IntroductionWelcome| 00:03 | Hi and welcome to Migrating from Outlook
2003 to Outlook 2010. I am David Rivers.
| | 00:09 | Microsoft has incorporated some fairly
major changes and improvements in Outlook 2010,
| | 00:14 | so if you plan on migrating from
Outlook 2003, this course will help to make
| | 00:18 | your transition to Outlook 2010 as
smooth and as seamless as possible.
| | 00:22 | We will begin with a tour of the new and
improved fluent user interface, focusing
| | 00:27 | mainly on the Ribbon, the Quick
Access Toolbar, and Backstage View.
| | 00:32 | We'll also examine ways to take
advantage of keyboard shortcuts in Outlook 2010.
| | 00:37 | If you have been using earlier versions
of Outlook over a long period of time,
| | 00:41 | you have likely accumulated tons of
e-mail messages, calendar entries, to-do
| | 00:46 | items, and contacts.
| | 00:48 | We'll discover ways to locate these
items and transfer them over to your new
| | 00:52 | Outlook 2010 installation, so you can hit the
ground running when switching from Outlook 2003.
| | 00:57 | We'll examine the new way of sharing
calendars with others, and we'll see how
| | 01:02 | you can search for content in e-mail
messages, calendars, and to-do lists, all
| | 01:06 | with lightning speed.
| | 01:08 | So with so many topics to
cover, it's time to get started.
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1. Getting StartedUnderstanding the reasons to switch| 00:00 | Outlook 2010 offers a number of major
improvements and enhancements that make
| | 00:04 | upgrading from Outlook 2003 worthwhile.
| | 00:07 | There's an improved user interface with
a To Do bar to help you stay organized
| | 00:12 | and on track, and sharing calendars with
others makes collaboration easier than ever.
| | 00:16 | You will also have time and effort now
when dealing with e-mail attachments,
| | 00:20 | thanks to the new Attachment previewer.
| | 00:23 | In this movie, we'll get a brief
overview of some of these features before
| | 00:26 | covering them in greater
detail later on in this course.
| | 00:29 | We'll begin with the new fluent user
interface, which has been improved to help
| | 00:34 | you work more efficiently
and improve productivity.
| | 00:37 | The Ribbon allows you to spend more time
doing your work and less time searching
| | 00:41 | for commands, by making
them easy to find and use.
| | 00:44 | You will also find quick and easy
access to relevant commands using the Quick
| | 00:47 | Access Toolbar and the new Mini
toolbars that appear when working with selected
| | 00:52 | text will be very helpful.
| | 00:54 | If you're migrating to Outlook 2010,
as opposed to a simple upgrade on the
| | 00:58 | same machine, such as moving to a brand
-new installation of Outlook 2010 on a
| | 01:02 | new computer, you'll learn everything you
need to know about .pst files in this course.
| | 01:08 | PST files hold your e-mail messages,
tasks, calendar entries - even your contacts.
| | 01:13 | You'll learn how to locate this
important file, back it up for safekeeping, and
| | 01:18 | restore it when needed, and you'll also
learn how to export this file so you can
| | 01:23 | import it into your new
Outlook 2010 installation.
| | 01:26 | There are also a number of new
features to help improve your productivity and
| | 01:30 | efficiency when working in Outlook.
| | 01:32 | For example, if you collaborate with
others on projects, sharing a calendar with
| | 01:36 | the team will make it easy for
everyone to stay on track and on time.
| | 01:41 | You will now be able to preview an
attachment in an e-mail message using the
| | 01:45 | Attachment previewer so you don't
have to actually download and open the
| | 01:48 | attachment to see what's inside it.
| | 01:51 | And you'll also notice a vast improvement
in search functionality in Outlook 2010.
| | 01:55 | You'll be breezing through vast numbers
of e-mail messages, calendar entries, and
| | 01:59 | more, with a lightning speed when
searching for a specific content that could be
| | 02:03 | hidden inside any of these items.
| | 02:06 | So I hope this brief overview has
helped to show why you might want to migrate
| | 02:10 | from Outlook 2003 to Outlook 2010.
| | 02:12 | We'll be exploring these reasons in
greater detail as we move through the
| | 02:17 | various chapters in this course.
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| Exploring changes to the user interface| 00:00 | Migrating from Outlook 2003 to Outlook
2010 presents a couple of challenges.
| | 00:06 | The biggest one, by far, is getting
accustomed to the new and fluent user
| | 00:10 | interface in Outlook 2010.
| | 00:12 | Here in Outlook 2003, we've been using
this system for years and years, where we
| | 00:16 | have a menu bar with menu headings
across the top and clicking those headings
| | 00:20 | displays pulldown menus, some of those
menus have submenus, and when we click a
| | 00:25 | heading again, it closes up the menu.
| | 00:27 | Now, some of the commands, the more
frequently used ones, might appear on the toolbar.
| | 00:32 | The toolbar presents buttons with
shortcuts to those commands so you don't
| | 00:35 | have to go searching for them through the menus.
| | 00:38 | Then down below, you're going to see
the Navigation Pane, where you can flip
| | 00:41 | between your Mail, your Calendar, your
Tasks, and next to that, you might see a
| | 00:48 | listing, in this case, of e-mail messages
and depending on what's selected over in
| | 00:53 | the Reading Pane on the right-hand side -
this is where it appears by default -
| | 00:56 | you'll be able to preview
the contents of that message.
| | 00:59 | If we go to Calendar, this
is little bit a different.
| | 01:02 | We lose one of the panes, and we're
just looking at our Calendar now and
| | 01:05 | clicking around the various Calendar
dates allows us to see any contents that
| | 01:09 | might appear in the calendar.
| | 01:11 | Now, when we flip over to Outlook
2010, things change drastically.
| | 01:16 | The first thing you'll notice, as you
look towards the top of your screen, is
| | 01:20 | the Menu bar is gone -
| | 01:21 | no more File, Edit, View, et cetera;
| | 01:24 | instead, you're going to see, in the
very top left-hand corner, the Quick Access
| | 01:27 | Toolbar, with only a couple of buttons
appearing on the Quick Access Toolbar, but
| | 01:32 | with a dropdown that allows you to
add or remove buttons as you need them.
| | 01:37 | Then the biggest change is
right below that; it's the Ribbon.
| | 01:41 | The fluent user interface makes use of
this Ribbon that allows commands to be
| | 01:45 | more discoverable, meaning you're
going to spend a lot less time looking for
| | 01:48 | commands and a lot more
time getting your work done.
| | 01:51 | The Home tab should be selected by
default when you first launch Outlook.
| | 01:55 | Now depending on what you're looking at,
whether it be your Mail folders, your
| | 01:58 | calendars, your contacts, you're going
to see different options on the Ribbon.
| | 02:02 | With our Mailbox selected, you'll
notice the New button is for new e-mail, and
| | 02:07 | as we hover over that button, the
keyboard shortcut is still Ctrl+N. Next to
| | 02:11 | that is a New Items dropdown where you
can click and create any other new item
| | 02:16 | like an appointment, a meeting, a
contact, or a task, for example.
| | 02:21 | We'll just click off to
the side to close that up.
| | 02:23 | Then we see the different
groups here in the Home tab:
| | 02:26 | the Delete group for deleting certain
things, responding to e-mail because
| | 02:30 | we have Mail selected,
| | 02:32 | Quick Steps - you can see a number of
commands that are actually called Quick
| | 02:36 | Steps because they're shortcuts, and
sometimes you'll see this little icon in
| | 02:40 | the bottom right-hand corner where you
can click and go to a dialog box that'll
| | 02:44 | give you some additional options
that you don't see on the Ribbon.
| | 02:48 | We'll just click Cancel.
| | 02:50 | Now, the Ribbon is made up of several
tabs, so you can go from tab to tab, looking
| | 02:54 | at the contents, and the commands are
arranged in a logical order that should
| | 02:59 | make it easier for you to get your work done.
| | 03:01 | The very first tab that we skipped over
is actually a different view. It's called
| | 03:05 | Backstage View, and you're going to
see this in the entire Office suite.
