Outlook New

7/31/2019 Outlook New

1/85

MS Outlook(Electronic Mail & Scheduler)

Government of India

Ministry of Communications and Information Technology

Department of Information Technology

National Informatics CentreTraining Division

New Delhi


2/85

Contents

PART-I ( Electronic Mail )

q Introduction 1

EAbout Email

EEmail Address

EBasic Terms used in Email

ENetiquette

q Getting Started 10

EComposing an Email message

ESending a Message

EReceiving a Message

EReplying/Forwarding

EResending the Message

ESaving an unfinished/Draft Message

ESignature

EAttaching File(s) to a Message

ESetting Priority & Delivery Confirmation

ESetting of Flags

EOrganizing Email

EDeleting a Mail

EPrinting a Mail

EUsing the Address Book

EExiting MS Outlook


3/85

PART-II ( Scheduler)

q Introduction 35

q Managing Contacts 37

E Create a New Contact

E Create a Contact List for a Group of People

E Contacts Views

E Printing Contacts

q Scheduling Activities through Calendar 45

EViewing and Navigating the Calendar

EScheduling Calendar Item

EAdding Holidays

ECalendar Views

q Managing Tasks 56

EIntroduction

ECreating New Task

ETasks Views

q Working with Journal 61

EIntroduction

EManually Recording an event in the Journal

EInserting objects into a Journal Entry

q Making Notes 66

EIntroduction

ECreating Note

qAnnexure-IInformation to the Participants 69

q Annexure-II

Configuring your system for Email 70


4/85

PART-I

Electronic Mail


5/85

MS Outlook ( Electronic Mail )

7 Training Division, NIC, New Delhi

q Introduction

E About Email

Definition

Electronic mail or Email, one of the most far-reaching applications of data communication, is

a system for exchanging written messages electronically over computer networks. It is some-

thing of across between the postal system and a telephone answering system. In the early

days, mainly educational institutes and defence organisations used Email, but today it has

provided the business world with an entirely new and immensely valuable form of communi-

cation, which is both efficient and inexpensive. It has the potential to minimise printed

correspondence.

Some of the highlights of Email are as follows:

a. User can send a message to one or more individual users, predefined group or

to all users of the system.

b. When you receive an Email message, you can read, print, forward, answer,

transfer to a folder, flag, or delete it.

c. While sending the Email, one need not worry about whether, at that instant, the

other user is using his/ her computer or not.

d. The Email message usually consists of text in the ASCII format. However, some

systems allow the user to send attachments consisting of a picture, a spread-sheet, a sound file, a video clip or any other document along with the text in the

message.


6/85



Advantages over conventional system of communication

The Email system is quite fast and cheap in comparison to postal system. When a letter or

document is posted, it makes stops at various postal stations along its way till it reaches the

destination. Similarly Email is passed from one computer to another as it travels along the

network. Each computer analyses the destination address and then routes it to another computer

till it reaches the destination. With the Internet, this whole process usually takes just a few

minutes, which is relatively fast, compared to the postal system. Its advantage over telephoniccommunication is that the message can be communicated to people around the world in a

quick & fast manner any time of the day or night. One can type in the message off line, and get

connected to network only for sending the message. The network connectivity can be obtained

even through local telephone exchange at the cost of local call.

How private / confidential is an Email message?

Email is less confidential than the conventional mail since its contents could be read by anyone

who has access to recipients computer or recipients Email account. It is possible to hack the

Email message and change its contents before it reaches the recipient. One has to be cautiousregarding sending sensitive information through e-mail and appropriate security measures should

be taken.

Some Email software provides the option of encrypting the messages. Such messages can be

opened only by that person, who enters correctly the encryption key, which may vary from

message to message.

How Email works?

The process of communication through Email is based on the Client-Server technology. Thecomputer, which provides Email facility, is called Server or Service Provider and the

computer, which avails of this facility, is called aClient. There could be various types of client-

server set-ups.


7/85



One of the scenarios is where the server computer, with UNIXoperating system enables its

multiple users to communicate with each other through dump terminals.

Users can also exchange the messages on LAN through general purpose Email client software

installed on the individual computers in LAN.

For availing the Email facility over Internet, the server should be a part of Internet. The clientcomputer availing the Email facility should be either part of the Internet set up or should have

the provision to get connected to the Internet server through dial up/leased line or VSAT etc.

for sending and receiving mail. In addition, the client computer should have suitable software

to access Email.

Some of the Email softwares are as follows:

Server Software:

SMTP Server

POP Server

Microsoft Exchange

Lotus Domino

Client Software:

Eudora

PINE

MS Outlook

Outlook Express

Web Mail

CC:Mail

UUCP


8/85



Domain Name of the Server Computer Username

Domain name for site;

not the name of a computerUser name

E Email address (Individuals & Group)

To send someone Email message, his /her Email address should be known. An Email address

usually has the form:

Local-address@domain-name

Local-address part is often the users login name, the name you give to get in touch with your

mail server or Internet server on which you have the account.

That is followed by the character @, called the atsign. To its right is the domain name of the

mail server. The portions or fields making up the domain name are separated by periods (the

periods are called dots).

sverma@ gamma.delhi.nic.in

[email protected]

For sending a mail to a group of people, the server system administrator can create a group e-

mail address of individuals who are already having individual Email addresses. So when mail is

sent through group Email address, all the individuals defined in that address will receive copy of

the same mail.


