so they will
| | 00:44 | want to read your message as opposed
to pushing it aside while they go on to
| | 00:47 | more important emails. All right!
| | 00:51 | Number two;
| | 00:52 | be as clear as possible
when giving instructions.
| | 00:56 | When writing a message that includes
instructions or steps, try to be as clear as possible.
| | 01:00 | Remember, an email message is one-way
communication, and your recipient won't be
| | 01:05 | able to ask questions on the spot.
| | 01:07 | So save some time and confusion by
showing steps clearly while anticipating
| | 01:12 | questions that could arise.
| | 01:16 | Number three, use short paragraphs.
| | 01:18 | A message that runs a length of
the page can appear daunting, while a
| | 01:22 | message that is broken up into smaller
paragraphs using simple wording looks more appealing.
| | 01:27 | Ideas should flow from one
paragraph to the next quickly just as a
| | 01:31 | journalist might write.
| | 01:32 | Time is valuable and people don't want to
spend extra time reading lengthy emails.
| | 01:37 | All right!
| | 01:40 | Number four, what you say
in an email is on the record.
| | 01:44 | In other words, what you type in an
email message is written in stone.
| | 01:48 | An email message is a permanent
document that can be saved forever.
| | 01:51 | It could be printed and even
passed on from person to person.
| | 01:54 | So don't write emails that
could come back to bite you.
| | 01:58 | If what you need to say is private,
have a private conversation over the phone
| | 02:02 | or even better in person.
| | 02:05 | And finally, number five.
| | 02:08 | Emails are never urgent.
| | 02:10 | Sure you might type an urgent message,
but you can't know for sure when your
| | 02:14 | recipient is going to read your urgent message.
| | 02:17 | If you really need to convey something
urgently, pick up the phone or speak to
| | 02:20 | the recipient in person.
| | 02:22 | That is what's going to come across
as truly urgent. So there you go.
| | 02:27 | Five tips to help yourself get read
and while helping others in the process.
| | Collapse this transcript |
| Five tips specifically for managers| 00:00 | It's time now for my five tips
specifically for supervisors and managers.
| | 00:05 | Follow these and you'll be perceived
as a better boss, you'll have happier
| | 00:09 | employees, and you're likely to
avoid some unwanted stress. All right!
| | 00:13 | Number one is to manage in
person, not from your inbox.
| | 00:17 | Message after message from a manager
can cause resentment in an employee while
| | 00:21 | valuable feedback from an employee in
person or over the phone can be lost in an email.
| | 00:27 | Email can convey words only and
any emotion can go AWOL or even be
| | 00:32 | misinterpreted in an email.
| | 00:35 | Number two, don't discipline via email.
| | 00:37 | It's best to resist the urge to fire
back a response to an employee who has
| | 00:41 | just broken the rules.
| | 00:42 | A face-to-face discussion would be
better received and your employee won't be
| | 00:47 | stewing there the rest of the
day feeling upset over your email.
| | 00:51 | Number three, use email as a follow up.
| | 00:54 | Maybe you've just had a verbal
conversation with an employee to discuss
| | 00:57 | disciplinary procedures.
| | 00:59 | Well, a follow up email is an excellent
way to document the discussion and state
| | 01:03 | expectations in writing for the record.
| | 01:06 | Not only that, the employee will
have a nice reminder going forward.
| | 01:10 | Number four, CC others regarding successes.
| | 01:13 | Who doesn't love a little
recognition now and then?
| | 01:16 | If you have an employee who
deserves some recognition, tell the world.
| | 01:20 | Your message should be drafted with
your employee as the recipient and with
| | 01:24 | everyone else CCed, include your boss on
that CC list and make the day of your employee.
| | 01:30 | Finally, number five, reinforce
important information in person.
| | 01:34 | Don't assume that your staff will
read every message you send out.
| | 01:38 | Important information that needs to get to
your staff should be discussed in person.
| | 01:43 | So if you do send out a memo, follow
up on the contents in the staff meeting,
| | 01:47 | which is also a good time to get
feedback and maybe even quiz people to see if
| | 01:51 | they got your message.
| | 01:52 | Those are my five tips
specifically for supervisors and managers.
| | Collapse this transcript |
|
|
4. Calendar ShortcutsThree ways to reschedule appointments| 00:00 | We're going to shift our focus over now
to the Outlook Calendar, and we're going
| | 00:04 | to talk about something that happens
on a regular basis, and that is the
| | 00:07 | rescheduling of appointments.
| | 00:09 | They're never written in stone.
| | 00:11 | So we're going to look at three different
ways to reschedule a meeting or an appointment.
| | 00:15 | It doesn't really matter what view you
are in, the first option is to simply
| | 00:18 | double-click the appointment, which gets
you into Edit mode. So it opens it up.
| | 00:23 | You have access to the Start and End
dates and Times, and all you have to do now
| | 00:27 | is go inside and make the change.
| | 00:31 | Type over existing dates;
| | 00:33 | you can change times by
clicking the hour or the minutes.
| | 00:38 | And when you Tab, you'll notice
other changes are updated for you.
| | 00:41 | So if the Duration is in Hour and
you've just change the Start time, notice the
| | 00:45 | End time also bumps up by the same amount.
| | 00:48 | When you're done, you can Save & Close,
and you've just rescheduled your appointment.
| | 00:53 | Now, another option is even easier,
and that is to simply click and drag.
| | 00:58 | For example, if I want to move this back,
I can go right inside the appointment,
| | 01:02 | click, drag it back, and release in
the spot where I want to reschedule.
| | 01:07 | A third option of course is to stretch it out.
| | 01:11 | If you want to make changes to the
duration, just go to the bottom or top
| | 01:15 | borders, and this allows you to
increase the length of the meeting by changing
| | 01:20 | the Start time or by changing the End time.
| | 01:25 | You can also move it within the same day.
| | 01:28 | If you change views, for example, if we
change our view to the Monthly view, you
| | 01:34 | can move it from day to day.
| | 01:36 | Now, we'll maintain the exact same
Time and Duration, but you are able to
| | 01:41 | change the actual day.
| | 01:42 | Now, just keep in mind, if you were to
make changes to a meeting where you've
| | 01:48 | invited others, for example,
this weekly staff meeting.
| | 01:51 | Let's say we wanted to
make it a little bit longer.
| | 01:53 | You'll see a prompt to send an update.
| | 01:57 | If other people are involved, you
should definitely click the Send
| | 02:00 | Update button, otherwise Discard
your Changes and your meeting goes back
| | 02:05 | to its original state.
| | 02:07 | So those are three options for
rescheduling appointments here in Outlook 2011.
| | Collapse this transcript |
| Two ways to create a recurring appointment| 00:00 | It's time now to shift our focus over
to our Calendars here in Outlook 2011.
| | 00:04 | We're going to start with meetings
that happen on a regular basis, also known
| | 00:09 | as Recurring Meetings.
| | 00:10 | To create a Recurring Meeting, you
have a couple of options here that
| | 00:13 | we're going to explore.
| | 00:14 | The first option is to create a brand-
new Appointment or Meeting from scratch.
| | 00:19 | It's up to you which one you choose.
| | 00:21 | From here, you can enter
in things like the Subject.
| | 00:24 | I'm going to do a Quarterly Update
for my staff, and I'm going to choose
| | 00:30 | a Location as well.
| | 00:33 | But that's all you need to input at this point.
| | 00:35 | Go to the Ribbon now, click the
Recurrence dropdown and you'll see some presets.
| | 00:39 | Now, Once only is the default.
| | 00:41 | Anytime you create an Appointment or a
Meeting without going to the Recurrence
| | 00:45 | button, you are creating a single occurrence.
| | 00:48 | This is also a great option if you
have a Recurring Meeting that you want to
| | 00:51 | switch back to a single meeting.
