outlook 2010

[Type text]

Phin bn th nghim Lu hnh ni b - Microsoft Vietnam

1

Mc lc:

CHNG I: LM QUEN VI OUTLOOK 2010 ................................................ 6

1. Lm quen Outlook 2010 ................................................................................. 6

a. Qun l nhiu ti khon e-mail t mt ni.................................................. 6

b. Social Networking Integration:................................................................... 6

c. Tm hiu v Ribbon .................................................................................... 9

d. Thanh cng c mini .................................................................................. 10

e. Calendar- lch lm vic ............................................................................. 10

f. Tc dng ca Contacts .............................................................................. 11

2. Cc thao tc c bn ......................................................................................... 11

a. Dng nhiu ti khon Outlook trn mt PC .............................................. 11

b. Mt s khi nim: ..................................................................................... 15

c. Gi email cho nhiu ngi nhng du tn ngi nhn .............................. 17

d. nh km file vo Email ........................................................................... 18

e. Chn hnh nh vo ni dung Email ........................................................... 19

f. Chnh sa hnh nh bn chn vo Email .................................................... 20

g. Quan st cc file nh km trc khi gi email ......................................... 21

h. To email tr li t ng (auto reply) ....................................................... 21

i. Khi phc cc message b xo trong Outlook ...................................... 23

j. Triu hi v sa thtrt gi vi MS Outlook ......................................... 28

k. S dng nt voting ................................................................................... 32

l. Theo di e-mail gi i ............................................................................... 35

CHNG II: CC CNG C TIN CH TRONG OUTLOOK ....................... 36

1. Tasks nhim v, tc v.............................................................................. 36

a. To mt nhim v (cng vic cn thc hin) ............................................ 36

b. nh du cc nhim v hon tt .......................................................... 37


2

2. Contact ........................................................................................................ 40

a. To mt contact (thng tin lin h) ........................................................... 40

b. To Contact t email nhn ................................................................... 41

c. To Contact Group trong Microsoft Outlook ............................................ 42

d. Chuyn danh b t Gmail vo MS Outlook 2010 ..................................... 45

3. To ch k cho Email .................................................................................. 51

a. Ni dung ch k Email ............................................................................ 51

b. Cch to ch k trong Email .................................................................... 52

c. a hnh nh vo ch k .......................................................................... 54

d. a Business Card vo ch k ................................................................. 55

e. Chn mt ch k t ng ......................................................................... 55

f. Chn ch k bng tay ............................................................................... 56

4. Cc tnh nng khc ....................................................................................... 56

a. u tin theo di email bng c ................................................................. 56

b. Thay i cc mc trong TO-DO BAR ...................................................... 57

c. Cch tt, m TO-DO BAR ....................................................................... 59

e. Sp xp hp th bng mu sc ................................................................. 59

e. nh du cc Email bng th mu Categories ........................................... 62

f. To cc th mc chuyn nghip ................................................................ 66

Cch to th mc ..................................................................................... 66

Di chuyn cc email vo th mc va to ................................................ 66

Di chuyn cc Email vo th mc bng lnh ............................................ 67

To quy tc nhn mail .............................................................................. 67

g. Cch thc to v s dng email mu ........................................................ 67

h. Sao lu v phc hi Rules trong Outlook ................................................. 70


3

i. Xa cc th mc cha Email ..................................................................... 73

j. Tm Email mt cch nhanh chng ............................................................. 73

k. Tm Email nhanh vi cng c Instant Search ............................................ 73

CHNG III: QUN L HP TH CA BN V DUNG LNG V

LU TR .......................................................................................................... 75

1. Xc nh kch thc hp th v lm gim dung lng ................................. 75

a. Dung lng ca Email .............................................................................. 75

b. Xem dung lng hp th .......................................................................... 75

c. Kim tra dung lng cc th mc bng Mailbox Cleanup......................... 77

d. Lu cc tp tin nh km vo a ...................................................... 80

e. Xa vnh vin cc Email ra khi hp th .................................................. 81

f. Tc dng ca Junk Mail ............................................................................ 82

2. Di chuyn hoc sao chp tin nhn vo cc th mc c nhn ......................... 82

a. Cn bn v kho lu tr ............................................................................. 82

b. Lu cc email vo th mc c nhn .......................................................... 84

c. Cch to cc th mc c nhn ................................................................... 85

d. Cch chn cc subfolder trong th mc c nhn ....................................... 86

e. Di chuyn Email vo th mc c nhn ...................................................... 87

f. Lu tr emai ra a ................................................................................. 88

g. Phn loi th ............................................................................................ 90

3. Lu tr cc th t c ................................................................................... 97

a. Lm quen vi AutoArchive ...................................................................... 97

b. Xc nh Email c trong AutoArchive ...................................................... 98

g. Lu tr Calendar ...................................................................................... 99

CHNG IV: S DNG LCH LM VIC MT CCH HIU QU .......... 101

1. Cn bn v Outlook Calendar .................................................................... 101


4

a. To cc mc trong Calendar ................................................................... 101

b. Kim tra Calendar .................................................................................. 104

c. Chn la cch lp biu trong Calendar ................................................... 106

d. To cc cuc hn .................................................................................... 107

e. To lch cho cc cuc hp ....................................................................... 109

f. To lch cho vic tham gia hi tho ......................................................... 109

g. Kim tra cc nhim v to ra ............................................................. 112

h. Cc ng dng ngoi vic gi Email trong Outlook ................................. 113

i. Hin th li cc nhim v ......................................................................... 113

j. iu chnh nhim v theo nh k ........................................................... 114

k. Chn cch nhc nh ............................................................................... 115

l. T mu cho cc hng mc ....................................................................... 116

2. Xem v s dng nhiu lch lm vic .............................................................. 117

a. To mt Calendar mi ............................................................................ 117

b. Qun l cc th mc c nhn .................................................................. 119

c. To mt cuc hn nhiu Calendar ........................................................ 119

d. To nhm cho cc Calendar trong Navigation Pane ................................ 120

e. S dng v chia s Calendar ................................................................... 120

CHNG V: QUN L CC THNG TIN ................................................... 128

a. To cc thng tin v bn thn ................................................................. 128

c. Thm v xa thng tin trn Business Card .............................................. 129

d. Chuyn i cc thng tin trn Business Card .......................................... 130

e. iu chnh tt c trong Business Card..................................................... 132

f. Gi Email c km theo Business Card .................................................... 133

g. nh km Business Card trong phn ch k ........................................... 134

h. Khi thay i Business Card tr li mc Contacts ................................. 136


5

i. To khong trng trong Business Card .................................................... 137

Chng VI: Th thut: ...................................................................................... 138

1. ng lu nhng g quan trng trong hp th "ph thi"............................. 139

2. Th rc thit lp mt ln qun hn ..................................................... 139

3. Gi th s lng ln vi Word .................................................................. 140

4. To hp th tm kim................................................................................. 140

5. Sao lu Microsoft Outlook khng cn phn mm....................................... 140

6. Skylook 2.0 ................................................................................................ 142

7. Cu hnh ti khon gmail............................................................................ 142

8. M Calendar, Contacts hay Task List cng lc .......................................... 145

9. Hin th ngy thng Calendar .................................................................. 146

10. S dng k t vit tt cho ngy, gi ......................................................... 146

11. Ty bin thanh Ribbon............................................................................. 147

12. Thm d liu lch biu vo email ............................................................. 148

13. B cc add-in khng cn thit .................................................................. 148

14. Cc phm tt............................................................................................. 149

15. Ko v th bt c th g ........................................................................... 150

16. Kch phi bt c th g ............................................................................. 150

17. Tm kim mi th .................................................................................... 150

18. To cc th mc m cho bt c th g ..................................................... 151

19. Tit kim thi gian thi gian, ch Download tiu ca Email ................ 151


6

CHNG I: LM QUEN VI OUTLOOK 2010

1. Lm quen Outlook 2010

a. Qun l nhiu ti khon e-mail t mt ni

Bn c th d dng qun l e-mail t hp th nhiu. ng b ha cc loi

email ca nhiu ti khon e-mail t cc dch v nh Hotmail, Gmail hoc

ch l v bt k nh cung cp khc sang Outlook 2010.

b. Social Networking Integration:

Microsoft nhn ra xu hng pht trin ca mng x hi nn thm

Outlook Social Connector vo ng dng Outlook 2010. Outlook Social

Connector c th va xem mail, va cp nht tnh trng, chia s tp tin

v hnh nh. T gip duy tr v m rng mng li x hi ca bn tt

hn. S xut hin Facebook add-in trong nhng phin bn u.

Cng nh cc phin bn Outlook trc, ngi dng c th t trang

ch ca mnh cho mt th mc.


7

Qun l lch t nay s n gin v tt hn Outlook 2007, kh nng

ng b ng vi lch hin ti.

Bn cnh khon chnh giao din ngi dng, s c thm nhiu la

chn kt ni ti cc dch v bn ngoi, sn phm v khch hng.

Hc tp phong cch ti gin ht sc t Windows 7, giao din lm

vic Office 2010 gn gng ch khng cn ln xn nh trc.


8

Windows Live Mail tht ng khen, cc Ribbon c th d dng qun

l n, hin th hoc bin mt hon ton.


9

Khi nng cp ln phin bn mi, ngi dng ch cn thc hin thng

qua qu trnh ci t.

Thm ch nu g b version c th phn setting vn c duy tr.

c. Tm hiu v Ribbon

Giao din mi ca Outlook 2010 c tn gi l Ribbon. Nu bn s dng Microsoft Office Word 2010, cc giao din s quen thuc vi bn hn v trong Outlook 2010 c son tho da trn Word 2010, cc lnh trong Word s c sn khi bn son son ni dung trn Outlook.

Ribbon ca outlook 2010 c sp xp nh sau:

1 Tabs: cc giao din c to ra t cc Tab khc nhau. hnh trn l giao din ca tab Message. Trong cc tab l cc lnh v cc nt lnh.

2 Groups: Mi Tab c cc lnh lin quan n nhau, ta c th gom thnh mt nhm (group). V d hnh trn l nhm Basic Text.

3 Trong hp Font ch c cha cc kiu ch dng nh dng cc kiu ch.


10

d. Thanh cng c mini

Thanh cng c mini gip ngi dng nh dng vn bn thun li v nhanh chng hn.

1 Chn vn bn ca bn bng cch ko chut t khi, sau Click chut phi, th thanh cng c s hin ra.

2 Thanh cng c s xut hin chm trn nn vn bn. Nu bn tr n n, n s hin ni ln v bn c th s dng n nh dng vn bn.

e. Calendar- lch lm vic

Tnh nng Calendar cn thit cho ai thng xuyn phi sp xp thi gian

gp khch hng, hi hp. Ngi dng cn c ty chn nhc lch lm vic

theo gi, theo ngy (dng nhc nh hin trn mn hnh theo lch hn)

Thng tin lch lm vic ca tng c nhn trn th mc dng chung cn gip

ngi dng bit ng nghip khi no bn cng tc, ngh m


11

f. Tc dng ca Contacts

Bn c nhiu mi quan h, bn khng th nh ht ngh nghip, a

ch ca tng ngi. Trong Outlook 2010, Contacts c tc dng

lu tr thng tin ca i tc ca bn, d dng cho vic tm kim.