9/85



In the present day, Email software on client system, has a provision for permanently storing

Email addresses in the form of an Address book. The Email addresses of individuals can be

added, deleted, and modified very conveniently. Even customised local group address can be

created by the clients themselves, without referring to the Administrator for the same.

Further, if a person gets the Internet connectivity on his/her system, it is possible to create free

Email accounts on Internet.

Some of the websites providing free Email facility are as follows:

a. Mail City (http://www.mailcity.com)

b. Lifetime Email (http://www.lema.com)

c. Rocket mail (http://www.rocketmail.com)

d. Yahoo! Mail (http://www.yahoo.com)

Customer Email services over Internet

Finding Email addressover Internet (Directory service containing e-mail

addresses of registered personnel )

Reminder Service for automatically reminding through Email.

(www.netmind, www.conklyns.com)

Mailing lists( Relay of messages to members of the mailing list) of special

interest groups.

Discussion groups:Public Email discussion forums where participants can post their mes-

sages to be seen by all the readers of the discussion group. Any one reading the message can

choose to reply it either publicly ( to the newsgroup ) or privately ( to the originator of the

message) . Discussions groups are always subject oriented. One can get subscribed to a par-

ticular group.


10/85



E Basic Terms used in Email

Inbox Folder containing all incoming Emails

Sent items Folder containing all the sent messages

Outbox Folder containing all mails yet to be sent

Compose Option to be clicked to prepare an Email message

Send Button to send Email

Deleted Items Folder containing all deleted mails

Check for Email Option to be clicked to check for new Email

Signature Information about the sender, for example,

his/her name, designation, address, phone no. etc.

Attachment Files can be sent through Email as an attachment.

Address Book File similar to a telephone directory containing e-mail

addresses ( frequently used or otherwise)

E Netiquette

Netiquette or network etiquette are written and unwritten conventions of polite conduct in

cyberspace. A few of them are mentioned below:

l Manage your mailbox by creating appropriate folders and cleaning of unwanted

Emails from time to time.


11/85



l Check for new Email(s) frequently in a day. If you do not do so, you are losing the

advantage of quick delivery of Email messages.

l Be prompt in acknowledging and sending the reply.

l Be short and specific in writing the message. Dont write endless essays. Keep

in mind that the recipient may be too busy to read the whole content.

l Use proper degree of formality.

l Sarcasm doesnt work on Email.

l Emails are as permanent as paper. Since Email is written faster than a paper mail,

there is a possibility that you may become less formal while writing it. Recipient

may know you through Email only, but you never know, if you have to deal with the

same person face to face one day. Make sure you do not write anything, which

may embarrass you later.

l While replying an Email message keep in mind the following:

- Usually, we intend to type in the reply for a mail above the original message

itself, and leave the original message untouched. Not only

does this waste a lot of bandwidth, but also makes it difficult to read the mail.

Hence while replying to an Email, type your answer below

the paragraph you are replying to and delete the parts of the e-mail you

are not referring to.

- Dont shout: Words written totally in CAPITAL LETTERS are considered as

shouting with a touch of anger.

- Apologize: If you have, by mistake, sent a wrong mail to some one, apologize

for it as soon as you notice it.


12/85



l Your signature with Email message should not be more than 3-4 lines.

l Use descriptive subject lines consisting of 5-6 words only.

l Do not send big files as attachments without prior consent of recipient, as down-

loading of big files may be difficult using modem, or there may not be enough disk

space on clients system.

l If a message you receive seems odd or out of character, confirm it by other means.

l Dont send something by Email that you wouldnt want everyone in the world to

see.

Be careful about opening an Email attachment. A classic attack is to send some-

one a forged Email, with a harmful program attached. The forged message can

be from a trusted associate, and the program disguised as something benign.

A Microsoft Word or Excel spreadsheet attachment can carry a dangerous

macro virus. Hence, before sending/ opening an attachment, check it forvirus.


13/85



A Word with the Participant

The conventions followed in this workbook are given below:

(i) The steps/commands, the user has to perform, are preceded by the symbol;

for example: Switch on the Computer.

(ii) The matter to be typed by the user appears in this typeface.

For example:Type My First File.

(iii) The options/sub options to be selected or the messages given by the system, appear in

theBold font;

for example: Select the File >> New option.

This means that first click on the File menu and then click on the sub option New

from its drop down menu.

(iv) The button to be selected appears in Bold font and the selection is through clicking

the mouse.

For example:Click the Cancel Button.

(v) The keys to be pressed on the keyboard are shown in Italic font.

for example: Press the Enter key.

(vi) Additional information, if any, is mentioned in the boxes, which can be skipped by

the first timers, if desired.

Kindly note that these work books are designed for self learning. It is thereforeimportant that you follow the sequence of steps given in the work book.

Happy Learning!!!

(NIC Faculty)


14/85



q Getting Started

E Composing an Email message

Click on the picture on the desktop.

OR

Start MS Outlook by clicking Start>>Programs>>Microsoft Outlook.

After sometime, you will have a screen similar to the following one.

Figure 1


15/85



To compose a message, use any of the following options:

ClickActions >> New Mail Message

OR

Press Ctrl+n

OR

Click on the following icon, which is below the File option in the menu bar

In all the cases, the following Message Window will appear:

Figure 2

Message

Area

Click the left mouse button at To field to type the recipient address.

You may type the address as [email protected], indicating that user1 is

the recipient.