| | 00:53 | Now, the other presets are based on the
current date that you're creating this
| | 00:57 | new Appointment or a Meeting.
| | 00:58 | For me it's a Monday.
| | 00:59 | So I see the first option, which is
Weekly, and in this case Every Monday, or
| | 01:04 | it could be a Monthly option based on
the date you're creating this new event,
| | 01:09 | or you could also choose from an annual
meeting, and it's going to use the same
| | 01:13 | date as your current day, or it could be a
Daily meeting and it will happen Every Day.
| | 01:18 | If you don't see anything that works
for you, click Custom, and now you have
| | 01:23 | full control over the occurrence.
| | 01:25 | For example, when you click Repeats, you
can choose from Daily all the way to Yearly.
| | 01:30 | I'm doing a Monthly one,
but not Every single month.
| | 01:33 | So I'm going to change the 1 to a 3.
| | 01:36 | Now I can choose when during that every
third month is this meeting going to happen.
| | 01:41 | Now, if you leave it at Day and you
choose a number here, you could run into
| | 01:45 | problems with weekends.
| | 01:46 | So another option might be to choose
First, Second, Third, all the way to Last,
| | 01:52 | and then choose the Day of the week.
| | 01:54 | So for me the first Friday is where
I want to hold my Quarterly Update.
| | 02:00 | Now choose your Start date.
| | 02:01 | I'm going to go to next month, the first Friday.
| | 02:05 | The End date is defaulted to None.
| | 02:07 | So will go on forever unless you
choose one of the other two options;
| | 02:11 | After a certain number of
occurrences or By a specific date.
| | 02:15 | I'm going to go to After
and change it from 10 to 8.
| | 02:20 | Choose your Start time
and your Duration from here.
| | 02:26 | So when you click OK, it's inserted for you.
| | 02:29 | You'll also see the
Recurrence details down below.
| | 02:31 | Save & Close saves it in your Calendar
and now you can go browsing to see if
| | 02:36 | it actually worked. There you go.
| | 02:39 | Now, the other option for creating a
new Recurring Meeting or Appointment is to
| | 02:44 | take an existing Meeting or
Appointment and turn it into a recurring one.
| | 02:48 | Do that by double-clicking, go to the
Recurrence button, and you'll see the
| | 02:53 | exact same options, including Custom.
| | 02:56 | Save your changes and it becomes a
Recurring Meeting as indicated by the
| | 03:00 | circular arrows in the bottom right-hand corner.
| | 03:04 | Now, when you want to make changes to a
Recurring Meeting, for example, you want
| | 03:07 | to delete one of them, but not all of
them, just go to any Recurring Meeting,
| | 03:11 | right-click, go down to Delete,
and you'll see two options;
| | 03:15 | just the Occurrence that you
right-clicked or the entire Series.
| | 03:19 | You'll have to confirm by
clicking the Delete button.
| | 03:24 | But you'll notice when you move to the
next week, in my case I've only deleted
| | 03:29 | the one occurrence, all meetings
that follow are still in place.
| | 03:33 | So two options for working with
Recurring Meetings or Appointments here in your
| | 03:37 | Outlook 2011 Calendar.
| | Collapse this transcript |
| Four ways to track appointment details| 00:05 | information than simply a Subject,
a Start and End Date, and Time.
| | 00:10 | I'm going to look at four specific
details that will help you track your
| | 00:14 | appointments and meetings here in Outlook.
| | 00:17 | We're going to start with an
existing meeting or appointment, just
| | 00:19 | double-click to open it up.
| | 00:21 | The first field that's very important
is the Location field, and the Location
| | 00:26 | field can be used in a number of different ways.
| | 00:28 | If it's an internal meeting, you might
want to type in a Conference Room, for
| | 00:32 | example, or maybe it's offsite, where
you might want to type in an actual
| | 00:37 | address, or maybe it's not even in an
actual physical location but over the
| | 00:43 | phone, in that case you might
want to enter the phone number.
| | 00:49 | So the Location field is a great
place for specific details regarding the
| | 00:54 | location of your meeting.
| | 00:56 | Next, comes the Notes field, and if
you are creating an actual meeting, or
| | 01:00 | you've invited people, you're
going to see the Message tab.
| | 01:03 | Click down there to add any
important details that people will need to
| | 01:07 | know, including yourself.
| | 01:08 | If it's Conference Call, for example,
one option might be to enter the number
| | 01:13 | again and some further
instructions for getting connected.
| | 01:16 | Another little trick is to use this
field during your meeting to add any
| | 01:20 | additional notes or minutes, for example.
| | 01:23 | Number three is the Status dropdown.
| | 01:26 | By default, meetings and
appointments appear as Busy in your Calendar.
| | 01:30 | So if people are trying to schedule you
for their own meetings, they're going to
| | 01:33 | see when you're busy.
| | 01:34 | But there are some other options here.
| | 01:37 | If it's an offsite meeting, you
might want to choose Out of Office;
| | 01:40 | or if you're scheduling vacation, for
example, definitely choose Out of Office,
| | 01:44 | so people know they can't book you or reach you;
| | 01:47 | or maybe it's a Tentative
meeting, there is an option for that;
| | 01:50 | or if you're going to be accessible
during the meeting, you can even choose
| | 01:53 | Free, so people could double-book you.
| | 01:56 | In my case, I'm going to use Tentative.
| | 01:59 | Now item number four is Categories,
because an overview of your Calendar
| | 02:04 | will show appointments and meetings
scattered about, color coding them can
| | 02:07 | really help you to see specific
details without getting into the actual
| | 02:11 | meeting or appointment itself.
| | 02:13 | So let's choose a category, in
this case it's a team meeting.
| | 02:16 | So Team is a good option, but you can
see there is quite a long list of options.
| | 02:21 | When you send the update to the people
you've invited, you'll see some of those
| | 02:25 | details right there in your Calendar.
| | 02:28 | So those are four options for tracking
details and appointments and meetings
| | 02:32 | here in your Outlook 2011 Calendar.
| | Collapse this transcript |
| Duplicating appointments| 00:00 | On the occasion, where you have an
appointment that needs to be repeated, but
| | 00:04 | none of the recurring patterns are
suitable to create a recurring meeting.
| | 00:08 | For example, let's say you're going to
have lunch with someone on one day and
| | 00:11 | then on a different day, next week,
at a different time, at a different
| | 00:14 | location, and then again a
couple of weeks later somewhere else.
| | 00:17 | Well, a recurring meeting is not
going to work in that case or a recurring
| | 00:21 | appointment, but you can duplicate appointments.
| | 00:24 | Now this won't work with actual
meetings where people are invited, but it will
| | 00:28 | work with appointments.
| | 00:29 | Let's say my lunch appointment here
that I'd set up, I want to have again on
| | 00:33 | Friday at a different time.
| | 00:35 | Well, I can simply click and drag it
to that different day and time while
| | 00:38 | holding down the Alt key.
| | 00:40 | Hold down your Alt key and then click
and drag, and you'll see a Plus sign
| | 00:44 | attached to the appointment you are dragging.
| | 00:46 | When you release, you've
now created a duplicate.
| | 00:50 | What's really nice is you can double-
click that duplicate to make changes to it.
| | 00:54 | Let's say I want to choose a different location.
| | 01:01 | When I Save & Close, I'm only
making changes to the duplicate.
| | 01:04 | The original is intact.
| | 01:06 | Now this also works in different views.
| | 01:08 | For example, if we go to a
Monthly View, we get again.
| | 01:12 | Create another duplicate in another week.
| | 01:14 | Hold down your Option key as you click and drag.
| | 01:17 | It'll keep the same time and you can
double-click it to make other changes
| | 01:21 | such as a different Location, or change that
specific Date and Time for that one appointment.
| | 01:30 | So when recurring meetings don't work,
remember you can always duplicate your appointments.
