Outlook User`s Manual
Contents
1. Hil Staff Meeting Recurring Appointment SEE File Edit wiew Insert Format Tools Actions Help le Save and Close S d Recurrence GF Invite Attendees IK 2 screen l e e remi nders Save and Close Subject M Staff Meeting notes etc Location This is an online meeting using Recurrences Occurs every Monday effective 1 20 2003 until 3 24 2003 From 10 00 AM to 11 00 AM 4X M Menden Jisminites e showtime as Buy All office pfaf is required ta attend Categories Private Contacts 9 Click Save and Close Page 3 Outlook Outlook Shortcuts Monday January 27 Q am go The appointment will have the Recurrence indicator next t the appointment To Move One Appointment In A Recurring Series lf you have a schedule change for one appointment click on the appointment and drag it to the new time day You will see a new icon that indicates this is still a recurring appointment but has been moved from the normal day time ERO A 4 Staff Meeting Page 38 Outlook Open Recurring Item Staff Meeting is a recurring appointment Do vou wank ba open only this occurrence or the series If you double click on the appointment you will be given the opportunity to move the whole series Click OK f Open this occurrence f Open the series Click On Hi Staff Meeting Recurring Appointment Rec2. Attachment Test Message Plain Text Sel 2 Create the email Eile Edit wie Insert Format Tools Actions Help 7 eer LO Item PH Marie ar From the New Message Horizontal Line window Bcc Picture Subject Attac VB Hyperlink DNE EE Y This is justcen eccecmre else P Attach The Document IE Signature 3 Choose Insert 4 Choose File 5 Navigate to the file you want to 6 Double Click on the file Insert File ed ES Look in E My Documents de tj od Tools _ Adobe amp My Webs Agent TechShop _ Nfuse ra citrix _ Supra _ Data gi g active setup Designer Tod s desktop desktop Wl Fax Coversheet Download software 3 MileageReimbursement HanDBase m ML change Tips and Techniques Hawaii pics FF Tami CMA dac MLXchange My eBooks KS My Music Mv Pictures Filename O me Files of type fal Files Cancel Page 24 Outlook Attachment Message Plain Text File Edit View Insert Format Tools Actions Help Send i 2 Options id To Jackie Johnson com Bcc L Subject Attachment O y y a aaaa This will be a memo with an attachment e FAQs Far Forum an When you have attached a document an icon will display at the bottom of the memo NOTE You can attach several documents to the same memo However a large number size of the documents may cause the transfer of the memo to be
3. Ged Save and Close dh ir li Recurrence a Assign Task ig a X a gt Task Details Subject super R Fot Luck Due date Mone 1 Status Not Starbed Start date None Priority Normal 3i Complete 0 ae Reminder None l Mone l l Owner Marie Penkake Contacts Categories Private i Page 42 Outlook Super Bowl Pot Luck Task Sele File Edit View Insert Format Tools Actions Help Ey save and Close i 4 Recurrence ex Assign Task 3 B mW a a Task Details Subject Super Bowl Pot Luck Included in the Due Start Due date None Status Not Started i January 2005 z a o dna g PE p 1 dates Start date 4 Y Priority N rmal vo Complete fl ie E 2M TW TFS is a calendar function that m A Remind les 4 G Owner Marie Penkake makes it very easy to assign X s 6 7 8 91011 zi 1z 13 14 15 185 17 18 dates 19 20 21 22L_J24 25 26 27 2B 29 30 31 NOTE There is no time EN EXHI assigned to the defaulted due date Contacts Categories Private El x ba Super Bowl Pot Luck Task File Edit View Insert Format Tools Actions Help el save and Close ii Recurrence ex Assign Task k h a a s Task Details E Due in 3 days Subject Super Bowl Pot Luck Due date Sun 1 26 2003 1 Status In Progress Enter any notes regarding this task Stark Ate Mone
4. Distribution List icon Page 11 9 Enter a List name in the Name box You will want to name it so you can remember who is in the group 6 Choose Select Members button Outlook 51 Untitled Distribution List File Edit View Insert Tools Actions Help Ig save and Close i Bm NA AX d i Members Motes Name lwaRestyITDep Select Members Add Mew rr E mail There are no items bo show in Ehis view 3 lowa Realty IT Dept Distribution List 7 Click on a contact name and choose Add gt NOTE This just adds Members to the list you can still email them individually The list on the left is the list you can choose from for your Distribution List The list on the right is the people that are in your Distribution List 8 When you have added everyone to the list click OK Page 12 Select Members 7 Xx Type name or select from ligt Find Contacts g Add tobsstibution list Add gt Curtis Rother sal Chris Bupp clbur Dale Koenigsberg E Comp USA davit EZ Chris Bupp Wh raig Bender st EZ Curtis Rother cjrott wan Buscher Dari Ez Dan Kegler Ez Dave amp Geena Wellendort E Dave Dahlquist Ez Dave Schuldt DSC be 4 H New Contact Properties 4 4 Cancel Outlook p s P E 3K lowaRealtyIT Distribution List E Bix Ge pa ye quet pde Sure Bl save and cose amp Sa ly F