(User1 in this address may be replaced by user2, user3,. , or user60 to send the

mail to user2, user3, or user20, respectively.)


16/85



Note:

(i) You can send the Email message to yourself, by typing the same address in which

Outlook on your system is configured. Your system is configured with the same user

no. as that of your cabin No. For example, if you are in Cabin 32, your address will

[email protected].

(ii) You can even select Email address of recipient from Address book by clicking on

Address book option in Menu bar or the Address book new. (Address Book is

being discussed later.)

Move the cursor to Ccfield to type the address (es) of the person(s) to whom copy is to

be sent. (Optional)

Move the cursor to Bcc (Blind copy) field to type the address (es) of the person to

whom copy will be sent without the recipient being shown those addresses. (Optional)

Note.

i. If Bcc field is not displayed in the Message window, then you can make it

visible by clicking View>>Bcc Field.ii. You may send mails to more than one person by separating their addresses with

commas. For example, [email protected], [email protected].

Move the cursor to Subject fieldby pressing Tabkeyor clicking in the Subject field.

Type a short subject for the message.

Again press the Tab key to move to the Message area below the Subject to type the

message body.

Note: In the Message area, in case you find some name (Signature) automaticallyappearing, then either delete it or ignore it at this stage. Signature is being covered

separately.


17/85



E Sending a Message

After writing the address (s) of recipients and the body of the message, you would like

to send it. To send the message, use any of the following options:

ClickFile>>Send.

OR

Click on the following icon below the File option in the menu bar.

OR

Press Ctrl + Enter.

E Receiving a message

ClickTools>>Send/Receive or PressF5or click on tab on the

toolbar.

In case there is a new message, it will be appearing in the Inbox with its subject inbold letters.

Double click the new message to view its contents.

E Replying / Forwarding

Now you may like to reply a message.

Click on the message you want to send reply to or forward.

Click on Actions >>Reply or Forward, as the case may be.


18/85



Screen similar to the following one will appear:

Figure 3

It contains the following information:

(i) The original message to which you want to send the reply.

(ii) The Email address of the person, to whom the reply is being sent, will automati-

cally appear at the To: field, in case ofreplying the message. However, in case of

forwarding the selected message, you will have to type the desired address of the

recipient against the To: field.

At the beginning of the message, you may press theEnterkeyand then start

typing your reply text.

After completing your reply, clickSend button.


19/85



E Resending the message

If the mail sent is bounced back due to any reason, like incorrect address or unavailability of

the server, it will come in the Inbox with the following symbol in front of it:

Select the message, which is to be resent, and Open it.

ClickActions >>Resend This Message.

Now you may make the appropriate changes in the message, if required.

Click on Send button.

It may also be possible that the message sent by you has not bounced back, but you

have come to know that the message has not been received at the other end. In such

cases also, you may like to resend the message. For this:

On the Outlook Bar, clickMy Shortcuts.

ClickSent Items.

Open the message you want to resend.

Select Actions >> Resend This Message and after making changes, if any, in the

message that appears, press the Send button.

E Saving an unfinished/Draft Message

Sometimes, you may have typed a message and may like to hold it for some reason, before

sending. In that case, you may save it as follows:

ClickFile>>Save

In the Drafts, such a message gets listed with the following icon.

Next time you can invoke the same message by clicking on this icon in the Drafts folder

and resume typing or do modifications as required.


20/85



E Signature

At the end of each message being sent, you may like to have your identity appear in the form of

signatures automatically. The signature generally consists of your name and designation.

However, one is free to include, his/her Email address, name of the Organisation, phone no.,

Fax no etc.Signatures can be automatically placed at the end of every message composed or replied or

forwarded. For this, one time setting has to be done in MS Outlook, which, can be done as

follows:

ClickTools>> Options >>MailFormat

You will get the following screen.

Figure 4


21/85



In the Send in this message format box as shown in the above figure, click the

message format you want to use the signature with.

ClickSignature Picker >>New.

In the box titled Enter a name for your new Signature, enter a name.

Under Choose how to create your Signature, select whether to

( i ) start with a blank signature

( ii ) or use an existing signature.

In case (ii ) is selected, to select a file to base your signature on, clickUse this file as

a template and type the path and file name in the box, or clickBrowse to select from

a list.

ClickNext.

In the Signature text box, type the text you want to include in the signature i.e. yourname & designation and/or any other information you want to enter, as shown below:

Figure 5


22/85



You can also paste text to the Signature text box from another document.

To change the paragraph or font format, select the text, clickFont or Paragraph, and

then select the options you want. These options are not available if you use plain text as

your message format.

Click on Finish button.

Now you can see your signatures appearing in the signature picker dialog box.

Click on OK button.

Next Click on Apply button and the OK button.

Now, your signature will be placed at the end of every message.

Deleting the Signature

ClickTools >>Options >> MailFormat tab.

To stop using a signature, in the Use this signature by default box, Select

from the drop down list.

To turn off a signature for messages you reply to or forward,

Select the Dont use when replying or forwarding check box.

ClickApply >>OK.

E Attaching file(s) to a Message

Compose a new message as before.

To attach a file with the message, clickInsert>>File.

OR

Click on the following icon, on your tool bar.

Select the File name from the dialog box,


23/85



ClickInsert button.

Note:File icon along with the name will appear in the message body window.

In the similar way, picture and objects etc. can be inserted in the message.