| | 01:35 | This won't work for actual meetings
where you've invited people, but it does
| | 01:39 | work nicely when working with appointments.
| | Collapse this transcript |
| Working with time zones| 00:00 | If you are the kind of person who has
to travel across multiple time zones for
| | 00:04 | work, maybe you schedule phone meetings
with people in other time zones, you'd
| | 00:08 | be glad to know your Outlook Calendar
can help you stay organized even across
| | 00:13 | multiple time zones.
| | 00:14 | The first thing you should know is that your
computer is set up with the default time zone.
| | 00:18 | Go to your System Preferences, after
Date & Time you'll see what that is.
| | 00:23 | Just click Time Zone and you'll see it
highlighted and displayed down below.
| | 00:27 | For me it's Pacific Time.
| | 00:30 | Well, Outlook when it's installed wants
to match that default and you can access
| | 00:34 | your Outlook Preferences using a
keyboard shortcut, Command+Comma, click
| | 00:39 | Calendar, and at the bottom you'll see
your default time zone for Outlook and it
| | 00:44 | probably matches your computer's time zone.
| | 00:47 | So the scenario is you are
traveling now, the Eastern Time Zone.
| | 00:51 | Take a look at your meetings and
appointments and when they are scheduled.
| | 00:55 | When you go back to your System
Preferences and you change your computer's time
| | 01:00 | zone, not the time, to the East Coast,
you'll see in the background everything
| | 01:06 | shifting by a few hours.
| | 01:07 | When you close this up, you'll also
see a message from Outlook indicating it
| | 01:11 | knows the time zone has been changed
in your computer, if you want to update
| | 01:15 | the time zone in Outlook, and that's a good
idea to click Update and change it there as well.
| | 01:23 | Now you are ready to continue working
in your Calendar using the correct time
| | 01:27 | zone for where you are located.
| | 01:28 | Of course, when you come back home you
need to go through the entire process of
| | 01:33 | setting it back, but you are never
actually changing the time in your computer,
| | 01:37 | just the time zone, same thing goes for Outlook.
| | 01:45 | Now what happens if you are going to
be say creating an appointment with
| | 01:49 | someone how is in another time zone,
such as a conference call, let's say for
| | 01:54 | Wednesday 16th we want to set one up
for somebody in New York, for let's say
| | 01:59 | 11:00 a.m. their time.
| | 02:01 | Well, in that case we create
the new meeting and invite them;
| | 02:06 | you can put in a Subject, and the
Location you might want to give the phone
| | 02:11 | number for them to call.
| | 02:15 | Then you would choose the Date and
the Time, and of course the Duration.
| | 02:22 | So we are setting it up for 11:00 a.m.,
but we already know that we are in the
| | 02:26 | Pacific Time Zone and we want
it for 11:00 a.m. their time.
| | 02:30 | Right here we can change the
time zone by clicking Time Zone.
| | 02:34 | Now down below we'll see our default,
which we can change to the other person's
| | 02:40 | time zone, you will see this warning
indicating it's going to start much
| | 02:44 | earlier, for example, on your own computer.
| | 02:47 | When you click Send, it's sent off and
although we set it up for 11:00 a.m. it
| | 02:51 | appears at 08:00 a.m. in our own Calendar.
| | 02:54 | Now that's the beauty of using time
zones here in Outlook and on your computer.
| | 02:59 | You should never be changing the
computer's time as opposed to changing
| | 03:03 | the actual time zone;
| | 03:05 | you'll always have your appointments
and your meetings at the right time for
| | 03:09 | the right location.
| | Collapse this transcript |
| Changing the time scale| 00:00 | When viewing your Calendar using a
Weekly View or a Daily View, you are allowed
| | 00:04 | to see a certain number of hours in
each day, the default is around five.
| | 00:09 | So if you wanted to see appointments
happening earlier in the morning, you
| | 00:12 | would have to scroll up.
| | 00:14 | Later once in the afternoon or
evening you would have to scroll down.
| | 00:18 | If you have long working hours, for
example, you might want to be able to see
| | 00:21 | more and you can adjust the
scale a couple of different ways.
| | 00:25 | One option when looking at your
calendar is to go to the Organize tab.
| | 00:29 | You have to be in the Day, Work, or Week View;
| | 00:32 | this won't work in the monthly view.
| | 00:34 | Just to the right on the Ribbon you'll
see the Scale, probably set somewhere
| | 00:38 | to around 5 and this is where you can choose
the number of hours to be viewed in one screen.
| | 00:44 | Of course, dragging this slider all the
way to the right, to 24, allows you to
| | 00:49 | see the entire day, 24 hours.
| | 00:52 | But if you want to be able to see some
of the contents of your appointments,
| | 00:55 | somewhere in between might be better.
| | 00:57 | For example, if you have an eight-hour
day you might want it up around eight hours.
| | 01:03 | The other way you can accomplish this
is by going to the bottom right-hand
| | 01:08 | corner of your screen,
you'll see the exact same scale.
| | 01:10 | So you can adjust the number of hours to
be seen higher by dragging to the right
| | 01:16 | or fewer hours by dragging to the left.
| | 01:19 | And that's just a handy way to get
organized and to be able to see more or
| | 01:23 | less of your day.
| | Collapse this transcript |
| Finding appointments fast| 00:00 | If you've ever scheduled an appointment
or a meeting, and then you couldn't find
| | 00:03 | it, or you simply needed a reminder
about when or where a certain appointment or
| | 00:08 | meeting might be and who you are
meeting with, you'd glad to know Outlook 2011
| | 00:12 | makes it very fast and very
easy to find that information.
| | 00:15 | Just go to the top right-hand corner of
your Calendar screen in the Search field
| | 00:20 | and type what it is you are looking for.
| | 00:21 | Outlook is going to be searching the Subject,
the Location, the Notes, even participants.
| | 00:27 | So let's say, for example, I know I
have some meetings with Olivia, I can type
| | 00:31 | in her name, wait for the list to
compile, there we go, we've got Conference
| | 00:36 | Calls, Staff Meetings, Fun Day, et cetera.
| | 00:39 | And although I might not see
Olivia's name here in the list, I can
| | 00:43 | double-click any one of these, and
somewhere in here I am going to see
| | 00:47 | Olivia's name, there we go.
| | 00:49 | There is that Dept.
| | 00:50 | Lunch and the message was sent to Olivia.
| | 00:54 | Now if I want to go back to the
original view, just simply click the X in the
| | 00:58 | far right-hand corner of the Search field.
| | 01:00 | Let's try one more, I know I have a
series of lunches coming up with a guy named
| | 01:05 | Mark, I want to remember where they are,
and all I have to do is type in that
| | 01:09 | name, you can see there we go, three
lunches, and I can see their start and end
| | 01:14 | dates, just like that.
| | 01:15 | Again, click the X to go back.
| | 01:18 | A simple and easy and very fast
search capability built into Outlook 2011.
| | Collapse this transcript |
| Seven calendar keyboard shortcuts| 00:00 | When you are using your keyboard to
enter data into meetings and appointments in
| | 00:03 | your Outlook Calendar, it would be
nice if you could continue to use your
| | 00:07 | keyboard as you work in
your calendar and you can;
| | 00:10 | here are my top seven keyboard shortcuts
while working on your Calendar in Outlook 2011.
| | 00:15 | Let's start with the obvious one, and
that's to create a brand-new appointment
| | 00:18 | Command+N as in New, will create
your new appointment just like that.
| | 00:23 | And in fact, you don't have to
use your mouse at this point either.
| | 00:26 | You could start typing in the fields
using your Tab key to move from one
| | 00:30 | field to the other.
| | 00:32 | In the Date and Time fields you can
use your left and right arrows to move
| | 00:35 | through the various options, use your
up and down arrows to change numbers or
| | 00:39 | simply type them in, and when you are
done, the old standby, Command+S to Save
| | 00:44 | and Command+W to close it up
| | 00:47 | Now you can also use a keyboard shortcut
to quickly get back to the current date.
