microsoft outlook 2013 · 2017-12-13 · vi outlook 2013: mos certification comprehensive hands-on...

Microsoft®

Outlook® 2013MOS Certification Comprehensive

STUDENT MANUAL

Outlook 2013: MOS Certification Comprehensive

Chief Executive Officer, Axzo Press: Ken Wasnock

Series Designer and COO: Adam A. Wilcox

Vice President, Operations: Josh Pincus

Director of Publishing Systems Development: Dan Quackenbush

Writer: Audrey Stevenson

Keytester: Cliff Coryea

COPYRIGHT © 2014 Axzo Press. All rights reserved.

No part of this work may be reproduced, transcribed, or used in any form or by any means⎯graphic, electronic, or mechanical, including photocopying, recording, taping, Web distribution, or information storage and retrieval systems⎯without the prior written permission of the publisher.

Trademarks ILT Series is a trademark of Axzo Press.

Some of the product names and company names used in this book have been used for identification purposes only and may be trademarks or registered trademarks of their respective manufacturers and sellers.

Disclaimer We reserve the right to revise this publication and make changes from time to time in its content without notice.

ISBN 10: 1-4260-3808-9 ISBN 13: 978-1-4260-3808-2

Printed in the United States of America

1 2 3 4 5 GL 06 05 04 03

www.logicaloperations.comFor more information, go to

Contents

Introduction iii Topic A: About the manual ............................................................................... iv Topic B: Setting your expectations ................................................................... vii Topic C: Re-keying the course ........................................................................ xiv

Getting started 1-1 Topic A: The program window ........................................................................ 1-2 Topic B: Outlook Today ................................................................................. 1-16 Unit summary................................................................................................... 1-20

Email basics 2-1 Topic A: Reading messages ............................................................................. 2-2 Topic B: Creating and sending messages ........................................................ 2-6 Topic C: Working with messages ................................................................... 2-19 Topic D: Handling attachments ...................................................................... 2-28 Topic E: Printing messages and attachments ................................................. 2-35 Unit summary................................................................................................... 2-38

Email management 3-1 Topic A: Setting message options .................................................................... 3-2 Topic B: Organizing the Inbox folder ............................................................. 3-14 Topic C: Managing junk email ....................................................................... 3-21 Unit summary................................................................................................... 3-25

Contacts 4-1 Topic A: Working with contacts ...................................................................... 4-2 Topic B: Address books .................................................................................. 4-16 Topic C: Using contact groups ....................................................................... 4-21 Unit summary................................................................................................... 4-29

Tasks 5-1 Topic A: Working with tasks ........................................................................... 5-2 Topic B: Managing tasks ................................................................................ 5-12 Unit summary................................................................................................... 5-21

Appointments and events 6-1 Topic A: Creating and sending appointments .................................................. 6-2 Topic B: Modifying appointments .................................................................. 6-10 Topic C: Working with events ........................................................................ 6-14 Topic D: Using Calendar Views ..................................................................... 6-18 Unit summary................................................................................................... 6-27

Meeting requests and responses 7-1 Topic A: Scheduling meetings ......................................................................... 7-2 Topic B: Managing meetings .......................................................................... 7-19 Unit summary................................................................................................... 7-25

ii Outlook 2013: MOS Certification Comprehensive

Customizing Outlook 8-1 Topic A: The Outlook environment ................................................................ 8-2 Topic B: General options and account settings .............................................. 8-23 Topic C: Quick Steps ..................................................................................... 8-30 Topic D: The Folder pane and Navigation bar ............................................... 8-37 Unit summary .................................................................................................. 8-43

Customizing messages 9-1 Topic A: Message appearance ......................................................................... 9-2 Topic B: Signatures ........................................................................................ 9-18 Topic C: Voting buttons ................................................................................. 9-27 Topic D: Out-of-office messages ................................................................... 9-33 Unit summary .................................................................................................. 9-39

Mailbox organization and management 10-1 Topic A: Setting rules ..................................................................................... 10-2 Topic B: Managing your mailbox .................................................................. 10-9 Topic C: Archiving and saving your mail ..................................................... 10-21 Unit summary ................................................................................................. 10-29

Organizing items 11-1 Topic A: Folders ............................................................................................. 11-2 Topic B: Searching ......................................................................................... 11-4 Topic C: Advanced filtering .......................................................................... 11-15 Topic D: Categories ....................................................................................... 11-16 Unit summary ................................................................................................. 11-28

Notes and Journals 12-1 Topic A: Recording information with notes ................................................... 12-2 Topic B: Tracking activities with the Journal ................................................ 12-7 Unit summary ................................................................................................. 12-11

Collaboration 13-1 Topic A: Sharing your calendar and contacts ................................................. 13-2 Topic B: Staying informed with RSS ............................................................ 13-14 Unit summary ................................................................................................. 13-20

Connecting with SharePoint A-1 Topic A: Connecting with colleagues via Outlook Social Connectors ........... A-2

Microsoft Office Specialist exam objectives B-1 Topic A: Exam objectives map ....................................................................... B-2

Course summary S-1 Topic A: Course summary ............................................................................... S-2 Topic B: Continued learning ........................................................................... S-4

Glossary G-1

Index I-1

iii

Introduction

After reading this introduction, you will know how to:

A Use ILT Series manuals in general.

B Use prerequisites, a target student description, course objectives, and a skills inventory to properly set your expectations for the course.

C Re-key this course after class.

iv Outlook 2013: MOS Certification Comprehensive

Topic A: About the manual

ILT Series philosophy Our manuals facilitate your learning by providing structured interaction with the software itself. While we provide text to explain difficult concepts, the hands-on activities are the focus of our courses. By paying close attention as your instructor leads you through these activities, you will learn the skills and concepts effectively.

We believe strongly in the instructor-led class. During class, focus on your instructor. Our manuals are designed and written to facilitate your interaction with your instructor, and not to call attention to manuals themselves.

We believe in the basic approach of setting expectations, delivering instruction, and providing summary and review afterwards. For this reason, lessons begin with objectives and end with summaries. We also provide overall course objectives and a course summary to provide both an introduction to and closure on the entire course.

Manual components The manuals contain these major components:

• Table of contents

• Introduction

• Units

• Appendices

• Course summary

• Glossary

• Index

Each element is described below.

Table of contents

The table of contents acts as a learning roadmap.

Introduction

The introduction contains information about our training philosophy and our manual components, features, and conventions. It contains target student, prerequisite, objective, and setup information for the specific course.

Units

Units are the largest structural component of the course content. A unit begins with a title page that lists objectives for each major subdivision, or topic, within the unit. Within each topic, conceptual and explanatory information alternates with hands-on activities. Units conclude with a summary comprising one paragraph for each topic, and an independent practice activity that gives you an opportunity to practice the skills you’ve learned.

The conceptual information takes the form of text paragraphs, exhibits, lists, and tables. The activities are structured in two columns, one telling you what to do, the other providing explanations, descriptions, and graphics.

Introduction v

Appendices

An appendix is similar to a unit in that it contains objectives and conceptual explanations. However, an appendix does not include hands-on activities, a summary, or an independent practice activity.

Course summary

This section provides a text summary of the entire course. It is useful for providing closure at the end of the course. The course summary also indicates the next course in this series, if there is one, and lists additional resources you might find useful as you continue to learn about the software.

Glossary

The glossary provides definitions for all of the key terms used in this course.

Index

The index at the end of this manual makes it easy for you to find information about a particular software component, feature, or concept.

Manual conventions We’ve tried to keep the number of elements and the types of formatting to a minimum in the manuals. This aids in clarity and makes the manuals more classically elegant looking. But there are some conventions and icons you should know about.

Item Description

Italic text In conceptual text, indicates a new term or feature.

Bold text In unit summaries, indicates a key term or concept. In an independent practice activity, indicates an explicit item that you select, choose, or type.

Code font Indicates code or syntax.

Longer strings of ► code will look ► like this.

In the hands-on activities, any code that’s too long to fit on a single line is divided into segments by one or more continuation characters (►). This code should be entered as a continuous string of text.

Select bold item In the left column of hands-on activities, bold sans-serif text indicates an explicit item that you select, choose, or type.

Keycaps like e Indicate a key on the keyboard you must press.

vi Outlook 2013: MOS Certification Comprehensive

Hands-on activities The hands-on activities are the most important parts of our manuals. They are divided into two primary columns. The “Here’s how” column gives short instructions to you about what to do. The “Here’s why” column provides explanations, graphics, and clarifications. Here’s a sample:

Do it! A-1: Creating a commission formula

Here’s how Here’s why 1 Open Sales This is an oversimplified sales compensation

worksheet. It shows sales totals, commissions, and incentives for five sales reps.

2 Observe the contents of cell F4

The commission rate formulas use the name “C_Rate” instead of a value for the commission rate.

For these activities, we have provided a collection of data files designed to help you learn each skill in a real-world business context. As you work through the activities, you will modify and update these files. Of course, you might make a mistake and therefore want to re-key the activity starting from scratch. To make it easy to start over, you will rename each data file at the end of the first activity in which the file is modified. Our convention for renaming files is to add the word “My” to the beginning of the file name. In the above activity, for example, a file called “Sales” is being used for the first time. At the end of this activity, you would save the file as “My sales,” thus leaving the “Sales” file unchanged. If you make a mistake, you can start over using the original “Sales” file.

In some activities, however, it might not be practical to rename the data file. If you want to retry one of these activities, ask your instructor for a fresh copy of the original data file.

Introduction vii

Topic B: Setting your expectations Properly setting your expectations is essential to your success. This topic will help you do that by providing:

• Prerequisites for this course

• A description of the target student

• A list of the objectives for the course

• A skills assessment for the course

Course prerequisites Before taking this course, you should be familiar with personal computers and the use of a keyboard and a mouse. Furthermore, this course assumes that you’ve completed the following courses or have equivalent experience:

• Windows XP: Basic, Windows Vista: Basic, or Windows 7: Basic

Target student The target student for the course is an individual who wants to learn to use Outlook 2013 to create and manage e-mail messages, contacts, appointments, meetings, and tasks. Students will get the most out of this course if their goal is to customize Outlook, learn advanced techniques for organizing their mailbox, and share Outlook content.

viii Outlook 2013: MOS Certification Comprehensive

Course objectives These overall course objectives will give you an idea about what to expect from the course. It is also possible that they will help you see that this course is not the right one for you. If you think you either lack the prerequisite knowledge or already know most of the subject matter to be covered, you should let your instructor know that you think you are misplaced in the class.

After completing this course, you will know how to:

• Identify elements of the Outlook environment; use and customize Outlook Today

• Read, create, and send e-mail messages; reply to, format, and check spelling in messages; forward, delete, and restore messages; work with attachments; and print messages

• Set delivery options for messages; flag messages; request a read receipt; use and create views for your mail; arrange, sort, and filter messages; use Instant Search to quickly search the current folder; and specify settings for controlling junk e-mail.

• Use Contacts to add, modify, and organize business and personal contacts; use different views to show contact details; customize an electronic business card; manage and use address books; and create contact groups.

• Use the Tasks folder to add, edit, and mark tasks; assign tasks; accept or decline a task request; send an update; and track an assigned task.

• Use the Calendar to create single and recurring appointments; change and delete appointments; add events and holidays to the Calendar; and change views.

• Use the Calendar to schedule meetings; read and respond to meeting requests; reserve resources; manage meeting responses; and update and cancel meetings.

• Customize the Outlook environment; set general Outlook options; create and use Quick Steps to automate commonly used actions; and create Folder pane shortcuts and customize the Navigation bar.

• Customize messages by applying themes, stationery, fonts, and email options; create and use signatures and use an electronic business card as a signature; use voting buttons in messages; and use Automatic Replies to set up out-of-office notices.

• Use the Rules Wizard to set message rules; manage the mailbox by deleting old and unneeded messages and the contents of automatic folders; compact the mailbox; and archive messages to local files and the archive mailbox.

• Create a folder to organize a mailbox; Use Instant Search and advanced searches to search your Inbox, all mail folders, Contacts, Calendar, and Tasks; use filters to find messages that meet certain criteria; and create and use categories to group messages, contacts, appointments, meetings, and tasks.

• Create notes to save ideas and information for later reference; forward and print notes; and create and edit journal entries.

• Share and delegate access to their calendar; share and export contacts with others; subscribe to RSS news feeds; and read articles within a feed.

Introduction ix

Skills inventory Use the following form to gauge your skill level entering the class. For each skill listed, rate your familiarity from 1 to 5, with five being the most familiar. This is not a test. Rather, it is intended to provide you with an idea of where you’re starting from at the beginning of class. If you’re wholly unfamiliar with all the skills, you might not be ready for the class. If you think you already understand all of the skills, you might need to move on to the next course in the series. In either case, you should let your instructor know as soon as possible.

Skill 1 2 3 4 5

Identifying elements of the Outlook window

Using the Folder pane

Using the Reading pane

Accessing folders from Outlook Today

Customizing Outlook Today

Previewing and reading messages

Creating, formatting, and sending messages

Checking a message’s spelling

Replying to and forwarding messages

Deleting and restoring messages

Sending and forwarding attachments

Compressing large image attachments

Previewing and saving attachments

Customizing the page setup for printing

Printing messages and attachments

Defining delivery options

Flagging an email message

Using delivery and read receipts

Working with views

Renaming and moving Inbox folders

Arranging, sorting, searching, and filtering messages

Adding senders to the Blocked Senders or Safe Senders lists

x Outlook 2013: MOS Certification Comprehensive

Skill 1 2 3 4 5

Marking a message as not junk

Changing options for managing junk email

Adding and modifying contacts

Attaching items to a contact

Adding a contact from the same company as a previous contact

Forwarding and saving contacts

Editing an electronic business card

Printing contacts

Using address books

Importing contacts

Creating and using a contact group

Updating a contact group

Forwarding and deleting a contact group

Adding contact group notes

Creating and deleting tasks

Editing tasks

Adding recurring tasks

Marking a task as completed

Assigning tasks

Accepting a task request

Sending task status reports

Tracking assigned tasks

Printing tasks

Setting up appointments

Adding and modifying recurring appointments

Deleting and restoring appointments

Adding events

Introduction xi

Skill 1 2 3 4 5

Changing the work day times in the Calendar

Displaying multiple time zones

Adding holidays to the calendar

Printing calendars

Creating and sending meeting requests

Adding and modifying recurring meetings

Reading and accepting a meeting request

Responding to a New Time Proposed message

Declining a meeting request

Updating a meeting

Reserving resources in a meeting request

Reviewing meeting responses

Adding meeting attendees

Canceling meetings

Customizing the Ribbon

Creating a custom tab on the Ribbon

Deleting custom tabs on the Ribbon and resetting the Ribbon

Customizing the Quick Access toolbar

Changing To-Do Bar options

Examining and viewing custom photos in the People pane

Customizing the Weather bar

Changing user interface options

Making Outlook your default email client

Managing multiple email accounts

Using and configuring Quick Steps

Creating Quick Steps

Duplicating and editing a Quick Step

xii Outlook 2013: MOS Certification Comprehensive

Skill 1 2 3 4 5

Restoring the Quick Steps group to its default settings

Changing the startup folder

Creating shortcuts in the Folder pane

Customizing the Navigation bar

Applying themes to messages

Using and customizing Quick Styles

Using message stationery and changing stationery fonts

Adding and using Quick Parts

Changing email options

Specifying a message format

Creating, modifying, and using signatures in email

Using an electronic business card as a signature

Specifying a sending account for an email message

Adding voting buttons to a message

Replying to a message with voting buttons

Enabling and disabling Automatic Replies

Creating mail rules manually and with the Rules Wizard

Turning off and deleting mail rules

Exploring and managing conversations

Cleaning up your Inbox and automatic folders

Compacting your mailbox

Archiving mail messages manually and automatically

Archiving messages to your Exchange archive mailbox

Saving a message

Creating folders to organize items

Using advanced search to locate items

Searching Calendar, Contacts, and Tasks

Introduction xiii

Skill 1 2 3 4 5

Using and customizing Instant Search

Setting up and using a Search folder

Applying filters to find messages

Using categories to group messages

Categorizing contacts, appointments, and meetings

Assigning categories with Quick Click

Creating categories

Sorting and searching by category

Creating and working with notes

Creating and viewing journal entries

Sharing your calendar and contacts

Delegating access to your calendar and contacts

Exporting contacts

Subscribing to RSS feeds

xiv Outlook 2013: MOS Certification Comprehensive

Topic C: Re-keying the course If you have the proper hardware and software, you can re-key this course after class. This section explains what you’ll need in order to do so, and how to do it.

Hardware requirements The Exchange server should have:

• A keyboard and a mouse

• At least 1 GHz 32-bit or 1.4 GHz 64-bit processor (2 GHz or faster recommended)

• At least 1 GB RAM (2 GB or greater recommended)

• At least 50 GB hard drive

• A DVD-ROM drive

• A monitor with at least 1024 × 768 resolution

The student computer should have:

• A keyboard and a mouse

• At least 1 GHz 32-bit or 64-bit processor

• At least 1 GB RAM

• At least 50 GB hard drive with at least 15 GB of available space

• A DVD-ROM drive

• A graphics card that supports DirectX 9 graphics with:

– WDDM driver

– 128 MB of graphics memory (minimum)

– Pixel Shader 2.0 in hardware

– 32 bits per pixel

• A monitor with at least 1024 × 768 resolution

Software requirements You will need the following software:

• Windows Server 2008 Standard 64-bit Edition with Service Pack 2

• Windows 7 Professional

• Microsoft Exchange Server 2010 Standard Edition

• Microsoft Outlook 2013

• A printer driver (An actual printer is not required, but students will not be able to complete the “Printing messages and attachments” activity in Unit 2, the “Printing contacts” activity in Unit 4, and the “Printing a Calendar” activity in Unit 6 unless a driver is installed.)

Introduction xv

Network requirements The following network components and connectivity are also required for this course:

• Internet access, for the following purposes:

– Downloading the latest critical updates and service packs from www.windowsupdate.com

– Completing activities throughout the course

• A static IPv4 address on the same subnet as the computers. You will need a DHCP server available on that subnet and a pool of addresses sufficient for the all computers.

• A network printer.

Setup instructions to re-key the course Before you re-key the course, you will need to perform the following steps.

Windows server installation

1 Install Windows Server 2008 Standard. When prompted, enter and confirm a password of !pass1234 for the Administrator account.

2 Configure the server, using the Initial Configuration Tasks window.

A Set the correct time zone and time.

B Configure a static IPv4 address for the Local Area Connection. Disable IPv6.

C Name the computer winserver. Restart when prompted.

D Install the Active Directory Domain Services role. Create a new domain, outlanderspices.com, in a new forest.

3 Turn off Internet Explorer Enhanced Security Configuration.

4 Install Windows Server 2008 Service Pack 2.

Exchange Server 2010 installation

1 From the Exchange Server DVD, install the .NET Framework 3.5 SP1 components.

2 Install the Windows PowerShell v2.

3 Use Windows PowerShell to install the required server components by running this command: ServerManagerCmd -ip d:\scripts\Exchange-Typical.xml

4 Use Windows PowerShell to start the NetTcpPortSharing service by running this command: Set-Service NetTcpPortSharing -StartupType Automatic

5 Visit http://go.microsoft.com/fwlink/?LinkID=191548 to download and install the 2010 Office System Converter: Microsoft Filter Pack.

6 From the Exchange Server DVD, install the Exchange Language option, installing only languages from the DVD.

7 Install Microsoft Exchange, following the Typical Exchange Server Installation options. Use Outlander Spices as the organization name.

xvi Outlook 2013: MOS Certification Comprehensive

8 From the Exchange Server setup program, install critical updates for Microsoft Exchange.

9 Click Start and choose All Programs. If you do not see a Microsoft Exchange Server 2010 menu option, then not all components were installed. Insert the Exchange DVD in your drive and run Setup.exe. When prompted, make sure that “Mailbox server,” “Client Access server,” and “Hub Transport server” are checked. Check the missing roles and proceed again through the installation wizard to install them.

Creating user accounts on the server

You will need to create two user accounts for yourself and one for the Instructor role. Name the accounts Instructor, Student01, and Student02.

Use Active Directory Users and Computers to create each account. Use !pass1234 for the password. Uncheck “User must change password at next logon.” Check “User cannot change password” and “Password never expires.”

Creating mailboxes

Create a mailbox associated with each user account:

1 On the Exchange server, click Start and choose All Programs, Microsoft Exchange Server 2010, Exchange Management Console.

2 Expand Microsoft Exchange on-Premises (winserver.outlanderspices.com).

3 Select Recipient Configuration.

4 In the middle pane, right-click and choose New Mailbox.

5 With User Mailbox selected, click Next.

6 Select Existing users. Click Add.

7 Select all of the accounts you added (use Ctrl+click or Shift+click to select them all) and click OK. Click Next.

8 Click Next. Click New to create a mailbox for each user you selected.

9 Click Finish. Close the Exchange Management Console.

Creating mailboxes for resources

1 On the Exchange server, click Start and choose All Programs, Microsoft Exchange Server 2010, Exchange Management Console.

2 Expand Microsoft Exchange on-Premises (winserver.outlanderspices.com).

3 Select Recipient Configuration.

4 In the middle pane, right-click and choose New Mailbox.

5 Select Room Mailbox and then click Next.

6 Click Next.

7 Enter the following user account details and then click Next:

Name: Conference Room A

User logon name: conf_room_A

Password: P@ssword

8 In the Alias box, enter CR_A and then click Next.

9 Click Next, click New, and then click Finish to create the mailbox.

10 Close the Exchange Management Console.

Introduction xvii

Setting up the client computer or computers

You will need at least one client computer (you can log onto the same computer twice by using the Switch User option). For each client computer:

1 Install Windows 7 on an NTFS partition according to the software manufacturer’s instructions. Name the computer Computer01, Computer02, or Instructor, depending on its role.

2 Configure each computer to use your classroom server as the DNS server.

3 On each computer, join the classroom domain.

4 Log onto the domain.

5 Install Microsoft Office 2013 according to the software manufacturer’s instructions.

6 On each computer, configure Outlook to connect to the corresponding student account mailbox. For example, on Computer01, connect Outlook to the Student01 mailbox.

7 On each computer, import Contacts.csv into the Contacts folder, for the Searching topic of the Organizing items unit. This file can be found in Student Data\Unit 11\Topic B.

8 Connect to a network printer, installing drivers as necessary.

9 Download the Student Data files provided for this course. These files are necessary for you to be able to perform the hands-on activities.

10 From the instructor’s computer, send four email messages to each student. Make sure to send copies of the messages to the Instructor account as well. Use the following subjects in this order:

• “Welcome to Outlook 2013”

• “Your second message”

• “Product Changes”

• “Product Recall”

Enter a message of your choice for each.

a Connect to http://downloads.logicaloperations.com. b Enter the course title or search by part to locate this course. c Click the course title to display a list of available downloads.

Note: Data Files are located under the Instructor Edition of the course. d Click the link(s) for downloading the Student Data files. e Create a folder named Student Data on the desktop of your computer. f Double-click the downloaded zip file(s) and drag the contents into the

Student Data folder.

xviii Outlook 2013: MOS Certification Comprehensive

1–1

Unit 1 Getting started

Unit time: 45 minutes

Complete this unit, and you’ll know how to:

A Identify the components of the Outlook environment, and use Outlook panes and folders.

B Use Outlook Today to keep track of your schedule and tasks for today, and customize the Outlook Today page.

1–2 Outlook 2013: MOS Certification Comprehensive

Topic A: The program window Explanation Outlook is a Microsoft application that you can use to send and receive email. Email is

an electronic message sent from one computer to another. You can also use Outlook as a personal organizer; for example, you can schedule meetings and appointments and keep track of tasks and contacts.

Any email message, contact, or task created in Outlook is called an item. Items are stored in folders, such as Inbox, Calendar, Contacts, and Tasks. These folders help you organize information. You can access the items within each folder by using the buttons in the Outlook window.

You can start Outlook by clicking Start and choosing All Programs, Microsoft Office 2013, Outlook 2013. The Outlook window is shown with elements that are common to other Windows-based applications—such as a title bar and a status bar—along with elements that are common to the Microsoft Office 2013 suite of applications. The Office-specific elements, shown in Exhibit 1-1, are the Quick Access toolbar and the Ribbon.

Exhibit 1-1: The Outlook window

Getting started 1–3

The following table describes some of the elements shown in Exhibit 1-1.

Element Description

Quick Access toolbar Contains a customizable selection of commonly used buttons. By default, it contains the Send/Receive, Undo, and Customize Quick Access Toolbar buttons.

Ribbon Contains tabs, each of which contains groups of related commands.

Title bar Displays the name of the folder being displayed (in Exhibit 1-1, the Inbox of the Student01 user account) and the program name.

Status bar Displays status information and contains buttons for commands that control the program’s display (such as zooming in or out).

The Outlook window also contains elements that are specific to the Outlook application. These elements include a Folder pane with Navigation Bar, a Message List, and a Reading pane, as shown in Exhibit 1-2. The Folder pane shows the folders for each view, such as the Mail or Calendar views. The Message List displays the Folder Contents list. The Reading pane displays email messages.

Exhibit 1-2: The Outlook window, with Outlook-specific elements labeled


The following table describes the common elements of the Outlook program window, shown in Exhibit 1-2.

Element Description

Folder pane (formerly called Navigation pane)

Provides centralized navigation to all parts of Outlook. Displays the active pane, plus the Navigation bar at the bottom.

Navigation bar (formerly called Pane-switching buttons)

Display buttons for access to commonly used views (such as Mail, Calendar, and Contacts) with one click.

Message list Displays the contents of the active mail folder.

Reading pane Displays the contents of the selected email message.

Resizing a pane

You can increase or decrease the width of an individual pane in the program window. To do so, point to the border of the pane so that the pointer appears as a double-headed arrow, and then drag the border to the left or right.

Do it! A-1: Exploring the Outlook window

Here’s how Here’s why 1 Click Start and choose

All Programs, Microsoft Office 2013, Outlook 2013

To start Microsoft Outlook.

2 Observe the window As shown in Exhibit 1-1 and Exhibit 1-2. The Outlook window contains various elements, such as the Title bar, the Ribbon, the Folder pane with Navigation bar, the Message list, and the Reading pane.

3 Observe the Ribbon

The Home tab is active. It contains commonly used commands for sending mail, organizing your messages, and managing your calendar.

Click the Send/Receive tab To activate the tab and display commands related to sending and receiving messages.

Click the Home tab To activate the tab.


4 Observe the Navigation pane

By default, this pane shows your mail folders. At the top is a place where you can place a customizable list of frequently used folders. Below that list are folders associated with your email accounts. Below those folders are buttons, such as Calendar, Contacts, and Tasks, that you can click to display other panes and folders.

5 Observe the Message list

It displays messages stored in the folder that is selected in the Folder pane (Inbox, in this example). The Message list also contains a search box you can use to find items in the folder.

6 Observe the Reading pane

It displays the contents of the message selected in the Message list.

7 Point to the right border of the Message list

The pointer changes to a double-headed arrow.

Drag the border to the left Press and hold the mouse button, and then move the mouse to decrease the width of the Message list.


The Folder pane and Navigation bar Explanation The Folder pane and Navigation bar provide centralized navigation to all parts of

Outlook. The Folder pane is found on the left side of the Outlook window and displays components of the current Outlook view, as shown in Exhibit 1-3. The Navigation bar allows you to navigate between Outlook views.

To switch the Navigation bar to Compact form, click the Navigation bar menu options button (icon with the three dots) and select Navigation Options. From the Navigation Options window, select Compact Navigation and click OK.

Exhibit 1-3: The Folder pane with the Mail pane active


Default views

Outlook provides several default views where you can access folders or shortcuts specific to each view. You can access a view by clicking the Navigation bar buttons in the Folder pane, shown in Exhibit 1-3. The following views are available by default: Mail, Calendar, People, and Tasks.

Menu options for the Notes, Folders, and Shortcuts views are available when you click the Ellipse button with the three dots that is located on the right side of the Navigation bar, along with the Navigation Options menu option.

The following table describes the built-in views that are housed in the Navigation bar.

Item Description

Mail Displays folders designated as Favorites, including your Inbox, Sent Items, and Deleted Items folders, as shown in Exhibit 1-3. Below that section, the pane displays all of your mail folders, including Drafts, Junk Email, and Search Folders.

Calendar Displays the Date Navigator, which is a small calendar that displays the current month and the next month. Also, displays links to your My Calendars folder, which includes your calendar and possibly other users’ calendars.

People Displays the Contacts folder, plus a link to connect to a social network.

Tasks Displays links to your To-Do List and Tasks folders.

Notes Displays links to your Notes folders.

Folder List Displays all of your folders, including Journal Folders.

Shortcuts Contains links to Outlook Today and Microsoft Office Online.


Minimizing and expanding the Navigation pane

You can free up space in your Outlook window by minimizing the Folder pane. To minimize or expand the Navigation pane, either click the sideways-caret symbol (< or >) at the top corner of the pane, or click the View tab and choose Normal, Minimized, or Off from the Folder Pane menu. The minimized Folder pane, as shown in Exhibit 1-4, still provides access to the folders and files that you use most often.

Exhibit 1-4: The Folder pane, on the left, is collapsed

Peeks

With Peeks, you can take a quick glance at your schedule, an appointment, people, or tasks without switching between views with the Navigation bar. When you place and pause your mouse pointer over the Calendar, People, or Tasks buttons on the Navigation bar, a peek window appears showing information about the view. For example, when you hover your mouse over the Calendar button, a calendar of the current month and today’s scheduled items appears, as shown in Exhibit 1-5. You can click a date on the calendar to jump to a listing of appointments and meetings for another date.

If you would like for a peek to always be in view, you can dock it by clicking the Dock the peek button in the upper-right corner of the Peek window. This places the peek on the right side of the Outlook window, so it is always in view. If you are in the Mail view and dock the Calendar peek, it will only be visible from the Mail view, unless you also dock the Calendar peek on the other views.

To remove a peek from the Outlook window, click the Close button in the upper-right corner of the docked peek window. Removing a docked peek from one view does not remove it from the other views.


Exhibit 1-5: The Calendar peek

Do it! A-2: Examining the Folder pane

Here’s how Here’s why 1 From the Navigation bar,

click (If necessary.) To activate the Mail view. Notice that its contents are divided into Favorites and folders related to your email account.

2 From the Navigation bar, click

To display the Tasks view and the contents of the Tasks folder, which is empty by default.

3 In the top-right corner of the Folder pane, click

To minimize the Folder pane.

Click as shown

To display the Task list in a flyout menu.

Expand the Folder pane Click the sideways-caret icon (>) at the top of the pane.


4 Place the pointer over the Calendar button

In the Navigation bar. The Calendar peek with today’s appointments is shown.

Click another date on the calendar To see how you can take a quick glance of events scheduled for any date on the calendar.

Click To dock the Calendar peek to the Tasks view.

Close the Calendar peek (Click the X button.) To close the docked Calendar peek from the Tasks view.

5 Click To show the Navigation bar menu options. Notice that options are available for Notes, Folders, Shortcuts, and Navigation Options.

6 Click Notes A blank area appears to the right in the Outlook window.

7 Click Folders (From the Navigation bar menu.) To display the default Outlook folders.

8 Click Shortcuts (From the Navigation bar menu.) The shortcuts menu is empty by default, but you can add groups and shortcuts by right-clicking on the Shortcuts text.

9 Click Navigation Options (From the Navigation bar menu.) To display the Navigation Options window. You can show additional views or change the order in which the buttons appear in the Navigation bar.

Check Compact Navigation and click OK

The Navigation bar now shows its categories as icons rather than words.

Outlook folders Explanation Outlook provides folders in which you can save and store the items you create. You can

access these folders by using the default views within the Folders pane. You can also access a folder by clicking Folders from the Navigation bar menu and then clicking the folder you want. You can use the default folders or create your own folders.

By default, only the most relevant folders for any given view are displayed. For example, when the Mail view is active, your Inbox, Drafts, Sent Items, and other folders are visible, but the Calendar folder is not. Two folder list views are shown in Exhibit 1-6.


Exhibit 1-6: Two views of the Outlook folder list

The following table describes the default folders.

Folder Description

<account address> Click your email address to display the Outlook Today page, which provides a snapshot view of your activities planned for the day.

Inbox You can create, send, receive, delete, and move messages from the Inbox.

Drafts Stores unfinished items.

Sent Items Stores copies of items you have sent to other people.

Deleted Items Stores items that have been deleted from folders.

Calendar Used to plan and schedule work-related and personal activities, such as appointments, meetings, and events.

Contacts Stores information about people with whom you frequently communicate.

Journal Can be used to keep a record of any interaction you want to remember. Stores actions that you choose relating to your contacts and places the actions in a timeline view.

Junk E-mail Stores messages that were caught by the Junk Email filter.

Notes Provides a place where you can keep reminders about important activities to complete and meetings to attend.

Outbox Stores items created offline that you want to send the next time you are online.

RSS Feeds Stores RSS (Really Simple Syndication) subscriptions so you can view data feeds from various news sources and Web logs (blogs).

Tasks Used to list and manage the various activities you need to perform.

Search Folders Displays the results of previously defined search queries.


Do it! A-3: Accessing folders

Here’s how Here’s why 1 Click To activate the Mail view and display the Inbox

folder.

Compare the folder list for your email account to the left-hand graphic in Exhibit 1-6

The mail-related folders are listed first, followed by a selection of key folders related to communications activities.

2 Click (On the right side of the Navigation bar.) To show the Navigation bar menu options.

Select Folders The Favorites folder is hidden and your account’s folder list is expanded to show the full list of folders.

3 In the folder list, click Drafts To view the contents of your Drafts folder. It should be empty. This folder stores email messages you’ve started but not yet sent.

4 Click Junk E-mail To view the contents of your Junk Email folder, which would contain messages that Outlook has determined are probably unsolicited commercial email (called “spam”).

5 Click To restore the default view of Favorites and account-related folders. Doing so does not select the Inbox folder.

6 Click Inbox To view your Inbox folder.


Context-sensitive tabs Explanation

The commands available on the various tabs on the Ribbon depend on the folders and views you select. For example, the Home tab contains mail-related commands, as shown in Exhibit 1-7, when the Mail pane is active. But the Home tab shows calendar- and appointment-related commands, as shown in Exhibit 1-8, when the Calendar pane is active.

Exhibit 1-7: The Mail view’s Home tab

Exhibit 1-8: The Calendar view’s Home tab

Do it! A-4: Navigating tabs

Here’s how Here’s why 1 Observe the Home tab It contains commands for common email-related

actions, such as sending or replying to messages.

2 Click the Send/Receive tab To view its contents. This tab contains commands for processing email.

Click the Folder tab Use commands on this tab to organize your email messages.

3 From the Navigation bar, click Calendar

To switch panes. The Calendar view’s Home tab is active. It contains calendar-related commands.

4 Click the Send/Receive tab To view its contents. Now this tab contains commands for processing calendar entries.

Click the Folder tab The Calendar view’s Folder tab is noticeably different from the Mail view’s Folder tab.

5 From the Navigation bar, click Mail

To display the Mail view and its Home tab.


The Reading pane Explanation The Reading pane is displayed only when a mail-related view or folder is active. When

the Mail view is active, the Reading pane appears to the right of the Message list, as shown in Exhibit 1-9. In the Reading pane, you can read the contents of an item, preview and open attachments, follow hyperlinks, use voting buttons, and respond to meeting requests.

If the Reading pane is not displayed, click the View tab, click the Reading Pane button, and choose an option from the menu that appears. Options include Right (default position), Bottom (below the Message list), and Off (hidden). If the Reading pane is Off, you can double-click a message to open it in its own window.

Exhibit 1-9: The location of the Reading pane


Do it! A-5: Using the Reading pane

Here’s how Here’s why 1 Click as shown

(The message is in the Folder Contents list.) To select the message with the subject “Welcome to Outlook 2013” from the Instructor.

Observe the Reading pane A preview of the message content automatically appears in the Reading pane.

2 Click the View tab

In the Layout group, click Reading Pane and choose Bottom

The Reading pane appears at the bottom of your window.

3 Click Reading Pane and choose Off

To close the Reading pane.

Click Reading Pane and choose Right

To show the Reading pane in its default position.

4 In the Mail view, click Sent Items

To display the contents of the Sent Items folder. The folder is empty, and the Reading pane is blank.


Topic B: Outlook Today Explanation Outlook Today is another way to view a summary of your activities scheduled for the

day. The summary displays your events, appointments, meetings, and tasks for the day. To display the Outlook Today view, click your account name (email address) in the Folder pane.

The Outlook Today page The Outlook Today page is displayed in the space normally filled by the Message list and Reading panes. It contains three sections—Calendar, Tasks, and Messages—as shown in Exhibit 1-10. Summaries of your activities appear under the respective headings.

By default, under Calendar, you can see scheduled appointments for up to five days. Under Tasks, you’ll see a summary of all task items you’ve created. Under Messages, you’ll see the number of unread messages you have (in Inbox), the number of messages you’ve created but not sent (in Drafts), and the number of sent messages that have not left the computer (in Outbox). You can also click these headings to access the associated folders.

Exhibit 1-10: The Outlook Today page


Do it! B-1: Accessing folders from Outlook Today

Here’s how Here’s why 1 Click Mail (If necessary.) In the Folder pane.

2 Select Student##@outlanderspices.com

(Where ## is your student number.) To display the Outlook Today page. It provides a summary of the day’s plan.

3 Point to Messages

The pointer’s shape changes to a hand, and the text is underlined.

Click Messages To open the Mail view and the Inbox folder.


Customizing Outlook Today Explanation You can customize Outlook Today by using the Customize Outlook Today link, which

is in the upper-right corner of the Outlook Today page. The following table describes some of the ways in which you can customize Outlook Today.

Option Description

Startup Displays the Outlook Today page when Outlook is opened.

Messages Displays selected folders in the Messages section.

Calendar Displays a specified number of days from your calendar in the Calendar section.

Tasks Displays and sorts the selected tasks in the Tasks section.

Styles Changes the layout or color scheme of the Outlook Today page.

Make your changes to customize Outlook Today, and then click Save Changes. Your customized settings will take effect immediately.

Do it! B-2: Customizing Outlook Today

Here’s how Here’s why 1 Display Outlook Today Click your email account name in the Folder

pane.

2 Click as shown

(On the Outlook Today page.) To open the Customize Outlook Today page in the Outlook window.

3 Check When starting, go directly to Outlook Today

(In the Startup section.) To specify that you want Outlook Today to be the startup page.

Under Tasks, select Today’s tasks

To specify that only those tasks you have to perform today should appear in the Tasks list.

From the “Show Outlook Today in this style” list, select Standard (one column)

A preview of the selected layout appears under the list.


4 Click Save Changes (This link appears in the upper-right corner of the Customize Outlook Today page.) To save the changes and close the Customize Outlook Today page. Your changes take effect immediately, and the Calendar, Tasks, and Messages headings appear in a single column.

5 Click the File tab and choose Exit

(Or click the × in the upper-right corner of the Outlook window.) To close Outlook. Next, you’ll restart Outlook to verify that the Outlook Today page opens when you start the program.

6 Start Outlook (Click Start, All Programs, Microsoft Office2013 and choose Outlook 2013.) The Outlook Today page is now the startup page.

7 Click Customize Outlook Today

You will restore the default settings for this page.

Uncheck When starting, go directly to Outlook Today

In the Tasks options, select All tasks

To display all tasks in the Tasks list.

From the “Show Outlook Today in this style” list, select Standard

To use the default three-column style.

Click Save Changes To restore the default settings for this page.


Unit summary Topic A In this topic, you learned how to start Outlook 2013. You also learned about the

various window elements, including the Quick Access toolbar, the Ribbon, and the Folder pane. You learned how to switch from the Mail view to other views, such as Calendar, Contacts, and Tasks. Next, you learned how to access the default Outlook folders by using the Folders Navigation bar menu option. Then you used the Reading pane to view message contents.

Topic B In this topic, you learned that Outlook Today is a folder that displays your events, appointments, meetings, and tasks planned for the day. You also learned how to customize the Calendar, Tasks, and Messages sections of Outlook Today and change the layout of the Outlook Today page.

Review questions 1 In addition to sending and receiving email messages, what other activities can you

do in Outlook?

You can manage your calendar, maintain contact information, keep track of tasks, and organize notes.

2 Which of the following is not an Outlook item?

A An email message

B A note

C A contact

D The Ribbon

3 Which pane contains the Navigation bar that enables you to display the Calendar instead of your Inbox?

The bottom section of the Folder pane

4 Which default view would you use to access your Contacts folder and a link to connect to a social network?

A Mail

B People

C Tasks

D Contacts

5 What would you use to take a quick look at your Task list from within Mail view, without changing to the Task view?

A Quick glance

B Switch view

C Task peek

D Mail peek


6 Which default folder stores messages that have been identified as spam?

A Inbox

B Deleted Items

C Junk E-mail

D Drafts

7 True or false? On the Ribbon, the commands available on a tab depend on which view is active.

True. For example, different commands are available on the Home tab depending on whether you’re viewing your Inbox or your calendar.

8 Which pane displays the contents of a mail item?

The Reading pane

9 What is Outlook Today?

It is a page that contains a summary of your events, appointments, meetings, and tasks for the day. It also displays the number of messages in the Inbox, Drafts, and Outbox folders.

Independent practice activity In this activity, you’ll customize the Outlook Today page.

1 Customize the Outlook Today page to show the following folders in the Messages section: Deleted Items, Inbox, Junk Email, Outbox, and Sent Items. (Hint: In the Outlook Today pane, click Customize Outlook Today.)

2 Customize the Outlook Today page to be displayed in the Summer style.

3 Save the changes you made in Outlook Today.

4 Dock the Calendar Peek to the Outlook Today page.

5 Close Microsoft Office Outlook 2013.

6 Start Microsoft Office Outlook 2013.

7 Restore the default home page for the Outlook Today page.

To do so, right-click Student##@outlanderspices.com in the Folder pane and choose Data File Properties. Click the Home Page tab, click Restore Defaults, and click OK.

8 Switch to the Folder view and locate your Junk E-mail folder. (Hint: Click the Ellipse button from the Navigation bar and select Folders.)

9 Return to the default Mail view.

2–1

Unit 2 Email basics



A Use the Inbox to preview and read messages.

B Create and send messages, and work with automation and formatting features.

C Reply to messages, forward messages, and delete and restore messages.

D Preview, open, read, forward, and save file attachments, and compress images in attachments.

E Customize page setup options for printing, and print messages and attachments.


Topic A: Reading messages Explanation You can use Outlook to view, reply to, and forward messages you receive. When you

receive an email message, you can save it as a file or forward it to other users. You can also delete email messages and restore deleted messages.

The Inbox By default, all messages you receive are stored in the Inbox folder. This is one of the most frequently used folders in Outlook. You can read messages stored in the Inbox. You can also create and send messages, and reply to messages. The Message list displays the Folder Contents list. The Reading pane is used to view messages.

The message header The header of an email message contains meta-information, that is, information about the email message. Header details are shown in the Message list as well as in the Reading pane. Header details include:

• Sender — Tells you who sent the message.

• Subject — Indicates the message’s subject, if the sender provided this information. This helps you identify the content of messages.

• Sending date — Displays the date and time the message was sent; these are typically close to when you received it.

Messages in the Message list are marked with various icons that help you identify your Inbox contents at a glance. The following table lists these icons and their meanings:

Icon Description

A message that’s been read and replied to

A message that’s been read and forwarded

A message with a file attachment

A flagged message

Additionally, a category indicator icon is shown for each message. By default, messages are uncategorized, so the box-shaped icon is white. You can assign a category, in which case the icon will be blue, red, or one of the other available colors.

Email basics 2–3

Do it! A-1: Exploring the Inbox

Here’s how Here’s why 1 Select Inbox (In the Folder pane.) To view your Outlook

Inbox.

Click the Home tab If necessary.

2 Observe the commands on the Home tab

It has mail-specific buttons.

3 Observe the status bar It shows the total number of messages in the Inbox.

4 Examine the email messages

Each message shows the name of the sender (Instructor), the subject of the message, and a preview of the message contents. The Message list also indicates whether you have read the message (black text), the date the message was received, and a flag, if you’ve flagged the message.

5 Select the message with the subject “Welcome to Outlook 2013”

6 Observe the Reading pane The Reading pane shows the content of the message that is selected in the Message list.

Examine the message header In addition to showing the subject, sender, and date, the Reading pane shows who the message was sent to.


Previewing and reading messages Explanation All new messages are delivered to the Inbox. Messages that have not been read appear

with blue text for the subject and date. Messages that have been read appear in regular text.

You can read messages in two ways:

• Previewing

• Reading

Previewing messages

By default, you can preview the first line of a message in the Message list. To preview more of a message, you can select it in the Message list to show its contents in the Reading pane.

Reading messages

To read a message, you open it in a new window. To do so, double-click the message in the Message list. Some people prefer to hide the Reading pane and read email messages in a separate window. Doing so provides more screen space for the message, because the Folder pane is not included in the Message window.

As shown in Exhibit 2-1, a Message window contains its own title bar and Ribbon (though not a status bar), as well as sections dedicated to the message header and contents. An additional bar, the People Pane, is present in the Message window, just as it is in the main Outlook window.

Exhibit 2-1: A received message

Email basics 2–5

Working with the Quick Access toolbar

The Quick Access toolbar contains a selection of commonly used buttons. The default buttons are (from left to right) Save, Undo, Repeat/Redo, Previous item, Next item, and Customize. You can customize the Quick Access toolbar to include buttons for additional commands.

To the left of the Quick Access toolbar is the Control-menu icon. Click it to display the Control menu, which you can use to close the window or otherwise manipulate the window itself.

Closing the message window

To close a message window, you can do any of the following:

• Click the Control-menu icon and choose Close.

• Click the Close button—the “×” in the window’s upper-right corner.

• Press Alt+F4.

Do it! A-2: Previewing and reading a message

Here’s how Here’s why 1 Select a message (In the Message list.) To preview its contents in

the Reading pane.

2 Double-click a message To open the message in a new window.

3 Examine the Ribbon

In addition to the Reply, Reply All, and Forward buttons, the Ribbon contains tools for managing messages and junk email and for tracking and editing messages.

4 Close the message window Click the Close button.


Topic B: Creating and sending messages This topic covers the following Microsoft Office Specialist exam objectives for Outlook 2013.

# Objective

2.1

2.1.1

2.1.5

Create a Message

Create messages

Add cc and bcc to messages

2.2

2.2.1

Format a Message

Format text

Explanation

Email provides a convenient way to communicate with colleagues and friends. To create a message, click the New Email button on the Home tab. A blank untitled Message window opens, as shown in Exhibit 2-2.

Exhibit 2-2: The message composition window

Email basics 2–7

The following table describes the components of a new Message window.

Component Used to…

To box Enter the email addresses of all the people to whom you want to send the message. To send a message to multiple recipients, separate the email addresses with semicolons.

Cc box Enter the email addresses of all the people to whom you want to send a copy of the message. Officially, cc stands for “carbon copy,” a holdover from the days of the typewriter and carbon paper. A more modern interpretation might be “courtesy copy.”

Subject box Type a word or phrase that describes the message.

Message area Type your message.

Ribbon Perform various actions, such as sending messages, attaching files, and flagging messages. You can also use buttons here to apply styles, fonts, and other formatting to your message text.

The Bcc box

Recipients can see who a message is sent to by looking at the email header in their Outlook window. This is also true when you include a recipient on the cc line. However, you can send a “blind carbon copy” (bcc) to a recipient. He or she will receive the copy, but none of the other recipients will see his or her name on the To or Cc lines.

By default, a new message window does not include a Bcc box. To add the Bcc box to a message you’re composing, click the Options tab on the Ribbon, and in the Show Fields group, click Show Bcc.

Selecting the message format

By default, new messages are composed in HTML format. HTML formatting in a message enables you to apply character and paragraph formats to your message’s body text (not to its subject line). You can also compose messages as plain text or Rich Text.

Plain-text messages cannot contain any formatting, such as bold or italics. However, plain-text messages are the smallest in size and most universally supported across various computer platforms and email programs. Rich Text formatting is compatible only with Outlook and Exchange. If you use Rich Text and send a message to someone using an email client other than Outlook, the formatting will be lost.

To change the message format for a single message, create the message and click the Format Text tab. Then click Plain Text or Rich Text in the Format group.

To change the default message format for all messages, click the File tab and then click Options. In the left pane of the Outlook Options dialog box, click Mail. From the “Compose messages in this format” list, select the default format you want to use. Click OK.


Sending messages

You can send your message by clicking the Send button in the email header or by pressing Ctrl+Enter. When you do either, the message is transferred to your Outbox folder. Outlook periodically delivers email and downloads new messages. To force Outlook to send and receive email, click Send/Receive All Folders on the Send/Receive tab.

Whenever you are online and receive a new message, a Desktop Alert appears in the notification area on the Windows taskbar.

Do it! B-1: Creating and sending a message

Here’s how Here’s why 1 Verify that the Inbox is active

2 Click New Email

To create a message.

3 In the To box, enter Student## In place of ##, enter your partner’s number.

4 Press t To move the insertion point to the Cc box. You can enter another email address here to send a copy of the message to that person.

5 In the Cc box, enter your instructor’s email address

6 Click the Options tab and observe the Show Fields group

You can use these options to insert the Bcc and From boxes.

Click Bcc and observe the message

The Bcc box appears under the Cc box.

7 Click the Bcc button again To hide the Bcc box.

8 In the Subject box, enter Greetings classmate

9 In the message area, enter This is a message from your classmate.

Email basics 2–9

10 Click the Format Text tab

Observe the Format group You can use these options to send the message in HTML, plain text, or Rich Text format. The default is HTML.

11 Be prepared to watch the Outbox folder, which is located in the Folder pane

Click Send (To the left of the To, Cc, and Subject boxes.) To send the message.

Observe the Outbox folder Briefly, a “[1]” should appear after the folder’s name. Outlook then transmits your message, removing it from the Outbox.

12 Observe the message from your partner

It will appear in your Inbox.

Select the message To preview it in the Reading pane.


Automation features Explanation Microsoft Outlook includes various automation features that help you more easily

manage your communications. These include:

• Address lookup and completion

• Word editor integration

Address lookup and completion

When you manually enter names in the To and Cc boxes, Outlook automatically checks your address books for the names. Address books contain the names of people with whom you frequently communicate. If the name you’re entering is one you’ve previously used, Outlook will suggest the matching name or names.

You can either continue typing the name or select it from the shortcut menu. Pressing Tab or Enter will select the first name in the list. You can also press Ctrl+K or click Check Names (on the Ribbon) to look up matching names in your address book, even those names to whom you haven’t sent messages recently. Outlook displays the results in a dialog box; double-click a name to enter it in the To or Cc box.

Word editor integration

By default, Outlook uses Microsoft Word components within the message composition window. It’s as if the message area box were a mini Word document. This enables you to take advantage of Word’s editing features, such as AutoCorrect, AutoComplete, inline spelling and grammar correction, and more. For example, as you type, Outlook (using Word components) automatically checks the spelling of your text. You’ll see the same red, wavy underlines beneath misspelled words that you do when typing a report. You can also use Word’s AutoComplete features to ease the entry of common items, such as dates.

Do it! B-2: Working with automation features

Here’s how Here’s why 1 Open a new Message window Click New Email.

2 In the To box, enter S A list appears, showing the names, starting with S, to whom you have recently sent email.

Press t Outlook automatically completes the name based on the email address that you used earlier. Notice that Student## is entered in the box automatically.

In the Subject box, enter Testing Outlook automation

3 Press t To move the insertion point into the message area.

Email basics 2–11

4 Type today

Press q Notice that the “today” you typed is converted to “Today” because of Word’s AutoCorrect feature.