Now you may send the message by clicking the Send button.

E Setting Priority & Delivery Confirmation

You may like to set priority to your message or mask it with some importance level. Also

you may like to have a confirmation regarding the delivery of your message. MS Outlook

provides the facility for the same.

While composing the mail message,

ClickView>> Options.


Figure 6


24/85



Select the desired Importance and Sensitivity from the drop-down lists.

Select the desired Delivery and Tracking options.

The confirmation of delivery means that the sender automatically receives a mail

when the recipient of his message receives/reads the mail. This option should be

used only for those messages, for which confirmation is desired.

ClickClose.

ClickSend button to send the message.

E Setting of Flags

You may like to earmark your messages, received or sent, by putting flags for further action.

While Sending

While composing the mail clickActions >>Flag For Follow Up.

Following window will appear:

Figure 7

Select the flag type from the list available.


25/85



Figure 8

In Dueby column, select the date till the flag will be there.

Click the OKbutton.

After Receiving

Select the message.

Flagged message will be flashed at top of mail dialog box as a highlighted text.

E Organizing Email

Outlook has many options for you to organize your Email.

(Note : The words Email & messages are being used synonymously)

ClickTools >>Organize button.


26/85



Figure 9


Using the Organize page, you can create folders for message management; create rules to

color code your messages, change inbox view, or open the Rules Wizard and automate themanagement of the messages you receive.

The organize page has four tabs: Using Folders, Using Colors, Using Views, and Junk Email.

OR

Click on the icon.


27/85



To move messages to a particular folder. Or set up a rule to

automatically move all future messages that you receive from

someone into a folder.

To color-code messages that meet criteria you specify. For

example, you can set up a rule so that all messages you receive

from your friends appear in maroon text.

To filter out commercial and other unwanted junk e-mail so it

doesnt clutter your Inbox. You can move the junk e-mail to

another folder to view later. Move it to your Deleted Items

Folder, or you can color-code the junk e-mail so its easy to

identify.

To change the way you view your messages. A view in Outlook

gives you a way to change how information is organized and

formatted. You can choose from the views available.

Using Folders to Organize Messages

To organize your mail, you may like to keep it into different folders. These folders are created

in Outlook as follows:

ClickFile>>Folder>> New Folder.


28/85



A new screen appears as follows:

Figure 10

In the Create New Folder window, assign Folder name.

Select also the Folder type from the list.

Select the group i.e. Inbox, Outbox, Sent Items etc. in which you want to create the

folder.

ClickOK.

You will be able to see the new folder you have created.


29/85



Transferring of mails to respective folders

Select the mail to be transferred to a folder.

ClickEdit>>Move to Folder.


Figure 11

Select the folder name.

ClickOK.


30/85



Rules Wizard

Rules Wizard helps Microsoft Outlook to automate processes like:

Assign categories to messages based on the contents of the messages.

Set up a notification, such as a message or a sound, when important messages arrive.

Move messages to a particular folder based on who sent them.

Flag messages from a particular person.

Assign categories to your sent messages based on the contents of the messages.

Delay delivery of messages by a specified amount of time.

Redirect a message to a person or distribution list.

Ask the server to automatically reply to a certain type of message by using a message

youve created.

On creating the rule, Outlook applies it to messages that arrive in your Inbox or when

a message is sent. Rules can be set for those messages that are already in the Inbox or

other folder.

To set the rules,

ClickTools >> Rules Wizard, thefollowing screen (figure 12) will appear:


31/85



Figure 12

Figure 13

ClickNewbutton, the screen shown in Figure 13 will appear.


32/85



Select the appropriate rule from the list.

In the Rule description, click on an underlined value to edit it.

ClickNext button.

Check appropriate conditions.

ClickNext button.

In What do you want to do with the message, select the desired condition?

ClickNext button.

Add any exceptions.

ClickNext Button.

Specify name for this rule.

ClickFinish button.

ClickRun Now button to apply this rule.

ClickOKbutton.

E Deleting a mail

Select the message you want to delete; it gets highlighted.

Press the Del key.

After you have deleted some messages, they all are stored in a folder called Deleted

Items. In this folder all your deleted messages are kept safe. However, it is advisable to

empty the Deleted items folder on regular basis to make the system memory available.

Click on Tools>>Empty Deleted Items Folder.

Note:Once the folder has been emptied, you will not be able to retrieve your deleted

messages.


33/85



E Printing a mail

(Note: Please do not try this command in the Lab Session )

Select any one message, either from Inbox window or from Sent Items or from

Outbox window.

ClickFile >> Print.

In the Print dialog box that appears, clickOKbutton.

Copy of mail message to Notepad

Double click the mail to be copied to Notepad.

Select the message contents.

ClickEdit>>Copy.

Open the Notepad by clicking Start>>Programs>>Accessories>>Notepad.

ClickEdit>>Paste.

Save the Notepad file.

E Using the Address book

An address book is like your diary containing the telephone numbers, street addresses,

Email addresses and fax phone numbers of individuals.

To open the Address Book dialog box, ClickAddress Book icon,

OR

ClickTools >>Address Book.

You will find a dialog box similar to the one given below:


34/85



Figure 14

Note: In case you do not find addresses in the format shown above, select Contacts from the

ShowNamesfrom the box.

E Exiting MS Outlook

After you have finished sending mail, you may like to come out of Outlook.

ClickFile>>Exit.


