Wiley Outlook 2007 For Dummies
Contents
1. My Tasks Current View Simple Tasks Eg Detailed pss Ad asks as oe Tasks Y ext Sel O Overdu By Cate Tasks Y O Assignr a Tasks a Figure 1 6 Mail Tasks Y Preserve E cateng your prose Tasks X j Contac Tasks x for posterity 9 22 2006 9 54 AM Zj Tasks X in an dA B m Wait tor spring Wed 9 27 2006 Outlook 2 O Planto invest sweepstakes winni Wed 9 27 2006 X note Bj Liver check Thu 9 28 2006 Y ee2. O Enter bad poetry olympics Sat 9 23 2006 Tasks P 7 ZO Enter sweepstakes Sat 9 23 2006 Tasks k O Assignment X S Y Due Date Next Week j Mail 2 Set clocks back 15 minutes Sun 9 24 2006 Tasks X BO Wait for Ed and Dick Sun 9 24 2006 Tasks X Er Calendar AM Letitbe Tue 9 26 2006 Tasks X Sr 4 O Wait for spring Wed 9 1006 ask X Figure 1 5 8 Contacts ZO Pian to invest sweepstakes winni Wed 9 27 2006 Task XY Ei Liver check Thu 9 28 2005 Tasks X Entering Z Tasks your task in the Task list Jaa Chapter 1 Fundamental Features How Did You Ever Do without Outlook 9 4 Press the Enter key Your new task moves down to the Task List with your other tasks Outlook can help you manage anything from a simple shopping list to a com plex business project In Chapter 9 I show you how to deal with recurring tasks how to regenerate tasks and also how to mark tasks as complete and earn the right to brag about how much you ve accomplished I also show you how to take advantage of a gizmo called the Task Pad to do the job even quicker Taking Notes I have hundreds of little scraps of information that I need to keep somewhere but until Outlook came along I didn t have a place to put them Now all the written flotsam and jetsam I ve decided I need goes into my Outlook notes collection where I can find it all again when I need it To create a new note follow these steps 1 Click the Notes
3. 20 2 se ite anes coin AAI Mail Items E Wednesday danosa o ilneiios Aaaa 3 gt Personal Folders E mthunderblossom outlookforodummies com SB AVG Virus Vault Tj A geddajobyaschmuck outlookfordu ANV v Ss Vat Deleted Items 3 LA Drafts i L Inbox 4 Lg Junk E mail Sorry everyone I seem to have nodded off for 5 or 6 years Did anything happen since 2001 J tdedark outiookfordummies com W m nodded off for a tew years tlookfordu 3 geddajobyaschmuci Fredda LA Outbox LS RSS Feeds L Sent Items 9 Mail a Calendar Contatts Z Tasks J mthunderbiossom outiookfordum Are we there yet i Older a Fredda DeDark 1 31 2001 Fredda DeDark 1 31 2001 Zj Magnolia Thunderblossom 1 31 2001 Magnolia Thunderblossom 1 30 2001 Jag Ed Fredda DeDark 1 30 2001 34 Items Mail button Reading pane Here s how to see the entire message 1 Click the Mail button in the Navigation Pane You don t need this step if you can already see the messages but it doesn t hurt 2 Double click the title of the message Now you can see the entire message 3 Press Esc The message form closes A quick way to skim the messages in your Inbox is to click a message then press the up arrow or down arrow key on your keyboard You can move through your message list as you read the text of your messages
4. Chapter 1 Fundamental Features How Did You Ever Do without Outlook In This Chapter Reading and creating e mail Sending files by e mail Entering appointments and contacts Checking your calendar Entering tasks Taking notes Easy P 0 utlook is easier to use than you might think it also does a lot more than you might realize Even if you use only about 10 percent of Outlook s fea tures you ll be amazed at how this little program can streamline your life and spiff up your communications People get pretty excited about Outlook even if they take advantage of only a tiny fraction of what the package can do I m kicking off this book with Outlook s Greatest Hits the things you ll want to do with Outlook every single day The list sounds simple enough sending e mail making appointments and so on But there s more here than meets the eye Outlook does ordinary things extraordinarily well I know you want to do the same so read on Ways to Do Anything in Outlook Well okay maybe you can t use Outlook to decipher hieroglyphics but if you learn a little about some basic techniques you can do a lot in Outlook click an icon to do something view something or complete something Using Outlook is so simple I can sum it up in just a few how to sentences to cover the most common tasks 12 Part I Getting the Competitive Edge with Outlook MBER we amp Y Open an item and read it Do
5. because then the parts of the program that I talk about may have names you gave them rather than the ones Microsoft originally assigned The Microsoft people generally did a good job of making Outlook easy to use I suggest leaving the general arrangement alone until you re comfortable using Outlook Reading E Mail E mail is Outlook s most popular feature I ve run across people who didn t know Outlook could do anything but exchange e mail messages It s a good thing Outlook makes it so easy to read your e mail When you start Outlook normally you see a screen with three columns The center column is your list of messages the right column called the Reading Pane contains the text of one of those messages If the message is short enough you may see its entire text in the right column as shown in Figure 1 1 If the message is longer you ll have to open it to see the whole thing Chapter 1 Fundamental Features How Did You Ever Do without Outlook ee Figure 1 1 Double click the message you want to read i EN 44 Inbox Microsoft Out File Edit View Go Tools Actions Help pe a question for help iNew gt g A Reply Reply to All 3 Forward a Send Receive gt i Type scontacttofind St Back A HLA 9 By Messages Jaaaj Mail s 1J Inbox I nodded off for a few years Favorite Folders x Priy D fdedark outlookfordummies com Mail Folders A j Arranged By Date Newest on top Jall webs