5 Type is and press q

Type the first four letters of today’s weekday

For example, type “tues” if today is Tuesday.

Press e To complete the word automatically.

6 Type ,

(A comma.) Outlook displays the full date.

Press e To complete the full date.

7 Type a period, and then press e twice

To complete the sentence and start a new paragraph.

8 Type I’m lerning Outlook.

A red, wavy underline indicates that “lerning” is misspelled.

9 Right-click lerning

A shortcut menu appears with possible corrections for the misspelled word.

Choose learning To correct the misspelled word.

10 Click Send To send the message to your partner.


Formatting messages Explanation

When you create or reply to a message, you might want to emphasize some important text. You can do this by changing its color, size, or font or by applying underlining or italics. You can use the Basic Text group on the Ribbon’s Message tab, shown in Exhibit 2-3, to format the text in a message.

Exhibit 2-3: The Message tab on the Ribbon in a new Message window

For additional styles and formatting options, use the Format Text tab, shown in Exhibit 2-4.

Exhibit 2-4: The Format Text tab

You can also use the Mini toolbar to format the text in a message. When you select the text you want to format, the Mini toolbar appears above the selected text, as shown in Exhibit 2-5. If you point away from the selected text, the Mini toolbar will disappear.

Exhibit 2-5: The Mini toolbar

Email basics 2–13

Do it! B-3: Formatting a message

Here’s how Here’s why 1 Open a new Message window Click New Email.

2 In the To box, enter the name of your partner

To address the message to your partner.

In the Subject box, enter Venue for the class

Press t To move the insertion point into the message area.

In the message area, type as shown (including the misspelling)

3 Select the first line of text, as shown

You’ll format this text.

4 From the Font Size list, select 12 The list is in the Basic Text group on the Message tab.

From the Font list, select Arial Black

Deselect the text (Click anywhere in the message area.) The font and size of the message text have changed.

5 Select Outlander Spices and click

(The Bold button is on the Ribbon.) To make the selected text bold.

Deselect the text, and click at the end of the text

To see the changes and place the insertion point at the end of the text.

6 Press e

Type Time: and press q

Type 10:30 AM tomorrow To specify the time of the class.

7 Double-click tomorrow but don’t move the mouse pointer afterward

The Mini toolbar appears as a semi-transparent pop-up.

Point to the Mini toolbar It changes from semi-transparent to fully visible.

From the Font Size list, select 14 On the Mini toolbar.

8 Deselect the text If necessary.


Checking spelling and grammar in messages Explanation By default, Microsoft Word checks spelling and grammar automatically as you type. If

you misspell a word, a wavy red line appears under the word. If Word finds a grammatical problem, a wavy green line appears under the word or words. If you mistype a word and the result is not a misspelling (for example, “form” instead of “from”), the spelling checker will not flag the word.

You can postpone proofing your message until after you finish writing it. To start checking the spelling, click the Review tab and then click Spelling & Grammar in the Proofing group, or press F7. The same Spelling and Grammar dialog box you would see in Word is opened, as shown in Exhibit 2-6. (The language your system is configured to use will be displayed after the dialog box’s name. In the exhibit, U.S. English is the default language.)

Exhibit 2-6: The Spelling and Grammar dialog box

The misspelled word is shown in the Not in Dictionary box, and suggestions are shown in the Suggestions list. Select the appropriately spelled word and click Change to change a single occurrence of the misspelled word, or click Change All to change all occurrences of that word. You can also click Ignore Once to ignore one instance or click Ignore All to ignore all instances of a specific word.

Email basics 2–15

Do it! B-4: Checking a message’s spelling

Here’s how Here’s why 1 Click the Review tab

2 Click the indicated button

To open the Spelling and Grammar dialog box. This dialog box opens only when there is an incorrect word in the message.

3 Observe the Spelling and Grammar dialog box

It displays the incorrect word (“venu”) in red and prompts you to correct it by selecting a word from the Suggestions list.

From the Suggestions list, select venue

(If necessary.) This is the correct spelling.

4 Click Change A message box appears, informing you that the spelling and grammar check is complete.

Click OK To close the message box. Notice that “Venu” has changed to “Venue.”

5 Send the message

6 Check for new messages If necessary, click Send/Receive.

7 Select the message with the subject Venue for the class

(Click the message in the Inbox.) The contents of the message appear in the Reading pane. The message includes the formatting your partner applied.


Paste options Explanation

The various applications in Office 2013 provide you with a number of ways to paste content into a document, and Outlook 2013 is no exception. When you click the Paste button’s arrow, you’re presented with a Paste Options menu, as shown in Exhibit 2-7. The paste options will vary, depending on what text you’ve cut or copied to the Clipboard. When you point to each option, you’ll see an example of what its result will look like in the message body.

Exhibit 2-7: Paste options

The typical paste options are described in the following table.

Option Name and description

Use Destination Theme — Uses the theme, including fonts, defined for your e-mail messages. This option will format the pasted content so it looks like the current message text.

Keep Source Formatting — Keeps the formatting used in the document from which you copied the content. When you choose this option, the content will look like it did in the original document or Web page.

Merge Formatting — Outlook will incorporate both the source and the message format.

Keep Text Only — Only the text will be pasted; the text will not be formatted.

Paste Special — Opens the Paste Special dialog box, shown in Exhibit 2-8. You can use this dialog box to paste text as any of the following:

• A Microsoft Office object, whose content you can edit by using the original Office application, such as Word or Excel

• Formatted text (RTF)

• Plain text only

• HTML

• Unformatted Unicode Text, which is a text-only format

You can also paste the item as a link to the original document, using any of the formats described above. A link between the source and the message content will allow you to update the message content if any changes are made in the same content in the source (for example, text in a Word document or numbers in an Excel spreadsheet are changed).

Email basics 2–17

Exhibit 2-8: Paste Special options

Do it! B-5: Pasting content from an Office document The files for this activity are in Student Data folder Unit 2\Topic B.

Here’s how Here’s why 1 Create a message and address it to

your partner

Type the subject Sales for Last Two Quarters

2 In the message area, type Here’s a quick summary.

Press e twice To create line breaks.

3 From Windows Explorer, open Analysis

To open the source document in Word.

Select Sales Analysis… and the table beneath it

Click (The Copy button.) To copy the text.

Close Word

4 Switch to Outlook If necessary. If you’re asked to keep the last item you copied, click Yes.

Click the Paste button’s arrow To display the paste options.


5 Point to (Use Destination Theme.) To see what the text would look like using the current theme in Outlook.

6 Point to (Keep Source Formatting.) To see the text using the formatting from the Word document.

7 Point to (Merge Formatting.) To see the text with both Outlook and Word formatting merged.

8 Point to (Keep Text Only.) To show the text only, without any formatting. The table is broken.

9 Choose Paste Special… To open the Paste Special dialog box. You can paste the text or a link to the source text in the Word document.

Select Microsoft Word Document Object and click OK

10 Double-click the table in the Outlook message body

To open the text for editing in Word. The Paste Special option you chose allows you to open the text in the original application if you want to change it before you send the message.

11 Close Word and send the message

Click Send Anyway (If necessary.) To close the Attachment Reminder dialog box.

Close Windows Explorer If necessary.

Email basics 2–19

Topic C: Working with messages This topic covers the following Microsoft Office Specialist exam objectives for Outlook 2013.

# Objective

1.1

1.1.1

Customize Outlook Settings

Include original messages with all reply messages

2.1

2.1.2

2.1.3

2.1.7

2.1.8

Create a Message

Forward messages

Delete messages

Reply to all

Reply to sender only

2.2

2.2.2

Format a Message

Insert hyperlinks

Explanation Outlook provides a variety of tools for managing your email messages. Using Outlook, you can:

• Reply to messages

• Forward messages

• Delete and restore email messages

Replying to messages When you open a received message, Outlook provides two reply buttons in the Respond

group on the Ribbon:

• Reply — Creates a return message addressed only to the sender.

• Reply All — Creates a return message addressed to the sender and everyone who received a carbon copy of the original message.

Reply messages, by default, contain the original message text. This is useful when you need to refer to the original message. Also, when you type any text in the reply Message window, the text appears in blue so you can distinguish between your reply and the original message text.

Email etiquette suggests that you should trim the original message text to just the pertinent portions. Many people consider it rude to include screen after screen of prior text in a reply.

To send a reply:

1 Preview or open the message to which you want to reply.

2 Click Reply. This opens the reply in the Reading pane, with the name of the original sender in the To box. The reply message uses the subject of the original message with “RE:” added as a prefix.

3 Type your reply in the message area.

4 Click Send.


Do it! C-1: Replying to a message

Here’s how Here’s why 1 Select the message with the

subject Greetings classmate (Click the message in your Inbox.) You’ll reply to this message.

2 Click Reply To show the reply Message in the Reading pane and compose a reply.

Observe the reply in the Reading pane

The To box contains the name of the message sender. The Subject box displays the same subject, but with RE: added as a prefix.

3 Verify that the insertion point is in the first line of the message area

You’ll type your reply here.

4 Type Thank you

Press e The message text is blue.

5 Move to the next line Press Enter.

Type your name

6 Send the message Click Send. The Reading pane returns to the message view.

7 Click as shown

8 Observe the message in the Reading pane

The message indicates the action taken on the message, along with the date and time. In this case, the action was replying to a message.

Email basics 2–21

9 Observe the Message list

The original message now has an icon showing that you have replied to the message.

10 In the Folder pane, click Sent Items

To open the Sent Items folder. The reply you sent appears here. Any message you send will be stored in this folder.

11 Select your Inbox Next, you’ll use the Reply All option.

12 Select the message with the subject Greetings classmate

You’ll send a reply to the sender and to anyone who received a Cc.

13 Click Reply All To open a reply Message in the Reading pane.

14 Observe the Reply message The To box contains the name of the sender of the message, and the Cc box contains the name of the person who received a copy of the original message. (In this case, Instructor should be listed on the Cc line.)

15 Type Hello! In the message area.

16 Click Send To send the reply to the sender and to the person who was copied on the original message.


Forwarding messages Explanation

When you receive a message that other people need to know about, you can forward it to them. To forward a message:

1 Open or select the message.

2 Click Forward.

3 Enter the recipient’s name in the To box.

4 Click Send.

By default, when you forward a message, you’re really creating a new message. And in that new message, the entire original message is included in the body text, with the insertion point at the top of the new message, above the original message text. You can change this default behavior by using the Outlook Options dialog box.

To open the dialog box, click the File tab and then click Options. In the left pane, click Mail to display the mail properties that you can configure. Scroll to find the “Replies and forwards” section, shown in Exhibit 2-9. Using these settings, you can configure the following forwarding options:

• Open the message in a new window after you click Forward.

• Close the original message window after you click Forward. This can help you clean up the desktop by closing an unnecessary window.

• Insert your name before your comments if you make any comments inside the original message text.

• Configure the appearance of the original message text in the body of your forwarded message.

Exhibit 2-9: Forwarding options

Email basics 2–23

Do it! C-2: Forwarding a message

Here’s how Here’s why 1 Click the File tab and then click

Options To open the Outlook Options dialog box.

2 In the left pane, click Mail

Scroll to the “Replies and forwards” section

3 Observe the settings You can configure Outlook to open the message in a new window when you click Forward, close the original message window when you click Forward, preface your inline comments with your user name, and configure how original message text appears in your forwarded message.

Click Cancel

4 Select the message with the subject Venue for the class

In the Inbox Message list.

5 Click The message opens in the Reading pane. The subject of the message is the original subject, with the prefix FW: added.

6 In the To box, enter StudentXX (Where XX is the number of a classmate other than your partner.) To forward the message to the specified user.

7 In the message area, type I thought you might find this useful.

Notice that the text you type appears in blue.

8 Send the message

9 Open the Sent Items folder (Click Sent Items in the Folder pane.) The message you forwarded appears in the Sent Items Message list.


Hyperlinks Explanation

Sharing favorite or useful Web sites is a common use of email. You might send friends links to sites you think are funny or informative, or send colleagues links to sites providing valuable information for projects or day-to-day operations. Sharing a hyperlink is as easy as performing a copy and paste.

First, in your Web browser, select the text in the Address bar. Either press Ctrl+C, or right-click the selected text and choose Copy. Then, in Outlook, create a message and address it to your intended recipients. When you get to the body of the message, click the Paste button’s arrow and choose the Keep Text Only option.

You can also insert a hyperlink from within Outlook by using the Insert Hyperlink dialog box, shown in Exhibit 2-10. This dialog box offers several options not available when you just copy and paste a hyperlink.

• You can label the hyperlink with a title and create a custom ScreenTip for it.

• You can create a link to a file, a Web page, a location within a file or Web page, or an email address.

To open the Insert Hyperlink dialog box, click the Insert tab and then click Hyperlink in the Links group. Or you can right-click a blank area of a message and choose Hyperlink.

Exhibit 2-10: Inserting a hyperlink

Do it! C-3: Inserting a hyperlink

Here’s how Here’s why 1 Open Internet Explorer and

navigate to www.microsoft.com\outlook

To visit a Web page that you’ll link to in an email message.

If prompted to set up Internet Explorer, close the dialog box

Email basics 2–25

2 Click in the Address bar

To select the text. You’ll see the address changed to the correct address for Microsoft’s Outlook home page.

Right-click the selected text and choose Copy

3 In Outlook, click New Email On the Home tab.

In the To box, enter your partner’s email address

In the Subject box, type Interesting Outlook information

4 Right-click in the message body, and under Paste Options, click Keep Text Only

To paste the hyperlink into the new message.

5 Press e twice To create two blank lines.

6 Click the Insert tab, and in the Links group, click

To open the Insert Hyperlink dialog box.

7 Observe the dialog box In the Link to list, you can select what you want to link to, including a file or Web page, a place in a document you’re working on, a new document, or an email address. You can use the “Text to display” box to label the hyperlink, and use the ScreenTip button to create a ScreenTip.

8 In the Link to list, verify that Existing File or Web Page is selected

In the details pane, click Browsed Pages

Select the Email and Calendar Software | Microsoft Outlook – Office.com link

The “Text to display” box contains the page’s title. The Address box contains the Web address of the page you visited earlier in this task.

9 Click OK To close the Insert Hyperlink dialog box.

Observe the link It has the title you saw in the “Text to display” box. If you compare it to the link you copied into the message, you can see that it looks a little more professional than a plain Web address.



Deleting and restoring messages Explanation

You can delete messages that you don’t need any longer. To delete a message, you select it and then either click the Delete button (on the Home tab) or press the Delete key.

Deleted messages are not immediately removed. Instead, they are moved to the Deleted Items folder. This means you can recover accidentally deleted items by moving them out of the Deleted Items folder into another folder. You can also select a message, click the Home tab, click Move (in the Move group), and choose Other Folder. In the Move Items dialog box, select the folder you want to move the message to and click OK.

To permanently delete an item, you must empty the Deleted Items folder. To do so, select that folder, click the Folder tab, and click Empty Folder. You can also right-click the Deleted Items folder and choose Empty Folder.

If you’re using a Microsoft Exchange Server account, messages might still be recoverable even after you empty the Deleted Items folder. Click the Folder tab and then click Recover Deleted Items. Select the messages you want to recover, and click the Recover Selected Items button. The messages will appear in the Deleted Items folder. The Exchange administrator controls how long deleted messages will be recoverable.

Do it! C-4: Deleting and restoring a message

Here’s how Here’s why 1 Open the Inbox folder Click Inbox in the Folder pane.

2 Select the message with the subject Your second message

You’ll delete this message.

3 Click (On the Home tab.) To delete the message. It is removed from the Message list.

4 Select the Instructor’s message with the subject Welcome to Outlook 2013

Press d To delete the message.

5 Open the Deleted Items folder (Click Deleted Items in the Folder pane.) The deleted messages appear in this folder, which stores all of the deleted messages.

6 Drag the Welcome to Outlook 2013 message to the Inbox folder in the Folder pane

To restore the deleted message.

Select the Inbox folder The message has been restored to your Inbox.

Email basics 2–27

7 Select the Deleted Items folder

Right-click the Deleted Items text

Select Empty Folder To remove the message from the Deleted Items folder. A message box prompts you to confirm the deletion.

Click Yes The folder is emptied.

8 Click Recover Deleted Items

On the Folder tab.

Select the message with the subject Your second message

Click After a moment or two, the message appears in the Deleted Items folder again.

9 Click the File tab and then click Options

To open the Outlook Options dialog box. You’ll configure Outlook to automatically delete items from your Deleted Items folder when you close Outlook.

Click Advanced

In the “Outlook start and exit” section, check Empty Deleted Items folders when exiting Outlook

Click OK To close the Outlook Options dialog box.

10 Select the Inbox folder


Topic D: Handling attachments This topic covers the following Microsoft Office Specialist exam objectives for Outlook 2013.

# Objective

1.3

1.3.3

1.3.4

Print and Save Information in Outlook

Save message attachments

Preview attachments

2.1

2.1.4

Create a Message

Adding/removing message attachments

2.2

2.2.4

Format a Message

Insert images

Explanation In addition to sending a standard email message, you can add an attachment to the message. When you receive an email message that includes an attachment, you can preview or save the attachment. You can also forward the attachment to others.

Attach a file to a new message You can attach any type of file to an email message in order to send the file to the

recipient. For example, you can send Word, graphics, sound, and movie files as attachments. You can attach a single file or multiple files to a message. The Attached box displays the name and size of each attachment.

To attach a file:

1 Create a message.

2 Click the Attach File button in the Include group on the Ribbon.

3 Select the file you want to insert, and click Insert. The Attached box, listing the attached file, appears under the Subject box.

By default, Outlook blocks potentially unsafe attachments, such as EXE and VBS files, which can contain viruses. If you attach a file with an extension that might be blocked by Outlook, you will be asked whether you want to send a potentially unsafe attachment. If you send the attachment anyway, it might be blocked by the recipient’s Outlook program or antivirus software.

Forward a message that contains an attachment You can forward a message that contains an attachment by opening the message and

clicking Forward. By default, the file is attached to the message. Type your note, address the message, and click Send.

You can also forward a message and add an attachment. To do so:

1 Open the message you want to forward.

2 Click the Forward button in the Respond group on the Ribbon.

3 Click the Attach File button in the Include group on the Ribbon.

4 Select the file you want to insert, and click Insert. The Attached box, listing the attached file, appears under the Subject box.

Email basics 2–29

Do it! D-1: Sending and forwarding attachments The files for this activity are in Student Data folder Unit 2\Topic D.

Here’s how Here’s why 1 Click the Home tab

2 Click New Email

Address the message to your partner

In the To box, type your partner’s email address.

Enter the subject as Sales Report

3 In the message area, type I am sending the West Coast sales report.

4 Click (In the Include group on the Ribbon.) To open the Insert File dialog box.

5 Navigate to the current topic folder

Student Data folder Unit 2\Topic D.

Select Analysis (If necessary.) Analysis is a Word document that contains a table and a graph showing the growth of sales.

Click Insert

To attach the file. The Attached box appears under the Subject box and displays the name and size of the attachment.

6 Send the message After a moment, your partner’s message will appear in your Inbox. If it doesn’t, click Send/Receive on the Send/Receive tab.


7 Observe the new message in your Inbox

The attachment icon (a paperclip) appears to the right of the sender name in the header information.

8 Select the message from your partner

9 Click Forward The attachment appears in the Attached field.

10 Click To close the message without sending it.

Resizing images and image attachments Explanation

If you are using HTML or the Rich Text format for your messages, you can insert images into the message body or as attachments. If you insert or attach large pictures or several pictures, you might want to resize them to make the message smaller.

Inserting vs. attaching

When you insert an image, it appears within the text of your message, much like a picture you insert in a Word memo appears within the document. An attached image is treated just like an attached document: it is listed in the Attached box when you send the message, and it is not displayed inline.

Resizing image attachments

You can use an image editing program to resize an image before attaching it to your email message. However, Outlook can handle the task for you automatically.

After attaching the image, click the File tab. If necessary, click Info. Then select “Resize large images when I send this message.” Outlook will automatically resize the image to a maximum of 1024 × 768 pixels.

Compressing inserted images

After you insert pictures into a message, select an image to display the Picture Tools | Format tab. (This is one of Outlook’s contextual tabs—tabs that appear only in certain circumstances.) Click the Compress Pictures button, select a compression option, and click OK.

Email basics 2–31

Do it! D-2: Inserting, attaching, and compressing images The files for this activity are in Student Data folder Unit 2\Topic D.

Here’s how Here’s why 1 Create a message

2 In the To box, enter the name of your partner

3 In the Subject box, enter Spice Picture 1

In the message area, type Here’s the first spice arrangement picture for the newsletter.

4 Click Attach File The Attach File button is in the Include group on the Ribbon.


Point to Spicearrangement1 The image is an approximately 1.3 MB TIF file.

Select Spicearrangement1

Click Insert

6 In the Message window, click the File tab

The Info command will be selected by default.

Select Resize large images when I send this message

Click the left-pointing arrow (In the upper-left corner.) To return to the message window.

7 Click Send The image is resized automatically and the message is delivered.

8 Create a message addressed to your partner

9 In the Subject box, enter Spice Picture 2


10 In the message area, type Here’s the second arrangement picture.

Press e

11 Click the Insert tab

Click Pictures

Navigate to the current topic folder

Select Spicearrangement2.tif

The size of the file is approximately 1.3 MB.

Click Insert To insert the picture in the body of the message. The Picture Tools | Format tab appears.

12 Click The Compress Pictures button is in the Adjust group on the Picture Tools | Format tab.

Under Target output, select Email (96 ppi): minimize document size for sharing

To optimize the picture in the message to a size suitable for emailing.

Click OK

13 Click Send Your partner’s messages will arrive in your Inbox in a few moments. Click Send/Receive if they do not.

14 Select the Spice Picture 1 message

Notice that the attachment is a JPG file instead of a TIF file, and it is considerably smaller than 1.3 MB.

15 Double-click the Spice Picture 2 message

In the Inbox Message list.

Click the File tab Notice the size of the message that is listed under Properties. The message is just over 100 KB, much smaller than the original image.

Return to the Spice Picture 2 message

By clicking the left arrow in the upper corner of the File tab window.

Close the Spice Picture 2 window

Email basics 2–33

Previewing and saving attachments Explanation

When you receive a message containing a file attachment, the message will have a paperclip icon in the Message list. The icon appears to the left of the sender’s name (as part of the header information). You can view the name and size of the attachment, as shown in Exhibit 2-11, in the header of the Reading pane or in the opened message.

Exhibit 2-11: An attachment

Previewing or opening an attachment

When a message contains an attachment, you can click the attachment’s name to preview the file in the Reading pane or message window. You can open the attachment in its associated program by double-clicking the attachment’s name. For example, double-clicking a Word document opens Microsoft Word.

Saving an attachment

You can save all attachments or a single attachment to an email message. There are several ways to save an attachment:

• Use the Save As button on the Attachments tab.

• Right-click the attachment and choose Save As.

• Double-click the attachment, and once the attachment is opened in its associated program, save it from within that program.


Do it! D-3: Previewing and saving an attachment

Here’s how Here’s why 1 Select the Sales Report

message from your partner To display the message contents in the Reading pane.

2 In the Reading pane, observe the attachment area

It displays Message text and the name and size of the attachment.

3 In the Reading pane, click the attachment’s file name

You’ll see the message “Starting Microsoft Word Previewer” in the Reading pane. After a moment, the attachment is displayed inline.

In the Message list, click the message

To display the message again without previewing the attachment.

4 Double-click the attachment’s file name

To open the attachment in Microsoft Word. The Opening Mail Attachment dialog box might appear.

5 Close Microsoft Word To return to Outlook.

6 In the Reading pane, select the attachment

7 On the Attachments tab, in the Actions group, click Save As

8 Navigate to the current topic folder Student Data folder Unit 2\Topic D.

Edit the File name box to read My sales

To save the attachment with a different name.

Click Save To save the attachment and close the Save As dialog box.

9 Select the Spice Picture 2 message

(In the Message list.) The image that your partner inserted into that message is immediately visible. It’s not an attachment.

10 Right-click the picture The shortcut menu includes the Save As Picture command. You could click it to save this picture, just like you saved the attachment.

Press g To close the shortcut menu.

Email basics 2–35

Topic E: Printing messages and attachments This topic covers the following Microsoft Office Specialist exam objectives for Outlook 2013.

# Objective

1.3

1.3.1


Print messages

Explanation

As with other Office documents, you can print Outlook messages. You can also control page settings such as margins, headers and footers, and orientation.

By using the options on the Print page, shown in Exhibit 2-12, you can specify which printer to use. You can also specify the style, the number of copies, and other settings for printouts. Click the File tab and choose Print to display these options.

Exhibit 2-12: The Print page

The Print page displays a preview of the way your message will look when printed. From this page, you can specify which printer to print to. Use the Table Style option to print a list of messages in your Inbox (or currently selected folder). Use the Memo Style option to print the open or previewed email message. Click the large Print button at the top of the page to actually print.

To customize the way messages print, you can change the page setup. The Page Setup: Memo Style dialog box is shown in Exhibit 2-13. You can use the Format, Paper, and Header/Footer tabs to specify the fonts, paper source, margins, orientation, and header and footer for the printed message. A header will appear at the top of the page, and the footer will appear at the bottom of the page. A page layout preview appears on the Format tab.


Exhibit 2-13: The Page Setup dialog box

To print a message, you can right-click it in the Inbox and choose Quick Print. The message will print to your default printer, and you won’t be able to change any print settings. To print multiple messages, select each message you want to print; then click the File tab and click Print.

To print an attachment, you can double-click it to open it and then print it from within the application. Or you can right-click the attachment in an open message and choose Quick Print to print the attachment without changing any print settings.

Email basics 2–37

Do it! E-1: Printing messages and attachments

Here’s how Here’s why 1 Click Inbox If necessary, to select your Inbox.

Select any message In your Inbox.

2 Click the File tab and then click Print

To display the Print page. A large preview of your printout is shown on the right. In the middle are options for selecting the printer and the output style.

3 Click Table Style The preview changes to show that a list of the messages in your Inbox will be printed instead of a single message.

4 Click Print Options To open the Print dialog box. You can use controls in this dialog box to specify which printer to print to, how many copies to print, the range of pages to print, and so forth.

5 Select Memo Style

Click Page Setup To open the Page Setup dialog box.

6 Click the Paper tab Use this tab to specify settings related to paper size and orientation.

7 Click OK

8 Click Print To print the message.

9 Return to the Inbox

Select two messages Use Ctrl+click to select them.

10 Click the File tab and click Print

11 Preview the messages in the preview pane

Click Print To print both messages.

12 Open a message with an attachment

Right-click the attachment and choose Quick Print

To print the attachment.


Unit summary Topic A In this topic, you learned how to work with email messages. You previewed a message

in the Reading pane and opened a message in its own window.

Topic B In this topic, you created and sent a message. You used automation features such as AutoComplete and Check Names. In addition, you used the Ribbon and the Mini toolbar to format message text. You also learned how to check the spelling and grammar in a message.

Topic C In this topic, you replied to and forwarded messages. You learned that when replying to a message, you can reply to the sender alone or reply to all people who received the original message. You also learned how to delete messages and restore deleted messages from the Deleted Items folder.

Topic D In this topic, you attached a file to a message, and you previewed and saved an attachment. Next, you inserted and attached images to messages and compressed those images. Then, you previewed, opened, and saved an attachment.

Topic E In this topic, you learned how to customize the page setup when printing messages. You also learned how to print a message and an attachment.

Review questions 1 When you are looking at the Message list, what indicates that you’ve replied to a

particular message?

An open-envelope with left arrow icon

2 When should you use the To line versus the Cc line while addressing an email message?

Use the To line to address a message to someone from whom you expect a response or some sort of action. Use the Cc line to address messages to people who should know of the conversation (they need to stay “in the loop”), but don’t need to participate in it.

3 Which feature automatically checks the address book for the message recipient’s name?

A AutoCorrect

B AutoComplete

C Name-checking

D Spell-checking

4 Which feature automatically enters the recipient’s name based on email addresses you’ve used earlier?

A AutoCorrect

B AutoComplete

C Name-checking

D SmartTags

5 What is the difference between using the Reply button and the Reply All button?

The Reply button creates a return message addressed to only the sender. The Reply All button creates a return message addressed to the sender and to everyone else who received the original message.

Email basics 2–39

6 What is the procedure to attach a file to an email message?

a Click the Attach File button on the Ribbon.

b Select the file you want to insert.

c Click Insert.

7 In what way does a message’s subject change when you forward the message?

The letters “FW” appear before the subject text

8 How do you add a Blind Carbon Copy field to a message?

To add the Bcc box to a message you’re composing, click the Options tab on the Ribbon, and in the Fields group, click Show Bcc.

9 True or false? An attached image will be displayed inline with the remainder of the email message.

False. The recipient must select the attachment or open it for viewing.

10 If you are sending several large images as attachments, how can you resize the images before sending the message?

Attach the files to the message. Then click the File tab and click Info. Select “Resize large images when I send this message.” Click the Message tab. Complete and send your message.

11 On which tab is the command to print an email message?

The File tab.

Independent practice activity In this activity, you’ll attach a file to a message, check a message for spelling errors, and save an attached file. You’ll also reply to a message and forward a message. You will need to work with a partner to complete this activity.

The files for this activity are in Student Data folder Unit 2\Unit summary.

1 Compose a message as shown in Exhibit 2-14. (Hint: Enter the name of your mailing partner in the To box and in the message area.)

2 Attach the file New rules to the message.

3 Check the message for spelling errors.

4 Send the message to your partner.

5 Read the message you receive from your email partner.

6 Save the attached file with the name My new rules.

7 Reply to the email message. In the message area, enter Thanks for the email. I’ll forward a copy to the purchasing team.

8 Forward the message to another student in the class (someone other than your partner).

9 Close the Message window, if necessary.


Exhibit 2-14: Independent Practice Activity after step 1

3–1

Unit 3 Email management



A Set message options such as sensitivity and importance, and set up delivery and read-receipt options for messages.

B Organize messages by using views and by sorting and grouping messages.

C Add users to the Blocked Senders and Safe Senders lists, mark messages as Not Junk, and manage junk email options.


Topic A: Setting message options This topic covers the following Microsoft Office Specialist exam objectives for Outlook 2013.

# Objective

2.1

2.1.9

2.1.10

2.1.11

2.1.12

Create a Message

Prioritize messages

Mark as private

Request delivery/read receipt

Redirect replies

2.3

2.3.7

2.3.8

Organize and Manage Messages

Mark as read/unread

Flag messages

Explanation When you send an email message, you might want the recipient to know whether it’s sensitive (personal or confidential) and whether it’s urgent so that he or she can respond accordingly.

Setting the sensitivity level You can specify the sensitivity level for an email message. There are four levels of

sensitivity: Normal (default), Personal, Private, and Confidential. When you set the sensitivity to a setting other than Normal, a notice indicating the sensitivity level will appear in the message’s InfoBar for the recipient.

To set the sensitivity of a message:

1 Create a message.

2 On the Ribbon, click the Dialog Box Launcher in the Tags group, shown in Exhibit 3-1, to open the message Properties dialog box, shown in Exhibit 3-2.

3 Under Settings, select the Sensitivity level you want to use. You can also select an Importance level by using this dialog box.

4 Click Close.

5 Send the message.

Exhibit 3-1: The Dialog Box Launcher in the Tags group

Email management 3–3

Exhibit 3-2: The message Properties dialog box

Setting the importance level Use Outlook’s importance levels to indicate whether a message is urgent. When you set

the importance level for a message to High, a red exclamation mark in the message header tells the recipient that the message needs an immediate response. The default level of importance for a message is Normal. You can also set the importance to Low for messages that don’t need a response or that are not a high priority.

To change the importance level for a message, click the High Importance button or the Low Importance button in the Tags group on the Ribbon, as shown in Exhibit 3-1. If neither button is activated, the importance level is set to Normal.


Do it! A-1: Defining delivery options

Here’s how Here’s why 1 Open a new Message window (Click New Email.) You need to know the time

of a team meeting. You’ll send a message of high importance to your partner.


In the Subject box, enter Meeting time?

In the message area, type Help! I forgot the time of today’s team meeting.

2 In the Tags group, click (On the Ribbon.) To set the importance level to High.

3 Click the Dialog Box Launcher, as shown

To open the message’s Properties dialog box.

4 Under Settings, from the Sensitivity list, select Private

Text in the InfoBar will inform the recipient that this email message is private. He or she will not be able to modify it when forwarding or replying to it.

5 Click Close To close the Properties dialog box.

6 Send the message

7 Observe your Inbox

Your partner’s message will be listed in your Inbox after a few moments. The red exclamation point indicates that the message was marked as being important.


8 Select the Meeting time? message

In the Reading pane, the InfoBar informs you that the message is private.

9 Click Reply You’ll send the time of the team meeting. Notice that the High Importance button is not selected. By default, the importance level resets to Normal when you reply to a message.

In the message area, type The meeting is tomorrow at 10:30 AM.

Send the reply The original message is still selected, and its InfoBar now indicates that you replied.

10 Click Forward You’ll forward this message to another person. Notice that the High Importance button is selected. The importance level does not reset to Normal when you forward a message.

11 Click High Importance (In the Tags group.) To remove the High Importance level.

12 Send the message to another student

In the To box, enter the address of a student other than your partner. When the forwarded message is received, no exclamation point appears.

Delaying email delivery Explanation You can delay the delivery of an email message. When you do so, the message is not

sent until the date and time you specify.

To delay the delivery of a message:

1 Create a message.

2 Open the message’s Properties dialog box by using either of these techniques:

• On the Message tab, in the Tags group, click the Dialog Box Launcher. In the dialog box, check "Do not deliver before.”

• On the Options tab, in the More Options group, click Delay Delivery. In the dialog box, "Do not deliver before” is checked automatically.

3 Next to "Do not deliver before,” specify the date and time when you want the message to be sent.

4 Click Close.

5 Finish the message and click Send.


Do it! A-2: Specifying a delayed email delivery

Here’s how Here’s why 1 Open a new Message window


In the Subject box, enter Reminder

2 In the message area, type Don’t forget we have a meeting at 10:30.

The meeting you’re referring to is scheduled for tomorrow, so you’ll delay the message so it is sent tomorrow.

3 Click the Options tab

4 In the More Options group, click Delay Delivery

To open the Properties dialog box. Under Delivery options, "Do not deliver before” is checked.

5 From the list next to "Do not deliver before,” select tomorrow’s date

6 From the time list, select 8:00 AM

To specify the time at which the email message can be sent.

7 Click Close

8 Click Send To send the message. It won’t be received until after 8 AM tomorrow.

9 Observe your Outbox folder (In the Folder pane.) One message is in your Outbox.

Select Outbox To view your Outbox.

Click the Send/Receive tab and then click Send/Receive All Folders

One item remains in your Outbox. Your scheduled note will remain there until the delivery time you specified.

10 Select Inbox To view your Inbox again.

Click the Home tab


Specifying email reply addresses Explanation

By default, when a recipient replies to an email message, the reply is sent to the original sender’s address. However, when you send a message, you might want replies to be sent to a different address. For example, if you use more than one email account, you might send a message from one account but want replies to go to another account. Alternately, you might want a response to go to a colleague.

To specify an email address to which replies are sent:

1 Create a message.

2 Open the message’s Properties dialog box:

• On the Message tab, in the Tags group, click the Dialog Box Launcher. In the dialog box, check "Have replies sent to.”

• On the Options tab, in the More Options group, click Direct Replies To. In the dialog box, "Have replies sent to” is checked automatically.

3 Next to "Have replies sent to,” specify the email address to which you want replies sent.

4 Click Close.

5 Finish the message and click Send.

Do it! A-3: Specifying an email reply address

Here’s how Here’s why 1 Open a new Message window


In the Subject box, enter Out Thursday

2 In the message area, type I’ll be out of town Thursday. Contact me in an emergency.

You’ll specify your personal email address for any replies to this message, because while you’re out of town, you’ll be checking your personal email.


4 Click Direct Replies To (In the More Options group.) To open the Properties dialog box. Under Delivery options, "Have replies sent to” is checked.

5 Next to "Have replies sent to,” enter an alternate email address

Specify an alternate email address provided by your instructor. If no alternate is available, just enter your assigned email address.

6 Click Close

7 Click Send


Requesting read and delivery receipts Explanation

Sometimes it’s important to know when a message is delivered to the recipient and when each recipient reads the message. You can track when the messages you sent are delivered and when they are read.

To request notification when a message has been delivered, check "Request a Delivery Receipt” in the Tracking group on the Options tab. When the message is delivered to the user’s Inbox, you will receive a message stating that delivery was successful.

To request notification when the message has been read by each recipient, check "Request a Read Receipt” in the Tracking group on the Options tab. When the recipient opens the message, he or she is notified that you’ve requested a read receipt. The recipient has the option of sending or denying a read receipt. You can identify notification messages in your Inbox by the word "Read:” before the subject.

Do it! A-4: Using delivery and read receipts

Here’s how Here’s why 1 Create a message and address it to

your partner

Enter the subject Cinnamon prices in Malaysia

In the message area, type Cinnamon prices doubled today. We’ll need to revise our prices.


In the Tracking group, check Request a Delivery Receipt

You’ll receive a return message with the date and time the message was delivered to the recipient’s Inbox.

In the Tracking group, check Request a Read Receipt

You’ll receive a return message with the date and time when the recipient opens the message.

3 Send the message to your partner


The icon above the time indicates that your message was received by your partner. This is your delivery receipt message.

Select the delivery receipt message

(The one with the icon.) In the Reading pane, you’ll see a message stating that your email was delivered and listing the recipients.


5 Double-click the Cinnamon Prices in Malaysia message

(The message your partner sent you.) To open it. You’re prompted to send a read receipt to your partner. (You will not be prompted if you preview the message.)

Click Yes To send the read receipt message.

6 Close the Message window

7 Observe the read receipt message

The message with Read: in the subject line is the read receipt. Notice the checkmark icon.

Select the read receipt In the Reading pane, the message states when your message was read.

Message flags Explanation

When you receive an email message that you need to follow up on, you can flag it as a reminder. You can also send a flagged message to other people. The message will then alert the recipients that immediate action is needed for that message. Flagged messages create to-do items either for you alone or for you and the recipients of the message.

If your Inbox contains many email messages, you might think it will be difficult to search for flagged messages. However, flagged messages are displayed in the Task list, as shown in Exhibit 3-3.

Exhibit 3-3: Flagged messages in the Task list

Sending a flag and reminder with a new message

You can flag a new message and create a reminder for message recipients by using the Follow Up button in the Tags group on the Ribbon. Just click Follow Up and choose Add Reminder. By default, the message will be flagged for you, and a reminder will be created for a time in the future. Use the Custom dialog box, shown in Exhibit 3-4, to change the reminder time to a time that is appropriate for you.

To flag a message for recipients and create a reminder for them, check Flag for Recipients and specify the date and time you want the reminder to be displayed.


Exhibit 3-4: Creating reminders

Flagging received messages

Flagging a message identifies it for further action by inserting a flag symbol on the right side of it in the Message list. When you flag a received message, you can specify the action to be taken, the due date, and the time.

To flag a message, right-click the flag column to the right of the message and choose one of the menu options shown in Exhibit 3-5. After you set the flag, the InfoBar displays the option you chose. Your flagged message will appear in the To-Do list, in Tasks, and in the Daily Task list in the Calendar.

Exhibit 3-5: The Flag menu


Marking a flagged message as completed

After you follow up on a flagged message, you can mark it as completed. You can work with flagged messages in either the Tasks list or the Message list. To mark a flagged item as complete, right-click the message and choose Mark Complete. The flag changes to a checkmark, and the message is removed from the Task list.

Clearing a message flag

If you want to remove the flag from an email message, choose Clear Flag from the Flag menu. When you clear a flag, there is no record of the message ever appearing in views such as Tasks. If you want to keep a record of completed items, use the Mark Complete option.

Marking a message as read and unread

Unread messages are shown in dark blue text in the Message list. When you select a message from the Message list, it is automatically marked as read and appears in the Reading pane. To mark a message as unread, right-click it from the Message list and choose the Mark as Unread option.

Do it! A-5: Flagging an email message

Here’s how Here’s why 1 Select the Cinnamon prices

in Malaysia message Make sure you select the message sent to you by your partner.

2 Click the flag icon

(Move the mouse pointer over the message to show the Flag icon.) To flag the message for follow-up. The message now has a red flag and appears under Today in the Tasks list. By default, flagged messages are flagged under Today.

Observe the Reading pane The InfoBar lists start-by and due-by dates. The default flag marks items as due today.

3 Right-click the flag for the "Cinnamon prices in Malaysia” message

Choose Next Week

Observe the Reading pane The InfoBar now indicates that you must follow up by the Friday of next week.


4 Right-click the flag for the "Cinnamon prices in Malaysia” message

Choose Mark Complete The icon becomes a checkmark.

Observe the Reading pane The InfoBar now indicates that you have completed this task.

5 Right-click the checkmark for the "Cinnamon prices in Malaysia” message

Choose Clear Flag To remove the flag from the message. The InfoBar message is also removed.

6 Create a message to your partner, with the subject Price updates

7 In the message area, type Call me today to talk about price changes.

8 Click Follow Up and choose Add Reminder…

To open the Custom dialog box, shown in Exhibit 3-4.

9 Check Flag for Recipients, and check Reminder

Choose today’s date, and set the reminder time for 10 minutes from the current time

(Select the numbers in the Time box.) For example, if it’s 1:17 p.m., change the time for the reminder to 1:27 p.m.

Click OK To close the Custom dialog box.

10 Observe the top of the message (Below the Ribbon.) Your reminder and your recipient’s reminder information is displayed.

Send the message

11 Select the new message in your Inbox

The message has been flagged, and a reminder (indicated by the bell icon) has been created.

Deselect the message By selecting any other message. The message is not read until you select something else.

12 Right-click the message and select Mark as Unread

This is helpful when you quickly glance at a message, but need to return to it later to actually read it.


The Reminders window Explanation The Reminders window is like an alarm clock. It will open on the date and at the time

specified in any reminders you have created or have been sent in Outlook. You can use the options in the Reminders window, shown in Exhibit 3-6, to see details about the reminder or to dismiss the reminder. You can also set a snooze function to have the Reminders window open again, anywhere from 5 minutes to 2 weeks in the future.

Exhibit 3-6: The Reminders window

Do it! A-6: Using the Reminders window

Here’s how Here’s why 1 Wait for the Reminders window

to open (If necessary.) You’ll see the Price updates message that your partner sent to you.

2 Right-click the reminder and click Open

To open the message for which the reminder was set.

Close the message

3 In the Reminders window, verify that the reminder item is selected, and click Dismiss

To remove the reminder.


Topic B: Organizing the Inbox folder This topic covers the following Microsoft Office Specialist exam objectives for Outlook 2013.

# Objective

1.1

1.1.5


Configure views

1.4

1.4.2

Search in Outlook

Search for messages

2.3

2.3.1


Sort messages

Explanation Outlook provides you with various tools and techniques for organizing your Inbox, including views and folders. You can also sort and arrange messages.

Working with views A view is a set of options for displaying messages or items in a folder. For example, in

the Inbox’s Compact view, messages are listed in reverse chronological order. The sender is displayed on one line. The Subjects are displayed with the date on a second line. The third line shows the beginning text of the message contents and can be customized to show up to three lines of text or no lines. The Reading pane displays the entire contents of the selected message.

Outlook includes several built-in views, each of which you can customize. You can also create your own custom views. A view is made up of a view type, fields, grouping and sorting options, colors, and fonts.

Changing the view

To change the view, click the View tab. Then click Change View and choose the view you want to use. The Change View menu is shown in Exhibit 3-7.

Exhibit 3-7: Changing the view in the Inbox folder


Do it! B-1: Changing views

Here’s how Here’s why 1 Display your Inbox (In the Folder pane, click Mail and select

Inbox.) The current view displays all messages in the Inbox in a three-line format.


Click Change View and choose Single

To switch to the Single view. Messages are now shown in a two-line format.

Click where indicated

You can sort the messages by clicking a column’s header.

3 Change to the Preview view (Click Change View and choose Preview.) The Reading pane is hidden, and messages are listed in a two-line format that spans the width formerly shared by the Message list and Reading pane.

4 Change to the Compact view To return to the default Inbox view.

5 From the View menu, click Message Preview

Choose 3 Lines To show three lines of text for the message contents for each email in the Message list. A message displays asking if you want to change the preview setting in All mailboxes, or only This folder.

Click This Folder Notice the emails in the Message list show up to three lines of message text.

6 Change the Message list to show only one line of message text

Click Message Preview and choose 1 Line.


Arranging, sorting, and filtering items Explanation

You can arrange the items in your Message list based on various criteria, such as the date, the sender’s name, or the subject. You can also sort the items in ascending or descending order. By default, messages in the Inbox are grouped by date. The newest messages appear at the top of the Folder Message list.

You can choose one of the predefined arrangements described in the following table or create a custom arrangement. Unless otherwise specified, in all of the arrangements, messages are sorted by date, with the newest messages listed first.

Arrangement Grouped by…

Date Date sent.

From Sender.

To First recipient in the To line.

Categories Categories, with uncategorized messages listed first, followed by categories in alphabetical order.

Flag: Start Date Flagged messages by start date. (No Date items are listed first, followed by groups for any other specified start dates.)

Flag: Due Date Flagged messages by due date. (No Date items are listed first, followed by groups for any other specified due dates.)

Size Message size in the following categories: Enormous (> 5 MB), Huge (1–5 MB), Very Large (500 KB–1 MB), Large (100–500 KB), Medium (25–100 KB), Small (10–25 KB), and Tiny (< 10 KB).

Subject Subject, alphabetically.

Type Item type, such as Message (email messages), Automatic Reply, Meeting request, and so forth.

Attachments Messages with attachments and those without attachments.

Account Email accounts defined on your system.

Importance Importance level (High, Normal, and Low), with the highest-priority messages listed first (at the top).


Selecting an arrangement

Outlook provides at least three means to set the arrangement of messages in the Message list. These are:

• Click the View tab and then click the desired arrangement type in the Arrangement group.

• Right-click the heading of the Message list, choose an arrangement type.

Sorting an arrangement

Each of the arrangements has a default sorting order for its groupings. For example, the Importance arrangement lists the most important messages at the top. Within a group, messages are listed in chronological order, with the newest messages listed first.

You can change the grouping order with a simple click. Notice the label of the Header changes, depending on the arrangement you have selected. For example, with messages arranged by Conversations, you’ll see the label "Newest” in the header of the Message list. With the Importance arrangement active, that same header is labeled "High” Regardless of its label, click that button to reverse the sorting order.

Ungrouping messages

By default, items are arranged in groups. For example, arranging items by Importance creates a view in which messages with the same Importance level are listed together, along with a heading. You can display messages without this grouping. In that case, messages are simply listed, one after the other, in the Message list, ordered by the criteria you selected for the arrangement and sorting.

To display messages without the grouping, click the Arrange By button in the Arrangement group on the View tab. Then choose Show in Groups to clear the option.

Filtering unread emails

By default, all messages are shown in the Message list. If you are looking for a specific unread message, you can use the Unread button at the top of the Message list to apply a filter that only displays unread emails. To return to viewing all email messages, use the All button in the Message list.


Do it! B-2: Arranging, sorting, and filtering messages

Here’s how Here’s why 1 Click the View tab If necessary.

2 In the Arrangement group, click Arrange By

3 Choose Importance To arrange messages by importance.

4 Arrange the Message list by Size Click Arrange By and choose Size.

Choose Size To arrange messages in groups by size.

5 Click Largest

To change the sorting order—in this case, to smallest first.

6 Click Calendar From the Navigation bar.

Click Mail The arrangement and sorting of messages is preserved as you switch between folders.

7 Click the Arrange By button

Click Show in Groups To clear the option and show messages without grouping them. Messages are still arranged by size and sorted from smallest to largest. However, the groupings and headings are no longer displayed.

8 Click Reset View

Click Yes To reset the view to its default settings: Arrange by Date with Newest on Top.

9 Click Unread

At the top of the Message list. The Message list shows a filtered view of the Inbox with only the Unread messages displayed.

Click All To remove the Unread filter and show all emails in the Inbox.


Outlook search tools Explanation You will probably find it more and more difficult to find the information you need as

your Inbox grows and you amass a collection of folders, messages, and other items. Fortunately, Outlook provides search tools you can use to sift through the clutter to find just the items you need.

Instant Search

The Instant Search feature, available in the Message list, enables you to quickly search the current folder. For example, as shown in Exhibit 3-8, when you’re viewing your Inbox folder, Instant Search provides a way to search your Inbox for messages. By default, Instant Search does not look in subfolders. But if the results don’t include what you’re looking for, you can expand your search to include subfolders.

Exhibit 3-8: Instant Search with search results

After typing the search text, messages that contain the text are shown in the Message list. Each instance of the search text is highlighted in the messages displayed.


Do it! B-3: Using Instant Search

Here’s how Here’s why 1 In the Search field, enter Price

To search for messages containing the word "Price.” Your results might not match the image shown here exactly, but they should include the “Price updates” and “Cinnamon prices in Malaysia” messages.

Notice that Outlook searched the Current Mailbox by default

Messages that you received in your Inbox and messages from your Sent Items folder appear in the Message list. You can also specify to search just the Current Folder, Subfolders or All Outlook Items.

From the Instant Search box, select Current Folder

To only show Inbox messages.

2 Add Cinnamon before the word Price in the Search field

To narrow the search in the Message list. Now only the messages from the Cinnamon prices in Malaysia thread are shown.

3 Click as shown

To clear the search results and return to the Inbox folder.


Topic C: Managing junk email This topic covers the following Microsoft Office Specialist exam objectives for Outlook 2013.

# Objective

1.0

1.1.4


Block specific addresses

2.3

2.3.5


Configure junk e-mail settings

Explanation

You might get unwanted or junk email messages, which can clog your Inbox if they’re not managed properly. Junk email messages include unsolicited business promotion messages, advertisements, or messages with adult content. Outlook provides various tools to help you manage such messages. These tools include:

• The Junk Email folder

• The Junk Email Filter

• The Blocked Senders list

• The Safe Senders list

• Additional options

The Junk Email folder Messages that Outlook determines to be junk are stored in a folder named Junk Email. It is a good idea to review the messages in this folder from time to time to make sure they are not legitimate messages that you want to see.

If messages in your Junk Email folder are legitimate, you can move them back to the Inbox. You can right-click the message and choose Junk, Not Junk, or you can simply drag the message to your Inbox (or any other folder). After you review the messages in your Junk Email folder, you can empty the folder.

You can configure Outlook to automatically delete the messages it determines to be junk. If you do so, messages will not be moved to the Junk Email folder. You will not have an opportunity to rescue misidentified, legitimate messages before they’re deleted.


The Junk Email filter Outlook examines the messages you receive to determine if they are legitimate or junk.

It uses the rules defined in the Junk Email filter to make this determination. Your Exchange administrator can manage the rules associated with that filter. Users can set a sensitivity level:

• No Automatic Filtering — Junk email filtering is disabled and all messages are delivered to your Inbox. You will have to manually manage junk email if you use this option.

• Low — This default option is designed to catch the most obvious junk email messages while catching the fewest legitimate messages.

• High — Most junk email messages are caught, but a higher percentage of legitimate messages are misidentified as junk.

• Safe Senders Lists Only — Messages from anyone not on your Safe Senders or Safe Recipients lists will be marked as junk.

The Blocked Senders list You can block messages from a sender by adding the sender’s email address or domain

name to the Blocked Senders list. When you do this, Outlook places any future messages from that sender in the Junk Email folder. (In an Exchange environment, you cannot block senders within your own organization.)

There are at least three ways to add a sender to the Blocked Senders list:

• In the Message list, right-click a message from that sender and choose Junk, Block Sender.