35/85

Notes


36/85

Notes


37/85

PART-II

Scheduler


38/85

MS Outlook ( Scheduler )

Training Division, NIC, New Delhi 41

q Introduction

Outlook 2000, besides being a mail software, also provides us the facility of organizing our

personal Information. That is, scheduling our activities and managing contacts such as record

names, addresses and other information related to personal and business contacts.

Primarily Outlook is made up of six components: Inbox, Calendar, Contacts, Tasks, Journaland Notes. Outlook Bar is a tool for navigating through these primary components.

By default this OutlookBar shows three groups of information: Outlook Shortcuts, My Short-

cuts and Other Shortcuts as shown in Figure 15 below:

Information ViewerOutlook BarFigure 15


39/85



To open a particular group, click the associated shortcut button. Each group contains folders,

which are either part of Outlook or the ones present on the hard disk. For example, the My

Shortcuts group contains the Inbox folder.

Icons appearing under Outlook Shortcuts provide a powerful tool for managing the personal

information. These icons collectively constitute the scheduler.

In short, all the components of Outlook can be shown hierarchically as follows (Figure 16):

Sent Items

Outlook 2000

My Shortcuts( e-mail )

Other Shortcuts(File Management )

JournalCalendarTaskContacts Notes

Outlook Shortcuts( Scheduler)

Inbox

Deleted ItemsOutbox My Computer

Favorites

Personal

Drafts

Figure 16


40/85



q Managing Contacts

In Outlook, Contact is a person or organization you correspond with. You can store informa-

tion about contacts such as job titles, phone numbers, addresses, e-mail addresses, and notes.

You can link any Outlook item or Office document to a contact to help you track your activities

associated with a contact.

E Create A New Contact

Click the Contact icon in the Outlook Shortcut bar.

Contact screen with list of contacts ( if already created ) is displayed.

Figure 17

ClickNew icon from the toolbar.

OR

File >>New >>Contact.


41/85



You will get the following screen:

Figure 18

Note: The Contact form is a multi-page form, with tabs labeled General, Details,Activities, Certificates and All fields.

1. Generalpage is where the address book-type information is found: name, address,

phone numbers, and other contact information.

2. On theDetailspage, you will record less-frequently used information about your

contact, such as the department the person works in, his profession, and name of his

manager, etc.

3. TheActivitiespageof the Contact form, displays both automatic and manual entries

related to the contact in a table.

4. A Certificate, orDigital ID, is used to verify the identity of the person who sends

an e-mail message. Digital ID has two parts: Private key, stored in the ownerscomputer, and apublic key that others use to send messages to the owner and verify

the authenticity of messages from the owner.

5. All Fields pagecan display groups of fields in a table format.


42/85



Saving Contacts

Enter the contact details.

When you have finished entering information in the Contact form:

ClickSave and Close icon in the toolbar.

OR

ClickFile >> Save & File >> Close.

For entering new contact,

ClickFile >> Save and New for entering new entry.

Create A Contact from The Same Company As Another Contact

Select an existing contact from the same company as the contact you want to create.

ClickActions >>New Contact from Same Company.

In the Full Name box, type a name for the contact.

In the window that appears, note that all the details related to the company are already

filled up.

Type the information you want to include for the contact.

ClickSave and Close icon.

ClickFile >> Save & File >> Close.


43/85



E Create A Contact List for a Group of people

To create a list for a group of people:

While viewing your contacts folder,

Select File >>New>>Distribution List.

The Untitled-Distribution Listwindow appears.

In the Name text box, type the name for the list of people.

Click the Select Members button.

The Select Members window appears.

Select the person(s) you would like to include in your list.

Figure 19


44/85



In case more than one person is to be selected, keep the Ctrl key pressed while

clicking on the persons to be selected.

ClickAdd button.

The person adds to the box on the right of the window.

ClickOK.


The distribution list appears in your Contacts.

Opening Contact

With Contact window, you get list of all contacts.

Select & Double click the contact you want to open.

Deleting Contact

With Contact window, you get list of all contacts.

Select the contact you want to delete.

Edit>>Delete

Updating Contact

Open the desired contact.

On the General and Details tabs, update the information you want.



45/85



E Contacts Views

The Contact view in Outlook gives you a way to change how contact information is organized

and formatted.

To change your contacts view, Click on Organize.

Click on Using Views.

A new screen section appears.

Figure 20


46/85



In the Change your view box, you can choose any of the views given in Table-1 and see the

difference between them.

Click this view To see contacts

Address Cards On individual cards with one mailing address and business

and home phone numbers.Detailed Address Cards On individual cards with business and home addresses, phone

numbers, and additional details.

Phone List In a list with company name, business phone number, business

fax number, and home phone number.

By Category In a list grouped by categories and sorted by the names the

contacts are filed under within each category.

By Company In a list grouped by company with job title, company name,

department, business phone number, and business fax

number.

By Location In a list grouped by country with company name, state,

country, and phone numbers.

By Follow Up Flag In a list grouped by flag. Also shows the due date for follow-

up action for the flag.

Table 1

E Printing Contacts

Outlook includes a number of printing options that will help you quickly and easily create

directories, phone lists, and other print resources that formally took hours or days to create.


47/85



Choose File>>Page Setup.

Select any of the style from the menu.

Based on the style chosen, a dialog box appears. The Dialog box has three pages: Format,

Paper, and Header/Footer.