Bn c th lu bt k thng tin ca ai trong Contacts.

2. Cc thao tc c bn

a. Dng nhiu ti khon Outlook trn mt PC


12

Show Profiles

Nhn nt Add


13


14


15

b. Mt s khi nim:

Cc giao thc gi v nhn Email

a. SMTP (t ch Simple Mail Transfer Protocol) -- hay l giao thc chuyn

th n gin. y l mt giao thc lo v vic vn chuyn email gia cc

my ch trn ng trung chuyn n a ch nhn cng nh l lo vic

chuyn th in t t my khch n my ch. Hu ht cc h thng th

in t gi th qua Internet u dng giao thc ny. Cc mu thng tin c

th c ly ra bi mt email client. Nhng email client ny phi dng giao

thc POP hay giao thc IMAP.

b. IMAP (t ch Internet Message Access Protocol) -- hay l giao thc truy

nhp thng ip (t) Internet. Giao thc ny cho php truy nhp v qun l

cc mu thng tin v t cc my ch. Vi giao thc ny ngi dng email

c th c, to ra, thay i, hay xo cc ngn cha, cc mu tin ng thi


16

c th tm kim cc ni dung trong hp th m khng cn phi ti cc th

v.

c. Phin bn mi nht ca IMAP l IMAP4 tng t nhng c nhiu chc

nng hn giao thc POP3. IMAP nguyn thu c pht trin bi i hc

Standford nm 1986.

d. POP (t ch Post Office Protocol) -- hay l giao thc phng th. Giao

thc ny c dng truy tm cc email t mt MTA. Hu ht cc MUA

u dng n giao thc POP mc d mt s MTA cng c th dng giao

thc mi hn l IMAP.

Hin c hai phin bn ca POP. Phin bn u tin l POP2 tr thnh

tiu chun vo thp nin 80, n i hi phi c giao thc SMTP gi i

cc mu thng tin. Phin bn mi hn POP3 c th c dng m khng

cn ti SMTP.

- Mc Inbox: L hp th n, cho bit s lng th gi n, khi chn

mc ny th khung gia hin ra tn, a ch, tiu ni dung, hp th ca

ngi gi n.

- Mc Drafts: L mc lu cc ni dung th son nhng cha hon chnh

v khng gi i.

- Mc Outbox: L hp th i, s lu a ch, ni dung th gi i (ch l

phi c xc lp cho mc ny, nu khng s khng lu).

- Mc Sent Items: L mc lu cc ni dung th gi i thnh cng

- Mc Deleted Items: Cc th xa, khi xa th th a ch v ni dung

th xa s chuyn sang mc ny ch cha xa hn khi mail. Nu mun


17

xa hn khi mail th click phi chut ti mc ny v chn Empty Deleted

Items.

- Mc Junk E-mail: lc cc email qung co, Spam hay nhng th in t

khng mi m n

- Mc Outbox: L hp th i, s lu a ch, ni dung th gi i (ch l

phi c xc lp cho mc ny, nu khng s khng lu).

- Mc RSS Feeds: RSS (Really Simple Syndication) Dch v cung cp

thng tin cc k n gin. Dnh cho vic phn tn v khai thc ni

dung thng tin Web t xa (v d nh cc tiu , tin tc). S dng

RSS, cc nh cung cp ni dung Web c th d dng to v ph

bin cc ngun d liu v d nh cc link tin tc, tiu , v tm tt.

Mt cch s dng ngun knh tin RSS c nhiu ngi a thch l

kt hp ni dung vo cc nht trnh Web (weblogs, hay "blogs").

Blogs l nhng trang web mang tnh cc nhn v bao gm cc mu

tin v lin kt ngn, thng xuyn cp nht.

c. Gi email cho nhiu ngi nhng du tn ngi nhn

Th in t (email) c 1 im u vit so vi th thng l ta c th gi 1 th cho rt nhiu ngi cng lc m thi gian gi i cng khng khc gi cho 1 ngi. Thng thng, ta tt c a ch email ca ngi nhn vo mc To hay CC nhng nh vy th nhng ngi nhn th u thy ton b danh sch ngi nhn, kh l bt tin nu c ngi mun giu a ch email ca mnh. Di y l mt cch gi th cho nhiu a ch nhng giu danh sch a ch ny khng cho ngi nhn th xem.

Mt th in t thng c cc mc: a ch ngi nhn (To); ch ca th (Subject); bn sao ng gi thng (Cc - Carbon Copy), bn sao ng gi b mt (Bcc - Blind Carbon Copy). Khi bn gi th i, tt c nhng g ghi trong mc To, Cc v Subject s c hin th y trong e-mail ca ngi nhn. Ring ni dung trong mc Bcc s khng c hin th trong th khi nhn.

Ch : khi c nhiu a ch trong cc mc To, Cc, Bcc; cc a ch phi cch nhau bng du chm phy. Khng nn gi cho qu nhiu a ch cng lc v cc nh cung cp dch v s ngn chn v tng l bn ang gieo rc th rc. Tt c cc dch v Web mail u cung cp sn tnh nng Bcc trong ca s son tho email.

- Trong ca s son tho emai ca Outlook, bn m menu Options ri chn View Bcc.


18

d. nh km file vo Email

Bn mun nh km file no vo thng bo bn gi i (VD: file Word, Exel) bn lm cc bc sau:

1 Nhp a ch ngi nhn Email hp TO

2 Nhp tiu Email hp Subject

3 Nhp vo biu tng Attach file,

chn ng dn n ni lu tr file , chn file bn mun gi. Nhn Insert hoc phm Enter.


19

4 Bn c th nhp hoc khng nhp ni dung email mun gi, sau nhn vo nt Send, Email c gi i cng file nh km.

e. Chn hnh nh vo ni dung Email

- To email mi

- Chn Tab Insert, click chn Picture trong nhm Illustrations

Chn mt hoc nhiu hnh chn vo trong ni dung email


20

f. Chnh sa hnh nh bn chn vo Email

chnh sa hnh nh bn lm cc bc sau:

1 Chn hnh nh bn a vo trong email.

2 Bn s thy hnh nh xut hnh trn giao din v cc cng c xung quanh

n.

3 Bn dng cc cng c ny chnh sa hnh nh theo ca bn.

Bn cng c th s dng cc cng c trn vi biu , bn v, s hoc

tin nhn.


21

g. Quan st cc file nh km trc khi gi email

Trong Outlook 2010s7, khi bn nhn c cc ti liu nh km ta c th

quan st cc file ny trc khi m chng hoc lu v a. N gip cho

my tnh ca bn an ton hn, trnh lu v cc m c.

xem c cc file ny ta nhn vo biu tng file (nh hnh trn).

Bn c th quan st cc file ca s c (ct bn tri Outlook).

h. To email tr li t ng (auto reply)

Khi bn i cng tc khng check mail c, nu nhn c th m

bn mun t ng gi th trong Inbox n mt a ch th nh

trc, trong MS Outlook khng h tr nhng c th ci thm

chng trnh c chc nng ny l Auto Reply

File >Info > Automatic Replies


22

Hin th hp thoi Automatic Replies > Chn I am currently Out of the

Office

Nhp ni dung vo khung AutoReply only once to each sender with the

following text.

Nu mun s dng thm iu kin tr li email t ng chn vo nt

Add Rule


23

Sau cng nhn nt OK

i. Khi phc cc message b xo trong Outlook

Cch khi phc cc file b xo mc lu tr mailbox v trong Public

Folders trong mi trng Exchange Server.

Ch :

Phng thc ny khng ch c dng phc hi th hay tin nhn b xo.

y c th c coi l mt chng trnh phc hi, gim thi gian khi phc

cho cc phn t b xo d khng phi l gii php sao lu hon chnh.

Chng trnh ny c th c dng vi cc gii php sao lu Exchange

Server hoc thnh phn khc nh Recovery Storage Groups (Cc nhm lu

tr khi phc), Restore online and offline (Khi phc trc tuyn v phi trc

tuyn).

Hiu v xo mm v xo cng trong mi trng Exchange Server

C hai kiu xo d liu trong mi trng Exchange Server: xo mm v xo cng

Xo mm: l khi d liu b xo bng phm DELETE v cc d liu s b chuyn vo th mc Deleted Items.

Xo cng: l khi d liu b xo hon ton bng cch n t hp phm SHIFT + DELETE v d liu t ng c loi b khi cng my.

Cc th thng b xo cng trong trng hp:

n t hp phm SHIFT+DELETE trong Microsoft Outlook xo th.

Lm vic trn client Internet Message Access Protocol 4 (IMAP4) hoc client khc khng c ch t ng chuyn th b xo vo th mc Deleted Items.

Chuyn th sang nh dng file PST.

Cu hnh Exchange Server

Trc khi ngh v khi phc d liu th chun b cch thc duy tr n nh th no cng ht sc quan trng. Mc nh Exchange Server cho php lu li cc th b xo trong 7 ngy v tt c cc ti khon b xo trong 30 ngy. Bn c th t chnh li thi gian gii hn nu thy cn, nhng phi m bo c dung lng a trng lu tr cc file b xo cng vi lng ngy tng ln.


24

Tt c cc thit lp ny mc lu tr mailbox, c th thc hin theo cc bc sau:

1. M Exchange System Manager

2. Vo Administrative Groups

3. M rng

4. Vo Servers

5. M rng

6. M rng

7. Kch phi chut ln , chn Properties > Limits

Hnh 1: Cc thuc tnh trong Mailbox Store, xc nh s ngy lu cc file b xo trong hp lu tr mailbox.

Thit lp ny c t mc lu tr mailbox. Nh th c ngha l ngi dng s c 7 ngy phc hi cc th b xo cng. Nhng nhiu trng hp nu ngi dng l nhng ngi c bit nh cc


25

nh qun l, cc gim c cng ngh, bn c th thay i gi tr thng s nh sau:

M Active Directory Users and Computers, kch p vo ngi dng, chn tab Exchange General > Storage Limits. Trong hp thoi Storage Limits m ra (hnh 2), chng ta c th thay i cc gi tr ngy khc cho tng i tng ngi dng. (Trong v d ny s ngy c a ra cao hn).

Thay i cc thit lp mc nh cho tng ngi dng c th

Khi phc cc message b xo trong Outlook

Mc nh, tt c cc message b xo v a vo th mc Deleted Items

c th c phc hi client Outlook (my ca ngi dng). Chng trnh

ny c gi l xo mm.

lm iu , bn vo Tab Folder > "Recover deleted items"


26

Hin th hp thoi "Recover deleted items"

Trong hp thoi hin tt c cc phn t b xo bn trong th mc Deleted

Items. Bn s thy hai la chn: xo vnh vin cc message c chn (nt

th ba) hoc phc hi chng (nt th hai) tr li th mc ban u (th mc

Deleted Items).