• With a message from the sender open, click the Junk button in the Delete group on the Message tab and choose Block Sender.

• Click Junk and choose Junk Email Options to open the Junk Email Options dialog box. Click the Blocked Senders tab. Click Add, enter the offending address, and click OK.

The Safe Senders list Messages from senders on your Safe Senders list are never treated as junk. In an

Exchange environment, you cannot add senders in your own organization to your Safe Senders list, but they are treated as if they were on that list.

There are at least three ways to add a sender to the Safe Senders list:

• In the Message list, right-click a message from that sender and choose Junk, Never Block Sender.

• With a message from the sender open, click the Junk button in the Delete group on the Message tab and choose Never Block Sender.

• Click Junk and choose Junk Email Options to open the Junk Email Options dialog box. Click the Safe Senders tab. Click Add, enter the email address, and click OK.


Additional options Outlook includes additional features for managing junk email. They are described in the following table.

Feature Description

Safe Recipients list

Email sent to addresses on this list will never be treated as junk. Use this option to prevent mail addressed to email lists and groups to which you belong from being treated as junk.

Postmarking By default, Outlook stamps each outgoing message with a digital postmark. You could configure Outlook to treat messages that arrive without a postmark as junk. However, only Outlook supports this feature, so you would block potentially legitimate messages from senders using other email applications.

Auto Picture Download

Senders of bulk junk email use Web beacons to determine which addresses are legitimate and which are invalid. A Web beacon is a special type of image or file embedded in an email message. When you view the image, a signal is sent to the sender, notifying him or her of your email address. For this reason, by default, Outlook does not display pictures from Internet senders (those outside your organization).

International options

You can configure Outlook to automatically block mail from international domains. For example, many email scams have originated in Nigeria. To block such messages, you could block all messages from the .ng domain. However, mailers of junk messages frequently falsify sender addresses, making domain-wide blocking a less than perfect way to filter junk email.

Do it! C-1: Exploring junk email management features

Here’s how Here’s why 1 Right-click a message from your

partner It does not matter which message.

Point to Junk

To display the Junk Email menu. You could use the commands on this menu to add the sender to your Blocked Senders or Safe Senders lists.

2 Press g twice To close the menus.


3 On the Home tab, in the Delete group, click Junk

To display the same menu.

Choose Junk Email Options…

To open the Junk Email Options dialog box.

4 Observe the four levels for handling junk email

You could choose another protection level, but the default is suitable in most cases.

Observe the option to delete suspected junk email

This setting deletes junk email rather than storing it in your Junk Email folder. You should probably not use this setting. Otherwise, you could miss legitimate email that has been misidentified as junk.

5 Click the Safe Senders tab Add senders to this list to be sure that mail from them is never considered to be junk.

6 Click the Safe Recipients tab Add senders to this list so that mail addressed to them is not considered to be junk. Use this option for email lists and groups you belong to.

7 Click the Blocked Senders tab Add senders to this list to be sure that mail from them is always considered to be junk.

8 Click the International tab Use the options here to manage the junk email handling for messages from other countries.

9 Click Cancel To close the dialog box without changing settings.


Unit summary Topic A In this topic, you learned how to set importance and sensitivity levels for messages.

You also specified a delayed delivery for a message and specified an alternate address for email replies. Then, you learned how to flag messages and mark flagged messages as completed. You also learned how to request a read receipt and use the Reminders window.

Topic B In this topic, you organized the messages in your Inbox. You learned how to change or customize the default Inbox view. You also arranged and sorted messages.

Topic C In this topic, you learned how to manage junk email. You learned how to add senders to the Blocked Senders list and add senders and domains to the Safe Senders List. Then you learned how to mark a message as Not Junk and empty the Junk Email folder. You also learned how to change the junk email level and configure other options for handling junk email.

Independent practice activity In this activity, you’ll specify a read receipt and an importance level for a new message. You’ll flag a message, reply to a flagged message, and change your junk email settings. You’ll also add a sender to your Safe Senders list.

1 Compose a message with the text, I forgot the date for the project-planning meeting. Can you please remind me? Address the message to your partner.

2 Specify the subject as Forgot.

3 Set the options so that you receive a read receipt.

4 Set the importance level to High.

5 Send the message.

6 Read the message from your partner. When prompted, send a receipt.

7 Open the read receipt and read it. (Hint: Activate the Inbox.)

8 Close the Message window.

9 Create a flagged message to reply by 4:30 PM today, and send it to your partner. Enter any subject and message text. (Hint: In the Tags group on the Message tab, click Follow Up and choose Add Reminder. Check Flag for Recipients.)

10 Reply to the flagged message and mark it as completed.

11 Change the junk email level to High. (Hint: Use the Junk Email Options dialog box.)

12 Add [email protected] to your Safe Senders list.

13 Arrange the messages in the Inbox folder based on their size. Change the sort order to show the messages from the smallest to the largest.

14 Restore the default sort order for your Inbox.


Review questions 1 On the Message tab, which group contains the buttons for setting the importance of

a message?

A Send

B Tags

C Options

D Editing

2 What is the advantage of marking a message as private?

It prevents others from editing your original message when they reply to it or forward it.

3 What does a red exclamation mark indicate?

The message is marked as high importance.

4 How can you block messages from an entire domain?

Click Junk and choose Junk Email Options. On the Blocked Senders tab, click Add. Enter the email address or domain name for the sender you want to block and click OK. Click OK to close the dialog box.

5 True or false? You should just delete all messages in your Junk Email folder without reviewing them.

False. Sometimes legitimate email messages will be sent to your Junk Email folder. You should periodically review these messages.

6 What should you do if a legitimate message ends up in your Junk Email folder?

Right-click the folder and choose Junk, Not Junk. The message will move to your Inbox.

4–1

Unit 4 Contacts



A Use the Contacts folder to add, modify, organize, and print business and personal contacts.

B View address books and import contact data from Excel.

C Create and modify a contact group.


Topic A: Working with contacts This topic covers the following Microsoft Office Specialist exam objectives for Outlook 2013.

# Objective

1.3

1.3.5


Print contacts

4.1

4.1.1

4.1.2

4.1.4

4.1.5

4.1.6

Create and Manage Contacts

Create new contacts

Delete contacts

Edit contact information

Attach an image to contacts

Add tags to contacts

3.4

3.4.3

Create and Manage Notes, Tasks, and Journals

Attach notes to contacts

Explanation A contact is a person with whom you have either a business or personal relationship. You use the Contacts folder to manage information about each contact, such as the person’s name, address, telephone number, email address, Web site address, company name, birthday, and anniversary. Contacts are integrated with the Inbox and the Calendar for sending email and scheduling meetings. For example, when you enter a contact’s birthday, it’s automatically entered in the Calendar.

You can view Contacts by clicking People in the Navigation bar.

Adding a contact Explanation There are various ways you can add a contact to your Contacts list. You can use the new

Contact window, or add a contact from the header of a received email message.

To add a contact by using the new Contact window:

1 Click People in the Navigation bar.

2 Click New Contact to open a new Contact window, as shown in Exhibit 4-1.

3 Enter information about the contact, such as the person’s name, address, telephone number, and fax number.

4 In the Actions group, click Save & Close.

To add a contact from a received email message:

1 Open or preview the message in the Reading pane.

2 In the message header, right-click the sender’s email address and choose Add to Outlook Contacts from the shortcut menu.

3 In the Contact Card window, enter any additional information needed.

4 Click Save & Close.

Contacts 4–3

Exhibit 4-1: A sample Contact window

Exhibit 4-2: Sample Contact Card window


Do it! A-1: Exploring and adding contacts

Here’s how Here’s why 1 In the Navigation pane, click

Contacts By default, the Contacts folder is empty.

2 Observe the Ribbon Commands on the Home tab give you access to the most common functions you will use to manage your contacts.

3 Observe the buttons in the middle of the People list

When you click any letter, the contact names beginning with the selected letter appear in the People list, if the list is not empty.

4 Click New Contact (In the New group on the Home tab.) To open a new Contact window.

5 In the Full Name box, enter Richard Case

To specify the name of the contact.

Press t To move the insertion point to the next box. The contact’s name automatically appears in the format "last name, first name” in the File as list. This setting controls how Outlook saves contact information (alphabetically by last name).

6 In the Company box, enter Western Spice Retailers

To specify the contact’s company name. This company is a customer of Outlander Spices.

Press t To move the insertion point to the next box.

7 In the Job title box, enter Senior Buyer

To specify the contact’s job title.

8 In the Email address box, enter [email protected]

Press t Outlook creates the "Display as” text, using the contact’s name and email address.

9 Observe the text boxes under Phone numbers

There are four boxes for phone numbers: Business, Home, Business Fax, and Mobile.

In the Business number box, enter (585) 555-1212 and press t

You can enter numbers in various formats, including (585) 555-1212, 585.555.1212, and 585-555-1212.

Contacts 4–5

10 In the Addresses section, enter the address as shown

Outlook automatically checks "This is the mailing address.”

11 On the Contact tab, in the Show group, click Details

Here, you can enter details such as the contact’s manager, department, birthday, and anniversary.

In the Department box, enter Marketing

On the Contact tab, click General

(In the Show group.) To return to the general view.

12 In the Actions group, click Save & Close

(On the Contact tab.) To save the contact information and close the Contact window.

13 Display your Inbox Click Mail on the Navigation bar.

14 Select a message from your partner

In the Reading pane, right-click your partner’s email address

Choose Add to Outlook Contacts

To open a new Contact Card window, displaying your partner’s contact information.

If your partner is willing to share his or her full name, enter it in the Name box

You can enter a fictitious name otherwise.

Click Save The Check Full Name window displays.

Click OK

Click Save To save the contact.

15 In the Reading pane, point to your partner’s email address

A pop-up is displayed, showing brief information about the contact.


Modifying and deleting contacts Explanation

After creating a contact item, you might need to change the information. For example, if your client’s address changes, you’ll need to update the address accordingly. You can modify a contact and then save the changes as the current contact or as a new contact. You can also add various items—such as important documents, business cards, or messages—to your contacts.

To edit a contact, click it from the Contacts list to show the contact information in the People pane as shown in Exhibit 4-3. Then edit the information and save the contact. This saves the changes in the current contact file.

Exhibit 4-3: The People Pane

Adding an image to contacts

Explanation

You can use a custom photo for your contacts in the People list. To add a photo, select a contact from the People list. Click the Outlook (Contacts) link from the People Pane to display the Contact window. Click the Add Contact Picture button, navigate to the location of the photo and select it, and click Open. The selected photo is shown on the Contact window. Click the Save & Close button to update the contact.

Deleting contacts

Explanation

Over time, you may develop a large quantity of contacts, some of which are no longer needed. If you find that a contact is no longer needed, you can delete it. To delete a contact, select it from the People list and click the Delete button. Any personalized information you added for the contact is deleted.

Contacts 4–7

Do it! A-2: Modifying and deleting a contact The files for this activity are in Student Data folder Unit 4\Topic A.

Here’s how Here’s why 1 Activate Contacts From the Navigation bar.

2 Click Richard Case (If necessary.) To show the contact information for Richard Case. You need to change the job title and add a picture for this contact.

3 Click the Outlook (Contacts) link

To open the Contact window for editing.

4 Edit the Job title box to read Vice President

5 Click as shown


Student Data folder Unit 4\Topic A.

Select man1 and click OK To add the picture to this contact.

7 Observe the business card preview

The preview reflects your changes.

8 Click Save & Close

9 From the People list, click your partner’s contact name

(Or the fictitious name you entered.) You’ll delete this contact.

Click the Delete button

From the Delete group on the Home tab. The contact is deleted from the People list.


Attaching items to contacts Explanation

You can attach files and Outlook items to a contact. To attach a file, such as a Word document or Excel worksheet, open the contact. Click the Insert tab and click the Attach File button in the Include group. Select the file you want to attach and click Insert. The link to the file will appear in the Notes section. You can view the file by double-clicking its icon.

You can also attach Outlook items, such as a message, another contact, or an appointment, to a contact. Here’s how:

1 Open the Contact.

2 Click the Insert tab and click the Outlook Item button in the Include group.

3 From the Look in list, select the folder containing the item.

4 Select the desired item in the Items list and click OK.

Do it! A-3: Attaching items to a contact

Here’s how Here’s why 1 Open the Richard Case contact (Click the contact name and select the Outlook

(Contacts) link. You’ll attach a Word document to the contact.

2 Click the Insert tab

3 Click To open the Insert File dialog box.


Select Richard Case Bio

Click Insert

An icon for the attached Word document appears in the Notes section.

4 Click the Contact tab

Click Save & Close

Contacts 4–9

Adding tags to contacts Explanation

There are several ways that you can tag contacts, similar to how you tag email messages. For example, you can tag a contact for follow-up by selecting the contact and clicking the Follow Up button in the Tags group on the Home tab. From the Follow Up list that pops up, select when you want to follow-up. The flagged contact appears on the To Do and Tasks list.

You can also mark a contact as private, so that other people cannot see the details of this contact. To do so, select the contact you wish to make private and click the Private button in the Tags group on the Home tab.

Adding contacts from the same company Explanation

Several of your contacts might work for the same company. For these contacts, most of the information—such as the company name, the phone number, and the address—will be the same.

To save the time and effort spent in entering information for these contacts, you can select a contact from the same company, click New Items, and choose "Contact from Same Company.” When you create a contact with this command, the company-related information appears automatically in the Contact window, as shown in Exhibit 4-4. You can then enter other details, such as the name and job title.

Exhibit 4-4: The new Contact window filled in with company information


Do it! A-4: Adding a contact from the same company

Here’s how Here’s why 1 Verify that Richard Case is

selected In the People list.

2 On the Home tab, in the New group, click New Items and choose Contact from the Same Company

You’ll add another contact from Western Spice Retailers. The name of the company, the business address, the business phone number, and the picture automatically appear in the Contact window, as shown in Exhibit 4-4.

3 In the Full Name box, enter Michael Gos

In the Job title box, enter Assistant Buyer

On the Contact tab, click Picture from the Options group and choose Remove Picture

To remove the picture from this contact.

4 Save and close the contact information

Michael Gos appears as a contact in the People list.

Forwarding and saving contacts Explanation If a colleague needs the information for one of your contacts, instead of typing a

contact’s information into a message, simply attach the contact to an email message. Create a message and click Attach Item. From the Look in list, select Contacts. Under Items, select the contact you want to attach, and then click OK.

You can also save a contact attachment as a contact record. To do so:

1 Open the email message.

2 Double-click the contact attachment. The Contact window containing the contact’s information will appear.

3 Click Save & Close to save the contact in your Contacts.

Contacts 4–11

Do it! A-5: Forwarding and saving contacts The files for this activity are in Student Data folder Unit 4\Topic A.

Here’s how Here’s why 1 Create another contact, from

Western Spice Retailers, named Jill Smith##

(Click New Items and choose Contact from the Same Company on the Home tab.) Enter your student number for ##.

Set the picture to one of the sample female photos

Click Picture and choose Change Picture. Navigate to the current topic’s data folder. Select a photo and click OK.

2 Save and close the contact

3 Click Mail (From the Navigation bar.) You’ll send the Jill Smith contact to your partner.

4 Create a message, addressed to your partner, with the subject Jill Smith

5 Click Attach Item (In the Include group.) You’ll attach the Jill Smith contact to the message.

Choose Business Card, Other Business Cards…

In Outlook terminology, a contact you send is called a business card.

Select Smith##, Jill

Click OK

6 Send the message

7 Select the Jill Smith message This is the message from your partner. You can see the contact card in the preview window

8 Double-click where indicated

The Contact window appears.

Click Save & Close To save the contact and close the window.

9 Close the message window If you opened the message rather than previewing it.

10 Click Contacts (From the Navigation bar.) Your partner’s Jill Smith## contact is listed with the rest of your contacts.


Using Contacts folder views Explanation Outlook offers several views for each folder, such as Inbox or Contacts. A view is the

way the data appears. In Contacts, the default view is People. In this view, you can see the person’s name, company information, phone numbers, fax number, email address, and company address for each contact. From the People card, you can also send an email, get social media updates, or schedule a meeting with the contact.

To change the view for the Contacts folder, select the view you want to use from the Current View list in the ribbon.

Do it! A-6: Viewing your contacts

Here’s how Here’s why 1 Click Richard Case from the

Contacts list If necessary.

2 Observe the People pane Notice there are links where you can schedule a meeting with or send an email to this contact.

3 On the Home tab, in the Current View group, click Business Card

Each contact appears as a business address card. These cards are sorted alphabetically and show a few important details, such as a contact’s address and phone numbers.

4 To the right of Business Card, click

To display more view options.

5 Click Card

(From the Current View group.) To display a list of contact information, without a photo of the contact.

6 Click Phone To display an alphabetized list of all your contacts.

7 Select List To display a list categorized by company and then sorted alphabetically.

8 Select the Business Card view Click the up arrow and then click Business Card.

Contacts 4–13

Customizing electronic business cards Explanation

You can control what information an electronic business card contains. To do so, double-click the Business Card to open it and click Business Card in the Options group on the Contact tab. This opens the Edit Business Card dialog box, shown in Exhibit 4-5. Here, you can change which content will be displayed by changing the fields that appear on the business card. These fields correspond to the fields in the Contact window.

You can change which fields are displayed on your card by adding or removing them in the Fields list:

• To add a field to the list and display its content on the card, click Add and select a field from the list.

• To prevent a field from being included on the card, select its field name under Fields and click Remove. If you want to add a field back, all you need to do is click Add and select it from the list.

Exhibit 4-5: The Edit Business Card dialog box

Moving fields

With an electronic business card, you’re not stuck with any particular order of content display. You can move the fields around. To move a field up or down on the electronic business card, select the field in the list and then click the arrow buttons at the bottom of the dialog box.

Editing field values

You can edit the values of fields in the Edit Business Card dialog box. To do so, select a field and edit the value under Edit. Keep in mind that when you edit the value of a field for the business card, you are also editing it for the associated contact.

If you delete a field value, it will be removed from the electronic business card and from the contact. If you don’t want a field displayed on the card, use the Remove button instead.


Do it! A-7: Editing an electronic business card

Here’s how Here’s why 1 Open the Richard Case contact Double-click the Richard Case business card.

2 On the Contact tab, in the Options group, click Business Card

To edit the contact’s business card.

3 In the list of fields, select Department

You’ll remove the Department field from the business card.

Click Remove

4 In the list of fields, after Business Address, select Blank Line

You’re selecting the first "Blank Line” item following Business Address.

Click

To add a blank line before the business address.

5 In the list of fields, select Business Phone

You’ll edit the label that identifies this field.

6 In the Label box, enter (W)

Under Edit, click To make the phone number and its label bold.

From the Label position list, select Left

7 Observe the card preview

8 Click OK To save your changes and return to the Contact editing window.

9 Click Save & Close This contact’s card reflects your changes. The other cards use the default layout.

10 Return to the People view Click People from the Current View group on the Home tab.

Contacts 4–15

Printing contacts Explanation

You can print contacts by using the settings accessible from the File tab, or you can select a single contact, right-click it, and choose Quick Print. If you use the File tab, you can choose from the following styles:

• Card Style — The contacts appear as business cards.

• Small Booklet Style — The information for multiple contacts is printed, using a small font.

• Medium Booklet Style — The information for multiple contacts is printed, using a larger font than the one used with the Small Booklet Style.

• Memo Style — Each full contact is printed on a separate page.

• Phone Directory Style — Contacts are printed alphabetically by name, with only phone numbers included.

Do it! A-8: Printing contacts

Here’s how Here’s why 1 Right-click a contact and choose

Quick Print To print a single contact in Memo Style.


To display the Print page.

3 Observe the different styles You have several options for printing single contacts or multiple contacts.

4 Select Small Booklet Style

Click Print To print your contacts.

5 Return to the Home tab Click the left arrow in the upper-left corner.


Topic B: Address books This topic covers the following Microsoft Office Specialist exam objectives for Outlook 2013.

# Objective

4.1

4.1.3

4.1.8


Import contacts from external sources

Manage multiple address books

Explanation

An address book is a collection of names and email addresses. You can use an address book to look up and select names, email addresses, and distribution lists when you address messages.

Built-in address books There are various address books in Outlook 2013. They include the Global Address List, Contacts (Outlook Address Book), and Contacts (Mobile).

The Global Address List

If you are using an Exchange Server email account, you will have a Global Address List. The Global Address List is an address book that contains all of the users, groups, and distribution-list email addresses in your organization. All users in an organization have access to the Global Address List. It is created and maintained by your email administrator. You cannot edit this address book.

Contacts

Each user has a private address book called Contacts. The Contacts list is created automatically, though by default it is empty. You can use Contacts to keep email addresses and other contact details for the people with whom you frequently communicate, who are not in your Global Address List.

Contacts 4–17

Accessing address books You can access address books by using various techniques. These include the following:

• Create an email message. On the Ribbon, click Address Book to open the Select Names dialog box, shown in Exhibit 4-6. From the Address Book list, select the address book you want to view.

• Create an email message. Click the To button. From the Address Book list, select the address book you want to view.

Exhibit 4-6: The Select Names dialog box

Auto-complete list In addition to selecting a name or email address from an address book, Outlook maintains an auto-complete list. As you type into the To, Cc, or Bcc box, Outlook checks the auto-complete list for a match. If a match is found as you type, the Display Name and email address is filled in.

If a name appears in the auto-complete list that you no longer want, you can delete it by clicking the delete (x) button next to the name in the list. If you no longer wish to have Outlook suggest recipients, you can turn off the auto-complete list by selecting Options from the File tab and clearing the Use Auto-Complete List to suggest names when typing in the To, Cc, and Bcc option from the Send messages section.


Do it! B-1: Viewing address books


2 In the Names group on the Ribbon, click Address Book

This is one method for opening the address book.

Click Cancel

3 Click To This is another way to open the address book.

Click Cancel

4 In the To box, enter [email protected]

This is a special email address created for testing. Mail sent to it is simply discarded.

5 Enter a subject and message of your choice

This is a test message and won’t be read by anyone.

Click Send

6 Create a message

7 In the To box, enter bit As soon as you begin typing an address, Outlook checks the auto-complete list for a potential match. Outlook suggests the [email protected] address.

Click

Next to the [email protected] email address. This address is removed from the auto-complete list.

Close the Message window without sending or saving the message

8 On the Home tab, click New Items and choose Email Message

In the New group.

9 In the To box, enter bit Because you deleted it from the auto-complete list, Outlook no longer suggests the [email protected] address.

Press g

Click No To close the Message window without sending or saving the message.

Contacts 4–19

Importing contacts Explanation

You can import contacts from Excel spreadsheets, ACT! Contact Manager files, comma-separated value (.csv) files, VCard (.vcf) files, and files exported from Outlook Express or Eudora. For example, you might import contacts if you’re switching from another email program to Outlook.

The exact steps vary by the type of file you’re importing. But in general, follow these steps to import contact data:

1 Click the File tab and then click Open & Export.

2 Click Import/Export to open the Import and Export Wizard.

3 Select the action you want to perform. For example, to import an Excel spreadsheet, select "Import from another program or file.” Click Next.

4 Follow the remaining steps in the Import and Export Wizard to import the data. Typically, you will need to specify the type of data you’re importing and where you want the imported data to reside within Outlook.

When importing data from file formats other than specific Outlook address book formats (Excel spreadsheets, for example), you might need to manage the fields into which your data is imported. Outlook takes its "best guess” by examining the field names associated with each column. By using the Map Custom Fields dialog box, shown in Exhibit 4-7, you can carefully control the import.

Exhibit 4-7: You use this dialog box to map the fields in a spreadsheet to the fields in your Outlook Contacts


Do it! B-2: Importing contact data from Excel The files for this activity are in Student Data folder Unit 4\Topic B.

Here’s how Here’s why 1 Click the File tab and click

Open & Export

2 Click Import/Export To open the Import and Export Wizard.

3 Select Import from another program or file

If necessary. You’ll import a CSV file that was exported from an Excel spreadsheet.

Click Next

4 Select Comma Separated Values

To specify what type of file you’re importing your data from.

Click Next

5 Click Browse

Navigate to the current topic folder and select Addresses.csv

To specify which file to import.

Click OK

6 Observe the import options

Click Next

7 In the "Select the destination folder” list, scroll up

The Contacts folder should be selected.

Click Next The import summary is displayed.

8 Click Map Custom Fields Using the Map Custom Fields dialog box, you can control which columns of Excel data are imported to which Outlook contact fields.

Click Cancel To leave the field mapping settings at their default values.

9 Click Finish To import the data. The contacts are imported to your Contacts folder.

Contacts 4–21

Topic C: Using contact groups This topic covers the following Microsoft Office Specialist exam objectives for Outlook 2013.

# Objective

4.2

4.2.1

4.2.2

4.2.3

4.2.4

4.2.5

4.2.6

Create and Manage Groups

Create new contact groups

Add contacts to existing groups

Add notes to a group

Update contacts within groups

Delete groups

Delete group members

Explanation Contact groups simplify the steps you must take to email a group of people. Normally, you would need to add each recipient to the To box of your message. Instead, you can address the message to your contact group, and Outlook will send copies to every member of the group.

A contact group, formerly known as a distribution list, is a collection of email addresses. You assign a name to a contact group. To send email to members of the group, address your message to the group’s name.

Creating contact groups Your Exchange administrator can create contact groups in the Global Address List. You

can create them in your personal Contacts folder.

To create a contact group in your Contacts folder:

1 On the Home tab, in the New group, click New Contact Group to open a new Contact Group window, as shown in Exhibit 4-8.

2 In the Name box, enter the name you want to use for the group.

3 In the Members group on the Contact Group tab, click Add Members. Then choose one of these three options:

• From Outlook Contacts — Displays names from your local Contacts list.

• From Address Book — Displays names from the global Exchange address book.

• New E-mail Contact — Enables you to enter an email address directly.

4 Select a member from the Name list and click Members.

5 Repeat step 4 until all the desired members are selected. Then click OK.

6 In the Actions group, click Save & Close.


If you have multiple members to add, you can select them in step 4 by pressing Ctrl, clicking each member you want to include, and clicking Members. You also can enter email addresses by typing them in the Members box at the bottom of the dialog box. Enter a semicolon (;) after each member you add manually.

Exhibit 4-8: The Sales Team - Contact Group window

Using contact groups

One way to send a message to a contact group is to right-click the group from the Business Card view and choose Create, Email. This opens a new Message window. In the To box, the name of the contact group is underlined, indicating that the group is valid. You can then compose and send the message, which will be delivered to everyone in the group.

Another way to send a message to a contact group is to create an email message and enter the name of the contact group in the To box. As you type the first few letters of the group’s name, the rest of the name will appear, and you can press Enter to enter it.

Contacts 4–23

Do it! C-1: Creating and using a contact group

Here’s how Here’s why 1 Click Contacts (If necessary.) From the Navigation bar.

2 On the Home tab, click New Contact Group

In the New group.

3 In the Name box, enter Sales Team

This will be the name of your contact group.

4 In the Members group, click Add Members and choose From Address Book

To open the Select Members dialog box. You’ll add members to the Sales Team group.

From the Name list, select Student01

Click Members To add Student01 to your contact group.

5 Add Student04 Select Student04 and click Members.

Click OK To close the Select Members dialog box. The Contact Group window appears, as shown in Exhibit 4-8.

6 Click Save & Close To save the Sales Team contact group. It now appears as a contact in the Contacts list.

7 Create a new message Choose E-mail Message from the New Items list in the New group on the Home tab.

From the To box, type sa and select Sales Team

Sales Team appears in the To box. The name has been automatically checked and validated against the Global Address List.

8 Send the message with the subject Distribution Sales Report


Modifying contact groups Explanation

After you’ve created a contact group, you might need to add or remove members. You also might need to change a member’s information, such as by adding a new email address or phone number.

To add a new member to the contact group:

1 Open the contact group.

2 On the Contact Group tab, in the Members group, click Add Members and choose the appropriate source.

3 Select or add the contact.


If you want to add a member who is already in your address book, then open the contact group, click Add Members, and choose From Address Book. Select the member you want to add, click Members, and click OK.

To remove a member from the contact group, open the group. Select the member you want to remove and click Remove Member in the Members group.

Updating contact details

Contact details change. If you update an entry in your contacts, that information will not be automatically reflected in your contact group. You should make sure to update your contact group after modifying contact details. To do so:


2 On the Contact Group tab, in the Members group, click Update Now.

When editing your contact group, you can update a member’s details with a simple double-click as long as he or she is not in your organization. Otherwise, you must add her or him to your contacts list first and then update the information.

To update a member’s information:


2 Double-click the member’s name.

If he or she is not in your organization, this will open the Contact window, where you can edit this person’s details.

3 Enter the new information. Click Save & Close to return to the Contact Group window.


To send the updated information to the entire contact group:

1 Create an email message, click To, locate and double-click the contact group, and click OK.

2 In the Include group, click Attach Item.

3 From the Look in list, select Contacts.

4 From the Items list, select the contact group. Click OK.

5 Complete and send the message.

Contacts 4–25

Do it! C-2: Modifying a contact group

Here’s how Here’s why 1 Activate Contacts (If necessary.) You’ll add and remove members

of the Sales Team contact group.

2 Double-click the Sales Team contact group

To open the Sales Team Contact Group window.

3 Click Add Members and choose From Outlook Contacts

Select Richard Case

Click Members and click OK

4 Double-click Richard Case In the list of members. He is not in your organization, so the Contact window opens.

Edit the email address to be [email protected]

Click Save & Close To save the new information.

5 Select Student04 You’ll remove this member from the contact group.

Click Remove Member In the Members group on the Ribbon.

6 Click Save & Close Student01 is listed with your other contacts.

Forwarding a contact group Explanation

Once you create a contact group, you can share it with other users. To share a contact group you’ve created:

1 Click Contacts.

2 Select the group you want to share.

3 On the Home tab, in the Share group, click Forward Contact and choose "As an Outlook Contact.”

4 In the To: field, enter the email addresses of the person or persons you want to share the contact group with.

5 Click Send.

If you receive a shared contact group in email, you can add it to your Contacts by dragging the attachment from the message to your Contacts in the Folder pane.


Do it! C-3: Forwarding a contact group

Here’s how Here’s why 1 Click Contacts If necessary.

2 Click New Contact Group You’ll quickly create a contact group to use for the activities in this topic.

3 In the Name box, type your first name, followed by ’s Group

For example, "Joe’s Group.”

4 Click Add Members and choose From Address Book

5 Add your partner’s Student## account and the instructor account

Click OK

6 Click Save and Close

7 Select the group you just created

8 Click Forward Contact and choose As an Outlook Contact

9 Send the message to your partner’s Student## account

10 When the message from your partner arrives, select it

11 Double-click the group email attachment

From the Reading pane.

12 Click the File tab You’ll copy the email group to the Contacts folder.

Click the Move to Folder button and select Copy to Folder…

Select the Contacts folder for your mailbox and click OK

13 Select Contacts Your partner’s group has been saved in your Contacts.

Contacts 4–27

Contact group notes Explanation

You can add descriptive notes to contact groups. To do so:

1 Open the contact group you want to add a note to.

2 In the Show group, click Notes.

3 Enter the descriptive text you want to add regarding the group.


To view any notes attached to a contact group, open the contact group and click Notes. Any notes that have been entered are displayed as shown in Exhibit 4-9. The notes can be edited in this window.

Exhibit 4-9: Notes for a contact group

Do it! C-4: Adding contact group notes

Here’s how Here’s why 1 In Contacts, double-click the

contact group your partner sent you

2 In the Show group, click Notes

3 Type This is my partner’s contact group.



Deleting a contact group Explanation

When you no longer need a contact group, you can delete it. Select the contact group you want to delete and click Delete.

Do it! C-5: Deleting a contact group

Here’s how Here’s why 1 Select your partner’s contact

group

2 Click Delete Notice that you aren’t prompted to confirm the deletion. If you inadvertently delete a contact or contact group, use the Undo button to get it back.

Contacts 4–29

Unit summary Topic A In this topic, you used the Contacts folder to create and edit contacts. You also added

contacts from the same company. Then you used different views of your Contacts folder. In addition, you edited and formatted a contact’s electronic business card. Finally, you printed a list of contacts.

Topic B In this topic, you learned about the Outlook address books: Global Address List, and Contacts. You also learned how to import contacts from an Excel spreadsheet.

Topic C In this topic, you created and used contact groups, which make it easier to send a message to multiple recipients. You also added and removed members of a contact group and updated member information. You learned how to share a contact group with other Outlook users by forwarding it. You learned how to add descriptive notes to a contact group, and you learned how to delete a contact group that you no longer need.

Review questions 1 What steps do you follow to create a contact?

a Activate Contacts.

b Click New Contact to open a new Contact window.

c Enter the contact information.

d Click Save & Close.

2 How do you edit a contact?

Double-click the contact in the Contacts list, make the necessary edits, and click Save & Close.

3 Name the five views available in the Contacts folder.

People, Business Card, Card, Phone, and List.

4 How do you create a new contact that works for the same company as one of your previous contacts?

Select the contact that belongs to that company. On the Home tab, click New Items and choose Contact from Same Company. Make the necessary edits and click Save & Close.

5 What is the advantage of creating a contact group?

A contact group enables you to send the same message to multiple recipients as a single entry.

6 How do you send a message to a contact group?

You can do either of the following:

• Create a message, and enter the name of the contact group in the To box.

• Select the contact group, and click Email in the Communicate group on the Home tab.

7 How do you create an electronic business card?

Simply create a new contact.

8 Can you modify the information shown in an electronic business card?

Yes. Open the contact and click Business Card. In the Edit Business Card dialog box, you can add, remove, and reposition fields.


9 How do you send an electronic business card to another person?

Create a message. In the Include group, click Attach Item and choose Business Card. If you’ve previously sent the card, it will be listed on the menu. Otherwise, choose Other Business Cards, select the card you want to send, and click OK. Finish composing your message and click Send.

10 Which address book is maintained by an organization’s email administrator and cannot be edited by users?

A Global Address List

B Contacts

C Personal Address Book

D Outlook Address Book

11 Which address book is directly created and maintained by the user?

A Global Address List

B Public Address Book

C Contacts

D Personal Address Book

12 When you are importing data from file formats other than Outlook address book formats (Excel spreadsheets, for example), what feature do you use to manage the fields into which your data is imported?

A Add/Remove Fields

B Change Destination

C Manage Data Fields

D Map Custom Fields

13 You can share a contact group with another user by ____________ it.

Forwarding

14 True or false? You can add descriptive text for a contact group.

True. Click the Notes button and enter your text.

Contacts 4–31

Independent practice activity In this activity, you’ll add contacts, create a contact group, and address a new message to a specified contact group.

1 Add Peter Greenfield’s contact information as shown in Exhibit 4-10. Save the contact information.

2 Add Scott Bates as a new contact from the same company as Peter Greenfield, and specify his job title as Marketing Director. Save the contact information.

3 Create a contact group with the name Purchase Team. Add Student03 and Student04 as members. Save the information.

4 Send a message to Purchase Team with the subject Requirements and a brief message of your choice.

5 Add the email address [email protected] to the Peter Greenfield contact.

6 On Peter Greenfield’s electronic business card, change the label for the phone number to Phone: and move it to the left side.

7 Save and close the business card.

8 Save and close the contact.

9 Import the contacts from IPA Addresses.xls into your Contacts folder.

10 Create a contact group called Dover Spice Works.

11 Add all contacts who work for Dover Spice Works to the group. (Their email addresses end in @doverspiceworks.com.)

12 Add the following note to the Dover Spice Works group: Outlander Spices subsidiary in Cloverdale California.

13 Forward the Dover Spice Works contact group to your partner.

Exhibit 4-10: The contact information to be added in Step 1

5–1

Unit 5 Tasks



A Use the Tasks list to create, edit, and delete single and recurring tasks; insert a task into a message and view your tasks.

B Use the Tasks list to assign tasks, accept or decline a task request, send a status report, and track the completion of an assigned task.


Topic A: Working with tasks This topic covers the following Microsoft Office Specialist exam objectives for Outlook 2013.

# Objective

3.4

3.4.1


Create and manage tasks

Explanation In Outlook, a task is an activity that must be completed within a specified period of time. A task has a current status, which can be In Progress, Not Started, Waiting on someone else, Deferred, or Completed. You can assign a Low, Normal, or High priority to a task, and you can track its completion by setting a percent-complete value.

Youcan create tasks and monitor their status in the Task list. After creating a task, you can edit or delete it. In addition, you can send a task through email as an attachment.

The Task list stores the tasks you need to perform—both those you created and those that another person has assigned to you. To display the Tasks folder, click Tasks in the Folder pane.

Exhibit 5-1 shows the Outlook window with Tasks active. The list of tasks appears in the Tasks list. When you click on a task, the task’s details appear in the Reading pane.

Exhibit 5-1: The Tasks list and Reading pane

Tasks 5–3

Do it! A-1: Exploring the To-Do bar and Tasks view


click To show the Calendar view.

2 Click the View tab You’ll view and customize the To-Do bar for the Calendar view. .

From the Layout group, click To-Do Bar

Select Tasks From the To-Do bar list. The Tasks list is shown to the right of the Calendar on the To-Do bar.

3 From the Navigation bar, click

4 Observe the Tasks list

You have no tasks defined. Using the boxes in the Tasks list, you can search for, change your view of, and create tasks.


6 In the Current View group, click Change View

To display a list of view options. To-Do List is the default view.

Press g


Creating and deleting tasks Explanation

There are several ways you can create a task:

• With Tasks active, click New Task on the Home tab. With this method, you will open a Task window, as shown in Exhibit 5-2.

• With Tasks active, enter a task title in the “Type a new task” box in the Task list or To-Do bar (if displayed). The Task window is not displayed; double-click your task to open it.

• Flag an email message to add it to your To-Do Bar’s Task list. The Task window is not displayed; double-click your task to open it.

Exhibit 5-2: A new Task window

When creating or editing a task, you can enter details, such as a Start date, Due date, Status, Priority, % Complete, and Reminder. (See Exhibit 5-2 for examples.) After entering your task details, click Save & Close.

You can quickly create tasks by using the “Type a new task” box in the Tasks list or the To-Do bar (if displayed). When you do so, the task will not be assigned a date for the due date and start date. The priority will be set to Normal, and the status will be set to Not Started. Double-click the task to edit it.

Tasks 5–5

The Task window

In the new Task window, the Show group on the Task tab contains two buttons: Task and Details. Click the Task button if you want to enter such information as the subject, start and end dates, status, and priority. Click the Details button if you want to enter such information as the total work estimated, the actual time taken, and expenses incurred to complete the task.

Deleting a task

Deleting a task removes it from your Tasks list. Deleting a task is different from marking it as completed. When you mark a task as completed, Outlook retains a record of the work you’ve done. When you delete a task, it is moved to your Deleted Items folder.

To delete a task, do any of the following:

• Select the task and then click Delete on the Home tab.

• Right-click the task and choose Delete.

• Double-click the task to open the Task window. Click Delete on the Task tab.

Do it! A-2: Creating and deleting tasks

Here’s how Here’s why 1 On the Home tab, click

New Task To open a new Task window. You’ll create a task for analyzing a sales report. The report has to be analyzed and the feedback has to be sent within two days.

2 In the Subject box, enter Analyze Sales Report

To specify the subject of the task.

3 Observe the Start and Due dates They are blank by default.

4 Click the arrow next to the Start date box

To display the Date Navigator.

Select today’s date You’ll start this task today.

5 Set the Due date to two days after the current date

To specify the due date. The InfoBar indicates that the task is due in two days.

6 From the Status list, select In Progress

To specify that this task is in progress.

7 From the Priority list, select High To specify the importance of the task.


8 Edit the % Complete box to read 50%

To specify the percentage of the task that is completed.

9 Check Reminder To set a reminder for the task. By default, you will be reminded on the due date. You could set another date.

10 From the Reminder time list, select 11:00 AM

To specify the time when the reminder should appear.

11 In the description box, enter Confirm sales history and projections.

To enter a description of what this task entails.

12 Click Save & Close The task appears in the Task list, and a preview of it appears in the Reading pane.

13 In the Task list, in the “Type a new task” box, type Create Sales Presentation

Press e

Your task is created, with No Date set as its due date.

14 Create a task named Lunch with Bob

Enter it in the “Type a new task” box.

15 In the Task list, select Lunch with Bob

You’ll delete this task because it would be more appropriate to create this type of item as a Calendar entry rather than as a task.

Click Delete (On the Home tab.) To delete the task.

Tasks 5–7

Editing tasks Explanation

As you work on your tasks, the status or the percentage completed will change. To reflect these changes, you’ll need to edit the task information. You can edit such information as the status, the due date, and the percentage of completion. You can also mark tasks as private.

To edit a task:

1 Open the task.

2 Change the due date, status, priority, and percent complete, as needed.


Do it! A-3: Editing a task

Here’s how Here’s why 1 In the Tasks list, double-click

Create Sales Presentation You’ll edit this task.

2 Set the start date to be three days from now

3 Set the due date to be four days from now

4 From the Status list, select Deferred

To specify that the task has been delayed or postponed.

5 Save and close the task The task changes are reflected in the Folder Contents list.


Setting up recurring tasks Explanation A recurring task is a task that needs to be performed on a regular basis. To create a

recurring task, you need to specify the pattern in which the task recurs. For example, you can create a task for the first Monday of every month or the fourth Wednesday of every April. This is called the recurrence pattern, which can be annual, monthly, weekly, or daily. You also need to specify the range of recurrence, which indicates the starting and ending dates for the recurring task, as shown in Exhibit 5-3.

Exhibit 5-3: Scheduling a recurring task

To create a recurring task:

1 Open a new Task window.

2 Enter the necessary information.

3 On the Task tab, in the Recurrence group, click Recurrence to open the Task Recurrence dialog box.

4 Specify settings for the recurrence pattern and click OK.


Tasks 5–9

Do it! A-4: Adding a recurring task

Here’s how Here’s why 1 Create a task with the subject

Generate Sales Report Open a new Task window, and enter the subject “Generate Sales Report.”

You need to send a sales report to a manager every Monday for the next six months. Instead of creating a task every week, you’ll create a recurring task.

Specify the start date as next Monday

Click the arrow next to the Start date box to display the Date Navigator, and select the next Monday.

2 On the Task tab, click Recurrence

(In the Recurrence group.) To open the Task Recurrence dialog box.

3 Under Recurrence pattern, select Weekly

(If necessary.) To specify that this task has to be performed every week.

Select Recur every If necessary.

Enter 1 If necessary.

Check Monday If necessary.

4 Examine the options under “Range of recurrence”

You can specify the start and end dates of the recurrence period. You specify the start date in the Start box. By default, no end date is selected. If you know the number of occurrences, use the “End after” option to specify that number. If the recurring task ends on a specific date, use the “End by” option.

Select End by

Display the Date Navigator and select the Monday six months from the start date

Click the arrow next to the End by box to display the Date Navigator.

5 Click OK

To close the Task Recurrence dialog box and save the settings. The InfoBar summarizes the details of the recurring task.

6 Save the task The task is added to the Next Week section in the Task list.


Switching task views Explanation

Views are used to arrange and manage tasks. Outlook provides several views for tasks, such as Active Tasks and Overdue Tasks. Each view displays tasks in a specific way. For example, Active Tasks view shows you all of the current tasks. You can also view tasks by the person responsible and by completion date.

To switch to a different view, you select it from the Change View list in the Current View group on the Home tab, as shown in Exhibit 5-4.

Exhibit 5-4: Task views

Do it! A-5: Viewing tasks

Here’s how Here’s why 1 Click Tasks (If necessary.) From the Folder pane.

2 In the Current View group, click Change View

(If necessary.) To display the view options.

3 Click Detailed This view includes the status, due date, and more information.

4 Explore each of the other views Click Change View and select each of the other views.

5 Switch to Simple List view

6 Click To-Do List From the Folder pane.

Tasks 5–11

Marking tasks as completed Explanation

When you complete a task, you change its status to Complete. Outlook then marks the task as completed. There are several ways to mark a task as completed:

• In the Task list, select the task and click Mark Complete on the Home tab.

• In the Task list or the To-Do Bar’s Task list, right-click the task and choose Mark Complete from the shortcut menu.

• Open the task and enter “100%” in the % Complete box.

• Open the task and select Completed from the Status list.

• In the Detailed or Simple List Tasks view, check the checkbox next to the task name.

Completed tasks are not shown in the To-Do list or the To-Do Bar. In the Detailed or Simple List Tasks view, completed tasks are formatted with a strikethrough line across their names.

Do it! A-6: Marking a task as completed

Here’s how Here’s why 1 Select the

Analyze Sales Report task

2 Click Mark Complete (On the Home tab.) The task is removed from the Tasks list.

3 In the Folder pane, beneath My Tasks, click Tasks

To change to Tasks view. The completed task is shown in this view.

4 Double-click the Analyze Sales Report task

To open it for editing.

5 Edit the % Complete box to read 25%

Press t The Status box now displays In Progress.

6 Save the task It is no longer formatted with strikethrough text; it is not marked as completed.

7 Check the box next to the Analyze Sales Report task

To mark it as completed.

8 View the completed task

The checkmark and strikethrough indicate that the task has been completed.


Topic B: Managing tasks This topic covers the following Microsoft Office Specialist exam objectives for Outlook 2013.

# Objective

1.3

1.3.6


Print tasks

3.4

3.4.5


Update task status

Explanation If you’re working on a team project, you might need to assign a task to someone else on the team. It might be a task that you cannot finish or one that is more suited to another person. You can create the task and then assign it to someone else by sending a task request in an email message. The recipient can accept or decline a task request. If the recipient accepts the task, it’s added to the recipient’s task list, and the recipient becomes the new owner of the task.

Assigning tasks When you assign a task, you might want to track its status. You can do this by keeping

an updated copy of the task in your task list and by asking for a status report when the task is completed.

You can also keep a project team updated on your tasks. While you are working on a task, you can send status reports to team members.

To assign a task:

1 Open a task or create a new one.

2 In the Manage Task group on the Task tab, click the Assign Task button.

3 In the To box, enter the email address of the person to whom you want to assign the task.

4 If you want to keep a copy of the task, check “Keep an updated copy of this task on my task list.”

5 To be notified when the recipient marks the task as completed, check “Send me a status report when this task is complete.”

6 Click Send.

Tasks 5–13

Do it! B-1: Assigning a task

Here’s how Here’s why 1 Create a task with the subject

xx: Update Sales Web site Where xx is your partner’s lab station number. You’ll assign the task of updating the Sales Web site to your partner.

2 From the Start date list, select the first Tuesday of the next month

From the Due date list, select the last Tuesday of the next month

3 Click Details (In the Show group on the Task tab.) To display the Details options.

Edit the Total work box to read 200 hours

To specify the total time needed for the task.

4 Click Assign Task (In the Manage Task group on the Task tab.) You’ll send this task to your partner.


5 Verify that Keep an updated copy of this task on my task list is checked

When the assignee accepts the task, the task will be moved to that person’s Tasks list and you’ll retain a copy of it.

6 Verify that Send me a status report when this task is complete is checked

To specify that you want to receive a message when the task is completed.

7 Click Send To send the task request message to your partner. The task is shown with the others in your task list.

8 Check your messages (View your Inbox.) The task assignment should be listed in your Inbox.


Accepting or declining assigned tasks Explanation

If you send a task request to someone and he or she accepts it, the task is no longer yours. The recipient becomes the temporary owner of the task. When the recipient accepts the task, a message appears in your Inbox, stating that the task request has been accepted and ownership passes to the person who accepted the task.

To accept a task request:

1 Open or preview the task request email message.

2 Click Accept.

3 Send a message that informs the sender that you are accepting the task.

When you accept a task, it will appear in your Task list.

To decline a task request:

1 Open or preview the task request email message.

2 Click Decline.

3 Send a message that informs the sender that you are declining the task.

If you are the creator of a task that is declined, you’ll receive a message stating that the task request has been declined. To become the owner of the declined task, open it and click Return to Task List in the Manage Task group on the Ribbon.

Delegating assigned tasks There might be occasions when you are assigned a task that someone else is better

suited to handle. In that case, you can delegate, or send, the task to someone else. When the recipient accepts the task, he or she owns it.

To delegate a task:

1 Open the task request that you want to delegate.

2 In the Manage Task group on the Task tab, click Assign Task.

3 In the To box, enter the new recipient’s name.

4 Check or clear the desired options to keep a copy of the task in your Tasks folder and/or to receive a status report when the task is complete.

5 Click Send.

Task folders When you have multiple tasks, it can be easier to keep track of them by grouping related tasks into a single folder. For example, if you have several tasks related to a business trip, you can create a folder and move or copy the tasks to that folder so all tasks for the trip are together and easy to track.

To create a folder to organize tasks:

1 In the Folder pane, right-click Tasks and choose New Folder.

2 Name the folder and click OK.

3 In the Task list, select the tasks you want to move to the folder, and drag them to the folder in the Folder pane.

Tasks 5–15

Do it! B-2: Accepting and declining a task request

Here’s how Here’s why 1 Switch to the Mail view (If necessary.) From the Navigation bar, click

the Mail button.

2 Select the Task Request: yy: Update Sales Web site message

Where yy is your student number.

3 Observe the Accept and Decline buttons

These buttons are shown at the top of the message preview in the Reading pane.

4 Double-click the Task Request: yy: Update Sales Web site message

To open it.

Observe the Accept and Decline buttons

The Accept and Decline buttons are in the Respond group on the Ribbon.

5 Click Accept To accept the task.

Verify that Send the response now is selected

Click OK To accept the task and notify the sender that you are accepting it.

6 From the Navigation bar, click Tasks

To verify that the task now appears in your Tasks folder. The task you created and assigned to your partner is also listed—that task has your partner’s number in the subject.

7 In the Folder pane, right-click Tasks and choose New Folder…

Name the folder Web Site Work and click OK

The new folder is created below the Tasks folder.

8 Right-click the Update Sales Web site task that was sent to you, and hold down the right mouse button

Drag the task to the Web Site Work folder and choose Move

To move the task to the new folder. You can now keep tasks related to the Web site together in one location.


9 Click Change View and choose Assigned

(From the Current View group.) To view tasks in your list that are assigned to other people.

Click Change View and choose Simple List

10 Create a task with the subject xx: Sales meeting agenda

Where xx is your partner’s number.

Click Assign Task You’ll assign the task to your partner.

Address and send the task to your partner

11 View your Inbox

12 Select the Task Request: yy: Sales meeting agenda message

Or open it.

Click Decline To decline the task.

Select Edit the response before sending

To be able to enter a message about why you are declining the task.

Click OK

13 In the message area, enter I will be on vacation next week.

Click Send

14 Check your Inbox for task response messages

Status reports Explanation

Often you must notify others, such as team members or your manager, of your progress on a task. Outlook provides a couple of ways for you to do this. The most appropriate way to send a status report is to open the task and click Send Status Report in the Manage Task group on the Task tab.

You can also attach the task to an email message or forward the task as an email message. When you’re composing a message, tasks are one of the items you can select from the Attach Item list. With a task selected in the Tasks list, you can click Forward in the Respond group on the Ribbon to forward the task as an email message. Forwarding a task does not reassign it to the recipient.

Tasks 5–17

Do it! B-3: Sending a task status report

Here’s how Here’s why 1 Display the Task list From the Navigation bar, click Tasks.

Change to Simple List view

2 Edit the yy: Update Sales Web site task

Double-click the task assigned to you by your partner.

Set the % Complete to 25% You don’t have to save your change yet.

3 Click Send Status Report A Message window opens. The Subject line is completed for you, and details of the task are entered into the message body.

Observe the To box Because this task was assigned to you by your partner, his or her address is already filled in. If this were a task you created, you would have to enter the recipient’s address.