5. File Edit View Favorites Tools Actions Help Ez Mew 4 D X EM SR BF Sgorganize E Folder List x Outlook Today Person Calenda Contacts Deleted Items 1 TB Drafts Ea Inbox d Journal 5 Motes C outha A Sent Items VN Tasks chrisbuppiaiowareally cam 2 Bupp Chris Johnson Jackie E mail jackiejohnson iowarealky cam KiEner Tami E mail Famikitnier icu corn Koening f Dale nall dalekoenigsberg iowarealk Penkake Marie C 300 5 Pleasant Hill Blvd Des Moines 14 50327 Business 515 Loggen Home 15 265 5471 ym 5153 201 445 5153 262 370 mpenkakemaol Business Fax E mail Shaw Wanda Mobile wandashaviaic lt ial 6 Items Outlook Creating a Group When you regularly send emails to the same group of people you can create a group to save time and ensure accuracy of email addresses A contact must exist prior to becoming a member of a group If you wanted to email all of the CRS s in your office you can create a group and email them all at once In a message recipients see their names and the names of all other recipients on the To line of the message NOTE In Outlook 2000 groups are referred to as Distribution Lists To create a Distribution List From the Contacts folder Actions Help Mew Contact Ctrl M 1 Click Actions 4 New Distribution List Ckri Shift L 2 Click New Distribution List 7 This is the CE
6. amp Fa Go ka Today Ma 5 Work week Pri week ff Month B Find Su Organize z Outlook Shortcuts eee mE aA Wednesday January 22 i 5M TW TF 4 5SM TWW TF 4 Outlook Today e2 3031 1 2 3 4 l 5 6 7 8 91011 3 4 56578 at 12 13 14 15 16 17 18 910 11 12 13 14 15 di 19 20 z1 23 24 25 16 17 18 19 20 21 22 26 27 26 29 30 31 2a 24 25 26 27 28 1 Calendar ater ee 4s 23 4 5858578 Contacts Click here to add a new Task Click here to add a new Task i m Open House Treats Open House Pleasant n Motes E My Shortcuts Other Shortcuts Page 32 Outlook Click on the Work Week view Calendar Microsoft Outlook lolx H ET E Le Lr 3 1 Calendar g Mon20 Tue21 Wed 2 Thuz3 Friz4 Qutlaok Today 5M Tw TF 5 5M Tw TF 5 29 30 31 1 2 3 4 l Gm 2 6 7 8 91011 2 d 4 3 b r B 12 13 14 15 16 1 18 91011 12 13 14 15 19 22 25 16 17 18 19 20 21 22 au 26 27 28 29 30 31 235 24 25 26 27 28 1 Cale Calendar 2 345878 a lt i M Dg E UE here to add a new Task Elcg llop toser o Contacts 1 jee 12 au o Motes 4 Items Mail Delivery Error click here r 34 Change to the Week view Calendar Microsoft Outlook File Edit view Favorites Tools Actions Help Cs Mew amp R X Go to Today a Day Work Week Ee 51 Month B Find 4g Organize Outlook Shortcuts pei S January 20
7. January 26 W ge Monday January 20 Thursday January 23 January 2003 February 2003 b i 12 00pm Lunch with Client SM TWiT SM TW TFS Outlook Today 203031 1 2 1 5 6 78 9101 23452878 t 12 13 14 15 16 17 1 9 10 11 12 13 14 15 g O 16 17 18 19 20 21 22 26 27 26 29 30 31 23 24 25 26 27 28 Calendar 34 5 6 7 FS 3 4 0 11 7 18 Tuesday January 21 Friday January 24 1 v TaskPad zx Staff Meeting EH Click here to add a new Task Contacts abico e Doven rosenes 000 wednesday January 22 Saturday January 25 11 00am 20s Open House Please Motes m My Shortcuts Sunday January 26 Other Shortcuts New Group 4 Items Mail Delivery Error click here A Page 33 Outlook Calendar Microsoft Outlook File Edit View Favorites Tools Actions Help January 2003 1 0 Moy Tuesday wednesday Thursday i Sat Sun C h an g e to th e SS December 30 3l January 1 03 2 8 T Outlook Today Month view 7 a i dam Staff Mee 1 30pm Dentist ap d Hotes February 1 My Shortcuts Y Other Shorkcuts gt a 4 Items Mail Delivery Error click here P ul Moving Appointments Outlook makes it very easy to move appointments using the different views of the calendar If you are only changing the time of the appointment click on the Day BEE Calendar Microsoft Outlook a A Friday January 24 4 January 200
8. Priority pus p mS Completed Ps du Iw Reminder gun 1 26 2003 8 00 AM Waiting on someone else ae Deferred Making Chili Click Save and Close Contacts Me iw Reminder Fri 1 z4r2003 iel 4 January 2003 p k SM TW TF 5 1234 5 6 7 8 91011 12 13 14 15 16 17 18 19 20 21 z2 23 25 26 27 28 29 30 31 Today NOTE A Reminder provides visual and or audio alerts when a task due date is approaching Use the calendar to set the date you wish to be reminded Contacts E Page 43 Outlook Calendar Microsoft Outlook SEE File Edit View Favorites Tools Actions Help Es New amp x Go to Today 1 bay work Week T week 1 Month Find g Organize Ea S Outlook Shortcuts LeS Te Ee January 23 2003 e A Thursday January 23 4 January 2003 February 2003 gt E SM TW TF 5 SM TW TF 5 Outlook Today 203031 1 2 3 4 1 5 6 7 8 910 11 2345 67 8 er 12 13 14 15 16 17 18 910 11 12 13 14 15 49 19 20 21 22 24 25 16 17 18 19 20 21 22 Once you have saved a Calendar 2627 28 29 3031 ji 5s task D E TaskPad 4 L L 3 Click here to add a new Tas Contacts you will see it on the a Calendar screen 7 cske For Dous s eo Bo open rause meas 0 When you have completed a task check mark Deleted Items 00 it off or return to the task roms window and change the A status M
9. fe This is an online meeting using Microsoft NetMeeting QE time wed 1 22 2003 inonam I Al day event End time wed 1122 2003 11 30 AM a V Reminder 15 minutes gt Shaw time as Busy Page 30 Outlook The Appointment Screen This screen allows you set adjust the date time add attendees from Contacts provide a subject line and enter a description of the meeting An invaluable aspect of it is the opportunity to set the location of the meeting in addition to all the other components Hi Open House Appointment Seles File Edit View Insert Format Tools Actions Bep save and Close amp b d Recurrepef GE Invite Attendees p XK t e Appointment Attendee Availabilike Subject Open House Thisis an online meeting using Location Pleapant Hill Qm tma wed 1 22 2003 unam I Alday event End time Wed 1 22 200 iom 0 Ok M Reminder 15 minutes A fk Show te as Busy Realtor Qpen House in the Pleasant ve Subject Enter the Appointment Time if the dates and times are not correct correct them Categories Private Contacts Memo Enter the notes associated with the meeting Page 31 Outlook Calendar Views In Outlook there are several ways of viewing your calendar The toolbar at the top of the screen indicates which view is showing pA Calendar Microsoft Outlook maf uw