6. button in the Navigation Pane or press Ctrl 5 Your list of notes appears 2 Click the New button in the toolbar A blank note appears 3 Type the text you want to save The text you type appears in the note see Figure 1 6 4 Press Esc The note you created appears in your list of notes An even quicker way to enter a note is to press Ctrl Shift N and type your note text You can see how easy it is to amass a large collection of small notes Chapter 10 tells you everything you need to know about notes includ ing how to find the notes you ve saved as well as how to sort categorize and organize your collection of notes and even how to delete the ones you don t need anymore After you re in the habit of using Outlook to organize your life I m sure you ll want to move beyond the basics That s what the rest of this book shows you When you re ready to share your work with other people send e mail like a pro or just finish your workday by 5 00 p m and get home you ll find ways to use Outlook to make your job and your life easier to manage 2 0 Part I Getting the Competitive Edge with Outlook WTo DoL osoft Outlo mx 3 File Edit View Go Tools Actions Help Type a question for help iNew GAS X 7 Reply A Reply to All Forward P O Typeacortacttofnd E i OB ei Eee Don t take any wooden Euros p m Tasks Paper ones are better na All Task H In Folder z
7. ctions Help Type aquestionforhelp SaiNew 3 X g Today i Type conte i J a z et OBc O AHA g Day Week Month F Calendar Day Week Month 4 October 2006 y su tw tes October 02 2006 P r 2 Monday Sai Calendar Items X My Calendars 4 ay Calendar LJ E Calendar in Demo Files a Mi Calendar dodge the issue Conference Room B a L J Mail Figure 1 3 i Track your busy 8 Contacts i S schedule in Ja Show tasks on Due Date Start Date Due Date F Tasks the Outlook calendar a Ca a ee Chapter 1 Fundamental Features How Did You Ever Do without Outlook 7 Checking Vour Calendar Time management involves more than just entering appointments If you re really busy you want to manage your time by slicing and dicing your list of appointments to see when you re free enough to add even more appoint ments You can choose from several different views of your calendar by click ing the Day Week and Month buttons at the top of the Calendar screen If you need a more elaborate collection of calendar views choose one of the views listed in the Current View section of the Navigation Pane To really master time management see Chapter 8 to see the different ways you can view your Outlook calendar Adding a Contact When it s not what you know but who you know you need a good tool for keeping track of who s who Outlook is a great tool for managing you
8. in the Reading Pane 13 4 Part I Getting the Competitive Edge with Outlook If you feel overwhelmed by the number of e mail messages you get each day you re not alone Billions and billions of e mail messages fly around the Internet each day and lots of people are feeling buried in messages You dis cover the secrets of sorting and managing your messages in Chapter 6 Answering E Mail When you open an e mail message in Outlook to read it buttons labeled Reply and Reply to All appear at the top of the message screen That s a hint When you want to reply to a message you re reading click the Reply button A new message form opens already addressed to the person who sent you the message If you re reading a message sent to several people besides you you also have the option of sending a reply to everyone involved by clicking the Reply to All button When you reply to a message the text of the message that was sent to you is automatically included Some people like to include original text in their replies some don t In Chapter 5 I show you how to change what Outlook automatically includes in replies Creating New E Mail Messages At its easiest the process of creating a new e mail message in Outlook is ridiculously simple Even a child can do it If you can t get a child to create a new e mail message for you you can even do it yourself To create a new e mail message follow these steps 1 Click the Mail bu
9. r list of names and addresses and it s just as easy to use as your Little Black Book To enter a new contact click the Contacts button in the Navigation Pane then click the New button on the toolbar to open the New Contact entry form Fill in the blanks on the form an example appears in Figure 1 4 and then click Save and Close Presto you have a Contacts list Ox vs Gedda Jobyaschmuck Contact TER co Contact Insert Format Text Y y Igy Save amp New SjGeneral I Certificates amp J g Q 43 a a Picture ET BC va Eh Send Gl Details HAI Fields Lt 2a XS BiH Hid categorize Q veg M siness pias x Delete BJ Acti ities eres ec D ari vv Follow Up By hoa Actions She Attendees Options Proofing Full Name Gedda Jobyaschmuck E mail Ly Job title Senior Analyst Display as Gedda Jobyaschmuck geddajobyaschmuck Company Nolite com Web page address File as Jobyaschmuck Gedda v IM address Phone numbers Note Businessu J y 212 555 2798 N Home J 212 555 9877 Figure 1 4 Business Fax x 4 Keep Mobile detailed agaresses information gus 34 Ace Avenue about V This is the mailing everyone address you know in Business Card the contacts Gedda Jobyaschmuck A NoLife com list Senior Analyst E 212 555 8798 Wor 8 Part I Getting the Competitive Edge with Outlook Outlook does a lot more than your little black book if you know the ropes Chapter 7 reveals