| | 00:51 | You are browsing around your Calendar,
you don't even remember what today is
| | 00:55 | perhaps, but you can get back to
today's date by holding down Command and
| | 00:59 | pressing the letter T, Command+T
always takes you back to the current day.
| | 01:03 | And you can change the way you are
looking at your Calendar from your keyboard.
| | 01:07 | Hold down Command+Ctrl and let's go
through the numbers 1, 2, 3, and 4.
| | 01:12 | While holding those two keys down, press 1 to
go to a Daily View, 2 will take you to
| | 01:17 | the Work Week, 3 takes you to the
Weekly View, including the Weekend and 4 will
| | 01:22 | take you to the entire Month.
| | 01:24 | So you can pick and
choose the ones you like best.
| | 01:27 | And from there, there are occasions
when you want to see a list of appointments
| | 01:31 | and meetings you have for a day, you
might not be able to see them all on one
| | 01:34 | screen, so Command+Ctrl+0
will switch you to the List View.
| | 01:39 | Command+Ctrl+0 again, will toggle you back.
| | 01:43 | So notice when you do it you are still
in the current view such as a Work or a
| | 01:47 | Week View and if I was to use
Command+Ctrl+4 to go to a monthly view, I am still
| | 01:53 | looking at a list in my monthly view.
| | 01:55 | Command+Ctrl+0 will take me
back to the standard view.
| | 01:59 | So those are some keyboard shortcuts
while using your Calendar in Outlook 2011
| | 02:04 | that can definitely save you some time.
| | Collapse this transcript |
| Using My Day| 00:00 | It's time now to explore an
underused yet very useful app.
| | 00:04 | It's a stand-alone app that's
accessible from Outlook, so you don't actually
| | 00:08 | have to be running Outlook to use this.
| | 00:10 | It's called My Day and My Day
is accessible from the toolbar.
| | 00:14 | When you click My Day, you are going
to see a glimpse of your daily events,
| | 00:18 | your tasks, even access to your contacts and
this can be done without even running Outlook.
| | 00:24 | So you could start My Day by using
Spotlight or going to your apps and you'll
| | 00:29 | also have an option to have it run
automatically when you turn on your computer,
| | 00:33 | let's take a look at My Day.
| | 00:35 | Now by default, you are
going see the current date.
| | 00:38 | You are going to have a glimpse of
your calendar's daily events and then down
| | 00:42 | below, you may see Tasks.
| | 00:44 | By default, you should be
seeing all of your tasks.
| | 00:47 | If you only want to see
completed ones, you have that option.
| | 00:49 | You also have the option to turn this off.
| | 00:53 | There's toggle buttons down below for
tasks to turn off the tasks or turn them
| | 00:57 | back on or to use Contacts.
| | 01:00 | When you click Contacts, a contact
search area opens up where you can start
| | 01:04 | looking for contacts.
| | 01:05 | I really like this feature.
| | 01:07 | As you start to type in your contacts,
they appear on a list and you'll notice
| | 01:11 | there is a couple of buttons here that
allow you to create new email messages
| | 01:15 | or meeting requests with that contact and you
are not even in Outlook when you are doing this.
| | 01:21 | When you want to toggle that back off,
give it a quick and you can choose
| | 01:25 | whether or not to display your tasks.
| | 01:27 | If you want to create a new task,
you can do that right from the
| | 01:30 | bottom left-hand corner.
| | 01:31 | Click the Plus sign.
| | 01:32 | If we go to the far right-hand corner
at the bottom and click Preferences,
| | 01:36 | you'll see three categories;
| | 01:37 | General, Calendars and Tasks.
| | 01:40 | Now in General, you have the option to
show the My Day link right in your menu
| | 01:45 | bar and you also have the option
to display it in your dock as well.
| | 01:50 | So if accessing it from the toolbar is
not enough, you may also want to see it
| | 01:55 | in the menu bar in dock.
| | 01:57 | You may see a keyboard
shortcut to show or hide My Day.
| | 02:00 | Mine's set up is Ctrl+Shift+M.
This is what I like down below.
| | 02:05 | You can have My Day open automatically
when your computer starts by clicking
| | 02:09 | this check box and you can also choose
to have My Day appear on top of anything
| | 02:14 | else that might be running by
clicking the last check box.
| | 02:18 | I don't like it always in the way.
| | 02:19 | So I am going to leave that unchecked
and I like to be able to access it when I
| | 02:23 | want, but that's totally up to you.
| | 02:25 | Now calendars also have their
own settings or preferences.
| | 02:30 | You can choose which calendars you
want to view, combine them all or pick and
| | 02:34 | choose the calendar that suits your needs.
| | 02:37 | You can also choose whether or not
free events will appear in your calendar.
| | 02:41 | They do by default, but you can de-select them.
| | 02:44 | So anything with the status as Free does
or does not show up in the My Day calendar.
| | 02:50 | Also, when you go to Tasks, you can
include flag messages and overdue items.
| | 02:55 | You can also choose to include items
that don't have due dates, so that will
| | 02:58 | always appear no matter what date you
are looking at in your list of tasks.
| | 03:02 | When you create a new task, the
default start date can be set.
| | 03:06 | You can have no start date or the
current date if you want and the default
| | 03:10 | folder, you can also pick and choose
which account your tasks are going to be
| | 03:14 | created in and a keyboard shortcut can
also be used for creating new tasks if
| | 03:19 | you don't like clicking the Plus sign.
| | 03:21 | Now if you do make changes to having
your My Day icon appear in menu bar, when
| | 03:26 | you go to close up your Preferences,
you'll be prompted to update those.
| | 03:29 | You can choose not to do it now and
it will happen the next time you open
| | 03:32 | My Day, or you can reopen it using the Reopen
button and your changes will have taken effect.
| | 03:38 | Check out the menu bar, for
example, there is an icon for My Day.
| | 03:42 | So although this is underused, you can
see it could be quite useful and powerful.
| | 03:47 | You don't have to have
Outlook running to use My Day.
| | 03:49 | It's a stand-alone app and you can
decide whether or not this is going to
| | 03:53 | be useful for you.
| | Collapse this transcript |
| Creating your own custom calendar| 00:00 | You know not everybody works nine to
five, five days a week and not everybody
| | 00:04 | lives in the same country,
celebrating the same holidays.
| | 00:08 | So here in Outlook 2011, you can create
your own custom calendar and that's what
| | 00:12 | we are going to do right now,
starting with your Outlook Preferences.
| | 00:16 | You can go to Outlook and select
Preferences or use the keyboard
| | 00:19 | shortcut, Command+Comma.
| | 00:21 | Next, click Calendar and from here,
you can set your work schedule.
| | 00:26 | So let's say you typically
work a day-evening shift.
| | 00:30 | You can create a start day for, say 1:00
PM, and maybe your day ends around 9:00
| | 00:36 | p.m Your work week might include weekends.
| | 00:40 | Let's say I get Mondays off.
| | 00:41 | So instead of Monday through Friday,
I can choose to select Saturday and
| | 00:46 | de-select Monday by clicking them.
| | 00:48 | So you can see the first day of the
week in my calendar is defaulted to Monday,
| | 00:52 | I might want to change that to Tuesday
since it's the first day of my work week.
| | 00:58 | Now, when we close this up, you can also have
Outlook 2011 import holidays for your location.
| | 01:04 | I am in Canada, so it would be
nice to be able to see the Canadian
| | 01:07 | holidays listed here.
| | 01:09 | Just go up to File, select
Import and choose Holidays.
| | 01:14 | When you click the Next button,
you'll be prompted for the countries that
| | 01:18 | you want to import.