| | 03:09 | When we click the File tab to go to
Backstage View, we have a Navigation Pane
| | 03:13 | with some different options, and
then we have a couple of other panes.
| | 03:16 | So, with Info selected, for example,
we're going to see Account Information, and
| | 03:20 | we're going to see buttons that allow us
to go into things like Account Settings
| | 03:23 | and Automatic Replies, and so on.
| | 03:26 | If we choose something different, such as Print,
for example, we're going to see Print Options.
| | 03:31 | If you had an e-mail message selected,
like I did, you're going to see the Print
| | 03:35 | button, some Printer options that can be
set, and a preview of what it's going to
| | 03:39 | look like with those options -
| | 03:41 | a really nice view.
| | 03:43 | And to exit Backstage View, you can
actually click the File tab again, or press
| | 03:47 | Escape on your keyboard, and that'll
take you back to your previous view.
| | 03:51 | In our case, we're looking at our mailbox.
| | 03:54 | Now, if we go to Calendar instead,
you'll notice the Ribbon changes right away.
| | 03:57 | The Home tab is still selected, but now
we're looking at groups of commands that
| | 04:02 | relate to working with your calendar.
| | 04:04 | So again, we can create new appointments now.
| | 04:06 | That's the first button. And to create
something else, like a new e-mail message,
| | 04:10 | we would have to go to the New
Items dropdown and select it from there.
| | 04:14 | So we'll go back to Mail by clicking
it in the Navigation Pane, and everything
| | 04:18 | else should look somewhat familiar, or
similar to what you're used to in Outlook 2003:
| | 04:24 | the Navigation Pane for selecting
the various folders, Mail, Calendar,
| | 04:28 | Contacts, and Tasks.
| | 04:30 | Depending on what's selected, you're
going to see those contents here in the
| | 04:33 | middle pane, and then you'll also have
the ability to look at your calendars and
| | 04:37 | what's going on today, for
example, over on the right-hand side.
| | 04:41 | So much of that is familiar and similar to
what you might be used to in Outlook 2003.
| | 04:46 | The big difference though, of course,
is what you see at the top with the fluent
| | 04:49 | user interface, the new Ribbon and the
Quick Access Toolbar that appears in the
| | 04:53 | very top left-hand corner.
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| Controlling Outlook 2010 with keyboard shortcuts| 00:00 | When the development team at
Microsoft decided to change the user interface
| | 00:04 | they also considered the fact that many
users like to use keyboard shortcuts,
| | 00:09 | so many of the keyboard shortcuts
you're accustomed to using in Outlook 2003
| | 00:12 | will be available to you in Outlook 2010.
| | 00:14 | For example, here in Outlook 2003, if
we wanted to print an e-mail message, we'd
| | 00:20 | go to Mail, we would select a message,
and if we want to print it, we could use
| | 00:25 | the keyboard shortcut, Ctrl+P.
And this would open up the Print dialog box.
| | 00:29 | Now, if you want to accept the defaults,
you would either click OK or continue to
| | 00:33 | use the keyboard. Pressing Enter is the same
as clicking the default, the OK button.
| | 00:38 | Or if you want to go back and make changes
you could. You can press Escape, which is
| | 00:42 | the same as clicking the
Cancel key, so we'll do that.
| | 00:45 | Now, here in Outlook 2003, you could
also get hints about the different keyboard
| | 00:49 | shortcuts by going to the Menu bar.
| | 00:52 | If we click File, for example, and move
down to New, over on the right-hand side
| | 00:57 | in the submenu, we see, to create a new
Mail Message, because we're looking at
| | 01:01 | Mail right now, Ctrl+N, as in New, is
the keyboard shortcut. And then there's a
| | 01:06 | number of keyboard shortcuts for
creating new other things, like appointments and
| | 01:09 | meeting requests in your calendar.
| | 01:11 | So an appointment, in this case, would
require three keys. Holding down Control
| | 01:15 | and Shift together while tapping the
letter A would give you that option, but of
| | 01:19 | course if we went down to our Calendar
and then went up to the File menu and
| | 01:23 | down to New and look over the right-
hand side, because we're looking at the
| | 01:26 | Calendar now, Ctrl+N is the keyboard
shortcut for creating a new appointment.
| | 01:30 | But we do see these hints all along
the different menus as we move around;
| | 01:34 | if there's a keyboard shortcut,
we'll see it on the Menu bar.
| | 01:37 | Now, if you're accustomed to using
keyboard shortcuts, you will be happy to
| | 01:41 | know that many of them are still available
in Outlook 2010, so let's flip over there now.
| | 01:47 | Let's begin by testing one of the
popular keyboard shortcuts out here in Outlook
| | 01:51 | 2010, Ctrl+P. We know it worked to bring
up the Print dialog box in Outlook 2003;
| | 01:57 | what happens here in Outlook 2010? Well, we'll try.
| | 01:58 | We'll hold down Control, tap and
release the letter P, and notice it takes us to
| | 02:04 | Backstage View, and Print is selected,
and we're ready to start printing now.
| | 02:09 | We see a preview of the selected
e-mail message, and if you wanted to, you can
| | 02:13 | just press Enter on your keyboard.
| | 02:14 | It's the same as clicking the
default button, which is highlighted;
| | 02:18 | it's this big Print button here.
| | 02:20 | But you can also make some changes
here if you need to change some of the
| | 02:23 | options, you can always see the preview, and
when you're ready, just click the Print button.
| | 02:28 | Now, Escape is also going to take
you back, just like it did when working
| | 02:31 | with dialog boxes, just press Escape,
and you're back to your previous view
| | 02:35 | looking at your mailbox.
| | 02:37 | So many of those commands you're
accustomed to using: Ctrl+C for copying and
| | 02:41 | Ctrl+V for pasting still
work here in Outlook 2010.
| | 02:45 | We can also access the
Ribbon using the keyboard.
| | 02:48 | Now, some people just prefer to use the
keyboard, but sometimes maybe you don't
| | 02:52 | have a mouse or there's
something wrong with your mouse.
| | 02:54 | You can always get to the commands by
pressing and releasing the Alt key on your keyboard.
| | 02:59 | Go ahead and do that, and you'll
notice that the tabs on the Ribbon are now
| | 03:03 | highlighted with these labels.
| | 03:05 | So, if you wanted to go to the Folder
tab, for example, it has a letter O over
| | 03:09 | it, so we tap the letter O on the keyboard.
| | 03:12 | It takes us to the Folder tab, and
now you'll notice the commands on the
| | 03:15 | Ribbon are showing labels.
| | 03:17 | Some of them use more than one letter.
| | 03:20 | For example, if you wanted to do a New
Search through a folder, it would be SF,
| | 03:24 | and that's not together, but
rather, one after the other.
| | 03:27 | So let's try that: S, then F. You and
you can see this opens up a New Search
| | 03:31 | folder, and that's a dialog box.
And again, you can use your tab key, like you
| | 03:37 | could with any other, to move
around through the various options.
| | 03:39 | Notice it's highlighting
different options here in this dialog box.
| | 03:43 | Pressing Enter is the same as clicking
the default button OK, or you can press
| | 03:47 | Escape, just like you could in
Outlook 2003, to close up the dialog box.
| | 03:52 | Press Alt again, and it takes you
back to the Ribbon. Type H for Home.
| | 03:56 | It takes you to the Home tab.
| | 03:57 | Sometimes you'll see those little icons,
and they might be covered up somewhat
| | 04:02 | by the different labels that appear here,
but QS is short for Quick Steps, and
| | 04:07 | you can see, as we hover
over that, that's the Manage.
| | 04:09 | So, if you don't have your mouse,
you can't click on that button,
| | 04:12 | you'll have a label for that, too.
| | 04:13 | Let's try: Q, then S, and you can see it
opens up that little dropdown, so we can
| | 04:18 | go into some of the options.
| | 04:19 | You can use your cursor keys to move
up and down the list, left or right, or
| | 04:23 | press Escape to go back.
| | 04:25 | Press Escape again to go back to the
next level, which is the tabs, and you could
| | 04:29 | go to a different now,
like V for View, for example.
| | 04:32 | Always pressing Escape takes you
back a level; press Escape again, and
| | 04:36 | the labels disappear.
| | 04:38 | So, if you're accustomed to using
keyboard shortcuts in Outlook 2003, no need
| | 04:42 | to worry; those keyboard shortcuts are
still here in Outlook 2010, and in fact,
| | 04:47 | you've got some additional keyboard
shortcuts for manipulating the Ribbon as well.