10. sender of the message click Reply Inbox Folder List x D A From Subject Outlook Today Personal m Wissner Carol TRIO Ver 6 Pre Prod B Tami Kitner Fwd Meeting HomeServices CMA Ernie Bottom Meeting HomeServices CMA ve 45 Bank 1st Class EA Bills E uy NOTE To reply to all of the recipients in the To and Cc boxes click Reply to All Page 22 Outlook To Forward A Message 1 Select the message you want to forward Eile Edit View Favorites Tools Actions Help New E 33 CoReply fy Reply to All WE Forward pet F Send Receive S3 Find Su Organize Inbox Folder List x E af From Subject E Outlook Today Personal m5 Wissner Carol TRIO Yer 6 Pre Prod A Bank 1st Class Mj Tamikitner Fwd Meeting HomeServices CMA 2 2 Bills Ey Ernie Bottom Meeting HomeServices CIMA 2 Click Forward 3 Enter recipient names in the To Cc and Bcc fields a To select recipient names from a list click the To Cc or Bcc button 4 Click Send Note You can Forward multiple messages at once if you select all of them first then click on Forward Page 23 Outlook Attaching A Document To Your Email Message One of the advantages of using email is the fast and efficient transfer of full documents Attaching documents in Outlook is very easy 1 Create and save the document you wish to send to others REMEMBER where you saved it
11. slow or not be sent at all Page 25 Outlook Managing Your Email Managing your email boxes Inbox and Sent Items is critical for both your organization of responses as well as the server space Right click your mouse on any email Open b Print The options available will be displayed in the pop up menu C Reply Flag for Follow Up C Reply to Aj will assign an icon to the side of the message as a visual reminder to VE Forward follow up on the message os Y Flag For Follow Lp If you do not even wish to read the email you may mark it a Mark as Read Mark as Read without ever opening it up Categories Find Al k Junk E mail 4 ad Delete If you choose to delete the memo choose Delete L3 Move to Folder NOTE When you delete a memo it will reside in the Deleted Items folder until you remove it permanently from the Deleted Items folder This allows you the option of moving the memo back to its original location However it is highly recommended that you empty the Deleted Items folder at the end of each day er EM Marie Organize Your Email in Folders Personal emails Folder contains 1 On the File menu point to New and then click Contact Items iE Folder Select where to place the Folder sat Personal Folders 2 In the Name box enter a name for the folder pene Re Deleted Items E 3 e n Drafts 3 In the Folder contains box click the type of items ea Inbox you want the folder to co
12. 3 February 2003 S SM TW TF 5S SM TW TF 5 Outlook Today 293031 1 2 3 4 1 E 567 8 91011 2345678 A t 12 13 14 15 16 17 18 9 10 11 12 13 14 15 49 r 19 20 2122 23 25 16 17 18 19 20 21 22 26 27 28 29 30 31 23 24 25 26 27 28 Calendar 2345678 1 Click on the left outer frame D A Taskrad of the a oi ntment n 2m mE Click here to add a new Tash ontacts pp rcli CL 1 Cake for Doug s BD Ol Open House eds 2 Click and drag the appointment to the new time Notice your cursor changes to Deleted Items this shape New Group 0 3 Items Mail Delivery Error click here A v Page 34 Outlook To move an appointment to a different date AND time click on the Work Week view Calendar Microsoft Outlook m Edit View Favorites Tools Actions Help J P Outlook Today 293031 1 2 3 4 1 5 6 7 8 910 11 234 5686768 l l x 12 13 14 15 16 17 18 9 10 11 12 13 14 15 Click on the left side A ERHERZENGS aei le ie oo oe 26 27 28 29 30 31 23 24 25 26 27 28 the blue line Calendar E 2345878 of the appointment 0 B reped and drag it to the new dst IU E alia here to add a new Task BD cakeforDou s80 day and time ui Wired EljOwnHwseTed Notice your cursor changes to this shape Deleted Items c My Shortcuts I Other Shortcuts E NewGop gU Changing appointment to a different day Calendar Microsoft
13. DER VIEW you see all of your folders at once in the Folder List Inbox Microsoft Outlr ak File Edit View Favoris Tools Actions Help l New Inbox ce z Outlook Today Personal 388 4 Wissner Carol 4 Bank 1st Class E Tami Kitner UC Ex Bills Ej Ernie Bottom Ea Brenda 3 4 Wissner Cal 2 ui C Calendar E Diane Wiliams PO Fi Cedar Rapids 1 E IRCMonitor Ea Citi E d Kelly Stuber noga Contacts l ey Curtis Rather fa Deleted Items 28 T Downloads Tim Dunn F cS Drafts 3 Terry Fitzpatrick H FH pay Jackie Johnson 4 Fun 1 g G Kelly Stuber e TE Handybase E helpdeski iowareal a Inbox 7 E3 0 Mail Delivery Subsy AREY Jeff Earl Short Ze Journal ey Earl Short SE3 Leadership MLS E3 Earl Short ee arin T D roir Page 4 F Reply Reply to Al YE Forward Sy Send Receive Find 9 Organize a e E Bernd Sa Subject TRIO er 6 Pre Prod Fwd Meeting HomeServices CMA Meeting HomeServices CMA RECO Call Notes of April 24 Rapatoni amp MLXchange Alert TOW Apr 27 Oz26m11 15ET vendor Registration Tech Fair Class Tracks Image Server Issues RE Report with Map Fw Returned Mail Error During Delivery vendor Registration Fest Returned mail Can t create output Fwd Returned Mail Error During Delivery Fwd Returned mail User unknown Fwd Returned mail User unknown F7 Moke wee Hl ee et dp Ieee eee ee eee