Mc nh, thnh phn trn ch lm vic vi th mc Deleted Items (xo mm). Nu mt message b xo bng t hp phm Shift + Delete (xo cng) t th mc khc, n s khng xut hin trong phn Recover Deleted Items ca th mc Deleted Items. Mt trng hp ph bin khc: khi ngi dng chuyn cc message t mailbox (Inbox, Sent Items) thnh dng file ".pst", cc message ny cng khng c lu trong th mc xo tm thi.

Trong trng hp bn c th phc hi li bng cch chnh sa thanh ghi: b sung thm thnh phn DumpsterAlwaysOn vo thanh ghi my tnh cho php thc hin khi phc cc phn t b xo (Recover Deleted Items ) trn tt c th mc Outlook.

chnh sa thanh ghi, thc hin theo nhng bc sau:

1. Vo Start, chn Run, g regedit ri chn OK.

2. Vo HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\Exchange\Cli

ent\Options

3. Kch phi chut ln khung bn phi ri vo New, chn DWord Value, g DumpsterAlwaysOn v in gi tr 1 vo kt thc (Hnh 5).


27

4. Khi ng li Outlook.

B sung thm gi tr DumpsterAlwaysOn

Sau khi thay i li thanh ghi bn c th dng thnh phn Recover Deleted Items cho tt c cc th mc Outlook.

Ch :

Khi cc message trong hp Inbox ca bn c di dng file *.pst, nhng message no c chuyn i trong chng trnh u c coi l xo cng.

Mt s mo khi s dng thnh phn Recover Deleted Items

Di y l tr li cho mt s cu hi thng c t ra v Recover Deleted Items.

Mo 1: C th khi phc cc phn t b xo cng trong th mc c du cch nh th no?

Khng c kh khn g, ch cn dng k t "%20" gia cc t. Di y l mt s v d:

Mt ngi Brazin c hp Inbox gi l: Caixa de Entrada c th phc hi cc phn t b xo bng cch dng c php sau: http:///exchange//Caixa%20de%20Entrada/?cmd=Sh

owDeleted

Mo 2: Nhng phin bn no ca Microsoft Outlook c chc nng Recover Deleted Items


28

l phin bn t Microsoft Outlook 97 tr v sau

Mo 3: Ti c th phc hi cc Note v Contact bng chc nng Recover Deleted Items khng?

C, nhng bn s phi dng Outlook 2000 hoc phin bn mi hn. Nu bn ang dng mt phin bn c (Outlook 97 hoc 98) bn ch c th khi phc c cc phn t mail.

Cc message xo b a ra ngoi ni lu tr tm thi Keep deleted Items trong trng hp:

Khi cc message xo ht thi gian lu tr tm thi trong Keep deleted Items. Bn nn dng chc nng Recovery Storage Group phc hi li d liu.

j. Triu hi v sa thtrt gi vi MS Outlook

Ch cn mt c click chut l bn c th gi thng ip qua

email n cho ngi khc. Tuy vy, i khi s nhanh nhy

li lm cho bn phi kh s khi l tay gi i ni dung th

khng mong mun, gi nhm th quan trng cho ngi khc

m khng th no chnh sa hay ly li c. Nhng bn

khng phi lo lng, MS Outlook s gip bn gii quyt kh khn

trong nhy mt.

Gi v l th trt gi

Trong MS Outlook, bn c th gi v mt l th (trt) gi bng

mt th tc rt n gin. Trc tin, cn bm vo mc Mail,

Chn Sent Items. Khung bn phi s lit k cc l th gi i.

Bn bm kp ln l th mun thu hi m n ln. By gi, bn

hy vo mc Actions > Recall This Message


29

Ca s hin ln cung cp cc tu chn bn thu hi l th gi.

Ti mc Are you sure you want to, bn nh du chn Delete

unread copies of this message h thng t ng thu hi li l

th kia cho bn.

Tuy nhin, khng phi l th no cng c th thu hi c, v MS

Outlook hin ch c kh nng thu hi cc l th m ngi nhn cha

c. V th, bn cng nn thit lp h thng bo cho bn trong

trng hp th c thu hi hay cha thu hi, bng cch nh

du chn Tell me if recall succeeds or fails for each recipient.

Cui cng, nhn OK xc nhn.

Sa th gi

i khi, bn vit mt l th m sau khi gi mi nhn ra gi

nhm ngi hay nhm ni dung. Nhng thao tc di y s gip

bn thay i ni dung cho l th :

- Bn m l th mun sa ni dung, ri vo Action > Resend This

Message.


30

Sau khi ni dung l th hin ra trong phn ca s bin tp, bn tha

h chnh sa li ni dung ri gi i thay th l th c trc .

Xo th gi

Bn mun xo l th gi lm cho ngi khc, hay sa li ni

dung th gi i? Chuyn chng c g l kh vi MS Outlook! u

tin, bn cng m l th gi, ri vo Action > Recall This

Message

Trong ca s hin ra, bn nh du chn Delete unread copies

and replace with a new message h thng thu hi li th

gi v thay th bng l th mi; nh du chn thm Tell me if

recall succeeds or fail for reach recipient nhn thng bo v

kt qu chnh sa th gi i. Cui cng, nhn OK. Ngay sau ,

ca s son th s hin ra v bn vit li ni dung mi cho l th d

gi i. Cui cng, bm Send gi li. L th c s c thu hi v

thay th bng l th mi.

Hu th


31

D nhin, y khng phi l th rc nh bn c th hin lm. Vic

hu th s ging mt dng th in t c lnh hu trong n. Tng

tng nh bn t mt qu bom hn gi trong th, v n s n

tung ph hu bc th khi n thi gian bn t lnh gy n.

Sau khi g xong ni dung l th, bn nhn nt Options; trong

dng Delivery opitions,

Bn nh du chn Expires after ri nh thi gian hu th tng

t nh nh thi gian gi th trong tng lai vy.

Chn xong, bn nhn OK xc nhn v nhn Send gi th i.

Khi n ng ngy hn, th s t hu v khng cn du vt thu

hi.


32

k. S dng nt voting

Thu hi p t mt nhm ngi l mt ci g rt ph bin trong mi trng vn phng. Cho d bn ang c gng yu cu loi bnh pizza t hng cho mt cuc hp, hoc i b phiu v ai s b k tip, nhng g bn cn l mt cuc thm d.

Nhng g bn c th khng nhn ra c rng nu bn ang s dng Outlook 2010 v Exchange ti ni lm vic, bn c mi th bn cn gi ra mt cuc bu chn thng qua email.

Son mt email mi trong Outlook, chn tab Options v chn Use Voting Buttons. y bn c th chn mc nh hoc to ra cc cu tr li ca ring bn cho cu hi thm d kin.


33

Nu bn chn Custom ch cn g vo cc tr li bn mun xut hin trong lnh vc S dng cc nt biu quyt, cch nhau bng du chm phy.

By gi bn c cc ty chnh lit k cc cu tr li.

Khi ngi nhn m email, s c mt thng bo t vn cho h p ng bng cch s dng nt bnh chn bao gm cc phn ng ty chnh.


34

Sau khi ngi nhn c nhng s la chn ca mnh mt hp s bt ln xc minh, cc cuc thm d phn ng v ty chn thm thng tin b sung trong email.

Khi h tr li bn s c mt l c vo email t vn cho h c c tr li cc cuc thm d ... tng t nh mt nhn c.

xem cc s tng cng ca cc cuc thm d, bn c th m th gc trong th mc tin nhn gi ca bn, v sau nhp vo nt Theo di. You'll


35

see a list of totals underneath the ribbon, and then a list below that of all the

responses. Bn s thy mt danh sch cc s tng cng bn di ribbon, v sau mt danh sch di y l ca tt c cc phn ng.

l. Theo di e-mail gi i

bao gi bn gp trng hp ny cha: bn c mt e-mail quan trng gi

cho mt ngi bn, th nhng i mi chng thy hi m. Bn tht st rut

v nng lng mun bit h c c e-mail ca mnh cha, hay l e-mail

mnh gi i b tht lc, b my ch mail chn li ri

Nu bn dng chng trnh Microsoft Outlook 2002, 2003, 2007, 2010

gi nhn th v ngi bn ca bn cng dng chng trnh ny th vic

theo di e-mail gi i tht n gin v cng. Vi tnh nng Email Tracking

ca Microsoft Outlook, bn c th bit c chnh xc ngy gi e-mail n

c hp th ca bn mnh v ngy gi ngi c th ca mnh.

Theo mc nh, tnh nng ny khng c hiu lc. s dng n, bn vo

Tab Options. Nhp chn 2 checkbox:

- Request a Delivery Receipt: Nu bn nh du vo la chn ny, bn s nhn c mt e-mail thng bo ngy, gi khi mail n c hp th ngi nhn. Tuy nhin, nu mailserver ca ngi nhn khng h tr tnh nng ny th cng nh chu thua.

- Request a Read Receipt: Nu bn nh du vo la chn ny, bn s nhn


36

c mt e-mail khi ngi nhn c

Cui cng, bn son th v gi i nh bnh thng.

CHNG II: CC CNG C TIN CH TRONG OUTLOOK

1. Tasks nhim v, tc v

a. To mt nhim v (cng vic cn thc hin)

Nhiu ngi t dng hoc cha bit n tnh nng qun l cng vic (Tasks)

ca MS Outlook: qun l cng vic ca chnh mnh, giao vic cho nhn

vin v theo di c thc nhn vin, bit c hm nay, ngy mai, tun

ti phi lm g, vic g u tin, vic g giao m cha xong S dng

tnh nng ny, ngi dng hc v p dng c 2 k nng mm l

qun l v y thc cng vic.

Outlook gip bn qun l, nhc nh cc nhim v m bn ra. to nhim v bn thc hin theo cc bc sau:

1 Nhp nt Tasks trong Navigation Bar.

Danh sch cc tc v xut hin.


37

2 Nhp text ghi l Type a New Task.

Cc t bin mt, v bn thy con tr (mt ng nhp nhy).

3 G nhp tn ca nhim v

Nhim v xut hin trong khi bn di dng Subject trn Task List

4 Nhn phm Enter.

Nhim v mi di chuyn xung Task List vi cc nhim v khc khc.

b. nh du cc nhim v hon tt


38

Cc nhim v khi hon thnh xong bn c th xa n i, nhng hy nh

du nhng nhim v hon thnh thay v xa n, nh vy s hay hn.

nh du mt nhim v hon tt, lm theo cc bc sau:

1 Nhp nt Tasks trong Navigation Pane (hay nhn Ctrl+4).

Module Tasks m.

2 Nhp cc t Simple List trong mc Current View ca Navigation Pane.


39

3 Nhp hp k bn tn nhim v m bn mun nh du hon tt. Hp

trong ct th hai k t bn tri l hp bn cn nh du kim. Khi nh du

kim vo hp, tn ca nhim v thay i mu v c mt ng thng xuyn

qua n. Nh vy l bn nh du xong mt nhim v hon tt.