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2. Transferring Your Emails, Contacts, Calendars, and MoreLocating your .pst file| 00:00 | Microsoft Outlook automatically stores
e-mail messages, contacts, appointments,
| | 00:04 | tasks, notes, even journal entries, in
one of the following two locations:
| | 00:09 | it might be in a Personal Storage Folder,
also known as a PST file, right on your
| | 00:15 | hard drive or if you use Outlook with
Microsoft Exchange Server, potentially it
| | 00:19 | can be stored in a mailbox that is
located right on the Server itself.
| | 00:23 | And typically, if you're using Outlook
in a work environment, such as in a large
| | 00:27 | organization, it's your IT department
that manages the Exchange Server and the
| | 00:32 | backing up of your PST files.
| | 00:34 | And of course, you can use a backup of
your PST file to restore or move your
| | 00:39 | Outlook data, if you experience a
hardware failure, or if you lose data
| | 00:43 | unexpectedly, or have to transfer data
from one computer to another computer,
| | 00:47 | such as you might need to do when
migrating from Outlook 2003 to Outlook 2010.
| | 00:53 | And before you make a backup of your PST
file, you'll need to know where to find
| | 00:58 | it, and the location depends on your
version of Windows, and whether or not
| | 01:02 | you're on an Exchange Server.
| | 01:04 | If you use Outlook with a Microsoft
Exchange Server, the default delivery and
| | 01:09 | storage location for Outlook
data is the Exchange Server Mailbox.
| | 01:14 | It's the Exchange Server
administrator who usually handles backups of the
| | 01:18 | mailboxes, or right on the Server,
however, some Exchange Server administrators
| | 01:22 | choose to store Outlook data locally
in a PST file, right on your hard drive.
| | 01:26 | So how do we find out?
| | 01:28 | Well first, we need to figure out if we
are on an Exchange Server or if we are
| | 01:32 | storing files locally.
| | 01:34 | To do that, we'll go right up to the
Tools menu in Outlook 2003 and select
| | 01:39 | the E-mail Accounts.
| | 01:41 | This might start up the wizard, so
you'll need to hit Next with View or change
| | 01:45 | existing e-mail account selected.
| | 01:46 | This will allow us to view our account.
| | 01:49 | And right away, you can see mine
is on a Microsoft Exchange Server.
| | 01:53 | You are going to see the type as Exchange.
| | 01:55 | There it is right there, in plain English.
| | 01:58 | Now what we just did here might not
be available to some people on certain
| | 02:03 | networks, if the network
administrator has removed the option to protect
| | 02:06 | account information.
| | 02:08 | So if they don't see those E-mail
Accounts options on the menu, contact your
| | 02:12 | network administrator for help.
| | 02:14 | Now if name field contains something
like "mailbox" followed by an e-mail name,
| | 02:19 | then Outlook stores it in
folders on Exchange Server.
| | 02:22 | If the field contains a word something
like "personal folder" or the name of a set
| | 02:26 | of personal folders, or PST files, then
Outlook will store new messages, contacts,
| | 02:31 | appointments, and other data in a PST
file locally right on your hard drive.
| | 02:36 | So now, it's time to actually
locate the file. Let's do that.
| | 02:39 | So we'll cancel this, and we will open
up a Windows Explorer window, and from
| | 02:45 | here, we're going into the
C drive, or the hard drive.
| | 02:49 | Now if you're using Windows 7, like
I am, or Windows Vista, this is the
| | 02:53 | path you'll follow.
| | 02:54 | First, we'll select C, then we are
going to select users with a double-click,
| | 02:59 | find your own username, and double-click
there. Right at the top, you should see
| | 03:04 | App data, double-click that, then it's Local.
| | 03:07 | We will double-click there.
| | 03:09 | Now you can see we've got some options
for Microsoft down below, and we do want
| | 03:13 | to go to Microsoft and double-click there.
| | 03:15 | Now we can scroll down a little further,
and we should be able to find Outlook.
| | 03:19 | We'll double-click that folder, and here's
where you're going to look for PST files.
| | 03:24 | Look at this. We've got
a couple here in my directory.
| | 03:27 | You might see it called Outlook.pst,
or you might see a different name;
| | 03:30 | it all depends on your installation.
| | 03:33 | Now if you are a Windows XP user, the
default location is a little different,
| | 03:38 | and it may even be hidden.
| | 03:40 | Your PST file will be found in
your Documents and Settings folder,
| | 03:44 | then your username subfolder, then
Local Settings, then Application data, then
| | 03:51 | Microsoft, and then, finally, Outlook.
But typically, by default, so-called
| | 03:55 | system files, like a PST file, will be
hidden from view from your Local Settings
| | 04:00 | folder all the way down.
| | 04:01 | So in Windows Explorer, you're going to
have to right-click the Outlook folder
| | 04:05 | to select Properties from the pop-up
menu that appears and then deselect the
| | 04:09 | check box labeled Hidden.
| | 04:11 | This will allow you to find
your PST file in that folder.
| | 04:14 | But once you've found it and made it
visible, you're ready to back it up.
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| Backing up your .pst file| 00:00 | Once you know the location of your PST
file, it's time to consider backing it
| | 00:05 | up, and this is not necessarily for
migrating, but rather for ensuring you
| | 00:08 | always have your Outlook data
| | 00:10 | should something go wrong with your PST
file, or the location where it's stored.
| | 00:15 | Backing up the PST file
itself is really quite easy.
| | 00:17 | You just copy it to a safe location.
But Outlook has to be closed before you do it.
| | 00:23 | So we are going to close
up Microsoft Outlook 2003.
| | 00:26 | That leaves us with our Outlook PST
file selected here in the location;
| | 00:31 | remember, depending on your version of
Windows, and whether or not you're on an
| | 00:35 | Exchange Server, your
location may be different from mine.
| | 00:38 | I'm just going to drag this
window over to the left, and open up
| | 00:42 | another Explorer window.
| | 00:43 | I am going to go to my Taskbar, just
right-click and choose Windows Explorer to
| | 00:47 | open up a second window.
| | 00:48 | I'm going to drag that one over to
the right because all we're going to do
| | 00:52 | is choose a different location and back up
our PST file by clicking and dragging it.
| | 00:57 | Now, my favorite location is a
removable drive, like a USB drive, or a memory
| | 01:03 | stick, so that's what I'm selecting.
| | 01:05 | But other safe locations could include
another physical hard drive in your machine.
| | 01:10 | It could be another drive in another machine.
| | 01:12 | It could be an external hard
drive or any Flash memory card,
| | 01:16 | CDs, DVDs, backup tapes - you name it.
| | 01:19 | You really just don't want to
copy it to the same hard drive in a
| | 01:23 | different location because if
something happens to that hard drive, you'll
| | 01:26 | lose your backup as well.
| | 01:27 | So once you've selected your location,
just simply click and drag it, make sure
| | 01:32 | it says copy, because if you're copying
to the same drive it might say Move Here.
| | 01:36 | But we are choosing a totally
different drive, so copy is the default.
| | 01:40 | That means when I release the mouse
button, I've made a backup of my PST file.
| | 01:46 | Now, I know that I'm always going to
have access to my e-mails, appointments,
| | 01:50 | contacts, my tasks, and more, in the
event something goes wrong with the original
| | 01:54 | PST file or the hard drive
that holds that PST file.