1. In Format page, choose the format options you would like to apply to the style.

(a) Sections: To have each letter of the alphabet begin on a new page, choose Start on a

new page.

(b) Number of columns: As you increase the number of columns, Outlook decreases the

font size.

(c) Blank form at end: This option allows users to add new entries in the correct section.

(d) Letter tabs on side: This check box will generate an index, with the sections letters

highlighted.

(e) Heading for Each Letter:This feature gives you a highlighted letter at the beginning of

each alphabetic section.

(f) Fonts: Choices of fonts for the letter headings and body.

(g) Print Using Grey Shading: This check box enables or disables grey shading in the letter

tabs, letter headings, and contact names.

2. In Paper Page, choose the settings that describe the dimensions of the paper youre going

to use.

3. On the Header/Footer Page, you can create header and footer that contain text and

document information.Now you are ready to take the printout.


48/85



q Scheduling Activities through Calendar

The Calendar in Outlook can help you manage your appointments, meetings, and events.

Calendar keeps track of your schedule, and allows you to plan meetings with others. Outlook

can even remind you of upcoming items.

E Viewing and Navigating the Calendar

Click the Calendar icon on the Outlook bar.

OR

ClickView>>GoTo>>Calendar from menu.

The Calendar appears in the information viewer (Figure 21).

Figure 21


49/85



You can schedule three types of activities with the help of your calendar:

Appointments, meetings, and events.

Appointments

l An Appointment is an activity that you schedule in your Calendar and it does not

involve inviting other people.l Appointments can have reminders attached to them. You can schedule recurring

appointments.

Meetings

l A Meeting is an appointment to which you invite other people. When you create a

meeting, you identify the people to invite and pick a meeting time. Responses to your

meeting request appear in your Inbox.

l You can also add people to an existing meeting, reschedule a meeting, or schedule

recurring meeting.

l To create an online meeting, such as a NetMeeting, select the This is an Online Meet-

ing check box on the Appointment tab of your meeting request.

Events

l An Event is an activity that Lasts 24 Hours or Longer. Examples include a trade

show, the Olympics, a vacation, or a seminar.

l An annual event, such as a birthday or anniversary, occurs yearly on a specific date,

while an event occurs once and can last for one day or several days.

l Events and annual events do not occupy blocks of time in Calendar; instead, theyappear in banners.

l An all-day appointment shows time as busy, while an event or annual event shows

time as free when viewed by others.


50/85



E Scheduling Calendar Item

There are many ways to schedule a calendar item. Follow the instructions below to create your

calendar item.

Schedule an Appointment

Select File >>New >> Appointment.

You will get following Screen.

Figure 22

In the Subject box, type a description.

In the Location box, type the location.

Select start time and end time. When you select start and end times, you can take

advantage of Auto date functionality by typing text such as next Tuesday or noon

instead of selecting a date or time.


51/85



Select other options you want.

ClickSave and Close. The appointment appears on the calendar.

Schedule a Recurring Appointment

You probably have a number of appointments that occur on a regular basis for example, a

weekly staff meeting, a daily project review meeting, or a monthly district sales meeting. To

schedule a Recurring Appointment follow the steps given below:

Make sure you are in the calendar.

Select Action >>New Recurring Appointment.

A dialog box gets displayed. In the Recurrence pattern, select the options for the

recurrence.

Select start time and end time.

ClickOK.

An Untitled Appointment window appears. In the Subject box, type a description.

In the Location box, type the location.

Select other options you want, and type information in the open space.

ClickSave and Close.

The appointment appears on the calendar.

Schedule a Meeting

When you schedule a meeting, Outlook sends the people on your list an Email message askingif they can come.



52/85



Select Actions >>Plan a meeting.


Figure 23

To invite attendees and resources,

Click on Invite Others.

Select a name from the list.

If you need to invite people not listed,

For each name selected.

ClickRequired, Optional, or Resources, as the case may be.

ClickNew>>Contact to add new contact.

ClickOK.

Choose the Meeting start time and Meeting end time from the dialog box.

Click on Make Meeting. A dialog box appears.


53/85



In the Subject box, type a description.

If you did not schedule a room, type the location in the Location box.


If the meeting is recurring, Select the Actions >>Recurrence.

Select the Recurrence pattern and Range of recurrence options you want.

ClickOK.

ClickSend.

The appointment appears on the calendar and Outlook sends an e-mail invitation to each

person.

Schedule an Event


On the Actions menu, Select New All Day Event.


Figure 24


54/85



In theSubject box, type a description.

In theLocation box, type the location.



The event appears on your calendar.

E Adding Holidays

You can automatically add the holidays for a particular country to your calendar. These holi-

days are set up as recurring events in your calendar. To add holidays to a calendar other than

your Outlook Calendar, manually copy the holidays to the other calendar.

SelectTools>>Options >>Calendar Options.

Figure 25


55/85



Figure 26

Click onAdd Holidays.

Select the check box next to the country with the holidays you want to add to your

Calendar.

ClickOK>>OK>>OK.

The holidays appear on your calendar.

Editing Calendar item

Double-click the desired appointment in the calendar.

The item opens for you to make changes.

After making the changes,



56/85



Note: Outlook allows you to drag items around the calendar. For example, to move an ap-

pointment to a new day, click the appointment in your calendar, hold down the mouse button to

drag it to a new day, and release the mouse button. The appointment moves to the new day.

Deleting Calendar item

Select the item you want to delete.