40

2. Contact

a. To mt contact (thng tin lin h)

Bn mun lu li nhng thng tin ngi gi email cho bn, th chnh

Outlook l mt cng c tuyt vi v qun l danh sch cc tn v a ch v

n d s dng nh s tay nh ca bn.

nhp mt contact mi, nhn nt Contacts trong Navigation Pane, sau

nhp nt New trn thanh cng c m form nhp New Contact. in vo

cc ch trng trn form v sau nhp Save and Close. .


41

b. To Contact t email nhn

M hoc xem trc e-mail c cha tn m bn mun thm vo danh sch

lin lc ca bn.

Nhp chut phi vo tn ca ngi m bn mun, sau nhp Add to

Contacts.

Lu : Trong Outlook, khng c ty chn thm thng tin lin lc t

ng vo Danh b hoc s a ch khi bn tr li cho mt contact.


42

c. To Contact Group trong Microsoft Outlook

Nu bn thng xuyn gi email trong cng mt nhm ca ngi nhn, mt

Contact Group c th l mt thc t tit kim thi gian. Thay v phi thm

mi a ch vi mi ngi nhn, bn c th ch cn thm cc danh sch

phn phi email ca bn l bn thm vo tt c cc a ch lin lc ca

nhng ngi cn gi ch trong mt bc

1. Click Tab Home -> chn New Contact Group.

2. Ti khung Name: g tn Group


43

3. Nhn ln thanh Ribbon, click chn Add Members.

4. Chn From Address Book s xut hin


44

5. Chn contact m bn mun add vo group ca mn, contact bn mun

thm vo s xut hin ngay khung Members textbox.

6. Sau khi chn xong click OK

7. Click Save & Close.

8. Bn mun gi mail theo Group. Bm Ctrl + N, ca s xon th m ra

9. gi n ai, cc bn chn Address book. ca s select name: contacs

hin ra, chn group m bn mun send, click OK


45

10. Kim tra li xem gi mail n cc a ch trong group cha

d. Chuyn danh b t Gmail vo MS Outlook 2010

Bn ang s dng Gmail theo dng Webmail, nay li mun chuyn sang s

dng vi Microsoft Outlook 2010 nhng khng mun phi nhp th cng

tng a ch e-mail vo contact? Cch n gin nht l trch xut ton b

contact trong Gmail a chng vo Outlook 2010, cch thc hin nh

sau:


46

Khi ng trnh duyt Web ri ng nhp vo ti khon Gmail cn trch

xut contact. Sau khi ng nhp vo ti khon Gmail, bn nhn chut vo

lin kt Contacts nm trong khung bn tri.

Trong ca s contact va hin ra, bn nhn vo lin kt All Contact lm

xut hin tt c cc contact hin c ri nhn vo lin kt All khung th hai

bn phi chn tt c cc contact va hin ra. Tip tc, nhn chut vo

lin kt Export.

Trong ca s Export, bn nh du chn vo mc Everyone (All Contacts)

v mc Outlook CSV format (for importing into Outlook or another

application). Sau cng nhn nt Export ri t tn v chn ni lu tr cho

tp tin CSV sp to (v d contact.CSV). Tp tin ny s cha ton b

contact hin c trong ti khon Gmail.


47

Cng vic tip theo ca bn l khi ng Outlook 2010 > vo menu File >

chn Open >Import.


48

Khi ca s Import and Export Wizard hin ra, bn chn Import from

another program or file ri nhn Next tip tc.

Trong ca s Import a File, bn chn Comma Separated Values (DOS) ri

nhn Next tip tc.


49

Trong ca s tip theo, bn nhn nt Browse trong mc File to import ri

chn tp tin contact.CSV cha ton b contact trch xut t Gmail. ng

thi, nh du chn vo Do not import duplicate items loi b cc

contact trng lp. Nhn Next tip tc.


50

Trong ca s tip theo, bn chn th mc s dng lu cc contact sp

thm vo, tt nht nn chn lun th mc Contacts ca Outlook 2010

Nhn Next tip tc. Trong ca s cui cng, bn nh du chn vo

Import contact.csv into folder : Contacts. Sau cng, nhn Finish hon

tt.


51

3. To ch k cho Email

Ch k ca bn c th t ng c thm vo th gi i, hoc bn c th t

thm ch k ch nhng th m bn chn.

a. Ni dung ch k Email

Ni dung ch k Email

Ch k ca bn bao gm cc thng tin v bn, cc nh kinh doanh th

thng thng tin lin lc, cc khch hng v i tc ca h d

dng lin lc vi h.

Mt ch k cng c th bao gm mt thng ip tip th hoc thm ch

l mt ni yu thch th hin gi tr hi hc hay c nhn

Thng tin trong mt email rt n gin vi ch k c th bao gm:

1 Tn ca bn.

2 Chuyn mn ca bn.

3 a ch v s in thoi.

Bn cng c th thm vo a ch Website, hay mt ch k bng tay.

Logo ca cng ty, hoc hnh nh ca mnh.

Hnh nh, hnh nh, clip v ngh thut c th lm chm vic gi Email.

Do dung lng ca cc thng ip bn thm vo phi tng i nh.


52

b. Cch to ch k trong Email

M mt tin nhn mi, trn tab Message, trong nhm Include, nhp chut

vo Signature, v sau bm vo Signatures.

Trn E-mail Signature tab, bm vo New.

Nhp tn cho ch k, v sau nhn OK.


53

Trong hp thoi Edit signature, nhp vn bn m bn mun bao gm

trong ch k

nh dng vn bn, chn vn bn, v sau s dng thanh cng c bn

di nh dng


54

c. a hnh nh vo ch k

Nu trong ch k l mt hnh nh hoc logo ca cng ty, th n c tc dng

gip khch hng d dng nhn dng v bn hoc cng ty ca bn. thm

mt hnh nh, nhp chut vo nt Picture, chn hnh nh v nhn Insert.

Lu hnh nh c dung lng ln cn phi resize li trc khi chn.

Bn c th thm vo ch k ca bn mt lin kt Website. V d: bn c th

s dng qung co cho mt cng ty ca bn, ca mt trang web hoc

ngi nhn trc tip n mt a ch email. lin kt bn nhn vo nt

Insert Hyperlink, ghi a ch bn cn link ti, nhn insert.


55

d. a Business Card vo ch k

Business Card (hoc EBCs) l tnh nng mi ca Outlook 2010, n cho

php bn d dng chia s thng tin lin lc vi nhng ngi khc.

Sau khi to mt s thng tin cho chnh mnh, bn s c mt Business Card

s dng, sau bn c th a vo ch k trong Email: Ch cn bm vo

nt Business Card trong Ch k v hp thoi s hin th nh trong hnh

trn.

Mt EBC s thm vo mt chuyn mn lin lc, ngi nhn email c th

d dng lu thng tin lin lc ca bn, bi v mt EBC c hai phn: mt

hnh nh v mt tp tin. Tp tin nh dng vCard (tiu chun cho vic gi

v nhn thng tin lin lc trn internet), c ngha l thng tin lin lc, lin

kt vi cc th s d dng cho ngi nhn tit kim thi gian.

e. Chn mt ch k t ng

Trn tab Message, trong nhm Include , nhp chut Signatures.

Bn di mc Choose default signature, Chn e-mail account v

ch k theo mc nh


56

Trong New messages, nhp vo mt ti khon e-mail m bn mun ch

k lm mc nh.

Nu bn mun c mt ch k mc nh khi tr li hoc khi chuyn tip

email, trong Replies /forwards, chn ch k. Nu khng bm (none).

f. Chn ch k bng tay

Nu bn to ch k trc , bn s thy h lit k y

Bm vo Signnature, chn mt ch k trong danh sch lit k.

4. Cc tnh nng khc

a. u tin theo di email bng c


57

nh du bng c cho Email c tc dng phn bit cc Email, hoc lm du

cho cc Email quan trng. nh du bng c, hy lm cc bc sau:

1 Nhp chut phi vo tiu Email chn Follow Up.

2 Sau chn mu c.

Cch n gin hn, pha bn phi ca tiu Email c hnh l c m, ch

cn nhp chut phi chn mu c nh du.

b. Thay i cc mc trong TO-DO BAR


58

thay i cc mc trong TO-DO BAR, hy lm cc bc sau:

1 Nhn vo Contacts, thanh cng c TO-DO BAR s xut hin bn phi

Outlook.

2 Nhp text ghi l Type a New Task.

Cc t bin mt v bn thy con tr (mt ng nhp nhy).

3 G nhp tn ca nhim v. Nhim v xut hin trong Task Lis ca To-Do

Bar

4 Nhn phm Enter.

Nhim v mi di chuyn xung Task List ca To-Do Bar vi nhng nhim

v khc.


59

c. Cch tt, m TO-DO BAR

Nu bn thch cng c TO-DO BAR, bn c th a n ra mn hnh

Outlook m khng cn phi vo Contacts. thc hin bn lm theo cch

sau y:

Nhn vo View, chn TO-DO BAR, chn Normal.

n TO-DO BAR bn nhn Alt+ F2 hoc nhn vo Minimize the To-Do

Bar.

tt TO-DO BAR bn nhn ALT + F2 hoc nhn Close TO-DO BAR

e. Sp xp hp th bng mu sc

Bn c th sp xp hp Inbox mail bng vic nh du mu sc. VD nh

bn chn mu xanh cho cc Email gi t cng ty, mu tm l cc Email

ca bn hc v Mu l Email ca sp

Vo Tab View > From > View Settings


60

Hp thoi Advanced View Settings hin th

Nhp chn Conditional Formatting


61

Nhn nt Add, nhap vo Name: Tomau, click chn Font v chn kiu ch,

kch thc ch, mu cho Font ch.

Chn Condition, hin th hp thoi bn di, click chn From

Chn tn hoc a ch ngi gi email > OK


62

e. nh du cc Email bng th mu Categories

Color Categories

Mt cch khc trc quan hu ch t chc cc bi vit ca bn l loi thm mu sc cho h. Bn c th ty chnh m i tng email c lin quan n tng loi mu.

Thng bo s c thanh mu sc th loi trn u trang v bn c th phi thanh nhp vo thay i mu sc.


63

Bn cng c th Nhp chut phi vo tin nhn bn di phn mc thay i th loi.

Bn c th i tn tng loi thnh bt k ngha i vi bn.


64

Bn c th mun thc hin mt th loi mi cho th khc nhau. Go to Actions \ Categorize and All

Categories

Trn mn hnh Color Categories chn New nhp cc loi tn v mu sc, bn cng c th gn mt phm tt cho n


65

By gi bn c th sp xp thng qua cc th email ca bn da trn loi

th


66

f. To cc th mc chuyn nghip

Mc ch ca vic to cc th mc l phn loi cc Email vo nhng nhm ring bit, v cc Email s khng cn nm ln ln vi nhau na.

Cch to th mc

Cch to cc th mc ny rt n gin, ch nhn chut phi vo INBOX v chn New Folder, t tn cho th mc va to v OK.