| | 01:19 | Now for me, I really only care about the
Canadian ones and maybe the US holidays
| | 01:24 | as well since I do a lot of work
with people in the United States.
| | 01:28 | So it would be nice to know
when they are off as well.
| | 01:31 | So I am going to select both of
those and click the Next button.
| | 01:35 | You can see it's importing the holidays.
| | 01:37 | So it doesn't take very long before,
the actual holidays are inserted into my
| | 01:42 | own custom calendar, click OK and
click Finish and I am done.
| | 01:47 | St. Patrick's Day is happening on
the same day in both countries.
| | Collapse this transcript |
|
|
5. Shortcuts for Working with ContactsAdding photos to contacts| 00:00 | All right, let's shift our focus over
to working with Contacts in Outlook 2011
| | 00:04 | starting with a simple
one that can be quite handy.
| | 00:07 | When you have large lists of contacts,
it helps to remember who is who if you
| | 00:12 | can add a picture and you'll notice
when you select a contact on the right-hand
| | 00:16 | side in the reading pane,
there is a spot for their picture.
| | 00:19 | Now you can change this by double-clicking
and then accessing pictures in a
| | 00:24 | number of different ways.
| | 00:26 | You can go to your Recent Pictures, or you
can choose a picture by navigating to it.
| | 00:31 | So if you have an image, go
ahead and find it and click Open.
| | 00:36 | You'll see the image is moved into the
rectangular area and we can move this
| | 00:40 | around until it's centered properly,
exactly the way we want it to appear.
| | 00:45 | We can choose to zoom in or out.
| | 00:48 | Once you've got it exactly the way you want it,
you could click Set or apply a special effect.
| | 00:56 | When you click the Apply an effect
button, you now have the ability to apply
| | 01:00 | different types of effects
and they will show up here;
| | 01:04 | Glows, Sepias, X-Ray, and so on.
| | 01:08 | If you don't want any, just select
Original, click Set and now you have a nice
| | 01:13 | little reminder of what the person
looks like in your Contacts folder, as
| | 01:17 | simple as that.
| | Collapse this transcript |
| Keeping track of anniversaries| 00:00 | Use this next tip if you never want to
forget another birthday or anniversary.
| | 00:04 | In your contacts, while viewing a contact,
whether it would be open or over here
| | 00:08 | on the right-hand side in viewing pane,
got to Personal and click the Plus sign,
| | 00:12 | where you'll find a number of
additional fields that can be used, including
| | 00:16 | Birthday as well as Anniversary.
| | 00:20 | Select one and you'll get to type in the date.
| | 00:23 | Now let's say you know the month and
you know the day of the month, I am going
| | 00:26 | to go to 16, but you are not sure
of the year. Well, that's okay;
| | 00:31 | you can use any year, something like
1900, for example, will keep track of the
| | 00:36 | anniversary each year;
| | 00:37 | not only that, it will add it to your
calendar and if you want, you can add a reminder.
| | 00:44 | Now when you flip back to your Calendar,
you'll see that reminder and you can
| | 00:49 | double-click it to open it and even change
things like when you are going to be reminded.
| | 00:58 | Go back to Contacts and you can do
the exact same thing for a birthday.
| | 01:07 | If you want a reminder for that,
remember to click that button and if
| | 01:11 | you forget, no problem;
| | 01:13 | you can always go back to your
Calendar and turn it on there.
| | 01:20 | So with this neat little tip, you'll
never forget someone's anniversary,
| | 01:24 | nor their birthday.
| | Collapse this transcript |
| Getting address directions| 00:00 | If you are tracking addresses for your
contacts, whether they would be work,
| | 00:03 | home or any other address for that
matter, there is a cool feature here in
| | 00:07 | Outlook 2011 that's going to
allow you to quickly get directions.
| | 00:11 | For one, you'll notice when you have a
contact where you've entered an address,
| | 00:15 | next to the very first line,
showing the street address is an icon.
| | 00:19 | Click that icon and you'll see two options;
| | 00:21 | one is to open the address in Bing.
| | 00:24 | This launches your default browser
and displays the address on a map.
| | 00:28 | Another option is to copy the address
which allows you to paste it into some
| | 00:32 | service that you might prefer.
| | 00:34 | But even faster is just to simply go to
the ribbon and on the Home tab, you'll
| | 00:39 | notice there is an option here called Map.
| | 00:42 | Click the Map button and this is the
equivalent to choosing that first option
| | 00:46 | which is to display the address in Bing,
launches your default browser, there is
| | 00:51 | the address and you'll see the
marker right in the center of the map
| | 00:54 | What's really cool though is you can
hover over that marker and see some
| | 00:58 | options, for example, if you wanted
to get directions from that address to
| | 01:02 | another address or get directions to that
address from another address such as your location.
| | 01:08 | You can even send this information
to your email or a mobile device.
| | 01:12 | Let's choose Directions to here.
| | 01:14 | This opens up a pane on the left-hand
side where you'll see the destination
| | 01:18 | address and a spot for your current location.
| | 01:22 | So you can type in the address
here or select one of the presets.
| | 01:27 | This draws your directions.
| | 01:29 | You've got everything you need now to
get to the location you need to find.
| | 01:33 | So that's a cool little feature that's
part of Outlook 2011 when you choose to
| | 01:37 | track addresses in your contacts.
| | Collapse this transcript |
| Three ways to view a contacts list| 00:00 | The way you view your contacts here in
Outlook 2011 is totally customizable.
| | 00:04 | So let's look at some
options that might suit your needs.
| | 00:07 | By default, you're going to see the
navigation pane over here on the left, your
| | 00:11 | list of contacts and then the viewing pane
or reading pane off to the right-hand side.
| | 00:17 | Now this itself is customizable.
| | 00:19 | Go to the border between the list and the
viewing pane, just click and drag left or right.
| | 00:26 | But you'll also notice on the ribbon with the
Home tab selected, this view is called Details.
| | 00:31 | The reading pane is on the right;
| | 00:32 | if you prefer it down below,
you might prefer the List view.
| | 00:36 | Click List and this moves the reading
pane down to the bottom and it too is
| | 00:40 | totally adjustable, if you want to see
more of the List or more of the Details.
| | 00:45 | And you can also go to the Organize tab.
| | 00:48 | You'll see a couple of buttons here,
Arrange By, and there's Reading pane there.
| | 00:53 | Click Reading pane to see a third
option, which is to hide it altogether.
| | 00:57 | With Hidden selected,
you're simply seeing the list.
| | 01:01 | Go back to the Home tab and
choose Details to get it back.
| | 01:04 | Or select List to use that default
with the reading pane down below.
| | 01:10 | The last option is under the Organize
tab, which is to choose how you're going
| | 01:14 | to arrange that list of contacts.
| | 01:16 | Click Arrange By, and you'll
see every possible field here.
| | 01:20 | As you scroll down the list, you'll
see the default selection is checked
| | 01:23 | off, and that's Name.
| | 01:25 | But if you prefer to list them by Job
Title or just by their Last Names, for
| | 01:30 | example, you can make a change.
| | 01:32 | Now you'll see that alphabetical
listing according to your selection.
| | 01:37 | So pick and choose the view that best
suits your needs and just know that it's
| | 01:42 | totally customizable at any time.
| | Collapse this transcript |
| Adding a new field to a contacts list| 00:00 | We already know how we can customize
the way we view our list of contacts here
| | 00:04 | in Outlook 2011, but we can take it a
step further with some additional options.
| | 00:09 | First of all, you'll notice in the
Details view with the list of contacts in the
| | 00:12 | middle, there are only a couple of
columns of information that are being
| | 00:16 | displayed here along with the categories.
| | 00:19 | Over on the right-hand side the
reading pane displays information about
| | 00:23 | the selected contact.
| | 00:24 | But if we switch over to the List view,
for example, you'll notice there are
| | 00:28 | more columns of information
that can be viewed up here.