ClickEdit >>Delete.

Note:This moves the item to your Deleted Items folder. At this point, you could go to your

Deleted Items folder and recover the item. If you would like to permanently remove the item,

you must highlight the item in the Deleted Items folder, and Click the Delete button.

ECalendar Views

As with the Inbox, you can view the Calendar in many ways. Each view, besides the Day/

Week/Month, also shows attachments, subject, start and end times, recurrence information,

location, and categories.

To change your view, clickOrganize. or clickTools>>Organize.

ClickUsing Views.


57/85



Figure 27


In the Change your view box, you can choose any of the views given in Table-2 and

see the difference between them.


58/85



Click this view To see

Day/Week/Month Appointments, events, and meetings for one or more days or

weeks or for a month. Also includes a list of tasks. This view

looks like a paper calendar or planner.

Day/Week/Month Same as the Day/Week/Month view, except the first lines of the

with Auto Preview text appear in items.

Active Appointments A list of all appointments and meetings beginning today and goinginto the future and details about them.

Events A list of all events and details about them.

Annual Events A list of events that happen once a year and details about them.

Recurring A list of recurring appointments and details about them.

Appointments

By Category A list of all Calendar items grouped by category and details

about them.

Table 2

After selecting the view, close the organizer, by clicking close button on the right hand

side of organize window.

To change the Day/Week/Month calendar display, click one of the buttons given in

the Table-3 in the menu bar.

Displays one day of the selected month, Task Pad, and Date Navigator.

Displays one work week (Mon-Fri), Task Pad, and Date Navigator.

Displays one week of the selected month, Task Pad, and Date Navigator.

Displays five weeks of the selected month.

Table 3


59/85



q Managing Tasks

E Introduction

Outlook Tasks can help you manage your various duties and projects. You can use it to record

your tasks, set priorities, and due dates.

A task is a personal or work-related errand you want to track through completion. A task can

occur once or repeatedly (a recurring task). A recurring task can repeat at regular intervals or

repeat based on the date you mark the task complete. For example, you might want to send a

status report to your manager on the last Friday of every month. Recurring tasks are added

one at a time to the task list. When you mark one occurrence of the task complete, the next

occurrence appears in the list.

E Creating New Task

Click the Tasks icon on the outlook bar.

You will get following screen.

Figure 28


60/85



If you wanted to create a New Task then,

Click on Newbutton.

An empty Task window appears as follows.

In the Subject box, type a task name.

Select the options you want.

If the task is recurring, click the Recurrencebutton.A new window appears ( figure 30 ). Select the options you want.

Figure 29


61/85



Figure 30

ClickOK.


Outlook adds the new task to your task list

Note: Tasks can be recurring or non-recurring. A recurring task is a task that you must com-

plete on a regular basis- such as monthly report, a weekly agenda, and a quarterly tax submis-

sion. (To set up a recurring task, click the recurrence button on the standard tool bar within the

Task form).

E Tasks Views

Once you have many tasks in Outlook you may want to see them in a special format.

To change your view, clickOrganize

ClickUsing Views.


62/85



Figure 31


In the Change your view box, you can choose any of the views given in Table-4

and see the difference between them.


63/85



Click this view To see tasks

Simple List In a list with only a few details so you can see at a glance the tasksthat are complete.

Detailed List In a list that shows many details about each task, including priority

and percentage complete.

Active Tasks In a list that shows only incomplete tasks (including ones that are

overdue).

Next Seven Days In a list that shows only the tasks that are due in the next seven

days.

Overdue Tasks In a list that shows only the tasks that are overdue.

By Category In a list, grouped by category and sorted by due date within each

category.Assignment In a list that shows only the tasks that have been assigned to others,

sorted by task owner and due date.

By Person In a list, grouped by task owner and sorted by due date for each

Responsible task owner.

Completed Tasks In a list that shows only the tasks that have been marked complete.

Task Timeline Represented by icons arranged in chronological order by start

date on a timeline. Tasks without start dates are arranged by due

date.

Table 4


64/85



Figure 32

q Working with Journal

E Introduction

While Tasks and Calendar are intended to help you plan your upcoming activities, the Journals

purpose is to record the work you have done. You can use journal to generate reports, to

confirm conversations with your clients, and to keep a running history of your daily activities.

E Manually Recording an Event in the Journal

ClickJournal icon on the My Shortcuts Outlook Bar.

Journal opens in the information viewer.


65/85



Click the Newbutton.

OR

ClickFile >> New >> Journal Entry.

A new journal entry form appears.

Figure 33

In the Subject box, type the name of the journal entry.

In the Entry Type box, Click the type of journal entry you are recording.

Select the options that you want.

ClickSave and Close.The entry is added to your journal.


66/85



E Inserting Objects into a Journal Entry

To manually insert an object such as bitmap, Word document, or Access database into a

journal entry, follow these steps.

Open the desired journal entry.

Choose Insert >> Object. The Insert Object dialog box opens. Choose the type of

object you would like to insert.

ClickOk.

OR

Select Create from file and choose the file to be inserted.

Automatically Recording Journal Events

Select Tools >>Options.

The Options window appears ( Figure 34 ).

In the Preferences Tab, click the Journal Options button.


67/85



Figure 34

In the Automatically record these items box, select the check boxes for the itemsyou want automatically recorded in Journal.

In the For these contacts box, select the check boxes for the contacts you want the

items automatically recorded for.