Di chuyn cc email vo th mc va to


67

Sau khi to ra mt th mc, bn c th di chuyn cc Email vo trong th mc . Email c th di chuyn vo th mc ny bng cch ko th hoc nhn chut vo tiu Email, gi cht chut v di chuyn n cc th mc v bn th chut ra.

Di chuyn cc Email vo th mc bng lnh

Ngoi cch di chuyn cc Email bng cch ko v th th ta c th dng lnh lm cng vic ny. dng lnh di chuyn bn thc hin cc bc sau:

1 Nhn chut phi vo tiu Email. 2 Chn Move To Folder. 3 Chn th mc bn mun lu 4 Ok

To quy tc nhn mail

g. Cch thc to v s dng email mu

Nu s dng mt dng email thng ngy c gi lp i lp li cng mt dng ni dung th tt nht bn nn to mt email mu (template) n gin ha cng vic. Nhng mu email thng gp l: thng tin sn phm, bo co, tin nhn cho nhm i tc... to mt email mu, ta thc hin nh sau:

- Nhn chn New trn thanh cng c to mt email mi. Trong giao din son tho, bn in tt c nhng thng tin, ni dung m s c lp li theo hng khun mu. V d nh: tiu , a ch, cc phn lit k, danh sch v cc bng.


68

- Nhn tip vo nt Microsoft Office BuTSn (biu tng logo ca Microsoft Office), chn Save As.

Trong hp thoi Save As, ta chn Outlook Template (+.oft) phn "Save as type", t tn cho tp tin mu, chn ni lu ri Save li. Ty thuc vo phin bn h iu hnh Windows m MS Outlook 2010 c v tr lu template khc nhau.

+ Windows XP: th mc Documents And SettingsTn ti khonApplication DataMicrosoftTemplates


69

+ Windows Vista: th mc UsersTn ti khonAppDataRoamingMicrosoftTemplates

C th to nhiu template ty v cng chia s cho cc ngi dng MS Outlook khc trn cng my s dng chung. Khi mun s dng cc email mu, ta chn mi tn k bn New Itm trn tab Home, chn More Items, chn "Choose From...".

Hp thoi Choose Form hin th


70

Click chn User Template in File System trong mc Look In

Sau khi m email mu, ch cn sa cha li thng tin, b sung hay thay i nhng phn ni dung theo yu cu cng vic. Bn s thy cch ny tit kim c rt nhiu thi gian.

h. Sao lu v phc hi Rules trong Outlook

Nhng bn no s dng Microsoft Outlook chc cng tng thit lp cc Rule x l email i vo Inbox theo mun ca mnh. i vi nhiu ngi, s lng Rule c to ra kh ln v chim mt mt khong thi gian khng nh. Nu v l do g m phi to li ton b cc Rule th qu l mt cc hnh. Ti hy vng qua bi vit nh ny, cc bn c th thc hin vic sao lu cc Rule ca mnh v phc hi tr li khi cn thit.

1. Sao lu:

Ti thanh menu ca Outlook, cc bn click chn File -> Info -> chn Rules and Alert.


71

hp thoi va hin th ra, chn Options.


72

Click nt Export Rules.

Chn th mc lu file, t tn cho file ri bm nt Save. File c lu c dng *.rwz.

2. Phc hi:

phc hi li Rule, cc bn click nt Import thay cho nt Export.


73

i. Xa cc th mc cha Email

Bn c th xa b th mc cha cc email bng cch: Click chut phi vo

th mc mun xa, chn Remove from Favorite Folders. Th mc s

bin mt. ng lo lng v th mc ny vn trong hp Inbox, n ch n i

thi.

j. Tm Email mt cch nhanh chng

Tm Email mt cch nhanh chng (phm tt Ctrl + E)

Cc Email ca bn trong outlook rt nhiu, i khi bn cn tm kim mt

Email c nhng bn khng bit Email nm u trong c ngn Email

c lu trong cc th mc. Vi Outlook 2010 th bn s khng mt thi

gian tm tng Email na.

k. Tm Email nhanh vi cng c Instant Search

Vi cng c Instant Search thi cng vic tm kim Email ca bn rt d

dng, Bn cn phi c mt t thng tin v Email bn cn tm, bn c th ghi


74

a ch Email hoc mt s t ng ca ni dung Email . Tt c cc kt qu

tm thy s hin ra mt cch nhanh chng.

S dng tm kim nng cao

Ctrl+E-> tab Search->nhm Options->Search Tools->Advanced Find

Hin th hp thoi advanced Find, chn cc yu t tm kim.


75

CHNG III: QUN L HP TH CA BN V DUNG LNG

V LU TR

1. Xc nh kch thc hp th v lm gim dung lng

a. Dung lng ca Email

Mt s dch v email hoc cc nh cung cp h thng qun tr vin s

khng cho php bn gi hoc nhn Email c dung lng ln, do vy cn

phi qun l dung lng ca Email.

b. Xem dung lng hp th

Click phi vo th mc > Properties


76

Hin th hp thoi Properties


77

nhanh chng tm kch thc ca hp th ring ca bn, s dng ca s

danh mc chnh chuyn sang th mc xem kch c: nhn vo mc

Folder Sizes.

Bn c th xem c dung lng ca cc th mc m bn lu. Thng

thng dung lng c tnh bng kilobyte (KB). Cc mi quan h gia

kilobyte, megabyte, v gigabyte l cng mt n v o lng, bn c th i

cc thng s vi nhau: 1024 Kilobyte = 1 Megabyte.

1.024 Megabyte = 1 Gigabyte.

c. Kim tra dung lng cc th mc bng Mailbox Cleanup


78

Bn c th xem dung lng cc th mc trong Mailbox Leanup.Vo tab

File->Info-> Chn Cleanup Tools->Mailbox Cleanup. Hp thoi Mailbox

Cleanup s hin ra.


79

Click chn View Mailbox Size


80

d. Lu cc tp tin nh km vo a

Sau khi xem qua dung lng ca cc Email, bn s nhn thy rng cc

Email c dung lng ln thng bao gm nhng ti liu nh km. Nu cn

lu tr cc ti liu nh km trong hp th. Bn s dng Lu tp tin nh

km cc lnh trn Microsoft Office nt trnh n v lu cc ti liu nh

km vo mt s v tr thun tin trn a cng ca bn.

Sau khi lu cc tp nh km, bn c th xa cc Email khng cn thit

.


81

Trc khi bt u lu ti liu nh km vo a cng, phi nh v tr lu

sau ny ngi dng c th xem li cc ti liu . lu tp tin nh

km vo a bn lm theo cch sau:

1 M Email c cha tp tin nh km.

2 Nhn vo Tab File

3 Sau bn chn Save attachments.

4 Chn ng dn lu tp tin, sau nhp Ok

e. Xa vnh vin cc Email ra khi hp th

Mi khi bn xa mt email, n i vo th mc Deleted Items.Khi xo nhiu

th th mc ny c th pht trin nhanh chng v chim nhiu dung lng,

do cn phi lm sch th mc Deleted Items cng nh dung lng ca

ton hp th. Bi vy, nn xa vnh vin cc Email ny ra khi hp th.

Cch xa vnh vin cc Email n gin nht l vo th mc Deleted Items,

bn s thy cc Email xa bn ngoi. Nhp chut vo cc Email ny, nhn

chut phi chn Delete.


82

Ngoi ra bn c th xo vnh vin cc Email bng lnh. Bn nhn chut

phi vo th mc Deleted Items chn Empty Folder, chn Ok. Vy l tt

c cc Email trong th mc Deleted Items c xo ra khi hp th ca

bn.

f. Tc dng ca Junk Mail

Junk Mail c tc dng lc th rc (Spam mail), gip cho ta phn loi c

th rc nh cc th qung co, .... Junk Mail cng l ni cha cc th rc

. Junk Mail khng mun cc Email rc nm ln ln vi cc Email cn

thit.

Th rc hay spam ang ngy cng tr thnh mt vn nghim trng v

nu bn cng ph thuc vo th in t bao nhiu th n cng gy kh chu

cho bn by nhiu. Bn xc nh khi lng lc m bn cn v bt c th g

m Outlook cho l spam s c a vo b lc Junk Mail Filter xem

xt. Bn cng c th thit lp mt danh sch an ton bn c th b sung

cc a ch th in t t nhng ngun tin cy vo . Nu mt th in t

t mt ngun tin cy tnh c chui vo trong th mc Junk, vic b sung

ngi gi vo danh mc an ton Safe List rt d dng.

2. Di chuyn hoc sao chp tin nhn vo cc th mc c nhn

a. Cn bn v kho lu tr


83

Email t ng lu tr vo hp th c nhn ca bn (hnh trn).Vi vic s

dng lnh AotoArchive th cc Email s t hp th ca bn s t di chuyn

vo th mc, th mc gi l th mc t lu tr.


84

1 Nhn Browse chn th mc lu tr, chn OK.

2 Email ang di chuyn vo trong hp th.

3 V Email c lu vo th mc t lu tr.

Th mc con trong hp th s c t ng to ra trong th mc lu tr.

b. Lu cc email vo th mc c nhn


85

Bn mun c mt th mc c nhn cha cc tp tin ring ca bn, iu

tng t c mt t ng cc h s c nhn. Vi th mc c nhn, bn

to tp tin ring cho mnh. Sau khi bn to ra th mc c nhn v cch di

chuyn cc tp tin vo th mc c nhn ny.

c. Cch to cc th mc c nhn

s dng mt th mc tp tin c nhn, trc tin bn cn phi to ra n.

to th mc c nhn bn lm theo cc bc sau:

1 Chn file sau nhn vo Info chn Account Settings

2 Bn chn tip Tab Data Files


86

3 Chn Add, nhp tn

4 Th mc c nhn ca bn c to ra nh hnh di.

d. Cch chn cc subfolder trong th mc c nhn


87

Sau khi bn to xong th mc c nhn, bn c th to thm cc th mc con

subfolder trong th mc c nhn. Bn lm iu ny t Ca s Danh mc

chnh:

Nhn chut phi vo th mc My Outlook Data File(1) chn New Folder.

t tn cho th mc va to, nhn OK.

Sau bn s thy mt th mc con trong th mc c nhn ca bn.

e. Di chuyn Email vo th mc c nhn


88

Sau khi bn to xong cc th mc con trong th mc cc nhn. di

chuyn mt hoc nhiu Email n th mc con, bn lm theo cc bc sau:

1 Nhn chut phi vo Email chn Move to Folder

2 Bn chn th mc con trong th mc c nhn v nhn OK.

Nhng cch khc di chuyn cc Email vo th mc c nhn l dng

phng php ko th.

Bn nhn chut tri vo Email, gi cht chut v di chuyn chut ti th

mc con trong th mc c nhn, sau bn th chut ra, Email s xut

hin trong th mc c nhn.

f. Lu tr emai ra a

Thng thng bn lu tr cc Email vo th mc c nhn. Nhng cc th

mc ny vn nm trong Outlook. Tuy nhin c cch back up d liu

khc l lu tr cc Email vo a.


