In this video, author Megan Hoffman demonstrates how to navigate the Outlook user interface and provides an overview of the Outlook modules including Mail, Calendar, Contacts, Tasks, Notes, and Journal. Master these MOS objectives as a part of your prep for the MOS Outlook 2010 exam.
- [Narrator] In this video you'll learn to use the Outlook User Interface. For the MOS exam, you'll want to know how to Navigate Outlook modules, and use common navigation and screen elements. Outlook has six modules, including the following: Mail, Calendar, Contacts, Tasks, Notes, and Journal. You can expect to see exam questions related to all six modules, although the first four will be most emphasized. When you first launch Outlook, Mail is always the default view, and your Inbox is active.
You can always see that these items are highlighted at the left, and this helps you to know where you are. You can also look at the title bar to notice that I'm in the Inbox for Chong. The Inbox is always a nice starting point since it's where you interact with incoming email. Remember if you're connected to your email server, new messages will download automatically. Outlook's main page includes several different elements. These are important to know because you may be asked to modify different parts of the interface during the exam.
Let's start at the left side. You'll notice the navigation pane, which currently includes Favorites, the mail folders, and buttons at the bottom, where you can navigate to the other parts of Outlook. Next you'll notice the message list. You can see I'm currently viewing all of the messages in the inbox because Inbox is selected. New messages always display in bold letters like the quote for the large group. And red messages always display in non-bold letters. You can also notice that the envelop icons look a little different based on whether a message is read or unread.
Next is the reading pane. This displays the contents of any selected message. The reading pane can also contain the people pane, as shown here. This shows me the people that I'm interacting with in this message. And all the way at the right, we see the To Do bar. The To Do bar provides a summary of my calendar, my scheduled appointments, and my tasks. These four elements that are on the screen when we're looking at mail, can be modified, and we'll learn more about that in an upcoming lesson.
If we look at the top of the screen we'll see two things. At the very top you'll see the quick access toolbar. This is a great toolbar because it allows me to add buttons that I use all the time. So for example, if I use Reply a lot, I can right-click on Reply and add it to the quick access toolbar. I can also click the down arrow and add buttons here that I think I'll use a lot, such as Print, or Save As, et cetera. You can even go into More Commands, which we'll talk about a little bit more later.
Just below this is the ribbon. The ribbon contains tabs with all of the Outlook commands. You're currently seeing just mail commands, but in a bit, when we switch to the Calendar, or Tasks, or Contacts, you'll see different types of commands on the ribbon. At the bottom of the screen we see a status bar. This displays the number of items and allows me to change views, or to zoom. I always like to point out the View tab at the top because it does let me get in and make changes to the different parts of the screen.
We'll learn more about this later. I'll click back on the Home tab. So let's take a quick look at the other Outlook modules. We're currently in mail, but in the lower left-hand corner we can switch to other views. I'll click on Calendar, which shows me the Calendar view. This is where I can create appointments and events for myself, schedule meetings with others, share my calendar, or even view other people's shared calendars. I can click on the Tasks view at the left. This is my to do list. I can keep track of my own tasks or even assign work to other people.
I also have a Contacts view. This is the area where I can keep track of information about the people I work with, including their job titles, their companies, their contact information, all kinds of good stuff. There's a Notes view. I'll click Notes down at the bottom. This is where I can keep track of information on any subject. And if I click the Folder list, which shows me even more options, this is where I'll find the journal. I'll go ahead and click No to the prompt. The journal can be used to record the date and time that I worked with a particular contact.
So that's our overview of the Outlook User Interface. Remember to spend time in each of the six modules. For the MOS exam, you'll want to be familiar with the tasks and options you find on the ribbon for each module.
The course first explores the MOS certification program and highlights its cost, format, and objectives. Megan then explains how to manage the Outlook environment by customizing the interface, printing and saving information, and searching in Outlook. Next, learn how to manage email messages (including creating, formatting, and organizing messages), create contacts, and manage calendars (including appointments, meetings, and events). Finally, find out how to work with notes, tasks, and journal entries.
Challenge exercises are included along the way, and the course concludes with a full-length practice exam.
- Preparing for the exam
- Managing the Outlook environment
- Printing and saving information
- Creating and formatting email messages
- Creating Quick Steps
- Cleaning up the inbox
- Managing rules
- Creating contacts and groups
- Creating appointments, events, and meetings
- Managing tasks and notes
- Taking a full-length practice exam