| | 00:31 | And even if we were to hide the
reading pane by going to the Organize tab and
| | 00:36 | choosing Hidden for the reading
pane, we see those same columns.
| | 00:40 | What's cool about this view is you can
right-click any of the column headings
| | 00:44 | and pick and choose which
columns you want to see or hide.
| | 00:47 | Anything with a check mark
is currently being viewed.
| | 00:50 | You can hide it by selecting it.
| | 00:52 | Go back to the top, right-click and
choose anything you do want to see.
| | 00:57 | And of course, you can adjust these by
clicking and dragging right in between
| | 01:01 | the column headings.
| | 01:05 | Now if this is the view that you want
to keep, when you right-click a column
| | 01:09 | heading and move to the very bottom of
the list, you'll see an option here to go
| | 01:14 | back to the original defaults or
Make This the new Default View.
| | 01:19 | Select and it will always be your default.
| | 01:22 | When you make changes you
can restore back to this view.
| | 01:24 | For example, if I go to the Home tab, switch
back to Details view, I lose those columns.
| | 01:31 | Switch back to List view,
and all those columns are back.
| | 01:35 | Make a change like hiding
Anniversary and get it back by right-clicking
| | 01:40 | any column heading and restoring
back to your new defaults using the
| | 01:45 | Restore to Defaults option.
| | 01:47 | So there you have it;
| | 01:48 | just another way to totally
customize your contacts list to suit your
| | 01:52 | own individual needs.
| | Collapse this transcript |
| Forwarding contact information| 00:00 | If you've ever needed to put someone
in touch with one of your contacts,
| | 00:03 | the easiest way here in Outlook 2011 is to
send the contact information to that person.
| | 00:09 | And there are two ways you can do it.
| | 00:11 | If you're not actually opening up a
contact and just simply viewing their
| | 00:15 | information, maybe you're in a List view,
a Details view or even if you're not
| | 00:19 | even looking at the reading pane, as
long as they're selected, you can go to the
| | 00:23 | ribbon where you'll find a Forward button.
| | 00:26 | Now that's the same as double-
clicking a contact to open them up.
| | 00:30 | And you'll see a Forward
button on that ribbon as well.
| | 00:33 | Click the Forward button and this
creates a brand-new email message and certain
| | 00:37 | information has already been entered for you.
| | 00:40 | The Subject line is a forward of the
name of the contact that you're sending.
| | 00:46 | And look right below that, there's an
attachment created automatically. It is a vcf card;
| | 00:51 | you'll the size of that card.
| | 00:52 | And this contains all of the
contact's information that you've stored.
| | 00:56 | And if the person receiving this
information is using Outlook they can actually
| | 01:00 | store this vcf information
as one of their own contacts.
| | 01:04 | All you need to do is choose who
you're sending it to and add any
| | 01:09 | additional information.
| | 01:12 | Click the Send button and you've sent
your contact information off to someone else.
| | 01:17 | It's as simple as that.
| | Collapse this transcript |
| Adding and viewing contacts quickly| 00:00 | You might be thinking taking time to
create contacts and add all of their
| | 00:04 | information can be very time
consuming, and that's true.
| | 00:07 | But there are some shortcuts that
we're going to look at right now.
| | 00:11 | For example, if you want to view
contact information while looking at your
| | 00:14 | email, you can go to the name
of the person in the header;
| | 00:18 | just hover over their name
and see some information.
| | 00:21 | If you're not seeing the information,
you need you can click their contact card
| | 00:26 | and this will open up their contact
information so you can see it all.
| | 00:30 | What if they aren't in contact?
| | 00:31 | Well, in that case you can make them a contact.
| | 00:34 | Let's say you receive an email from
someone, you hover over their name and
| | 00:37 | there's nothing really to see there.
| | 00:39 | Go to same contact card, click that
icon, and you're actually creating
| | 00:45 | a brand-new contact.
| | 00:46 | So you'll have that contact.
| | 00:48 | You can add any information you know already;
| | 00:51 | let's say you have their phone
number and then Save & Close.
| | 00:59 | You can always go back to that at a
later time when you gather more information.
| | 01:03 | So that's just a very fast way to
view contact information and even add new
| | 01:08 | contacts without even
being in your contacts list.
| | Collapse this transcript |
| Syncing Outlook, Apple, and MobileMe address books| 00:00 | If you're storing contact information
here in Outlook 2011 and maybe you're also
| | 00:04 | using the Apple Address Book or a
MobileMe account, it's nice to know there's a
| | 00:09 | feature built in in Outlook 2011 that
allows you to sync up all of those address
| | 00:13 | books, so you're always viewing
all of your contacts in one place.
| | 00:17 | Here we are in Outlook;
| | 00:19 | click tools and select Sync Services.
| | 00:22 | You'll see how simple it
is to turn this feature on;
| | 00:25 | just click the check box.
| | 00:26 | And then down below you can select the
accounts that you want to sync up with
| | 00:30 | the Apple Address Book and MobileMe.
| | 00:32 | You can also choose exactly where you want
your new contacts to show up here in Outlook.
| | 00:37 | When you close this up, you will see
a message indicating it's about to be
| | 00:41 | turned on and contacts are going to be
merged with the Apple Address Book and MobileMe.
| | 00:45 | Of course, when you click OK, it just
takes a moment to update your contacts
| | 00:50 | with the new information and you can
also rest assure that when you open up the
| | 00:55 | Address Book for Apple or go to your
MobileMe, you're going to see all of your
| | 01:00 | contacts there as well.
| | 01:02 | This also means if you make changes;
| | 01:03 | if we flip over to Address Book, for
example, and we come in here and we go to
| | 01:08 | let's say, Add a new one, we can click
the Plus sign, type in a name and add a
| | 01:17 | Company and save that up, you'll see
it's synced up over here in the background
| | 01:26 | automatically with Outlook.
| | 01:29 | Close up Address Book.
| | 01:32 | There's David Barry down at the bottom,
instantly synchronized, because we used Address Book.
| | 01:38 | Now here in Outlook, we're
going to see all of our contacts.
| | 01:41 | If we're using the Apple Address Book,
we're going to see all of them there.
| | 01:44 | And of course, if we're using
MobileMe, we'll see them all there as well.
| | Collapse this transcript |
|
|
6. Shortcuts for Dealing with TasksThree methods for creating tasks| 00:00 | When it seems like you have a million
things to do, you're likely not going to
| | 00:04 | remember every single one of them.
| | 00:05 | So using Tasks here in Outlook 2011 can help to
keep you on track reminding you along the way.
| | 00:11 | We are going to start by looking at
three different ways to create new tasks.
| | 00:15 | Staring from our Mailbox, when you
receive a message that requires some kind
| | 00:19 | of action on your part, you can mark it
for Follow Up, in a couple of different ways.
| | 00:23 | One option is to go to the message list,
click the little flag the one you see
| | 00:27 | in the bottom right corner and that
will automatically flag the message for
| | 00:31 | Follow Up on the current date.
| | 00:33 | So it creates a new task and the new task
will have a due date of the current date.
| | 00:39 | So if you want to change that, you
can actually use the Flag or Follow Up
| | 00:43 | option from the ribbon that allows you
to click this little dropdown arrow and
| | 00:47 | choose a different Due Date.
| | 00:48 | So if you wanted it to be the next
day, for example, you could do that.
| | 00:52 | You'll see the details change right
here in the reading pane, but if you go to
| | 00:56 | your Tasks, you will also see that
it shows up there with an envelop icon
| | 01:01 | indicating it came from a mail message,
and you will also see the due date and
| | 01:04 | any details in the reading pane.
| | 01:06 | Now another option for creating Task is
to use My Day, something we talked about
| | 01:11 | in a previous movie.