89

File > Info > Account Settng

Tab Data Files > chn dng mun lu tr hoc di chuyn > Open File

Location


90

Chn Move this file hoc Copy this file

Lu : Nu mc tiu ca bn l sao lu ton b hp th ca bn, th bn

mi dng cng c ny.

g. Phn loi th

i khi ti khon email ca bn s b qu ti do mi ngy bn phi nhn hng trm email t khch hng, i tc, ni b cng ty. Do , vic phn loi t ng email s gip gim bt thi gian rt nhiu. Cng vic trc tin bn cn lm l to cc th mc bng cch nhn phi chut ln Inbox ri chn New Folder, t tn ty . V d: "Mail i tc" ri nhn OK. C tip tc to th mc nu bn c nhiu phn loi ngi dng.

Bc tip theo, bn chn :

1 Nhn chut phi vo tiu Email. 2 Chn Rules.


91

Trong ca s mi, ta chn quy tc cho email gi n tng ng vi yu cu cng vic.

y ta chn Select Folder


92

Chn th mc c to sn hoc nhn nt New to th mc khc, ri nhn OK

Trong mc "Move the item to folder" s gip t ng a tt c email t mt a ch email xc nh vo mt th mc c ch nh sn.

Bn c th tham kho kh nhiu quy tc v hnh ng (action) m MS Outlook c sn ta chn la theo cch thc nh trn khi nhn vo nt Advanced Options.


93

Chn iu kin cho quy tc nhn email


94

Chn hnh ng (action) cho quy tc nhn th


95

Chn iu kin loi tr cho quy tc nhn th


96

t tn v nhn Finish hon thnh. By gi, th ca cc bn s c t ng chuyn vo tng th mc nht nh.

Cc thao tc khc:

Trong hp thoi Rules and Alerts


97

- Change Rule: chnh sa iu kin.

- Copy Rule: sao chp iu kin

- Delete: xa iu kin

- Run Rules Now: thc hin ngay mt iu kin no .

3. Lu tr cc th t c

a. Lm quen vi AutoArchive

vo hp thoi AutoArchive bng cch nhp chut vo File chn

Options.

Nhp chut vo Advanced v sau nhp chut vo nt AutoArchive

Settings.


98

Hp thoi Auto Archive hin th.

1 Nu chn Run AutoArchive every (s ngy) th AutoChive s kim tra

hp th ty theo s ngy bn chn. (V nu bn khng thch AutoArchive,

bn c th khng chn n).

2 S lng ngy cho bit vi tn s m AutoArchive s chy.

b. Xc nh Email c trong AutoArchive


99

Vi AutoArchive, mi ln Email b di chuyn s nhn c mt thng bo

kim tra. Tuy nhin, i khi bn khng nhn c thng bo kim tra, do

AutoArchive c ci t mc nh. Sau khi di chuyn th nhng Email

c cho l c v bn c th thay i iu ny.

i vi mt s ngi Email c v c sau khi hai tun, nhng i vi ngi

khc th c th l 2 thng. Bn l mt c quyt nh v bn c th lm

c iu ny trn mt c s cho mi th mc nu bn mun.

g. Lu tr Calendar

AutoArchive c nhiu tc dng ngoi vic lu tr cc Email. AutoArchive

cn lu tr c cc nhim v t trong Calendar hoc cc th mc trong

n. V cng ging nh cch iu chnh ci t cho Email.


100

Click phi vo Calendar mun lu tr, chn Properties.

Chn Tab AutoArchive, bn c th ty chnh cc ci t cho cc Calendar.

Khi m cc th mc c lu di dng file PST bn nn lu . Mt khc

bit ln gia file PST vi cc loi file khc l bn khng th m mt tp tin

PST bng cch dng chut double-click vo file ny. Nu bn th, bn s

thy mt thng bo tng t vi hnh trn.


101

CHNG IV: S DNG LCH LM VIC MT CCH HIU QU

1. Cn bn v Outlook Calendar

a. To cc mc trong Calendar

Giao din Calendar trong Outlook 2010.

Khng ch n thun l phn mm dng gi nhn email. Outlook cn l mt cng c c lc gip bn qun l thi gian lm vic ca mnh. Bn c th thit lp cho Outlook t ng thng bo lch lm vic cho bn theo ngy, tun hoc thng trong phn Calendar (lch).

u tin bn vo mc Calendar trong Outlook bng cch nhp vo thanh Calendar bn tri ca s mail.

Lc ny bn s thy ca s Calendar hin ra, click chn nt Day, Work Week, Week, Month trn thanh cng c xem lch ngy, tun hoc thng.


102

Hnh 7

Click i chn mt thi im trong khung Calendar to mt lch hn. Ca s Untitled - Appointment xut hin bn in thng tin vic cn lm.

in tn cng vic v ni thc hin cng vic trong khung Subject v Location.

Chn mc quan trng ca cng vic trong khung Label.

Chn thi gian bt u v thi gian kt thc cng vic trong khung Start Time v End Time. Nu l s kin c ngy bn c th click chn dng All day event.


103

Outlook t ng thng bo khi lch n, bn phi click chn dng Reminder. Tt nht bn nn chn khong thi gian thng bo trc 10, 15 hoc 30 pht... trong khung k bn.

Nu bn mun Outlook thng bo lch hn bng m nhc bn c th click nt biu tng hnh ci loa chn bi nhc a thch. (Chng trnh ch h tr nhc c nh dng ui chm wav.).

l


104

l

Cui cng nhp Save and Close lu v ng li nhng thit lp va thc hin. Nh vy, khi c lch n Outlook s t ng bt bng thng bo cng vic km theo bi nhc bn chn.

b. Kim tra Calendar

Khi vo Calendar bn c th nhn thy nhng nhim v, lch cc cuc hn

hay cc s kin m bn to ra trong calendar. Cch xem nhim v trong

Calendar:

Nhn vo biu tng lch.

Click vo mt ngy trn lch, bn s thy cc nhim v hoc cc cuc hn

m bn sp xp s xut hin trn To-Do Bar.


105

Khi bn ang tm ngy thng trn lch th bn c th cng c pha trn

di chuyn ngy thng mt cch d dng:

1 Nhn vo Day, Week, Mooth nhanh chng chuyn i thi gian ngy

thng mun xem.

2 Dng phm mi tn di chuyn ngy thng mt cch tin li

3 C th cho hin th hoc n ngy ph thuc vo cch xem ca bn.


106

c. Chn la cch lp biu trong Calendar

Bi v cc yu cu khc nhau, nn bn phi lp biu khc nhau cho cc yu

cu .

Cuc hn: Mt cuc hn cn din ra chnh xc theo thi gian, do ta s

lp biu ti mt thi gian.

Cuc hp: Mt cuc hp xy ra ti mt thi gian, d kin, ging nh mt

cuc hn. S khc bit l bn s mi nhng ngi khc bng cch s dng

mt cuc hp yu cu c gi qua email.

S kin: Mt s kin l mt hot ng ko di c ngy di. Khng ging

nh mt cuc hn hoc cuc hp, mt s kin. Vi mt s kin, bn vn c

th c cc mc xut hin trong lch trnh ca bn cho ngy hm .


107

Nhim v: Mt nhim v l mt yu cu bn lm g trong mt khong

thi gian, bn c th lp biu nhim v cho mi ngy

d. To cc cuc hn

nhp mt cuc hn, lm theo cc bc sau y:

1 Nhp biu tng Calendar trong Outlook Bar.

Lch xut hin, trnh by cc cuc hn ca bn

2 Nhp nt New trong thanh cng c phn trn cng ca mn hnh.

Form New Appointment xut hin.


108

3 Nhp hp Subject v nhp mt tn cho cuc hn.

Nhp ni dung m t cuc hn, chng hn nh C hn vi John,

Microsoft.

4 Nhp tam gic k bn hp Start Time.

Mt lch nh xut hin


109

e. To lch cho cc cuc hp

Khi to lch cho cuc hp, cc yu t cn phi c l thi gian, thnh phn

tham d v a im cuc hp. Nu bn thit lp mt cuc hp, trong khi

bn li c mt cuc hp khc th n s bo cho bn bit hai cuc hp

trng gi. Trong mt cuc hp bn s thy nhng:

1 a im ca cuc hp

2 Tn ca cuc hp

f. To lch cho vic tham gia hi tho

Nu s dng Outlook, bn c th kim tra thi biu ca mi ngi, chn

mt khong thi gian v ngh mt thi gian hi tho m mi ngi c

th tham gia bng Email.


110

mi mt s ngi tham gia hi tho, lm nh sau:

1 Chn File > New > Meeting Request (hoc nhn Ctrl+ Shift+Q).

Form New Appointment m ra.

2 Click nt Scheduling.


111

Trang Attendee Availability xut hin. S dng trang Attendee

Availability mi nhng ng s d mt cuc hi tho.

3 Mt danh sch x xung xut hin.

4 Chn Add from Address Book.

Hp thoi Select Attendees and resources xut hin.

5 Click tn ca mt ngi m bn mun mi d hi tho.

Tn bn click c bt sng cho thy bn chn n.

6 Click nt Required hoc Optional ph thuc vo vic s tham d ca

ngi c tm quan trng i vi cuc hi tho nh th no.

Tn m bn chn xut hin trong hp Required hoc Optional ph thuc

vo nt no bn click.

7 Lp li cc bc 5 v 6 cho n khi bn chn mi ngi m bn mun

thm vo cuc hi tho.

Cc tn m bn chn xut hin trong hp thoi Select Attendees and

Resources


112

Bn c th chn nhng bn b ca bn v bn c th chn cc cuc hi tho

ca bn.

8 Click OK.

Hp thoi Select Attendees and Resources ng li v cc tn m bn

chn xut hin trong Attendee Availability List. Danh sch Attendee

Availability cng cho bn thy mt s v thi biu ca mi ngi

bn c th thy khi no mi ngi c thi gian rnh.

9 Thi gian bn chn xut hin trong hp Meeting Start Time nm cui

danh sch Attendee Availability. Nu bn khng thy mt khong thi gian

m mi bn mi d cuc hi tho ca bn c sn, click nt Autopick Next

v Outlook s tm mt thi gian hi tho kh thi cho mi ngi.

10 Click nt Appointment.

Trang Appointment xut hin vi tn ca nhng ngi m bn mi d

hi tho trong hp To nm phn trn cng ca form.

11 G nhp ch ca cuc hi tho trong hp Subject.

12 Nhp bt k thng tin khc m bn mun nhng ngi tham d bit v

cuc hi tho.

Bn c th a vo a im hoc hng mc.

13 Click Send.

Yu cu tham gia hi tho ca bn c gi n thnh phn tham d.

g. Kim tra cc nhim v to ra

Khi to ra mt nhim v trong Calendar th khng cn phi c lp k

hoch cho mt thi gian c th trong ngy. Bn s thy cc khu vc chung

khi bn nhn vo trong lch Tun, Ngy thng xem nht.