In the message area, enter Change list created.

A message is optional because the task details are already in the message body.

Press e To move to the next line.


5 Save the task Click Save & Close.


To view your Inbox.

7 Select the message


Tracking tasks Explanation You might want to receive a confirmation when an assigned task is completed. You

track the completion of assigned tasks by using the “Send me a status report when this task is complete” option.

To track a completed task:

1 Create a task.

2 Assign the task.

3 Check “Send me a status report when this task is complete.”

4 Send the task request.

When the task is marked completed by the recipient, you’ll receive an email notification.

Do it! B-4: Tracking an assigned task

Here’s how Here’s why 1 Activate Tasks

2 In the list of tasks, check the box next to the yy: Update Sales Web site task

To mark the task as completed. Alternatively, you can open the task, change the % Complete to 100%, and save your changes.

3 Activate Mail

Observe the Task Completed email message

Tasks 5–19

Task options Explanation

All tasks have several predefined settings, which you can modify by using the Outlook Options dialog box, shown in Exhibit 5-5. The options are described in the following table.

Option Use to…

Set reminders on tasks with due dates

Automatically set reminders for a specified time when a task has a due date. Disabled by default.

Keep my task list updated with copies of tasks I assign to other people

Track tasks that you’ve assigned. Enabled by default.

Send status report when I complete an assigned task

Automatically send a status report when you complete an assigned task. Enabled by default.

Overdue task color; Completed task color

Select colors for tasks that are overdue or completed. The default colors are red (overdue) and gray (completed).

Set Quick Click flag Set the type of flag to be used when you click in the flag column in your Inbox. By default, the flag type is set to Today.

Task working hours per day Set your regular workday length. The default is 8 hours.

Task working hours per week Set your regular workweek length. The default is 40 hours.

To open the Outlook Options dialog box and display the task options, click the File tab and click Options. In the left pane of the Outlook Options dialog box, click Tasks.

Exhibit 5-5: Task options


Do it! B-5: Setting task options



In the left pane, click Tasks To display the task options.

2 Observe the options The options you set here apply to all tasks.

3 Set a new color for overdue tasks Select any color in the box.

4 Change your daily working hours to 10

You can select the text and enter 10, or you can use the arrows to scroll up to 10.

Change your work week to 50 hours

5 Click OK To close the dialog box and set the options.

Printing tasks Explanation

You can print tasks just like you print messages. On the File tab, click Print, and use the print options to print one task or multiple tasks. As with messages, you can print in Table Style, which lists all tasks, or Memo Style, which prints a single task. You can also print a single task by right-clicking it in the Task list and choosing Quick Print.

Do it! B-6: Printing tasks

Here’s how Here’s why 1 Select a task

Click the File tab and click Print

2 Observe the print styles You can print all tasks or just a single task.

3 Click the Back button

To return to the main Outlook window.

4 Click the Home tab If necessary.

5 Right-click a task and choose Quick Print

To print the task with the default settings.

6 Close any open windows Leave Outlook open.

Tasks 5–21

Unit summary Topic A In this topic, you learned that an Outlook task is an activity that must be completed in a

specified period of time. You used the Tasks folder and the To-Do Bar’s Task list to add and edit a task. Next, you created a recurring task by specifying the recurrence pattern and the range of recurrence. You learned how to use different Task views and marked a task as completed.

Topic B In this topic, you assigned a task to another person. You also accepted, declined, and delegated task requests. In addition, you sent a status report for an assigned task. You also tracked the completion of an assigned task, set task options, and printed tasks.

Review questions 1 How do you create a task?

Answers can include:

• In the Navigation bar, click Tasks to display the Tasks list, and click the New Task button.

• With Tasks active, enter a task title in the “Type a new task” box in the Task list.

• Enter a task name in the “Type a new task” box in the To-Do bar.

• Flag an email message as a task.

2 How can you assign a task to someone else?

Create or edit a task, and click the Assign Task button on the Task tab.

3 Who is allowed to edit a task?

The task owner is the only person who can edit a task.

4 Which of the following is the term that Outlook uses to describe a task that needs to be performed on a regular basis?

A Scheduled

B Repeating

C Recurring

D Frequent

5 Name two ways to mark a task as completed.

Answers can include any of the following:

• In the Tasks list, select the task and click Mark Complete on the Home tab.

• In the Tasks list or the To-Do Bar’s Task list, right-click the task and choose Mark Complete.

• Open the task and enter “100%” in the % Complete box.

• Open the task and select Completed from the Status list.

• In Tasks view, check the checkbox next to the task name.

6 True or false? When a task is marked as completed, it appears in the Tasks To-Do List view with a strikethrough line.

False. The task appears only in the Detailed or Simple List views of the Tasks List with the strikethrough line. The task is removed from the To-Do List view on the Task list.


7 True or false? You can set the % Complete for a task only in increments of 25%.

False. Using the spinners, you can quickly set the percent complete in increments of 25%. You can enter any percent between 0 and 100 by typing the number.

8 When a task request is declined, who owns the task?

The recipient of the task request has temporary ownership of the task, but after the task has been declined, the task creator can reclaim ownership by opening the task and clicking Return to Task List.

9 Describe the procedure for sending a status report on a task.

Open the assigned task. Change the status and add information as needed on the Details screen. Click Send Status Report on the Task tab, and send the report.

Independent practice activity In this activity, you’ll create a task and modify it to be a recurring task. You’ll assign a task and track its completion. You’ll also accept a task request and mark a task as completed.

1 Create a task with the subject XX: Prepare Web usage report, where XX is your partner’s number. Specify the start date as the first working day of the next month, and specify the due date as 10 days after the start date.

2 Save and close the task.

3 Change the Task view to Detailed.

4 Edit the new task to make it a recurring task. Specify the Recurrence pattern as weekly. The task must recur every Wednesday.

5 Assign the task to your partner. Track the completion of the task.

6 Accept the task request from your partner. Print the task.

7 Mark the task as completed.

6–1

Unit 6 Appointments and events



A Use the Calendar to set up and view single and recurring appointments.

B Modify, delete, and restore appointments.

C Add one-time and recurring events.

D Change Calendar views, customize the Calendar, add holidays to the Calendar, and print Calendars.


Topic A: Creating and sending appointments This topic covers the following Microsoft Office Specialist exam objectives for Outlook 2013.

# Objective

3.2

3.2.1

3.2.2

3.2.4

3.2.8

Create Appointments, Meetings, and Events

Create calendar items

Create recurring calendar items

Create calendar items from messages

Change availability status

3.3

3.3.1

3.3.2

3.3.3

Organize and Manage Appointments, Meetings, and Events

Set calendar item importance

Forward calendar items

Configure reminders

Explanation You can use Outlook’s Calendar to set up appointments and organize your schedules. You can specify how much of your schedule you want to view at once. The Calendar consists of the Folder pane and the Calendar view, as shown in Exhibit 6-1. Month is the default view, but you can change the Calendar view to show the Day or Week. If you switch to Day view, the selected day is shown in one-hour increments, but can be changed to show smaller increments.

Exhibit 6-1: The Calendar view

Appointments and events 6–3

Creating appointments Explanation

In Outlook terminology, an appointment is a time slot that you reserve on your calendar. You don’t invite other people to participate in an appointment. Contrast that to a meeting, which does involve other people.

More precisely, an appointment doesn’t include any attendees who participate in your Outlook calendaring system. A meeting does involve such people. For example, a doctor appointment would be an appointment, not a meeting, because your doctor doesn’t participate in your Outlook calendar, even if she uses Outlook to schedule her time. A scheduled discussion with a co-worker would be a meeting because he does use the same Outlook calendaring system to manage his time.

Appointments don’t have to involve anyone other than you. Time you set aside to work on a project would be scheduled on your calendar as an appointment.

There are several ways to create an appointment:

• On the Home tab, click New Appointment.

• On the Home tab, click New Items and choose Appointment.

• From the Day or Week view, double-click the time slot during which your appointment should be scheduled. The appointment’s start time will be set to the time slot you double-clicked.

• From the Day or Week view, right-click the time slot during which your appointment should be scheduled and choose New Appointment. The appointment’s start time will be set to the time slot you right-clicked.

Any of the preceding methods opens the Appointment window, shown in Exhibit 6-2. Here, you specify the subject, location, time, and duration of the appointment.

Exhibit 6-2: Creating an appointment


If you do not select a time slot before opening the Appointment window, the next available 30 minute interval is used as the Start and End times, by default. You can change the date by clicking the Calendar button and using the Date Navigator. You can also type the date into the Start time and End time fields. In addition to typing the dates, you can also type words and phrases, such as Tomorrow, Two Weeks from Today, or New Year’s Day and Outlook will automatically fill in the date for you. To specify the time of day, select the Start time or End time from the list or click the All day event box for activities that require the entire day.

Keep in mind that an appointment does not include a recipient list. If you click the Invite Attendees button on the Appointment tab, you will create a meeting rather than an appointment.

You can specify several options by using the Options group on the Appointment tab. You can use the Show As list to specify your availability status, which can be Free, Working Elsewhere, Tentative, Busy, or Out of Office. Each status has a color associated with it. You can also set a reminder for the appointment. To save the appointment, click Save & Close. After you create and save an appointment, it appears in your Calendar view.

Marking an appointment as private

You can mark an appointment as private to prevent other people from accessing the details of your appointments, contacts, or tasks. To ensure that other people cannot read the items you mark as private, do not grant them Read permission to your Calendar, Contacts, or Tasks folders. To mark an appointment as private, click the lock button in the Tags group.

Setting importance for a calendar item

You can mark the importance level of calendar items as being of High Importance or Low Importance. When an email is sent for a calendar item, the Importance level appears in the message.

Forwarding appointments

You can forward an appointment to other people, and they can copy the appointment to their calendars. To forward an appointment, either right-click it in the calendar and choose Forward, or click Forward on the Calendar Tools | Appointment tab. Address the message as you would any new email message, and click Send.

If you receive a forwarded appointment, open the message and double-click the appointment. If you want to add the appointment to your calendar, click "Copy to My Calendar” in the Actions group on the Appointment tab.


Do it! A-1: Setting up an appointment

Here’s how Here’s why 1 Switch to Calendar view From the Navigation bar, click Calendar.

In the Arrange group, click Day (If necessary.) To switch to Day view.

2 Click New Appointment

To open a new Appointment window.

3 In the Subject box, enter Project Research

To specify the purpose of the appointment.

4 In the Location box, enter Research Library

5 From the Start time list, select tomorrow’s date

To specify the start date for the appointment. By default, the end date is the same as the start date.

From the list next to the Start time list, select 10:00 AM

To specify the start time for the appointment. The end time appears as 30 minutes from the start time.

From the list next to the End time list, select 12:00 PM

To specify an end time two hours after the start time.

Observe the text area under the End time lists

You can enter any additional comments here.

6 From the Show As list, select Out Of Office

(In the Options group on the Appointment tab.) So that your calendar shows that you will be out of the office for this appointment.

7 From the Reminder list, select 30 minutes

(In the Options group on the Appointment tab.) You’ll receive audible and visual notifications 30 minutes before the appointment.

8 Click Save & Close To save the appointment and close the Appointment window. The Next Appointment button in the Calendar view becomes active.

9 Click as shown The calendar for tomorrow is shown, with the time of your appointment.


10 Right-click the Project Research appointment and choose Forward

Enter your partner’s email address, and click Send

11 When you receive the forwarded appointment message, open it

Double-click the appointment attachment and observe the Ribbon

You could click Copy to My Calendar if you wanted to add this appointment to your calendar. For now, though, you’ll just close the appointment.

12 Close the appointment and the message from your partner

13 Switch to the Calendar view From the Navigation bar, click Calendar.

Adding recurring appointments Explanation

Appointments that occur regularly are known as recurring appointments. For example, let’s say you need to submit expenses monthly. You could schedule a recurring appointment near the end of each month to prepare your expense report.

Create a recurring appointment by using the same techniques you use to create a one-time appointment. Before saving, click Recurrence in the Options group on the Appointment tab. Specify the details of the recurrence by using the Appointment Recurrence dialog box, shown in Exhibit 6-3. Click OK to save those details, and then click Save & Close to save your appointment.

Exhibit 6-3: The Appointment Recurrence dialog box


Do it! A-2: Adding a recurring appointment

Here’s how Here’s why 1 Click New Appointment (In Calendar view.)

2 In the Subject box, enter Expense report

3 Set the Start time as the last Wednesday of the month at 3:00 PM

Set the End time to 30 minutes after the start time

4 In the Options group on the Appointment tab, click Recurrence

To open the Appointment Recurrence dialog box.

Observe the Start, End, and Duration boxes

You can set these values here rather than when creating the appointment.

5 Under Recurrence pattern, configure the recurrence as shown

6 Observe the "Range of recurrence” section

You would use this portion of the dialog box to set the starting and ending dates for the recurrence.

7 Click OK To close the Appointment Recurrence dialog box.


9 On the Home tab, click Month (In the Arrange group.) To switch to the monthly view of your calendar. Your recurring appointment is shown on the last Wednesday of the month.

Click the Forward arrow, as shown

To move to the next month. Your recurring appointment is also listed for this month.


Creating appointments from email messages Explanation

You can create an appointment from an email message by dragging it to the Calendar folder. The Appointment window will open, giving you the opportunity to enter necessary details. The original message will be added as an attachment to the appointment.

For example, let’s say your co-worker sends you a note about an interesting seminar and you decide to attend. Creating an appointment from the email message reduces clutter in your Inbox while keeping the message accessible in case you need to refer to it later.

There’s another way to create an appointment from an email message. While previewing the message, or while it’s open, click Move on the Ribbon and choose Calendar. The Appointment window will open so that you can enter necessary details.

Do it! A-3: Creating an appointment from an email message

Here’s how Here’s why 1 Switch to the Mail view

2 Compose an email message to your partner, with these details:

Send the message

3 When your partner’s message arrives in your Inbox, open or preview it

It might take a moment to arrive in your Inbox.

4 On the Ribbon, click Move and choose Other Folder…

Select Calendar and click OK An Appointment window opens. The subject line is filled in and the email message is attached. You’ll need to enter the other details.

5 In the Location box, enter XYZ University Auditorium


6 Enter next Tuesday at 9:00 AM as the Start time

Enter 11:30 AM as the End time


8 Observe your Inbox The email message is gone.

9 View next week on your Calendar The seminar is listed for next Tuesday.

10 Double-click the Spice Seminar appointment

To open it.

Double-click the attachment Outlook has not deleted the original email message, but has attached it to the appointment record.

Close the Message and Appointment windows

To return to the Calendar.


Topic B: Modifying appointments This topic covers the following Microsoft Office Specialist exam objectives for Outlook 2013.

# Objective

3.2

3.2.3


Cancel calendar items

3.3

3.3.6


Update calendar items

Explanation After you create an appointment, you might need to reschedule or cancel it. You can cancel an appointment by deleting it. You can also restore a deleted appointment.

Rescheduling appointments You can reschedule an appointment by changing the date, time, location, or other details. To edit an appointment:

1 Double-click the appointment to open it.

2 Make the necessary changes.


You can also reschedule appointments by dragging them. With this method, it’s easiest to change the date of an appointment in Month view. To drag an appointment to a new time on the same day, use Day view.


Do it! B-1: Editing an appointment’s text

Here’s how Here’s why 1 Display the calendar in Month

view (From the Home tab, click Month.) You’re going to reschedule the Project Research appointment.

On the Home tab, click Today In the Go To group.

2 Double-click the Project Research appointment

(In the calendar grid.) To open the Appointment window.

3 Change the start date and the end date to one day later

To postpone the appointment by one day.

Edit the Location box to read Research Library, Building K

4 In the text area, type the indicated text

5 Save the appointment The appointment is postponed by one day.

6 Point to the appointment

The pop-up shows details of the appointment.

7 Drag the appointment back to its original day

You can change the date of an appointment by dragging it in Month view.

8 Change to Day view Click Day on the Ribbon.

9 Drag the appointment so it starts at 11:00 AM

You can change the time of an appointment by dragging it in Day view.


Rescheduling recurring appointments Explanation If you want to modify a recurring appointment, here’s how:

1 Double-click the appointment to open the Open Recurring Item dialog box.

2 If you want to modify a single occurrence, select "Just this one.” If you want to modify all occurrences of the recurring appointment, select "The entire series.”

3 Click OK to open the Appointment window.

4 Click Recurrence in the Options group on the Appointment tab.

5 Make the necessary changes and click OK.


Do it! B-2: Modifying a recurring appointment

Here’s how Here’s why 1 Switch to Month view

2 Double-click the Expense Report appointment

To display the Open Recurring Item dialog box. You can modify either the selected occurrence or all occurrences of the recurring appointment.

3 Select The entire series You’ll change all occurrences of this recurring appointment.

Click OK To open the Appointment Series window.

4 Click Recurrence (In the Options group on the Appointment Series tab.) To open the Appointment Recurrence dialog box.

Under Appointment time, from the Start list, select 11:30 AM

Change the appointment to occur on the last Monday of every month, as shown

Under "Range of recurrence,” set the start date to today’s date

For a recurring appointment, the range does not need to begin on the date of the first appointment.

Click OK

5 Save and close the appointment

6 Observe the calendar (In Month view.) The appointment has moved to the last Monday of the month. If today is after the last Monday of the month, the event will not be visible. You’ll have to view the next month to see it.


Deleting and restoring appointments Explanation

You can delete appointments that are no longer needed or that have been canceled. To delete an appointment, select it and click the Delete button on the Ribbon. You can also press the Delete key or press Ctrl+D.

You can restore a deleted appointment. If you haven’t done anything else since deleting the appointment, you can press Ctrl+Z to undo the deletion. Until you empty the Deleted Items folder, you can restore the appointment from there. You can drag it back to the Calendar folder, or right-click the item and choose Move, Calendar.

Do it! B-3: Deleting and restoring an appointment

Here’s how Here’s why 1 On the Home tab, click Today If necessary, to return to this month and

highlight today’s date on the calendar.

2 Select the Project Research appointment

You’ll delete this appointment.

3 Click Delete

To delete the appointment.

4 Press c + Z To undo the deletion.

5 Select the Project Research appointment

You’ll delete this appointment again.

6 Press d

7 Click (From the Navigation bar.) To display the Navigation menu.

8 Click Folders To display the folder list at the bottom of the Folder pane.

Select Deleted Items

9 Right-click the Project Research appointment

In the folder list.

Click Move and choose Calendar

To move the item back to the Calendar.

10 Activate the Calendar The appointment has been restored.

11 Delete the Project Research appointment

Select it, and then either click Delete or press the Delete key.


Topic C: Working with events This topic covers the following Microsoft Office Specialist exam objectives for Outlook 2013.

# Objective

3.2

3.2.1

3.2.2


Create calendar items

Create recurring calendar items

Explanation

In Outlook, an event is an activity that lasts for a period of one or more days and that can be added to the Calendar. There are three types of events in Outlook: single-day, multi-day, and recurring. For example, workshops, conferences, and seminars can be single- or multi-day events. Birthdays and anniversaries are examples of events that recur annually. Quarterly tax filing deadlines are an example of events that recur on something other than an annual basis. By default, Outlook assumes that events last for at least one day. However, you can change this setting and specify the duration of an event.

Single- and multi-day events You can add single-day and multi-day events to the Calendar. Here’s how:

1 On the Home tab, in the New group, click New Items and choose All Day Event to open a new Event window. (You can also create an appointment and check the "All day event” box, next to the End times boxes, in the Appointment window.)

2 Specify the subject and location for the event.

3 Do one of the following:

• If it is a single-day event that runs for the entire day, select the same date for the start and end dates. "All day event” is checked by default.

• If it is a multi-day event, select the start and end dates.

4 From the Show As list on the Event tab, select the status you want shown on your Calendar. For birthday or anniversary events, you should select Free. The other status types would be more appropriate for classes, seminars, and trips.

5 Use the Reminder list on the Event tab to specify when you want to be reminded about the event.

6 Click Save & Close to save the event and close the Event window.

Marking an event as private

You can mark an event as private to prevent other people from accessing the details of your personal events. To mark an event as private, open it and click Private in the Options group on the Event tab.


Creating events from messages and tasks

You can also create events from messages and tasks. To do so, drag the email message or task to the Calendar folder. The Appointment window will open. Enter the necessary details and click Save & Close.

Do it! C-1: Adding an event

Here’s how Here’s why 1 Switch to Month view If necessary.

2 Click New Items and choose All Day Event

(In the New group on the Home tab.) To open a new Event window.

3 In the Subject box, enter Medicinal spice seminar

4 Specify the start date as the first Monday of the next month

Use the Date Navigator to advance to the next month.

5 Specify the end date as the date that is two working days after the start date

6 From the Show As list, select Out of Office

Observe the Reminder list The default reminder is set for 18 hours before the event.

7 Click Save & Close To save the event and close the Event window.

8 View the first Monday of next month

(Advance to the next month and view the first Monday.) The event appears as a banner across the scheduled days.


Recurring events Explanation

Recurring events happen more than once. For example, a birthday happens every year on the same day. Estimated taxes are due every quarter. You create a recurring event by specifying a Recurrence. Here’s one way to do this:

1 With the Calendar open, click New Items on the Home tab and choose All Day Event.

2 Enter the event details, such as subject, location, and date.

3 Click Recurrence (in the Options group on the Event tab) to open the Appointment Recurrence dialog box.

4 Under Recurrence pattern, specify when and for how long the event recurs.

5 Click OK.


Alternatively, you can:

1 Right-click the appropriate time slot and choose New Recurring Event. For example, in Month view, right-click a day’s box to create a recurring event on that date. Both the Event window and the Appointment Recurrence dialog box open.

2 Define the recurrence pattern and click OK.

3 Enter the event details, such as subject, location, and so forth.


Do it! C-2: Adding an annual event

Here’s how Here’s why 1 Click New Items and choose

All Day Event (In the New group on the Home tab.) To open a new Event window.

Specify the subject as National Ice Cream Day

2 For the Start time, select the third Sunday in July

Depending on the current date, you might notice a message in the InfoBar, telling you that the selected date occurs in the past. Because this event will be changed to an annual one, you can ignore this message.

3 On the Event tab, click Recurrence

(From the Options group.) To open the Appointment Recurrence dialog box.

Under Recurrence pattern, select Yearly


4 Verify that the recurrence period is selected as shown

5 Close the Appointment Recurrence dialog box

6 Save the event

7 Switch to Month view If necessary.

8 Navigate to July

(Use the Date Navigator or the Forward button.) The event appears on the third Sunday.

9 Press c + G To open the Go To Date dialog box.

In the Date box, enter 7/1/20##

Where 20## is next year, such as 7/1/2014.

Confirm that Month Calendar is selected

Click OK Next year’s July is shown. National Ice Cream Day is shown on the third Sunday.

10 Click Today (On the Ribbon.) To display the current date in Calendar view.


Topic D: Using Calendar Views This topic covers the following Microsoft Office Specialist exam objectives for Outlook 2013.

# Objective

1.3

1.3.2


Print calendars

3.1

3.1.1

3.1.2

3.1.4

Create and Manage Calendars

Adjust viewing details for calendars

Modify calendar time zones

Demonstrate how to set calendar work times

Explanation

Outlook provides various Calendar views, including Day, Work Week, Week, Month, and Schedule. To change the view, click the appropriate button on the Ribbon. (Buttons for these views are on the Home tab and the View tab.) You can view as much of your schedule as you want to at a time.

Day view Day view, as shown in Exhibit 6-4, shows all of your calendar items for a single day.

The current date is selected by default. If you want to view items for another day, click the Forward or Back navigation buttons to the left of the date or use the Date Navigator in the Folder pane.

Exhibit 6-4: Day view


Work Week and Week views Work Week view displays the current five-day work week, as shown in Exhibit 6-5. If

you prefer to view a full seven-day week, click Week to show Week view. Use the Forward and Back buttons to view other weeks, or click a date in the Date Navigator to show that week’s items.

Exhibit 6-5: Work Week view

Month view Month view, shown in Exhibit 6-6, shows the entire month. The heading of today’s date

is highlighted in blue. The box for the date you have selected is shaded in dark blue. Dates in the previous and next months are displayed so that there are no empty boxes in the calendar.

Exhibit 6-6: Month view


Schedule view Schedule view, shown in Exhibit 6-7, is a combined view of all of the calendars you

have opened. This view is useful for checking the availability of the members on a team or in a workgroup.

Exhibit 6-7: Schedule view

Calendar weather bar From Calendar view, you can observe the weather for a particular city, directly from Outlook's calendar. Depending on screen size, up to a three-day forecast is visible. In addition, you can customize the Weather bar to show forecasts for up to five cities.

Do it! D-1: Exploring Calendar views

Here’s how Here’s why 1 On the Home tab, click Day To switch to Day view.

2 Observe the Calendar view Day view shows the day’s calendar items.

3 Click Work Week (On the Home tab.) The calendar grid displays the current work week, Monday to Friday. Use this view to see the entire work week at a glance.

4 Click Week To show the full seven-day week. Weekend days are shaded gray.

5 Click Month To view the calendar for the entire month.

6 Click Schedule View To show today’s calendar in Schedule view. If you had multiple calendars open, such as those of a co-worker, you’d see events from all of the calendars listed in this single view.

7 Click Day To return to the default view.

8 Observe the Weather bar At the top of the Day view. The current conditions and local forecast are visible.


Setting workdays and times Explanation The default work week is Monday through Friday, and the work day typically begins at

8:00 AM and ends at 5:00 PM. You might want to change the work days or the times of the day. You can change these calendar settings by using the Calendar page in the Outlook Options dialog box, shown in Exhibit 6-8.

Exhibit 6-8: Calendar settings in the Outlook Options dialog box


Do it! D-2: Setting Calendar options



In the left pane, click Calendar To display Calendar-related options.

2 Under Work hours, change the Start time to 9:00 AM

To change the work week’s start time.

Change the End time to 6:00 PM

3 From the “First day of week” list, select Monday

To switch to a Monday-to-Sunday week.

4 Click OK To close the Outlook Options dialog box.

5 Switch to Day view The day now starts at 9:00 AM (the 8:00 AM time slot is shaded gray).

6 Switch to Week view The week runs from Monday to Sunday.

7 Switch to Month view The first column is now Monday, not Sunday.

Displaying multiple time zones Explanation

You might have business associates or clients who are located around the world. When scheduling activities such as conference calls, you need to consider the time zones for these locations. You can add time zones to schedule your activities more easily.

To display a second time zone:

1 On the File tab, click Options to open the Outlook Options dialog box.

2 In the left pane, click Calendar.

3 In the Time zones section, check "Show a second time zone.”

4 (Optional) Enter a label. If you do so, it will be displayed in Day view and other locations where times are displayed.

5 From the Time zone list, select the time zone you want to add.

6 Check or clear "Automatically adjust for daylight savings time” to match the practices of your new locale. (Not all regions observe Daylight Savings Time.)

7 Click OK.


Do it! D-3: Displaying multiple time zones

Here’s how Here’s why 1 Open the Outlook Options dialog

box Click the File tab and click Options.

In the left pane, click Calendar To display Calendar-related options.

2 Under Time zones, check Show a second time zone

Scroll down to find this section.

From the second Time zone list, select a time zone other than your local one

For example, if you’re in the Eastern time zone, choose the Pacific time zone.

In the Label box, enter There

3 Under Time zones, in the first Label box, enter Here

You are using these labels to distinguish between your local and second time zones. At your office, you might use more precise labels, such as Eastern, Mtn, or PST.

4 Click OK To save your changes.

5 Switch to Day view

Both time zones are displayed in Day view, with your local time zone to the right of the secondary time zone.


Holidays Explanation You can display holidays commonly celebrated in your country in the Calendar.

Holidays appear on the Calendar as all-day events.

To add the holidays to the Calendar:

1 Open the Outlook Options dialog box, and click Calendar.

2 Under Calendar options, click Add Holidays to open the Add Holidays to Calendar dialog box.

3 In the list of countries, check your country.

4 Click OK. A message states that the holidays are added to your Calendar.

5 Click OK to return to the Outlook Options dialog box.

6 Click OK to close the Outlook Options dialog box.

Exhibit 6-9: Month view in the Calendar, showing holidays


Do it! D-4: Adding holidays to the Calendar


box

Click Calendar To display Calendar-related options.

2 Under Calendar options, click Add Holidays

To open the Add Holidays to Calendar dialog box.

3 Verify that your country is checked

4 Click OK To import the holidays into your Calendar. A message states that the holidays have been added.

Click OK To return to the Outlook Options dialog box.

5 Click OK To return to the Calendar.

6 Switch to Month view Holidays are now listed on your Calendar. If no official holidays fall in the current month, view another month.


Printing calendars Explanation

There might be times when you want a hard copy of your calendar, such as when you’re going to be away from the office and don’t have access to your computer. To print your calendar, display the calendar you want to print, click the File tab, and then click Print.

You can print your calendar using one of the following styles:

• Daily Style — Prints the daily schedule and includes the daily task list and a section for notes.

• Weekly Agenda Style — Includes seven days with a box for each day, with smaller boxes for weekend days. Also includes small versions of the current and next months.

• Weekly Calendar Style — Includes all seven days in columns, with hours as rows.

• Monthly Style — Prints one full month in a traditional calendar layout.

• Tri-fold Style — Prints three "panes”: one for today’s schedule, one for tasks, and another for the week at a glance.

• Calendar Details Style — Prints a list of appointments by day.

To print a calendar, in one of the Calendar views, click the File tab and then click Print. Select the style you want, and click Print.

To print a single appointment, open it, click the File tab, and click Print. To print the appointment and its details in Memo Style, click the Print button. You can also right-click the appointment in the calendar and choose Quick Print.

Do it! D-5: Printing a Calendar

Here’s how Here’s why 1 Click the File tab and click Print To display printing options for the Calendar.

Observe the settings Because you are in Month view, Monthly Style is the default choice.

2 Select Daily Style and observe the preview

It lists today’s appointments.

Note the page indicator at the bottom of the preview pane

The entire month will print in Daily Style. Like any document, you can print just single pages.

3 Select Monthly Style and click Print

To print one month of your calendar.

4 Right-click an appointment and choose Quick Print

To print a single appointment.

5 Close any open windows


Unit summary Topic A In this topic, you learned about the Calendar view. You added appointments by using

the Appointment window. You added a recurring appointment, and you learned how to add an appointment from a message.

Topic B In this topic, you edited a regular appointment and a recurring appointment. Then you deleted an appointment and restored the deleted appointment.

Topic C In this topic, you added events to the Calendar. You added both one-time and recurring events.

Topic D In this topic, you compared the various Calendar views. You changed the work-day times and added a second time zone to your Calendar. Then you added a holiday to your Calendar and printed a Calendar.

Review questions 1 Which of the following can be used to display a different month? [Choose all that

apply.]

A The Forward and Back navigation buttons in Month view

B The Current View list

C The Date Navigator

D The Daily Task list

2 What is the difference between an appointment, a meeting, and an event?

An appointment is a scheduled block of time that involves only you or those outside your organization who don’t participate in your Outlook Calendaring system.

A meeting is a scheduled time block when you are meeting with others who do participate in your Outlook Calendaring system. You are inviting and managing the meeting attendees.

An event runs for an entire day (or longer), and you can either invite other attendees or not.

3 What is the definition of a recurring appointment?

An appointment that occurs on a daily, weekly, monthly, or yearly basis.

4 How do you create a recurring appointment?

There are two ways to create a recurring appointment.

• Create an appointment and click Recurrence.

• Right-click a time slot and choose New Recurring Appointment.

5 Which button can you use to quickly display the appointments for the current day?

The Today button

6 What is the procedure to change your calendar so that every day starts at 9:00 AM?

a On the File tab, click Options to open the Outlook Options dialog box.

b Click Calendar to show calendar options.

c Under Work time, from the Start time list, select 9:00 AM.

d Click OK.


7 You want to add an item to your calendar to mark the date your company was founded. Would you add a meeting, an appointment, or an event?

An event.

8 How many days are shown in the default Week view?

Seven days, starting on Sunday.

9 True or false? When you create an appointment from an email message, you can delete the message so that it doesn’t remain in your Inbox.

False. The email message is automatically removed from your Inbox and attached to the appointment.

10 If you delete an appointment and then find that you still need it, how do you restore it to the Calendar?

Move it from the Deleted Items folder to the Calendar folder by dragging it or by using the Ribbon or the right-click shortcut menus.

Independent practice activity In this activity, you’ll create a recurring appointment. You’ll view an appointment, delete it, and restore it. In addition, you’ll email an appointment and create an annual event.

1 Create an appointment for tomorrow at 9:00 AM. Specify the subject as Spice Seminar, the location as Paradise Theater, and the end time as 10:30 AM.

2 Change the appointment so that it’s recurring, repeating every month for four months. (Hint: Under "Range of recurrence,” enter the relevant value in the End after box.)

3 Observe the appointment in the various Calendar views. Print the appointment.

4 Delete all occurrences of the Spice Seminar appointment that you scheduled.

5 Set the work day to begin at 8:00 AM and end at 5:00 PM. Set the calendar week to begin on Sunday.

6 Show only a single time zone on your calendar. Remove the label for your local time zone.

7–1

Unit 7 Meeting requests and responses



A Use the Calendar to create and send meeting requests, and respond to meeting requests by accepting or declining them or by proposing a new meeting time.

B Reserve resources, manage meeting responses, and update and cancel meetings.


Topic A: Scheduling meetings This topic covers the following Microsoft Office Specialist exam objectives for Outlook 2013.

# Objective

3.1

3.1.3

3.1.5

3.1.7


Delete calendars

Create multiple calendars

Overlay calendars

3.2

3.2.7


Use the scheduling assistant

3.3

3.3.5


Respond to invitations

Explanation

In Outlook terminology, a meeting is a time slot you reserve on your Calendar, as well as on the Outlook Calendar of one or more additional attendees. Contrast that to an appointment, which does not involve other people (or involves only people who are not part of your Outlook calendaring system).

For example, if you and your co-worker Sally use Outlook’s Calendar tools to coordinate a time to discuss a project, you are creating a meeting. If you schedule a time on your Calendar to visit the dentist, that’s an appointment. Even though that time slot involves another person, it’s not a meeting because your dentist doesn’t use the same Outlook calendaring system to manage his time.

Meeting requests A meeting request is a special type of message that contains all the details of a proposed meeting time. After you create a meeting request, it is sent to all of the participants you invite. Each of them can accept, decline, or suggest an alternate time for the meeting. If your Exchange environment has been set up for it, meeting requests can even book locations and equipment, such as a projector, computer, and so forth.

Calendaring is such an integral part of Outlook that the program provides many ways to create meeting requests. You will probably find one or two methods you use most often. Even if you don’t use them all, it’s nice to know that you can create meeting requests by using any of these methods:

• Open the Meeting window and enter the meeting details. You can open a new Meeting window in various ways:

– In any view (Inbox, Contacts, and so forth), click New Items and choose Meeting.

– In any Calendar view, click the New Meeting button on the Ribbon.

– In any Calendar view, right-click a time slot and choose New Meeting Request.

– In any view, press Ctrl+Shift+Q.

Meeting requests and responses 7–3

• Create an appointment or event, and then click Invite Attendees on the Ribbon. This converts the appointment or event into a meeting.

• Create an appointment or event, and then click Scheduling Assistant on the Ribbon. Add the calendars of all prospective attendees. Double-click the header atop the time slot that is free for all attendees. This converts the appointment or event into a meeting.

• In the Calendar, switch to Schedule view. Add the calendars of all prospective attendees. Double-click the header atop the time slot that is free for all attendees.

• Use drag-and-drop or the menus to move an email message to the Calendar. Using the resulting Appointment window, invite attendees; this converts the appointment into a meeting.

Exhibit 7-1: Create meeting requests in the Meeting window

Response options

To configure response options, click Response Options in the Attendees group on the Ribbon. By default, both options—Request Responses and Allow New Time Proposals—are enabled. To disable one of the options, select it to uncheck it.

Do it! A-1: Creating and sending a meeting request

Here’s how Here’s why 1 With your partner, decide who

will be partner A and who will be partner B

Partner A will schedule appointments, events, and meetings at the times printed in the book. Partner B will schedule items at one hour after the times printed in the book.

2 Activate the Calendar From the Navigation bar, click Calendar.

3 Click New Meeting To open a new Meeting window. The InfoBar tells you that invitations have not been sent for the meeting.


4 In the To box, enter your partner’s email address

In the Subject box, enter XX: Sales strategy for the Midwest region

In place of XX, use your partner’s number.

In the Location box, enter Conference Room

To specify the location for the meeting.

5 Use the Start time and End time fields to schedule the meeting for tomorrow from 9:00 AM to 10:00 AM

If you’re partner B, schedule the meeting for 10:00 AM to 11:00 AM.

6 Observe the Reminder list (In the Options group on the Meeting tab.) It is set to remind you 15 minutes before the meeting.

In the Show As list, verify that Busy is selected

To mark the allocated time as busy in your Calendar. Other options are Free, Working Elsewhere, Tentative, and Out of Office.

7 Click Response Options In the Attendees group.

Observe the settings You can see that you are requesting responses and allowing proposals for a new time. Both settings are enabled by default.

8 Click Send To send the meeting request and close the Meeting window.

9 Switch to Day view If necessary.

View tomorrow’s schedule (Click the Forward button or click tomorrow’s date in the Date Navigator.) The meeting is listed on your Calendar. Your partner’s meeting will also be listed (though perhaps not immediately) because he or she invited you.


Meeting requests Explanation Meeting requests are delivered to all invitees, and the requests show up in the Inbox just

like email messages do. When you preview or open the meeting request, you will be able to see all of the meeting’s details, such as the date, time, and location. The meeting request also shows you the relevant portion of your calendar so you can quickly determine whether you can attend the meeting. This feature is shown in Exhibit 7-2.

Exhibit 7-2: A Meeting Request window

Outlook provides buttons to enable you to reply to a meeting request. You can click Accept, Tentative, Decline, or Propose New Time. If you need to communicate with the meeting organizer, you can click Respond and choose Reply, Reply to All, and so forth. Doing so enables you to send an email message, such as to confirm missing details, without yet accepting or declining the request.

Depending on the action you take, Outlook will update your calendar, as well as the calendar of the organizer. For example, clicking Accept will add a meeting item to your calendar and mark you as attending in the organizer’s view of the meeting.


Do it! A-2: Reading and accepting a meeting request

Here’s how Here’s why 1 Activate Mail

Observe the new message

In the Message list, the icon to the right on the new message indicates that the message is a meeting request.

2 Select the YY: Sales strategy for the Midwest region message

When you preview or open the Meeting window, you have access to additional buttons for checking your calendar, forwarding the request, or deleting it.

Click Calendar Preview (If necessary.) To show a preview of your calendar in the message body. It shows your current schedule for the date and time of this meeting request.

Observe the buttons at the top of the preview

3 Click Accept You’re given the choice to edit your response, send the response, or accept the meeting request without sending a response.

Choose Send the Response Now

The meeting is added to your calendar, and the request is removed from your Inbox.


After a moment or two, a meeting acceptance notice from your partner will arrive.

5 Open the message

The message header indicates that your partner has accepted your request for a meeting.

6 Close the Meeting Response window


Displaying and hiding calendars Explanation If you need to regularly schedule meetings with a small group of co-workers, you can

add their calendars to your Calendar folder. (In fact, for Schedule view to be useful, you must first add the other attendees’ calendars to your Calendar folder. Otherwise, Schedule view shows just your calendar.) You won’t be able to modify the added calendars, but you’ll be able to see your co-workers’ availability and use Schedule view to create meeting requests for times that you see are free for all attendees.

To add a calendar:

1 In any Calendar view, click Open Calendar on the Ribbon and choose the appropriate source. For example, to open the calendar of another user within your Exchange organization, choose From Address Book.

2 Select the calendar or calendars you want to add.

3 Click Calendar.

4 Click OK.

Once you’ve added a calendar, it will be displayed alongside your calendar in the various views. You can also overlay the open calendars into a single view by clicking the View in Overlay Mode button on the tab for the other user’s calendar. The calendars are combined into one calendar and are transparently stacked on top of one another. To no longer view the calendars in overlay mode, click the View in Side-by-Side Mode button to view the calendar alongside yours.

To hide a calendar, click the Close button (the ×) on the tab beside the other user’s calendar, or uncheck the box next to that person’s calendar in the Folder pane. Doing this does not remove your connection to that person’s calendar; it just hides the calendar temporarily. Simply check the box in the Folder pane to show the calendar again.

To remove a calendar, right-click it in the Folder pane and choose Delete Calendar.

Viewing other users’ calendars and adding them to your Calendar view requires an Exchange Server or third-party components.


Do it! A-3: Displaying and hiding calendars

Here’s how Here’s why 1 Activate the Calendar

2 In the Manage Calendars group, click Open Calendar

On the Ribbon.

Choose From Address Book…

3 Select your partner

Click Calendar ->

Click OK You can now see both calendars. Notice the changes in the Folder pane: both calendars are listed there now.

4 Switch to Day view If necessary. You see both calendars in a tabbed arrangement.

5 Click as shown

To overlay the two calendars on the same Day view.

6 Next to your partner’s name, click the X

To close your partner’s calendar.

Observe the Folder pane Your partner’s calendar is still listed, but it’s unchecked. You have not removed it, but simply hidden it from view.

7 In the Folder pane, right-click your partner’s calendar and choose Delete Calendar

It is removed from your Folder pane. The group, Shared Calendars, remains.

8 Right-click Shared Calendars and choose Delete Group

Click Yes To delete the entire group. If it contained calendars, they would also be removed.


Scheduling meetings Explanation Outlook provides tools you can use to check an attendee’s schedule before you create

your meeting request. You can do this in Schedule view in the Calendar or in the Invite Attendees window.

When you need to regularly schedule meetings with an individual, you will probably want to add his or her calendar to your Calendar folder. For those other people with whom you don’t regularly schedule meetings, you can use the Scheduling Assistant to check their calendars while scheduling a meeting. Here’s how:

1 Open a new Meeting window.

2 Enter pertinent details, such as the subject, location, and date and time.

3 Optionally, enter the attendees in the To box.

4 Click Scheduling Assistant.

5 If you did not add attendees in step 3, then under the All Attendees column, click “Click here to add a name.” Enter the attendee’s name or email address and press Enter.

6 Highlight a suitable time that is free for all attendees. You can click a column header to select a half-hour block, or drag across multiple columns to schedule longer meetings. Use the Date Navigator to quickly scroll to future dates.

7 Click Send.

You should enter the meeting details, such as the subject, before opening the Scheduling Assistant. But if you open it before entering the details, simply click the Appointment button to return to the Meeting window.

The Scheduling Assistant requires an Exchange Server or third-party components.


Do it! A-4: Scheduling a meeting

Here’s how Here’s why 1 Click New Meeting

2 Enter your partner’s email address in the To box

In the Subject box, enter XX: Product Planning

Where XX is your partner’s lab number.

In the Location box, enter Conference Room

You must enter meeting details before opening the Scheduling Assistant.

3 Click Scheduling Assistant

To open the Scheduling Assistant. Because you entered your partner’s email address, his or her calendar is made available in the Assistant. You could add others.

4 Scroll to show tomorrow’s schedule

You have already scheduled a meeting with your partner for tomorrow morning at 9:00. This time is blocked out on the schedule.

5 Click where indicated

(On the gray heading under 1:00 PM tomorrow.) To select the 1:00-to-1:30 PM half-hour slot.

6 Click again in the same spot and drag to the right

To select the whole 1:00 hour.

7 Click Send

To send the meeting request to your partner.

8 View tomorrow’s schedule in Day view

The newly proposed meeting is shown.


Declining meeting requests Explanation

If you have a conflict—perhaps you forgot to update your calendar with a prior commitment—you can decline a meeting request. When you do so, the organizer receives a message saying that you have declined the meeting request. Declined meeting requests will not be added to your calendar.

Canceling meetings

You can cancel a meeting if you were the organizer of it. Select it on your calendar and click Cancel Meeting on the Ribbon.

If all of the invited attendees have declined, you will be prompted to delete the meeting without sending cancellation notices. Otherwise, Outlook will send a cancellation notice to all invitees. That way, no one shows up for a canceled meeting.

If a meeting is canceled that you were planning to attend, you will receive a cancellation message. When the message arrives, click Remove from Calendar in the Reading pane to remove the meeting from your calendar. You can also open the message and click Remove from Calendar on the Ribbon.


Do it! A-5: Declining a meeting request


2 Select the YY: Product Planning message

(If necessary.) The contents of the meeting request appear in the Reading pane.

In the Reading pane, click Decline

To decline the meeting request from your partner. You are prompted with three options.

Observe the three options on the menu

You can edit the response; this would give you an opportunity to tell the organizer why you’re declining the invitation. You can simply send the response. Or you can decline the meeting without sending a response.

3 Choose Send the response now

You have declined the invitation. It is removed from your Inbox.


After a moment, the decline response from your partner will show up in your Inbox.

5 Select the Declined XX: Product Planning message

The message states that your partner has declined the meeting request.

6 Activate the Calendar

7 View tomorrow’s schedule Because you’re the meeting organizer, the meeting is still in your calendar. If you don’t want to have the meeting, you’ll have to delete it from your calendar.

8 Select the XX: Product Planning meeting

9 Click Cancel Meeting

To cancel the meeting and delete it from your calendar.

Select Delete without sending a cancellation

All invitees have declined, so there’s no reason to send a cancellation notice.

Click OK The meeting is removed from your calendar.


Setting up recurring meetings Explanation Meetings that occur regularly are known as recurring meetings. For example, a

quarterly sales meeting is a recurring meeting. You can schedule recurring meetings by setting recurrence options while adding the meeting to the Calendar.

Exhibit 7-3: The Appointment Recurrence dialog box

Required and optional attendees

For any type of meeting request, you can designate attendees as either required or optional. Required attendees must attend; if they cannot meet at the scheduled time, the meeting will have to be rescheduled. The meeting can proceed without optional attendees present.

When creating a meeting request, click the To button rather than typing addresses into the To box. Then select the required attendees and click Required. Select the optional attendees and click Optional. If you enter addresses into the To box, they are considered required attendees.


Do it! A-6: Adding a recurring meeting

Here’s how Here’s why 1 Switch to Month view

2 Right-click the second Monday of the month

If that date is already past, select the second Monday of next month.

Choose New Recurring Meeting

To open the Appointment Recurrence dialog box. (You can also add a “normal” meeting and click Recurrence on the Ribbon.)

3 Under Appointment time, from the Start list, select 9:00 AM

From the Duration list, select 1 hour

When you specify the duration, the end time is adjusted automatically.

4 Under Recurrence pattern, select Monthly

Set the recurrence pattern to the second Monday of every third month

5 Click OK To close the Appointment Recurrence dialog box.

Observe the Recurrence information beneath Location

(In the Untitled – Meeting window.) It displays the recurrence settings for the new meeting. You can change these settings by clicking the Recurrence button on the Ribbon.

6 Click To To open the Select Attendees and Resources dialog box.

7 In the Name list, select your partner

You’ll make your partner a required attendee.

Click Required

8 In the Name list, select Instructor

The Instructor will be invited as an optional attendee.

Click Optional and click OK

9 Specify the subject as YY: Quarterly sales meeting

Where YY is your lab station number.

Specify the location as Conference Room

In the Location box.


10 Send the meeting request

11 Move your pointer over the second Monday’s meeting

A pop-up with meeting details is shown.

Observe the right edge of the pop-up meeting’s box

The circular double-arrow icon indicates a recurring meeting.

Proposing a new time for meetings Explanation

If a meeting time does not fit your schedule, you can suggest an alternative time instead of declining the meeting. However, the meeting organizer will decide whether to reschedule the meeting or keep it at its originally proposed time. The organizer also controls whether or not attendees can propose a new time.

To propose a new time for the meeting:

1 Preview or open the meeting request message.

2 Click Propose New Time and select either Tentative and Propose New Time or Decline and Propose New Time to open the Propose New Time dialog box, shown in Exhibit 7-4. Here, you can modify the date and time, but you can’t change the attendee list.

3 Modify the date and time, or choose AutoPick Next or click the << button to automatically select the next (or previous) available time for all attendees.

4 Click Propose Time to open a new Meeting Response window.

5 Click Send. The meeting organizer receives a New Time Proposed message.

You can propose a new time for a recurring meeting. You’ll need to choose whether to propose a new time for a single occurrence or for the entire series when you open the request.


Exhibit 7-4: Proposing a new time for a meeting

Do it! A-7: Proposing a new time for a meeting

Here’s how Here’s why 1 Double-click the XX: Quarterly

sales meeting invitation (Where XX is your partner’s lab number.) Make sure you open the invitation your partner sent to you, not the one you sent to your partner.

Select Just this one and click OK

You will propose a new time for just this one occurrence in the series.

Observe the buttons on the Ribbon

As with the preview, you can use these buttons to respond to the request.

2 With your partner, decide which of you will propose one hour early and which of you will propose one hour later

You and your partner each invited the other to a recurring meeting. You’ll reschedule both as you work together in this activity.

3 Click where indicated

To display the menu.


Select Tentative and Propose New Time

To tentatively accept the meeting request but also propose a new time for the meeting. You can also use this menu to decline and propose a new time. (Clicking the top half of the button is the same as opening the menu and choosing Tentative and Propose New Time.)

Observe the time planner It displays the calendar of all involved invitees and organizers.

4 If you’re the partner proposing a later time, click AutoPick Next

To select the next available time slot for all attendees and resources.

If you’re the partner proposing an earlier time, click <<

To the left of the AutoPick Next button.

5 Click Propose Time To open a new Meeting Response window. It displays the meeting’s original time and the new time proposed. You could enter a message to the organizer in the message body.

Click Send To send your proposed new meeting time to your partner.

6 Open the New Time Proposed: YY: Quarterly Sales Meeting message

(Don’t preview it.) The message states that your partner proposed a new time.

Click Accept Proposal To accept the meeting time suggested by your partner and reschedule the meeting. The Meeting window appears.

Click Send Update To send an update message to the attendees and close the Meeting window.

7 In your Inbox, select the XX: Quarterly Sales Meeting message

To preview it. You could also open the message.

8 Click Accept, and select Send the Response Now

On the Ribbon.


Switch to Month view The meeting has been moved to the newly proposed time.

View the schedule for three months from now

The meeting invitation, which you’ve not accepted, is listed on the second Monday at its originally scheduled time. You rescheduled only the single occurrence in the series.


Modifying meetings Explanation

You can modify meetings after scheduling them. When you do so, you will be prompted to resend the meeting request. If attendees accept the changes, the meeting will be rescheduled on everyone’s calendar. You can modify both one-time and recurring meetings.

When you modify a recurring meeting, you can modify the entire series or a single occurrence of the meeting. Open the meeting and then select either “Just this one” or “The entire series.” Make your changes and click Send Update to send an update to the meeting attendees.

Do it! A-8: Modifying a meeting

Here’s how Here’s why 1 Confirm that you’re viewing the

calendar three months from now

2 Double-click YY: Quarterly sales meeting

(Where YY is your lab number.) You’ll modify this meeting. Because it’s a recurring meeting, you’ll be prompted to choose whether to change just this occurrence or the entire series.

Select The entire series You want to change all occurrences of the meeting.

Click OK

3 Click Recurrence On the Ribbon.

4 If you’re partner A, change the start time to 2:00 PM

If you’re partner B, change the start time to 3:00 PM

The End time is changed for you automatically because Outlook preserves the duration originally set for the meeting.

5 Click OK A dialog box warns you that any exceptions associated with the recurring appointment will be canceled.

Click OK To set all instances of the recurring appointment, including this month’s, to the new time.

6 Click Send Update To send an update to the attendees.


Topic B: Managing meetings This topic covers the following Microsoft Office Specialist exam objectives for Outlook 2013.