14. L Kl ae Members Motes ga Mame lowaReakyIT E Add Mew Remove chrisbuppidiowarealty corn dalekoenigsberg iowarealk jackiejohnson iowarealty c 9 Click Save and Close Mame Chris Bupp Dale Koeningsberg Jackie Johnson To Add Edit Delete Members On A Distribution List Once a distribution list is created it is easily updated to reflect changes in the group To update an existing list Contacts Microsoft Outlook mE File Edit View Favorites Tools Actions Help 1 Click the EzNew amp D3 X ES S Brind Ygorganize EH 1 Contacts icon or Outlook Shortcuts We pips ens Bup Sha folder 123 d Bupp Chris Penkake Marie C ee aM E mail clbupp iowarealty com 300 S Pleasant Hill Blvd a Des Moines IA 50327 K Iowa Realty IT Dept HET Business 515 263 8488 d Rett tton Mat ta dac UERULN PIA 515 265 5476 RealtyIT 0 Mobile 515 201 4454 SS Business Fax 515 262 3708 hi bhnson Jackie E mail mpenkake aol com ij E mail jackiejohnson iowarealty com p n n Peterson Kim Contacts Kitner Tami E mail kpeterson iowarealty com m E mail tamikitner iowarealty com no v Shaw Wanda pq Koeningsberg Dale Mobile wandashaw iowarealty com L E mail dalekoenigsberq iowarealt um Er Lt t My Shortcuts uv 2 Double click the Other Shortcuts wx Distribution List New Group N fea Page 13 Ou
15. Outlook File Edit View Favorites Tools Actions Help To move an deis appointment to a Calendar January 2003 different day click on n ENS Wednesday Thursday Friday SiS Ja 7 January 1 03 the Month view Outlook Today Click on the appointment and drag it to the new date 2 30pm Dentist ap 31 February 1 My Shortcuts 9 00am Staff Meel Other Shortcuts N 2 NewGnup v 5 Items Mail Delivery Error click here A m Notice your cursor changes to this shape e Page 35 Outlook Recurring Appointments There are appointments that occur on a regular basis these are called recurring appointments l e staff meetings that occur at the same time each week month To set an appointment as a recurring appointment open the Calendar icon ON Calendar Microsoft Outlook Help Da Work Week 7 Week Month Find p Organize Y Ei i File Edit wiew Favorites Tools Actions 1 Click on Day VIEW Monday January 20 Ajj 4 January 2003 February 2003 b 5M TW T F 5 5SM T TFS 12 3 4 1 5 6 78 91011 3458578 i 13 14 15 16 17 18 9 10 11 12 13 14 15 19 21 b2l23 a4 25 16 17 18 19 20 21 22 26 27 28 29 3031 23 24 25 26 27 28 2 Enter the MD v Sen T mE BHECIUUTUPUC NN Cake For Doug s BD E lopentousereis My Shortcuts Other Shorkcuts Mew Group iil Staff Meeting Appointment 3 Double click on the File Edit Vie
16. Outlook In the OUTLOOK BAR VIEW your folders are separated into sections Outlook Shortcuts My Shortcuts and Other Shortcuts i Inbox Microse Outlook Sele File Edit ie plNew Eb ES XK Ge Reply Odfiook Shorkcuks Favorites Tools Actiongy Help Nu Reply to All Qf Forward 15 Send Receive Bg Find vu Organize Og Frog Subject Received al m Ch is Bupp Re ok I need some mail Mon 1 20 2003 4 47 Replying as ordered chris Quoting Marie Penkake lt mpenkakem iowarealty com gt Jackie Johns Re Please respond I am responding Jackie Quoting Marie Penkake mpenkaket amp iawarealEy com gt 7 Jackie bed Microsoft Ou Welcome to Microsoft Outlook 2000 Tue 1 14 2003 3 58 Welcome to Microsoft Gutloak 2000 One Window to Your World of Information Microsoft R Qutleak R 2000 is the premier messaging and collaboration client that helps you achieve better results by combining the leading support Far Internet standards bas Mon 1 20 2003 4 35 My Shortcuts Other Shortcuts New Group The folders listed in the Outlook shortcuts provide quick access to any of the folders These include Inbox Create send forward and reply to email messages Organize messages Calendar Create appointments Plan meetings or events Review tasks Contacts Create store and gain access to names addresses and other contact information Tasks Create and manage To Do Tasks item
17. Response Line Information Technology Department 3501 Westown Parkway West Des Moines IA 50266 1007 515 453 5757 Response Line 515 453 6232 Fax Outlook User s Manual 7 03 Realty JEIRST GMac Realty 1 Ali Real Estate Outlook Page 2 Outlook Table of Contents Outlook Users Manual eonan EEE susemunieancennieaauen ENO 1 OutlooK OVErVIEW anii eE EA N aa a a vuv Sula un woo ENS 4 AAA e alil eS a A E A AE at EEA E AA A 4 CONICS E E A ee ene er rer meee tenet kate 6 Adding Conta CIS ci tent oni curticari dud hens dene ens cca shen sunt en iumentum entm xe utra Cen bens aqaieascacuareenqueas 6 Create a contact from an e mail message YOU receive cece cece cece eeeceeeceeeseeeseeceeeseeeseeeaeesaues 7 PAGING Ac NICKNIMG T t oo o DT 9 To Add Edit Delete Members On A Distribution List ccc ccccceccceceaeeeeeeeeeeeeeeseeeseeeaeeeaees 13 rim EERUTUMUTR 16 WOOD dE C saunene aan encmenaauad E ania maaan mae 16 To Compose a Message or Send an Email ccccccccccceccceeeceeeeeeeeeeceeeseeeseeeseeesueeeeeseeeseeegeeeges 16 Customize Your InDOX saesstesutesinivus soci ed uiae eaae ai ead ed ui aia AE 21 TOtREAD A MCSSAGC e a a 22 Reply and Forward A Message issssiovetes bend nios btiut datar tata sida u uum iit teu ndo aed uud de E 22 Attaching A Document To Your Email Message esses nnns 24 Managing YoUr BITnallse ee eee nt ia sau eei estate E
18. SESEREESRESSESSSRSSEREESRSRSSERSSEHEREESEEEREEEREEERESEEERESSHSESHESSSSSSESHSSSHuHUsESSRHERESSRE My SES T other CUTE UU Pee 2 ETEEEE ELLE ELLER LEE EEE LEE Page 41 Outlook Create a Task To create a task open the Day view of the Calendar Look at the bottom right corner of the screen to see the Task area i Calendar Microsoft Outlook KB File Edit wiew Favorites Tools Actions Hel pE tew k as gt Go to Today pay F5 Work Week PF Week 54 Month a Find S Organize FR Dp Outlook Today January 23 2003 February 2003 d SM TW TFS 1 2452578 910 11 12 13 14 15 1617 18 19 20 21 22 Calendar Thursday January 23 4 January 2003 5M TW T F 293031 1 2 3 5 6 7 8 910 12 13 14 15 16 17 1920 2122 24 26 27 28 29 3031 2324 25 26 27 28 1 zm u Calendar 254 5878 D v TaskPad a Click here to add a new Task n M EjLjeWefetomstD oo CiD geniwsemeds b E Hi T 10 Contacts 1 1 Motes Deleted Items My Shortcuts Other Shortcuts 35 B A T aie eee B Double click on a specific task to show the task details Enter the subject Untitled Task and all other important information File Edit View Insert Format Tools Actions Help