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| Using Import and Export to transfer your .pst file| 00:00 | If you're going to be migrating from
Outlook 2003 to Outlook 2010, you'll
| | 00:04 | want to make sure that all of your
e-mail messages, your calendar entries,
| | 00:08 | tasks, your contacts, and so on, get
moved over to that new installation, and
| | 00:13 | probably the best method is to use the Import
Export feature that we're going to talk about now.
| | 00:19 | The first step is going to be exporting that
information from your Outlook 2003 installation.
| | 00:24 | That's we're going to do right now.
| | 00:25 | If you're on an Exchange Server,
typically your IT department is going to take
| | 00:29 | care of that for you;
| | 00:30 | otherwise, you're working
with your own personal folder.
| | 00:33 | So keep that in mind,
| | 00:34 | as we go up to the File menu,
and we select Import and Export.
| | 00:39 | Now from here, we see the
Import and Export wizard.
| | 00:42 | We use this exact same wizard for
exporting our information from Outlook 2003,
| | 00:47 | and we will use the same wizard in
Outlook 2010 to import the information.
| | 00:51 | So remember, we're exporting at this point.
| | 00:53 | We want to choose from the
Export option, right at the top.
| | 00:56 | We are going to export all
of our information to a file.
| | 00:59 | When we click Next, we get
to choose what type of file.
| | 01:03 | The easiest option for later
importing into Outlook 2010 is to create that
| | 01:08 | Personal Folder File, or a PST file.
| | 01:11 | So we'll select that and then click Next.
| | 01:14 | Now, we get to choose exactly what
information we're going to export.
| | 01:18 | Is it our inbox, is it our
calendar, our contacts, or do you want
| | 01:23 | everything exported?
| | 01:24 | In that case, you would select
Mailbox right at the very top.
| | 01:27 | So you go to the very top.
| | 01:29 | You can even collapse everything, and
with that very first option selected,
| | 01:34 | if you want to include subfolders
that may've been created, make sure
| | 01:37 | that's checked off,
| | 01:38 | you're ready to move on to the next step.
| | 01:41 | Now, we get to save our exported file.
| | 01:44 | Automatically, you'll see, in the
first field at the top, that is going to
| | 01:47 | be called backup.pst.
| | 01:51 | When we look at the options down below, any
duplicates can be saved or exported or not.
| | 01:57 | So the very last option:
Do not export duplicate items,
| | 02:00 | this means that if we've got items
that appear twice to calendar entries or
| | 02:05 | contacts, for example, they won't be exported.
| | 02:07 | You'll get one single copy.
| | 02:08 | You can also allow
duplicate items to be created,
| | 02:11 | so when we do the import later on,
we'll have information from Outlook 2003
| | 02:15 | that might be the same as
information you already have in Outlook 2010.
| | 02:19 | If it's a brand-new installation, you
wouldn't really have to worry about this,
| | 02:23 | but if you've been using Outlook 2010
for some time, there might be duplicates.
| | 02:27 | So that's why you might want to choose
Not to export duplicate items or Replace
| | 02:31 | duplicates with the items that are exported.
| | 02:34 | So you want information from here to replace
those duplicates that appear in Outlook 2010.
| | 02:38 | It's totally up to you.
| | 02:40 | I am going to choose to
leave out the duplicates.
| | 02:43 | You can also change the name of your file
and location by clicking the Browse button.
| | 02:48 | I like to do this, so it's easy to find.
| | 02:50 | Down at the bottom you
see the file name is "backup."
| | 02:53 | I am going to leave the name "backup" in
there, but I am going to be a little more
| | 02:55 | specific with what backup, by adding the date.
| | 02:59 | I am going to do the day and the month.
| | 03:01 | So let's say it's the 27th of
October. We might do 27_10. There we go.
| | 03:08 | I am going to change the location to my
desktop, so it's easy to find later on in
| | 03:12 | my new installation, and click OK.
| | 03:15 | So there is the new name.
| | 03:17 | We're not going to include any duplicate items.
| | 03:19 | When we click Finish, we then see the
Create Microsoft Personal Folders option.
| | 03:24 | That's what's going to appear in your
Navigation pane, your Personal folders,
| | 03:27 | and this is the exported information.
| | 03:29 | So we have some additional options
here, like encrypting this information.
| | 03:33 | If you're going to be taking it with
you to another computer and there's
| | 03:37 | confidential information in there that
you don't want people to get a hold of,
| | 03:40 | you might want to choose an
encryption method, compressible or a high
| | 03:43 | encryption, or if you're not
worried about it, no encryption.
| | 03:47 | You can also password protect this file
so when it comes time to import it into
| | 03:50 | Outlook 2010, you would
have to know the password.
| | 03:53 | Here is the area where you type in
the password, and verify the password
| | 03:57 | by typing it again.
| | 03:58 | You won't see what you're typing.
| | 03:59 | You can even save that password
in your Microsoft Password list.
| | 04:02 | I'm going to leave that without a
password or any encryption, and just click OK.
| | 04:07 | So it just takes a moment to take all
of the information stored into Personal
| | 04:12 | Folders, and it's going to start in
that PST file in the location you chose.
| | 04:17 | Once you've got that, and then you
change your installation to Outlook 2010,
| | 04:22 | it's time to import it. So let's do that.
| | 04:24 | The first thing we need to do here in
Outlook 2010 is click the File tab to go
| | 04:28 | to Backstage View, then select Open,
and on the right-hand side is where you'll
| | 04:33 | see the Import option for importing
files like our PST file, other settings,
| | 04:38 | even RSS feeds, into
Outlook, so I'll click there.
| | 04:41 | Now, we see something that looks
familiar: our Import and Export wizard, and
| | 04:44 | we want to import from another program or
file, and that's what's selected by default,
| | 04:49 | all those import options available to us here.
| | 04:52 | Notice with Import from Another program
or file selected, we see a description
| | 04:55 | down below, and that's where we can
confirm that Outlook data files, PST files
| | 04:59 | are included in that list.
| | 05:01 | So we'll click Next.
| | 05:03 | Now, we get to choose the type of file.
| | 05:05 | Remember, it's a PST file that we exported,
| | 05:08 | so we want to select Outlook data file
with the PST extension, then click Next.
| | 05:13 | Now we get to choose the location.
| | 05:15 | So you might see the default here.
You might want to change the location and
| | 05:19 | choose a different name by clicking
Browse. It allows you to go to the location,
| | 05:23 | such as the desktop, where you've
actually exported your PST, and maybe even
| | 05:27 | renamed it like I did,
including a bit of date information.
| | 05:31 | Once you've selected that by clicking
Open, it appears in the File to Import
| | 05:35 | field, and you have those same
options for working with duplicates.
| | 05:39 | Because you may have installed Outlook
2010 and started adding to your Calendar,
| | 05:43 | you may have duplicates that existed in
your Outlook 2003 Calendar, and what do
| | 05:48 | you want to do with those?
| | 05:49 | Replace them with the items that you import?
| | 05:51 | You want to allow duplicates to be
created, or don't even import them?
| | 05:55 | So you can make your selection,
whatever you choose, then click Next.
| | 05:59 | You can see what's happening here.
| | 06:01 | Select the folder to Import from, and
these will be the folders that you exported.
| | 06:06 | Notice what happens over
here on the left-hand side, too.
| | 06:09 | In my case, where I am on an Exchange
Server, I get these Personal Folders
| | 06:13 | showing up on the left-hand side,
depending on what I choose here.
| | 06:17 | We do want to include our
subfolders if we exported subfolders.
| | 06:21 | Then we have two radio buttons:
| | 06:22 | Import items into the current folder,
or Import items into the same folder.
| | 06:27 | You can see, for me, it's my
Mailbox and my username that shows up.
| | 06:31 | You can click that dropdown if you want to go
to your public folders. You can do that as well.
| | 06:35 | I am going to leave it as
same folder and click Finish.
| | 06:39 | So all of that comes in now,
| | 06:40 | you can see it's added to the Inbox,
and the Personal Folders disappear.