# Objective

3.2

3.2.9

3.2.10


Schedule resources

Utilize Room Finder

3.3

3.3.4

3.3.7


Add participants

Share meeting notes

Explanation

When creating meeting requests, you can reserve resources such as meeting rooms, overhead projectors, computers, and so forth. Reserving resources via meeting requests requires an Exchange Server or third-party components. Additionally, the Exchange administrator must create mailboxes for each resource or perform other configuration steps to enable resource scheduling.

To schedule a resource, you add it to the attendees list, just like you invite a person. From the Meeting window, enter the name of the meeting location or click the down arrow to select from a list of previously used locations. You can also click the Rooms button to open the Room Finder, as shown in Exhibit 7-5, and select a location that has been set up through Exchange Server by your administrator.

Exhibit 7-5: Selecting a room works like selecting invitees


If you’re using the Scheduling Assistant, you can add the resource’s calendar to your view to book a free time. If you frequently reserve a resource or you manage a resource, you might want to add its calendar to your Calendar folder.

Do it! B-1: Reserving resources in a meeting request

Here’s how Here’s why 1 With your partner, decide who

will be partner A and who will be partner B

Partner A will schedule appointments, events, and meetings at the times printed in the book. Partner B will schedule items at one hour after the times printed in the book.


3 Click New Meeting To open a new Meeting window. The InfoBar tells you that invitations have not been sent for the meeting.


In the Subject box, enter XX: Spice Sampling

Where XX is your partner’s number.

5 Next to the Location box, click Rooms

6 Select Conference Room A If necessary.

Click Rooms and click OK

The conference room is added to the To box.

7 Schedule the meeting to happen on next Friday at 1:00 PM

Partner B, your meeting should start at 2:00 PM.

The meeting will last one hour

8 Click Send To send the meeting request and close the Meeting window.


Managing responses Explanation You need to know how the attendees of a meeting have responded so that you can

decide whether to reschedule the meeting or change its venue. For example, if most of the attendees are not available at the proposed time, you’ll need to reschedule the meeting or cancel it.

To review the responses of the attendees, open the Meeting window and click the Tracking button, shown in Exhibit 7-6. You can also check the InfoBar to see a summary of the responses, such as Accepted, Declined, or Tentative.

Exhibit 7-6: Meeting responses in the Tracking window

Do it! B-2: Reviewing meeting responses

Here’s how Here’s why 1 Open the XX: Spice Sampling

meeting (Double-click it.) Be sure to select the meeting for which you’re the organizer. The InfoBar displays the number of attendees who have accepted, tentatively accepted, and declined your meeting request.

2 Click the top half of the Tracking button

To display a list of the invitees and their responses.

3 Close the window


Adding and removing attendees Explanation

You can add and remove meeting attendees as needed. To do so:

1 Open the meeting.

2 To add or remove attendees, either edit the entries in the To box, or click the To button and use the resulting window.

3 Click Send Update, and choose whether to send the update to just the attendees who were added or removed or to all attendees.

4 Click OK.

Do it! B-3: Adding meeting attendees


meeting Be sure to select the meeting for which you’re the organizer. The InfoBar displays the number of attendees who have accepted, tentatively accepted, and declined your meeting request.

2 Click To

Select Instructor

Click Required

Click OK

3 Click Send Update

4 Select Send updates only to added or deleted attendees

(If necessary.) You can also opt to send the update to all attendees.

Click OK Only the new attendee will receive the meeting update.


Communicating with attendees Explanation

Sometimes you need to send additional information to attendees. Perhaps you received a new report that attendees should review before the meeting. You can send a note to attendees by opening the meeting item, clicking Contact Attendees, and choosing New Email to Attendees. Compose your message as usual and click Send.

Do it! B-4: Contacting meeting attendees


meeting Be sure to select the meeting for which you’re the organizer. The InfoBar displays the number of attendees who have accepted, tentatively accepted, and declined your meeting request.

2 Click Contact Attendees

Choose New Email to Attendees

3 In the message area, enter Please bring bottled water or another drink. We’ll have many spices to sample.

4 Click Send

5 Close the Meeting window


Canceling meetings Explanation

To cancel a meeting, open it or preview it. Click Cancel Meeting on the Ribbon. Then click Send Cancellation to send the cancellation notice to all attendees.

If a meeting is canceled that you were planning to attend, you will receive a cancellation message. When the message arrives, click Remove from Calendar in the Reading pane to remove the meeting from your Calendar. You can also open the message and click Remove from Calendar on the Ribbon.

You cannot cancel a meeting without sending a cancellation message. This requirement prevents attendees from showing up for a canceled meeting.

Do it! B-5: Canceling a meeting

Here’s how Here’s why 1 Activate Mail If necessary.

2 Select the YY: Spice Sampling meeting request

You will accept your partner’s meeting request so that you can both observe the email messages exchanged when a meeting is canceled.

Click Accept and choose Send the Response Now

To accept the invitation.


4 Open the XX: Spice Sampling meeting

5 Click Cancel Meeting

Click Send Cancellation

6 Activate Mail If necessary.

7 Open or preview the Canceled: XX: Spice Sampling message

The meeting has been canceled.

Click Remove from Calendar

To delete the meeting from your Calendar.


Observe next Friday’s schedule The canceled meeting has been removed.


Unit summary Topic A In this topic, you used the Calendar to plan a meeting. You created and sent a meeting

request, which contains all of the details of a meeting proposal, such as time, date, and subject. You learned how to accept or decline a meeting request. Then, you created a recurring meeting. You also proposed a new time for the meeting.

Topic B In this topic, you learned how to reserve resources and review responses. You also learned how to update a meeting, add and remove meeting attendees, and send additional information to attendees. Next, you learned how to cancel a meeting.

Independent practice activity In this activity, you’ll create and send a meeting request. You’ll also open a meeting request, propose a new time, and accept a proposed time change.

1 Create a meeting request with the subject XX: Worldwide sales strategy for next Tuesday at an hour of your choosing. Send the meeting request to your partner.

2 Open the meeting request that you receive from your partner.

3 Propose a new time, and send the meeting request.

4 Accept the proposal.

5 Review the meeting responses for the meeting you created.

6 Add your Instructor as a meeting attendee.

7 Cancel the meeting.

8 Close Outlook.

Review questions 1 What is a meeting request?

A meeting request is a special type of message that contains details of a proposed meeting time.

2 What are the four types of meeting attendees?

Meeting organizer, required attendee, optional attendee, and resource

3 How do you accept a meeting request?

Open or preview the meeting request message and click Accept.

4 True or false? When you decline a meeting request, an entry is added to your calendar so that you can join the meeting later if you change your mind.

False. If you decline a meeting, it is not added to your calendar. You can tentatively accept a meeting if you think you might attend and you want an entry added to your calendar.

5 Do you always have the option of proposing a new date and time if you are invited to a meeting that doesn’t work with your schedule?

The meeting organizer controls whether attendees can propose a new meeting date or time. You can propose a new time whenever the Propose New Time button is available.

6 How do you add or remove a meeting attendee?

Open the meeting window. Edit the To box, or click To and add or remove attendees. Click Send Update and specify whether you want to send the update to the added or removed attendees or to all attendees.


7 As the meeting organizer, how can you easily see all of the invitees’ responses to your meeting request?

Open the meeting and click the Tracking button on the Ribbon.

8 When you cancel a meeting that you created, can you choose whether Outlook should deliver cancellation notices to the other attendees?

No. Outlook sends cancellation notices automatically.

9 True or false? Your Exchange administrator must configure resources, such as rooms and equipment, before you can reserve them via meeting requests.

True.

10 What is the benefit of using the Scheduling Assistant when creating a meeting request?

You can view the calendars of all of the attendees so that you can select a time when everybody is free.

11 To use Schedule view to see other people’s calendars, you must first do what?

Add their calendars to your Calendar folder.

8–1

Unit 8 Customizing Outlook



A Minimize and customize the Ribbon, and customize the Quick Access toolbar, To-Do bar, and status bar.

B Customize general program options.

C Use and customize Quick Steps to automate commonly used actions.

D Customize the Folder pane by creating groups and shortcuts, and customize the Navigation bar.


Topic A: The Outlook environment

The Ribbon Explanation Like other Office 2013 products, Outlook 2013 uses the Ribbon to place commonly

used commands within easy reach, but it takes up a lot of space on the screen. Some users prefer to minimize the Ribbon while they’re working, creating more space on the screen for email messages, calendar items, and so forth.

Minimizing the Ribbon

You can minimize the Ribbon by clicking the Ribbon Display Options button and selecting either Show Tabs to show only the Ribbon tabs or Auto-hide Ribbon to completely hide the Ribbon. You can also double-clicking the active tab to Show the Tabs only. The Ribbon Display Options button is to the right of the Help button and has an arrow pointing up. When you click it, the Ribbon Display Options menu displays, as shown in Exhibit 8-1.

Exhibit 8-1: The Ribbon Display Options menu

You can temporarily display the hidden Ribbon by clicking any tab. Outlook displays the Ribbon until you select a command or click elsewhere in the Outlook window. Then Outlook hides it again.

To expand the Ribbon and keep it expanded, you can select Show Tabs and Commands from the Ribbon Display Options menu or double-click any tab.

Customizing Outlook 8–3

Do it! A-1: Hiding and showing the Ribbon

Here’s how Here’s why 1 If necessary, log onto your

computer as the outlanderspices.com domain user Student##

The password is !pass1234.

2 Open Outlook 2013

3 In the upper-right corner, click

To show the Ribbon Display Options menu.

4 Choose Show Tabs To show the Ribbon tabs only, giving you more space to work with your messages and other items.

5 Click the Ribbon Display Options button and choose Show Tabs and Commands

To expand the Ribbon.

6 Double-click the Home tab To minimize the Ribbon.

7 Click the Home tab To temporarily expand the Ribbon.

Click in a blank area of the Reading pane

Outlook automatically minimizes the Ribbon again.

8 Double-click the Home tab To expand the Ribbon.

Click in a blank area of the Reading pane

The Ribbon stays expanded now.


Customizing the Ribbon Explanation Each tab on the Ribbon contains groups of related commands. You might prefer a

different arrangement. Perhaps you regularly use a command that Microsoft put on a tab that you otherwise don’t use. In Outlook 2013, you can customize the tabs, groups, and commands on the Ribbon to suit your work style.

To customize the Ribbon, click the File tab and click Options to open the Outlook Options dialog box. In the left pane, click Customize Ribbon to display the options shown in Exhibit 8-2. You can also right-click any tab and choose Customize the Ribbon.

Exhibit 8-2: Customizing the Ribbon

The tabs and the commands they contain are listed on the right, in the list box under the Customize the Ribbon list. Not all of the tabs listed are shown in every folder. For example, the Home (Mail) tab is shown when you’re viewing the Inbox or other mail-related folders.

Rearranging tabs, groups, and commands

To rearrange items, select an item in the right-hand list box (below the Customize the Ribbon list) and click the up or down triangle buttons. For example, to move the Folder tab to the left of (before) the Send/Receive tab, select Folder and click the Move Up button (the up-pointing triangle).


Do it! A-2: Rearranging tabs and groups on the Ribbon

Here’s how Here’s why 1 Observe the order of tabs By default, the Mail tabs are, from left to right,

File, Home, Send/Receive, Folder, and View.

2 Click the File tab and then click Options

To open the Outlook Options dialog box.

In the left pane, click Customize Ribbon

To display the options for customizing the Ribbon.

3 In the Main Tabs box, select Folder

Don’t clear the checkbox.

Click (The Move Up button.) To move the Folder tab up in the list, and thus to the left of the Send/Receive tab on the Ribbon.

4 Click OK To close the dialog box. The tabs are arranged in the order you specified.

5 On the Home tab, observe the order of the command groups

By default, from left to right, the groups are New, Delete, Respond, Quick Steps, Move, Tags, and Find.

6 Right-click the Home tab and choose Customize the Ribbon…

To open the Outlook Options dialog box with the Ribbon options shown.

7 Under Home (Mail), select Respond

Click To move the Respond command group before the Delete command group on the Home tab.

8 Click OK The command groups have been rearranged.


Hiding and removing tab elements Explanation

You can remove command groups from a Ribbon tab. You can’t remove individual commands from the built-in groups, but you can hide them.

To hide a tab, clear its checkbox (in the list box shown in Exhibit 8-2). To remove a command group, select it and click Remove. If you have created a custom tab of your own, you can remove it in the same way: select it and click Remove.

Do it! A-3: Hiding and removing tabs and groups

Here’s how Here’s why 1 Right-click the Home tab

and choose Customize the Ribbon…

To open the Outlook Options dialog box with the Ribbon options displayed.

2 Clear the View checkbox To hide the View tab.

3 Under Home (Mail), select Move

Click Remove (In the middle, between the two lists.) To remove the Move command group from the Home tab.

4 Click OK The View tab is no longer visible. The Move group on the Home tab is gone.


Custom tabs and groups Explanation You can create your own tabs and command groups to add to the Ribbon. You might do

so to put the commands you use most often within easy access.

Do it! A-4: Creating a Ribbon tab


box with the Ribbon options displayed

Right-click the Home tab and choose Customize the Ribbon.

2 Click New Tab

Your new tab is created after the Home (Mail) tab. It has a default name, and it contains a single, default command group named New Group.

3 Select New Tab (Custom)

4 Click Rename

Type Favorites and click OK

To rename your tab.

5 Select New Group (Custom)

Click Rename The Rename dialog box enables you to select an icon for the group. However, doing so has no effect. Beneath the Symbol list is the box where you can enter a name for your command group.

In the Display name box, enter Mail Commands

Click OK


6 In the left-hand list box, select New Email, as shown

Click Add The New Email command is added to your Mail Commands group

7 From the “Choose commands from” list, select All Commands

8 Add New Meeting Request, Reply, and Reply All to your group

You will have to scroll up and down in the list box to find these commands.

9 In the right-hand list box, in your Mail Commands group, select New Meeting Request

Click twice

(The Move Down button.) To rearrange the commands in your group.

10 In the right-hand list box, select Favorites (Custom)

Click To move your custom tab so it’s first in the list.

11 Click OK

Your Favorites tab is listed after File and before Home. It contains the commands you specified.


Resetting the Ribbon Explanation

You can reset the Ribbon to its default configuration either tab by tab or in its entirety. For example, let’s say you modified both the Home and View tabs. You could reset one of those tabs to its default state while leaving the other customized, or you could remove all of your changes.

To reset the Ribbon:

1 Open the Outlook Options dialog box with the Ribbon options displayed.

2 Do either of the following:

• To reset a single tab, select the tab you want to reset. Click the Reset button and choose “Reset only selected Ribbon tab.”

• To reset all customizations, click Reset, choose “Reset all customizations,” and click Yes.


Do it! A-5: Resetting the Ribbon

Here’s how Here’s why 1 Right-click the Favorites tab

and choose Customize the Ribbon…

To open the Outlook Options dialog box with the Ribbon options displayed.

2 Click Reset

To display a menu of options.

Choose Reset all customizations

Click Yes To reset all of your customizations.

3 Click OK The entire Ribbon is reset to its default state.


Customizing the Quick Access toolbar Explanation

The Quick Access toolbar is the set of buttons at the left end of Outlook’s title bar. The same Quick Access toolbar is displayed regardless of which folder you’re viewing. This feature can make the toolbar a more convenient location for commands you use frequently, as opposed to tabs, which vary by folder. By default, this toolbar includes four buttons, as shown in Exhibit 8-3: Control menu (which is part of Windows, not Outlook), Send/Receive All Folders, Undo, and Customize Quick Access Toolbar.

Exhibit 8-3: The default Quick Access toolbar in Outlook

Adding buttons to the Quick Access toolbar

You can customize the Quick Access toolbar by adding buttons for commands you use frequently. To do so, click the Customize Quick Access Toolbar button. The resulting menu lists common commands; simply choose one of the buttons to add it to your Quick Access toolbar. Clear (uncheck) a checked command to remove it from your toolbar. If you want to add a button that’s not listed on that menu, choose More Commands and use the Outlook Options dialog box to add the button you want.

Exhibit 8-4: Customizing the Quick Access toolbar


Moving and resetting the Quick Access toolbar

You can move the Quick Access toolbar below the Ribbon by displaying the Customize Quick Access Toolbar menu and choosing Show Below the Ribbon. That same option is available in the Outlook Options dialog box (see Exhibit 8-4). Reset the toolbar’s location by choosing the menu command again or by clearing the checkbox in the Outlook Options dialog box.

Do it! A-6: Customizing the Quick Access toolbar

Here’s how Here’s why 1 Click as shown

To display the Customize Quick Access Toolbar menu.

Choose Delete

To add the Delete command to the toolbar.

2 Display the Customize Quick Access Toolbar menu

The menu doesn’t include the New Email command.

Choose More Commands… To open the Outlook Options dialog box with the toolbar options displayed.

3 In the list of commands, select New Email

Click Add To add the command to the Customize Quick Access Toolbar list box.

Click three times

To move the New Email command so it’s first in the list.


4 Click OK

The New Email button appears first on the Quick Access toolbar, next to the Control menu button. Delete is the last button on the toolbar, just before the Customize Quick Access Toolbar button.

5 On the Quick Access toolbar, click the New Email button

A new Message window opens.

Close the Message window

6 Display the Customize Quick Access Toolbar menu

Choose Show Below the Ribbon

Outlook moves the Quick Access toolbar below the Ribbon. The title bar remains, and the Control menu button remains at its left end. This configuration takes up more screen space than the default layout does.

7 From the Customize Quick Access Toolbar menu, choose More Commands…

The Customize Quick Access Toolbar button is on the toolbar, which is below the Ribbon.

8 Click Reset

Choose Reset only Quick Access Toolbar

To remove the Delete command and the New Email command from the toolbar.

Click Yes To confirm that you want to restore the Quick Access toolbar.

Click OK The toolbar no longer displays the custom buttons, but it is still displayed below the Ribbon.

9 From the Customize Quick Access Toolbar menu, choose Show Above the Ribbon

To return the Ribbon to its default location.


Showing the To-Do bar Explanation You can choose to show the To-Do bar that includes the Date Navigator with

appointments, People, and the Tasks list. You can also choose to not show the To-Do bar, by turning it off, which is the default setting.

To show the To-Do bar, click the To-Do Bar button from the View tab. Then, select either Calendar, People, or Tasks. If you do not wish to show the To-Do bar, select Off from the To-Do Bar menu.

Do it! A-7: Changing To-Do Bar options

Here’s how Here’s why 1 Click the View tab and then click

To-Do Bar

To display a menu.

Choose Calendar To show the Date Navigator on the To-Do bar. If you had any appointment scheduled, they would be shown under the calendar.

2 Click To-Do Bar and choose Tasks

To show the Tasks list under the Calendar on the To-Do bar. You’ll remove the To-Do bar, so you’ll have more space for the Reading pane.

3 Click the To-Do Bar and choose Off

The To-Do bar is turned off.


Customizing the status bar Explanation The status bar is the bottom border of the Outlook window. It displays various bits of

information about your account, Outlook operations, and so forth. In addition, the status bar contains commands for managing display options in Outlook.

Exhibit 8-5: Status bar buttons

As shown in Exhibit 8-5, the status bar contains four controls. Left to right, they are:

• Normal — Displays Outlook in its normal view, with the Folder pane and Navigation bar on the left, the Folder list in the middle, and the Reading pane on the right.

• Reading — Displays Outlook in Reading mode, with the Folder pane and To-Do bar (if shown) minimized.

• Zoom slider — Used to zoom in or out (drag the slider). The slider is inactive when you’re viewing an empty folder.

• Zoom level — Used to set the zoom level and other Outlook characteristics, depending on the active folder. The button is inactive when you’re viewing an empty folder.

You can customize the information shown in the status bar. To do so, right-click a blank area of the status bar. Then, on the resulting shortcut menu, choose the items you want to hide from view; if items are hidden, choose them to display them again.

Do it! A-8: Customizing the status bar

Here’s how Here’s why 1 On the status bar, click the

Reading button, as shown

To switch to Reading mode, in which the Folder pane and To-Do Bar (if shown) are minimized.

2 On the status bar, click the Normal button

(To the left of the Reading button.) To return to Normal view.

3 From the Navigation bar, click Calendar

To display the Calendar.

Switch to Day view (If necessary.) Click Day in the Arrange group.

4 At the left end of the Zoom slider bar, click the minus button

To zoom out. By zooming out, you can see more of your day at a glance.

5 Drag the Zoom slider slowly to the right; when you’re fully zoomed in, release the mouse

There is one level of zooming out, but there are various interim zoomed-in views.


6 Click 140% (The Zoom level button.) In the Calendar folder, the Zoom level button enables you to set font options and other settings, but not actually control the zoom level.

Click Cancel

7 Drag the Zoom slider back to 100%

Or click the Zoom Out button to return to Normal view.


To return to the Mail folder.

9 Drag the Zoom slider in either direction

In the Mail folder, the Zoom slider changes the size of the text in the Reading pane.

Drag the Zoom slider to 100%

10 Right-click a blank area of the status bar

To display the Customize Status Bar menu.

Choose Quota Information

To display the amount of free space in your Inbox, as configured by your Exchange administrator.

Click a blank area of the Outlook window

To close the Customize Status Bar menu.

11 Right-click the status bar and choose Quota Information

To hide the quota information.

Click a blank area of the Outlook window

To close the Customize Status Bar menu.


The People pane

Explanation The Outlook Social Connector (OSC) is a system to interconnect Outlook with various social networks. For example, with appropriate components installed, you could see a contact’s LinkedIn status updates within Outlook.

Support for OSC is built into Outlook. However, third-party software developers must provide the actual software to connect Outlook to a social network. For example, LinkedIn connectivity is provided by a component published by the LinkedIn Corporation. Microsoft provides a connector for SharePoint services.

Even without adding an OSC component, you can use the new People Pane (which is where those social network updates would be displayed). Without a connector, the People Pane will still display information about your contacts, including their names and pictures. With a simple click, you can view calendar information, contact details, and more.

Exhibit 8-6: The People Pane at the bottom of a message

The People Pane, shown in Exhibit 8-6, is displayed at the bottom of the Reading pane, as well as at the bottom of the Message window when you read or compose an email message. An icon is shown for each person on the To, From, CC, and BCC lines. By default, the sender’s icon is left-aligned within the pane. On the right are icons for everyone who was party to the message (including the sender).

Do it! A-9: Examining the People Pane

Here’s how Here’s why 1 Activate Mail View your Inbox.

2 Select the Welcome to Outlook 2013 message

You might need to scroll down.

3 Observe the People Pane (At the bottom of the Reading pane.) It shows generic icons for each recipient, plus the Instructor.

4 Point to the rightmost icon in the People Pane

A tooltip displays the contact’s name and icon. If you point to the name, it will display the source of the address: Contacts or Global Address List.

5 Create an email message

6 Add your partner to the To line After you press Tab or Enter, an icon for his or her contact record is displayed in the People Pane.

7 Close the message without sending it

Click the Close button, and then click No so you don’t save a copy of the message.


People Pane icons Explanation

By default, generic icons are shown for each contact in the People Pane. If you have assigned a picture to a contact, that photo will be used instead of the icon. According to Microsoft’s documentation, if you connect to a social network, the user’s icon (or avatar) on that network will be used in your People Pane.

You can expand the People Pane to show additional details for each contact. If you have connected to a social network, you will see a person’s status updates in the expanded view. Without a connector, you will be able to view recent email messages, attachments, and calendar details. Exhibit 8-7 shows the expanded People Pane.

Exhibit 8-7: The expanded People Pane shows additional details

Do it! A-10: Viewing custom photos in the People Pane The files for this activity are in Student Data folder Unit 8\Topic A.


click Mail

Select the Welcome to Outlook 2013 message

You’ll add a contact for your partner.

Right-click on your partner’s icon, as shown

In the People pane portion of the Reading pane.

Choose Add to Outlook Contacts

Click Save From the Contact pop-up screen.


2 From the Navigation bar, click Contacts

3 Select your partner’s name From the Contacts list.

Click the link under View Source, as shown

To open it for editing.

4 Click the picture placeholder as shown


This folder contains sample photos that you can use to represent your partner.

6 Select a photo There are various photos for you to choose from, though none will be a photo of your partner.

Click OK To assign the picture to your contact entry for your partner’s email address.

7 Make sure you have entered your partner’s name in both the Full Name and Display As boxes

You can use a fictitious name, such as Sally Sample, if your partner doesn’t want to share his or her full name with you.



To view your Inbox


(If necessary.) The People Pane now shows the photo you selected instead of the generic icon.

11 In the People Pane, click your partner’s icon

The People Pane expands to show additional details, including recent communications you’ve had with your partner.

Click To collapse the People Pane to a single line again.


Contact details Explanation

In a message or preview window, you can view details of the contact associated with the message by pointing to the person’s name. When you point to the name or icon in the People pane, the header of a Contact Card is displayed as shown in Exhibit 8-8.

Exhibit 8-8: The Contact Card header

The Contact Card header shows the contact’s photo and name. Just below the contact’s name, their job title and company name are shown, if this information has been entered. Located at the bottom of the contact card are buttons you can use to work with this person:

• The first three icons can be used to send an instant message or make a phone call or video call to the contact. These options require you to sign onto an instant messaging service or similar digital messaging system enabled by your administrator.

• Click the fourth button from the left to compose an email message to this contact.

• Click the down-arrow button to display the entire Contact Card, rather than just the Contact Card header.

Pinning a contact card

Normally, if you click elsewhere within the Outlook window, the contact card will close. However, you can click the pushpin button to “pin” the window, which means that it will stay open until you click the pushpin again or click the Close button. The Pin Contact Card is only shown when you are viewing the entire Contact Card. You can drag the contact card outside of the Outlook window, which might be useful on a large monitor or with a dual-monitor workstation.


Do it! A-11: Viewing contact details



If necessary.

3 In the message header in the preview, point to your account name

The contact card is displayed.

4 In the message header in the preview, point to your partner’s name

The contact card is displayed. If the photo you selected for your partner is not showing, keep pointing to your partner’s name; the photo will appear after a few moments.

5 Click To open a new Message window. Your partner’s email address is automatically entered into the To box.

Close the Message window Without sending or saving the message.

6 In the message header in the preview, point to your partner’s name

To display the contact card again.

Click the Open Contact Card button, as shown

You’ll pin the Contact Card.

7 Click To pin the card open.

8 Click To open a new Message window. The contact card stays open, even though it is behind the Message window.

9 Close the Message window Without sending or saving the message.

10 Click To close the contact card.


Customizing the Weather bar Explanation From Calendar view, you can observe the weather for a particular city, directly from

Outlook's calendar. Depending on screen size, up to a three-day forecast is visible. In addition, you can quickly switch between the weather for up to five cities on the Weather bar.

To add a city to the Weather bar:

1 From the current location in the Weather bar, click the down arrow and choose Add Location.

2 From the Search box, enter a city name or zip/postal code and click Search.

3 Select the location from the list to show it on the Weather bar. If more than one location is found with the name entered, they are all displayed on the list for you to select from.

To change the location shown on the Weather bar, click the down arrow and choose the location. The city name and weather change to the one you selected. To remove a city from the Weather bar location list, click the down arrow and then click the Delete button next to the location’s name.

Weather bar options

If you do not wish to display the weather on the calendar, you can turn it off from the Outlook Options dialog box. To do so, click the File tab and select Options. From Outlook Options, select Calendar and clear the Show weather on the calendar checkbox. You can also specify whether to show the temperature in Celsius or Fahrenheit.


Do it! A-12: Customizing the Weather bar

Here’s how Here’s why 1 Activate the Calendar You’ll change the Weather bar settings.

2 Click the Weather bar, as indicated

3 Choose Add Location You’ll search for a new location to add.

4 Enter Paris and press e You could have also entered a zip or postal code instead.

Observe that several locations are listed.

5 Select Paris, TX and observe the Weather bar

You actually meant to select Paris, France, so you will change the location.

6 Add the location Paris, FRA (To the calendar.) Click the down arrow next to the city, choose Add Location, type Paris and press enter. Select Paris, FRA.

7 Select Paris, TX and click the Delete button

(From the Weather bar menu.) To delete the Paris, TX location from the location list.

8 Switch back to your local location By selecting it from the location list.

9 Open Outlook Options Click the File tab and choose Options.

Click Calendar You’ll locate the Weather bar options.

Observe the Weather options You may need to scroll down to locate the weather options. You can clear the ‘Show weather on the calendar’ option to remove the Weather bar from the Calendar. You can also specify to show the temperature in Celsius or Fahrenheit.

Click Cancel To return to your calendar.


Topic B: General options and account settings This topic covers the following Microsoft Office Specialist exam objectives for Outlook 2013.

# Objective

1.1

1.1.7


Set Outlook options

User Interface options Explanation

You can use the General page in the Outlook Options dialog box to change various User Interface settings. For example, you can:

• Show or hide the Mini toolbar

• Enable or disable Live Preview

• Specify a color scheme

• Select a ScreenTip style

The Mini toolbar

The Mini toolbar, shown in Exhibit 8-9, is a context-sensitive formatting toolbar that Outlook displays when you select text.

Exhibit 8-9: The Mini toolbar

Live Preview

When the Live Preview feature is enabled, and you point to a style in the Quick Styles gallery, Outlook displays a preview of the style’s results. As shown in Exhibit 8-10, with the cursor in the first line of text, when you place the mouse pointer over the Title Quick Style, Outlook shows you what that style will look like. It isn’t applied until you actually click it.


Exhibit 8-10: Live Preview and the Quick Styles gallery

Color schemes

By default, Outlook 2013 has three color schemes to choose from: White, Light Gray, and Dark Gray. The color scheme changes the background color of the screen elements.

ScreenTips

A ScreenTip is a small amount of text that Outlook displays when you place your mouse over a button or information icon. The ScreenTip provides a brief description of the feature, as shown in Exhibit 8-11. If you don’t want to see these descriptions, then display the ScreenTip style list and select “Don’t show feature descriptions in ScreenTips.”

Exhibit 8-11: The Junk button’s ScreenTip


Do it! B-1: Changing User Interface options

Here’s how Here’s why 1 Select Mail If necessary.

2 Click New Email To open a new Message window.

3 In the message area, type Testing the Mini toolbar.

4 Select Mini

5 Point to the selected word You will see a toolbar displayed.

6 Above “Testing the Mini toolbar,” insert a new line that reads My title

7 Select My title

8 Click the Format Text tab (You may need to click Styles to open the Styles Gallery.)

9 In the Styles group, point to the Title style

Observe the “My title” text It previews how the text would look with the Title style applied.

10 Point away from the Title style The Quick Style is not applied unless you click it.

11 Close the email message Don’t save changes.

12 Point to the New Email button To observe the ScreenTip. It includes the name of the button and a brief description of the feature.

13 Click the File tab and click Options

To open the Outlook Options dialog box. The General page is shown.

14 Under User Interface options, clear Show Mini Toolbar on selection

15 Clear Enable Live Preview

16 From the Office Theme list, select Dark Gray


17 From the ScreenTip style list, select Don’t show feature descriptions in ScreenTips


19 Observe the change in the background color for the screen elements

20 Point to the New Email button The ScreenTip no longer includes the feature description.

21 Click New Email

22 In the message area, type Testing the Mini toolbar.

23 Select Mini

24 Point to the selected word The Mini toolbar does not appear.

25 Above “Testing the Mini toolbar,” insert a new line that reads My title

26 Select My title


28 In the Styles group, point to the Title style

Observe the “My title” text The preview is not available.

29 Point away from the Title style

30 Close the email message Don’t save changes.

31 Using the Outlook Options dialog box, reset the User Interface options as follows:

Show Mini Toolbar on selection: Enabled

Enable Live Preview: Enabled

ScreenTip style: Show feature descriptions in ScreenTips

Color scheme: White

32 Leave the Outlook Options dialog box open for the next activity


Startup options Explanation

If you are running more than one email program, you can specify whether Outlook is the default program for opening email, contact, and calendar files. To make Outlook your default email program:

1 Open the Outlook Options dialog box.

2 On the General page, check “Make Outlook the default program for E-mail, Contacts, and Calendar.”

3 To view the file types that are associated with Outlook, click Default Programs. You can check and clear individual file types to be associated with Outlook. Then click Save.

4 Click OK.

Do it! B-2: Making Outlook your default email client


box (If necessary.) On the File tab, click Options.

2 Verify that Make Outlook the default program for E-mail, Contacts, and Calendar is checked

3 Click Default Programs…

4 Observe the checked extensions and protocols

Outlook is the default program for the checked file types and protocols.

5 Click Cancel

6 Click OK


Managing multiple accounts Explanation

If you have multiple email accounts, you can configure Outlook to connect to each account, so that you can easily access all of your mailboxes. Each mailbox that is configured appears in the Folder pane, as show in Exhibit 8-12.

By default, messages are sent using the currently selected mailbox. For example, if you have Student01 and Student02 mailboxes configured, selecting Student02 from the Folder pane and clicking the New Email button will open a new message window with Student02 as the sender.

Exhibit 8-12: Multiple email accounts in the Folder pane

To add another email account:

1 Click the File tab and choose Account Settings.

2 Select Account Settings from the Account Settings menu.

3 From the E-mail tab, click New to start the Add Account wizard.

4 Click Next.

5 Add your email account name, address, and password and click Next. If you are adding an account other than Exchange, you may need to click the ‘Manual setup or additional server types’ button and click Next to continue. You will need to provide additional information depending on the type of email account, such as the incoming and outgoing mail server names.

6 Click Finish. If you are adding an Exchange account, you will need to restart Outlook in order to use the new email account.

Do it! B-3: Managing multiple email accounts

Here’s how Here’s why 1 Click the File tab

2 Choose Account Settings, Account Settings…

To open the Account Settings dialog box. You’ll add your partner’s mailbox.

3 Click New To open the Add Account dialog box.


4 Click Next

5 Enter your partner’s Name and E-mail Address, as shown

Replace the XX with your partner’s lab number.

Enter !pass1234 In the Password and Retype Password boxes.

Click Next

6 Click Finish If necessary, click View Certificate, then follow the onscreen instructions to install a certificate.

7 Restart Outlook 2013 You are prompted for your partner’s credentials.

Enter your partner’s username, and !pass1234 as a password

Outlook opens, and your partner’s mailbox is now ready to use.

8 Observer the Folder pane Notice the folder pane now shows your and your partner’s mailboxes.

9 Select your partner’s mailbox From the Folder pane. You’ll see how to send a message from your partner’s mailbox.

Click New Email

Observe the message window The From box automatically shows your partner’s address because their mailbox was selected when you clicked the New Email button.

10 Close the message window Without sending the message.

11 Right-click your partner’s mailbox and choose

To delete your partner’s mailbox.

Remove <[email protected]>

12 Click Yes To confirm that you want to remove your partner’s mailbox.

13 Open the Account Settings dialog box (Click File, Account Settings, Account Settings.) Notice your partner’s mailbox has been removed from Outlook.

Click Close To Close the Account Settings dialog box.


Topic C: Quick Steps This topic covers the following Microsoft Office Specialist exam objectives for Outlook 2013.

# Objective

1.2

1.2.3

Automate Outlook

Apply Quick Steps

Default Quick Steps Explanation

Quick Steps enable you to quickly perform common actions. Each Quick Step can perform one or more actions, such as opening a Reply window and deleting the original message, with a single click. Outlook includes a handful of predefined Quick Steps. You can create your own as well.

Exhibit 8-13: The Quick Steps group on the Home (Mail) tab

The default Quick Steps are:

• Move to: ? — Moves the item to a folder you specify.

• To Manager — Forwards a message to your manager.

• Team Email — Enables you to compose a message to your team.

• Done — Used to mark a message as complete, moves the email to a folder, and marks the email as read.

• Reply & Delete — Used to reply to a message and delete the original from your Inbox.

• Create New — Creates a new Quick Step.


Do it! C-1: Using Quick Steps

Here’s how Here’s why 1 Click the Home tab If necessary.

2 Create a message and address it to your partner

In the Subject box, enter Testing the Quick Steps

Enter a brief message Such as “Please respond by using the Quick Steps.”

Click Send

3 When your partner’s message arrives, select it

To display it in the Reading pane.

4 In the Quick Steps group, click Reply & Delete

To open a Message window in which you can compose a reply.

5 In the message area, enter I used the Quick Step method!

Click Send The original message from your partner has been removed from your Inbox.

6 Select Deleted Items Your partner’s message was deleted.

7 Select Inbox After a moment, your partner’s reply will show up in your Inbox.


Configuring Quick Steps Explanation

All of the default Quick Steps, except for Reply & Delete, require you to configure them the first time you run them. For example, the first time you click To Manager, you will be prompted for your manager’s email address. From then on, clicking the To Manager button will automatically forward messages to the address you specified.

Do it! C-2: Configuring Quick Steps

Here’s how Here’s why 1 Right-click Inbox and choose

New Folder…

Enter Review and Delete

To name your new folder. You’ll store items here that you need to review and take action on.

Press e To create the folder. It is contained in your Inbox folder.

2 In the Message list, select the Re: Testing the Quick Steps message

3 In the Quick Steps group on the Home tab, click Move to: ?

You are prompted for a name, a location to move the item to, and other options.

4 From the “Move to folder” list, select Review and Delete

To specify the folder to which items will be moved when you click this Quick Step button. Doing so also names this Quick Step with the destination folder’s name.

Click Save

The “Move to” Quick Step has been customized.

5 Click Review and Delete (Your new Quick Step.) The item is removed from your Inbox.

6 In the Folder pane, select the Review and Delete folder

Your partner’s reply was moved to this folder.

7 Press d To delete the message.

8 Display your Inbox


Creating Quick Step actions Explanation

If you repeatedly perform certain actions in Outlook, you can automate them with a custom Quick Step. For example, if you typically receive assignments via email, you can use a Quick Step to create a task to which you attach the original email message.

To create a Quick Step:

1 In the Quick Steps group on the Home tab, click Create New.

2 Enter a name for your Quick Step.

3 From the Actions list, select the first action you want performed.

4 Configure the action, if necessary, by entering the pertinent information.

5 If further actions are necessary, click Add Action. Repeat steps 3 and 4 as needed.

6 Optional: Select a shortcut key combination to run your Quick Step.

7 Optional: Enter tooltip text to be displayed when you point to the Quick Step.

8 Click Finish.

Exhibit 8-14: Creating a custom Quick Step


Do it! C-3: Creating a Quick Step

Here’s how Here’s why 1 Click Create New In the Quick Steps group on the Home tab.

2 Enter Task-o-matic To name your Quick Step.

3 From the Actions list, select Create a task with attachment

You must scroll down in the list of actions to locate this command.

4 Click Add Action You will add a second action to be performed when you click the Task-o-matic button.

5 From the Actions list, select Reply

Click Show Options To configure the second action.

In the Text box, enter I’ll get this done ASAP.

6 In the Tooltip text box, enter Add task and send reply

7 Click Finish To save your Quick Step.

8 Send a message to your partner, telling him or her that you need the weekly expense report by noon on Friday

Your partner will also send you a message.


Click Task-o-matic

To activate your new Quick Step. Two windows open: one for your Task and another for the reply message.

10 In the Message window, click Send

To send the reply message generated by your Quick Step.

In the Task window, click Save & Close

To save the new task you just created. It shows up in the Task peek when you move your cursor over the Tasks button in the Navigation bar.

11 When your partner’s reply arrives, select it and view the response


Duplicating and editing a Quick Step Explanation

You can duplicate an existing Quick Step to use as the basis for another Quick Step. To duplicate a Quick Step:

1 Right-click the Quick Step you want to duplicate, and choose Duplicate [name of Quick Step].

2 Replace “Copy of [name of Quick Step]” with a more meaningful name.

3 Add, edit, or delete actions as needed.

4 Optional: Select a shortcut key combination to run your Quick Step.

5 Optional: Enter tooltip text to be displayed when you point to the Quick Step.

6 Click Finish.

You can edit a Quick Step to alter its behavior. To edit a Quick Step:

1 Right-click the Quick Step you want to edit and choose Edit [name of Quick Step].

2 From the Edit Quick Step dialog box, you can:

• Change the Quick Step’s name.

• Add, edit, and delete actions.

• Add, edit, or delete a shortcut key.

• Add, edit, or delete a tooltip.

3 When finished with your edits, click Finish.

Do it! C-4: Duplicating and editing a Quick Step

Here’s how Here’s why 1 Right-click Task-o-matic

and choose Duplicate Task-o-matic

To open the Edit Quick Step dialog box.

2 Edit the Name box to read Task no reply

3 Next to Reply, click To remove the Reply action.

4 Edit the Tooltip text box to read Add task

5 Click Finish To close the Edit Quick Step dialog box.


Restoring Quick Steps to their defaults Explanation

You can reset the Quick Steps group to its default settings. To do so:

1 Click the Manage Quick Steps button.

2 Click the Reset to Defaults button.

3 Click Yes and then click OK.

Deleting individual Quick Steps Instead of resetting the Quick Steps group to its default settings, you can delete

individual Quick Steps. To do so, right-click the Quick Step and choose Delete. If you want to remove multiple Quick Steps:

1 Right-click any Quick Step and choose Manage Quick Steps.

2 In the Quick Step box, select the Quick Step you want to delete.

3 Click Delete and then click OK.

Do it! C-5: Restoring the Quick Steps group to its default settings

Here’s how Here’s why 1 Right-click Task-o-matic

Choose Manage Quick Steps…

2 Click Reset to Defaults

3 Click Yes

4 Click OK Outlook resets the Quick Steps group to its default state, deleting your two custom Quick Steps.


Topic D: The Folder pane and Navigation bar This topic covers the following Microsoft Office Specialist exam objectives for Outlook 2013.

# Objective

1.1

1.1.3


Customize the Navigation pane

Changing the startup folder Explanation

The Inbox is the default startup folder. However, you can change this default setting. For example, when you open Outlook, you might want to see all of your appointments or tasks for the day. To do so, you can set Calendar or Tasks as the startup folder.

To change the startup folder:


2 In the left pane, click Advanced.

3 Beside “Start Outlook in this folder,” click Browse to open the Select Folder dialog box, shown in Exhibit 8-15.

4 Select the desired folder and click OK.


Exhibit 8-15: The Select Folder dialog box


Do it! D-1: Changing the startup folder


box

2 Click Advanced In the left pane.

3 Next to “Start Outlook in this folder,” click Browse

To open the Select Folder dialog box.

4 Select Calendar To set Calendar as the startup folder.

Click OK To close the Select Folder dialog box.


6 Close Outlook Click its Close button, or click File and then click Exit.

7 Open Outlook Outlook opens with your Calendar for today displayed.

8 Activate your Inbox


Folder pane shortcuts Explanation

To enable quick access to the features you use most frequently, you can create shortcuts in the Folder pane. By default, Outlook provides shortcuts to Outlook Today and Microsoft Office Online (a Web site). To display shortcuts, click the button with the three dots on the Navigation bar to show the Navigation menu and choose Shortcuts.

Creating shortcuts

To add a shortcut:

1 Display the shortcuts in the Folder pane by clicking the Shortcuts option from the Navigation bar menu.

2 Right-click Shortcuts and choose New Shortcut.

3 In the Add to Folder Pane dialog box, shown in Exhibit 8-16, select the item that your shortcut will open.

4 Click OK.

Exhibit 8-16: The Add to Folder Pane dialog box

Creating shortcut groups

A shortcut group is similar to a folder, except that it organizes your shortcuts. In the Folder pane, you can expand and collapse shortcut groups to filter the list of shortcuts that are visible at any given moment.

To add a shortcut group:

1 Display the shortcuts.

2 Right-click Shortcuts and choose New Shortcut Group.

3 Enter a name for your shortcut group and press Enter.


Do it! D-2: Creating shortcuts and shortcut groups


click

Choose Shortcuts

To display Shortcuts.

2 Right-click Shortcuts To display the context menu.

Choose New Shortcut Group

3 Type My shortcuts

Press e

The new group appears in the Folder pane.

4 Right-click My shortcuts and choose New Shortcut

5 Select Calendar If necessary.

Click OK To add your shortcut to the My shortcuts group.

6 Click your new Calendar shortcut

Today’s calendar opens.

7 Within the My shortcuts group, create a shortcut to your Tasks folder

Test your new shortcut


Deleting shortcuts Explanation You can delete a shortcut or shortcut group if you no longer need it. To do so:

1 Display the shortcuts in the Folder pane.

2 Right-click the shortcut or shortcut group you want to delete, and choose Delete Shortcut or Delete Group.

3 Click Yes.

If you delete a shortcut group that still contains shortcuts, they will also be deleted.

Do it! D-3: Deleting shortcuts and shortcut groups

Here’s how Here’s why 1 In the Shortcuts pane, right-click

Tasks

Choose Delete Shortcut

Click Yes To confirm the action and delete the shortcut.

2 Right-click My shortcuts

Choose Delete Group

Click Yes To confirm the action. The shortcut group is deleted even though it contained a shortcut.

3 Activate Mail


Customizing the Navigation bar Explanation

If there is a particular view in Outlook that you do not use, you can remove it from the Navigation bar to save space. In addition, you can switch to Compact view to show icons, rather than words for the different views. You can also change the order of the Outlook views on the Navigation bar.

Do it! D-4: Customizing the Navigation bar The files for this activity are in Student Data folder Unit 8\Topic D.


click To show the Navigation Options menu.

2 Select Navigation Options… To open the Navigation Options window.

3 Click Compact Navigation (If necessary.) To show icons in the Navigation bar, rather than words for the different views.

4 Select Tasks From the Display in this order list.

5 Click the Move Up button To display the Tasks icon before the People icon in the Navigation bar.

6 Click OK The Tasks icon is moved before the People icon and the buttons change from words to icons to save space.


Unit summary Topic A In this topic, you customized the Ribbon. You learned how to hide and show the

Ribbon. You rearranged tabs and the groups and commands on a tab, and you created a custom tab. You also reset the Ribbon to remove your customizations. Next, you customized the Quick Access toolbar and reset it to its defaults. You then customized the To-Do Bar and the status bar. Next you set a custom picture for a contact and viewed it in the People Pane. Then, you used the Contact Card to compose a message and pin the card open. Finally, you customized the Weather bar.

Topic B In this topic, you learned how to configure the user interface options for Outlook and specify whether or not Outlook is your default program for email, contacts, and calendar management.

Topic C In this topic, you used Quick Steps to perform multiple actions with a single click. You learned how to configure Quick Steps, and then you created a custom Quick Step.

Topic D In this topic, you learned how to change the startup folder that is displayed when you open Outlook. You also created and deleted shortcuts and shortcut groups in the Folder pane. Then you customized the Navigation bar.

Independent practice activity In this activity, you will create a Ribbon tab and add commands to it. You will also reset the Ribbon, delete a Quick Step, and change the startup folder.

1 Create a Ribbon tab named My Tab. Add the following commands to it: New Email, Calendar, Contacts, and New Meeting Request.

2 Make sure your tab will be displayed after File and before Home on the Ribbon.

3 Use the commands on your tab to send an email message to your partner.

4 Delete your tab by resetting the Ribbon.

5 Change the color scheme of Outlook to Light Gray.

6 Use the People pane to send an email to your partner.

7 Create and test a Quick Step that creates an appointment with the text of a message.

8 Delete the Quick Step you just created.

9 Configure Outlook to display the Inbox when you open the program. Test your change.

10 Change the color scheme back to the White default.


Review questions 1 Name two ways to hide the tabs on the Ribbon.

Click the Minimize the Ribbon button or double-click a tab.

2 What is the procedure for creating a custom tab?

a Display the Customize the Ribbon page in the Outlook Options dialog box.

b Click New Tab and enter a name.

c Add the desired command groups and commands to your tab.

d Click OK.

3 True or false? You can change the order of tabs by dragging them on the Ribbon.

False. You must open the Customize the Ribbon page of the Outlook Options dialog box, select a tab, and click the Move Up or Move Down buttons.

4 Can you delete built-in tabs?

No, but you can hide them.

5 Describe the procedure for removing all Ribbon customizations.

Open the Customize the Ribbon page of the Outlook Options dialog box, click Reset, and choose “Reset all customizations.” Click Yes and then click OK.

6 True or false? The Quick Access toolbar is displayed at the very bottom of the Outlook window.

False. That’s the status bar. The Quick Access toolbar is displayed at the top of the window, as part of the title bar.

7 What happens when you click the Reading button on the status bar?

Outlook switches to Reading mode, in which the Ribbon, Folder pane, and To-Do Bar (if shown) are minimized.

8 True or false? Most of the built-in Quick Steps require configuration before you can use them.

True

9 By default, which folder appears when Outlook is opened?

The Inbox

10 Where is the People Pane visible?

It is shown at the bottom of the Reading pane when you are previewing a message. It also appears at the bottom of the Message window when you are reading or composing a message.

9–1

Unit 9 Customizing messages



A Use themes, styles, stationery, and message formats to customize messages.

B Create and modify signatures, and sign your email messages with signatures.

C Use voting buttons in a message to collect and tabulate responses.

D Use Automatic Replies to set up external and internal out-of-office messages; and turn off automatic replies.


Topic A: Message appearance This topic covers the following Microsoft Office Specialist exam objectives for Outlook 2013.

# Objective

1.1

1.1.2


Change text formats for all outgoing messages

1.2

1.2.1

Automate Outlook

Change quoted text colors

2.2

2.2.3

Format a Message

Apply themes and styles

2.3

2.3.11


Set attachment reminder options

Customizing message appearance Explanation In Outlook, you can customize messages to improve their appearance or set preferred

options for them. You can do so by using themes, styles, or stationery.

Using themes A theme is a collection of message formats, including font, font color, effects, and page

color. Outlook includes many built-in themes, and you can create your own.

To apply a built-in theme, create a message and click the Options tab. In the Themes group, click Themes and select the theme you want to apply, as shown in Exhibit 9-1.

To create a custom theme, use the Colors, Fonts, Effects, and Page Color buttons. Then, to save it, click Themes and choose Save Current Theme. Enter a name for your theme and click Save.

Customizing messages 9–3

Exhibit 9-1: Outlook includes many built-in themes

Do it! A-1: Applying a theme

Here’s how Here’s why 1 Display your Inbox If necessary.

2 Create a message and address it to your partner

3 Enter Testing a theme as the message subject

4 Enter a short message

5 Click the Options tab On the Ribbon.

6 Click Themes (In the Themes group.) To display the Themes gallery.

Select a theme

7 Click Page Color You’ll change the background color of the page.

Select a page color

8 Send the message


It is formatted with the font and background color your partner selected.


Quick Styles Explanation

The Quick Styles feature allows you to quickly apply a predefined set of formats to headings, body text, quotes, and so forth in your email messages, Calendar appointments, meeting requests, tasks, and Journal items.

To apply a Quick Style to an email message:

1 Create your email message.

2 Click in the body of your message.

3 Click the Format Text tab.

4 In the Styles group, click Change Styles.

5 Choose Style Set, as shown in Exhibit 9-2.

6 Select the desired style set.

Exhibit 9-2: The default style sets


Do it! A-2: Applying a Quick Style to an email message The files for this activity are in Student Data folder Unit 9\Topic A.

Here’s how Here’s why 1 Click New Email


3 In the Subject box, enter A message formatted with Quick Styles

4 Open Styles In the current topic folder.

5 Select all of the text and copy it to the Clipboard

Press Ctrl+A and then Ctrl+C.

6 Close Word

7 Click in the message area

8 Press c + V


10 Click Change Styles

Choose Style Set

11 Point to each Quick Style and observe the message area

12 Select a Quick Style

13 Send your message


Customizing a Quick Style Explanation

You can use a predefined Quick Style as the basis for one of your own. This is helpful when you like most of the formats in the Quick Style, but want to change one or two items, like line spacing or font size.