19. blind OK Cancel copies aw kS Ll o Click OK Page 18 OR Add a contact after typing in the email address 1 After you type the email address hot the Tab key on your keyboard 2 Right click the address and from the menu options click Add To Contacts Page 19 Outlook Ne Untitled Message Plain Text File Edit View Insert Format Tools Actions Help m Send A rr 7 2 Options z a Ta mienesi amp aol cam a Untitled Message Plain Text Bile Edit View Insert Format Tools Actions Help E Send Li ox 2 Options 1 Subject p Properties Add to Contacts Look up Contact ut Copy Clear Select All Outlook 3 Enter the LE Mary Jones Contact contact information e c Business Job title Home hd Compan Business Fax File as Jones Mary Mar Mobile 4 Click Jones mary x Wwe o Save and Ass Address EA mail w niones aol com mjonesaol com Ao Pee Close ea Send using plain text ya page address ABN ech page adress This is the mailing address Contacts Categories Private Page 20 Outlook Once an address has been entered complete the email by entering the subject and message Enter Your Message Text 1 Enter a brief description of your message in the Subject area The Subject information can be seen in a summary of the recipient s Inbox providing information on the top
20. et e cM tadaes dau 26 Organize Your Ema I POldGlbs 552 o niusetsin p uds esunedun iustus msn EE 26 Adding a Signature to Your BE ira niet buio uide hidden aed dub purtdu teu uu iis 2f Reply To A Message cccccceccecececceeceeeceececaeeceecueecuesuecaeeceesaeesuesuecaeeseesaeeseesaesaeesensaeesensass 20 Foward A VIS iciciz a NT I E MM 20 C2 21 9 f P PPP 29 ecu 0716 818 10119 2 ER ne ee ee 29 THE ADDOMnITDent c creel Tecos cene een br Ve eE vla ice bUE ERE XU OVARIAN gaa RA ARR AR 31 Sci dc r 32 IIOVIDOJADDOIDETISD Sos ens scudo ee een pO cube um e dM ter CMM EE CRM EI 34 FRECUPFINGO ADDOINUMGIIUS sesc bore tops EE ERES E sequ bed ra MM Id nest actana at P poH MUT 36 FdSKS nodisdceue die ri Md MEME MEI MEI MM 41 128 E 42 Deleting Completed ASKS M a OceeaeGeee aru eeu 45 Page 3 Outlook Overview Outlook Welcome to MS Outlook Outlook is a desktop information manager designed to assist you in sending and managing electronic mail tracking contacts as well as scheduling and managing appointments meetings events and tasks Because Outlook is a product of Microsoft it follows all the conventions of the other Microsoft products Most of the screens are organized and look like the other Microsoft applications you have been using Standard Features In Outlook information is organized into folders In the FOL
21. he subject of the message 4 n the text box type the message 5 Click Send Reply To A Message 1 Open the message you want to reply to 2 Toreply to only the sender of the message click Reply NOTE To reply to all of the recipients in the To Bcc and Cc boxes click Reply to AII Forward A Message Click Inbox Select the messages you want to forward Click Forward pU P n i Enter recipient names in the To Cc and Bcc boxes a To select recipient names from a list click the To Cc or Bcc button 5 If you are forwarding multiple messages type the subject of the message in the Subject box 6 Click Send Page 28 Outlook Calendar Outlook has a powerful calendar feature that allows you to track your schedule attach memos insert contacts and view your list of tasks Click on the Calendar icon or Folder Calendar Microsoft Outlook M EJ FE x Go to Today pay fs wo Ofeck Dr week 34 Month Bg Find Se Organize EEE bd Outlook Shortcuts Ps soaks January 20 2003 TA Monday January 20 OOOO O Outlook Today 5M Tw TFS 29 30 31 1 2 3 4 1 oe 5 6 7 6 91011 234 5878 ut ms 1z 13 14 15 16 17 18 9101112 13 14 15 i ia zi z2 23 24 25 1 amp 17 18 19 20 21 22 mul m gar 26 27 28 29 30 31 25 24 25 76 27 28 E 23 45 6 7 6 3 v TaskPad Click here to add a new Task Ooper touse tress O E 10 Contacts ails M
22. ic as well as the urgency of the message NOTE Research indicates that messages with no subject are typically read last 2 Enter the body of the message Customize Your Inbox There are several options for customizing your Inbox Most are beyond the scope of this manual However there are some that may be important for you to add or change 1 Adding Bcc Field If you do not see a Bcc field and find it necessary to add this open a new message Untitled Message Plain Text ee Cuero MEN View Insert Format Tools Actions Help 2 Send Previous gt Dptions 2 Next b 3 Click on Bcc Field samd rs Subject Options Y Page 21 Outlook To Read A Message 1 Double click on the message you want to open File Edit view FaveNtes Tools Actions Help new 33 z4 Reply gT Reply to All Me Forward 4t Send Receive B3 Find g Organize Inbox Folder List x t Dx 1g From Subject J A Outlook Today Personal m Wissner Carol TRIO Yer 6 Pre Prod ve 45 Bank 1st Class Pg B Tami Kitner Fwd Meeting HomeServices CMA A Bills E Ernie Bottom Meeting HomeServices CMA Reply and Forward A Message Most of the messages you receive will typically need a reply and some will need to be shared with someone else Replying and Forwarding are even easier than creating a new message To Reply to a message 1 Open the message you want to Reply to 2 To reply to only the