| | 06:46 | Depending on what you chose for duplicates,
you may have duplicates, or you may not.
| | 06:50 | That depends on the options you selected.
| | 06:52 | But you've been able now to take what
you had in Outlook 2003, export all of
| | 06:57 | that information, and here in Outlook
2010, import it so you don't lose a thing
| | 07:02 | in the migration process.
| | Collapse this transcript |
| Backing up individual items| 00:00 | On occasion, you may want to back up
vital information stored in individual
| | 00:04 | items in Outlook, such as an e-mail
message, maybe it has an attachment that you
| | 00:09 | want to back up, or it could be an event
in your calendar with vital information
| | 00:13 | you never want to lose.
| | 00:14 | You can back up those items
individually, and the way you do it in Outlook 2003
| | 00:19 | versus Outlook 2010 is very similar, but
it's an important topic we need to talk about.
| | 00:24 | So here we are in Outlook 2003.
| | 00:25 | Let's say we've got an important
e-mail message that we want to back up.
| | 00:29 | If you want to follow along, find
one, and if you can find one that has
| | 00:33 | an attachment, even better. Here's an
example of something that does have an attachment.
| | 00:37 | We want to keep the text and the attachment.
| | 00:39 | There's a couple of
different ways we can do this.
| | 00:41 | One is to go up to the
File menu and choose Save As.
| | 00:45 | Now from here, you can choose your
location, such as the desktop, like I'm doing.
| | 00:49 | Notice the name of the e-mail message
that we're backing up is the same as
| | 00:52 | the subject, in this case New Flyer.
And the default save type is set to HTML using this method.
| | 00:59 | So when we click the dropdown, if you
want to save it as an actual message that
| | 01:03 | you would open up in Outlook, you could do that.
| | 01:05 | Maybe you just want the text in the
message, and you don't care about the
| | 01:08 | attachment, and then you've also got
another option here with Unicode or
| | 01:12 | an Outlook Template -
| | 01:13 | so a number of options to choose from.
| | 01:15 | Let's just click Cancel and
talk about another method.
| | 01:17 | In this case, we're going to use a
Windows Explorer window, we'll have that
| | 01:21 | open, and from Outlook, let's just size
down our window, so we can actually see both.
| | 01:26 | I'm going to drag that over here to the left.
| | 01:29 | So now I've got my Windows Explorer
window on the right, and my message over here
| | 01:33 | on the left in Outlook.
| | 01:35 | I can drag it into a folder.
| | 01:37 | Just click, hold your mouse button
down, drag it over to the Windows
| | 01:40 | Explorer window, and let go.
| | 01:42 | The default when we use this method
is an MSG file, or an Outlook Message.
| | 01:46 | So we'll need Microsoft
Outlook to view the contents.
| | 01:49 | It is in Outlook item.
| | 01:51 | So that's just one way to
back up an e-mail message.
| | 01:54 | If we want to do it with our calendar,
we could do that; contacts, the same way -
| | 01:58 | clicking and dragging.
| | 01:59 | Again, the default storage method will
always be an Outlook item using this way.
| | 02:04 | Now, when we go to Outlook 2010,
things change a little bit.
| | 02:09 | The only real difference is we're
working with a fluent User interface now.
| | 02:14 | So if we wanted to back up, or save a
message, we'll go to our Mail folders here,
| | 02:18 | select the message that we
want to save. We can go to File -
| | 02:23 | now in this case it's Backstage View
instead of the File menu - and choose Save As.
| | 02:27 | Here, you'll notice the default Save
As type is set to MSG, or a message.
| | 02:32 | This will be an Outlook message that
we could only use Outlook for to view.
| | 02:37 | Click the dropdown if you want to
choose a different format, like the text-only
| | 02:40 | or HTML like we saw in Outlook 2003,
and then just choose your location, such as
| | 02:45 | the desktop and click Save.
| | 02:47 | So you've backed up an
important message, and its contents.
| | 02:51 | Now, the other way is to click and
drag, like we saw in Outlook 2003.
| | 02:55 | We can do that here, as well.
| | 02:56 | Let's start by just restoring our
Outlook window to a smaller size, and
| | 03:02 | we'll move it over here to the left-hand side,
and we'll open up a Windows Explorer window.
| | 03:06 | Here we are, looking at our desktop on
the right-hand side, and if there was
| | 03:09 | another message that we wanted to back
up or store on a different location, we
| | 03:14 | just simply go inside our Mailbox,
click, and then drag it over.
| | 03:19 | There's the Plus sign, indicating it's
going to be copied, not moved, and when
| | 03:22 | you let go, it's going to use an
Outlook item format, an MSG file, just like we saw
| | 03:26 | earlier with the first message.
| | 03:28 | So, very simple. You can do the same
thing with a calendar event if you wanted
| | 03:32 | to. Just find it in your
calendar, click, drag it over.
| | 03:35 | When you release, any of the
contents, information in that particular
| | 03:40 | appointment, or a meeting will be stored, and
you can see, again, the default is an Outlook item.
| | 03:45 | So it's a .msg file.
| | 03:47 | You would need Outlook to view the
contents of these backed up items, but that's
| | 03:51 | how you do it here in Outlook 2010.
| | Collapse this transcript |
|
|
3. Performing Common TasksPerforming common tasks from the File tab and the Quick Access toolbar| 00:01 | In Outlook 2003, many of the
common tasks you perform using e-mail
| | 00:05 | messages, calendar entries, tasks,
and so on are accomplished by going
| | 00:09 | through the File menu.
| | 00:11 | When we click the File menu, we
go here to create new items, open
| | 00:14 | existing items, close, save.
| | 00:16 | We've got Print here as well.
| | 00:18 | We can even exit Outlook 2003
from the bottom of the File menu.
| | 00:23 | In Outlook 2010, there's a big
change that we need to talk about.
| | 00:27 | The Menu bar is gone, but we do have
a File tab, which will take us to a new
| | 00:32 | view, called Backstage View.
| | 00:33 | So let's give it a click.
| | 00:35 | Here we do see the file-related commands
like we saw in the File menu in Outlook 2003:
| | 00:39 | saving, opening, printing.
| | 00:41 | We get help from here, access the
Outlook options from here, and exit
| | 00:45 | the program entirely.
| | 00:47 | Info is highlighted by default,
typically, giving you account information and
| | 00:52 | options for adding accounts, changing
your settings, setting up replies, cleanup
| | 00:57 | tools, and rules and alerts
will also appear here under Info.
| | 01:01 | You'll notice some of these buttons
have little arrows, meaning when you click
| | 01:04 | them, you're going to see a
pulldown menu with additional options.
| | 01:09 | If we go to Options, you're going
to notice a dialog box that opens up.
| | 01:13 | The Outlook Options allow you to go
in and change how Outlook operates.
| | 01:18 | So you've got different categories down
the left-hand side, your mail options,
| | 01:22 | calendar, contacts, et cetera.
| | 01:25 | You'll notice you can customize the
Ribbon, as well as the Quick Access Toolbar,
| | 01:28 | which is what we're going to talk about next.
| | 01:30 | So we'll click Cancel.
| | 01:33 | Look at the very top left-
hand corner of your screen.
| | 01:35 | There are two buttons when
your mailbox is selected:
| | 01:38 | one for sending and receiving,
and the other is the Undo button.
| | 01:41 | But there is a dropdown button that allows
you to customize your Quick Access Toolbar.
| | 01:46 | There are some defaults to choose from.
| | 01:48 | For example, if you do a lot of printing,
you might want to put a button up here
| | 01:51 | that's a shortcut to going to
Backstage View and selecting Print.
| | 01:55 | So I'll click Print, and you'll notice
it appears at the end of the toolbar.
| | 01:59 | Click the dropdown, and if you see
something else you want to add, simply select it.
| | 02:03 | Anything with a check mark is on the
toolbar; anything without a check mark
| | 02:07 | is not on the toolbar.
| | 02:08 | But if there are commands that you
want to put there that you don't see on
| | 02:11 | this preset list, you can go down to More
Commands, and look what happens when we click that.