To customize a Quick Style:

1 Create your email message.

2 Click in the body of your message.


4 In the Styles group, click Change Styles.

5 Choose Style Set and select the desired style set.

6 Select the text that is formatted with the style attribute you want to change.

7 Using the tools in the Font and Paragraph groups, alter the formatting as desired.

8 With the customized text selected, click the Show Styles Window button.

9 Right-click the style you updated (for example, Heading 2 or Title), and choose Update [style] to Match Selection.

The update applies to only the current message. If you want to use the altered style in other messages, you need to save it:

1 Click Change Styles.

2 Choose Style Set.

3 Choose Save as Quick Style Set.

4 Enter a name for your new Quick Style Set.

5 Click Save.

Your customized Quick Style appears in the Style Set list.

Do it! A-3: Customizing a Quick Style The files for this activity are in Student Data folder Unit 9\Topic A.

Here’s how Here’s why 1 Click New Email


3 In the Subject box, enter My custom Quick Style

4 Open Custom Styles In the current topic folder.

5 Select all of the text and copy it to the Clipboard

Press Ctrl+A and then Ctrl+C.

6 Close Word

7 Click in the message area

8 Press c + V



10 Click Change Styles

Choose Style Set

11 Choose Lines (Distinctive)

12 Select The sub-heading This is a second-level heading.

13 Change the font color to Red

14 Click the Show Styles Window button, as shown

15 Right-click Heading 2

Choose Update Heading 2 to Match Selection

The second sub-heading changes to red.

16 Click Change Styles and choose Style Set

Choose Save as a New Style Set…

17 In the File name box, enter My Quick Style

Click Save

18 Close the message without saving

19 Create a message

20 Place your cursor in the message area

21 Display the Style Set list (Click Change Styles from the Format Text tab and choose Style Set.) Your customized Quick Style is displayed in the window under the Custom heading.



Message stationery Explanation

Message stationery can include a background image, fonts, and color schemes, which you can set for your outgoing messages. You can also create custom message stationery. When you select personal stationery, it is applied to all of your new messages, as shown in Exhibit 9-3.

To select your personal stationery:

1 Open the Outlook Options dialog box. (On the File tab, click Options.)

2 In the left pane, click Mail.

3 Click Stationery and Fonts to open the Signatures and Stationery dialog box.

4 Click Theme to open the Theme or Stationery dialog box. Select a theme from the Choose a Theme list, and click OK.

5 Click OK to close the Signatures and Stationery dialog box.


Exhibit 9-3: A sample message using the Bold Stripes stationery


Do it! A-4: Using message stationery

Here’s how Here’s why

1 Open the Outlook Options dialog box

In the left pane, click Mail

2 Click Stationery and Fonts, as shown

To open the Signatures and Stationery dialog box with the Personal Stationery tab active.

Click Theme To open the Theme or Stationery dialog box.

3 Under Choose a Theme, select Bold Stripes

To set this as your default message stationery.


4 Click OK To close the Theme or Stationery dialog box.

Click OK To close the Signatures and Stationery dialog box.


6 Create a message The stationery appears in the message body, as shown in Exhibit 9-3.

7 Address the message to your partner

8 In the Subject box, enter Testing message stationery

9 In the message body, type the text of your choice

10 Send the message


The stationery he or she chose determines the font and background of the message.

Exhibit 9-4: The Signatures and Stationery dialog box


Modifying stationery and message fonts Explanation

You can modify one of the predefined stationery formats if you want to use your own fonts in your messages and replies. To do so:


2 Click Mail.

3 Click Stationery and Fonts to open the Signatures and Stationery dialog box, shown in Exhibit 9-4.

4 Customize the fonts by selecting the desired options:

• New mail messages — Sets the font for new HTML or Rich Text messages.

• Replying or forwarding messages — Sets the font for the text of your reply or forwarded text for HTML or Rich Text messages.

• Composing and reading plain text messages — Sets the font for plain text messages (new, reply, or forwarded messages).

5 Close all of the dialog boxes.

You can use this dialog box to change the default fonts for your messages and replies even when you are not using stationery or a theme.

Do it! A-5: Modifying stationery fonts


box

Click Mail You’ll change the message stationery.

2 Under Stationery and Fonts, click Stationery and Fonts

To open the Signatures and Stationery dialog box with the Personal Stationery tab active.

3 From the Font list, select Always use my fonts

If necessary.

4 Under “New mail messages,” click Font

To open the Font dialog box.

Select the font settings you want to use

You can change the font, type style, size, and color.

Click OK To close the Font dialog box.

5 Under “Replying or forwarding messages,” click Font

To open the Font dialog box.

Select the font settings you want to use

You can change the font, type style, size, and color.

Click OK To close the Font dialog box.


6 Under “Composing and reading plain text messages,” select the font you want to use for plain text messages

Click OK

7 Click OK To close the Signatures and Stationery dialog box.

Click OK To close the Outlook Options dialog box.

8 Create a message to your partner, with the subject Modified Stationery

In the message area, type the text of your choice

The stationery uses the font settings you specified.

Send the message

9 Select the message, from your partner, with the subject Modified Stationery

It should use the fonts he or she specified.

Close the message From your partner.

Using Quick Parts Explanation

Rather than re-typing frequently used message text, you can use Quick Parts to save and insert the saved text in Outlook. This allows you to reuse portions of content between email messages or other items by saving it to the AutoText Gallery.

To save text to the AutoText Gallery, highlight the text from a message or other item window, click Quick Parts and choose AutoText, Save Selection to AutoText Gallery, located at the bottom of the window. The text added to the AutoText Gallery can easily be added to any message or other item in Outlook from the Quick Parts list.

If you no longer need text that is in the AutoText Gallery, click Quick Parts and choose AutoText. From the General window, right-click the item you wish to delete and choose Organize and Delete. Select the item in the Building blocks list, click the Delete button to remove it from the list and click the Close button.


Do it! A-6: Adding and using Quick Parts

Here’s how Here’s why 1 Create a new message addressed

to your partner You’ll create a message and save the text to the Quick Parts AutoText Gallery.

In the Subject box, enter Quick Parts Message

2 Enter message text with the formatting shown

Make the words “Quick Parts” bold and red, and “save” bold and italic.

3 Highlight the text To select it.

4 Click Quick Parts, AutoText, Save Selection to AutoText Gallery

(From the Text group on the Insert tab.) To save the highlighted text. You’ll re-use this text in a future message.

5 Enter Quick Parts in the Name field and click OK


7 Create a new email message

Click the message body area You’ll insert the saved Quick Parts text.

8 Click Quick Parts, AutoText (From the Text group on the Insert tab.) To show the AutoText Gallery.

Click the saved Quick Parts text To insert it into the message. Notice the text and formatting are the same as what you saved.

9 Click Quick Parts AutoText You’ll remove the text from the Gallery.

Right-click the Quick Parts text and choose Organize and Delete…

To open the Building Blocks Organizer. Notice the Quick Parts AutoText is selected.

Click Delete and click Yes To remove the AutoText from the list.

Click Close To close the dialog box.

10 Click Quick Parts, AutoText Observe that the Quick Parts text is no longer available.

11 Close the message window Without saving.


Message options Explanation

You can set various message options, either one message at a time or for all messages you send. For example, you could send a single message with the High importance level. Or you could set all messages to be sent with that designation (though, according to email etiquette rules, you should not do so).

To set options for a single message, compose the message as usual. Before sending, use the commands on the Ribbon tabs or open the message’s Properties dialog box, shown in Exhibit 9-5. (In the Tags group on the Message tab, click the Dialog Box Launcher button.) Options you set this way are in effect for just the current message.

Exhibit 9-5: The email message Properties dialog box

To set options for all future messages, open the Outlook Options dialog box and click Mail. From here, you can configure new default settings for composing messages, message arrival, replies and forwards, saved messages, sent messages and other categories.

You can set many more options from the Outlook Options dialog box than you can by using the message Properties dialog box. For example, from the Send messages section, you can set the default message importance and sensitivity levels for all messages. You can also enable/disable options like the Ctrl-Enter shortcut keys for sending a message and the option to generate a warning when sending a message that may be missing an attachment.


Do it! A-7: Modifying email options


box

Click Mail To display the mail settings.

2 Scroll down to the “Replies and forwards” section

3 Check Close original message window when replying or forwarding

Outlook will now close the original message automatically after you click the Reply or Forward button in the message.

4 Next to “When replying to a message,” display the list

You can specify whether to include the original text, and if so, how it is included in your replies.

Press g To close the list.

5 Display the “When forwarding a message” list

You can set options for forwarded messages separately from replies.

Close the list

6 Scroll down to the Send messages section

You can set default Importance and Sensitivity options here that will apply to all future messages.

7 Scroll down to the Other section

8 From the “After moving or deleting an open item” list, select open the next item

To have Outlook automatically open the next item after you delete or move an open item.



Message formats Explanation

Microsoft Outlook 2013 support three message formats:

• Plain text — Supported by all email applications. Does not display text formatting, such as boldface, italics, or colors.

• Outlook Rich Text format (RTF) — Supported by Outlook software from Outlook 97 forward. Displays text formatting, including bullets, paragraph alignment, and object links.

• HTML — The default message format in Outlook 2013. Displays text and paragraph formatting, similar to Outlook RTF.

You can alter your message format to match one that your recipient’s email software supports.

To change the default message format for all messages:


2 In the left pane, click Mail.

3 Under Compose messages, from the “Compose messages in this format” list, select HTML, Rich Text, or Plain Text.

4 Click OK.

To change the message format for a single message:

1 Click New Email.


3 In the Format group, click HTML, Plain Text, or Rich Text.

4 Compose your message.

5 If applicable, apply formatting to the message.

6 Click Send.


Do it! A-8: Specifying a message format


box

2 Click Mail

3 Under Compose messages, open the “Compose message in this format” list

To specify a default format for all messages, you would select HTML, Rich Text, or Plain Text.

4 Click Cancel You’ll leave the default message format set to HTML.

5 Click New Email



8 In the Format group, click Plain Text

Click Continue To acknowledge that formatted text will become plain text and your background will be lost.

9 In the Subject box, type Plain Text Message

10 Place your cursor in the message area

Observe the Font, Paragraphs, and Styles groups

They aren’t active when you are composing in plain text.



Topic B: Signatures This topic covers the following Microsoft Office Specialist exam objectives for Outlook 2013.

# Objective

1.2

1.2.2

Automate Outlook

Create and assign signatures

2.2

2.2.5

2.2.6

Format a Message

Add a signature to specific messages

Format signatures

Creating a signature Explanation

A signature consists of personalized text and/or pictures that you can add to the end of an outgoing message. You can create custom signatures for personal and business messages. For example, you can sign your business-related messages with your job title, department, and phone number. For personal messages, you might use a favorite quote as the signature.

You can create multiple signatures and designate the most frequently used one as your default signature. When you compose a message, the default signature is inserted at the end of the message. You can also insert an alternate signature when composing a message.

You create a signature by using the Signatures and Stationery dialog box. Here’s how:

1 Open the Outlook Options dialog box and click Mail.

2 Click Signatures to open the Signatures and Stationery dialog box, shown in Exhibit 9-6.

3 Click New to open the New Signature dialog box. Enter a name for your signature file and click OK.

4 In the Edit signature area, enter and format your signature. Click Save.

5 From the New messages list, select the signature you want to use in all new messages you create.

6 From the Replies/forwards list, select the signature you want to use in all messages you reply to or forward.

7 Click OK twice.


Exhibit 9-6: The Signatures and Stationery dialog box

Do it! B-1: Defining a signature


box

2 Click Mail

Under “Compose messages,” click Signatures

To open the Signatures and Stationery dialog box. You’ll create a signature.

3 Click New To open the New Signature dialog box.

Enter Outlander Web Group

This is the name of the signature.

Click OK The Edit signature area becomes active in the Signatures and Stationery dialog box.


4 Under “Edit signature,” in the text area, type Outlander Spices Web Team

This text will appear in your message when you use this signature.

5 Apply the bold format to the text Select the text and click the Bold button.

Select just the word Outlander

From the Font Color list, select Orange, Accent 2, Darker 50%

Click Save (Next to the New button, below the “Select signature to edit” list.) To save the signature.

6 Click New To open the New Signature dialog box. You’ll create a personal signature.

Enter your name To name the signature.

Click OK To close the New Signature dialog box and return to the Signatures and Stationery dialog box, with the Edit signature area active.

7 Under “Edit signature,” type the text of your choice

Format the text as bold and blue

Click Save To save the signature.

8 Observe the Signatures and Stationery dialog box

The two new signatures appear in the “Select signature to edit” list box.


9 From the New messages list, select Outlander Web Group, as shown

(If necessary.) To specify the Outlander Web Group signature as your default signature for new messages.

10 From the Replies/forwards list, select your personal signature

To specify your personal signature as the automatic signature for email replies and for messages you forward.

11 Click OK To close the Signatures and Stationery dialog box.


13 Create a message The Outlander Web Group signature appears in the message area.

14 On the Message tab, in the Include group, click Signature

To display a list of signatures. You can select an alternate signature.

Press g To close the list.

15 Close the Message window Do not save or send the message.


Editing signatures Explanation

You might need to change your signature. For example, it might become outdated because you changed departments or received a new title. Changing a signature has no effect on messages you sent previously, but the new signature will be included with new email messages you send.

To edit a signature:

1 Open the Signatures and Stationery dialog box.

2 In the “Select signature to edit” list box, select the signature you want to edit.

3 Make your changes in the Edit signature area.

4 Click Save.

If you want to remove a signature, open the Signatures and Stationery dialog box, select the signature you want to remove, and click Delete.

Do it! B-2: Modifying a signature


box

Click Mail If necessary.

2 Click Signatures

3 Under “Select signature to edit,” select Outlander Web Group

(If necessary.) To display the Outlander Spices Web Team signature in the Edit signature area.

4 Edit the text to read Web Design Team

Make all of the text black

Click Save To save the change.

5 Click OK twice To close both the Signatures and Stationery dialog box and the Outlook Options dialog box.

6 Create a message The signature has changed.

7 Close the message Do not save it or send it.


Using an electronic business card as your signature Explanation

You can use your electronic business card as your email signature so that it is inserted every time you create an email message. To do so:

1 Open the Signatures and Stationery dialog box.

2 Create a signature.

3 Click the Business Card button to open the Insert Business Card dialog box, shown in Exhibit 9-7. Select your business card and click OK.

4 Click Save and OK as necessary to close the remaining dialog boxes.

Exhibit 9-7: The Insert Business Card dialog box

Do it! B-3: Using an electronic business card as a signature

Here’s how Here’s why 1 Click Contacts You’ll create a contact and an electronic

business card for yourself.

2 Click New Contact You will enter details in your contact card so that you can use it as an electronic business card.

Enter your name in the Full Name box

3 Enter Outlander Spices as the company


4 Enter Web Designer as your job title

5 In the E-mail box, enter the email address you are using in this class

For example, [email protected].

6 Under Phone numbers, enter 1-630-555-5555 as your business phone number

7 Under Addresses, enter 123 Main Street Anytown MA 45555

8 Save and close the contact

9 Open the Signatures and Stationery dialog box

Click File, click Options, click Mail, and then click Signatures.

10 Select Outlander Web Group If necessary.

11 Delete all of the text in the signature

12 Click Business Card

To open the Insert Business Card dialog box.

13 Select your business card (If necessary.) A preview of your business card appears.

Click OK

14 Click Save

15 Click OK twice To close the Signatures and Stationery and Outlook Options dialog boxes.

16 Click Mail

17 Create a message The electronic business card is inserted in the message area and is attached to the message.

Close the message Do not send it.


Specifying a sending account Explanation

In Outlook 2013, you can add up to three Exchange accounts to a single profile. When you send a message, Outlook uses the default email address and name in the From field. When you reply to a message, Outlook sends the reply from the email address to which the original message was sent. You can use the From Picker to change which email account is used to send or reply to individual messages.

To specify a different sending account in a new message or a reply:

1 Create a new message or reply.

2 Click the Options tab.

3 Click the From button to display the From Picker, shown in Exhibit 9-8.

4 Do one of the following:

– Select the desired address from the list.

– Choose Other E-mail Address. In the Send From Other E-mail Address box, enter the desired email address, or click From to select it from the Global Address List.

You can send messages from another address only if you have the proper permissions set up.

5 Compose the message or reply, and send it.

Exhibit 9-8: The From Picker, showing two Exchange email accounts in the same Outlook profile


Do it! B-4: Specifying a sending account


2 In the Show Fields group of the Options tab, select From

(If necessary.) To show the From line in the message window.

3 Click From To open the From Picker, as shown in Exhibit 9-8. You currently have your Outlook profile configured to use a single email address: your Student## account. If you had Outlook configured with multiple accounts, you could select another account from this list.

4 Select Other E-mail Address…

To open the Send From Other E-mail Address window.

5 Click the From… button To open the Choose Sender:Global Address List dialog box. From here, you could select an alternate email address for sending this email, if you have the necessary permissions.

6 Click Cancel twice To return to the email message.

7 Close the message Don’t send or save it.


Topic C: Voting buttons This topic covers the following Microsoft Office Specialist exam objectives for Outlook 2013.

# Objective

2.1

2.1.6

Create a Message

Add voting options to messages

Adding voting buttons Explanation

Sometimes you might want recipients to respond to a message in just one or two words, such as “yes” or “no.” You can conduct such a poll by using voting buttons. Voting buttons help recipients respond easily, eliminate ambiguity in responses, ensure consistency in responses, and help you track the messages.

To add voting buttons to a message:

1 Open the Message window.

2 Click the Options tab.

3 In the Tracking group, click Use Voting Buttons and select the set of buttons you want to use.


The default voting buttons available in Outlook are Approve or Reject, Yes or No, and Yes, No, or Maybe, as shown in Exhibit 9-9.

Exhibit 9-9: Adding voting buttons to a message


Do it! C-1: Adding voting buttons to a message



3 Specify the subject as XX: New product brochure

Where XX is your lab station number. Your partner’s number will be identified as YY in upcoming activities.

In the message area, enter Please approve or reject the product brochure I showed you today.

Do not send the message yet.

4 Click the Options tab On the Ribbon.

Click Use Voting Buttons In the Tracking group.

Choose Approve;Reject

5 Send the message

Answering messages with voting buttons Explanation

You will be prompted to vote when you receive a message that contains voting buttons. However, the notification is not especially prominent in either the Reading pane or the Message window.

As shown on the left in Exhibit 9-10, when you’re viewing a message in the Reading pane, an unobtrusive “This message includes voting buttons. Click here to vote” notification is displayed below the recipient’s address. The notification has an blue background when you point to it, as shown. Otherwise, it has a white background.

As shown on the right in the exhibit, when you open a message to read it, a notice below the recipient’s address directs you to click the Vote button on the Ribbon. Again, this notification is unobtrusive and easily missed. It does not change color if you point to it.

Because the notification can easily be missed, make sure that your message states that voting is part of the message.


Exhibit 9-10: Voting in the Reading pane (left) and the Message window (right)

Tracking responses

When recipients vote in a poll, you will receive their responses as replies to your original email message. Each person’s vote will be added to the beginning of the Subject line and displayed in the message’s Info bar.

Outlook makes it easy to tally up the responses and track who voted with which answer. Click the information in the Info bar and choose “View voting responses.” The poll responses are displayed in a new window, as shown in Exhibit 9-11.

Exhibit 9-11: Vote responses are tallied and listed in a Message window


Do it! C-2: Replying to a message with voting buttons

Here’s how Here’s why 1 Select the YY: New product

brochure message (The message from your partner.) To preview the message in the Reading pane. The Info bar tells you that the message contains a poll.

2 In the Reading pane, click Click here to vote

To display the poll’s options.

Choose Vote: Approve

To cast your vote. A message box appears.

Verify that Send the response now is selected

In the message box.

Click OK To send the message. The InfoBar shows how you voted, along with the date and time.

3 Open the Approve: XX: New product brochure message

This is the automatic response generated when your partner voted.

Observe the Info bar

4 Click The sender responded: Approve and choose View voting responses

Observe the voting responses To see the tally and a list of results in a Message window, as shown in Exhibit 9-11.

5 Close the voting-responses windows


Custom voting buttons Explanation

You’re not limited to the selection of polls included with Outlook. You can also create your own voting button names. To do so:

1 In a Message window, click the Options tab.

2 In the Tracking group, click Use Voting Buttons and choose Custom.

3 Under “Voting and Tracking options,” confirm that “Use voting buttons” is checked.

4 In the list box, enter the button names you want to use, separated by semicolons. Click Close.


Do it! C-3: Creating custom voting buttons


Address it to your partner

Enter a subject

Enter a brief message

2 On the Options tab, click Use Voting Buttons and choose Custom…

To open the Properties dialog box.

3 Edit the list next to “Use voting buttons” to read Excellent;Good;OK;Bad

To create voting buttons labeled Excellent, Good, OK, and Bad.

Click Close

4 Send the message


5 Open your partner’s message You’re opening the message window, instead of using the Reading pane, so that you can use the buttons on the Ribbon.

Click Vote, as shown

To display a list with four voting options.

Click to select a response, and then click OK

To send your vote to your partner.

6 Open the vote-response message from your partner

7 Close any open messages Leave Outlook open.


Topic D: Out-of-office messages This topic covers the following Microsoft Office Specialist exam objectives for Outlook 2013.

# Objective

1.2

1.2.5

Automate Outlook

Create auto-replies

Automatic replies Explanation

You might want to send automatic replies to the email messages you receive, such as when you’re out of the office on a business trip. You can use the Automatic Replies dialog box, formerly called the Out of Office Assistant, to send such replies.

As shown in Exhibit 9-12, you can specify to always send automatic replies or to do so only between start and end times that you specify. You can also control whether such messages are sent to people inside your organization or outside your organization.

Exhibit 9-12: The Automatic Replies dialog box

In order to process automatic replies, Outlook must be open and running on your computer or you must use an Exchange Server. In an Exchange Server environment, it is the server, not Outlook, that manages the automatic replies.

In such environments, when you configure Outlook to send automatic replies, it configures your Exchange account to send such responses.


Configuring automatic replies To configure automatic replies:

1 Click the File tab to display the Account Information page. (The Info command is selected by default on the File tab.)

2 Click Automatic Replies to open the Automatic Replies dialog box.

3 Select “Send automatic replies.”

4 Optional: Check “Only send during this time range.” Then specify the start and end times for the period during which the replies should be sent.

5 On the Inside My Organization tab, enter the message to be sent automatically when you receive an email message from a sender in your organization.

6 On the Outside My Organization tab, clear the “Auto-reply to people outside my organization” box if you don’t want to send replies to such contacts. Or you can select “My Contacts only” to send automatic replies to only your contacts. Enter a separate message to be sent to people outside your organization.

7 Click OK.

A word of caution: It is considered a breach of email etiquette to send automatic replies to email lists and groups. Many such lists will unsubscribe you if you send out-of-office replies, so take care when configuring automatic replies to senders outside your organization. If the lists and groups are not in your Contacts list, you can select “My Contacts only” option to prevent automatic replies from being sent to your lists and groups.

Mail Tips

Mail Tips notifications are displayed in the Info bar and alert you to certain conditions. For example, when you address a message to a recipient who has enabled automatic replies, a Mail Tip will warn you before you even send the message.

Exhibit 9-13: Mail Tips warn you of various conditions, such as a recipient with Automatic Replies enabled

Some Mail Tips warnings work only with recipients in your organization and require Exchange Server. The notice about Automatic Replies being enabled is one such warning. Other warnings don’t have those requirements. For example, if you attach a very large picture file, a Mail Tips message will suggest that you resize the picture before sending it.


Do it! D-1: Enabling Automatic Replies


Automatic Replies To open the Automatic Replies dialog box.

2 Select Send automatic replies

3 Check Only send during this time range

In the Start time lists, specify the current date and time

To specify the time after which automatic replies will be sent.

In the second End time list, specify one hour from now

To specify the time after which automatic replies will no longer be sent.

4 On the Inside My Organization tab, enter I am busy in class. I’ll return your email as soon as I can.

5 Click the Outside My Organization (On) tab

Automatic replies to senders outside your organization are automatically turned on when you turn on internal replies.

Select My Contacts only To specify that replies should be sent to only the people in your Contacts list.

6 On the Outside My Organization tab, enter I am busy in class. I’ll return your email as soon as I can.

7 Click OK To close the Automatic Replies dialog box.

8 Observe the new border around the Automatic Replies section of the window

The change in background color and text and the addition of the border and button indicate that you have enabled Automatic Replies.


9 Click the Home tab

A message beneath the Ribbon warns you that the Automatic Replies feature is enabled.

10 Create a message

Address it to your partner

A warning alerts you that your recipient has configured an automatic reply.

Enter a subject and message of your choice, and click Send

11 When the automatic reply appears in your Inbox, click the message

“Automatic Reply” has been added to the Subject line, and the message your partner entered is displayed in the message’s body.

Automatic Reply rules Explanation

You can create rules to automatically manage incoming messages when Automatic Replies are enabled. For example, you can create rules to automatically move or copy messages to other folders, to delete messages, to forward a message to a specific person, and so on.

To create rules:

1 Click the File tab. On the Account Information page, click Automatic Replies. If you have not already configured Automatic Replies, do so now.

2 Click Rules to open the Automatic Reply Rules dialog box. Rules you create are listed here in the order in which they’ll be processed.

3 Click Add Rule to open the Edit Rule dialog box.

4 Under “When a message arrives that meets the following conditions,” specify the conditions that the message must meet for the rule to be applied. If you want to specify more conditions, click Advanced, select the options you want, and click OK.

5 Under “Perform these actions,” select the actions you want Outlook to take. You can select more than one action.

6 Click OK to close the Edit Rule dialog box.

7 Create additional rules, if appropriate.

8 Click OK twice to close the Automatic Reply Rules and Automatic Replies dialog boxes.


Disabling and deleting rules

You can disable rules or delete them. Disabling a rule preserves it in case you want to enable it again in the future. Deleting a rule removes it permanently. To disable or delete a rule:

1 Click the File tab and then click Automatic Replies.

2 Click Rules.

3 To disable a rule, in the Status column, clear the checkbox next to the rule. To delete a rule, select it and click Delete Rule.

4 Click OK twice.

Do it! D-2: Setting automatic reply rules


Automatic Replies To open the Automatic Replies dialog box.

2 Click Rules To open the Automatic Reply Rules dialog box.

3 Click Add Rule To open the Edit Rule dialog box.

4 Click From To open the Choose Sender dialog box.

Select your partner and click From

To fit the rule, the email message must be from your partner.

Click OK To close the Choose Sender dialog box.

5 Check Sent directly to me To fit the rule, the email message must be sent directly to you. If your address is in the Cc or Bcc lines, the rule won’t apply.

6 Under “Perform these actions,” check Delete

Messages sent from your partner to you will automatically be deleted.

7 Under “Perform these actions,” check Forward

In the To box, enter Instructor You’ll forward messages to the Instructor.

8 Click OK Your new rule is listed in the Rules dialog box. The Status column has a check.

9 Click OK twice To close the dialog boxes.


11 Send a message to your partner with the subject Project Update


12 Click the Send/Receive button, as shown

To force Outlook to check for new messages. Your partner’s email message won’t show up because the rule has automatically forwarded the message to the Instructor and then deleted it from your Inbox.

13 Select Deleted Items Outlook moved your partner’s Project Update message to your Deleted Items folder.

14 Click the File tab and then click Automatic Replies

Click Rules

15 With the FROM:Student## rule selected, click Delete Rule

Click Yes

16 Click OK twice

Turning off Automatic Replies Explanation

When you return to the office, you should turn off Automatic Replies. There are various ways to do this:

• In your Inbox, click the Turn Off button on the warning bar that is displayed below the Ribbon.

• Click the File tab. On the Account Information page, click the Turn Off button.

• Click the File tab and then click Automatic Replies. Select “Do not send automatic replies” and click OK.

Do it! D-3: Turning off automatic replies

Here’s how Here’s why 1 Click the File tab To display the Account Information page.

2 Click Turn Off In the Automatic Replies section of the Account Information page.

3 Click the Home tab The warning bar no longer appears beneath the Ribbon. The Automatic Replies feature has been turned off.


Unit summary Topic A In this topic, you formatted messages by using themes, styles, and message stationery.

You created custom message stationery, and you modified the predefined stationery by using the Signatures and Stationery dialog box. Then, you learned how to control message options by using the message Properties dialog box and the Outlook Options dialog box. You learned how specify a message’s format as plain text, rich text, or HTML.

Topic B In this topic, you configured multiple signatures and modified a signature. Then you learned how to use an electronic business card as a signature. You also learned how to specify a sending account for a new email message or a reply.

Topic C In this topic, you used voting buttons. You learned how to use predefined voting buttons and create custom voting buttons in order to send a poll in an email message. You learned how to use the voting buttons to respond to a message and how to track responses to a poll.

Topic D In this topic, you used Automatic Replies to send automatic out-of-office replies. You configured separate messages for senders within your organization and outside your organization. You created rules that managed the email messages you received while Automatic Replies were enabled. Finally, you turned off Automatic Replies.

Independent practice activity In this activity, you will set the default message stationery and then modify stationery. You’ll also edit Signature options.

1 Set the default message stationery as Notebook.

2 Modify the Notebook stationery by specifying new font formatting for new messages and for message replies. Compose a message to test your changes. You don’t have to send the message.

3 Set the message stationery to (No Theme). Beneath “New mail messages,” click Font and then select +Body. Do the same for replies. Save your changes. Compose a message to test your changes.

4 Modify the default message properties so that all messages you send are marked with the Private sensitivity label. (Hint: Use the Outlook Options dialog box to configure this option.)

5 Compose a message and confirm that it is marked with the Private sensitivity label.

6 Modify the default message properties so that all messages you send are marked with the Normal sensitivity label.

7 Edit the signature options such that both new messages and replies/forwards are sent without any signature. Confirm your changes by composing a new message to your partner. You don’t have to send the message.


Review questions 1 When you use the message Properties dialog box to specify message settings, which

messages are affected by the settings?

Only the current message

2 How can you change the delivery options for all messages?

Use the Outlook Options dialog box. (Click the File tab, click Options, and then click Mail.)

3 True or false? You can create multiple stationery items, but set only one to be the default.

True

4 How do you apply a theme for a single message?

To apply a theme, create a message and click the Options tab. Click Themes and select the theme you want to apply.

5 Which of the following are predefined voting buttons? [Choose all that apply.]

A Approve;Reject

B Yes;No

C Excellent;Good;Bad

D Yes;No;Maybe

6 How do you cast your vote when you receive an email message containing voting buttons?

• In the Reading pane, click “Click here to vote,” select your vote, and click OK.

• In a Message window, click the Vote button on the Ribbon, select your vote, and click OK.

7 How do you change the signature for a single message?

Create a message. In the Include group on the Ribbon, click Signature. Select the signature you want to use.

8 How can you track voting responses to a poll?

Open a response message. Then click the InfoBar and choose “View voting responses.”

9 When you address a message to a recipient who has Automatic Replies enabled, Outlook displays a(n) ______ ______ in the Info bar to warn you that your message might not be read immediately.

Mail Tip

10 True or false? You can define only one rule for handling messages received while you have Automatic Replies enabled.

False. You can define multiple rules and specify the order in which they are applied.

10–1

Unit 10 Mailbox organization and management



A Create rules to automatically manage and organize messages.

B Manage the contents of your mailbox to stay within the quota set by your administrator.

C Archive messages, both manually and automatically, to local files or to your archive mailbox.


Topic A: Setting rules This topic covers the following Microsoft Office Specialist exam objectives for Outlook 2013.

# Objective

1.2

1.2.4

Automate Outlook

Create and manage rules

Outlook rules Explanation In Outlook, rules specify automated means for handling messages. For example, you

might define a rule that all messages sent by a particular client should be moved to a specific folder. As messages arrive in your Inbox, Outlook applies the rule: if the message is from the sender you specified, Outlook moves it to the folder. Rules help you organize and find messages in your Inbox.

Creating rules You can create rules in at least two ways. If you have an email message that meets the

criteria you want to use in your new rule, you can select that message, click Rules, and choose Create Rule. Alternatively, you can start the Rules Wizard by clicking Rules, choosing Manage Rules & Alerts, and clicking New Rule.

Once you have defined your rules, you can manage them by using the Rules and Alerts dialog box, shown in Exhibit 10-1. You can specify the order in which rules are applied. You can apply rules manually, and you can define, modify, and delete rules.

Exhibit 10-1: The Rules and Alerts dialog box

Mailbox organization and management 10–3

Rule templates

You can either create a rule based on an Outlook template or start from a blank rule. Templates provide various predefined settings or actions, which you’d have to specify if you started from a blank rule. Exhibit 10-2 shows the templates you can use to build your rules.

Exhibit 10-2: Outlook provides various templates you can use when creating rules

Do it! A-1: Creating a rule

Here’s how Here’s why 1 Click Mail (If necessary.) You’ll create a rule to store a

copy of all messages from your partner in the My Business Partner folder, which you’ll create next.

In your Inbox, create a folder named My Business Partner

Right-click Inbox and choose New Folder. Enter My Business Partner and press Enter.

2 On the Home tab, click Rules and choose Manage Rules & Alerts…

(In the Move group.) To open the Rules and Alerts dialog box.

3 Click New Rule In the upper-left corner of the Rules and Alerts dialog box.


4 Under Stay Organized, select Move messages from someone to a folder

(If necessary.) To create a rule that will move messages from a particular person to a folder.

5 Under “Step 2: Edit the rule description,” click people or public group

To apply rules to the messages sent by a specific person. You can also check additional conditions if you need to do so.

6 From the Name list, select student##

To select your partner’s email address.

Click From

Click OK

7 Click specified as shown

8 In the “Choose a folder” list, expand the Inbox and select My Business Partner

This is the folder to which the messages will be moved.

Click OK

Observe the rule

9 Click Next four times To move through the pages of the wizard. You could use the options on those pages to further define the rule.

10 Enter Move my partner’s messages

To specify a name for your rule.

Observe the options

11 Click Finish Your new rule is listed in the dialog box.

Click OK To close the Rules and Alerts dialog box.


Applying rules Explanation

If they’re enabled, rules are automatically applied with the arrival of each new email message. You can also apply rules manually by opening the Rules and Alerts dialog box and clicking Run Rules Now.

Do it! A-2: Observing a rule in action

Here’s how Here’s why 1 Send a message to your partner,

with the subject Testing the new rule

On the Quick Access toolbar, click

(The Send/Receive button.) To ensure that you receive your partner’s message.

2 Observe your My Business Partner folder

3 Select the My Business Partner folder

Your partner’s message was moved into the folder, as specified by the rule.


Turning off and deleting rules Explanation

If you want to temporarily disable a rule, you can turn it off. If you no longer need a rule, you can delete it.

To turn off a rule:

1 Open the Rules and Alerts dialog box.

2 In the list of rules, clear the box for the rule you want to turn off.

3 Click OK.

To delete a rule:


2 In the list of rules, select the rule that you want to delete.

3 Click Delete and then click Yes.

4 Click OK.


Do it! A-3: Turning off and deleting a rule

Here’s how Here’s why 1 Click Rules and choose

Manage Rules & Alerts…

2 Clear Move my partner’s messages

To disable this rule. If you were to click OK now, the rule would be disabled but kept on your system for later use.

3 Click Delete

Click Yes To delete the rule.

4 Click OK To close the Rules and Alerts dialog box.

Custom rules Explanation

You can create custom rules without using the rule templates. You would do so in order to specify criteria and actions not included with the templates.

To create a custom rule:


2 Click New Rule to start the Rules Wizard.

3 Under “Start from a blank rule,” click “Apply rule on messages I receive.” Click Next. Alternatively, you can apply rules to outgoing messages by clicking “Apply rule on messages I send.”

4 Specify the conditions that will trigger your rule’s actions. To do so, check their boxes, and if necessary, click the underlined link in the “Step 2: Edit the rule description” box. Click Next.

5 Specify what to do with a message that meets your rule’s criteria. If necessary, configure the action by clicking the underlined link in the “Step 2: Edit the rule description” box. Click Next.

6 Optional: Specify exceptions to the rule by checking their boxes and, if necessary, clicking the underlined link in the “Step 2: Edit the rule description” box. Click Next.

7 Enter a name for your rule. Specify rule options. Review the rule’s definition.

8 Click Finish and then click OK.


Do it! A-4: Creating a custom rule

Here’s how Here’s why 1 Click Rules and choose

Manage Rules & Alerts… To open the Rules and Alerts dialog box.

2 Click New Rule To open the Rules Wizard.

3 Under “Start from a blank rule,” click Apply rule on messages I receive

Click Next

4 Under “Step 1: Select condition(s),” check where my name is in the To box

To apply this rule only when your name is in the To box (as opposed to the Cc or Bcc boxes).

Check with specific words in the subject or body

5 Under “Step 2: Edit the rule description,” click specific words

To open the Search Text dialog box, into which you will enter the search term for your rule.

Type Clever Your rule will act on the name of your new client, Clever Spice.

Click Add

Click OK Your rule will be applied when you receive a message that is addressed directly to you and that contains the word “clever” in the subject or body.

6 Click Next Next, you’ll specify what to do with messages that meet your rule.

7 In the “Step 1: Select action(s)” list, select mark it as importance

8 In the Step 2 box, click importance

From the list, select High

Click OK

9 Click Next To save your actions list and move to the next page of the wizard.

10 Click Next You won’t set any exceptions.


11 In the “Step 1: Specify a name for this rule” box, enter Clever client rule

Click Finish On the last page of the wizard.

12 Click OK To close the message about the rule being a client-only rule. It means that the rule will not be processed by the Exchange server.

13 Click OK To close the Rules and Alerts dialog box. Next, you’ll test the rule you created.

14 Compose a message to your partner, as shown

Replace ## with your partner’s lab number so that the message is addressed to him or her.

15 Send the message

16 Compose a second message to your partner, as shown

Replace ## with your partner’s lab number so that the message is copied to him or her.

17 Observe the two messages in your Inbox

One is marked high priority, and the other is not.

18 Select the normal-priority message

You’re listed in the Cc line, so the rule was not applied.

Select the high-priority message You’re listed in the To line, so the rule was applied.


Topic B: Managing your mailbox This topic covers the following Microsoft Office Specialist exam objectives for Outlook 2013.

# Objective

1.3

1.3.8


Create data files

2.3

2.3.6

2.3.9

2.3.10


Cleanup messages

Ignore messages

Sort by conversation

Explanation Outlook 2013 has a sort order called “conversations.” A conversation includes all of the messages that share a Subject line. The messages in a conversation can be stored in various folders and can be from any sender, including you.

For example, let’s say you send a message to your manager, Sheila, and to your co-worker Bob with the subject “First-quarter sales numbers.” Both Bob and Sheila respond. The conversation for this message thread will include your original message (from your Sent Items folder), Bob’s reply, and Sheila’s reply.

If you send another message to both Sheila and Bob, this one with the subject “Customer feedback,” it will not be part of the same conversation. Conversations, sometimes called threads, are based on the subject, not the recipients, of the messages.

To view a folder as conversations, display the Arrange By list and select Show As Conversations. This option is enabled only when you have chosen to arrange items by date. You will be prompted to enable conversations for just the current folder or all folders.


Do it! B-1: Exploring conversations The files for this activity are in Student Data folder Unit 10\Topic B.

Here’s how Here’s why 1 Select your Inbox

2 Click the File tab and click Open & Export

You will import a set of messages so that you can manage and delete them during this topic’s activities.

3 Click Import/Export

4 Select Import from another program or file

If necessary.

Click Next

5 Select Outlook Data File (.pst) and click Next

6 Click Browse

7 Navigate to the current topic folder and select Mail data

Click Open

8 Click Allow duplicates to be created and click Next

9 Click Finish The messages in this file have been imported into your Inbox.

10 Click where indicated and select Show as Conversations

Click This folder To apply Conversations view to just the current folder.

11 Locate the “Lunch party on Friday” message

From your Inbox.

12 Observe the triangle icon to the left of the sender’s name

This triangle indicates that additional information is available in this conversation. This single Inbox item represents the conversation (exchange of messages) between several students.


13 Click the triangle

To expand the conversation. At this point, you see the three messages in the conversation or thread.

Select Lunch party on Friday To select the whole thread.


15 Click Conversation Settings

To display a menu. Using these options, you can configure the conversation views.

Choose Use Classic Indented View

To change the way conversations are presented. The conversation is collapsed.

16 Expand the conversation

The most recent message in the conversation is shown.

17 Click the triangle again All of the conversation’s messages are shown with each response indented under the previous message in the thread.

18 Click Conversation Settings

Clear Use Classic Indented View

To deselect the option.


Conversation management Explanation Outlook provides two helpful tools for managing conversations. These are Clean Up

and Ignore. Both commands are located on the Home tab of your Inbox.

Clean Up

As conversations go on, you can end up with many duplicates of messages. This happens because each reply contains a copy of the original message (unless the sender deleted that content before clicking Send). You could end up with many copies of the same original message if lots of people reply to it.

Outlook 2013 includes an automated Clean Up feature that can help you prevent this sort of redundancy and wasted space. When you clean up a folder or conversation, Outlook scans all of the messages and attempts to identify and delete duplicated content. The aim of the Clean Up function is to retain a single copy of each message.

To clean up, on the Home tab, click Clean Up. Then choose one of these three options:

• Clean Up Conversation — Cleans up all of the messages in a “thread” (conversation).

• Clean Up Folder — Cleans up all messages in the folder, but not in any subfolders.

• Clean Up Folder & Subfolders — Cleans up all messages in the folder and its subfolders.

Ignore

Sometimes a thread of messages includes you but doesn’t apply to you. Maybe you were incorrectly invited to a meeting, or maybe you can’t attend the lunch being set up by a group of co-workers. In these cases, you can use the Ignore command to delete the entire conversation. Any future messages in that thread will also be automatically deleted.


Do it! B-2: Managing conversations

Here’s how Here’s why 1 Expand the “Lunch party on

Friday” thread Click the triangle button.

Select the most recent message in the conversation

(Based on the sent date and time.) It contains a copy of the original message.


3 In the Delete group, click Clean Up and choose Clean Up Conversation

You’ll remove any redundant information in the conversation.

Click Clean Up The redundant information is moved to the Deleted Items folder.

4 Click Ignore In the Delete group on the Home tab.

Click Cancel To cancel the operation. When you ignore a conversation, all future messages in that conversation will be automatically deleted.

5 Click the Arrange By heading and select Show as Conversations

Click This folder To deselect the option and arrange your Inbox by date.


Mailbox quotas Explanation Everything has a limit, and that includes your Outlook Inbox. Your mail administrator

has probably set a quota—a limit on the amount of space your Inbox and related folders can consume. There are actually three limits your administrator can set:

• Issue warning — When you reach this limit, Exchange will send you an email warning that you have neared the quota on your account.

• Prohibit send — When you reach this larger mailbox size, Exchange will prevent you from sending messages.

• Prohibit send and receive — At the third, and typically highest, size limit, Exchange will prevent you from sending or receiving messages.

To avoid hitting these limits, you should regularly clean out old and unnecessary messages from your mailbox.

Cleanup strategies

Explanation There are various strategies for managing the size of your mailbox. Some of them include:

• Deleting messages or attachments you no longer need

• Deleting the contents of automatic folders, including the Deleted Items, Sent Items, and Junk E-mail folders

• Cleaning up messages and conversations

• Creating data files (personal folders)

• Compacting your mailbox file to eliminate wasted space

• Archiving messages to preserve them, while removing them from your mailbox

Deleting messages or attachments

Of the techniques, the simplest is to delete messages you no longer need. Your company might have retention requirements that prohibit you from deleting messages whenever you want. If not, you are free to delete unnecessary messages to free space in your inbox.

You can delete an attachment while keeping the message. You might do so after saving or printing the attached file. Right-click the item and choose Remove Attachment.

Mailbox Cleanup

You can use the Mailbox Cleanup tool to find older items and then delete, move, or archive them. First, click the File tab to display the Account Information page. Then, click the Cleanup Tools button and choose Mailbox Cleanup to open the Mailbox Cleanup dialog box, shown in Exhibit 10-3.

With this dialog box, you can search for old or large mailbox items, which you can then delete. The dialog box also offers quick access to other cleanup operations, such as determining your mailbox’s size, emptying the Deleted Items folder, and so forth.

Determining usage

Outlook provides a couple of ways to determine the amount of space your mailbox is consuming. The easiest way is to click the File tab. In the Mailbox Cleanup section of the Account Information page, Outlook displays both the current usage and your quota limit. But this is just one overall figure for your usage.


To determine more precisely what is consuming the space, you need a different technique:

1 Click the File tab.

2 Click Cleanup Tools and choose Mailbox Cleanup to open the Mailbox Cleanup dialog box.

3 Click View Mailbox Size to open the Folder Size dialog box. It lists each of your folders and their sizes. The Size column lists the size of just the specific folder. The Total Size lists the size of the folder and the subfolders it contains.

Exhibit 10-3: The Mailbox Cleanup dialog box

Message properties

When cleaning your mailbox, you might want to see detailed information about a particular email message. Such information might help you decide whether to keep, archive, or delete the message. To view message properties:

1 Open the message (you can’t simply preview it in the Reading pane).

2 In the Message window, click the File tab.

3 In the Info pane, scroll down to the Properties section. The message’s size is displayed here.

4 Click Properties to open the message’s Properties dialog box. It displays the message’s headers, as well as various settings that were applied to the message when it was sent.

5 Click Close when you’re done.


Exhibit 10-4: A message’s Properties dialog box

Creating data files

If you have nearly reached your space quota or if you want to organize messages in folders on your computer, you can create data files in Outlook. Data files are personal folders where you can store and manage messages on your computer.

Since data files are stored on your local computer’s hard drive, you will not be able to access any messages in these files from another computer. Also, if the data file becomes corrupt or is lost, you will not be able to retrieve these messages, unless you have made a backup of the data file.

To create an Outlook data file:

1 Click New Items from the New group on the Home tab.

2 Choose More Items and select Outlook Data File.

3 Navigate to the location where you want to save the file.

4 Enter a name for the file in the File name box.

5 Click OK.


Do it! B-3: Deleting messages and attachments

Here’s how Here’s why 1 Double-click the Second photo

message To open the message.

2 Click the File tab You will view the message’s properties to determine whether you should keep, archive, or delete the message.

Scroll down to the Properties section

The message’s size is displayed.

3 Click Properties To open the message’s Properties dialog box. It displays the message headers, along with Importance, Sensitivity, and other details.

Click Close To close the Properties dialog box.

4 Close the Message window To return to your Inbox.

5 Click the File tab

To display the Account Information page. The size of your mailbox is shown in the Mailbox Cleanup section.

6 Click Cleanup Tools

Choose Mailbox Cleanup… To open the Mailbox Cleanup dialog box.

Click View Mailbox Size To open the Folder Size dialog box.

7 Compare the Size and Total Size values for each folder

If you have no subfolders, the two values should match for each folder. Folders with subfolders will have a larger Total Size than Size.

8 Click Close twice To close the dialog boxes.

Return to the Home tab By clicking the left arrow button.

9 In your Inbox, scroll down and select the oldest message, Welcome to Outlook 2013

This represents an old message, the kind you’d periodically look for and delete from your Inbox.

10 Press d The message is deleted.

11 Open the Spice photos message This message contains an attachment.


12 Right-click the attachment and choose Save As

Save the file in your current unit folder

Now that you’ve saved a copy in your current unit folder, you no longer need the copy in the email message. You’ll delete it.

13 Right-click the attachment and choose Remove Attachment

The attachment is deleted. The rest of the message is preserved.

14 Close the message window

Click Yes To save your changes to the message. It is still in your Inbox, but no longer has an attachment.

Deleting the contents of automatic folders Explanation

Outlook maintains various folders that it populates somewhat automatically. By default, a copy of every message you send is saved in the Sent Items folder. Items you delete are moved to the Deleted Items folder, rather than being instantly erased. And junk messages are stored in the Junk Email folder just in case they’re not actually junk.

These folders consume space in your mailbox. You should regularly empty these folders, or at least delete items you no longer need. You can also adjust the automatic save options so that you retain less clutter in the first place.

Sent Items

You can turn off the option to save copies of messages you send, but otherwise, you have little control over the action.

1 Click the File tab and click Options to open the Outlook Options dialog box.

2 In the left pane, click Mail; then scroll down to the Save Messages section in the right pane.

3 Check or clear “Save copies of messages in the Sent Items folder” to configure the action as you desire.

4 Click OK.

Deleted Items

You can configure Outlook to delete the contents of your Deleted Items folder automatically each time you exit the program.


2 Click Advanced.

3 In the Outlook start and exit section, check or clear the “Empty Deleted Items folders when exiting Outlook” option.

4 Click OK.

A trick is to not send a message to the Deleted Items folder in the first place. Select the item you want to delete. Then, while holding the Shift key, press the Delete key. You’ll be asked whether you want to permanently delete the item. If you click Yes, the item is deleted rather than being moved to the Deleted Items folder.


Junk Email

You should regularly inspect the contents of your Junk Email folder. If any items there are not junk, move them to another folder. Then delete the remaining items.

If you trust Outlook’s filtering tools to always correctly distinguish junk from legitimate messages, you can configure the filter to delete messages automatically. On the Home tab of the Inbox, click Junk and choose Junk Email Options. Then check the “Permanently delete suspected junk email” box.

Do it! B-4: Deleting the contents of automatic folders

Here’s how Here’s why 1 Right-click Sent Items and

choose Delete All You’ll start your cleanup by deleting all of the items from the Sent Items folder.

Click Yes The messages are moved to your Deleted Items folder.

2 Open the Outlook Options dialog box

In the left pane, click Mail

Scroll to the “Save messages” section

This section contains options for managing how copies of messages are saved.

3 Clear Save copies of messages in the Sent Items folder

With this option unchecked, Outlook won’t save copies of the email messages that you send.

Click OK To save your changes.

4 Right-click Deleted Items and choose Empty Folder

Click Yes The folder’s contents are deleted.

5 Select your Inbox If necessary.

6 Select the Spice Photos message

This is the message you deleted the attachment from.

7 Press s + d

Click Yes To confirm that you want to delete this message instantly, rather than sending it to Deleted Items.

8 Select Deleted Items The folder is empty.

9 Select Junk Email The folder is most likely empty. You should regularly review the contents of this folder. Move legitimate messages to other folders, and delete the rest.


10 On the Ribbon, click Junk In the Delete group.

Choose Junk Email Options…

To open the Junk Email Options dialog box.

11 Observe the “Permanently delete” option

It’s not recommended, but you could configure Outlook to delete suspected junk email rather than putting it in the Junk E-mail folder.

Click Cancel

Compacting mailboxes Explanation

As you send, receive, delete, and move messages over time, your mailbox can come to use storage space inefficiently. When this happens, your mailbox uses more space than is actually required to store the messages it contains. You can compact your mailbox to reclaim this wasted space.

To compact your mailbox:

1 Open the Account Settings dialog box.

2 Click the Data Files tab, select your account, and click Settings.

3 On the Advanced tab, click Outlook Data File Settings.

4 Click Compact Now.

5 Click OK twice and then click Close to close all of the dialog boxes.

Do it! B-5: Compacting your mailbox


Click Account Settings and choose Account Settings…

To open the Account Settings dialog box.

2 Click the Data Files tab

Click Settings To open the Microsoft Exchange dialog box.

3 Click the Advanced tab

Click Outlook Data File Settings

To open the Outlook Data File Settings dialog box.

4 Click Compact Now To compact your mailbox files and reclaim wasted space.

5 Click OK twice

Click Close To close the dialog boxes.


Topic C: Archiving and saving your mail This topic covers the following Microsoft Office Specialist exam objectives for Outlook 2013.