23. ntain for example Emails vida or Contacts ES Outbox oe ia Sent Items LOT Take x Page 26 Cancel Outlook 4 In the Select where to place the folder list click the location for the folder 5 You may now drag and drop emails or contacts into the folders This can be useful for archiving old messages Adding a Signature to Your Email A Signature is text that you specify that will be added to each and every outgoing email This is an excellent way to avoid having to sign your name and contact information when sending an email 1 On the Tools menu click Options and then click the Mail Format tab 2 Click Signature Picker and then click New In the Enter a name for your new Signature EEE j box enter a name Preferences Mail Delivery Mail Format Spelling Security Other Message Format 3 U nd er Choose how to create you r a Choose a Format For outgoing mail and change advanced settings Signatu re select whether to start from Send in this message Format Plain Text scratch Or use an existing sig natu re Use Microsoft Word to edit e mail messages Settings International Options To select a file Create New Signature 2 x Stationery and Fonts Pi 1 Enter a name for your new signature to base your A Use stationery to change your default font and style change colors Bel signature on and add backgrounds to your messages Use this stationery by default click U
24. ompletion Calendar Microsoft Outlook E XC Ta i las K Go to Today Mpa 5 work week Fr week 3a Month Bg Find g Organize E Outlook Shortcuts Ps soe mes January 20 2003 TA Monday January 20 E January 2003 February 2003 b LM TW TFS SM TW oT F 4 3031 1 2 3 4 1 Gutlook Today oW6 7 8 91011 e 34 5857 8 12 V3 14 15 16 1 18 91011 12 13 14 15 19 J21 22 23 24 25 16 1 18 19 20 21 22 co 26 2M 20 29 30 31 23 24 25 26 Z7 280 1 2z 3 456675 WEM Contacts 1 TaskPad a Click here to add a new Task Be SS UI OrX s QIH M T H E R RNNSENNNRRR m Open House Treats MassssesssscussssosessusssussRESSRSSERSENESERESENESSSOSUOSSOSUSSSSESSEESSEHEREENEESERSENEEEEEESSESERGSSSEGEOSSSOSSOSSESSSESUEEEEERSESESSRE RRRRRSRRERRRSERERRSEEHEEHSEESSEESEESEEESESERSESESESEREESRHEESREHRHEERRHERHEEEEREREREHEREEEREEESESEEERSEREREERERENSEEEREERRHERERESSRSERESSRE S 0 EE massssessssesssuMssssssssussEEERESSRSENESENSENESSOSOUSSOOSUDSSSESSESSSEHEREENEESEEEENSEEENZSENREEEGSSSESEOSSOSSSOSSSSSSSSEEEEERSERSSSRE aaa ot D uei ui nien ARE HUMAN RR OU RR RR ARRRRARRRRGRSASRnAnAEUOM iui eO ini HM ARR R UR RR ARXRRRRRRRSAMARRUMMaRe nein ker e E RRRRRSRREERRRSERERRHANSAREREHEHSEESSERESEEEESEREESERSEEEERSEREERKEESRHEHRHEEERERERHEEEHERERESEEERRERREERSEHSESERSERESKEEREREsEHEREERRHERERESSRHERESSET assssesshsscosssMossssosssussRESSRSESRSE
25. ost of the functions that you have available for an appointment are also available for Tasks Complete Outlook Manual Task File Edit View Insert Format Tools Actions Help Save a wor lll lise ii Recurrence a Assign Task Fl E x 4A cm en m item A Lou i i as Fae Object For example you Car EE attach a file Subject Complete Cutlagiesfflanual Due daa Thu 1 30 2003 T Status In Progress art date None Priority Normal Complete 75 OL M Reminder Thu 1 30 2003 8 00 AM fel Owner Marie Penkake and or set a task as a recurring event Contacts Categories Private E Page 44 Outlook Deleting Completed Tasks Calendar Microsoft Outlook EX File Edit Yiew Favorites Tools Actions Help New amp c X Goto Today Day 5 work Week 7 Week 31 Month Find g Organize Ef Wy sd Calendar January 23 2003 To delete a task that is completed Right click on the task and choose Delete X from the menu choices Page 45 ee A Outlook Today Thursday January 23 4 January 2003 February 2003 SM TW TF S 293031 1 2 3 4 5 6 7 8 910 11 SM TW TF S 1 23456768 910 11 12 13 14 15 A 12 13 14 15 16 17 18 1920 2122 24 25 26 27 28 29 3031 16 17 18 19 20 21 22 2324 25 26 27 28 2345 6 7 6 D v TaskPad a Click here to add a new Task ejm Complete O
26. otes Da L E TE ha My Shortcuts Other Shortcuts 5 Page 29 Outlook Set An Appointment Outlook provides visual cues in setting appointments This allows you to choose the month date and time on the same screen To set an appointment go to the month and date on the calendar Calendar Microsoft Outlook aga File Edit View Favorites Tools Actions Help New amp X Goto Today Day 5 Work Week 7 Week 34 Moxth Find tg Organize El gt B t E Outlook Shortcuts LEE er c January 22 2003 di A Wednesday January 22 N 4 January 2003 February 2003 b Py SM TW TF 5 SM TW TF S Outlook Today A30 31 1 23 4 1 5X7 8 91011 23945 6 7 8 15 16 17 18 9 10 11 12 13 14 15 19 20 21 232425 161718 19 20 21 22 00 Calendar ga 26 27 28 29 30 31 23 24 25 26 27 28 23456768 T 109 0 Z TaskPad Click here to add a new Tast Contacts 00 KERU R ED w Slopen House Wests V p 1 Choose the time by S clicking on the line to ZH the right of the time on the calendar Malaka DA 00 pes F okota oo wen Group 7o Bii Untitled Appointment 2 Double click on the blue line to get save and Close ill S Recurrence KP Invite Attendees t 4 x F OESE the Appointment Appointment Attendee Availability Screen Subject Location