10. rs with your document listed on the Attachment line as pictured in Figure 1 2 Message Insert Options Format Text Send Paste B s Ee z Address Check Attach m Follow Spelling k Subject flotsam and jetsam Well looked what the cat drug in a Figure 1 2 You can e maila document right from Microsoft Word 6 Part I Getting the Competitive Edge with Outlook 3 Type the e mail address of your recipient on the To line The address you enter appears on the To line 4 Click Send Your file is now en route When you re just sending one Word file these steps are the easiest way to go If you re sending more than one file I describe a more powerful way to attach files in Chapter 5 Entering an Appointment If you ve ever used an old fashioned paper planner the Outlook calendar will look familiar to you When you click the Calendar icon and then click the Day tab you see a grid in the middle of the screen with lines representing each half hour of the day as in Figure 1 3 To enter an appointment at a certain time just click the line next to the time you want your appointment to begin type a name for your appointment and press Enter If you want to enter more detailed information about your appointment such as ending time location category and so on see Chapter 8 for the nitty gritty about keeping your calendar 2d Calendar Microsoft Outlook ox File Edit View Go Tools A
11. the secrets of searching sorting and grouping the names on your list and of using e mail to keep in touch with all the important people in your life Entering a Task Entering a task in Outlook isn t much of a task itself You can click the Task button see a list of your tasks in a flash If you see the words Type a New Task you ve got a clue To enter a new task follow these steps 1 Click the Tasks button in the Navigation Bar Your list of tasks appears 2 Click the text that says Type a New Task The words disappear and you see the insertion point a blinking line 3 Type the name of your task Your task appears in the block under the Subject line on the Task List which in turn appears in Figure 1 5 J To Do List Microsoft Outlook 7 o x File Edit View Go Tools Actions Help Type a question for help ANewy Gj Reply j Reply to A Forward Ly Typeacortacttofind E n St Back AHA D A Simple list MEELT Tasks amp To Do List Pr Q All Task Items DM To Do Title Due Date In Folder gje My Tasks J C jump to conclusions Fri 9 22 2006 To Do List Y y Tas Current View 2 I W Due Date No Date Simple List A O Hear it for the boy None Tash Y Detailed List Zi O Don t sit under the apple tree None asks Y 2 O Beat around the bush None asks id Active Tasks BO Test the water None ask v Next Seven Days Overdue Tasks BS Y due Date Tomorrow Categon 2
12. tton in the Navigation Pane Your message list appears 2 Click the New button in the toolbar The New Message form appears 3 Fill out the New Message form Put the address of your recipient in the To box a subject in the Subject box and type a message in the main message box 4 Click Send Your message is on its way If you want to send a plain e mail message that s all you have to do If you prefer to send a fancy e mail Outlook provides the bells and whistles some of which are actually useful You might for example send a High Chapter 1 Fundamental Features How Did You Ever Do without Outlook 15 Priority message to impress some big shots or send a Confidential message about a hush hush topic Discover the mysteries of confidential e mail in Chapter 4 Sending a File Call me crazy but I suspect you have more to do than exchange e mail all day You probably do lots of daily work in programs other than Outlook You might create documents in Microsoft Word or build elaborate spreadsheets with Excel When you want to send a file by e mail Outlook gets involved although sometimes it works in the background To e mail a document you created in Microsoft Word for example follow these steps 1 Open the document in Microsoft Word The document appears on screen 2 Click the Office icon in the upper left corner of the screen and choose Send To Mail Recipient as attachment The New Message form appea
13. uble click the item Create a new item Click an icon in the Navigation Pane click the New button in the toolbar at the top of the screen and fill out the form that appears When you re done click the button labeled Send or alterna tively Save and Close Delete an item Click the item once to select it and then click the Delete icon in the toolbar at the top of the screen The Delete icon contains a black X 1 Move an item Use your mouse to drag the item to where you want it Does that seem too simple No problem If you have an itch to complicate things you could try to use Outlook while hopping on a pogo stick or flying the space shuttle But why These four tricks can take you a long way Outlook can also do some sophisticated tricks such as automatically sorting your e mail or creating automated form letters but you ll need to learn a few details to take advantage of those tricks The other 300 pages of this book cover the finer points of Outlook If you only wanted the basics I could ve sent you a postcard The pictures you see in this book and the instructions you read assume you re using Outlook the way it comes out of the box from Microsoft with all the standard options installed If you don t like the way the program looks or what things are named when you install Outlook you can change nearly everything If you change too much however some instructions and exam ples I give you won t make sense
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