| | 02:17 | It's back to Outlook Options, which we
saw from Backstage View, but the Quick
| | 02:21 | Access Toolbar is selected, and now
you're going to see commands on the
| | 02:24 | left-hand side that can be added to
your Quick Access Toolbar on the right-hand
| | 02:28 | side, and it displays the current buttons.
| | 02:31 | So, for example, when we click the
dropdown here where it says Popular Commands,
| | 02:35 | we can choose a category of commands
that will narrow it down for you - or if you
| | 02:40 | prefer, click All Commands to see
every command possible that can be added to
| | 02:44 | the Quick Access Toolbar.
| | 02:46 | It's an alphabetical list.
| | 02:48 | So if you find something that you
want to add such as the Allow option, you
| | 02:52 | simply select it, and click Add.
| | 02:54 | Now with your buttons on the right-
hand side, you also have the ability to
| | 02:57 | rearrange them when
customizing the Quick Access Toolbar.
| | 03:00 | So if you wanted Print to be first,
for example, you would select it and use
| | 03:04 | your Up and Down arrows to move it to
the appropriate location, and maybe Undo
| | 03:08 | should be last, so we'll just move it down.
| | 03:11 | At anytime, you can select something
you realize you don't use and remove
| | 03:15 | it, and you can also reset the toolbar to
the way it was when you first launched Outlook.
| | 03:21 | There is a Reset button down below.
| | 03:23 | When you click this, you have the
ability to reset only the Quick Access Toolbar
| | 03:27 | or any customizations you may
have made, including the Ribbon.
| | 03:30 | So let's choose Reset the
Quick Access Toolbar only.
| | 03:33 | You'll need to confirm that by clicking
Yes, and you can see we're back down to
| | 03:36 | those original two buttons.
| | 03:38 | When we click OK to return to Outlook,
and look at the Quick Access Toolbar,
| | 03:42 | there's our original buttons.
| | 03:44 | So it's totally customizable.
| | 03:46 | The Menu bar is gone, the File menu
has gone, but we do have Backstage View
| | 03:50 | from the File tab, and your only toolbar in
Outlook 2010 now is the Quick Access Toolbar,
| | 03:55 | a totally customizable toolbar that
will give you shortcuts to the commands
| | 03:59 | you use most often.
| | Collapse this transcript |
| Quickly accessing relevant commands with the Mini toolbar| 00:01 | When you need to format text,
whether it would be in an e-mail message, a
| | 00:04 | calendar entry, a task, and so on, things just
got more convenient, thanks to Outlook 2010.
| | 00:09 | Here in Outlook 2003, for example, if
you want to create a new e-mail message,
| | 00:14 | in the message area, you
could click and then start typing.
| | 00:18 | Now to format that text,
you have a Formatting toolbar.
| | 00:20 | So if we wanted to highlight the word
"welcome," we could double-click it or
| | 00:24 | click and drag, and then you have got
the Formatting toolbar where you can
| | 00:27 | change the font, the size - I am going
to bump that up by clicking the dropdown -
| | 00:31 | you could change the color if you
wanted it to really stand out, add appearance
| | 00:35 | factors like bold, italic, underline,
| | 00:38 | there is alignment options, and so on.
| | 00:40 | But you have to go up to
the Toolbar to access those.
| | 00:43 | When we move over to Outlook 2010, we now have
access to something known as the Mini toolbar.
| | 00:51 | The Mini toolbar will show up anytime you
select text that you might want to edit.
| | 00:55 | For example, if we create a new
e-mail message, just like we did in Outlook
| | 00:59 | 2003, click in the message area and
start typing, and then select a word -
| | 01:04 | let's double-click the word
"Welcome" - you will notice something starts to
| | 01:07 | happen as you move your mouse
pointer to the right and up;
| | 01:10 | there is a favorite view of the
Mini toolbar, and when you move to it,
| | 01:14 | it becomes accessible.
| | 01:15 | Here, you have quick access to those
formatting commands that appear in the basic
| | 01:19 | text group of the Ribbon:
| | 01:20 | bolding, italics, underlining.
| | 01:22 | You can change the alignment of your
text, highlighting, the font color.
| | 01:27 | There is also something called the
Format Painter that allows you to take
| | 01:30 | formatting and apply it to
other areas of your text.
| | 01:33 | You can change the font face, the font size.
| | 01:35 | There are buttons here for controlling
the size up and down, and you have also
| | 01:39 | got indenting options from
this Mini toolbar as well.
| | 01:42 | So if we wanted to bold this and maybe
underline it as well, bump it up in size,
| | 01:47 | we can do all of this from the Mini
toolbar. Then when you click in your
| | 01:50 | message, it disappears.
| | 01:52 | So, it will show up anytime
you have text that is selected.
| | 01:56 | You can click and drag across multiple
words, sentences, your entire e-mail message.
| | 02:00 | You'll always have access to the Mini
toolbar, which is a little bit quicker than
| | 02:04 | moving up to the Ribbon, making sure
the Message tab is selected, and choosing
| | 02:08 | from the Basic Text group.
| | 02:10 | Mini toolbar is new in Outlook 2010.
| | Collapse this transcript |
| Previewing email attachments before opening them| 00:01 | When you receive an e-mail message with
an attachment in Outlook 2003, you'll be
| | 00:06 | able to see a paperclip icon next to
the message subject, and in the Preview
| | 00:11 | pane, you'll also see the name of the
attachment, the format in this case - the
| | 00:15 | one I am looking at is a Word Document.
| | 00:17 | And if I want to see what's in that
attachment, I actually have to double-click
| | 00:21 | it now at this point and choose either
to open it or save it and then open it
| | 00:25 | in the native application, in this case
of Microsoft Word. But in Outlook 2010,
| | 00:30 | this get simplified.
| | 00:32 | First, we need to locate an e-mail
message containing an attachment.
| | 00:35 | That's indicated by the paperclip
icon that appears next to the name of
| | 00:39 | the person sending it.
| | 00:41 | Double-click that, and that
takes you to the message itself.
| | 00:44 | So now we're looking at the message.
| | 00:46 | We're looking at the message contents,
but we also see there is an attachment
| | 00:49 | that appears just above the message.
| | 00:51 | We can see the icon, making it a
Word Document and the size as well.
| | 00:55 | Now we saw, in Outlook 2003, how double-
clicking this would actually open it up
| | 00:59 | in its native application
in this case Microsoft Word.
| | 01:01 | If we want to see the contents, here in
Outlook 2010, we just simply click once
| | 01:05 | to select the attachment, and
we see a preview down below.
| | 01:10 | We can scroll down to see the entire
contents of this attachment, and when we are
| | 01:14 | ready to go back to the message, we
simply click the Message icon, and we are
| | 01:18 | back to viewing the message.
| | 01:20 | So this is much simpler than it was in
Outlook 2003. Previewing your attachments
| | 01:25 | in an e-mail message is new to Outlook 2010.
| | Collapse this transcript |
| Sharing calendars for the purpose of collaboration| 00:01 | In Outlook 2003, sharing your Calendar
could be done from the Navigation Pane by
| | 00:06 | sharing your Calendar or opening a
Calendar that's been shared with you.
| | 00:11 | When you choose these, you then get to
choose the Calendar Properties and who
| | 00:15 | you wish to share them with.
| | 00:16 | Now this had to be done from within Outlook.
| | 00:19 | In Outlook 2010, things have changed drastically.
| | 00:24 | First of all, when you select Calendar
in the Navigation Pane, you no longer see
| | 00:27 | links in the Navigation Pane to the
various options for sharing a Calendar;
| | 00:31 | instead, with the Home
tab selected on the Ribbon,
| | 00:34 | you will notice a group for sharing Calendars.
| | 00:36 | So we can e-mail a Calendar.
| | 00:38 | We can share a Calendar, publish it online
and adjust Calendar Permissions from this group.
| | 00:43 | Let's start by sharing our Calendar.
| | 00:45 | We'll click the Share Calendar button,
which creates a brand-new e-mail message,
| | 00:49 | which is an invitation to your own Calendar.
| | 00:52 | So the first step is to select
who you want to share this with.
| | 00:55 | If you're on an Exchange Server, you
can click the To button and get access to
| | 00:58 | your global address list, and select the
people you want to share your Calendar with.
| | 01:02 | You can use the Shift key if you want
to select a group, click the To button,
| | 01:07 | which adds them to the To field and
click OK, and now you see those names.
| | 01:11 | Notice the subject is
written for you automatically.
| | 01:13 | It's a sharing invitation to your own Calendar.
| | 01:15 | If you want to be able to view their
Calendars, you can also request that, right
| | 01:19 | from here by clicking the check box.
| | 01:20 | If it's not necessary, leave it unchecked.
| | 01:23 | Allow the recipient to view your Calendar.
| | 01:25 | If that's checked off, you
can then adjust the details.
| | 01:28 | You want them to see when you're
Available only and not actually see what's
| | 01:31 | booked in your Calendar or any of
those details, or do you want to click the
| | 01:35 | dropdown and choose Limited details?