27. plete all the pertinent fields and all the other fields in the contact screen Remember the more information you enter the greater the future value HE Joe Schmoe Contact file Edt Yew jnsert Format Tools Actions Help Beep 3 d 8 Qi General Details activities tes Abies Job tite NEN Hume Ejen o fete ee SsMS ES S 3501 Westown Pkwy Week Dec Moet IA Sr266 This i the mailing address loe is the best cllent ever has bought 42 houses fro m me in 12 months 4 Click Save and Close Page Outlook An arrow or drop down arrow indicates there are selections that you can use to save you time and provide consistency in data GS Joe Schmoe Contact File Edit View Insert Format Tools Actions Paap gl Save and close H ll wr qo Pp General Details Activities Certificates All Fields e Full Name 12e Schmae e ES ES 555 5 5 Job title Assistant j e15 111 2 w Business Company Iowa Realty Dienes g File as 5chmoe Joe Business Fas 9 Callback A Address 3501 Westown Pkw A j Car ioeschmoet lest Des Moines 14 50266 ER eass Send usir 4 Home ge Home 2 SE jv This is the mailing address a Ric Ru ISDN Jae is the best client ever He has bought 44 houses f Mobile ns Other Other Fax Pager Primary Radio Teles TTr TDD Note You may en
28. rl Short Tir Pu mm mm View Favorites Tools Actions H e 33 Ce Reply fy Reply EY Bills EN Brenda Outlook Today Personal wA Bank 1st Class 2 Calendar 4 Cedar Rapids 1 Ex Citrix Outlook 3 Enter the email address There are a number of ways to enter the email address in the To or Cc fields A Type the full email address ex jerryjones iowarealty com Untitled Message Plain Text Sle EI TEES TEE NDE Subject OR B Type the Nickname in the To box Ex Joe C Click the To box olx Untitled Message Plain Text File Edit View Insert Formak Tools Actions Help Subject Page 1 Outlook 4 Click on the name you want to email and click the appropriate buttons To gt Select Names Type name or select From list Or Find wn gt Cc Message Recipients f Pe Fz NOTE CC means Hame E HE To P Dale Koeningsberg E Chris Bupp chrisbup Courtesy Copy or Carbon Copy D epeningsberg dalek oe and is used to keep someone in the EE TER gt loop of the discussion EZ Marie C Penkake ES T ami Kitner tamikitne E amp Jackie Johnson Or EE wanda Shaw the Bcc s Ee address box Bcc gt JE NOTE Bcc means Blind Courtesy Hu Copy or Blind Carbon Copy and New Contact Properties is sent covertly no one who gets the message knows who got
29. s Assign tasks to yourself or others in teams departments or organizations Deleted Items Manage all deleted items Page 5 Outlook Contacts Outlook gets email addresses from the Contacts folder Besides email addresses you can keep street addresses web page addresses and phone numbers of all types Basically the information contained in Contacts can be quickly accessed for keeping in touch with your client base Adding Contacts 1 Click on the Contacts icon or folder i Contacts Micr soft Outlook BEA File Edit wiew Farorites Tools Actions Help Ra Find g Organize Eid Contacts new amp Outlook Shorkcuk ra DJ There are no items to show in this view Calendar Double click here to create a new Contact Conkacks TIL 2 Click on the New Contact icon i Contacts Microsoft Outlook File Edit View Favorites Tools Actions Help EE hew amp gd K Ep BaFind Sy Organize E3 Contacts A Calendar A Contacts Page 6 Outlook Or a Create a contact from an e mail message you receive 1 Open the e mail message that contains the name you want to add to your contact list 2 In the From field right click the name you want to make into a contact and then click Add to Contacts on the shortcut menu From me Ta Properties Cc Add to Contacts Look up Contact Subject RE dor 3 Com
30. se this 2 Choose how to create your signature C l 1 k Start with a blank signature file asa Use this existing signature as a template template and type the path and file name in the box or click Browse to select from a list de vour signature ar attach an electronic business a mnessagses cma 4 Cl ick N ext Edit Signature Sig1 E 21 x m Signature text This text will be included in outgoing mail messages 5 In the Signature text box type the text you want to include in the signature Eric F Sanders Iova Realty Response Line 515 453 5757 You can also paste text to the Signature text box from I think a good product would be Baby Duck Hat It s a fake baby duck which you strap another document f Clear Advanced Edit 6 To change the paragraph or font format select the e acl RTE pee Bac Is business Card year o this signature text click Font or Paragraph and then select the Mz mwme id options you want These options are not available if New vCard from Contact you use plain text as your message format cea Page 27 Outlook Quick Sheet Summary For Email Creating a New email 1 On the File menu point to New and then click Mail Message 2 Enter recipient names in the To Cc and Bcc boxes a To select recipient names from a list click the To Cc or Bcc button 3 In the Subject box type t
31. ter up to three E mail addresses for each contact The format for this will be the name followed by the sign followed by the host domain An example of an email address would be joeschmoe iowarealty com or jerryjones firstrealtyhomes com Page 8 Outlook Adding A Nickname You may also add a nickname for your contact Nicknames are a convenient way to organize and address your emails To add a nickname 1 In the Contact View screen select the Details tab 2 In the Nickname field type the contacts Nickname O x LES Untitled Contact Eile Edit View Insert Format Tools Actions Help Ged Save and Close A l wv qo ca General Details Activities Certificates All Fields ue Department lit Manager s name 3 Office Corporate Assistant s name Profession Nickname foe Birthday None gt Es Spouse s name Anniversary Mone Online NetMeeting settings P Fe t ea Directory server Call Now E mail alias Internet Free Busy I Address Type Nickname Page 9 Outlook Viewing Your Contacts Your Contacts list can get very long so Outlook offers a number of different ways to find and view contact s This is the default view 1 Customers are listed alphabetically by last name you can scroll through the list OR 2 Use the Quick search buttons to jump scroll in the list Page 10 Contacts Microsoft Outlook