| | 01:12 | With My Day, you get a nice little glimpse of
your calendar for today as well as any tasks.
| | 01:18 | Now keep in mind this is stand-alone,
you don't have to be running Outlook and
| | 01:21 | to create a new task, just go down to
the bottom left corner, click your Plus
| | 01:24 | sign and you can give your task a
title, let's say it's Submit Time Sheets.
| | 01:31 | You can use the Due Date field to type in a
date or use the calendar icon to select a date.
| | 01:39 | You can add notes using the Tasks notes
field and you can even assign a Category to it.
| | 01:47 | Click the dropdown if you needed to and choose
from the list that appears as you scroll down.
| | 01:55 | When you click Save, you will not only
see it here in My Day, but when you go to
| | 02:00 | Outlook, you will see that
it shows up there as well.
| | 02:05 | Now the third way of course is just
directly from Tasks in the Navigation pane.
| | 02:09 | You can click the Tasks button or use
the keyboard shortcut, which of course is
| | 02:13 | Command+N as in New.
| | 02:15 | And this allows you to give it a title,
assign Due dates, Start dates, even a
| | 02:25 | Reminder if you needed to, for example,
if this was going to be a lunch meeting
| | 02:29 | today, I might want a reminder on
today's date but at a different time.
| | 02:37 | When you click Save & Close, you have created
your new task that appears on your Task list.
| | 02:42 | So there are three ways to
create new Tasks here in Outlook 2011.
| | Collapse this transcript |
| Three options for viewing tasks| 00:00 | When viewing your Tasks here in
Outlook 2011, certain details may be more
| | 00:04 | important to you than others.
| | 00:06 | So let's look at three different
options for viewing your tasks.
| | 00:10 | First of all, select Tasks in the
Navigation pane, and you would be looking at
| | 00:14 | the default view which includes a Tasks
list and the reading pane will display
| | 00:19 | details about the selected task.
| | 00:21 | Selected different task you will see
different details and we can Edit details
| | 00:26 | over here in the Reading pane as well.
| | 00:28 | If you don't like the Reading
pane though, it can be turned off.
| | 00:31 | Click View on the menu, go down
to Reading pane and choose Hidden.
| | 00:37 | Now you're seeing the Task list and
you're seeing additional columns that
| | 00:40 | you didn't see before.
| | 00:42 | So this is one option for viewing your tasks.
| | 00:45 | Of course, if you want the details you
would simply double-click a Task to open it up.
| | 00:51 | A second option involves what
information is displayed, and we can access that
| | 00:57 | from the View menu or directly from the ribbon.
| | 00:59 | You will see check boxes for Flagged
Items, Overdue items and Completed.
| | 01:04 | By default, you're likely seeing any Flagged
Items and Overdue items on your Tasks list.
| | 01:10 | If you like to see any Completed items, click
that check box and they are added to the list.
| | 01:15 | You will see check marks in the check boxes
next to the ones that have been completed.
| | 01:20 | If that information is irrelevant, you can
turn it back off by clicking the same check box.
| | 01:25 | A third option is to use Filters.
| | 01:28 | If you have a lengthy list and you
want to filter it down, click the Filter
| | 01:32 | dropdown button and then decide what
criteria you're going to use to filter your list.
| | 01:38 | Is it by Due Date, or Start Date,
do you only want to see the Overdue
| | 01:42 | items, select that and you'll see
any overdue task that require your
| | 01:46 | immediate attention.
| | 01:48 | Go back to the Filter dropdown and
choose something else, it would be High
| | 01:53 | Priority, for example.
| | 01:55 | So filter it down even further to the
point where you may have no results.
| | 02:00 | Notice that the check marks next to the
Criteria that have been selected, and at
| | 02:05 | any time you can clear all of these
filters by choosing Clear All Filters.
| | 02:09 | So there you have it, three
different ways to view your tasks here in
| | 02:14 | Outlook 2011.
| | Collapse this transcript |
| Three ways to change task due dates| 00:00 | When you create Tasks in Outlook 2011,
you have the option to set a Due Date and
| | 00:05 | in combination with reminders,
Outlook 2011 will keep you on track.
| | 00:10 | But what happens when you
need to change a Due Date.
| | 00:12 | Well, there are three different ways to
do it here and we are going to look at
| | 00:16 | them now starting with a regular task
that's one that was created from your Task pane.
| | 00:22 | Notice when it's selected and the
Reading pane is in View on the right-hand
| | 00:26 | side, the Due Date appears and you can
click anywhere in that date to change it.
| | 00:31 | Simply use the Calendar to change the
date or if you prefer, you can remove the
| | 00:37 | Due date by clicking the X off to the right.
| | 00:39 | Once you have changed the date, you
will see the update over here in the Task
| | 00:43 | list when you go to a different Task.
| | 00:47 | Everything is updated accordingly and the
new Due date appears in the Due date column.
| | 00:51 | Now another option for changing a
Due Date is to double-click the task.
| | 00:56 | When you do this, you open up
the task itself in its own widow.
| | 01:00 | There you have access to the Due Date as well.
| | 01:04 | Change the Due date by clicking it.
| | 01:07 | When you click Save & Close, it's
automatically updated on your Tasks list.
| | 01:12 | And the third option is a little bit different.
| | 01:14 | When you flag an email message for
Follow Up, it creates a task on your Tasks
| | 01:19 | list and it's indicated by the Envelop icon.
| | 01:22 | If you need to change the Due date
here, it's not done the same way, you
| | 01:26 | can't click the Due date and make changes to
it, all you can do is change the Follow up.
| | 01:31 | To do that, go to the ribbon, click
the Follow Up dropdown and choose a
| | 01:35 | different preset, including no due date,
or if you don't see a presets suiting
| | 01:40 | your needs, click Custom Date.
| | 01:42 | This allows you to choose a Due date by
changing, either the month, the day or even the year.
| | 01:48 | Just select what you want to change,
use the arrows, by clicking your mouse or
| | 01:53 | use the cursor keys on your
keyboard to choose a different date.
| | 01:57 | When you are done, click OK and it
will be updated on your Task list.
| | 02:02 | So there you go, three different
ways to change Due dates for Tasks in
| | 02:06 | Outlook 2011.
| | Collapse this transcript |
| Setting task reminders| 00:00 | When you choose to add Due dates to
your tasks, whether you create them using
| | 00:03 | the Follow Up option in email or
directly from your Task folder, you can also
| | 00:08 | choose to set a reminder or
alarm that will go off when needed.
| | 00:12 | Let's start with our Mail.
| | 00:14 | We will look at two
different ways to set up a reminder.
| | 00:17 | One option is using Follow Up.
| | 00:19 | You can do this as you're creating the
Follow Up options or if there is already
| | 00:23 | a Follow Up flag set, click the
dropdown and go directly to Add Reminder.
| | 00:28 | Notice the keyboard shortcut of Ctrl+Equal Sign.
| | 00:32 | From here, when you select Add
Reminder, the check box next to Reminder is
| | 00:36 | automatically checked off for you
and a date and time is set by default.
| | 00:41 | Of course, you can change these dates and times.
| | 00:43 | May be I want my Reminder to go
off the morning of the Due date.
| | 00:47 | In that case I can go to anyone of the
numbers appearing in the date, use my
| | 00:51 | cursor keys on the keyboard or the
arrow keys off to the right, even type in a
| | 00:56 | date if I wanted to.
| | 00:59 | You can do the same thing for the Time.
| | 01:01 | Type it in, use the arrow keys, it's up to you.
| | 01:05 | Once you have got your date and time,
clicking OK sets the Reminder and it
| | 01:09 | will go off at that exact date and
time just to remind you that you have
| | 01:13 | something that's due.
| | 01:15 | You will also see details in the actual task.
| | 01:18 | Now the second way is from your Tasks folder.