ClickOk.

Relating Journal Entries to Contacts

Journal entries can be linked directly to contacts. Instead of searching through all of your files,

it is nice to look in one place for all information. It is therefore required that the journal entries

are viewed for a contact.

Click on Outlook shortcuts bar>>Contacts.

Select a contact and double click it.


68/85



Click the Activities tab.

In the Show box, clickJournal. A list of journal for that particular contact willm

displayed.

Close the dialog box.

Locating Events in the Journal

If you are looking for a particular Journal entry,

ClickFind button on the toolbar.

Type a key word or name into Look For text box.

ClickFind Now button.

Outlook searches the subject and body of the entries for the text you entered and

returns the result in the information viewer.

Delete a journal entry

In Journal, select the journal entry.

Select Edit >>Delete.

Note: Deleting a journal entry does not delete the item, document, or contacts that the journal

entry refers to. Similarly, when you delete an item or document that has been recorded in

Journal, the journal entry for that item or document is not deleted.


69/85



q Making Notes

E Introduction

Notes are the electronic equivalent of paper sticky notes. Use notes to jot down questions,

ideas, reminders, and anything you would write on notepaper. Notes are also useful for storing

bits of information you may need later, such as directions or text you want to reuse in other

items or documents. You can leave notes open on the screen while you work. When you

change a note, the changes are saved automatically.

E Creating Note

Click on Notes icon in the Outlook Shortcut bar.

Note screen with list of Notes (if already created ) is displayed.

Figure 35


70/85



To create a new Note,

Click on File >>New >>Note.

OR

Click on New icon.

Figure 36

Type the text of the note.

To close the note, click the Note icon in the upper-left corner of the Note

window, and then clickClose.

Note:When you are entering a note, enter a title for the note and then press enter before

entering contents of the note. Otherwise, the entire text of the note will be visible in the Notes

Information Viewer.


71/85



Change the color of a note

Select the desired Note.

Right Click on the Note.

Point to Color, and then click the color you want.

OR

Double Click on the desired Note. Click on the upper left corner of the Note.

Point to Color, and then click the color you want.

Change format options for new notes

On the Tools menu, clickOptions.

Click the Preferences tab.

ClickNote Options.

Under Notes appearance, select the options you want.

ClickOK.

Delete a note

Select the notes you want to delete.

ClickEdit >>Delete.


72/85

MS Outlook


Annexure-I

E Information to the Participants

What you can type in date and time fields?

Instead of typing numbers for a date or time, you can type a description of the date or time inwords. Outlook then converts the description to a number format for you. This conversion is

called Auto Date. For example, if you type one week from today in a date field, Outlook

displays the numbers that represent the correct month, day, and year.

The following list provides examples of what you can type in date and time fields. Use this list

for ideas, and then try to type some descriptions yourself. Also, try typing abbreviations. For

example, you can type Feb instead ofFebruary.

Dates spelled out

- July twenty-third, March 28th, first of September- This Fri, two days from now, sixty days after

- Three wks ago, next week

One month from today Times spelled out

- noon, midnight

- nine oclock am, five twenty

Descriptions of times and dates

- now

- yesterday, today, tomorrow- next, last

- ago, before, beforehand, beginning, previous, start

- after, end, ending, following

- for, from, that, this, till, through, until

Note: If you type something in a date or time field and later change your mind, you

can delete the entry or type none.


73/85

MS Outlook


Annexure II

E Configuring your System for Email S/W (MS Outlook)

Start MS Outlook by clicking Start>>Programs>>Microsoft Outlook.

In the Outlook window, clickTools>>Accounts.

Select Mail tab.

Case-I

Figure 37


74/85

MS Outlook


ClickAdd>>Mail button.

Figure 38

Enter the display name. For example, if your Email address is

[email protected] , then you can enter user1 (optional) as display name.

ClickNext button.


75/85

MS Outlook


Figure 39

In the E-mail address textbox, type the Email address provided to you by the Email

service provider. ClickNext button.


76/85

MS Outlook


Figure 40

In the Incoming mail(POP3 or IMAP) server textbox, type the address provided

to you by the internet service provider.

Similarly, for the Outgoing mail(SMTP) server, service provider can only helpyou in entering the name of the outgoing mail server.

ClickNext button.


77/85

MS Outlook


Figure 41

Enter the Account name of your email address. For example, user1 will be the ac-

count name for the email address [email protected]

Note : If you would like the system to remember your passwords then select theRemember password option. Enter the password which is provided to you by your

service provider.

ClickNext button.


78/85

MS Outlook


Figure 42

Select the method you use to connect to the internet.

ClickNext button.

ClickFinish button.

Case-II

If some entry is already there in Account, Type & Connection text box, which means

that, it is already configured. Click Properties to check the configuration.


79/85

MS Outlook


Figure 43

Specify the settings in the following screen.

Following is the example of configuring the system with e-mail account

[email protected] having password as user1


80/85

MS Outlook


Figure 44

Click on Servers tab.


81/85

MS Outlook


Figure 45

Check for the Incoming mail andOutgoing mail.

Check the Account Name.

Provided by internet

service provider


82/85

MS Outlook


Figure 46

Click on Connection using my local area Network ( LAN ).

Click on Apply >> OK.

Now exit and restart Outlook, to bring in effect, the settings made.

Click on Connection tab.


83/85

Notes


84/85

Notes


85/85

Notes

Documents

Outlook New