32. tlook 3 lowaRealtyIT Distribution List 3 Click on Select Members button File Edit View Insert Tools Actions Help Lg save and Close amp Y Fm t we 2 Members Motes Mame owaRealtyIT E Add Mew Remove Update Novy E mail Chris Bupp chrisbupp iowarealty com Dale Kaeningsberg dalekoenigsberg iowarealty corn Jackie Johnson jackiejohnson iowarealky com Select Members To ADD a member Type name or select From list Find 4a Double click on the contacts v anicacts Add bo distribution list member name in the left window it will move Mal Add gt Ez Chris Bupp them to the list on the Ez Chris Bupp clbupp Ez Dale Koeningsberg right Dale Kaeningsberg dalekog BS Kim Peterson E Iowa Realty IT Dept FE Jackie Johnson E lowaRealtyIT Es Jackie Johnson jackiejal Kim Peterson k peters Marie C Penkake perti T ami Kitner tarnikitne To DELETE a w anda Shaw member s Mew Crnbech Properti 4b Double click on the __New Contact PORES member name in the right window this will move it to the list on the left oa 5 Click OK Page 14 Outlook 6 Click Update Now asd d Gisse 23 lowa Realty IT Dept istribution List JJ ES E Save and chose amp d N x Wr 2 Members Mates Mame Lowa Realty IT Dept Select Members Add New Remove 4 Update Now Mame Chris Bupp clb
33. u rrence File Edit wiew Insert Format Tools Actions Help Recurrence G Invite Attendees LL X Appointment 4tbendee Availability Subject Staff Meeting Location This is an online meeting using Recurrence Occurs every Monday effective 1 20 2003 until 3 24 2003 From 10 00 AM to 11 00 AM car a MW Reminder 15 minutes fel Show time as Busy All office staff is required to attend Contacts Categories Private Appointment Recurrence Change the information UTEM NOTE Remember this will immu change the information for Recurrence pattern the ENTIRE series of Daily Recurevery 1 week s on appointments Weekly Sunday iv Monday Tuesday Wednesday f Monthly Thursday Friday Saturday t Yearly Click OK Range of recurrence Start Mon 1 20 2003 No end date End after 10 occurrences Endby Mon 3 24 2003 KU Remove Recurrence Page 39 Outlook An alert screen will confirm that all appointments in this series will be set to this date and time Microsoft Outlook Click OK Anv exceptions associated with this recurring appointment will be lost IF any of the exceptions are meetings the attendees will not be notified Is this QE Cancel Page 40 Outlook Tasks A task is a reminder to you of items that have to be completed with no specific time allocated for doing it but one that you wish to track to c
34. uppiziowarealEy cam Dale Kaeningsberg dalekoenigsberg iowarealty corn Jackie Johnson jackiejohnsoni amp iowareallv com Kim Peterson kpekersonimionwarealby com El F Cateoories Private Page 15 Email Outlook This section provides a basic overview of using the Outlook email functions It explains the processes of addressing the email and replying and forwarding messages Inbox G Mew 1 Make sure Inbox is highlighted in your list of folders or icons Folder List X Si Outlook Today Personal vee TEA Bank 1st Class a TES Bills EY Brenda ao Calendar q Cedar Rapids 1 EY Citrix if Contacts fa Deleted Items 25 e 24 Downloads SB Drafts 3 Ese Farms To Compose a Message or Send an Email 1 Click the New button at the top left of your toolbars Page 16 Ey Fun 1 N Handybase ABa Inbox 7 on CE Jeff dia Journal EY Leadership MLS ind Ea Marie TE Ca Midarmerinan File Edit l Mew POD DDD CO gg DD DDD DDD bE File Edit View Favorites Tools Actions Help e 33 Ey Reply Cy Reply to All VES Forward Inbox t DO l G From Wissner Carol B Tami Kitner Ernie Bottom B Wissner Call Diane Williams TR_Monibor B Kelly Stuber B Curtis Rother Tim Dunn Terry Fitzpatrick Jackie Johnson B Kelly Stuber helpdeskigiowareal B Mail Delivery Subsv Earl Short B Earl Short B Earl Short B Ea
35. utlook Manual CAO Super Bowl Pot Luck s LII Opi Open Print f 9 Reply f Reply to All Q Forward Calendar E Contacts dar ag ri Mark Complete My Shortcuts s a a 00 o Categories Other Shortcuts m N Deleted Items
36. w Insert Format Tools Actions Help appointment fey Save and Close amp Recurrence g Invite Attendees J X e B Appointment Attendee Availability Eu This appointment occurs in the past Subject Staff Meeting This is an online meeting using _ Location Start times Mon 1 20 2003 10 00 AM Al day event 4 Click on z End tine Mon 1 20 2003 Vi 11 00 AM Recurrence a Reminder qu Show time as Busy Recurrence Contacts Private Page 36 Outlook Appointment Recurrence 5 Check the time to ensure Appointment time it is correct ft 10 00AM Endi 11 004M Duration 1 hour Recurrence pattern If it isn t you can correct it from this screen l Daily Recur every 1 week s an fe Weekly Sunday M Monday Tuesday Wednesday Monthly Thursday Friday Saturday 6 Click the pattern of t Yearly recurrence Range of recurrence l l l Start Mon 1202003 No end date The most important field in End after 10 occurrences the Recurrence window is the range of recurrence g E by Mon 3 24 2003 El 7 Set the range Cancel If you do not enter an End by date it will default to 10 occurrences 8 Click OK NOTE unless the appointment occurs only once or twice a year typically you do not want to enter a range longer than 12 months Enter all other information on the appointment
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