They will be able to see the title of
| | 01:39 | your event in your Calendar but not
the full details, unless you select Full
| | 01:44 | details from the bottom.
| | 01:45 | So let's leave it at Availability only.
| | 01:48 | So Free time, Busy time, Tentative
and Out of Office time will be shown.
| | 01:53 | Down below, you will see the name of
the Calendar you are about to share.
| | 01:55 | This is an e-mail message, so you
can click in the Message section and
| | 01:58 | add additional info.
| | 02:00 | So when you click Send, you need to
confirm you want to do that with all those
| | 02:04 | recipients, click Yes and
automatically, it's prepared for sharing.
| | 02:09 | Those messages are sent out.
| | 02:11 | People will get an e-mail message,
saying they are invited to view that
| | 02:14 | Calendar, clicking the link will
allow them access to the Calendar, and
| | 02:17 | they we'll be able to choose the
Calendar their own or the Calendar that's
| | 02:20 | been shared with them.
| | 02:22 | So that's one option for sharing your Calendar.
| | 02:24 | Another option is just to send out an
e-mail with a portion of your Calendar.
| | 02:28 | Click the E-mail Calendar button, and
you get this dialog box first, where you
| | 02:33 | get to choose the Calendar. So if
you have got more than one, like a team
| | 02:36 | Calendar, your own personal Calendar,
and so on, you can select it from this
| | 02:39 | dropdown. And then the Date Range: do
you want them to see today, tomorrow?
| | 02:43 | Do you want them to see the next week,
30 days, the whole Calendar, or you want
| | 02:46 | to be able to specify dates?
| | 02:48 | You can do that, which will give you the
dropdowns to select the specific dates.
| | 02:52 | I am going to go from the 11th right
through to the end of the next week, and
| | 02:59 | again, you can choose the detail level
by clicking the dropdown: Availability
| | 03:04 | only, Limited details,
Full details - it's up to you.
| | 03:08 | Now you can also choose to allow them
to see only the working hours that you
| | 03:11 | have set up by clicking the Show
time within my working hours only.
| | 03:15 | You want to set up your working hours,
and if you haven't already, there's a link
| | 03:19 | right here in this dialog box for doing that.
| | 03:21 | Setting your working hours from 9 to 5,
8 to 4, whatever, you can choose what
| | 03:26 | those working hours are, and the people
you share this Calendar with by e-mail
| | 03:31 | will only be able to see
what's going on in those hours.
| | 03:34 | So when we click OK, you might see a
message if you don't have anything booked.
| | 03:38 | In this case, I don't have anything
booked in that date range, so it's just
| | 03:42 | warning me that that's going to happen.
| | 03:43 | I can change my dates if I wanted to,
or just simply continue and when I click
| | 03:47 | Continue, this is the e-mail message
that is going to be sent to whoever I
| | 03:51 | want to send this to.
| | 03:52 | You can see my Calendar down below,
you can see the dates that are available,
| | 03:57 | and Ctrl+Clicking will allow the person
to follow the link and see what's going
| | 04:02 | on in that day, at least see
Availability, which is the detail level I selected.
| | 04:07 | Now who do I want to send it?
| | 04:08 | I'll click the To button on the
Exchange Server, and I can pick and choose who
| | 04:12 | should be able to see this
info, click the To button.
| | 04:16 | When I click OK, they're now going to
receive this e-mail with links to those
| | 04:20 | dates in my Calendar.
| | 04:21 | When I click Send, off it goes.
| | 04:23 | So that's a cool way to share your
Calendar, if you want to specify a portion of
| | 04:27 | your Calendar for people to see.
| | 04:29 | Another option, new here, is Publish Online.
| | 04:33 | So now if you've got a Microsoft.com
registration, and you click this dropdown,
| | 04:37 | you can publish your Calendar to
Office.com, and people who are also registered
| | 04:42 | there can actually go in and see your Calendar,
| | 04:44 | again, get to pick and choose who's
going to be able to view your Calendar, and
| | 04:48 | the detail level. But it's a way to
allow people who don't even have Outlook to
| | 04:52 | see your Calendar, which will help
them again in booking meetings, and so on.
| | 04:57 | Now when it comes to permissions,
you can also adjust your permissions by
| | 05:00 | clicking Calendar Permissions.
And here is where you are going to see who
| | 05:04 | you've already given access to, so
they are going to show on the list. And if
| | 05:09 | there is somebody you realize how they
shouldn't have it, you can select them and remove them.
| | 05:13 | You could add additional people from
here, or adjust their permission levels by
| | 05:17 | clicking Properties.
| | 05:18 | So if we want to select somebody and
adjust their properties, you can see we've
| | 05:22 | got the contact card here
for a person that we selected.
| | 05:26 | We can get additional details by adding
it here, Organization, Phone/Notes, et cetera,
| | 05:31 | and if we want to add them to our
contacts, we can do that from here as well.
| | 05:36 | Here's our Permission
Level, set to Custom again.
| | 05:38 | You've got access to all of those.
| | 05:42 | Custom means we picked and choose.
| | 05:44 | What can they read, Free/Busy time, if
you want to make changes, change it to
| | 05:47 | Full Details, you can do that from
here, and notice the Permission Level
| | 05:50 | changes to Reviewer.
| | 05:53 | And you could also get them Write access,
so they can go in and start creating
| | 05:56 | things in your Calendar, editing
things in your Calendar, and so on.
| | 05:59 | So you can give them full access
to your Calendar if you needed to.
| | 06:03 | I think if somebody who has an
assistant who needs to be able to get into the
| | 06:05 | Calendar and book appointments
for the person they're working for,
| | 06:08 | this is a great way to adjust their permissions.
| | 06:11 | We'll just click Cancel here to move on.
| | 06:13 | So if you're going to be sharing your
Calendars in Outlook 2010, you've got many
| | 06:17 | more options, methods for sharing your
Calendar, and remember you've always got
| | 06:21 | access to those Calendar Permissions, so
you can pick and choose the levels and
| | 06:25 | who is going to have what
type of access to your Calendar.