# Objective

1.3

1.3.7


Save messages in alternate formats

Overview of archiving Explanation Archiving is the process of periodically saving old messages in a file on your computer

or in a special archive mailbox on the Exchange server. Archiving reclaims space in your mailbox while preserving old messages in case you need them.

In earlier versions of Outlook, your only option was to archive to a file on your computer. Although this method freed space in your mailbox, if that file were deleted or became corrupted, you would lose your archived messages.

With Outlook 2013, you can use an archive mailbox, which is a special, secondary mailbox that can be enabled for your account. If your administrator has enabled the archive mailbox, you can archive messages in it rather than in a file. Your archive mailbox will be stored on the Exchange server and will be backed up when the server is backed up.


Archiving options Outlook offers the option to archive to a file or to the archive mailbox. When archiving

to a local file, you can do so manually or configure Outlook to archive your data automatically. Your administrator can configure a retention policy that will automatically archive your messages to the archive mailbox.

Manual archiving to a file

With the manual archiving method, you specify which messages to archive and then direct Outlook to perform the archiving operation.

1 Click the File tab. On the Account Information page, click Cleanup Tools and choose Archive to open the Archive dialog box, shown in Exhibit 10-5.

2 Under “Archive this folder and all subfolders,” select the folder you want to archive.

3 From the “Archive items older than” list, select a date.

4 In the Archive file box, enter a name for the archive file. Alternatively, use the Browse button to specify a name and location for the archive file.

5 Click OK.

Exhibit 10-5: The Archive dialog box


Do it! C-1: Archiving mail messages to a local file The files for this activity are in Student Data folder Unit 10\Topic C.


Click Cleanup Tools and choose Archive…

To open the Archive dialog box. The Inbox is selected by default.

2 Click as shown

By default, the date shown is three months before today’s date.

In the Date Navigator, click Today

To jump to today’s date.

Display the Date Navigator again and select tomorrow’s date

You’ll archive items older than tomorrow, which means that you’ll archive any messages you received today. If you selected today’s date, you would archive messages received yesterday and earlier.

3 Click Browse To open the Open Outlook Data Files dialog box. In the File name box, “archive” appears. This is the default archive file name.


4 Click OK twice All items in the Inbox are saved in the file archive.pst.

Click Yes To confirm that you want to archive all of the items in the folder.

5 Click the left arrow to return to the Home tab

It might take a moment, but all of the messages in your inbox are removed and stored in a new Archives folder.

6 In the Folder pane, expand Archives

This folder contains the archived versions of your Inbox, Deleted Items, and Search folders.

7 In the Folder pane, right-click Archives

Choose Close “Archives” This step doesn’t delete the Archives file from your computer. It just removes it from the Folder list.


Restoring archived messages Explanation

In general, you can work with archived messages just as you would work with those in your Inbox. You can reply to or forward archived messages, and so forth. If you have closed your archive folder, however, you won’t be able to access those messages.

To restore archived messages stored in a file, you’ll need to import the file into Outlook. To do so:

1 Click the File tab and then click Open.

2 Click Open Outlook Data file.

3 Navigate to and select the archive file, and click OK.

The archive file will be opened, and its contents will be displayed in a folder named after the file. For example, if the file is named “archive,” the folder will also be called “archive.” You can rename it in Outlook.

Do it! C-2: Opening an archive file The files for this activity are in Student Data folder Unit 10\Topic C.


Open & Export

2 Click Open Outlook Data File


3 Click archive and then click OK

4 Expand Archives In the Folder pane.

Within the archive folder, select Inbox

Your archived messages are again available.

5 Select all of the messages in the archived Inbox folder

Drag them to your Inbox To restore them to your Inbox.


Automatic archiving to a file Explanation

You can schedule the archiving of your messages with the AutoArchive feature. For example, you can set AutoArchive to happen every 90 days. When setting the AutoArchive option, you can also set options to delete old archived items and to be notified before archiving begins.

You can define AutoArchive settings for your entire mailbox or individually for specific folders. For example, you might archive Calendar items every month and delete the old items, while archiving your Inbox quarterly and saving old messages.

To configure AutoArchive settings for your entire mailbox:

1 Click the File tab and then click Options to open the Outlook Options dialog box.

2 Click Advanced.

3 Click AutoArchive Settings to open the AutoArchive dialog box, shown on the left in Exhibit 10-6.

To configure AutoArchive settings for a specific folder:

1 Right-click the folder and choose Properties.

2 Click the AutoArchive tab, which is shown on the right in Exhibit 10-6.

Exhibit 10-6: The AutoArchive tab in the Calendar Properties dialog box and the AutoArchive dialog box


Do it! C-3: Archiving mail messages to a file automatically


box

Click Advanced

2 Click AutoArchive Settings To open the AutoArchive dialog box, as shown in Exhibit 10-6.

3 Check Run AutoArchive every

To enable AutoArchive. The default frequency is every 14 days.

Edit the box next to “Run AutoArchive every” to read 60

4 Edit the box next to “Clean out items older than” to read 60

From the list next to “Clean out items older than,” select Days

(If necessary.) To AutoArchive items older than 60 days.

5 Click Browse To open the Find Outlook Data Files dialog box. In the File name box, “archive” appears. By default, archived items are saved in a file with this name.


Edit the File name box to read auto archive

You’ll save the file as auto archive.pst so that the previous PST file isn’t overwritten.

Click OK To save the file and close the Find Outlook Data Files dialog box.

6 Click OK To close the AutoArchive dialog box.

7 Click OK To close the Outlook Options dialog box. Automatic archiving is now scheduled to happen every 60 days.

8 Click the Home tab If necessary.

Select your Inbox If necessary.


The archive mailbox Explanation

With the secondary mailbox, archive mailbox, enabled for your account, you can archive messages in a storage location on the Exchange server, and your archive mailbox will be backed up when the server is backed up.

Another benefit of the archive mailbox being on the mail server is that you can access it via Outlook Web Access (OWA). You can also access it when you log onto Outlook from another computer. Your archives are thus available from any computer, not just the one where you stored the archive PST file.

You can manually archive to the archive mailbox by simply copying or moving messages to it. The administrator must configure retention policies to automatically archive messages to your archive mailbox.

To use the archive mailbox feature, your organization must purchase client access licenses (CALs) for each user. There are various configuration steps that your mail administrator must perform to set up archive mailboxes and retention policies. Check with your administrator to see if your organization has purchased CALs so that you can take advantage of the archive mailbox.

Do it! C-4: Archiving to the archive mailbox

Here’s how Here’s why 1 Expand Archives You’ll create an archive sub-folder and move a

message to it.

2 Right-click your archive mailbox

Choose New Folder… To open the Create New Folder dialog box.

3 Type My archive and click OK To create a folder in your archive mailbox.

4 Select your Inbox If necessary.

5 Drag a message from your Inbox to My archive

To manually archive a message to your archive mailbox. If you were to log on via OWA, you could access this message.

6 Collapse your archive mailbox Click the triangle to hide the folder’s contents.


Saving a message Explanation

In Outlook you can save an individual message as a file on your computer. When saving a message, you can choose from several formats, including text (.txt), rich text format (.rtf), Outlook template (.oft), Outlook message format (.msg), and Outlook message format for Unicode (.msg).

To save a message to your computer:

1 Click File.

2 Choose Save As.

3 Select the location where you want to save the file.

4 From the File name box, enter the name for the saved message.

5 From the Save as type box, select the file type that you want to use when saving.

6 Click the Save button.

Do it! C-5: Saving a message The files for this activity are in Student Data folder Unit 10\Topic C.

Here’s how Here’s why 1 Select the “Please review this

contract” message From the Message list.

2 Click File and choose Save As You’ll save this email message.


4 Select Text Only (*.txt) From the Save as type list.

5 Enter My saved message in the File name box

6 Click Save

7 Open the saved message Navigate to the current unit folder and double-click the My saved message text file.

Observe the format of the saved message

Notice the saved message contains the email header information and the body text of the email.

Close the message and return to Outlook


Unit summary Topic A In this topic, you created a rule to automatically organize messages. You specified rule

criteria to select just the right messages, and you assigned rule actions to specify what to do with messages that meet your criteria. You tested these rules by exchanging messages. You also learned how to disable and delete rules.

Topic B In this topic, you learned how to manage the contents of your mailbox. You learned how to manage conversations. You also learned various strategies for staying within your mailbox quota. For example, you learned how to delete messages and attachments, empty automatic folders, clean up conversations, and compact your mailbox.

Topic C In this topic, you learned how to archive mail, both manually and automatically. You archived messages to a local file and to the archive mailbox. You also configured AutoArchive settings to enable periodic archiving of your mailbox.

Review questions 1 Deleting unneeded messages and attachments is simple and frees space in your

mailbox. Why do you think it’s not typically the most effective technique?

Users fail to do it. They forget or get too busy and fail to delete old messages.

2 Periodically, you should check the _______ _______ folder to make sure legitimate email messages weren’t stored there. Then you should empty this folder.

Junk E-mail

3 Name at least two folders you should periodically empty.

Deleted Items, Sent Items, and Junk E-mail

4 When you’re using the Clean Up function, what three options can you choose from to specify which locations to clean up?

• Clean Up Conversation

• Clean Up Folder

• Clean Up Folder & Subfolders

5 Describe how you can determine the amount of overall space consumed by your mailbox.

You can click the File tab and observe the Mailbox Clean up section of the Account Information page.

6 Which of the following is the term for the process of storing old messages in a separate file on your computer?

A Archiving

B Clearing

C Purging

D Backing up

7 How do you access the mailbox-wide AutoArchive settings?

Click the File tab and click Options. Then click Advanced and click AutoArchive Settings.

8 How do you access the folder-specific AutoArchive settings?

Right-click the folder and choose Properties. Then click the AutoArchive tab.


9 True or false? You can reply to or forward a message in your archive just as you would do with a message in your Inbox.

True

10 To use the archive mailbox, your organization must purchase a _______ ______ ______ for every user who will use the feature.

client access license

11 Name an advantage of using the archive mailbox instead of a local file.

Answers include:

• The archive mailbox is on the server, and is therefore backed up with the rest of the server’s data.

• You can access your archive mailbox via Outlook Web Access (OWA).

• You can access your archive mailbox from other computers running Outlook 2013.

12 True or false? Removing an archive folder from the Folder pane deletes it from your hard drive.

False. The file is not affected. The folder is simply removed from the pane within Outlook.

13 What is a rule?

A rule is a method of automating the handling of messages based on criteria you specify.

14 Do you have to use a template when creating a rule?

No, you can create a custom rule that is not based on a template.

15 How do you open the Rules Wizard?

From the Move group, click Rules, choose Manage Rules & Alerts, and click New Rule.

16 How do you turn off a rule?

In the list of rules in the Rules and Alerts dialog box, clear the checkbox for the rule you want to turn off. Then click OK.

17 How do you delete a rule?

In the list of rules in the Rules and Alerts dialog box, select the rule you want to delete. Click Delete and then click OK.

18 True or false? You can define rules that apply to incoming or outgoing messages.

True


Independent practice activity In this activity, you will configure automatic archiving and work with attachments.

1 Configure AutoArchive to automatically archive your entire mailbox every 30 days. Make sure old items are moved to the archive file rather than deleted. Archive to a file named AutoArchive.pst in your Documents folder.

2 Configure automatic archiving on your Calendar folder to run every 30 days. Make sure old items are deleted rather than saved.

3 Find a message in your Inbox or archive that has an attachment. Save the attachment in your Documents folder. Then delete the attachment from the email message.

4 Configure Outlook to save copies of messages that you send in the Sent Items folder.

5 Create a rule called Urgent Mail rule to move all messages with Urgent in the Subject field to the folder named Urgent. To do so, create the Urgent folder, create a rule with the condition “with specific words in the subject,” click the specific words link under Step 2, and add Urgent to the subject.

6 Send a message to your partner with the subject Urgent. Verify that the message appears in the Urgent folder. (Select the Urgent folder in the Folder pane.)

7 Disable the Urgent rule. To confirm that the rule won’t be applied, exchange messages with your partner.

8 Delete the Urgent rule.

11–1

Unit 11 Organizing items



A Use folders to organize email messages.

B Use Instant Search and advanced searches to find messages from a single person or to find a contact or task.

C Use filters to display only those items that meet criteria you specify.

D Assign categories to Outlook items, such as messages, appointments, and contacts, so you can organize and find similar items.


Topic A: Folders This topic covers the following Microsoft Office Specialist exam objectives for Outlook 2013.

# Objective

2.3

2.3.2

2.3.3


Move messages between folders

Add new local folders

Creating folders Explanation

In Outlook, you can create folders and use them to organize various items. You can create folders to organize email messages, InfoPath forms, Calendar items, contacts, journal items, notes, tasks, unread messages, or any other kinds of items that you want to group together.

To create a folder:

1 In the Folder pane, select a location for the new folder. For example, you can create folders to organize email messages in your Inbox, Draft, or Sent Items folders. You can create folders within folders.\

2 Right-click and choose New Folder.

3 Enter a name for the new folder.

4 Press Enter.

You can then move items into the folder by dragging the items or by clicking Move from the Move group and choosing the destination.

Organizing your Inbox

To further help with organizing your Inbox folders, you can rename these folders by right-clicking the folder in the Folder pane and choosing Rename Folder. Enter a new name and press Enter to save the new folder name. You can also drag and drop folders from the Folder pane to change the order in which they appear.

Organizing items 11–3

Do it! A-1: Creating a folder

Here’s how Here’s why 1 In the Folder pane, click Mail (If necessary.) To activate the Mail pane. Your

instructor will send you two email messages so you can practice searching for mail items.

2 In the Folder pane, right-click Inbox and choose New Folder…

You’ll move a message into a new folder so you can test the process of searching folders.

Name the folder Product info

3 Move the Product Changes message into the Product info folder

Drag the message to the folder.

4 Right-click the Product info folder and choose Rename Folder

You’ll rename this Inbox sub-folder.

Change the name to Product changes and press e

To rename the Inbox folder.


Topic B: Searching This topic covers the following Microsoft Office Specialist exam objectives for Outlook 2013.

# Objective

1.4

1.4.1

1.4.2

1.4.3

1.4.4

1.4.5

1.4.6

1.4.7

Search in Outlook

Create new search folders

Search for messages

Search for tasks

Search for contacts

Search calendars

Use advanced find

Use Search by Location

Outlook search tools Explanation You will probably find it more and more difficult to find the information you need as

your Inbox grows and you amass a collection of folders, messages, and other items. Fortunately, Outlook provides search tools you can use to sift through the clutter to find just the items you need.

Using Search tools

Explanation

You can perform more complex searches that specify multiple search criteria. You can also narrow a search by searching within the results of a broader search.

When you perform an Instant Search, or if you click the search button (the magnifying-glass icon beside the search box), Outlook displays the Search Tools | Search tab on the Ribbon. Using the buttons on this tab, shown in Exhibit 11-1, you can change the scope of your search, add search criteria, and reuse recent searches.

Exhibit 11-1: The Search Tools | Search tab


To specify where Outlook will search, you can select the location from the Location list that is part of the Instant Search box. You can also use the commands in the Scope group on the Search tab. For example, you can search both the current folder and its subfolders by clicking Subfolders. You can do so before or after entering your search words in the search box.

You can specify or add search criteria by using the commands in the Refine group. For example, to search for messages sent to you by a particular person, click From and enter the person’s name or email address in the search box. You can also combine search criteria, such as searching for a message from a particular person that also has attachments by then clicking Has Attachments in the Refine group.

To see additional search criteria options, click the More button in the Refine group. This button displays a menu of options, such as Cc and Bcc (which help you search for messages that you were copied on) and Body (which enables you to search the contents of messages rather than just their headers).

Search commands

As you click the search criteria buttons, Outlook enters command keywords into the search box. You can enter these commands yourself, rather than clicking the buttons. This might be useful if you want to specify multiple criteria. Some people just prefer typing commands rather than clicking buttons.

When using the commands in the following table, enter the keyword and colon as shown. Variable text you supply, such as a sender’s address, is shown in italics.

Search command Search for messages…

subject:text With Subject lines containing the word you type in place of text.

from:name_or_address From the sender you specify by name or email address.

received:date Received on the date you specify. You can use references, such as yesterday, Monday, February, or Last Week, or you can enter a specific date, such as March 12, 2013.

read:yes read:no

That are read or unread, respectively.

hasattachments:yes hasattachments:no

That have attachments, or do not have attachments, respectively.

Reusing a recent search

Outlook saves the last 10 searches you’ve performed. You can reuse any of these searches. To do so, click Recent Searches on the Search tab and choose the search you want from the resulting list.


Do it! B-1: Performing advanced searches

Here’s how Here’s why 1 Select your Inbox

2 Click the Search button, as shown

To display the Search tab on the Ribbon.

3 In the Refine group, click From

(On the Search tab.) To begin searching for messages sent to you by a specific individual.

Type Instructor To search for messages from the Instructor. Only messages in your Inbox are found.

4 In the Scope group, click Current Folder

(On the Search tab.) This time, only the messages in your Inbox folder is included in the search results.

5 Close the search Click the Close button, or click Close Search on the Search tab.

6 Display the Search tab

7 In the search box, enter hasattachments:yes

To search for messages with attachments. You might or might not find any messages.

8 Close the search

9 Display the Search tab

10 Click Recent Searches In the Options group on the Search tab.

Choose from:(Instructor) To repeat your search for messages sent to you by the Instructor.

11 Click Close Search (From the Close group on the Search tab.)


Advanced Find Explanation

Another way to locate specific items is by using the Advanced Find dialog box, as shown in Exhibit 11-2. You can search in messages, appointments, contacts, journal entries, notes, tasks, or across all Outlook items. For messages, you can search for text located in the subject and/or body of a message or for messages from or to a specific person. You can also search for a message based on the read/unread status, importance, flagged items, those with attachments, or those sent at a specific time.

Exhibit 11-2: The Advanced Find dialog box

When searching for items in the Advanced Find dialog box, found items are shown at the bottom of the window. To open a found item, double-click the item from the results list.


Do it! B-2: Using Advanced Find

Here’s how Here’s why 1 Click the Instant Search box To display the Search tab.

2 Click Search Tools (From the Options group.) To show the Search Tools menu.

Choose Advanced Find… To open the Advanced Find dialog box.

3 Enter Instructor, as indicated

In the From box. You could also click the From button to select the name from an Address List.

4 Click Find Now To search for all messages from your Instructor.

5 Enter Product, as indicated

In the ‘Search for the word(s)’ box. You’ll leave ‘subject field only’ in the In box to search the Subject, but not the message body for the word ‘Product’.

6 Click Find Now To search for messages from your Instructor that also have Product in the subject field.

7 Double-click the Product Recall message

To open it in a message window.

8 Close the message window and the Advanced Find dialog box


Searching your Calendar, Contacts, or Tasks Explanation

Instant Search is available in Calendar, Contacts, and Tasks, as well as in Mail. You can search your Calendar for appointments and meetings by entering keywords and phrases. In Contacts, you can search for a particular contact or job title. Similarly, you can search for tasks by keywords, dates, and other criteria.

Do it! B-3: Searching Calendar, Contacts, and Tasks


1 Click People You’ll search for one of your contacts.

2 In the Instant Search box, enter Kim

One or more contacts are found.

3 Click To clear the search and display all of your contacts.

4 Click Mail You’ll flag a message and then search for it as a task.

Click the Flag button, as shown

To flag the message as a to-do item.

5 Click Tasks

In the Instant Search box, enter Instructor

By default, Instant Search searches your To-Do list. The task with the subject Product Recall appears.

Click To clear the search and display your entire To-Do list.


Customizing search settings Explanation

You can customize Outlook’s search settings. For example, you can specify that searches should include all folders, not just the current folder. You can change the highlight color, specify whether Outlook should search as you type, and manage indexing options. You do all of this through the Search page of the Outlook Options dialog box, shown in Exhibit 11-3.

Exhibit 11-3: The Search options page in the Outlook Options dialog box


Do it! B-4: Customizing Instant Search


box

In the left pane, click Search To display the Search options, shown in Exhibit 11-3.

2 Clear When possible, display results as the query is typed

So that Outlook won’t search while you’re typing.

3 Click the Highlight color button, as shown

Click the bright green color, as shown

4 Click OK

5 Click Mail If necessary.

6 In the search box, type Instructor

Notice that the search is not performed as you type.

Press e To perform your search. The found text is highlighted in green rather in yellow.

7 Close your search


Search folders Explanation

In Outlook, you can use built-in Search folders to find messages in a specific category or based on a specific condition. For example, you could use a Search folder to find all messages containing specific text.

To add a Search folder:

1 From the Navigation bar, click Mail.

2 In the Folder pane, right-click Search Folders and choose New Search Folder to open the New Search Folder dialog box, shown in Exhibit 11-4.

3 In the Select a Search Folder list, select a condition.

4 Click OK.

Exhibit 11-4: The New Search Folder dialog box


Do it! B-5: Setting up a Search folder

Here’s how Here’s why 1 Activate Mail If necessary.

2 Right-click Search Folders To display a shortcut menu.

Choose New Search Folder… To open the New Search Folder dialog box.

3 Under Organizing Mail, select Mail with specific words

(In the Select a Search Folder list.) To specify the condition.

Click Choose To open the Search Text dialog box.

4 In the box, type Welcome As shown below.

Click Add The word “Welcome” is added to the Search list.

Click OK To close the Search Text dialog box.

5 Click OK To close the New Search Folder dialog box and apply your search parameter.

6 Observe the Folder pane and the Message list

In the Folder pane, the Search Folders folder is expanded. Messages with the text “Welcome” in their subject or body appear in the Message list.

Click as shown

To collapse the Search Folders folder.


Using Search folders Explanation

After creating a Search folder, you can use it to locate mail messages that satisfy the Search folder’s condition. For example, you can create a Search folder to locate all messages to or from a specific client.

To see the messages in a Search folder, expand Search Folders in the Folder pane and click the name of the Search folder you want to use. The folder’s contents appear in the Message list.

Do it! B-6: Using a Search folder

Here’s how Here’s why 1 Open the Inbox folder Activate Mail and click Inbox.

2 Open a new Message window


In the Subject box, enter Welcome to the company

In the message area, enter We’re glad to have you on the Outlander Spices team!

Mark the message as high priority Click High Importance from the Tags group on the Message tab.

4 Send the message After a moment, your partner’s email message arrives in your Inbox.

5 Expand Search Folders If necessary.

6 Click Containing Welcome (1)

(This link is in the Folder pane.) To view the contents of the specific folder. The new message, with the word “Welcome” in the subject, appears in the Message list, along with all other messages containing “Welcome.”

7 Open or preview the Welcome to the company message

To read the message.

Close the Message window If necessary.

8 Click Inbox To open your Inbox. The “Welcome to the company” message is in your Inbox. Search folders are “virtual” in that they help you find messages but don’t actually contain messages.


Topic C: Advanced filtering Explanation

Filtering is the process of customizing your Outlook folders to display only those items that meet specified criteria. For example, you can apply a filter to display only those messages sent to you by one of your clients.

Filters affect only the current folder. A filter that you set on your Inbox has no effect on the items you’ll see in your calendar, for example. Furthermore, a filter has no effect on subfolders (unless you create a filter there also).

Outlook has a set of frequently used pre-defined filters that you can use, such as for unread messages, messages that are marked as Flagged or Important, or messages with attachments. You can choose More Filters to show the Search Tools | Search tab on the Ribbon.

To filter messages:

1 From the Home tab, click Filter Email from the Find group to display a shortcut menu.

2 Choose a Filter type or choose More Filters to show the Search Tools | Search tab.

3 Specify the desired filter criteria.

Filters remain in effect until you clear them or change to another view or folder. You can remove a filter by clicking the Close Search button on the Search tab.

Do it! C-1: Applying filters to find messages

Here’s how Here’s why 1 Click Filter Email From the Find group on the Home tab.

Choose Important To show all of the high importance messages in your Inbox, including the “Welcome to the company” message that you flagged.

2 Click Subject You’ll further define a filter.

3 In the Search box, enter Welcome and press e

The Message list is filtered to show only those messages that are flagged with high priority and have the word welcome in the Subject.

4 Click Close Search (From the Close group on the Search tab.) To remove the filter.


Topic D: Categories This topic covers the following Microsoft Office Specialist exam objectives for Outlook 2013.

# Objective

2.3

2.3.4


Apply categories

3.2

3.2.6


Categorize calendar items

Outlook categories Explanation

A category is a color-coded label that you assign to Outlook items. By using different categories, you can organize and find Outlook items more easily. Outlook provides several default color categories.

You can assign a category to an item in a couple of ways. You can select the item, click Categorize (in the Tags group on the Home tab), and choose a category. You can also right-click the item, choose Categorize, and choose a category.

You can keep the color names, but you’ll probably find project- or work-related names, such as Project Wonder Widget, easier to remember. To rename a category, click Categorize on the Home tab and choose All Categories. Select the category you want to rename and click Rename. Enter the new name and click OK.

Do it! D-1: Using categories to group messages

Here’s how Here’s why 1 Click Categorize (From the Tags group in the Home tab.) To

show the Categorize menu.

Select All Categories… You’ll name the Red category.

Select the Red category and click the Rename button

Enter Marketing and click OK To rename the Red category.

2 If the Reading pane is not visible, click the View tab, click Reading Pane, and choose Right

To set the Reading pane to the right of the Message list.


3 Send a new message to your partner, with the subject Discussion on marketing policy

You’ll assign a category to the messages you receive from your partner so that they can be easily tracked in the future.

Click Send

4 Select the message from your partner

After it arrives in your Inbox.

On the Home tab, in the Tags group, click Categorize and choose Marketing

A red bar in the Reading pane indicates that you have assigned the Red category, now called Marketing, to this message.

5 Observe the message in the Message list

The red rectangle beside the message’s subject indicates that you have applied the red (Marketing) category to this item.

6 Right-click the Discussion on marketing policy message

Choose Categorize, Blue Category

You can assign more than one category to an item. Since this is the first time you’ve used the Blue category, Outlook asks if you would like to rename it.

7 In the Name box, enter Partner and click Yes

The message now shows both categories.

Rename the Blue Category to Partner

Select Blue Category and click Rename. Enter the new category name and click OK.


Arranging, searching, and filtering by category Explanation

After you have assigned categories to messages, you can use those categories to find items. You can display the items in your Inbox, for example, in order by category. You can search according to a category label. You can also filter by category.

Arrange by category

To arrange items by category in the Message list, click the View tab and then click Arrange By and select Categories in the Arrangement group. Alternatively, click the down arrow icon in the heading of the Message List pane and choose Categories. Either way, the Message List pane will be sorted by category, as shown in Exhibit 11-5.

Exhibit 11-5: The Message list arranged by categories

Search by category

To search for items by category, click the search button (the magnifying glass). Then, on the Search tab, click Categorized and choose the category you want to look for. Items matching your criteria will be shown in the Message list, as shown in Exhibit 11-6.

Exhibit 11-6: Searching by categories


Filter by category

You can filter folders by a category. For example, to filter your Inbox, click Filter Email from the Find group on the Home tab. Choose Categorized and select the Category. To remove the filter, click Close Search from the Search Tools | Search tab.

Do it! D-2: Arranging and searching by category

Here’s how Here’s why 1 Click the heading, as indicated

To display a menu.

Choose Categories To arrange the list by categories. Inbox items without a category assigned are listed first, followed by the categories in alphabetical order.

2 Click A to Z

To reverse the sorting order so that categorized items are listed first, in Z to A order, followed by uncategorized items.

3 Click the search button, as shown

To display the Search tab

4 In the Refine group, click Categorized and choose Marketing

To search for messages tagged with the Marketing (red) category.

5 On the Search tab, click Close Search

Or click the Close button on the Instant Search bar.

6 Display messages in Date order, with the newest messages on top

Click the Message list heading and choose Date. If necessary, click the sort order list and choose Oldest to revert to showing the newest messages on top.


Categorizing your contacts Explanation

You can categorize contacts just as you categorize messages. Display your contacts list and select a contact. On the Ribbon, click Categorize and choose the category you want to use. After you have assigned a category to your contacts, you can search and filter by category to view subsets of your contacts list.

Do it! D-3: Categorizing a contact

Here’s how Here’s why 1 Click People

From the Navigation bar, select the Contacts folder

If necessary.

2 Select Bill Becker If necessary.

3 Click Categorize and choose Green Category

To add the contact Bill Becker to the Green category. Because this is the first time you’ve used the Green category, the Rename Category dialog box appears. You’ll change the category name to “Business.”

4 In the Name box, enter Business

Click Yes

5 Click the search button The magnifying glass beside the Search Contacts box.

6 Click Categorized and choose Business

Just Bill Becker is listed now.

7 Click Close Search Or click the Close button on the Instant Search bar.


Categorizing calendar items Explanation

You might want to distinguish important appointments or meetings by assigning a category. For example, you could assign a green category named Business to business-related appointments and meetings.

If you want to categorize an appointment or meeting, select it in the Calendar, click Categorize on the Ribbon, and choose the category you want to use. Categorized appointments and meetings are displayed in color in the Calendar view, as shown in Exhibit 11-7, and in the To-Do Bar.

Exhibit 11-7: Categorized calendar items


Do it! D-4: Categorizing an appointment and a meeting

Here’s how Here’s why 1 Click Calendar

2 Switch to Day view If necessary.

3 Go to today’s date If necessary.

4 Create an appointment from 3:00 PM – 4:00 PM with the title HR appointment

If it is after 3:00 pm, select a later time so that your HR Appointment will display in the To-Do bar.

5 Create an appointment from 6:00 PM – 8:00 PM with the title Dinner Seminar

6 Select HR appointment

Click Categorize and choose Business

To categorize the appointment as a business appointment. The calendar item is shown in the category’s color (green).

7 Select Dinner Seminar

Click Categorize and choose Marketing

To categorize the appointment. The calendar item is shown in the category’s color (red).

8 Switch to Week view (Click the View tab and then click Week.) The calendar items retain their color coding even when you switch views.

9 Click Mail

10 Display the To-Do Bar

(If necessary.) Click To-Do Bar and choose Calendar from the Layout group on the View tab. The calendar items in the To-Do Bar are also color-coded.


Quick Click Explanation

When you are in Preview or Single view, Outlook provides a shortcut method of applying a category for email and task items. You can click the Quick Click box to assign a default category. Right-click the Quick Click box to assign another category, remove a category, or specify the default Quick Click category.

Do it! D-5: Assigning categories with Quick Click

Here’s how Here’s why 1 Switch to Single view (For your Inbox.) Click Change View and

choose Single from the Current View group of the View tab.

2 Observe the Discussion on marketing policy message

You assigned two categories, indicated by the two colored rectangles, to this message.

3 Send a new message to your partner, with the subject Television ad script

You’ll categorize this message by using Quick Click.

4 For the Television ad script message, click the Quick Click box, as shown

To place the message in the Marketing (red) category.

5 Click the red rectangle To remove the Marketing category

6 Right-click the Quick Click box

Choose Business To apply the Business (green) category.

7 On the Ribbon, click Categorize and choose Set Quick Click…

(From the Home tab.)To open the Set Quick Click dialog box. Here, you can specify which category should be applied when you left-click a Quick Click box.

8 From the list, select Partner

Click OK

9 Click the green Quick Click box To clear the current category assignment for the message.

Click the Quick Click box again To set the default category, which you defined to be the Partner (blue) category.


Custom categories Explanation

In Outlook, you can create your own color categories if the available categories don’t meet your needs. For example, you could create a teal-colored category called Finance for your finance-related messages and appointments.

To create a color category:

1 On the Home tab, click Categorize and choose All Categories to open the Color Categories dialog box.

2 Click New to open the Add New Category dialog box, shown in Exhibit 11-8.

3 Enter a name for the category.

4 From the Color list, select a color for the category.

5 Optional: From the Shortcut Key list, select the keyboard shortcut you want to use to apply the category to items.

6 Click OK twice to add the category to the Categorize list.

Exhibit 11-8: The Add New Category dialog box


Do it! D-6: Creating a category

Here’s how Here’s why 1 Click Categorize and choose

All Categories… To open the Color Categories dialog box.

2 Click New To open the Add New Category dialog box, shown in Exhibit 11-8.

3 In the Name box, enter Advertising

From the Color list, select Teal

To specify the color teal for the category.

From the Shortcut Key list, select CTRL+F2

To add a keyboard combination that you can use to add other items to this category.

Click OK To close the Add New Category dialog box. The new category is listed and selected.

4 Click OK To close the Color Categories dialog box and assign the category to the selected message.

5 On the Ribbon, click Categorize

The list of categories now includes your custom category. You can assign this category by using any of the techniques you used to assign the built-in categories.

Press g To close the Categorize menu. You can also click a blank area of the Outlook window.


Search folders Explanation

Search folders enable you to quickly find related items. And because search folders remain available after you define them, you can use them in the future to find new items that you tag with a category.

For example, let’s say you create a Partner category to tag items related to dealings with a particular business partner. Months go by in this relationship, during which time you categorize many items. If you create a search folder based on the Partner category, all of the items you tag with the category will be accessible from the search folder regardless of when you tagged them.

To create a search folder:

1 Click Mail.

2 Right-click Search Folders in the Folder pane and click New Search Folder to open the New Search Folder dialog box, shown in Exhibit 11-9.

3 In the Select a Search Folder list box, select the type of search folder you want to create.

4 Under Customize Search Folder, specify options for the search type.

5 Click OK.

The search folder with the category name appears under Search Folders in the Folder pane.

Exhibit 11-9: The New Search Folder dialog box


Do it! D-7: Sorting and searching by category

Here’s how Here’s why 1 In the Folder pane, right-click

Search Folders and choose New Search Folder…

To open the New Search Folder dialog box, shown in Exhibit 11-9.

2 Scroll down and select Categorized mail

3 Click Choose To open the Color Categories dialog box.

Check Partner

Click OK To close the Color Categories dialog box.

Click OK To close the New Search Folder dialog box.

4 Expand Search Folders

(If necessary.) Notice the category search folder called Partner.

5 Select the Partner search folder (If necessary.) All messages from your partner that you’ve categorized as Partner appear in the search folder.

One by one, select each message in the search folder

Each one is assigned to the Partner category.

6 Select Inbox

7 Return to the Compact view for your Inbox

Click Change View and choose Compact from the Current View group on the View tab.


Unit summary Topic A In this topic, you learned how to organize items by creating a folder and moving an

item to the folder by dragging it.

Topic B In this topic, you searched for messages based on specific text by using the Instant Search feature. You used Instant Search to search for tasks, appointments, meetings, and contacts. Then, you setup and used a Search folder to locate all messages that contained specific text.

Topic C In this topic, you used filters to display only those items that meet specified criteria. You then removed filters to display all messages in a folder.

Topic D In this topic, you learned that color categories can help you group related items. You learned how to categorize your messages, appointments, meetings, contacts, and tasks. You renamed the predefined color categories and created user-defined categories. In addition, you learned how to sort and search by categories.

Independent practice activity In this activity, you will search for messages and set a message filter. You’ll also create a category and apply it to several contacts.

1 Modify the search options so that search results appear as you type in the Instant Search box. Repeat your search.

2 In the Inbox folder, search for the messages that you’ve received from your partner.

3 Set the category for each message to Partner.

4 Create two contacts in your Contacts folder: Peter Greenfield, Vice President of Wonderland Hotels, and Scott Bates, Customer Service Director at Wonderland Hotels.

5 Define a new maroon category called Hotel Contacts.

6 Specify Hotel Contacts as the category for your contacts Peter Greenfield and Scott Bates.

7 Use the search-by-category tools to verify that both Peter Greenfield and Scott Bates are listed under the Hotel Contacts category. Clear the search.

8 Activate Mail.


Review questions 1 From the Mail view, where do you find Instant Search?

A On the Advanced toolbar

B In the Message list

C In the InfoBar

D On the Quick Access toolbar

2 How do you search all mail folders for a message?

After conducting a search, click “Try searching again in All Mail Items.”

3 True or false? By default, Outlook begins searching as soon as you begin typing in the Instant Search box.

True

4 Describe one way to display the Search tab.

The two primary ways are: Conduct an Instant Search; and click the Search button.

5 How do you remove a filter?

Click Close Search from the Close group on the Search tab. You can also click the X on the Instant Search box.

6 What is the purpose of assigning a color category to an Outlook item?

Categories can help you organize and easily find items.

7 True or false? You can add only a single category to a contact.

False. You can add as many categories as you want to a contact.

8 If none of the built-in categories are appropriate, how do you create your own custom category?

a Click Categorize and choose All Categories to open the Color Categories dialog box.

b Click New to open the Add New Category dialog box.

c Enter a name for the new category.

d Select a color and a shortcut key combination for the new category.

e Click OK twice.

9 How can you search by categories?

You can either use Instant Search or create a category Search folder.

10 What is the purpose of Quick Click?

You can click a small rectangle (the Quick Click box) beside an item to assign it a default category.

12–1

Unit 12 Notes and Journals



A Create, forward, and customize notes.

B Create manual Journal entries, and open and modify Journal entries.


Topic A: Recording information with notes This topic covers the following Microsoft Office Specialist exam objectives for Outlook 2013.

# Objective

3.4

3.4.2


Create and manage notes

Creating notes Explanation

You can use notes in Outlook as reminders for the activities you need to do. You might also use notes for quickly entering useful ideas and information that you can refer to later. It can be convenient to keep notes with relevant information open on your screen when you work in other applications.

To create a note, activate Notes by clicking the button with three dots on the Navigation bar and selecting Notes. Then, click the New Note button on the Home tab. A blank note appears, and you can type your information in it. The current date and time appear in the lower portion of the note. You can double-click a note to open and edit it. When you close a note, its contents are saved automatically.

By default, Notes are yellow with a Calibri 11pt font. If you assign a Category to a note, the color of the Note changes to the category’s color.

Notes and Journals 12–3

Do it! A-1: Creating and modifying notes


1 From the Navigation bar, click and select Notes

To activate Notes.

2 Click New Note To create a note. By default, a note is yellow, and the current date and time appear in the lower portion of it.

Type Conduct a survey for new clients.

3 Click

(In the upper-right corner of the note window.) To close the note. The note is automatically saved and appears as an icon in the Folder Contents list.

4 Double-click the note icon To open the note.

Place the insertion point as shown

Press q

Type Contact Juan Martinez for details.

5 In the upper-left corner of the note window, click as shown

The note menu appears.

6 Choose Categorize, Orange Category

To change the color of the note to orange. The Rename Category dialog box appears.

In the Name box, enter Survey, and then click Yes

The first time you use a category, you are prompted to rename it.

Close the note Click the Close button in the upper-right corner of the note window.


Forwarding notes Explanation

When working on a project, you might want to share with other team members some useful tips or pieces of information that you’ve saved in a note. You can forward notes as email attachments. To do so, right-click the note and choose Forward to create an email message. The note appears as an attachment. You can then send the message to your team members.

Do it! A-2: Forwarding notes

Here’s how Here’s why 1 In the Folder Contents list, right-

click the Conduct a survey note

To display a shortcut menu.

2 Choose Forward To create a message. The note appears as an attachment in the Attached box. The subject box shows “FW: Conduct a survey for new clients. Contact Juan Martinez for details.”



To activate Mail.

5 Open the new message from your partner

The note is included as an attachment.

6 Double-click the attachment To open the note. It opens and operates just like a note you create on your computer.

Close the note Click its “X” button.

7 Close the message window


Printing notes Explanation

Printing notes can be handy when you need to take them with you when you’ll be away from your computer. You might also want to print a note if it becomes long and difficult to read on screen. Of course, keep the environment in mind and print only when you need to.

To print a note, select it in Notes view, click the File tab, and click Print. The Print window, shown in Exhibit 12-1, will appear. From here, you can select a printer and other options. Click the Print button to send the print job to your printer.

Exhibit 12-1: Print options for a note

To print multiple notes, simply Ctrl+click or Shift+click to select the notes you want to print. Then click the File tab, click Print, and click the Print button. Notes are printed one to a page.


Do it! A-3: Printing notes

Here’s how Here’s why 1 Navigate to Notes

2 Click to select the orange note The note you created.


To display Print options, shown in Exhibit 12-1.

4 Observe the preview pane This is a short note and would not fill much space on the page.

5 Move the cursor over the Note text and click, as shown

To zoom in the preview area. The cursor changes to a magnifying glass with a plus sign for zooming in.

Click the Notes page again To zoom out.

6 Return to the Home tab Click the left arrow located in the upper-left corner of the screen.


Topic B: Tracking activities with the Journal This topic covers the following Microsoft Office Specialist exam objectives for Outlook 2013.

# Objective

3.4

3.4.4


Create journal entries

Using the Journal to record items Explanation Using the Journal, you can manually track details about activities such as phone calls

and faxes, in addition to Outlook items, such as email messages, notes, meeting responses, and meeting cancellations.

To create a Journal entry:

1 From the Navigation bar, click the button with the three dots and select Folders.

2 From the Folder pane, click Journal.

3 Click Journal Entry to open the Journal Entry window, shown in Exhibit 12-2.

4 If you’re recording activity associated with a phone call or other time-related event, click Start Timer to begin recording the time associated with this entry. When you’re done, click Pause Timer.

5 Enter the details associated with this entry. With entries for phone calls, you would typically perform this step after the call has ended.

6 Save and close the Journal entry.

Exhibit 12-2: Recording a call in the Journal Entry window


Do it! B-1: Creating a Journal entry

Here’s how Here’s why 1 Open the Journal From the Navigation bar, click the button with

three dots and select Folders. Then, click Journal from the Folder pane.

2 Click Journal Entry From the New group on the Home tab.

3 Click Start Timer

4 In the Subject box, type Chris White

With a real phone call, you’d probably wait until the call was done before entering any details.

5 In the Company box, type Spice World Magazine

6 Click Pause Timer To stop recording time for this entry.

7 In the comments area, type Discussed our company profile for the July issue.

8 Click Save & Close To save the Journal entry and close the Journal Entry window. A new Journal entry appears in the Journal folder.

9 Click Journal Entry You’ll add a meeting journal entry.

In the Subject box, type Upcoming meeting with Chris White

From the Entry type box, select Meeting

In the Company box, type Spice World Magazine

Click Save & Close To save the Journal entry and close the Journal Entry window.


Viewing Journal entries Explanation Activity added in the Journal is displayed in the Journal folder. Outlook provides

various display options, including the default Timeline view shown in Exhibit 12-3. Change the view by clicking an option in the Current View group on the Home tab of the Journal.

Exhibit 12-3: The Journal’s Timeline view

Do it! B-2: Viewing Journal entries

Here’s how Here’s why 1 In the Current View group on the

Home tab, click Entry List To display your Journal entries as a list instead of as a timeline.

2 Observe the Journal entries The phone call with Chris White and the meeting entry are listed.

3 In the Current View list, click Phone calls

Only the phone call is shown.

4 In the Current View list, click Last 7 Days

This view also shows Journal entries as a list, but it shows just the entries from the past week.


Editing a Journal entry Explanation You can edit a Journal entry in the Journal folder if needed. For example, you might

have created a task-related Journal entry. Whenever you work on that task, you can record your time by updating that entry.

To edit a Journal entry:

1 Open the Journal entry.

2 Modify it as needed. If you’re using the Journal to track time, click Start Timer when you open the entry. Then click Pause Timer when you’re done working.


Do it! B-3: Noting work performed with a Journal entry

Here’s how Here’s why 1 Create a Journal entry (Click Journal Entry on the Ribbon.) You’ll start

by creating an entry that you can then edit.

Enter the details shown

Click Save & Close To save your entry. Now you will edit this journal entry.

2 Double-click your new entry To open it.

3 Click Start Timer You can leave this Journal Entry window open as you do your work. Then, when you take a break or finish the task, you can pause the timer to save the time spent.

4 After a minute or so, click Pause Timer

You can enter a time in the Duration field to manually note the time spent on an entry. For example, you’d use that field for those times that you’re not working at your desk.

5 Click Save & Close To save and close the Journal entry.

Observe the Duration column

It displays the time you have spent on this activity.

Return to Mail view


Unit summary Topic A In this topic, you learned that you can create notes to save ideas and information for

later reference. You learned how to forward notes. Finally, you learned how to print notes.

Topic B In this topic, you learned that you can track your time with Journal entries. You learned how to create Journal entries manually. You also learned how to edit a Journal entry, which you’d do to track ongoing work related to an entry.

Independent practice activity In this activity, you will create and forward a note and create Journal entries.

1 Create a note with the content Send a fax to William Jones about the new advertising strategy.

2 Assign the Purple category to the note. Rename the Purple category as AdStrategy. Close the note.

3 Forward the note to your partner.

4 Create a manual Journal entry. Immediately start the timer. After a minute or so, pause the timer. Enter the subject Call from Leslie Jones and set the entry type as Phone call. Save your changes.

5 Edit your Journal entry. Update the duration to five minutes. Save your changes.

Review questions 1 How do you save a note?

When you close a note, it is saved automatically.

2 By using the Journal, what kinds of Outlook items can you track for contacts?

Answers include:

• Email messages

• Meeting requests

• Meeting cancellations

• Meeting responses

• Task requests

• Task responses

3 True or false? You can use the Start Timer and Pause Timer buttons or the Duration box to record the amount of time you spend in association with a Journal entry.

True

4 What is the default view for the Journal folder?

Timeline

5 True or false? The Journal is not visible from the Navigation bar by default, but you can change the Navigation Options to show it.

True

13–1

Unit 13 Collaboration



A Share your calendar with others, delegate authority to access your calendar on your behalf, share contacts, and export lists of contacts

B Gather news and information from RSS feeds.


Topic A: Sharing your calendar and contacts This topic covers the following Microsoft Office Specialist exam objectives for Outlook 2013.

# Objective

2.1

2.1.13

Create a Message

Delegate access

3.1

3.1.6

3.1.8


Manage calendar groups

Share calendars

4.1

4.1.7


Share contacts

Sharing calendars Explanation You might need to manage another person’s calendar, or you might need to delegate

calendar management to someone else. Perhaps you’re an administrative assistant and your boss has asked you to book appointments and meetings on her calendar. Maybe you’re the boss and you need to permit your assistant to manage your calendar.

Sharing via Exchange Outlook, when used in conjunction with Exchange Server, offers you three levels of

support for shared access to calendars. They are:

• Sharing — Enables limited access to your calendar. Use this level to let co-workers and managers see your calendar and keep track of your schedule.

• Setting calendar permissions — Enables you to grant read and editing access to your mailbox. This level is useful for enabling someone to manage your calendar.

• Delegating access — Is like granting permissions. When you delegate access, you enable others to view and edit your calendar. You also grant permission to send email messages on your behalf (under your name). This level is most appropriate in a scenario in which an administrative assistant would send out meeting invitations under your name.

Collaboration 13–3

Publishing online Outlook offers two additional options for sharing your calendar that don’t require Exchange Server. They are:

• Publishing to Office.com — If you have a Live.com or Office.com user account, you can publish your calendar to the Office.com site. Then you can send people invitations to view your published calendar.

• Publishing to a WebDAV server — WebDAV (Web Distributed Authoring and Versioning) is a technology that enables applications, such as Outlook, to transmit data to a Web server. If you or your organization has a WebDAV-capable server, you can publish your calendar to it. Permissions and settings on the Web server control who can see your calendar.

Calendar sharing Explanation

To share your calendar:

1 In the Folder pane, under My Calendars, right-click Calendar and choose Share, Share Calendar. A sharing invitation window, as shown in Exhibit 13-1, is displayed.

2 As you would with an email message, address and edit the sharing invitation.

3 Specify the permissions by selecting an appropriate access level from the Details list.

4 Click Send. Click Yes when prompted.

Exhibit 13-1: Setting permissions in a calendar sharing invitation


Calendar colors

If you frequently work with multiple calendars, you might find it helpful to change the color of the calendars. Doing so will make it easier for you to distinguish between them at a glance.

To change the color of an open calendar:

1 Right-click the calendar’s tab.

2 Choose Color and then select a color from the gallery.

There is another method to change the color of your own calendar. You can also use this technique to set a color to be used for all calendars.


2 In the left pane, click Calendar.

3 In the Display options section, click the color list button to display the colors gallery. Select the color you want to use.

4 Optional: Check “Use this color on all calendars.” (Doing this will defeat the purpose of color-coding different calendars, however.)

5 Click OK.

Do it! A-1: Sharing calendars

Here’s how Here’s why 1 Display your calendar You’ll add an item to your calendar so you have

something to view in the upcoming activities.

2 Double-click any time block within the workday

(Between 8:00 AM and 5:00 PM.) To open an Appointment window.

3 Enter an appointment subject Such as “Dentist appointment.”

4 Enter a location Such as “123 Main St.”

5 On the Ribbon, from the Show As list, select Out of Office

In the Options group.


7 Right-click Calendar, as shown

Choose Share, Share Calendar

To open a sharing invitation window.

8 Address the invitation to your partner

9 From the Details list, choose Limited details

This grants your partner permission to see not only whether you’re free or busy, but also the subjects of the items on your calendar.


10 Click Send

Click Yes

11 Activate Mail

12 When your partner’s message arrives, open it

13 Click Open this Calendar On the Ribbon. You are switched to Calendar view, and your partner’s calendar is opened side by side with yours. Your partner’s appointment is listed on his or her calendar.

14 In the Folder pane, uncheck your partner’s calendar

(Clear the checkbox under Other Calendars.) To hide your partner’s calendar.

15 Show your partner’s calendar Check the box.

16 Right-click the tab of your partner’s calendar

Choose Color To display the colors gallery.

17 Click a color of your choice

To change the calendar’s color.


Granting permissions Explanation You can manage another person’s calendar or delegate management of yours by setting

permissions on your calendar. This method of sharing does not grant permission to send email (such as a meeting invite or response) on your behalf.

To grant someone permission to access your calendar:

1 Display your calendar. In the Folder pane, under My Calendars, right-click Calendar and choose Properties to open the Calendar Properties dialog box.

2 Click the Permissions tab. Its options are shown in Exhibit 13-2.

3 In the Name list, select the name of the user to whom you’re assigning permissions. If the name is not listed, click Add, select the name, click Add, and click OK.

4 From the Permission Level list, select the desired permission set. Optional: Directly assign more or fewer permissions by checking or clearing the boxes. In general, however, you should use the built-in permission levels instead.

5 Click OK to close the Calendar Properties dialog box.

Exhibit 13-2: Granting access with the Calendar Properties dialog box


Groups and individuals

You can assign permissions to individuals or groups. Outlook recognizes the following types of individuals and groups:

• Default — The group that encompasses Outlook users not specifically granted other permissions.

• Administrator — The Outlook administrator. Although you can remove the Administrator from the permissions list, he or she can still access and manage the calendar from the Exchange Server.

• Anonymous — The group that encompasses non-Outlook users, those who are not logged in, or those outside your organization.

• named_user — A specific person. You can apply permissions to a specific user or users. Your user account is automatically granted the Owner permission level, even though it’s not specifically listed.

Permission levels

The following table describes the permissions levels you can assign and the capabilities such levels permit. By default, folders inherit the permissions set on their parent folders.

Permission level Grants permissions to…

Owner Manage the calendar and its contents. The owner has full permissions, including the rights to set permissions for other users and manage the contact person for the calendar.

Publishing Editor Create, read, edit, and delete items and subfolders. Cannot manage the permissions of other users. Can read all details about items on your calendar.

Editor Create, read, edit, and delete items, but not subfolders. Can read all details about items on your calendar.

Publishing Author Create, read, edit, and delete items and subfolders that he or she created. Cannot edit or delete items you created. Can read all details about items on your calendar.

Author Same as Publishing Author, but cannot create subfolders.

Nonediting Author Create items and read any item, but cannot edit any items.

Reviewer Read all details about items on your calendar.