113

V d, nu bn c mt s cng vic cn phi lm, ch cn nhp cng vic

nh l mt nhim v. Khi bn hon thnh mt nhim v, kim tra n. Khi

nhim v hon thnh trong mt ngy xc nh s c mt danh sch hon

thnh nhim v hin th ngy . Trong hnh trn: cc cng vic hon

thnh mt kim tra v nh du mt dng gch gia tiu nhim v v

thi gian hon thnh.

Bn c th nhp mt nhim v vi ngy d kin bt u v ngy kt thc

nhim v. Nu bn khng hon thnh mt nhim v trc ngy kt thc, n

s t ng chuyn tip v xut hin trn nhng ngy hin ti cho n khi

bn hy b n hay kim tra iu chnh n.

h. Cc ng dng ngoi vic gi Email trong Outlook

Trong Outlook th Calendar gip bn tit kim c nhiu thi gian. Gip

bn lm cc cng vic nh: nhc bn v thi gian, gip bn lm c nhiu

vic hn trong thi gian t hn

Ni v thi gian, Outlook nhc nh bn v cc cuc hp quan trng gip ta

lun lun ch ng sp xp cng vic. Outlook cng cho php bn hin

th thi gian rnh ca bn cho ngi khc bit, h c th xem khi no

bn sn sng trao i cng vic vi h.

i. Hin th li cc nhim v


114

Cc nhim v c nhp s c hin th nhiu ln m bn khng cn phi

nhp li nhim v . Outlook s nhc nh nhiu ln v nhim v theo

ca bn. Di y l thanh cng c iu chnh n.

j. iu chnh nhim v theo nh k


115

Khi m Calendar xem cc mc nhim v hoc cuc hn trong . Ta c

th xem li cc chi tit hoc thay i n. thay i ta lm cc bc:

Nhn double vo mc lc, bn s thy mt thng bo nh mt trong hnh,

s c hai la chn:

Open this occurrence: c th xem hoc thay i ni dung.

Open the series: c th thay i thi gian ca ton b mc nhim v hoc

cuc hn ny

Sau khi chn Open the series thay i, nhn vo nt Recurrence sau

chn tab Appointment.

Khng nn xo mc nhp theo nh k.

Ta c th iu chnh thi gian ca ca chu k hin th mc nhim v .

k. Chn cch nhc nh

Khi bn to ra bt k mc no trong Calendar (Mc nhim v hoc mc

thng bo cuc hn), mt li nhc nh c thit lp t ng. Outlook s

thng bo cho bn v cuc hn v cc cuc hp 15 pht trc khi cuc hp

bt u. Trong hnh trn th hin cc bc thay i thi gian nhc nh

cho bt k mc lch bng cch m cc mc nhp v iu chnh cc ci t

trong hp Reminder trn tab Appoiment.


116

1 Nhn Double vo cuc hn m n.

2 Chn thi gian nhc nh

3 Mt nhc nh s xut hin thi gian xc nh.

Cc s kin s c nhc nh t ng, Outlook s thng bo cho bn v s

kin 18 gi trc khi h bt u. Bn khng th thay i thit lp t ng

ny, nhng bn c th s dng cng mt bc m chng ti hin th

trong hnh thay i li nhc cho cc s kin.

l. T mu cho cc hng mc


117

Lm theo cc bc sau y thay i mu ca mt hng mc:

1 Click nt Categories v chn All Categories.

Hp thoi Color Categories xut hin.

2 Click hng mc m bn mun gn mt mu mi.

Hng mc bn chn c bt sng.

3 Click nt Color.

Mt hp x xung xut hin, hin th cc mu m bn c th chn.

4 Chn mu m bn mun gn.

Mu m bn chn xut hin thay th cho mu c.

5 Click OK.

Hp thoi Color Categories ng li.

2. Xem v s dng nhiu lch lm vic

a. To mt Calendar mi


118

to mt Calendar mi bn lm cc bc sau:

1 Nhn nt phi vo Calendar chn New Calendar

2 Hp thoi Crete New Folder xut hin.

3 Bn nhp tn cho Calendar mun to sau nhn OK

4 Mt Calendar mi s xut hin trong mc My Calendar.


119

b. Qun l cc th mc c nhn

Sau khi to thm cc Calendar mi, cc Calendar s xut hin trong My

calendar. Chng ta s xem nhiu Calendar theo hnh trn.

Mun xem c lch ca Calendar no th bn nh du check vo mt

trc tiu ca Calendar . Bn ct hin th s thy c ton b th

mc trong Calendar .

Nu bn mun xem ht ton b cc Calendar th ch vic nh du ht cho

tt c cc Calendar. Khi ct hin th s thy c tt c cc Calendar.

Nu bn khng mun hin th Calendar no th ch vic b du check i

c. To mt cuc hn nhiu Calendar

i khi bn mun c mt cuc hn c hai Calendars khc nhau. Bn

s to tng cuc hn trong tng Calendar. Bn khng nn lm cch ny v


120

sao chp mt cuc hn t Calendars ny sang Calendar khc rt n gin:

Trc ht bn cho hin th c hai Calendars, sau dng phng php ko

th, ko th mc cha cuc hn t Calendar ny v th vo Calendar kia.

d. To nhm cho cc Calendar trong Navigation Pane

Trc ht phi phn nhm cho cc Calendars m bn to ra theo tn ca

tng Calendar.

Trong hnh trn th hin cc bc to mt nhm mi v cch di chuyn

cc Calendar:

1 Click phi vo Calendar, chn New Calendar Group.

2 Nhp tn cho nhm va to.

3 Dng phng php ko th, ko cc Calendars bn chn a vo cc

nhm va to ra.

e. S dng v chia s Calendar

Import Calendar

Outlook khng gii hn cho php bn ch s dng c 1 lch biu m c th to ra nhiu nu bn cn. iu ny c lc rt cn thit bi i khi bn mun phn lch lm vic ring bit gia cng vic vi vic c nhn. Bn


121

thm ch c th s dng nhiu lch biu xem v qun l k hoch lm vic ca cc nhn vin khc nhau.

Nu bn c lch biu sn t mt my tnh hay mt chng trnh khc, c th import n vo Outlook. Tuy nhin, phi chc chn l bn export lch biu ra ng nh dng iCalendar hoc vCalendar.

export d liu t Outlook ra, khng s dng trnh Import and Export sn c m bn hy vo tab Calendar trong Outlook, vo File > Save Calendar.

Trn ca s Save As, kch vo nt More Options xc nh chnh xc loi thng tin m bn mun export. Cui cng, lu n v nh dng iCalendar (.ics).

Sau khi c mt file nh dng iCalendar hoc vCalendar, bn c th a thng tin vo Outlook bng mt trong 2 phng thc khc nhau.


122

M n nh mt lch biu mi bn s thy n hin th nh mt lch biu c lp. m nh mt lch biu mi, kch vo File > Open > Open Calendar.

Mt phng thc khc bn c th s dng l Import and Export. Kch vo File > Open >Import, chn ty chn lch biu v kch vo Next, tm v chn n file bn export, sau chn phng thc s dng.


123

Thm cc ngy ngh l vo lch biu

Lch biu s khng pht huy ht tc dng khi m cc k ngh khng cnh du sn. Mc d Microsoft khng t ng a vo cc ngy ngh nhng bn c th. C mt cch d dng lm iu l tm kim trnmng v thm lch biu Internet c nh du sn vo Outlook.

Mt th mc lch biu Internet ph bin nht l iCalShare.Tuy nhin, lch biu ny ch nh du nhng ngy ngh l ca M, do bn s phi tm kim mt lch biu ph hp hn hoc t mnh to ra lchbiu c nh du y cc ngy ngh l.

Chia s lch biu vi cc ti khon Windows khc

chia s cng mt file d liu Outlook cho ti khon khc, trc tinbn phi export file c vo mt th mc chung cc ti khonWindows khc c th truy cp (v d nh th mc Public ca


124

Vista). Mc nh v tr t cc file d liu v Outlook trong Vista l ti: C:\Users\username\AppData\Local\Microsoft\Outlook.n gin bn ch cn copy file ny vo mt v tr chung cho ton b tikhon. Sau i vi mi mt ti khon Windows, hy thm file d liu copy ny vo ng dn Outlook tng t nh trn v xa file mcnh i.

Chia s lch biu thng qua Share Calendar

Nu s dng Outloook cng vi Exchange Server, bn c th chn Share Calendar cho cc ng nghip khc xem. Vd: user2 share calendar cho user1

Chn account gi i

Nhp chn Request permissionto view recipients Calendar cho php user gi i trong trong phn To xem calendar.


125

Khi user1 nhn c email, nhn vo nt Open this Calendar

Trong mc Calendar user1 s thy c Calendar ca user 2.

gn thm nhiwfu quyn cho user khc trn Calendar, chn Calendar Permisions, chn Add thm user v chnh trong phn Permission Level


126

Chia s lch biu thng qua Internet

C vi cch bn c th chia s lch biu thng qua Internet:

- Gi theo file nh km qua email: thc hin theo cch ny, bn ch cn kch vo link Send a Calendar via E-mail pha bn tri chng trnh hoc kch chut phi vo tab lch biu cn gi v chn Send via E-mail.Bn s thy mt email mi c m ra km theo hp thoi cho php chnthng tin lch biu mun gi. Lu rng vi cch gi ny bn mi chgi mt hnh nh chp ca lch biu v ngi nhn s khng th thc hin bt k thay i no.


127

- Chia s ln Office Online: thc hin theo cch ny, kch chut phi vo tab lch biu mun chia s v chn Publish to Internet > Publish to Office Online.Trc tin bn s c nhc nh ng nhp hoc to mt ti khonWindows Live. Sau khi c mt ti khon hoc ng nhp, bn c thchia s lch biu ca mnh trn trang Office Online. Bn c th xem vchnh sa lch biu online, sau gi n n cho nhng ngi khc, khi lch biu s t ng thay i trn my tnh ca h khi bn thc hins thay i. truy cp Hnh 5: Chia s lch biu ln Office Online


128

- Chia s thng qua trang WebDAV:Cch ny tng t nh Office Online nhng l thng qua mt dch v cabn th ba. chia s theo cch ny, kch chut phi vo tab lch biucn chia s, chn Publish to Internet > Publish to WebDAV Server

Ngoi ra, nu bn l fan rut ca Google, bn cng c th s thch dch v Google Calendar Sync.Dch v ny cho php bn ng b ha Google Calendar vi lch biu caOutlook v lc bn c th s dng nhng tnh nng a thch ca mnh.

CHNG V: QUN L CC THNG TIN

a. To cc thng tin v bn thn


129

to mt business card cho chnh mnh, ch cn to mt s thng tin lin

lc cho mnh. Trong mu lin h, bn s thy loi thng tin lin lc ca

ring bn. Outlook c nhng form bn ghi vo. Form ny l business

card ca bn. Nu bn c nhiu cng vic khc nhau th c th to ra nhiu

business card khc nhau nhm th hin tng vai tr trong cc Email khc

nhau.

c. Thm v xa thng tin trn Business Card


130

Cc thng tin v bn xut hin trn cc Business Card c lit k trong

hp thoi Fields, (hnh trn). Bn c th thay i cc lnh vc ang hin th

trn th ca bn bng cch thm hoc loi b chng khi danh sch.