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| Searching for content| 00:01 | When you need to find content that
might be buried in an e-mail message, for
| | 00:05 | example, or in a calendar event, even a
task, the search functionality available
| | 00:10 | in Outlook 2003 versus
Outlook 2010 is very different.
| | 00:14 | Here in Outlook 2003, for example,
depending what you are looking at here,
| | 00:18 | whether it would be mail, calendar,
contacts, et cetera, you do have a search
| | 00:22 | field that allows you to find
contacts, and that's all it does.
| | 00:26 | You can type in the name of a contact, and it
will open up their card with their information.
| | 00:31 | If you need to find content in an
e-mail message or in a calendar event, you
| | 00:35 | need to take it a step further.
| | 00:37 | You can go to the tools menu and choose
Find from there, or click Find right from
| | 00:41 | the toolbar, and this does give you a
couple of more fields, so you can type in
| | 00:44 | what you are looking for
and where you want to find it.
| | 00:47 | Because we are looking at mail at this
point, whatever we search for, let's say
| | 00:52 | it's the word "bonsai," and you can
try your own with your own messages,
| | 00:56 | Inbox is the default, but if we click
the dropdown, we can choose All Mail
| | 01:00 | Folders, or just mail that you have
received or sent. Or you can go and choose
| | 01:05 | the actual folders, but there are
many clicks and many steps involved.
| | 01:08 | If we choose, for example, Mail I
Received, and click Find Now, it will locate
| | 01:13 | any messages with the word we typed in,
and when we click the message, we see it
| | 01:18 | in the subject here.
| | 01:19 | Now in Outlook 2010, things get much simpler.
| | 01:22 | Thanks to Indexing, search functionality
has been vastly improved in Outlook 2010.
| | 01:27 | We'll start with our
Mail selected in the Inbox.
| | 01:31 | So if you have got a series of
e-mail messages, you can follow along by
| | 01:33 | searching for your own content.
| | 01:36 | You'll notice, no matter what's
selected, you have got a search field that
| | 01:39 | appears just above, and to the
right-hand side of, the pane.
| | 01:43 | So here in this case, we are going to
be searching our Inbox, and when we click
| | 01:46 | in here, look what happens.
| | 01:48 | The Search tab is selected for you
automatically, and Search tools appear on this Ribbon.
| | 01:53 | This allows you to define the scope, refine
your search, and access options for searching.
| | 01:59 | So let's say we know for sure that the
e-mail message we are looking for has attachments.
| | 02:04 | Well in this case, in the Refine group,
we can click Has Attachments, and the
| | 02:08 | list of e-mail messages is narrowed down.
| | 02:11 | Notice that Has Attachments
has been added to this field.
| | 02:13 | We will hit the spacebar
and add some additional words.
| | 02:17 | We know for sure that the person who sent us
the e-mail had three samples for us to look at.
| | 02:22 | So let's type in those two words, three,
and as soon as we do that, then the
| | 02:26 | list narrows again. It's lightning fast.
| | 02:28 | We will leave a space and type in
samples, and now we are down to two:
| | 02:33 | Sample Designs for Review, Sample
web site designs for your review.
| | 02:37 | So we have got two of them here, and
we can just double-click now to see the
| | 02:40 | contents there and Look at the three
samples, and they are attached here at the top.
| | 02:45 | So it was a quick way to narrow it
down and find exactly what we were
| | 02:49 | looking for in our Inbox.
| | 02:50 | When we close it up, that
information stays there.
| | 02:53 | We click inside and just take that out
by selecting it and pressing Delete, and
| | 02:58 | we can start over, because this is really cool.
| | 03:01 | In the Scope area, by default, we are
looking at the current folder, but if you
| | 03:05 | wanted to look at subfolders as well
in your Inbox, you can include them, or I
| | 03:09 | like this one: All Outlook Items.
| | 03:11 | When we select this, this will
include your tasks, it will include your
| | 03:15 | calendars, even your contacts.
| | 03:17 | So whatever we are searching for
here, we are going to see a list.
| | 03:20 | So let's just type in
something like the word "sample."
| | 03:25 | Right away, you can see, we have got
groupings here In Folder, so these are deleted items.
| | 03:31 | Here we have got Important ones.
| | 03:33 | Here is our Inbox, and you can see the word
"Sample" appearing in the Subject of the message.
| | 03:38 | And as we scroll down, we are going to
see every single message, every single
| | 03:43 | calendar entry, every single tasks
containing the word "sample," and we can
| | 03:46 | continue to add additional words to
narrow down this list, but it was super fast
| | 03:51 | in giving us results.
| | 03:52 | So if you wanted to use some of the
Refine options, for example, maybe we are
| | 03:56 | looking for the word "sample" in the Subject.
| | 03:58 | So we can choose that and then type in the
word "sample," and this might narrow it down.
| | 04:03 | Okay, it's a little bit narrowed down.
| | 04:05 | If we only want ones with the
attachments, again we can do that.
| | 04:07 | You can see the list gets narrower and
narrower, and we are going to finally
| | 04:11 | find the exact message we are looking for,
or Outlook item, which could be, again,
| | 04:16 | a task, it could be
calendar event - you name it.
| | 04:20 | Lightning fast search capabilities
now in Outlook 2010, vastly improved over
| | 04:25 | Outlook 2003. Click the Close Search
button when you are done searching, and you
| | 04:29 | will be back to your previous view.
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| Changing the startup folder| 00:01 | In Outlook 2003, the default user
interface that is presented to you when you
| | 00:05 | first launch the
application is called Outlook Today.
| | 00:09 | This view can always be returned
to by clicking the icon next to your
| | 00:13 | mailbox, if you are on an Exchange
Server or by finding it here in the
| | 00:17 | Navigation Pane and selecting it.
| | 00:18 | Now, if you wanted to change the default
view, that is the default folder that is
| | 00:24 | presented to you when
you launch the application,
| | 00:26 | you could always go to the Tools menu
and select Options, at the very bottom,
| | 00:31 | then click the Other tab, then in the General
section near the top here click Advanced Options.
| | 00:37 | Right at the top, you'll see the
Startup folder is set to whatever you see, and
| | 00:42 | you can click the Browse button to
change that. For example, if the very first
| | 00:45 | thing you do in the morning when you
launch Outlook is go to your Calendar,
| | 00:49 | you could select Calendar as your
default folder, click OK, click OK again, and
| | 00:54 | then one more time, and
you've changed your default.
| | 00:57 | So, the next time you launch Outlook,
that's exactly what you will see, not
| | 01:00 | the Outlook Today view.
| | 01:02 | In Outlook 2010, you can do the exact same
thing, but it's done a little bit differently.
| | 01:07 | The very first step is to go to
Backstage View - we do that by clicking the File
| | 01:11 | tab - and then select Options.
| | 01:14 | Now, from the Outlook Options
dialog box, we are going to go down to the
| | 01:17 | left-hand pane here and select Advanced.
| | 01:20 | Here's where we find the
Outlook start and exit folder.
| | 01:23 | You can see the default, for me, is set to Inbox.
| | 01:26 | So, every time I launch Outlook 2010,
the first thing I am going to see is my
| | 01:30 | Inbox and new mail messages.
| | 01:33 | But if you want to change that, for
example, the very first thing you like to
| | 01:36 | do when you launch Outlook is get into
your Calendar to see what's going on that day,
| | 01:41 | well, you could then click the
Browse, just like we did in Outlook 2003,
| | 01:45 | and select the folder.
| | 01:46 | In this case, we can select the Calendar.
| | 01:48 | Now, anything with a little arrow next
to it means there are additional options.
| | 01:51 | If we click the dropdown, you may see
other calendars that you are connected to.
| | 01:55 | So, you can be specific about a
calendar that you want to view the very first
| | 01:59 | time you launch Outlook.
| | 02:01 | We are going to just go
with the Calendar and click OK.
| | 02:04 | It now appears in the start Outlook in
this folder field, and when we click OK,
| | 02:08 | we save that change.
| | 02:10 | Now, the next time we launch Outlook, the
very first thing we are going to see is
| | 02:13 | actually our Calendar, which we would
normally to deal by clicking the Calendar
| | 02:17 | icon in the Navigation Pane.
| | 02:19 | So, it's a little bit different because
of Backstage View here in Outlook 2010,
| | 02:22 | but the process is the same
for changing your startup folder.
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|
|
ConclusionGoodbye| 00:01 | Well, congratulations! You've reached the end
of Migrating from Outlook 2003 to Outlook 2010.
| | 00:06 | You should now be feeling comfortable
with the many changes and adjustments
| | 00:09 | you'll need to make if migrating to
Microsoft's latest rendition of its highly
| | 00:13 | popular e-mail application, Outlook 2010.
| | 00:16 | This is David Rivers, thanking you for
watching, and I hope to see you again in
| | 00:20 | another title from lynda.com.
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