Contributor Read your free/busy time, but no other details about your calendar items. Can create items on your calendar.

Free/Busy time, subject, location

Read your free/busy time, as well as the subject and location of items on your calendar. Cannot add to or edit your calendar.

Free/Busy time Read your free/busy time. Cannot add to or edit your calendar.

None Has no access to your calendar. You can set this permission level for the existing Default and Anonymous special groups, but not for any named users or real groups.


Do it! A-2: Permitting another user to manage your calendar

Here’s how Here’s why 1 Right-click your calendar and

choose Properties… To open the Calendar Properties dialog box.

2 Click the Permissions tab Because you shared your calendar with your partner in the previous activity, he or she is listed. Your partner has been granted a custom permission set.

Select your partner’s name in the list

3 From the Permission Level list, select Editor

4 Click OK To grant the permissions.

5 On the tab representing your partner’s calendar, double-click his or her appointment

To open it. Because your partner granted you editing privileges, you can change this appointment.

6 Change the location to 987 Maple Ave

Click Save & Close The changes might not be immediately reflected in Calendar view.

7 Clear the box for your partner’s calendar

(In the Folder pane.) To hide it.

Check your partner’s calendar To display it again. The updated location should now be visible.

8 Right-click Shared Calendars and choose Delete Group

Click Yes To delete the shared calendar from your Calendar folder.

9 Open the Properties dialog box for your calendar

Click the Permissions tab


Click Remove To revoke the permissions you had granted your partner.

Click OK


Delegating access Explanation

You can delegate access to your calendar and account to another user. In doing so, you grant that person permission to send messages on your behalf (as if he or she were you). You should check with your company management before delegating access.

To delegate access:

1 Click the File tab. Click Account Settings and choose Delegate Access.

2 Click Add. Select the user to whom you’re delegating access, click Add, and click OK.

3 In the Delegate Permissions dialog box, shown in Exhibit 13-3, specify the permissions you’re granting to this person. Optionally, check the boxes to send a summary message or to grant the person permission to see your private items.

4 Click OK twice.

Exhibit 13-3: When delegating, you can control what permissions you’re granting


Do it! A-3: Delegating access to your calendar


Click Account Settings and choose Delegate Access

To open the Delegates dialog box.

2 Click Add To open the Add Users dialog box.


Click Add and click OK The Delegate Permissions dialog box opens.

4 Click OK To accept the default permissions.

5 Click OK To delegate access to your mailbox.

6 Open your calendar If necessary.

7 Right-click My Calendars

Choose Add Calendar, From Address Book…


Click Calendar and click OK To add your partner’s calendar to your Calendar view.

9 Right-click a free block on your partner’s calendar

Choose New Meeting Request

You’ll book a meeting on your partner’s calendar.

10 Address the request to yourself and the instructor

In the Subject box, enter Calendaring procedures

In the Location box, enter Room A

Click Send To send the invite.


After a moment, the meeting invite is displayed. It is listed as coming from your partner even though you initiated the request.

Observe the meeting invite


Removing delegates Explanation To remove a delegate:

1 Click the File tab. Click Account Settings and choose Delegate Access.

2 Select the user from which you’re removing access and click Remove.

3 Click OK.

Do it! A-4: Removing a delegate


Click Account Settings and choose Delegate Access

You will remove your partner as a delegate.


3 Click Remove You’re not prompted for confirmation.

4 Click OK To save your changes. Your partner is no longer a delegate for you and your account.

Managing contacts Explanation You can share contacts in much the same way you can share your calendar. You can use

the Share Contacts button to share your contact list with another Outlook user. You can also grant access permissions to the user so that he or she can access your contacts directly.

To share your contacts:

1 Open your Contacts folder. In the Folder pane, select the contact folder you want to share.

2 On the Home tab, in the Share group, click Share Contacts.

3 Address the sharing invitation, and optionally, change the subject to a message your recipient will find most meaningful. If you want to view the recipient’s contacts, check the “Request permission” box.

4 Click Send and then Yes to deliver your invitation.

With this method, the recipient will be able to view your contacts, but not change them. He or she will be able to copy your contacts to his or her Contacts folder. You can enable more privileges by updating the sharing permissions in the contact folder’s Properties dialog box.


Do it! A-5: Sharing contacts and Contacts folders

Here’s how Here’s why 1 Activate People

2 In the Folder pane, under My Contacts, select Contacts

You’ll share your Contacts folder with your partner.

3 Create a contact card, using fictitious information

4 On the Home tab, in the Share group, click Share Contacts

5 Enter your partner’s address

6 Click Send To send the sharing invitation to your partner. He or she will send you one, so there’s no need to check the Request permission box.

Click Yes To confirm that you want to share your contacts with your partner in read-only mode.

7 Activate Mail

8 When your partner’s invitation arrives, open it

It might take a moment or two for the message to arrive.

9 Click Open this Contacts folder

On the Ribbon.

Close the invitation message window

Your partner’s contact list opens in your Contacts view.

10 Double-click the fictitious contact your partner created

To view the contact details. You have been granted full read-level access to the contact list.

Close the contact


Exporting and importing contacts Explanation Another way to share contacts is to export your contact list. You would use this method

when sharing contacts with someone who doesn’t use Outlook or with someone outside your organization. Of course, keep privacy and your company’s policies in mind when sharing contact information.

To export a list of contacts:

1 Click the File tab and then click Open & Export.

2 Click Import/Export.

3 Select “Export to a file” and click Next.

4 Select the type of file you want to export to and click Next.

Comma Separated Values is perhaps the most universal sharing format and is the best to choose when sharing with people who don’t run Outlook, those who use a Web-based email program, or those who don’t run Windows.

5 Select the folder you want to export from (select Contacts to export your contact list). Click Next.

6 Click Browse. Enter a name for your exported file, and click OK.

7 Click Next and then click Finish.

Do it! A-6: Exporting contacts


Open & Export


3 Select Export to a file and click Next

4 Select Comma Separated Values and click Next

To specify the file type.

5 Select Contacts and click Next If necessary, to specify the folder to be exported.

6 Click Browse

Navigate to the current topic folder and enter My contacts

To specify a name for your file.

Click OK

7 Click Next

Click Finish To export your contacts.

8 Open Windows Explorer and navigate to the current topic folder

Your exported contacts file is in the folder. You could send it as an e-mail attachment.

9 Close Windows Explorer


Topic B: Staying informed with RSS Explanation Really Simple Syndication (RSS) feeds give you an easy way to monitor sources of

news, blogs (Web logs), and other frequently updated content. RSS content is distributed by publishers in a standard XML file format.

The delivery mechanism for RSS content is known as an RSS feed. Other names for RSS feeds are “Web feeds,” “XML feeds,” “RSS channels,” and “syndicated content.”

To read RSS feeds, you need to have one of the client software programs, which are known as RSS aggregators or RSS readers. Outlook includes the functionality of an RSS aggregator.

Typically with RSS, your reader automatically retrieves summaries of content. Then you decide which articles you want to read and you click an article link. At that time, the full content of the article is retrieved. The article might be displayed within your RSS reader or within your Web browser.

Thanks to the standard XML file format, you can use a single tool to view multiple RSS feeds. It makes no difference that such feeds come from multiple sources. As long as they use one of the various standard RSS XML standards, your reader will be able to retrieve the content and display it for you.

Subscribing to RSS feeds To subscribe to an RSS feed, you must first find its address. You can find new RSS feeds in several ways. On some Web sites, you might see an orange RSS/XML button or an RSS icon. When you click these buttons in some Web browsers, such as Microsoft Internet Explorer, you can subscribe to the associated feed. You can also find RSS feeds by using a feed search site. These Web sites—such as Syndic8.com and Search4RSS.com—maintain large listings of available RSS feeds.

If you already know the Web address (URL) of an RSS feed, you can enter it within Outlook to subscribe to the feed. Here’s how:

1 Activate mail.

2 Right-click RSS Feeds and choose Add a New RSS Feed.

3 Enter the URL for the RSS feed and click Add.

4 Click Yes and then click Close.


You can subscribe to a feed without typing or copying and pasting the URL into Outlook. Follow these steps:

1 Use Internet Explorer to visit the Web site that publishes the feed.

2 Click the RSS feed link that the site provides. Some sites display a pop-up window or new page listing all of the feeds they publish. If so, select a feed and click its subscribe button.

3 Internet Explorer displays the contents of the feed. In that window, click “Subscribe to this feed.” Then click Subscribe.

4 In Outlook, click the File tab and then click Open & Export.

5 Click Import/Export.

6 Select “Import RSS Feeds from the Common Feed List” and click Next.

7 Check the feed you subscribed to in Internet Explorer and click Next.

8 Click Finish. The feed is added to your RSS Feeds folder.

Do it! B-1: Subscribing to RSS feeds

Here’s how Here’s why 1 In the Folder pane, right click

RSS Feeds and choose Add a New RSS Feed…

To open the New RSS Feed dialog box.

2 Enter http://my.abcnews.go.com/rsspublic/fp_rss20.xml

Click Add To add an RSS feed to ABC News Top Stories.

Click Yes To confirm that you want to add the feed. Recent headlines are displayed in the Message list. The title, date and time, and a summary of the selected news item are displayed in the Reading pane.

3 Observe the Folder pane

The title of the feed you added is displayed, along with the number of unread articles.

4 Switch to or open Internet Explorer

5 Visit http://www.skyandtelescope.com/

Click where indicated

To open a list of RSS feeds published by Sky and Telescope magazine.


6 Next to News stories, click XML The link opens in a new browser window.

7 Click Subscribe to this feed

8 Click Subscribe

9 Close the Internet Explorer windows containing the feed’s contents and the window listing the feeds published at this site

Minimize Internet Explorer

10 Switch to Outlook Recent articles from ABC News appear.

11 Click the File tab and click Open & Export


13 Select Import RSS Feeds from the Common Feed List and click Next

Check SkyandTelescope.com’s Most Recent News Stories

Click Next

Click Finish The RSS feed is added to your RSS Feeds folder.


Articles and updates Explanation

You can update the content of an RSS feed that you’re subscribed to by clicking the Send/Receive All Folders button on the Quick Access toolbar. To read articles in a feed, simply click their titles in the Message list. Most RSS feeds include a title, perhaps a brief summary of the full article, and a link to the full article. Clicking that link opens your browser and takes you to the feed publisher’s Web site.

You can also download a full article to Outlook and then view it in Outlook. With this method, you don’t have to open a separate program, but it adds a few extra steps to the process of reading an article.

Do it! B-2: Reading a story and updating a feed

Here’s how Here’s why 1 In Outlook, select

SkyandTelescope.com’s Most Recent News Stories

In the RSS Feeds folder. The stories in the feed are displayed in the Message list.

2 Select any story Click it in the Message list.

3 Click View article… Internet Explorer opens and the article is loaded into a new tab.

4 Switch back to Outlook

5 Click Download Content and choose Download article

(From the RSS group on the Home tab.) The article is downloaded and presented as if it were an attachment to an email message.

6 Double-click Full article.htm You are prompted that you should open attachments from only trusted sources.

Click Open Internet Explorer opens with the contents of the article displayed.

7 Observe the Address bar You’re viewing the copy that was downloaded to your computer. You can tell because the address starts with “C:\” rather than with “http://”.

8 Close Internet Explorer Close all tabs.


Changing and removing RSS feeds Explanation You can change the name of a feed, the delivery location, and the way the feed

processes downloads. To change a feed’s options:

1 Click the File tab, click Account Settings, and choose Account Settings to open the Account Settings dialog box.

2 Click the RSS Feeds tab.

3 Select the subscription you want to modify and click Change.

4 Make your changes in the RSS Feed Options dialog box, shown in Exhibit 13-4, and click OK.

Exhibit 13-4: The RSS Feed Options dialog box

Emptying and cleaning up an RSS feed

You can delete individual articles from an RSS feed. Simply select an article and press the Delete key. You can Shift+click articles to select a set of them, and then press Delete. Outlook does not provide a one-button means to delete all of the articles you have read. However, you can perform a custom search for all read items in the folder, select them all, and delete them.

Outlook does provide a simple way to delete all messages in a feed (including both read and unread articles). Right-click the feed and choose Delete All.


Removing RSS feeds

You can remove RSS feeds when you want to end your subscription. Outlook provides two methods for unsubscribing from a feed:

• Open the Account Settings dialog box and click the RSS Feeds tab. Then select the feed and click Remove. The feed is removed, but downloaded RSS items are not removed from the RSS Feeds folder.

• In the RSS Feeds folder in the Folder pane, right-click the feed and choose Delete Folder. Then click Yes. The folder, its contents, and your subscription to the feed are removed.

Do it! B-3: Changing and removing RSS feeds


Click Account Settings and choose Account Settings…

To open the Account Settings dialog box.

2 Click the RSS Feeds tab

3 Select ABC News Top Stories

You’ll change the settings for this feed.

4 Click Change To open the RSS Feed Options dialog box, shown in Exhibit 13-4.

Under Downloads, check Download the full article as an .html attachment

To download the full articles as attachments to the RSS item.

Click OK

5 Select SkyandTelescope.com’s Most Recent News Stories

Click Remove To remove this feed.

Click Yes To confirm that you want to remove the feed.

6 Click Close

7 In Mail, expand RSS Feeds If necessary.

8 Right-click ABC News Top Stories

Choose Delete Folder

Click Yes The folder, its contents, and your subscription are deleted.


Unit summary Topic A In this topic, you learned how to share your calendar with other people. You also set

direct permissions to enable greater or lesser access to your calendar items. Then you learned how to delegate access to your calendar so that others can act on your behalf.

Topic B In this topic, you learned that you can use Outlook to subscribe to RSS feeds and read the articles they contain. You learned that Outlook is an RSS reader, also called an aggregator. You subscribed to RSS feeds. Then you learned that you can open and read RSS items just as you would with email messages. Finally, you learned how to unsubscribe from RSS feeds.

Review questions 1 Outlook, in conjunction with Exchange Server, offers you three levels of shared

calendar access. The levels are:

• Sharing

• Setting calendar permissions

• Delegating access

2 In addition to publishing your calendar to Office.com, Outlook enables you to publish your calendar to any _________-capable Web server.

WebDAV

3 True or false? Within Outlook, calendar sharing is initiated by the person sharing his or her calendar, rather than by the person wanting access.

True

4 Anyone granted Owner permissions has ______ access to his or her calendar or Contacts folder.

full, or total

5 Describe a scenario in which you would delegate access to your calendar.

To enable your administrative assistant to manage your calendar on your behalf, including sending and accepting meeting invitations.

6 True or false? You can share contact folders you create, but not your built-in Contacts folder.

False. You can share your Contacts folder, too.

7 By default, when sharing contacts, recipients can ______ your contacts, but not ______ them.

view, change

8 To export contacts, click the File tab and then click Open & Export. Which button do you click next?

A Export

B Import/Export

C Save As

D Account Settings

9 Before you can subscribe to an RSS feed, what kind of software do you need?

You need to have an RSS reader, also called an aggregator. Outlook can function as an RSS aggregator.


10 What file format is used for RSS content?

A HTML

B PDF

C DOC

D XML

11 Name one RSS feed search site.

Answers might include:

• Syndic8.com

• CompleteRSS.com

• Search4RSS.com

12 What are some other names for RSS feeds?

Answer will vary, but might include:

• Web feeds

• XML feeds

• RSS channels

• Syndicated content

13 How can you add an RSS feed in Outlook?

You can right-click the RSS Feeds folder and choose Add a New RSS Feed, or visit the desired Web site, click its RSS feed link, and click “Subscribe to this feed.” You can also use the RSS Feeds tab in the Account Settings dialog box.

Independent practice activity In this activity, you will share your calendar, access your partner’s calendar, and then remove their calendar. You will also delegate your calendar and add a meeting request on behalf of your partner. Then, you will add an RSS feed and view messages from the feed. Finally, you will remove an RSS feed.

1 From Outlook, create an appointment on your calendar.

2 Share your calendar with your partner.

3 Add your partner’s shared calendar, so you can view it. (Hint: Open your partner’s calendar from the email message they sent.)

4 Change the color assigned to your partner’s calendar.

5 Remove your partner’s calendar from the Folder pane.

6 Delegate access for your calendar to your partner. (Hint: Select Account Settings, Delegate Access from the File tab.)

7 Add your partner’s delegated calendar.

8 Add a New Meeting Request to your partner’s calendar and sent it to yourself.

9 Remove your partner’s delegated access to your calendar.

10 Add an RSS feed to http://syndication.dp.discovery.com/rss/Discovery+News.

11 Verify that the Discovery feed downloaded RSS items to your RSS Feeds folder.

12 Forward an RSS feed item from Discovery as an email to your partner.

13 Delete an RSS article.

14 Delete the RSS feed folder for news.discovery.com.

A–1

Appendix A Connecting with SharePoint

This appendix covers these additional topics:

A Connect with SharePoint colleagues by using the Outlook Social Connector.

A–2 Outlook 2013: MOS Certification Comprehensive

Topic A: Connecting with colleagues via Outlook Social Connectors

Outlook Social Connectors Explanation Outlook 2013 incorporates social networking support through Outlook Social

Connectors. An OSC is like a pipeline between Outlook and a social network, such as Facebook, SharePoint, or LinkedIn. With an OSC enabled, the People Pane displays status updates, profile changes, and other social network activity.

OSCs are supported by Office Home and Business, Office Professional Plus, and Office Pro. At the time of this writing, connectors for Facebook, LinkedIn, Windows Live Messenger, Viadeo, and Xing were available from Microsoft and other third-party developers.

You must specify whether to install the SharePoint OSC when installing Outlook. Depending on the installation choices made, the SharePoint OSC might not be available to you. Other OSCs must be installed by following the instructions provided by their publishers. If an OSC is installed, the People Pane will contain buttons you can use to add connections to colleagues on the associated social network.

SharePoint SharePoint is a collaboration tool published by Microsoft. Using SharePoint, companies and teams can share documents, coordinate schedules, and manage lists of information, such as contact lists, lists of links, and so forth. SharePoint can be used to create a private and secure in-house social network among employees. SharePoint can also be used on the Internet to extend this private collaboration system to partners and suppliers.

SharePoint is highly customizable. In its “team site” configuration, each employee has his or her own Web site space, or My Site as it’s called in SharePoint terminology. Users can log onto their My Sites to post news and notes, upload documents, manage contact lists, and more. Users can share this information with colleagues. Each user can also maintain a profile, which lists his or her contact information, skills, interests, and more.

The first time you log on, SharePoint creates your My Site and performs various behind-the-scenes configuration steps. This setup process can take a few minutes and must be completed before you can view or post updates to your My Site.

SharePoint 2013 uses a mix of buttons, drop-down menus, and tabs to provide the navigation links you need to work with your My Site space. When present, tabs in SharePoint work just like tabs in any of the other Office 2013 applications.

Connecting with SharePoint A–3

OSC configuration To connect to a person on a social network, you must first configure your overall connection to the social network from the Social Network Accounts dialog box, as shown in Exhibit A-1.

Exhibit A-1: The Social Network Accounts dialog box

To connect to a social network:

1 Switch to the View tab.

2 Click People Pane from the People Pane group.

3 Choose Account Settings.

4 Click the social network you want to connect to, such as SharePoint or LinkedIn.

5 Enter the information, including logon credentials, required by the social network.

For example, for SharePoint, enter the URL for your SharePoint My Site page, your SharePoint user name (which is probably your domain user account), and your password. Check “Remember my password” unless you want to log onto the network each time you open Outlook.

6 Click Connect.

7 Click Finish and then click Close.

Connecting to colleagues Once you have connected to your account on the social network, you may need to connect with an individual on that network in order to see his or her updates in the People Pane. For example, with Facebook you will need to add your Facebook friends as a contact in Outlook. With LinkedIn, your contacts are automatically imported into a LinkedIn folder.


Monitoring social network activities SharePoint’s My Site system enables you to post status updates, share notes with colleagues, create a profile that describes you, and share documents. Other social networks offer similar features for interacting with colleagues.

You will see notices in the People Pane when your colleagues update their My Site content. Not every type of update or change they make will be displayed in the People Pane. Status updates and note postings are two such activities that will be displayed in the pane.

Depending on the configuration options set by your SharePoint administrator, status updates can take an hour or more to show up in Outlook. Other networks, such as LinkedIn, will have different update intervals. If you need more timely updates, you’ll be better off using the social network’s specific tools or Web sites.

Contact information Outlook automatically saves contact information for the colleagues you connect to on a social network. When you’re working with SharePoint, such contacts are added to a My Sites folder, which you can view from the Contacts folder.

Outlook does not detect or manage duplicates. For example, let’s say you have a contact entry for a colleague in your address book. Then you connect with her via the OSC. You will then have two entries for her—one in your main Contacts list and one in the My Sites contacts list.

SharePoint calendars If your company uses SharePoint, you might have a calendar to maintain in that system in addition to your Outlook calendar. Fortunately, you can configure these two systems to work together so that you can view your two calendars side by side in Outlook. You can even drag appointments from one calendar to the other.

To enable SharePoint calendar viewing in Outlook:

1 Open Outlook.

2 In Internet Explorer, visit your SharePoint site.

3 Under Lists, click Calendar.

4 On the Ribbon, click the Calendar Tools | Calendar tab.

5 Click Connect to Outlook.

6 When prompted with the security alert, click Allow. Click Allow again.

7 In the Microsoft Outlook alert box, click Yes. The calendars are now displayed side by side in Outlook.

If you do not already have a SharePoint calendar, you can create one by following these steps.

1 From the Site Actions menu, choose More Options.

2 Click Calendar.

3 In the Name box, enter a name for your calendar.

4 Click Create.

Connecting with SharePoint A–5

SharePoint contacts You might have a list of contacts in SharePoint that you’d like to access from within Outlook. To do so, you must connect your SharePoint contact list to Outlook. The procedure for doing so is similar to viewing a SharePoint calendar within Outlook.

By default, a SharePoint 2013 My Sites page doesn’t include a contact list. You can create one by following these steps:

1 From the Site Actions menu, choose More Options.

2 Click Contacts.

3 In the Name box, enter a name for your list.

4 Click Create.

Viewing SharePoint contact lists within Outlook To enable the ability to display your SharePoint contacts within Outlook:

1 Open Outlook.

2 In Internet Explorer, visit your SharePoint site.

3 In the top-right corner of the page, click your user name to display the menu, and choose My Site.

4 At the top of the page, click My Content.

5 On the left, under Lists, click your contact list’s name.

6 On the Ribbon, click the List Tools | List tab.

7 Click Connect to Outlook.

8 When prompted with the security alert, click Allow. Click Allow again.

9 In the Microsoft Outlook alert dialog box, click Yes. Your SharePoint contact list is opened and displayed as a new contact folder within Outlook.

Site Mailboxes With SharePoint, you can create a site mailbox to manage your team’s email communications, message attachments, and SharePoint documents. This allows team members to keep all of their information in a centralized location.

After a site mailbox is setup, you can email the team site, rather than or in addition to the individual team members. This allows your team to maintain communications and decisions in a site mailbox, rather than in an individual person’s Inbox.

If you store your team’s documents on the SharePoint site, you can easily share those documents with the team members who have access to the site mailbox.

To use a site mailbox, you’ll first need to add the Site Mailbox app to your site. Then, you’ll need to create a mailbox link on the Quick Launch, so it can be accessed easily. Next, you’ll need to setup the site mailbox that all of the team members will be able to access.

B–1

Appendix B Microsoft Office Specialist exam objectives

This appendix provides the following information:

A Microsoft Office Specialist exam objectives for Outlook 2013, with references to corresponding coverage in this course.

B–2 Outlook 2013: MOS Certification Comprehensive

Topic A: Exam objectives map Explanation The following table lists all Microsoft Office Specialist exam objectives for Outlook

2013 and indicates where each objective is covered in conceptual explanations, hands-on activities, or both.

# Objective

Conceptual information

Supporting activities

1.0 Manage the Outlook Environment

1.1 Customize Outlook Settings

1.1.1 Include original messages with all reply messages Unit 2, Topic C C-2

1.1.2 Change text formats for all outgoing messages Unit 9, Topic A A-4

1.1.3 Customize the Navigation Pane Unit 8, Topic D D-4

1.1.4 Block specific addresses Unit 3, Topic C C-1

1.1.5 Configure views Unit 3, Topic B B-1

1.1.6 Manage multiple accounts Unit 8, Topic B B-3

1.1.7 Set Outlook options Unit 8, Topic B B-1, B-2

1.2 Automate Outlook

1.2.1 Change quoted text colors Unit 9, Topic A A-5

1.2.2 Create and assign signatures Unit 9, Topic B B-1

1.2.3 Apply Quick Steps Unit 8, Topic C C-1

1.2.4 Create and manage rules Unit 10, Topic A A-1, A-2, A-3

1.2.5 Create auto-replies Unit 9, Topic D D-1

1.3 Print and Save Information in Outlook

1.3.1 Print messages Unit 2, Topic E E-1

1.3.2 Print calendars Unit 6, Topic D D-5

1.3.3 Save message attachments Unit 2, Topic D D-3

1.3.4 Preview attachments Unit 2, Topic D D-3

1.3.5 Print contacts Unit 4, Topic A A-8

1.3.6 Print tasks Unit 5, Topic B B-6

1.3.7 Save messages in alternate formats Unit 10, Topic C C-5

1.3.8 Create data files Unit 10, Topic B

Microsoft Office Specialist exam objectives B–3

# Objective



1.4 Search in Outlook

1.4.1 Create new search folders Unit 11, Topic B B-5, B-6

1.4.2 Search for messages Unit 3, Topic B

Unit 11, Topic B

B-3

B-1

1.4.3 Search for tasks Unit 11, Topic B B-3

1.4.4 Search for contacts Unit 11, Topic B B-3

1.4.5 Search calendars Unit 11, Topic B B-3

1.4.6 Use advanced find Unit 11, Topic B B-2

1.4.7 Use Search by Location Unit 11, Topic B B-1

2.0 Manage Messages

2.1 Create a Message

2.1.1 Create messages Unit 2, Topic B B-1

2.1.2 Forward messages Unit 2, Topic C C-2

2.1.3 Delete messages Unit 2, Topic C C-4

2.1.4 Adding/remove message attachments Unit 2, Topic D D-1

2.1.5 Add cc and bcc to messages Unit 2, Topic B B-1

2.1.6 Add voting options to messages Unit 9, Topic C C-1

2.1.7 Reply to all Unit 2, Topic C C-1

2.1.8 Reply to sender only Unit 2, Topic C C-1

2.1.9 Prioritize messages Unit 3, Topic A A-1

2.1.10 Mark as private Unit 3, Topic A A-1

2.1.11 Request delivery/read receipt Unit 3, Topic A A-4

2.1.12 Redirect replies Unit 3, Topic A A-3

2.1.13 Delegate access Unit 13, Topic A A-3

2.2 Format a Message

2.2.1 Format text Unit 2, Topic B B-1, B-3

2.2.2 Insert hyperlinks Unit 2, Topic C C-3

2.2.3 Apply themes and styles Unit 9, Topic A A-1


# Objective



2.2 Format a Message (continued)

2.2.4 Insert images Unit 2, Topic D D-2

2.2.5 Add a signature to specific messages Unit 9, Topic B B-1

2.2.6 Format signatures Unit 9, Topic B B-1

2.2.7 Create and use Quick Parts Unit 9, Topic A A-6

2.3 Organize and Manage Messages

2.3.1 Sort messages Unit 3, Topic B B-2

2.3.2 Move messages between folders Unit 11, Topic A A-1

2.3.3 Add new local folders Unit 11, Topic A A-1

2.3.4 Apply categories Unit 11, Topic D D-1, D-3

2.3.5 Configure junk e-mail settings Unit 3, Topic C C-1

2.3.6 Cleanup messages Unit 10, Topic B B-2

2.3.7 Mark as read/unread Unit 3, Topic A A-5

2.3.8 Flag messages Unit 3, Topic A A-5

2.3.9 Ignore messages Unit 10, Topic B B-2

2.3.10 Sort by conversation Unit 10, Topic B B-1

2.3.11 Set attachment reminder options Unit 9, Topic A

3.0 Manage Schedules

3.1 Create and Manage Calendars

3.1.1 Adjust viewing details for calendars Unit 6, Topic D D-1

3.1.2 Modify calendar time zones Unit 6, Topic D D-3

3.1.3 Delete calendars Unit 7, Topic A A-3

3.1.4 Demonstrate how to set calendar work times Unit 6, Topic D D-2

3.1.5 Create multiple calendars Unit 7, Topic A A-3

3.1.6 Manage calendar groups Unit 13, Topic A A-2

3.1.7 Overlay calendars Unit 7, Topic A A-3

3.1.8 Share calendars Unit 13, Topic A A-1

Microsoft Office Specialist exam objectives B–5

# Objective



3.2 Create Appointments, Meetings and Events

3.2.1 Create calendar items Unit 6, Topic A

Unit 6, Topic C

A-1

C-1

3.2.2 Create recurring calendar items Unit 6, Topic A

Unit 6, Topic C

A-2

C-2

3.2.3 Cancel calendar items Unit 6, Topic B B-3

3.2.4 Create calendar items from messages Unit 6, Topic A A-3

3.2.5 Set calendar item times Unit 6, Topic A A-1

3.2.6 Categorize calendar items Unit 11, Topic D D-4

3.2.7 Use the scheduling assistant Unit 7, Topic A A-4

3.2.8 Change availability status Unit 6, Topic A A-1

3.2.9 Schedule resources Unit 7, Topic B B-1

3.2.10 Utilize Room Finder Unit 7, Topic B B-1

3.3 Organize and Manage Appointments, Meetings, and Events

3.3.1 Set calendar item importance Unit 6, Topic A

3.3.2 Forward calendar items Unit 6, Topic A A-1

3.3.3 Configure reminders Unit 6, Topic A A-1

3.3.4 Add participants Unit 7, Topic B B-3

3.3.5 Respond to invitations Unit 7, Topic A A-2

3.3.6 Update calendar items Unit 6, Topic B B-1

3.3.7 Share meeting notes Unit 7, Topic B B-4

3.4 Create and Manage Notes, Tasks, and Journals

3.4.1 Create and manage tasks Unit 5, Topic A A-2

3.4.2 Create and manage notes Unit 12, Topic A A-1

3.4.3 Attach notes to contacts Unit 4, Topic A A-3

3.4.4 Create journal entries Unit 12, Topic B B-1

3.4.5 Update task status Unit 5, Topic B B-2


# Objective



4.0 Manage Contacts and Groups

4.1 Create and Manage Contacts

4.1.1 Create new contacts Unit 4, Topic A A-1

4.1.2 Delete contacts Unit 4, Topic A A-2

4.1.3 Import contacts from external sources Unit 4, Topic B B-2

4.1.4 Edit contact information Unit 4, Topic A A-2

4.1.5 Attach an image to contacts Unit 4, Topic A A-2

4.1.6 Add tags to contacts Unit 4, Topic A

4.1.7 Share contacts Unit 13, Topic A A-5

4.1.8 Manage multiple address books Unit 4, Topic B B-1

4.2 Create and Manage Groups

4.2.1 Create new contact groups Unit 4, Topic C C-1

4.2.2 Add contacts to existing groups Unit 4, Topic C C-2

4.2.3 Add notes to a group Unit 4, Topic C C-4

4.2.4 Update contacts within groups Unit 4, Topic C C-2

4.2.5 Delete groups Unit 4, Topic C C-5

4.2.6 Delete group members Unit 4, Topic C C-2

S–1

Course summary

This summary contains information to help you bring the course to a successful conclusion. Using this information, you will be able to:

A Use the summary text to reinforce what you’ve learned in class.

B Determine other resources that might help you continue to learn about Microsoft Outlook 2013.

S–2 Outlook 2013: MOS Certification Comprehensive

Topic A: Course summary Use the following summary text to reinforce what you’ve learned in class.

Unit summaries

Unit 1

In this unit, you learned about the common elements of the Outlook 2013 user interface, such as the Ribbon, Folder pane, and Reading pane. Then you customized Outlook Today.

Unit 2

In this unit, you learned how to compose and send email messages. Then you previewed and opened the messages to read them. You also forwarded, replied to, and deleted messages. Then you learned how to include attachments with their messages. Finally, you learned how to print messages.

Unit 3

In this unit, you set importance and sensitivity levels for messages and requested delivery and read receipts. Then you changed the Inbox view and organized the Inbox folder. You also arranged and sorted messages. Finally, you learned how to manage junk email.

Unit 4

In this unit, you learned how to manage contacts. You also added, edited, and organized contacts. Then you viewed address books and imported contact data from Excel. Finally, you created a contact group.

Unit 5

In this unit, you learned how to manage tasks. You created one-time and recurring tasks. You also learned how to assign tasks and how to accept and decline task requests. Finally, you sent status updates and tracked the completion of a task.

Unit 6

In this unit, you learned how to use the Calendar to set up one-time and recurring appointments. You also learned how to modify, delete, and restore appointments. Then you learned how to add one-time and recurring events. Finally, you customized the Calendar views and added holidays to the Calendar.

Unit 7

In this unit, you learned how to use the Calendar to send meeting requests. You scheduled one-time and recurring meetings. You also learned how to accept and decline meeting requests, as well as propose new times for meetings. Then you learned how to reserve resources, such as meeting rooms. Finally, you learned how to update and cancel meetings.

Course summary S–3

Unit 8

In this unit, you customized the Ribbon, created a custom tab, and customized the Quick Access toolbar and the To-Do Bar. Next, you set a custom picture for a contact and customized the Weather bar. You also used the Outlook Options dialog box to configure user interface and startup options. You then used and created Quick Steps to automate often used commands. Finally, you set Calendar as the startup folder, and added shortcuts to the Folder pane.

Unit 9

In this unit, you formatted messages with message stationery, themes, and Quick Styles. You also learned how to control message options by using the Outlook Options dialog box. You then created, edited, and applied signatures, specified a sending account, and used voting buttons in messages. Finally, you created Automatic Replies to set up out-of-office messages.

Unit 10

In this unit, you created and applied rules to have Outlook automatically perform actions on messages that meet specified criteria. You also managed conversations by using the Clean Up and Ignore commands. You learned how to manage their mailboxes by deleting old and unneeded messages, deleting the contents of automatic folders, and compacting their mailboxes. Finally, you archived messages to local files and the archive mailbox.

Unit 11

In this unit, you created folders for organizing items. You also used Instant Search to search for messages, tasks, appointments, meetings, and contacts. In addition, you used filters to display only those items that meet specified criteria. Finally, you used color-coded categories to group related items, and used categories to search for and sort items.

Unit 12

In this unit, students created notes to save ideas and information for later reference. Then they forwarded and printed notes. Finally, students created and edited journal entries.

Unit 13

In this unit, you shared access to your calendar with others by granting varying levels of permissions. You also learned how to delegate access to your calendar. Finally, you subscribed to an RSS news feeds and read articles within a feed.

S–4 Outlook 2013: MOS Certification Comprehensive

Topic B: Continued learning To get the most out of this course, you should begin using Microsoft Outlook to perform real tasks as soon as possible. We also offer resources for continued learning.

Additional courses in this series Other courses in the Office 2013 MOS Certification Comprehensive series include:

• Access 2013

• Excel 2013

• PowerPoint 2013

• Word 2013

Axzo Press also offers a comprehensive selection of courseware covering other desktop applications, IT certifications, business skills, and personal and professional development. For more information, visit www.axzopress.com.

Other resources For more information on this and other topics, go to www.Crisp360.com.

Crisp360 is an online community where you can expand your knowledge base, connect with other professionals, and purchase individual training solutions.

G–1

Glossary

Address book A database that contains the names and contact information for people with whom you frequently communicate.

Appointment A time slot that you reserve on your calendar, such as for a dentist appointment.

Archive mailbox A special mailbox, associated with your account, in which you can store archived messages and items. Items in this mailbox don’t count toward your primary mailbox’s quota.

Archiving The process of storing old messages in a separate file on your computer or in a special archive mailbox on the Exchange server.

Attachment A file that is transmitted along with an email message so the recipient can see the file in its original format.

Category A color-coded label that you assign to Outlook items so that related items can be grouped.

Contact A person with whom you have a business or a personal relationship. You can manage information about each contact, such as the person’s name, address, telephone number, email address, Web site address, company name, birthday, and anniversary.

Contact group A group of email addresses under a single entry, enabling you to send one message to multiple recipients. (Called a “distribution list” in previous versions of Outlook.)

Contacts folder Also referred to as the Outlook Address Book, an address book that is private for each user. You can use your Contacts folder to add email addresses and other information for the people with whom you frequently communicate.

Contents list The middle pane of the Outlook window; it displays the contents of the selected view.

Date Navigator A miniature calendar that’s used to select a date to be displayed in the Calendar.

Delegate The person granted permissions to perform tasks on behalf of another user.

Email An electronic message sent from one computer to another.

Email account A record that contains the information that identifies a user so that he or she can send and receive email messages. A user can have more than one email account. To access an email account, a user needs a user name and a password.

Email postmarking A feature that incorporates a digital postmark into messages to help reduce the amount of spam in your Inbox. Messages without postmarks are sent to the Junk Email folder.

Event An activity that lasts for a period of one or more days and that can be added to the Calendar.

Filtering The process of customizing your Outlook folders to display only those items that meet certain criteria.

Folder pane The leftmost pane in the Outlook window. It shows the active pane and contains view-switching buttons.

Global Address List An Exchange Server address book that contains all of the users, groups, and contact-group email addresses in your organization. All users in an organization have access to the Global Address List. Only the Exchange Server administrators can edit this address book.

Importance The priority of a message. When you set the Importance level of a message to High, the red exclamation mark that’s added tells the recipient that the message needs an immediate response.

Inbox A folder that contains all of the messages you receive. You can read, create, reply to, forward, and delete messages in this folder.

InfoBar An area, located at the top of a message in the Reading pane or Message window, that indicates the action taken on the message, along with the date and time.

G–2 Outlook 2013: MOS Certification Comprehensive

Instant Search A feature that appears at the top of the Message list and has a text box you can use to enter your search criteria.

Item Any email message, contact, or task created in Outlook. Items are stored in folders, such as Inbox, Calendar, Contacts, Tasks, and Notes.

Junk email Unsolicited messages, such as business promotions, advertisements, and messages with adult content. Also called “spam.”

Mail Tips Notifications that are displayed in the InfoBar to alert you to certain conditions, such as a recipient’s having enabled automatic replies (out-of-office messages).

Meeting request An invitation that contains the details of a meeting proposal, such as time, date, and subject. These invitations are sent by email to the invitees.

Message flag A flag symbol, located to the right of a message in the Message list, identifies the message for further action. When you flag a message, you can specify the action to be taken, the due date, and the time.

Message stationery A set of design elements and colors that can be applied to messages to change their appearance. This feature is available only for messages in HTML format.

Outlook Address Book An address book that contains a private list of email addresses and is automatically created from your contacts. When you update the contact information, the Outlook Address Book is updated automatically.

Outlook Social Connector (OSC) An Outlook feature that displays, in the People Pane, updates and information from colleagues on a social network.

Publishing Author A permission level that allows users to create subfolders, create and read items, and edit and delete their own items.

Publishing Editor A permission level that allows users to create, edit, read, and delete all items and to create subfolders.

Quick Click Buttons in the Mail and Task views that you can use to assign a default category to items.

Quick Steps One-button macros that perform multiple actions, such as both replying to and deleting a message.

Quota A storage limit placed on your mailbox.

Range of recurrence The period defined by the starting and ending dates of a recurring task or appointment.

Reading pane A pane in the Outlook window that displays email messages.

Recurrence pattern The frequency with which a task or appointment occurs. For example, the task or appointment can occur annually, monthly, weekly, or daily.

Recurring appointment An appointment or meeting that occurs regularly.

Recurring task A task that needs to be performed on a regular basis.

RSS (Really Simple Syndication) A standard means for content producers to publish news and information on the Web. RSS uses XML files in a standardized format to disseminate this information.

RSS aggregator A client software program used to read RSS feeds. More commonly called a “reader.”

RSS feed A delivery mechanism for Web content distributed in XML format, allowing users to monitor multiple sources of news, Web logs (blogs), and other content that is updated frequently.

Rule A definition of an automated method to handle messages. A rule might move all messages from a specific sender to a folder you designate.

Search folders Folders used to locate messages in a specific category or based on a specific condition.

Sensitivity A message classification that indicates messages containing personal or highly sensitive content. There are four levels of sensitivity: Confidential, Private, Personal, and Normal (default).

SharePoint A collaboration and communication software tool published by Microsoft.

SharePoint Services A technology that enables aggregation, collaboration, and search capabilities for people, teams, and information.

Glossary G–3

Signature Personalized text and/or pictures that can be added automatically to the end of outgoing messages.

Task An Outlook item that keeps track of activities that must be completed within a specified period of time. A task has a current status, which can be In Progress, Not Started, Waiting on someone else, Deferred, or Completed.

Task list A section of the To-Do Bar that displays the tasks for the current date.

Task request An email message asking the recipient to complete a task.

Tasks folder The folder that’s used to create tasks and monitor their status.

Theme A collection of message formatting options that you can apply to a message. A theme can format the message background, font, font color, and effects.

To-Do Bar A pane in the Outlook window that displays the Date Navigator, upcoming appointments, and tasks.

View The way data appears in a folder. Examples include Day view and Month view in the Calendar.

Voting buttons Buttons you can add to an email message so that recipients can reply by clicking a preset response, such as “Yes” or “No.” Voting buttons simplify recipient responses, eliminate ambiguity in responses, ensure consistency in responses, and help you track messages.

G–4 Outlook 2013: MOS Certification Comprehensive

I–1

Index

A Accounts, email, 8-28 Address books, 2-10

Built in, 4-16 Using, 4-17

Advanced Find, 11-7 All Day Event, 6-14 Appointments

Categorizing, 11-21 Creating, 6-3 Creating from e-mail messages, 6-8 Deleting and restoring, 6-13 Marking as private, 6-4 Recurring, 6-6, 6-12 Rescheduling, 6-10

Archive mailbox, 10-21 Archived messages, restoring, 10-24 Archiving mail

Automatically, 10-25 Manually, 10-22

Attachments, 2-28 Reading, 2-33 Saving, 2-33

Automatic Replies, 9-33 Configuring, 9-34 Creating rules for, 9-36 Turning off, 9-38

B Bcc box, 2-7 Blocked Senders list, 3-22

C Calendar

Adding holidays to, 6-24 Adding time zones to, 6-22 Printing, 6-26 Setting defaults for, 6-21 Switching views of, 6-18

Calendar folder, adding other calendars to, 7-7 Calendar view, 1-7 Calendars

Changing color of, 13-4 Delegating access to, 13-9 Removing delegate access from, 13-11 Setting permissions for, 13-6 SharePoint, A-4 Sharing, 13-2, 13-3

Categories Arranging items by, 11-18 Assigning, 11-16 Assigning with Quick Click, 11-23 Creating, 11-24 Filtering by, 11-19 Searching by, 11-18

Client access licenses, 10-27 Command groups, removing from Ribbon, 8-6 Contact Card, 8-19 Contact groups

Adding notes to, 4-27 Creating, 4-21 Deleting, 4-28 Forwarding, 4-25 Modifying, 4-24 Using, 4-22

Contact list, creating in SharePoint, A-5 Contacts

Adding, 4-2 Adding from same company, 4-9 Attaching items to, 4-8 Categorizing, 11-20 Editing, 4-6 Exporting, 13-13 Importing, 4-19 Printing, 4-15 Saved from social networks, A-4 Sending, 4-10 Sharing, 13-11

Contacts folder, 1-11, 4-2 Views of, 4-12

Contacts list, 4-16 Contacts view, 1-7 Control menu, 2-5 Conversations

Arranging by, 10-9 Cleaning up, 10-12

D Default email program, setting, 8-27 Delayed email delivery, 3-5 Deleted Items folder, 1-11, 2-26

Configuring, 10-18 Delivery receipts, 3-8 Dialog Box Launcher, 3-2 Distribution lists, 4-21 Drafts folder, 1-11

I–2 Outlook 2013: MOS Certification Comprehensive

E Electronic business cards, 9-23

Editing, 4-13 Email accounts, 8-28 Email address, specifying for replies, 3-7 Events

Adding, 6-14 All day, 6-14 Marking as private, 6-14 Multi-day, 6-14 Recurring, 6-16

Exchange Server, 13-2

F Filtering messages, 11-15

By category, 11-19 Flagging messages, 3-9 Folder List, 1-7 Folder pane, 1-3

Adding shortcuts to, 8-39 Folders

Configuring behavior of, 10-18 Creating, 11-2 Default, 1-10

G Global Address List, 4-16

H Holidays, adding to Calendar, 6-24 HTML message format, 2-7, 9-16 Hyperlinks, inserting, 2-24

I Images, inserting or attaching, 2-30 Inbox folder, 1-11 Instant Search, 3-19, 11-9

J Journal entries

Adding manually, 12-7 Editing, 12-10 Viewing, 12-9

Journal folder, 1-11 Junk Email filter, 3-22 Junk Email folder, 1-11, 3-21

Checking, 10-19 Junk email, options for managing, 3-23

L Live Preview, 8-23

M Mail

Archiving automatically, 10-25 Archiving manually, 10-22 Cleaning up, 10-12 Configuring automatic folders for, 10-18 Restoring archived messages, 10-24 Saving a message, 10-28

Mail Tips feature, 9-34 Mail view, 1-7 Mailbox

Compacting, 10-20 Determining space usage for, 10-14 Managing the size of, 10-14 Quota types, 10-14

Mailbox Cleanup tool, 10-14 Meeting requests

Creating, 7-2 Declining, 7-11 Reading, 7-5

Meeting responses, viewing, 7-21 Meeting window, opening, 7-2 Meetings

Adding and removing attendees, 7-22 Canceling, 7-11, 7-24 Proposing new time for, 7-15 Recurring, 7-13 Required vs. optional attendees, 7-13 Rescheduling, 7-18 Reserving resources for, 7-19 Scheduling, 7-9

Message formats, 9-16 Message headers, 2-2 Message list, 1-3

Arranging, sorting and filtering, 3-16 Icons in, 2-2

Message properties, viewing, 10-15 Messages

Adding voting buttons to, 9-27, 9-31 Attaching files to, 2-28 Checking spelling and grammar in, 2-14 Clearing message flag, 3-11 Creating, 2-6 Creating signatures for, 9-18 Deleting and restoring, 2-26 Editing signatures for, 9-22 Filtering, 11-15

Unread emails, 3-17 Flagging, 3-9 Formats, 9-16 Forwarding, 2-22 Grouping, 3-16 Importance levels of, 3-3 Including images in, 2-30 Marking as completed, 3-11 Marking as read/unread, 3-11 Modifying stationery for, 9-11 Out-of-office, 9-33

Index I–3

Plain text vs. HTML, 2-7 Previewing, 2-4 Printing, 2-35 Read receipts for, 3-8 Replying to, 2-19 Responding with voting buttons, 9-28 Rules for handling, 10-2 Selecting stationery for, 9-8 Sending, 2-8 Sending blind copies of, 2-7 Sensitivity levels for, 3-2 Setting options for, 9-14 Specifying sending account for, 9-25 Ungrouping, 3-17

Mini toolbar, 2-12, 8-23 Multi-day events, 6-14 Multiple email accounts, 8-28

N Names, checking, 2-10 Navigation bar, customizing, 8-42 Navigation pane, collapsing and expanding, 1-8 Normal view, 8-14 Notes

Creating, 12-2 Forwarding, 12-4 Printing, 12-5

Notes folder, 1-11 Notes view, 1-7

O Outbox folder, 1-11 Outlook

Integration with Word, 2-10 Setting as default email program, 8-27 Window components, 1-2

Outlook Options dialog box, 5-19, 6-21 Outlook Social Connector (OSC), 8-16, A-2 Outlook Today page, 1-11, 1-16

Customizing, 1-18 Outlook Web Access (OWA), 10-27 Out-of-office messages, 9-33

P Page setup, changing, 2-35 Panes, resizing, 1-4 Paste options, 2-16 Peeks, 1-8 People card, 4-12 People Pane, 8-16, A-3

Icons, 8-17 People view, 1-7 Permissions, granting for calendar access, 13-6 Plain text message format, 9-16 Print options, 2-35

Q Quick Access toolbar, 1-3, 2-5

Customizing, 8-10 Quick Click, 11-23 Quick Glance, 1-8 Quick Parts, 9-12 Quick Steps, 8-30

Configuring, 8-32 Creating, 8-33 Deleting, 8-36 Duplicating, 8-35 Editing, 8-35 Restoring to defaults, 8-36

Quick Styles Applying, 9-4 Changing and updating, 9-6

Quotas, types of, 10-14

R Range of recurrence, 5-8 Read receipts, 3-8 Reading pane, 1-3, 1-14 Reading view, 8-14 Recurrence pattern, 5-8 Recurring

Appointments, 6-6, 6-12 Events, 6-16 Meetings, 7-13 Tasks, 5-8

Reminders window, 3-13 Ribbon, 1-3

Context-sensitive, 1-13 Customizing, 8-4, 8-7 Hiding tabs on, 8-6 Minimizing, 8-2 Resetting, 8-9

RSS feeds, 1-11 Changing options for, 13-18 Reading articles in, 13-17 Removing, 13-19 Subscribing to, 13-14

RTF message format, 9-16 Rules

Applying, 10-5 Creating, 10-2, 10-6 Disabling and deleting, 10-5

S Safe Senders list, 3-22 Schedule view, 6-20, 7-7 Scheduling Assistant, 7-9 ScreenTips, showing or hiding, 8-24 Search folders, 1-11

Adding, 11-12 Creating, 11-26 Using, 11-14

I–4 Outlook 2013: MOS Certification Comprehensive

Searches Advanced, 11-4 Changing settings for, 11-10 Commands, 11-5 Instant, 3-19 Reusing, 11-5

Sending account, specifying, 9-25 Sensitivity, setting for email, 3-2 Sent Items folder, 1-11 Sent Items, saving copies of, 10-18 SharePoint

Calendars, viewing in Outlook, A-4 Contact list, A-5 Monitoring colleagues’ status updates on, A-4 My Site, A-2 OSC, A-2 Site Mailbox, A-5

Shortcuts, 1-7 Adding to Folder pane, 8-39 Deleting, 8-41

Signatures Creating, 9-18 Editing, 9-22 Using electronic business cards as, 9-23

Site Mailbox, A-5 Social networks

Connecting to, 8-16, A-3 Connecting to colleagues on, A-3

Spelling, checking, 2-14 Startup folder, 8-37 Stationery

Modifying, 9-11 Selecting, 9-8

Status bar, 1-3 Customizing, 8-14

Status reports, sending, 5-16

T Task requests, 5-12

Accepting or declining, 5-14 Tasks

Assigning, 5-12, 5-14 Changing settings for, 5-19

Creating, 5-4 Deleting, 5-5 Editing, 5-7 Marking as completed, 5-11 Printing, 5-20 Recurring, 5-8 Sending status reports on, 5-16 Tracking, 5-18 Views of, 5-10

Tasks folder, 5-2 Tasks pane, 5-2 Tasks view, 1-7 Themes, applying and creating, 9-2 Threads, 10-9 Time zones, adding to calendar, 6-22 Title bar, 1-3 To-Do bar, customizing, 8-13

V Views, 1-7

Calendar, weather, 6-20 Changing, 3-14 Default, 1-7 For tasks, 5-10 In Calendar, 6-18 People, 4-12 Switching among, 1-4

Voting buttons Adding to messages, 9-27 Creating, 9-31 Tracking responses, 9-29 Using, 9-28

W Weather, 6-20 Weather bar, 8-21 WebDAV, 13-3

Z Zoom controls, 8-14

Visio 2010Basic

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