1 thm thng tin mi vo Business Card, bn nhn vo Add trong hp

thoi Fields, chn cc danh mc c sn v thm thng tin vo.

2 xa mt lnh vc trn Business Card, bn chn lnh vc cn xo, sau

nhn vo Remove trong hp thoi .

d. Chuyn i cc thng tin trn Business Card


131

Trong Business Card, bn c th thay i v tr cc lnh vc mt cch d

dng.

di chuyn cc lnh vc trong business card: chn cc lnh vc trong

danh sch, v sau s dng nt Move Field Up v Move Field Down (l

cc nt hnh mi tn) di chuyn.

Nh hnh trn, thay i v tr gia tn cng ty v lnh vc ta lm cc

bc sau:

1. Tab Contact > Chn Business Card.


132

2 Chn Job Title sau nhn lnh Move Field Up

Ta thy cc dng thng tin trn Business Card thay i

e. iu chnh tt c trong Business Card


133

Cn mt cng c na trong Business Card gip ta iu chnh ni dung

thng tin. Chn Edit Business Card trong Business Card. Trong hp Edit

bn c th thay i cc ni dung thng tin hoc c th trang tr cho Business

Card ca bn.

f. Gi Email c km theo Business Card

Sau khi to ra Business Card, bn c th s dng n chia s thng tin

lin lc ca mnh vi i tc v bn b. Bn thc hin iu bng cch

nh vo Email. Di y l mt tm tt cc bc thc hin:

1 T mt Email mi, bn nhn vo Business Card chn Other Business

Card.


134

2 Chn Business Card t danh sch.

3 Business Card xut hin trong Email trong hp nh km di dng file

vcf. File nh km l nh dng vCard l tiu chun cho vic to v chia

s kinh doanh th o trong Internet.

g. nh km Business Card trong phn ch k


135

Ngoi cch chn Business Card vo Email bng tay. C mt ty chn khc

l chn Business Card t ng bng cch thm n vo mc ch k trong

Email.

Business Card nm trong mt ch k, bm vo nt Business Card v

chn th ca bn t danh sch. Bn c th chn hin th kch thc khc

hn 100 phn trm cho hnh nh ca th, nh c hin th trong hnh.


136

h. Khi thay i Business Card tr li mc Contacts


137

Chng ti tho lun ca hai phng php m bn c th s dng nh

km ca bn Business Card n mt Email: nh km n trn mt Email ti

mt thi im bng cch s dng nt Business Card, hoc nh km n vo

Email bng cch cho n trong mt ch k

Nu bn thay i cc thng tin xut hin trong Business Card, cn thc hin

cc bc sau:

1 Xa km file c nh dng vcf t Email. (hoc xa cc th t ch k, nu

bn s dng phng php ).

2 Quay tr li mc Contacts thc hin sa cha

i. To khong trng trong Business Card


138

Tab Contact > Business Card .

Hin th hp thoi Edit Business Card.

Bn c th s dng khong trng to s ch n chi tit quan trng

trong Business Card. Bi khon trng s to ra khon cch cc lnh vc vi

cc mc quan trng hn. Trong mt Business Card, bn to khong trng

bng cch chuyn cc lnh vc Blank Line ln hoc xung.

Chng VI: Th thut:

Email, cng ging nh in thoi, l dch v c ngi dng vn phng s dng nhiu v lin tc. Du rng gi hay c email l cng vic ht sc n gin nhng thc t th cc ng dng nh Microsoft Outlook li cung cp


139

nhiu tnh nng hn so vi chic in thoi thng thng - c nhng tnh nng m ngi dng bnh thng khng th hiu v khai thc. Nhng th thut bn di s gip bn s dng Outlook hiu qu hn v thm ch c th thay i nhn nh v kh nng ca tin ch email v lch ca Microsoft.

1. ng lu nhng g quan trng trong hp th "ph thi"

Nhiu ngi dng c thi quen s dng Deleted Items nh mt th mc lu tr thng thng trong khi y thc cht l "thng rc" ca Outlook. Nu mt ngy p tri no bn ngh mt khon mc bt k (email, tp tin nh km, ti liu) c th tr nn quan trng th bn hy khoan xa n. M thay vo , hy lu chng trong mt th mc khc ca Outlook - bn c th t to mi cc th mc cho tng mc ch s dng c th.

Cng lc , hy nhanh tay ngn chn vic Outlook c th "tng kh" nhng khon mc m bn thng tay xa i vi ngy trc , nhiu kh nng bn c th khi phc nhng khon mc xa. Trc tin, bn hy tt tnh nng xa ni dung trong hp th "ph thi": trong Outlook, nhn Tools.Options. th Other, b chn i vi mc Emty the Deleted items folder upon exiting. Sau , bn bt tnh nng AutoArchive (chn trnh n Tools.Options, chn th Other v nhn nt AutoArchive) v thit lp tnh nng ny t ng thc thi mi ngy. K tip, giao din chnh ca Outlook, nhn phi chut ln th mc (hp th) Deleted Items, chn Properties; trong hp thoi va xut hin, chn th AutoArchive v thit lp cho th mc ny xa sch cc khon mc sau 5 ngy (hay mt con s khc theo bn).

2. Th rc thit lp mt ln qun hn

Mt nguyn tc m bn cn ghi nh l ng bao gi lng ph thi gian qun l, sp xp th rc (spam hay junk mail). Vi hu ht ngi dng, vic thit lp mc High cho tnh nng Junk Email Filter ca Microsoft Outlook 2003 c th gip lc trit th rc (chn Tools.Options, th Preferences, nhn vo nt Junk Email). Sau ln u tin s dng tnh nng lc th rc mc thit lp High, bn hy quay tr li hp th Junk mail ca mnh sau mt tun. Nu khng pht hin ra bt k s nhm ln no (hay ni r hn l cc th quan trng b nhn din thnh th rc) th bn c th an tm duy tr mc thit lp High cho b lc. Bn nn b sung nhng a ch email m mnh thng lin lc vo danh sch email an ton Safe Recepients b lc th rc "cho qua". Nu bn thy c qu nhiu s nhm ln, tt hn ht hy chuyn thit lp v mc mc nh Low. Ngoi ra cn hai ch ty chn No Automatic Filtering (khng lc th) v Safe Lists Only (chuyn vo Inbox ch cc th trong danh sch ngi gi/nhn an ton).


140

Trong mi trng hp, ng tn thi gian xa tng th rc. Thay vo , hy thit lp tnh nng t ng xa hp th Junk Mail nh hng dn c trnh by trong th thut 1.

3. Gi th s lng ln vi Word

Nhiu ngi ngh rng, tnh nng trn th (mail merge) ch dng in nhn cho th tn. Bn c th n bt k th mc danh b lin lc no trong Outlook v s dng lnh Tools.Mail Merge khi chy mt tc v son email v gi ng lot vi tin ch MS Word m khng cn in th ra giy. Thc t cho thy, mt email c nhn c a ch ngi nhn c th thng d dng qua mt c cc b lc th rc hn email c gi vi a ch ngi nhn l mt a ch thnh phn trong mc Bcc.

4. To hp th tm kim

Outlook i km 3 th mc tm kim l Follow Up, Large Email v Unread Mail, c kh nng hin th mt cch tng hp cho ton b th mc trong hp th c nhn. Tuy nhin, bn c th to ra cc th mc tm kim ring bng cch nhn phi chut ln th mc Search Folder trong danh sch th mc v chn New Search Folder.

V d, nu ng k nhn bn tin RSS t Microsoft Developer Network, bn c th lc cc bn tin ny bng cch to ra mt th mc tm kim mang tn New Outlook Stuff c nhim v hin th ng email cha c c gi t a ch ca MSDN.

5. Sao lu Microsoft Outlook khng cn phn mm

Hin nay, Microsoft Outlook vn cn rt nhiu ngi s dng v n

gip bn qun l nhiu ti khon email khc nhau cng 1 lc. Vn l

khi bn ci t li my tnh th vic sao lu ni dung Microsoft Outlook

thng rt mt thi gian v khng n gin. Bi vit ny xin trnh by

cch sao lu Microsoft Outlook th cng m hiu qu hn bt k phn

mm chuyn dng no.

a. Sao lu ti khon

Cch lm nh sau: Vo Start > Run > g regedit v bm Enter, trong ca

s hin ra bn tm n t kha

Hkey_Current_User\Software\Microsoft\Windows NT\Current

Version\Windows Messaging Subsystem\Profiles\Outlook, bm chut


141

phi ln Outlook chn Export v lu li vi tn Account, bm Save xc

nhn (to ra file Account.reg).

b. Sao lu th tn i km theo tng ti khon ring bit

Trc tin bn cn cng c Winrar, gip to ra tp tin t chy .exe, y

l cng c nn v gii nn ph bin nht hin nay,bn c th download ti

y:

By gi, thc hin sao lu th tn theo tng ti khon ring bit khi

phc hi chnh xc v r rng, bn vo My Computer > Local Disk C >

Documents and Settings >Ti khon bn ang s dng > Local Settings

> Application Data > Microsoft > Outlook (lu : th mc Local

Settings l th mc n khng nhn thy c, mun n hin ra bn phi cho

windows hin th th mc v tp tin n bng cch nhp i vo My

Computer > chn Tools trn thanh cng c > Folder Options > View >

nh du chn mc Show hidden files anh folders > bm OK xc

nhn). Trong th mc Outlook c 2 files tn l Outlook.pst chuyn cha

ni dung cc th tn v Archive.pst cha cc lnh phn phi tng l th

theo tng ti khon khc nhau. Trc tin, bn bm chut phi ln file

Archive.pst ri chn lnh Add to archive, trong bng Archiving Options

bn nh du chn mc Create SFX archive, m th Advanced ri bm

SFX options. Trong dng Path to extract c 1 khung in ng dn,

bn hy in chnh xc ng dn n file Archive.pst, bm OK xc

nhn ci t.

Lm tng t vi file Outlook.pst to ra 2 file t chy vi tn

Outlook.exe v Archive.exe. y l 2 files gip bn phc hi chnh xc ni

dung l th v thng tin ti khon gi th.

c. Sao lu ch k, mt khu, rule v tt c

Cch lm nh sau: tm n th mc My Computer > Local Disk C >

Documents and Settings > Ti khon bn ang s dng > Application

Data, trong ny c 1 th mc tn l Microsoft, bm chut phi ln th mc

ny v chn Add to archive v lm tng t nh trn to ra file t chy

c tn l Microsoft.exe. File ny gip bn phc hi cc ch k, mt khu,

cc quy tc khi gi th, lch biu, s a ch, cc giao din, mt khu bo v

th,....