| | 01:21 | If you have a task that's been
created in the Tasks folder as opposed to a
| | 01:25 | Follow Up item, it appears differently
on the list and when you read it off to
| | 01:29 | the right, you will notice a reminder
field where None is the default, but you
| | 01:34 | can also double-click any of these tasks to
open them up and see the exact same field.
| | 01:39 | And when you click None, you have the
option to use the calendar to choose the
| | 01:43 | date or if you prefer go inside and
actually type in an actual number and you
| | 01:49 | can do the same thing for the Time.
| | 01:55 | The X off to the right allows you to clear
the reminder if you really don't need it.
| | 01:59 | Click Save & Close to set that reminder.
| | 02:02 | Now you will never forget a Due date.
| | Collapse this transcript |
|
|
7. Customization TipsCustomizing the Outlook toolbar| 00:00 | Regardless of what folder you are
looking at here in Outlook 2011 whether it be
| | 00:04 | a calendar, your tasks, or your mail,
you will notice the toolbar remains the
| | 00:08 | same, but the toolbar is totally customizable.
| | 00:13 | For example, if you want to create
more real-estate, try right-clicking the
| | 00:16 | toolbar and choosing something like Text Only.
| | 00:19 | Notice it takes up a little less space
at the top allowing you to see more down
| | 00:23 | below, or right-click and try Icon Only.
| | 00:28 | This is great if you're familiar with
the icons, but in the beginning you might
| | 00:32 | want to leave the default
setting as Icon and Text.
| | 00:35 | Right-click if you want to use a smaller
size or even better customize the toolbar.
| | 00:42 | When you choose Customize toolbar you
are going to see a number of options that
| | 00:45 | can be dragged to the toolbar, and of
course anything on the toolbar you don't
| | 00:50 | use can be dragged off.
| | 00:51 | Let's say you don't use the Help button
you prefer to go to the Help menu, just
| | 00:56 | click and drag it down.
| | 00:57 | When you let go, you will see that puff
of smoke indicating you've removed it.
| | 01:01 | Maybe you want to add something to the toolbar.
| | 01:04 | For example, on a regular basis you
customize what's going on in Outlook, click
| | 01:09 | and drag the Customize icon to the spot
on the toolbar where you want it and at
| | 01:14 | anytime you can create space in between
icons using Space, or the Flexible Space
| | 01:20 | which you'll see between the
last icon and your Search field.
| | 01:25 | Click and drag the Flexible Space down
and you will see that space is removed.
| | 01:30 | Bring it back and it automatically
fills the toolbar to move the Search field
| | 01:34 | off to the right-hand side.
| | 01:36 | Notice you also have those options for
choosing what you're going to show on the
| | 01:40 | toolbar and the Use small size option.
| | 01:43 | But you also have an option
to go back to the default.
| | 01:46 | If you've made changes to the toolbar
you don't like, just click and drag the
| | 01:51 | default back up, release, and you'll
see its reset to where you started.
| | 01:56 | Click Done when you're
done customizing your toolbar.
| | Collapse this transcript |
| Customizing the Navigation pane and the Ribbon| 00:00 | When you install and launch Outlook
2011 the user interface is set up for you
| | 00:05 | by default with the Navigation pane
appearing on the left-hand side and the
| | 00:09 | bottom half known as the View
Switcher where we can switch between the
| | 00:13 | different folder views.
| | 00:14 | Well, this is totally customizable,
including the way you look at the Ribbon.
| | 00:20 | Let's start with our Navigation pane.
| | 00:22 | If you don't like the View Switcher
appearing down below, the way it is and
| | 00:26 | you want more space so you can see
what's going on in the Navigation pane,
| | 00:30 | just go to the border.
| | 00:30 | When you see the double-
arrow, click and drag it down.
| | 00:33 | Now, as you move all the way down, you
will notice that each of those options
| | 00:37 | that appeared in the View Switcher now
appear down at the bottom on the status bar.
| | 00:42 | So it's still a good way to switch
quickly in between your different views, but
| | 00:46 | it's not taking up so much
room in your Navigation pane.
| | 00:49 | Of course the Navigation pane itself,
if it's not necessary can be hidden.
| | 00:54 | Just go up to the View menu and you'll notice
Navigation pane has a check mark next to it.
| | 00:59 | Click Navigation pane and it's now hidden.
| | 01:02 | Notice also though that your View
Switcher buttons also disappear.
| | 01:07 | So go back to View, Select Navigation
pane and you will notice it comes back the
| | 01:12 | way it was when you hid it.
| | 01:14 | If at anytime you want the View
Switcher back, just go down to the bottom, in
| | 01:18 | between the border and drag it up
to display as many icons as you want.
| | 01:22 | Now, the Ribbon itself takes up real-estate.
| | 01:25 | So if you find you're losing space down
below for looking at your lists and even
| | 01:31 | reading the details inside selected
items, you can choose to hide the Ribbon.
| | 01:36 | One option is to go to the top-
right corner of the Ribbon and click the
| | 01:39 | arrow that's pointing up.
| | 01:41 | Now it doesn't hide it totally from
view, you can still see the tabs and
| | 01:45 | access them at anytime.
| | 01:48 | Click the tab again and it's minimized
or go to the right-hand side and click
| | 01:54 | the arrow to expand it.
| | 01:56 | You'll notice if you click the View menu, you
also have that option here to hide the Ribbon.
| | 02:03 | So you have total flexibility when it comes
to your user interface here in Outlook 2011.
| | 02:10 | Set it up so that you're
using it the way you need.
| | Collapse this transcript |
| Customizing the Reading pane| 00:00 | If you are like me and you like to make
use of the Reading pane, whether it be
| | 00:03 | off to the right-hand side of your
message list or down below, you do have an
| | 00:08 | option for how you view the
contents in the Reading pane.
| | 00:12 | For example, if you're looking at a
lengthy message and you don't want to
| | 00:15 | use the scrollbar, an option might
be to decrease the text size so it all
| | 00:19 | fits on one screen.
| | 00:21 | We can do that by going up to the Format
menu and choosing Decrease Font Size or
| | 00:26 | using the keyboard shortcut
Command and the Minus sign.
| | 00:30 | Each time you hold down Command and tap
the Minus sign, you can see it's kind of
| | 00:34 | zooming out or making the
text and details smaller.
| | 00:38 | On the other hand, if it's difficult
to read, you can also increase the size.
| | 00:42 | Same thing, from the Format menu, click
Increase Font Size or use the keyboard
| | 00:47 | shortcut Command+Plus sign.
| | 00:50 | Keep pressing the Plus sign while
holding down Command until you get the
| | 00:53 | size you're looking for.
| | 00:55 | So if you're having difficulty reading
what's off to the right or down below in
| | 00:59 | the Reading pane, remember the two
keyboard shortcuts Command++ and Command+-
| | 01:04 | for adjusting the text size.
| | Collapse this transcript |
|
|
ConclusionAdditional resources| 00:00 | Well, congratulations, you've reached the
end of Outlook 2011 for Mac Power Shortcuts.
| | 00:05 | You should now be feeling more
comfortable with many of the powerful features
| | 00:09 | and functions in Outlook 2011
that can save you time and effort.
| | 00:13 | If you need additional information
about Outlook for Mac 2011, or you just want
| | 00:17 | a refresher, lynda.com can help.
| | 00:20 | Outlook for Mac 2011 Essential
Training with Alicia Katz Pollock offers a
| | 00:25 | comprehensive overview of all aspects
of Outlook 2011, and because Outlook 2011
| | 00:30 | is new to the Mac, you can check out
my course on Migrating from Entourage to
| | 00:35 | Outlook for Mac 2011 if you're making
the switch to Outlook from Entourage.
| | 00:39 | This is David Rivers thanking you for
watching, and I hope to see you again in
| | 00:43 | another title from lynda.com.
| | Collapse this transcript |
|
|
